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COVID-19 Exposure, Health and Wellness

We understand that during these extraordinary times, there may be some concern for safely evacuating or sheltering during emergency situations. We encourage everyone to be aware of the most immediate threat while continuing to take the necessary precautions to prevent the spread of COVID-19.

If there is a need to take shelter (i.e. tornado warning, active aggressor) or if there is a need for evacuation due to a fire or other emergency, please do so while exercising CDC recommended precautions as possible.

While there are signs indicating COVID-19 circulation patterns, in the event of an emergency, please take the most direct route to safety.

In the event of a fire alarm or other emergency:

Evacuate Immediately:

  • Leave the building through the nearest exit and establish a rally point away from the affected building. Open areas (indoor and outdoor) where physical distancing is available are preferred. If physical distancing is unavoidable, individuals should wear a face covering if possible.
  • Do not re-enter the building until authorized to do so by Vanderbilt University Police Department (VUPD) or on-site emergency personnel.

In the event of a Tornado Warning, Active Aggressor, or other emergency:

Shelter in Place:

  • Shelter in place using physical distancing measures.
  • If physical distancing is not possible, individuals should wear a face covering.

Outdoor Tents

The Office of Emergency Preparedness, Fire and Life Safety, in collaboration with the Facilities Review Committee, has developed a comprehensive plan for the use of outdoor tents this fall, which includes 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.

Link to this FAQ

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.

If a faculty member, staff member, postdoc, graduate student or professional student is instructed by university health officials or public health officials to quarantine or isolate, they should do so in their off-campus residence and follow all instructions from health officials.

Temporary Housing Support for Off-Campus Vanderbilt Community Members

For the convenience of the VU community, the university has negotiated special rates with the Holiday Inn Vanderbilt—a Vanderbilt-preferred hotel—for use by members of the VU community who live off campus and due to their personal circumstances want an alternative short-term residence. A valid Vanderbilt ID must be presented at check-in to verify Vanderbilt affiliation, and the faculty member, staff member, postdoc or student will be responsible for all associated costs. If cost is an issue due to personal circumstances, we encourage undergraduate, graduate and professional students to fill out an application for the Student Hardship Fund.

Hotel Property Rate Check In Date Discount Code
Holiday Inn Vanderbilt *A Vanderbilt-preferred hotel
2613 West End Ave, Nashville
Short term booking
(less than 5 days)
• Long term booking
(more than 5 days)
$50 for longer than 5 days
$75 for shorter than 5 days
08/01/2020 - 11/20/2020 VUL

Link to this FAQ

On-campus housing will reopen for residential students on Friday, Jan. 22. The first day of spring semester classes is Monday, Jan. 25.

Because the CDC does not currently require a 14-day quarantine period for travelers to the United States from abroad, Vanderbilt will not require this for students who are abroad during the winter break and plan to arrive for in-person on-campus activities for the spring semester. However, a quarantine is required if the person was exposed to the virus during travel. If the CDC or other local guidelines change for travelers from abroad before students’ return, the university will implement those changes.

Note that for countries that have specific travel restrictions, students will need to abide by CDC or other federal agency guidance. ISSS is available to support students if additional guidance is needed.

The university currently plans for all students, whether returning to campus from abroad or from locations within the United States, to follow all of the same arrival protocols for the spring semester. Those plans are being finalized and will be shared with all students by Dec. 15.

There may be additional requirements all students must follow when returning for the spring semester. This may include testing and shelter-in-place requirements. Some programs also may have specific requirements dependent on the nature of the activities. The university or programs will communicate any such requirements as they are finalized. 

In the event the CDC or other local guidelines change for travelers from abroad and quarantine is required, the university has negotiated in advance for special rates to be available with the following local hotels. The student is responsible for all associated costs.

Hotel Property Rate Check In Date Discount Code
Holiday Inn Vanderbilt *A Vanderbilt-preferred hotel
2613 West End Ave, Nashville
Short term booking
(less than 5 days)
Long term booking
(more than 5 days)
$50 for longer than
5 days
$75 for shorter than
5 days
8/1/2020 - 1/31/2021 INT
Hayes Street Hotel
1909 Hayes St, Nashville
$79 7/15/2020 - 2/14/2021 STUDENT
Hilton Garden Inn Nashville Vanderbilt
1715 Broadway, Nashville
$79 11/10/20 - 1/25/21 International Student
Services 2845548
Home 2 Suites
1800 Division St, Nashville
$69 1/9/2021 - 1/31/2021 INT
Homewood Suites by Hilton Nashville Vanderbilt
2400 West End Ave, Nashville
$89 1/10/2021 - 2/7/2021 VUI
Hyatt House Nashville Vanderbilt
2100 Hayes St, Nashville
$89 1/1/2021 - 5/30/2021 VUINTL
Residence Inn by Marriott Nashville Vanderbilt/West End
1801 Hayes St, Nashville
$75 7/17/20 - 5/10/21
(except 12/31/20)
SpringHill Suites by Marriott Nashville Vanderbilt/West End
1800 West End Ave, Nashville
$50 7/17/20 - 5/10/21
(except 12/31/20)

Link to this FAQ

It can be uncomfortable to ask a fellow Commodore to put on their mask or to move 6 feet away. You may feel nervous or embarrassed to confront others—yet you feel compelled because you want to protect yourself and our community.

There are techniques that you can use to encourage compliance by others. The keys to success are to first approach someone with respect and kindness, and not make assumptions about why they are not complying. Here are some tactics or phrases you can use to encourage compliance:

  • Let people know that Public Health AmbassaDores can provide masks.
    Example: “I notice you’re not wearing a mask. Do you need one?”
    Details: There are Public Health AmbassaDores who can provide masks. To find a PHA, contact the AmbassaDore Compliance Hotline at 615-343-1352. It is good to know where your local PHA is located so you can prepare ahead of time. Contact the hotline to find out who is closest to you.
  • Tell them who you mask up for.
    Example: “Could you wear a mask when you are near me? I wear a mask to protect my family.”
  • Let people know how their choices impact you.
    Example: “I feel protected when you wear your mask. Could you put one on?”
  • Provide positive reinforcement that will also encourage others.
    Example: “I really like your mask. Where did you get it?”
  • Kindly encourage people to wear masks correctly for effective protection.
    Example: “Could you please put your mask over your nose and mouth?”
  • If a person is within 6 feet of you, back up and tell them why.
    Example: “I want to be sure I stay 6 feet from you so we both are protected.”
  • If a person continues getting too close to you or others, respectfully request distance.
    Example: “Please take a step back. I think you are too close.”

If a person ignores your concerns or becomes aggressive, leave and call the AmbassaDore Compliance Hotline at 615-343-1352.

Link to this FAQ

Fall 2020

For parents in the Vanderbilt community who are managing both work and home responsibilities, there are specific university resources available for support.

The Vanderbilt Child and Family Center has a number of resources ranging from family life to baby’s best start to backup care. The center continues to seek input on what working parents need to create pathways to these resources. Two examples that grew out of parents’ expressed interest are:

  • The Vanderbilt Caregivers Network online forums continue to be a resource to help facilitate and support collaboration.
  • The Art Adventures Enrichment Program was created for children in kindergarten through fifth grade to provide Vanderbilt University parents with respite two to three days per week.The Vanderbilt Child and Family Center has announced that it will extend its Art Adventures Enrichment Program through Dec. 18 to continue to support Vanderbilt University community members with children in kindergarten through fifth grade.

    The extension comes in response to an announcement from Metro Nashville Public Schools that all Metro students are likely to return to remote learning after the Thanksgiving break due to rising COVID rates.

    Starting Nov. 30, Art Adventures will be offered Monday through Friday from 8:30 a.m. to 5:30 p.m., with the exclusion of university holidays.

The Margaret Cuninggim Women’s Center has a number of support initiatives and programming, including three parent groups which are open to parents of all genders. The Parenting Group is for parents and caregivers and meets once each month. Each meeting focuses on a specific topic, with an invited discussion leader. Last month the group connected with Jessika Boles, a Child Life Team Lead at Monroe Carell Jr. Children’s Hospital at Vanderbilt, who explained how to talk to kids about COVID-19. Pandemic Parenting is a subset of the Parenting Group and meets Oct. 22 and Dec. 4. The Single Parent Group meets once a month. As a support group, the meetings are unprogrammed and offer a space for single parents of all genders to seek help from other parents while a member of the Employee Assistance Program joins.

The Women’s Center also hosts monthly Work-Life Workshops that cover a range of professional development and self-care topics. Future sessions for this fall will focus on mentorship and isms in the workplace. The Women in the Academy series, aimed at graduate students and postdocs but open to all, will have sessions focusing on trust and boundaries in the classroom, parenting and the academy, and interviewing in a virtual world. The monthly Kitchen Table Series is an undergraduate student-run discussion series that addresses a range of gender-related topics, with the Nov. 17 session focusing on women’s roles in the pandemic.

In addition, please be sure to consider our many existing resources, including the support for remote work and employee engagement recently announced by Human Resources, along with the HR Guide to Supporting Leaders and Staff, which encourages flexibility with staff work schedules. For staff, as always, we encourage you to talk to your supervisor or your HR consultant if you have any questions about your particular situation. For faculty, we encourage you to reach out to your department chair or dean. For students and postdocs, we encourage you to talk with your mentor and dean’s office.

Link to this FAQ

Fall 2020 - Academics

The evolving COVID-19 pandemic requires that widespread and layered mitigation strategies be employed to lessen the probability of COVID-19 transmission. Vanderbilt will be employing a cohesive collection of comprehensive efforts that, combined, offers a best-in-class solution for the creation of a healthy, equitable and safe environment within classrooms.

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These protocols were established based on guidance from the Centers for Disease Control and Prevention, leading subject matter experts across our campus, and a range of faculty leaders including John McLean, co-chair of the University Continuity Working Group and Stevenson Professor of Chemistry, as well as the co-chairs of the University Working Group educational continuity subcommittee: André Christie-Mizell, dean of undergraduate education in the College of Arts and Science, and Mavis Schorn, senior associate dean for academics in the School of Nursing. Many of the resulting protocols apply to classrooms across the entire university.

