5: University Policies and Regulations
Updated January 8, 2002
Campus Disability Access
/ Nonacademic Undergraduate Class Designation /
Religious Practices / Technology and Literary and
Artistic Works / Computer Use Policy /
Use of University Logos and Word Marks by Student Organizations /
Political Activity / Unlawful Harassment
/ Student Complaint and Grievance Procedures
/ Student Records (Family Educational Rights and Privacy
Act), Refunds of Tuition and Residence Hall Charges,
Bicycles on Campus, Conduct
Endangering Personal Health, Address and Name Change,
Conduct Regulations, Financial
Responsibility, Directories, Identification
Card, Pets and Other Animals,
Smoking on Campus, Student
Activities Fee, Student Recreation Fee, Same-Sex
Domestic Partner Policy, Universal Waiver, University
VANDERBILT CAMPUS DISABILITY
is committed to offering equal access to people with disabilities. In
compliance with Section 504 of the Rehabilitation Act of 1973 and the
Americans with Disabilities Act of 1990 (ADA), Vanderbilt does not exclude
otherwise qualified persons with disabilities, solely by reason of the
disability, from participating in University programs and activities,
nor are persons with disabilities denied the benefits of these programs
or subjected to discrimination.
Appointed by the Chancellor, the Equal Access Committee involves all sectors
of the University community and assists the Opportunity Development Center
in monitoring the Universitys compliance with Section 504 of the
Rehabilitation Act of 1973 and the ADA. Committee membership is composed
of students, administrators, staff, and faculty. The committee assists
the administration in surveying campus programs; making recommendations
regarding modification in programs, activities, and facilities; and informing
the University community of Vanderbilts policy of nondiscrimination.
A monitor system has been established to ensure good disability access
within the various academic programs. One monitor has been designated
in each school to serve as an adviser to the Opportunity Development Center.
Monitors assist in coordinating services and programs for persons with
disabilities within their purview.
To get in touch with a monitor for a particular school, or for further
information about services for students with disabilities, write or call
the Opportunity Development Center, Sara Ezell, Assistant Director for
Disability Services, Baker Building, 110 Twenty-first Avenue South, Box
1809 Station B, Nashville, Tennessee 37235; telephone 322-4705 (V/TDD).
(See also Opportunity Development
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NONACADEMIC UNDERGRADUATE CLASS
Determination of a students
class for nonacademic purposes is usually based on the number of years
the student has been in residence, regardless of the number of hours accumulated.
A student in the first year of full-time study is classified as a freshman
for purposes of meal plans, parking privileges, running for campus office,
etc., even if the student achieved sophomore standing because of summer
enrollment or advanced placement. Transfer students enrolled in an accelerated
three-year graduation program are classified in consultation with the
appropriate student affairs dean of their school or college. Classification
for residence hall assignment will be determined by Interhall and the
Office of Housing and Residential Education.
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Vanderbilt is a private and
non-sectarian university that has committed itself to helping its students
acquire knowledge and standards of value, develop a sense of responsibility,
explore religious concerns and issues, and develop their own sense of
purpose. The University itself is diverse in its makeup and perspectives
and encourages diversity in its student body.
The University, therefore, provides both directly and indirectly for the
religious and moral development of its students. Programs in this area
are predicated on the right of students to form and freely express their
own beliefs and values. A campus where persons from diverse traditions
live and work is an open forum for all perspectives. Respect for all religious
faiths is essential, observances and holy days are honored, and dialogue
among groups is encouraged.
Code of Behavior for Religious Groups
Vanderbilt University has committed itself to helping students acquire
knowledge and standards of value, develop a sense of civic responsibility,
explore religious concerns and issues, and develop an individual sense
of purpose. The University, therefore, provides both directly and indirectly
for the religious and moral development of both students and others in
the University community.
This element of personal development has been given expression in the
establishment of the Office of University
Chaplain and Affiliated Ministries, in the recognition of qualified
para-church staff, and in the registration of student religious groups
whose goals are in keeping with those of the University. The purposes
of the University are harmonious with the purposes of addressing issues
of religion, values, ethics, and morality of life; in helping members
of the University community to articulate a personal philosophy of life,
and in understanding the interactions of faith, intellectual inquiry,
and social responsibility as bases for finding and affirming meaning and
satisfaction in life.
Specific University goals for moral and religious development include
the development of programs to help those in the University community
1. understand their own faith and the faith of others;
2. examine and affirm a personal life or life philosophy;
3. express that faith through association with others, through
opportunities for worship, study, and service, and through campus forums
for the presentation and debate of ideas;
4. examine the relation of their faith or life philosophy to current
moral, ethical and social issues and to various academic disciplines and
professional and vocational fields.
These goals shall be met by the University itself in a non-sectarian manner,
and the University expects all religious groups on campus to give evidence
of tolerance, fairness, and respect for the religious traditions represented
in the University, to respect the non-sectarian natures of the University
itself, and to uphold the university's commitment to creating a diverse
and pluralistic community on campus.
The University expects that all religious groups which are affiliated,
recognized, or registered, respectively, will conduct their affairs so
that their policies, programs, and personal actions are in accordance
with University catalogues, handbooks, and manuals, such as the Student
Handbook, The Student Organizations Manual, and the Faculty
Manual. In particular, the University expects all religious groups
to abide strictly by the policy on "Soliciting
for Religious Activities" in Chapter 3: Community Life,
and with the provision that student groups must be led by full-time Vanderbilt
students. The University also expects that all such religious groups on
campus will conduct their affairs in such a manner that no one will be
intimidated or coerced and that participants in any group may freely express
their beliefs and values. The University requires all registered groups
not to discriminate on the basis of unlawful or irrelevant criteria in
policies, practices, programs, and activities. The University reserves
the right to make other regulations as necessary, without notice, to secure
maximum freedom, comfort, safety, and convenience for all. Violations
of this Code of Behavior will be addressed through the Judicial
System of the University, the Office of University Chaplain, and/or
The Community Affairs Board.
