Starting and Registering New Student Orgs
Student Leaders who desire to create a new organization must complete a New Org Interest Form. The form will remain open until September 17. This form provides our office with up to date information about the organization’s intended mission, financial needs. Our office notifies the student leader of the status of the application through Anchor Link. Organizations will be allowed to create new organizations during the first three weeks each semester.
This form, which requires approval prior to registration, may be submitted during certain points during the fall and spring semesters. Approval/denial of the form may take place after the deadline. Due to the high volume of submissions and nature of the submissions, the review time may be impacted. Form submissions will be reviewed and if approved, will make the organization eligible to register and become a Registered Student Organization (RSO).
To be eligible for registration as a new group, an organization must:
- Be organized and run by four student officers who are full-time registered students as defined by their schools. Officers must maintain a minimum 2.0 cumulative GPA and may not be on academic or disciplinary probation;
- Have at least one full-time, permanent, Vanderbilt faculty or staff member as its coach;
- Maintain all funds on deposit in an account of good standing through the DOS Finance Office and follow appropriate accounting procedures (special conditions apply to fraternities, sororities, and Vanderbilt Student Communications divisions);
- Be funded by its members or the University (ex. AcFee, departmental funding, member dues, etc);
- 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. This includes purposes that are nuanced to existing organizations. Back to Top
All Registered Student Organizations (RSOs) at Vanderbilt must comply with University policies and regulations, including our non-discrimination policy. Your organization, including all members, officers and advisors, must abide by all Vanderbilt regulations, policies, and procedures, as outlined in the Student Handbook. Back to Top
During the registration process, your organization will upload a signed affirmation statement affirming the compliance of your organization with the University’s Non-Discrimination Policy. You need not and should not include a non-discrimination statement in your constitution. Back to Top
Any student member of the Vanderbilt University community can begin a new student organization by following the guidelines below:
- Review the Student Organization Directory to see if no groups with overlapping missions exist;
- Determine whether there is enough interest in your idea for an organization by having an informational meeting;
- Once you have determined there is sufficient interest, meet with those members who will form the executive board and write a constitution. Click here to view a Sample Constitution. You will be asked to upload a constitution during the registration process;
- Choose a coach who is a full-time University faculty or staff member. Click here to learn more about expectations for student organization coaches. They will need to be trained prior to serving in this role. Please note that the Office of Student Organizations, Leadership, and Service does not have a list of coaches who are interested in advising student organizations nor does the office provide coach referrals for student organizations. Student organizations are encouraged to ask faculty/staff representatives who they have a great relationship with and who have an interest in the mission of that student organization to be their coach;
- New sports clubs must obtain approval from the Associate Director of Sports Clubs at the Vanderbilt Recreation and Wellness Center prior to registering their organizations.
- Complete the organization registration process through Anchor Link using the steps listed below;
- After review and approval, your organization will be notified and may begin to conduct student organization business. Back to Top
Note: The first three steps pertain to groups whose New Org Interest Forms have not been completed and approved.
- Fill out the New Org Interest Form on Anchor Link (Form will be available Fall 2020);
- You will receive a notification with an approval or denial from the Office of Student Organizations, Leadership, and Service. You will also receive an email at your Vanderbilt.edu email address if you have “All Notifications” selected on the “Notifications” tab in your profile. This is also how you will receive notification if there is any information missing from your registration. Please be on the lookout for these notifications;
- You will be notified once an account has been created for your organization in Anchor Link. You will now be able to officially register as a student organization. Please note: You have 10 business days to complete the registration before the Anchor Link page is made inactive;
- Your organization will be listed in the Anchor Link “Organization Directory” with the following statement as your summary: “This group is in the process of completing the approval forms to become a Registered Student Organization (RSO).” This statement is required to remain in place until your organization is officially approved as an RSO. Organizations that have not been approved as RSOs may not use the Vanderbilt name or any of its marks in any form, print or electronic, including social media;
- Log into Anchor Link at anchorlink.vanderbilt.edu and go to your organization’s account;
- Click the “Register” button under your organization’s name on the organization’s home page;
- Follow the instructions provided to complete your registration. Please review the list below for the materials you will need in order to complete the registration process;
- As you work on the form, the system will save your content each time you click the “Next” button at the bottom of any page. To return to a registration form you have already started, go to “Your name” in the top black toolbar then click “Involvement” and select “Submissions” and the “Organization Registrations” tab. Click on the eye to open your registration and click on the title of the page you would like to return to. Back to Top
Items Needed for the Student Organization Registration Process:
- Name, Vanderbilt Email Address, Cell Phone Number, and VUnetID for the President, Vice President, Treasurer, and Secretary or their equivalent. Must be four different student officers;
- Name, Vanderbilt Email Address and Campus Phone Number, and Cell Phone Number for your Faculty or Staff Coach;
- Electronic Version of the Organization’s Constitution to upload;
- Electronic (scanned) version of the Officer and Coach Affirmation Form | PDF Version to upload, signed by the incoming President, Treasurer, and Coach;
- Electronic (scanned) version of the Task Number Creation Form | PDF Version to upload in order to have an on campus account for organization financial transactions;
- Electronic profile picture to upload;
- Vanderbilt.edu email addresses for all members and officers of your organization either separated by commas or entered on address per line. This is a very important step to ensure membership information is accurate.
Click here to view the privileges of being a Registered Student Organization (RSO).
If you have questions about registering a new student organization, please contact email@example.com.