The Road to Vanderbilt 2023
DEAR STUDENTS AND FAMILIES OF THE CLASS OF 2027,
Welcome to the Vanderbilt family! We are honored you have chosen to join our university and the dynamic community on The Martha Rivers Ingram Commons. Whether you are a new student or their family, The Road to Vanderbilt will be an information source for the next several months.
We know you likely have questions regarding the fall semester. We encourage you to visit the university's website frequently, vu.edu/classof2027, as information is updated there regularly. The website will include the most recent and definitive updates to deadlines, processes, and other important dates listed in the print copy of The Road.
The Road was designed to give you a glimpse into your first year at Vanderbilt and will help guide the decisions ahead of you. It will provide essential information about the mandatory CommonVU Orientation, fall course registration, and the housing assignment process, and explain how and when to turn in required forms.
We also introduce you to "The Commons Experience," in which you, your peers, and the faculty heads of house will live and learn together, shaping unique communities and sharing meaningful experiences. The Road will help you learn more about our support systems for student health, wellness and safety, and explore the wide range of opportunities that make up Vanderbilt student life.
The Road maps out the requirements you must complete prior to arrival, important guidance about your transition into the university, and the many resources and opportunities Vanderbilt offers during your first year. Use the checklist included in The Road to complete the steps necessary to make a smooth transition to Vanderbilt. This will help you get ready to take your place on The Ingram Commons, which is the first step in Vanderbilt's growing residential college system and its programs, all intentionally designed to support learning both inside and outside the classroom.
Again, congratulations to you and your family on your admission to Vanderbilt! Our entire community looks forward to greeting you.
Douglas L. Christiansen, Ph.D.
Vice Provost for University Enrollment Affairs
Dean of Admissions and Financial Aid
Associate Professor of Public Policy and Higher Education
Tiffiny A. Tung, Ph.D.
Vice Provost for Undergraduate Education
Gertrude Conaway Professor of Social and Natural Sciences
Professor of Anthropology
- Bookmark vu.edu/classof2027, your portal for all relevant information
- Register for your VUnetID
- Apply for housing
- Families: Look out for the Commodore Connection newsletters from the Parents and Family Programs office!
- May 15: Recommended date to submit completed immunization and tuberculosis information (Link to online forms)
- June 1: Deadline to submit completed housing application online
- June 1: Deadline to submit housing requests for special accommodations to Student Access (SA) (students with disabilities or medical or psychological conditions)
- June 15: Deadline to submit roommate requests
- June 30: Deadline to submit requests for reasonable classroom and academic accommodations to Student Access (SA) (students with disabilities or medical or psychological conditions)
- July 15: Deadline to submit Commodore Card photo by mail or online
- July 15: Deadline to select Commodore Cash funds online for Commodore Card
- July 18: Deadline to request Vanderbilt Visions group change for specific nonacademic reasons
- August 1: Deadline to waive student health insurance plan
- August 2: Packages may begin being shipped to campus for move-in
- August 16: First-Year International Student Move-In
- August 19: Move-In Day
- August 19: CommonVU Orientation begins
- August 31: Deadline for payment of fall tuition, fees, and other charges
- August 31: Deadline to enroll in the VANDY Plan for the fall semester
You can expect to receive regular updates from the university throughout the summer in the form of email newsletters. In addition to these important messages, you can also expect to receive the following communications.
- Early May Acknowledgement of receipt of the matriculation fee, request to submit photo for your Commodore Card
- May, June, July Information about health insurance waiver deadline (email from Academic HealthPlans)
- Late May - Early June Registration materials and instructions from your school (mail or email)
- Early June Meal Plan (postcard, domestic mailing only)
- June Instructions to complete the Campus Reading essay assignment (mail or email)
- July - Early August Weekly video shorts sharing key information about campus resources (Residential Colleges Instagram) + Vanderbilt bookstore information on ordering textbooks and course materials (email)
- Mid-July Be Smart–Be Safe mandatory online modules information (email)
- Late July Letter from your VUceptors (mail/email)
- Early August Email from student health insurance provider
BEFORE YOU LEAVE HOME
BEFORE YOU LEAVE HOME, MAKE SURE YOU HAVE WITH YOU:
- A valid photo ID
- Tracking numbers for packages and total number of packages
- Move-in information and car hangtag
- VUceptor letter containing contact information and group number
- Directions to campus and hotel
GET THE LATEST INFO AND MORE AT VU.EDU/CLASSOF2027
Visit vu.edu/classof2027 for the most up-to-date information regarding fall programming
SPECIAL INFORMATION FOR THE CLASS OF 2027
Bookmark the Class of 2027 website and visit often for updates you may need in order to prepare for your arrival. This website also features an electronic version of The Road to Vanderbilt and will contain the most up-to-date information available regarding fall programming. You should check this website frequently, in addition to referencing The Road.
THE INGRAM COMMONS WEBSITE
The Ingram Commons website is the news, events, and information hub for all first-year students. Here you will find information about Commons programs, the houses, and the faculty heads.
