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  • eDog Guide | Student Organizations | Dean of Students | Vanderbilt University
    there follow these steps 1 Follow this link to find the eBiz homepage 2 Select the eDog option as pictured below 3 The link will take you to this General Ledger Data Menu as pictured below Account Fund Balance To find out how much money is in your account look at the Monthly Accounting Reports tab Follow these steps 1 Select Monthly Accounting Reports on the General Ledger Menu pictured above 2 The Monthly Accounting Reports page will come up see image below Highlight the center number for your organization You will only see organizations for which you have access 3 Choose the fiscal year you want to be in Vanderbilt has a July June fiscal year FY15 July 2014 June 2015 FY16 July 2015 June 2016 4 Choose the month you want to look at 5 Scroll down and highlight report MD90B Center Funds Balance Report 6 Click Submit 7 The report will appear as a downloaded Word document 8 Open it and look for the line titled Total Fund Balance A minus sign after the number indicates a positive cash balance I f there is not a dash that means there is a negative balance Detailed Transaction Data To view all transactions and trace how your organization s money was spent you will need to review the Detailed Transaction Data Follow these steps 1 When at the General Ledger Data Menu select the Detailed Transaction Menu option Here you can access every transaction your organization has made during any fiscal period going back around 10 years 2 Highlight the center number for your organization You will only see organizations for which you have access 3 Choose the fiscal year you want to be in Vanderbilt has a July June fiscal year 4 Choose which monthly data you want

    Original URL path: http://www.vanderbilt.edu/studentorgs-anchorlink/finances/edog-guide (2016-02-16)
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  • Fundraising | Student Organizations | Dean of Students | Vanderbilt University
    If the Vanderbilt mark is printed in any way must be approved through Trademark and Licensing Students must used an approved vendor Vanderbilt University will not approve the use of its name or marks to promote the following products tobacco controlled substances sexually oriented products alcohol religious products bathroom articles or games of chance Note If you use AcFee funding to purchase t shirts for raise funds for an outside organization you can only donate the amount raised over the amount spent in AcFee funding Fundraising Off Campus All Student OFF campus fundraising efforts must be approved by the Dean of Students or designee and the Offices of Annual Giving Gift and Donor Services or Corporate and Foundation Relations as needed Before fundraising off campus please fill this form out completely and allow 10 business days for final approval Local Restaurants Fundraising events in limited service restaurants i e bars as defined by Tennessee statutes or at any location where money is collected at the door or through any other arrangement with an establishment involving financial transactions that circumvent the University s accounting system are prohibited Partnerships with other restaurants to benefit student orgs is allowed Corporations The Office of Annual Giving helps to determine whether funds donated are gifts to Vanderbilt tax deductible or not based on whether the company receives a benefit for participating The Office of Annual Giving also processes gifts to Vanderbilt and receives checks for student organizations The memo must mention the RSO s name and center number Other donations can be deposited directly into the group s account using the RSO Deposit Form Fundraising Do s and Don ts These regulations apply to the sale or distribution of goods and services as well as the solicitation for promotion of and advertising of any item program charity or service DO General Guidelines Do comply with local licensing laws and University trademark and licensing policies Do get authorization from the Office of the Vice Chancellor for Administration prior to the sale or newspapers and newsletters Do sell or solicit sale of event tickets by members of a registered student organization Do distribute items for a suggested donation as long as the funds raised are for the use of the organization and are deposited into the organization s University account Co Sponsorship funding Do prepare budget to allocate funds for specific needs Do participate in the Activity Fee allocation process Do contact each group or office VSG VPB and select departments within the Dean of Students Office separately to apply for co sponsorship funding Dues Ticket Sales and On Campus Fundraisers Do charge membership dues and admission to events Do hold drawings for door prizes awarded to ticket holding participants at an event Do secure approval from Dean of Students to sell or deliver items door to door in campus residences Do make arrangements with the Sarratt Box Office for Ticketmaster Setup to sell event tickets using the Commodore Card Service Auctions Do specify specific services offered

