1. YOUR FIRST STEP IN LEADING YOUR STUDENT
ORGANIZATION
Sponsored by the Office of Student Organizations & Anchor Link
2. OFFICE OF STUDENT
ORGANIZATIONS & ANCHOR LINK
Courtney Salters
Director
Lori Murphy
Program Coordinator
Whitney Ezell
Program Coordinator
Clay McCullough
Graduate Assistant
Julia Collins
Undergraduate
Student Staff
Ariana Fowler
Undergraduate
Student Staff
Shreya Shanker
Undergraduate
Student Staff
3. AGENDA
• Managing Your Student Organization
• Event Planning
• Reservations and Events
• Finances and Policies
5. MEMBERSHIP RECRUITMENT
Tabling
Student Involvement Fair
Tri-fold boards
Giveaways/Games
Track Attendance!
• Swipe or record e-mails
• Invite to join your group
on Anchor Link
afterwards
• Add to listserv
9. • Fall Interest Meetings
It is easy to reach...
1. Your existing followers & fans
via social media AND
2. Prospective new members &
other students via Anchor Link
...without duplicating your work!
Simply click these icons to post
your event to your Facebook or
Twitter accounts
10. DOCUMENTS & RECORDS
• Meeting Minutes
• Executive Board
Documents
• Budgets
• Your Center #
Organizations can create folders,
rename, move, and grant permissions
to the public, anyone on campus,
organization roster, or specific
positions
11. DOCUMENTS & RECORDS
• Contact
Information
• Event Plans &
Evaluations
• Fliers,
Graphics, &
Logos
14. Forms have approve or
deny functionality
Form results can be
viewed three ways:
• Within the site
• Individual PDFs
• Excel Export
APPLICATIONS & FORMS
15. WHY TRACK ATTENDANCE?
• Required for all AcFee funded events
• Required for any events included in My
Vanderbilt Experience or My Greek
Experience
• Evaluate the success of your programs
• Capture names & e-mail addresses of
attendees
16. HOW TO TRACK ATTENDANCE
• Card Readers
• E-mail Addresses
• Invitations or RSVP List
17. CARD READERS
• Purchasing
– $50 one-time fee
– Can be paid for with
AcFee funds
• Checking Out – Free
– Your adviser or department might have
one available
– Sarratt 339 card readers available to
anyone
• Reserve on the Anchor Link home page
• One week prior to your event
21. EVENT PLANNING
Benefits
Publicity
Avoiding date
conflicts
Attendance tracking
Invitations & RSVPs
Historical records
Streamlined PR
{Google Calendar, University
Calendar, Social Media}
Required
Events funded by
AcFee
Events with special
requests
{Plant operations,
security, sound
amplification,
Ticketmaster sales}
Appearing in
Weekend@Vandy
Register the event in Anchor Link
23. EVENT PLANNING
Events with Alcohol
Organizers of the event must meet the following
requirements
Complete the Host Responsibility Training
Provide, free of charge, alternative
beverages and food while alcoholic
beverages are available
Check identification
Register event in Anchor Link
Includes off-campus events
Three weeks prior to the event date
24. ALCOHOL
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
Beverage,” may be used on postings, etc., for
events that have been registered B.Y.O.B.
during the event registration process.
Handbook!
25. EVENT PLANNING
Check out a card reader by filling
out a form on Anchor Link
P-Cards
[Reserve through affiliated office or email
dospcard@Vanderbilt.edu]
Tax Exempt
[Certificate here]
26. EVENT PLANNING
Use of Vanderbilt Name or
Trademarks on T-Shirts and Other
Promotional Items
Step One: Fill out an online
Merchandise Request Form
Step Two: Place your order with a
licensed Internal Campus Supplier.
Create a personalized order-
www.vandypromos.com
27.
