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Fall 2020: Campus Life and Housing

Find answers to the most asked questions about Return to Campus

For example, type in “move” or “mask” in the search box. The list will filter to show only items that mention those keywords.

Student-athletes will return to campus in stages to allow for a transition period for medical clearance, accommodation of new protocols, and adequate time for education and reinforcement of new norms.

More information about Vanderbilt Athletics, including which sports return to campus first, can be found on the Athletics FAQ.

University-sponsored travel for undergraduate students outside of the greater Nashville area is prohibited during the fall 2020 semester. Residential students in the Nashville area may complete internships in Nashville for academic credit; however, the student must sign an acknowledgement form to follow Vanderbilt University protocols while at their internship location.

Undergraduate students who select remote-only instruction may complete internships in the area that they reside.

Vanderbilt University may choose to transition to remote-only learning based on the following:

  • Local, state or national shelter-in-place advisories or restrictions that require remote-only learning
  • Quarantine and isolation capacity for the residential population
  • A surge in cases coupled with increased severity of illness among campus demographic cohorts
  • Contact tracing analysis (a surge in cases tied to an event vs. tied to rampant community spread with severe illness may be treated differently, for example)

Campus Dining

Meal plans will remain active through brunch on Saturday, Nov. 21, to support students as they move out and will resume for breakfast Tuesday, Jan. 19.

Students remaining on campus and not eligible for the insecurity meal plan will have the option to purchase flex meals, available at a reduced rate (five meals for $40), starting Wednesday, Nov. 18.

Rand Dining Center will be partially open during the break. Dining will be open Monday through Friday for breakfast and lunch. Breakfast hours will be 8–9:30 a.m. and lunch hours will be 11:30 a.m.–1 p.m.

Dining will be closed for the Thanksgiving holiday on Thursday, Nov. 26, and Friday, Nov. 27, and for the winter holidays from Saturday, Dec. 19, to Sunday, Jan. 3.

The days that dining will be open for breakfast and lunch are:

  • Monday, Nov. 30–Friday, Dec. 4
  • Monday, Dec. 7–Friday, Dec. 11
  • Monday, Dec. 14–Friday, Dec. 18
  • Monday, Jan. 4–Friday, Jan. 8
  • Monday, Jan. 11–Friday, Jan. 15

*Please note that dining tents may not be available for the duration of the interim period. Students can visit the Campus Dining website for up-to-date locations and hours during university breaks.

Student Centers

The student centers will be closed for the Thanksgiving holidays Nov. 21–29, with access only for staff who work in the buildings. From Nov. 30 through Dec. 11, all student centers (Sarratt, Student Life Center, Alumni Hall and Kissam) will be open 7:30 a.m.–5 p.m., Monday through Friday. From Dec. 13 through Jan. 18, the student centers will be closed, with access only for staff who work in the buildings. The student centers will reopen for the spring semester on Jan. 19.

*Rand will follow the dining schedule for hours of operation during all time frames listed above.

University Libraries

End of the fall semester: Nov. 23–Jan. 3

Most libraries will remain open to all students with card access through the last day of exams. Those students approved to be on campus after the last day of exams will also continue to have card access to the libraries.

All buildings and virtual librarian services will be closed for the Thanksgiving and winter holidays, Nov. 26–27, Dec. 24–25 and Jan. 1.

A full list of hours also can be found on the university libraries website.

Library Open/Closed/Hours
Art Gallery Closed
Biomedical Mondays to Fridays: 7:30 a.m.– 6 p.m.
Closed Nov. 26–27
Closed Dec. 19–Jan. 3
Central Mondays to Thursdays: 7:30 a.m.–8 p.m.
Fridays: 7:30 a.m.–6 p.m.
Saturdays and Sundays: 11 a.m.–6 p.m.
Closed Nov. 26–27
Dec. 14–Jan. 24 Special Hours:
Mondays to Fridays: 7:30 a.m.–6 p.m.
Saturdays and Sundays: 11 a.m.–6 p.m.
Closed Dec. 22–Jan. 3*
Divinity Mondays to Thursdays: 7:30 a.m.–8 p.m.
Fridays: 7:30 a.m.–6 p.m.
Saturdays and Sundays: 11 a.m.–6 p.m.
Closed Nov. 26–27
Dec. 14–Jan. 24 Special Hours:
Mondays to Fridays: 7:30 a.m.–6 p.m.
Saturdays and Sundays: 11 a.m.–6 p.m.
Closed Dec. 24–25 and Dec. 28–Jan. 1*
Law Mondays to Fridays: 7:30 a.m.–6 p.m.
Closed Nov. 26–27
Closed Dec. 21–Jan. 3 *The Law Library will be open on Nov. 21, 10 a.m.–6 p.m.
Management Mondays to Fridays: 8 a.m.–5 p.m.
Closed Nov. 26–27
Closed Dec. 21–Jan. 3
Music Closed
Peabody Mondays to Fridays: 1–5 p.m.
Closed Nov. 23–27
Closed Dec. 12–Jan. 3
Science Closed
Special Collections Mondays to Fridays: 9 a.m.–4 p.m.
Closed Nov. 26–27
Closed Dec. 21–Jan. 3

*Central Library will be closed for one week during this period for a deep cleaning of the building.

Spring Intersession: Jan. 4–24, 2021

Library Open/Closed/Hours
Art Gallery

 

Closed
Biomedical

 

Mondays to Fridays: 7:30 a.m.–6 p.m.
Central

 

Mondays to Fridays: 7:30 a.m.–6 p.m.
Saturdays and Sundays: 11 a.m.–6 p.m.
Divinity

 

Mondays to Fridays: 7:30 a.m.–6 p.m.
Saturdays and Sundays: 11 a.m.–6 p.m.
Law

 

Open the same hours as the Law School hours; to be determined by the school
Management

 

Mondays to Fridays: 8 a.m.–5 p.m.
Jan. 18–24 Special Hours, Monday to Friday: 7 a.m.–7 p.m.
Music

 

Closed until Jan. 19
Jan. 19–22 Special Hours, Monday to Friday: 9 a.m.–5 p.m.
Peabody

 

Closed until Jan. 19
Jan. 19–22 Special Hours, Monday to Friday: 9 a.m.–5 p.m.
Science

 

Closed until Jan. 19
Jan. 19–22 Special Hours, Monday to Friday: 8 a.m.–5 p.m.
Special Collections

 

Mondays to Fridays: 9 a.m.–4:30 p.m.

The Vanderbilt Libraries wish you success on your exams and a restful winter break. Here are a few things to know about Library items you have on loan:

  • Item Due Dates: If you have an item due before the start of spring semester, we will automatically extend the due date. The new due date for your items on loan is Feb. 1, 2021.
  • Book Drops: During the spring intersession, you may return your items to a campus book-drop.

While you are away, the Vanderbilt Libraries are still here for you! As always, please contact us if you have any questions.

Student Care Network

The Student Care Network offices will be closed during official university holidays (Nov. 25–27 and Dec. 23–25, Dec. 31–Jan. 1 and Jan. 18.

However, the University Counseling Center Urgent Care will remain available, even on holidays. Students can call the UCC at 615-322-2571 and be connected to a licensed counselor. If a student is outside of Tennessee, urgent care will take place via phone and not video.

Student Health Center will be open for normal hours, Monday through Friday, 8 a.m. to 4:30 p.m. Check the SHC’s website for information about holiday closures. Emergency consultation services are available by phone 24 hours a day, seven days a week from on-call professionals by calling 615-322-2427. The staff can assess the needs of the student and refer them to a walk-in clinic or the ER or get them in contact with the on-call medical provider.

If the SHC is closed and there is a nonemergent health need, students can go to any Vanderbilt Health Walk-In Clinic. The closest one to campus is on Belcourt Ave. in Hillsboro Village, within walking distance of campus. The clinic can do symptomatic COVID-19 testing, sick visits, etc. If there is an emergent health need, students should go to the VUMC ER.

The SCN offices will remain open during the extended winter break and updated/amended services will be announced via the various offices’ individual websites:

Students should check for service updates online.

The university has decreased the density in our campus residences by, among other steps, assigning one first-year student per room; however, a central feature of the first-year experience at Vanderbilt is having an opportunity to live on The Ingram Commons. To achieve this for all first-year students, while maintaining the university’s focus on the health and safety of the campus community, students will participate in “The Flip” at the end of the fall semester. Students currently living in the Towers and Branscomb Quad (Lupton, Scales, Stapleton and Vaughn) will be moving to The Ingram Commons, and students currently living on The Ingram Commons will be moving to the Towers or Branscomb Quad. The Flip will give all first-year students a chance to live on The Ingram Commons while maintaining single rooms for these students. Spring housing assignments will be released in late October. 

In anticipation of The Flip, students will begin to receive communications regularly that provide information about what to expect and directions about necessary preparations for The Flip. Some initial general information about The Flip follows.

  • First-year students will continue to be housed one student per room.
  • Each student’s house affiliation will remain the same (i.e., if a student currently lives in Towers and is affiliated with Hank Ingram, the student will be assigned to Hank Ingram for the spring).
  • Students will be moved in clusters so that they will continue to reside with at least some of the students they lived near in the fall; special requests cannot be accommodated.
  • North House residents will not participate in The Flip. This is due solely to the fact that the capacity of The Ingram Commons exceeds the capacity of Branscomb Quad and Towers. Removing North House from The Flip gives the university the numbers needed to execute The Flip between The Ingram Commons and main campus.
  • Packing supplies will be provided and students will be required to pack their own items before departing at the end of the fall semester. Packed items will be moved to each student’s new space before their return in January. Students are expected to unpack their own belongings and set up their rooms by themselves; family members will not be permitted to enter residence halls to assist.
  • Details for spring arrival will be available later this semester.

Student leaders from across campus are being engaged in the planning of physical spaces, via the DIVE program for example,  and also in regard to best practices for student accountability measures.

We are balancing the health, safety and comfort of our constituencies and our community with providing the meaningful experiences for students traditionally associated with Vanderbilt. These are temporary measures to deal with the challenging circumstances in which we find ourselves. 

Although students will be assigned to single occupancy in residence hall rooms, we expect that they will make friends on their residence hall floors, sitting in their doorways talking late into the night, or lounging on one of our various campus outdoor areas while physically distancing. Students will also be able to interact with their virtual roommates and other friends in person throughout the academic year, while still following the university’s protocols. We are also working to define gatherings for the fall semester, in which there may be opportunities for in-person engagement for campus groups and organizations while following campus protocols. 

We hope that community members will be active participants and bystanders in keeping the community healthy, safe, and accountable.  

Equity, Diversity and Inclusion is partnering with the Bishop Joseph Johnson Black Cultural Center and the Provost’s Office for Inclusive Excellence to create more opportunities for our Black and Brown faculty and students to express themselves and for us to hear them.

More details on those opportunities will be shared as plans are finalized.

Additionally, Senior Associate Vice Chancellor August Washington is working with our campus police department to review, revise, and adopt policies and protocols that underscore the department’s commitment to protecting all members of the diverse Vanderbilt University community and to maintain an environment of trust that respects and safeguards the dignity and rights of all individuals.

Only international students, students who are homeless as defined in and required by Tennessee Code annotated, Title 49, Chapter 7, Part 1, student athletes in competition and Teaching Licensure students may apply to stay on-campus after November 22. Students approved to remain on-campus may be required to relocate to another residence hall for the period between November 22 and January 21. The application to apply to stay on campus will be available on October 15 in the Student Housing Portal.   