THE INGRAM COMMONS ON SOCIAL MEDIA
Follow Residential Colleges on Instagram.You will receive frequent updates about what is happening on The Ingram Commons to prepare for your arrival, and you will become part of the digital community that connects us all. Be on the lookout for #VU2027! Finally, we encourage you to join the Vanderbilt Admitted Student Community to start making friends before the fall semester begins. Find your personalized invitation link on your MyAppVU portal.
To hear from current VUceptors about the transition to Vanderbilt and your first semester on The Ingram Commons, check out VUcept on Instagram. International students can also connect with current international orientation leaders and learn more about their experience by following iLEAD on Instagram.
Since 2008, when the first class moved onto The Martha Rivers Ingram Commons at Vanderbilt, students have found that life on The Ingram Commons is anything but ordinary. The Ingram Commons is a community of first-year students, residential faculty, undergraduate peer mentors, and professionals who live and learn together. With a focus on bolstering intellect, building community, developing skills for personal well-being, pursuing self-discovery, and raising awareness around cultural difference, all members of The Ingram Commons participate in a mutual exchange of ideas and experiences.
On The Ingram Commons, the intellectual and social intertwine to make this residential experience one of the most innovative in higher education today. By joining our community, we believe that you will:
- Acquire an appreciation for intellectual discovery and creativity outside the bounds of the formal academic curriculum, which will contribute to your academic engagement and success
- Engage actively in building healthy communities on your floor, in your house, in your Vanderbilt Visions group, on The Ingram Commons, and within the university
- Understand and learn to utilize the skills necessary for physical, psychological, and sexual well-being
- Clarify your personal, ethical, spiritual, and civic values through self-discovery
- Explore, live, and appreciate the diverse community of The Ingram Commons
All you have to do is participate!
Vanderbilt Visions is a key component of the educational programming on The Ingram Commons, encouraging students to be empowered and responsible members of the Vanderbilt University community.
“Visions” is a required fall-semester, university-core program that places small groups of first-year students with an experienced faculty member and undergraduate peer mentor, known as faculty and student VUceptors. All first-year students must participate in the Vanderbilt Visions program. Visions groups meet weekly through late October for hourlong discussions and activities that explore the transitions students experience in their first semester.
THE COMMONS CENTER
The Commons Center is the community crossroads of The Ingram Commons. It includes a 580-seat dining hall and food gallery, a market and café, community space with TVs and pool tables, meeting rooms, an academic support center, group study space, the Office of the Dean of The Ingram Commons, the College of Arts and Science pre-major academic advising resource center, an exercise and recreation room, a post office, and, on the third floor, the Department of Political Science. From the layout to the lights, The Commons Center was designed to be eco-friendly and efficient, earning it Gold LEED certification from the U.S. Green Building Council.
THE CAMPUS READING
All incoming students are asked to complete a reflective essay on the Campus Reading prior to the start of classes. These essays will be given to your faculty and student VUceptors for use within the Vanderbilt Visions program. Instructions on how to complete this assignment will be communicated over the summer. Expect to receive the book in the summer to read before you arrive. If you have an international mailing address, you will receive a digital copy of the book, along with instructions for completing the assignment.
VUcept, a student organization supported by the Office of the Dean of The Ingram Commons, provides peer mentorship during CommonVU Orientation and Vanderbilt Visions. Look for a letter in early August from your student VUceptor.
Make sure you have your student VUceptor’s name and contact information, your group number, and the place and time of your first meeting handy when you arrive on campus.
THE DEAN OF THE INGRAM COMMONS
Melissa S. Gresalfi (she, her, hers) is the dean of Residential Colleges and Residential Education, and became dean of The Ingram Commons in 2019. Dean Gresalfi is also a professor of Mathematics Education in the Department of Teaching and Learning. Her research considers issues that are also central to incoming Vanderbilt students: the development of identities in relation to academic disciplines. Her research explores how to transform the practices of school mathematics that so frequently alienate students, especially students from socially marginalized backgrounds. Her projects consider how focusing on play, exploration, and design can create learning environments that are more inviting and create deeper and more meaningful opportunities to learn. Her current projects look at middle school math classrooms, textile art, coding, and even state fairs for examples of playful mathematics learning. Dean Gresalfi looks forward to getting to know all of you better through events on The Ingram Commons and at the Dean’s Residence, including dinners, programs, and informal gatherings.
FACULTY HEADS OF HOUSE
Living on The Ingram Commons lends itself to evenings of conversations and camaraderie in each of the 10 houses. Each house is led by a faculty head of house, who opens their apartment for students to converse with visiting guests, discuss hot topics on campus, explore professional interests, or relax at a game night. Just as often, you may find the faculty head of house will be present in the house with their family or colleagues. It is these spontaneous encounters that make The Ingram Commons a truly exceptional experience. You may learn more about each faculty head of house by visiting The Ingram Commons website.
