YOUR FIRST STEP IN LEADING YOUR STUDENT ORGANIZATION

Sponsored by the Office of Student Organizations & Anchor Link

OFFICE OF STUDENT ORGANIZATIONS & ANCHOR

LINK

Courtney SaltersDirector

Lori MurphyProgram Coordinator

Whitney EzellProgram Coordinator

Clay McCulloughGraduate Assistant

Julia CollinsUndergraduate Student Staff

Ariana Fowler

Undergraduate Student

Staff

Shreya Shanker

Undergraduate Student Staff

AGENDA

• Managing Your Student Organization

• Event Planning • Reservations and Events• Finances and Policies

MANAGING YOUR STUDENT ORGANIZATION

MEMBERSHIP RECRUITMENTTabling

Student Involvement Fair

Tri-fold boards Giveaways/Games Track Attendance!

• Swipe or record e-mails• Invite to join your

group on Anchor Link afterwards

• Add to listserv

MEMBERSHIP RECRUITMENTFall Interest Meetings

– Invite members through Anchor Link using their e-mails from your attendance list

COMMUNICATION METHODSAnchor Link Messaging

• E-mails• Text Messages• Relay Messages

Listservs• Submit a tech

request on Student Orgs website under “Quick Links”

• Fall Interest Meetings

INTEGRATE YOUR WEB PRESENCE

• Fall Interest Meetings

It is easy to reach...1. Your existing followers & fans via

social media AND2. Prospective new members & other

students via Anchor Link ...without duplicating your work!

Simply click these icons to post your event to your

Facebook or Twitter accounts

DOCUMENTS & RECORDS• Meeting

Minutes• Executive

Board Documents

• Budgets• Your Center #Organizations can create folders,

rename, move, and grant permissions to the public,

anyone on campus, organization roster, or specific positions

DOCUMENTS & RECORDS• Contact

Information• Event Plans

& Evaluations

• Fliers, Graphics, & Logos

ELECTIONS & POLLS

APPLICATIONS & FORMS

Forms have approve or deny functionality

Form results can be viewed three ways:

• Within the site• Individual PDFs• Excel Export

APPLICATIONS & FORMS

WHY TRACK ATTENDANCE?

• Required for all AcFee funded events• Required for any events included in

My Vanderbilt Experience or My Greek Experience

• Evaluate the success of your programs

• Capture names & e-mail addresses of attendees

HOW TO TRACK ATTENDANCE• Card Readers• E-mail Addresses • Invitations or RSVP List

CARD READERS• Purchasing

– $50 one-time fee– Can be paid for with AcFee funds

• Checking Out – Free– Your adviser or department might

have one available– Sarratt 339 card readers available to

anyone• Reserve on the Anchor Link home page• One week prior to your event

EVENT PLANNING

EVENT PLANNING

Make sure to reserve your space through Virtual EMS

EVENT PLANNING

EVENT PLANNING

BenefitsPublicityAvoiding date

conflictsAttendance

trackingInvitations &

RSVPsHistorical recordsStreamlined PR

{Google Calendar, University Calendar, Social Media}

RequiredEvents funded by AcFee

Events with special requests

{Plant operations, security, sound amplification, Ticketmaster sales}

Appearing in Weekend@Vandy

Register the event in Anchor Link

EVENT PLANNINGEvents with Specific

Requests

EVENT PLANNING Events with Alcohol Organizers of the event must meet the

following requirements Complete the Host Responsibility

Training Provide, free of charge, alternative

beverages and food while alcoholic beverages are available

Check identification Register event in Anchor Link

Includes off-campus events Three weeks prior to the event date

ALCOHOLNotices, posters, flyers, banners, etc., may NOT use logos or trademarks of alcoholic

beverages, or mention or refer to alcoholic beverages or their availability at an event.

“B.Y.O.B.,” as shorthand for “Bring Your Own Beverage,” may be used on postings, etc., for events that have been registered

B.Y.O.B. during the event registration process.

Handbook!

EVENT PLANNING

Check out a card reader by filling out a form on Anchor Link

P-Cards [Reserve through affiliated office or

email dospcard@Vanderbilt.edu]

Tax Exempt [Certificate here]

EVENT PLANNING Use of Vanderbilt Name or

Trademarks on T-Shirts and Other Promotional Items

Step One: Fill out an online Merchandise Request Form

Step Two: Place your order with a licensed Internal Campus Supplier.

Create a personalized order-www.vandypromos.com

ADVERTISING & PR DOS

• Anchor Link • Weekend@Vandy• Bulletin Boards• Tabling • Table Tents • Banners by The Wall• Outdoor fliers

ADVERTISING & PR DONTS

• Chalking• Stakes in the ground

• Nailing or stapling fliers to trees

RESERVATIONS & EVENTS

RESERVATIONS & EVENTS

Angela CovingtonKaren Burnett

Jess BosticMorgan CoslowJordan Hajacos

Sarratt Student Center, Suite 189 Monday-Friday, 8am-5pm

reservations@vanderbilt.edu322-2448

SPACES• Student Centers• Academic Space• Outdoor Spaces• Chapels• Langford• Tables

SERVICES

• Box Office/Ticketmaster• Production Services• Coordinate with Plant

Operations, VUPD, Traffic & Parking – Request these services when you

register your event in Anchor Link

HOW CAN I BOOK SPACE?

