Administrative Policies

Housing and Residential Experience provides a comprehensive program for students living in University residential units. In partnership with faculty and staff from across the University, housing and residential experience professionals work to build learning communities where values of scholarship and leadership are nurtured in a culture of collegiality. Residential experience staff effect interactions among students and faculty and support students’ scholarly pursuits and personal growth. Values of civility, accountability, discovery, and celebration are at work in Vanderbilt’s residential community.

Housing and Residential Experience employs a compassionate group of upper division, graduate, and professional students as resident advisers (RAs), head residents (HRs), and graduate area coordinators (GACs). Professional, in-residence staff supervise the student staff. The collective Residential Experience staff, in cooperation with Vanderbilt Student Government (VSG) and other campus partners, organizes and coordinates social, educational, and recreational programs throughout the residences.

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. 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 the Housing and Residential Experience office located in Branscomb Quadrangle.

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 in special situations, or when space is unavailable on campus.” 

There are three possible housing statuses for undergraduate students taking classes on campus: (1) living on campus in a University residence hall, (2) living in a Greek chapter facility on campus, and (3) having authorization from the Director of Housing Assignments 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. In circumstances in which the number of first-year students enrolled exceeds the number of spaces for first-year students in regular rooms, it may be necessary to house students in triple rooms, in single rooms, in upper division areas, in apartments, or in alternative accommodations (such as study rooms on residential floors) for a few weeks, for a semester, or for the entire first year.

Residential areas for first-year students are designated as substance free by Housing and Residential Experience. The use of tobacco products and the possession or use of alcohol or other drugs in these substance-free areas (in either private rooms or common areas) by residents or their guests, is prohibited.

Statutes and University policies regarding the use of alcohol, tobacco, and other substances apply to all residences.

Sophomore and Upper Division Student Assignments

Returning unmarried sophomore and upper division students receive their housing assignments through a random selection process in the spring. Eligibility for participation in the random selection is determined by the Director of Housing Assignments with advice from the Vanderbilt Student Government.

Fraternity or Sorority House Assignments

Students who want to live in fraternity or sorority chapter houses must complete the required forms with Housing and Residential Experience prior to taking occupancy. During the academic year, requests to move from a campus residence to Greek housing cannot be granted unless accompanied by a request from a Greek house resident to move to the University residential system.  A maximum of six officers, preferably of junior or senior class standing, may live in each chapter house. Approval to live in a Greek chapter house must be obtained from both Housing and Residential Experience and Greek Life.  Approval to live in a Greek chapter house is not equivalent to authorization to live off-campus.

There is no guarantee of on-campus housing, and the University may not always be able to provide on-campus assignments to every student who desires on-campus housing. In such circumstances, the University will announce procedures for seeking on-campus assignments and enhance efforts to help students seeking available off-campus housing.

Only students who have been authorized or who are required to reside off campus by the Director of Housing Assignments 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 housing assignments director 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 is living in an off-campus residence alone or with one or more other students or non-students, and the 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. 

Authorization to live off-campus may be revoked at any time for good cause, including as part of a sanction imposed following a student accountability proceeding. Reasons for the revocation of off-campus authorization include, but are not limited to, violations of University policies or regulations; failure to abide by the tenets of the "Good Neighbor Guidelines;" or behavior that adversely affects the University's relationship with the neighborhood community. A student whose authorization to live off-campus is revoked will be required to return to campus immediately and live in on-campus housing assigned at the discretion of the Director of Housing Assignments. 

Students directed to return to on-campus housing will be charged, on a prorated basis, the standard University housing fee, effective the day assignment to on-campus housing is made. If authorization is revoked and the student is required to return to, and live in, assigned on-campus housing, the University will not be liable or responsible for any contractual arrangements or agreement into which a student has entered, such as a lease agreement for off-campus housing.

Rooms designated for students are rented (and students are liable for the room rent) 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 his/her/their program, or withdrawal or dismissal from the University. Under these circumstances, the student must vacate the apartment or room within twenty-four hours. Resident contracts may be terminated only when, at the discretion of Director of Housing Assignments, 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 for medical reasons may receive a prorated refund. Students who withdraw or who are suspended or expelled during the semester may be entitled to partial refunds of rent.

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 his/her/their own property. Student are required to have a renter’s insurance policy for all valuables and belongings they bring to campus.. Coverage should include both losses of University property and losses of property owned by others, that a student may cause.

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, or broken water pipes, 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/or an access combination, and they must take possession of an assigned key prior to taking occupancy. The resident must complete and sign the online room condition report to document the initial condition of the room and its furnishings. 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 room condition report at check-in, is the result of normal wear and tear, or is the result of a properly-reported maintenance problem that arose during the year.

As residents vacate their rooms, they must return their keys and schedule a check-out meeting with the residential staff to review and sign their room condition reports. Residents will be held responsible for all room damage and corresponding charges incurred between the check-in and check-out dates recorded on the room condition report. If the room condition report is not reviewed and signed, then the resident may be held financially responsible for all damages above and beyond those noted on the original room condition report. 

Campus residences are generally open for occupancy on the day before registration begins for each semester, and close at 9am on the day following the last day of classes before holidays and at 9am on the day following the last day of examinations at the end of the semester. Campus residences generally reopen after holidays at 9am on the Sunday prior to the first day of classes.  Following semester break, they open at noon on the Friday prior to the first day of spring semester classes.

Breaks

Campus residences are officially closed during Thanksgiving break, semester 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 the Associate Dean’s designee, students may occupy their rooms during these periods if they register to do so with 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.

Residential houses on the Ingram Commons are not open during the week prior to commencement and first-year students may not register to stay after the conclusion of final examinations.

End of Spring Semester/Commencement Week

By no later than 9am of the first Saturday following examinations, all residents must completely vacate and check out of their residences except for graduating residents and residents with official roles in sanctioned commencement events or other roles designated by the University.

Only graduating residents and residents with official roles in sanctioned commencement events or other roles designated by the University, whose commencement week residency has been approved in advance by Housing Assignments, may stay in residence halls during commencement week. These residents must completely vacate and check out no later than 1pm of the Saturday following commencement.

Other than graduating seniors, at the sole discretion of the Housing Assignments, students with official roles in sanctioned commencement events or other roles designated by the University may be required to move from their spring room assignment to a commencement-week assignment by 9am the day after their last examination and vacate their commencement week housing no later than 1pm the Saturday following commencement.

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

Students who make unauthorized room changes will (1) not be permitted to reserve their current assignments for the following academic year; (2) lose a point for random selections for the following academic year; (3) lose a class in seniority for the off-campus authorization process for the following academic year; (4) be denied authorization to reside in a Greek House for the following academic year; or any combination of the above.

Students who are found to be in violation of University policy may be required to change room assignments or vacate University housing as directed by Student Accountability, Community Standards and Academic Integrity or Housing and Residential Experience

At certain hours, students may be required to show Vanderbilt identification to gain entrance to campus residences.

ID Card Access Readers

Most campus residences have ID card access readers at one or several entrances. Access schedules vary by building and by entrance. For reasons of safety and security, students may not enable 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 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 and Access Codes

Keys and access codes to residential 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 assigned room key prior to taking occupancy. Residents may not duplicate keys or share access codes. No deposit is required, but 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. If it is determined that access codes have been shared, the code will be changed and the resident(s) charged for the change. Lost or stolen keys must be reported to a Housing and Residential Experience staff member within 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 items such as radios, sound systems, electric blankets, clocks, lamps, and coffee makers with enclosed heating elements are permitted in rooms, but no appliances with exposed heating elements, or grills (for either outdoor or indoor use, including "George Foreman" grills and like devices), are allowed. Appliances that draw a large amount of current from each circuit, such as hot plates, air conditioners, electric heaters, and instant water-heating elements, are prohibited. In addition, washers, dryers, and dishwashers are not allowed. Microwave ovens less 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. The 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 furniture, plants, or other furnishings, including those in lounges or reception areas, may be exchanged with anyone, stacked, or 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. Students are required to clean their living accommodations, including appliances, if the area coordinator or assistant director for the area determines 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 and general public areas 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 the area maintenance supervisor (AMS).

