Your New VU
Your New VU 2023
DEAR NEW COMMODORES,
Welcome to the Vanderbilt family! We are thrilled you have chosen to join our diverse and dynamic university community.
Your New VU is a comprehensive source of information specifically curated for transfer students and their families. It outlines the requirements you must complete prior to your arrival on campus, important guidance about your transition into the university, and the many opportunities and resources at Vanderbilt.
We know you likely have questions regarding the fall semester. We encourage you to visit the university’s website on a regular basis, as it includes the most recent updates regarding deadlines, important dates, and processes.
In addition to providing a glimpse into your first year at Vanderbilt, Your New VU will help guide the many decisions ahead of you. Throughout the pages linked below, you will find key information about the mandatory Transfer Student Orientation, fall course registration, and details regarding how and when to submit required forms. Please reference the New Student Checklist included in Your New VU to ensure your transition to Vanderbilt is as seamless as possible.
Our many congratulations to you and your families on your admission to Vanderbilt. Our entire community looks forward to greeting you on campus soon.
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 in Social and Natural Sciences
Professor of Anthropology
TABLE OF CONTENTS
- What to Do and When to Do It
- The Transfer Student Experience
- Mandatory Immunization and Health Compliance
- Student Health Insurance
- Student Care Network
- Housing Application
- Housing Assignment Notification and Move-in Instructions
- Student Meal Plans
- Preparing for Classes
- Community Standards Mandatory Education
- Introduction to Academic Integrity
- Card Services
- Financial Aid and Scholarships
- Office of Student Accounts
- International Transfer Student Move-in Instructions
- Transfer Student Orientation
- Planning Ahead and Numbers to Know
What to Do and When to Do It
* Please note that the deadlines listed throughout Your New VU are preferred deadlines. Students admitted after one or more of these dates should contact the specified office directly and submit their information as soon as possible.
- Bookmark the Transfer Students website and check back often for information on Transfer Student Orientation and ongoing programming for transfer students.
- Register for your VUnetID. After you pay your matriculation fee, you will receive an email from the Office of the University Registrar with instructions on how to do so.
- Prepare immunization, tuberculosis, and health information that might require contacting or visiting your health care provider.
- Start checking your VU Gmail regularly for important information, including your bills.
- Start working on housing application (submit by June 1).
- International Students: Determine if you will attend International Student Orientation. If so, email firstname.lastname@example.org to be placed in an international orientation group (by July 14).
- International Students: Check the email you used to apply for Vanderbilt admission frequently for important updates regarding visas, and travel arrangements. (Note: Your VU Gmail may not be accessible in all countries.)
- Families: Submit your email address to the Parents and Family Programs website to receive newsletters.
- Make a plan to vote either with an absentee ballot or in Tennessee.
- Prepare your housing requests for special accommodations and/or your request for academic accommodations (students with disabilities or medical or psychological conditions) to Student Access (by June 30).
- Be on the lookout for course registration information from your school or college.
- Receive a copy of the Campus Reading and begin reading. The Campus Reading will be mailed to your home address.
- Submit your Commodore Card photo online (by July 14).
- Select Commodore Cash funds online (by July 14).
- Sign up for a meal plan.
- Make changes to your class schedule if necessary during the open enrollment and student change period (late summer – early fall).
- Start pre-ordering books and/or room supplies from the Vanderbilt bookstore.
- Complete the Welcome to Vanderbilt’s Community of Honor online video and training.
- If you plan to waive Vanderbilt health insurance, do so at the Student Health Center website (by August 1).
- International Students: Look for an email from your International Orientation Leader, if you have signed up for International Student Orientation.
- Look for an email or letter from your Transfer Student Leader.
- Submit your reflective essay on the Campus Reading on Brightspace (by August 15).
- Sign up to receive AlertVU on your phone or other devices.
- Move in and begin Transfer Student Orientation (August 18).
- Classes for all undergraduate schools begin (August 23).
- Pay fall tuition, fees, and other charges (by August 31).
- Enroll in the optional VANDY Plan (interest-free monthly payment option) for the fall semester (by August 31).
