Contents:
Handbook
Homepage,
Equal Opportunity, Statement on Sexual Orientation
Students
at
Vanderbilt University:
A Statement of Principles
Community Life
University Policies and Regulations
Chapter
3:
Community Life
Freedom of Expression / Undergraduate Student Governance / Graduate and Professional Student Governance / Community Affairs Board / Student Communications / Study Abroad Programs for Undergraduates / Student Activities / Advisers to Student Organizations / Scheduling Activities / Sound Amplification and Noise / Publicity, Promotion, and Advertising / Community Creed
Regulations concerning community life have been established to ensure opportunities for effective participation for all.
• Meetings open only
to members. A campus organization may invite any person to address
its members, but organizations must follow normal procedures for reservation
of space with the Office of Schedules and Reservations, Sarratt Student
Center, and demonstrate ability to pay for associated costs.
• Meetings open to the Vanderbilt community. An organization
may invite any person, approved by the majority of its members, who represents
a point of view pertinent to the occasion to speak to an assemblage of
the Vanderbilt community, provided that the sponsorship of the event is
consistent with the purposes of the organization.
Registered student organizations may also order films to show on campus
if the film is part of a planned program consistent with the stated purpose
of the organization. Films may be promoted and advertised on campus only.
Normal procedures for assemblies of this nature include registering in
advance with the Office of Schedules and Reservations, Sarratt Student
Center, so as to ensure the adequacy of arrangements, minimize schedule
conflicts, reserve space, and demonstrate ability to pay for costs incurred.
• Meetings open to the public. For open meetings sponsored
by campus organizations, normal procedures must be followed by obtaining
prior approval through the Office of Schedules and Reservations.
• Disruptive activity. Vanderbilt students engaging in disruptive
action or disorderly conduct are subject to University disciplinary action,
including suspension or expulsion. Vanderbilt students and others may
also be subject to criminal prosecution.
• Limitations on meetings. The University may restrict the
times and places of organization meetings in campus facilities. A campus
organization denied permission to sponsor an assembly may appeal the decision
to the Vice Chancellor for Student Life or his designee.
• Sponsorship. A student organization that sponsors an activity
will be responsible for registration, arrangements, publicity, costs incurred,
and the conduct of the participants. The Vice Chancellor for Student Life
or his designee must approve access to University facilities for requests
from individual students who wish to use the facilities for a speaker
of their choosing. Off-campus groups may cooperate with a campus organization
in a campus event, but the campus organization remains fully responsible
for the conduct of the off-campus group. Off-campus groups or individuals
wishing to use University facilities independently must conform to University
policies and must request access through the Office of Schedules and Reservations.
• Distribution of printed statements. Persons who distribute
printed materials are responsible for the contents. Students may distribute
leaflets, informational sheets, or similar materials on Rand Terrace or
outside the building in which a meeting has been scheduled by another
organization, if the distributors position themselves so as to avoid restricting
access. There may be no charge or requested donations for these materials.
Information about the sale of printed statements, etc., and the display
of posters can be found in the sections "Sale and
Solicitation" and "Publicity, Promotion,
and Advertising." Campus organizations sponsoring events involving
controversial persons or views are responsible for providing for the safety
and well-being of their guests. Arrangements must be made with the Office
of Schedules and Reservations.
UNDERGRADUATE STUDENT GOVERNANCE
The University recognizes
a representative student organization that serves as a channel for student
opinion for each school. Recognition has been extended by the University,
in consultation with the Office of Student Activities, to the following
governing bodies:
Arts and Science Council. Membership includes the presidents of
all registered academic majors’ associations plus one freshman and
one sophomore student representative. The president, vice-president, secretary,
and treasurer are elected by the students of the College.
Blair Council. Membership is represented by elected members from
the classes and by an elected Executive Committee.
Engineering Council. Membership includes elected representatives
from each of the classes, the president, and one elected representative
from each registered professional society.
Student Association of Peabody College. The association is directed
by an Executive Committee, and members are elected at large by students
of Peabody College. Each class also has a representative on the Executive
Committee.
Interhall. Interhall is the governing body of residence halls which
acts as a liaison between residents and the Office of Housing and Residential
Education. All students in residence are members.
Panhellenic, National Pan-Hellenic, and Interfraternity Councils.
The Panhellenic Council (Panhel), the National Pan-Hellenic Council (NPHC),
and the Interfraternity Council (IFC), which govern the activities of
the Greek social organizations, are composed of representatives from each
registered national and local sorority and fraternity on campus.
Student Government Association. The SGA has two divisions: the
Student Senate and the Executive Cabinet. The Student Senate, composed
of two senators from each class and the president of each school, lobbies
and conducts research on resolutions for specific issues. The Executive
Cabinet is the program division of the SGA and provides various campus
programs and activities. Students can become involved with SGA through
the Student Senate or committees.
Undergraduate student government is empowered to act in the following
areas in accordance with University policies:
• Development and administration of regulations concerning sponsorship,
approval, and scheduling of social events initiated by groups other than
those under jurisdiction of the Interfraternity and Panhellenic councils.
• Development and administration of election procedures for use in
elections conducted by the Student Government Association.
• Development and administration of procedures for screening and
nominating students to serve on University committees and Student Life
committees.
Student Finance Committee. The Committee is a representative student
group which annually allocates to student organizations funds collected
as student activities fees. Membership comprises the eight elected SGA
class senators, a representative from the Graduate Student Council, a
representative from the professional schools, and three student representatives
appointed by the Vice Chancellor for Student Life or his designee.
