Printed from: https://handbook.rhodes.edu/college-handbook
Published on Rhodes College: Rhodes Handbook (https://handbook.rhodes.edu/)
Printed from: https://handbook.rhodes.edu/college-handbook
Rhodes College aspires to graduate students with a lifelong passion for learning, a compassion for others, and the ability to translate academic study and personal concern into effective leadership and action in their communities and the world. We will achieve our aspiration through four strategic imperatives:
Adopted by the Rhodes Board of Trustees January 17, 2003.
Printed from: https://handbook.rhodes.edu/college-handbook/rhodes-vision
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies
Solicitation By Other Charitable Institutions
Rhodes follows the practice, along with many of the charitable institutions and agencies in Memphis, that it does not redirect the charitable gifts that it receives to other charitable institutions and agencies (that also solicit funds in Memphis), nor solicit gifts from staff members of those organizations and agencies.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/charitable-gifts
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies
Gifts for annual purposes support the daily operation of the college. Unrestricted gifts of $25,000 or less go into the unrestricted designation for the Annual Fund or may be used for another restricted or capital purpose as deemed appropriate by the Vice President for Development. Unrestricted gifts above that amount go into the unrestricted capital funds designation.
Unrestricted memorial gifts will go into unrestricted designation of the Annual Fund.
Restricted memorial gifts will be used for the designated purpose.
Gifts of $10.00 or more requested by the donor to memorialize or honor a person will be recognized by one individual being memorialized or honored. A letter of notification regarding the gift will be sent to the person being honored or to a family member of the person being memorialized provided the name and address information for such a letter is available or is sent by the donor with the gift.
Permanent memorial designations that are not funded by a benefactor who designates such a memorial shall not be planned or authorized until at least one year after the death of the person to be memorialized.
Involvement of Benefactors and Solicitation of Funds
Each department is expected to involve potential supporters in the work of the department and to obtain gifts to meet the department’s needs, as outlined in the Gift Opportunities Lists. Examples are faculty chairs, faculty development funds, endowed library collections, and funds for equipment.
To maximize fund raising, build donor confidence in Rhodes, and avoid conflicts with the program approved by the Board:
Department heads must inform the Director of Advancement Services (ext. 3850) of every pledge and every gift on the day the pledge or gift is received by the department, and the designation which is to be credited with the gift or pledge.
All checks or cash must be delivered to the Development Office (Dorothy C. King Hall, 2nd floor) on the day received.
All prospects must be cleared by the Vice President for Development before solicitation.
Projects requiring special solicitations must have the approval of the Vice President for Development.
The person requesting special solicitation must submit a proposal in final form to the Vice President for Development. The proposal should be no longer than 3 pages and should include:
The Vice President for Development in consultation with the President will determine the priority of the project and, upon approval, will direct the Development Office in the allocation of staff time to the project.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/annual-gifts-and-memorials
The following statement should appear on every deferred giving pamphlet, form, or draft of a legal document provided by the College:
“Rhodes College, through this pamphlet (or form, document, etc.) or otherwise, is not engaged in rendering legal or tax advisory services. Individuals considering estate gifts to the college should obtain the services of a financial advisor (an attorney or Certified Public Accountant or CLU).”
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/avoiding-legal-or-tax
The Bellingrath Society is established to recognize donors whose concern for the future strength of Rhodes has led them to make significant deferred gifts to the college. It is named in honor of Walter D. Bellingrath, one of Rhodes’ most substantial benefactors, whose $22 million estate gift helped to propel the college to new levels of strength, service, and recognition. The Bellingrath Society is open to those who have made deferred commitments of at least $1 million for Rhodes and whose gifts do not qualify them for membership in the Benefactors’ Circle. These deferred commitments may include will provisions, charitable trusts and charitable gift annuities.
Members of the Bellingrath Society will have their names permanently inscribed on the Bellingrath Society wall. In addition, they will be listed in the annual donor report, and will be invited to special events.
Proposed changes in the minimum level of commitment shall be brought to the Board of Trustees for its approval.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/bellingrath-society
The Benefactors’ Circle is the highest recognition afforded to supporters of Rhodes College. Open to individuals, corporations, or foundations whose commitments total $1 million or more, the Benefactors’ Circle acknowledges the leadership role of those whose gifts have helped to make Rhodes one of the world’s outstanding liberal arts colleges. The $1 million in commitments which qualify a donor for membership in the Benefactors’ Circle will be counted on the following basis:
Members of the Benefactors’ Circle have their names inscribed on the floor of the cloister of Southwestern Hall during a special ceremony, are listed in the annual report, and are invited to special events.