Please know the university always supports residential students with demonstrated financial need. We will provide support through our normal mechanisms (financial aid, waivers, hardship fund grants, etc.) to students who are approved to remain in on-campus housing and have financial challenges over the extended winter break. We are not decreasing and will not decrease that support.

Quarantine and isolation housing will be available over winter break. Students in quarantine and isolation housing may stay in quarantine and isolation housing until they are cleared by medical professionals. 

Read this message from Dean Mark Bandas on interim housing for break.

Athletics will follow a staged approach that relies on a diversity of expertise and broad collaboration with the NCAA, SEC, university leadership, health experts and others, and will adhere to local public health guidelines and protocols, as well as university specific mandates. Based on these recommendations, the return to campus plan for Vanderbilt Athletics includes a temporary COVID-related exception permitting student-athletes who live on-campus to reside in the same residence hall. We remain committed to the student-athletes being fully integrated in all aspects of campus life. Their housing arrangements are not mutually exclusive to other arrangements recommended by health officials for segments of the student population. This housing plan is flexible, and adjustments will be made as necessary, based on data.

Vanderbilt will have robust in-house contact tracing capabilities developed as a collaboration with experts at VUMC, VUSN and Metro Public Health to coordinate timely contact tracing between campus and the Nashville community.

The Campus Visitor Policy for the spring semester will remain the same as outlined during the fall semester. 

Vanderbilt University deeply values its neighbors, community partners and visitors that make our community so vibrant. However, as part of our comprehensive efforts to limit the spread of COVID-19 at Vanderbilt, throughout the city of Nashville and beyond as much as possible, we have made the difficult decision to limit the presence of visitors on campus for this academic year, and to impose certain heightened expectations for those visitors who are permitted. 

In an effort to de-densify our public spaces, individuals including prospective students, faculty, staff and postdoctoral fellows, non-Vanderbilt interns and observers, recruiters and family members of students, faculty and staff—among others—will regrettably not be permitted in campus buildings until further notice, unless specific permission has been granted in advance by the appropriate university office, dean or vice chancellor. 

In certain cases, exceptions may be made for approved users of VU Core Facilities, research participants, visiting researchers, suppliers, contractors, vendors, safety inspectors and others based on individual circumstances. Comprehensive details regarding limitations and possible exceptions can be found in our Visitor Policy Fall 2020. 

Before coming to campus, visitors must review the Campus Visitors Return to Campus Acknowledgement. 

Spaces that normally welcome community visitors, including the Jean & Alexander Heard Libraries, the Fine Arts Gallery, the Wond’ry at the Innovation Pavilion and other spaces, as well as other campus buildings, will not be open to the general public. Exterior doors for administrative and lab buildings will be locked, and access to classroom buildings will be limited to those with a Vanderbilt card/badge. No decision has been made about attendance at fall athletic events. 

In-person campus tours remain suspended for the time being. We encourage prospective students to explore the online resources available through Vanderbilt Admissions and through individual graduate and professional programs. These resources include virtual visit options, webinars, information panels with current students and other opportunities to connect. 

It is important to note that anyone who is on the Vanderbilt University campus for any reason must wear a face mask/covering at all times. These requirements are consistent with our existing requirements for students, faculty, staff and postdocs who have returned to campus in recent months. 

Until we are able to safely welcome the public again in person, we hope all community members will utilize our many virtual resources, which include information about groundbreaking research and innovation in the fight against COVID-19 and enhanced online library services. 

We are grateful to parents and family members, friends and prospective students, and our fellow Nashville residents—as well as anyone else who had planned to visit our beautiful campus in the coming months—for your patience and understanding as we work together to slow the spread of COVID-19. As we navigate these challenging times, we will continue to find new ways to collaborate and engage with our community and our city. 

Suppliers must submit the Supplier Return to Campus Acknowledgement prior to being granted permission to be on campus. 

Details surrounding whether those switching to in-person classes will have access to on-campus housing and details of the housing assignment process for the spring semester will be shared on this FAQ and in the Return to Campus Update as those decisions are finalized. 

Housing guidelines will remain the same for the spring semester. 

  • In order to maintain lower density in residential spaces, students will only have access to their assigned residential building and floor. Students will have access to laundry facilities in their building or a nearby building. 
  • Building access will be limited to only the students assigned to live in that space so students may not have overnight visitors in their room.  
  • Students are encouraged to socialize outdoors or in commons areas, while practicing physical distancing, with friends who live in other residence halls. 
  • Our residential buildings are open 24/7 and there is no curfew in place for students. Students are encouraged to check the website for the hours of other non-residential buildings on campus. 
  • Common area spaces in the residence halls like study spaces and lounges are open. We have rearranged furniture in those spaces so that it is set in accordance with physical distancing guidelines. 
  • Students are expected to abide by physical distancing protocols when in commons spaces. To assist students with distancing, we have reduced and rearranged furniture in commons spaces. Students should follow posted guidelines that will help identify ways to yield to others and outline maximum capacity in various space. The success of our Return to Campus Plan will hinge on all of us working together to follow posted guidelines and practice healthy behaviors like wearing a mask in public spaces. 
  • Due to challenges with appropriately sanitizing these spaces, shared kitchen spaces in residence halls will be closed.  
  • In residential bathrooms, students should practice physical distancing and follow any additional posted guidelines for use.  

The university has implemented several practices to support the health and wellness of residential students. These practices include enhanced cleaning and sanitization and physical distancing guidelines for commons spaces: 

  • High touch areas like door handles and elevator buttons will be cleaned throughout the day. We are installing foot pulls or arm pulls on many doors within the residential building. Hand sanitizer stations will be posted at all building entrances, exits, and near elevators. 
  • Common area bathrooms will be cleaned twice a day. Bathrooms will have a standard cleaning in the morning and a deeper cleaning and sanitization in the evenings. 
  • Common area spaces in the residence halls like study spaces and lounges will be open; to encourage physical distancing, we have rearranged furniture in those spaces. Students should follow posted guidelines that will help identify ways to yield to others and outline maximum capacity in various space. 
  • Students will be expected to wear face masks in public spaces like hallways and common areas. In residential bathrooms, students should practice physical distancing and follow any additional posted guidelines for use. 

Undergraduate students in good standing are welcome to return to campus for the spring 2021 semester regardless of their on-campus or remote status for the fall semester.

The Spring 2021 Housing Application period is from Oct. 15, 2020 at 8 a.m. CDT to Nov. 23, 2020 at noon CST. Only students who are on leaves of absence or studying remotely this fall and intend to enroll in spring classes for in-person study must apply for spring semester housing.

Students currently living in residence halls on campus or who are authorized to live off-campus do not need to apply for spring housing.

FIRST-YEAR STUDENTS

First-Year Student Spring Housing Application

All first-year students who intend to participate in spring 2021 in-person learning and who are not currently enrolled in fall 2020 courses or who are participating in fall 2020 remote study must submit the First-Year Student Spring Housing Application in the Student Housing Portal between Oct. 15, 2020 at 8 a.m. CDT and Monday, Nov. 23 at noon CST.

Students currently living in residence halls on campus or who are authorized to live off-campus do not need to apply for spring housing.

Students who apply for spring 2021 housing but decide to opt into spring 2021 remote study by the Nov. 20, 2020 remote study deadline will have their housing application cancelled without penalty.  Students who opt in to remote study for the spring 2021 semester after the Nov. 20, 2020 deadline will be responsible for all spring semester housing fees.

First-year student housing assignments will be released via email on Dec. 21, 2020.

UPPER-DIVISION STUDENTS

Upper-Division Student Spring Housing Application

All upper-division students who intend to participate in spring 2021 in-person learning and who are not currently enrolled in fall 2020 courses or who are participating in fall 2020 remote study, must submit the Spring Housing Application in the Student Housing Portal between Oct. 15, 2020 at 8 a.m. CDT and Monday, Nov. 23 at noon CST.

Students currently living in residence halls on campus or who are authorized to live off-campus do not need to apply for spring housing.

Because Vanderbilt’s COVID-19 precautions have reduced residence hall capacity, Fall 2020 admitted transfer students are not eligible to apply for on-campus housing.

Changing Your Status/Spring Housing Application

Students who apply for spring 2021 housing but decide to opt into spring 2021 remote study by the Nov. 20, 2020 remote study deadline will have their housing application cancelled without penalty.  Students who opt in to remote study for the spring 2021 semester after the Nov. 20, 2020 deadline will be responsible for all spring semester housing fees.

Students will be able to indicate housing preferences, as well as make roommate requests, on their application.  Roommate requests are not guaranteed, and only mutual requests will be considered.

Upper-division student housing assignments will be released on Dec. 21, 2020.

Upper-Division Student Spring Off-Campus Housing Application

After submission of the Spring Housing Application, the following students may request authorization to reside off campus for the spring 2021 semester:

  1. Students scheduled to graduate in May 2021
  2. Students who applied for, were granted, and accepted 2020-2021 off-campus authorization between January and July 31, 2020, but later switched to remote study/took a leave of absence for the fall 2020 semester

Off-campus decisions will be announced on Dec. 1, 2020.  Students approved to reside off-campus will have until Dec. 7, 2020 at noon CST to decline their off-campus authorization in order to reside on-campus for the spring 2021 semester.

Students who are approved to reside off-campus for the spring 2021 semester who decline their off-campus authorization by Dec. 7, 2020 at noon CST will be considered for on-campus housing.

UPPER-DIVISION ASSIGNMENT PRIORITY

In the event that there are more applications for housing than available spaces, priority for consideration for on-campus housing will be as follows:

1st priority:  Students who are “pulled in” to current partially assigned group living spaces (doubles, suites, and apartments) with friends

2nd priority:  Students who apply to and are accepted to McGill or McTyeire living/learning communities

3rd  priority: Student groups that can completely fill group living spaces (doubles, suites, and apartments)

4th priority:  2nd year students

5th priority:  4th year students

6th priority:  3rd year students

Students who are considered for on-campus housing will then be assigned through a seniority driven, randomized process.  The assignment preferences of fourth-year students or greater will be considered before third-year and second-year students, respectively.

SPRING MCGILL AND MCTYEIRE HOUSING APPLICATIONS

All students interested in applying to McGill and/or McTyeire for the spring 2021 must first submit their Upper-Division Spring Housing Application.

Please visit here for additional information regarding applying to McGill and/or McTyeire.  Applications are available beginning Oct. 15, 2020 and are due Nov. 23, 2020 at noon CST.

RESIDENTIAL COLLEGES

Previous residential college residents will have priority for assignment to their residential college.  In order to be considered a previous resident, a student must have taken occupancy of their residential college space in the spring 2020 semester or earlier.

Students who are assigned to a residential college for the spring 2021 semester who were not previous residents (spring 2020 semester or earlier) will not have priority to return to their assigned residential college for the 2021-2022 academic year.

Previous residential college residents are welcome to request to fill group living vacancies (doubles and suites) with friends in a different residential college.  If a student requests assignment to a different residential college and they take occupancy of the space, that is now their residential college and they will not be eligible for assignment to their previous residential college in the future.

STUDENTS REQUESTING TO FILL A VACANCY IN A FRIEND’S SPACE (DOUBLES, SUITES AND APARTMENTS ONLY)

Students requesting to fill a current or upcoming end of semester vacancy with friends in group living can do so on their application.  Only mutual requests will be considered.  Students cannot “gift” fully vacated doubles, suites, or apartments to other students.  Single rooms cannot be “gifted” to other students.  Requests to fill vacancies in Mayfield lodges will not be considered.

