Forms and Other Helpful Tools
Constitution Outline / Religious Holidays / Residence Hall Charity Drive Form (pdf) / Financial Forms (pdf) / Co-sponsorship Agreement (pdf) / Special Event Registration (pdf) / Towers Tunnel Authorization (pdf) / Center Number Request Form (pdf)
Other Helpful Tools
There are several other resources available to you in your student organization work at Vanderbilt. Networking with these people, or being familiar with the listed publications can help you navigate the often-complicated world of Vanderbilt. The following list describes some of these other resources, and where to find them or how to get in touch with them.
- Student Handbook. The Handbook has comprehensive information on publicity policies, event registration, fundraising, and other policies vital to student organization leaders. You may review policies on line at www.vanderbilt.edu/student_handbook.
- The Registry. This document lists the Board of Trust, the Faculty Senate, administrators, and all faculty. It may come in handy if you are networking to get a new program or idea started at Vanderbilt. It is published by University Design and Publishing and is available at their office, 8th floor, Baker Building. Call 322-6096 for more information.
- Mortar Board Calendar. This publication is created by Mortar Board, a senior honor society, and is available for purchase at the Bookstore. It lists all student organization and campus events available at press time and provides useful information for students about life at Vanderbilt. Submit dates for the following year in April to the Mortar Board Calendar chair. For more information, call 322-6400.
- Student Organization Web Pages. Contact information for all student organizations is listed at the Student Organi-zations Web site, www.vanderbilt.edu/studentorganizations.
- University Calendar. The University Calendar is available online, anytime for you to see what’s happening at Vanderbilt. Go to http://calendar.vanderbilt.edu or access the Calendar through the VU homepage. Promote your groups or organizations events in the Calendar, submission is free and done online by clicking the “Submit an Event” link. You can reach the student body with just a few key strokes. The University Calendar offers other free services, for more details, call 343-6887 or e-mail: email@example.com.
- Vanderbilt’s On-line Sourcebook. This Web site contains a searchable database of faculty and staff and topics which they are willing to speak about with student groups or student leaders. Visit the site at vunews.vanderbilt.edu/ cfdocs/sources/sources.cfm.
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Any organization must have some procedures by which to conduct its business. A Constitution and By-laws are effective ways of establishing those procedures. The Constitution and By-laws traditionally are two separate documents. The Constitution sets forth the general principles creating the organization, and membership and officer responsibility. The By-laws contain in more detail the procedures to be followed for meetings, decision making, officer selection, and financial transactions.
Generally, recognized student organizations are of a size that calls only for a Constitution. The following is a suggested outline for information to be included in a Constitution:
Article I: The name of the organization.
Article II: The purpose of the organization.
Article III: The membership of the organization including (1) categories of membership such as “active” or “associate,” with rights and privileges of each; (2) qualifications and eligibility including provisions for application, acceptance, and termination, and (3) membership dues and collection procedures.
Article IV: The officers of the organization (specifying each office, including the adviser), their responsibilities and authority, term of office and procedures for election, removal, and filling of vacancies.
Article V: The meetings of the organization including (1) the time for regularly scheduled meetings, (2) procedures for calling special meetings, (3) required notice of meetings, and (4) quorum, order of business, and disposition of minutes.
Article VI: The administrative board, cabinet, or executive council of the organization which may be entrusted with any administrative authority and responsibilities.
Article VII: The committees of the organization including the process of appointment, responsibilities, and reporting.
Article VIII: The parliamentary practice to which questions will be referred.
Article IX: The procedure for amendments including advance notifications, number of readings, and required vote for adoption.
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B. Religious Holidays
Student organizations should be sensitive to religious holidays when planning their events and programs and should realize that different faiths require different practices and levels of commitment. The best way to know if student organizations may be affected by religious holidays is to ask your membership or your adviser about specific dates, before scheduling events, if possible. If you have further questions, feel free to call the Office Religious Life at 322-2457. The following website lists holidays to consider: http://www.vanderbilt.edu/religiouslife/
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