Policy Regarding Religious Holidays
It is the policy of Vanderbilt to make every reasonable effort to allow
members of the University community to observe their religious holidays
without academic penalty. Absence from classes or examinations for religious
reasons does not relieve students from responsibility for any part of
the course work required during the period of absence. Students who expect
to miss classes, examinations, or any other assignments as a consequence
of their religious observance should be provided with a reasonable alternative
opportunity to complete such academic responsibilities. It is the obligation
of students to provide faculty with reasonable notice of the dates of
religious holidays on which they will be absent, preferably at the beginning
of the semester. Students who are absent on days of examinations or class
assignments should be offered an opportunity to make up the work without
penalty (if they have previously arranged to be absent), unless it can
be demonstrated that a makeup opportunity would constitute an unreasonable
burden on a member of the faculty. Should disagreement arise over what
constitutes an unreasonable burden or any element of this policy, parties
involved should consult the department chair, or, in schools without department
chairs, the dean of the school.
Jewish, Christian, Islamic, Baháí, and Hindu
2001/2002 Academic Year
Christian Calendar 2001/2002
Christmas December 25
Good Friday March 29
Easter March 31
Jewish Calendar 2001/2002
In the Jewish tradition, all Sabbaths and holidays begin at sundown the
day prior to the holiday and end at nightfall on the last day of the holiday.
Rosh Hashanah September 17-19
Yom Kippur September 26-27
*Sukkot October 1-3
Chanukah December 9-17
*Passover March 27-April 4
Shavuot May 16-18
*Although both Sukkot and Passover last eight days, only the first two
days and the last two days may affect school attendance.
Islamic Calendar 2001/2002
Ramadan November 17
Idul-Fitr December 16
Idul-Adha February 23
Muharram (Islamic New Year) March 16
Maulud-un-Nabi June 4
Baháí Calendar 2001/2002
Birth of the Báb Oct. 20
New Years Day March 21
Festival of Ridván April 21
Declaration of the Báb May 23
Ascension of Bahá-ulláh May 29
Hindu Calendar 2001/2002
Ratha-yatra (Hindu New Year) June 23
Dussehra October 17-26
Deepavali November 14
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TECHNOLOGY AND LITERARY AND
The rights and responsibilities
of students and of the University concerning inventions, discoveries,
rights in technology, and literary and artistic works, including patents,
are defined in the Faculty Manual. For more information, visit
Part III, section 4 of the Faculty
Manual Web site.
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USE OF UNIVERSITY LOGOS AND
WORD MARKS BY STUDENT ORGANIZATIONS
All logos, seals, names, symbols,
and slogans associated with, and used by, Vanderbilt University are trademarks
and are the exclusive property of the University. Any reproduction and
use of these marks by student organizations must be approved first by
the Coordinator for Marketing and Licensing. This includes all products
(e.g., T-shirts, mugs) that are used for sale or giveaways to other students.
Approval may be requested from the Coordinator of Marketing
and Licensing in the Division of Public Affairs.
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Vanderbilt is subject to restrictions
concerning activities of a political nature. In particular, the Internal
Revenue Code imposes on tax-exempt organizations, such as Vanderbilt,
limitations relating to attempts to influence legislation and participation
or intervention in political campaigns on behalf of candidates for public
The American Council on Education has taken the initiative in preparing
a statement of guidelines for use by universities in their efforts to
comply with the applicable provisions of the Internal Revenue Code. These
guidelines apply to students and student organizations:
Educational institutions traditionally have recognized and provided facilities
on an impartial basis to various activities on the college campuses, even
those activities that have a partisan political bent, such as, for example,
the Republican, Democratic and other political clubs. This presents no
problem. However, to the extent that such organizations extend their activities
beyond the campus, and intervene or participate in campaigns on behalf
of candidates for public office, or permit nonmembers of the University
community to avail themselves of University facilities or services, an
institution should in good faith make certain that proper and appropriate
charges are made and collected for all facilities and services provided.
Extraordinary or prolonged use of facilities, particularly by nonmembers
of the University community, even with reimbursement, might raise questions.
Such organizations should be prohibited from soliciting in the name of
the University funds to be used in such off-campus intervention or participation.
Every member of the academic community has a right to participate or not,
as the member sees fit, in the election process. On the other hand, no
member of that community should speak or act in the name of the institution
in a political campaign.
All members of the Vanderbilt University community should observe these
principles in planning and engaging in political activities that might
either directly or indirectly involve the University. Questions concerning
the application of these points should be addressed to the Vice Chancellor
for Student Life or his designee.
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January 8, 2002
Harassment of any individual
based on sex, race, color, religion, national origin, age, or disability
is unacceptable and grounds for disciplinary action, and may constitute
a violaion of federal law. Equally unacceptable within the University
is the harassment of any individual on the basis of sexual orientation.
The Office of Civil Rights of the U.S. Department of Education defines
sexual harassment under Title IX of the Education Amendments of 1972 as
consisting of "verbal or physical conduct of a sexual nature, imposed
on the basis of sex, by an employee or agent of a recipient that denies,
limits, provides different, or conditions the provision of aid, benefits,
services, or treatment protected under Title IX." Any person who
has a complaint regarding sexual or other harassment should call the Opportunity
Development Center as soon as possible.
The Opportunity Development Center is available for informal consultation.
Upon receipt of a written complaint, an investigation will be conducted.
After evaluating the specifics of the complaint, the Opportunity Development
Center will issue a finding to the appropriate University official and
seek to resolve the matter, usually within ninety (90) work days of receipt
of the written complaint.