The student/s currently residing in the double, suite or apartment for the fall 2020 semester who will return for the spring 2021 semester must submit the Vacancy Pull-In Application in the Student Housing Portal between Nov. 8, 2020 and Nov. 30, 2020 requesting that you fill the vacancy.

FALL 2020 ADMITTED TRANSFER STUDENTS

GENERAL INFORMATION

Because Vanderbilt’s COVID-19 precautions have reduced residence hall capacity, the university is, unfortunately, unable to provide on-campus housing for transfer students during the spring 2021 semester.

The Off-Campus Housing Service is a resource for incoming transfer students seeking off-campus housing and roommates  The service lists properties that want to rent to Vanderbilt students, faculty and staff.  It also allows users to search for roommates and for sublets. There is no cost to students to use this service.

The university will also share details closer to the start of the spring semester about programming to help transfer students fully integrate into the campus community and to make them aware of all the instructional opportunities and campus resources available to them as Vanderbilt students.

GOOD NEIGHBOR GUIDELINES

All fall 2020 admitted transfer students who plan to move to Nashville in order to participate in spring 2021 in-person study should sign the Good Neighbor Guidelines in Student Housing Portal between Oct. 15, 2020 at 8 a.m. CDT and Nov. 23, 2020 at noon CST.

Spring semester move-in dates will be Friday, Jan. 22, through Sunday, Jan. 24. To reduce the density of the population on campus, students, who resided on campus for the fall semester, cannot have assistance moving in for the spring semester. 

Students returning to campus for the first time since spring 2020 will receive an email from OHARE with instructions on when and how to pick-up items remaining in storage. Questions regarding storage can be directed to oharecampusstorage@vanderbilt.edu. 

Details surrounding returning to campus and move-out dates and times for upper-division residential students are being finalized. Information will be shared on this FAQ and in the Return to Campus Update as those decisions are finalized. 

First-year student move-in for the spring semester

The university has decreased the density in our campus residences by, among other steps, assigning one first-year student per room. The university will continue this practice during the spring semester.  While maintaining the university’s focus on the health and safety of the campus community, first year students, who resided on campus for the fall semester, will participate in “The Flip” at the end of the fall semester. Students currently living in the Towers and Branscomb Quad (Lupton, Scales, Stapleton and Vaughn) will be moving to The Ingram Commons, and students currently living on The Ingram Commons will be moving to the Towers or Branscomb Quad. North House will not participate in The Flip. The Flip will maximize opportunities for students to live on The Ingram Commons while maintaining single rooms for these students.  

Spring housing assignments for first-year students will be released in late October.  

In anticipation of The Flip, students will begin to receive communications regularly that provide information about what to expect and directions about necessary preparations for The Flip. Some initial general information about The Flip follows. 

  • First-year students will continue to be housed one student per room. 
  • Each student’s house affiliation will remain the same (i.e., if a student currently lives in Towers and is affiliated with Hank Ingram, the student will be assigned to Hank Ingram for the spring).
  • Students will be moved in clusters so that they will continue to reside with at least some of the students they lived near in the fall; special requests cannot be accommodated. 
  • North House residents will not participate in The Flip. This is due solely to the fact that the capacity of The Ingram Commons exceeds the capacity of Branscomb Quad and Towers. Removing North House from The Flip gives the university the numbers needed to execute The Flip between The Ingram Commons and main campus. 
  • Packing supplies will be provided and students will be required to pack their own items before departing at the end of the fall semester. Packed items will be moved to each student’s new space before their return in January. Students are expected to unpack their own belongings and set up their rooms by themselves; family members will not be permitted to enter residence halls to assist. 

Impressed by the diligence of the vast majority of Vanderbilt students in following campus health and safety protocols during the fall, the university community is looking forward to the spring semester.

The university plans to offer more in-person courses in the spring. Students who want to take a greater number of in-person classes are encouraged to work closely with their adviser to develop their class schedule. The university also is applying lessons learned from the fall semester to adjust and enhance its approach to supporting our students academically, socially and emotionally, and protecting their health and safety as much as possible with regard to testing and other COVID-19 protocols.

Building on fall programming, physically distant social activities and virtual opportunities, such as concerts, game nights, crafting sessions, outdoor fitness classes, multiple speaker series and film watch events, also are being planned for students.

COVID-19 has presented new challenges for everyone, and the university is committed to supporting students as they progress toward degree completion. Vanderbilt will continue to provide a robust educational experience for all students—whether they are in person or have been approved for remote study.

Details

Spring semester programming and activities will follow the same guidelines as outlined during the fall semester. 

The university wants to provide students with academic and learning opportunities outside of the classroom while following all protocols for campus health and safety. To do so, all student academic or learning events must have an authorized sponsor who submits a required plan through Events at Vanderbilt.  

The sponsor from within an academic department (or school/college) can then include or invite registered student organizations and students to participate or support the event. Event sponsors should prioritize holding academic and learning events outside, and all such events must be on campus. Off campus events are not allowed. The authorized sponsor must file a plan and submit it to Events at Vanderbilt at least 14 calendar days in advance of the event. The plan must include in-depth information, including mechanisms to observe and enforce campus protocols.  

Following the university’s campus visitor policy, no non-VU attendees are allowed at such student events. During the event, there must be at least one faculty or staff member from the sponsoring department in attendance; the number required depends on the number of attendees. Their primary role is to ensure all attendees are following all University requirements during the event. 

Graduate and professional student events will follow these same guidelines and also continue to be overseen by school and college deans. 

Maximum size and related mechanisms to ensure physical distancing:   

  • The plan must include the maximum number of students and total attendees (students plus staffing) that the sponsor intends to allow to attend, keeping the COVID-19 modified maximum occupancy for any indoor space in mind.   
  • Approval consideration will also take into consideration how the plan addresses the challenges associated with controlling crowds and maintaining physical distance for larger events, including maintaining distance both during the event and ingress/egress before and after the event.   
  • In some circumstances, the university has already taken steps to help maintain distancing and event flow for specific on campus locations.   
  • For example, for outdoor events in the dining tents, there are set table and chair locations. On a lawn, students can be directed to remain in the circles, one person to circle. For an indoor lecture for 50 students, the university may have designed classroom spaces with chair straps in place to signify physical distancing and signage may already be placed to direct proper circulation. If the location for the event already has such measures in place, the plan may specifically refer to and rely on those measures.   
  • If, however, the location does not have such existing measures, the plan must include specific steps that the sponsor will take to maintain physical distancing. Regardless of location, some additional methods to mitigate potential bottlenecks may include ticketed entry and timed entry/dismissals.  
  • The tasks of maintaining physical distance and complying with university protocols become more challenging as event size grows and plans for larger group gatherings will receive significant scrutiny, including whether they are generally consistent with Nashville guidance on gatherings.   
  • Ultimately, wherever an event is located, the sponsors must state the expected mechanisms for following all campus protocols, and also state how the sponsor will enforce those protocols once the event is underway in the required plan.    

Location:  

  • Event sponsors should prioritize holding academic/learning events outside. Many outdoor spaces, like indoor spaces, can be reserved through Events at Vanderbilt. Indoor events must stay within the COVID-19 modified maximum occupancy in a space while maintaining physical distancing as established by the university (e.g., through chair straps).  
  • Physical distancing: All participants, including speakers, must always maintain physical distancing of at least six feet.  
  • Face masking/covering: All participants must always wear a face mask/covering, including any speakers. Attendees must wear a mask when not actively eating or drinking at an event where food or drink has been previously authorized.   
  • Food or drink at event: The default position is that no food or drink will be allowed during any event. Prior authorization may be granted for pre-distributed, pre-placed, and pre-packaged food if the plan explains why food or drink are necessary for the event and how this distribution and placement will be achieved. Even then, three conditions must be met: (a) attendees must wear a mask when not actively eating/drinking; (b) no alcohol is permitted at campus events; and (c) no third-party food servers are permitted.    

Visitors:  

  • Consistent with the campus visitor policy, no non-VU attendees are allowed at student events. The only exceptions are guests invited by the sponsor to provide content for the event (such as a speaker or instructor). Any guest must complete all required paperwork (e.g., Acknowledgments) and be approved by the Provost’s office to come to campus. Refer to the Campus Visitors policy on the Return to Campus website for requirements about how food and drink must distributed/arranged for campus visitors, noting the role of Campus Dining.  

Group participation, especially cheering/yelling/singing:  

  • Attendees should avoid activities that might require people to yell, raise their voice, or project their voice, given recent research about how talking loudly can lead to more large droplets/aerosols that spread the virus.  

Anchor Link and RSVP system:    

  • The sponsor must enter events into Anchor Link and use the RSVP feature to ensure that the event does not exceed the stated maximum number of attendees in the plan. All attendees must RSVP at least 48 hours in advance of the event so that appropriate vetting of attendees can occur.   

Swiping in at events:   

  • All attendees at university events (including faculty, students, and staff) must swipe in at every event in to aid in contact tracing efforts if needed. If the event must use a different sign-in approach due to a technological issue, the sponsor must ensure appropriate sanitization between uses for pens/stylus/papers/iPads, or whatever other materials are used.    

Ratios for event staffing and support  

  • For student events, one designated event staff member must be in attendance for every 15 students attending. For the avoidance of doubt, when an event exceeds 15 students, a second staff member must be added (for example, a gathering of 23 students requires two designated staff). When an event exceeds 30 students a third staff member must be added, and this pattern of adding a staff member continues each time the event exceeds a multiple of 15.  
  • Event staff’s primary role is to make sure all attendees are following all above guidelines and to help maintain compliance. Designated event staff must include faculty or staff from the sponsoring department and may also include Resident Advisers or pre-designated student leaders who are aware of this role and responsibilities therein.   
  • Event staff may not be solely students; at least one professional (faculty or staff) must be in attendance at every event. Pre-designated student leaders in these roles should have completed the PHA training. All designated event staff must be counted toward any maximum occupancy limit for the designated event space.   

Classrooms will not be disinfected in between each class, but will be disinfected during routine cleaning. Plant Operations, a unit within the Vanderbilt University Facilities Department, will operate in accordance with the increased cleaning and disinfection protocols recommended by the Centers for Disease Control, using Environmental Protection Agency-approved products that are effective against the COVID-19 virus. Throughout the pandemic, Plant Operations has monitored and adopted CDC recommendations.  Details on cleaning protocols, including classrooms, can be found on the Facilities: Enhanced Cleaning and Disinfectant Protocols FAQ.

Information about our campus meeting and gathering guidelines can be found on the Specific Campus Scenarios: Meetings and Gatherings FAQ.

Undergraduate residential students who are able to do so will leave campus for the Thanksgiving holiday and will not return to campus until the start of the spring semester. Those who cannot leave due to certain circumstances should work with the Office of Housing and Residential Experience to make accommodations.

We are adopting this plan based on current public health guidance regarding risks associated with coming and going to and from campus, and models suggesting a potential resurgence of COVID-19 cases with the onset of influenza season.

Our plan for Vanderbilt-controlled housing is student focused. Given COVID-19 conditions, this means we will de-densify residential spaces to provide housing that is as safe as possible. We are also identifying isolation and quarantine locations for members of our residential community. 

To meet these goals, we have customized plans for three cohorts of students with different on-campus living needs: first-year students, returning upper-division students, and student-athletes. We are deploying a mix of new approaches, including authorizing more upper-division students to live off campus and securing additional Vanderbilt-controlled housing options near campus.

