Administrative Policies

The Residential Requirement, established by the Board of Trust in 1959, states that “All unmarried undergraduate students are required to live in residence halls on campus during the academic year, May session, and summer sessions. Authorization to live elsewhere is granted at the discretion of the Director of Housing Assignments and Operations in special situations, or when space is unavailable on campus.”

Living in and engaging with an on-campus residential community is regarded as an integral part of a Vanderbilt undergraduate education and to that end, Housing and Residential Experience provides this critical opportunity to as many undergraduate students as possible.

In general, first-year students are housed separately from upper-division students. Only under extreme circumstances when there is insufficient space in the designated first-year student housing system or in special situations, first-year students may be housed with upper-division students. All undergraduate housing arrangements are overseen by Housing and Residential Experience office.

There are three possible housing statuses for undergraduate students taking classes on campus: (1) living on campus in a University residence hall, (2) living on campus in a Greek chapter facility, and (3) having authorization from the Director of Housing Assignments and Operations to live off-campus. Students studying abroad, participating in an internship away from Nashville, or on a leave of absence do not have a housing status during the term(s) when they are not taking classes on campus.

The University offers a variety of living accommodations for students of all sexual orientations and gender identities and expressions. Gender designations of buildings, floors, lodges, suites, or apartments are made on an annual basis. Single students who share bedrooms must be of the same gender, unless the University has designated the room for multi-gender occupancy.

First-Year Students

Procedures for first-year student housing assignments will usually be posted on the Housing and Residential Experience website by no later than February 1, of the year in which students will enter the University.

Admission to the University does not guarantee assignment to a particular type of room or building as the University population is fluid, and demand for housing may change considerably in a relatively short period of time. A variety of room types exist on the Ingram Commons including singles, doubles, and triples.   It  may be necessary to house students in  upper-division areas, or in alternative accommodations (such as study rooms on residential floors) for a few weeks, for a semester, or for the entire first year should class size exceed available rooms on the Ingram Commons.

Residential areas for first-year students are designated as substance free by Housing and Residential Experience.

Sophomore and Upper-Division Student Assignments

Returning unmarried sophomore and upper-division students receive their housing assignments through a seniority-driven, random selection process in the spring. Eligibility to participate in the housing assignment process is determined by the Director of Housing Assignments and Operations

Fraternity or Sorority House Assignments

Students who want to live in fraternity or sorority chapter houses, a form of on-campus housing, must complete the required forms with Housing and Residential Experience and receive approval from the Office of Greek Life prior to taking occupancy. During the academic year, requests to move from a campus residence hall to Greek housing cannot be granted unless accompanied by a request from a Greek house resident to move to the University residential system. Approval to live in a Greek chapter house is not equivalent to authorization to live off campus.

In the event the upper-division population exceeds the number of available bed spaces, Housing and Residential Experience may offer the opportunity to request off-campus authorization.  A randomized seniority driven process will be utilized in determining whose request is approved. Off-campus authorization is never guaranteed. Only students who have been authorized or who are required to reside off campus by the Director of Housing Assignments and Operations or the Director’s designee are permitted to do so. Students should not make deposits or sign leases for off-campus accommodations until they receive written notice from the Director of Housing Assignments and Operations that they are authorized or required to reside off campus. The University will not be liable or responsible for any contractual arrangements or agreement into which a student without authorization to live off campus has entered, such as a lease agreement for off-campus housing. Housing and Residential Experience maintains an off-campus referral service.

When Vanderbilt receives notice of a landlord whose practices are violating local law and/or endangering the safety and well-being of student tenants or neighbors, Vanderbilt reserves the option of denying students the privilege of living off campus at properties owned by such landlords.

If a student living in an off-campus residence is found by the University to be in violation of the "Good Neighbor Guidelines" or is adversely affecting the University's relationship with the neighboring community, all Vanderbilt students who are residents may be subject to corrective action through the University’s accountability process, even though a specific individual responsible for the conduct cannot be identified.

Rooms designated for students are assigned (and students are liable for the room charges) for the entire academic year, exclusive of Thanksgiving break, semester break, spring break, and Commencement Week.

Rooms may not be sublet or used for any purpose other than as a residence for those to whom they are assigned.

A room contract will be terminated upon a student's graduation, completion of their program, or withdrawal or dismissal from the University. Under these circumstances, the student must ordinarily vacate the assigned space within forty-eight (48) hours. Exceptions to this time frame are granted at the discretion of the Director of Assignments and Operations or designee.  Resident contracts may be terminated only when, at the discretion of Director of Housing Assignments and Operations, unanticipated and major changes occur in a student's situation that would justify such termination. Contracts may not be broken to enable students to obtain lodgings elsewhere, or because a student has placed a deposit on, or signed a contract for, off-campus accommodations.

Students who withdraw or who are suspended or expelled during the semester may be entitled to partial refunds of rent in accordance with the prorations schedule of the University for who students who withdraw during certain timeframes. 

Students who participate in any Vanderbilt study abroad programs, or who graduate, withdraw, or take a leave of absence, may request cancellation of their housing contracts by writing to Housing and Residential Experience, sixty days prior to the beginning of the semester.

Every student is responsible for their own property. Students are required to have a renter’s insurance policy for all valuables and belongings they bring to campus. Students are liable to the University and others for loss or damage caused by their actions or those of their guests.  Students are required to maintain adequate property and liability insurance.

More information can be found on the Housing and Residential Experience webpage.

The University is not responsible for personal property and is not liable for damages to student property caused by vandalism, mischief, abandonment, or other students’ negligence. The University is not liable for damages caused by electrical or mechanical failures or difficulties, broken water pipes or fire sprinkler components, unless, after being notified, the University fails to take reasonable means to correct the failure or difficulty.

Interruption or curtailment of services maintained in a residential building, if caused by strikes, mechanical difficulties, or other causes, does not entitle residents to any claim against the University or to any reduction in rent. Noise from service vehicles, construction activity, or other normal and necessary activities does not entitle residents to any claim against the University or to any reduction in rent.

Residents must check-in with residential staff when they arrive on campus. Residents will be issued a key and they must take possession of the University issued key prior to taking occupancy. The resident must complete and sign the online occupancy verification found in the Housing Portal   Prior to resident arrival, Housing and Residential Experience staff conduct a full inspection of all rooms and account for any damages, as a result, a resident may be held responsible for any damage to his/her/their living space that is found when he/she/they moves out unless the damage was noted on his/her/their occupancy verification form at check-in, is the result of normal wear and tear, or the result of a properly-reported maintenance problem that arose during the year.

When residents vacate their rooms at any point during the academic year, they should follow all posted and communicated check out procedures. Failure to follow check out processes could result in unanticipated and unappealable charges. 

On-campus housing opening and closing dates are published in the University calendar and are posted on the Housing and Residential Experience website. 

Breaks

Campus residences are officially closed during Thanksgiving break, winter break, and spring break. Students are not contractually entitled to occupy their rooms during these periods. However, at the discretion of the Associate Dean of Students for Housing and Residential Experience or designee, students may be permitted to occupy their rooms during these periods only if they register to do so and are approved by Housing and Residential Experience. Prior to these breaks, students will receive instructions for registering to stay. Failure to register may result in exclusion from the residences and/or corrective action through the University’s accountability process.

End of Spring Semester/Commencement Week

All residence halls close at 9am the first Saturday following examinations.  All residents must completely vacate and check out of their residences except for graduating residents and residents approved for extensions by Housing and Residential Experience.  Extensions are ordinarily approved only for exceptional circumstances or for students with official University business. Graduating residents must completely vacate and check out no later than 1pm of the Saturday following commencement. Any other resident who is granted an extension may be required to vacate their term assignment and relocate to another building/room space at the sole discretion of Housing and Residential Experience. 

Residents may not move from their assigned space to another space without the prior approval of Housing and Residential Experience. Room change requests are granted at the discretion of the Director of Housing Assignments and Operations. Students who make unauthorized room changes are subject to corrective action through the University’s accountability process.

The University reserves the right to relocate or remove students from their in-campus residence who are found to be in violation of University policy.

At certain hours, students are required to present Vanderbilt identification to gain entrance to campus residences.

Building Access

All campus residences have ID card access readers at one or multiple entrances. Access schedules vary by building and by entrance. For reasons of safety and security, students may not provide building access to persons they do not know to be residents of that building. Students may not be present in residence halls to which they do not have access unless they are visiting another student and are accompanied by the host student. A resident enabling building access to a student whom they are not hosting is not considered an authorized entry to the building for the entering non-resident student.

Lost ID cards or ID card provisioned devices should be reported immediately to Vanderbilt Card Services, 184 Sarratt Center, 615-322-2273—C-CARD on campus phones, on the Card Services webpage, or to any facility that accepts the Vanderbilt Card, such as Campus Dining outlets or Varsity Markets. Lost cards may also be reported to the Vanderbilt University Police Department at 615-322-2745.

Keys

Keys to student rooms and other necessary keys, if any, are issued to residents upon check-in to their rooms. Residents are required to take possession of their University issued assigned room key prior to taking occupancy. Residents may not duplicate keys.  Any duplicate keys turned in upon a student’s move out will trigger a lock change and charges will be placed on the student’s account. If a key is lost or not returned when a room is vacated, the lock will be changed and the resident charged for the replacement. Lost or stolen keys must be reported to a Housing and Residential Experience staff member within seventy-two (72) hours.

The University does not supply towels, washcloths, linens, blankets, or pillows. Washers and dryers are provided for campus residents in all residential areas at no cost. Washer and dryer use is for on-campus residents only.

Small appliances, including those with enclosed heating elements, are generally permitted in rooms. However, appliances with more exposed heating elements or grills, including, but not limited to, --"George Foreman" grills, outdoor grills using propane or charcoal, air fryers, candle warmers, and like devices are not allowed. Appliances that draw a large amount of current from each circuit, such as hot plates, air conditioners, electric space heaters, and instant water-heating elements, are prohibited. In addition, washers, dryers, and dishwashers are not allowed. Microwave ovens less than 800-watt with an interior capacity of no more than one cubic foot are permitted. Refrigerators less than six years old with no more than 4.0 cubic feet capacity may be used. Residential staff of a building may require that any appliance be placed in storage if the manner in which the appliance is used causes interruption of service or endangers the health, safety, or well-being of members of the residential community.

All appliances used in campus residences must be in good condition, with special attention given to seals, electrical cords, and plugs. Only power strips with circuit breakers may be used as extension cords. The Associate Dean of Students for Housing and Residential Experience reserves the option of revoking authorization for the use of any appliance in individual buildings or throughout the residential campus.

The University has implemented a wireless data network throughout campus residences. Wireless consumer electronic devices—sometimes called routers or wireless access points (WAPs)—interfere with the University's wireless data network, and, in worst-case circumstances, could even take down the data network. Manufacturers of such devices include Apple, Google, Amazon, Belkin, D-Link, Linksys, etc. These devices are prohibited. In addition, settings for smartphone hotspots or wireless connectivity for printers and other devices, must be disabled to prevent interference with University wireless APs.

No University owned furniture, plants, or other furnishings, including those in lounges or reception areas, may be moved from one room to another. The common areas of suites, apartments, and lodges are intended as joint living space for the residents. Furnishings in these rooms may not be moved to individual bedrooms. Headboards and footboards may not be removed from beds and University furnishings may not be removed from rooms. Anyone who moves furniture or mattresses without authorization will be responsible for the costs incurred in moving these items back to their proper positions (or the cost of repair or replacement, if an item is damaged or lost) and will be subject to corrective action through the University’s accountability process. Doors and window screens may not be removed.

Student-owned furniture brought into campus residences and Greek houses must meet the hospitality/contract-grade furniture fire-safety specifications of either the National Fire Protection Association (NFPA) standard 260, or the California Technical Bulletin 117, section E. (Furniture that complies with either standard will be appropriately tagged by the manufacturer.) Student-owned furniture must be removed before the student checks out of his/her/their room at the conclusion of the period of occupancy. Failure to comply may result in the assessment of charges for removal as well as corrective action through the University’s accountability process.

Students are expected to keep their rooms clean and free of debris and garbage. Students are required to clean their living accommodations, including University-owned appliances, if Housing and Residential Experience staff determine that the room, apartment, or specific appliance presents a health or safety hazard. Students are expected to clean rooms and appliances, sweep floors or vacuum, and remove all trash and personal items prior to vacating a room or apartment. The housekeeping staff will clean the bathrooms of apartments and suites once each week.

Residences are heated and cooled by central systems. To conserve resources, residents should keep their windows closed. Heating or cooling problems should be reported to VUMO(Vanderbilt University Maintenance and Operations) via the ReAdy application.

Students are prohibited from painting their rooms and all University furniture, including headboards. Use of tape, staples, adhesive holders, screws, brackets, tacks, and nails is prohibited on the walls, woodwork, floors, ceilings or furnishings. Non-staining putty (e.g., UHU Tac and Scotch Removable Mounting Putty) may be used. The use of over-the-door hangers is prohibited due to the damage that these devices cause. Only tension rods may be used for curtains or other window treatments. The use of ‘Command’ adhesive products is generally acceptable.

Concrete blocks, cinder blocks, and bricks are prohibited from University residences because of the potential damage to walls, floors, and carpets caused by their use. Plastic crates are acceptable substitutes as long as their use does no damage.

Beds may not be elevated more than 13" from the bottom of the bedspring to the floor. In areas where the beds frames are not designed to loft, please utilize wooden risers. Weightlifting equipment, water beds, hot tubs, lofts, and bunk beds (other than those provided by the University), unauthorized construction of walls and partitions, satellite dishes and antennae are prohibited. Residential rooms and services (data network, etc.) may not be used for commercial purposes. Student rooms may not be used for publicized events, including meetings of organizations, social events, etc.

Residents are expected to maintain and leave their living space at checkout in the same condition of repair as it was when they checked in, normal wear and tear excepted.  Students are responsible for reporting maintenance issues as soon as they become aware of them.

Students will be charged for any damages to their living areas and/or common spaces of residence halls, which results from misconduct or misuse. If the person/persons responsible for damages cannot be determined, charges will be prorated among the residents of a residence hall or living unit. In order to control the quality of the craftsmanship in campus living areas, students may not make repairs themselves to avoid damage charges. Residents should report needed repairs in the student housing portal or to Housing and Residential Experience. The University will make all needed repairs, including painting, at its discretion. Authorized University personnel will enter to address maintenance issues (and will provide notice of service) at any reasonable time, at any time in the case of emergencies. Authorized personnel may also enter to inspect property and/or equipment or to investigate allegations of policy violations.

Damage and vandalism are costly and undermine the quality of life in the residential community. The University expects members of the residential community to aid in the prevention of vandalism. Residents are jointly and individually responsible for damage to their living units and furnishings, and are collectively responsible for damage to common areas.

The University recognizes and respects the desire for privacy. Designated staff members are authorized by the University to enter any University premises to perform duties and services including, but not limited to, custodial maintenance and repair services, and inspections. Staff conduct inspections for a variety of reasons that include, but are not limited to, fire and safety issues, health and welfare issues, maintenance or damage issues, cleanliness, and closing for breaks and end of an academic session. Although inspections are generally announced, circumstances may dictate that an inspection be unannounced.

A search of a student, a student's possessions, or a student's premises may be authorized by the Vice Provost and Dean of Students or designee, if there is reasonable cause to believe that a violation of University policy is occurring or has occurred.

During searches and inspections of residential assignments (rooms, suites, apartments, etc.), University personnel may confiscate items prohibited by University policy. Additionally, personal property remaining in living spaces, in individual floor or corridor closets or storage rooms at the termination of the housing contract, will be considered abandoned and may be disposed of without notice at the discretion of the Associate Dean for Housing and Residential Experience.

Visitation

Visitors are allowed in residences throughout the 24-hour day. However, residents must remain sensitive to the safety and security concerns of the residential community as well as the privacy needs of floormates/roommates/suitemates/lodgemates/apartmentmates. Prior to a visitor’s arrival, resident hosts should discuss with the persons with whom they share space, the fact that visitors are expected. Residents are responsible for the conduct of their visitors and violations of University policy may be referred to Student Accountability, Community Standards and Academic Integrity. Visitors (including Vanderbilt students who are not residents and who do not have access to a particular building), must be escorted at all times when in the residence halls. Lending ID credentials or room keys to visitors is prohibited.

Overnight Guests

A student who wishes to host an overnight guest must complete the Guest Registration Form. The request should be made at least twenty-four (24) hours prior to the arrival of the guest. Residential Experience will review the request and send a message regarding the status of the registration. Host students should seek the permission of roommates and others with whom they share space (e.g., suitemates) before completing the registration form. Guests' stays are limited to three consecutive nights. Guests must be escorted by their host at all times on campus. Lending student ID credentials or room keys is prohibited. Residents are responsible for the conduct of their guests and violations of University policy may be referred to Student Accountability, Community Standards and Academic Integrity.

Residence hall rooms are not suitable for visiting parents or legal guardians. The presence of parents or legal guardians for any extended length of time in a residence hall can be a source of uneasiness and discomfort among other residents. Consequently, no parent or legal guardian may stay overnight in a residence hall.

There are no overnight guests allowed during break periods.

Media

Residence halls are closed to news media. Students are not authorized to bring news media into residence halls unless authorized by University media relations. 

Visiting Minors or Minor Guests Not Participating in a Vanderbilt or Third Party Youth Program

Vanderbilt, as a research University, is generally not a proper environment for minors (under the age of 18) who are not directly accompanied by a parent or guardian unless they are participating in a youth program planned for minors and supervised by adults who have the appropriate training and credentials.

Minor visitors may be allowed, subject to applicable University policies and the exceptions outlined herein, in student residential housing floors or rooms, but must be escorted at all times by their resident host or by their parent/legal guardian. For visits and/or overnight stays, the resident host is responsible for the minor guest and must accompany them at all times. Resident hosts must register overnight minor guests at least twenty-four (24) hours in advance of the stay by completing the Guest Registration Form. The resident host must provide the age of the guest and documentation that the minor’s parent or guardian approves the visit.  If the minor guest is unrelated to the resident host and is under age sixteen (16), the minor’s parent or guardian must also be present at all times. Residents are not permitted to host overnight guests under the age of sixteen (16) unless the guest is a sibling and approved in advance; requests for exceptions for siblings of the resident will be reviewed and must be approved twenty four (24) hours in advance of the stay by the Associate Dean for Housing and Residential Experience or designee. Residents who violate these policies may be referred to Student Accountability, Community Standards and Academic Integrity.

Individuals hosting a gathering in their assigned residential space must register the gathering when the number of people at the event will exceed the  number of occupants of the apartment/suite  times two and plus one, regardless of whether alcohol is present. For example, a suite of six (6) can have up to thirteen (13) people, including the residents of the space, without needing to register the gathering; a single could have up to three (3) people, including the residents of the space, without needing to register the gathering; etc. The Party Registration Form is located in Anchor Link and must be submitted no later than twenty-four (24) hours prior to the proposed event, or by 12pm on Friday (for weekend gatherings). The form is routed to the appropriate area coordinator for review and approval. Gatherings are permitted only in Carmichael College suites, Zeppos College suites, Rothschild College suites, Warren College suites, Moore College suites, E. Bronson Ingram College suites, Village at Vanderbilt, Mayfield Place, Chaffin Place, Morgan House, and Lewis House. All gatherings must abide by all other University and residential policies (noise, alcohol, visitation, etc.).