Students are prohibited from painting their rooms and University furniture, including headboards. Adhesives (e.g., glow stars) are also prohibited. Pictures and bulletin boards may be hung only from the picture rail. (Hooks for picture rails may be purchased in the University bookstore.) 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.

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.

The height that one may elevate a standard bed is limited to 13" from the bottom of the bedspring to the floor. Wooden "bed-risers" are permitted as long as they conform to the specifications established by the Director of Housing Facilities, and may be purchased at the University bookstore and from other authorized local vendors.

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 the residence at checkout in the same condition of repair as it was when they checked in, normal wear and tear excepted.

Students will be charged for any damage to rooms and public areas of campus residences, which results from misconduct or misuse. Charges for damages for which responsibility cannot be determined 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 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 and do all redecorating, including painting, at its discretion. Authorized University personnel may enter at any reasonable time, or in emergencies, to inspect and repair property and 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 severally responsible for damage to their living units and furnishings, and are collectively responsible for damage to common areas. Residents of a building, or part thereof, may be assessed charges for repair of 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.  Authorization for entry includes, but is not limited to, University custodial services, 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 the Dean’s 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 units (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, or in the storage rooms past the removal deadlines, 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 cards or room keys to visitors and sharing access codes are 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 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 (suitemates, e.g.,) 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 cards or room keys and sharing access codes are 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.

Visiting Minors or Minor Guests Not Participating in a Vanderbilt or Third Party 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 program planned for minors and adequately 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 24 hours in advance of the stay by completing the guest registration form on the Anchor Link page of the appropriate residence hall or house. The resident host must provide the age of the guest and documentation that the minor’s parent or guardian approves the visit. Residents are not permitted to host minor guests under the age of 16 for visits unless the guests are siblings of the resident. If the minor guest is unrelated to the resident host and is under age 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 16; requests for exceptions for siblings of the resident may be reviewed and must be approved 24 hours in advance of the stay by the Associate Dean for Housing and Residential Experience or Associate Dean's 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 plus ten (10), regardless of whether alcohol is present. For example, a suite of six (6) can have up to sixteen (16) people, including the residents of the space, without needing to register the gathering. 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 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.).

Events with Alcohol Hosted in Residential Spaces

Additionally, the following event management policies apply to any gathering at which alcohol will be present:

• 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.
• 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.
• 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.
• 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.
• Identification must be checked by student hosts for those who bring alcohol to the event.
• Alcohol must be kept inside the apartment/suite with doors shut.
• Gatherings must be by invite only. Hosts are required to turn away interested persons who are not invited.
• No events are permitted to take place in residential spaces during quiet hours. (See “Quiet and Courtesy Hours" in the Noise section.)
• 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.
• 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.

Quiet & Courtesy Hours

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 24 hours a day. In addition, the residents may vote to alter quiet hours, in accordance with the provisions for residential autonomy. Non-quiet hours are not "noisy" hours. “Courtesy” hours are in effect 24 hours a day.

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 terminated by Housing and Residential Experience as needed.

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 “Assistance Animals.”

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 associated costs in rooms 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.
• Cardboard boxes may not be used for storage of items in storage areas.
• 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 the Associate Dean’s 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, heating pads, 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. 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. All stored items must be logged in.  Students should retain receipts for their records. The University does not accept responsibility for loss of, or damage to, stored items.

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.

Contributing to the University’s mission of teaching and learning, student engagement opportunities help build a community in which students may develop not only as scholars, but also as well-rounded individuals. Engagement in co-curricular endeavors provides a balance of challenge and support designed to enhance students’ intellectual and personal development. Participation aids students in becoming ethical, responsible, and self-disciplined leaders; challenged to develop an appreciation for civility and diversity; prepared for community leadership and citizenship; and supported in an environment that embraces discourse and the exchange of ideas.

Students receive advising in their student organization roles in areas such as organizational behavior, financial management, ethical decision-making, accountability, and recruitment/retention. Finally, through opportunities to become engaged in the community, students celebrate their own, and each other’s contributions to University life and the larger community.

Co-curricular engagement, as noted above, is meant to complement the academic experience. Participation in student organization events does not justify a student’s missing a class, assignment, or test. Only the course instructor may authorize, and offer accommodation for, missed classes, assignments, tests, etc.

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.
   E. “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 and Organization 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.

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 SOLS Registered Organizations.

Greek Organizations

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 Dean of Students or the Dean’s designee, the University may invite a national organization to start a new fraternity or sorority.

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.

SOLS Registered 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 during the registration process and must be maintained throughout the year:

• Annual submission of a constitution or bylaws for the organization, which includes 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 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 a 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 policy for more information).
• Financial support from the University (Student Services Fee allocation, 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;
• 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 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 listed as frozen (inactive) by SOLS during a period of time where there are internal issues that need to be resolved.

Graduate & Professional Student

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 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 Dean of Students or the Dean's 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. Student organization leaders may apply for co-sponsorship funds by completing the application in the Forms section of the Student Affairs Anchor Link page.

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 room to sell tickets or distribute items.

Students must secure the approval of the Dean of Students or the Dean’s 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 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 Dean of Students or the Dean’s 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 Dean of Students or the Dean's 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. The Office of the Dean of Students 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 Dean of Students or the Dean’s designee. 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.

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 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 or at the Student Centers office, located in Rand Hall room 307, 615-322-2448. 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.

• Meetings 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 with Student Centers and demonstrate its ability to pay for associated costs.
• Meetings 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 with Student Centers and demonstrate its ability to pay for associated costs.
• Meetings open to the public. For open meetings sponsored by a registered student organization, procedures for reserving space through Student Centers must be followed and the organization must demonstrate its ability to pay for associated costs.
• Procedures for all types of meetings described above include registering in advance with Student Centers so as to ensure the adequacy of arrangements, minimize schedule conflicts, reserve space, and demonstrate ability to pay for costs incurred.
• Limitations on meetings. The University may restrict the times and places of registered student organization meetings on University premises. A registered student organization denied permission to sponsor an assembly may appeal the decision to the Dean of Students or the Dean’s designee.
• Sponsorship. A registered student organization that sponsors an activity will be responsible for registration, arrangements, publicity, costs incurred, and the conduct of the participants. The Dean of Students, or the Dean’s 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 Dean of Students or the Dean’s designee must pre-approve the arrangement. Student organizations fronting for external groups is prohibited. External groups or individuals wishing to use University facilities independently must conform to University policies and must request access through Student Centers.

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

Registered student organizations may also 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 has 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, or DVDs 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 events involving 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 University Chaplain and Director of 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 coaches. 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 University Chaplain and Director of Spiritual and Religious Life. This authorization may include a letter of introduction to the University provided by the University Chaplain and Director of Spiritual and Religious Life and will specify procedures to be followed. The University Chaplain and Director of 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 itself 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 itself, 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.

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 Dean of Students or the Dean’s 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.).
• The sale of alcoholic beverages on campus, including the sale of tickets that can be traded for alcoholic beverages or the sale of tickets for entry into an event where alcohol is distributed at no additional cost, is prohibited with the exception of occasions for which the Dean of Students or Dean’s designee has approved the engagement of a licensed vendor (see “Alcohol – On Campus Events that Include the Sale of Alcohol” in the Use of University Space policy”)
• 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.

Event Policies for Graduate and Professional Students and Organizations

For events involving undergraduate students or student organizations, see Use of University Space.

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.

On Campus Events

Graduate and professional students or student organizations may register an event with alcohol on campus as one of the following depending on the policies of the facility:

1. 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. Event attendees 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 beverages at B.Y.O.B. events hosted by graduate or professional student organizations are limited to beer and wine; students and guests are prohibited from bringing liquor. The recommended quantity of authorized beverage for each event attendee over the legal drinking age 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. No other alcohol is permitted at the event. If the event does not involve a third-party licensed bartender, event attendees over the legal drinking age who bring their own alcohol must keep the alcohol on their person during the entire event and may not distribute alcohol to others. Glass bottles are prohibited except at those registered events where attendees are required to check their alcoholic beverages with a third-party licensed bartender responsible for distribution throughout the event. On such occasions, the beverage must be transferred to a non-breakable paper or plastic cup for consumption. “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 Student Centers prohibit B.Y.O.B. events, with the exception of events held at designated event spaces.
   2. Alcohol 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. Bartender Required. An event at which liquor will be present. Liquor may only be present and served at an event hosted by graduate or professional student organizations when Vanderbilt Catering & Events or a third-party licensed bartender is engaged to distribute all alcohol. The expectation is that the quantity of provided beverage will be three (3) standard drink units, which is 1.5 ounces of eighty (80) proof liquor.