Proposed changes in the minimum level of commitment shall be brought to the full Board for approval.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/benefactors-circle
This document defines how outright and deferred gift commitments will be recorded for gift counting purposes in order to measure Rhodes’ success in achieving its fundraising goals and to ensure that donors are recognized appropriately for their contributions. The policies will be effective as of October 2006 and will supersede previous gift crediting policies.
General Gift Policies:
Gift Crediting Guidelines:
The following gifts and pledges will be counted towards the campaign. IRS rules and regulations will apply in all instances. Accordingly, qualified appraisals must be obtained by the donor and provided to the college where a qualified appraisal is required by the IRS in order to substantiate a charitable tax deduction.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/crediting-policies-and
GIFTS OF CASH OR SECURITIES
A. Designated for Annual Purposes:
1. Budget-relieving annual gifts go into the appropriate designation of the Annual Fund.
These funds are either immediately expended or invested through the college’s cash management policy. Any interest income is credited to interest income (Fund 111000, Organization 80001, Account 530011, Program 00).
2. Budget-relieving athletic gifts go into the appropriate designation of the Lynx Club (Fund 111000, Account 520011).
These funds are either immediately expended or invested through the college’s cash management policy. Any interest income is credited to interest income (Fund 111000, Organization 80001, Account 530011, Program 00).
3. Restricted annual gifts go into the designation supporting the purpose specified by the donor.
B. Designated for Capital Purposes:
1. Unrestricted capital gifts are recorded in Capital Funds Unrestricted (Fund 214019-60001-520116-40). Using the 60/40 ratio of endowment to capital expenditures formula and the projected needs for Board approved capital funds expenditures, the Comptroller transfers immediately the amount necessary to the Quasi Endowment (Fund 510007) if the 60/40 ratio is not met.
2. Restricted Capital Gifts
a. For an item in the “Capital Needs List”:
Gifts designated “for endowment” are deposited immediately in Quasi Endowment (Fund 510006-200031-520116-40).
Gifts for professorships, fellowships or other named Funds are set up in the Endowed Funds. Each year an allocation determined by a formula mandated by the Board of Trustees is used for the endowment purpose; excess earnings and appreciation are added to principal.
Gifts for equipment or plant improvement or other projects are expended for the project or invested until the project can begin. Interest earned is credited to interest income (Fund 111000, Organization 80001, Account 530011, Program 00) or towards the project as decided by the Vice President for Finance and Business Affairs.
No interest income will be accumulated in a particular fund account unless: 1) the gift is $10,000 or more, 2) there is a request from the donor or donors for the interest to be credited to the account, and 3) granting the request may encourage additional future gifts.
b. For an item not designated as an institutional priority or listed in “The Gift Opportunities List” the President recommends to the Board to accept or not accept. Accepted gifts are treated as in B.2.a.
C. Undesignated Gifts:
1. $25,000 or under is treated as a gift “Designated for Annual Purposes”: follow A.1, unless otherwise deemed appropriate by the Vice President for Development.
2. Over $25,000 is treated as a gift “Designated for Capital Purposes”: follow B.1.
GIFTS OF REAL ESTATE
When gifts of real estate are offered to Rhodes, there must be an on-site inspection and environmental survey prepared before the gift can be accepted by the Vice President for Finance and Business Affairs.
If the gift of real estate is accompanied by a valid appraisal, it is entered on the college books at that value (in the case of multiple valuations, the average). Absent a valid valuation, it is entered at a value of $1.00. A development officer works with the donor to determine the purpose of the gift.
If the value of the gift is to be added to the endowment as a restricted designation, the designation is set up, and the gift is acknowledged at the time the gift is made, but the income to the college does not begin until the property is sold and converted to cash. While the sale price does effect the size of the account and the cash flow, it does not change the amount credited to the donor by Rhodes. The amount credited to the donor is determined by a valid appraisal at the time of the gift. According to IRS regulations, the gift acknowledgment to the donor describes the property, but does not include a dollar amount.
The President upon the recommendation of the Vice President for Finance and Business Affairs recommends to the Investment Committee whether to sell or hold gifts of real estate. A list of all property held will be prepared by the Vice President for Finance and Business Affairs and submitted to the Investment Committee periodically.
If the real estate is sold the income flows through the “Gifts of Cash or Securities” and expenses are deducted from the gross proceeds.