In cases in which a student chooses not to file a formal complaint, the
University may still take appropriate action being mindful of the complainants
desire for confidentiality. The University is committed to protecting
those filing complaints from retaliation.
Other campus offices such as the Office of Housing and Residential Education,
the Margaret Cuninggim Womens Center, the Office of the University
Chaplain and Affiliated Ministries, and the Psychological and Counseling
Center are available to provide counseling and support to students who
believe they have been subjected to sexual harassment.
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STUDENT COMPLAINT AND GRIEVANCE
Updated January 8, 2002
Situations may arise in which
a student believes that he or she has not received fair treatment by a
representative of the University or has a complaint about the performance,
action, or inaction of a member of the staff or faculty affecting the
student. A student who wishes to have a complaint addressed by the University
should first use the following Complaint Procedure and then use the Grievance
Procedure if the Complaint Procedure proves unsatisfactory. Students are
encouraged to seek assistance from the Office of the Provost, their faculty
advisers, another member of the faculty or staff, or, in regard to complaints
of unlawful discrimination, the Opportunity Development Center. Decisions
of the Appellate Review Board are not subject to the Complaint and Grievance
Allegations of Unlawful Discrimination
If a student believes that he or she has been discriminated against on
the basis of race, sex (including sexual harassment), religion, color,
national or ethnic origin, age, disability, or military service, that
studding should report the matter to the Opportunity Development Center,
which will seek to assist the student with the resolution of the complaint
as described below in the Complaint Procedure.
A complaint should be directed as soon as possible to the person or persons
whose actions or inactions have given rise to the complaint and not later
than six months after the event. For example, if the complaint concerns
a grade, the student should first confer with the course instructor. Every
effort should be made to resolve the problem fairly and promptly usually
within thirty (30) days, at this level. If the complaint involves allegations
of sexual harassment, this step may not be appropriate. (See
Harassment above.) In addition, in a complaint alleging unlawful discrimination,
the Opportunity Development Center (ODC) should be consulted as soon as
possible. The Opportunity Development Center will conduct an investigation
of the allegations, usually within ninety (90) work days, will issue a
finding to the appropriate University official, and will seek to resolve
the matter. If the ODC is unable to complete the investigation within
this time period, then the ODC will contact the complainant and provide
an estimated time frame for completing the investigation.
If the student is not able to resolve the complaint satisfactorily at
this level, he or she may appeal the decision within thirty (30) days
through the appropriate administrative channels of the academic or administrative
unit, through the level of the Provost or appropriate vice chancellor.
Students uncertain about the proper channels or process are encouraged
to seek advice from the Office of the Provost, offices in the Division
of Student Life, the office of the dean of their school, and/or their
faculty advisers. If the student is not satisfied with the resolution
proposed by ODC, then the student may pursue the Grievance Procedure.
A student who believes that he or she has not received fair treatment,
or who has a complaint about the performance, action, or inaction of a
member of the faculty or staff, and believes that he or she has not received
appropriate redress through the complaint procedure in the preceding section
within a reasonable period of time, including for complaints of unlawful
discrimination investigated by the ODC, may file a written grievance with
the Office of the Chancellor within thirty (30) days. Upon ascertaining
that the complaint procedure has been exhausted, the Chancellors
office shall refer the grievance to the Faculty Senate Committee on Student
Affairs, usually within thirty (30) days in the academic year. For this
purpose, the membership of the committee shall be augmented by three student
members appointed by the Chancellor at the beginning of each academic
year. The undergraduate Student Government Association will nominate students
for the one undergraduate position, and student governing bodies of the
professional/graduate schools will nominate students for the other two
student positions on a rotating basis.
Upon receiving the grievance referral from the Office of the Chancellor,
the Student Affairs Committee shall inform, in writing, both parties to
the grievance that a preliminary investigation will take place. The preliminary
investigation will usually be completed within thirty (30) days. After
the preliminary investigation, if the committee decides that the grievance
is not frivolous, it shall follow procedures necessary to ensure a fair
hearing of the matter, including the opportunity for the student to present
relevant evidence, to challenge adverse evidence, and to have the complaint
heard by an impartial committee. Committee members may recuse themselves
if they feel their objectivity is subject to question, and the grievant
may request any committee member recuse himself or herself if the grievant
feels a committee member will not view the grievance with sufficient objectivity.
If vacancies occur, the chair of the Faculty Senate shall appoint Senate
members to fill faculty vacancies and the Chancellor shall appoint students
to fill student vacancies.
The student filing the grievance may be assisted during the hearing by
a member of the University community (faculty, staff, or student) not
trained in the law and is encouraged to seek such assistance. While all
parties to the grievance are free to consult with and receive advice from
attorneys concerning the grievance, no party shall be represented by an
attorney at the hearing. For hearings or complaints of unlawful discrimination,
a representative from the Opportunity Development Center shall be present
in an advisory capacity. The committee may call upon any individuals that
it believes may be helpful in resolving the grievance.
The grievant and the person or persons against whom the grievance was
filed shall be present during the hearing until such time as the committee
is ready to begin deliberations. The student may withdraw the grievance,
with the consent of the other party, at any time prior to the decision
of the committee.
After each case the committee shall write its report. The report should
be completed within three weeks and it shall include a statement of the
committees findings, the basis for those findings, and, if necessary,
recommendations for any corrective action that should be taken. If any
disciplinary action is anticipated, the appropriate University disciplinary
procedures shall be followed. The report, including the vote and any dissenting
statements, shall be sent to the Chancellor within one week after completion.
Except as disclosures are reasonably necessary in the investigation, hearing,
and final disposition of a grievance, the grievant, members of the hearing
bodies, and others having knowledge of a grievance are expected to preserve
the confidentiality of the grievance.