Event Management for Events with Alcohol

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:

• 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.
• 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, at least four weeks prior to the first event of the year.
• 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.
• 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 Dean of Students or Dean’s designee, where applicable, in advance of the event.  Student hosts may serve as security depending on the size and scope of the event.
• Identification must be checked at all events where alcohol is present, either through security, student hosts, or third-party licensed bartenders.
• 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.
• The number of attendees admitted to an event must not exceed the capacity of the designated space.
• 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.
• 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.

The following section governs enrollment and financial practices of the University.

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 summer Student Services Fee and Student Health Fee are determined during the spring semester and posted accordingly to the Office of Student Accounts website where the fall and spring Student Services Fee and Student Health Fee are also listed.

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, which may be carried out through, among others, the following entities:

• Arts and Campus Events
• Athletics
• Career Center
• Experience Vanderbilt
• Graduate Student Council
• Greek Life
• Office of Immersion Resources
• Student Affairs
• David Williams II Recreation and Wellness Center
• Student Centers
• Student Center for Social Justice and Identity
• Student Organizations, Leadership and Service
• Tutoring Services
• Vanderbilt Student Communications
• Office of the Vice Provost for Undergraduate Education
• Writing Studio

This list is merely intended to be representative of the type of co-curricular interests, organizations, events, and programs, and student support services and resources that may be funded through the Student Services Fee.  Allocations are designated each academic year to best meet the needs of the University in serving and supporting students at that time.

For the funding of student organizations, the Student Services Fee Committee is a representative student group appointed by Vanderbilt Student Government (VSG) through an application process.  On an annual basis, the Committee makes recommendations to the Dean of Students for allocation of the designated funds collected as Student Services Fee to registered student organizations.

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. The primary offices of the Student Care Network include:

• Student Care Coordination
• Student Health Center
• University Counseling Center
• Center for Student Wellbeing

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 2023 is August 31; for spring 2024, 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 card 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 or falsifying credentials 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.

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 cards 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 University-certified 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 University certification of domestic partner status). The student 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.

Vanderbilt University extends certain privileges to students’ spouses who are not enrolled at Vanderbilt. These same privileges are extended to the same-sex domestic partners of international students (whose countries prohibit same-sex marriage), who are not enrolled at Vanderbilt and who, on an annual basis, register with the Dean of Students/Student Affairs Administration. Such benefits include the following:

• Eligibility for Commodore Card identification, and, upon payment of appropriate activation and other fees, access to a number of services.
• Eligibility for discounted movie tickets and certain free/discounted event tickets through Sarratt Box Office.
• Reading and borrowing privileges at the Jean and Alexander Heard Library system. (Privileges may vary from library to library.)
• Eligibility for validation of ID for admission to athletic events though the Athletics Ticket Office.
• Eligibility for certain general discounts offered to Vanderbilt affiliates by Vanderbilt Human Resources http://hr.vanderbilt.edu/benefits/perqs.php.
• Eligibility to establish access to a declining-balance account for use with the Commodore Card for purchases in dining facilities, laundry machines, copiers and printers, vending machines, and other locations that allow payment with a Commodore Card.

The Process

For Married Couples:

The student and his/her/their spouse present their marriage certificate to the Card Services office to obtain a Vanderbilt ID for the spouse.

If at some point the marriage is dissolved, the student must notify the Dean of Students/Student Affairs Administration within 60 calendar days, and the non-student spouse must return the Commodore Card issued to him/her/them to the Dean of Students/Student Affairs Administration (Sarratt 310).

For International Student Same-Sex Domestic Partners

1. The international student and his/her/their same-sex domestic partner visit the Dean of Students/Student Affairs Administration office (Sarratt 310), each in possession of state- or federally-issued identification.
   1. A state driver's license or non-driver ID; passport; a federal ID such as a military identification card, state, county or local government ID; or lawful permanent resident cards (often called "green cards")
2. The International student and his/her/their same-sex domestic partner complete an affidavit affirming that they meet the following criteria:
   1. that they are not related by blood in a manner that would prohibit them from being married under Tennessee state law.
      1. Tennessee code states, “Marriage cannot be contracted with a lineal ancestor or descendant, nor the lineal ancestor or descendant of either parent, nor the child of a grandparent, nor the lineal descendants of husband or wife, as the case may be, nor the husband or wife of a parent or lineal descendant.” Tennessee Code Annotated § 36-3-101 (2017)
   2. that they are at least 18 years of age.
      1. For spousal or domestic partnerships involving a student or partner under the age of 18, the student and partner and parent(s) or legal guardian(s) of the person(s) under 18 must meet with the Dean of Students or Dean’s designee for a review of the proposed registration.
   3. that they are not legally married to anyone else.
   4. that they reside in a common household and share responsibility for the household.
3. Upon completion of the affidavit, a University representative notarizes it, photocopies the affidavit and identification, and provides paper or digital copies to the student and partner and Vanderbilt Card Services. 
4. The student and his/her/their partner then visit Vanderbilt Card Services together in order to obtain a Commodore Card for the registered partner.
5. If at some point the domestic partnership is dissolved, the student must notify the Dean of Students/Student Affairs Administration within 60 calendar days, and the non-student partner must return the Commodore Card issued to him/her/them to the Dean of Students/Student Affairs Administration (Sarratt 310).

Further Considerations

Consistent with the practice of Vanderbilt Card Services, all spouses (partners) are required to re-register annually to renew the card and to continue these benefits.

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 decided 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 that FERPA allows disclosure without the student's consent. These exceptions include:

• 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.

As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which students’ education records and personally identifiable information (PII) contained in such records—including Social Security Numbers, grades, or other private information—may be accessed without consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to student records and PII without consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution.

Second, Federal and State Authorities may allow access to education records and PII without consent, to researchers performing certain types of studies, in certain cases even when the University objects to or does not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the third parties that they authorize to receive PII, but the Authorities need not maintain direct control over the third parties.

In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without student consent, PII from education records, and may track student participation in education and other programs by linking such PII to other personal information that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

Students who believe the University has failed to comply with FERPA may file complaints using the Complaint and Grievance 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, University core program of The Martha Rivers Ingram Commons. Following a prescribed 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, cognitive, 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 following policies allow for the safe and orderly operation of the University and its programs and services, though guarantee of a risk-free environment can be made. 

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.      

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 Dean of Students or Dean’s designee.

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 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 designated member of the athletic department a minimum of 48 hours prior to 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.

As an institution of higher learning dedicated to research, teaching, and service, Vanderbilt is firmly committed to 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 all members of the community 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 extends to all members of the Vanderbilt community, 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.

To foster such an environment, the following guidelines have been set.

Distribution of printed information or use of electronic media

Students or student groups who distribute information, whether physically or electronically, are responsible for the content. Students may distribute physical materials, including flyers, leaflets, informational sheets, or similar materials, on Rand Terrace or 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. For outdoor events, distributors may position themselves twenty feet from the reserved lawn or area, again in a manner to avoid restricting access. 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 the policies found in the “Marketing and Communications” section, 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 students responsible for the information must also be provided. 