If the real estate is held the property is booked at appraised value in the assets of the Current, Restricted, or Endowment fund.
If the rental, lease or other income is undesignated the funds are credited to the appropriate current fund account: Fund 111000, Organization 80001, Account 560020, Program 00 Royalties or Fund 111000, Organization 80001, Account 560016, Program 00 Miscellaneous Income.
If the rental, lease or other income is designated the funds flow to the appropriate account or project.
GIFTS OF TANGIBLE PROPERTY
The President upon the recommendation of the Vice President for Finance and Business Affairs recommends whether to hold or sell all individual gifts of tangible property (furniture, jewelry, art work, equipment, books, etc.) valued at $5,000 and over to the Investment Committee of the Board. The President will decide the disposition of gifts valued up to $5,000 and will report those decisions to the Investment Committee at the January Board meeting.
If the property is sold the income flows through the “gifts of cash or securities” and expenses are deducted from the gross proceeds.
If the property is held the item will be appropriately booked at appraised value in and added to the college’s inventory system.
GIFTS OF LIFE INSURANCE
Rhodes College must be the owner and beneficiary of any whole or universal life insurance policy given to the college. (Term life insurance will not be accepted and will not be credited in the campaign.) At the time the policy ownership is transferred to the college, all donors must confirm in writing that they will pay in a timely manner all future premium payments, whether known or unknown at the time the gift is made.
The President upon the recommendation of the Vice President for Development recommends to the Finance Committee whether to keep the policy in force or to surrender the policy.
If the policy is surrendered, proceeds are treated as “Gifts of Cash or Securities.
If the policy is kept in force, and the donor does not make gifts to support premium payments, the Investment Committee, upon recommendation of the President, should decide if the premiums should be paid and if so, how they should be paid. (Note: see section below on “Accepting Gift” about the expenditure for purpose of gift). At termination of the policy, proceeds are treated as a gift “Designated for Capital Purposes.”
GIFTS OF STOCK IN CLOSELY HELD CORPORATIONS, THE VALUE OF WHICH CANNOT BE DETERMINED, OR FOR WHICH THERE IS NOT A READY MARKET
The college is grateful for such gifts and shall acknowledge receipt immediately and thank the donor. The college will record these at $1.00 until such time as the stock is sold or a professional appraisal acceptable to the Investment Committee of the college is received.
The valuation of such gifts on the books of the college shall normally occur only in the fiscal year in which the gift is sold, except in the case of an acceptable professional appraisal.
The Comptroller will prepare a list of all closely held securities to include in the quarterly report of securities on hand. This report will list the changing value of the security and the asset account into which it has been booked.
The Comptroller shall seek at least twice a year—in May and December—to find a market for such stocks and dispose of them, subject to the approval of the Investment Committee.
The Comptroller shall consult with the Vice President for Development about donor sensitivity before attempting to sell the stock.
ACCEPTANCE AND VALUATION OF NON-CASH GIFTS
The date of acceptance and valuation of any non-cash gift to the college shall be the date the donor has unconditionally parted with dominion and control over the property; delivery directly to Rhodes is not required as long as the donor has relinquished all control over the property. Thus, delivery to a third party who agrees to act as Rhodes’ agent in accepting the property is effective when delivery is made to the agent, but delivery to a third party acting as the donor’s agent is not effective until that agent delivers the property to Rhodes or Rhodes’ agent.
ACCEPTANCE OF GIFT ANNUITIES AND CHARITABLE REMAINDER TRUSTS
The minimum acceptable principal amount accepted for a gift annuity is $10,000. The minimum for a charitable remainder trust for which the college will act as trustee is $50,000.
For gift annuities, the rates offered the annuitant will not exceed the most recently published rates of the American Council on Gift Annuities. Gift annuities will be accepted only when the annuitant is 55 years or older. Deferred gift annuities will be accepted for annuitants younger than 55 depending upon the beginning date of the annuity payment.
Payout rates offered on charitable remainder trusts will be based on negotiated rates acceptable to the donor, the Vice President for Development and the Vice President for Finance and Business Affairs. There is no minimum age requirement on charitable remainder trusts.
Payment of annuities and trusts will begin three months after receipt of gift. The payments will be scheduled only at quarter-end dates.