PROGRAMMING ON THE INGRAM COMMONS
The Ingram Commons supports a wide range of educational, social, and cultural events ranging from study groups to dinners with faculty guests to community service projects. Traditions on The Ingram Commons abound, but each year's new students influence the direction of events and outreach efforts. First-year students can directly shape programming by joining their house councils.
One notable tradition is The Commons Cup, which is a yearlong competition between houses intended to promote social and academic acculturation to Vanderbilt. The Commons Cup consists of five categories - Academics, Athletics, Community Involvement, Service, and Sustainability. Students participate throughout the academic year to earn points within each category for their houses. The Commons Cup is awarded to the house that obtains the most cumulative points throughout the year. A banner displaying the winning house's emblem is hung in The Commons Center Dining Hall to commemorate the victory.
RECOMMENDED BY MAY 15
MANDATORY IMMUNIZATION AND TUBERCULOSIS COMPLIANCE:
The Student Health Center maintains a website that outlines the immunizations that you are required to receive before arriving on campus. Tennessee state law and Vanderbilt University regulations dictate that all students comply with the immunization requirements. In addition, students are required to submit a tuberculosis screening survey and testing (if applicable).
Students will not be able to register for classes until their immunization and tuberculosis documents have been received, reviewed, and approved for compliance by Student Health.
IMMUNIZATION COMPLIANCE AND HEALTH QUESTIONNAIRE FORMS:
Information regarding the compliance process can be found at the Student Health Center website. Please follow the New Student Checklist for completing a Tuberculosis screening survey, submitting acceptable immunization forms, and uploading your documents to the secure Vanderbilt Student Health portal.
For your convenience, the Vanderbilt Student Health Center Immunization Form can be found on vumc.org/student-health/immunization-requirements. This form contains demographic information, emergency contact information, and detailed required and recommended vaccinations.If you are unable to schedule an appointment with your provider for a pre-college physical exam to have our form completed, you may also submit other official immunization records (those including a physician signature or from a state, county, or previous undergraduate institution) or lab reports showing titer immunity tests. The health information submitted is used to create a medical record at the Student Health Center/Vanderbilt University Medical Center for continuity of care during your time at Vanderbilt University.
Forms will not be sent to you.
May 15 is a recommended deadline for submitting both the tuberculosis screening survey form (TB testing only if applicable) - AND - immunization documents. The staff at the Student Health Center must review, approve, and communicate that all requirements have been met before the registration period begins - typically in early June.
If you have ongoing health problems or chronic health conditions, you should contact the Student Health Center (SHC) at (615) 322-2427 or the University Counseling Center (UCC) at (615) 322-2571 prior to your arrival on campus to assure the continuity of your care.
We encourage all students and parents to view our website in advance of arrival on campus vumc.org/student-health for the services offered at the Student Health Center.
DUE BY AUG 1
STUDENT HEALTH INSURANCE AND INSURANCE WAIVER:
All students who have paid the Student Health Fee have access to the Student Health Center. While office visits are free and other services at the Student Health Center have minimal charges, all students are required to have health insurance coverage in the event that hospitalization or care outside the Student Health Center is required.
To ensure that all students have adequate coverage, there is a Vanderbilt-sponsored health insurance plan (SHIP) available to eligible students*. The plan is underwritten by Aetna and administered by Academic HealthPlans (AHP). The cost of the policy is automatically billed to your student account unless you submit an approved online waiver by August 1. The online waiver process requires that you submit documentation of other comparable insurance coverage.
Upon waiver submission, you will receive a reference number that the waiver request has been received. Each waiver is verified for comparable coverage outlined by Vanderbilt University. You will then receive a confirmation email to your Vanderbilt email account of whether your waiver request has been approved. Once it is approved, the charge for the policy will be removed from your student account.
By mid-May, the website for the Student Health Insurance Plan (SHIP) will be live. AHP will email students directly with comprehensive information about the waiver process. You can also visit the Student Health Center website to learn more about the plan and the waiver criteria. If you need additional assistance, for the quickest solution visit vanderbilt.myahpcare.com, where you may chat live with a representative or review details regarding your school's Student Health Insurance Plan and waiver requirements. Representatives are also available by phone at 855-855-2486 or by emailing SHIP@vanderbilt.edu.
Insurance waivers must be completed by August 1 if you do NOT wish to enroll in (and be billed for) the Student Health Insurance Plan. It is your responsibility to follow up on your waiver status, and to ensure that all information is received by AHP by the deadline. The waiver may be completed online at vanderbilt.myahpcare.com/waiver. Forms will not be sent to you.
*All International Students are automatically enrolled in the Student Health Insurance Plan (SHIP). All other degree and non-degree seeking students (excluding DUS and Consortium students) enrolled in 4+ credit hours, a 0-credit research/dissertation course, or any other course that is considered to equate to full-time enrollment are automatically enrolled in SHIP.