    Original URL path: http://www.vanderbilt.edu/studentorgs-anchorlink/finances/fundraising (2016-02-16)
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  • Frequently Asked Questions | Student Organizations | Dean of Students | Vanderbilt University
    a check is being deposited you will need to write the following in the Endorsement area on the back of the check Name of the RSO Account Number RSO Center Number 10 digit center number Mark Leners will keep one deposit form and initial the second one for your records as proof of deposit After 4 00 PM staff at the Sarratt front desk can initial your RSO Deposit Form and place the deposit in the safe for processing the next business day 3 How do I pay for expenses associated with my organization Organizational funds can be used to pay for expenses related to organization activities This includes expenses from within Vanderbilt and expenses associated with outside vendors Expenses are generally associated with organization events meetings and programs Student organizations can pay for things in three primary ways Procurement Card P card A P card is a credit card issued by Vanderbilt for the purpose of paying for expenses related to Vanderbilt departments and student organizations P cards may be checked out through a variety of offices Please contact your advisor to identify the affiliated office for the student organization to check out a P Card If you have any questions please contact studentorganizations vanderbilt edu For a list of office contacts responsible for the P card check out process view P Card Office Contacts Check Request A check request is a form available in Sarratt 207 or 339 used to pay outside vendors reimburse an individual expense or reimburse non travel related expenses Fill out the check request completely state the date the purpose and the location of the event for which the purchase was made When preparing a check request an account number needs to be assigned to the amount being paid Account numbers can assist organizations with the process of defining their expenses Below is a listing of the most frequently used revenue and expense accounts Attach the Invoice and W 9 both required Have the check request signed by the student organization s advisor Bring completed check request to Sarratt 207 or Sarratt Front Desk for processing Check Request to pay for Speakers and Performers When bringing a speaker or performer to campus a student organization must utilize the Vanderbilt Performers Agreement template available from Annetta Pickett in Dean of Students Arts Campus Events Once the agreement has been completed and signed by both Vanderbilt procurement and the performer a check request will be utilized to facilitate payment Requests for speakers or performers should be made at least 3 weeks in advance Travel Reimbursement Student Travel Form Reimbursement for travel related expenses is facilitated with the use of the Student Travel Form available in Sarratt 207 A travel form should be completed prior to any student organization trip Upon completion a student requesting reimbursement of travel expenses should work with their advisor or Dean of Students contact to complete the travel reimbursement section of the Student Travel Form Completion of the travel form requires the

    Original URL path: http://www.vanderbilt.edu/studentorgs-anchorlink/finances/financial-guidelines (2016-02-16)
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  • Advisors | Student Organizations | Dean of Students | Vanderbilt University
    a secondary advisor often another staff member or department secretary Authorizing Procurement Card P card purchases Reconciling monthly accounting reports electronic access to accounts or delegate to student members or secondary advisor Authorizing student organization travel Acting as an interpreter of University policies that govern registered student organizations Approving registration paperwork and encouraging groups to review and update their Constitution annually PROVIDING GUIDANCE AND ADVICE Clarifying advisor roles to group members in order to have a shared understanding of responsibilities Providing guidance in planning programs and events Motivating the group in setting annual organizational goals Informing officers about leadership development opportunities such as conferences workshops and scholarships Guiding officers in the maintenance of accurate records and bookkeeping Attending meetings occasionally or frequently depending on agreed upon responsibilities Consulting the Office of Student Organizations and Anchor Link for advice guidance and more information at studentorganizations vanderbilt edu LIABILITY CONCERNS An advisor acts on behalf of the University and is expected to exercise that responsibility reasonably diligently and in good faith The type of liability or risk varies greatly depending on the type of organization being advised and the type of activities planned by that organization Some suggestions to guide advisors are below Advisors should anticipate risks which may arise out of any decision or situation as activities might create a liability for the University Risk can be minimized when appropriate precautions are taken well in advance It is important to be aware of University policies and regulations as they affect student organizations Advisors should be familiar with the Student Handbook particularly those sections that apply to community life student organizations and guidelines for organizational activities The Student Organizations and Anchor Link staff can also serve as resources for advisors and their student organizations Advisors should be aware of and act in