INTERNAL HANDLING OF GIFTS
All cash or checks are processed by the Development Office and then go immediately to Rhodes Express. Gifts of securities, real estate, other tangible property, life insurance, etc. will be received by the Development or Comptroller’s offices. These offices will notify other interested offices and will complete the appropriate Gift Receipt form (Securities, Real Estate, Personal Property). In the case of securities the Comptroller’s office will follow the Policy for Handling Contributed Securities and as required the Policy Regarding Gifts of Stock in Closely Held Corporations.
IRS FORMS RELATED TO GIFTS
If Rhodes receives from a donor a contribution of property other than cash or publicly-traded securities and the deduction associated with the property is more than $5,000, the donor will need to present Internal Revenue Service Form 8283 to Rhodes for its signature. If Rhodes disposes of this “charitable deduction property” within three years of the date of the donor’s contribution, the Comptroller will report, in a timely manner, such disposition to the Internal Revenue Service on IRS Form 8282. Rhodes will furnish the donor with a copy of the completed IRS Form 8282.
The final determination for acceptance of gifts to the college is the responsibility of the Board, on recommendation of the President.
Unless there are actual returns such as dividends, rent or lease income, no expenditure for the purpose of the gift will be made without the approval of the Board of Trustees until the gift is liquidated or income from the gift is earned.
GIFTS TO THE COLLEGE OF A NON-PERMANENT NATURE
While Rhodes makes every effort to maintain its campus and furnishings to the highest standard, donors of gifts that will deteriorate in time should be told that the college does not guarantee the replacement of such items. These may include garden benches, rugs, and other materials, the durability and appearance of which may erode with passing years. When deterioration sets in, gifts may be replaced by the original donor or by others who wish to make such a contribution to the college.
GIFTS TO ANNUAL BUDGET AND DESIGNATED CAPITAL GIFTS
To minimize the likelihood of donors dictating the budget priorities of the college, to retain budgeting responsibilities with the administration, as charged in the college Bylaws (VII, 1.6), and to maintain flexibility in budgeting among all departments and divisions of the college; all restricted gifts (gifts designated by the donor) will be reckoned as budget-relieving at the college-wide level rather than at the departmental or divisional level.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/gift-handling-policy
The Ralph C. Hon Society recognizes individuals who make Rhodes a beneficiary of their estate plans, including will provisions, charitable gift annuities and charitable remainder trusts. The names of each member of the society will be listed in the Honor Roll of Donors and members will be invited to special events on campus.
All members who document their gifts will receive special recognition and their names will be included in The Ralph C. Hon Society plaque.
When the donor’s estate plans mature, the donor will be recognized permanently through the naming of a room, an endowment or other means, according to the donor’s wishes.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/ralph-c-hon-society
A gift of $10,000 or more will create and name an endowed student award; $50,000 or more will create and name an endowed faculty award. Income from endowed awards will be used to pay all the costs of the award and to support the work of the department in which the award is given.
To protect the importance of the awards, the following regulations and guidelines will be used:
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/named-awards
The Board of Trustees has authorized the creation of named endowment funds for such purposes as academic programs, fellowships, scholarships, library collections, awards, etc. The minimum amounts required to guarantee the effectiveness of such gifts are outlined in this Handbook and in the Gift Opportunities List, available in the Development Office.
Upon approval by the Vice President for Development and the President, a named endowment may be created to recognize an initial gift of less than the minimum if there is the expectation that future gifts will build the endowment to the required level.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/named-endowment-funds
A gift of $10,000 or more will create and name an endowed library collection in the area of the donor’s choosing. Named collections are listed in the college Catalogue and in a brochure describing support for the Paul Barret, Jr. Library.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/named-library-collections
Endowed faculty positions enable the college to attract and keep teacher-scholars of the highest caliber. Minimum requirements for creating endowed faculty positions (or chairs) are:
$3 – 4 million
Faculty Chair (senior professor – new position)
Faculty Chair (senior professor – existing position)
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/named-professorships-and
A gift of $50,000 or more will create and name an endowed scholarship.
Named endowed scholarships are listed each year by the Finance Office. Files containing, among other information, the name of the fund and the current annual distribution, are provided by the Finance Office to the Director of Financial Aid and the Director of Advancement Services by September 15. A list of one-time annual scholarships is provided by the Director of Advancement Services to the Assistant Director of Financial Aid by September 15.
By September 30, the Director of Advancement Services sends to the Assistant Director of Financial Aid the list of sponsors or interested parties to whom it would be appropriate for a student recipient to write a letter of thanks.
By October 31, the Assistant Director of Financial Aid matches student recipients to named scholarship and provides the information to the Director of Advancement Services.