- International Students: Finalize arrival plans by submitting your pre-arrival form online.
Communication Between May & August
- Early May Acknowledgement of receipt of the matriculation fee and request to set up your VUnet ID
- May Request to submit a photo for your Commodore Card
- May-July Information about health insurance waiver deadline (email from Student Accounts)
- June Registration materials and instructions from your school or college
- June Meal plan information from Campus Dining
- June Instructions to complete the Campus Reading essay assignment (email)
- June-Early August Information about webinars and virtual socials featuring Vanderbilt offices
- Mid-July Vanderbilt bookstore information on ordering textbooks and course materials (email)
- Late July Be Smart–Be Safe mandatory online modules information
- Late July-Early August Letter from your Transfer Student Leader
- 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 to pick up your Commodore Card
- Tracking numbers for packages and total number of packages
- Move-in information
- Transfer Student Leader contact information and transfer group number
- Directions to campus
The Transfer Student Experience
The division of the Vice Provost for Undergraduate Education offers several academic and community-building programs for transfer students, designed to help this important population develop a sense of belonging within the Vanderbilt community. Following Transfer Student Orientation, new transfer students have the opportunity to receive one-on-one mentorship from their Transfer Student Leader, attend social events for new and returning transfer students, engage in discussions on the Campus Reading, and more.
TRANSFER STUDENT LEADERS
Transfer Student Leaders (TSLs) are rising third- and fourth-year students who support incoming transfers during their transition to Vanderbilt. While the TSLs are all transfer students themselves, they represent a wide range of backgrounds, majors, and experiences on campus. Each TSL guides a group of approximately 8-10 transfer students, known as a transfer group, through Transfer Student Orientation and serves as a peer mentor to their group members throughout the fall semester. More information about the 2023 TSLs can be found on the Transfer Connect webpage.
CONNECTING TO VU
Connecting to VU was launched in fall 2020 as a six-week program designed to build upon the topics introduced at Transfer Student Orientation and encourage long-standing community among transfer students. In 2023, Connecting to VU sessions will invite new transfer students to meet transfers outside their transfer group and develop a stronger understanding of how to leverage the opportunities afforded to them as Vanderbilt students.
Connecting to VU sessions will feature a Vanderbilt faculty member, staff member, or panel of upper-division students who will discuss how transfer students can engage with different aspects of the Vanderbilt experience. Each guest speaker will be an expert in academic planning, experiential learning, health and wellness, or student involvement. The Connecting to VU schedule can be found on the Transfer Student Transition Programming webpage.
THE CAMPUS READING
All incoming students are asked to complete a reflective essay on the Campus Reading prior to the start of classes. 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.
More information about the Campus Reading and the reflective essay assignment due on August 14 can be found on the Campus Reading website.
Transfer Connect is the student organization that oversees the Transfer Student Leaders (TSLs). The members of Transfer Connect are dedicated to welcoming new transfer students to Vanderbilt and providing opportunities for new transfers to build community with one another throughout their first year at Vanderbilt. The organization accomplishes its mission by hosting social programs, such as ice cream socials, game nights, and speed friending events. Additionally, Transfer Connect aims to help transfer students integrate within the larger Vanderbilt community by building partnerships with other student organization on campus.
TRANSFER STUDENT SOCIAL MEDIA
Follow @TransfersofVU on Instagram and join the Transfer Hub, found within the Vanderbilt Admitted Student Community, to connect with other fall 2023 transfer students and Transfer Student Leaders. Find your personalized invitation link to the Admitted Student Community on your MyAppVU portal. Reminders about summer deadlines and information on fall programming will be posted to these platforms.
Mandatory Immunization and Health Compliance
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 AND TUBERCULOSIS COMPLIANCE FORMS
Information regarding the compliance process can be found at vumc.org/student-health/immunization-requirements. 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 at vanderbilt.studenthealthportal.com.
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 15th 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 questions, please contact email@example.com or review the Frequently Asked Questions (https://www.vumc.org/student-health/vanderbilt-student-health-compliance-frequently-asked-questions).