Gatherings hosted by residents in the West End Neighborhood are exempt from this policy but must comply with the Alcohol policy.

See the Alcohol policy for additional information. 

Quiet & Courtesy Hours

It is impossible to set specific standards regarding levels of noise in a residence hall which will satisfy all residents. Individual levels of noise tolerance vary widely. The purpose of the residence halls is to offer conditions which permit reasonable order for study and sleep. Quiet hours are in effect from 7pm until 7am, Sunday through Thursday, and midnight until 10am, Friday and Saturday. During these hours, residents must cease all activities that might disturb study or sleep. Radios, televisions, etc., should be turned to low volume and other noisy activity curtailed. During reading and examination periods, quiet hours are in effect twenty-four (24) hours a day. Residents may vote to alter quiet hours, however, these alterations must be unanimous. Non-quiet hours are not "noisy" hours. “Courtesy” hours are in effect twenty-four (24) hours a day. Residents may not practice or play musical instruments, electronic or acoustic, in their rooms but must use designated music practice rooms for those activities.

The use of electric guitars, other amplified instruments, drums, and other instruments producing loud volume, is prohibited in campus residences. Because of their propensity to be heard and felt through solid materials, subwoofers in stereo speakers or other audio equipment are also prohibited.

Music Practice Rooms

Certain rooms in campus residences have been designated for use as music practice rooms. Due to their proximity to residential space, their use requires policies that preserve the quiet of the halls for the residents. Policies and specified times for the use of these spaces will be posted in each space. Except for University-supplied pianos, no amplified or percussion instruments are permitted. Unless otherwise approved, music practice rooms should only be used for their specified purpose and non-music related use may result in loss of use. Use of these rooms for music practice may be altered by Housing and Residential Experience, as needed.

Sports

Engaging in sports, games, or activities in the residence hall that are not appropriate indoors is also prohibited.

Students are prohibited from having pets or keeping or providing for any animals on University property, including in University residences, except in the circumstances outlined in the Assistance Animals policy.

Additionally, visiting animals must be kept outdoors and leashed. Students who violate this policy are subject to corrective action through the University’s accountability process, and will bear any costs associated with damage to or cleaning required in spaces where animals are found in violation of this policy. Fish may be kept in aquariums, but flesh-eating and dangerous fish (e.g., piranha) are prohibited.

Residents must abide by the fire safety practices and regulations listed below:

• Halogen lamps or light sources are prohibited in campus residences.
• Combustible materials may not be stored on the premises. This includes battery cells in devices prone to overheating or implosion.
• The Metropolitan Nashville-Davidson County Fire Code prohibits the use and storage of grills within ten (10) feet of any combustible materials on any balcony or patio of a multifamily dwelling. Use or storage of grills is prohibited on any balcony or patio, or in any residential facility.
• Motorcycles, mopeds, and other internal combustion machines may not be kept in University housing.
• The use, possession, or storage of electronic personal transportation vehicles (EPTVs), including scooters, bicycles, hoverboards, and similar devices, is prohibited inside all Vanderbilt buildings and facilities, including, but not limited to, residence halls, Greek houses, Student Centers, academic buildings, labs, and parking structures.
• Bicycles may not be stored in hallways, stairwells, or other common areas because they may block emergency egress. Non-electronic bicycles may be stored in student rooms.
• Candles, other devices that produce open flames, oil lamps, and incense, are prohibited in the residence halls, and subject to confiscation, whether or not they are lit at the time they are discovered. Exceptions for registered events sponsored by University departments may be made at the discretion of the Associate Dean for Housing and Residential Experience or designee.
• Walkways, stairs, and corridors must be kept clear at all times for emergency egress. Student property may not be stored in these areas.
• Heat producing appliances (coffee makers, electric kettles, slow-cookers, etc.) must be attended when turned on.
• Flammable materials (e.g., sheets, blankets, bandanas, scarves), may not be used to cover or obstruct light sources, heating/cooling sources, or fire-safety fixtures.
• Cut trees, wreaths, and greenery (generally employed as seasonal decorations), are prohibited.
• Installation of elaborate door decorations is limited to a specified period of time–set by appropriate administrators–and may not remain overnight.
• Decorations on the exterior of room doors may not exceed 150 square inches, total, of surface area.
• The University’s smoke-free campus policy limits smoking to designated outdoor areas. Extinguishing or disposing of smoking materials by any means other than the urns provided is prohibited.
• Access to windows and doors must be kept clear for emergency egress.
• Emergency exits may be used by residents or guests only for emergency exit or exit during drills. Other use is prohibited.
• Failure to evacuate a building when a fire alarm sounds is prohibited.
• Additionally, the following are prohibited and will likely result in corrective action through the University’s accountability process, which action may include possible suspension from the University or a prorated damage charge among the residents of a particular area if the responsible person(s) cannot be identified:
  • Tampering with door alarms, fire extinguishers, sprinkler heads, water flow or other control valves and other fire-safety equipment,
  • Tampering with smoke detectors, emergency phones, building access systems, elevator systems, surveillance cameras or other safety and security equipment,
  • Tube lights and string lights, except that string lights may be used under the following conditions: string lights must be UL approved and in good condition. The lights may be used only in individual rooms and not in common areas. The lights may not be suspended from ceilings, sprinkler heads, or overhead piping, and the adhesive backing available with some such lights may not be used. No more than three strands of such lights may be strung together, and must be plugged directly into an outlet or into a surge protector that is plugged directly into an outlet.
  • Items suspended from the ceilings, sprinkler heads, overhead piping, or on or near water pipes,
  • Use or possession of fireworks,
  • Disabling fire alarm systems,
  • Arson or igniting fires of any kind—anywhere on campus—except for the purpose of cooking on a grill in accordance with University policies regulations and applicable statutes,
  • Tampering with or damaging fire-exit lights, signs, horns, strobes or other notification devices,
  • Tampering with or obstructing emergency-exit doors.

Residents must abide by the safety and security practices and regulations listed below:

• Nothing may be hung or thrown from windows. Objects may not be placed on window ledges or on roofs.
• Tampering with card access readers is prohibited.
• Covering or tampering with cameras is prohibited.
• Removing window or door screens is prohibited.
• Propping open emergency exits or any door controlled by card access readers is prohibited.

It is essential that residents cooperate with the University in every way to safeguard the residential community and the belongings of residents. Students should keep their room doors locked, keep money and other valuables out of sight, and report thefts and suspicious persons immediately to their head residents, resident advisers or the Vanderbilt University Police Department. Periodically, officers from the Vanderbilt University Police Department may enter campus residences, Greek houses, and other campus facilities to assess their safety, security, and compliance with University policies.

Organizational Activity is considered any activity, on- or off-campus, planned, sponsored, hosted, promoted, or funded by an organization recognized by Vanderbilt or any activity a reasonable person would associate with the organization or its members acting in their membership capacity. Organizational Activity is not defined by the number of members engaging in the activity. Organizational Activity that violates University policy is subject to corrective action through the University’s accountability system.

1. “Planned” includes, but is not limited to, primarily contributing to decisions regarding location, decoration, timing, or other execution of the activity.
2. “Sponsored” includes, but is not limited to, partnering with another Registered Student Organization, University department, business or promoter to execute an event, or providing funds to reduce or eliminate the cost of an event
3. “Hosted” includes, but is not limited to, reserving space or using an off-campus space owned or controlled by members of the organization for an activity that involves guests.
4. “Promoted” includes, but is not limited to, communicating via any form of social media, app (e.g. GroupMe), print materials, or deliberate campaigning to advertise or market an event or to invite or otherwise encourage people to participate. 
5. “Funded” includes, but is not limited to, making payments from organization dues, an organization bank account, a collection of funds from organization members, or payments made by an individual member or relative on behalf of the individual member.

The University has sole discretion for approving Organizational Activity as well as interpreting policies and procedures that effect organizations, including, but not limited to, determining appropriate accountability action for an organization and/or individual members.

Application of University Policies to Organizations

All University policies, including those in the Student Behavior Policies apply to Organizational Activity.

Application of University Policies to Members by the Organization

Registered Student Organizations may not adjudicate violations of University policy. An organization should, instead, hold members accountable to its bylaws, constitution, and/or national policies in accordance with its internal procedures. Organizations should not copy--regardless of citation or paraphrase--any University policy language into its bylaws or constitution.

Investigations into Organizational Activity

Student organizations must disclose when national organizations or outside parties are investigating their organization or its member(s) for wrongdoing. Organizations have an affirmative duty to disclose; should the organization not disclose, it may face sanctions up to and including loss of recognition. 

As Registered Student Organizations are student led, the opinions they express are not necessarily those of the University or the student body.

Registration Categories

The University has three categories of registrants: Greek Organizations, Vanderbilt Student Communications, Inc., and Registered Student Organizations.

Greek Organizations

Greek Organizations are a type of Registered Student Organization. The Interfraternity Council (IFC) and Panhellenic Council administer the recruitment programs for their member groups while the National Pan-Hellenic Councils (NPHC) and Intercultural Greek (IGC) organizations each administer their own recruitment programs. The IFC, Panhellenic Council, IGC, and NPHC set a minimum academic requirement to join a Greek organization; however, most chapters have higher academic standards. To be eligible for fraternity or sorority membership, students must have carried and passed twelve semester hours.

Proposals for the establishment of additional fraternities and sororities may be made to, or initiated by, members of the Interfraternity, National Pan-Hellenic, Intercultural Greek, or Panhellenic Councils. If approved by the appropriate council, the proposal will be forwarded to Greek Life for consideration. Upon the recommendations of the councils, Greek Life, and the Vice Provost and Dean of Students or designee, the University may invite a national organization to start a new fraternity or sorority chapter at Vanderbilt.

Vanderbilt Student Communications, Incorporated (VSC)

Student produced media for general distribution to the University community or to persons outside the membership of a student organization and publications funded directly by the Student Services Fee are under the exclusive authority of Vanderbilt Student Communications, Incorporated.

Vanderbilt Student Communications, Incorporated (VSC), is a nonprofit corporation, affiliated with the University, which publishes and/or supervises various student media outlets.

Registered Student Organizations

Student Organizations, Leadership and Service (SOLS) registers undergraduate and graduate/professional student organizations within the Vanderbilt community. Registered Student Organizations must register annually, and registration expires after the third week of the semester for organizations that fail to re-register, or that are unsuccessful in completing the registration process. All organizations must have a current membership roster and constitution and/or bylaws on file in Anchor Link.

Registration Eligibility

To be eligible for registration, an organization must:

• be organized and run by officers who are enrolled 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 Finance and follow appropriate accounting procedures (Special conditions apply to fraternities, sororities, and Vanderbilt Student Communications divisions);
• be funded by its members, an external body or the University;
• limit its voting membership to Vanderbilt students;
• have purposes that do not overlap significantly with those of any other registered organization as determined by SOLS or a SOLS designee; and
• have approval from the appropriate University office, department, or governing body, if applicable. For example:
  • Club sports, which includes any group that requires the use of University recreational facilities and/ or requires the expertise of University recreational personnel to operate, must have approval from the David Williams II Recreation and Wellness Center.
  • Religious groups must have approval from the Center for Spiritual and Religious Life.
  • Greek-letter social organizations require membership in the Interfraternity, Panhellenic, Intercultural Greek, or National Pan-Hellenic Councils, which have governing responsibilities and accountability authority over their member groups.

Registration Requirements

The following is required for Registered Student Organizations seeking to remain active at the University; the required materials should be submitted during the annual RSO Registration/Re-registration in Anchor Link:

• Annual submission of submission of an updated constitution or bylaws, which includes, at a minimum, a mission/purpose statement, descriptions of officers/leaders and their duties, method for election of officers/leaders, and a process for removing leaders from positions and members from the organization.
• Submission of any organizational logos used for social media, Anchor Link, print or promotional material.
• Submission of a copy of the organization’s insurance contract to the University for record keeping (only applicable for those organizations carrying insurance coverage).
• Affirmation of compliance with the University’s nondiscrimination policy. Registered Student Organizations must be open to all Vanderbilt students as members and must permit all members in good standing to seek leadership opportunities and position. Single-sex organizations are permissible to the extent allowed under Title IX of the Education Amendments Act of 1972, 20 U.S.C. § 1681. Inquiries or complaints should be directed to Equal Opportunity and Access.
• Affirmation that the organization will conduct their activities in accordance with all University policies and federal, state, and local laws.

Detailed information regarding organization registration may be found on the SOLS website.

Privileges of Registration

Through established policies and procedures, Registered Student Organizations are entitled to the following privileges:

• Use of the official Registered Student Organization mark, which incorporates the Vanderbilt University logo, official University spirit marks, and the name “Vanderbilt University,” or titles indicating institutional affiliation, such as “Black and Gold,” “VU,” or “Commodore,” for purposes generally consistent with the organizations’ purposes and their usual activities or to identify themselves as campus groups (See Marketing and Communications for more information).
• Financial support from the University (Student Organization Funding, and other sources when available)
• Use of University facilities for conducting regular business. Student organizations are prohibited from establishing offices, social spaces, or living quarters, off-campus.
• Use of University meeting rooms and facilities at no charge or at a reduced rate.
• Use of University electronic resources (e.g., Anchor Link, listservs, University-hosted website), and member subscription to the student leader listservs maintained by SOLS.
• Use of common space and storage space allocated for Registered Student Organizations.
• Opportunity to solicit funds from, or make sales to, members of the University community on campus.
• Participation in the annual Student Involvement Fair and other programs promoting participation hosted by the University.
• Opportunity to advertise and promote the organization and its purposes on campus, and to advertise in Student Affairs-supported publications and other media.
• Ability to publish events on Anchor Link and in the University Events Calendar.

Suspended, Expelled, or Otherwise Unrecognized Organizations

Organizations no longer recognized or who never sought recognition by the University–whether suspended, expelled, disaffiliated, or otherwise–do not retain any of the privileges of a recognized organization. Loss of privileges includes, but is not limited to, the following:

• Using the “Vanderbilt University” names, authorized logos, and spirit marks in communications, social media handles, swag, or any other expression;
• Using University space for organizational functions;
• Participation in any recruitment or involvement events; and
• Financial, advising, or any other University support.

Additionally, action may be taken by the University at its discretion to protect the safety and wellbeing of the campus; such acts may include, but are not limited to:

• Barring the organization from campus;
• Providing communications to parent, students, and others regarding the unrecognized status;
• Listing the organization on University websites as unrecognized;
• Holding individual students within the unrecognized organization personally responsible for misconduct stemming from Organizational Activity via the student accountability process;
• Barring or removing students participating in the unrecognized organization from University leadership positions; and
• Replacing the organization with an equivalent option that is recognized by the University.
• For organizations whose recognition is suspended, the terms of the suspension will outline the return process. For organizations that voluntarily withdraw from or never seek recognition by the University and have a national governing body, the national group will not be considered for recognition unless it demonstrates to the University’s satisfaction that it has ended any relationship (i.e., revoking charters, suspending/expelling members, etc.) with the unrecognized organization.

Participation Eligibility

To be eligible for membership in any Registered Student Organization, or to act as a representative of Vanderbilt in any public exercise, an individual must be an enrolled student of the University (excluding non-degree seeking students who are minors). A student on academic or disciplinary probation or who fails to maintain a cumulative 2.0 grade point average may not hold a leadership position, including (but not limited to) Admissions Tour Guide, VUceptor, Resident Adviser, or president (or comparable position) of a Registered Student Organization or Vanderbilt Student Communications division.

Registered Student Organizations, governing bodies, or University departments may set eligibility standards or requirements for membership or leadership that exceed these minimum standards, as long as such eligibility standards comply with the University’s nondiscrimination policy. Additionally, Registered Student Organizations may take action to remove or restrict a member’s participation in the organization in accordance with the organization’s constitution or bylaws.

Requests for exception or waiver of eligibility requirements should be made to the Vice Provost and Dean of Students with the recommendation of the appropriate governing body, if applicable.

If a student’s participation in co-curricular endeavors threatens academic performance, the University may counsel the student about the scope of the activities. In addition, restrictions may be placed on a student’s participation in University co-curricular activities for the duration of an accountability sanction.

Advisers and Student Affairs Liaisons

Registered Student Organizations are required to have an adviser who is employed by Vanderbilt University. Advisers provide holistic development for student organization members through experiential learning opportunities, advocate for the mission and vision of the organization, and counsel officers and members regarding their responsibilities. The Adviser is expected to be aware of the financial status of the organization to help ensure that the organization remains solvent. Advisers do not have the authority to prohibit the expression of editorial opinion by a campus publication. A more detailed listing of guidelines and requirements may be found on the SOLS website. SOLS may require a student organization with high needs of support to be directly advised by a University office. Students may request through SOLS to be advised by a University office they feel will provide them better support to accomplish their mission. Advisers will help student leaders plan and manage the programmatic, financial, and logistical operations of their student organization. Student Affairs Liaisons will provide additional support in assisting student organizations with guidance on how to complete operational duties. Student Affairs Liaisons are required to attend training on, among other things, Vanderbilt’s financial system, policies and procedures (including Protection of Minors), travel, reimbursement, and the re-registration process. Student Affairs Liaisons may be asked to temporarily fill the role of an adviser to support a student organization in their absence.

Advisers have the authority to request that the organization they support be frozen (temporarily not able to reserve space or use financial resources) or inactive (removed from AnchorLink as well as not able to reserve space or use financial resources) by SOLS during a period of time where there are internal issues that need to be resolved.

Graduate & Professional Students

The Graduate School and all of the professional schools and/or programs have representative student organizations that serve as channels for student opinion.

Graduate Student Council of the Graduate School. Membership comprises one elected representative from each department, but any graduate student may participate.

Vanderbilt Bar Association. Membership comprises students of the Law School who are directed by a Board of Governors elected by the classes.

Divinity School Student Government Association. Membership comprises editors of the two student publications and representatives from the various levels of academic training.

Council of Class Officers (School of Medicine). Membership comprises elected officers from each class.

Graduate Nursing Council. Membership comprises representatives of each of the five clinical majors in the M.S.N. program.

Owen Student Government Association (OSGA). The Executive Council membership comprises five second-year representatives and four first-year representatives, but all registered candidates for Owen School degrees may participate in OSGA activities. OSGA provides leadership and coordination for professional and social activities.

Peabody Professional and Graduate Student Association (PPGSA). Membership comprises diverse student representatives from all Peabody graduate and professional departments and programs.

Undergraduate

The University recognizes a representative student organization that serves as a channel for student opinion for each school. Recognition has been extended by the University, in consultation with the Vice Provost and Dean of Students, to the following governing bodies:

Arts and Science Council. Membership includes the presidents of all registered academic majors' associations, one first-year student, and one sophomore representative. Students of the College of Arts and Science elect the president, vice-president, secretary, and treasurer.

