For the health and safety of all, Vanderbilt will not host Academic Intern Housing this summer. We apologize for any inconvenience this causes you.
These are unprecedented times and we appreciate your understanding.
Please email Bridget.e.ukawu@vanderbilt.edu for more information.
The Vanderbilt University Office of Conferences offers a unique 10 week summer housing program for summer academic interns and researchers from Sunday, May 24, 2020 through Saturday, August 1, 2020 for qualified college students. Eligible individuals must be enrolled in a degree-seeking program and actively involved in a summer research or internship program that has an educational component in the Nashville area. Eligible interns do not need to be a Vanderbilt student to enroll in the Summer Academic Intern Housing Program.
Participants in this program must be at least 18 years of age or older and must stay for at least a three week period.
Our Summer Academic Intern Housing Program facilities have changed and will be held in Warren and Moore and E. Bronson Ingram College Halls.
We are currently offering a limited amount of traditional double rooms, traditional single rooms as well as single rooms in a shared four or five-person suite. Communal bathrooms are located on each floor and communal kitchens are available in each building.
Available suites include single rooms, one restroom, a communal living area, a kitchenette with a full size refrigerator and microwave. Again, rooms are assigned on a first come, first served basis.
We offer our participants first-rate accommodations at competitive prices! All summer academic interns will be housed in the same complex, giving residents the opportunity to interact with peers and other summer academic interns from across the country.
Our primary concern is to provide a clean, attractive and safe place to reside while you are away from home. Exterior Residence Hall doors are automatically locked 24 hours a day with access granted by a magnetic Vanderbilt ID which will be provided to participants at check-in. For security purposes Allied Universal Security Officers will be checking photo ID’s of all individuals entering the Residence Halls.
Vanderbilt is a pedestrian campus. Parking on campus comes at a premium. The Conference Office works closely with Vanderbilt University Traffic & Parking to provide parking for Academic Interns.
All Summer Academic Interns will be required to complete Vanderbilt's online Sexual Misconduct Prevention Module (formerly Haven) prior to acceptance into our unique summer housing program.
Prior to arrival on campus, Academic Interns must complete an application to obtain a Vanderbilt ID. Part of the process will be to upload a photo that will be used for identification when gaining entrance into your residence halls.
These special housing accommodations are designed to house serious academic students only. We expect all participants to follow all University policies and procedures, as well as Tennessee laws. Vanderbilt University reserves the right to evict students found to be in violation of University policy and/or Tennessee Law, and your payment(s) may be forfeited.
Please click on each tab to learn more about our Summer Academic Internship Housing Program. We hope you make Vanderbilt your summer destination!
Please be advised registration will open on January 1, 2020 and will close on Friday, May 1, 2020. Spots are limited and may sell out before the deadline. Please email bridget.e.ukawu@vanderbilt.edu if you wish to be added to the 2020 Housing Wait list after registration is closed.
This special housing option has been designed to accommodate students working directly with Vanderbilt departments as well as organizations offering learning opportunities in Nashville’s business and non-profit communities. Accommodations are available for Vanderbilt and Non-Vanderbilt researchers, interns and students working on special projects. Proof of internship/research must be provided to the Office of Conferences with your registration.
We are only able to offer our Academic Intern Housing Program during the summer season from Sunday, May 24, 2020 through Saturday, August 1, 2020. Enrolled Vanderbilt students occupy these spaces during the fall and spring semesters.
Parking is available for the summer for the discounted cost of $163.88 (including tax) for the entire duration of our Academic Intern Housing Program. All parking regulations will apply. Please inquire with our office if you have specific questions. Parking is never permitted in fire lanes; doing so will result in your vehicle being impounded.
The minimum stay is 21 nights. However, we suggest a minimum of 30 nights to avoid being charged the Metro City Tax ($2.50/night) or Davidson County Accommodation tax (6%).
Vanderbilt’s Academic Intern Housing is very popular and rooms are reserved on a first come, first serve basis (and fill up quickly!). Registration opens the first week in January 2020. A wait list will be created after all spots have been filled. There is a $250 non-refundable deposit to reserve a room. The deposit will be applied to the total cost of your housing.
You must be paid in full before you move in, NO EXCEPTIONS.
Please contact the Office of Conferences at 615.343.8699 or email Bridget.e.ukawu@vanderbilt.edu if you need to change your dates or cancel your application. Cancellations can be made without penalty up to 30 days prior to your scheduled arrival date on campus, less the $250, which serves as the mandatory deposit. Cancellations after move in will only be refunded one week of payment.