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 to establish a primary care relationship.
We encourage all students and parents to view our website in advance of arrival on campus
(www.vumc.org/student-health) for the services offered at the Student Health Center.
Immunization documents and tuberculosis screening must be submitted, be verified, and meet requirements in order for students to register for classes. Remember that forms will NOT be sent to you.
Student Health Insurance
DUE BY JANUARY 4
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 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 January 4. The online waiver process requires that you submit documentation of other comparable insurance coverage.
*Degree-seeking 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.
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 December, 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 www.vanderbilt.edu/studentcarenetwork/your-health-insurance 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 with a live 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 January 4, 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 can be completed online at https://vanderbilt.myahpcare.com/waiver. Forms will NOT be sent to you.
Student Care Network
Receiving Care on Campus
We understand that the transition to a new 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 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 you have an adequate supply and/or refills 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.
DUE BY JUNE 1
Applying for housing is easy. The Transfer Housing Application will be available beginning May 1 at 8:00 a.m. CT 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 (OHARE) website and log in to the Housing Portal. Once logged in, please click on the Applications menu and complete the Transfer Housing Application. Please see below and visit the transfer student housing website for more detailed information.
HOUSING OPTIONS AND ROOMMATES
Transfer students are assigned to available vacancies in upper-division residential communities. Typically, transfer students are assigned to traditional double rooms or vacancies in suites/apartments with continuing upper-division students. Due to limited inventory, traditional single rooms will likely not be available. Additionally, opportunities are available for transfer students to join LLCs (Living Learning Communities). All spaces provide transfer students with opportunities to interact with current students.
In order to request a specific roommate, you will need to submit the request by June 1 with your housing application. You will need the VUnetID of your preferred roommate (you do not need their password). Each student in the pair must request the other in order to be considered. If you do not make a specific roommate request, we will assign a roommate to you. Please note that Vanderbilt cannot guarantee that roommate requests will be honored. Only mutual roommate requests are considered.
Factors to consider when searching for a roommate include your sleep habits (are you an early riser?) and study habits (when and where do you plan to study?), how you maintain your living space (tidy or casual), the ways you socialize and recreate, and your cultural interests and preferences. We will attempt to match you on the basis of answers to the living and study habits questions that are a required part of the housing application. Please keep in mind that habits change over time and students interpret questions differently. Because of this, we cannot guarantee that roommates will have similar living or study habits.
The university’s property and liability insurance does not protect you or your guests against loss or damage to 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 (OHARE) webpage.
REQUESTS FOR REASONABLE HOUSING ACCOMMODATIONS
DUE BY JUNE 1
Transfer 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 physical, psychological, or 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, 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.
Housing Assignment Notification and Move-in Instructions
TRANSFER STUDENT MOVE-IN DAY: AUGUST 18, 2023
Housing assignments and move-in instructions will be emailed on or around August 10. 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 on campus is limited, transfer students will move in at assigned times between 1:00 p.m. and 4:30 p.m. CT. 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
- Refrigerator that is less than six years old with no more than 4.0 cubic feet capacity
- TV (Vanderbilt provides all residents with Xfinity On Campus streaming 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.)
- Non-disposable 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 electronic person transportation devices (EPTVs), including scooters, bicycles, hoverboards, and similar devices, are prohibited inside all Vanderbilt buildings, including residence halls.
SHIPPING PACKAGES FOR MOVE-IN
To ensure that packages are available for pickup on Saturday, August 19, the following guidelines must be followed:
- 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 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.
PICKING UP PACKAGES DURING MOVE-IN
Please refer to the Mail Services website for the most updated information about package pickup during move-in weekend.
You can get your four-digit private mailbox (PMB) number in early August by visiting the Mail Services website. 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 37255-XXXX
(X=four-digit PMB number)
Student Meal Plans
Meal plans are available to all undergraduate and graduate students, as well as faculty and staff. All Vanderbilt students living on campus are required to participate in a meal plan based on their cohort year. Visit the Campus Dining website for more information on meal plans.
