Skip to main content

Policies and FAQ

Frequently Asked Questions

How often can I make an appointment?

(updated Fall 2020)

During fall semester, all students (undergraduate and graduate) may initially schedule up to TWO appointments per week using the Writing Studio’s online scheduling system. All students may have only one appointment per day. (Note: A new week, according to our online scheduling system, begins each Monday and runs through the following Sunday.)

As of fall 2020, our online scheduling system will allow a student to schedule a third appointment for themself within our scheduling system, but only after the second appointment has been held.

Graduate clients should be aware that any 2-hour appointments count as two appointments for the purpose of this policy. (See “Extended Sessions for Graduate Students” policy below for more information.)

During the spring semester, all students will be able to schedule up to three appointments per week (max. one per day), with the option of one additional walk-in appointment, if available.

Post-docs and faculty who wish to meet with another faculty member or an advanced graduate student may schedule appointments by emailing writing.studio@vanderbilt.edu.

Can I change the location of my appointment?

The location of your Writing Studio appointment is listed after your consultant’s name: 1801 Edgehill, Commons 217, or Online. Appointments at Zeppos College and LGBTQI Life at the K.C. Potter Center are listed as the location itself. This location is set and cannot be changed within the parameters of your appointment as it stands. Should you desire an appointment at a different location, you will need to cancel your current appointment and reschedule a new appointment at the desired location. This applies for those who wish to switch physical locations as well as for those who wish to change from an in-person to an online appointment.

Can I email my paper for a writing consultant to review before my appointment?

No. It is our policy to review your work during your scheduled appointment. We make exceptions to this rule for faculty and graduate students who have arranged extended appointments after holding a preliminary appointment to discuss the possibility with a member of our staff.

Can I bring writing that isn’t for a course?

Yes. We can help you with many writing projects, including personal essays, grant applications, creative writing, dissertations, books, and the like.

Can I come in before my paper is finished?

Yes. You are welcome to come in at any point—whether you are brainstorming a topic, completing a draft, or working toward final revisions.

Will my professor know that I came in to the Writing Studio?

No. We have a confidentiality policy that prohibits consultants and staff from sharing information about your use of the Writing Studio without your consent. However, some faculty offer extra credit for students who can prove that they’ve had an appointment at the Studio. In that case, just tell your writing consultant that you need to show proof of having completed an appointment. We encourage you to talk with your professors about your experience at the Studio.

I am a non-native English speaker. Can you help me?

Yes! If English is not your primary language, you are welcome at the Writing Studio. We also strongly recommend that you contact the English Language Center to schedule an appointment there and maximize your use of both campus resources.

Can I bring in a take-home exam for help?

If your instructor has given you explicit permission to do so, yes. We are happy to help with take-home exams. Remember, it is your responsibility to check with your instructor if you have questions about whether or not you can use the Writing Studio for particular assignments.

Can I use my account to make an appointment for a friend?

No. It is our policy that each client can only make appointments for her or himself, and appointments can not be given up or transferred to someone else. For students, accounts are tied to their VUnetID, and students who use another student’s VUnetID for the purpose of scheduling an appointment at the Writing Studio will be given a warning and placed on probation for a first violation. A second violation will result in suspension of scheduling privileges for the remainder of the semester.

Where do I go for help with resumes and cover letters?

For both undergraduate and graduate students, your primary resource for resumes and cover letters is the Career Center. The Writing Studio can help you think about both pieces, but only in addition to the professional help available to you at the Career Center. If you are working on a CV, we encourage you to work closely with an academic advisor in your home department. We can help you think about how to organize and describe your accomplishments, but only in addition to the specific guidance offered by someone in your field of study.

Policies

Confidentiality

Without a request from the student, the Writing Studio does not share any information about appointments with instructors or other inquiring parties. In the event that a student request is made, the Writing Studio shares information about the date and time of a completed appointment.

Honor Code

It is the responsibility of each student to uphold the Vanderbilt Honor Code and to determine whether it is appropriate to schedule an appointment for a particular assignment (e.g., a take-home exam or foreign language essay).


Scheduling-Specific Policies

Appointments Limits Per Day and Week

(updated Fall 2020)

During fall semester, all students (undergraduate and graduate) may initially schedule up to TWO appointments per week using the Writing Studio’s online scheduling system (in which, users should note, the new week begins each Monday). All students may have only one appointment per day.