Public health guidance recommends students reside either in single rooms or in a family-unit model (roommates and suite mates considered a family unit are exempt from physical distancing) with bathroom considerations such as the student-to-fixture ratio and enhanced cleaning schedules.

Some rooms that we are reducing occupancy for will have two sets of furniture. We are not removing the excess furniture. Students should not bring their own furniture.

Details regarding specific housing options and room assignment procedures will be communicated to students prior to the resumption of the housing assignment process. We anticipate multiple move-in days this fall. 

FIRST-YEAR STUDENTS

First-year students will be assigned one student per room and will be housed in The Martha Rivers Ingram Commons, Branscomb Quadrangle and Carmichael Towers East using a random assignment process. Requests for specific residence halls will not be considered. All first-year students will be housed in single rooms in order to reduce the density in our residence halls.

First-year students will switch housing assignments at the transition between fall and spring semester, so all first-year students are able to live on The Commons for part of the year. In the fall semester, half of the first-year students will reside on the Ingram Commons and the other half will reside in Branscomb Quadrangle or Carmichael Towers East. In the spring, their assignments will be reversed.

Regardless of where they live in the fall, all first-year students will be assigned a Commons house affiliation and Faculty Head of House. All students will also be supported by Residential Experience Area Coordinators, Graduate Area Coordinators and Resident Advisers.

Additionally, students will be assigned a “virtual roommate” (e.g., a student living on The Commons will be paired with a student living in Branscomb Quadrangle or Carmichael Towers East). Virtual roommates allow students to connect with another person across campus to create a larger sense of community for new students. It also gives them an opportunity to connect with that person before arriving on campus and throughout the first year, as students begin to build their network at Vanderbilt. 

RETURNING UPPER-DIVISION STUDENTS

Returning upper-division students who do not already have a room assignment, and who are seeking on-campus housing, will receive an assignment through the Housing Assignment Process. Pending space availability, students will be assigned as individuals to traditional singles or as groups—per the family unit model—to traditional doubles and apartments.

In response to the need for distancing and reduction of density, the university is lowering the number of occupants in Morgan and Lewis house, allowing family-unit models if students select and acquiring additional VU-controlled properties.

Upper-division residence halls for the 2020-2021 academic year will include Warren and Moore Colleges, Zeppos College, Carmichael Towers I, E. Bronson Ingram College, Cole, Tolman, McGill, McTyeire, Morgan, Lewis and Mayfield.

An updated Guide to the Housing Assignment Process, which details specific housing options and room assignment procedures, is available on the OHARE website.

STUDENT ATHLETES

Student-athletes (first year and upper division) will be housed together in Morgan House and Lewis House on Highland Quad per the family unit model, sharing rooms with teammates and classmates (e.g., first-year students with first-year students and upper-division students with upper-division students). First-year students will also be assigned an Ingram Commons house affiliation.

TRANSFER STUDENTS

Incoming transfer students seeking off-campus housing and roommates can use the Off-Campus Housing Service. We will also provide programming to ensure transfer students are fully connected to and integrated with our community.

QUARANTINE AND ISOLATION

Our plan for Vanderbilt-controlled housing for the 2020–21 academic year is student focused. COVID-19 conditions mean we needed to identify quarantine and isolation locations for our undergraduate residential community and to de-densify residential spaces to provide housing that is as safe as possible. The CDC defines isolation as separating sick people with a contagious disease from people who are not sick and quarantine as separating and restricting the movement of people who were exposed to a contagious disease to see if they become sick. 

Blakemore House, Chaffin Place, OHARE at the Village at Vanderbilt Townhouses and South Tower and Scarritt Bennett Center (an off-campus property operated by the university and located in close proximity to campus) will be used for campus resident isolation and quarantine space.

University health officials will make medical determinations and assign campus residents to either diagnostic quarantine or COVID-positive isolation to sites specifically designated for these purposes. University health officials will make medical evaluations and release campus residents from quarantine or isolation to return to their campus residence hall room when deemed medically appropriate.

For student living off campus, university health officials will make medical determinations and direct students to quarantine or isolate at their off-campus residences. When deemed appropriate after medical evaluations, university health officials will release students from quarantine or isolation in their off-campus residences.

Student Health will work with all such students to do regular symptom monitoring and will hospitalize anyone who becomes seriously ill.

SUPPORT FOR RESIDENTIAL STUDENTS

We have developed a robust virtual programming/community building model lead by Residential Experience. Resident Advisers will do regular one-on-one communication with residents and provide resources to assist them. All first-year students will spend at least one semester on the Ingram Commons and will be assigned a Faculty Head when they live in either Branscomb or Towers. All first year students will also be assigned a virtual roommate. Additionally, our Student Care Network will be providing support if we receive information that a student is struggling with adjustment to these challenging times.

The university is implementing a number of practices to support the health and wellness of residential students. These practices include enhanced cleaning and sanitization, physical distancing guidelines for commons spaces, the de-densification of residence halls and the development of virtual programming models:

  • In order to maintain lower density in residential spaces, students will only have access to their assigned residential building and floor; students are encouraged to socialize outdoors or in commons areas, while practicing physical distancing.
  • High touch areas like door handles and elevator buttons will be cleaned throughout the day. We are installing foot pulls or arm pulls on many doors within the residential building. Hand sanitizer stations will be posted at all building entrances, exits, and near elevators.
  • Common area bathrooms will be cleaned twice a day. Bathrooms will have a standard cleaning in the morning and a deeper cleaning and sanitization in the evenings.
  • Common area spaces in the residence halls like study spaces and lounges will be open; to encourage physical distancing, we have rearranged furniture in those spaces. Students should follow posted guidelines that will help identify ways to yield to others and outline maximum capacity in various space.
  • Students will be expected to wear face masks in public spaces like hallways and common areas. In residential bathrooms, students should practice physical distancing and follow any additional posted guidelines for use.

Per the family unit model, students assigned to live in Greek houses will be able to reside together in their current room set-ups.  

Greek residents diagnosed with COVID-19 will be quarantined or isolated using the same procedures and facilities as all other students who live on campus. Blakemore House and Scarritt Bennet have been identified for student quarantine and isolation spaces.

Greek houses will comply with the guidelines applied across campus. Currently, gatherings of 10 or fewer are allowed with physical distancing. As guidelines change, we will work closely with the fraternities and sororities to ensure their events and activities are in compliance with increased capacities for gatherings in later phases.  

In order to maintain lower density in residential spaces, students will only have access to their assigned residential building and floor. Students will have access to laundry facilities in their building or a nearby building.

Building access will be limited to only the students assigned to live in that space so students may not have overnight visitors in their room. It is possible that our access regulations may evolve as we move through different phases of the Vanderbilt Return to Campus Plan.

Students are encouraged to socialize outdoors or in commons areas, while practicing physical distancing, with friends who live in other residence halls.

Our residential buildings are open 24/7 and there is no curfew in place for students. Students are encouraged to check the website for the hours of other non-residential buildings on campus.

Common area spaces in the residence halls like study spaces and lounges will be open. We have rearranged furniture in those spaces so that it is set in accordance with physical distancing guidelines.

Students are expected to abide by physical distancing protocols when in commons spaces. In an effort to assist students with distancing, we have reduced and rearranged furniture in commons spaces. Students should follow posted guidelines that will help identify ways to yield to others and outline maximum capacity in various space. The success of our Return to Campus Plan will hinge on all of us working together to follow posted guidelines and practice healthy behaviors like wearing a mask in public spaces.

Due to challenges with appropriately sanitizing these spaces, shared kitchen spaces in residence halls will be closed. Campus Dining has announced their fall semester plans.

In residential bathrooms, students should practice physical distancing and follow any additional posted guidelines for use. Common area bathrooms will be cleaned twice a day. Bathrooms will have a standard cleaning in the morning and a deeper cleaning and sanitization in the evenings.

We are balancing the health, safety and comfort of our constituencies and our community with providing the meaningful experiences for students traditionally associated with Vanderbilt. These are temporary measures to deal with the challenging circumstances in which we find ourselves. 

No guests will be allowed within residence hall rooms. Although first-year students will be assigned a single room, we expect that they will make friends on their residence hall floors, sitting in their doorways talking late into the night, or lounging on one of our various campus outdoor areas while physically distancing. Students will also be able to interact with their virtual roommates and other friends in person throughout the academic year, while still following the university’s protocols. We are also working to define gatherings for the fall semester, in which there may be opportunities for in-person engagement for campus groups and organizations while following campus protocols. 

We hope that community members will be active participants and bystanders in keeping the community healthy, safe, and accountable.  

Students around campus practice healthy behaviors.

TRANSFER STUDENTS

Vanderbilt will continue to provide strong support to our incoming transfer students even as they live in off-campus residences. Through our transfer orientation program, students will interact with others through informational sessions and small-group discussions that will help you navigate your academic program, campus resources and student life on Vanderbilt’s campus. Through TSO, you’ll also have the opportunity to connect with Transfer Student Leaders (sophomores, juniors, and seniors who transferred to Vanderbilt themselves) and other incoming transfer students.

Full details of the 2020 Transfer Student Orientation program, which will be conducted through Brightspace, will be released in early August.

Additionally, the new Campus Connection Program will provide undergraduate students with personalized support and guidance as they navigate the various experiential learning and campus services that are part of their collegiate experience at Vanderbilt. The program will engage Campus Connectors, professional staff from Academic Affairs, to serve as liaisons who directly support personal and professional development for their cohort of students from enrollment to graduation.

Student life on campus is an important part of the college experience. There is no denying that the ways in which we live, learn, interact and study will continue to evolve and change in the coming months. Many of these experiences will be new for all of us, and we fully understand that the dynamics of the fall semester may not be what any of us would desire or expect. We share in the feeling that there is a long road of uncertainty ahead, but the collaborative and caring culture of Vanderbilt positions us well to thoughtfully travel it together.

The Office of the Dean of Students is using the parameters and protocols set forth as a part of the university’s Return to Campus Plan as a basis for the below guidelines for student life on campus and to determine how staff and students engage in various activities and programs.

STUDENT PROGRAMMING AND ORGANIZATIONS

The university wants to provide students with academic and learning opportunities outside of the classroom while following all protocols for campus health and safety. To do so, all student academic or learning events must have an authorized sponsor who submits a required plan through Events at Vanderbilt. 

The sponsor from within an academic department (or school/college) can then include or invite registered student organizations and students to participate or support the event. Event sponsors should prioritize holding academic and learning events outside, and all such events must be on campus. Off campus events are not allowed. The authorized sponsor must file a plan and submit it to Events at Vanderbilt at least 14 calendar days in advance of the event. The plan must include in-depth information, including mechanisms to observe and enforce campus protocols. 

Following the university’s campus visitor policy, no non-VU attendees are allowed at such student events. During the event, there must be at least one faculty or staff member from the sponsoring department in attendance; the number required depends on the number of attendees. Their primary role is to ensure all attendees are following all University requirements during the event.

Graduate and professional student events will follow these same guidelines and also continue to be overseen by school and college deans.