GRADUATE AND PROFESSIONAL STUDENT GOVERNANCE
The Graduate School and all
of the professional schools and/or programs have representative student
organizations that serve as channels for student opinion.
Graduate Student Council of the Graduate School. Membership consists
of one elected representative from each department, but any graduate student
may participate.
Graduate/Professional Student Association of Peabody College. Membership
consists of representatives elected by students in each department. This
body coordinates academic, social, and other activities significant to
the student community and is also available to the administration and
faculty for consultation regarding concerns of the students in Peabody
College.
Vanderbilt Bar Association. Membership consists of students of
the Law School who are directed by a Board of Governors elected by the
classes.
Student Council of the Divinity School. Membership consists of
editors of the two student publications and representatives from the various
levels of academic training.
Council of Class Officers (School of Medicine). Membership consists
of elected officers from each class.
Graduate Nursing Council. Membership consists of representatives
of each of the five clinical majors in the M.S.N. program.
Owen School Student Association (OSSA). The Executive Council membership
consists of five second-year representatives and four first-year representatives,
but all registered candidates for Owen School degrees can participate
in OSSA activities. OSSA provides leadership and coordination for professional
and social activities.
The Community Affairs Board
(CAB) is representative of all segments of the University community—students,
faculty, administration, staff, and alumni. It performs three major functions:
1. To serve as a forum where ideas and policy matters confronting
the University may be discussed and debated.
2. To appoint study committees to offer recommendations for innovation
or major policy changes in appropriate co-curricular areas of the University.
3. To recommend the establishment of general regulations in the
following areas in accordance with University policy:
• Co-curricular use of University facilities by members of the campus
community, and student activities that are of substantial concern to the
University as a whole.
• Residential life concerns and all co-curricular student activities
and organizations as they directly affect the educational processes and
goals of the University, or as they are affected by the University’s
legal responsibilities.
• The determination of membership in the campus community as related
to eligibility for participation in University co-curricular activities.
• Student conduct.
STUDENT COMMUNICATIONS
VSC
Vanderbilt Student Communications, Incorporated (VSC), is a nonprofit
corporation affiliated with the University that publishes and supervises
the Vanderbilt Hustler, the campus newspaper; the Commodore yearbook;
Versus, a general interest magazine; The Vanderbilt Review, an annual
literary-photo magazine; WRVU, an FM radio station; and Vanderbilt Video
Productions.
Publications for general distribution to the University community or to
persons outside the membership of a student organization and publications
funded directly by the student activities fee or indirectly through the
VSC Creative Arts Fund are under the exclusive authority of VSC.
Newsletters
Any student organization, supported directly or indirectly by the University,
financially or otherwise, wishing to print and distribute a newsletter,
must be registered by the Office of Student Activities and must advise
the Office of their intention to publish. Newsletters should inform members
of the organization or interested persons about news and activities relevant
to that student group, but should not be a journal of opinion. Newsletters
must conform to the appropriate editorial and business policies of VSC,
as contained in its Editorial Standard Code and Bylaws.
Other Publications
Distribution of publications not produced by Vanderbilt organizations
must conform to University policies regulating the use of University facilities.
STUDY ABROAD PROGRAMS FOR UNDERGRADUATES
Through the College of Arts
and Science, Vanderbilt has established the following programs of study
abroad:
• Vanderbilt in England, University of Leeds
• Vanderbilt in France, Aix-en-Provence
• Vanderbilt in Germany, University of Regensburg
• Vanderbilt Program in Ghana, University of Legon
• Vanderbilt Program in Israel, The Hebrew University of Jerusalem
• Vanderbilt in Spain, University of Madrid
• Vanderbilt in Italy, Lorenzo de´ Medici Fine Arts Institute
of Florence; Dante Alighieri Linguistic Center, Florence
• Humanities in London (summer program only)
• International Studies in London (summer program only)
Through Peabody College, Vanderbilt has established the following opportunities
for study in Cambridge, England:
• Junior Year Abroad Program, a two-semester program at Homerton
College, a constituent college of the University of Cambridge, for qualified
students in any major
• Cambridge Internship, a one-semester program for students majoring
in human and organizational development (Currently, this program is not
accepting applications.)
• Student Teaching Program, a summer program that partially fulfills
teacher certification requirements for seniors majoring in elementary
education
Vanderbilt participates in the Council on International Educational Exchange’s
programs in Argentina, Australia, Brazil, Chile, China, the Dominican
Republic, Japan, and Russia. Vanderbilt also participates in Butler Institute
for Study Abroad programs in Australia and New Zealand, and CET’s
programs in China.
In general, the policies and regulations in the Student Handbook
apply to students registered for the Vanderbilt study abroad programs,
although some additional regulations may apply. Students on academic or
disciplinary probation may be prohibited from participating in study abroad
programs. Specific regulations for students enrolled in study abroad programs
are available from the program directors or from the Office of the Dean
of the College of Arts and Science or from the Office of Undergraduate
Academic Affairs of Peabody College.
The directors of study abroad programs are responsible for academic matters.
They are also responsible for co-curricular and disciplinary matters,
within the limits of the policies established by the University.
A committee of at least three persons and the director will advise on
both curricular and co-curricular matters.
In disciplinary cases the director will conduct a hearing and take appropriate
action. Students may appeal a decision by requesting a review of the case
by the committee (without the director) mentioned above. The committee
will either consent or refuse to hear the appeal after examining the record.