Scientific reasoning for the face mask and face shield requirement with data embedded can be found here>>

FULL CLASSROOM PROTOCOLS

Requirements

  • Students must wear appropriate face mask/covering while in public spaces on campus, including during class. One (1) face mask/covering will be provided to students.
  • Faculty must wear appropriate face mask/covering while in public spaces on campus and must wear a face mask/covering or face shield during class. Face shields are offered to faculty because 1) instructors may be required to project loudly and may not have access to amplification in all classrooms and 2) there may be students with hearing impairments who rely on being able to see the instructor’s face when speaking. One (1) face shield and one (1) face mask/covering will be provided to faculty.
  • Students and faculty must be appropriately physically distanced in the classroom consistent with the university requirement of six feet of separation.
  • Students will be supplied with sanitizing wipes to take to their desks/seats to clean before class (similar to what one would do with gym equipment, but before instead of after use). Ideally, these materials will be located in areas that do not congest entry or exit from the classroom.
  • At or near the instructor’s location there will be sanitizing wipes for faculty use. At the exit of each classroom, there will be trash cans for students to dispose of used sanitizing wipes, and these trash cans will be emptied throughout the day.
  • Each classroom door will have signage indicating suggested maximum capacity to achieve physical distancing.
  • Students are not permitted to eat or drink in classrooms while class is in session.
  • For classrooms where there is more than one door, there will be a circulation plan and ingress/egress clearly marked.
  • When required by hazardous material safety requirements, students must wear gloves in teaching labs. Otherwise, gloves are optional.
  • For instructors teaching in classrooms with an existing wireless mic set-up to amplify the speaker’s voice in the classroom, the university will provide a personal lapel microphone attachment to use with the wireless transmitter in order to avoid sharing of the microphone.

Recommendations

  • Clear mobile boards should be available for use in the front of the classroom between faculty and students (i.e., around whiteboards, chalkboards, and podiums).
  • Attempt to create as large a buffer zone as possible, but no less than 6 feet, between the instructor and students. This buffer zone, otherwise marked as the instructor’s position, is intended to be a “no enter” zone for students. This distance may also be reinforced through use of the clear mobile boards.
  • An appropriate number of seats will be made available within classrooms to accommodate six feet of physical distancing (as measured from the center of each seat). Chairs that will be unavailable for use will either be removed or, if remaining within the classroom, will be marked with an appropriate and consistent chair strap applied to them to signify they are not to be used. Chairs should not be moved to reduce six-foot spacing.
  • Instructors may choose to assign seats and/or create specific circulation rules and inform students as clearly as possible, such as the first students to arrive should go to the farthest seat down a row and then would be the last student to depart.
  • Instructors are encouraged to take attendance.
  • Instructors may choose to use an omnidirectional boundary microphone that connects to their laptop for purposes of boosting the audio on the laptop for students connecting remotely.

NOTIFICATIONS

All positive cases and close contacts are tracked by the Command Center. The Command Center is responsible for contact tracing and determining additional cleanings and protocols to implement.

If someone reports to a faculty or staff member that they are positive or a close contact, the faculty or staff member should tell them to stay in their residence, ask if they are working with Student or Occupational Health and if not, tell them to immediately log their positive result or close contact status with the Command Center on the webform. The Command Center will then launch all next steps, including the contact tracing, quarantine, symptom monitoring and any needed testing. Faculty and staff should not send out notifications to other faculty members, staff or students as the Command Center will handle all notifications.

If a positive case is enrolled in their in-person course, instructors are notified; however, the student will not be identified. Instructors will not need to take any further action unless directed to do so by the Command Center. Only those deemed close contacts through contact tracing will be notified. All students in quarantine (close contacts) or isolation (positive cases) will not attend in-person classes.

Link to this FAQ

Details regarding the academic calendars for individual graduate and professional schools—some of which are further tailored to programs’ unique curriculums—are available on the Office of the University Registrar website.

  • Orientation events for most programs will occur remotely prior to the start of classes. See school-specific info below for detailed information. 
  • The academic calendar for graduate Ph.D. programs will align with the undergraduate calendar. The calendar has these notable changes from previous years:
    • Classes will start on August 24 (two days earlier than planned).
    • In-person classes will end before Thanksgiving break, and remaining course content will be delivered via alternative platforms.
    • Breaks are eliminated to reduce travel and minimize risk of increased exposure to COVID-19.
    • Many professional degree programs will have these same or similar modifications but may vary based on the unique nature of each program (see school and college websites for these specifics).

Link to this FAQ

In-person, on-campus undergraduate classes will begin on Monday, August 24, and will conclude on Friday, November 20. All undergraduate students will complete the final week of classes and then take final exams remotely through virtual and alternative platforms, with the semester concluding on Sunday, December 13.

There will be no fall break this year. In addition, we ask that students stay in the Nashville area and not travel away from campus for weekend trips through the end of in-person classes on Friday, November 20. Read more on travel here.

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. 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.

Fall 2020

Aug 24, Mon First day of classes for undergraduate schools
Nov 20, Fri End of in-person classes
Nov 21-Nov 29, Sat-Sun Thanksgiving holidays in most schools
Nov 30, Mon Transition to remote instruction
Dec 4, Fri Undergraduate classes end
Dec 5-13, Sat-Sun Remote for exams and reading days

*Calendars are subject to change.

Link to this FAQ

Financial Aid

  • Financial aid awards for undergraduate students will be ready by July 6. The financial aid award will reflect the student’s desire to take classes remotely or on campus.

OPPORTUNITY VANDERBILT STUDENTS

We have specifically received questions from Opportunity Vanderbilt students about receiving financial aid for living expenses during the last two weeks of the semester. We will provide $310 for food and housing costs for the last two weeks of remote instruction for the fall semester. These funds will disburse to your student account on November 9.

OFF-CAMPUS STUDENTS

We have received questions from students living off campus about credit balances for rent and other expenses. Information regarding the refund process is available on the Office of Student Accounts website. We encourage you to follow the instructions to setup direct deposit through the YES system to receive your refund electronically. 

Student Accounts 

  • The payment deadline for fall 2020 charges is August 31, 2020.
  • Late payment penalties, such as late fees and registration and academic record holds, may be applied to unpaid balances at any time after the due date.
  • Tuition will remain the same for both remote and on-campus course work. There will be no discounted tuition rate provided for students who cannot be on campus regardless of the reason.
  • The Student Services Fee is a mandatory fee and may not be waived via student petition.
  • If a student withdraws during the term, tuition will be adjusted/prorated based on the approved Student Account Withdrawal Schedules located on the Student Accounts website:
  • We will begin processing undergraduate financial aid on Tuesday, September 8, 2020.
  • Vanderbilt currently partners with AWG Dewar to offer a tuition insurance program for students who experience a serious illness or accident and have to leave school for medical reasons before the semester is completed. View detailed information for the tuition insurance plan.

The decision to begin the semester enrolled in on-campus instruction will be accompanied by an acceptance of responsibility for full payment of tuition, housing costs and relevant fees. No refunds for these costs will be issued if the need to finish the semester fully online arises.

This includes if a student leaves for personal or disciplinary reasons after being on campus, or if the university has to shift to online-only instruction. If the university has to shift to online-only instruction, we hope to be able to allow students to remain in on-campus housing; however, the university reserves the right to require students to vacate campus housing if necessary, including to comply with any applicable government order.

Contingency planning for whether students residing on campus might remain on campus if any possible shift to online-only instruction might occur is ongoing.

We know students had many difficult financial and personal decisions to make for the fall semester. To assist with these decisions, we have given students the option to study remotely if it is a better fit for them during this time. We have also allowed upper-division students to choose off-campus housing instead of living in the university’s residential facilities.

COST OF ATTENDANCE

Our estimated cost of attendance for on-campus, off-campus and with parents is available here.

We expect normal increases in the cost of attendance each year. If you are studying remotely, which has a lower cost of attendance, this will be increased if you move on-campus or are living off-campus (not with parents).

OFF-CAMPUS STUDENTS

The cost of living on campus is part of the normal cost of attendance used in determining eligibility for financial aid. That amount does not change for students who are living off-campus (not with parents). Students who are living off-campus will need to complete a form attesting that you are not living with parent(s). Falsifying the form will be considered a student conduct issue that could lead to suspension or expulsion. 

REMOTE STUDENTS

The cost of attendance for those students studying remotely is less than for those studying on-campus, reflecting lower housing and meal costs than those incurred for living on campus. However, your eligibility for need-based assistance is based upon the following formula: Cost of Attendance minus Expected Family Contribution = Demonstrated Need

What your family is expected to pay does not change based upon which method of learning you will choose.

QUESTIONS

  • In what situation can a student appeal their financial aid package?

The Office of Student Financial Aid and Scholarships has provided Information regarding the appeal process, including examples of circumstances that can be reviewed.

  • Will students studying remotely be expected to pay the same tuition? What, if any costs, will be adjusted?

The tuition amount charged will be the same for students without regard to the method of instruction that is selected.

The Student Services Fee will be charged to students who are remote-only. The fee includes remote access to services such as Immersion advising sessions, career coaching, the Campus Connection program, mental health counseling (only for students residing in states where remote counseling is allowed by law), student virtual activities, etc.

The First-Year Experience Fee will not be charged to remote-only students. The Commons leadership will still connect remote-only students to virtual activities in each hall, etc. The Residential College Fee will not be charged to remote-only students. Housing and Dining will not be charged to a student opting for remote only learning through the Remote Study Selection application in YES. 

  • Will students studying remotely receive equitable aid packages to the one they would have received if they were not remote? Will they receive a refund for food and housing if their need-based aid would have previously covered these?

The cost of attendance for those students studying remotely is less than for those studying on-campus, reflecting lower housing and meal costs than those incurred for living on campus. However, your eligibility for need-based assistance is based upon the following formula: Cost of Attendance minus Expected Family Contribution = Demonstrated Need

What your family is expected to pay does not change based upon which method of learning you will choose. Once a student’s financial aid covers their direct charges to Vanderbilt, any funds remaining are available to the student in the form of a refund.