Maximum size and related mechanisms to ensure physical distancing:  

  • The plan must include the maximum number of students and total attendees (students plus staffing) that the sponsor intends to allow to attend, keeping the COVID-19 modified maximum occupancy for any indoor space in mind.  
  • Approval consideration will also take into consideration how the plan addresses the challenges associated with controlling crowds and maintaining physical distance for larger events, including maintaining distance both during the event and ingress/egress before and after the event.  
  • In some circumstances, the university has already taken steps to help maintain distancing and event flow for specific on campus locations.  
  • For example, for outdoor events in the dining tents, there are set table and chair locations. On a lawn, students can be directed to remain in the circles, one person to circle. For an indoor lecture for 50 students, the university may have designed classroom spaces with chair straps in place to signify physical distancing and signage may already be placed to direct proper circulation. If the location for the event already has such measures in place, the plan may specifically refer to and rely on those measures.  
  • If, however, the location does not have such existing measures, the plan must include specific steps that the sponsor will take to maintain physical distancing. Regardless of location, some additional methods to mitigate potential bottlenecks may include ticketed entry and timed entry/dismissals. 
  • The tasks of maintaining physical distance and complying with university protocols become more challenging as event size grows and plans for larger group gatherings will receive significant scrutiny, including whether they are generally consistent with Nashville guidance on gatherings.  
  • Ultimately, wherever an event is located, the sponsors must state the expected mechanisms for following all campus protocols, and also state how the sponsor will enforce those protocols once the event is underway in the required plan.   

Location: 

  • Event sponsors should prioritize holding academic/learning events outside. Many outdoor spaces, like indoor spaces, can be reserved through Events at Vanderbilt. Indoor events must stay within the COVID-19 modified maximum occupancy in a space while maintaining physical distancing as established by the university (e.g., through chair straps). 
  • Physical distancing: All participants, including speakers, must always maintain physical distancing of at least six feet. 
  • Face masking/covering: All participants must always wear a face mask/covering, including any speakers. Attendees must wear a mask when not actively eating or drinking at an event where food or drink has been previously authorized.  
  • Food or drink at event: The default position is that no food or drink will be allowed during any event. Prior authorization may be granted for pre-distributed, pre-placed, and pre-packaged food if the plan explains why food or drink are necessary for the event and how this distribution and placement will be achieved. Even then, three conditions must be met: (a) attendees must wear a mask when not actively eating/drinking; (b) no alcohol is permitted at campus events; and (c) no third-party food servers are permitted.   

Visitors: 

  • Consistent with the campus visitor policy, no non-VU attendees are allowed at student events. The only exceptions are guests invited by the sponsor to provide content for the event (such as a speaker or instructor). Any guest must complete all required paperwork (e.g., Acknowledgments) and be approved by the Provost’s office to come to campus. Refer to the Campus Visitors policy on the Return to Campus website for requirements about how food and drink must distributed/arranged for campus visitors, noting the role of Campus Dining. 

Group participation, especially cheering/yelling/singing: 

  • Attendees should avoid activities that might require people to yell, raise their voice, or project their voice, given recent research about how talking loudly can lead to more large droplets/aerosols that spread the virus. 

Anchor Link and RSVP system:   

  • The sponsor must enter events into Anchor Link and use the RSVP feature to ensure that the event does not exceed the stated maximum number of attendees in the plan. All attendees must RSVP at least 48 hours in advance of the event so that appropriate vetting of attendees can occur.  

Swiping in at events:  

  • All attendees at university events (including faculty, students, and staff) must swipe in at every event in to aid in contact tracing efforts if needed. If the event must use a different sign-in approach due to a technological issue, the sponsor must ensure appropriate sanitization between uses for pens/stylus/papers/iPads, or whatever other materials are used.   

Ratios for event staffing and support 

  • For student events, one designated event staff member must be in attendance for every 15 students attending. For the avoidance of doubt, when an event exceeds 15 students, a second staff member must be added (for example, a gathering of 23 students requires two designated staff). When an event exceeds 30 students a third staff member must be added, and this pattern of adding a staff member continues each time the event exceeds a multiple of 15. 
  • Event staff’s primary role is to make sure all attendees are following all above guidelines and to help maintain compliance. Designated event staff must include faculty or staff from the sponsoring department and may also include Resident Advisers or pre-designated student leaders who are aware of this role and responsibilities therein.  
  • Event staff may not be solely students; at least one professional (faculty or staff) must be in attendance at every event. Pre-designated student leaders in these roles should have completed the PHA training. All designated event staff must be counted toward any maximum occupancy limit for the designated event space.  

Guidelines for performing arts student organizations

  • Singing in groups will not be allowed.
  • Instrumental groups restrictions:
    • Instruments that require use of air (Woodwinds, Brass) will not be allowed
    • String and percussion instruments
      • No more than 8 individuals can gather
      • Individuals must be no less than 10 feet apart
      • Individuals must wear masks at all times
  • Dancing in groups will be permitted with the following restrictions:
    • No more than 8 individuals can gather
    • Individuals must be no less than 10 feet apart
    • Individuals must wear masks at all times
  • For groups that do not fall under either singing or dancing categories (VUT, TNC, etc.), the following restrictions will be in place:
    • No more than 8 individuals can gather
    • Individuals must be no less than 10 feet apart
    • Individuals must wear masks at all times
  • All groups that can gather should prioritize outside meeting locations rather than indoor.

COMPLIANCE

Student Accountability will oversee compliance. Students are expected to comply with all university policies and protocols designed to facilitate physical distancing, reduce the spread of COVID-19 and promote the health and safety as much as possible of the Vanderbilt and Nashville communities. Any intentional or reckless disregard for these policies and protocols will be addressed through the Office of Student Accountability, Community Standards, and Academic Integrity, using the existing sanctioning considerations found in the Student Handbook, including a review of the potential impact based on the nature and severity of the incident, which may support an enhanced sanction. This also applies to both unofficial on- and off-campus parties.

SPRING EVENTS

Vanderbilt will follow a phased approach with restrictions on in-person meetings and social events. Guidelines for the spring will be dependent on the success of the fall semester and subject to broader university guidelines and greater Davidson County guidelines at that time.

Vanderbilt Athletics’ plan for returning to campus is guided by the university’s Return to Campus and Return to Classes Plans. The health and safety of our student-athletes, coaches, and staff are paramount. Athletics will follow a staged approach that relies on a diversity of expertise and broad collaboration with the NCAA, SEC, university leadership, health experts and others, and will adhere to local public health guidelines and protocols, as well as university specific mandates.

Student-athletes will return to campus in stages to allow for a transition period for medical clearance, accommodation of new protocols, and adequate time for education and reinforcement of new norms. We will use data to inform next steps. The plan is flexible and allows for sport-specific adaptation.

The Return to Campus Plan for Vanderbilt Athletics includes:

  • COVID-19 testing and pre-participation physicals
  • Daily screening and symptom monitoring
  • Enhanced disinfecting protocols
  • Locker rooms closed
  • Virtual team meetings
  • Face mask/covering and physical distancing protocols

Vanderbilt University’s policies and protocols for responding to the COVID-19 pandemic will be rooted in safety for staff, faculty, students, invited guests (e.g., contractors), and the public with whom we interact. The health and well-being of our community are critical.

VANDERBILT UNIVERSITY PUBLIC SAFETY

Vanderbilt University Public Safety (VUPS) is committed to the safety of students, faculty and staff. The people within VUPS work diligently to maintain a safe and secure campus, and they are committed to doing so with the utmost care and compassion and under the highest standards of conduct.

More than 300 staff serve in the department, which includes 100 police officers, 135 community service officers and 80 security personnel. The department also continues to protect members of our campus community during the pandemic.

CORE Committee

The Community Oriented Result and Expectation (CORE) Committee continues to meet to make recommendations to the Vanderbilt University Police Department (VUPD) regarding safety and security on campus. The committee discusses issues including suspected bias, VUPD’s ongoing community relations efforts, police accountability and transparency, pedestrian and bicycle safety and other traffic concerns, and the handling of significant events and incidents on campus while addressing concerns and planning solutions for those issues. 

Representation on this committee includes the Office of Equity, Diversity and Inclusion, the Multicultural Leadership Council, the Graduate Student Council, Vanderbilt Student Government, the National Pan-Hellenic Council, the Interfraternity Council, the Panhellenic Council, the Office of Residential Education, the Faculty Senate, the Project Safe Center for Sexual Misconduct Prevention and Response, the Bishop Joseph Johnson Black Cultural Center, the Office of LGBTQI Life, Athletics, International Student and Scholar Services, a community/neighborhood representative, the University Staff Advisory Council (USAC), the Division of Communications, the Office of Risk and Insurance Management, and the Office of the General Counsel.

The David Williams II Recreation and Wellness Center and Outdoor Recreation Program is instituting a number of programming changes in order to manage the situation brought on by the global pandemic and ensure the health and safety of the Vanderbilt community. In time, we hope to bring many of our in-person programs back to full capacity, informed by guidance from public health officials and experts at Vanderbilt University Medical Center.

Based on current campus guidelines and for the safety of our community, we do not intend to open the Alumni Hall and Common Center Gyms at this time.

CAMPUS TENNIS COURTS

The last day for all students to reserve tennis courts during the fall semester will be Friday, Nov. 20. An opening date for the spring has not yet been determined. Updates will be posted to vu.edu/vandytennis.

Every patron visiting the Barnes & Noble at Vanderbilt bookstore located at 2525 West End Avenue is required to wear a face mask/covering. Follow directional signage and stand on decals signifying 6 feet of distance from the person in front and behind while in line.

Vanderbilt students practice healthy behaviors as they mask up and social distance themselves between classes around campus.

Maintaining space between you and others is a best practice according to the CDC and is required on the Vanderbilt campus to avoid exposure to the COVID-19 virus and slow its spread. Because people can spread the virus before they know they are sick, it is important to stay away from others whenever possible, even if you have no symptoms. Physical distancing and face mask/covering wearing is especially important for people who are at higher risk.

Everyone on campus should follow these physical distancing practices:

Students around campus practice healthy behaviors.

Physical distancing practices and face mask/covering wearing should be followed in all outdoor spaces. Appropriate use of face masks/coverings is important in minimizing risk to the wearer and those around them. A face mask/covering is not a substitute for physical distancing.

In the interest of creating a culture where health and safety are promoted and realized, face masks/coverings must be worn by all individuals on campus in public indoor settings (e.g., common workspaces, hallways, stairwells, elevators, meeting rooms, classrooms, break-rooms, restrooms, etc.).

Physical distancing must be maintained at all times when outdoors. Face masks/coverings must be worn at all times when outdoors, with the following limited exceptions:

  1. While engaged in vigorous outdoor recreation, such as biking or running, so long as physical distancing is maintained at all times including with those walking on campus paved paths, sidewalks, plazas
  2. While actively engaged in eating/drinking outdoors, so long as physical distancing is maintained

Goals for outdoor spaces on campus include:

  • Creating an environment that maximizes safety and legibility while moving through campus
  • Making it possible on major routes to maintain a 6-foot distance while moving through campus
  • Using minimally invasive, maximally effective techniques
  • Designing all indoor and outdoor circulation plans with accessibility and mobility needs in mind

Wayfinding will be phased in aligned with the Vanderbilt Return to Campus phases. This allows for the university to observe and adjust. The university is aiming to give people room and give people time to react.

The “Gold Path” network is a planning concept Vanderbilt is using to focus its wayfinding and signage efforts and coordinate with similar efforts within buildings. Paths designated as part of the “Gold Path” represent commonly used pedestrian paths. As the community continues to return to campus, the university will place its signage and monitoring efforts on these corridors.

Signage has been prepared aligned with CDC and ACHA guidance and will be placed along the “Gold Path” network. Be mindful to follow the directional signage and be prepared to change your daily routine to adhere to the new circulation patterns.