28. ADVERTISING & PR DOS
• Anchor Link
• Weekend@Vandy
• Bulletin Boards
• Tabling
• Table Tents
• Banners by The Wall
• Outdoor fliers
29. ADVERTISING & PR DONTS
• Chalking
• Stakes in the ground
• Nailing or stapling
fliers to trees
33. SERVICES
• Box Office/Ticketmaster
• Production Services
• Coordinate with Plant Operations,
VUPD, Traffic & Parking
– Request these services when you register your
event in Anchor Link
34. HOW CAN I BOOK SPACE?
• Virtual EMS
• Phone: 322-2448
• Email: reservations@vanderbilt.edu
• Location: Sarratt 189
35. RESOURCES & STORAGE
• The Anchor
–Banner painting room—free supplies
–Student Organization Mailboxes
• Contact studentorganizations@vanderbilt.edu if
you want a mailbox
• Storage Space
–Contact Eric Sneeden
37. CENTER NUMBER
• Your Center Number is your organization
account number
– Use for deposits & expenditures
– New centers accessible in Documents on AL
38. FINANCE ACCOUNT ACCESS
• University Accounting System
Center number
Used for deposits and expenses
Account number
Code describing expense or deposit
Electronic Access to the account
Email greg.swanson@vanderbilt.edu &
“cc” your adviser
Name of the group, Center Number,
and who needs access
39. PURCHASING
Forms of Payment
• Procurement Card (P-card): a credit card issued by
Vanderbilt for the purpose of paying for expenses
related to Vanderbilt departments and student
organizations
• Check Request: a form used to pay outside vendors,
reimburse an individual expense, or reimburse non-
travel related expenses
• 1180: used by Rand & Campus Copy; can also be
used for co-sponsorship; our office can facilitate
electronic transfer
• Travel Reimbursement: Student Travel
Form available in Sarratt 207 is used for reimbursing
travel related expenses
Forms available
in 310 Sarratt
40. TAX EXEMPT
• A RSO is considered to be a part of Vanderbilt
and is therefore tax exempt
• To make a purchase you must have the Tax
Exempt Certificate with you at the time of the
purchase whether you are using your own
money or the p-card
• If you use your own money, you will not be
reimbursed for taxes you paid on supplies for
your organization
41. ADVISER’S ROLE | FINANCES
• Authorize spending by signing 1180s and
check requests or delegate signature
authority to a secondary adviser
Please note: could be a business officer’s
signature
• Authorize purchases by filling out
accounting paperwork
• Reconciling monthly accounting reports
(electronic access to accounts) or delegate
to student members or secondary adviser
42. ACFEE & OTHER FUNDING
• New Organization Start Up Funding - $250
• AcFee (Student Activity Fees)
• Member Dues
• Fundraising
• Suggested Donations
• Department Funding
– DoS Co-Sponsorship Form
• Co-Sponsorships
• VSG Co-Sponsorship Form
• VSG Collaboration and Innovation Fund
• VPB Co-Sponsorship FormnAnchor Link
43. ACFEE COMMITTEE
AcFee Chair
14 VSG Members and
Students-at-Large
DOS Staff
PROGRAMMING
10 Orgs
2 CO-CHAIRS
(1 VSG Member
1 Student-at-Large)
5 Students-at-Large
1 Grad/Prof Student
1 Faculty and/or
1 DOS Staff
SERVICE
60 Orgs
2 CO-CHAIRS
(1 VSG Member
1 Student-at-Large)
5 Students-at-Large
1 Grad/Prof Student
1 Faculty and/or
1 DOS Staff
CULTURAL
35 Orgs
2 CO-CHAIRS
(1 VSG Member
1 Student-at-Large)
5 Students-at-Large
1 Grad/Prof Student
1 Faculty and/or
1 DOS Staff
SPECIAL INTEREST
II
40 Orgs
2 CO-CHAIRS
(1 VSG Member
1 Student-at-Large)
5 Students-at-Large
1 Grad/Prof Student
1 Faculty and/or
1 DOS Staff
ARTS
18 Orgs
2 CO-CHAIRS
(1 VSG Member
1 Student-at-Large)
5 Students-at-Large
1 Grad/Prof Student
1 Faculty and/or
1 DOS Staff
AcFee Allocation Structure
RELIGIOUS
15 Orgs
2 CO-CHAIRS
(1 VSG Member
1 Student-at-Large)
5 Students-at-Large
1 Grad/Prof Student
1 Faculty and/or
1 DOS Staff
SPECIAL INTEREST
I
40 Orgs
2 CO-CHAIRS
(1 VSG Member
1 Student-at-Large)
5 Students-at-Large
1 Grad/Prof Student
1 Faculty and/or
1 DOS Staff
45. REGISTRATION AND NEW ORG POLICIES
• Student
organizations must
reapply for
registration annually
• Need current
membership roster
and constitution
and/or bylaws
• Three time frames:
August 1- September 1
November 1- November 20
March 1- April 15
Re-Registration New Org Registration
46. PROTECTION OF MINORS
• POM
• 2 levels of compliance
– Protections of Minors 101
– Criminal Background Check
• What level of compliance is needed?