By November 30, the Stewardship Officer asks student recipients to write letters of thanks to their sponsors and send copies to the Development Office for sponsor files. At the same time, the Stewardship Officer sends information to the appropriate sponsors identifying the student recipient for their scholarship and providing the endowed fund balance, if applicable.
The Development staff may provide occasions when the sponsors and recipients of named scholarships may meet. The Offices of Admissions and Financial Aid may assist in these meetings.
Additional assignments, the need for which is usually initiated by either the Development Office or the Finance Office, are made by the Assistant Director of Financial Aid after the original assignment each year. The appropriate administrative offices are also notified.
Named scholarships are listed in the College Catalogue.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/named-scholarships
The Development office will work with donors to arrange appropriate recognition for gifts and will depend on the scale and purpose of the gift. Any public recognition will be discussed and approved by the donors and if they prefer to remain anonymous, their wishes will be honored.
1. Establishing Names for Buildings, Endowments and Programs. Authority to name buildings, facilities and parts of facilities, endowment funds and programs rests with the Board of Trustees upon recommendation from the President. Naming authority has been granted for the following naming opportunities under item 4 and 5 of this document. No advance approval for determining names is implied in this policy.
2. Procedures for Naming a Building or Portion of a Building. When it appears that a contribution to the college will result in a request to name a building or portion of a building for a donor or other individual, the Vice President for Development should be notified. A profile of the donor, the area of interest with any proposed stipulations, and information about how the gift will be paid should be provided. The Vice President for Development will discuss the potential naming with the President and other appropriate College officials.
3. Contribution Guidelines for Buildings, Facilities and Programs. In order for a building, facility or program to be named based upon a contribution the following will normally be met:
a. The amount of the gift will comply with the guidelines following;
b. The gift must be in irrevocable form, e.g., trust, contract for will, or to be paid over a period of five years (longer if necessary in special circumstances) based upon a signed commitment (A deferred gift is not normally acceptable for a facility where construction is dependent upon the gift.);
c. The person for whom the name is assigned has some reasonable connection to the facility or program being so designated.
d. Unless the gift is required to construct the facility to be named, the gift should be used to establish a program endowment restricted to an appropriate department or program closely associated with the facility.
e. If a program or department is to be named, a restricted program endowment supporting that program/department normally will be established.
The following amounts are suggested to establish a naming opportunity for a building, facility or program:
To name a:
Minimum Gift Amount
at least 1/2 the cost of the building, or 1/2 the private fund raising goal, whichever is appropriate
Center, Institute or Program
$1.5 million minimum but determined by Center, Institute or Program
Lecture Hall/Concert Hall/Auditorium - New
1/2 cost minimum but determined according to scale
Lecture Hall/Concert Hall/Auditorium - Existing
$100,000 minimum but determined according to scale
Meeting / Seminar Rooms,
1/2 cost minimum but determined according to scale
$250,000 minimum but determined according to scale
4. Named Endowment Funds
To establish an endowment, a formal written agreement between the donor and Rhodes College must be executed which details the purposes and objectives of the endowment fund. In establishing a named endowment fund, the principal must be sufficient to meet the stated objectives of the endowment agreement.
The Rhodes College Board of Trustees has authorized the creation of named endowment funds for such purposes including academic programs, scholarships, library collections, lectureships, awards, etc. The college will establish a named endowment fund when the minimum level of endowment is achieved.
Printed from: https://handbook.rhodes.edu/college-handbook/administrative-policies/college-advancement-policies/naming-opportunities
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities
The purpose of the Alumni Office is to promote Rhodes, to deepen the loyalty of the alumni, and to encourage a mutually beneficial relationship between Rhodes and its alumni. Alumni programs are designed to encourage former students to continue to participate in the development of the College. Annual events and programs include Homecoming celebrations, class reunions, regional alumni events and publications. The Alumni Office provides volunteer opportunities for alumni to serve the College in such capacities as member of the Executive Board of the Rhodes International Alumni Association, class president, regional event host, admissions volunteer, and other ad hoc volunteer positions to involve them in the life of the College.
Alumni Awards. The Distinguished Alumni Award, the Outstanding Alumni Volunteer Award, and induction into the Athletic Hall of Fame are presented annually to alumni to recognize outstanding professional achievements and/or leadership and service to the College. The Alumni Office also instills the responsibility and honor of alumni status to Rhodes students through student volunteer opportunities such as the Rhodes Ambassadors and by activities that build class identity such as the annual senior toast and induction to the Alumni Association during Commencement weekend.