The Chancellor shall communicate his decision to the committee. In any
case in which the Chancellor does not follow the decision or the recommendation
of the committee, the Chancellor shall report to the committee his reasons
for so doing. The Office of the Chancellor shall then promptly notify
the student and the other affected persons, in writing, of the final decision,
usually within thirty (30) days of receipt of the Committee's report,
during the academic year.
State Postsecondary Review Entity (SPRE) Grievance Procedure
Students should be aware that, should they have complaints about their
program or their financial aid, this institution has a complaint procedure.
To the extent possible, students should seek a resolution of such matters
through the institutions complaint procedure before involving others.
Should the institution not be able to resolve the problem, the student
should call the State Postsecondary Review Program office at the Tennessee
Higher Education Commission at (615) 532-8276.
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STUDENT RECORDS (FAMILY EDUCATIONAL
RIGHTS AND PRIVACY ACT)
Vanderbilt University is subject
to the provisions of federal law known as the Family Educational Rights
and Privacy Act (also referred to as the Buckley Amendment or FERPA).
This act affords matriculated students certain rights with respect to
their educational records. These rights include:
1. The right to inspect and review their education records within
45 days of the day the University receives a request for access. Students
should submit to the University Registrar written requests that identify
the record(s) they wish to inspect. The University Registrar will make
arrangements for access and notify the student of the time and place where
the records may be inspected. If the University Registrar does not maintain
the records, the student will be directed to the University official to
whom the request should be addressed.
2. The right to request the amendment of any part of their education
records that a student believes is inaccurate or misleading. Students
who wish to request an amendment to their educational record should write
the University official responsible for the record, clearly identify the
part of the record they want changed, and specify why it is inaccurate
or misleading. If the University decides not to amend the record as requested
by the student, the student will be notified of the decision and advised
of his or her right to a hearing.
3. The right to consent or to decline to consent to the Universitys
disclosure to third parties of personally identifiable information contained
in the students education records, except in situations that FERPA
allows disclosure without the students consent. One such situation
is disclosure to school officials with legitimate educational interests.
A "school official" is a person employed by the University in
an administrative, supervisory, academic or research, or support staff
position (including University law enforcement personnel and health staff);
a person or company with whom the University has contracted; a member
of the Board of Trust; or another student serving on an official University
committee, such as the Honor Council, Student Conduct Council, or a grievance
committee, or assisting another school official in performing his or her
tasks. A school official has a legitimate educational interest if the
official needs to review an education record in order to fulfill his or
her professional responsibility.
The Buckley Amendment provides the University the ability to designate
certain student information as "directory information." Directory
information may be made available to any person without the students
consent unless the student gives notice as provided for below. Vanderbilt
has designated the following as directory information: the students
name, addresses, telephone number, e-mail address, date and place of birth,
major field of study, school, classification, participation in officially
recognized activities and sports, weights and heights of members of athletic
teams, dates of attendance, degrees and awards received, the most recent
previous educational agency or institution attended by the student, and
other similar information. Any new entering or currently enrolled student
who does not wish disclosure of directory information should notify the
University Registrar in writing. Such notification must be received by
August 1st to assure that the students address and phone number
do not appear in any printed Vanderbilt directory. No element of directory
information as defined above is released for students who request nondisclosure
except in situations allowed by law. The request to withhold directory
information will remain in effect as long as the student continues to
be enrolled, or until the student files a written request with the University
Registrar to discontinue the withholding. To continue nondisclosure of
directory information after a student ceases to be enrolled, a written
request for continuance must be filed with the University Registrar during
the students last term of attendance.
If a student believes the University has failed to comply with the Buckley
Amendment, he or she may file a complaint using the Student
Complaint and Grievance Procedure as outlined in the Student Handbook.
If dissatisfied with the outcome of this procedure, students may file
a written complaint with the Family Policy and Regulations Office, U.S.
Department of Education, Washington, DC 20202.
Questions about the application of the provisions of the Family Educational
Rights and Privacy Act should be directed to the University Registrar
or to the Office of General Counsel.
Individual listings in
the student section of the printed Vanderbilt Directory are compiled from
information contained in the Student Records System as of the fourth week
of classes. For this reason, please make sure that the information you
provide to the University is accurate and up to date.
Each students listing in the printed Vanderbilt Directory
consists of the students full name, school, academic classification,
local phone number, campus box number, and permanent address. Limited
directory information (the students full name, school, academic
classification, local phone number, and campus e-mail address) may also
be available on the Internet via the Vanderbilt Home Page PeopleFinder.
The information above has been designated by Vanderbilt University as
directory information, pursuant to the Family Education Rights and Privacy
Act (Buckley Amendment). A student who does not wish listings (as defined
above) to appear in the Vanderbilt Directory and on the Vanderbilt Home
Page PeopleFinder on the Internet may request that a directory hold be
placed on his or her record. To place a directory hold, a student must
notify the University Registrar (Peabody #505) in writing. (Please
include student number.) For exclusion from the printed directory only,
written notification must be supplied by August 1.
To report changes in directory information or to add or remove a directory
hold, please complete the appropriate change form at the University Registrars
office during regular business hours.
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REFUNDS OF TUITION AND RESIDENCE
University policy for the
refund of tuition and residence hall charges provides a percentage refund
based on the dates of withdrawal and residence hall check-out. Students
who withdraw officially or who are dismissed from the University for any
reason may be entitled to a partial refund in accordance with the established
schedule shown below.