Is the event considered a public event?
Will the parents of the minors be in attendance?
Will the event be on or off campus?
Will the event be supervised by a third party?
47. TRAVEL
Students engaged in co-curricular travel in
Davidson or one of the contiguous counties
(i.e. Williamson, Rutherford, Wilson, etc.),
are not required to fill out a travel form
unless it is an overnight trip.
48. TRAVEL
• Travel
• Liability Concerns: students agree to hold
the University harmless, as participation
is voluntary
• In general, when student organizations
participate in travel outside of Davidson
County or one of the contiguous counties,
a travel form is required (adviser’s
signature is required)
49. FUNDRAISING
• Fundraising Off Campus
Form-Fundraiser/Solicitation
Options
• Restaurants
• Corporations
• Parents and Alumni
50. CONTRACTS
• Contracts
In most cases, Vanderbilt provides their own contract
for services
Must be processed and signed by the Dean of
Students or Disbursement Services
Contact Annetta Pickett:
annetta.pickett@vanderbilt.edu; 322-2471
Do not sign!
Student Involvement Fair took place at the beginning of the school year on Friday, August 28th.
Registered Student Orgs are invited to participate.
Participation costs $35 which covers the tables/space.
Good place to make a first impression and to solidify your brand.
Many organizations have Interest Meetings throughout the Fall semester for anyone who might be interested in more information about their org.
You can use names you collected from the Involvement Fair to invite people to come to your interest meetings.
Hand out fliers at the Involvement Fair giving people more information about your first meeting.
Anchor Link allows you to send text messages to your members and allows you to customize e-mail lists via the Relay Messages feature.
Members must opt-in to receive text messages by customizing their settings in Anchor Link.
The Relay Messages feature was just released this semester and allows you to send custom temporary listservs to specific members in your group i.e. officers, specific students working on a project
Relay Messages make it a little easier to keep your listservs up-to-date because you’re already uploading a membership roster when you register your organization and do not need to manually update the listserv by adding/removing members.
AL allows you to integrate information from your AL page with other social media platforms such as Facebook or Twitter.
You can share the events you register via your social media platforms.
This allows you to reach your existing followers on those platforms and prospective new members.
This will also allow you to send everyone to one centralized page for event information, RSVPs, etc.
AL allows you to upload any organization documents such as meeting minutes, board documents, constitutions, budgets, etc.
This can be especially helpful when it comes to turnover your organization leaders.
Folders within the document section allow you to organize the documents and choose different permissions for different folders i.e. Only organization officers can view a certain folder.
Other ideas of documents that might be uploaded to AL include contact information, event plans and evaluations, and any fliers, graphics, or logos that your organization uses.
AL allows you create elections and polls. You can use these tools to elect new officers or to gain feedback from your organization members about a certain decision.
One of the most helpful functions of Anchor Link is the ability to create applications and forms. Anchor Link provides an easy was to develop customized forms that you can make available to your organization members, Vanderbilt students, or the community.
Forms have an approve/deny functionality and allow you to view all submissions either within the site, on individual PDFs, or in an Excel file.
To get the link to the form, click the “Publish” button next to the form listing.
Add students to listserv
Invite to future events
Keep members accountable
Make sure you click INTO the “enter access code” in order for the event swipe to be accurately tracked.
Events have to be approved in AL before you can track attendance!!