The following map shows the “Gold Path” network for the current university Phase II and II+.  Parking locations are noted with non-colored circles and popular destinations with colored circles. Major circulation routes are noted in gold.

 

 

 

 

 

 

 

 

 

 

 

TENTS AND OTHER OUTDOOR AMENITIES

Three large tents have been installed at Alumni Lawn, Library Lawn and Peabody Esplanade to serve as dining locations for the campus community. Capacity at each tent will be managed by on-site Campus Dining staff and dining tents are available to all members of the VU community, regardless of whether the meal to be eaten was purchased from a Campus Dining location.

Additional tents may be installed to support particular buildings or programs on campus over time.

Information about how to use the dining tents can be found on the Campus Dining FAQ.>>

All campus protocols must be followed in and around all tent locations, including physical distancing of at least six feet and wearing a mask or face covering at all times, except when eating or drinking. Signage will be posted throughout tent areas to direct circulation and provide protocol reminders, which must be adhered to at all times. The comprehensive plans for the use of outdoor tents this fall include information regarding fire code compliance and safety; severe weather communication, evacuation, and sheltering; and general safety and security. Occupants of tented areas should follow the instructions provided by tent staff in the event that any enhanced safety or security measures are needed, particularly evacuation for inclement or severe weather.

In addition to tents, other outdoor spaces are being updated with painted circles on lawns throughout campus to identify physically distanced locations for use by the individuals, including for outdoor dining, studying, leisure and other activities.

Examples of these circle locations are shown in the maps below. These are current concept maps and as such are illustrative and not precise. Due to mowing and lawn maintenance, circle patterns and distribution may vary over the course of the semester.

Every patron visiting Station B to collect or send package(s)/mail will be required to wear a face mask/covering. The entrance to the operation is through the Rand door, while exit will be accommodated via the fire lane side facing Bishop Joseph Johnson Black Cultural Center. While standing in line, stand on decals signifying six feet of distance from the person in front and behind.

Vanderbilt students practice healthy behaviors as they mask up and social distance themselves between classes around campus.

Campus buildings and exterior spaces will include signage that should be followed by community members at all times. This includes directional and physical distancing signage signifying flow and where people should stand, as well as informational signage regarding protocols in the Return to Campus Plan.

Examples of the signage community members will see on campus are outlined below.

Accessible Route Signage

 

Accessible route signage

Accessible Route: Sidewalk stickers that signify accessible routes around campus

 

GENERAL ROUTE SIGNAGE

 

Left turn arrow

Left turn:
Sidewalk stickers showing when you should turn left.

 

 

Right turn arrow

Right turn:
Sidewalk stickers showing when you should turn right.

 


 

Roundabout

 

Roundabout:
Sidewalk stickers showing when you should walk counterclockwise to maintain physical distancing.

 

Exterior Signage

 

Dismount and walk your bike signage

Dismount & Walk:
Sandwich boards and yard signs showing when you should dismount and walk your bike or scooter

 

General etiquette and protocols

 

General Etiquette:
Sandwich boards and yard signs showing general etiquette and safety protocols

 


 

Lawn etiquette and protocols

Lawn Etiquette:
Sandwich boards and yard signs showing lawn etiquette and safety protocols

 

6 foot distance signage

6” Distance:
Sidewalk stickers marking 6” distance between two points

 


 

One way signage

One Way Only:
Sidewalk stickers and sandwich boards showing one way routes

 

Entry/Exit Building Signage

 

Entrance only signage

Entrance Only:
Building signs showing entrances to buildings

 

Exit only signage

Exit Only:
Building signs showing exits to buildings

 


 

 No entry sign

No Entry:
Building signs showing areas where you should NOT enter

 

Yield to others sign

Yield:
Sandwich boards and building signs reminding individuals to yield and maintain 6’ distance from others

 

General Signage

 

General break space protocols

Break Space Guidelines:
Posters outlining main break space protocols

 

Disinfection Guidelines:
Posters outlining disinfection protocols for both public and private spaces

 


 

Elevator Guidelines:
Posters outlining elevator protocols that will be placed outside and inside elevators

 

Face mask/covering protocols

Face Mask/Covering Guidelines:
Posters outlining protocols for face masks/coverings

 


 

Meeting and conference room protocols

Meeting/Conference Room Guidelines:
Posters outlining meeting and conference room protocols

 

General guidelines to slow COVID-19 spread

Help Slow the Spread:
Posters reminding the general public how to slow the spread

 


 

Restroom guidelines

Restroom Guidelines:
Posters outlining restroom protocols that will be placed near restrooms.

 

RESEARCH Signage

Signage specific for research spaces on campus can be found on the Research at VU website.

Entry to buildings will be regulated and monitored in alignment with ACHA guidance. Where applicable, your Vanderbilt card/badge is required for entry to all buildings, and you may not hold or prop open exterior doors for any other person. After entering a building, sanitize your hands at the nearest sanitizer station and follow signage and all physical distancing guidelines outlined herein.

As is always the case, exterior building doors that require card access should not be held or propped open for any other person. Access to academic buildings, or buildings in which in-person instruction is taking place, will generally be open between the hours of 7:30 a.m. and 6 p.m. Monday through Friday and will not require a Vanderbilt card/badge during those hours. Access will be restricted on the weekends.

All residence halls and administrative buildings will require a Vanderbilt card/badge and appropriate access permissions for entry at all times. After entering a building, sanitize your hands at the nearest sanitizer station and follow all posted signage, keeping in mind that directional signage may be posted on the floor, as well as on walls and doors. Building maps, searchable by building name, and additional information on access to buildings on campus, are available on the Return to Campus website.

The university will identify suitable building access points. In alignment with CDC employer guidance, where appropriate, departments and building coordinators should attempt to coordinate arrival and departure times of faculty, staff, postdocs and students to reduce congestion during typical “rush hours” of a day’s schedule. For example, staff arrival and departures should be scheduled in 15-minute increments to reduce personal interactions at building access points, hallways, stairs/elevators, etc. Staggered schedules should be considered for lunch and break times.

Once you have been authorized to return to campus, you should arrive and depart campus through the designated building access points. Staff should also report at the designated time, where applicable, to limit the number of people entering and exiting buildings at any one time.

Building entrance and exit points are being mapped for every building on campus, including ADA accessible circulation. In alignment with CDC and ACHA guidance, buildings will include signage and visual markers, including directional signage signifying flow, physical distancing signage showing where people should stand (in certain buildings), and informational signage regarding protocols in the Return to Campus Plan. Be mindful of following the directional signage, and be prepared to change your daily routine to adhere to the new circulation patterns. As building maps are finalized, they will be added to the list below.

Buildings in which signage and visual markers have been installed will also be noted in the list below with this symbol .

Please contact your building manager or facility officer with any questions or feedback on these plans.


BuildingSignage?
1025 16th Ave S (ISIS Labs) 
1101 19th Avenue
1114 19TH AVE S
1202 18th Ave S 
1207 17TH AVE S  
1207 17TH AVE S GARAGE
17th Ave MUMS Lab 
1810 EDGEHILL
2007 Terrace Place 
2015 TERRACE PL
2304G VANDERBILT PL
2304I VANDERBILT PL
25TH AVE STAFF GARAGE
6 Magnolia (fka Home Ec)
625 CHESTNUT COMMERCIAL
Admissions & Financial Aid 
Alumni Hall 
B Quad: Lupton
B Quad: Scales
B Quad: Stapleton
B Quad: Vaughn
Baker Building 
Baker Garage
Baseball Field House
Benson Old Central 
Benton Chapel
Biomolecular NMR 
Bishop Johnson Center
Blair School of Music 
Blakemore House
Branscomb Market - Dining 
Bryan Building 
Buttrick Hall 
Calhoun Hall 
Carmichael 1 & 2
Center Building 
Center Garage
Central & Divinity Libraries 
Cohen Memorial 
Cole Hall
Commons Dining 
Crawford
Cumberland
Curb Center 
Currey Tennis
Divinity School 
Drug Discovery - Cool Springs 
Dyer Observatory 
Dyer Residence 
E. Bronson Ingram 1st Fl Dining 
E. Bronson Ingram College
E. Bronson Ingram Studio Arts 
East
ELC Annex 
Engineering Science Building (ESB) 
English Language Center 
Eskind Medical Library 
Featheringill-Jacobs Hall 
Frist Hall 
Furman Hall 
Garland Hall 
Gillette
Godchaux Hall 
Godchaux Nursing Annex 
Golf Hitting Bay
Golf Team Lockers
Grins - Dining 
Hank Ingram
Hendrix McGugin - Dining 
Hobbs HDL 
Jesup Psychology 
KC Potter Center
Keck FEL 
KENSINGTON GARAGE
Kirkland Hall 
Kissam Center 
Kissam Market - Dining 
LASIR at MetroCenter 
Law Cafe - Dining 
Law School 
Lewis House
Link Building
Local Java - Dining 
LOT 76 GARAGE
Mayborn
McGill Hall
McGugin Complex 
McTyeire - Dining 
McTyeire Hall
Memorial
Memorial Gym
Moore College
Morgan House
Morgan Market - Dining 
MRB III and Learned Lab 
Murray
Music Rehearsal
Neely Auditorium 
North
Old Gym 
Olin Hall 
One Magnolia Circle 
Owen Garage
Owen Graduate School of Mgmt 
Payne Hall 
Peabody Administration  
Peabody Library 
Pub (Sarratt Third Floor) - Dining 
Rand - Dining 
Rand Hall 
Residence 7
Sarratt Student Center 
SC Chemistry (SC7) 
SC Lecture (SC4) 
SC Library (SC3) 
SC Math (SC1) 
SC Molec Biology (SC2) 
SC Physics & Astronomy (SC6) 
SC Science & Engineering (SC5) 
School of Nursing Addition 
Seigenthaler Center
Sony BMG 
Stambaugh
Station B Post Office 
Student Life Center
Sutherland
Suzie's at Featheringill - Dining 
TERRACE PLACE GARAGE
The Commons Center 
The Hill Center 
The Office for Religious Life
Tolman Hall
Vanderbilt Recreation and Wellness Center
Vaughn Home 
Village Apartments
Warren College
WESLEY PLACE PARKING
West
WEST GARAGE
Wilson Hall 
Women's Center
Wyatt Center 
Zeppos - Dining 
Zeppos College

The health and safety of the university community are foundational to our efforts in responding to COVID-19. VU’s protocols with respect to “gatherings” prioritize core mission activities central to the university’s mission. “Gatherings” must be conducted in accordance with VU-established guidelines, and some “gatherings” must be approved.

The university will impose significant penalties for violating the university’s Gatherings policy, whether on or off campus, because such gatherings have potential campuswide impacts. Beginning Nov. 23, gatherings are limited to 8 or fewer people, and all must be physically distanced and masked.

The minimum sanction applied by Student Accountability if a student is found responsible for hosting a gathering that violates the policy will be suspension for a minimum of one semester; a first sanction may be as severe as expulsion, depending on the nature of and circumstances surrounding the violation. Attending, participating in, otherwise supporting, and/or concealing a gathering that violates the policy may also result in suspension or expulsion for a first offense. Students living on campus who are suspended or expelled for violating COVID-19 policies and protocols will be required to vacate the residence hall. The university will not issue refunds for tuition, housing costs, or fees.

All university community members also should be aware of Nashville’s guidelines concerning gatherings. Failure to comply with the city’s public health emergency orders can result in criminal penalties.