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 registered staff dietitian Emily Suttle, an online nutrition calculator, an executive chef, and more.
Attend the Special Dietary Accommodations Meeting (date and location TBD) if you have specific needs. Visit the Campus Dining website for more details.
Preparing for Classes
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 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.
The registration system opens late in July so you can make adjustments to your schedule, if necessary, and ends two weeks after classes start. Open enrollment will begin on July 19, 2023 and close on September 5, 2023 at 11:59pm CDT. Access important dates via the undergraduate academic calendar at https://registrar.vanderbilt.edu/calendars.
REQUESTS FOR REASONABLE ACADEMIC ACCOMMODATIONS
Transfer students seeking academic accommodations for the 2023–2024 academic year due to limitations related to disability should contact Student Access (SA) as early as possible, preferably prior to June 30; however, Student Access reviews requests throughout the semester. All students who request reasonable accommodations should complete a connection form through the Commodore Access Portal.
To receive reasonable accommodations for a sincerely held religious belief or practice at Vanderbilt University, students and applicants for admission should submit the Religious Reasonable Accommodation Request Form to EOA.
Please keep in mind that the Religious Reasonable Accommodation Request Form must be completed before Vanderbilt can make any 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 Religious Accommodations | Equal Opportunity and Access | Vanderbilt University.
The SA website provides information for students regarding reasonable accommodations, documentation guidelines, and other information about making the transition to Vanderbilt.
TRANSFER CREDIT COURSE REVIEW
The External Education Unit will review previous course work for newly admitted students once official final transcripts from any prior institution(s) are received. Courses that are already listed in the Transfer Credit Search tool, available through Your Enrollment Services (YES), will be posted to your Vanderbilt record. For courses taken elsewhere that have not been evaluated by Vanderbilt, the External Education Unit will facilitate the evaluation process for you. In the event that course information cannot be found, the External Education Unit will send you an email to request the necessary information.
Read more about transferring course credits on the Registrar website.
DECLARING YOUR MAJOR
Each undergraduate college has its own guidelines and deadlines for students to declare majors. Incoming transfer students who indicated a planned major on their application are assigned faculty advisers from that department. Students can also refer to the academic advising information and FAQs for each undergraduate school for information:
*The College of Arts and Science’s Pre-major Academic Advising Resources Office (CASPAR) is available to provide support, advice, and perspective to transfer students who have no major selected. Advisers work with students to ease the transition from high school to college, as well as offer guidance during the major selection process.
The degree audit is an online tool that allows students, advisers, and administrators to track students’ academic progress toward completion of degree requirements. The audit is available through the YES suite of applications. Course catalogs can also be accessed for your reference. Class standing is regulated and determined by each undergraduate school.
Immersion Vanderbilt is a degree requirement for all undergraduate students. This intensive learning experience provides students with the opportunity to pursue their passions and cultivate intellectual interests in and beyond the classroom. There are multiple experiential learning units for Immersion Vanderbilt and the direction is entirely up to you! Start by making an advising appointment with the Office of Experiential Learning and Immersion Vanderbilt. Next declare and complete your immersive
experience with the guidance of an experience mentor. Finally, working with an Immersion Vanderbilt faculty adviser, complete a final culminating project based on the learning accomplished by your experience.
Make an advising appointment with the Office of Experiential Learning and Immersion Vanderbilt as soon as you can to discuss your options, ideas, and how to get started on your very own Immersion Vanderbilt. Plan ahead to make the most of this opportunity!
Experience, reflect, ideate, and create as you complete your Immersion Vanderbilt. Learn more about Immersion Vanderbilt by following on all social media platforms and the Immersion Vanderbilt website.
Community Standards Mandatory Education
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.
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 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.
PHOTO SUBMISSION FOR COMMODORE CARD
DUE BY JULY 29
Commodore Cards for new students are made in advance of the first day of classes. Your photo is needed for the 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.
Photos can be uploaded 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 the Card Serves website 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.