    Original URL path: http://www.vanderbilt.edu/studentorgs-anchorlink/advisors (2016-02-16)
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  • Important Topics | Student Organizations | Dean of Students | Vanderbilt University
    the most updated information on AcFee allocation please go to the VSG AcFee website Other Funding A limited amount of additional AcFee funding is available for new or unique initiatives from existing RSOs or for new organizations not able to apply for AcFee through the AcFee Contingency Fund The form is available on the VSG Anchor Link page Vanderbilt Student Government VSG Co sponsorship VSG has a limited amount of co sponsorship funding available to RSO s for program initiatives The form is available on the VSG Anchor Link page Vanderbilt Programming Board VPB Co sponsorship The VPB Co Sponsorship application is available on the VPB Anchor Link page Graduate Student Council GSC The Graduate Student Council has a limited amount of funding available specifically for graduate student organizations Contact the GSC President at gsc vanderbilt edu for more information An organization can collect money through fundraisers dues ticket sales and similar activities Funds cash and checks collected in this manner should be deposited as soon after collection as possible To make a deposit into the Registered Student Organization s center number students should fill out the RSO Deposit Form on Anchor Link top Sale Solicitation Fundraising According to the Student Handbook facilities of the campus including Alumni Hall Rand Terrace Sarratt Student Center Rand Hall The Student Life Center The Commons Center The Kissam Center Vanderbilt Stadium the Recreation and Wellness Center and Memorial Gymnasium 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 Arrangements for sale of event tickets through the Sarratt Box Office may be made through the Office of Reservations and Events 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 top Licensing Reproduction of all logos names slogans symbols and seals associated with and used by Vanderbilt University are trademarks and therefore represent exclusive property of the University Student organizations need to work with the Office of Trademark Licensing before reproducing these images on products e g T shirts mugs promotional giveaways In order to begin the process student organizations need to fill out the Merchandise Request Form which is available on the Office of Trademark Licensing website top Protection of Minors Both students and student organizations must comply with the University s protection of minor s policy Both the policy and the process for compliance and implementation can be found on the Risk Management website top Organization Registration The University regulates the campus activities of organizations and groups whose activities relate to the University s educational and service purposes The Office of Student Organizations and

    Original URL path: http://www.vanderbilt.edu/studentorgs-anchorlink/advisors/important-topics (2016-02-16)
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  • Frequently Asked Questions | Student Organizations | Dean of Students | Vanderbilt University
    information and a roster of student travelers to the Vanderbilt University Police Department and the Office of Housing and Residential Education Any student who wishes to travel on behalf of or as a representative of Vanderbilt University or any registered student organization must receive written authorization in advance from the appropriate dean see also the section entitled Universal Waiver in Chapter 1 Policies and Regulations 5 What constitutes travel When do students need to fill out a form Students engaged in co curricular travel in Davidson or one of the contiguous counties are not required to fill out a travel form unless it is an overnight trip For example organization members who are running errands picking up materials from local merchants or participating in monthly service activities do not have to fill out a travel form However if a student organization is planning an overnight retreat in one of the contiguous counties i e Williamson Rutherford Wilson etc then a travel form is required In general when student organizations participate in travel outside of Davidson County or one of the contiguous counties a travel form is required Please note that an advisor s signature is required on this form 6 What s the policy of students traveling where alcohol could be consumed When students travel the same alcohol policies apply as they would for on campus events 7 What if a student organization interacts with minors Student organizations are asked about their interaction with minors in the student organization registration process If a student organization begins to work with minors the executive board and advisor should implement this change into the constitution In order to be in compliance with University policy student organization leaders coordinating programs and or events involving minors will need to complete the training module Protection of Minors 101 In addition all events must be registered in Anchor Link If there is supervision from a third party i e tutoring students at a local school student organization members will just need to complete the training module However if there is not supervision from a third party all student organization members will need to complete the training module and a background check Please reach out to Laura Poglitsch laura poglitsch vanderbilt edu for further questions 8 Should I attend student organization meetings and events Advisors have the unique opportunity to help with the growth and development of students to add to the continuity of the group as members graduate and to facilitate conversations around the organization s mission and purpose Advisor roles may differ depending on the student organization but the hope is that each advisor will remain in regular contact with the organization Some advisors play active roles by attending meetings working with officers and assisting in program development Other advisors might be less involved in the organization but should still be informed about University policy regarding student organizations Most advisors have significant experiences and knowledge that can be useful to student organization goal setting group effectiveness

