Student Organization Leader Guide

The Student Organization Leader Guide is to be used as a guide to assist students in planning their organizations academic year. The information provided in The Leader Guide is not intended to be all-inclusive and does not constitute a contract. Please check back frequently to ensure your organization is following proper procedures.

Year at a Glance

DateEvent
JanuaryStudent Org Elections
JanuaryNew Student Organization Registration Window
January 29- March 3Student Organization Funding (SOF) application open
February VBA Elections 
March 1 Admitted Students Day Student Org Fair
March 25-29Training for New Leaders with Student Affairs 
April 5Admitted Students Day Student Org Fair
April 15Deadline for Re-Registration in Anchor Link

Deadline to Update Rosters in Anchor Link
SummerSummer Office Hours/Virtual Trainings
AugustNew Student Organization Registration Window
SeptemberEngage Sessions hosted by VBA
Please note, these dates are subject to change. Any changes will be communicated via email to the Org Leaders listserv.

Resource Bank

Please note: The resources linked below are there to assist in quick access. They DO NOT excuse student org leaders from familiarizing themselves with the entirety of this Leader Guide, which provides a holistic and thorough overview of Law School student org leaders' duties, AND the University Student Org Handbook.

Resources

Elections

Elections for all Law School Student Organizations begin promptly at the start of the spring semester in January and finish no later than January 31. This timing is important for all organizations to adhere to for three main reasons:

  1. This timing allows for better continuity between outgoing and incoming leaders. Newly elected officials will spend the spring shadowing their predecessors and learning the ins and outs of their roles before officially taking over in May.
  2. It ensures orgs have additional support with year-end duties such as applying for SOF funding, re-registering in Anchor Link, planning and staffing year-end events, etc.
  3. It boosts rising 2Ls during OCI in February to be able to speak to their elected leadership positions for the upcoming year.

Only orgs with written approval are exempt from this timing.

Communication

  • Manage Your Roster

    Officers are responsible for managing your organization’s Roster in Anchor Link. Requests to join your organization must be approved, so make sure one or more officers are approving requests regularly.

    To view your Roster, go to your organization’s Anchor Link page and click on Manage Organization at the top, then Roster on the left side. Requests will be under the Prospective tab.

    To invite individual members, click on Invite People at the top and add their Vanderbilt email address. You will then have the option to add them as a member or as an officer, which would give them additional access. Once invited, students will need to accept your invitation before they are added.

  • Email Relay

    To send an email to all members through Anchor Link (i.e. Email Relay), go to your organization’s Anchor Link page and click on Manage Organization at the top, then Roster on the left side. Click Messaging on the top, then the “+” symbol to create a new relay. Click on Create Relay; Select the recipients that you want your message to go to; Enter the Subject for your message; Select Generate; You will be given a long e-mail address – you can paste this into any e-mail program (Gmail, Outlook, etc.); Compose your message, add any attachments, and click Send. The e-mail will be sent to all indicated members/positions and will look like it was sent from Anchor Link. This system will not reveal your e-mail address to the recipients, so you can send it from any account.

    Please note: Email relay is to be used for official organization business and communication.

  • Access Your Shared Organization E-mail Account

    Each organization has a unique email address which is the primary way that people outside of the Law School will contact you (firms, prospective students, etc.). You should have one officer check this account on a regular basis (at least every few days). This address is usually vls.yourorganizationsnameorabbreviation@vanderbilt.edu. If you are unsure, contact previous officers or the Office of Student Life.

    To log in to your account, go to https://outlook.office.com/mail/youremailaddress@Vanderbilt.Edu/ (in this link, replace youremailaddress with your organization’s actual email address. Log in with your own VUNETID and Password. Please note that every browser will (one time) log you back into your personal VU webmail. Click on “open other mailbox” and you’ll be good to go.

    Only four officers have access to this account for each organization (current President, VP, Treasurer, and Secretary). If you need to give access to more people, contact the Office of Student Life.