Students are required to abide by the laws of the particular country with
respect to the age at which alcoholic beverages may be consumed. Otherwise,
all of the policies with respect to alcoholic beverages and illicit drugs
included in this Handbook apply. Students are subject to disciplinary
action including expulsion and referral for prosecution for violation
of these policies.
Undergraduate students enrolled in an study abroad program will be charged
only for that portion of the Student Activities Fee allocated to the Commodore
yearbook.
Eligibility
To be eligible for participation in any contest or activity other than
a social one, or to act as a representative of Vanderbilt in any public
exercise, a student must be a full-time student of the University (as
determined by the academic policies of the school in which he or she is
registered). A student on disciplinary probation may not hold a leadership
position, including (but not limited to) Admissions Tour Guide, Summer
Academic Orientation Leader, Vuceptor, or Resident Adviser. Student organizations
and University departments may have additional eligibility requirements.
A student must be full time and not on academic or disciplinary probation
to be eligible to hold office in a student organization or to be a division
head or business manager of a VSC division. For undergraduates, full-time
registration is defined as being registered for and carrying twelve hours
per semester during the regular academic year or nine hours in the summer.
Also, an undergraduate student must maintain a cumulative C average. For
clarification, see "Nonacademic
Undergraduate Class Designation."
Eligibility standards that exceed these minimum standards may be set by
student organizations or their governing bodies.
Requests for exception or waiver of eligibility regulations should be
made through the Vice Chancellor for Student Life or his designee with
the recommendation of the appropriate governing body.
If a student’s participation in co-curricular activities threatens
academic performance, the University may counsel the student about the
scope of these activities. If a student is subjected to disciplinary action,
restrictions may be placed on campus co-curricular activities for the
period of the sanction.
Registration
The University may regulate the campus activities of organizations whose
activities relate to the University’s educational and service purposes.
An organization whose membership includes students is under University
jurisdiction when it seeks:
• Financial support from the University
• Use of University facilities for regular business (as in the case
of campus publications)
• To hold meetings on University premises
• To solicit funds from, or make sales to, members of the University
community on campus
• Inclusion of the name "Vanderbilt," or titles indicating
University affiliation, such as "Black and Gold," "VU,"
or "Commodore," in the name of the organization
• Use of campus address or campus mail services
• Representation in student government
• To advertise and promote the organization and its purposes on campus
The Office of Student Activities registers undergraduate and graduate
student organizations within the Vanderbilt community. Sport clubs must
have approval from the Director of Campus Recreation. In addition, religious
groups must have approval from the Director of Religious Affairs. Political
groups must be approved by the Vice Chancellor for Student Life or his
designee. Volunteer and/or service organizations must be approved by the
Coordinator of Volunteer Activities. Greek organizations require approval
of the Greek advisers.
Student organizations must reapply for registration yearly. All organizations
must have current membership and policy information on file in the Office
of Student Activities.
The registration application will include a statement of purpose, criteria
for membership, rules of procedure, and names of officers and advisers.
An organization must affirm that it does not discriminate unlawfully on
the basis of race, religion, color, sex, sexual orientation (see the “Statement
on Sexual Orientation” section in the “Foreword” of
this Handbook), age, military service, disability, or national or ethnic
origin, and that activities will be conducted in the spirit of this affirmation.
Also, an organization must affirm that it will conduct its activities
in accordance with all University policies and federal, state, and local
laws.
To be eligible for registration, an organization must:
• Be organized and run by officers who are full-time student members
of the Vanderbilt community
• Have at least one full-time, permanent Vanderbilt faculty or staff
member as an adviser
• Maintain all funds on deposit in an account of good standing through
the Accounting Office and follow appropriate accounting procedures. (Special
conditions apply to fraternities, sororities, and Vanderbilt Student Communications.)
• Be funded by its members or the University
• Limit its voting membership to Vanderbilt students, faculty, or
staff members. (A limited number of other persons may be elected to honorary
or associate membership without voting privileges.)
• Have purposes that do not overlap significantly with those of any
other registered organization
A registered organization may hold meetings on campus, in accordance with
space reservation procedures, and advertise and promote itself on campus.
Meetings or other activities scheduled off campus may not be listed in
the Vanderbilt Register except by special authorization from the
Office of Student Activities. Requests for exceptions to any of these
policies must be directed to the Office of Student Activities.
Officially recognized organizations may use the University’s name
for purposes generally consistent with the organization’s purpose
and its usual activities or to identify themselves as campus groups (such
as the Vanderbilt International Student Association). However, no
organization is authorized to make any contractual commitments or binding
statements on behalf of the University.
An organization may not use slogans or make statements that purport to
speak for the University. For example, statements or slogans such as "Vanderbilt
Backs Libertarians" may not be used by organizations unless they
have been authorized to speak for the University. Published statements
must carry the name of the responsible individual or organization. Unauthorized
use or imitation of the official Vanderbilt stationery is prohibited.
Fraternities and Sororities
Fraternities and sororities must register annually with the Office of
Student Activities. The Greek Adviser assists with the registration and
the coordination of their activities. The Greek Adviser is also a liaison
between these student groups and the University and between the University
and the national fraternity and sorority organizations. The Guide to
the Greek System, distributed annually as a supplement to the Student
Handbook, explains how University regulations relate to these groups.
This document can be obtained in the Greek Life office, 310 Sarratt. Fraternities
and sororities must be members of the Interfraternity, Panhellenic, or
National Pan-Hellenic Councils, which have governing responsibilities
and disciplinary authority over their member groups. Disciplinary actions
may be taken against fraternities and sororities by the Interfraternity
Council (IFC), Panhellenic Council (Panhel), and National Pan-Hellenic
Council (NPHC) judicial boards for violations of fraternity or sorority
policies. Violations of University policies fall under the jurisdiction
of the Chair of the Conduct Council who may delegate authority to the
judicial boards.