Refund Schedule for Withdrawal and Residence Hall Check-out
Week 1 August 27-September 1 100%
Week 2 September 2-September 8 90%
Week 3 September 9-September 15 80%
Week 4 September 16-September 22 70%
Week 5 September 23-September 39 70%
Week 6 September 30-October 6 60%
Week 7 October 7-October 13 50%
Week 8 October 14-October 20 50%
Week 9 October 21-October 27 40%
Week 10 October 28-November 3 40%
No refunds after November 3, 2001
Week 1 January 7-January 12 100%
Week 2 January 13-January 19 90%
Week 3 January 20-January 26 80%
Week 4 January 27-February 2 70%
Week 5 February 3-February 9 70%
Week 6 February 10-February 16 60%
Week 7 February 17-February 23 50%
Week 8 February 24-March 2 50%
Spring Break March 3-March 9
Week 9 March 10-March 16 40%
Week 10 March 17-March 23 40%
No refunds after March 23, 2002
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BICYCLES ON CAMPUS
Sections of the Metropolitan
Nashville Traffic and Parking Code dealing with bicycles apply both on
and off campus. Vanderbilt policy concerning the use of bicycles on campus
is as follows:
Cyclists should exercise caution on campus roadways, which may
require walking the cycle under certain circumstances.
The bicycle speed limit on campus roads is ten miles per hour.
Registration of bicycles at the University Police Department helps to
deter theft and helps to identify the owners of bicycles that have been
recovered. Bicycles may be registered on Mondays, 4:30 p.m. to 5:30 p.m.
Bicycle owners should notify the University Police Department if their
bicycles are stolen or if they sell their bicycles or change addresses.
To prevent theft, chains or U-bolts should be used to secure bicycles
to racks. Bicycles should not be chained to the decorative grillwork of
campus buildings, to hand rails, or to any structures not designated for
bicycle use. Bicycles may not be parked in the public areas of campus
Persons involved in bicycle accidents that result in personal injury should
report the accidents to the University Police Department.
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Students who engage in a pattern
of conduct that endangers their personal health or safety, such as abuse
of alcohol or other drugs, denial of sustenance, etc., may be required
to participate and make satisfactory progress in a program of medical
evaluation and/or treatment if they are to remain at the University. That
determination is made by a panel, consisting of the Dean or an Associate
Dean of Housing and Residential Education, the Director of the Student
Health Center or University psychiatrist, and an academic dean of the
school in which the student is enrolled.
Withdrawal from the University
The University reserves the right to require the withdrawal of a student
whose continuation in school, in the Universitys judgment, is detrimental
to the health or safety of the student or others. Students who withdraw
for these reasons may be considered for readmission following a determination
by the University, often through the Student Health Center, that the condition
requiring withdrawal has been corrected. That determination is made by
a panel, consisting of the Dean or an Associate Dean of Housing and Residential
Education, the Director of the Student Health Center or University psychiatrist,
and an academic dean of the school in which the student is enrolled.
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ADDRESS AND NAME CHANGE
Students are required to inform
the registrars of their schools or the University Registrar of any changes
in their University or home addresses. All official notifications will
be sent to the address listed with the Office of the University Registrar.
Students who wish to change any part of their names as they appear in
the Student Records System must petition the University Registrars
Office and provide official documentation supporting the requested change.
Name changes will be considered only if a student is currently enrolled..
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Violation of University
Students and student organizations are expected to comply with all University
rules of conduct. Standards of conduct are derived from tradition and
evolve with contemporary practice. Grounds for discipline cannot always
be the subject of precise statement; however, when commonly held standards
of conduct are broken, discipline must be taken if the University community
is to be sustained.
Students are subject to disciplinary action when, individually or as members
of a group, they violate University policy, rules, or regulations, including
but not limited to the following:
Obstruction or disruption of teaching, administration, University
procedures and activities, or other authorized activities on University
Physical abuse of any person
Conduct that may endanger the health or safety of members of the
Unauthorized entry or use of University facilities or unauthorized
possession or use of University property or property of others
Disorderly conduct or obscene conduct or expression
Threats of violence against another person
Forgery, alteration, or misuse of University documents, records,
or identification, furnishing false information to the University, or
possession of any false identification or identification belonging to
The unlawful possession, use, or distribution of illicit drugs,
unlawful drug paraphernalia, and alcohol
The operation of a motor vehicle while under the influence of alcohol
or other drugs
Intoxication (See also Chapter 7: Alcohol
and Controlled Substances for a more detailed statement of alcohol
Failure to comply with authorized directions of, or furnishing
false information to, University officials or representatives of student
judicial bodies acting in performance of their duties.
Students are expected to observe the standards of the University for activities
that occur off campus. In cases of misconduct that occur off campus in
which the University has an interest, a group may be disciplined and/or
lose its registration or an individual may be disciplined.
The officers of organizations or individual hosts are responsible for
the conduct of their members and guests. This responsibility includes
compliance with federal, state, and local law and University policies.
Those who fail in this responsibility will be subject to disciplinary
action and/or referral for prosecution by government authorities.
The Vice Chancellor for Student Life or his designee may reprimand, institute
restrictions on, or withdraw registration from organizations that violate
University policy and regulations. The Office of Student Activities may
impose restrictions or require conditions be met by organizations that
are found to be in violation of policy.
An appropriate hearing officer or judicial body will decide whether the
University has sufficient interest in an off-campus matter to exercise
its jurisdiction, and the decision may be reviewed by the Appellate Review
Board. Factors in the decision may be whether Vanderbilt University property
or property of members of the University community is involved; whether
the parties in a dispute are members of the University community; whether
the misconduct occurred at an event sponsored by a Vanderbilt group or
by a University department; and whether such misconduct may affect the
welfare of the University community.
Students or groups charged with violations of conduct have full right
to the guarantees of fairness as described in Chapter
6: The Judicial System.
Violations of regulations of the residence halls, libraries, and other
areas of University life may result in disciplinary action. The following
regulations are general conduct guidelines.
Vanderbilt University desires to establish and maintain a safe and healthy
environment for all members of the University community. The University,
by providing resources for prevention, education, support, and a fair
disciplinary process, seeks to eliminate all forms of sexual misconduct.
