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Student Services

Administration 

Vice Chancellor for Athletics and University Affairs; Athletic DirectorCandice Lee

ChancellorDaniel Diermeier

Faculty Athletics Representative – Ann Price

Provost and Vice Chancellor for Academic Affairs – Cybele Raver

Vice Provost for Academic Affairs and Dean of Residential Faculty – Vanessa Beasley

Deputy Athletic Director, SWA – Kristene Kelly

Deputy Athletic Director – Tommy McClelland

Senior Associate Athletics Director for Internal Affairs – Trace Wilgus

Assistant Athletics Director for Student Services – Eugene Henderson III

Nate Bell, Associate Director of Student Services

Dawnyell Fletcher, Associate Director of Student Services, Director of Tutoring

Sara Sanders, Associate Director of Student Services

Brittni LaGeorge, Assistant Director of Student Services

Max Martin, Assistant Director of Student Services, Tutor Coordinator

Sarah Gibbons, Student Services Coordinator

Matt Taiman, Student Services Coordinator

 

Stratton Foster Student Services Center 

Academic standards and requirements for student-athletes at Vanderbilt University are no less stringent than for non-student-athletes.  Both Vanderbilt University and the Department of Student Athletics are aware that participation in varsity athletics makes exceptional demands upon a student-athlete’s time and energy.  Therefore, Vanderbilt University has assisted the Department of Student Athletics in developing the Stratton Foster Student Services Center to help student-athletes achieve their full academic potential.

The Stratton Foster Student Services Center was created in 1986 to serve as a focal point of student-athlete activity. The resource center bears its name from M. Stratton Foster. Foster graduated from Vanderbilt University in 1921 with a Bachelor of Arts degree. He earned his Bachelor of Engineering degree from the University a year later. He developed a strong belief in the importance of education and upon his death, the M. Stratton Foster Charitable Foundation was created in his name to promote many of his cherished ideals. The Stratton Foster Foundation has contributed over $1 million since 1986 towards improvements and upkeep of the student services center. These contributions have given the student-athletes access to a comprehensive Student Services programs, allowing the Commodores to continually rank among the nation’s elite scholar-athletes.

The Stratton Foster Student Services Center is located within the McGugin Center and offers a study and consultation area for the student-athletes. It serves as a resource for student-athletes to meet with a Student Services Coordinator or tutor, to use a computer, or to study and read.  The bi-level facility was completely renovated in the summer of 2010.  The center now has two computer labs and 13 private tutor rooms equipped with tables, chairs, and dry erase boards. In addition, thirty study carrels are available, along with a large number of chairs, tables, including group study tables, and desks located throughout the center to provide a comfortable studying environment.

Additional information regarding the Stratton Foster Student Services Center can be found on the Student Services for Student-Athletes website: www.vanderbilt.edu/studentathletes/ , on Twitter: @VandyStuServ and on Instagram: vandystuserv

 

Student Services Program 

The Student Services Program is designed to assist student-athletes in reaching their full potential both academically and personally, for their time at Vanderbilt and their lives beyond.

 

Summer Bridge Program

The Student Services staff conducts a summer bridge program for all incoming freshmen to introduce campus resources that will enrich their lives as students at Vanderbilt. Incoming student-athletes who enroll in summer school are mandated to attend workshops scheduled by the Department of Student Athletics, which are designed to enlighten them on the resources that we have here to help them reach their academic goals. They attend informational sessions on the Writing Studio, Study Skills and Time Management, the Honor Code and Plagiarism, Class Participation and Etiquette, and the University Libraries, among others.  They are also evaluated by the University Counseling Center (UCC) – a service available to all students – regarding any potential underlying learning disabilities or psychological needs.

 

What is a Student Services Coordinator? 

The Stratton Foster Student Services Center staff is here to ensure our student-athletes fulfill their academic obligations with discipline, perseverance, and integrity. A Student Services Coordinator’s responsibilities include, but are not limited to, meeting weekly or bi-weekly with all student-athletes from his/her assigned athletic teams, monitoring study hall, checking class attendance, informing faculty members of student-athlete absences due to team travel, illness, or other excused absences, and referring student-athletes to the appropriate campus-wide resources.