Blair Council. Membership is represented by elected members from the classes and by an elected Executive Committee.

Engineering Council. Membership includes elected representatives from each of the classes, the president, and one elected representative from each registered professional society.

Peabody Council. The association is directed by an Executive Committee, whose members are elected at large by students of Peabody College. Each class also has a representative on the Executive Committee.

Vanderbilt Student Government. Vanderbilt Student Government (VSG) represents student interests, concerns, and aspirations, to the faculty and administration. In addition, the organization sponsors and coordinates activities and programs promoting student involvement and interaction with faculty. Student interests are addressed through the executive, legislative, and judicial branches of the organization. The Senate comprises elected students representing the four undergraduate schools and the residence halls.

In accordance with University policies, the purpose of the Vanderbilt Student Government is as follows:

• to provide a means whereby undergraduates may effectively express their views and interests to other components of the University and to the outside community in matters which affect their social, cultural, physical, and academic welfare;
• to stimulate effective student organizations and to coordinate their activities for the benefit of the Vanderbilt community; and, to provide for the development and coordination of activities and services beneficial to Vanderbilt students and the University community;
• to serve as a liaison between students and the University; and,
• to maintain effective student representation and participation in the decision-making process of the University.

Student Organization Funding

The Student Organization Funding Committees are representative student groups tasked with allocating funding to student organizations. Vanderbilt Student Government (VSG) appoints co-chairs who oversee an application process to select committee members from the undergraduate student population. The Graduate Student Council (GSC) appoints co-chairs for the graduate/professional committee and the governing councils of the professional schools each appoint one representative as committee members. On an annual basis, the Student Organization Funding Committees recommend to the Vice Provost and Dean of Students allocations for Registered Student Organizations that sponsor programs, projects, and services that benefit the students who have paid the Student Services Fee. Applications for a regular allocation for funding in the subsequent academic year are available—and due—according to the schedule announced annually by the Student Organization Funding Committees.

In general, programs must demonstrate a wide campus appeal or need and/or build community on campus, be available to all students, be free of charge or provided at a reduced rate for students, align with an organization’s mission, and must enhance the overall educational, social, or cultural climate. In order to maintain events at a reduced rate for students, student organizations that receive Student Organization Funding may charge no more than $5 to members of the campus community (students, faculty, and staff) for event attendance, with the exception of Rites of Spring, Commodore Quake, and Lights on the Lawn. In addition, no more than $3,000 of a student organization's Student Organization Funding allocation may be used for purposes internal to the organization, such as retreats, t-shirts or other similar items. Exceptions to these restrictions may be made with approval from the Vice Provost and Dean of Students or designee.

Only Registered Student Organizations and their respective programs are eligible for Student Organization Funding allocations. Student organizations are encouraged to fully spend their allocated amount consistent with how they indicated they would use their funds in their application. The awarded amount of Student Organization Funds will be uploaded into the student organization’s financial account via Anchor Link during the Fall semester. Student Organization Funds will not roll over to the following year, and any adjusted funding will be reallocated to other student priorities. Revenue above the Student Organization Funds allocated amount will remain in the student organization’s account, including fundraising, donations, ticket sales and any other external revenue. Registered Student Organizations that are inactive will be closed after three years of inactivity, and the monetary balance will be reallocated to support other student priorities.

Further, funds allocated through the Student Organization Funding Committee’s recommendation process are subject to some restrictions on their use. More information on student organization eligibility and programming restrictions for Student Organization Funding allocations, may be found on the SOLS website.

The Registered Student Organization Contingency Fund

The fund provides limited support for new Registered Student Organizations that were not eligible to participate in the annual Student Organization Fund allocation process, and for established organizations with new initiatives or unexpected circumstances. The application form is available in the Forms section on the Student Organization Funding Committee Anchor Link page.

Co-Sponsorships

Student organizations should prepare their budgets to meet their annual needs, and participate in the annual Student Organization Funding Committee allocation process. However, there may be times when new organizations form after the process has been concluded, when a new initiative arises, or when an unanticipated opportunity presents itself. Registered Student Organizations seeking co-sponsorships for programs or events have several options.

Vanderbilt Student Government also administers co-sponsorship funding, the application for which may also be found in the Forms section of the VSG Anchor Link page.

Student Affairs has no central funding for co-sponsorships, but a number of its component departments do maintain limited co-sponsorship budgets. .

Please note that student organizations may not approach offices outside the scope of the Student Affairs, more than one department within the Student Affairs operation, academic departments, or other programs, services, and centers across the University, for financial co-sponsorships. Students who believe that a particular department or office might be interested in its program initiative, or who wish to inquire whether a particular academic department routinely supports a particular organization, should consult either their own advisers or liaisons within Student Affairs or Student Organizations, Leadership and Service.

Dues, Ticket Sales, and On-campus Fundraisers

Registered Student Organizations are entitled to charge dues to their membership. Dues must be deposited in an organization’s University account upon receipt. Registered groups may also charge admission to events, provided that the primary purpose of sales is to raise money for the benefit of the organization, or for the benefit of a charitable group, and not for the benefit of individual members of the organization. In accordance with Tennessee state law, students may not sell tickets for a raffle or lottery. Drawings for door prizes awarded to ticket-holding participants at an event are permitted.

No approval is required for the sale of tickets for admission, or for the distribution of items for suggested donation for fund raising when raised funds are solely for the organization or its charity and are deposited into the organization’s University account. Students must make arrangements with Student Centers to reserve a table or to sell tickets or distribute items.

Students must secure the approval of the Vice Provost and Dean of Students or designee in order to sell or deliver items door-to-door in campus residences.

Organizations wishing to sell event tickets using the Commodore Card must make arrangements with Student Centers, and must comply with the requirements for such sales. AudienceView may be used for ticket sales, only. There is no option for collecting donations on the Commodore Card.

Distribution of items for a suggested donation and other promotional activities must be conducted by members of the Registered Student Organization. No organization may sponsor the sale of goods or services to students on behalf of a non-Vanderbilt commercial enterprise, except where the sales activity provides a value-added service during a traditional Vanderbilt event, such as orientation, Homecoming, or Rites of Spring. Exceptions to this policy must be approved by the Vice Provost and Dean of Students or designee.

For information regarding other on-campus sources of funding, consult the Student Organizations website.

Auctions

Some Registered Student Organizations might choose to undertake auctions or silent auctions as an element of a fundraising event. In so doing, the sponsoring organization must ensure compliance with applicable statutes and University policy. Tobacco, alcohol, or promotional items for these products may not be used for auctions or any other fundraising activity. The Vice Provost and Dean of Students or designee may prohibit other items at the Dean or designee's discretion. Such items might include animals, gift cards or other items from adult entertainment establishments, etc.

The auction of services to other students, to faculty, staff, and other members of the Vanderbilt community is permitted within the following limitations:

1. 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.
2. 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.
3. The “auction” of individuals is prohibited, as is the auction of unspecified services of individuals.
4. Advertising and promotional materials for service sales and auctions must list the services on offer.
5. Advertising and promotional materials must provide the name of the organization(s) receiving the funds raised.

The Vice Provost and Dean of Students reserves the option of denying approval of, or cancelling, events whose arrangements fail to comply with the delineated limitations or which seek to circumvent their purpose.

If an organization has exhausted sources of funding on campus, it may be possible to solicit funds from sources off campus. Funds can be obtained in several ways: through solicitation of parents and alumni, solicitation of area merchants and large corporations, and invitations for co-sponsorship or gifts in kind from businesses. Some off-campus fundraising is subject for approval through the Office of Annual Giving.

Guidelines for Soliciting Parents and Alumni

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, Leadership and Service to determine if there is a list of its organization's alumni. If approved, the mailing data will be provided. The Office of Annual Giving requires two week’s notice to process requests, so student organizations should submit requests to Student Organizations, Leadership and Service 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, Leadership and Service will forward the proposal to the Office of Annual Giving for review.

Guidelines for Solicitation of Area Merchants and Corporate Sponsors

Area merchants and corporations can contribute to Registered Student Organization endeavors in two ways: by a simple donation of money, items, or merchandise, or by a donation of money, items or merchandise in return for some recognition, an arrangement sometimes known as co-sponsorship.

Generally, student groups may acknowledge the assistance or contribution of co-sponsoring merchants or corporations in programs, banners, displays, or event memorabilia (party favors, T-shirts, caps, etc.), and the event website. Sponsorship is the passive listing of the name or logo of a sponsor tastefully displayed on a T- shirt, banner, or event website, or listed among sponsors in a program. (It is not intended to solicit business. It simply acknowledges the support for the team, the event, etc. Student Affairs does not endorse advertisements for off-campus businesses, such advertisements being those that are designed to bring more business to the off-campus concern.) Student groups may not permit co-sponsoring merchants or corporations to conduct sales or sales promotion, or distribute free samples in conjunction with any student organization program or event, unless the sales promotion activity provides a value-added service during a traditional Vanderbilt event, such as orientation, Homecoming, or Rites of Spring. Exceptions to this policy must be approved in advance by the Vice Provost and Dean of Students or designee. 

As is the case with student organization and departmental co-sponsors, groups are strongly advised to develop a written co-sponsorship agreement with external co-sponsors. Written agreements should list time and date of program, the agreed-upon responsibilities of all co-sponsoring parties, and the required signatures of all co-sponsoring parties. Sample agreements can be obtained from Student Organizations, Leadership and Service once co-sponsorship plans are approved. The sponsoring organization must instruct co-sponsoring agencies to send contributions to Gift Processing.

Grants and Foundations

Many private and corporate foundations and federal agencies have funds or grants available for organizations seeking funding for educational or service programs. Grant writing requires a great deal of research, but can yield positive results. The Office of Sponsored Research 615-322-2631 is a good resource for additional information.

Registered Student Organizations may solicit the student body for charitable purposes. The following guidelines apply:

• Net funds remaining after expenses (if any) have been paid must be submitted to the charitable organization on whose behalf they were raised.
• Financial reports of expenses, income, donations, sales, and disbursements must be made available to Student Organizations, Leadership and Service, and the appropriate student governing body upon request.
• The collection of entry or admission fees for events such as fun runs and walks, fundraising performances or concerts, etc., is allowable, as are 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.
• Organizations may solicit using Vanderbilt in their names if they comply with these policies.

Students should be aware that although policy does not prohibit them from sending charitable solicitations to faculty and staff, persons on the University payroll may run afoul of University policy should they forward those solicitations to their colleagues.

Violations of these policies will subject the organization and the officers of the organization to corrective action by Student Accountability, Community Standards and Academic Integrity and the student governing bodies with jurisdiction. The organization may also lose its registration.

Requests for exceptions to these guidelines should be made in writing to the Vice Provost and Dean of Students at least two weeks before the solicitation.

Student Organizations, Leadership and Service has responsibility for effecting compliance with these policies and prescribing the conduct of those who participate in charitable solicitation. It is the responsibility of the individual student or organization doing the solicitation to comply with these policies and the prescribed conduct. Student organizations soliciting for charitable purposes will be required to comply with state and local laws regulating charitable solicitations.

Student organizations are required to register all co-curricular programs and special events (meetings, concerts, lectures, etc.) that require a space reservation through EMS. Certain events are also required to be registered in Anchor Link. For more information on reservations and event registration, see the Use of University Space policy.

In keeping with the University’s policy prohibiting student organizations from making contractual commitments (whether formal, understood, or implied), Registered Student Organizations, with the exception of Greek organizations, may not hold events at off-campus locations without the express approval of the appropriate Adviser and the completion of appropriate contractual documents approved by the Vice Provost and Dean of Students or designee. A number of Registered Student Organizations with oversight from their national organizations have secured exceptions from the Vice Provost and Dean of Students to this approval process. For authorized off-campus events, third-party (and, where applicable, licensed) vendors must be used for all services (i.e., security, identification checks, distribution of alcohol, etc.).

All RSOs, except for Greek organizations, planning to hold off-campus events must register their activities on Anchor Link if they meet certain criteria. This ensures the safety of participants and proper procedures are followed.

General Registration Requirements

Student organizations must register their off-campus events, including service, if they:

• Partner with an external organization
• Include Minors
• Include Overnight Stays
• Require significant travel
• Involve legal implications
• Use Student Organization Funding for any purpose (e.g. Lyft codes, travel expenses, programming)

All Registered Student Organizations, with the exception of Greek organizations, that are traveling, including domestic and international, must also complete all steps outlined on the Registered Student Organization Travel Policies page.

Registered Student Organizations may order films to show on campus. The motion picture titles shown on the Vanderbilt campus must be cleared by the distributors for public performance exhibition. This means that Vanderbilt must have the legal right to show titles before groups of students, faculty, and their friends on campus. The “home use” versions of these same titles, obtained from video stores, etc., are not cleared by the distributors for public performance use by the University, because proper licensing fees to the copyright owners have not been paid for such use. Films, videos, DVDs, or streaming media may not be shown to dorm audiences, clubs, fraternities, sororities, or other organizations, without first obtaining a public performance license. Student Centers, 615-322-2448, can provide additional information. Information about the sale of printed statements, etc., and the display of posters can be found in the Marketing & Communications policy of the Student Handbook. Campus organizations sponsoring film showing events featuring controversial persons or views are responsible for providing for the safety and well-being of their guests. Arrangements that fulfill this responsibility must be made through the office of Student Centers.

The Center for Spiritual and Religious Life coordinates religious activities. Student religious groups, after being registered by Student Organizations, Leadership and Service, will be assisted by the Center for Spiritual and Religious Life in fulfilling their aims insofar as these are consistent with other University policies.

Campus religious groups must be registered, and registered religious groups must have faculty or staff Advisers. Representatives of off-campus organizations may be invited onto the campus for specific purposes, but these representatives may not interfere with the self-determination of campus groups. Representatives of religious organizations may visit rooms in campus residences only with the prior invitation of the resident students of those rooms.

Off-campus representatives of religious organizations may meet with groups on campus and assist them in fulfilling their aims (when these are consistent with procedures established in this section of the Student Handbook), only after securing the written authorization of the Center for Spiritual and Religious Life. This authorization may include a letter of introduction to the University provided by the Center for Spiritual and Religious Life and will specify procedures to be followed. The Center for Spiritual and Religious Life will assist in providing meeting places.

Code of Behavior for Religious Groups

The element of personal development, as mentioned above has been given expression in the establishment of the Center for Spiritual and Religious Life, in the recognition of qualified affiliated religious professionals from off-campus organizations, 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 to:

1. understand their own faiths and the faiths of others;
2. examine and affirm a personal faith or life philosophy;
3. express these faiths and philosophies through association with others, through opportunities for worship, study, and service, and by engaging Vanderbilt’s religious pluralism through interfaith cooperation and dialogue;
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 will be met by the University 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, spiritual, and secular viewpoints represented at the University, to respect the non-sectarian nature of the University, 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 catalogs, handbooks, and manuals, such as the Student Handbook, and the Faculty Manual. In particular, the University expects all religious groups to abide strictly by solicitation guidelines 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 Student Organizations to comply with the University’s Non-Discrimination Statement.

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 University’s accountability process, the Center for Spiritual and Religious Life, and/or Title IX and Equal Opportunity and Access.

Students are required to inform either the Office of the University Registrar, or the offices of academic services within their respective schools, of any changes in their University or home addresses. Official notifications from the University will be sent to the address listed with the Office of the University Registrar. Student addresses and phone numbers may be updated by logging in to YES (Your Enrollment Services) and selecting the Personal Information link.

Students who wish to change any part of their names as they appear in the student information system must provide official documentation supporting the requested change to the Office of University Registrar. More information on name changes may be found on the Office of the University Registrar’s website.

Students are assessed the Student Services Fee and the Student Health Fee, which are set by the Vanderbilt Board of Trust and billed through the Office of Student Accounts. These fees are mandatory and cannot be removed or waived. The Student Services Fee and Student Health Fee are determined during the spring semester and posted accordingly to the Office of Student Accounts website.

Some students may receive scholarships or awards that pay all or a portion of their tuition and fees. The terms and conditions of these awards vary, and it is each student’s responsibility to understand the awards’ cost coverage. Any portion of tuition and/or fees not covered by an award remains the student’s financial responsibility.

The Student Services Fee provides financial support, based on the University’s needs, for student co-curricular interests, organizations, events, and programs, as well as student support services and resources. The Student Health Fee provides financial support for the Student Care Network, the holistic network of services and resources pertaining to health and wellness available to Vanderbilt University students, and the Project Safe Center for Sexual Misconduct Prevention and Response. Students also have access to a wide range of additional on-campus and community resources, including telehealth services, through the Student Care Network. Additional services and resources are designated each academic year to best meet the needs of the University in serving and supporting students at that time.

Tuition, fees, and all charges associated with the beginning of each semester are due and payable in full at the beginning of each term. The payment deadline for fall 2024 is August 31; for spring 2025, the payment deadline is December 31. If a student adds courses after the initial billing period, it is the student’s responsibility to inquire of the Office of Student Accounts for due dates and amounts due in order to avoid holds and/or late payment penalties. Unless a student’s account is paid on time, a 1.5% late fee (minimum $5) will be charged to the student’s account. In addition, YES (Your Enrollment System) and Commodore Cash may be suspended. Payment options can be found on the Office of Student Accounts website.

All Vanderbilt University students are required to acknowledge the terms and conditions of the online Student Account Agreement when logging into the YES portal. The acceptance of these terms and conditions is mandatory and will be required on an annual basis. Failure to agree to these terms will prevent access to the YES landing page. Once the terms have been accepted, a copy of the most recently accepted form will be available for viewing and printing within the YES portal. These terms and conditions should be read carefully.

A Guarantor Authorization and Debt Repayment Agreement allows Vanderbilt University to release pertinent financial information to the guarantor(s) listed on the form (usually the student’s parents). Without proper signatures, no financial information can be disclosed to anyone other than the student. This form can be found by following the link, above, or at the Office of Student Accounts website.

The Commodore Card is the official identification credential for the University. All students, whether full- or part- time, are required to have a valid identification card or mobile credential for any semester in which they are registered. The card is the property of the University, and if a student withdraws, it must be relinquished to the office of the dean of the school in which the student is enrolled. The Commodore Card is not transferable, and altering cards, sharing cards, or falsifying credentials, physically or digitally, is prohibited. Damaged cards should be replaced (for a fee) at Vanderbilt Card Services. Students provision their Commodore Card in a mobile wallet on Apple and Android devices. Undergraduate students may have one active contactless credential at any time (Apple iPhone plus Apple Watch are considered one). Abuse of the mobile credential may result in the student being withdrawn from the program and issued with a plastic contactless card (for a fee).

Students must comply with Vanderbilt Card Services’ policy and requirements regarding photos provided for Commodore Card identification. Failure to comply with such regulations and requirements may result in the disabling of a card, and referral of non-compliant students to Student Accountability, Community Standards and Academic Integrity for corrective action.