  • How can a student request aid for Wi-Fi or a laptop if they do not have one in the fall?

Contact your financial aid officer at: finaid@vanderbilt.edu.

  • Can a student appeal if their family income has changed recently (due to Covid-19, becoming unemployed etc..) but is not reflected in their 2018 or 2019 tax statements? What information must they present to be considered?

Families may appeal if there has been a significant change in employment. Information regarding the appeal process can be found at: https://www.vanderbilt.edu/financialaid/docs/requestrecon.pdf.

  • Does living off campus affect the total financial aid package given to a student? Will they still receive a grant for dining and housing if they would have previously in their financial aid package?

The cost of living on campus is part of the normal cost of attendance used in determining eligibility for financial aid. That amount does not change for students who are living off-campus (not with parents). Students who are living off-campus will need to complete a form attesting that you are not living with parent(s). Falsifying the form will be considered a student conduct issue that could lead to suspension or expulsion. 

  • How do students living off campus receive the refund? When will it be distributed?

Information regarding the refund process is available on the Office of Student Accounts website. We encourage students to follow the instructions to setup direct deposit through the YES system to receive any refund electronically. 

  • What resources are available to international students who are struggling financially that will be studying remotely in the Fall?

During this time of uncertainty,Vanderbilt is committed to supporting the overall health and well-being of the entire campus community, through resources that offer support, stress management and enhanced resilience across all demographics. Vanderbilt recognizes that COVID-19 has magnified disparities in a number of areas (e.g., housing, technology, finances, access) among and between various populations of students, which compounds the negative effects on well-being.

We are enhancing support for our students’ health and well-being by enhancing Student Health’s ability to best serve the student population through collaboration with the Nurse Faculty Practice Division in the School of Nursing. We also are providing new telehealth options, additional programming and more through theStudent Care Network, a holistic network of wellness services and resources available toall Vanderbilt students.

  • Will international students be expected to pay for health insurance?

Information regarding health insurance can be found on the Student Care Network website.

  • With the increase in travel (especially for students in Level 4 countries who need to quarantine in a third country), will students be able to request more aid in their indirect travel aid?

International students receiving need-based assistance from Vanderbilt who are required to quarantine in a third country can request additional assistance by emailing finaid@vanderbilt.edu.

  • Will refunds be any different if given to an international student who is studying remotely abroad at the time? Will foreign exchange rates affect the refund?

Students who have established direct deposit with the Office of Student Accounts will receive their funds via direct deposit. All other students will receive a physical check mailed to their home address. Foreign exchange rates will not impact the amount of refund.

Link to this FAQ

LIBRARIES

Vanderbilt’s Libraries are reopening with card access for the VU community only. The Libraries are following University protocols to enhance safety and promote physical distancing, while delivering excellent services and resources for learning and research. Remote resources and services have been expanded over the course of the last few months as most of the Libraries services will remain remote.

Researchers often need access to original, primary source materials. So far, the library has been able to provide e-texts or scans for 83.2 percent of all requests. The university has invested resources to increase accessibility, and library staff have scanned thousands of items, so that many items that were unavailable previously are now available digitally.

Some library spaces are being used as classrooms, while others are open for individual study—check the Libraries’ webpage for current opening hours.

On the website you will also find tips for using the libraries in “What to Know Before You Visit” and see more information about new services and resources in “Frequently Asked Questions.” Staffing on site has been de-densified, but librarians are fully available via live chat, zoom, email, phone or text. When in doubt, please reach out to our librarians.

The libraries homepage will continue to offer the latest updates to library hours, resources and services.

Learn more about remote teaching, learning and research support available through the Vanderbilt Libraries.

STUDY ROOMS AND OTHER RESOURCES

Central, Science & Engineering and Peabody libraries will be open for undergraduate students living off-campus to use to take their online courses if they need a place on campus. VUID card access is required to enter these buildings. Headphones or earphones will be required when utilizing these spaces. The buildings will open on Aug. 24 and the hours will be:

  • Central, Monday through Thursday from 7:30 a.m. to 8 p.m., Fridays from 7:30 a.m. to 6 p.m. and weekends from 11 a.m. to 6 p.m.
  • Peabody, Monday through Friday from 9 a.m. to 5 p.m.
  • Science & Engineering, Monday through Friday from 8 a.m. to 5 p.m.

If more spaces are needed for off-campus student support, updates to students and faculty will be provided through this Return to Campus Update.

In addition, study rooms are available across campus in buildings that include, but are not limited to, libraries. Designated buildings and specific rooms available for study are listed in the searchable chart below and include the room’s capacity. Each room is specifically set up to maintain appropriate physical distance, and students should follow all campus protocols, including wearing a face mask/covering, while using these spaces. Be mindful of following all posted signage, including circulation patterns, and be prepared to change plans in the event a space is at capacity when you arrive.

Building and Room No. Capacity
Alumni Hall 202 21
Alumni  Hall 206 17
Central & Divinity Libraries 210 4
Central & Divinity Libraries 211 18
Central & Divinity Libraries 217 18
Central & Divinity Libraries 222 40
Central & Divinity Libraries 405 6
Central & Divinity Libraries 408 45
Central & Divinity Libraries 418 76
Central & Divinity Libraries 500FA 1
Central & Divinity Libraries 500FR 1
Central & Divinity Libraries 501 6
Central & Divinity Libraries 503 6
Central & Divinity Libraries 600FA 1
Central & Divinity Libraries 600FR 1
Central & Divinity Libraries 602 6
Central & Divinity Libraries 605 16
Central & Divinity Libraries 612 76
Central & Divinity Libraries 612A 16
Central & Divinity Libraries 612C 6
Central & Divinity Libraries 614 12
Central & Divinity Libraries 700FA 1
Central & Divinity Libraries 700FR 4
Central & Divinity Libraries 701 6
Central & Divinity Libraries 703 6
Central & Divinity Libraries 800BE 55
Central & Divinity Libraries 800FA 8
Central & Divinity Libraries 803 12
Peabody Library 003 6
Peabody Library 004 2
Peabody Library 008 36
Peabody Library 009 2
Peabody Library 010 2
Peabody Library 011 1
Peabody Library 013 1
Peabody Library 014 2
Peabody Library 108 4
Peabody Library 120 32
Peabody Library 202 6
Peabody Library 204 76
Peabody Library 302 4
Peabody Library 304 15
Peabody Library 305 6
Sarratt Student Center 112 6
Sarratt Student Center 115 15
Sarratt Student Center 189 14
Sarratt Student Center 220 22
Sarratt Student Center 361 6
Sarratt Student Center 363 6
Stevenson 3 (Library) 205 140
Stevenson 3 (Library) 206 30
Stevenson 3 (Library) 211 17
Stevenson 3 (Library) 212 3
Stevenson 3 (Library) 238 9
Sony Building A1076 35

Link to this FAQ

Deans and faculty are continuing to develop and review course schedules, and 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.

Our academic calendar for this spring, as detailed below, is designed to sustain the momentum our community has worked so hard to establish, while also taking into account the most recent data and guidance from our colleagues at Vanderbilt University Medical Center and the School of Nursing and that of public health officials. As always, our success hinges entirely on your continued dedication and accountability in the weeks and months to come.  

  • The first day of classes will be Monday, January 25. Instruction will conclude on Friday, April 30 
  • On-campus housing will reopen on Friday, January 22, for all students with on-campus housing assignments (more details on housing are below). Vanderbilt Housing and Residential Experience (OHARE) will manage the move-in schedule.  
  • There will be no spring break this year, in a continued effort to limit travel-associated disease transmission. In addition, we ask that students stay in the Nashville area and not travel away from campus for weekend trips through the end of in-person classes and finals.

  • Students studying remotely must be prepared to take classes that are offered synchronously on Central Time. 
  • Four reading days and six exam days will follow the last day of classes April 30. Exams will conclude May 10.  
  • Commencement for the Class of 2021 is planned for Friday, May 14.  

Review the full undergraduate academic calendar on the University Registrar website.

Graduate and professional academic calendars

  • Graduate and professional school/college calendars for the spring also will be released this week. Some may differ from the general university academic calendar. 

Review the full graduate and professional academic calendar on the University Registrar website.

Link to this FAQ

If you studied remotely during the fall semester, but have been approved to switch to on-campus study for the spring semester, you should email the Office of Student Financial Aid at finaid@vanderbilt.edu to inquire how your aid will be adjusted. 

If you are currently living on-campus but plan to move home and study remotely during the spring semester, you should email the Office of Student Financial Aid at finaid@vanderbilt.edu to inquire how your aid will be adjusted.  

The cost of attendance for those students studying remotely is less than for those studying on-campus, reflecting lower housing and meal costs than those incurred for living on campus. However, your eligibility for need-based assistance is based upon the following formula: Cost of Attendance minus Expected Family Contribution = Demonstrated Need. What your family is expected to pay does not change based upon which method of learning you will choose. 

Link to this FAQ

For the purposes of course registration, the classification of “remote study” applies to those undergraduate students who are living outside of Davidson County, inside Davidson County with their family, or have a medical condition that presents a contraindication for returning to campus. Undergraduate students who choose remote study: 

  • Take all academic courses through virtual and/or alternative platforms;  
  • Pay tuition and Student Services Fee;  
  • Are prepared to take classes that are offered synchronously on Central Time; 
  • Have no access to campus or any university-controlled buildings;   
  • Are not required to participate in mandatory COVID-19 testing program for undergraduates because they are not living in Davidson County and have affirmed that they are not coming to campus and are not interacting with other students. 

If you are currently studying remotely for the fall semester but wish to change and study in person in spring 2021: 

All undergraduate students will automatically be defaulted to in-person learning for the spring semester.

  • Undergraduate students, excluding transfer students, who currently are enrolled for remote study or are on a leave of absence this fall and plan to return to on-campus instruction for spring semester must apply for on-campus housing. Applications will open October 15 and close November 23.  Detailed information about how to apply for on-campus housing will be shared soon.  
  • Vanderbilt’s Residential Requirement, established by the Board of Trust in 1959, states that “All unmarried undergraduate students are required to live in residence halls on campus during the academic year, May session, and summer sessions. Authorization to live elsewhere is granted at the discretion of the Director of Housing Assignments in special situations, or when space is unavailable on campus.”   
  • Students will be assigned on-campus housing on a space-available basis. If on-campus housing space fills, students may apply for off-campus housing authorization. 
  • Move-in for students with on-campus housing assignments will begin on January 22, three days prior to the start of undergraduate classes. More details about move-in schedules will be shared soon. 