The Office of Student Accountability, Community Standards and Academic Integrity may also implement interim restrictions while students await the formal student accountability process if the university has sufficient evidence to conclude that the reported behavior presents a threat to the health and safety of our university community. Those interim restrictions may include but are not limited to: requiring students to sequester in their residence hall room or off-campus accommodation or elsewhere; prohibiting students from attending in-person classes or activities; restricting student access to university buildings; requiring COVID-19 testing.

Faculty and staff should carefully review the below Gatherings policy to ensure they are adhering to the guidelines. The Vanderbilt Faculty Manual provides that faculty may be disciplined for violations of the university’s standards of conduct. The process for reaching a decision to discipline a faculty member is overseen by the dean in consultation with the provost. The university’s progressive discipline policy states that a staff member can be disciplined for violations of protocols and procedures governing safety, and such matters are overseen by Human Resources.

These requirements for in-person “gatherings” are subject to change based on public health guidance and Vanderbilt protocols.

  • VU community members only: Attendance must be limited to VU community members (defined as persons with VU identification cards) only.
  • On-campus gatherings only (unless approved): Generally, off-campus gatherings are not permitted if students are in attendance and/or if VU funds will be used. Exceptions to this rule require approval by the Provost or her designee.
  • Maximum “gathering” attendance limit: The number of total/unique attendees may not exceed the maximum number under the university’s phased Return to Campus Plan, or the VU COVID-modified maximum capacity for the space, whichever is more restrictive. Organizers count as attendees for purposes of the maximum attendance limit.
  • Capacity controls/attendance tracking: Sign-ups and ticket distribution should be managed to maintain a strict maximum number of total/unique attendees. If interest exceeds capacity, develop a clear methodology for determining who will be chosen to attend, and consider using a waitlist or setting up separate pools/pods of attendees that do not overlap. Attendance should be closely tracked to assist in contact tracing, if necessary.
  • Physical distancing: Physical distancing is required. The “gathering” may be held only if attendees can maintain appropriate physical distance given the nature of the activities contemplated. Consideration should also be given as to whether attendees will be stationary or moving around during the event.
  • Face masks/coverings: By default, all participants must wear a face mask/covering. There may be exceptional circumstances when a face mask/covering can’t be worn (e.g., woodwind performer or singer during a performance); in those cases, approval should be granted only if additional physical distance and/or physical barriers can be used.
  • Food and drinks: Food and drinks may be served in a space where classes are held only on days when no classes are held in the space, and the space must be cleaned before the next class is held. Food and drink (provided in single-serve or grab-and-go type packaging) must be consumed only while maintaining physical distancing. Attendees may remove their face masks/coverings only temporarily to eat and drink as needed.

WHAT IS A GATHERING?

Core mission activities are not “gatherings.” These events do not require specific approval and are not subject to the VU maximum “gathering” attendance limit. However, other VU COVID-19 protocols (including physical distancing and face mask/covering requirements) must be followed. Core mission activities include:

  • Campus Public Health Events: On-campus public health/infection prevention and response events (e.g., COVID-19 testing center, Flulapalooza)
  • Academic Courses or Co-curricular Events: Academic courses and co-curricular activities when offered in connection with a VU course
  • Mission-Related Meetings Led by Chancellor, Vice Chancellor, Dean, Vice Provost, or Department Chair: Meetings of university personnel convened to meet regarding the university’s academic-, research-, and service-related activities
  • Faculty- or Staff-Led Events in Direct Support of Learning/Discovery: University instructional and research support meetings that directly support learning/discovery and are directed by faculty/staff (e.g., lab meetings, journal clubs, poster sessions, programs of an academic/substantive nature hosted on The Ingram Commons or in a residential college and organized by a faculty head, programs of an academic/substantive nature sponsored by an identity-based center organized with its director, recitals overseen by faculty or staff member)
  • Research Lab Activities: University research lab activities, subject to the VU research ramp-up plan phases
  • Use of Libraries: Use of university libraries as an individual patron
  • Dining in Designated Dining Spaces: Dining in designated on-campus dining spaces (including outdoor spaces/tents)

Some personal/social events with members of the VU community are considered “gatherings” and are subject to the guidelines for gatherings while other personal/social events may not be considered“gatherings”:

These personal/social events with members of the VU community are “gatherings” subject to the guidelines under this policy:

  • Organized social events with students present alongside faculty/staff: Any organized social event with VU students in attendance
  • VU-sponsored (funded) faculty/staff get-togethers: Any social event with only faculty/staff in attendance, where VU funds are being used

These personal/social events are not “gatherings” and are not subject to the guidelines under this policy:

  • Non-VU-sponsored (funded) faculty/staff get-togethers: VU encourages all attendees of any event type to abide by any applicable public health orders/guidance.
  • Small, informal meet-up of students (8 or fewer, regardless of phased “maximum”): Students must comply with VU’s COVID-19 protocols, but these informal meet-ups are not subject to the broader “gatherings” requirements.

In-person events and activities with a primarily enrichment, extra- or co-curricular, or community-building purpose are “gatherings” that must follow the guidelines under this policy. Such “gatherings” include:

  • Meetings or events convened by registered student organizations (RSOs): Including Greek chapter events
  • Lectures or panels not part of a VU course: For example, Chancellor’s Lecture Series, Crawford Lecture, deans’ lectures, RSO-organized lectures
  • Art, dance, music, and theater performances: Including those organized by student organizations and offices
  • Ceremonies and receptions

All other gatherings and Events

As described above, small, informal meet-ups of members of Vanderbilt community, whether on- or off-campus, are limited to 8 or fewer people and all individuals must be physically distanced and masked at all times. A student, as an individual, may attend, participate in, or engage with an off-campus service, activity or event that is not hosted, managed, organized or sponsored by Vanderbilt University or Vanderbilt community members. While attending, participating in, or engaging with such services, activities or events, Vanderbilt community members are required to follow Vanderbilt University safety and gathering protocols (including masking and physical distancing from others). This means that if several members of the Vanderbilt community attend the same service, activity or event in the greater Nashville community they must not congregate in a masked, physically distanced group larger than 8.

What is a gathering decision tree

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

STUDENT ACADEMIC AND LEARNING PROGRAMMING AND ORGANIZATIONS

The university wants to provide students with academic and learning opportunities outside of the classroom while following all protocols for campus health and safety. To do so, all student academic or learning events must have an authorized sponsor who submits a required plan through Events at Vanderbilt. 

The sponsor from within an academic department (or school/college) can then include or invite registered student organizations and students to participate or support the event. Event sponsors should prioritize holding academic and learning events outside, and all such events must be on campus. Off campus events are not allowed. The authorized sponsor must file a plan and submit it to Events at Vanderbilt at least 14 calendar days in advance of the event. The plan must include in-depth information, including mechanisms to observe and enforce campus protocols. 

Following the university’s campus visitor policy, no non-VU attendees are allowed at such student events. During the event, there must be at least one faculty or staff member from the sponsoring department in attendance; the number required depends on the number of attendees. Their primary role is to ensure all attendees are following all University requirements during the event.

Graduate and professional student events will follow these same guidelines and also continue to be overseen by school and college deans.

Maximum size and related mechanisms to ensure physical distancing:  

  • The plan must include the maximum number of students and total attendees (students plus staffing) that the sponsor intends to allow to attend, keeping the COVID-19 modified maximum occupancy for any indoor space in mind.  
  • Approval consideration will also take into consideration how the plan addresses the challenges associated with controlling crowds and maintaining physical distance for larger events, including maintaining distance both during the event and ingress/egress before and after the event.  
  • In some circumstances, the university has already taken steps to help maintain distancing and event flow for specific on campus locations.  
  • For example, for outdoor events in the dining tents, there are set table and chair locations. On a lawn, students can be directed to remain in the circles, one person to circle. For an indoor lecture for 50 students, the university may have designed classroom spaces with chair straps in place to signify physical distancing and signage may already be placed to direct proper circulation. If the location for the event already has such measures in place, the plan may specifically refer to and rely on those measures.  
  • If, however, the location does not have such existing measures, the plan must include specific steps that the sponsor will take to maintain physical distancing. Regardless of location, some additional methods to mitigate potential bottlenecks may include ticketed entry and timed entry/dismissals. 
  • The tasks of maintaining physical distance and complying with university protocols become more challenging as event size grows and plans for larger group gatherings will receive significant scrutiny, including whether they are generally consistent with Nashville guidance on gatherings.  
  • Ultimately, wherever an event is located, the sponsors must state the expected mechanisms for following all campus protocols, and also state how the sponsor will enforce those protocols once the event is underway in the required plan.   

Location: 

  • Event sponsors should prioritize holding academic/learning events outside. Many outdoor spaces, like indoor spaces, can be reserved through Events at Vanderbilt. Indoor events must stay within the COVID-19 modified maximum occupancy in a space while maintaining physical distancing as established by the university (e.g., through chair straps). 
  • Physical distancing: All participants, including speakers, must always maintain physical distancing of at least six feet. 
  • Face masking/covering: All participants must always wear a face mask/covering, including any speakers. Attendees must wear a mask when not actively eating or drinking at an event where food or drink has been previously authorized.  
  • Food or drink at event: The default position is that no food or drink will be allowed during any event. Prior authorization may be granted for pre-distributed, pre-placed, and pre-packaged food if the plan explains why food or drink are necessary for the event and how this distribution and placement will be achieved. Even then, three conditions must be met: (a) attendees must wear a mask when not actively eating/drinking; (b) no alcohol is permitted at campus events; and (c) no third-party food servers are permitted.   

Visitors: 

  • Consistent with the campus visitor policy, no non-VU attendees are allowed at student events. The only exceptions are guests invited by the sponsor to provide content for the event (such as a speaker or instructor). Any guest must complete all required paperwork (e.g., Acknowledgments) and be approved by the Provost’s office to come to campus. Refer to the Campus Visitors policy on the Return to Campus website for requirements about how food and drink must distributed/arranged for campus visitors, noting the role of Campus Dining. 

Group participation, especially cheering/yelling/singing: 

  • Attendees should avoid activities that might require people to yell, raise their voice, or project their voice, given recent research about how talking loudly can lead to more large droplets/aerosols that spread the virus. 

Anchor Link and RSVP system:   

  • The sponsor must enter events into Anchor Link and use the RSVP feature to ensure that the event does not exceed the stated maximum number of attendees in the plan. All attendees must RSVP at least 48 hours in advance of the event so that appropriate vetting of attendees can occur.  

Swiping in at events:  

  • All attendees at university events (including faculty, students, and staff) must swipe in at every event in to aid in contact tracing efforts if needed. If the event must use a different sign-in approach due to a technological issue, the sponsor must ensure appropriate sanitization between uses for pens/stylus/papers/iPads, or whatever other materials are used.   

Ratios for event staffing and support 

  • For student events, one designated event staff member must be in attendance for every 15 students attending. For the avoidance of doubt, when an event exceeds 15 students, a second staff member must be added (for example, a gathering of 23 students requires two designated staff). When an event exceeds 30 students a third staff member must be added, and this pattern of adding a staff member continues each time the event exceeds a multiple of 15. 
  • Event staff’s primary role is to make sure all attendees are following all above guidelines and to help maintain compliance. Designated event staff must include faculty or staff from the sponsoring department and may also include Resident Advisers or pre-designated student leaders who are aware of this role and responsibilities therein.  
  • Event staff may not be solely students; at least one professional (faculty or staff) must be in attendance at every event. Pre-designated student leaders in these roles should have completed the PHA training. All designated event staff must be counted toward any maximum occupancy limit for the designated event space.  