Demonstrations, Dissents, and Protests

• Definitions
  • Demonstrations. Demonstrations are independent from any other event or activity occurring on campus. A Demonstration is different from a Protest in that the time, date, and location 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.
  • 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 time, date, and location are connected to a campus speaker, event, or activity, and does so in order to accomplish its goal.
  • Organizer. An Organizer is one who is either primarily responsible for planning, funding, or executing a Demonstration or Protest or is so associated with the Demonstration or Protest that a reasonable person would infer that responsibility. 
• Introduction
  • Demonstrations, Dissents, and Protests are a necessary and valued form of expression. Individuals and organizations seeking to organize a Demonstration or Protest should contact the Dean of Students to assist with planning. The Dean of Students or Dean’s designee 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, Dissents, and Protests. Organizers as well as those participating—including, but not limited to, faculty, staff, students, and the public—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 or Protest should be submitted to the Dean of Students at least 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 move the time, date, and location if it is determined the Demonstration or Protest, as planned, would be disruptive to campus operations, impede the free flow of vehicular or pedestrian traffic, violate University policies, or significantly infringe on the rights of other members of the University community.  
  • For Demonstrations and Protests occurring on campus, only registered student organizations, administrative offices, or academic departments may reserve space. 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 of Students or Dean’s designee can reserve space for such students who have properly engaged in the planning process. The public, including parents and alumni, may not participate in or be invited to an on-campus Demonstration or Protest, except when permitted via the event registration process outlined in the Use of University Space section of the Student Handbook.
  • For Demonstrations and Protests 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. The public may participate in off-campus Demonstrations and Protests.
• 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).
    • Amplified sound should only be used outside of campus buildings and must comply with all applicable noise policies and ordinances. In campus buildings, demonstrations should comply with maximum occupancy for fire safety.
  • Protests & 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 Activism. Others should 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.
  • Distribution of Literature
    • Refer to the Distribution of printed information or use of electronic media policy in this section of the Student Handbook.
  • 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 Demonstrations and Protests that may or terminate Demonstrations and Protests that do disrupt campus operations, impede the free flow of vehicular or pedestrian traffic, violate University policies, or significantly infringes on the rights of other members of the University community.   
    • Demonstrations and Protests are not permitted to occur in the following locations:
      • Private offices, 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 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.), and any other space that obstructs entry or access to Vanderbilt University Medical Center.
• Debrief
  • Organizers are encouraged to meet with the Dean of Students or Dean’s designee after a Demonstration or Protest has occurred to review successes and challenges for future planning.

Impromptu or Spontaneous Activism

• On occasion, Demonstrations and Protests cannot reasonably meet the advance planning requirement. In such cases, Organizers are strongly encouraged to seek an expedited review of plans by the Dean of Students or Dean’s designee.
• If Demonstrations or Protests occur without an expedited review, the University may discuss with Organizers whether relocation to another space on campus is appropriate prior to denying a request or terminating the Activism. 
• 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 Protest or Demonstration or otherwise be disruptive to campus operations, impede the free flow of vehicular or pedestrian traffic, violate University policies, or significantly infringe on the rights of other members of the University community.   

Disorderly Conduct

• Riots or other destructive gatherings are never permitted.  Use of masks (other than those required for health-related reasons) or costumes that obscure participants’ identity, brandishing of weapons or items that could reasonably be believed to be weapons, words and actions that may incite violence, physical altercations, and any other act a reasonable person would believe is designed to intimidate or threaten others is prohibited.
• Conduct that obstructs or disrupts teaching, administration, University procedures and activities, or other authorized activities on University premises is prohibited.
• Conduct that impedes 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—is prohibited.
• Disorderly conduct, as outlined above, may subject an Organizer or participant to removal from the event, referral for disciplinary action through the University’s accountability process, or other legal action available to the University. While the campus is generally open to the public, the University may cite with trespassing individuals engaging in prohibited conduct during Demonstrations, Dissents, and Protests.

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. Although not required, Vanderbilt makes the missing student notification procedure available to all students, including those in the graduate and professional schools.

This confidential contact is in addition to any other emergency contact that the student may identify, although both the “confidential” contact and the “emergency” contacts may be the same person or persons. 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.

Once the Vanderbilt University Police Department has determined that a student is missing, the Dean of Students or one of the Dean’s designees will notify the confidential contact within 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.

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. 

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 programs and activities. The Protection of Minors Policy was created to raise awareness of issues associated with interacting with minors, to standardize University practices, and to establish expected codes of conduct when interacting with minors in Vanderbilt programs. The policy also includes individual compliance regulations and steps for program registration and other University resources for youth protection in a central repository managed by the Office of Risk and Insurance Management.

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. 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 requirements at Vanderbilt.

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. “Quit Kits” can be obtained free of charge from the Center for Student Wellbeing, and links to other resources can be found on its website.

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. In certain areas, fences have been adapted for use as bike racks, where such use does not impede traffic. 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 long-term vehicle-storage spaces are available to sophomores on a first-come, first-served basis. Complete parking regulations may be found on the Parking Services website.  Please check the interactive parking map for locations of undergraduate permit lots and garages.

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 for of accessibility (such as motorized wheel chairs), are exempt from the prohibition if approved in advance through Student Access. Complete regulations regarding motorcycles etc., can be found on the Parking Services website.

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 Dean of Students or the Dean’s 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.

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 Dean of Students and/or the Dean’s 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 traveling for co-curricular programs are not excused from class or work associated with a class.

Alcohol - Event Policies for Undergraduate Students and Organizations

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. Events (on campus or off) at which alcohol will be available must be registered and approved in Anchor Link at least four weeks in advance of the event.

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.

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 Dean of Students, or the Dean’s designee, including for campus-wide events such as Rites of Spring, Commodore Quake, and community tailgates.

Alcohol – On-Campus Events

Sponsoring parties of events at which undergraduates will be in attendance or invited may register an event with alcohol on campus as one of the following depending on the policies of the facility:

1. 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 Dean’s designee (Dean of Students), a[CA1] ll 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. With the authorization of the Dean of Students, a sponsoring party may arrange for licensed vendors to sell alcohol. 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).
3. With the authorization of the Dean of Students or the Dean’s 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. 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 Dean of Students. Such events must comply with all event management policies, except to the extent that compliance conflicts with an excepted religious practice.
5. All events at which alcoholic beverages will be consumed must be appropriately registered according to the regulations set forth in this section.

Alcohol – On-Campus Events that the Include Sale of Alcohol

6. The sale of alcoholic beverages is prohibited on campus with the exception of occasions for which the 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 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.

Alcohol - Event Management for Events with Alcohol

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

• On an annual basis, organizers of events at which alcohol will be available must complete Host Responsibility Training, through the Center for Student Wellbeing at least four weeks prior to its first event of the year.
• 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.
• 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.
• 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 Dean of Students in advance of the event, where applicable.
• 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.
• 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.
• 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.
• The number of attendees in attendance at an event must not exceed the capacity limits of the designated space.
• 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:
  • Upon arrival at an event, all alcohol must be checked with a third-party bartender in exchange for a bar wristband. 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.
  • In order to obtain alcohol, all attendees checking out alcohol must have the bar wristband, in addition to the 21+ wristband.
  • 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.
  • 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.
  • Organizational members may not store alcohol in any space that could be accessed by guests.
• Open containers of alcoholic beverages should not be permitted to leave the event.
• 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.
• 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.
• 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.

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, meetings and events scheduled on weeknights (Sunday through Thursday), must end at midnight so as not to interfere with students' sleep or study.
• Serving as a front for off-campus organizations or groups is strictly prohibited.
• 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 absolute 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 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 can be made online, via email at eventservices@vanderbilt.edu, via phone at 615-322-2448, or by visiting the office in Rand Hall Suite 307.

Event Registration

The event registration process is designed to support a variety of events that may need services from Student Centers, Transportation and Parking, Vanderbilt University Police Department, Plant Operations, the Center for Student Wellbeing, Risk 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.

The following types of events must be registered through the event registration process in Anchor Link:

• Outdoor events, including but not limited to:
  • Events requesting amplified sound
  • Events that require Plant Operations assistance (tables, chairs, trash cans, tents, power, etc.)
  • Events that require Parking Services assistance (road closures, clearing lots, etc.)
  • Art exhibits
  • Runs/walks
• Events at which alcohol will be present
• Events that may require security
• Events that are considered high risk based upon the size of the event, the type of activity involved, the event date/time of day, the intended audience, etc.
• Events open to the general public
• Events that require contracts for talent (speakers, musical performances, etc.). Note that student organizations may not sign contracts for liability reasons. All contracts must be signed by the Dean of Students.
• Events that include showing a film on campus
  • Note that public performance rights must be obtained prior to showing a film on campus.
  • Student Centers can assist both with ordering films and with securing public performance rights.
• Events that include minors
  • Note that Vanderbilt students under the age of 18 are not considered minors for the purpose of event registration.
  • Events that include minors must be registered and approved in Anchor Link at least two (2) weeks prior to the date of the event to 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.