In addition to using the Commodore Card for identification, students may use their credentials to access Commodore Cash debit spending funds, to make use of their VU Meal Plan, to gain admission to campus buildings such as residence halls, academic buildings, libraries, athletic events and the David Williams II Recreation and Wellness Center, and to gain admission or record attendance at events across the campus.

Many on-campus and off-campus locations accept the Commodore Card as a method of payment, including dining locations, the Vanderbilt Bookstore, Varsity Markets, vending, VUprint stations and copy machines, Sarratt Ticket Office, the campus post office, athletics concessions, Outdoor Recreation Center and restaurants participating in the Taste of Nashville program. For information on funding your Commodore Cash debit spending account, visit the Commodore Card website.

To ensure that Commodore Cash debit spending funds and access privileges can be protected, students must report lost cards as soon as possible either to Vanderbilt Card Services during business hours, online, or in the GET app. Lost cards may also be reported to the Vanderbilt University Police Department at 615-322-2745.

The University reserves the option of suspending Commodore Card debit privileges, in whole or in part, of any individual for any reason. In the event that debit privileges are entirely suspended, any funds remaining in the Commodore Cash debit spending account will be returned to the individual’s student account, or otherwise returned if the individual has no student account.

The Commodore Card is nontransferable and restricted to use by the person whose name and picture are on the credential. Cardholders may not lend their cards or mobile devices to anyone or ask anyone to purchase items for them with their credentials. Violation of this policy may result in the disabling of credentials and in corrective action through the University’s accountability process. Commodore Card account information will be released only to the cardholder or to the guarantor of the student account, who has been identified as such by the student on documents filed with Student Accounts.

The University has deployed for voluntary use by University community members biometric identification systems to increase security and control access to certain campus facilities and to facilitate meal plan/debit transactions linked to the Commodore Card. If a student chooses to make use of this technology, the student will need to affirmatively consent to such use and provide “Biometric Identifiers” potentially including a fingerprint, or hand or face geometry scan at a collection reader. The technology will use this “Biometric Information” to create a key based on a series of data points across the student’s face or fingerprint and securely store this key on Vanderbilt servers only for use with the biometric identification system. The University recognizes the sensitivity of Biometric Information and takes seriously its obligations to maintain the confidentiality and protect the security of Biometric Information.

The University will permanently destroy an individual’s Biometric Information retained by Vanderbilt within six (6) months of when the initial purpose for collecting or obtaining such Biometric Information has been satisfied, such as: a. The student graduates or otherwise leaves the University; b. the student affirmatively revokes consent to use the Biometric Identifiers; or c. The University no longer uses the Biometric Information. In certain circumstances, the University may need to keep a single back-up copy of the data for audit and compliance purposes beyond the six (6) month retention schedule.

Family Identification Card

Upon payment of a $25 fee, the spouse or domestic partner of a full-time international student (undergraduate, graduate, or professional) may obtain a family identification card from Vanderbilt Card Services by presenting proof of marriage (or proof of domestic partner status for international students). The student's spouse or partner must accompany the individual applying for the card and each must show current photo identification. When properly validated upon payment of the appropriate fees, a family card will admit the family member to home football, basketball, and baseball games (on a seat-available basis), competitions in other sports, or libraries.

Determination of a student's class for nonacademic purposes is usually based on the number of years the student has been in residence, regardless of the number of credit hours accumulated. A student in the first year of full-time study is classified as a first-year student for purposes of meal plans, parking privileges, running for campus office, etc., even if the student has achieved sophomore academic 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 dean of their respective schools or colleges. Classification for room assignments in campus residences is determined by Housing and Residential Experience.

Overview

Vanderbilt University is subject to the provisions of federal law known as the Family Educational Rights and Privacy Act (also referred to as 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 Office of the University Registrar written requests that identify the record(s) they wish to inspect. The Office of 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/her/their right to a hearing.
3. The right to consent to disclosures of personally identifiable information contained in the student's education records to third parties, except in situations where FERPA allows disclosure without the student's consent. These exceptions include, but are not limited to:
   • 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); contractors, consultants, and other outside service providers with whom the University has contracted; a member of the Board of Trust; or a student serving on an official University committee, such as the Honor Council, the Appellate Review Board, or a grievance committee, or assisting another school official in performing his/her/their tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her/their professional responsibility.
   • Disclosure to parents if the student is a dependent for tax purposes.
   • Disclosure to appropriate individuals (e.g., parents/guardians, spouses, housing staff, health care personnel, police) where disclosure is in connection with a health or safety emergency and knowledge of such information is necessary to protect the health or safety of the student or other individuals.
   • Disclosure to a parent or legal guardian of a student, information regarding the student's violation of any federal, state, or local law, or of any rule or policy of the institution, governing the use or possession of alcohol or a controlled substance if the University has determined that the student has committed a policy violation with respect to the use or possession and the student is under the age of 21 at the time of the disclosure to the parent/guardian.
   • Disclosure to comply with a judicial order or lawfully issued subpoena.
   • Disclosure to various authorized representatives of government entities (compliance with SEVIS, Solomon Amendment, etc.).

FERPA provides the University the ability to designate certain student information as "directory information." Vanderbilt has designated the following as directory information: the student's name, address, telephone number, e-mail address, student ID photos, 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 information that would not generally be considered harmful or an invasion of privacy if disclosed. Any student who does not wish disclosure of directory information should notify the Office of the University Registrar in writing. Directory information may be made available to any person without the student's consent unless the student gives notice to the Office of the University Registrar. No element of directory information as defined above is released for students who request nondisclosure except as required by statute.

The request for nondisclosure does not apply to class rosters in online class management applications, or to residential rosters—or rosters of groups a student may join voluntarily—in online, co-curricular engagement applications, or rosters of other information on the websites of student organizations that a student may join. Neither class rosters in online class management applications, nor residential rosters in online co-curricular engagement applications, are available to the public. Students may configure their privacy settings in co-curricular engagement applications to further restrict availability of information in those applications.

Students who believe the University has failed to comply with FERPA may file complaints using the Complaint Procedures as outlined in the Student Handbook. If dissatisfied with the outcome of this procedure, students may file a written complaint with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, DC 20202-5920.

Questions about the application of the provisions of the Family Educational Rights and Privacy Act should be directed to the Office of the University Registrar or to the Office of the General Counsel.

University policy for the refund of tuition and residence hall charges provides a percentage refund based on the dates of withdrawal and check-out from the residence. 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 available on the Office of Student Accounts website.

It is the policy of Vanderbilt to reasonably accommodate students so that they do not experience an adverse academic consequence when sincerely held religious beliefs or observances conflict with academic requirements. 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. 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. It is incumbent on students who miss a class to catch up on any material discussed and assignments given during that class period.

Students who wish to request an academic accommodation for a religious observance should submit their request in writing directly to the instructor of the course well in advance of the absence, preferably at the beginning of the semester. Students and instructors who have questions or concerns about academic accommodations for religious observance or religious beliefs may contact the Equal Opportunity and Access Office.

Registered Student Organizations that wish to engage in charitable giving must complete a Charitable Contribution Form for review and approval. Charitable contributions may only be made to non-profit entities with missions consistent with those of Vanderbilt University. Student Organization Funding allocations or funds provided to a student organization by the University may not be used for charitable contributions. Further, student organizations may not collect donations through platforms such as GoFundMe, Venmo, and similar type products as these must be connected to off-campus banking accounts and are prohibited.

All contributions will be made in the name of Vanderbilt University.

Vanderbilt Visions is a first-semester, mandatory program of The Martha Rivers Ingram Commons. Following a common syllabus, faculty members and undergraduate peer mentors lead small groups of first-year students through weekly discussions of the Campus Reading as well as other topics related to addressing the academic, social, and cultural transitions students may experience during their first semester at Vanderbilt University. All first-year students must observe the attendance policy of Vanderbilt Visions. Failure to do so may result in corrective action through the University’s accountability process.

The University prohibits students from operating or using unmanned aerial devices (commonly called drones), on campus. Students seeking exceptions for the use of such devices in teaching or research may apply to the Provost’s office. Students seeking exceptions for use of such devices for co-curricular purposes may seek approval from the Vice Provost and Dean of Students or designee.

This section is broken into four subsections covering the following topics:

1. Immunity for Alcohol and Other Drug Overdose
2. General Expectations
3. Undergraduates and Events with Alcohol
4. Graduate and Professional Students and Events with Alcohol

Policies related to the individual use of alcohol and other drugs can be found in the Student Handbook under the Behavior Related to Alcohol and Other Drugs section. For additional regulatory compliance information related to the Drug Free Schools and Communities Act, see Drug Free Campus in the resources section.

Immunity for Alcohol and Other Drug Overdose

It is in the best interest of students’ welfare that persons who overdose or become intoxicated be brought to the attention of medical personnel. For that reason, it is University policy that a student seeking medical attention for intoxication or overdose may be eligible for immunity for the use or underage possession of alcohol or other drugs and the resulting overdose or intoxication, provided that the sole reason the student’s intoxication or overdose was discovered by University officials was through the seeking of medical care by the affected student or by another student (excluding a student who serves as a Resident Adviser or is serving in another official role on behalf of the University at the time of the incident).

Immunity extends to individuals seeking help for another student. Students granted immunity by Student Accountability, Community Standards and Academic Integrity will be required to complete a course of evaluation, counseling and, where indicated, treatment. Failure to complete the prescribed course and/or treatment can result in the revocation of immunity.

Seeking emergency treatment for one who has overdosed or become intoxicated does not relieve a group or organization of responsibility for a violation of policy, such as providing alcohol to an underage person resulting in the intoxication for which emergency treatment is sought. However, the fact that a group or an organization sought help for an intoxicated student will be considered favorably in determining any sanction for policy violations.

General Expectations

• Use of undergraduate student organization funds to purchase alcohol is prohibited.
• The presence of alcohol at all undergraduate student organization recruitment events is prohibited.
• Student organizations, groups, individuals, students, faculty, and staff may not serve alcoholic beverages to undergraduate students, except by special authorization from the Vice Provost and Dean of Students or designee.
• Notices, posters, flyers, banners, social media posts, email invitations, etc., may not use logos or trademarks of alcoholic beverages, or mention or refer to alcoholic beverages or their availability at an event except to advertise the event is bring-your-own-beverage (B.Y.O.B.).

Undergraduates and Events with Alcohol

If an undergraduate student or student organization hosts an event, if an undergraduate student cosponsors an event with a graduate or professional student organization, or if undergraduates are invited or present at an event, and alcohol will be present at the event, the following policies apply for everyone in attendance.

Student organizations, their officers, and individual members may be subject to corrective action through the University’s student accountability process if there are violations of the underage drinking law or University policies and regulations at their events. Exceptions to the below event management policies may be made at the discretion of the Vice Provost and Dean of Students or designee, including for campus-wide events such as Rites of Spring, Commodore Quake, and community tailgates.

Registering On-Campus Events (not in the Residential Colleges or Halls)

1. Events (on campus or off) at which alcohol will be available and undergraduates will be invited or present must be registered and approved in Anchor Link at least four weeks in advance of the event.
2. Events with alcohol occurring prior to the start of classes, during reading days, and during final examinations for undergraduate students will generally not be approved. No first-year students are permitted to attend events where alcohol is present until five (5) weeks after the beginning of the fall semester, which will be deemed to begin on the official move-in day for first-year students.
3. Events with alcohol may be registered in one of four ways:
   1. B.Y.O.B. An event at which alcohol will be present on a “bring-your-own-beverage” or B.Y.O.B. basis. Undergraduate students who have reached the legal drinking age in the state of Tennessee (21 years old) may possess and consume alcoholic beverages at events registered and approved as B.Y.O.B. The beverage at B.Y.O.B. events (during which undergraduate students are present or invited) is limited to “beer,” only, as defined by the Tennessee Code Annotated, Title 57, Chapter 5 (i.e., beer, ale, or other malt beverages, including hard seltzers, having an alcoholic content of not more than eight percent [8%] by weight); students and guests are prohibited from bringing liquor, wine, or any other alcoholic beverages to such events. The recommended quantity of authorized beverage for each event attendee over the legal drinking age is not more than three standard drink units (which is twelve [12] ounces for beer), with a maximum limit of six (6) standard drink units. No other alcohol is permitted at the event and glass bottles are prohibited. Unless an exception has been approved by the Vice Provost and Dean of Students or designee, all alcohol must be checked with a third-party bartender responsible for the distribution of the beverages throughout the event in accordance with the event management guidelines below. “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. Policies of the Student Centers prohibit B.Y.O.B. events, with the exception of events held at designated event spaces.
   2. Sale of Alcohol. With the authorization of the Vice Provost and Dean of Students, a sponsoring party may arrange for licensed vendors to sell alcohol. The sale of alcoholic beverages is prohibited on campus with the exception of occasions for which the Vice Provost and Dean of Students has approved the engagement of a licensed vendor. This prohibition includes the sale of tickets that can be traded for alcoholic beverages, or the sale of tickets or t-shirts required for entry into an event where alcohol is distributed at no additional cost, or any scheme masking the distribution of alcohol. If an event has been approved to include the sale of alcoholic beverages, arrangements must be made for a third-party vendor to sell alcohol. Staff of the student centers will assist student organizers of events in obtaining third-party vendors. The arrangements with the vendor must be reviewed and approved by the Vice Provost and Dean of Students. A contract with a vendor for the sale of alcohol may only be signed in accordance with the University’s Delegation of Authority Policy. Student organizations or other event sponsors are prohibited from obtaining alcohol for resale by the vendor and are prohibited from receiving proceeds from the sale of alcohol. The quantity of provided beverages will be no more than three (3) standards drink units (which is 1.5 ounces of 80 proof liquor, 12 ounces of beer, and five ounces of wine).
   3. Limited Open Bar. With the authorization of the Vice Provost and Dean of Students or designee, a University department may arrange for Vanderbilt Catering & Events or a third-party licensed vendor to distribute alcohol at events where undergraduate students over the age of 21 will be present. The expectation is that the quantity of provided beverage will be no more than three (3) standard drink units (which is 1.5 ounces of eighty (80) proof liquor, twelve [12] ounces for beer, and five [5] ounces for wine). Approval for this type of event will generally be granted for Commencement, Family Weekend, and Reunion-related events and activities when only graduating students will be in attendance.
   4. Religious. Events of religious organizations or affiliated ministries, which employ exceptions to state law regarding the age requirement for consumption of alcohol, must be approved by the Vice Provost and Dean of Students. Such events must comply with all event management policies, except to the extent that compliance conflicts with an excepted religious practice.

Managing On-Campus Events (not in the Residential Colleges or Halls)

The following event management policies apply to all events with alcohol at which undergraduate students will be invited or present:

1. On an annual basis, organizers of events at which alcohol will be available must complete Host Responsibility Training, through the Center for Student Wellbeing or its designee at least four weeks prior to its first event of the year.
2. On an annual basis, organizers of events taking place in approved on campus locations (e.g. residential spaces, West End Neighborhood, Student Centers, etc.) at which alcohol will be available must complete event training.
3. There must only be one entrance to an event. All members and guests must go through the designated entrance to be signed into the party.
4. Security must be provided at all events at which alcohol will be consumed. Security arrangements for an event must be reviewed and approved by the Vice Provost and Dean of Students in advance of the event, where applicable.
5. Sober monitors must be stationed throughout the event to ensure event management procedures are followed. The number of monitors is to be determined based on the size of the event and the space in which the event is held.
6. Third-party security or third-party licensed bartenders must check official forms of identification and distribute wristbands to those attendees that are of legal drinking age.
7. In order to be admitted to an on-campus event, attendees must present their Vanderbilt ID for verification and have their attendance tracked using the Anchor Link scanners. Any guests that are not Vanderbilt students are required to show an official form of identification and their name will be recorded alongside the Vanderbilt student with whom they are a guest. Hosts of events must ensure attendance is accurately tracked in Anchor Link or uploaded into Anchor Link following the event.
8. The number of attendees in attendance at an event must not exceed the capacity limits of the designated space.
9. All alcohol must be distributed from one location using a third-party bartender. For B.Y.O.B. events, a wristband tracking system must be used in accordance with the following guidelines:
   1. Upon arrival at an event, all alcohol must be checked with a third-party bartender in exchange for a bar wristband. Sober monitors should assist security and third-party bartenders to ensure alcohol goes directly to the bar and does not subvert the check-in system.  Sober monitors and third-party bartenders must maintain a numbered list (in accordance with each wristband) of all attendees who have checked in alcohol at the event. All alcohol must be tracked as it is received and distributed.
   2. Any individual bringing in alcohol must have their identification checked and be issued a 21+ wristband. Individuals who do not bring alcohol should not be issued 21+ wristbands, even if they are of age. In order to check out alcohol from the bar, all attendees checking out alcohol must have the bar wristband, in addition to the 21+ wristband.
   3. The third-party bartenders will operate at all times in accordance with their contractual obligations, company policies, and applicable laws and regulations, which includes declining to serve those who are already intoxicated.
   4. If an individual has checked in alcohol at the bar with the third-party bartender, it can only be checked back out for departure from the party 15 minutes prior to the conclusion of the event. Alcohol left at the bar at the conclusion of the party must be discarded.
   5. Organizational members may not store alcohol in any space that could be accessed by guests.
10. Open containers of alcoholic beverages should not be permitted to leave the event. Open containers cannot be brought into an event.
11. Nonalcoholic beverages and food must be provided during the entire period that alcoholic beverages are available. Students organizing the event are responsible for providing nonalcoholic beverages and food.
12. All events where alcohol is present should have signage reminding attendees that identification will be checked and only attendees over 21 years of age are permitted to consume alcohol.
13. Individual student hosts or officers of an organization hosting an event are responsible for ensuring compliance with University policies and state and local law. If non-compliant, individual hosts, organizations and/or officers are subject to corrective action through the University’s accountability process, and to prosecution by the state of Tennessee, and/or the Metropolitan Government of Nashville/Davidson County.

Registering and Managing Gatherings in the Residential Colleges and Halls

The following event management policies apply to any gathering in a residential assignment of an undergraduate student at which alcohol will be present:

1. The Party Registration Form is located in Anchor Link and must be submitted no later than 24 hours prior to the proposed event, or by 12pm on Friday (for weekend gatherings). The form is routed to the appropriate area coordinator for review and approval. Gatherings are permitted only in Carmichael College suites, Zeppos College suites, Rothschild College suites, Warren College suites, Moore College suites, E. Bronson Ingram College suites, Village at Vanderbilt, Mayfield Place, Chaffin Place, Morgan House, and Lewis House – except those in the West End Neighborhood. All gatherings must abide by all other University and residential policies (noise, alcohol, visitation, etc.). 
2. Events with alcohol occurring prior to the start of classes, during reading days, and during final examinations for undergraduate students will generally not be approved. No first-year students are permitted to attend events where alcohol is present until five (5) weeks after the beginning of the fall semester, which will be deemed to begin on the official move-in day for first-year students.
3. A majority of the students assigned to the residence hall space must be of legal age to drink alcoholic beverages in order for alcohol to be present at an event in a residential space.
4. On an annual basis, hosts of events at which alcohol will be available must complete Host Responsibility Training through the Center for Student Wellbeing at least three weeks prior to its first event of the year.
5. Alcohol must be present on a “bring-your-own” or B.Y.O.B. basis, and hosts are not permitted to serve alcohol to guests.
6. Identification must be checked by student hosts for those who bring alcohol to the event.
7. Alcohol must be kept inside the apartment/suite with doors shut.
8. Gatherings must be by invite only. Hosts are required to turn away interested persons who are not invited.
9. No events are permitted to take place in residential spaces during quiet hours. (See “Quiet and Courtesy Hours" in the Noise section.)
10. Nonalcoholic beverages and food must be provided during the entire period that alcoholic beverages are available. Students organizing the event are responsible for providing both nonalcoholic beverages and food.
11. Residents of the host apartment/suite are responsible for ensuring compliance with University policies and state and local law. If non-compliant, all residents of the host apartment/suite are subject to corrective action through the University’s accountability process, and to prosecution by the state of Tennessee, and/or the Metropolitan Government of Nashville/Davidson County.

