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FAQ

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Eligibility & Application

1. Who is eligible to participate in Vanderbilt’s Academic Intern Housing Program?

This special housing option has been designed to accommodate students working directly with Vanderbilt departments as well as organizations offering learning opportunities in Nashville’s business and non-profit community. Accommodations are available for Vanderbilt and Non-Vanderbilt researchers, interns, and students working on special projects. Proof of internship/research must be provided to the Office of Conferences with your registration (letter from internship/research that you received offering you the position).

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2. What dates do you provide Academic Intern Housing?

Vanderbilt’s Academic Intern Housing Program is only offered during the summer season. Enrolled Vanderbilt students occupy all of our Residence Halls during the fall and spring semesters.

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3. When can I check-in? When must I check-out?

Check-in will be held at the reception desk of your designated building. During move-in and move-out only, temporary parking will be available. Parking is available for the summer for a cost of $100 for the entire duration of our Academic Intern Housing Program. All parking regulations will apply. Please inquire with our office if you have specific questions. Parking is never permitted in fire lanes; doing so will result in being ticked and your vehicle will be relocated to a secure, remote location.

Check-out will be held at the reception desk of your designated building. All students must check-out of their rooms by 11 AM, no later than Saturday, August 1st.

Participants must check out by returning their room/apartment keys and any temporary access cards. They must relinquish access to their spaces by 11 AM on their scheduled departure date in order to avoid additional charges (participants CANNOT stay later than noon on Saturday, August 1st).

Please DO NOT check out until you have completely moved out of your room/apartment, have cleaned it and removed all trash. If you return your keys and magnetic access cards before completing your move out, you may be charged an improper check out fee and/or for the additional night(s) you or your items remain in the apartment. A staff member will perform a check out inspection shortly after you check out, even if other residents occupy the rest of the apartment.

Any items left in the apartment will be discarded. It is important to leave the apartment in the condition you received it. Please ensure you clean your bedroom and any common areas you used, including the bathroom. Vacuums are available to check-out at the Building reception desk.

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4. Is there a minimum night stay requirement?

Yes, the minimum stay is 21 nights.  However, we suggest a minimum of thirty nights to avoid being charged the Metro City Tax (6%) or Davidson County Accommodation tax ($2.50/night).

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5. When is my housing application due?

Vanderbilt’s Academic Intern Housing Program is very popular and rooms are reserved on a first-come, first-served basis and rooms fill up quickly. Registration opens the first week in January 2020. A waitlist will be created after all available spaces have been filled. There is a $250 deposit to reserve a room. The deposit will be applied to the total cost of your housing.

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Payment Information

6. I represent an organization that would like to house multiple interns. How do I reserve spaces for them?

We will be happy to arrange this for you. Please visit the “Register Now” page and select the “I AM THE SPONSORING ORGANIZER AND THE INTERNSHIP IS PAYING FOR MULTIPLE INTERNS” as your option. A non-refundable $250 deposit, per student you are registering, is needed to guarantee housing. This includes ALL Vanderbilt University and VU Medical Center, participants. All housing fees must be paid in full by May 1, 2020.

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7. What are room costs?

All available traditional shared double rooms are $35.00 per night, per person.  The traditional single rooms are $41.00 per night, per person. Single rooms in a shared suite are $43 per night, per person.

These rates do not include sales tax (9.25%), as well as the Metro City tax (6%) and the mandatory Davidson County Accommodation tax ($2.50 per night) which will be applied to stays less than 30 nights.

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8. Is a deposit required?

Yes, a $250 non-refundable deposit per participant is due with your application. This deposit reserves your space.  Before you can move into your housing assignment, full payment is due.

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9. When is my payment due?

Payment in full is required prior to check-in or with the application. Any additional charges that may incur will be billed to you after your stay.

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10. Can I change my dates or cancel my application?

Yes, please contact the Office of Conferences at 615.343.8699 if you need to change your dates or cancel your application. Most date changes can be accommodated. Cancellations can be made without penalty up to 30 days prior to your scheduled arrival date on campus. All refunds will be reduced by $250, which serves as the mandatory deposit.  Refunds will not be issued at all 9 days or less prior to your scheduled check out date. [ Top ]

11. What if I arrive after-hours?

Arrivals outside regular business hours can be scheduled in advance by calling the Office of Conferences at 615.343.8699 approximately one week before arrival. If you require an unscheduled check-in after our office hours, please contact the office with as much notice as possible, at 615.343.8699. A staff member will meet you at the Building’s reception desk to assist you.