 

What is a Learning Specialist?

Learning Specialists help students to gain an understanding of how they learn best, identify academic strengths, and develop appropriate strategies to maximize academic success.  Additionally, Learning Specialists coordinate academic success workshops on topics such as organization, communication, and reading and writing strategies. Any student-athlete may request an appointment with a Learning Specialist or sign up for a workshop through their Student Services Coordinator.

 

Weekly Meetings

The Student Services Coordinator meets at least weekly with every first-year student, all student-athletes who are in danger of falling short of achieving good academic standing by Vanderbilt University standards and all student-athletes who wish to meet weekly or more often.  In these meetings, the following items are discussed:

  • Academic progress, including recent grades the student-athlete has received on exams, papers, quizzes, projects, and/or class assignments.
  • Upcoming events and/or assignments due in the student-athlete’s courses.
  • Evaluation of the student-athlete’s time management and study skills.
  • Tutoring and/or review session options.
  • Preparation for team travel, including when assignments will be completed if traveling, in coordination with the student-athlete’s professors.

In addition to weekly meetings, each Student Services Coordinator communicates as needed with all other student-athletes on his/her respective athletic teams.

 

Study Hall

The study hall program is designed to help student-athletes with time management skills and to assist them in adjusting to the challenging academic expectations at Vanderbilt University. Student-athletes must assume ultimate responsibility for their academic endeavors while attending the University. Each year every student-athlete receives a copy of the Vanderbilt Student-Athlete Handbook, which includes detailed information on academic requirements, as well as Student Services supports that are available to all student-athletes.

 

Tutoring Program

Tutoring is a free service offered to student-athletes by the office of Student Services. It is designed to act as a supplement to the class itself and as a support to student-athletes with the best possible academic assistance. It is not designed to take the place of learning in the classroom from the professor.

The Tutoring Program has tutors covering over 30 different academic areas and working with over half of our student-athletes. If a tutor is needed in a subject not currently covered, the best effort will be made to hire an additional tutor to fit the student-athlete’s need. Individual as well as small group tutoring is available to all student-athletes. All tutoring sessions are held throughout the Student Services Center.

All tutor requests are made through the student-athlete’s Student Services Coordinator then submitted to the tutoring staff. Once the request has been submitted, the tutoring staff will check the availability of tutors and set up a session. Once a session has been arranged, the tutoring staff will send out an assignment email to the student, tutor, and coordinator confirming the day and time.

All tutors are graduate or upper-level undergraduate (junior or senior) Vanderbilt students. A tutor must have at least a 3.2 cumulative GPA, have received a B+ or higher in the class(es) they intend to tutor, are recommended by at least one Vanderbilt faculty member, and are approved during the interview process. Tutors must attend a mandatory orientation prior to tutoring. Compliance information is provided in the Tutor Manual, and tutors receive initial training in compliance from the tutoring staff and/or the Director of Compliance. In addition, Compliance staff members email the tutoring staff monthly for continuing education. All tutors are required to read the Tutor Manual (and Writing Tutor Manual if tutoring in writing).  Tutors must sign a Tutoring Agreement stating that they are responsible for the information within the manual, and will abide by all University, SEC, and NCAA rules. Tutors must also receive a 90% on the tutor quiz yearly.

After each tutoring appointment, the tutor submits a report of the session, updating the Student Services Coordinator and the tutoring staff on the academic progress of the student-athlete. The academic progress of student-athletes is closely monitored by the Assistant Athletics Director for Student Services, Student Services Coordinators, and the tutoring staff.

To make student-athletes aware of tutoring services, the Student Services Coordinators present information on tutoring services at individual sports team meetings at the beginning of each academic year. The student-athlete must sign a Tutoring Agreement showing that they understand and will abide by the procedures of the Tutoring Program.

 

Class Checks/Class Attendance Policy

Class attendance is critical for all student-athletes due to the high academic expectations at Vanderbilt University. Because student-athletes do miss a limited number of classes for athletically related travel, it is imperative they attend all classes while on campus. Student Services Coordinators perform random class checks on all student-athletes throughout the course of the semester. Vanderbilt student-athletes are required to attend ALL class meetings unless they are excused for university representation or have another acceptable and verifiable reason to miss class such as illness, surgery, family emergency, or religious observation.