Membership. The IFC, Panhel, and NPHC administer the recruitment
programs for their member groups. Freshman induction takes place early
in the spring semester. Upperclass induction takes place in both the fall
and spring semesters. Transfer students must be enrolled at Vanderbilt
for one full semester (fall or spring) prior to pledging, or affiliating
with, a Greek organization.
The IFC, Panhel, and NPHC set a minimum academic requirement; however,
some chapters have higher academic standards. To be eligible for fraternity
or sorority membership, first-year students must have carried and passed
twelve semester hours and achieved at least a 2.2 average in the semester
preceding the membership selection period. Transfer and upperclass students
must have at least an overall 2.2 average. Advanced Placement credits
are not applicable and summer school credits apply only for upperclass
students.
Establishing Additional Fraternities and Sororities. Proposals for the
establishment of additional fraternities and sororities may be made to
or initiated by members of the Interfraternity, National Pan-Hellenic,
or Panhellenic Councils. If approved by the appropriate council, the proposal
is forwarded to the Greek Advisers for consideration. Upon the recommendations
of the councils, the Greek Advisers, and the Vice Chancellor for Student
Life or his designee, the University may invite a national organization
to colonize a new fraternity or sorority.
ADVISERS TO STUDENT ORGANIZATIONS
Campus organizations are required
to have advisers. Assistance may be obtained from the Office of Student
Activities concerning financial responsibilities, interpretation of policies
and procedures, and methods for obtaining a faculty or administrative
adviser.
Advisers are available to counsel and advise officers and members of the
organization regarding their responsibilities and to help oversee the
activities and finances of the organization. The adviser is expected to
be aware of the financial status of the organization to help ensure that
the organization remains solvent. Advisers do not have the authority to
prohibit the expression of editorial opinion by a campus publication.
Registration of Meetings,
Concerts, Lectures, and Special Events
University organizations are required to register all co-curricular
programs and events (meetings, concerts, lectures) with the Office of
Schedules and Reservations, 208 Sarratt Student Center (322-2448), at
least five class days prior to the event. Registrants should be advised
that completion of the registration process for major events (concerts,
dances, etc.) may require as long as three weeks, and are further advised
to consult the Student Organization Manual for complete procedures.
The University has established a priority system for events and an to
oversee the policy. These events in order of priority are:
1. University events (e.g., Commencement, Freshman Convocation).
No other events may be scheduled during these times.
2. Primary events (e.g., Alumni Reunion, move-in weekend, the housing
random selection process, Parents Weekend). Other events may be scheduled
only with the approval of the coordinator of the primary event or the
Vice Chancellor for Student Life or his designee.
3. Campus events (all other co-curricular programs and activities).
Scheduling conflicts will be resolved by the Events Registration Committee
(310 Sarratt, 3-3200). Appeals of scheduling decisions regarding University,
Primary, and Campus events may be forwarded to the Vice Chancellor for
Student Life or his designee.
Event Registration
Procedures for registering recurring regular meetings, as well as special
events, concerts, and lectures, can be found in the Student Organizations
Manual.
In addition, the following guidelines must be followed:
• Approval must be obtained through the Office of Schedules and Reservations
for social events and other activities at which alcoholic beverages will
be consumed in University buildings or on campus grounds, with the exception
of the private residential space of sponsoring individuals. Before approval
is requested through the Office of Schedules and Reservations, a recommendation
must be obtained from the appropriate assistant director when residence
hall facilities are to be used or from the organization’s adviser
when other facilities are to be used. The sponsoring organization or hosts
will be held responsible for any expenses or damages incurred.
• For registering fraternity or sorority functions, there are additional
forms to complete and submit to the Greek Life office.
• Postbaccalaureate groups may serve alcoholic beverages to members
who are of legal age to drink, if nonalcoholic beverages and food are
also served. All other applicable policies must be observed. See Chapter
7: Alcohol and Controlled Substances.
• Undergraduate groups may not serve alcoholic beverages except with
the authorization of the Vice Chancellor for Student Life or his designee.
Undergraduate students who are of legal age to drink may possess and consume
alcohol at events registered and approved for consumption of alcohol.
See Chapter 7: Alcohol and Controlled Substances.
• Permission must be obtained through the Office of Schedules and
Reservations to hold a social event or other meeting to which persons
other than Vanderbilt students, faculty, and staff will be invited. Conferences
must be scheduled through the Office of Conferences.
• In-town events should be registered as early as possible but at
least five class days in advance.
• Social activities scheduled on weeknights must end at 11 p.m. so
as not to interfere with students’ sleep or study, or other events
on campus.
• Events which require amplification (for musical instruments, stereos,
vocal performances, or public address) may not take place at times or
locations which will interfere with scheduled class times or other previously
scheduled events and must be approved by the Vice Chancellor for Student
Life or his designee.
• Exhibitions of motion pictures, paintings, sculptures, and musical
or dramatic performances are often expensive and may conflict with other
campus activities. Special arrangements will be made each year to coordinate
the activities of groups desiring to schedule film series, concert series,
etc.