If you are currently studying remotely for the fall semester and wish to continue remote for spring 2021: 

An undergraduate student’s fall semester status as remote does not automatically carry forward; it must be approved by the university for the spring semester. Students who wish to continue remote study in spring 2021 must register this intent on or before November 20. The remote study application in YES will be available November 9-20.

If you are studying on campus for the fall semester but wish to change to remote study for spring 2021: 

Undergraduate students who wish to begin remote study in spring 2021 must register this intent on or before November 20. The remote study application in YES will be available November 9-20. The November 20 deadline applies regardless of whether or not the student is currently living on campus or off campus.

  • Details on how to declare remote status for spring 2021 will be communicated through the Office of the University Registrar in the coming weeks.    
  • Students switching from on-campus housing and study to remote study must check out of and completely vacate their rooms by November 22. Detailed check-out procedures will be announced later in the semester. Students who fail to check out of and completely vacate residential spaces before November 22 will be charged the full rate for spring semester housing. 

Link to this FAQ

While many countries around the world have made progress in combating COVID-19, the course of the virus remains hard to predict, as do potential responses from other governments. The Centers for Disease Control and Prevention and the Department of State continue to recommend that all nonessential travel be reconsidered over most of the globe. Continuing uncertainties exist related to mandatory quarantines, travel restrictions, visa processing, access to health care, and flight availability. Regardless of efforts to plan around these challenges, foreign governments may implement or change restrictions with little notice, even in destinations that were previously classified as low risk. 

As we weigh these factors and the wide range of potential measures that might be needed to keep our students as healthy and safe as possible around the world, the university has decided to continue its restriction on university-sponsored international travel for undergraduate, graduate and professional students for the 2021 spring semester. This includes all study abroad programs; undergraduate students who had previously expressed interest in study abroad for spring 2021 should contact the Global Education Office at geo@vanderbilt.edu. 

Students are required to stay in the Nashville area and not travel away from campus for weekend trips through the end of in-person classes. 

  • If an undergraduate student decides that they must leave the Nashville area during the semester because of extenuating circumstances (e.g., to receive medical treatment or to attend a family wedding or funeral), the student must not attend in-person classes or other on-campus activities for 14 days after their return to Nashville and should limit personal contact with other Vanderbilt community members during that time. This is because travel to/from locations outside of Nashville and participating in events with individuals outside the Vanderbilt community can increase the risk of introducing the virus to the campus community. No refunds for tuition, housing costs, or other relevant fees will be issued if a student finishes the semester through online participation in coursework for any reason – including if a student chooses to leave Nashville for personal reasons after being on campus. 
  • Graduate and professional students should communicate with their program advisors about any request to leave the Nashville area during the semester because of extenuating circumstances, and to discuss methods to mitigate risk of transmission upon their return to Nashville. 

In addition, there will not be any university-sponsored travel during the spring semester, including for registered student organizations. 

Link to this FAQ

Our framework for holding in-person classes on campus is supported by several components, including the continued need for physical distancing, the need to continue pursuing virtual and alternative teaching methods (even in the event of in-person classes) for all classes and the understanding that many curricular decisions will need to be made on a local level, taking into account the unique standards and expectations across our different schools and colleges.

We must continue to plan for a hybrid teaching model that includes a combination of in-person, virtual and alternative learning methods. This approach accommodates members of our community—including both faculty and students—who will not be able to return to campus because of travel and visa restrictions as well as health concerns and other personal concerns.

Decisions and discussions regarding courses that will fully need to be taught using virtual and alternative platforms should be made in your colleges and schools. Adaptive learning could include implementing a variety of techniques from postings of lecture recordings to leveraging on-campus recording spaces for asynchronous instructional videos. To support faculty, we have increased resources including enhancing and expanding classroom IT, CFT resources. Soon faculty will have access to instructional design experts through iDesign (coming soon). More information can be found on our adaptive learning webpage.

Link to this FAQ

Fall 2020 - Campus Life and Housing

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.

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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. 

Link to this FAQ

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. 

Link to this FAQ

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.

Link to this FAQ

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. 

Link to this FAQ

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.   

Link to this FAQ

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.

Link to this FAQ

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.  

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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.

Building Signage?
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

Link to this FAQ

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.

Link to this FAQ

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).

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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

 

 

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

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.

Link to this FAQ

Fall 2020 - Health and Safety

All individuals on campus are required to follow posted signage. Signage will communicate important information including, but not limited to:

  • Protocol reminders, e.g., mask-wearing, physical distancing and personal hygiene
  • Building entrance and exit points
  • Circulation guidance, e.g., one-way circulation, both indoors and outdoors
  • Floor decals denoting six feet of distance for wait areas and lines
  • Occupancy limits
  • Occupancy or vacancy of shared spaces, such as restrooms
  • Building-specific instructions, such as for laboratory work

The university will also regularly communicate with campus community members about protocols and other changes through emails, MyVU, website posts and updates to the COVID-19 website FAQs and Return to Campus portal.

Link to this FAQ

The university may issue Shelter in Place Orders to small groups of students who are not positive or identified close contacts, and will require those students to temporarily remain at their residence and switch to online learning for all classes.

The university issues Shelter in Place Orders when it finds, based on the advice of public health experts and assessment of University officials, that developing test results and contact tracing suggest a potential cluster among a concentrated group of students that may present a higher risk of COVID-19 infection and transmission.

If a Shelter in Place Order is issued, the Dean of Students will notify impacted students and provide additional details and instructions.

  • Students will be required to sequester in their residence hall room or off-campus residence until the Dean of Students releases them to resume normal activities.
  • Students will transition to remote learning during the period they are subject to Shelter in Place Orders and should inform the professor of any in-person courses in which they are enrolled.
  • Students on campus will be limited to leaving their rooms to use shared bathrooms and to collect food from central drop-off locations; students off campus may not come to campus, and should only leave sequester for essential activities or as directed by the University, such as testing.
  • Students should not invite roommates or others into their room; they should maintain masking even around roommates to prevent potential in-residence spread.

Shelter in Place Orders protect all involved when additional time is needed to complete contact tracing and related analysis to assess the scope of a potential cluster, and are in addition to the isolation and quarantine actions already underway. The university will lift Shelter in Place Orders once the necessary analysis is complete.

 

Link to this FAQ

COVID-19 TESTING

Faculty, staff and postdocs who have symptoms related to COVID-19, have received a positive COVID-19 test result outside the VUMC system, or have been officially notified that they are a close contact to a COVID-19 positive person must call the Occupational Health Center (OHC) at 615-936-0955 to receive guidance for their symptoms, possible testing, isolation/quarantine period, and return to campus criteria. If after-hours, OHC should call back within 30 minutes once a message is left. If OHC is not open and the symptoms are severe enough, the individual should go to the VUMC emergency department.

An individual awaiting test results must remain at home off campus in quarantine and keep their department chair/supervisor/mentor/lead researcher informed of their return-to-campus status.

If an individual believes they have contracted COVID-19 after exposure to a known COVID-19 positive person on campus and/or while performing job duties, OHC may direct the individual to complete a First Report of Work Injury or Illness.

Members of the Vanderbilt community that include undergraduate students, graduate and professional students, staff and post docs who are authorized to be on campus, and are engaged in on-campus, in-person activities, will be included in the institution’s COVID-19 periodic on-campus testing program. The sampling of Vanderbilt community members selected for testing will be based on analysis of COVID-19 test outcomes in segments of the community and other factors that will ensure a representative, meaningful and targeted sample of the VU community. Frequency of the testing during the fall semester will be based on the analysis of the outcome data being surveilled. If you have previously been COVID-19 positive in the last three months, you may be exempt from COVID-19 testing for a period of time.  Please complete the waiver request form and upload relevant documentation, which will go to the Public Health Command Center for review.

Learn more about the Voluntary Faculty COVID-19 Periodic Testing Program.

Those enrolled in VU’s health insurance plan may be aware that our insurance provider, Aetna, is taking significant steps in response to COVID-19. Aetna will waive co-pays and member cost share for COVID-19 testing. This will cover the test kit for patients who meet CDC guidelines for testing, which can be performed in any approved laboratory location.

Learn more on the Aetna website, or contact HR at human.resources@vanderbilt.edu.

ASYMPTOMATIC CLOSE CONTACT (ACC) TESTING

The university has also updated its approach to testing of asymptomatic close contacts. Per both VU Return to Campus protocol and CDC guidance, a close contact is defined as any individual who was within 6 feet of an infected person for a cumulative total of 15 minutes or more over a 24-hour period starting from 2 days before illness onset (or, for asymptomatic persons, 2 days prior to positive test collection) until the time the person is isolated. Asymptomatic close contacts will be tested on day 8 of the required quarantine period. This applies specifically to all faculty, staff, post docs, and students who are authorized to be on campus and are participating in on-campus activities.

How test kits for asymptomatic close contacts are delivered will vary slightly based on the individual’s quarantine location. If an individual identified as a close contact is in on-campus quarantine housing, a pre-paid test kit will be delivered to the person’s quarantine location to be completed on Day 8 of their quarantine period. If an individual identified as a close contact lives off-campus, a weblink will be emailed during their quarantine period to order a pre-paid test kit to be delivered to their off-campus location by Day 8.

Positive Case and RECOVERY

Faculty, staff or postdocs who test positive for COVID-19 must isolate at home* and follow current CDC guidance. To help determine the risk of potential exposure to co-workers and others on campus, as part of the Vanderbilt Public Health Central Command Center, Occupational Health will conduct contact tracing with the individual who has tested positive. Those individuals determined to be a potential close contact will be given the name of the individual who tested positive so that their risk can be further assessed. Occupational Health may contact the supervisor/mentor/department chair if further contact tracing information for the COVID-19 positive individual is needed; however, the actual test result (and any other protected health information) will not be disclosed. For more information on contact tracing, please visit the contact tracing page.