 

VANDERBILT UNIVERSITY CLASS ATTENDANCE POLICY FOR  STUDENT-ATHLETES

Vanderbilt University’s Department of Student Athletics believes that class attendance is imperative for student-athletes to be academically successful. The Athletics Department acknowledges that each professor reserves the right to establish his or her own class attendance expectations, yet the Department assumes a responsibility to help ensure that our student-athletes have every opportunity to achieve their academic potential. The class attendance policy is designed to be corrective in nature and support the university’s overall academic mission.

Student-athletes are expected to attend all classes during the academic year as well as each summer session (for the duration of each class) unless they have an excused absence. Approved excused absences include representing the University for competition, illness, injury, or family emergency. For any excused absence, except competition, documentation must be provided to the Student Services Coordinator and professor in order for the absence to be considered excused. In case of illness, student-athletes must also notify their athletic trainer. In order for any other extenuating circumstances to be considered excused, student-athletes must present information to the Student Services Coordinator, Professor, and Sport Administrator for approval, prior to or the day of the absence.

If a student-athlete is withdrawing from a class, he or she is expected to attend class until the course has officially been dropped (i.e., all signatures obtained, and paperwork formally submitted). Classes missed prior to formal withdrawal from the course will not be considered excused.

The class attendance policy is applicable to all student-athletes, regardless of classification, academic performance, and grant-in-aid.

 

Procedure and Sanctions

  • After each unexcused absence, the Student Services Coordinator for that sport sends a notification email, along with a copy of Vanderbilt University’s Attendance Policy for Student-Athletes to the Head Coach, Assistant Athletics Director for Student Services, Sport Administrator, and the student-athlete.
  • The student-athlete must submit evidence of class attendance or excusable absence to his or her Student Services Coordinator within 48 hours of the class miss incident in order to be considered for exemption.
  • Violations of the policy will result in the appropriate sanctions. The sanctions mandated by the Attendance Accountability Committee (Sport Administrators and Assistant Athletics Director for Student Services) include, but are not limited to, the following:
  • Increased Study Hall Hours
  • Practice Limitations
  • Loss of Complimentary Admissions
  • Financial Penalty Assessed to Student Account
  • Loss of Summer School Privileges
  • Suspension from Foreign Tour/Team Activities
  • Fall/Spring Semesters:  If a student-athlete is found to have four unexcused absences in one class or eight unexcused absences in a semester – and/or if he or she receives an excessive absence midterm deficiency – he or she will be withheld from a minimum of 1 competition. Sanctions will be applied immediately. Each additional absence after reaching the threshold will result in further sanctions.
  • Vanderbilt Visions Classes: If a student-athlete is found to have one unexcused absence in a Vanderbilt Visions class, he or she will be required to meet with the Sport Administrator. A second unexcused miss will result in the student-athlete meeting with the Vice Chancellor/Director of Athletics. A third unexcused miss will result in the student-athlete missing the subsequent competition.
  • Summer School:  If a student-athlete is found to have 2 or more unexcused absences in any summer school session, he or she will be withheld from a minimum of 1 competition. Sanctions will be applied to first competition opportunity. Each additional absence after reaching the threshold will result in further sanctions.
  • If a student-athlete receives an excessive absence deficiency (see Appeals section), he or she may be withheld from a minimum of 1 competition, depending on the circumstances.
  • Any unexcused absence during summer school sessions may result in a financial penalty and may result in loss of further summer school privileges.
  • Student-athletes should note that coaches may also issue additional sanctions at their discretion.
  • If the problems persist beyond this time period into subsequent semesters, these chronic issues could result in dismissal from the team and/or the recommendation for the non-renewal of athletic aid.