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12. What do I need to bring to check-in?

You will need to bring a photo ID and a copy of your confirmation letter from our office.

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We Are Currently Offering a Very Limited Amount of Traditional Double Rooms, Traditional Single Rooms and Single Rooms in Shared Suites. Rooms are Assigned on a First-Come, First-Serve Basis. Not Everyone Will Reside in a Shared Double or Shared Suite This Summer.

13. What furniture is included in my single room?

All single bedrooms in suites include a twin bed, a dresser, closet, desk, and desk chairs. You may want to bring a study lamp with you. University furniture may not be removed from the apartment for any reason.

All rooms are clean, furnished and air-conditioned. All modern amenities and utilities are included in the daily rate: a bedroom in a completely furnished bedroom, kitchen and laundry facilities on-site ($1.50 per load), study space, cable TV hook-ups, and high-speed wireless internet Ethernet access.

Some of the available singles are located in three, four, five and six-person suites which are assigned on a first-come, first-served basis. The suite’s common areas include one lounge chair, one love seat, one dining table, dining chairs, one lamp table, and one coffee table. Lamps are provided for the living room. You may want to bring a study lamp with you.

All rooms are clean, furnished and air-conditioned. All modern amenities and utilities are included in the daily rate: a bedroom in a completely furnished bedroom, kitchen and laundry facilities on-site ($1.50 per load), study space, cable TV hook-up jacks, and high-speed wireless internet Ethernet access.

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14. What other amenities are included in the apartment?

Amenities include:

  • 24/7 information desk and emergency response staff
  • 24/7 automated locking exterior doors with magnetic card access
  • On-site parking
  • Elevators
  • Laundry facilities on site
  • Utilities (including water, electricity, and central air-conditioning)
  • Custodial service in bathrooms and corridors (schedule provided at beginning of summer)
  • Free high-speed internet access (wired and wireless)
  • Free university cable television service
  • Maintenance service, including emergency maintenance services

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15. What do I need to bring?

Many of our participants bring the following:

  • Regular fitted twin sheets, pillowcase, pillow and blanket
  • Bath towels and bathrobe, shower slippers
  • Rain gear and an umbrella
  • Personal toiletries, including soap and shampoo
  • A small reading lamp for your desk
  • An alarm clock
  • Clothes hangers for the closet
  • A portable iron
  • Comfortable shoes or sneakers
  • Bottled water and snacks
  • Pots, pans, dishes, glasses, silverware, etc. if you plan to cook in a community kitchen
  • A small TV, radio and laptop computer
  • Coffeemaker

* Remember to safeguard your property at all times.  The Office of Conferences does not assume responsibility for the security of personal property.*

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16. Are there items I am not allowed to bring?

ALL Participants must adhere to all Federal, State and Local laws while on campus. Smoking is prohibited in all property owned by Vanderbilt University and Medical Center, including vehicles and property leased by the institution, campus grounds, parking lots, garages, plazas, courtyards, except in locations that have been designated for smoking and related devices.  Vanderbilt’s smoke-free policy includes but is not limited to cigarettes, tobacco, and devices such as e-cigarettes, pipes, vaporizers.  Additionally, the following items are not allowed:

  • Hot plates, popcorn poppers, toaster ovens, grills (Foreman or similar) or any appliance with exposed heating elements
  • Fryers
  • Candles
  • Kerosene lanterns or heaters
  • Pets (except fish)
  • Powerful sound systems or stereos (a personal-size system with headphones is fine)
  • Wireless access points (routers, wireless printers, AirPorts, etc.)
  • Waterbeds or mattresses (University mattresses and box-springs may not be removed)
  • Halogen lamps
  • Fireworks
  • Firearms and other weapons
  • Dartboards
  • Concrete blocks or bricks
  • Other similar items

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17. What resources are available near campus?

The campus offers the convenience of a cozy residential community, in close proximity to the amenities of a large city. Nearby businesses or attractions within walking distance include:

  • Piggly Wiggly grocery store
  • Starbucks and independent coffee shops
  • Several chain and local restaurants, including pizza shops, grills, delis, and pubs
  • Mexican, Indian, Chinese and other international cuisines are also available nearby
  • Tanning, hair, and nail salons
  • Tailor, dry cleaners and package laundry services
  • Campus Bookstores, and independent bookstores
  • CVS/Pharmacy with Minute Clinic, Rite-Aid
  • FedEx/Kinko’s and UPS Stores
  • Belcourt Theatre
  • Centennial Park, home of Tennessee’s 1897 Centennial Exposition
  • Houses of Worship
  • Vanderbilt University and Children’s Hospitals
  • Vehicle maintenance shops
  • Several national banks and ATMs
  • Summer membership to the University Rec Center. Click here for more information.