Sexual misconduct of any kind represents socially irresponsible behavior
and will not be tolerated by the University community.
It is a serious violation of University policy to engage in sexual conduct
or activity without the consent of the other person. Consent may be withdrawn
at any time, without regard to the activity that preceded the withdrawal
of consent. Sexual misconduct includes, but is not limited to, actual
or attempted rape and sexual battery. A student who violates this policy
can be prosecuted in the courts of this state and, in addition, may be
suspended or expelled from the University for the first offense.
Rape is defined as sexual penetration, no matter how slight, of the genital,
anal, and/or oral openings of the person by any part of the students
body or by the use of an object, without the persons consent or
against the persons will where the person
a. is forced or has reasonable fear that the accuser or another will
be injured if the accuser does not submit to the act;
b. is incapable of giving consent or is prevented from resisting due
to physical or mental incapacity, which includes, but is not limited to,
the influence of drugs including alcohol; or
c. suffers from a mental or physical disability.
Sexual battery is defined as intentionally touching the persons
intimate parts (primary genital area, groin, inner thigh, buttock, or
breast) without or against the persons consent. This touching is
either directly on the body part or on the clothing covering that body
part. It is also sexual battery if the person is forced to touch the intimate
areas of another individual.
Threat, Stalking, or Intimidation: Directives to Desist
Vanderbilt University expects students to refrain from conduct that threatens
or through intimidation unreasonably impairs the security or privacy of
another member of the University community. A student who feels that she
or he is the subject of such conduct may request from the Chair of the
Conduct Councils an order to the offending student to desist from the
conduct in question. When a request is filed, a hearing will be held to
determine whether the conduct warrants the issuance of an order prohibiting
the continuation of the conduct. The student whose conduct is the subject
of the request will be notified of the request and permitted to choose
either the Chair or the Conduct Council to conduct the hearing. If the
Chair or the Council after a hearing determines that the conduct complained
of constitutes intimidation or threat or through intimidation unreasonably
impairs the security or privacy of another member of the University community,
the Chair or the Council shall issue an order prohibiting the offending
student from engaging in that conduct. Any student against whom such an
order is issued may appeal the issuance of the order in the same manner
that any other action by the Chair or the Council may be appealed.
Violation of an order by the student who is subject to the order will
result in the filing of a disciplinary charge against that student. This
charge will be adjudicated according to the usual disciplinary procedures.
The hearing will be conducted by the hearing authority that issued the
order. If the disciplinary procedures result in a finding that the charged
student is guilty of violating the order, a disciplinary penalty will
be imposed. This may include suspension or expulsion.
A hearing to determine whether an order should be issued and any order
that may be issued shall not be considered a disciplinary proceeding or
discipline for purposes of the students record. A subsequent proceeding
to adjudicate a charge that the student has violated the terms of an order
shall constitute a disciplinary proceeding in the ordinary sense of that
term and shall become a part of the students record to the same
extent that any other disciplinary action would become part of the record.
Conduct at Athletic Events
The University prohibits the throwing of objects from the stands and abusive
language or gestures. Students may paint their faces including the common
names for our team (e.g., Dores, Vandy, VU. Students and/ or recognized
student organizations may submit banners to be displayed at the game to
the appropriate Athletic Department official, prior to the game. Banners
with obscene or derogatory messages will not be displayed. Efforts will
be made to display all banners submitted. Students are permitted to bring
hand-held signs to athletic events provided that the signs meet the following
1. The signs must be no larger than one piece of standard size
poster board (22" x 28");
2. Signs may not display abusive or obscene words or drawings;
3. Names of commercial products other than the official broadcast
networks of the contest may not be mentioned on the sign.
Event staff has the discretionary authority to determine if a sign does
not meet the guidelines. Signs that do not meet these guidelines may be
confiscated at any time during the event. Students in possession of a
sign that does not meet the guidelines may be ejected from the contest
if they refuse to comply with the above stated policy. Student spectators
who throw objects at athletic events will be ejected from the contest
and may be subject to further disciplinary action. Other spectators will
be similarly treated by local authorities. The consumption of alcoholic
beverages is not permitted at athletic events.
Conduct in the Libraries
Eating, drinking, and use of tobacco all endanger library materials. For
that reason, these activities are either prohibited or allowed only in
certain designated areas in all divisions of the University library system.
For clarification of the policy in the individual libraries, patrons may
inquire at the respective service desks. Failure to observe these restrictions
may result in disciplinary action.
Mutilating or defacing library materials is prohibited and may result
in disciplinary action. Defacing includes highlighting, underlining, and
writing in or on library materials. Mutilation includes removing pages;
removing library ownership marks, including labels, bookplates, and property
stamps; or otherwise damaging library materials.
Damage to Property
Damaging, littering, or theft of University property or property of a
University community member or a campus visitor, by a student or student
group, may result in disciplinary action as well as their being held responsible
for the cost of repair or replacement. For example, a student responsible
for starting a fire might have his or her actions ruled accidental for
disciplinary purposes, but would be subject to financial responsibility
to any parties suffering loss as a result of the accident. Students
who suffer losses under these circumstances must make their claims to
their own homeowners or renters insurance carriers. These companies will
subrogate the claims to the carrier of the responsible student's insurance.
Use of University Computers and Data Networks
Students, faculty, and staff are expected to comply with The
Computer Privileges and Responsibilities policy.
Use of the University Telephone System
Students should identify themselves to the persons called on the telephone
and may not use the telephone system to intentionally harass another by
threats, obscenities, or repeated calls in which they fail to identify
themselves. Examples of improper use of the telephone are: calling repeatedly
and breathing or not speaking into the telephone receiver; describing
sexual activity without identifying oneself; and anonymously subjecting
the listener to obscene names. Harassment by telephone is a violation
of state law and will subject the caller to criminal prosecution as well
as discipline by the University. Students who experience such calls should
report the matter to an assistant director of Housing and Residential
Education, and/or, to the University Police Department.
