Student Organizations | Dean of Students

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Important Topics

Fiscal Management | Sale, Solicitation, & Fundraising | Licensing | Protection of Minors | Organization Registration | Event Registration | Student Travel

Fiscal Management

  • Student organization leaders are expected to maintain a positive balance in their on-campus account. In order to assist in this, advisors are given access to student organization accounts as well as authorization for expenditures from the account. Students gain access to use their funds in the following ways:
    • Use of a Procurement Card from your department or through request from the Dean of Students office.
    • Utilizing their own funds and being reimbursed using a Check Request form. These forms are available in your department or Sarratt 207 or 339.
    • University electronic transfer for co-sponsorship or on-campus expenditures. These transfers can be done within your department or by emailing studentorganizations@vanderbilt.edu
  • Funding Options
    • Activity Fee (AcFee)
      • As part of standard tuition and fees, each Vanderbilt student pays an activity fee. The fee collected helps support Registered Student Organizations (RSOs). A portion of the Activity Fee is allocated to RSOs through the Vanderbilt Student Government (VSG) AcFee Committee. RSOs are eligible to apply for AcFee funding each spring semester for the following academic year. For the most updated information on AcFee allocation, please go to the VSG AcFee website.
    • Other Funding
      • A limited amount of additional AcFee funding is available for new or unique initiatives from existing RSOs or for new organizations not able to apply for AcFee through the AcFee Contingency Fund. The form is available on the VSG Anchor Link page.
      • Vanderbilt Student Government (VSG) Co-sponsorship: VSG has a limited amount of co-sponsorship funding available to RSO’s for program initiatives. The form is available on the VSG Anchor Link page.
      • Vanderbilt Programming Board (VPB) Co-sponsorship: The VPB Co-Sponsorship application is available on the VPB Anchor Link page.
      • Graduate Student Council (GSC) : The Graduate Student Council has a limited amount of funding available specifically for graduate student organizations. Contact the GSC President at gsc@vanderbilt.edu for more information.
      • An organization can collect money through fundraisers, dues, ticket sales, and similar activities. Funds (cash and checks) collected in this manner should be deposited as soon after collection as possible. To make a deposit into the Registered Student Organization’s center number, students should fill out the RSO Deposit Form on Anchor Link.

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Sale, Solicitation, & Fundraising

  • According to the Student Handbook, facilities of the campus, including Alumni Hall, Rand Terrace, Sarratt Student Center | Rand Hall, The Student Life Center, The Commons Center, The Kissam Center, Vanderbilt Stadium, the Recreation and Wellness 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.
  • Arrangements for sale of event tickets through the Sarratt Box Office may be made through the Office of Reservations and Events.
  • Registered student organizations may engage in the distribution of items for a suggested donation when the funds raised are for the use of the organization in its regular activities (including philanthropic efforts) and are deposited into the organization’s University account.
  • Organizations undertaking such distribution must comply with University policies regarding the ordering of merchandise and licensing. With the exception of event tickets, organizations are prohibited from offering items for sale.

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Licensing

  • Reproduction of all logos, names, slogans, symbols, and seals associated with and used by Vanderbilt University are trademarks, and therefore, represent exclusive property of the University. Student organizations need to work with the Office of Trademark Licensing before reproducing these images on products (e.g., T-shirts, mugs, promotional giveaways). In order to begin the process, student organizations need to fill out the Merchandise Request Form, which is available on the Office of Trademark Licensing website.

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Protection of Minors

  • Both students and student organizations must comply with the University’s protection of minor’s policy. Both the policy and the process for compliance and implementation can be found on the Risk Management website.

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Organization Registration

  • The University regulates the campus activities of organizations and groups whose activities relate to the University’s educational and service purposes. The Office of Student Organizations and Anchor Link registers undergraduate and graduate student organizations within the Vanderbilt community.

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Event Registration

  • Registered student organizations, administrative offices, or academic departments may reserve space on campus through the Reservations and Events website. Students need to first reserve a space through Reservations and Events and then register the event in Anchor Link.

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Student Travel

  • Please review the University policy on 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 Spirit of Gold Marching Band). The University assumes no responsibility for travel for which the University has no oversight, such as sorority and fraternity destination formals, or affiliated ministry service trips. However, such organizations and ministries undertaking such travel must—in advance of the trip–inform their advisors (the Greek advisors in the case of fraternities and sororities), and provide emergency contact information and a roster of student travelers to the Vanderbilt University Police Department and the Office of Housing and Residential Education. Any student who wishes to travel on behalf of, or as a representative of, Vanderbilt University or any registered student organization must receive written authorization in advance from the appropriate dean (see also the section entitled “Universal Waiver,” in Chapter 1, “Policies and Regulations”).

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