Register your events EARLY – esp. on weekends to ensure your event is approved in time for the event (so you can track attendance)
-The link is on the main page of Anchor Link
Please note: If you are listed as an officer in Anchor Link, you have automatic access to book space in Virtual EMS
Log in to see Reservation options in a variety of spaces, as well as view your previous requests
Example of what an event page might look like when you indicate needing specific services—plant operation needs, VUPD, Traffic/Parking needs, Ordering a film, Sarratt box office
Contact Katherine Drotos directly to set up a training [Katherine.s.Drotos]
TN state law states that it is unlawful for any person under the age of 21 to buy, possess, transport or consume alcoholic beverages, including wine and beer
Vanderbilt Alcohol and Controlled Substance Policy Synopsis:
Unlawful purchase, possession, or consumption of alcoholic beverages is prohibited
Intoxication, regardless of the age of the student is prohibited
Operation of a motor vehicle while under the influence of alcohol/other drugs is prohibited
Provision, distribution, or sale of alcohol to underage students is prohibited
The use of devices, such as funnels and beer bongs, designed for the rapid consumption of alcohol is prohibited
The use of pure grain alcohol is prohibited
Drinking games are prohibited
VENDORS: Catering, T-shirts, Promotional, Transportation, Music, Venue
P-card
If the student emails the request, they must copy their adviser and the adviser must respond with an approval before the request will be processed
Tax Exempt:
As an RSO, your organization is considered to be a part of Vanderbilt and as such is afforded use of Vanderbilt’s tax exemption. In order to make purchases, you must physically have the Tax Exempt Certificate with you at the time of the purchase whether you are using your own money or the p-card. If you are using your own money, please note that you will not be reimbursed for taxes you paid on supplies for your organization.
MERCHANDISE USE
University departments, medical center, schools and student organizations who would like to place orders for apparel (e.g., t-shirts, polos, hats) and gift items (e.g., mugs, key chains), must use vendors licensed by Vanderbilt University through our licensing agency - Collegiate Licensing Company (CLC). For more information about CLC, please visit www.clc.com
Use of Vanderbilt Name or Trademarks on T-shirts and Other Promotional Items
Office of Trademark Licensing: Student organizations wishing to use Vanderbilt University’s marks on t-shirts or other giveaways must follow the University’s Trademark Licensing Policy.
Please complete the following two steps when ordering apparel and gift items:
1. Complete the online Merchandise Request Form.
2. Use a Licensed Vanderbilt vendor to design and place your order.
Place your order with a licensed Approved Vendors
If you do not find your preferred vendor on the list, please contact Mary Ann Daniel-Kaszuba in the Trademark Licensing office at maryann.daniel-kaszuba@vanderbilt.edu or 615-322-4461.
The licensed vendor is required to submit your design online through CLC’s art approval system. The Trademark Licensing Office will work with your vendor to make sure your design meets the university’s graphic standards.
Once the design is approved by the Trademark Licensing Office, production can begin.
Please note that the Trademark Licensing Office is approving the use of university logos and designs only. Third party logos and graphics must be approved separately by the Trademark Owner.
Bulletin Boards: Student Centers & Residence Halls: abide by all posting policies
Tabling: Rand Wall, Sarratt Promenade, Commons Center- reserve on Virtual EMS
Table Tents: Reserve online through Campus Dining
Fliers: Fishing line only on trees
These are the great people who work in Reservations and Events and are here to make your lives easier. When planning an event, the R&E staff will be your best friends.
-If you’re looking to book space in student centers (Sarratt/Rand, Alumni Hall, SLC, Commons, or Kissam), academic space, outdoor spaces, chapels, Langford, or tables for Rand Wall, you’ll want to contact Reservations and Events.
-Most of these spaces are free to book, but not all. CHECK YOUR CONFIRMATION.
-Meeting rooms in the Student Centers should all be free, unless you are changing the room set up or request housekeeping to clean the space—then there would be a charge
-”Event” spaces (i.e. Ballroom in the SLC) would incur a “room charge”—which is a housekeeping charge for setup—there could also be a charge if there Productions services are needed
-Arts & Sciences—majority of space is free, but a notification will come up if you are going to be charged –it will be flagged “pay” (i.e. Featheringhill)
-When you book a space in Virtual EMS, you will receive a confirmation email—OPEN the attachment-this will tell you if there are any charges!
-The week following the event, you will receive an invoice and your center number will automatically be charged
-R&E also provide services such as ticket distribution, production services, and coordination between your organization and plant operations, VUPD, or Traffic and Parking.
-You can request these services when you register your event in AL. The event submissions allow us to communicate across offices to makes sure you get the services you request.
--Keep your Event Manager informed about the details of your event and any changes that might happen when you’re planning your event.
-Try to have only one contact who is in contact with R&E. This reduces confusion for their staff.