Unauthorized use of the University telephone system with the intent to
avoid payment of long distance charges is unlawful and may result in disciplinary
action. Misuse includes: the unauthorized acceptance of long distance
collect calls, third party calls charged against the University, and use
of a long distance authorization (V-Net) number not issued to the student.
Resident students must provide their own, FCC approved, telephone instruments.
Because they interfere with wireless access to data networks, 2.4 GHz
cordless phones are prohibited.
Firearms and Explosives
The use or possession of fireworks, firearms, or other weapons on University
premises is prohibited. (Student use or possession of these materials
is prohibited off campus, as well, when such use or possession is illegal
or may endanger the health or safety of members of the University community.)
Sports weapons must be kept in the custody of the Department of Police
and Security, which is open twenty-four hours a day. It is a felony in
the state of Tennessee to carry a weapon on a campus for the purpose of
State law requires each college and university in Tennessee to adopt a
policy prohibiting hazing. Hazing is defined in the law as "any intentional
or reckless act in Tennessee on or off the property of any [college or
university] by one (1) student acting alone or with others which is directed
against any other student, that endangers the mental or physical health
or safety of that student, or which induces or coerces a student to endanger
his or her mental or physical health or safety. Hazing does
not include customary athletic events or similar contests or competitions,
and is limited to those actions taken and situations created in connection
with initiation into or affiliation with any organization."
In addition to the statutory definition of hazing, hazing is also defined
at the University as intimidation by physical punishment; harassment by
conditioning participation on the requirement that one withstand exacting,
unnecessary, disagreeable, difficult, or exceedingly time-consuming work;
harassment by means of embarrassment by banter, ridicule, or criticism;
or requiring conduct that violates state law or University policy. Hazing,
as defined by state law, as supplemented by the immediately preceding
sentence, is prohibited as a violation of University policy and will subject
the offending students and/or student organizations to disciplinary action.
Sororities and fraternities should review the section on hazing in the
Guide to the Greek System.
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Tuition, fees, and all charges
associated with the beginning of the semester are due and payable in full
by the beginning of classes. The payment deadline for fall 2001 is August
21; for spring 2002, the payment deadline is January 2. A student who
misses the payment deadline for either semester will be charged a 1.5%
late payment fee and may have his or her registration cancelled, unless
the student has secured authorization from the Office of Student Accounts
to delay payment. In addition, OASIS (On-line Access Student Information
System), Vanderbilt Card (debit card), and V-Net (long distance telephone)
access will not be available for the students use.
All new and transfer students must complete a Student Account Agreement
form prior to August 1, 2001. Forms are available in the Office of Student
Students and their parents (or legal guardian) will be responsible for
payment of all costs, including reasonable attorney fees and collection
agency fees, incurred by the University in collecting moneys owed to the
University. Students are bound by laws of Tennessee governing bad checks.
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All students, whether full-
or part-time, are required to have valid identification cards for the
semester in which they are registered. Valid identification cards are
required for specific activities. These cards are the property of the
University and, if a student withdraws, must be relinquished to the office
of the dean of the school in which the student is enrolled. Identification
cards are not transferable, and damaged or altered cards are invalid.
Replacement cards are available, for a fee, at the Vanderbilt University
If misused, cards may be invalidated for the remainder of the semester
or the season in the case of specific University-sponsored activities.
Family Identification Card. The spouse or University-certified domestic
partner of a full-time student (undergraduate, graduate, or professional)
may obtain a family identification card from the University Card Office
by presenting proof of marriage (or University certification of domestic
partner status). The student spouse or partner must accompany the individual
applying or the card. When properly validated and upon payment of the
appropriate fee, a family card will admit the family member to home football
and basketball games (on a seat-available basis), programs of Sarratt
Student Center, and the Student Recreation Center.
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SMOKING ON CAMPUS
Smoking is prohibited in all
buildings on campus, including residence halls and Greek houses.
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The Activities Fee supports
student co-curricular interests and events and assists the Graduate Student
Council. Portions of the fee are allocated to Vanderbilt Student Communications,
Inc., and its divisions, Sarratt Student Center, and the Athletic Department,
as well as a variety of student organizations.
For 2001/2002, undergraduates are assessed $340, with half of this charge
billed in the fall semester and the remainder billed in the spring semester.
Graduate students pay an activities fee of $102.50. Students in professional
programs pay $96.
A fee of $11 supports summer programs and is assessed from all students
enrolled for a summer term.
Activities fee for undergraduates covers:
A picture in and a copy of the Commodore yearbook, subject
Issues of Versus, The Vanderbilt Review, and other VSC, Inc., publications
(excluding the Vanderbilt Hustler, which receives no activities
Admission to Sarratt Student Center programs, at special student
rates, and use of Sarratt facilities
Admission on a seat-available basis to home football and basketball
games and to other varsity athletic events
Admission, subject to space availability, to programs or events
sponsored by student organizations that are funded by student activities
fees, a complete list of which is maintained by the Office of Student
Activities fee for graduate and professional students covers:
Admission to all programs sponsored by Sarratt Student Center,
at special student rates, and use of Sarratt facilities
A copy of all issues of Versus and The Vanderbilt Review
Admission, subject to space availability, to programs sponsored
by student organizations that are funded by student activities fees, a
complete list of which is maintained by the Office of Student Activities.
In addition, graduate students support the Graduate Student Council through
the Activities Fee.