 

Appeals

  • Upon notification and/or receipt of midterm deficiencies, the student-athlete will be given one calendar week to dispute any excessive absence deficiency. The Attendance Accountability Committee may opt to exempt the student-athlete from penalty if the professor withdraws the deficiency.
  • Appeals will not be considered for unexcused absences prior to officially withdrawing from a class.
  • Other appeal opportunities may be granted by the Vice Chancellor/Director of Athletics due to extenuating circumstances or at the discretion of the Committee.

 

Monitoring

Class attendance will be monitored in three ways:

  • By communication from the professor during the course of the semester.
  • By midterm reports sent out by professors denoting “excessive absences.”  (Professors have the discretion to determine the number of absences which they feel are “excessive.”)
  • Class checks by the Athletic Department staff (student-athlete considered absent if not present at the time when staff member checks class). Tardiness/early departure may be considered as an absence.

 

Reporting

At the end of each semester, the Attendance Accountability Committee will submit a report detailing excessive absences and sanctions to the Vice Chancellor/Director of Athletics and Faculty Athletics Representative.

 

Travel Reminders

Due to their requirement to represent the University through their involvement with athletics, our student-athletes are often called upon to travel with their respective teams. Our office notifies all faculty members at the beginning of each semester of the students who will be traveling and the dates and times of each event. In the event that a student athlete may have an exam conflict based on travel, our office is prepared to proctor exams while students are traveling with their teams if necessary (See section on Proctoring Exams on the Road).

 

Taking Exams during Team Travel/Proctoring Exams on the Road

Prior to the start of each season, the Student Services Coordinators will obtain a team travel schedule from the coach or Sport Administrator for their sport(s) which includes the days the team will miss class. The student-athletes are also provided a copy of their anticipated absences due to team travel in ample time to communicate these dates to their professors. Student Services Coordinators will also email all of the professors, introducing themselves and providing the professors with the travel dates for the student-athletes in their classes. This will be done in conjunction with the initial introductory email sent to professors at the beginning of the semester.

Student-athletes are expected to develop good lines of communication with their professors regarding any course work that may need to be completed prior to a class absence for competition, and to remind professors of absences in a timely manner. Student Services Coordinators will follow up with an email in advance to serve as a reminder to the professors that the student-athlete will not be in class due to university-sanctioned team travel.

If team travel necessitates missing a test date or assignment due date, the student-athlete works directly with the professor to make arrangements for completing the work that will be missed. It is strongly encouraged that the student-athletes take the test or turn in the assignment before or after the travel (preferably before). On the rare occasion when it is mandated by the professor that a student-athlete take a test during travel, the Office of Student Services will arrange for a Student Services Coordinator or the Sport Administrator accompanying the team to proctor the test; if that is not possible, a Student Services Coordinator will arrange for the test to be proctored by a member of the Student Services staff of the host school our team is visiting. Coaches and any personnel other than the Student Services Coordinator, Sport Administrator, or Academic Staff member from the host institution may not proctor exams.

 

Referrals to Campus Resources

Because the Student Services Coordinator interacts with the student-athletes on a regular basis and develops close relationships with them, he/she may discover information that prompts referral of a student-athlete to the various campus resources at Vanderbilt. These campus resources may include:

  • Campus Tutoring Centers 
  • Career Center
  • Dean’s Offices
  • Faculty Advisor
  • Immersion Vanderbilt
  • Title IX and Student Discrimination, Student Access Services, and Equal Opportunity Offices
  • University Counseling Center
  • University Libraries
  • Writing Studio

 

The Honor System 

The Honor System is a time-honored tradition at Vanderbilt, having been established in 1875, only two years after the founding of the University itself. Since the original founding, the Honor Code has been modified and expanded upon in order to meet the developing needs of a modern university. The Honor System is only one of the elements provided to Vanderbilt students to aid in the development of creative thinking, intellectual maturity, personal accountability, and respect for honesty, integrity, and truth. The goal of the Honor System is to have all students leave Vanderbilt not only as graduates, but also as citizens of integrity. The Honor Council has a three-fold purpose:  to secure justice for any student under suspicion of dishonesty, to vindicate their name if innocent, and, if guilty, to protect the honor and standing of the remaining students by their punishment as set forth in the bylaws.