BE SMART–BE SAFE MODULE PROGRAM:
Vanderbilt devotes considerable resources to assisting students in making intelligent choices regarding their own health and safety, as well as the health and safety of other students and the larger Vanderbilt community. Among these resources are online education programs designed to provide crucial information about our community’s expectations around topics such as campus safety, preventing sexual assault, making safer and healthier choices about alcohol use, diversity, equity, and inclusion, academic integrity, and protecting vulnerable populations. Student Affairs will contact you via your VU Gmail address with information about the program requirements, access information, and deadlines when the modules are available.
For more information about these requirements, visit the Student Accountability, Community Standards & Academic Integrity website or contact firstname.lastname@example.org.
We understand that the transition to college can sometimes be challenging, and our goal is to help you manage this transition well. The following recommendations are designed to help students successfully navigate the college transition process.
We encourage you to explore and proactively discover the resources available for a diversity of needs through the Student Care Network and to identify sources of support. To learn more about resources available to Vanderbilt students, please visit the Student Care Network website. Student Care Coordination is also available to help students navigate the Student Care Network.
We also encourage all students to arrive to campus with an understanding of their specific health care needs, including any allergies and associated reactions, and medications, including doses. If you are taking medicine, it is important to ensure that you have an adequate supply and/or refills that you can access while on campus. If you are currently seeing a health care professional for medical and/or mental health concerns, consider discussing a plan for ongoing care, which may include short-term services on campus and/or long-term care off campus. Contact Student Care Coordination before arriving to campus to discuss your existing health care needs and for assistance in developing a plan for ongoing care.
The First-Year Meal Plan can be used for dining in The Commons Center and 22 other locations across campus. All first-year students are automatically enrolled in the First-Year Meal Plan, which includes the following:
A “meal” is a combination of items from the menu, which may differ from one on-campus dining location to another, depending on the menu and type of service offered. At each location, signs will define the items that compose a meal at that particular venue.
COMMODORE CASH VS. MEAL MONEY
Commodore Cash is the primary spending account used by students. It can be used to make debit purchases at any campus retail location that accepts the Commodore Card as a method of payment.
Meal Money is used as an enhancement to the VU Meal Plan. Meal Money is an additional debit spending account available for isolating funds for food purchases. Meal Money can be used at on-campus dining locations, vending machines, and off-campus participating local Taste of Nashville restaurants.
For more information on the Commodore Card, to make a Commodore Cash selection, or to add funds to your Commodore Card, please visit the Card Services website. Click on “University,” then “First-Year Students” for an overview.
TASTE OF NASHVILLE
This program allows you to use your Commodore Card at local partner restaurants, just as you would a debit or credit card. Purchases at Taste of Nashville locations are debited from your Meal Money. “Meals” cannot be used off campus. Visit the Campus Dining website for the list of participating restaurants.
SPECIFIC DIETARY ACCOMMODATIONS
Vanderbilt Campus Dining can assist you in making wise choices to meet your nutritional goals and is happy to help you navigate food allergies, health conditions, or other dietary restrictions. Several resources are available, including a registered staff dietitian, an online nutrition calculator, an executive chef, and more.
Attend the Special Dietary Accommodations Meeting in August (date and location TBD) if you have specific needs. Visit the Campus Dining website for more details.
DUE BY JUNE 1
Applying for housing is easy. The First-Year Housing Application will be available in early April and is due by June 1. After you obtain your VUnetID and password, and enroll in multifactor authentication (DUO), please visit the Housing and Residential Experience website and log in to the Housing Portal. Once logged in, please click on the Applications menu and complete the First-Year Housing Application. Please see below and visit the 2023-2024 First-Year Student Housing webpage for detailed information about first-year student housing.
First-year students are assigned to double rooms whenever possible; however, several houses contain triple rooms. Vanderbilt matches first-year students with consideration of their responses to a short list of questions included on the first-year housing application. We believe an assignment process that facilitates diverse roommate pairings, rather than one in which students select their own roommates based on preexisting relationships, has important educational benefits and is consistent with the university's commitment to fostering an inclusive campus community.
First-year students are permitted to submit roommate requests. Prior to requesting a specific roommate, students are encouraged to have open and frank conversations regarding living habits and preferences. Each student in the pair must request the other in order for the request to be considered. Please note we cannot guarantee that roommate requests will be honored.
The deadline to submit roommate requests is June 15.
The university's property and liability insurance does not protect you or your guests against loss or damage of personal property or belongings or cover your liability for loss or damage caused by your actions or those of any of your guests. As a resident you are liable to the university and others for loss or damage caused by your actions or those of your guests. You are required to maintain adequate property and liability insurance. More information, including information about fully compliant renters' insurance that you can obtain, can be found on the Housing and Residential Experience website.
Requests for Reasonable Housing Accommodation
DUE BY JUNE 1
REQUESTS FOR REASONABLE HOUSING ACCOMMODATIONS:
First-year students seeking accessible housing accommodations for the 2023-24 academic year due to a physical , psychological, or other disability-related limitation should contact Student Access (SA) prior to June 1.