  • VBA Newsletter

    All events must be in Anchor Link to be included in the VBA newsletter and to be listed on the Calendar of Events. Events put into Anchor Link are automatically added unless they are closed or private events as long as Vanderbilt Law School is added as a co-sponsor.

    Get Your Non-Event Listed - If you have an announcement that you would like included in the sidebar of the VBA newsletter, simply email your request to vls.vbasecretary@vanderbilt.edu. Please note that there is a limited amount of space and all requests cannot be granted.

Event Planning Step-by-Step Guide

This section is intended to cover the event planning process for approved lunch events and receptions, not Blackacres. Blackacre dates are assigned by VBA at the beginning of the school year and instructions for that planning process will be communicated to assigned orgs by VBA’s Vice President.

  • Step 1A: Determine Date

    To ensure the success of your event, it is important to find a date with limited competing events, so please always make this your first step! You should begin this process as soon as possible and at minimum 3 weeks in advance.

    1. Check the Student Planning Calendar
    2. Email vls.student.life@vanderbilt.edu your preferred date and at least 2 alternatives.
    3. Await confirmation your date is available and your event has been added to the Student Planning Calendar!
  • Step 1B: Connect with Appropriate Parties

    Another important step to take early on in your event-planning process is to inform and collaborate with the VLS office or program that has connections with your speaker or topic and can help make introductions, send additional promotions, and generally advise and assist. Please note: If your event involves any guest travel or speaker fees, you must work with a Program Coordinator authorized to register and reimburse non-VLS guests.

    • If you will be working with alumni, email clay.cline@Vanderbilt.Edu, Assistant Dean, Development and Alumni Relations.
    • If you will be working with a judge or planning an event related to clerkships, email michael.bressman@vanderbilt.edu,  Director of VLS’ Clerkship Program.
    • If you will be working with an outside attorney or planning a careers-related event, email elizabeth.workman@vanderbilt.edu, Assistant Dean for Career Services.
    • If you will be planning an event related to Academic Success (i.e. study tips, outlining, exam prep, etc.), email meghan.phillips@Vanderbilt.Edu, Academic Success Director.
    • If you will be planning an event related to any of the academic programs (i.e. Environmental Law, International Law, etc.), please contact the program director or faculty member with a specialization in that area.
    • If you hope to have an event with alcohol, and this is not a pre-approved Blackacre event, email vls.student.life@vanderbilt.edu.
    • If you were selected to host a Blackacre, VBA VP will contact you with detailed instructions.
  • Step 2: Reserve Room

    As soon as your date has been confirmed, the next step is to reserve a room for your event.

    How To Reserve a Room:

    1. Log in to EMS
    2. Click on My Home. Enter your VUNETID and password and click sign in.
    3. Find the template called Law School – Student Group Requests and select book now.
    4. Choose the date, time and estimated number of people. Locations should be Law School. If this is a regular/reoccurring meeting, select re-occurrence.
    5. Click on Search and click the green plus sign next to the room(s) that you want. Please note that you will have to hover over the room to see the room name.
    6. Enter the number of attendees and Click Add Room then Next Step in upper right corner.
    7. Under "Event Name", type in a clear description of what is going on in the room. If it is a meeting, include your organization (i.e. VBA Executive Board Meeting). If it is an event, use the same event title that you are using in your publicity.
    8. Choose either Meeting or Event as your event type. Anything involving an external speaker, publicity, large audience, etc. should be categorized as an event. Events require submitting the event in Anchor Link at least 3 weeks in advance. * ALL EVENTS MUST HAVE A LISTING IN ANCHOR LINK SUBMITTED AT LEAST THREE WEEKS BEFORE THE EVENT OR THE ROOM WILL BE FORFEITED *
    9. Under Group, choose your organization. Any organization that you are an officer for in Anchor Link will appear in the dropdown.
    10. Choose the contact person for the event (all Anchor Link officers will be options).
    11. Your COA/POET should automatically appear.
    12. Click Create Reservation. Please allow at least 72 hours for reservation confirmation.
  • Step 3: Create Anchor Link Event

    No later than 3 weeks out from your event, please submit your event in Anchor Link. Please note, once submitted, your event is reviewed by several parties and additional edits or permissions might be needed, so please allow the full three weeks!