Cheating, plagiarizing, or otherwise falsifying results of study is prohibited. The System applies not only to examinations, but also to all work handed in (including drafts), such as papers, reports, solutions to problems, tapes, films, and computer programs, unless accepted by the instructor. The System also applies to any act that is fraudulent or intended to mislead the instructor, including falsifying records of attendance for class, for events for which attendance is required or for which class credit is given, or for internships or other work service. Work in all courses—including those that involve, in whole or in part, online learning—is subject to the provisions of the System. All student-athletes must attend orientation events on Vanderbilt’s Honor System. Ignorance of the Honor Code and all it stands for is no excuse for violating it.

 

Statement of the Honor Code

Vanderbilt University students pursue all academic endeavors with integrity. They conduct themselves honorably, professionally, and respectfully in all realms of their studies in order to promote and secure an atmosphere of dignity and trust. The keystone of the honor system is self-regulation, which requires cooperation and support from each member of the University community.

 

Undergraduate Honor Code Pledge

Vanderbilt University

I pledge to pursue all academic endeavors with honor and integrity.

I understand the principles of the Honor System, and

I promise to uphold these standards by adhering to the

Honor Code in order to preserve the integrity of

Vanderbilt University and its individual members.

 

Grading System 

Students are graded on a four-point grading system. All work is graded by letters, interpreted as follows:

A – excellent

B – good

C – satisfactory

D – minimum pass work

F – failure

Under certain conditions, the following grades may be awarded:

W – withdrawal

P – pass (see P/F course provision)

M – missed final examination (prior approval needed)

MI – missed final examination with additional incomplete requirements

I – incomplete in some requirements other than the final examination

E – temporary grade representing borderline D- or F work, and re-examination may be required

Plus and minus modifiers may be associated with letter grades A through D as shown in the table below. Grade point averages are calculated using indicated grade-point values.

 

Defined grades with corresponding grade point per credit hour:

A = 4.0 B = 3.0 C = 2.0 D = 1.0
A- = 3.7 = 2.7 C- = 1.7 = 0.7
B+ = 3.3 C+ = 2.3 D+ = 1.3 F = 0.0

 

Pass/Fail

The student-athlete may take some hours that count toward the degree on a Pass/Fail basis. Rules vary by college/school, and you MUST consult the current Undergraduate Catalog and your Faculty Advisor to verify specific rules. Grades of Pass are not counted in the calculation of the GPA or in the determination of honors.  All students must be enrolled in at least 12 graded credits each semester unless the student-athlete is in his/her final semester before graduating and needs less than 12 hours to graduate.

Computation of the GPA

To determine the GPA, multiply the grade point by the number of quality hours for each course, then divide the total number of quality points earned by the total quality hours earned. Do not include any courses taken for no credit, courses from which the student-athlete has been withdrawn, or courses in which a grade of a Pass has been received. For example:

Course Grade Quality Hours Grade Point X Quality Hours = Quality Points

ENGL 1230W A 3 4 X 3 = 12.0

MATH 1100 C- 4 1.7 X 4 = 6.8

SOC 1010 A- 3 3.7 X 3 = 11.1

SPAN 1101 B+ 5 3.3 X 5 = 16.5

15         46.4

Quality Points / Quality Hours = GPA

46.4 / 15 = 3.093

 

Faculty Advisors 

The Faculty Advisor will assist the student-athletes with the many academic requirements they must complete at Vanderbilt University. The Faculty Advisor will be the individual to whom the student-athlete will ask academic questions, discuss the semester class schedule, discuss choice of major, and identify career goals. If an academic problem arises, the Faculty Advisor is the most effective advocate for the student-athlete. The relationship between the student-athlete and his/her Student Services Coordinator is not intended to supersede, in any way, the Faculty Advisor and student-athlete relationship.

 

Changes in the Schedule/Course Loads

Per NCAA rules, at no time in the fall or spring semester may a student-athlete drop below 12 hours (Bylaws, Article 14.1.8.2) unless he or she is enrolled full-time in graduate school or is in his or her final semester in school and enrolled in all classes necessary to graduate. Courses that are added or dropped should be reported to the Faculty Advisor and Student Services Coordinator before making any scheduling changes other than a section change in courses. Changing classes may affect the student-athlete’s progress toward graduation, which could affect eligibility.