The SA website provides information for students regarding reasonable accommodations, documentation guidelines, and other information about the office. All students who request an accessible housing accommodation due to a disability-related limitation must submit documentation from their diagnosing physician to SA. If SA determines that a housing accommodation is needed for access, they will notify Housing Assignments about your assignment, and you will be assigned to a space that meets your SA-approved accommodation.
Please note that Housing Assignments will not accept any documentation or housing requests related to the student’s disability. The office will make every effort to find an appropriate and reasonable assignment as recommended by SA.
FIRST-YEAR STUDENT MOVE-IN DAY: August 19
Housing assignments and move-in instructions are emailed on or around August 1. You will also receive move-in materials in the mail. Your assignment information includes your residence hall name and room number; private mailbox address; the name, email address, and phone number of your roommate(s); and complete move-in instructions, including your assigned move-in time.
To safeguard students’ privacy, housing assignment information is not available by phone.
Because vehicular access to The Ingram Commons houses is restricted, first-year students will move in at assigned times between 7:00 a.m. CT and noon. International students will receive separate arrival and move-in instructions.
WHAT TO BRING
- Computer (For guidance on what type of computer to bring, visit the VUIT website.)
- Headphones for stereos and amplified musical instruments
- Sheets (regular twin), towels, pillows, pillowcases, blankets, and mattress cover
- Toiletries, bathrobe, personal items, books, alarm clock, task lighting, and study lamps (Halogen lamps are prohibited.)
- A three-way adapter for electrical outlets
- A multi-outlet strip with surge protection (minimum ratings of 15 amps and 1800 watts)
- A microwave oven (800 watts or less), if you wish, with an interior capacity of no more than one cubic foot
- TV (Vanderbilt provides all residents with Xfinity on-campus IPTV service. It can be accessed with internet-connected devices and smart TVs. A Roku device may be required for TVs that do not have streaming capabilities built in.)
- A bicycle and U-lock, if you wish (Bike racks are located outside residence halls and many classroom buildings. U-locks are strongly recommended as cable locks are easily cut.)
- Nondisposable straws and cutlery
- Hand sanitizer, disinfectant wipes, cleaning supplies
- Reusable water bottle
- Face masks/coverings, if desired
WHAT NOT TO BRING
- Wireless routers or wireless access points (These are prohibited because they degrade the university’s wireless network.)
- Wireless printers (These are prohibited because they degrade Vanderbilt’s wireless network. Vanderbilt provides a networked printing program that allows students to print wirelessly through Vanderbilt’s network of printers in their residence halls.)
- A hot plate, toaster oven, portable grill, popcorn popper, or any utensil with an exposed heating element
- Halogen lamps
- A powerful stereo system (A personal-size system with headphones is fine.)
- A mattress (University-issued mattresses and box springs may not be removed.)
- Furniture (University-issued furniture may not be removed.)
- A loft or waterbed
- Firearms and other weapons
- Pets (except fish)
- Concrete blocks
- Please note that electric personal transportation vehicles (EPTVs), including scooters, bicycles, hoverboards, and similar devices, are prohibited inside all Vanderbilt buildings, including residence halls.
GENERAL SHIPPING GUIDELINES
Visit the Mail Services website for more information. Please adhere to the following guidelines:
- Packages must be shipped via UPS or FedEx GROUND SERVICE ONLY.
- Using the correct shipping format (see below), the student’s full name and the four-digit private mailbox (PMB) address should be clearly marked on all packages. Packages should be numbered (e.g., 1 of 3, 2 of 3, 3 of 3).
- Please make note of the number of packages shipped and tracking numbers.
- We recommend insuring packages for the value of the contents.
- Package all items securely and add extra protection for fragile items.
- You will need your Vanderbilt mobile credential or photo ID to pick up packages.
- You may wish to use boxes that are sized for easy carrying.
You will receive your four-digit PMB number in early August by visiting vanderbilt.edu/mailservices. On the right side of the main page, click on mail forwarding and log in; your PMB will be listed. Please address mail and packages to your PMB address, using the format shown below. Mail and packages should never be addressed to residence halls.
PMB 35XXXX (X= four-digit PMB number)
2301 Vanderbilt Place
Nashville, TN 37235-XXXX
(X=four-digit PMB number)
PACKAGES FOR MOVE-IN
Mail Services processes all incoming mail and packages for students during Move-In Weekend. Please make every effort to combine items for shipping to campus to limit excessive amounts of packages.
In an effort to expedite move-in for first-year students, Mail Services will be placing some packages directly into student rooms prior to Move-In Day. To be considered for placement in the houses, packages must arrive between August 4 and 10.
Packages received August 11-17 will be available for pickup on The Ingram Commons on Saturday, August 19, between 7:00 a.m. and 4:00 p.m. at one of three Mail Services tents. Tents will be assigned by house. Please consult the CommonVU Orientation schedule for the tent that corresponds to your house assignment. Assistance with transporting packages to houses is not provided, though hand trucks are available at the tents until 4:00 p.m. Identification must be left to ensure the return of all hand trucks.
