Licensing Policies

General Guidlines for Use | Unacceptable Products and Services | Merchandise Use | Web/Print Use

General Guidlines for Use

University departments, schools, and reigstered student organizations can use the official Vanderbilt University logo on products and services. For more information, please visit the Graphic Standards website at vanderbilt.edu/graphicstandards. Please note, it is not permissible to create logos for your group or organization. The only approved logos are those found on the Graphic Standards website. For athletic organizations, the official athletic mark can be found at vanderbilt.edu/publicaffairs/cs/graphicstandards/athletics/

Vanderbilt University marks should be used within the following guidelines:

• The logos should not be altered in any fashion.
• The logos should have the proper trademark symbols (®, ™).
• When referring to the University on products and services, please use the following wordmarks: Vanderbilt, Vanderbilt University, Vanderbilt Commodores, and Commodores. The University does not encourage the use of "Vandy."
• The logos should not be used in association with a private business or used in a manner that might associate or imply endorsements by the University with an outside business or product without proper authorization from the University.
• Employees may not use the University's names or its logos in any manner, which suggest or imply University support or endorsement of any movement, a candidate for public office, or an activity or program not officially sponsored by the University.

Unacceptable Products/Services

• Vanderbilt University will not approve the use of its name or marks to promote the following products: tobacco, controlled substances, sexually oriented products, alcohol, religious products, bathroom articles, or games of chance.
• The University will not approve the use of its name or marks with: text or graphics that are judged to be sexually suggestive, denigrating language by any group including another college or university, items that infringe on the marks of other trademark owners on products or services, or endorsement of political candidates.
• The University will not license products that: do not meet minimum standards of quality and/or taste, are judged to be dangerous or carry high product liability risks.

Merchandise Use

University departments, medical center, schools and student organizations who would like to place orders for apparel (e.g., t-shirts, polos, hats) and gift items (e.g., mugs, key chains), must use vendors licensed by Vanderbilt University through our licensing agent - Collegiate Licensing Company (CLC). For more information about CLC, please visit www.clc.com.

Please complete the following steps when ordering apparel and gift items:

Complete the Merchandise Request form.

• This form should be the first step in your process of obtaining products.
• We recommend that you complete this form 4 weeks before the desired date to allow for necessary approvals and vendor production.
• Indicate on the form whether the merchandise is for Internal Use (including an item for "Suggested Donation"), or for Resale. Keep in mind that for Internal Use orders, sales tax does not apply. For Resale orders, sales tax does apply.
• Provide as much detail as possible the more the better! For example, if the order is a reorder, where will you sell the item, how you will offer the item, how many you want to order, etc.
• The Trademark Licensing Office will review the information provided on the Merchandise Request form and provide a recommendation of who should complete the order for you. Keep in mind that:
  • If the merchandise is purchased from the Bookstore, then tasks associated with sales tax are administered by the Bookstore (submission of the tax-exemption certificate or the resale certificate, etc.)
  • If resale items are purchased from and sold by the Bookstore, then the tasks associated with charging, collecting, and remitting the sales tax are handled by the Bookstore as well.
  • If a department or student organization resells the items outside of the Bookstore, then the reselling department or student organization must charge, collect, and remit the sales tax on the sale. Please complete the Resale Certificate and provide a copy to the licensed Vanderbilt vendor and send the original to Vanderbilt Accounting who will process this for you.
  • If the order is not a resale order, then the Tax Exemption form will apply. For your convenience, all licensed Vanderbilt Vendors have a copy of this form so there is no need for you to provide them a copy.

Use a Licensed Vanderbilt vendor to design and place your order.

• For a list of local licensed Vanderbilt vendors, please visit the Trademark Licensing web site at www.vanderbilt.edu/licensing.
• If you do not find your preferred vendor on the list, please call Mary Ann Daniel-Kaszuba in the Trademark Licensing office at 615-32(2-4461).

Have the licensed Vanderbilt vendor submit the design through CLC's online art approval system.

• The licensed Vanderbilt vendor is required to submit your design online through CLC's art approval system. The Trademark Licensing Office will work with your vendor to make sure your design meets the university's graphic standards.
• Once the design is approved by the Trademark Licensing Office, production can begin.

Web/Print Uses

Web Use
Vanderbilt logos used on official University Web sites such as University departments, approved student groups, and schools, are permitted as long as the logos are used correctly. All University requests for the use of the official University logo should be made to Beth Fox, Manager of Web Communications at beth.fox@vanderbilt.edu. Web sites not affiliated with the University require authorization from the Office of Trademark Licensing.

Print Use
When University marks are used in publications (e.g., brochures, pamphlets, newsletters), which are distributed on or off campus, designs will need to be approved by the Office of Creative Services. Please send your requests to Judy Orr, Director of Creative Services at judy.orr@vanderbilt.edu.