Graduate and professional students may have their identification cards
validated for admission to home football and basketball games, on a seat-available
basis, upon payment of an extra fee to the Vanderbilt Athletic Department
equal to the amount paid for this privilege by undergraduates. Spouses
and University certified domestic partners of full-time graduate and professional
students may have their cards validated in this manner as well. Validation
for these activities must be made during times announced in the Vanderbilt
Register. Other activities included in the undergraduate activities
fee are available to graduate and professional students on a single admission
or subscription basis only.
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STUDENT RECREATION FEE
The Student Recreation Fee
supports Vanderbilts recreational programs administered through
the Office of Campus Recreation (OCR). Funds are also allocated for the
operation of the Student Recreation Center and the Universitys recreational
Recreation Fee for Undergraduates
Each undergraduate student is assessed $159 each semester of the academic
year and $38 during the summer. The fee covers:
unlimited use of all facilities of the Student Recreation Center
and recreational fields
participation in intramural, sport club, and wellness programs
enrollment and participation in outdoor recreational activities
participation in recreational classes and workshops.
Recreation Fee for Graduate and Professional Students
Each graduate and professional student is assessed $79 each semester of
the academic year and $38 during the summer. Payment of the summer fee
entitles graduate and professional students to the same privileges provided
The academic year fee covers:
half-use of all facilities of Student Recreation Center
unlimited use of the recreational fields
participation in intramural, sport club, and wellness programs,
as well as in outdoor recreational activities
enrollment and participation in classes and workshops.
For all students, use of facilities and participation in recreational
programs or classes is on a space-available basis and subject to requirements,
including operating hours, set by the OCR. Special student charges are
assessed for some classes and activities, as well as for use of certain
Recreational Activities for Spouses and Partners
Spouses and University-certified domestic partners of undergraduate, graduate,
and professional students may use the Student Recreation Center for a
fee and participate in recreational classes, workshops, and outdoor programs.
In order to use the facility, a spouse or University-certified domestic
partner must obtain a Student Family identification card from the Vanderbilt
Card Office in Sarratt Student Center. Students should accompany their
spouses and eligible partners to the Card Office. Spouses and University-certified
domestic partners of medical students should obtain their cards from the
Medical Center Card Office, Room 018 of the Medical Arts Building. Spouses
and partners may inquire at the main desk of the Student Recreation Center
concerning registration and payment of fees after a University I.D. card
has been obtained.
Waiver of Student Fees
The Student Activities and Recreation fees are mandatory fees set by the
Vanderbilt Board of Trust. The fees appear as a combined charge on the
regular University statements to students or their parents. An automatic
waiver of the
student fees will be granted to a student who registers on time and is:
1. a part-time student registered for four or fewer credit hours
(including audit credit) or
2. a full- or part-time student residing outside a circle of approximately
sixty miles from the Vanderbilt campus determined by ZIP codes. It is
the students responsibility to notify the University Registrars
office of an address change in a timely manner.
Special requests for waivers may be addressed to the Student Activities
and Recreation Fees Waiver Committee, Vanderbilt University, Box 6206
Station B, Nashville, Tennessee 37235.
A late charge of $10 is assessed against students who are eligible for
waivers but register after the deadline of September 14 for the fall and
after January 25 for the spring. Special requests must also be received
by these deadlines to avoid the late charge penalty. No waivers are granted
after the end of the semester in which the fee occurs, and there is no
waiver of the summer activities and recreation fees.
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SAME-SEX DOMESTIC PARTNER
Vanderbilt University extends
to the University-certified, same-sex domestic partners of students the
privileges and services extended to student spouses, within the guidelines
set forth below. Once signed by the appropriate Dean in the Office of
Housing and Residential Education, the ID authorization document and photo
identification serve to enable the named domestic partner to obtain University
identification and to obtain privileges and services extended by the University
to student spouses. (Note: The Card Office requires that the student partner
be present when a card is issued, just as it requires that the student
spouse be present when a Student Family card is issued to a spouse.)
University privileges, programs, and services extended to spouses, for
which domestic partners are also eligible, may require that additional
criteria be met. (For instance, a domestic partner may live in University
housing only if the student partner obtains an appropriate contract for
an apartment.) Restrictions or fees that apply to spouses also apply to
domestic partners. The list below is not meant to be exhaustive.
Student Activities Fee events
Psychological and Counseling Center
1. Domestic partners must certify (and the University may require
documentation of the fact) that they are
of the same sex
not related by blood
mentally competent to consent to contract
neither legally married to anyone, nor engaged in a domestic partnership
with a different partner
currently in a committed relationship of six months or more, residing
in the same household, intending to reside together indefinitely.
In addition, domestic partners must show evidence that they are
21 years of age (Supporting documents might include a drivers
license or a birth certificate.)
financially interdependent, sharing joint responsibility for the
household. (Supporting documents might include bank statements, utility
bills, etc., with both the students and the partners names
Domestic partners must agree to marry within 180 days after their state
of legal residence recognizes the marriage of same-sex couples.
4. Should the certified domestic partner relationship dissolve,
the partners must file a Termination Statement within 30 days. A twelve-month
waiting period must elapse before a student may certify a new domestic
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In consideration of Vanderbilt
Universitys providing opportunities to participate in both academic
and co-curricular programs and activities, students acknowledge the receipt
and sufficiency of this consideration, and, by enrolling in Vanderbilt
University, agree to release, relieve, discharge, and hold harmless Vanderbilt
University, its officers, trustees, faculty, administrators, employees,
representatives, and elected and volunteer leaders designated by Vanderbilt
University, from any and all liability or claim of liability, whether
for personal injury, property damage, or otherwise, arising out of, or
in connection with, their voluntary participation in activities and travel
associated with programs sponsored by the University or any of its departments,
student groups, and other entities.
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For calendar information, visit the Academic
Calendar Web site or the Campus
Events Calendar Web site.
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Copyright © 2001 Vanderbilt University. Last modified
24 August 2001. For more information, please firstname.lastname@example.org.