• Virtual EMS• Phone: 322-2448• Email:

reservations@vanderbilt.edu • Location: Sarratt 189

RESOURCES & STORAGE• The Anchor

– Banner painting room—free supplies

– Student Organization Mailboxes• Contact studentorganizations@vanderbilt.edu

if you want a mailbox

• Storage Space – Contact Eric Sneeden

FINANCES& POLICIES

CENTER NUMBER• Your Center Number is your

organization account number– Use for deposits & expenditures– New centers accessible in Documents on AL

FINANCE ACCOUNT ACCESS• University Accounting

System Center number

Used for deposits and expenses Account number

Code describing expense or deposit

Electronic Access to the account Email

greg.swanson@vanderbilt.edu & “cc” your adviser

Name of the group, Center Number, and who needs access

PURCHASING Forms of Payment

• Procurement Card (P-card): a credit card issued by Vanderbilt for the purpose of paying for expenses related to Vanderbilt departments and student organizations

• Check Request: a form used to pay outside vendors, reimburse an individual expense, or reimburse non-travel related expenses

• 1180: used by Rand & Campus Copy; can also be used for co-sponsorship; our office can facilitate electronic transfer

• Travel Reimbursement: Student Travel Form available in Sarratt 207 is used for reimbursing travel related expenses

Forms available in 310 Sarratt

TAX EXEMPT• A RSO is considered to be a part of

Vanderbilt and is therefore tax exempt

• To make a purchase you must have the Tax Exempt Certificate with you at the time of the purchase whether you are using your own money or the p-card

• If you use your own money, you will not be reimbursed for taxes you paid on supplies for your organization

ADVISER’S ROLE | FINANCES• Authorize spending by signing

1180s and check requests or delegate signature authority to a secondary adviser Please note: could be a business

officer’s signature• Authorize purchases by filling out

accounting paperwork• Reconciling monthly accounting

reports (electronic access to accounts) or delegate to student members or secondary adviser

ACFEE & OTHER FUNDING• New Organization Start Up Funding - $250 • AcFee (Student Activity Fees)• Member Dues• Fundraising

• Suggested Donations• Department Funding

– DoS Co-Sponsorship Form• Co-Sponsorships

• VSG Co-Sponsorship Form• VSG Collaboration and Innovation Fund• VPB Co-Sponsorship FormnAnchor Link

ACFEE COMMITTEE

AcFee Chair14 VSG Members and

Students-at-Large DOS Staff

PROGRAMMING10 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

SERVICE60 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

CULTURAL35 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

SPECIAL INTERESTII

40 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

ARTS18 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

AcFee Allocation Structure

RELIGIOUS15 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

SPECIAL INTERESTI

40 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

POLICIES

• Registration and new org policies

• Protection of Minors

• Travel

• Contracts

• Fundraising

REGISTRATION AND NEW ORG POLICIES

• Student organizations must

reapply for registration annually

• Need current membership roster

and constitution and/or bylaws

• Three time frames:August 1- September 1 November 1- November

20 March 1- April 15

Re-Registration

New Org Registration

PROTECTION OF MINORS• POM

• 2 levels of compliance– Protections of Minors 101– Criminal Background Check

• What level of compliance is needed?Is the event considered a public event?Will the parents of the minors be in attendance?Will the event be on or off campus?Will the event be supervised by a third party?

TRAVEL

Students engaged in co-curricular travel in Davidson or one of the

contiguous counties (i.e. Williamson, Rutherford, Wilson, etc.),

are not required to fill out a travel form unless it is an overnight trip.

TRAVEL• Travel

• Liability Concerns: students agree to hold the University harmless, as participation is voluntary

• In general, when student organizations participate in travel outside of Davidson County or one of the contiguous counties, a travel form is required (adviser’s signature is required)

FUNDRAISING

• Fundraising Off Campus Form-Fundraiser/Solicitation Options

• Restaurants• Corporations• Parents and Alumni

CONTRACTS

• Contracts In most cases, Vanderbilt provides their own

contract for services Must be processed and signed by the Dean of

Students or Disbursement Services Contact Annetta Pickett:

annetta.pickett@vanderbilt.edu; 322-2471

Do not sign!

RESOURCES & HELP• Anchor Link:

– Resources website- vanderbilt.edu/anchorlink– Email- anchorlink@vanderbilt.edu

• Student Organizations– Website - vanderbilt.edu/studentorgs-anchorlink– E-mail- studentorganizations@vanderbilt.edu

• Student Handbook– vanderbilt.edu/student_handbook

• Reservations & Events– Website- vanderbilt.edu/studentcenters

QUESTIONS?