If you are arriving to campus early through a pre-approved program, please write "EARLY ARRIVAL" on each package. Packages will be available for pickup at either the Main Post Office (Station B) in Rand Hall or at the temporary location in the Student Life Center Garage. You will receive an email for each package received in your name and information about where to claim. International students can receive assistance with transporting items from early arrival pickup locations to The Ingram Commons during International Student Orientation.
After you have applied for housing you can begin to focus on course registration. YES (Your Enrollment Services) allows you to see the class schedule for fall 2023 and to store your class selections in a shopping cart.
You will receive a registration packet from your school in late May or early June that will include the exact dates of your registration windows, information on how to match your class choices to requirements in your school, and how to contact an adviser for assistance in choosing your courses. Please read your registration packet carefully when it arrives and follow the directions and timeline provided. Your packet will either be mailed to your home address or emailed to your VU Gmail address.
Tutorials, printed instructions, and online help will be accessible from YES to assist you in using the registration system.
JULY 19 - SEPTEMBER 5
OPEN ENROLLMENT PERIOD:
The registration system typically opens late in July so you can make adjustments to your schedule, if necessary. Open enrollment will end two weeks after classes start. Open enrollment will begin on July 19 and close on September 5 at 11:59 p.m. CT. Access important dates via the undergraduate academic calendar at registrar.vanderbilt.edu/calendars.
DUE BY JUNE 30
REQUESTS FOR REASONABLE ACADEMIC ACCOMMODATIONS:
Student Access (SA) determines academic, dining, transportation, and housing accommodations due to limitations related to disability. The SA website provides information for students regarding reasonable accommodations, documentation guidelines, and information about making the transition to Vanderbilt.
SA reviews requests for accommodation throughout the semester, but new students who know they will seek accommodations for the 2023-24 academic school year should contact SA by completing a connection form through the Commodore Access Portal as soon as possible, no later than June 30.
REQUESTS FOR REASONABLE RELIGIOUS ACCOMMODATIONS:
To receive reasonable accommodations for a sincerely held religious belief or practice at Vanderbilt University, students should submit the Religious Reasonable Accommodation Request Form to Equal Opportunity and Access (EOA) at vu.edu/religiousaccommodationsrequest.
Please keep in mind that the Religious Reasonable Accommodation Request Form must be completed before Vanderbilt can make an accommodation recommendations. The submission of this form will begin an interactive process that will include the student and relevant parties, as Vanderbilt deems necessary. For additional information please visit vu.edu/religiousaccommodations.
The Commodore Card is your official Vanderbilt ID. It is used for identification, for access to residence halls, academic buildings, and campus events, and as a debit card for meal plans and other purchases on and off campus. You will receive a digital Commodore Card on your iOS or Android device which you can pre-load with funds prior to arriving at Vanderbilt, so you are all set the moment you step foot on campus. You will also receive a plastic card for some activities such as using Nashville public transit.
DUE BY JULY 15
PHOTO SUBMISSION FOR COMMODORE CARD
Commodore Cards for new students are made in advance of fall move-in. Your photo is needed for the digital and physical Commodore Card.
Photos must include a shoulder pose (no hats or sunglasses) on a neutral background with no other people in the photo. The online submission website will be active on May 15. You will need your VUnetID and password to upload your photo. The photo is used for more than just your Commodore Card so remember that your professors will see it on class rosters.
Simply click on the “Photo Submissions” link on the Card Services website.
ADD COMMODORE CASH FOR IMMEDIATE USE
You must agree to the terms and conditions of the online Student Account Agreement form within the YES portal to be able to add funds.
- Go to vanderbilt.edu/cardservices and click on “Add Commodore Cash for Immediate Use.”
- Log on using your VUnetID and password.
- Select “Add Funds” and follow the prompts.
- Submit and log off. Funds will be available immediately.
DUE BY JULY 15
COMMODORE CASH SELECTION
Commodore Cash consists of funds added to your Commodore Card for debit purchases at dining locations, Munchie Marts, the Vanderbilt bookstore, mail services, printing and copying, transportation services, off-campus restaurants, sporting venues, and other locations.
Printers that accept the Commodore Card are located in most residence halls and across campus. You can conveniently send print jobs from anywhere on campus and then tap your Commodore Card at the printer to release print jobs.
To ensure that funds are ready for your use when you arrive on campus, the deadline for making a Commodore Cash selection is July 15.
The amount you select will be applied to your Commodore Card for BOTH the fall and spring semesters. Funds are fully refundable if not used and will roll over at the end of every semester. These funds will be billed along with tuition, housing, meal plans, and other university charges.
You also must acknowledge the terms and conditions of the online Student Account Agreement form, which is available when logging into the YES portal. Please note that the acceptance of these terms and conditions is mandatory and will be required on an annual basis.