Graduate and Professional Students and Events with Alcohol

Graduate and professional students and organizations must register events (on or off campus) at which alcohol will be present with the office of the relevant school’s dean and be approved in Anchor Link at least four weeks in advance of the event. The stipulations of event management below may be superseded by additional requirements of the facilities when an event occurs at a location other than the relevant school.

If an undergraduate student organization cosponsors an event with a graduate or professional student organization, or if undergraduates are invited or present at an event, the policies governing undergraduate events must be followed for everyone in attendance. In addition, graduate or professional student organizations and their officers are subject to corrective action through the University’s student accountability process if there are violations of the underage drinking law or University policies and regulations at their events.

Registering On-Campus Events 

Events with alcohol may be registered in one of four ways:

1. B.Y.O.B. An event at which alcohol will be present on a "bring-your-own-beverage" or B.Y.O.B. basis. Graduate and professional students who have reached the legal drinking age in the state of Tennessee (21 years old) may possess and consume alcoholic beverages at events registered and approved as B.Y.O.B. The beverage at B.Y.O.B. events (during which undergraduate students are present or invited) is limited to "beer," only, as defined by the Tennessee Code Annotated, Title 57, Chapter 5 (i.e., beer, ale, or other malt beverages, including hard seltzers, having an alcoholic content of not more than eight percent [8%] by weight); students and guests are prohibited from bringing liquor, wine, or any other alcoholic beverages to such events. The recommended quantity of authorized beverage for each event attendee over the legal drinking age is not more than three standard drink units (which is twelve [12] ounces for beer), with a maximum limit of six (6) standard drink units. No other alcohol is permitted at the event and glass bottles are prohibited. Unless an exception has been approved by the Vice Provost and Dean of Students or designee , all alcohol must be checked with a third-party bartender responsible for the distribution of the beverages throughout the 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. Policies of the Student Centers prohibit B.Y.O.B. events, with the exception of events held at designated event spaces.
2. Sale of Alcohol. With the authorization of the Vice Provost and Dean of Students, a sponsoring party may arrange for licensed vendors to sell alcohol. The sale of alcoholic beverages is prohibited on campus with the exception of occasions for which the Vice Provost and Dean of Students has approved the engagement of a licensed vendor. This prohibition includes the sale of tickets that can be traded for alcoholic beverages, or the sale of tickets or t-shirts required for entry into an event where alcohol is distributed at no additional cost, or any scheme masking the distribution of alcohol. If an event has been approved to include the sale of alcoholic beverages, arrangements must be made for a third-party vendor to sell alcohol. Staff of the student centers will assist student organizers of events in obtaining third-party vendors. The arrangements with the vendor must be reviewed and approved by the Vice Provost and Dean of Students. A contract with a vendor for the sale of alcohol may only be signed in accordance with the University’s Delegation of Authority Policy. Student organizations or other event sponsors are prohibited from obtaining alcohol for resale by the vendor and are prohibited from receiving proceeds from the sale of alcohol. The quantity of provided beverages will be no more than three (3) standards drink units (which is 1.5 ounces of 80 proof liquor, 12 ounces of beer, and five ounces of wine.

2. Beer & Wine Provided. An event at which alcohol will be provided by the graduate or professional organization and served by student hosts. The beverages at these events hosted by graduate and professional student organizations are limited to beer and wine; liquor is prohibited. The recommended quantity of authorized beverage is not more than three (3) standard drink units (which is twelve [12] ounces for beer and five [5] ounces for wine), with a maximum required limit of six (6) standard drink units. Hosts and servers must not have consumed alcohol or other drugs prior to or during the event or their shift as a server. The practice of "self-serve" is prohibited.
3. Limited Open Bar. A University department or Graduate or Professional Registered Student Organization may arrange for Vanderbilt Catering & Events or a third-party licensed vendor to distribute alcohol—including liquor—at events where graduate and professional students over the age of 21 will be present. The expectation is that the quantity of provided beverage will be no more than three (3) standard drink units (which is 1.5 ounces of eighty (80) proof liquor, twelve [12] ounces for beer, and five [5] ounces for wine). Religious. Events of religious organizations or affiliated ministries, which employ exceptions to state law regarding the age requirement for consumption of alcohol, must be approved by the Vice Provost and Dean of Students. Such events must comply with all event management policies, except to the extent that compliance conflicts with an excepted religious practice.

Managing Events

The following event management policies apply to all graduate and professional student and student organization events with alcohol at which no undergraduate students will be invited or present:

1. There must be designated primary host and at least one secondary host for every event. Hosts are responsible for implementing and enforcing all event management policies. Additional secondary hosts should be designated depending on the size and scope of the event.
2. On an annual basis, hosts of events with alcohol or any student that will serve alcohol at an event must complete Host Responsibility Training through the Center for Student Wellbeing or its designee, at least four weeks prior to the first event of the year.
3. Nonalcoholic beverages and food must be provided during the entire period that alcoholic beverages are available. Students organizing the event are responsible for providing both nonalcoholic beverages and food.
4. Security must be provided at all events at which alcohol will be consumed. Security arrangements for an event must be reviewed and approved by the Vice Provost and Dean of Students or designee, where applicable, in advance of the event. Student hosts may serve as security depending on the size and scope of the event.
5. Identification must be checked at all events where alcohol is present, either through security, student hosts, or third-party licensed bartenders.
6. Alcohol must be kept in a regulated or secured space or area during all events where it is present, except at on campus events designated as B.Y.O.B. during which attendees must keep their alcohol with them at all times.
7. The number of attendees admitted to an event must not exceed the capacity of the designated space.
8. Individual student hosts or officers of an organization hosting an event are responsible for ensuring compliance with University policies and state and local law. If non-compliant, individual hosts, organizations and/or officers are subject to corrective action through the University’s accountability process, and to prosecution by the state of Tennessee, and/or the Metropolitan Government of Nashville/Davidson County.
9. All events where alcohol is present should have signage reminding attendees that identification will be checked and only attendees over 21 years of age are permitted to consume alcohol.

Off-campus Events with Alcohol (applicable to all students) 

Event management and risk mitigation tactics, as described above, should be implemented at all off-campus events where alcohol is served to ensure the safety and well-being of all attendees. Additionally, co-sponsorships by alcoholic beverage or tobacco brands or distributors, or "limited service restaurants" (bars) as defined by Tennessee statute TCA 57-4-102, are prohibited. Fundraising events—or "bar nights"—in "limited service restaurants" (bars)—as defined by Tennessee statute TCA 57-4-102—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. In addition, co-sponsorships of any sort with—or from—a business or establishment with alcohol sales accounting for more than 50 percent of total business transactions ("bar" as defined by Tennessee statute TCA 57-4-102) are prohibited.  

More information about policies that apply to off-campus events can be found in the Off-Campus Events Section in the Student Organization Administration section.  

Vanderbilt University offers students opportunities to participate in both academic and co-curricular programs and activities. In exchange, and by enrolling in Vanderbilt University, students agree to assume the risk of participating in elective programs and activities. Students also agree to release Vanderbilt University and its officers, trustees, faculty, administrators, employees, representatives, and volunteers from any liability or claims of liability for negligence resulting in personal injury or property damage in connection with that participation. This assumption of risk and release of claims also applies to any travel to and from those programs and activities and to participation in Registered Student Organizations. Students may be asked to complete and sign a separate, more comprehensive assumption of risk and release of claims document for certain activities or events.  

Fan Access Policy

The Southeastern Conference Fan Access Policy states: “In all sports, access to the competition area shall be limited to participating student-athletes, coaches, officials, support personnel and properly-credentialed individuals, at all times. For the safety of participants and spectators alike, at no time before, during or after a contest shall spectators be permitted to enter the competition area.” Students who violate this policy—including by rushing a court, field, or other competition areas—are subject to corrective action through the University’s accountability process, and may be required to pay a fine. In addition, individuals who improperly enter the competition area may be expelled from the facility, arrested for trespassing, or lose future ticket privileges.

Signs, Banners, and Artificial Noisemakers

Students may paint themselves, using the common names for Vanderbilt teams (e.g., Dores, Vandy, VU). Students wearing apparel, or who paint themselves, displaying abusive, offensive or obscene words or drawings – as determined by athletic department personnel – may be denied entry or required to change or remove the offense, consistent with rules applied by the athletics department to other spectators/members of the public. Students and/or Registered Student Organizations may submit banners to be displayed at the game to the appropriate athletic department official, prior to the game. Banners with obscene, offensive, or derogatory messages—as determined by athletic department personnel—will not be displayed. Efforts will be made to display all banners submitted and approved. Banners must be submitted to the athletic department at least 48 hours before a contest. Students are permitted to bring hand-held signs to athletic events provided that the signs meet the following guidelines:

1. The signs must be no larger than one piece of standard-size poster board (22" x 28");
2. Signs may not display abusive, offensive, or obscene words or drawings—as determined by athletic department personnel; and
3. Names of commercial products other than the official broadcast networks of the contest may not be mentioned on the sign.
4. Dry erase boards and the like are prohibited. Signs must be completed and approved by the designated member of the athletic department prior to the event, and may not be changed once approved.

Event staff has the discretionary authority to determine whether a sign meets 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 policy stated above.

Artificial noisemakers (cowbells, vuvuzelas, inflatable balloon-stick clappers, etc.), are prohibited at any athletic event, with the exception of musical and percussive instruments used by official team bands in accordance with Southeastern Conference regulations.

The complete Vanderbilt Athletics Fan Code of Conduct is available on the Athletics website. Where in conflict with this policy, the University’s Freedom of Expression policy will be applied to actions of students participating in a protest, demonstration, or dissent.

The use, possession, or storage of Hoverboards, Swagways, IO Hawks, Skywalkers, and similar devices is prohibited inside all Vanderbilt buildings and facilities, including, but not limited to, residence halls, Greek houses, student centers, academic buildings, labs, and parking structures.

The possession, charging, or storage of personal or shared urban mobility devices, including dockless bicycles, electric bicycles, electric scooters, and similar devices is prohibited inside all Vanderbilt buildings, including, but not limited, residence halls, Greek houses, student centers, academic buildings, and labs.

Operators of such devices on University sidewalks must yield to pedestrians and must provide audible notice of their presence in close proximity to pedestrians. 

Students are required to annually submit emergency contact information in YES (Your Enrollment Services) to be used by the University in the event of an emergency potentially impacting the health and safety of the student. Students must provide at least one emergency contact, including name, relationship, and primary phone number. The emergency contact for a minor under sixteen (16) years old must be someone who can consent to medical treatment such as a parent, legal guardian, foster parent, etc. The emergency contact information will be registered confidentially, and only authorized campus officials will have access to this information.

It is the student's responsibility to ensure that their emergency contact information is accurate and up to date at all times. Failure to provide emergency contact information will result in administrative holds being placed on the student's account, affecting course registration.

As an institution of higher learning dedicated to research, teaching, and service, Vanderbilt is firmly committed to institutional neutrality, academic freedom, and freedom of expression and will maintain the conditions of freedom of inquiry, thought, and discussion on campus. The education of Vanderbilt students is guided by the University’s commitment to the principles of academic integrity, open communication and inquiry, nondiscrimination, and civility. Students are considered as partners in this endeavor and, while in a diverse community the views and ideas of its members will inevitably conflict at times, Vanderbilt expects students to be respectful of each other and to contribute in positive ways to an orderly and civil exchange of diverse ideas and opinions. Vanderbilt seeks to foster a sense of belonging for all students where they can feel welcome and as safe as possible in an environment dedicated to the critical discussion of complex and challenging ideas. Freedom of expression applies even when that expression directly challenges the beliefs and ideas of another and even when that expression may be deemed disagreeable or possibly even offensive. When an individual or group deems the ideas of others to be contrary to their own, the response should be to engage in discussion, debate, and mutually respectful dialogue. A core part of the University’s mission is to provide opportunities for intellectual exchanges to take place. Such intellectual exchanges cannot take place when individuals disrupt campus operations, impede the free flow of vehicular or pedestrian traffic, violate University policies, engage in disorderly conduct, cause physical harm to person or property, or otherwise infringe on the rights of other members of the University community to access the University’s spaces or educational programs and activities.

To foster such an environment, the following guidelines have been set for students, groups of students, and registered student organizations.

Demonstrations, Dissents, Protests, Counterprotests, and Installations

• Definitions
  • Demonstrations. Demonstrations are independent from any other event or activity occurring on campus. A Demonstration is different from a Protest in that the timing, location, and manner are not connected to a campus speaker, event, or activity, nor does it need to be for it to accomplish its goal.
  • Dissents. Dissents are short and spontaneous non-violent verbal or non-verbal reactions to a speaker.
  • Expression. Collectively, any Demonstration, Dissent, Protest, Counterprotest, or Installation as defined within this policy.
  • Protests. Protests are responses to or intentionally take place during other events or activities occurring on campus. A Protest is different from a Demonstration in that the timing, location, and manner are connected to a campus speaker, event, or activity, and does so in order to accomplish its goal.
  • Counterprotests. Counterprotests share the same definition as protests, except that they are in response to another Organizer’s activity.
  • Installations. Installations are symbolic structures, exhibits, etc. on campus intended as a form of demonstration, protest, or counterprotest. Refer to the Installations policy for more information.
  • Organizer. An Organizer is one who is either primarily responsible for planning, sponsoring, hosting, promoting, or funding Expression or is so associated with the Expression that a reasonable person would infer that responsibility. Using this standard, the University will identify an individual(s) or Registered Student Organization(s) as an Organizer(s) for the purpose of implementing and enforcing this policy. Organizers may be held both individually and, in the case of Registered Student Organizations, organizationally responsible for University policy violations stemming out of or resulting from the Expression, including acts by participants who were invited by Organizers or for whom the Organizers could or should have exercised reasonable control. Organizers of a protest are not responsible for the acts of participants in a counterprotest. 
    • “Planning” includes, but is not limited to, primarily contributing to decisions regarding the timing, location, manner, or other execution of the Expression.
    • “Sponsoring” includes, but is not limited to, partnering with another Registered Student Organization, unrecognized student organization, or external entity to execute or support the Expression.
    • “Hosting” includes, but is not limited to, reserving University space or using an off-campus space owned or controlled by the individual(s) or Registered Student Organization(s) for the planning or execution of the Expression.
    • “Promoting” includes, but is not limited to, communicating via any form of social media, app (e.g. GroupMe), print materials, or deliberate campaigning to advertise or market the Expression or to invite or otherwise encourage others to participate.
    • “Funding” includes, but is not limited to, making payments from organization dues, an organization bank account, a collection of funds from organization members, or payments made by an individual(s) or the solicitation of payments from an individual(s) to support the planning and execution of the Expression.
• Introduction
  • Demonstrations, Dissents, Protests, Counterprotests, and Installations are a necessary and valued form of expression. Individuals and organizations seeking to organize a Demonstration, Protest, or Counterprotest should contact the Vice Provost and Dean of Students or designee (Dean) to assist with planning. The Dean will advise Organizers on execution of the activity with the goal that it occur as envisioned with minimal complications. All University policies apply during Demonstrations, Protests, and Counterprotests. Organizers as well as those participating are responsible for knowing and abiding by University policies as well as local, state, and federal laws and regulations.
• Planning
  • When possible, a request to hold a Demonstration, Protest, or Counterprotest should be submitted to the Dean at least forty-eight (48) hours prior to the planned activity to ensure its successful execution. The submission should include the time, date, and location. The University may require Organizers to change the time, location, or manner  if it is determined the Demonstration, Protest, or Counterprotest, as planned, would be disruptive to campus operations, impede the free flow of vehicular or pedestrian traffic, violate University policies, or infringe on the rights of other members of the University community to access the University's spaces or educational programs and activities.
  • For Demonstrations, Protests, and Counterprotests occurring on campus property, only Registered Student Organizations and University departments may reserve space for Expression in accordance with the Reserving Space policy. Students not affiliated with a Registered Student Organization, administrative office, or academic departments may only use campus space on a first-come basis and at the discretion of the University. The Dean can reserve space for such students who have properly engaged in the planning process. 
  • For Demonstrations, Protests, and Counterprotests occurring off campus on city sidewalks and streets adjacent to the University, Organizers should make appropriate arrangements to acquire city permits and should adhere to city ordinances and applicable local, state and federal law.
• Participation by the Public
  • The public, including parents and alumni, may not participate in or be invited to an on-campus Demonstration, Protest, or Counterprotest.
  • The public may participate in off-campus Demonstrations and Protests.
  • The University reserves the right to request University identification from participants engaged in Demonstrations, Protests, and Counterprotests on campus to determine whether an individual is affiliated with Vanderbilt.  An individual who does not have University identification or who refuses to provide University identification will be relocated to a public street or escorted off campus.
• Implementation
  • Demonstrations
    • During Demonstrations, Organizers and participants may engage in audible and symbolic acts (e.g., giving speeches, chanting, marching, holding signs, or similarly raising awareness of a national, local, or campus issue). Signs, banners or other physical objects held by one to two people are allowed so long as they do not block access or participation or violate university policy.  Symbolic structures, exhibits, etc. should follow the Installations policy.
  • Protests, Counterprotests, & Dissents 
    • During Protests, Organizers and participants may engage in silent and symbolic acts (e.g., picketing, holding signs, turning backs, covering ears, or similarly raising awareness of a national, local, or campus issue) unless a space has been designated by the University for audible acts or the protest is so far from the targeted campus event or activity as to not reasonably disturb participants. Dissents are also an appropriate form of protest.
    • Both Protests and Dissents should respect the rights of others wishing to engage in the University activity or event that is the focus of said Expression. Others must be allowed free and safe access to the meeting or activity, unobstructed and undisrupted viewing, the ability to hear and view a speaker undisrupted, as well as the ability to otherwise reasonably participate. Signs, banners or other physical objects held by one to two people are allowed so long as they do not block access or participation or violate university policy.  Symbolic structures, exhibits, etc. should follow the Installations policy.
  • Distribution of Literature
    • Students or Registered Student Organizations who distribute information, whether physically or electronically, are responsible for the content. Students distributing material as a form of protest or counterprotest may distribute physical materials, including flyers, leaflets, informational sheets, or similar materials, outside the building in which a meeting has been scheduled by another group or organization, if the distributors position themselves twenty feet from the entrance so as to avoid restricting access or disrupting participation. For outdoor events, distributors may position themselves twenty feet from the reserved lawn or area, again in a manner to avoid restricting access or disrupting participation. There may be no charge or requested donations for these materials. Students may also distribute information using electronic media in compliance with the University’s Student Computing Policy and the Computing Privileges and Responsibilities Acceptable Use Policy. Students distributing information, whether physically or using electronic media, must also comply with other communications policies by including the name and contact information of the distributing individual or group on each piece of printed or electronic material. If the group is not a Registered Student Organization, the names of the individual student(s) responsible for the information must also be provided.
• Noise
  • Noise created by a Demonstration, Protest, or Counterprotest must comply with the Excessive Noise and Amplified Sound policy.
• Duration
  • Due to space and staffing demands involving Expression, the duration of such acts is recommended to be no longer than 3 hours. In any case, Expressions may not last more than 7.5 hours. 
  • Demonstrations, Protests, and Counterprotests may not occur at times that would require individuals to sleep or gather overnight given safety, logistical, and maintenance concerns.
• University Officials
  • The University may, at its discretion, have individuals from Student Affairs, Vanderbilt University Public Safety, or other University departments present at Protests, Demonstrations, and other events to observe and advise. Organizers and participants are expected to comply with instructions of University officials.
• Relocation or Termination
  • The University will work with Organizers and participants to relocate Expression that may or terminate Expression that does 1) disrupt campus operations, 2) impede the free flow of vehicular or pedestrian traffic, 3) violate University policies, 4) engage in disorderly conduct, 5) cause physical harm to person or property, or 6) infringe on the rights of other members of the University community to access the University's spaces or educational programs and activities. When the University determines relocation or termination is necessary based on the enumerated factors above, the University will attempt to determine if another location with similar visibility and impact will ameliorate concerns. If another suitable location is unavailable or if the disruption, impediment, violation, disorder, harm, or infringement are so significant as to present ongoing concerns, the Expression will be terminated until the Organizers work with the Dean to plan a future time, location, and manner for conducting the Expression in accordance with policy.
  • Demonstrations and Protests are not permitted to occur in the following locations:
    • Private offices, private residences, research laboratories or associated facilities, and computer centers;
    • Specific areas of offices, museums, libraries, and other facilities that contain valuable or sensitive materials, collections, equipment, and records protected by law, or by existing University policy, such as educational records, student-related or personnel-related records, or financial records;
    • Classrooms, art and music practice rooms, seminar rooms, auditoriums, meeting rooms, or outdoor spaces in which University academic courses or private meetings are being held or are scheduled to be held;
    • Residential areas during quiet hours; and
    • Student Health Center, University Counseling Center, Student Care Coordination, Center for Student Wellbeing, Project Safe, Title IX office, Vanderbilt University Police Department headquarters, Vanderbilt University Medical Center, other administrative offices in which student privacy is paramount, critical infrastructure (such as the Power House), as well as the surrounding green space or grounds (including, but not limited to, sidewalks, access roads, parking areas, etc.)any other space that obstructs entry or access to Vanderbilt University Medical Center, and other facilities or services vital to continued functioning of the University.
    • University statues and sculptures may not be climbed on or covered with any material.
• Debrief
  • Organizers are encouraged to meet with the Dean after the Expression has occurred to review successes and challenges for future planning.