-REGISTER YOUR EVENTS WITH R&E BEFORE YOU REGISTER THE EVENT IN ANCHOR! Your event might be denied in AL if you do not already have the space booked.
Booking space is super easy! The easiest and most convenient way is online through Virtual EMS.
If you’re having trouble using Virtual EMS to book your space, you can always call R&E or drop by their office—They’re located in Sarratt 100 (next to the box office).
Monthly Report-Click on the Month prior- Center Fund Balance Report
Contact Greg Swanson if you have more questions about eDog
Tax exemption: As an RSO, your organization is considered to be a part of Vanderbilt and as such is afforded use of Vanderbilt’s tax exemption. In order to make purchases, you must physically have the Tax Exempt Certificate with you at the time of the purchase whether you are using your own money or the p-card. If you are using your own money, please note that you will not be reimbursed for taxes you paid on supplies for your organization.
A P-card is a credit card issued by Vanderbilt for the purpose of paying for expenses related to Vanderbilt departments and student organizations. P-cards may be checked out through a variety of offices.
Dean of Students Central P-Cards
If your organization is not affiliated with an office that has a P-Card, your organization can check out a P-Card from Sarratt 339, the Office of Student Leadership Development.
P-Card requests must be sent to dospcard@vanderbilt.edu at least 24 hours prior to the time you need the card is needed. Adviser approval is required for P-Cards to be checked out. Accordingly, P-Cards can be requested one of two ways:
Student organization advisers can submit the request directly
Students can request the card by copying their adviser on the e-mail. Advisers must then reply to the e-mail indicating they approve the request.
Check Request: A check request is a form (available in Sarratt 207 or 339) used to pay outside vendors, reimburse an individual expense (please note that you cannot be reimbursed if using a gift card), or reimburse non-travel related expenses. Please note that the check request form will require your adviser’s signature. In addition, you should make a COPY of any receipts you turn in with the check request form. These receipts will be important for your organization’s documentation of financial transactions.
Can’t sell merchandise/items for a profit- donation only
Authorize spending by signing 1180s, purchase orders, and check requests, or delegate signature authority to a secondary adviser (often another staff member or department secretary)
New Collaboration and Innovation Fund
Reasons to apply to the New CI Fund:
A significant new event for which funding was not requested is being pursued
An organization was formed after the normal allocation period
Unforeseen expenses make significant events impossible without additional funding
Other funding shortfalls to be evaluated on a case-by-case basis
Co-sponsorship with other organizations
How to transfer funds
1180—available in 207 Sarratt or academic department
Journal Entry—electronic transfer can be set-up (studentorganizations@Vanderbilt.edu)
VSG Co-sponsorship: VSG has a limited amount of co-sponsorship funding available to RSO’s for program initiatives. Forms are available on the VSG Anchor Link page.
Graduate Student Council (GSC): offers a limited amount of funding for graduate student organizations. Contact the GSC President at gsc@vanderbilt.edu for more information.
An organization may collect money through fundraisers, dues, ticket sales, or similar activities. Funds (cash and checks) collected in this manner should be deposited as soon after collection as possible. Organization monies should not be kept in your personal possession.
Making deposits into your RSOs Center
Fill out the RSO Deposit Form on Anchor Link on the Student Organizations and Anchor Link page.
Print 2 PDF versions of the form. The first form should be submitted with your deposit and the second form will be initialed by the person receiving the deposit and returned to you for your records.
Bring the form to the Sarratt front desk between 8:30 am and 4 pm (Mon-Fri) to give to Mark Leners (mark.leners@vanderbilt.edu) for processing.
University Funding
Start-up Funding—automatic $250 for new organizations
Annual AcFee Allocation—application process occurs in the spring for the following academic year; information available on the VSG website
Contingency Fund—available for new organizations and new initiatives; form available on the VSG Anchor Link page
Organization Co-sponsorship
Vanderbilt Student Government Co-sponsorship—up to $1,000 available for any Registered Student Organization (RSO); form available on the VSG Anchor Link page
Vanderbilt Programming Board Co-sponsorship—available for any RSO for major programs; form available on the VPB Anchor Link page
Graduate Student Council Co-sponsorship—available for organization in the Graduate School; email gsc@vanderbilt.edu
Fundraising On Campus
Events
The collection of entry or admission fees for events such as fun runs and walks, fundraising performances or concerts, etc., is allowable, as is drawings for door prizes awarded to individuals present, but entry fees, and cash awards for, events that involve an element of chance such as a raffle, a card tournament, a “rubber duck drop,” or a casino night, are prohibited by both University policy and government statutes.