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.

Requests for Exceptions

The responsibility for compliance with the foregoing regulations for events lies with the sponsoring organization. Requests for exceptions should be made at the time of registration through the Dean of Students who will determine on a case-by-case basis whether an exception is appropriate.

Sound Amplification and Noise

Functions or special events which require electronic sound amplification (for musical instruments, stereos, vocal performances, or public address) must be registered in Anchor Link and approved by the Dean of Students or the Dean’s designee. Electronic amplification may not be used in the vicinity of classroom buildings, the library, or the hospital. Use of outside amplification at any event or function held in close proximity to campus residences must involve consultation with Housing and Residential Experience.

Sound amplifiers may not be positioned without authorization in such a way as to provide outside amplification (e.g., inside buildings or on porches).

Due to the capacity of certain automotive speaker systems to disturb the quiet of the campus, use of these systems at sufficient volume to be heard outside of the vehicle is prohibited.

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 Dean of Students or the Dean’s designee. Individual groups having parties primarily for the benefit of the group may be granted authorization for afternoon or twilight concerts or events, as appropriate. Outdoor amplification equipment may be used with activities such as late afternoon or early evening pep rallies, speak-out programs on Rand Terrace, twilight concerts, and carnivals, etc., so long as they do not interfere with scheduled academic or administrative activities.

Moderate sound amplification for informal listening 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 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. 

Sound amplification-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.

Local laws prohibit the use of amplification 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.  At all times, consideration should be given to the neighboring communities as stated in the “Good Neighbor Guidelines.”

Amplification which violates University policy or local ordinances may be discontinued at the discretion of the Dean of Students or the Dean’s designee, or a representative of the Dean of Students (including officers with the University Police Department, or directors in Housing and Residential Experience).

The policies shares in this section govern marketing activities, promotions, protected intellectual property, and communication expectations for members of the University community.

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 a music license with several major performing rights organizations granting Vanderbilt the right to publicly perform (live or mechanically) nondramatic musical compositions in the organizations’ repertories.  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.

Introduction

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 posted on campus in authorized locations by registered student organizations, University departments, or individuals. Notices must carry the name of the responsible registered student organization, University department, or individual(s) as well as the date the notice is posted. If the group responsible for the notices is not a registered student organization, the individual student names responsible for the information must also be provided. Notices that do not comply with this policy will be removed. Notices may not use logos or trademarks of alcoholic beverages, or mention or refer to alcoholic beverages or their availability at an event.  "B.Y.O.B.," as shorthand for "Bring Your Own Beverage," may be used on notices for events that have been registered B.Y.O.B. during the event registration process.

Electronic Communication

Individuals 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 bulks emails are prohibited without authorization from the Dean of Students or Dean’s designee, unless the email is being sent using an “opt-in” listserv.

Notices Posted Physically On-Campus

The following stipulations apply to notices posted 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 trees, or between trees, or from or between 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. 
• Use of sidewalk stickers is prohibited, except if such use is approved by the Facilities Review Committee, which must review and approve the proposed content, locations, and posting dates of any sidewalk stickers. 
• 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.
• Using markers, paint, or any other medium on any surface other than banners, posters, or flyers, is prohibited.
• The use of self-adhesive labels or stickers on surfaces other than banners, posters, or flyers, is prohibited.
• 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, that they 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.
• 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. If a poster or banner stains the surface to which it is attached, the responsible student or organization will be charged for the stain removal. Space for making hand-painted signs and banners is available on the first floor of Sarratt Student Center.
• Notices must be removed by the registered student organization, University department, or individual that posted them immediately following the event or two weeks beyond the date the notice was posted if not promoting an event.  The University may remove notices that do not comply with this policy. 
• During academic breaks and in preparation for Commencement, the University will remove all notices that are left hanging or posted on campus.
• If an organization continually violates these policies, it may lose the privilege of posting notices or have its registration withdrawn. Individuals and organizations may also be charged for repair or cleaning of damaged surfaces.

Only student organizations and University departments may post within the Student Centers, which includes the Commons Center, Sarratt Student Center | Rand Hall, Kissam Center, and Student Life Center. Registered student organizations may place posters that measure no more than 24” x 36” on the posting boards attached to the exterior walls of Rand Hall. Each organization is limited a single poster or flyer, regardless of size, on each board. Permission to display banners in the Student Centers must be obtained from building management at the reception desks of these facilities, and is issued only rarely, if at all. Student organization use of the banner display devices on the east side of Sarratt Student Center | Rand Hall requires no prior authorization. For more information about posting notices in Student Centers, including how to obtain authorization and size limitations, please refer to Advertising in Student Centers section of the Student Center Policies.

The following stipulations apply to posting notices in other campus locations:

• Academic Buildings- The kiosk at Stevenson Center may be used for poster display. Bulletin boards in classroom buildings, however, are reserved for announcements concerning academic programs.
• Residence Halls- Permission to display banners or paint designated windows in any residence hall must be obtained from the appropriate Area Coordinator for Housing and Residential Experience.

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. This could mean finding a location other than their campus residences, if they have any, from which to conduct campaign activities. 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.

Introduction

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 Dean of Students or the Dean’s 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 Dean of Students or the Dean’s 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 Dean of Students or the Dean’s 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 may be made through Student Centers.
• 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 must register with the Dean of Students, or the Dean’s 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 Dean of Students or the Dean’s 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 Dean of Students or the Dean’s 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 Dean of Students or the Dean’s 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 Dean of Students or the Dean’s designee must authorize the solicitation for donations by Vanderbilt student organizations, of off-campus agencies, groups, businesses, etc.
• 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.
• Service auctions must comply with the conditions delineated, below.

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, 220 Student Life Center, 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 call Student Employment in 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

In general, 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 Dean’s 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 appropriate Area Coordinator for authorization and guidance. Candidates may reach appropriate Area Coordinator 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 and schools, Registered Student Organizations, and the Undergraduate Honor Council.  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.

Introduction

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, provided that they are controlled by a leash, harness, or other tether and the presence of 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. 

Qualifying to Have a Service or Emotional Support Animal On Campus

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

• The Handler has a disability as defined by the ADA; and 
• The accompanying Service Animal is trained to do a specific task for the Handler.
• 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 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 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.
• not leaving the Emotional Support Animal unattended for an unreasonable length of time.  Emotional Support 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 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

Approval for Service Animals or Emotional Support Animals that engage in actions that pose a risk to the safety of person or property will be rescinded by Student Accountability, Community Standards, & Academic Integrity (Student Accountability). Acts that pose a risk to safety of person or property include, but are not limited to, injuring an individual, injuring another animal, or destruction or significant damage of University or other property, the threat of which cannot be eliminated or reduced to an acceptable level by a reasonable modification to other policies, practices, and procedures.

Approval for Service Animals or Emotional Support Animals that disrupt campus operations, violate University policies, or significantly infringe on the rights of other members of the University community (Disruptive Behavior) may be rescinded if the Disruptive Behavior is not rectified within two weeks of notice by Student Accountability. Similarly, approval for Service Animals or Emotional Support Animals may be rescinded when two or more different Disruptive Behaviors occur resulting in multiple notices from Student Accountability. In evaluating the Disruptive Behaviors, Student Accountability will consider if the Disruptive Behavior can be eliminated or reduced to an acceptable level by a reasonable modification to other policies, practices, and procedures. Acts considered to be Disruptive Behavior include, but are not limited to, an animal that is not housebroken (if applicable), is out of control and its Handler does not take effective action to control it, causes minor damage to university or other property, jumps on other people, or engages in excessive and/or uncontrolled noises. Examples of excessive and/or uncontrolled noises are frequent loud noises, multiple occurrences of sustained noises for more than two minutes, or noises that occur during residence hall quiet hours.