    Original URL path: http://www.vanderbilt.edu/studentorgs-anchorlink/advisors/frequently-asked-questions (2016-02-16)
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  • ASCEND | Student Organizations | Dean of Students | Vanderbilt University
    semester long cohort based program for juniors who are rising leaders in their student organizations governing councils and athletics teams This program will focus on Developing skills that will allow students to become more impactful leaders in their current and future roles Providing opportunities for self evaluation and reflection Offering strategies to improve peer accountability within organizations Building critical relationships among student leaders to promote collaboration and address larger campus issues Time Commitment Students will meet biweekly on Tuesday evenings from 6 00 7 30pm throughout the fall semester On the weeks they are not meeting students will be asked to engage in an activity on their own time such as reading reflection self assessment or a collaborative project Congratulations to our Fall 2015 Cohort We had a fantastic group of 13 students start and complete the ASCEND program These student leaders represented a diverse range of student organizations across Vanderbilt s campus and will continue to make a huge impact in their student organizations and the greater Vanderbilt campus Thanks to Caley Caito Taylor Gutierrez Ariana Fowler Kevin Calamari Allee Smith Annie Carforo Maggie King Jennifer Chou Jude Cohen Musbah Shaheen Joe Zehentbauer Courtney Squires and Benjamin Kitchens for participating and presenting fantastic capstone presentations What do your peers think about ASCEND ASCEND was the first time in my life that I was encouraged not to lead or perform but rather to sit down and think about how I lead and how I perform That space for reflection was critical in recognizing my flaws and honing my skills as a leader This was absolutely a fantastic program and I am so happy I got to be a part of it Thank you I loved hearing about leadership from real world leaders at Vanderbilt and beyond when else can you

    Original URL path: http://www.vanderbilt.edu/studentorgs-anchorlink/ascend (2016-02-16)
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  • Presidents’ Roundtable | Student Organizations | Dean of Students | Vanderbilt University
    by Vanderbilt Student Government and the Office of Student Organizations and Anchor Link took place on Monday August 24th at the Nelson Andrews Leadership Lodge with approximately 100 students in attendance The purpose of the Presidents Roundtable was to provide a platform for student organization presidents to network collaborate and help identify priorities for the Vanderbilt student community The Presidents Roundtable created a space for campus leaders to dialogue about current issues produce strategies for partnerships across organizations and establish a vision for the 2015 16 academic school year in conjunction with Vanderbilt Student Government Students had the opportunity to hear from Dean Mark Bandas who discussed the reorganization of the Dean of Students Office Dean Vanessa Beasley the keynote speaker focused her presentation on three guaranteed steps to better collaboration show up pay attention and don t get too attached to the results In expanding upon the last point Dean Beasley argued that modern campus culture sends the message of we are what we achieve However as a leader you will inevitably fail and you will fail publicly Are we embracing moments of failure as opportunities to grow As leaders we must be attached to the value of the process as much or more than the result You must have new ideas and be willing to take risks related to those ideas in order to foster change Dean Beasley s message on collaboration set the tone for a growth mindset in seeing challenges as opportunities on campus Following Dean Beasley s talk Jackson Vaught VSG s Speaker of the Senate and Lizzy Shahnasarian VSG s President led a group activity focused on setting an agenda for the school year After each of the twelve tables presented their group s agenda items the students agreed on 5 overarching agenda items

    Original URL path: http://www.vanderbilt.edu/studentorgs-anchorlink/presidents%e2%80%99-roundtable (2016-02-16)
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