 

Declaring Your Major or Transferring Colleges

All students in Arts and Science and Peabody must declare a major or track during the second semester of their sophomore year. Engineering and Blair students declare their major upon entering Vanderbilt University.  If a student-athlete wishes to transfer across schools (e.g., from Peabody to Arts and Science), he/she must apply for an Intra-University Transfer (IUT).  This is done in the Office of the University Registrar or online at http://www.registrar.vanderbilt.edu/intra-university-transfers.  Deadlines are also posted on the website. Students may not transfer until the end of their freshman year, at which time the student will need at least 24 transferable hours and a minimum GPA of 1.8.  After three semesters, the student will need 39 hours and a 1.85 GPA; after four semesters the student will need 54 hours and a 1.9 GPA; after five semesters the student will need 69 hours and a 1.95 GPA. For more information about transferring within Vanderbilt, please refer to the Undergraduate Catalog.

 

Continuation Requirements:  Avoiding Academic Probation and Dismissal

All students should consult the Undergraduate Catalog and their faculty advisors for the specific requirements of majors and core distribution programs in his/her respective college or school. However, general requirements for maintaining academic progress and thus avoiding academic probation or dismissal in the four undergraduate schools are as follows:

  1. CONTINUATION TO SOPHOMORE STATUS
  2. In Peabody, the College of Arts and Science, Blair, and the School of Engineering a freshman must earn 24 hours and at least a 1.8 GPA to achieve sophomore standing.
  3. CONTINUATION TO JUNIOR STATUS
  4. To achieve junior standing (after four semesters), all schools require a minimum of 54 earned hours. Additionally, Peabody, Arts and Science, Blair, and Engineering require a 1.9 cumulative GPA.
  5. All students in the College of Arts and Science, Engineering, and Blair must declare a major while those in Peabody must declare a major and track before the beginning of their junior year.

III. CONTINUATION TO SENIOR STATUS

  1. For senior standing, 84 cumulative hours are required in Arts and Science and Peabody, while Engineering and Blair require 86 cumulative hours. In addition, all schools specify a 2.0 GPA. The minimum number of hours needed to graduate from Vanderbilt varies from 120-128 depending on the college and major. A minimum cumulative GPA of 2.0 is a consistent requirement throughout Vanderbilt to attain an undergraduate degree.
GPA AND HOUR REQUIREMENTS FOR ACADEMIC PROGRESS IN THE UNDERGRADUATE SCHOOLS @ VANDERBILT UNIVERSITY 
SO  JR  SR  Graduation
A&S  GPA 1.8 1.9 2.0 2.0
HRS 24 54 84 120
BLAIR  GPA 1.8 1.9 2.0 2.0
HRS 24 54 86 126
ENGINEERING  GPA 1.8 1.9 2.0 2.0
HRS 24 54 86 120-128*
PEABODY  GPA 1.8 1.9 2.0 2.0
HRS 24 54 84 120
* The specific course requirements and total hours required for the bachelor’s degree in Engineering vary with the student’s major program.  Detailed requirements for each program are shown in the specific curricula in the Courses of Study section for Engineering in the Undergraduate Catalog.

After two upper-class semesters of academic probation (excluding freshman year), a student is subject to dismissal from the University.

 

NCAA Academic Eligibility Requirements

As a general rule of thumb, if a student-athlete is in good academic standing by Vanderbilt University’s standards, he/she is in good academic standing by NCAA standards. The NCAA academic eligibility requirements are as follows on the next page:

SUMMARY OF THE NCAA DIVISION I ACADEMIC
ELIGIBILITY REQUIREMENTS 
Entering 2nd Year of Collegiate Enrollment Entering 3rd Year of Collegiate Enrollment Entering 4th Year of Collegiate Enrollment Entering 5th Year of Collegiate Enrollment
• 24 semester credits

• 18 credits earned during academic year**

• 90% of GPA for graduation

• Six credits/term*

 

• 40% of degree requirements

• 18 credits earned during academic year**

• 95% of GPA for graduation

• Six credits/term*

• Declaration of degree program

• 60% of degree requirements

• 18 credits earned during academic year**

• 100% of GPA for graduation

• Six credits/term*

 

• 80% of degree requirements

• 18 credits earned during academic year**

• 100% of GPA for graduation

• Six credits/term*

 

* All student-athletes must complete at least six semester hours in the previous regular academic term of full-time enrollment to be eligible to participate in the next regular academic term.