In determining if approval will be rescinded, Student Accountability may consult with Student Access and other appropriate campus partners. Student Accountability will make an individualized case-by-case determination in each situation in consideration of the behavior of the particular animal and Handler    For misconduct by an animal, there is no appeal of Student Accountability’s decision. Any finding of misconduct by a Handler are subject to review by the Appellate Board in accordance with the University’s accountability procedures.

If approval is rescinded, the animal is considered a Pet and must be removed as outlined below in the Unapproved Animal section. The Handler will need to restart the accommodation process.

Unapproved Animal

An Unapproved Animal is considered a Pet. A Pet may not enter any University building. A pet residing in the residential facilities, including service or emotional support animals with rescinded approval, must be removed within 24 hours. A Pet found to pose a risk to the safety of a person or property may be required to be removed from campus immediately, including public areas.

Service Animals in Training

Tennessee state law (Tenn. Code Ann. § 62-7-112) provides that persons accompanied by a dog guide in training may not be refused entrance to a place of public accommodation for the reason that the dog guide trainer is being led or accompanied by a dog guide in training, provided:

• the dog guide in training, when led or accompanied by a dog guide trainer, is wearing a harness and is held on a leash by the dog guide trainer or, when led or accompanied by a dog guide trainer, is held on a leash by the dog guide trainer; and
• the dog guide trainer has first presented for inspection credentials issued by an accredited school for training dog guides. 

The University may request that a guide dog trainer to remove the guide dog if:

• the dog guide or dog guide in training is out of control and its handler does not take effective action to control it; or
• the dog guide or dog guide in training is not housebroken.

Consistent with Tennessee law, service animals in training are welcome in public areas of campus if accompanied by a dog guide trainer.  Service animals in training cannot be in residence halls or other private areas of campus, unless they are being trained by their Handler to serve as the Handler’s own service animal.

Under Tennessee law, it is a criminal offense to engage in misrepresentation of a Service Animal or Emotional Support Animal, such as providing documentation that falsely states an animal is a Service Animal or Emotional Support Animal (Tenn. Code Ann. § 39-16-304).

For more information on service animals and emotional support animals, please contact Student Access at 615-343-9727 or studentaccess@vanderbilt.edu.

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 for alcohol violations extends to individuals seeking help for the intoxicated 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 an organization sought help for an intoxicated student will be considered favorably in determining any sanction for policy violations.

Vanderbilt University is committed to equal access for people with disabilities. In compliance with Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 (ADA), and the ADA Amendments Act of 2008, Vanderbilt does not exclude otherwise qualified persons with disabilities, solely by reason of the disability, from participating in University programs and activities, nor are persons with disabilities denied the benefits of these programs or subjected to discrimination.

Vanderbilt University aims to provide an accessible educational experience for all students. Student Access provides reasonable accommodations for students with disabilities who encounter barriers to access their educational experience.  Reasonable accommodations are determined on an individual, case-by-case basis. To request reasonable accommodations, students should submit their disclosure forms and documentation to Student Access via the Commodore Access Portal. Once Student Access receives the disclosure form and documentation, an Access Specialist will review the request and request a follow-up meeting with the student. If the student is uncertain about navigating this process or has other concerns, he/she/they should contact Student Access. Please note it is the student's responsibility to request accommodations and to provide sufficient and appropriate documentation.  Students are strongly encouraged to contact Student Access upon enrollment at Vanderbilt University or as early as possible to initiate the accommodation request process.

For additional information on academic accommodations, transitioning to college, documentation guidelines, and other accommodations, such as those for housing, dining, or mobility, please visit the Student Access website. 

Absences & Coursework Adjustments – Dean’s Notification

A Dean’s Notification is provided to instructors when a student (1) has a serious illness, injury, or medical condition or treatment or (2) is involved in a personal matter necessitating supportive measures to restore or preserve access to the University’s educational programs and activities and (3) the situation is not reasonably likely to resolve immediately. An appropriate University official working directly with the student—including, but not limited to, staff from Student Care Coordination (SCC), the University Counseling Center (UCC), the Student Health Center (SHC), Residential Experience, Project Safe, and the Title IX Office—must determine the situation qualifies for a Dean’s Notification. Upon making that determination, the official will notify SCC or the Title IX Office, as appropriate, to coordinate with the student’s academic dean to formally request that instructors provide flexibility with coursework and/or absence policies. Alternatively, a student may directly request a Dean’s Notification from the appropriate academic dean who will apply the same analysis and make a determination. In doing so, the academic dean may consult with SCC.  It is the instructor’s prerogative to determine what, if any, adjustments are appropriate.

Dean’s Notifications are not reasonable accommodations as issued by Student Access, nor should they be used in lieu of a leave of absence. Dean’s Notifications generally expire two weeks after notice is sent by the academic dean to instructors. Flexibility for longer than two weeks should be evaluated by the appropriate academic dean in consultation with campus partners to determine if accommodations or a leave of absence is more appropriate. Supportive measures issued by the Title IX Office may be extended beyond the initial two-week period on a case-by-case basis.

Absences & Coursework Adjustments – Minor Illnesses & Routine Appointments

Vanderbilt University expects students to be honest with their instructors about their ability to attend class and/or complete course work and asks instructors to work with students on these issues. Therefore, the primary offices of the Student Care Network (SCC UCC, SHC, and Center for Student Wellbeing (CSW)) do not provide notes for minor illnesses or routine appointments that may lead to missed classes and/or a delay in completion of assignments. Instead, the primary offices provide students with cards documenting visits to their office, which student may use in discussion with their instructors regarding absences and/or missed work to demonstrate that they sought care. The reason for the visit and any details of minor illnesses or routine appointments are not provided on the card to protect the student's privacy. In addition, variability in how minor illnesses affect students prevents the primary offices from predicting when students will miss classes and/or assignments in response to such ailments. Honest communication between students and their instructors can better address these situations.

For more serious illnesses or medical emergencies resulting in absences or missed coursework, refer to the Dean’s Notification section.

Hospitalizations & Medical Emergencies – Notice to University

The University requires students to promptly meet with SCC when a student (1) is discharged after being transported to a hospital for emergency evaluation, (2) is discharged after being admitted (voluntarily or involuntarily) to a hospital for inpatient care, or (3) otherwise experiences a medical emergency in connection with which  follow-up treatment or discharge instructions are reasonably needed to support the student in living on campus or participating in an academic program.  Failure to meet with the SCC after notice of the required meeting will result in referral to either a Welfare Panel or Student Accountability, Community Standards and Academic Integrity.

Hospitalizations & Medical Emergencies – Emergency Notification

Vanderbilt may notify a student’s emergency contact or other appropriate parties of an emergency situation when it determines in its discretion that such a notification serves the interests of protecting the health or safety of the student or other individuals.

Emergency notification may be appropriate when, for example, a student is (a) admitted to the hospital, (b) leaves the hospital against medical advice, or (c) leaves the hospital without being evaluated after being referred by the University for threat to self, threat to others, or another comparable medical emergency.

Emergency contact information may be provided and updated in YES.

Types of Leaves 

Students who seek to leave the University after the term has begun must request a temporary leave of absence (LOA) through their individual academic dean’s office. The academic dean, in consultation with relevant campus partners, will determine the appropriate category of leave. If medical clearance is required to return, the student will be notified and must follow the MLOA process outlined in this section. Additional specific  policies related to withdrawal, leave of absence, and return from leave of absence are defined at the school level and can be found in the course catalog. Leaves may be extended at the discretion of each academic school.

Types of LOA include, but are not limited to:  

1. Personal: desire to travel, desire to work without academic credit, family challenges or caretaking responsibilities, or to take time off for any other reason except for such reasons that would satisfy the requirements for medical or financial leave as outlined below.
2. Medical:  a student’s physical or mental health condition(s) that significantly interferes with the student’s academic and personal success or causes them to be unable to function as a student.
3. Financial: when financial reasons prevent an individual from remaining a student.