Individuals who are defined as a close contact to a COVID-19 positive person are entered into Occupational Health’s symptom monitoring survey that is completed daily. The objective is to closely monitor each individual to ensure that any signs of infection are addressed early.

Vanderbilt is following CDC’s recommended recovery strategy. If an individual had symptoms and a positive COVID-19 test, recovery status (and clearance to return to campus/work) is assigned when: 1) the individual remains fever free without the use of fever reducers for 24 hours, 2) symptoms have improved, and 3) it has been at least 10 days since their symptoms first appeared. If the individual tested positive for COVID-19 but had no symptoms, the individual can be cleared to return to campus 10 days after the test as long as the individual does not develop symptoms. If the individual develops symptoms, then the individual must follow the recovery strategy for those with symptoms. Notification for return to on-campus activities is directed through Occupational Health.

*On-campus residential faculty and staff will receive separate guidance from the Office of Academic Affairs and Residential Faculty. 

COVID-19 Scenarios for faculty

I HAVE SYMPTOMS

  • STAY HOME: Notify Occupational Health Center (OHC) for assessment and testing. Notify department chair and/or lead researcher.
  • PAUSE: Stay off-campus and quarantine while awaiting test result.
  • ALL CLEAR: My test is negative so I can return to campus as long as I am not a close contact.

I HAVE A COVID-19 POSITIVE TEST RESULT

  • STAY AT HOME: Notify OHC and fill out Public Health Central Command Center (PHCCC) webform on the Return to Campus website. Notify department chair and/or lead researcher. Complete contact tracing with OHC as soon as possible.
  • PAUSE: Remain off-campus for isolation period, usually 10 days but length can vary.
  • ALL CLEAR: I completed isolation and can return to campus when released by OHC.

I AM A CLOSE CONTACT

  • STAY AT HOME: Complete PHCCC webform on the Return to Campus website. Notify department chair and/or lead researcher.
  • PAUSE: Remain off campus for quarantine period, usually 14 days after last contact but length can vary.
  • ALL CLEAR: I completed quarantine and can return to campus when released by OHC or PHCCC as applicable.

Link to this FAQ

To mitigate the risk to others of potential exposure and to protect all on campus as much as possible, a Vanderbilt Public Health Central Command Center (the Command Center) has been established to manage contact tracing and notifications across VU communities. This Vanderbilt Command Center is a collaboration between the Nurse Faculty Practice Division in the School of Nursing, the Vanderbilt Student Health Center (SHC) and the Vanderbilt Occupational Health Center (OHC), and it will conduct contact tracing with individuals who have tested positive for COVID-19. By launching this robust in-house contact tracing capability, developed in collaboration with experts at VUMC, VUSN and Metro Public Health, Vanderbilt ensures coordinated contact tracing between campus and the Nashville community that is as timely as possible.

Faculty, staff, postdocs and students who live off campus and test positive for COVID-19 must isolate at their home/current residence and follow current CDC guidance as directed until they have recovered. Residential students who test positive for COVID-19 must isolate as directed by the dean of students until they have recovered.

Contact tracing generally works as follows:

  • If an individual develops symptoms and is awaiting a COVID-19 test, receives a positive COVID-19 test result, or is identified as a close contact by contact tracers, then the individual stays home (or in the case of residential students, goes to quarantine space as directed by Dean of Students) until released.
  • When a positive COVID-19 test result is identified, a contact tracer will be assigned immediately to the case. The contact tracer will interview the individual and identify all contacts. Close contacts are defined specifically as noted below. Close contacts are entered into a database and notified by phone and email. Information on how to proceed is relayed to each individual who is a close contact, as well as to the Environmental Health and Safety (EHS) director.
  • The EHS director will coordinate information among entities and activate support from the Office of the General Counsel, Dean of Students, Human Resources, Facilities/Disinfection, VEHS, and Communications.
  • The contact tracer will relay information about any non-VU close contacts to the Metro Public Health department.

Please note that during this process the name of the index case will be disclosed to possible contacts, but protected health information will not be disclosed.

Per both VU Return to Campus protocol and CDC guidance, a close contact is defined as any individual who was within 6 feet of an infected person for a cumulative total of 15 minutes or more over a 24-hour period starting from 2 days before illness onset (or, for asymptomatic persons, 2 days prior to positive test collection) until the time the person is isolated.

Things to Remember:

  • Incidental exposure such as walking by someone in the hallway, using the same equipment or the same area/room is not close contact.
  • Surface contamination is not a primary pathway of concern per the CDC. Public areas will be frequently disinfected by Facilities/Plant Operations.

Immunity eligibility for students

In the Return to Campus Acknowledgement, students agree to cooperate with Vanderbilt and public health officials’ contact tracing efforts. Students are expected to be forthcoming and honest when providing information to contact tracers. A student who provides information about their prior possession or use of alcohol or other drugs and any resulting intoxication, or prior violation of Vanderbilt’s COVID-19 protocols, during contact tracing will be eligible for immunity from disciplinary action in order to facilitate accurate information reporting. Similarly, a student who provides information in a Title IX investigation about their prior possession or use of alcohol or other drugs and any resulting intoxication or prior violation of Vanderbilt’s COVID-19 protocols, will be eligible for immunity from disciplinary action in order to facilitate accurate information reporting during the investigation. On the other hand, failure to be truthful and forthcoming during contact tracing will result in disciplinary action.

 

Link to this FAQ

The university is using a streamlined process to evaluate an individual’s concerns about how their personal circumstances surrounding COVID-19 may place them at greater risk. That risk may be the result of their own underlying health condition or age, or it may be due to the health condition of a family member for whom the individual provides care. Vanderbilt is taking every appropriate precaution to protect our entire community as we return to campus and classrooms.

Individuals with certain conditions may have a higher risk for COVID-19 infection. According to the CDC, people at increased risk include:

Students coming to campus

For on-campus students requesting accommodations for the first time, or for those students requesting a change to an accommodation, please log into the Commodore Access Portal and make the request.

Each student will make the decision, based on their personal circumstances, to either return to campus or study remotely. Students should keep in mind that there will be students on campus this fall who may have underlying conditions rendering them more vulnerable to COVID-19 infection. It is the responsibility of each community member to fully commit to protecting the Vanderbilt community’s collective health and well-being.

students opting for remote-only instruction

See: Undergraduate Students Not Returning/Opting for Remote-Only

STAFF AND POSTDOC accommodations

Staff and postdocs can submit a request for COVID-related accommodations, and the request will be evaluated based on an individualized assessment of the basis for the request and the requirements of the individual’s professional position. To initiate a request for a COVID-related accommodation, go to the Equal Employment Opportunity homepage on the Vanderbilt University website and select the COVID-19 Accommodation Request image on the right side of the page. Requests should be submitted to EEO as soon as possible to facilitate preparation for fall 2020.

The Roadmap for Reopening Nashville acknowledges higher-risk groups as a specific subpopulation, and Vanderbilt acknowledges that we may need to make special contingency plans for the voluntary return to campus by members of those groups, for example, by allowing members of those groups to continue to work remotely when possible. If members of higher-risk groups return to campus voluntarily even when the Roadmap for Reopening suggests they may be safer at home, we will ask them to acknowledge the risk associated with being on campus.

FACULTY ACCOMMODATIONS

We all share the goal of protecting, as much as possible, the health and safety of our faculty, their families and all members of our community as we prepare for the start of the fall semester. If you are affected by a situation that increases your health risk (or that of a family member) by your returning to campus, you should submit a Reasonable Accommodation Request Form to the Equal Employment Opportunity Office.

Although medical information is routinely and normally required for the accommodations process, for many of us this is a new experience. It might feel uncomfortable to disclose to the EEO Office personal information about our vulnerabilities or those of our family members. Using the EEO accommodations process is the very best way to ensure your medical information stays separate from those that make decisions about your faculty appointment. The EEO policies and process protect your rights.

The medical details of your request for an accommodation are not a part of your employment history, nor will this medical information ever be shared with your dean. The EEO team, and HR as needed, will keep your personal medical information confidential. The information is only used by the EEO team to evaluate your request for an accommodation and to determine the most appropriate and reasonable accommodation to ensure you are as safe as possible. Your rights, both to privacy and to safety in the workplace, are paramount in this process. If you have any questions at all about how to submit a request, how requests are processed or what resources are available to you, you should reach out to EEO Director Anita Jenious or her staff.

To be clear: The provost and the deans will not have access to your confidential personal medical information.

Link to this FAQ

Supporting our students is our utmost priority, and the university is committed to providing options and alternatives that allow all of our students access to a world-renowned education, no matter the instruction mode.

All courses will be prepared to be offered both in person and remotely. This gives us flexibility to adapt to remote instruction only should conditions warrant it.

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)

The decision to begin the semester enrolled in on-campus instruction will be accompanied by an acceptance of responsibility for full payment of tuition, housing costs and relevant fees. No refunds for these costs will be issued if the need to finish the semester fully online arises.

This includes if a student leaves for personal or disciplinary reasons after being on campus, or if the university has to shift to online-only instruction. If the university has to shift to online-only instruction, we hope to be able to allow students to remain in on-campus housing; however, the university reserves the right to require students to vacate campus housing if necessary, including to comply with any applicable government order.

The university may also decide to “pause” in-person classes on a program by program basis for a period of time and move such to virtual/alternative platforms; for example, to allow undergraduate students living on campus to remain in their residence hall rooms. Such a suspension period would also be focused on additional actions to contain any potential spread. The university may also use this approach with specific populations within the University, such as a specific school or program or course, to allow time for additional contact tracing and testing to be conducted.

We know students had many difficult financial and personal decisions to make for the fall semester. To assist with these decisions, we have given students the option to study remotely if it is a better fit for them during this time. We have also allowed upper-division students to choose off-campus housing instead of living in the university’s residential facilities.