** The academic year includes fall and spring semesters only. The student-athlete can receive 6 or more credits during the summer.

Please note that for student-athletes participating in football, they must pass a minimum of 9 hours in the fall in order to participate in the first four games of the following fall – a one-time exception to play the first four games is allowed if that student passes 27 hours between the fall, spring, and summer.

 

Summer School

It is sometimes necessary for students to attend summer school to satisfy their continuation requirements. If considering summer school for any reason, the scholarship student-athlete needs to submit a Summer School Request Form to his/her Student Services Coordinator by the deadline stated on the current form. Students must indicate on the application what class they intend to take, what session they plan to attend, and if they will be living on- or off- campus.  Student-athletes are responsible for updating the application should any changes occur. Summer school attendance is viewed as a privilege, not a right. In general, a scholarship student-athlete may only receive summer school aid up to the percentage of the scholarship given the previous academic year.

 

Transferring Summer School Coursework

Any student who is interested in completing coursework during the summer at another institution must obtain prior approval from the Dean’s Office before the end of the spring semester. The necessary form will be available in the Dean’s Office in the student’s undergraduate college/school.

The form needs to be completed and signed by both the student and the student’s Faculty Advisor.

The student is responsible for having an official transcript sent upon completion of coursework to the Dean’s Office to complete the transfer credit process. The student must receive a C or higher for the grade to be transferred into Vanderbilt University.  Summer courses taken at another approved college or university do not affect the student-athletes GPA. Only the hours will transfer.

 

Study Abroad

Student-athletes wishing to study abroad in the summer must submit to the Department of Student Athletics a Request Form to Study Abroad by mid-January. They also need to submit an application to the Global Education Office in late January, as well as a request for funding from the Global Education Office. The Department of Student Athletics welcomes the opportunity to send student-athletes abroad, an experience that helps to round out their Vanderbilt education.

 

Postgraduate Awards Program

The Office of Student Services is responsible for the nomination of qualified student-athletes for postgraduate scholarships, academic honors, and other opportunities. The postgraduate academic scholarship award process is coordinated by the one of the Student Services Coordinators in the Office of Student Services in association with the Sport Administrators, the Assistant Athletics Director for Student Services, the Athletics Awards Committee, and the Faculty Athletics Representative.

The Student Services Office receives award information from the NCAA, our affiliated conferences, coaching associations, media outlets, and other sport governing bodies. The Student Services staff work closely with the student-athletes, the athletic department, and university personnel to provide the most accurate and comprehensive information for the nominees. The staff also assists in the completion of award applications and/or materials.

The majority of scholarships are limited by academic year (seniors), graduate programs of study, and exhaustion of athletic eligibility. GPA requirements or other stipulations may regulate the type and number of nominees for particular awards.

Student-athletes are made aware of award opportunities through various outlets. Communication is spread through the Student-Athlete Advisory Committee as well as the student-athlete email list serv. Student-athletes are also notified of scholarship opportunities by Student Services Coordinators, Sport Administrators, and the Athletics Awards Committee. Once the student-athletes are nominated by Student Services and approved by voting of the Athletics Management team, the Student Services Coordinator then contacts each finalist to inform him or her of the nomination and provides instructions on completion of the application. Non-athletic-related scholarship opportunities are shared with all university students by the Career Center.

 

Textbooks

If your athletic scholarship includes books, NCAA rules (Bylaw 15.2.3) require that student-athletes only purchase those books and supplies that are required or recommended for the courses they are enrolled in.  Student-athletes may also be provided with suggested books per NCAA rules (Bylaw 16.3.1.1).