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18. Can I request roommates if I am assigned to a traditional double room or in a shared suite?

Yes, you can request to be housed with other people you know. All requests must be mutual and singles in suites must be still available upon registering for Academic Intern Housing.

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19. Are there laundry facilities?

Yes, there are coin-operated laundry facilities on site. Each load costs $1.50  You may wish to bring an extra supply of quarters, as there are no change machines on campus. Vanderbilt students can use their Commodore card for laundry.

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20. Where can guests park?

When visiting Vanderbilt, please do not park in reserved spaces or non-University parking areas on the perimeter of campus. Please park in the designated visitor parking spaces. Two hour Visitor parking is available in the Terrace Place Garage, spaces 41-92, 21st. Avenue & Terrace Place. Vehicle height limit is 8′ 2.” A visitor with a state-issued handicap placard may park in any metered space on campus for free. If you have additional questions about parking for a special needs visitor, please contact our office at 615.322.2554.


Parking & Transportation

21. Where do I park?

Academic Intern Housing Program participants may purchase parking passes through the Office of Conferences. Parking hang-tags are $100.00 per summer and are available on a first-come, first-served basis. All parking requests must be reserved and paid for in advance and will be available at check-in. All hang-tags must be displayed at all times on your rear-view mirror while parked in the parking garage. Use of University parking facilities constitutes acceptance of the guidelines of Office of Traffic & Parking which has final discretion on the location of all parking. To purchase parking, you must pay with a money order or cashier’s check made out to Vanderbilt University (personal checks are not accepted). If at any time you are not comfortable walking on campus, you may call the Vanderbilt Police Walking Escort Service at 615.421.8888. Summer 2020 parking passes allow parking access to the Terrace Place Parking Garage (2010 Terrace Pl, Nashville, TN 37203). There is some construction being done this summer on the parking garage so please be aware of signs (additional info here). Do not back into your parking space! License plate readers are digital, and the officers must be able to read license plates from their vehicles. Backing into your space will result in a ticket.

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22. Does Nashville have public transportation?

Yes, the Nashville Metropolitan Transit Authority offers bus service around the city, with pick-up and drop-off around the perimeter of campus.  More information is available by clicking here. You may click here for routes and schedules.

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Lockouts & Maintenance

23. What do I do if I lock myself out of my apartment?

Please call the Office of Conferences at 615.343.8699, a staff member will meet you at the Building’s reception desk to provide a loaner key. The Conference & Event Coordinator (CEC) will then wait for you to return with the loaner key within 5 minutes. If your key is lost, the lock and keys must be replaced; a lost key charge is $50. Please be prepared to show proof of identification for assistance with lockouts.

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24. What do I do if I lose my keys or my building access card?

Please report your lost magnetic building access card by calling our 24-hour emergency line at 615.343.8699 to receive a replacement access card at a cost of $35. A Conference & Event Coordinator will be able to give you a temporary access card and/or room key.

If the room key is lost the staff member will arrange for the lock to be changed. For security reasons, once a key is reported lost we will automatically change the lock, which will require you (and your roommates) to get new keys. A fee of $50 will accompany the replacement of the lock and keys.  Please be prepared to show proof of identification for assistance with lost keys.

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25. How do I report a maintenance problem?

All participants should place non-emergency maintenance requests through our on-line system (click here). Should you have an emergency maintenance request, please contact the Conference Coordinator on duty at 615.343.8699 option #1 for immediate assistance.

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26. Can I receive mail?

Not on campus. Unfortunately, all University mailboxes are assigned to enrolled students and offices. If you are interested in receiving mail we encourage you to obtain a PO Box from the Acklen Post Office, the local FedEx Kinko’s or one of the UPS Stores located near campus. Some internship sites may also allow you to receive limited amounts of mail and packages on site.

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27. Can I purchase a meal plan?

Yes, guests in the Summer Intern Housing Program may purchase meals by visiting Vanderbilt Campus Dining Office between 9 am and 4 pm Monday – Thursday at until noon on Fridays. Vanderbilt Campus Dining Office is located in the Baker Building, 110 21st Avenue South, Suite 1120, Nashville, TN 37203. For Campus Dining locations, hours, and menus, click here. All unused meals expire on August 1, 2020.

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