In the event of a resurgence in COVID-19 cases that results in a shift to remote learning, Campus Dining will significantly scale back its campus services to match Vanderbilt’s changing needs. Should a ramp down of residential housing occur prior to the scheduled last day of in-person classes (November 20, 2020), Dining will work with Student Accounts on dining adjustments. Meal plan components eligible for adjustments include:

  • Meal Money – all unused meal money will be credited in full.
  • Meal Plans – Students enrolled in the 21 Plan, 19 Plan, or 14 Plan will receive a credit for the unused portion of their meal plan based on the portion of the term remaining

Link to this FAQ

Facilities staff will follow these protocols when disinfecting a space after a known COVID-19 positive case:

  1. If possible wait 24 to 72 hours before cleaning while increasing ventilation in the space (office, suite, floor[s] or building).
  2. Plant Operations personnel entering the space will use the appropriate protective equipment (masks, gloves, etc.).
  3. All personal items (dishes, toothbrush, etc.) will be relocated and contained for later disinfection.
  4. The entire space will be cleaned using EPA-standard approved cleaning products.
  5. High-touch areas will be wiped or sprayed with additional disinfecting products.
  6. The entire space will be fogged using EPA disinfecting products.
  7. Reoccupancy may occur 12 hours after the space has been fogged.
  8. Before occupants are allowed to return, the space will receive a thorough inspection to include (as applicable):
  • Operation of all plumbing fixtures
  • Flushing of the HVAC system
  • Lighting
  • Elevator operation
  • Identification of any nonperforming building systems

Link to this FAQ

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.

The CDC’s “Considerations for Institutes of Higher Education,” May 30 updated guidance specifically recommends routine disinfecting and cleaning of surfaces and objects that are frequently touched using the cleaners typically used, according to the directions on the label. The CDC says that most common EPA-registered household disinfectants should be effective.

At a minimum, there will be twice daily disinfecting of high-touch areas throughout campus. Classrooms will be disinfected daily during routine cleaning. Disinfecting wipes will be provided in classrooms and other spaces for use by the occupants. Facilities is also implementing zone-based disinfectant teams who will be easily identifiable.

Facilities will follow CDC guidelines for cleaning of outdoor areas, which calls for routine cleaning.

Plant Operations staff received cleaning and disinfection protocols training at the onset of the pandemic and will attend future training sessions on the latest protocols. In accordance with CDC and university guidelines, all staff members will wear the required personal protective equipment including face masks/coverings while on campus.

In addition to normal cleaning routines, custodial staff will also disinfect frequently touched surfaces or high-touch points and objects using EPA approved products. Examples of frequently touched surfaces and objects that will receive the minimal twice-daily disinfection are:

  • Tables in common spaces
  • Doorknobs
  • Light switches
  • Door handles
  • Hand railings
  • Bathroom stalls
  • Sink handles
  • Grab bars
  • Water fountains

Cleaning services for public/common spaces such as restrooms, lounges, lobbies, and hallways will be increased. Other duties such as emptying trash, vacuuming/cleaning of floors of private offices once per week will continue. Otherwise, cleaning/disinfecting of private offices and work areas will be the responsibility of occupants.

The following will NOT be cleaned by custodial staff.

  • Desks
  • Keyboards
  • Touch screens
  • Remote controls

Disposable wipes will be made available through each school/college’s and department’s building or facilities officer so that commonly used surfaces and objects can be wiped down before use. For soft surfaces such as carpeted floors or fabric in seating areas, guidance indicates to continue cleaning with cleaners appropriate for use on these surfaces and disinfecting with appropriate product for the specific surfaces; vacuum carpets as usual.

Hand Sanitizing Products and Touchless Features

  • Hand sanitizing stations will be located at key areas within all campus buildings.
  • Sanitizing products such as hand pumps and wipes will be available at key locations (ingress/egress, elevator lobbies, etc.) and can be obtained through each school/college’s and department’s building or facilities officer.
  • Foot pulls will be installed on doors of high-use areas such as restrooms.
  • Plant Operations will gradually replace hand-operated paper towels and soap dispensers with touchless products in restrooms.

These practices will continue to evolve as the CDC releases new recommendations.

Link to this FAQ

The Vanderbilt University Facilities Department, in alignment with the guidelines released by the Centers for Disease Control concerning building system operations to stop the spread of COVID-19, as well as guidance from the American Society of Heating, Refrigerating, and Air-Conditioning Engineers, is committed to providing the safest environment for students, faculty, staff and the entire Vanderbilt community.

The guidance from these sources is very similar and falls into three basic categories:

  • Increasing the amount of outside air being delivered to spaces
  • Using high-efficiency filtration in systems that circulate air around large numbers of spaces
  • Maintaining temperature and humidity levels within spaces

The university is implementing strategies to comply with these guidelines. The Facilities Department is also working to implement an overnight cycle during which buildings are flushed with an increased volume of outside air without exceeding the heating and cooling system capacities.

The Facilities Department will continue to adhere to ASHRAE published guidance for safe and healthy buildings, which emphasizes increased fresh-air ventilation and close management of indoor air quality, temperature and humidity.

To keep the Vanderbilt community as healthy as possible, indoor conditions will be maintained at temperatures ranging from 68 to 76 degrees and relative humidity of 45 to 50 percent.

Although the university is implementing these extra safety measures, it is up to each member of the Vanderbilt community to practice physical distancing, washing or sanitizing hands, and using face masks/coverings in all public spaces on campus to limit the spread of COVID-19, as recommended by the CDC.

Link to this FAQ

For individuals in a private setting and not wearing a face mask/covering, the CDC recommends to always cover their mouth and nose with a tissue when coughing or sneezing or using the inside of their elbow. Throw used tissues in the trash. Immediately wash hands with soap and water for at least 20 seconds. If soap and water are not readily available, clean hands with a hand sanitizer that contains at least 60 percent alcohol.

Link to this FAQ

FACE MASKS/COVERINGS

Face masks/coverings (e.g., disposable masks or cloth face coverings) must be worn by all individuals on campus at all times in public indoor settings (e.g., common workspaces, public spaces, hallways, stairwells, elevators, meeting rooms, classrooms, break-rooms, restrooms, etc.). Faculty may opt to wear face shields in lieu of masks/coverings while teaching and while following other classroom protocols. If physical distancing is possible, individuals working in private offices or laboratory environments that do not otherwise require face masks/coverings may remove their face masks/coverings while in such spaces.

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 solo outdoor recreation, such as biking or running, or under the supervision of relevant recreation staff or instructors, such as an outdoor fitness class through the Recreation and Wellness Center
    2. While actively engaged in eating/drinking outdoors, so long as physical distancing is maintained

Appropriate use of face masks/coverings is important in minimizing risks to the wearers and those around them according to both CDC and ACHA guidance. You could spread COVID-19 to others even if you do not feel sick. The face mask/covering is not a substitute for physical distancing. This applies to off-site and leased building space, as well as on the main Vanderbilt campus, both indoors and outdoors.

An individual who is having difficulty wearing a face mask/covering should contact Occupational Health (faculty, staff, postdoc) or Student Health (student) for direction. A faculty member, staff member, or postdoc who cannot wear a face mask/covering because of medical or other reasons should contact the Equal Employment Opportunity office for possible accommodation measures.  Students should contact Student Access Services for possible accommodation measures.

Type and Intended Use of Face Masks/Coverings

Each faculty member, staff member, postdoc and student will be provided with one cloth face covering. Individuals and departments can contact their assigned building manager or liaison in their college, school or department to acquire cloth face coverings.

Disposable masks will be provided, if needed. A disposable mask must not be used for more than one day.

Staff face masks/coverings are work attire. Face masks/coverings must be clean, plain and free of writing, logos or images other than those of Vanderbilt University. Departments may have additional face masks/coverings guidelines. 

Based on CDC guidance and recent updated studies, face masks/coverings need to fit the following criteria:

  • Face masks/coverings must adhere to CDC guidance.
  • Cotton face masks are allowed as long as they have multiple layers.
  • Any face mask/covering with a one-way exhalation valve is prohibited. These masks allow the wearer to directly exhale into the air, and do not prevent the person wearing the mask from transmitting COVID-19 to others.
  • Neck gaiters are not recommended.  The fabric used in neck gaiters has demonstrated through various studies as not being effective. Many neck gaiters are stretchy knit, synthetics or fleece. Those are the least tightly woven fabrics which are least likely to provide a high filtration efficiency. A mask should have a tight weave and low porosity. Other studies can be found here, here, here and here.
  • Scarves and bandanas are not recommended, as based on studies they do not provide enough layers to be effective.
Type Cloth Face Covering Disposable Mask Medical-Grade Surgical Mask N95 Respirator
Description Home-made or commercially manufactured face coverings that are washable and help contain wearer’s respiratory emissions Commercially manufactured masks help contain wearer’s respiratory emissions FDA-approved masks to protect the wearer from large droplets and splashes; helps contains wearer’s respiratory emissions Provide effective respiratory protection from airborne particles and aerosols; helps contain wearer’s respiratory emissions
Intended use Required for campus community use in all settings (common workspaces, public spaces, hallways, stairwells, elevators, meeting rooms, classrooms, breakrooms, campus outdoor spaces, in restrooms, etc.) Not required when working alone and physical distancing is possible. These masks are reserved for healthcare workers and other approved areas with task-specific hazards determined by OESO.

Use and Care of Face Masks/Coverings

Putting on the face mask/covering

  • Wash hands or use hand sanitizer prior to handling the face mask/covering.
  • Ensure the face mask/covering fits over the nose and under the chin.
  • Situate the face mask/covering properly with nose wire snug against the nose (where applicable).
  • Tie straps behind the head and neck or loop around the ears.
  • Throughout the process: Avoid touching the front of the face mask/covering.

Taking off the face mask/covering

  • Do not touch your eyes, nose or mouth when removing the face mask/covering.
  • When taking off the face mask/covering, loop your finger into the strap and pull the strap away from the ear, or untie the straps.
  • Wash hands immediately after removing.

Disposal of face masks

  • Keep face mask stored in a paper bag when not in use.
  • Disposable face masks must not be used for more than one day and should be placed in a trash receptacle.
  • Dispose of a face mask if it is visibly damaged (e.g., stretched ear loops, torn or punctured materials), dirty or visibly contaminated.