HOW TO GET YOUR BOOKS:

If books are covered under your athletic scholarship, they will be provided through the Bookstore. Connect with your Student Services Coordinator to discuss the process for obtaining your books.

BE AWARE OF THE FOLLOWING:

General school supplies such as planners, notebooks, pens, or paper CANNOT be paid for with your athletic scholarship. The purchase of course/school supplies is an NCAA violation and may affect your eligibility. Please note that all receipts are reviewed, and you will be required to repay the money for any impermissible purchases. Until your repayment is confirmed, regardless of the amount, you will be declared ineligible for competition. Additionally, depending on the amount of money spent, you may be withheld from competition following repayment, per NCAA rules.

Please note that you may only purchase one of each required or recommended item. Anything that is lost or stolen must be replaced at the student-athlete’s expense. Please see your Student Services Coordinator or the Compliance Office if you need assistance or have extenuating circumstances.

IF YOU DROP A CLASS (DURING THE DROP/ADD PERIOD):

Return your books immediately. The bookstore has strict deadlines for the return of books for a full refund to Athletics. Keep these deadlines in mind and return your unnecessary books in a timely manner. Remember to take your receipts with you to ensure Athletics receives a full refund. The purchase and retained custody of books/supplies that are not needed for your classes is an NCAA violation.

At the time of return, you will receive a receipt that proves that you returned the books. Please take this to your Student Services Coordinator so they can ensure that Athletics has been credited for your return.

IF YOU WITHDRAW FROM A CLASS (AFTER THE DROP/ADD PERIOD):

Return your books to your Student Services Coordinator.  DO NOT sell your books back to the bookstore.

FOR STUDENTS TAKING CLASSES IN SEQUENTIAL MANNER (I.E. MATH 1200/MATH 1201):

You must retain your book(s) for the second course. You may buy only one set of books for the two courses.

AT THE CONCLUSION OF THE SEMESTER:

Student-athletes on book scholarship are required to return all books and supplies (i.e., calculators, clickers) to their Student Services Coordinator. If you wish to retain any books or supplies, you must complete the “Request to Retain Books” form from your Student Services Coordinator. AT NO TIME SHOULD YOU SELL YOUR BOOKS OR SUPPLIES. Anyone who sells these books or supplies is in violation of department policy and will be sanctioned accordingly.

Contact your Student Services Coordinator or the Compliance Office if you have any questions about purchasing or returning books and supplies.

 

Equipment Check-Out

Student-athletes may check out equipment and supplies from the Stratton Foster Student Services Center for use throughout the semester. Items available for check-out include flash drives, calculators, and test prep materials (GRE, MCAT, LSAT study books, etc.), among other items. If necessary, student-athletes may also check out laptops for academic use during the semester.

  1. EQUIPMENT CHECK-OUT

Let your Student Services Coordinator know if you need to check out an item from the Student Services Center. If the needed item is available for check-out, the Student Services Coordinator will verify that a signed equipment policy form is on file for you. If no form is on file, you will need to sign the equipment policy form. The Student Services Coordinator will add your name and item to the electronic checkout sheet.

  1. EQUIPMENT RETURN

As soon as you are finished using any item(s) that you have checked out, you must return the item(s) to your Student Services Coordinator immediately. All equipment and/or supplies must be returned no later than the conclusion of the course for which they are required. The Student Services Coordinator will check your name off the electronic checkout sheet and verify that no equipment was damaged.\

  1. EQUIPMENT POLICIES

All Equipment

Equipment and supplies must be returned in the same condition in which they were checked out. If damaged, your student account will be charged. Test prep/study books may not be written in or marked in any way – if books are returned with writing and/or markings in them, your student account will be charged.  In addition, if you lose an item or fail to return an item for any reason, your student account will be charged.

Laptops

Only one laptop is to be checked out at a time per student. You are responsible for the laptop you have checked out at all times. Laptops will be inspected after each use – if the laptop you have checked out is damaged or lost, your student account will be charged to cover the costs. When traveling, you are expected to use reasonable measures to safeguard the laptop you have checked out.  Laptops are to be used appropriately and within the guidelines, restrictions, and boundaries of the Vanderbilt University Honor Code at all times.