Student Travel
Vanderbilt registers and assumes responsibility only for those official
overnight or out-of-town trips sponsored and directed by an administrative
division of the University (e.g., the marching band). The University assumes
no responsibility for events sponsored by groups such as sororities and
fraternities. However, such organizations must—in advance of the
trip—inform their advisers (the Greek advisers in the case of fraternity
and sororities), and report information regarding out-of-town events to
the Office of Schedules and Reservations.
Any student who wishes to travel on behalf of or as a representative of
Vanderbilt University or any approved student organization must receive
written authorization in advance from the appropriate dean. (See also
the statement concerning Universal
Waiver in Chapter 5: University Policies and Regulations.)
Reserving Facilities
Only registered organizations (or those with registration pending) may
reserve the use of campus buildings and facilities. Reservations must
be made in advance.
For nonacademic uses of most Vanderbilt facilities, reservations are made
with the Office of Schedules and Reservations. Reservations for Dudley
Field, VU Track, Memorial Gym, or McGugin Center are made with the Department
of Athletics in McGugin Center.
A basic charge is made for most facilities. Some facilities are available
for use by student organizations without charge; if, however, the facilities
will require more than ordinary housekeeping services after use, the organization
must pay for the additional service.
Requests for Exceptions
The responsibility for compliance with the foregoing regulations for social
events lies with the sponsoring organization. Requests for exceptions
should be made at the time of registration through the Vice Chancellor
for Student Life or his designee.
Functions or special events
which require electronic sound amplification (for musical instruments,
stereos, vocal performances, or public address) must be registered with
the Events Registration Committee and approved by the Vice Chancellor
for Student Life or his designee. Electronic amplification may not be
used in the vicinity of classroom buildings, the library, the hospital,
or the apartments for family housing. Use of outside amplification at
any event or function held in close proximity to the residence halls must
involve consultation with the Office of Housing and Residential Education.
Sound amplifiers may not be positioned without authorization in such a
way as to provide outside amplification (e.g., inside buildings or on
porches).
Authorization for late evening concerts or events to be held outside and
where campus-wide attendance is expected may be granted for Friday and
Saturday nights, with the hours set at the discretion of the Vice Chancellor
for Student Life or his designee. Individual groups having parties primarily
for the benefit of the group or at an informal rush function may be granted
authorization for afternoon or twilight concerts or events, as appropriate.
Outdoor amplification equipment may be used with activities such as late
afternoon or early evening pep rallies, speak-out programs on Rand Terrace,
twilight concerts, and carnivals, etc., so long as they do not interfere
with scheduled academic or administrative activities.
Moderate sound amplification for informal listening on decks and patios
of Greek houses and residence halls is permitted from 4pm to 8pm on Fridays,
and noon to 8pm on Saturdays. The Vice Chancellor for Student Life or
his designee may issue additional guidelines for activities routinely
permitted without specific authorization, such as weekend music playing
in fraternity row. These guidelines may be revised upon the recommendation
of the Interfraternity or Panhellenic Councils, or other student representative
groups, or upon the initiation of the Vice Chancellor for Student Life
or his designee.
Sound amplification—whether specifically authorized or informal,
inside or outside—may be monitored by University officials, student
representative groups, or IFC or Panhel representatives. Monitoring may
include on-site inspections and the use of a decibel meter.
Students should be aware that local laws limit outside amplification to
certain noise levels. Consideration should be given to the neighboring
community to avoid complaints about noise disturbance.
Amplification which violates University policy or local ordinances may
be discontinued at the discretion of the Vice Chancellor for Student Life
or his designee, or a representative of the Vice Chancellor (including
officers with the University Police Department, or deans or directors
in the Office of Housing and Residential Education).
PUBLICITY, PROMOTION, AND ADVERTISING
Distribution of Notices in Campus Mail Boxes (See Chapter 4: Services for Students, Mail Services.)
Display of Posters,
Banners, and Printed Announcements
Notices that provide information regarding student activities or academic
matters, or make announcements pertinent to the business of the University
may be posted on campus. Commercial advertising matter and posters unrelated
to the University are prohibited since advertising opportunity is provided
in campus publications. Individuals who advertise services to students
(e.g., typing or sale of books) may post small notices on bulletin boards.
Notices must carry the name of the responsible campus organization or
department.
Notices, posters, flyers, banners, etc., may not use logos or trademarks
of
alcoholic beverages, or mention or refer to alcoholic beverages or their
availability at an event. "B.Y.O.B.," as shorthand for "Bring
Your Own Bottle," may be used on postings, etc., for events that
have been registered B.Y.O.B. during the event registration process.
Nails, tacks, tape, or staples may not be used to attach posters to trees
or buildings, but posters and banners may be tied to tree trunks with
string. Stakes bearing signs may not be driven into the ground.
Bulletin boards at Alumni Hall, Rand Hall, Hill Student Center, Sarratt
Student Center, and kiosks at Stevenson Center and Kissam Quadrangle may
be used for poster display. Bulletin boards in classroom buildings, however,
are reserved for announcements concerning academic programs. Notices may
be attached to kiosks or bulletin boards with thumbtacks, but they may
not be stapled or taped anywhere. Notices may not be posted on automobiles.
Student groups may place posters that measure no more than 36" by
48" on the posting boards attached to the exterior walls of Rand.
Each organization is limited to one poster or flyer, regardless of size,
on each board.
Permission to display banners in any residence hall must be obtained from
the appropriate area Assistant Director for Housing and Residential Education.
Permission to hang posters in the interior of Rand Hall must be obtained
from the Director of Vanderbilt Dining.