Alumni Office. The Alumni Office assists in the evaluation of institutional effectiveness by surveying Rhodes alumni periodically. Up-to-date records are maintained on the location of former students to ensure that alumni are kept well-informed about the activities, achievements, and needs of the campus community.
Records of Alumni and Friends. The records of alumni and friends of the College are to be kept confidential and for the official use of the College and its departments.
Through limited access to the records in the form of personalized lists, the College encourages the strengthening of its alumni network. Alumni may request a list containing classmates, alumni in a particular profession, or alumni in a geographic area, etc. These lists are to be used only to build the Rhodes network and are not to be used by the individual for solicitation of his or her own business or funds.
All other requests for lists must be made in writing and must be approved in writing by the Alumni Director. A copy of the intended correspondence must be included with the request. Lists used by volunteers in service to Rhodes are provided without change; others will be provided at cost.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/alumni-office
College Events Office. The Events Management System is the responsibility of the Manager of Campus Scheduling who acts as the Facilities Administrator for Rhodes. Any questions concerning the system should be directed to the College Events Office, 901-843-3888.
How to Reserve Space.
On-Campus Requests. Requests by on-campus groups/individuals for the use of campus facilities throughout the calendar year must be initiated by completing a space reservation request on the Events Management System. Booking instructions are available on the College Events webpage.
For personal use of College facilities, see Fees for Space and Service.
Off-Campus Requests. Requests should be initiated with the College Events Office, 901-843-3888.
Not-For-Profit Space Requests. Not-for-profit groups are normally offered discounted rental rates for space. Requests may be made up to six months in advance of the proposed event date. On a space available basis and for appropriate purposes, recognized not-for-profit organizations may request special permission for use of Rhodes facilities without rental fees. However, if approved, groups are responsible for actual costs incurred for special services, housekeeping and campus safety.
Contractual Use of Campus Facilities. Rental of campus facilities is contracted through the College Events Office. Off-campus organizations may contract for facility use if the use is consistent with the purposes of the College and there is written agreement as to the specific use of the facilities, dates, times, anticipated numbers and fees. Any contract with an off-campus group for regular extended use during the academic year will contain a caveat that an occasional substitution of rooms may be necessary if a conflict for use of space arises because of academic need. In all such instances, academic needs of the College have priority. The College reserves the right to substitute rooms if necessary.
A group contracting for the use of Rhodes facilities for a public event must include in any printed materials or advertisements the statement: “Facilities for this meeting are provided as a service by Rhodes College. This service in no way implies College sponsorship or endorsement.”
Special note: Non-Rhodes events are required to carry adequate liability insurance.
Fees For Space and Service. The College does not charge Rhodes student groups, faculty or staff for their official use of College facilities. Individuals or groups outside their official capacity who request special services from such departments as Maintenance, Housekeeping, Housing, Campus Safety, Rhodes Dining Services, Information Technology Services, or the Meeman Center will be charged a rental fee and are expected to cover the costs for any additional expenses incurred by the College. Groups who wish to use space on campus should contact the College Events Office for fee information (901-843-3888). While the College does not rent space indiscriminately to all who request, the College is willing to rent its facilities to organizations whose purposes are consistent with the purposes of the College.
Special note: Non-Rhodes events are required to carry adequate liability insurance.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/scheduling-and-events
WHO MAY REQUEST A SPACE RESERVATION
Academic classes have first use priority in Rhodes College facilities. The College Events office will consider the following list when scheduling space (other than regularly scheduled academic classes) on Rhodes campus:
USE OF ATHLETICS FACILITIES
Athletics facilities are the responsibility of the Director of Athletics and all requests for use of these facilities should be addressed to the Director of the Bryan Campus Life Center. Intercollegiate, intramural and club sport events, physical education classes, individual student, faculty and staff activities and other College programs have priority for use of the athletic facilities. When not used for the foregoing reasons, the following provisions apply:
USE OF THE BRYAN CAMPUS LIFE CENTER (BCLC)
Reservation of Space in the Bryan Campus Life Center (Excluding Crain Reception Hall and McCallum Ballroom). The following areas of the Bryan Campus Life Center may be reserved:
Rhodes users can request space in the BCLC through the Events Management System. Instructions are available on the College Events webpage.
For personal use of BCLC facilities, see Fees for Space and Services.
Off-campus users may contact the College Events office at (901) 843-3888. All requests for space in the BCLC are subject to the approval of the Athletics office.