Care, storage and laundering of cloth face coverings

  • Keep face covering stored in a paper bag when not in use.
  • Cloth face coverings may not be used longer than one day at a time and must be washed after use.
  • Disinfecting method: Launder cloth face coverings with regular laundry detergent before first use and after each shift. (Disposable masks are not washable.)
Gloves

Gloves are not necessary for general use and should not replace good hand hygiene. Washing your hands often with soap and water is considered the best practice for common everyday tasks. Please speak with your supervisor to determine if gloves are necessary.

Goggles/Face Shields

Individuals are not required to wear goggles or face shields as part of general activity on campus. Good hand hygiene and avoiding touching your face are generally sufficient for non-health care environments.

Link to this FAQ

The CDC recommends that community members should wash their hands often with soap and water for at least 20 seconds, especially after they have been in a public place or used the restroom; after blowing their nose, coughing or sneezing; and before and after eating. If soap and water are not readily available, use a hand sanitizer that contains at least 60 percent alcohol. Individuals using hand sanitizer should cover all surfaces of their hands and rub them together until they feel dry. Avoid touching your eyes, nose and mouth with unwashed hands.

Link to this FAQ

Custodial crews will continue to clean offices and workspaces, classrooms and public spaces based on protocols developed with CDC guidance in mind, and individuals should take additional care to wipe down commonly used surfaces after use. It may not be possible for the university to provide product for personal use, but before you leave any room in which you have been working or eating, it is recommended that you swab down all work or eating areas with EPA-registered disinfectant. This includes a private workspace or any shared-space location or equipment (e.g., computers, A/V and other electrical equipment, copiers, desks and tables, chair arms, light switches, doorknobs, handles, etc.). To the best of your ability, you should clear desk and table surfaces in personal offices and workstations to aid in thorough cleaning. Using a hand sanitizer that contains at least 60 percent alcohol is also effective after contacting commonly used surfaces.

Link to this FAQ

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 is especially important for people who are at higher risk. Individuals on campus should follow these physical distancing practices:

  • Stay at least 6 feet (about 2 arms’ length) from other people.
  • Do not gather in groups.
  • Stay out of crowded places and avoid mass gatherings.

Link to this FAQ

In an effort to guide the university community in practicing healthy behaviors during the COVID-19 pandemic, Vanderbilt has launched the Public Health AmbassaDore program to address questions regarding campus health and safety measures.

The program has been established as an additional resource for the Vanderbilt community to navigate changes on campus. As identified representatives of the university, the Public Health AmbassaDores will help promote social norms to create a safe working and learning environment for all within the Vanderbilt University community. AmbassaDores will model exemplary adherence to all university protocols, serve as peer models and sources of information for individuals on campus, assist with knowledge dissemination and help communicate across specific sub-communities, and more.

The first AmbassaDores selected for the program are VUPS community service officers, and the program will expand prior to the fall semester to include other individuals (e.g., facility/building managers, volunteers among staff, faculty, students).

The Public Health AmbassaDores will receive training, resources, and support to prepare them for the role.

The expectations of a Community PHA are that you are willing to provide community members with masks, sanitizer, or more information as needed about best health practices on campus. This volunteer position is a way for members of the VU Community to have the best available information to keep themselves and this campus healthy and safe.

CDC Website

Oracle Learn PHA Program Training Link

Vanderbilt Return to Campus website

Becoming a Public Health AmbassaDore

You can submit this form yourself with departmental approval or have your department leader or manager submit on your behalf.

Once a form has been submitted you will receive a link to the Oracle Learn training that is mandatory to become a Community PHA.

After the training and quiz has been completed, you will receive a confirmation email that it has been completed.

Finally, a PHA team lead will reach out to you regarding next steps and how to receive PHA supplies.

Thank you for your interest!

FORMS 

Frequently asked questions

What is a Public Health AmbassaDore?

As identified representatives of the university, the Public Health AmbassaDores will help promote social norms to create a safe working and learning environment for all with the Vanderbilt University community. AmbassaDores will model exemplary adherence to all university protocols, serve as peer models and sources of information for individuals on campus, assist with knowledge dissemination and help communicate across specific sub-communities, and more.

Who is eligible to become an AmbassaDore?

Any Vanderbilt faculty and staff can take the training online. However, officially designated Public Health AmbassaDores should seek approval from the supervisor and/or department leader.

How do I apply to become an AmbassaDore?

Those who are interested in becoming an AmbassaDore should fill out the online form above and you will receive a confirmation email with next steps to become an approved AmbassaDore.

If you have additional questions, contact Brittney Whatley in Vanderbilt University Public Safety at brittney.m.whatley@Vanderbilt.edu.

Is there required training to become an AmbassaDore?

Yes. After you or your supervisor/department leader have completed and submitted your information through the form available on the website, you will receive a confirmation email with how to complete the online training through Oracle Learn.

What are the expectations/responsibilities of AmbassaDores?

  • Serving as a source of information to promote the university’s expectations for reopening during COVID-19
  • Assisting with building circulation
  • Encouraging face mask/covering usage
  • Encouraging physical distancing
  • Providing directions to hand sanitizer stations or hand washing locations; and
  • Distributing COVID-19 packets that include masks and hand sanitizer upon request.

Do I need approval to apply?

Yes. To become a designated Public Health AmbassaDore, you will need approval from your supervisor and/or department leader.

Will I be compensated for being and AmbassaDore?

No. This is a voluntary program and AmbassaDores will not receive additional compensation.

How are AmbassaDores identified?

Public Health AmbassaDores will be identifiable with attire and materials made specifically for the program.

What are the time commitments of a Community PHA?

The time commitment as a Community PHA is dependent on your availability and the events of the fall semester. It is important to communicate with your department leader or manager your availability to be able to volunteer as a Community PHA during the week.

Who can I contact if I have additional questions?

Contact Captain Leshaun Oliver at leshaun.d.oliver@vanderbilt.edu for more information.

What number can I call to ask protocol questions or report a concern?

The PHA hotline number is operated by dispatch. They are able to answer questions regarding COVID-19 safety protocols, return to campus questions or connect you with a Community PHA to deliver masks, sanitizer or other information to you. The hotline number is 615-343-1352.

Link to this FAQ

During this time of uncertainty,Vanderbilt is committed to supporting the overall health and well-being of the entire campus community through resources that offer support, stress management and strategies for resilience across all demographics. Vanderbilt recognizes that COVID-19 has magnified disparities in a number of areas (e.g., housing, technology, finances, access) among and between various populations of students, which can lead to negative effects on personal wellbeing. 

STUDENT SUPPORT

To address this reality, we are enhancing support for our students’ health and well-being through collaboration with the Nurse Faculty Practice Division in the School of Nursing, which will provide counseling for any students who are in quarantine and isolation. We are also providing new tele-health options and additional programming through theStudent Care Network, a holistic network of wellness services and resources available toallVanderbilt students. 

The University Counseling Center provides students with access to professionals who have experience helping specific identity groups. The Provost’s Office for Inclusive Excellence, through its identity centers and identity initiatives, will also continue its commitment to fostering a safe and welcoming community that is inclusive and respectful of differences. Inclusive Excellence is launching identity initiatives this academic year to support international students as well as first-generation students. 

Parents and students with questions can call a new dedicated hotline at 615-322-4357 for any question related to the fall. Vanderbilt has expanded capacity to take these calls, and, from this line, calls will be routed to the right unit as/if needed.

Student Care Network will:

  • Provide clinical mental health and psychiatric services, well-being and academic coaching, care coordination and follow-up, and other health and wellness services
  • Provide access to counselors with expertise for specific identity groups
  • Enhance staffing and training
  • Increase tele-health/self-directed app options
  • Implement targeted programming
  • Re-formulate “drop-in” services
  • Revise collaborative follow-up models
  • Continue financial assistance
  • Support virtual community-building efforts

ADDITIONAL CAMPUS SUPPORT

An updated list of the available student services and resources for both our remote student population and for those students who remain on campus is available on the Student Care Network website.

HELPLINE

We are also offering a dedicated helpline to help answer your questions at 615-322-4357. The help line will be staffed by counselors between 8 a.m. and 5 p.m. CDT, Monday through Friday.

 

Link to this FAQ

Vanderbilt is committed to supporting your overall health and well-being. Faculty, staff and postdocs should visit the Vanderbilt health and wellness website for more information and resources that offer support, help manage stress and enhance your resilience.

Link to this FAQ

During this time of uncertainty, Vanderbilt is committed to supporting the overall health and well-being of the entire campus community, through resources that offer support, stress management and enhanced resilience across all demographics. Vanderbilt recognizes that COVID-19 has magnified disparities in a number of areas (e.g., housing, technology, finances, access) among and between various populations of students, which compounds the negative effects on well-being.

We are enhancing support for our students’ health and well-being by enhancing Student Health’s ability to best serve the student population through collaboration with the Nurse Faculty Practice Division in the School of Nursing. We also are providing new telehealth options, additional programming and more through the Student Care Network, a holistic network of wellness services and resources available to all  Vanderbilt students.

The University Counseling Center provides access to professionals with experience helping specific identity groups. The Provost’s Office for Inclusive Excellence, through its identity centers and identity initiatives, will continue its commitment to fostering a safe and welcoming community that is inclusive and respectful of differences. The office is launching identity initiatives this academic year to support international students as well as first-generation students.

Link to this FAQ

Fall 2020 - Policies and Compliance

Vanderbilt is utilizing software and tools to manage the Return to Campus response to the COVID-19 pandemic. The central repository for data will be housed on secure Vanderbilt servers. Special purpose software, Mazikcare, will be fed data from existing university systems as well as from the Public Health Central Command Center (“Command Center”). Along with the data feeds from existing university systems, the Command Center will enter data from Student Health, Occupational Health, results from Vault-administered tests (which are made available to the Command Center through a secure web portal), and its own Contact Tracers (collectively “COVID-19 Data”) in an effort to improve safety on campus.

This Privacy Q&A is designed to inform you about how Vanderbilt collects and uses information provided when you or the Command Center use the COVID-19 Data and how Vanderbilt processes your personal information.