    How To Create A New Event

    1. Go to your organization’s Anchor Link Page and click Manage Organization;
    2. Click on Events on the left bar;
    3. Click on Create Event;
    4. Click here for detailed, step-by-step instructions on how to create a new event in Anchor Link.

      Note: For events with pre-approval to serve alcohol, you will be asked to provide the contact info for two sober hosts who have completed the Host Responsibility Training.

  • Step 4: Make Payments for Your Event

    Please allow at least 48 hours (weekends excluded) for each of the requests below to be processed.

    Please note, students are not authorized to sign any contract on behalf of Vanderbilt. If a payment for your event involves a contract and requires a signature, please forward to vls.student.life@vanderbilt.edu.

  • Step 5: Reserve Parking and/or Guest Office
  • Step 6: Submit Setup Requests
  • Step 7: Assign Volunteers
    • If you are having food delivered, assign at least 2-3 org members to meet the deliverer and help with set-up and lunch distribution.
    • If you are inviting members of the public to attend your event, assign members to wait at each entrance. A reminder, the building is locked and available by keycard only. All VU community members have keycard access.
  • Step 8: Promote Your Event
    • If your event is in Anchor Link 3 weeks in advance, it will be included in the “Today @ VLS” digital signs and in the VBA newsletter.
    • You can send additional reminders using your Email Relay in Anchor Link (See Communications section above).

Finances

  • SOF Funding

    This is the primary funding source for all student organizations. Every org is encouraged to request your full budget for the year ahead in your SOF application. The application typically opens towards the end of January and closes by early March. Please carve out time with your current and incoming board to submit a thorough and holistic application for your org’s entire budget next year.

    Please note:

    • Orgs who did not receive SOF funds last year can receive a max of $3k.
    • Orgs who did receive funding last year can receive up to $1k or 15% more, whichever is greater, in the initial round. There is also an appeals process, so the committee may consider giving more if in your application you can effectively demonstrate need.
  • Anchor Link Balance and Transaction Instructions

    Your balance and transactions can be checked directly in Anchor Link. Please note that these only update every couple of weeks, and credit card transactions do not post until after the month closes. For these reasons, your Treasurer should keep a separate ledger of all transactions with your current balance.

    How to check your balance in Anchor Link

    1. Go to your Anchor Link page and click on Manage Organization
    2. Click on Finance on the far left-hand side.
    3. Click on Accounts
    4. Click on your Organization's Name
    5. Your current balance (since the last update) is listed. To see transactions, click on your organization's name (in blue) Then click on Transactions. You can click next to see older transactions.
    6. Make Payments for Your Event

    Please allow at least 48 hours (weekends excluded) for each of the requests below to be processed.

    Please note, students are not authorized to sign any contract on behalf of Vanderbilt. If a payment for your event involves a contract and requires a signature, please forward to vls.student.life@vanderbilt.edu.

  • Merch

    If your org is interested in ordering merchandise, please first email vls.student.life@vanderbilt.edu and await confirmation and next steps.

    Note: You must work with an approved vendor and place the order following the exact steps provided to you by the Office Student Life.

Contact Us

If you’re not finding what you’re looking for, or you have a unique situation or idea for your org, please email vls.student.life@vanderbilt.edu or schedule a meeting.

Examples of topics we can meet to discuss further:

  • Merchandise
  • Starting a new organization
  • Events with alcohol
  • Hosting a fundraiser
  • Firm Sponsorships
  • Hosting a Blackacre
  • Speaker agreements, contracts, and travel
  • Scheduling a meeting with administration