Impromptu or Spontaneous Activism

• On occasion, Expression cannot reasonably meet the advance planning expectations despite adequate forethought by Organizers. In such cases, Organizers are strongly encouraged to seek an expedited review of plans by the Dean.
• If Expression occurs without an expedited review, the University may discuss with Organizers whether relocation or termination is necessary. Whereas planned Expression may be relocated or terminated based on the enumerated considerations defined above, impromptu or spontaneous activism may be relocated or terminated without cause at the sole discretion of the University to allow for Organizers to work through the planning process.
• Dissent, by its nature, is impromptu or spontaneous. Dissent may occur without any prior University review, but the University retains the right to terminate such activity should it convert to Demonstration, Protest, or Counterprotest or otherwise be disruptive to campus operations, impede the free flow of vehicular or pedestrian traffic, violate University policies, or infringe on the rights of other members of the University community to access the University's spaces or educational programs and activities.

Disorderly Conduct

In addition to the grounds for relocating or terminating Expression, individuals engaged in Expression may not:

• Riot or engage in other destructive gatherings;.
• Use or wear masks (other than those required for health-related reasons) or costumes that obscure participants’ identity;
• Brandish weapons or items that could reasonably be believed to be weapons;
• Use words and engage in actions that may incite violence, physical altercations, or that a reasonable person would believe is designed to intimidate or threaten others.
• Obstruct or disrupt teaching, administration, University procedures and activities, or other authorized activities on University premises;
• Impede University events and activities—including, but not limited to, excessive noise, continually interrupting a speaker, preventing an audience from seeing/engaging with a speaker or participating in an activity, disrupting the viewing of a presentation or speaker, blocking entrances or exits, or impeding free movement; or
• Fail to comply with University officials providing instruction regarding the Freedom of Expression policy.​​​​​​​

Disorderly conduct, as outlined above, may subject an Organizer or participant to removal from the event, referral for corrective action through the University’s accountability process, Interim Restriction, or other legal action available to the University.  The sanctions for violating University policy –whether for disorderly conduct or other acts—consider both the disciplinary history of the individual as well as what level of response would most effectively 1) stop the behavior, 2) prevent its reoccurrence, and 3) mitigate future and ongoing impacts to the community. Individuals may, but are not required to be, warned of potential consequences; ongoing violation of policy after a warning may be taken into account in sanctioning. While the campus is generally open to the public, the University may cite with trespassing individuals engaging in prohibited conduct during Demonstrations, Dissents, Protests, and Counterprotest.

If a student has been missing for at least 24 hours, contact the Vanderbilt University Police Department (VUPD) or staff in Housing and Residential Experience immediately. All potential missing student reports will be referred to VUPD or local law enforcement for investigation.

In compliance with federal law, Vanderbilt University provides each student residing on campus the opportunity to designate a confidential contact to be notified by the University in the event the University, through its established procedures, determines that a student is missing. Vanderbilt makes the missing student notification procedure available to all students, including those in the graduate and professional schools.

The confidential contact will be registered confidentially and only authorized campus officials will have access to this information. This information will be disclosed to no one outside law enforcement as part of a missing person investigation. In the case of non-emancipated students under the age of eighteen, the federal law requires that a custodial parent or guardian be notified; however, an additional, confidential contact may also be specified. Students may designate both emergency contacts and confidential contacts by logging into YES (Your Enrollment Services) at https://yes.vanderbilt.edu, and selecting the appropriate process. You may list the same person for both the Missing Person and the Emergency Contact.

Once the Vanderbilt University Police Department has determined that a student is missing, the Vice Provost and Dean of Students or one of the Dean’s designees will notify the confidential contact within twenty-four (24) hours. Vanderbilt University will also notify an appropriate external law enforcement agency and others at the University, as appropriate, about the missing student, within the same 24-hour period.

Vanderbilt believes strongly in educating individuals on best practices for keeping minors (defined as persons under age 18) safe and the duty to report child maltreatment. In Tennessee, every adult is a mandatory reporter for suspicion of child abuse. For many Vanderbilt students, interaction with children and adolescents through service or academics is a vital part the Vanderbilt experience. And students involved in research may also interact with minors as observers of–or participants in–the research.

Vanderbilt hosts thousands of minors in youth programs and activities. The Protection of Minors Policy was created to raise awareness of the responsibility inherent in operating and hosting youth programs, to standardize University practices and program structure, and to create a culture of safety- which includes a code of conduct when interacting with minors on behalf of Vanderbilt. The policy and website includes individual and program compliance regulations, supervision expectations, steps for required program registration and other University resources for youth protection. Youth Protection policy and procedures administration is managed by University Compliance Services.  

All students are required to complete Protection of Minors online training, and all students who are participating in student organizations, courses, or other Vanderbilt activities with minors are required to be in compliance with the University’s Protection of Minors policy and any ongoing training requirements. Tennessee is a mandatory reporting state, which means all suspicions of child abuse must be reported. The Protection of Minors policy clarifies the reporting process for both internal and external reporting of abuse and other safety concerns.

A search of a student, a student's possessions (including, but not limited to, vehicles, backpacks, and mailroom deliveries), or a student's on-campus residence may be authorized by the Vice Provost and Dean of Students or designee, if there is reasonable cause to believe that a violation of University policy is occurring or has occurred.

University police may not act on behalf of the Vice Provost and Dean of Students unless reasonable cause is established or a warrant is obtained.

Vanderbilt University is a smoke-free campus. Smoking and the use of electronic cigarettes, vaporizers, etc., are prohibited in all buildings on campus, including University residence halls and Greek chapter houses, and on the grounds of the campus with the exception of designated outdoor smoking areas.

Locations of designated smoking areas for students, faculty, staff and campus visitors may be found on an online map at http://www.vanderbilt.edu/info/smokingpolicy/.

Locations of additional designated smoking areas for campus residents may be found on the Housing and Residential Experience website. Greek organizations may elect to designate outdoor smoking areas on their house grounds.

Designated smoking areas are marked by cigarette disposal urns.

Vanderbilt University is committed to providing a healthy, comfortable, and productive environment and offers several resources for smoking cessation.

Bicycles

To prevent theft, U-locks should be used to secure bicycles to racks. Bicycles may not be parked in the public areas of campus buildings. Securing bicycles to the decorative grillwork of campus buildings, to handrails, or to any structures is prohibited. Bikes locked in this way may have locks cut without warning, and bikes removed.  Bicycles may not be secured to fences adjacent to stairs or sidewalks, or within fifteen feet of a building entrance or exit.

Vehicles: Cars and Parking Permits

Motor vehicles operated on campus by Vanderbilt University faculty, staff, and students must be permitted or utilize hourly parking. Resident student parking on campus is a privilege and is primarily reserved for juniors and seniors. First-year students may not register or park vehicles on campus; however, a limited number of undergraduate permits are available to sophomores on a first-come, first-served basis. Complete parking regulations may be found on the Vanderbilt Parking and Transportation website.

Undergraduate permit holders who need long-term parking (24-hours or longer) must park on the top floors of 25^th Avenue garage (6^th floor and above), the top floors of Terrace garage (levels 6 and 7) and Chestnut Lot/Lot 127. Please check the interactive parking map for locations of undergraduate permit lots and garages.

In addition to the top floors of 25th Avenue and Terrace garages for long-term parking, students with annual or semester undergraduate parking permits can park in any of the following parking facilities for the 2024-25 academic year for more flexibility: 

• East campus: Terrace garage (starting Jul. 1), Lot 153
• Highland Quad: 25th Avenue Garage (enter off Highland, turn to the right, past the hourly spaces, up the ramp)
• Blakemore House: Lot 72D, Lot 72E, Lot 72G, Lot 75A, Lot 102, Lot 298A and Lot 298B
• Peabody: Lot 77, Lot 82

Vehicles: Motorcycles, Motorized Bicycles, Mopeds, and Motor Scooters and Parking Permits

As above, motorized vehicles operated on campus by Vanderbilt University faculty, staff, and students, must be permitted.

The operation of motorcycles, motorized bicycles, motor scooters, and mopeds on sidewalks (walkways and similar paths) is prohibited, in keeping with Tennessee Code Annotated #55-8-101. Vehicles providing accessibility (such as motorized wheelchairs), are exempt from the prohibition if approved in advance through Student Access. Complete regulations regarding motorcycles etc., can be found on the Parking and Transportation webpage.

Vehicles: Golf Carts Prohibited

Golf carts are prohibited on campus, except when used by those departments (Alumni Events, e.g.) that must use such carts in the undertaking of their responsibilities during special events. Rare exceptions may be made by the Vice Provost and Dean of Students or designee in consultation with the Director of the Student Health Center and Student Access, for students whose mobility impairment cannot be accommodated by any other device. Golf carts may not be operated on Metro streets and must yield to pedestrians on sidewalks.

Wrecks

Persons involved in crashes or collisions on campus that result in personal injury or property damage should report the incident to VUPD.

For safety issues or concerns, please contact VUPS. For non-emergencies, call 615-322-2745. For emergencies, call 911, or from on campus with a cell phone call 615-421-1911.

Pre-Approved Mobility Rides

Electric golf carts are available to provide rides for those with medical or accessibility needs. Students with those needs must register for this service with and be approved through Student Access. If you would like to access the pre-approved mobility rides, contact Student Access through the online portal or at 615-343-9727.

In addition, eligible students with long- or short-term, temporary or permanent disabilities may enroll in and utilize WeGo Access and Access on Demand services free of charge through WeGo Public Transit. To speak with a WeGo eligibility specialist, call 615-880-3596.  

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, and are encouraged to provide emergency contact information and a roster of student travelers to the Vanderbilt University Police Department and Housing and Residential Experience.

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 or the dean’s designee.

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 David Williams II Recreation and Wellness Center.

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 Vice Provost and Dean of Students and/or designee.

Generally, students traveling for co-curricular programs are required to complete applicable student travel forms, 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 may be excused from completing the form in circumstances where the travel is incidental (e.g., picking up materials from local merchants, or running other errands), or may be required to complete the form only once for recurring activity.

Even in these cases, completion of all 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)

Students using University vehicles or rental vehicles under the University for transportation for co-curricular engagement must complete the required driver training, and provide the required driver information to complete a Motor Vehicle Report.

Students using their own vehicles for sanctioned co-curricular travel must have a valid driver’s license, and must complete the University’s driver training. Students using their own vehicles must be insured, and must understand that they themselves are the “primary insurers,” in the event of accidents. A “primary insurer” responds first to any auto insurance claim. Secondary insurers respond only after the primary insurance is exhausted.

Students are generally discouraged from transporting others in their personal vehicles for co-curricular travel. Any student providing transportation is treated as the “primary insurer” in the event of accidents resulting in injury. 

Students traveling for co-curricular programs are not excused from class or work associated with a class.

Reserving Space

Registered Student Organizations, administrative offices, or academic departments reserving space on campus should note:

• University-wide events, such as Commencement, Homecoming/Reunion, CommonVU, and Family Weekend have priority over other events. Those reserving space must consult the University calendar and the calendar in Anchor Link prior to making a space reservation request to avoid conflicts with University-wide events.
• Event planners should be cognizant of—and sensitive to—religious observances of a particularly solemn nature. A calendar of religious observances and holy days may be found on the Center for Spiritual and Religious Life website.
• Generally, on-campus meetings and events scheduled on weeknights (Sunday through Thursday), must end at 11pm. so as not to interfere with students' sleep or study.
• Events and meetings hosted by Registered Student Organizations must be held between the first day of class and last day of class each semester.  Special exceptions can be made by request to the Vice Provost and Dean of Students or designee.
• Serving as a front for off-campus or unrecognized organizations or groups is strictly prohibited. In this context, fronting is defined as making a space reservation on behalf of an external or unrecognized organization and having minimal or no involvement with the event.
• Space reservations for Registered Student Organizations should be made by students within that organization.
• Individuals associated with a Registered Student Organization are not permitted to make space reservations for their personal use or use that does not include involvement of the organization.
• Authorization must be obtained through the event registration process (see below) to hold a social event or other gathering to which persons other than Vanderbilt students, faculty, staff, and affiliates are invited.
• Vanderbilt University reserves the right to refuse any request for the use of University space or facilities that—in the University’s sole discretion—is either inconsistent with the mission of the University, or which may present potential or actual adverse logistic or administrative conditions including, but not limited to, any safety or security concerns.
• The University’s right of refusal for the use of University space or facilities includes the cancellation of a confirmed event due to any potential or actual safety or security concern for the University community.
• Using space on campus without a reservation, other than for informal study, is prohibited.

The Student Centers website provides a more detailed list of reservation policies and a link to the online reservations tool. Reservations must be made through EMS. Questions about reserving space can be sent via email at eventservices@vanderbilt.edu or by visiting the office in Rand Hall Suite 307.

Deadlines to Reserve Space

Due to the complex details and extensive planning necessary for performing arts events and additional risk associated with large events that involve minors, the following space requests must be made at least 16 weeks (four months) in advance if it involves any of the following criteria:

• Performing Arts student organization performances
• Large events that involve minors, typically in the format of a competition, where they are under no supervision and/or under the supervision of an unaffiliated coach or Adviser.
  • As a reminder, Protection of Minors policies include the following:
    • Vanderbilt students under the age of 18 are not considered minors for the purpose of reserving space and event registration
    • Events that include minors must ensure that compliance obligations, if any, associated with the Protection of Minors Policy are met.
    • Student organizations hosting events with minors that require a third party compliance agreement under the Protection of Minors policy must upload the agreement during the event registration process in Anchor Link.  Student organizations hosting events with minors that require parent permission forms with emergency contact information under the protection of minors policy must document the forms internally.
    • Events that include minors must track attendance of Vanderbilt students, faculty, staff, and affiliates through the Anchor Link attendance tracking process.
    • Note that events that fall under the Protection of Minors policy are subject to a compliance audit.

Due to the complex details and extensive planning necessary for events held in large event spaces or events that include high-risk activities, outside vendors, external community members, and services from campus partners, the following space requests must be made at least 8 weeks (two months) in advance if it involves any of the following criteria:

• Events held in the following spaces:
  • Student Life Center Ballroom
  • Sarratt Cinema
  • Rothschild Black Box Theatre
  • Outdoor Lawns/Areas
• Events that include any of the following:
  • High-risk activities as defined by the presence of the following (NOTE: Events that are considered high-risk may require approval by Risk and Insurance Management):
    • Animals (petting zoos, dogs, etc.)
    • Smash events (cars, pumpkins, watermelons, etc.)
    • Bounce houses
    • Sports and other physical activities
    • Large crowds, including concerts
  • Attendance of non-Vanderbilt community members
  • Support of VU Maintenance and Operations, including tables, chairs, fencing, power, grounds, etc.
  • Walks/runs
  • Movies or films
    • Public performing rites must be secured prior to showing a movie or film
  • Artist or speaker contract
    • Contracts cannot be signed by students and must be signed by the Vice Provost and Dean of Students
  • Participant liability waivers
  • Outside vendors
    • Limited Premises Agreement and Certificate of Insurance are required
  • AV support beyond the Basic Package (lectern w/ mic, projector/screen)

Space request must be made at least 4 weeks (one month) in advance if it involves any of the following criteria:

• Events held in the following spaces: Alumni Hall, Community Event Space, Faculty Commons, Residential College/Commons MPRs, Student Life Center BOT and Lower Level Meeting Rooms
• Events that include any of the following:
  • Alcohol
    • Events with alcohol must be approved by the Center for Student Wellbeing
  • VUPD or security officers
  • Parking
  • Installations on campus (displays, art exhibits, etc.)  