Posters that are not removed within three days after the date of an event,
will be removed by the University, and the person or organization responsible
for them will be charged for their removal. Organizations will be held
financially responsible for enforcing these policies with candidates for
their respective offices. If an organization continually violates these
policies, it may lose the privilege of posting notices or have its registration
withdrawn. (See the Student Organization Manual for more specific
information.)
Hand-Painted Signs and Banners
Hand-painted signs and banners should be made with acrylic latex house
paint, which can be cleaned up with water. This paint will not dissolve
in water or run, once dry. If a poster or banner stains the surface to
which it is attached, the responsible student or organization will be
charged for the stain removal.
Permission to paint designated windows in the dining or housing areas
must be obtained from the Director of Vanderbilt Dining or the Dean of
Housing and Residential Education, respectively.
Sale and Solicitation
These regulations
apply to the sale or distribution of goods and services and the solicitation
for, promotion of, and advertising of any item, program, or service.
The following guidelines generally apply:
• Sale and/or promotion are limited to activities permitted under
municipal, state, and federal laws. Individuals and groups must conform
to local licensing laws. Authorized sales and/or promotions must not disrupt
the normal operation of the University.
• Tax-exempt property of the University may not be used as the place
of business for profit of on- or off-campus groups or individuals. Facilities
of the campus, including Hill Student Center, Rand Hall, Rand Terrace,
Sarratt Student Center, Dudley Stadium, the Student Recreation Center,
and Memorial Gymnasium, may not be used for the sale or promotion of activities
that are not related to the University except by arrangement with the
appropriate University office.
• Sale of newspapers and newsletters must be authorized by the Office
of the Vice Chancellor for Administration. Papers may be sold in vending
machines on Rand Terrace and in specified, pre-approved residence halls.
• Concession arrangements for athletic events and all events at Memorial
Gymnasium are made with the Department of Athletics.
• Arrangements for sale or solicitation at Rand Hall or Rand Terrace,
by registered organizations or by University departments, are made with
the Office of Schedules and Reservations. (See the paragraph below on
Sale and Solicitation by student organizations.) Businesses may not use
a University post office box as a business address.
• Students registered with the Office of Housing and Residential
Education may serve as on-campus agents of their own businesses. They
may solicit business through the campus media and provide services such
as distribution of newspapers in the residence halls. Commercial advertising
using bulletin boards must be authorized by the Dean of Housing and Residential
Education. Campus mail boxes may not be used for commercial advertising
unless the advertising is handled as regular U.S. mail with necessary
postage paid. University affiliation or endorsement may not be stated
or implied in the business address or business name of individuals or
groups doing business on campus.
• Door-to-door solicitation or promotion in residence halls by off-campus
organizations and businesses is prohibited. Written authorization of the
Dean of Housing and Residential Education is required for student door-to-door
solicitation, promotion, or distribution of literature. Solicitation for
insurance and the like may take place in residence halls only with the
invitation of the student. Campus newspapers and other similar publications
may be distributed in the lobbies of residence halls where containers
to prevent littering are provided by the student organization.
• Sale or solicitation by a registered organization is permitted
to the members of the group and/or to the campus community. No approval
is required for the operation of dining rooms and rental of living quarters
by fraternities and sororities, sale of foodstuffs and beverages in the
Overcup Oak and the Stonehenge Cafe, sale of tickets for admission, and
occasional sale of items for fund raising when the funds are for the use
of the organization in its regular activities and are deposited into the
organization’s University account. These activities may not be promoted
off campus except when the activity also serves the similar interests
of other academic institutions and, therefore, is promoted on other campuses
as in the case of concerts and lectures. Vice Chancellor for Student Life
or his designee must authorize any advertising or publicity to the general
public.
• The location of the sale(s) must be approved by the Office of Schedules
and Reservations.
• The Dean of Housing and Residential Education may regulate times
and places of delivery of items, including foodstuffs such as cakes and
pizzas, or gifts such as flowers.
• Dean of Housing and Residential Education must authorize the solicitation
for donations by Vanderbilt organizations for off-campus organizations.
Student Organization Fundraising
Organizations that are registered with the Office of Student Activities
have a variety of options available to them for funding their organization
and its programs. Before considering any of these options, an organization
should:
• Define its goals and plans for the year.
• Create an itemized budget for annual needs and/or any special projects,
based on those goals.
• Determine what monetary support the group already has, e.g., membership
dues, Student Activities Fee money, etc., and learn about other potential
sources.
• Calculate what kinds of funds are needed, and be able to articulate
how this money will be spent.
• Consult its adviser to ensure the budget plans are feasible.
The various options available to student organizations for funding are
described in detail in the Student Organization Manual, but can
be summarized as follows:
The Student Activities Fee
Students enrolled in Vanderbilt
University pay a Student Activities Fee. The Student Finance Committee
(SFC) makes annual allocations from these fees to registered student organizations
that sponsor programs, projects and services that benefit the students
who have paid the fees. Applications for a regular allocation are available
in January, and are due to the Student Finance Committee at the end of
February for funding in the following academic year. In general, programs
must demonstrate a wide campus appeal and be available to all students
(including graduate and professional students) free of charge or at a
reduced rate, and must enhance the overall educational, social, and cultural
climate available to all students.
Due to the nature of the activities fee’s purpose, certain organizations
and programs are ineligible for receiving regular activities fee allocations.
Further, funds allocated by the Student Finance Committee are subject
to some restrictions on their use. For more information on student organization
eligibility and programming restrictions for activities fee money, consult
the Student Organizations Manual, available from the Office of
Student Activities, 310 Sarratt.