GRADUATE AND PROFESSIONAL STUDENT ACADEMIC AND LEARNING EVENTS

  • Graduate and professional student academic and learning events held within buildings specific to the school or college should be carefully reviewed by the dean for compliance. The dean can approve the events but must ensure the following:
    • Attendance must be tracked and be instantly available in the event contact tracing is needed
    • Events must be registered in Anchorlink for DOS tracking
  • Graduate and professional student academic and learning events proposed to be held outside of their specific buildings must be reviewed and approved by the Office of the Dean of Students through the Events at Vanderbilt space reservation process or by otherwise emailing eventservices@vanderbilt.edu.

Guidelines for performing arts student organizations

  • Singing in groups will not be allowed.
  • Instrumental groups restrictions:
    • Instruments that require use of air (Woodwinds, Brass) will not be allowed
    • String and percussion instruments
      • No more than 8 individuals can gather
      • Individuals must be no less than 10 feet apart
      • Individuals must wear masks at all times
  • Dancing in groups will be permitted with the following restrictions:
    • No more than 8 individuals can gather
    • Individuals must be no less than 10 feet apart
    • Individuals must wear masks at all times
  • For groups that do not fall under either singing or dancing categories (VUT, TNC, etc.), the following restrictions will be in place:
    • No more than 8 individuals can gather
    • Individuals must be no less than 10 feet apart
    • Individuals must wear masks at all times
  • All groups that can gather should prioritize outside meeting locations rather than indoor.

Based on CDC college and university and ACHA guidance, convening in groups carries a high risk of viral transmission. Gathering sizes are governed by university restrictions determined at each phase. Where feasible, meetings should be held in whole or in part using online collaboration tools (e.g., Zoom). When allowed, in-person meetings are limited to the restrictions of gathering sizes, assuming individuals can still maintain six feet of separation for physical distancing requirements. Departments should remove or rearrange chairs and tables (e.g., consider staggering seats) or add visual cue marks in meeting rooms to support physical distancing practices between attendees. During your time on site, you are encouraged to communicate with your colleagues and supervisors as needed by email, Skype messenger, telephone or other technology. You can also use a range of available collaboration tools (e.g., Zoom).

If you work in an open environment, be sure to maintain at least 6 feet of distance from any others. Based on CDC employer and ACHA guidance, consider staggering chairs or desks to achieve 6 feet of distance. You should wear a face mask/covering at all times while in a shared workspace/room. You should use your own computer, phone, headset and equipment, and not use colleagues’ equipment.

Based on CDC employer and ACHA guidance, departments should assess open work environments and meeting rooms to institute measures to physically separate and increase distance between employees and other co-workers such as:

  • Placing visual cues such as floor decals, colored tape or signs to indicate where people should stand while waiting
  • Placing one-way directional signage for large open workspaces with multiple through-ways to increase distance between employees moving through the space
  • Removing shared resources (e.g., community pen holders and pens, magazines in main office areas, etc.)

If you work in a personal office, no more than one person should be in the office unless the required six feet of distance can be consistently maintained. If more than one person is in a room, face masks/coverings should be worn at all times.

Face masks/coverings must be worn by every person in a reception/receiving area. Face masks/coverings protocols should be followed at all times.

If obtaining food from dining sites on campus, you should wear your face mask/covering when picking it up. In alignment with ACHA guidance, if you are eating in your work environment (break room, office, etc.), maintain six feet of distance between yourself and others. Individuals should not sit facing one another. Eating alone is encouraged. Observe occupancy limits, and avoid crowding of break rooms. Remove your face mask/covering only in order to eat, then put it back on. Wipe down the table and chair you used once you are done. Common break room food and beverage items should not be used (e.g., shared coffee pots, shared water pitchers, etc.). Reusable kitchenware (e.g., forks, plates) should not be used and should be replaced with disposable options.

If you drive to and park on campus, you will be required to have a parking permit; violations are subject to fines and towing. Sophomores, juniors and seniors can purchase an annual or fall semester only parking permit online. In an effort to provide more flexibility for residential and off-campus students, students with F, G, J, VK, and GT permits can park in any of the parking facilities on the expanded list on the Parking Services website. Faculty, staff, postdocs and graduate and professional students who are authorized to return to campus have more options for parking on campus this year including the traditional annual parking permit with the ability to park in any zone, $5 per day hangtags or a new daily parking option (piloted with a limited number of commuters). Once you exit your car, please follow physical distancing and face mask/covering guidelines; view the CDC transportation guidance on protecting yourself when using transportation. Learn about additional transportation options available to you on the MoveVU website.

Public Transit

Based on CDC transportation guidance, if you must take public transportation, wear a face mask/covering before entering the bus or train, space out as much as possible, and avoid touching surfaces with your hands. Upon disembarking, wash your hands or use hand sanitizer with 60 percent alcohol as soon as possible. Stay up to date on changes to service and procedures; view WeGo Public Transit’s enhanced modified service plan at WeGoTransit.com.

WeGo Public Transit is collaborating with the Metro Nashville Health Department to ensure that all of its practices are in line with recommended efforts to minimize the spread of COVID-19, general influenza and other viruses. Since the start of the pandemic, the agency has increased the frequency of its vehicle and facility disinfecting program, with greater focus on surfaces touched most frequently by riders and employees. It also is working with its regional bus and train service providers to ensure they are increasing cleaning efforts as well.

The good news is that emerging research and evidence tracking case clusters in France and Japan found no case outbreaks related to riding transit. Researchers believe that in addition to wearing masks, physical distancing when possible, and improved cleaning and ventilation, the relative short time of exposure and lack of conversations also reduces the risk of infection. If possible, researchers recommend limiting your time of potential exposure (transit and commute trips are inherently shorter than many other activities and tend to average 30 minutes or less) and limit conversations and talking.

As a reminder, through Vanderbilt’s recently expanded EasyRide program, full-time and part-time faculty, staff and students are eligible for free rides on all WeGo Public Transit local and regional buses and the WeGo Star train. Swipe your Vanderbilt ID card to ride on buses and show your ID card on the train.

Carpool, vanpool and other shared rides

If you are traveling in a shared vehicle:

  • Wear a face mask/covering at all times.
  • Limit the number of passengers in the vehicle to only those necessary and space out as much as possible. Avoid pooled rides or rides where multiple passengers are picked up who are not in the same household.
  • Avoid touching surfaces (door frame and handles, windows and other vehicle parts) with your hands.
  • Avoid accepting offers of free water bottles and other items that may be provided for free to passengers.
  • Improve ventilation by opening the windows or setting the air ventilation/air conditioning on non-recirculation mode.
  • Wash your hands or use hand sanitizer with 60 percent alcohol as soon as possible.

Notable articles:

https://www.bloomberg.com/news/articles/2020-06-09/japan-and-france-find-public-transit-seems-safe

https://www.nytimes.com/2020/08/02/nyregion/nyc-subway-coronavirus-safety.html

https://www.nationalgeographic.com/science/2020/08/how-to-measure-risk-airborne-coronavirus-your-office-classroom-bus-ride-cvd/?cmpid=org=ngp::mc=crm-email::src=ngp::cmp=editorial::add=SpecialEdition_20200814&rid=CFC580CB34AFAD6078F8F3CDAE6DD1E1

https://www.masstransitmag.com/safety-security/press-release/21145170/regional-transportation-district-rtd-riding-transit-during-covid19-is-safer-than-most-think-when-everyone-follows-basic-safety-guidelines

 

 

VandyRide began operating limited service on August 24th with two shuttles, one on the Gold Route and one on the Black Route. There will be longer wait times for riders due to fewer shuttles available and capacity restrictions related to COVID-19 safety during this time. Increased service and more on-demand options will be introduced during the fall semester, which will provide faster, more flexible service aligned with MoveVU goals.

To access VandyRide routes in real time, download the VandySafe app and go to the “Maps & VandyRide” section or visit the website. Once users are inside the app, they can select “route” in the drop-down menu in the upper left-hand corner and select all routes to see the routes on the map.

VandyRide Point to Point Service

Undergraduate students living within a half-mile from campus this semester can get a free ride home with VandyRide’s new Point to Point service.

Point to Point allows students who live off campus and are registered with the Dean of Students Office to get a shuttle ride from a campus VandyRide stop or designated ridehail pickup location to their residence within a half-mile of the university. The service, available from 6 p.m. to 1 a.m. seven days per week, is one-way and designed to deliver students safely to their off-campus residences. The program is being piloted this semester and is subject to change based on demand and available resources.

The free shuttles will not transport students to locations other than their registered off-campus residences, and they will not pick up students and bring them to campus. In addition, Point to Point shuttles will not transport students who live on campus—all passengers must be confirmed as living at an off-campus address prior to boarding a shuttle.

To use the Point to Point service, follow these steps:

  • Students should contact VUPS Communications at 615-322-2745 to request a ride to an off-campus residence.
  • VUPS will verify the student’s name, address and that it is within the Point to Point service area with the Dean of Students Office.
  • Once confirmed, the student will be instructed to proceed to the nearest VandyRide stop or designated ridehail pickup location and wait for a shuttle. Students may track their assigned shuttle using the VandyRide app.
  • Once the shuttle arrives, students must identify themselves by name and address before boarding the shuttle.

Please note that shuttles may transport more than one passenger to more than one location per trip. A maximum of seven passengers will be allowed on each shuttle. All passengers must wear face masks and practice physical distancing.

Students should expect an approximately 15-minute wait from when they request a shuttle to its arrival at a VandyRide stop or ridehail location. In addition, the university is exploring more options to augment its VandyRide program.

VandyRide Safety Protocols

The university has also implemented enhanced safety protocols including:

  • Vehicles: Vehicles are inspected, and high touch areas cleaned and sanitized at the start of each shift and between every trip or as needed, in addition to biweekly cleaning/sanitizing with steam. Vehicles are equipped with signage on wearing masks and other health and safety protocols. The black route vehicles operate at 50% capacity, and gold route vehicles operate at 75% capacity.
  • Drivers: All drivers are required to wear masks and have their temperatures screened daily. COVID-19 sanitization kits are carried by all drivers.
  • Riders: All riders must wear masks and maintain physical distancing while boarding and riding on the shuttles.

In an effort to de-densify campus for health and safety, the university is implementing a campus-wide electric scooter no-ride/dismount zone for the fall semester. We are working with scooter companies to ensure that scooters are not staged on campus and to implement a geofence that turns campus into a no-ride zone. Bikes are a great transportation option to use in place of e-scooters. Bicyclists must follow the circulation patterns on campus, yield to pedestrians in order to maintain physical distance, walk their bikes in dismount zones noted on campus such as the 21st Ave pedestrian bridges, Rand wall and Medical Center Plaza, and park responsibly at bike racks.

Based on CDC employer guidance, elevator usage should ensure physical distancing is achieved. Using stairs whenever possible will assist vertical circulation given that elevator capacities may be challenged. If you are using the elevator, wear your face mask/covering and wash your hands or use hand sanitizer with 60 percent alcohol upon departing the elevator. Custodial crews will be wiping down elevator buttons more frequently during the day.

Restroom usage should ensure physical distancing is achieved. This may require the use of signage to indicate when a restroom is occupied.

  • Wear a face mask/covering.
  • Wait outside the restroom in a physically distanced line until physical distancing inside the restroom can be achieved.
  • Avoid touching your face after touching door handles.
  • Wash with soap or sanitize your hands after using the restroom.