Email from Patricia Helland, Associate Dean of Students, to student groups, August 9, 2012

From: “Helland, Patricia Anne” <patricia.a.helland@Vanderbilt.Edu>
Date: August 9, 2012 5:12:33 PM CDT
To: Redacted
Re:  New Policy

Dear Redacted,

Because you are a leader in a student organization that did not complete the registration process for the 2012-13 academic year, I want to share some important information with you. I am pleased to announce a policy permitting nonregistered groups to meet on campus under certain conditions. I have attached the policy and encourage you to read it thoroughly and let me know if you have any questions.

Some key points to note:

  • The facilities will typically be provided at no cost, excluding set up, housekeeping, audio visual and plant operations services. (Please note that certain facilities do carry rental charges, such as Langford Auditorium.)
  • Nonregistered groups may not promote or present themselves as affiliated with Vanderbilt and they may not use the Vanderbilt name. Any questions regarding use of the Vanderbilt name should be directed to the university’s Trademark Licensing office.
  • You must submit names of designated student contact persons and requested information about support staff that is unaffiliated with Vanderbilt to Courtney Salters. She will notify Reservations and Events if your nonregistered group is approved to reserve rooms.
  • Like many other higher education institutions, post-Penn State, Vanderbilt has enhanced its efforts to ensure student and child safety. In addition to background checks conducted for Vanderbilt employees, including Dean of Students staff, any unaffiliated support staff for nonregistered groups will be subject to a criminal background check conducted by Vanderbilt. Human Resources will conduct the checks.

This policy was developed to allow nonregistered student groups who meet certain criteria to begin reserving rooms through the Office of Reservations and Events beginning Monday, August 13. We will convene periodic meetings to review the policy for any needed revisions, and we will appreciate you feedback.

We are all looking forward to the start of the school year and hope you have a safe return to Vanderbilt.

Pat Helland

Patricia A. Helland, Ph.D.
Associate Dean
Dean of Students
Vanderbilt University
Sarratt Student Center, Suite 310
615-322-4360 (office)
615-343-3702 (fax)

Schools: Vanderbilt University Cases: Vanderbilt University: Refusal to Approve Constitutions of Student Groups that Require Leaders to Share Beliefs