Space request must be made at least 2 weeks in advance if it involves any of the following criteria:

• Meeting rooms that have multiple layout options

Space requests can be made at least 24 hours in advance if it involves any of the following criteria:

• Meeting rooms/classrooms that have one layout option only and room used as is

Student Centers may not be able to approve space reservations even if deadlines are met if, in the University’s sole discretion, resources to support the reservation are not available.  Organizations are encouraged to reserve space as early as possible. Space reservations that require a more detailed evaluation may be held in In Review status in EMS until approved in Anchor Link. Reservations are not considered final until they are confirmed by Student Centers with the reserving party.

Registering Events 

The event registration process, separate from the space reservation process, is designed to serve as the approval mechanism for a variety of events that may need services from Student Centers, Parking Services, Vanderbilt University Police Department, Vanderbilt University Maintenance and Operations (VUMO), the Center for Student Wellbeing, Risk and Insurance Management, and staff who oversee compliance with the Protection of Minors policy, as needed.

The event registration process is managed online in Anchor Link. Occasionally, event organizers may be required to meet with the designated staff should clarification be needed on one or more arrangements for the event.

Registering an event requires completion of the following steps:

• A new event must be created in Anchor Link in the appropriate organization’s Anchor Link site.
• Details about the event must be provided during the new event creation process.
• Changes in plans, if any, must be made in the Anchor Link event should they occur after the original registration process has been completed, and appropriate offices—including Student Centers—notified.
• The Event Review Committee will convene to review and approve events, as needed. This committee will have representatives from the following offices: Center for Student Wellbeing, Parking Services, Risk Management, Student Centers, VUMO and Vanderbilt Police Department. Other offices may be invited to participate if necessary.
• All requirements for the event must be completed fourteen (14) days prior to the event or the event may be denied or cancelled.  Examples of requirements include, but are not limited to:
  • Submission of any required vendor paperwork: Limited Premises Agreement, Certificate of Insurance, etc.
  • Compliance with Protection of Minors policy
  • Adherence to requirements for events with alcohol, including security, host responsibility training, etc.
  • Finalized room diagram and production needs (AV, lights, etc.)
  • Finalized liability waivers
  • Finalized speaker/artist contracts
  • Security arrangements
  • Reviewed by VUMO if their services are needed

Requests for Exceptions

The responsibility for compliance with the foregoing regulations for events lies with the sponsoring organization. If there may be extenuating circumstances, requests for exceptions may be made in writing at the time of event registration through the Vice Provost and Dean of Students or designee who will determine on a case-by-case basis whether an exception is appropriate. 

Registered Student Organization Meetings and Events 

Only Registered Student Organizations may reserve space for meetings and events, and all requirements for reserving and registering events must be met. Suspended, expelled, or otherwise unrecognized student groups may not make reservations nor may an existing Registered Student Organization serve as a front for these organizations or any other external entity. Fronting in this context is defined as making a space reservation on behalf of an unrecognized or external organization and the student organization having minimal or no involvement with the event.  

• Meetings and events open only to members. A Registered Student Organization may invite any person to address its members, but the organization must follow normal procedures for reservation of space and event registration and demonstrate its ability to pay for associated costs. 
• Meetings and events open to the Vanderbilt community. A Registered Student Organization may invite any person, approved by the majority of its members, who represents a point of view pertinent to the occasion to speak to an assemblage of the Vanderbilt community, provided that the sponsorship of the event is consistent with the purposes of the organization. The organization must follow normal procedures for reservation of space and event registration and demonstrate its ability to pay for associated costs. 
• Meetings and events open to the public. For open meetings and events sponsored by a Registered Student Organization, procedures for reserving space and registering events must be followed and the organization must demonstrate its ability to pay for associated costs. 
  • Procedures for all types of meetings and events described above include registering in advance with Student Centers to ensure the adequacy of arrangements, minimize scheduling conflicts, reserve space, and demonstrate ability to pay for costs incurred. 
  • Limitations on meetings and events. The University may restrict the times and places of Registered Student Organization meetings, events, and activities on University premises.
  • Cosponsorship with an external organization. A Registered Student Organization that cosponsors a meeting or event with an external organization will be responsible for registration, arrangements, publicity, costs incurred, execution, and the conduct of the participants. Costs for an activity may include, but are not limited to, speakers fees, security, and space use fees. Execution of an activity includes arranging all details and meeting all requirements of the University, communicating expected attendance, and managing the activity as it occurs. If an external organization is responsible for registration, arrangements, publicity or costs, the University may require a contract with that external organization and fees associated with the space reservation and services will apply. The Vice Provost and Dean of Students or designee must approve access to University facilities for requests from Registered Student Organizations that wish to use the facilities for a speaker of their choosing. External groups may cooperate with a Registered Student Organization in a campus event, but the campus organization remains fully responsible for the conduct of the external group, and the Vice Provost and Dean of Students or designee must pre-approve the arrangement. Student organizations fronting for external or unrecognized groups is prohibited.
  • External groups or individuals wishing to use University facilities independently must conform to University policies and must request access through Conferences and Events. 
  • Live streaming requires prior approval from Student Centers for any event or activity that is or should be a registered event. 

Excessive Noise & Amplified Sound

Excessive noise outdoors that creates sounds that are plainly audible from the interior of a residential, classroom, office, laboratory, library, or hospital facility is prohibited without prior approval for a specific event or activity in which amplified sound is being used. Excessive noise may be produced by a radio, blue tooth speaker or other digital audio source, television, musical instrument, sound amplifier, bullhorn, chanting or singing, or other means that produce, reproduce or amplify sound. “Plainly audible” means any sound that clearly can be heard by unimpaired auditory senses.

Excessive noise is not allowed indoors except for as part of University-approved events and activities such as, but not limited to, athletic contests, Blair performances, and registered events such as cultural showcases, registered social events in the West End Neighborhood, and the like. Despite prior approval, the University reserves the right to terminate events or activities in which excessive noise disrupts campus operations or activities.

Local laws prohibit the use of amplified sound outdoors between the hours of 11pm and 7am if an event is within fifty feet of a residence, except when exempted for a special event or gathering and if a permit is issued by the Metropolitan Nashville Government. On campus, amplified sound outside may not be used within fifty feet of residential spaces, classroom buildings, the library, or the hospital without prior approval. Amplified sound indoors may not be positioned in such a way as to provide outside amplification (e.g., inside buildings or on porches).

Events and activities that require electronic sound amplification (pep rallies, speak-out programs, concerts, carnivals, protests, demonstrations, vocal performances, public addresses, or similar) must be appropriately reserved and registered in Anchor Link, where required, and approved.  Authorization for late evening concerts or events to be held outside and where campus-wide attendance is expected may be granted for Friday and Saturday nights, with the hours set at the discretion of the Vice Provost and Dean of Students or designee. Individual groups having registered social events primarily for the benefit of the group may be granted authorization for afternoon or twilight concerts or events, as appropriate. Despite prior approval, the University reserves the right to terminate events or activities in which amplified sound disrupts campus operations.

Moderate sound amplification for informal listening to music or videos on decks and patios in the West End Neighborhood and campus residences is permitted from 4pm to 8pm on Fridays, and noon to 8pm on Saturdays. The Vice Provost and Dean of Students may issue additional guidelines for spontaneous activities routinely permitted without specific authorization, such as weekend music playing in the West End Neighborhood.

Amplified sound-whether specifically authorized or informal, inside or outside-may be monitored by University officials or their designees. Monitoring may include on-site inspections and the use of a decibel meter. Amplification that violates University policy or local ordinances may be discontinued at the discretion of the Vice Provost and Dean of Students or a representative of the Dean (including officers with the University Police Department, or directors in Housing and Residential Experience).

Regardless of time of day, amplified sound is not permitted during final examination periods, reading days, and during scheduled University-wide events, except as needed by the event staff.

Notices, Posters, Banners, and Printed Announcements

Notices, printed announcements, posters, flyers, banners, digital signage, emails, newsletters, etc. ("notices”) that provide information regarding student activities or academic matters, or make announcements pertinent to the business of the University may be placed on campus in authorized locations by Registered Student Organizations, University departments, or current faculty, staff, or student(s). A Registered Student Organization or University department may not serve as a front for individuals, external entities, or for suspended, expelled, or otherwise unrecognized groups in placing notices on campus.

Required Information

All notices must legibly include the name of the responsible Registered Student Organization, University department, or current faculty, staff, or student(s) as well as the date the notice is placed. Notices must also include the date the notice will be removed, which is the earlier of two weeks after the date the notice was placed or the conclusion of the event being advertised.  It should be written on the notice as follows: “Date Placed: (Date)" and “Date Removed: (Date).” Notices may not be re-posted after the expiration of the two-week period or conclusion of the event. 

Electronic Communication

Individual students and student groups utilizing University computer and data networks to distribute notices or information, including newsletters, are expected to abide by the Student Computing Policy, the Computing Privileges and Responsibilities Acceptable Use Policy, and other applicable University policies. Students utilizing the email system to distribute information should identify themselves in the communication and may not use the email system to harass others by threats, obscenities, or repeated unwanted emails. Mass or bulk emails are prohibited without authorization from the Vice Provost and Dean of Students or designee, unless the email is being sent using an “opt-in” listserv. Computing and data network privileges may be revoked at any time for good cause, including as part of a sanction imposed following a student accountability proceeding.

Notices and Alcohol

For more information, refer to the Alcohol policy.

Notices Placed Physically On-Campus

The following stipulations apply to notices placed physically on campus:

• Notices may be attached to kiosks or bulletin boards with thumbtacks, but they may not be nailed, stapled or taped anywhere.
• Posters and flyers may be tied to tree trunks with string but the use of nails, tacks, tape, or staples on trees is prohibited. Banners may not be hung from, between, or on trees or other objects, such as lampposts.
• With the endorsement and cooperation of student government, a series of poles with rigging especially designed for the hanging of banners has been installed on the east side of Rand Hall, to consolidate the display of banners. Banners must not exceed the size of a twin bed sheet (66” x 96”) to allow room for the maximum number of banners. Registered Student Organizations, University departments or current faculty, staff, or student(s) are allowed up to two banners at any one time. Banners that comply with the size, number, and other requirements need no further approval. 
• Use of sidewalk stickers must be reviewed by the Facilities Review Committee. The review consists of (1) proposed locations and placement dates to ensure placement will not interfere with other notices or damage university property as well as (2) confirmation all required information is included. A maximum of 30 sidewalks stickers are allowed on campus at any one time. In all other cases, the use of self-adhesive labels or stickers on surfaces other than banners, posters, or flyers, is prohibited.
• The use of chalk on any surface other than a chalkboard is prohibited, and the use of chalkboards in classrooms is limited to instructional or meeting purposes. Non-water soluble, semi-permanent, and permanent substances, including spray-chalk, are not permitted on any University surface, including vertical surfaces, lampposts, informational and directional blades, and public art. 
• Using markers, paint, or any other medium on any surface other than banners, posters, or flyers, is prohibited. 
• Notices may not be displayed using light projection, holograms, or any other similar media.
• Stakes bearing signs may not be driven into the ground. From time to time, University departments may install directional signs similar in design to those signs placed in yards for political campaigns. Registered Student Organizations desiring to use such signs must obtain authorization from Director of Student Organizations, Leadership and Service, or the director’s designee and the Facilities Review Committee. Note that the use of such signs is reserved for directions only and may not be used for general advertising or promotion, and that they must be removed immediately at the conclusion of the event for which they are installed. In the alternative, A-frames or sandwich boards (A-frames) may be used for notices on campus. University departments and Registered Student Organizations are responsible for the costs. A-frames must be reviewed by the Facilities Review Committee. The review consists of (1) proposed locations and placement dates to ensure placement will not interfere with other notices, damage university property, or impede access of movement as well as (2) confirmation all required information is included. A maximum of 30 A-frames or sandwich boards are allowed on campus at any one time.
• Hand-painted signs and banners should be made with acrylic latex house paint, which can be cleaned up with water. This paint will not dissolve in water or run, once dry.  Space for making hand-painted signs and banners is available on the first floor of Sarratt Student Center.
• Registered Student Organizations may place notices on campus starting two days prior to the start of classes for both the fall and spring semester through the last day of classes for each semester. During academic breaks and in preparation for Commencement, the University will remove all notices that are placed on campus. Academic breaks include Fall Break, November Break, Winter Break, Spring Break and Summer.

Only Registered Student Organizations, University departments, and current faculty, staff and student(s) may place notices within the Student Centers buildings, which includes the Commons Center, Kissam Center, Sarratt Student Center | Rand Hall, and Student Life Center. Registered Student Organizations, University departments, and current faculty, staff, and student(s) may place no more than two posters measuring no more than 8.5” x 11” or one poster that measures no more than 24” x 36” on the posting boards attached to the exterior walls of Rand Hall.  The following stipulations apply to posting notices in other campus locations:

• Academic Buildings- The outdoor wooden kiosk at Stevenson Center may be used by Registered Student Organizations, University departments, or current faculty, staff, or students for the placement of notices. Bulletin boards in classroom buildings, however, are reserved for announcements concerning academic programs.
• Residence Halls- Permission to place notices in any residence hall or residential window viewable by the public must be obtained from the Director of Residential Experience or their designee for Housing and Residential Experience.

Violations of Notice Policy

Notices that do not comply with this policy will be removed, and any violation of this policy may subject individuals or registered student organizations to corrective action, which may include losing the privilege of placing notices or having their registrations withdrawn. Individuals and organizations may also be charged for repair or cleaning of damaged surfaces.

In addition, intentional damage or vandalism to or removal of authorized notices or banners will also be referred for corrective action if the individuals or organizations responsible are identified.

Installations

Registered Student Organizations and current students may install temporary displays, art pieces, symbolic structures, or other physical objects (Installations) on University property that provide information regarding student activities or academic matters or raise awareness of an issue pertinent to the business of the University. Installations are different from notices in that they cannot be placed on bulletin boards, kiosks, Rand Hall banner poles, A-frames, sidewalks as stickers, or on the trunk of a tree. Installations require reservations in accordance with the Reserving Space policy, including review by and approval from the Facilities Review Committee, and back-to-back or ongoing reservations for the same Installation are not permitted. Installations must be free-standing and may not use cameras, video, amplified sound equipment, or other similar devices. Installations that violate University policy or infringe on the rights of other members of the University community to access the University’s spaces or educational programs and activities will not be approved.

Installations may be displayed from 8am – 7pm or sundown, whichever occurs first, for a period of no more than three consecutive days regardless of whether the type of installation is switched out each day. Time limitations ensure access to University space for other groups wishing to make reservations, reduce damage to University grounds, allow access for watering and cutting of grass, and provide opportunity for staffing when an installation may result in disruption or safety concerns. The individuals or Registered Student Organizations responsible for the Installation should be available to monitor the Installation to avoid damage from weather, negligence, or vandalism. Intentional damage or vandalism to or removal of an authorized Installation can be referred for corrective action if the individuals or organizations responsible are identified.

Failure to timely remove an Installation will result in corrective action, including the Installation being removed by the University and stored (for Installations properly reserved) or disposed (for Installations not properly reserved). Additionally, the University may assess fines for failing to timely remove an Installation in addition to any other restitution necessary due to damage to University property.

Other Outdoor Use

Camping, sleeping, preparing to sleep, or any other gathering overnight outdoors on campus is prohibited due to safety, logistic, and maintenance concerns and to ensure access to University spaces for other groups wishing to make reservations.  “Camping” means erecting, placing, maintaining, leaving, allowing to remain, or using a piece of furniture, tent, raised tarp, lean-to, shack, or other temporary shelter or structure on campus grounds for the purpose of establishing or maintaining a temporary place to live. 

Any individual or Registered Student Organization engaged in violations of this policy will be subject to corrective action and may be assessed a fine in addition to any other restitution necessary due to damage to University property.

Certain federal statutes require that information be delivered to each student. Vanderbilt delivers much of this information via email. Official electronic notifications, including those required by statutes, those required by University policy, and instructions from University officials, will be sent to students' Vanderbilt email addresses issued by the University. Students are required to be familiar with the contents of official University notifications, and to respond to instructions and other official correspondence requiring a response.

Colleges and schools have additional policies regarding confidential communications initiated with the YES (Your Enrollment System) communications tool. These policies may be found in their respective catalogs.

The University makes every effort to avoid inundating students with nonessential email (often called "spam"), and maintains separate lists from which students may unsubscribe for announcements of general interest.

See also the “Student Computing Policy” in the Enrollment Bulletin.

Vanderbilt responds to allegations of copyright infringement in digital and online media in accordance with procedures required by the Digital Millennium Copyright Act. Vanderbilt policy prohibits violations of copyright law by use of University networks, equipment, and facilities. Suspected student offenders are referred to Student Accountability, Community Standards and Academic Integrity, which investigates, and where appropriate, initiates the University’s accountability process consistent with University policies and regulations. Vanderbilt students who are granted access to the University’s IT systems, including computer centers or campus-wide internet services, are expected to ensure appropriate use of those systems.

Vanderbilt’s information technology privileges and responsibilities are articulated in the University’s acceptable use policy at www.vanderbilt.edu/info/computing-aup.

The unauthorized copying, performance, or distribution of materials protected by copyright law may subject individuals to civil and criminal penalties. The distribution of material through peer-to-peer file-sharing networks may constitute copyright infringement if undertaken without authorization of the copyright owner.

Civil penalties for copyright infringement include fines of up to $30,000 per work infringed, or, in the case of willful infringement, $150,000 per work infringed. Criminal penalties for copyright infringement can be more severe and range, in the case of fines, from $5,000 to $250,000 per work infringed, and can include imprisonment of up to five years per offense depending on the facts of the case. Infringers may also be liable for attorney’s fees and court costs.

Music Licensing

Vanderbilt maintains music licenses with several major performing rights organizations granting Vanderbilt the right to publicly perform (live or mechanically) nondramatic musical compositions in the organizations’ repertoires. Maintenance of these licenses requires, on a quarterly basis, that Vanderbilt furnish copies of all programs prepared for distribution to an audience or for Vanderbilt or a Vanderbilt department’s internal use, of musical works performed at Vanderbilt, including all encores to the extent possible. These licenses do not include the right to record copyright-protected musical compositions or performances, except in limited circumstances.

See Notices, Posters, Banners, and Printed Announcements in the Use of University Space section.

Vanderbilt encourages students to engage with public issues and in the political process to the fullest extent of their interests. However, because of its tax-exempt status, the University is subject to legal restrictions concerning certain political activities. In particular, federal law imposes limitations on tax-exempt organizations relating to attempts to influence legislation by lobbying, and an absolute prohibition on participating or intervening in political campaigns on behalf of, or in opposition to, candidates for public office.

These limitations affect students and student organizations in several ways. For one, the prohibition on supporting or opposing political candidates means that student organizations must not use the benefits they receive from Vanderbilt, such as funds, space, or the use of Vanderbilt facilities and resources, on behalf of or in opposition to a political candidate. If, however, Vanderbilt space or facilities are provided to a candidate, the University must approve such use in advance, as well as determine and collect from the candidate, the fair market rate for such use, to be charged equally to any candidates, in advance of the use.