Office of Student Accounts
(615) 322-6693 or (800) 288-1144 | vanderbilt.edu/stuaccts
STUDENT ACCOUNT AGREEMENT
All Vanderbilt University students are required to acknowledge the terms and conditions of an online Student Account Agreement form when logging into the YES portal. The acceptance of these terms and conditions is mandatory, and it will be required on an annual basis. Failure to agree to these terms will prevent access to the YES landing page. Once the terms have been accepted, a copy of the most recently accepted form will be available for viewing and printing within the YES portal. Please read these terms and conditions carefully.
GUARANTOR AUTHORIZATION AND DEBT REPAYMENT AGREEMENT
A Guarantor Authorization and Debt Repayment Agreement allows Vanderbilt University to release pertinent financial information to the guarantor(s) listed on the form (usually your parents or guardian). Without proper signatures, no financial information can be disclosed to anyone other than the student. You will receive an email from the Office of Undergraduate Admissions with a link to the Student Accounts website, so you can download and complete the Guarantor Authorization and Debt Repayment Agreement.
DUE BY AUG 31
STUDENT ACCOUNT E-BILLING
Fall Tuition, Fees, and Other Charges:
Vanderbilt student account statements are sent electronically to students’ VU Gmail. You are responsible for granting parents, guardians, or other payers access to e-billing.
ACCESS FOR PARENTS OR GUARDIANS
- Log into your YES landing page and click “Billing Portal.”
Click on “My Account” in the sidebar.
Click on “Send a Payer Invitation” and complete the information.
Once completed, the username and temporary password will be sent to your additional payer via email. Simply repeat this process to add more than one additional payer to your account.
In each month that items are posted to the account, an email will be sent to your VU Gmail address and other payers’ email addresses with the subject line “Your Vanderbilt e-bill is now available for viewing.”
You and your other payers can view your bill and make payments simply and securely. Each time an online payment is made, a confirmation email will be sent. If you prefer to mail your payment, print your e-bill and remit the top portion with your payment.
For more information, visit the Student Accounts website.
The deadline to enroll in our optional, interest-free, monthly installment plan (VANDY Plan) is August 31 for the fall term (5 equal installments beginning on May 15) and December 31 for the spring term (5 equal installments beginning on October 15). For more information, please visit the Student Accounts website.
Office of Student Financial Aid and Scholarships
(615) 322-3591 or (800) 288-0204 | email@example.com
The Office of Student Financial Aid and Scholarships (OSFA) is available to all students and families to discuss options for financial assistance. Please visit vanderbilt.edu/financialaid for information and additional FAQs.
- What are my next steps to receive my financial aid? OSFA will communicate with you through your VU Gmail address; be sure to check regularly for updates. Review your Financial Aid Checklist on your YES student portal regularly and submit any requested documents as soon as possible. Requested verification documents must be completed online and tax returns must be sent through IDOC (College Board’s Institutional Documentation Service). Financial aid will not pay to your student account if your checklist is incomplete.
- Will I receive the same financial aid package every year? Your 2023-24 financial aid offer is for this year only; you must reapply for need-based financial aid each year. If you are not eligible for need-based aid this year, and your financial circumstances change, you may apply for aid in future years.
- How do I maintain financial aid eligibility? All students receiving institutional need-based aid and/or federal Title IV financial assistance must meet Satisfactory Academic Progress standards. The course credit hours attempted/completed and your cumulative GPA will be reviewed at the end of each semester. Maximum time frame to receive institutional aid is four years (eight semesters or the equivalent) of full-time enrollment. For additional information click the following link: www.vanderbilt.edu/financialaid/undergraduate/satisfactory-progress.php
- What if I have an outside scholarship? If you will receive an outside scholarship, you are required to inform the OSFA by completing the Outside Scholarship Notification Form available at www.vanderbilt.edu/financialaid under Forms. Scholarships must be taken into account as part of a student’s overall need-based aid and cannot replace what the family is expected to contribute. Scholarship checks must be sent directly to the OSFA.
- How do I get my Work Study money? Your financial aid offer may include Academic Year Earnings or Federal Work Study. These funds will not be added to your student account; students must earn these funds through a work-study job, and earnings will be paid in the form of a paycheck. There are numerous jobs on campus. Students can find and apply for jobs at HireADore.com.
- How do I use financial aid to purchase books? If you received financial aid over and beyond your direct costs, you may add these funds to your Commodore Card by July 15 to purchase your books via the Vanderbilt bookstore. Through the Student Registration page of the YES portal, you can order your books and opt to pay for them using your Commodore Card. Although students can use Commodore Cash for books only at the Vanderbilt bookstore, the bookstore matches competitors’ prices through the first week of classes to ensure students receive the best price.
- Are loan options available? It is our firm belief that families should borrow only when absolutely necessary. Federal Direct Loans and a limited number of private loans are available. Please review loan options and if you want to add a loan to your financial aid award package, request the loan amount by emailing firstname.lastname@example.org.
- Are there resources to help me with financial planning?