Contingency Fund
If surplus funds are available after all regular allocations have been
made, student organizations may be eligible to petition the Student Finance
Committee for an allocation from the Contingency Fund. Funds allocated
from the Contingency Fund must be used for the exact purposes for which
they were proposed, and any funds remaining after the event or project
is complete will revert to the Contingency Fund. Campus organizations
registered with the Office of Student Activities (except those classified
as religious or political), may request funding as long as the following
criteria are met:
1. The programming expenses must conform to the policies set forth
for regular allocations.
2. The program for which funding is requested must demonstrate
a wide campus appeal and be available to all students (including graduate
and professional students) free of charge or at a reduced rate, and must
enhance the overall educational, social, and cultural climate available
to all students, or
3. be new or for a new organization, or
4. be for a newly identified or unforeseen need.
Co-Sponsorships or Department Allocations
Many student organizations and student programs can be subsidized by grants
or allocations from academic or administrative departments. If the program
or organization derives from an academic discipline (e.g., the Chemistry
Majors Association) or complements the academic experience, the corresponding
academic department is the best place to solicit funding. Many administrative
departments may also be willing to supplement programs or services. To
solicit their financial support, it is best to schedule an appointment
with a member of that department to discuss partnerships which benefit
both the organization and the department. For more information on co-sponsorships,
consult the Student Organization Manual, available from the Office of
Student Activities, 310 Sarratt.
Dues, Ticket Sales, and On-campus Fundraisers
Registered student organizations are entitled to charge dues to their
membership. Dues must be deposited in an organization’s University
account upon receipt. Registered groups may also charge admission to events,
provided that the primary purpose of sales is to raise money for the benefit
of the organization, or for the benefit of a charitable group, and not
for the benefit of individual members of the organization. In accordance
with Tennessee state law, students may not sell tickets for a raffle or
lottery. Drawings for door prizes awarded to ticket-holding participants
at an event are permitted.
No approval is required for the sale of tickets for admission, or for
the sale of items for fund raising when the funds raised are solely for
the organization or its charity and are deposited into the organization’s
University account. Students must make arrangements with the Coordinator
of Schedules and Reservations to reserve a table or room to sell tickets
or items. Students must also secure the approval of the Dean of Housing
and Residential Education in order to sell or deliver items door-to-door
in the residence halls.
Sales and promotional activities must be conducted by members of the registered
student organization. No organization may sponsor the sale of goods or
services to students on behalf of a non-Vanderbilt commercial enterprise,
except where the sales activity provides a value-added service during
a traditional Vanderbilt event, such as Orientation, Homecoming, or Rites
of Spring. Exceptions to this policy must be approved by the Dean of Housing
and Residential Education.
For information regarding other on-campus sources of funding, consult
the Student Organization Manual, available from the Office of Student
Activities, 310 Sarratt.
Off-Campus Fundraising
If an organization has exhausted all other sources of funds on campus,
it may be possible to solicit funds from sources off campus. Funds can
be obtained in several ways: through solicitation of parents and alumni,
solicitation of area merchants and large corporations, and invitations
for co-sponsorship or gifts in kind from businesses.
Guidelines for Soliciting Parents and Alumni
The Office of Institutional Advancement maintains some historical records
of student organization membership, and may be able to provide a student
organization with mailing labels of the organization’s alumni. To
obtain a set of labels, a group may call the Office of Institutional Advancement,
at 322-2929 to determine if there is a list of its organization’s
alumni. If so, the group may obtain written approval from its student
organization adviser, and provide this approval letter and a copy of its
solicitation letter to Office of Institutional Advancement for review.
If the purpose of the solicitation and the letter’s content are approved,
labels will be provided.
If the organization or program is relatively new, does not meet criteria
for funding from other sources, or does not have alumni labels available
to it, the organization may solicit parents and alumni for contributions.
Before beginning a campaign, student organization leaders must submit
a one-page summary of the program or project’s mission and budget
to the Office of Student Activities. If all other funding options have
been exhausted, and the program is consistent with the organization’s
goals and compliments the University’s mission, the Office of Student
Activities will refer the proposal in writing to the Office of Institutional
Advancement for assistance. Pending their review, the Office of Institutional
Advancement will assist student organizations with approved proposals.
Guidelines for Solicitation of Area Merchants and Corporate Sponsors
Area merchants and corporations can contribute to student organization
endeavors in two ways: by a simple donation of money, items, or merchandise,
or by a donation of money, items or merchandise in return for some recognition,
an arrangement sometimes known as co-sponsorship.
1. An organization that plans to solicit an area merchant or corporation
for a simple donation or gift with a value of less than $1000 must notify
the Office of Student Activities in writing of its plans and instruct
donors to send contributions to the Office of Gift Records (201 Alumni
Hall, Nashville, TN 37203-9977).
2. An organization that plans to solicit an area merchant or corporation
for a simple donation or gift with a value greater than $1000 must secure
authorization from the Office of Corporate and Foundation Relations, 322-2741
and instruct donors to send contributions to the Office of Gift Records.