Students and student organizations are prohibited from taking any action that states or implies that Vanderbilt is endorsing or opposing particular candidates, political parties, or organizations. Although every member of the academic community has a right to participate in the election process (or not to participate, as the member sees fit) in a personal capacity, no student may speak or act in Vanderbilt’s name in connection with any individual's political campaign for office.

Registered Student Organizations permitted to make use of the University’s name or trademarks must not state or imply University endorsement of–or opposition to–candidates. Using the University's name, trademarks, facilities, or resources to support or oppose candidates for public office is strictly prohibited.

Students who choose to run for public office while enrolled at Vanderbilt must separate their campaign activities from their association with the University. You are prohibited from operating and running a political campaign from your on-campus residence. It also means that they are prohibited from using the University’s communications systems, computer facilities, or mail system to support, oppose, or advance any political candidate or a candidate's campaign.

In the interest of furthering its educational mission, Vanderbilt may allow candidates for office to speak or hold public events on campus, and if it does, then access to the event must be provided to all candidates without discrimination as to viewpoint or party affiliation. Students or student groups wishing to have the University invite speakers who are candidates for public office must consult the Division of Government and Community Relations to comply with this section.

Students or student organizations who wish to lobby legislative bodies for the purpose of influencing legislation must ensure either that they do not state or imply any affiliation with Vanderbilt when doing so, or that they first consult the Division of Government and Community Relations concerning any Vanderbilt- related lobbying so that the University may comply with its legal obligations with respect to tracking and reporting lobbying expenses.

These regulations apply to the sale or distribution of goods and services and the solicitation for, promotion of, and advertising of any item, program, charity, or service.

The following guidelines generally apply:

• Sale and/or promotion are limited to activities permitted under municipal, state, and federal laws, and of those, activities permitted by University policy. Individuals and groups must conform to local licensing laws and University trademark and licensing policies. Authorized sales and/or promotions must not disrupt the normal operation of the University. Vendors, promoters, and advertisers may neither claim, indicate, or imply University support, and must avoid the appearance of University endorsement.
• Tax-exempt property of the University may not be used as the place of business of on- or off-campus groups, businesses, or individuals unaffiliated with the University unless a business activity is associated with a University program, organization, or department and approved by the Vice Provost and Dean of Students or designee or relevant department. Facilities of the campus, including but not limited to residence halls, Alumni Hall, Rand Terrace, Sarratt Student Center | Rand Hall, the Student Life Center, the Commons Center, and the Kissam Center, 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 and approved by the Vice Provost and Dean of Students or designee. If sales are to occur, the business must complete a “Limited Premises Use and Access License Agreement” in advance, outlining the responsibilities of the business, including the remittance of taxes associated with the contemplated sales. If a non-Vanderbilt business intends to sell food, the sale must also be approved by Campus Dining. The University may not receive any portion of proceeds from sales or collect fees, unless the sales have been approved in advance by the Vice Provost and Dean of Students or designee. If sales are approved and the University receives a fee or percentage of sales, the funds received must be deposited into University accounts and be reported to the Department of Finance through standard procedures.
• Sale of newspapers and newsletters must be authorized by the Office of the Vice Chancellor for Administration or the Vice Chancellor’s designee. Papers may be sold in vending machines on Rand Terrace and in specified, pre-approved residences.
• Concession arrangements for events at athletics facilities are made with the athletics department.
• Arrangements for sale of event tickets for on campus events sponsored by Registered Student Organizations must be made through Student Centers using the Audienceview ticketing platform.
• Arrangements for solicitation in Sarratt Center | Rand Hall or on Rand Terrace, by registered organizations or by University departments, are made with Student Centers.
• Businesses may not use a University post office box as a business address, nor may anyone use University space, voice network, or data network for business purposes not authorized by the University.
• Businesses may distribute materials to campus mailboxes via postage-paid, U.S. mail, only.
• Campus student agents for businesses are encouraged to register with the Vice Provost and Dean of Students or designee, and may solicit business through advertising in student publications under the purview of Vanderbilt Student Communications, Inc.
• Door-to-door solicitation or promotion in residences is strictly prohibited. Very rare exceptions to the policy require written authorization of the Vice Provost and Dean of Students or designee, for student door-to-door solicitation, promotion, or distribution of literature. Campus newspapers and other similar publications may be distributed in the lobbies of residence halls where containers to prevent littering are provided by the Registered Student Organization.
• Sale or solicitation of sale of event tickets by a Registered Student Organization, is permitted to the members of the group and/or to the campus community.
• The sale of tickets for admission to concerts, performances, and the like requires no authorization. However, these activities may not be promoted off campus except when the activity is expressly open to non-VU community members and the event is approved by the Vice Provost and Dean of Students or designee.
• 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 in a physical location. Locations for distribution for donation or sale must be arranged through the Student Centers office.
• The location of the sale(s) must be approved by Student Centers.
• Registered Student Organizations may engage in the sale of items in the online marketplace.
• The Vice Provost and Dean of Students or designee may regulate times and places of delivery of items to residences, including foodstuffs such as cakes and pizzas, or gifts of any kind.
• The Vice Provost and Dean of Students or designee must authorize the solicitation for donations by Vanderbilt student organizations, of off-campus agencies, groups, businesses, etc.
• Service auctions must comply with the conditions delineated, in the Student Organization Administration section of this handbook. 

Religious Solicitation

Solicitation for religious purposes by on- or off-campus groups or individuals is governed by the same regulations stated in the sections “Communication and Promotion” and “Student Organization Fundraising.” Specifically, persons are strongly discouraged from approaching individuals whom they do not know in order to recruit them for religious reasons. Visits to residences by individuals from off campus are to be at the invitation of a particular student, for a particular time, in that student’s room, only, and with the permission of that student’s roommates, if any. For example, persons who are invited to visit in a resident’s room may not recruit on the hall among other students. This policy also prohibits the use of any common spaces in dormitories or campus buildings for recruitment, training, prayer groups, or any other activities unless the group is a Registered Student Organization.

Vanderbilt does not infringe on any individual’s religious freedom. Indeed, the University encourages the free flow of religious ideas as well as lively debate among persons from various religious persuasions. However, Vanderbilt will endeavor to protect students and others in the University community from unauthorized solicitation.

For further information concerning religious solicitation, students may consult the Center for Spiritual and Religious Life.

Soliciting for Employment

Students may note that employment representatives (including current students who may be employed with an organization) who wish to recruit students for any type of job must register with the Vanderbilt Career Center, 310 25^th Ave South – Student Life Center, Suite 220, 615-322-2750. Arrangements must be cleared in advance and specific procedures must be followed.

Organizations recruiting anywhere on campus must obtain permission from the Center. Recruiting tabling, speaking in classrooms regarding employment opportunities, hosting employment-related meetings, or distributing materials on campus. All events must be requested through Handshake and approved by the Career Center. All approved notices must clearly state the organization, product or service involved, and a job description. Notices may not be posted on automobiles, distributed in campus residences, or posted on any other unauthorized space on campus.

Employers who wish to post internships or full-time permanent employment opportunities electronically should do so via Handshake, Vanderbilt’s online recruiting platform. Employers may also connect with the Career Center by emailing recruiting@vanderbilt.edu. The Career Center does not post fee-based programs, commission-only opportunities, blind postings from third-party vendors, co-ops or study abroad programs.

To post part-time jobs or student employment jobs electronically, employers should connect with Student Employment via the HireADore website, call the Financial Aid Office at 615-322-3591, or visit the website. Failure to comply with these guidelines may result in the prohibition of future recruiting activities by the offending organization.

Soliciting in Residence Halls

Ordinarily, solicitation in campus residences is prohibited. Room-to-room solicitation for any reason is not allowed. Those students or student organizations who wish to organize clothing, food, blood, book, or other drives in the residence halls must request authorization from the Associate Dean of Students for Housing and Residential Experience or designee.

Student-Election Campaigning in Residential Units

Residence hall campaigning is permitted for Vanderbilt Student Government, Honor Council, and Outstanding Senior elections, only (i.e., those with campus-wide or specific residential-unit interest). Room-to-room solicitation or campaigning is specifically prohibited. As a practical matter, campus-wide elections generate more posters than can be accommodated on residential bulletin boards. Students running for office may post two flyers per bulletin board in residences, but may not cover or remove flyers already in place. Posters larger than 11" x 17" in size are prohibited. The internal and external use of residential windows, doors, walls, and bathroom stalls is prohibited. Candidates are responsible for removing flyers within 48 hours of the conclusion of an election.

In the lobbies of certain residences, it is appropriate to hang banners of campus-wide interest. In these lobbies, candidates running for campus-wide offices may hang banners limited to three (3) feet in width and five (5) feet in length. Candidates wishing to hang banners in residential lobbies must contact the Director of Residential Experience or designee for authorization and guidance. Candidates may reach the Director by calling Housing and Residential Experience at 615-322-2591.

• Dining Centers- Permission to hang posters or paint designated windows in the dining spaces of Rand Hall or any other dining facility must be obtained from the Director of Vanderbilt Campus Dining.
• Greek Facilities - Greek chapters with houses may hang banners from their own facilities.
• Automobiles- Notices may not be posted on automobiles.

For more information about distributing notices on Rand Terrace or outside the building in which a meeting has been scheduled by another organization, please refer to the Freedom of Expression policy.

Third-Party Solicitation

Commercial advertising matter and notices unrelated to the University, including those physically placed on campus or sent electronically or other means by third party businesses or individual students, faculty and staff, are prohibited. Advertising for commercial or personal matters can be done in campus publications.

Vanderbilt community members who advertise services to students (e.g., typing or sale of books) may post small notices on bulletin boards.

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.

All logos, seals, names, symbols, and slogans associated with, and used by, Vanderbilt University are trademarks and are the exclusive property of the University. Reproduction and use of these marks must be approved by the Office of Brand Engagement and Governance. This includes all merchandise (e.g., T-shirts, mugs, uniforms) that are used for internal use, sale, or promotional giveaway. Students may contact the Office of Brand Engagement and Governance at brandengagement@vanderbilt.edu. Policy governing the use of trademarks in URLs and acquisition of domain names can be found on the VUIT website. Policy governing the use of Vanderbilt’s official marks can be found on the Office of Brand Engagement and Governance website.

The use of the official University logo is limited to University departments, schools, and the Undergraduate Honor Council. Registered Student Organization may use the RSO mark or Vanderbilt Spirit logos as described below and which can be found on the Student Organizations, Leadership, and Service webpage. Club sports registered with the University have authorization from the Office of Brand Engagement and Governance to use the Primary Athletic V logo. All students and student organizations are expected to comply with the appropriate use of University trademarks.

The official Vanderbilt University Registered Student Organization mark, which incorporates the official University logo, is designed for use by Registered Student Organizations on notices and products. The use of these marks is limited to Registered Student Organizations and cannot be used by individuals or unrecognized groups. Registered Student Organizations may also use specified official Vanderbilt spirit marks, including the Anchor, Mr. C, and the Hand VU symbol, and the name “Vanderbilt University,” or titles indicating institutional affiliation, such as “Vandy,” “Black and Gold,” “VU,” or “Commodore,” for purposes generally consistent with the organizations’ purposes and their usual activities or to identify themselves as campus groups (such as the Vanderbilt International Student Association).

Use of the University’s Registered Student Organization mark, spirit marks, name, or titles indicating institutional affiliation should be consistent with Communications and Marketing’s Internal Use Licensing Policies. No organization is authorized to make either contractual commitments or binding statements on behalf of the University. The Registered Student Organization mark, spirit marks, and University name or titles indicating institutional affiliation should not be used in association with a private business or used in a manner that might associate or imply endorsements by the University of an outside business, product, or political candidate. For example, statements or slogans such as "Vanderbilt Backs Libertarians" may not be used by organizations unless they have been authorized to speak for the University.

The unauthorized use or imitation of any official Vanderbilt stationery, logos, or marks is prohibited. University logos and marks must not be altered in any fashion, and it is not permissible to create logos for a group or organization using Vanderbilt logos without authorization by the Office of Brand Engagement and Governance.

Vanderbilt University complies with the Americans with Disabilities Act as amended (ADA) in allowing use of service animals for students. Vanderbilt University also complies with the Fair Housing Act in allowing students the use of emotional support animals that are approved as a reasonable accommodation. This policy applies only to a) service animals and b) approved emotional support animals that are documented with Student Access and Housing and Residential Experience. Emotional support animals are not permitted in University residences prior to approval from Student Access and completion of all other required steps, as outlined below.

Definitions

Service animal: A service animal is a dog or miniature horse that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. The work or tasks performed by a service animal must be directly related to the individual's disability. The provision of emotional support, well-being, comfort, or companionship does not constitute work or tasks for the purposes of this definition. Other species of animals are not considered service animals for the purposes of this definition.

Emotional support animal: An emotional support animal is any animal that provides emotional support, well-being, or companionship that alleviates or mitigates symptoms of an individual’s disability. The animal need not be individually trained. Emotional support animals are not limited to dogs or miniature horses and can be other species of animal. Emotional support animals are not considered service animals.

Pet: A pet is an animal kept for ordinary use and companionship. A pet is not considered a service animal or an emotional support animal. Students are not permitted to keep or bring pets onto University property, with the exception that pets are permitted on University property in outdoor areas that are open to the public. Pets in public outdoor University property must be controlled by a leash, harness, or other tether and the presence and behavior of the pet are in compliance with applicable state and local laws, regulations, and ordinances.

Handler: A person with a service or emotional support animal. A handler may also be a third party, accompanying the person with a disability, who is in control of a service animal.

Qualifying to Have a Service or Emotional Support Animal On Campus

Service animals are permitted on campus and in University residences when:

• The service animal is required to do work or perform tasks for a person with a disability as defined by the ADA; and
• The accompanying service animal is trained to do a specific task for the person with a disability.
• If the Handler is living on campus, the Handler must provide to Housing and Residential Experience the animal’s current vaccination records, a current photo, and registration records in Davidson County, TN as required by state and local law.

It is not necessary that the animal be certified or licensed as a service animal. No request to bring a service animal on campus is required, no registration of the animal is required beyond notice to Housing and Residential Experience, and no documentation supporting the need for a service animal is required (although the University will accept and consider documentation voluntarily provided by the student). When the need for a service animal is not readily apparent, University staff may make the following two inquiries of the student:

1. Is the animal a service animal required because of a disability?
2. What work or task has the animal been trained to perform?

Emotional Support animals are permitted in University residences when:

• The Handler has a disability as defined by the ADA; The Handler provides Student Access with reliable documentation of their disability and their disability-related need for the animal (NOTE: Generally, documentation from mental health care professionals who have had only limited encounters with the student specifically intended to produce an emotional support animal letter is not considered reliable as the professional-client relationship will often lack diagnostic rigor and the level of familiarity with the functional limitations arising from the diagnosis to support robust recommendations.);
• Once the animal has been approved by Student Access as an emotional support animal, Student Access will notify the Handler and Housing and Residential Experience of the approval. A representative from Housing and Residential Experience will contact the Handler to obtain necessary documentation, including, but not limited to, current vaccination records, a current photo, and registration records in Davidson County, TN.

Responsibilities of Handler

For service animals on campus and in University residences, the Handler is responsible for:

• attending to and being in full control of the service animal at all times. A service animal must have a harness, leash, or other tether unless: a) the Handler is unable to use a harness, leash or tether; or b) using a harness, leash, or tether will interfere with the animal’s ability to safely and effectively perform its duties.
• the costs of care necessary for a service animal’s well-being. The arrangements and responsibilities for the care of a Service animal are the sole responsibility of the Handler at all times, including regular bathing and grooming, as needed.
• independently removing or arranging for the removal of the service animal’s waste.
• complying with local and state licensing laws for animal rights and Handler responsibilities. Service animals must be current with immunizations and wear a rabies vaccination tag.
• not leaving the service animal unattended for an unreasonable length of time. Service animals must leave campus with the Handler if the Handler leaves overnight and during all University breaks, if the Handler leaves campus.
• any costs resulting from the actions of the service animal, including but not limited to, bodily injury and property damage. Bodily injury includes physical damage or injury to a person’s body and illness, even if minor or temporary. Property damage includes damage to University property (e.g., furniture, carpeting, windows, wall coverings) and damage to the personal property of others. The Handler must pay for all costs relating to property damage at the time of repair or replacement and/or move-out, as determined by Housing and Residential Experience.
• the cost of any cleaning above and beyond a standard cleaning, as determined by Housing and Residential Experience. The Handler is responsible for covering all costs of any necessary fumigation or treatment method used by the University pest control service to remove fleas, ticks, or other unwanted pests present as a result of the service animal.
• NOTE: The University may prohibit the use of service animals in certain locations due to health and safety restrictions or potential danger to the animal. Restricted areas may include, but are not limited to, food preparation areas, research laboratories, boiler rooms, and other areas prohibited by law.

For emotional support animals in University residences, the Handler is responsible for:

• keeping the animal within their residence hall room. Emotional support animals are not permitted in University buildings, other than the Handler’s residence hall unless approved as a separate accommodation by Student Access. Emotional support animals are only permitted on campus where other animals are allowed.
• not leaving the emotional support animal unattended for an unreasonable length of time. Animals must leave campus with the Handler if the Handler leaves overnight and during all University breaks, if the Handler leaves campus. The emotional support animal should be in an appropriate container such as, but not limited to, a crate, pen, aquarium/terrarium, or similar if the Handler is not in the room with the animal. Emotional support animals should not be allowed to roam the room freely when the Handler is not present.
• monitoring noise levels and minimizing negative impact to other residents from emotional support animal's presence.
• attending to and being in full control of the emotional support animal when transporting the animal for elimination. The emotional support animal must have a harness, leash, tether, or be transported in an appropriate enclosure whenever it is outside of the residence hall room where it is housed.
• the costs and care necessary for the emotional support animal’s well-being. The arrangements and responsibilities for the care of an Emotional support animal are the sole responsibility of the Handler at all times, including regular bathing and grooming, as needed.
• independently removing or arranging for the removal of the emotional support animal’s waste.
• complying with local and state licensing laws for animal rights and Handler responsibilities. Emotional support animals must be current with immunizations and wear a rabies vaccination tag if appropriate.
• any costs resulting from the actions of the emotional support animal, including but not limited to, bodily injury and property damage. Bodily injury includes physical damage or injury to a person’s body and illness, even if minor or temporary. Property damage includes damage to University property (e.g., furniture, carpeting, windows, wall coverings) and damage to the personal property of others. The Handler must pay for all costs relating to property damage at the time of repair or replacement and/or move-out, as determined by Housing and Residential Experience.
• the cost of any cleaning above and beyond a standard cleaning, as determined by Housing and Residential Experience. The Handler is responsible for covering all costs of any necessary fumigation or treatment method used by the University pest control service to remove fleas, ticks, or other unwanted pests present as a result of the emotional support animal.
• notifying Student Access and Housing and Residential Experience if the emotional support animal is no longer needed or is no longer being housed in the residence hall.

Misconduct by Service Animals, Emotional Support Animals, or Handlers