There may be financial impacts of a withdrawal or leave of absence. Each year, the Office of Student Accounts posts the refund and withdrawal schedule to its website. Improper or untimely notification of withdrawal or leave of absence may result in academic and financial penalties.

Students on LOA should continue to notify the University of any changes in address via the Address Change application in YES.

Students on a leave of absence should understand that return from LOA is not guaranteed and is subject to conditions set forth by their individual academic schools as well as University requirements for a return from medical leave, if applicable. A student who fails to return at the completion of an approved LOA, or has failed to comply with the terms of the LOA, may be withdrawn from the University.

Medical Leave of Absence (MLOA)

A medical leave of absence (MLOA) should be taken when a student’s physical or mental health conditions significantly interfere with academic and personal success or causes an individual to be unable to function as a student. An MLOA is intended to provide students the opportunity to fully attend to their health and wellbeing. Student Care Coordination supports undergraduate students, graduate students in the Graduate School, and professional students in the Owen Graduate School of Management, Law School, Peabody College, School of Nursing, School of Engineering, Divinity School, and School of Medicine except for MD candidates navigate the process of taking and returning from an MLOA. The MLOA policy and process can be found on the Student Care Coordination (SCC) website.

During an MLOA:

• Students must demonstrate appropriate engagement with a medical and/or mental health provider(s) unaffiliated with Vanderbilt University until the provider(s) determines that the issue(s) that led to the leave have been adequately addressed and the student can successfully return to the academic environment. Note that Vanderbilt University Medical Center providers will be considered unaffiliated for purposes of this policy but should not be faculty within the School of Medicine who currently have or have had a role in evaluating the student’s academic assessment or promotion. SCC does not typically make specific recommendations of length or frequency of treatment. For a MLOA related to mental health, regular treatment generally consists of more than a few sessions and a student’s provider(s) may have specific recommendations for ongoing treatment to follow while on MLOA. 
• Students on MLOA will not be eligible for student services, including the University Counseling Center, the Student Health Center, and the Center for Student Wellbeing.
• Students can utilize services at Student Care Coordination for assistance with establishing care and support off-campus or with telehealth resources.

Insurance coverage while on MLOA:

• Students on the Student Health Insurance Plan (SHIP) who take a leave of absence within the first 31 days of the coverage period, will not be covered under SHIP and the full premium will be refunded, less any claims paid.  Students on SHIP who take a medical leave of absence at least 31 days after the start of the SHIP coverage period will remain enrolled in the SHIP plan until the end of the plan year.
• Students enrolled in SHIP the semester immediately preceding a leave may choose to enroll in a one-time extension of coverage for up to one year while on MLOA. Students wishing to extend coverage should complete and submit the Leave of Absence SHIP Enrollment application with a copy of their MLOA letter from their Dean during Open Enrollment to ensure timely enrollment. If you have questions, please reach out to Student Care Coordination (SCC) or SHIP@vanderbilt.edu.
• Students possessing health insurance through another carrier should confirm with their carrier that they will remain covered under their current policy if on a leave of absence and not enrolled in classes. Alternative coverage while on a leave of absence is available via: https://edusure.com/

Returning from a MLOA:

The process to return from a MLOA or a LOA that the University has deemed requires medical clearance for return is managed by Student Care Coordination (SCC). Students must submit all required documentation to SCC by the deadlines posted on the SCC website. Failure to submit all documentation by the established deadline may result in postponement of approval to return for a desired semester. Additionally, all students must meet with SCC for an MLOA Return Meeting before a determination for approval is made. During this meeting, students and their Care Coordinator will review recommendations from their treatment providers, review the Student Success Plan, and ensure support is in place for a successful return to campus.

To determine whether the issue(s) that lead to leave has been addressed sufficiently, the SCC, in consultation with the Academic Dean’s Office and other relevant campus partners will complete an individualized assessment and review all relevant information available, including, but not limited to, documentation from the student’s treatment provider(s) and the student’s understanding of their medical and academic readiness to return.

Students are permitted to register for classes for future terms prior to receiving approval from SCC to return to school. Undergraduate students should also register for and participate in relevant processes for on-campus housing for their intended semester of return. Registration for on-campus housing (undergraduate students only) and classes will be canceled if the necessary documentation is not received by the SCC by the established deadlines or approval is not granted.

Appeal Process:

If return from MLOA is not approved, students may submit an appeal of the decision in writing within one week of receiving notice of the decision by SCC. The written request must specify one or more grounds outlined below for appeal. General dissatisfaction with the decision of SCC is not considered grounds for an appeal. The written appeal should be submitted in Word or PDF format to deanofstudents@vanderbilt.edu and consist of no more than 3 double-spaced pages in 12-point font. Any medical documentation provided as part of the appeal is not subject to the page limit.

The grounds for appeal consist of the following considerations:

• No reasonable person conducting an individualized assessment of the available information could have reached such a decision absent bias
• New information not reasonably available at the time the MLOA documentation was submitted, which would reasonably be expected to affect the decision.
• Procedural irregularities sufficient to affect the original decision.

 The Vice Provost & Dean of Students or Dean’s designee (Dean of Students) will review the appeal and may consult with other appropriate campus partners. Upon completion of the review, the Dean of Students will issue a decision affirming, modifying, or reversing the decision to postpone return from MLOA. The Dean of Students decision is final, and no other appeals or grievance procedures are available.

Eligibility

Degree and non-degree seeking students (excluding Division of Unclassified (DUS) and Consortium students) enrolled in 4+ credit hours, a 0-credit research/dissertation course, or any other course that is considered to equate to full-time enrollment are automatically enrolled in and will be billed for SHIP underwritten by Aetna and administered by Academic Health Plans (AHP), unless they timely complete the online waiver process and are approved for a waiver. Information about the plan is available online at https://vanderbilt.myahpcare.com/.  In addition, students may email SHIP@vanderbilt.edu with questions.

Cost

The annual premium, which is approved each year by the Board of Trust, is billed to students through their student account. The premium is a separate charge from tuition.

Coverage Period

Coverage for students begins August 12 and extends through August 11 the following calendar year. If a student withdraws from school within the first 31 days of a coverage period, they will not be covered under SHIP and the full premium will be refunded, less any claims paid. After 31 days, the student will be covered for the remainder of the plan year providing plan premiums are paid, and no refund will be allowed. Graduating within 31 days of the start of the coverage period shall not be considered a withdrawal from school. Additional information regarding enrollment, waivers, graduation, and refunds is available on the Student Care Network website. Questions regarding student health insurance can be sent to SHIP@vanderbilt.edu.

Coverage Benefits

SHIP provides hospital, surgical, and major medical benefits. A brochure explaining the limits, exclusions, and benefits of the plan is available online at https://vanderbilt.myahpcare.com/ and on the Student Care Network website.  SHIP requires that SHC be the student’s primary care provider in Nashville, but will provide coverage for referrals to specialists when a referral is made by an SHC provider. SHIP does not require referrals for behavioral health.

Waiver of Insurance Plan

A student who does not wish to subscribe to SHIP must notify the University of comparable coverage under another policy. Comparable criteria coverage for domestic and international students is found at https://www.vanderbilt.edu/studentcarenetwork/waive/. Waiver of the student insurance plan does not affect eligibility for services at SHC. The online waiver process may be found online at https://vanderbilt.myahpcare.com/waiver. The insurance charge will not be waived if the online process is not completed by the applicable deadline outlined in the SHIP waiver policies. The waiver process must be completed each academic year.  Additional information about the waiver process may be found on the Student Care Network website.

Family Coverage

An additional premium is charged for family insurance coverage. An eligible student who wishes to provide coverage for his/her/their spouse and/or children, may do so at https://vanderbilt.myahpcare.com/. It is the student’s responsibility to enroll their eligible dependents each year. Dependents are not automatically enrolled.