How Do We Use Your Information?

Vanderbilt has a legitimate interest in processing your data in order to better ensure the safety of the Vanderbilt community by aggregation and analysis of the data provided by or about each individual community member. The Command Center and other campus partners may use the COVID-19 Data to identify (for example through use of the VandySafe symptom checker) and respond to positive cases, to identify Close Contacts, and to manage quarantine and isolation. Privacy by design principles are imbedded in this process. Information is shared only to the extent necessary to address the risk to a particular individual and to community members with whom the individual may have come in contact.

Who Has Access to Your Information?

Vanderbilt’s guiding principle in the use of this data is to only permit access data to those with an absolute need to know the information. The data is only accessible by Contact Tracers, the Command Center staff and a limited technical support team with explicit permission to access the data and only with the controls of single sign-on and multi factor authentication. These individuals may share individual community members’ information with others (including those with a need to know such as, the Dean of Students, Staff supervisors, PIs, Building managers, et. al.) but only to the extent necessary. This data is only being utilized to ensure a safe campus environment. Vanderbilt does not share your information with third parties for any commercial purpose. (The data stored in the Mazikcare application is not accessible to anybody outside of Vanderbilt’s authorized users.)

How Long Does Vanderbilt Keep Your Information?

Vanderbilt will practice data minimization and only retain your information for as long as necessary to respond to the COVID-19 pandemic.

 How Does Vanderbilt Protect Your Information?

Vanderbilt takes very seriously its obligation to protect the confidentiality of your personal information and use of such information complies with applicable privacy laws including HIPAA and FERPA as well as non-discrimination laws including the ADA and the FMLA. In addition, Vanderbilt uses a combination of process, technology and physical security controls to help protect your information from unauthorized access, use, or disclosure. The Mazikcare application, which is the technological hub of Vanderbilt’s response to the COVID-19 pandemic is behind the single sign-on. A redundant security control for Mazikcare application is multi-factor authentication. Authorized users are bound by agreement to keep confidential all personal information which they access. These authorized uses have received training specific to their roles including training on privacy (including applicable privacy laws) and cybersecurity.

Link to this FAQ

Before returning to campus or participating in any on-campus activities including in-person classes, work, or research, all faculty, staff, postdoctoral scholars and students must complete online or physically sign the COVID-19 Return to Campus Acknowledgment.

The Acknowledgment explains the university’s guiding principles and related plans associated with the return to campus, describes certain guidelines and protocols that campus community members will be required to follow, and requests each person to confirm that they will cooperate to protect the health and safety of our campus community.

At the conclusion of the online module/Acknowledgment document, the individual will be asked to acknowledge that they have been informed of the risks and responsibilities associated with the return to campus and agree to follow all Vanderbilt University guidelines related to reducing the spread of COVID-19 infection.

Link to this FAQ

Vanderbilt’s Return to Campus Plan follows a phased and data-driven approach and considers the city of Nashville’s phases, adapting them to be applicable to a college campus.

Compliance serves as an important aspect of the Return to Campus Plan, reminding campus community members of their responsibilities in helping to reduce the spread of COVID-19. With the understanding that campus life will look very different with compliance in place, guidelines have been developed to promote the health and safety of the campus community as much as possible.

ADDRESSING NONCOMPLIANCE

Students, faculty, staff and postdocs will be expected to comply with all university policies and protocols designed to reduce the spread of COVID-19 infection and promote the health and safety of the Vanderbilt and Nashville communities.

STUDENTS

Any intentional, pervasive, or repeated violations of COVID-19 policies and protocols, including requirements related to face mask/coverings, physical distancing, and the maximum gathering size, will be addressed through the Office of Student Accountability, Community Standards, and Academic Integrity.

The potential campus-wide impact of violating the University’s Gatherings policy, either on- or off- campus is severe. 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 or otherwise supporting, and/or concealing a gathering that violates the policy may also result in suspension or expulsion for a first offense.

Students also should take note of Nashville’s guidelines surrounding 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.

Students living on-campus who are suspended or expelled for violating COVID-19 policies and protocols will be required to vacate the residence hall. No refund for tuition, housing costs, or relevant fees will be issued.

FACULTY

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.

STAFF

The university’s progressive discipline policy states that a staff member can be disciplined for violations of protocols and procedures governing safety. The policy outlines a process for correcting single and repeat episodes of employee failure to comply with rules. Safety violations will be handled under this process.

Link to this FAQ

General Questions

Vanderbilt has received $2,816,212 in funds for students and has disbursed all of these emergency funds to eligible students. Details>>

Link to this FAQ

Return to Campus Plan

Vanderbilt will phase in a return of faculty, staff and postdocs in a coordinated process to ensure appropriate physical distancing, availability of protective gear and testing capabilities for COVID-19. Individuals will return to campus based on the core activities they support and their demonstrated need to be on campus. No one should return to campus without authorization.

These efforts will be tightly coordinated to mitigate potential risks and ensure the safety of our campus community and the other communities we serve. No unit or department should increase authorized levels beyond current needs to support critical on-site operations and activities without approval from the appropriate dean or vice chancellor. Once decisions to expand on-site levels of return in certain areas are made, individuals should follow the campuswide policies and protocols detailed in this guide for returning to work on campus.

Compliance with the policies and protocols outlined on this website, as well as those from your supervisor/mentor/dean, is required for continued access; violation (e.g., blatant disregard for infection prevention measures) may result in the immediate revocation of building access privileges, disciplinary action, and/or other interventions.

Link to this FAQ

Staff will be recalled to campus in an orderly fashion in support of core mission activities (on-campus research; on-campus instruction; undergraduate residential living and learning). Staff will be informed by their supervisors when and under what circumstances they are to return to work on campus and should not return until authorized.

REMOTE WORK

Those who can work remotely to fulfill their work responsibilities should continue to do so to limit the number of individuals on campus and the spread of the COVID-19 virus. Remote work arrangements must be approved by the immediate supervisor and can be accomplished on a full or partial day/week schedule as appropriate.

ALTERNATING DAYS OR ALTERNATING WEEKS

Based on CDC employer and ACHA guidance, to limit the number of individuals and interactions on campus, departments should consider scheduling partial staffing on alternating days or weeks with staff who are required on campus (e.g., two weeks remote, two weeks on campus OR one week on campus, three weeks remote). Such scheduling will enable physical distancing, especially in areas with large common workspaces. To contain “germ circles,” it is best to schedule the same people on the same days to limit any one individual’s exposure to other individuals when possible.

STAGGERED REPORTING/DEPARTING

Based on CDC employer and ACHA guidance, the beginning and end of the workday typically bring many people together at common entry/exit points of buildings. Staggering reporting and departure times by at least 15 minutes will reduce traffic in common areas to meet physical distancing requirements. (See Indoor and Outdoor Spaces: Entry/exit controls for further details.)

Link to this FAQ

Travel

All university-sponsored domestic and international travel is restricted until further notice.

We strongly encourage everyone to postpone all non-essential personal travel.

Exceptions to these university policies may be requested by contacting your dean or vice chancellor. Granting of exceptions to the travel restrictions requires a reasoned consideration of all factors.

University-sponsored travel includes any travel covered by or reimbursable from university funds or extramural grant funds. This includes travel by faculty, staff, postdoctoral fellows, students or visitors.

Resources

Pandemic Travel Guidance

Link to this FAQ

Study Abroad

Vanderbilt has suspended participation in all Global Education Office study abroad programs for fall 2020. Many factors make study abroad challenging at this time, including the continued restrictions on entry to all countries in which GEO offers programming, travel restrictions within and among countries, lack of visa processing, and the difficulty of predicting specifics of the health and safety situation for our students. Given the pandemic and ongoing need for measures including quarantines and physical distancing, we are also mindful that study abroad experiences in the coming months likely would not look like the study abroad you’ve imagined.

Information regarding the spring 2021 semester

While many countries around the world have made progress in combating COVID-19, the course of the virus remains hard to predict, as do potential responses from other governments. The Centers for Disease Control and Prevention and the Department of State continue to recommend that all nonessential travel be reconsidered over most of the globe. Continuing uncertainties exist related to mandatory quarantines, travel restrictions, visa processing, access to health care, and flight availability. Regardless of efforts to plan around these challenges, foreign governments may implement or change restrictions with little notice, even in destinations that were previously classified as low risk.

As we weigh these factors and the wide range of potential measures that might be needed to keep our students as healthy and safe as possible around the world, the university has decided to continue its restriction on university-sponsored international travel for undergraduate, graduate and professional students for the 2021 spring semester. This includes all study abroad programs; undergraduate students who had previously expressed interest in study abroad for spring 2021 should contact the Global Education Office at geo@vanderbilt.edu.

Personal Travel

Students are required to stay in the Nashville area and not travel away from campus for weekend trips through the end of in-person classes on Friday, November 20.

  • If an undergraduate student decides that they must leave the Nashville area during the semester because of extenuating circumstances (e.g., to receive medical treatment or to attend a family wedding or funeral), the student must not attend in-person classes or other on-campus activities for 14 days after their return to Nashville and should limit personal contact with other Vanderbilt community members during that time. This is because travel to/from locations outside of Nashville and participating in events with individuals outside the Vanderbilt community can increase the risk of introducing the virus to the campus community. No refunds for tuition, housing costs, or other relevant fees will be issued if a student finishes the semester through online participation in coursework for any reason – including if a student chooses to leave Nashville for personal reasons after being on campus.
  • Graduate and professional students approved to perform research activities through the research ramp-up review and approval process should communicate with their research advisor (often referred to as the lead researcher in research ramp-up forms) and Associate Dean for Research about any request to leave the Nashville area, and to discuss methods to mitigate risk of transmission upon their return to Nashville. See the VU Research website for more details about research ramp-up.
  • Graduate and professional students whose activities have NOT been subject to the research ramp-up review and approval processshould refer to their School/College policy and consult with their Dean’s office about any request to leave the Nashville area, and to discuss methods to mitigate risk of transmission upon their return to Nashville.

In addition, there will not be any University-sponsored travel during the fall semester, including for registered student organizations.

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. 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.

Link to this FAQ

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