COMMODORE CASH SELECTION
DUE BY JULY 15
Commodore Cash refers to optional funds added to your Commodore Card for debit purchases at dining locations, Munchie Marts, the Vanderbilt bookstore, mail services, laundry, printing and copying, transportation services, off-campus restaurants, sporting venues, and other locations.
Printers that accept the Commodore Card are located 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 adding Commodore Cash to your Commodore Card, if you wish to do so, 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, 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.
Financial Aid and Scholarships
The Office of Student Financial Aid and Scholarships (OSFA) is available to all students and families to discuss options for financial assistance. Please visit the Financial Aid website.
- What are my next steps to receive my financial aid? OSFA will communicate with you through your Vanderbilt email 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 2022–2023 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.
- 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 under Downloads. 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 email@example.com.
- Are there resources to help me with financial planning?
Vanderbilt’s Dore Money $marts program offers a free tool called GradReady. This tool is available to all students and includes information for managing tuition, budgets, and bills.
Office of Student Accounts
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 vanderbilt.edu/stuaccts, so you can download and complete the Guarantor Authorization and Debt Repayment Agreement.
FALL TUITION, FEES, AND OTHER CHARGES
DUE BY AUGUST 31
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 side bar.
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 vanderbilt.edu/stuaccts.
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 vanderbilt.edu/stuaccts/payments/options-fall.php.
International Transfer Student Move-in Instructions
INTERNATIONAL TRANSFER STUDENT MOVE-IN INSTRUCTIONS
While most information in Your New VU applies to international students, move-in for international students differs from the move-in instructions that domestic students receive. You may notice that the I-20 form you receive via email indicates that immigration check-ins begin on August 16. Please note that these individually scheduled check-ins take place virtually after your arrival to the U.S. and are unrelated to your move-in date. International undergraduate move-in for fall 2023 will be on Wednesday, August 16, 8:00 a.m. to midnight, in The Commons Center Atrium.
International Student Orientation for undergraduates begins on August 17 and is optional for new international transfer students. At the conclusion of International Student Orientation, you will join your domestic peers to participate in the required Transfer Student Orientation program, which begins on August 18. If you would like to attend International Student Orientation, please email firstname.lastname@example.org to be assigned an International Orientation Leader (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 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 students who participate in International Student Orientation will be assigned to an international orientation group of eight to ten 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.
Transfer Student Orientation
This weeklong orientation to Vanderbilt takes place immediately prior to the start of classes. During Transfer Student Orientation (TSO), you will receive a robust introduction to life at Vanderbilt, including informational sessions and small-group discussions that will help you navigate your academic program, campus resources, extracurricular activities, and student life on Vanderbilt’s campus. Through TSO, you’ll also have the opportunity to connect with Transfer Student Leaders (juniors and seniors who transferred to Vanderbilt themselves) and other incoming transfer students.
More information about fall 2023 Transfer Student Orientation will be available on the Transfer Student Orientation website over the summer.
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.
For the most up-to-date information and updates, please visit the Health and Safety Protocols website.
IMPORTANT DATES FOR FALL 2023
- August 18 Residence halls open for transfer students
- August 23 First day of classes
- October 19-20 Fall break for undergraduate students
- November 18-November 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-December 16 Undergraduate examinations and reading days
- December 17 Winter Break begins. Residence halls close at 9:00 a.m. CT
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/.
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 Residential Colleges 615-322-4948
Office of the Dean of Students 615-322-6400
Office of Housing and Residential Experience 615-322-2591
Office of Student Financial Aid 615-322-3591
Office of Undergraduate Admissions 615-322-2561 or 800-288-0432
Office of the University Registrar 615-322-7701
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
International Student & Scholar Services 615-322-2753
Jean and Alexander Heard Libraries 615-322-2800
LGBTQI Life 615-322-3330
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
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 Police (Lost and Found) 615-343-5371
Vanderbilt Ticket Office (Athletics) 615-322-GOLD or (4653) 877-44-VANDY
VUIT Help Desk 615-343-9999
New Student Hotline 615-322-4948
Parent and Family Helpline 877-887-2736