Qualifying Events for Students and Dependents

Students who initially waive coverage can request to add coverage if they experience a qualifying event. Examples of a qualifying event include a) reaching the age limit of another health insurance plan, b) loss of health insurance through marriage or divorce, c) involuntary loss of coverage from another health insurance plan, and d) entering the United States of America. A qualifying event does not include a student who is seeking enrollment to gain access to a benefit that was exhausted under their private insurance plan. Coverage will be effective beginning the first day following the loss of coverage, and the charges will be added to the student’s account. Eligible dependents may also be added if the student experiences one of the following qualifying events: (a) marriage, (b) birth of a child, (c) divorce, (d) the dependent entering the country for the first time, or (e) the dependent losing coverage under another insurance plan. Requests to add coverage based on a qualifying event must be received within 31 days of the qualifying event. Forms received more than 31 days after the qualifying event will not be processed.

Student Wellbeing Interventions

Students who engage in conduct that endangers the health and safety of themselves or others, or who otherwise are unable to function as a student may, among other things, be expected to participate and make satisfactory progress in a program of medical/mental evaluation and/or treatment as a condition of continued enrollment.

The Student Care Network endeavors to assist students who are at risk for self-harm or harming others.  However, the University, in its discretion, may require the immediate withdrawal of a student when, following an individualized assessment, the University determines the student poses a direct threat to themselves or others or who otherwise is unable to function as a student.  Students who withdraw—voluntarily or involuntarily—under these circumstances, will be able to reenroll following a finding by the University that the condition(s) for reenrollment have been met.

The University maintains two primary means of institutional review for assessment and implementation of this intervention process: the CARE Team and the Welfare Panel.

Campus Assessment, Response, and Evaluation (CARE) Team

The Campus Assessment, Response, and Evaluation (CARE) Team is a multidisciplinary team of campus professionals (faculty and staff) dedicated to a proactive and collaborative approach for the prevention, identification, assessment, and management of challenges impacting students’ academic and personal success. The purpose of the CARE Team is to facilitate purposeful information sharing regarding students of concern and where a thorough or extensive collaborative support strategy may be needed. Students are discussed in CARE Team meetings with the intent of creating appropriate and individualized support plans for each student. The CARE Team meets regularly during the academic year. More information about assisting students of concern and submitting a student of concern report can be found SCC webpage.  

Welfare Panel Overview

A Welfare Panel will be convened by the Vice Provost for Student Affairs and Dean of Students or Designee (Dean), when the Dean, through an individualized assessment, determines that a student (1) is a danger to the health and safety of themselves or others or (2) is otherwise unable to function as a student and (3) the inclusion of treatment recommendations or evaluations may be beneficial to stop the concern and prevent its reoccurrence in addition to outlining behavioral expectations or actions. The Dean may place a student on an interim restriction(s) effective until the Welfare Panel has made a final decision on the Intervention Plan or determined reasons for imposing the interim restriction(s) no longer exist.

A Welfare Panel is comprised of individuals who would provide for an individualized assessment of the situation and the student. The composition of the Welfare Panel in any individual case is set by the Dean.   The Welfare Panel may consult with the Office of the General Counsel.

Determination

After a Welfare Panel has been convened, the Welfare Panel may make additional requests for information, which can include, but are not limited to, requesting the student be assessed by the UCC or another health provider. Using well-reasoned judgment and taking into account the individual circumstances, the Welfare Panel will enact an individualized assessment and plan (Intervention Plan) that addresses whether a student (1) may remain enrolled without conditions, (2) may remain enrolled with conditions that are to be described in writing, or (3) should or must take a leave. 

In making a decision about the contents of an Intervention Plan, the Welfare Panel will consider available relevant information. When appropriate, the student may be asked to sign a health records release to authorize direct communication between and among the Welfare Panel and the student’s healthcare provider(s). If a student declines to provide requested information and/or authorizations, the Welfare Panel will make their determination after considering the available relevant information.

Notice of and Response to Intervention Plan

When the Welfare Panel has determined the expectations for the Intervention Plan, the Dean will provide prompt notice to the student in writing and may attempt to meet with the student to outline the Welfare Panel’s expectations.

If the student agrees to the Intervention Plan, the process is deemed concluded and SCC will monitor compliance. If the student does not comply with expectations, the process may be reopened.

If the student disagrees with the Intervention Plan, the student will have three (3) calendar days to propose an alternative plan, which should be supported and endorsed by a licensed medical professional unaffiliated with Vanderbilt University (Note: Vanderbilt University Medical Center providers will be considered unaffiliated for purposes of this policy but should not be faculty within the School of Medicine who currently have or have had a role in evaluating the student’s academic assessment or promotion). The student may request an extension in writing within the three-day window for good cause, which the Dean will review to determine if the extension is appropriate.

If the student submits an alternative plan, the Welfare Panel will weigh the additional information before finalizing its Intervention Plan. Greater weight will be given to an alternative plan supported and endorsed by a licensed medical professional unaffiliated with Vanderbilt University (as defined above) with such an understanding of the student’s collateral information as to provide an individualized assessment. If no alternative plan is submitted, the original Intervention Plan will be considered agreeable, the process is deemed concluded, and SCC will monitor compliance. The Welfare Panel has final discretion on the Intervention Plan and may, in its discretion, reject any and all portions of an alternative plan supported and endorsed by a licensed medical professional unaffiliated with Vanderbilt University.

Medical Leaves of Absence as Part of Intervention Plan

If a medical leave of absence (MLOA) is indicated by the Intervention Plan, the student will typically be given the opportunity to take the leave voluntarily. If the student declines to take a voluntary leave, the Welfare Panel, in its discretion, has the authority to place the student on an immediate mandatory leave. When a student takes a voluntary or mandatory MLOA under this policy, the Welfare Panel will determine any conditions for reinstatement on an individualized basis and communicate this information to the student in writing in addition to requiring the student to complete the MLOA return process outlined in this section.

If a student begins a voluntary or mandatory MLOA after an academic semester has begun, the student’s registration will be canceled. The student’s tuition will be refunded as provided in the Tuition Refund Schedule. A student on a voluntary or mandatory leave may register for classes for the semester they anticipate they will return to, however, registration may be cancelled if return from leave is not approved. MLOAs are approved by the Welfare Panel through Student Care Coordination. A student’s transcript does not denote a leave of any type (voluntary or mandatory).

Isolation and Quarantine

Vanderbilt University must enforce public health mandates as required by public health authorities, and may also follow VUMC and SHC recommendations when the University determines them to be in the best interest of the Vanderbilt community and the public. Based on the aforementioned mandates and/or recommendations, the University may issue directives to students regarding isolation and/or quarantine. As a result, among other needed interventions, students in campus housing, or students traveling as part of Vanderbilt programs or activities, may be required to relocate so that appropriate isolation and/or quarantine can be accomplished. Failure to comply with University directives may result in corrective action through the University’s accountability process.

Immunization Requirements

The State of Tennessee requires certain immunizations and tuberculosis screening for all students (undergraduate, graduate, and professional). Students not in compliance with these mandated immunizations and tuberculosis screening will NOT be allowed to register for classes. Waivers for required immunizations may be granted for religious or medical reasons. Waiver requests are reviewed by SHC and Equal Opportunity and Access or Student Access. Instructions for providing waiver request documentation can be found on the immunizations requirements website.

Immunization requirements include:

• Meningococcal meningitis vaccine (one injection after age 16) for all incoming students living in on-campus housing.
• Measles, mumps, and rubella (2 injections) for all incoming students. 
• Varicella vaccine (two injections) for all students who have not had documented chickenpox.
• Tuberculosis screening, which includes an on-line risk assessment followed by blood testing or skin testing, when indicated

All incoming students must upload a Student Health Center Immunization and Tuberculosis Screening

Requirements form. Instructions and further information are located on the immunizations requirements website. The completed Immunization and Tuberculosis Screening Requirements form must be uploaded to SHC’s immunization portal. The form also collects important health history information that enables SHC staff to better serve individual student needs.

The University encourages all students to receive COVID-19 vaccinations and booster(s).  However, it is not required for the general student body.  Students in healthcare fields (School of Medicine and School of Nursing, for example) may be required to satisfy the vaccination requirement of their clinical site(s) in order to participate in activities at the clinical site(s), including at Vanderbilt University Medical Center (VUMC).