Fees. In some cases, fees may apply to the reservation of space in the BCLC. For specific information, contact the Athletics office.
BCLC Outdoor Facilities. A variety of outdoor field and courts are available for events. Authorized users of the BCLC may utilize the outdoor facilities. Reservation policies are the same as those for the BCLC, with priority given to Intercollegiate Athletics, Intramural and Club Sports, and Physical Education classes.
Alburty Swimming Pool. The Alburty Swimming Pool is to be used only during posted hours of operation when pool staff is present. Unauthorized use will result in a $100 per person fine, and is a punishable trespassing offense. Violators may be prosecuted.
Crain Reception Hall and McCallum Ballroom. Reservation requests for Crain Reception Hall or the McCallum Ballroom should be directed to the College Events Office. Rhodes users can request space through the Events Management System. Instructions are available on the College Events webpage.
On a space available basis that presents no conflict with use by the campus community (1) Trustees, Full-Time Faculty, Staff and alumni may make requests for personal use of Crain Reception Hall or McCallum Ballroom for their immediate family; or (2) current students may make requests for personal use of Crain Reception Hall or McCallum Ballroom for themselves. Such requests may be made up to six months in advance of the proposed event and should be directed to the College Events Office who will coordinate all arrangements in accordance with Rhodes’ policies and procedures. Fees will be incurred for personal and/or private use of space. Trustees, faculty, staff, students and alumni will be charged 50% of the facility rental rate charged to off-campus individuals and groups. All other direct charges for special set-ups, equipment, audio-visual aids, food service, catering and miscellaneous fees will be charged at standard rates applicable to all clients.
USE OF PAUL BARRET, JR. LIBRARY
The use of the Barret Library is limited to Rhodes students, faculty, and staff; the spouses and children of faculty and staff; certain friends of the College; and members of the Memphis Colleges and Schools Library Consortium. Use of the computer network is restricted to Rhodes students, faculty and staff.
The Director of the Barret Library shall develop the rules governing the use of the Barret Library by Library Consortium members.
Use of Barret Library by spouses and children of faculty and staff. Spouses of faculty and staff members are encouraged to use the Barret Library. The stacks are open to them with proper identification at the Check-Out Desk. They may check books for a three-week period with the privilege of one renewal. They are subject to fines on overdue books as is the case with all patrons except members of the Rhodes faculty.
While children of faculty and staff members are welcome to use the library, it is requested that those below senior high school age be accompanied by their parents and that books be checked out in their parents’ name. Children who are in high school may register in their own names at the Check-Out Desk and will be granted limited library privileges. Since the Barret Library cannot encourage high school students throughout the city to use its facilities, faculty and staff children are requested not to bring their friends who have no Rhodes connection.
USE OF HARDIE AUDITORIUM
The first priority for use of Hardie Auditorium is as academic space. Food and drink are prohibited in the auditorium at all times. Rhodes users can request use of the space through the Events Management System. Instructions are available on the College Events webpage.
USE OF DOROTHY C. KING HALL
Meeman Center for Lifelong Learning is one of Rhodes’ most active links to the Memphis community. The Center’s objective is to involve the public in programs consistent with the educational goals of the College. Income is generated through facility use and by providing service for conferences and meetings of organizations whose activities are consistent with the College’s mission.
To promote the fullest utilization of King Hall, the following procedures and policies have been established for use of the building. This is not to discourage use of the building by faculty, staff and student groups, but to assure that those uses are planned in advance and are flexible enough to be consistent with the mission of Meeman Center. Rhodes users can request use of the space through the Events Management System. Instructions are available on the College Events webpage.
Priorities. The first priority for use of Meeman Center (first floor in King Hall) is for Meeman Center students enrolled in institutes, seminars, continuing education classes and meetings and receptions for clients. These uses are occasional and Rhodes College departments are encouraged to use these facilities for meetings when the space is available. Regularly scheduled meetings are discouraged from using the first floor of King Hall and those that do must be willing to move or reschedule when an income-producing client requests a space. Meeman Center is client/service oriented and may substitute another space when conflicts arise.
USE OF ROLLOW AVENUE OF OAKS, FISHER GARDEN AND OTHER OUTDOOR FACILITIES
Rhodes alumni, Rhodes Trustees, full-time members of the Rhodes faculty, students and staff may request use of Rollow Avenue of Oaks or Fisher Garden for private functions. Rental equipment (e.g., chairs, tables, etc.) is the responsibility of the client. A rental fee is charged for use of facilities. Contact the College Events Office at ext. 3888 for more information.