Vanderbilt’s Dore Money Smarts program offers a free tool called GradReady. This tool is available to all students and includes information for managing tuition, budgets, and bills. Click the following link for additional information: www.vanderbilt.edu/financialaid/doremoneysmarts.php
INTERNATIONAL FIRST-YEAR STUDENT MOVE-IN INSTRUCTIONS
International Student Move-In Day: August 16
While most information in The Road to Vanderbilt applies to international students, move-in for international students differs from the move-in instructions that domestic students receive. International undergraduate move-in for fall 2023 will be on Wednesday, August 16, 8:00 a.m. CT to midnight, in The Commons Center atrium. International Student Orientation for undergraduates begins on August 17 and is required for all new international first-year undergraduates. At the conclusion of International Student Orientation, you will join your domestic peers to participate in CommonVU Orientation. Domestic students who have been living abroad are invited to participate in International Student Orientation as well. To do so, email email@example.com by July 15.
Please make sure to complete the pre-arrival form online before you arrive on campus, so that we can prepare for your arrival. More information about move-in and orientation, including the link to the form, can be found on the International Student Orientation website.
You will also receive communications regarding visa information, immigration regulations, and other support services that pertain to international students from the International Student and Scholar Services (ISSS) office. Be sure to check your email frequently throughout the summer for these important updates.
ILEAD: INTERNATIONAL ORIENTATION LEADERS
All new international first-year students and domestic participants in International Student Orientation will be assigned to an International Orientation Group of eight to 10 students. These groups are led by International Orientation Leaders (IOLs) who are part of the student organization iLEAD. Your IOL will guide your International Orientation Group through several activities and discussions over the course of your first days on campus. Look for an email in July from your IOL.
This required weeklong orientation to The Ingram Commons and Vanderbilt takes place immediately prior to the start of classes. During CommonVU Orientation, you begin to experience the university by building new communities - in your house, across The Ingram Commons and the university campus, and in classes. You will engage in activities with other first-year students, peer mentors, upper-division students, faculty heads of house, academic advisers, and other professors. You will begin to discover the personal, academic, intellectual, and social opportunities of life at Vanderbilt—and make your first friends.
MAKE A PLAN FOR VOTING WHILE AT VANDERBILT
Make your voice a part of the political process by creating a plan for voting during your time at Vanderbilt. If you are an out-of-state student, decide if you plan to register in your home state or in Tennessee. If registering in your home state, consider registering in person before Move-In Day. If registering in Tennessee, you may register online at GoVoteTN.com or with a form available on campus. For more information about voting while at Vanderbilt, visit vanderbilt.edu/vote/.
QUESTIONS? CALL THE NEW STUDENT HOTLINE (615) 322-4948.
Before you book your flights for breaks, confirm your class and final exam schedules, both of which you will know at the end of the first week of classes.
IMPORTANT DATES FOR FALL 2023
- August 19 Residence halls open for first-year students
- August 23 First day of classes
- October 19-20 Fall Break for undergraduate students
- November 18-26 Thanksgiving Break. Residence halls close at 9:00 a.m. CT on November 18 and open at 9:00 a.m. CT on November 26.
- December 7 Last day of classes
- December 8-16 Undergraduate examinations and reading days
- December 17 Winter Break begins. Residence halls close at 9:00 a.m. CT.
NUMBERS TO KNOW
Blair School of Music (615) 322-7651
College of Arts and Science (615) 322-2844
Peabody College (615) 322-8407
School of Engineering (615) 343-3773
UNIVERSITY RESOURCES/ADMINISTRATIVE OFFICES
Office of the Dean of The Ingram Commons (615) 322-4948
Student Affairs (615) 322-6400
Bishop Joseph Johnson Black Cultural Center (615) 322-2524
Career Center (615) 322-2750
Center for Spiritual & Religious Life (615) 322-2457
Center for Student Wellbeing (615) 322-0480
Commodore Card Office (615) 322-2273
English Language Center (615) 322-2277
Housing and Residential Experience (615) 322-2591
International Student & Scholar Services (615) 322-2753
Jean and Alexander Heard Libraries (615) 322-2800
LGBTQI Life (615) 322-3330
Office of Student Financial Aid (615) 322-3591
Office of Undergraduate Admissions (800) 288-0432
Office of the University Registrar (615) 322-7701
Project Safe Center 24-Hour Hotline (Crisis) 615-322-7233
Project Safe Center Office (Noncrisis) 615-875-0660
Schulman Center for Jewish Life (615) 322-8376
Student Accountability (615) 322-7868
Student Care Coordination (615) 343-9355
Student Center for Social Justice and Identity (615) 322-5089
Student Health Center Appointments (615) 322-2427
Student Health Insurance Representative (615) 343-4688
University Counseling Center (615) 322-2571
Vanderbilt Campus Dining (615) 322-2999
Vanderbilt Police (Non-emergency) (615) 322-2745
Vanderbilt Police (Emergency) (615) 421-1911
Vanderbilt Ticket Office (Athletics) (877) 44-VANDY
VUIT Help Desk (615) 343-9999
New Student Hotline (615) 322-4948
Parent and Family Helpline (877) 887-2736