3. Before an organization invites an area merchant or corporation
to "co-sponsor" an event by contributing any amount, it must
receive authorization from the Office of Student Activities. Generally,
student groups may acknowledge the assistance or contribution of co-sponsoring
merchants or corporations in programs, banners, displays, or event memorabilia
(party favors, T-shirts, caps, etc.). Sponsorship is the passive listing
of the name or logo of a sponsor tastefully displayed on a T-shirt or
banner, or listed among sponsors in a program. (It is not intended to
solicit business. It simply acknowledges the support of the team, the
event, etc. The Division of Student Life does not endorse advertisements
for off-campus businesses, such advertisements being those that are designed
to bring more business to the off-campus concern.) Student groups may
not permit co-sponsoring merchants or corporations to conduct sales or
sales promotion, or distribute free samples in conjunction with any student
organization program or event, unless the sales promotion activity provides
a value-added service during a traditional Vanderbilt event, such as Orientation,
Homecoming or Rites of Spring. Exceptions to this policy must be approved
by the Dean of Housing and Residential Education. Co-sponsorships by alcoholic
beverage or tobacco brands or distributors are prohibited.
As is the case with student organization and departmental co-sponsors,
groups are strongly recommended to develop a written co-sponsorship agreement
with external co-sponsors. Written agreements should list time and date
of program, the agreed-upon responsibilities of all co-sponsoring parties,
and the required signatures of all co-sponsoring parties. Sample agreements
can be obtained in the Office of Student Activities once co-sponsorship
plans are approved. It is not necessary for co-sponsoring agencies to
send contributions to Gift Records.
Grants and Foundations
Many private and corporate foundations and federal agencies have funds
or grants available for organizations seeking funding for educational
or service programs. Grant writing requires a great deal of research,
but can yield positive results. The Office of Sponsored Research (322-2631)
is a good resource for additional information.
Soliciting for Charity
Student organizations, including fraternities and sororities, may solicit
the student body for charitable purposes. The following guidelines apply:
• Solicitation must be registered and approved by the Office of Student
Activities.
• Up to 15 percent of the gross funds collected may be used to recover
costs incurred in the solicitation—the rest must be turned over to
the recognized charitable organization.
• Donations to reimburse expenses incurred by the student organization
over the 15 percent may be solicited independently if the purpose of this
solicitation is clearly stated.
• Financial reports of expenses, incomes, donations, sales, and disbursements
must be made available to the Office of Student Activities and the appropriate
student governing body.
• Organizations may solicit using Vanderbilt in their names if they
comply with these policies.
Violations of these policies will subject the officers of the organization
to disciplinary action by the Conduct Council, and the organization may
also lose its registration. Organizations failing to distribute at least
85 percent to the charity may be required to make up the difference from
other organization funds.
Requests for exceptions to these guidelines should be made in writing
to the Office Housing and Residential Education at least two weeks before
the solicitation.
The Office of Student Activities has responsibility for enforcing these
policies and prescribing the conduct of those who participate in charitable
solicitation. It is the responsibility of the individual student or organization
doing the solicitation to comply with these policies and the prescribed
conduct. Student organizations soliciting for charitable purposes will
be required to comply with state and local laws regulating charitable
solicitations.
Vanderbilt University Charitable Giving Policy
As a not-for-profit educational institution, Vanderbilt University seeks
and receives the support of the community through its delivery of health
care, its athletic programs, its participation in the commercial real
estate market, and its status as a corporate citizen, as well as in other
ways.
Nashville has a strong tradition of charitable fundraising and a tradition
of generous participation in charitable dinners by the corporate community.
Although Vanderbilt University raises funds in the Nashville community
for its own academic and research programs, it actively participates in
this tradition both through in-kind contributions to community services,
particularly in those areas that are related to Vanderbilt’s mission,
such as education, and in occasional instances through financial contributions
to fundraising events.
Charitable donations in lieu of sending flowers in memory of the bereaved
may be made by the University if the donation does not exceed fifty dollars
($50.00).
All contributions will be made in the name of Vanderbilt University and
Medical Center.
Soliciting for Religious Activities
The Director of Religious Affairs coordinates religious activities. Student
religious groups, after being registered by the Office of Student Activities,
will be assisted by the Office of the University Chaplain and Affiliated
Ministries in fulfilling their aims insofar as these are consistent with
other University policies.
Campus religious groups must be registered, and registered religious groups
must have faculty advisers. Representatives of off-campus organizations
may be invited onto the campus for specific purposes, but these representatives
may not interfere with the self-determination of the group. Representatives
of religious organizations may visit residence hall rooms only with the
prior invitation of the resident students of those rooms.
Off-campus representatives of religious organizations may meet with groups
on campus and assist them in fulfilling their aims (when these are consistent
with procedures established in this section of the Student Handbook) only
after securing the written permission of the Director of Religious Affairs.
This permission may include a letter of introduction to the University
provided by the Director of Religious Affairs and will specify procedures
to be followed. The Director of Religious Affairs will assist in providing
meeting places.
Solicitation for religious purposes by on- or off-campus groups or individuals
is governed by the same regulations stated in the sections "Publicity,
Promotion, and Advertising" and "Student
Organization Fundraising." For further information concerning
religious solicitation, students should consult the Office of the University
Chaplain.
Soliciting for Employment
Student employment representatives who wish to recruit students for jobs
must register with the Career Center, 110 Alumni Hall, 322-2750. Arrangements
must be cleared in advance and specific procedures must be followed.
Recruiting organizations must obtain permission from the Career Center
to post bulletin board notices of jobs or related meetings. Notices must
state clearly the organization, product, or service involved, and the
job to be done. Notices may not be posted on automobiles or distributed
in the residence halls. Any recruitment or related presentations must
be scheduled well in advance with the Career Center and may not be conducted
in residence halls. Failure to comply will prohibit future recruiting
activities by the offending organization.
Copyright © 2001 Vanderbilt University. Last modified 24 August 2001. For more information, please e-mailf.clark.williams@vanderbilt.edu.