As of fall 2020, our online scheduling system will allow a student to schedule a third appointment for themself within our scheduling system, but only after the second appointment has been held.

During the fall semester, a student may request a third appointment from the front desk attendant after having held their second appointment that week. Alternatively, a student may request a third appointment as a walk-in appointment, if available.

During the spring semester, all students will be able to schedule up to three appointments per week (max. one per day).

Graduate clients should be aware that any 2-hour appointments count as two appointments for the purpose of this policy. (See “Extended Sessions for Graduate Students” policy below for more information.)

Post-docs and faculty who wish to meet with another faculty member or an advanced graduate student may schedule appointments by emailing writing.studio@vanderbilt.edu.

Clients May only schedule appointments for themselves

It is our policy that each client can only make appointments for her or himself, and appointments can not be given up or transferred to someone else. See “Can I use my account to make an appointment for a friend?” above for more details.

On a first violation, any student who use another student’s VUnetID credentials or identity for the purpose of scheduling an appointment at the Writing Studio or who allows another student to use their credentials or identity in this way will be given a warning and placed on probation. A second violation will result in suspension of scheduling privileges for the remainder of the semester for all parties involved.

Extended Sessions for Graduate Students

Extended appointments MUST be arranged in advance via an e-mail request to: writing.studio@vanderbilt.edu. An initial 50-minute session is required, during which time the writer and consultant will discuss the project, determine the type of ongoing appointment most suitable to the writer and the work, and set goals for the series of extended sessions.

These extended appointments are a limited resource for the Writing Studio. The number offered each semester depends on factors including the availability of qualified staff and the demand for normal-length consultation sessions.

When requests for extended appointments exceed the number of spots available, the Writing Studio makes decisions with the following questions in mind:

  1. How many semesters has a student held an extended appointment? Priority is given to students who have not previously utilized this service.
  2. Are ongoing appointments with the same consultant necessary for the student to develop the ideas and arguments of his or her dissertation?
  3. In what order were the requests received?

Tardiness for Appointments

If a writer is more than 10 minutes late for a scheduled appointment, the appointment may be given to a walk-in client.

Appointment Cancellations Policy

We know you sometimes need to cancel an appointment. Cancelling with advance notice allows others access to our limited resources. Thank you for your consideration of your fellow students.

We encourage you to try to cancel appointments 8 or more hours in advance, when possible. You may cancel online or by contacting the location at which your appointment is scheduled over the phone.

Late Cancellation Policy

Our Late Cancellation Policy, as of fall 2021, is that clients will receive a “late cancellation” notice for appointments canceled less than four hours prior to the start of an appointment.

On Monday, October 4, 2021, our scheduling system will begin enforcing a Late Cancellation Policy under which clients who accrue three “late cancellations” will have their ability to schedule further appointments disabled for the remainder of the semester.

As with our “Missed Appointment Policy,” if your account is disabled, our policy is that you will still be able to hold appointments on a walk-in basis. However, due to your disabled account, our schedule system will not initially allow you to log in view the schedule for potential walk-in openings. If you wish to be able to do so, you will need to contact us and ask to have your account re-enabled, but your WCOnline permissions changed to “view only.”

Contact information and hours (for purposes of cancelling or other important communication)

Main Writing Studio location in the Curb Center Building (1801 Edgehill Ave., Suite 112): (615) 343-2225

  • Phone Hours: M-Th 8:30am – 10:00pm, Fri 8:30am – 5:00pm, Sun. 1:00pm – 10:00pm

Satellite location in the Commons Center, Room 217: (615) 343-7722

  • Phone Hours: Sun 1:00pm – 10:00pm, M-T 3:00pm – 10:00pm

Missed Appointments

After three missed appointments, a writer will lose the privilege to schedule appointments for the remainder of the semester. They will still be able to use Studio services on a walk-in basis as the schedule permits.

If your account is disabled, however, please be aware that due to your disabled account, our schedule system will not initially allow you to log in view the schedule for potential walk-in openings. If you wish to be able to do so, you will need to contact us and ask to have your account re-enabled, but your WCOnline permissions changed to “view only.”