Benefiting the organization—ticket sales deposited into organization’s account
Example: Tongencheek
Example: MannaFit
Note: Ticket revenue can be used for member-exclusive activity where appropriate, whereas AcFee funding cannot
Benefiting an outside entity—ticket sales deposited and check cut for benefiting organization; Charitable donation form required
Example: Shade Tree Trot 5K
Example: She’s the First Bake Sale
Example: Habitat for Humanity (Cookout)
Service Auctions
The auction of services to other students, to faculty, staff, and other members of the Vanderbilt community is permitted within the following limitations:
Only specific services may be offered (e.g., a car wash, the preparation of a meal). The offering of unspecified labor—for either a specific period of time, or an open-ended period–is prohibited.
Offering services that require a license (haircuts, manicures, massages, etc.), is prohibited, as is the offering of services that are in violation of the law or University policy, and services that potentially endanger the health, safety, or well-being of students or others.
The “auction” of individuals is prohibited, as is the auction of unspecified services of individuals (i.e. Date Auctions).
Advertising and promotional materials for service sales and auctions must list the services on offer.
Advertising and promotional materials must provide the name of the organization(s) receiving the funds raised.
The Dean of Students reserves the option of denying approval of, or canceling, events whose arrangements fail to comply with the delineated limitations or which seek to circumvent their purpose.
General Funds for the Group
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. Only tickets can be sold for a certain amount.
Merchandise (t-shirts, pens, sunglasses, etc)
Must be offered for suggested donation; some groups offer tickets at different values based on whether you receive a t-shirt with the purchase
If the Vanderbilt mark is printed in any way, must be approved through Trademark and Licensing
Students must also use an approved vendor
Vanderbilt University will not approve the use of its name or marks to promote the following products: tobacco, controlled substances, sexually oriented products, alcohol, religious products, bathroom articles, or games of chance
Note: If you use AcFee funding to purchase t-shirts for raise funds for an outside organization, you can only donate the amount raised over the amount spent in AcFee funding
A portion of the Activity Fee (paid by students) 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
All student organizations are split into six subcategories: Arts, Cultural, Programming, Religious, Service, and two subcommittees for Special Interests
Solicitation
http://vanderbilt.edu/corporate-relations/students.php
Companies and local businesses often support student events and projects. The Corporate Relations team can assist student groups with their corporate requests to maximize their potential for success.
To begin the process, please contact:
Caroline Hemyari Development Coordinator, Corporate Relations (615) 322-8657
To be eligible for registration, an organization must:
be organized and run by officers who are full-time Vanderbilt students,
have at least one full-time, permanent, Vanderbilt faculty or staff member as its adviser,
maintain all funds on deposit in an account of good standing through the Office of Financial Affairs and follow appropriate accounting procedures (Special conditions apply to fraternities, sororities, and Vanderbilt Student Communications divisions.),
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
In general, organizations working with minors will need the Protection of Minors online module
Background checks are typically only required if there is no supervision
Examples of events involving minors:
-Tutoring one-on-one -Educational, recreational, or academic based learning or enrichment in a group setting -Mentoring (self-esteem building, targeting at-risk youth, role modeling, character/leadership building activities) -Hosting special events on campus (holiday parties, celebration, recovery, VU campus introduction) -Volunteering for public events geared toward or benefiting minors -Outreach for special minor populations (international, delinquent, ill, at-risk, state custody, disabled, special needs) -Collaborative community outreach on service projects in which minors also participate -Childcare/babysitting
Making Reservations
If AcFee or University funds are being used for the trip, the sponsoring academic department and/or DoS can make reservations
If AcFee or University funds are not being used, students typically make their own reservations
Regardless of reimbursement, the Travel Form is required with the Release of Liability Form signed
from the Student Handbook
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 advisers (the Greek advisers 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.”)
Provisions of the Student International Travel policy apply to students traveling abroad in University programs, including those of a co-curricular nature, or on University business.