USE OF BURROW REFECTORY
Rhodes’ dining complex is a major center of student and campus life. As such, when the College is in regular session, all use of dining areas including Neely Hall (south hall of the refectory), Hyde Hall (north hall of the refectory), Goldman Hall and Rollow Hall (east and west halls of the refectory) by any groups must be approved by the College Events Office, who will coordinate with the campus dining services. Rhodes users can request use of the space through the Events Management System. Instructions are available on the College Events webpage.
On a space available basis that presents no conflict with use by the campus community:
Such requests may be made up to six months in advance of the proposed event and should be directed to the College Office, who will coordinate all arrangements in accordance with Rhodes’ policies and procedures. Fees will be incurred for personal use of space. Trustees, faculty, staff and students will be charged 50% of the facility rental rate charged to off-campus individuals and groups. All other direct charges for special set-ups, equipment, audio-visual aids, food service, catering and miscellaneous fees will be charged at standard rates applicable to all clients.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/scheduling-and-events-addendum
Rhodes College Commitment to Diversity
A diverse learning community is a necessary element of a liberal arts education, for self-understanding is dependent upon the understanding of others. We, the members of Rhodes College, are committed to fostering a community in which diversity is valued and welcomed. To that end, Rhodes College does not discriminate – and will not tolerate harassment – on the basis of race, gender, color, age, religion, disability, sexual orientation, gender identity or expression, genetic information, national or ethnic origin, military status or any other protected status.
We are committed to providing an open learning environment. Freedom of thought, a civil exchange of ideas, and an appreciation of diverse perspectives are fundamental characteristics of a community that is committed to critical inquiry. To promote such an academic and social environment we expect integrity and honesty in our relationships with each other and openness to learning about and experiencing cultural diversity. We believe that these qualities are crucial to fostering social and intellectual maturity and personal growth.
Intellectual maturity also requires individual struggle with unfamiliar ideas. We recognize that our views and convictions will be challenged, and we expect this challenge to take place in a climate of open-mindedness and mutual respect.
Printed from: https://handbook.rhodes.edu/college-handbook/college-commitment-diversity
Printed from: https://handbook.rhodes.edu/college-handbook/information-services
The Rhodes College Site
The Rhodes College site is managed by the Office of Communications to provide the entire Rhodes community – prospective students, current students, alumni, faculty, staff, parents, visitors, employers, the media, etc. – with up-to-date information about the college and access to Internet-based functional features (such as searches, online applications and event registrations).
Although the Office of Communications centrally manages the overall design, organization and interface for the Rhodes site, responsibility for content maintenance is shared with each division and department. Participation in site content maintenance ranges from working with the Office of Communications to assist with content updates to direct input of content updates through the college′s web content management system. The level of this participation in content maintenance is determined as needed during site planning with each division or department according to resource availability within that division or department.
Regardless of whether division / department participation in site content maintenance is direct or indirect, each division or department is responsible for making sure all content on the site related to their operational areas is accurate and timely.
Responsibility for site content maintenance is allocated as follows:
Appropriate Use of Rhodes Computing and Telecommunications Resources
All members of the Rhodes community who use these college resources are expected to do so in a responsible and ethical manner. The right to use Rhodes’ computing and telecommunications resources can be revoked if misused or abused. Appropriate use prohibits: commercial activities; creating, displaying, or transmitting threatening, racist, sexist, obscene, or harassing language and/or materials; copyright and licensing violations; violation of personal privacy; acts in violation of federal and/or state laws.
Web content must be directly related to Rhodes’ academic programs or those services at the college that support those programs.
While it is impossible for the college to monitor full accuracy or suitability of materials on all departmental, student organization or individual pages, Rhodes will exercise diligence in dealing with questions of error or impropriety. Such questions may be referred to the appropriate President′s Staff member.
In keeping with Rhodes’ tradition of student self-governance, students are expected to use the Internet in ways consistent with codes of conduct established in the Honor Council and Social Regulations Council and with the Standards of the Rhodes Community. Cases of student violation of these codes in use of the Internet will be heard as is appropriate by either the Honor Council or the Social Regulations Council.
Printed from: https://handbook.rhodes.edu/college-handbook/information-services/internet-policies
Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication and distribution.
Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations, may be grounds for sanctions against members of the academic community.
Printed from: https://handbook.rhodes.edu/college-handbook/information-services/software-and-intellectual-property-rights