Domestic student travel for academic programs is overseen by academic departments and schools. Travel for students participating in varsity athletic events is overseen by the athletics administration. Travel for students participating in Outdoor Recreation programs or Sports Clubs is overseen by the Office of Campus Recreation.
Students traveling domestically for other co-curricular engagement must comply with the policies and procedures set forth, below. Travel proposals and plans are subject to review by the Dean of Students and/or the Dean’s designee.
Generally, students traveling for co-curricular programs are required to complete Student Travel Forms [60-002-658 (9/11)], and the accompanying Release of Liability form, although there are some exceptions.
Students engaged in co-curricular travel in Davidson or one of the contiguous counties are not required to fill out a travel form unless it is an overnight trip. For example, organization members who are running errands, picking up materials from local merchants, or participating in monthly service activities do not have to fill out a travel form. However, if a student organization is planning an overnight retreat in one of the contiguous counties (i.e. Williamson, Rutherford, Wilson, etc.), then a travel form is required. In general, when student organizations participate in travel outside of Davidson County or one of the contiguous counties, a travel form is required. Please note that an adviser’s signature is required on this form.
Even in these cases, completion of the Student Travel Forms is required if one or more of the following conditions is relevant:
Travel involving an overnight stay
Travel between the hours of 11pm and 6am
Travel to sites with hazardous materials
Travel with “destination risk:”
Disaster zones
High crime areas
Programs and experiences addressing populations under stress (the homeless, the incarcerated, or the medically at risk)
Protest sites and demonstrations
Remote areas (more than 60 miles from the nearest hospital)
Universal Waiver
In consideration of Vanderbilt University’s 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.
Fundraising Off Campus
Local Restaurants
Fundraising events—or “bar nights”—in “limited service restaurants” (bars)—as defined by Tennessee statutes—or at any location where money is collected at the door, or through any other arrangement, with an establishment involving financial transactions that circumvent the University’s accounting system, are prohibited.
Can partner with other restaurants to benefits student orgs
Example: Sweet CeCe’s
Corporations
Fill out the Off Campus Fundraising Form on the Student Organizations and Anchor Link page on Anchor Link
For request less than $1,000 per corporation, RSO’s are typically okay to approach companies; form required for request above $1,000
Event Specific Sponsorship
The Office of Annual Giving helps to determine whether funds donated are gifts to Vanderbilt (tax deductible) or not based on whether the company receives a benefit for participating
Example: Nachde Nashville
The Office of Annual Giving processes gifts to Vanderbilt and receives checks for student organizations. The memo must mention the RSO’s name and center number.
Other donations can be deposited directly into the group’s account using the RSO Deposit Form
Alumni—The Office of Annual Giving can provide lists of alumni affiliated with an RSO
The Office of Annual Giving holds access to limited historical records of registered student organization membership, and may be able to provide a registered student organization with mailing data of the organization’s alumni. To obtain the mailing data (usually provided as a set of labels), a group may submit a request to Student Organizations and Anchor Link to determine if there is a list of its organization’s alumni. If such a list exists, the registered student organization must complete the Fundraiser/Solicitation Form in Anchor Link for review by the Office of Student Organizations and Anchor Link and the Office of Annual Giving. If approved, the mailing data will be provided. The Office of Annual Giving requires a two week’s notice to process requests, so student organizations should submit requests to Student Organizations and Anchor Link at least four weeks in advance.
Provided mail and email lists are made available by the Office of Annual Giving for one-time use, only. Once the fundraising project is complete, or a list has been held for more than thirty days, the list is out of date and must be discarded. If after thirty days the project has not been completed, a new list must be requested. By statute, the University is required to update alumni, parent, and friend communications preferences (such as mail or email subscription drops), continually. Using an out-of-date list subjects the University to the risk of potential violation of statutes such as the CAN-SPAM Act.
Registered student organizations may obtain authorization to solicit funds from the parents of its membership by submitting the Fundraiser/Solicitation Form in Anchor Link. The proposal must include a statement of the purpose of the appeal, a sample of the solicitation mailing, and the proposed date of the appeal. Student Organizations and Anchor Link will forward the proposal to the Office of Annual Giving for review.
Please remind students that they are not authorized to sign contracts
There are blank contracts available on our website (http://www.vanderbilt.edu/studentorgs-anchorlink/advisers/resources)