Our Summer Academic Internship Housing Program participants will reside on campus in a traditional single room, a traditional double room, or in a single room in a shared suite. Summer Academic Intern Housing is available on a first come, first served basis. There is a minimum stay requirement of three weeks. All housing fees must be paid in advance, prior to arrival on campus. A $250 non-refundable deposit is required to reserve your spot, and will be forfeited if you terminate your contract early or make changes to the number of nights in which you originally were contracted.
*After May 1, 2020, full payment is due with your room reservation.*
These rates do not include sales tax (9.25%). Also, the Metro City tax ($2.50/night) and the mandatory Davidson County Accommodation tax (6%) will be applied to stays less than 30 nights.
Options are as follows:
Traditional Double Room – The cost is $35.00 per night, per person and this rate does not include applicable taxes. Doubles are available on a first come, first served basis. Roommate preferences can be requested, but are not guaranteed.
Traditional Single Room – The cost is $41.00 per night, per person and this rate does not include applicable taxes.
Traditional Singe Room in a Shared Suite – The cost is $43.00 per night and this rate does not include applicable taxes. Suites-singles are available on a first come, first served basis. Suite-mate preferences can be requested, but are not guaranteed.
These special housing accommodations are designed to house serious students only and proof of your internship/research must be provided to the Office of Conferences during the application process. Although there will be Resident Advisers and Conference & Event Coordinators assigned to live among the interns, Summer Academic Interns will be expected to regulate their own behavior and confront inappropriate conduct. University Housing officials expect all participants to follow all University policies and procedures, as well as Tennessee laws. There will be a mandatory 24/7 Quiet Hours policy in effect at all times throughout the summer. Vanderbilt University reserves the right to evict students found to be in violation of University policy and/or Tennessee Law. Those found in violation of Tennessee laws or in violation of university policy may be quickly removed from the Academic Intern Housing Program by law enforcement. The offender’s housing contract will be terminated and housing payment forfeited.
Employers and Group Sponsors
Through the Vanderbilt Office of Conferences, the Summer Academic Intern Housing Program is equipped to offer a one-stop shop. Best of all, you will receive a single invoice including all services rendered. Please click here to visit our group sponsor registration website to complete your registration. If you have any questions, please contact our office at 615.343.8699 and we will be happy to assist you in the application process.
GROUP SPONSORS PLEASE NOTE: Room assignments will be done through the Office of Conferences and we will do our best to keep your groups together. Please let us know as soon as possible if any of your interns have special circumstances that need to be accommodated.
Due to the overwhelming demand for academic intern accommodations, a $250 deposit per registrant is required at the time of registration to reserve rooms. You may also pay the total if you wish to make one payment. Full payment is due by May 1, 2020.
*We cannot accept credit cards, cash, money orders or personal checks for housing sponsored by an internship. Please choose the CHECK option found in the drop-down under "credit card" at check out. Please see example below.*
*Please note: We cannot hold rooms without deposit or full payment*
Deposits and Refunds:
A $250 non-refundable deposit per participant is needed with the application. All accommodations must be paid in full before check in.
Cancellations can be made without penalty up to 30 days prior to your scheduled arrival date on campus, less the $250, which serves as the mandatory deposit. Cancellations after move in will only be refunded one week of payment.
Modern amenities and utilities are included in the daily rate. This includes a completely furnished bedroom, community kitchens and laundry facilities on-site ($1.50 per load), study spaces, TV hook-ups, and high-speed wireless internet Ethernet access.
All bedrooms include a twin bed, a dresser, closet, desk, and desk chair. You may want to bring a study lamp with you. University furniture may not be removed for any reason.
All rooms are clean, furnished and air conditioned.
Traditional double rooms consist of two twin beds, two dressers, two closets, desks, and desk chairs.
Traditional single rooms consist of a dresser, closet, desk, and desk chair.
We also offer three, four, five and six person suites which are assigned on a first come, first served basis. The suite’s common areas include one lounge chair, one love seat, one dining table, dining chairs, one coffee table, and a kitchenette (no stove or oven). Lamps are provided for the living room. These shared suites come furnished with a couch and chairs in the common living room. Each kitchenette has a microwave (NO STOVE or OVEN), a sink, refrigerator and cupboards. Each suite has one shared bathroom. Custodial service is provided in the common area baths ONLY once a week.
*Please note: traditional double and single rooms do not have refrigerators or microwaves.*
Roommates can be requested for traditional doubles and suites. All requests must be mutual and singles in suites must be still available upon registering.
We do allow coed rooms and suites, however, the requested roommates and suite mates must fill an entire suite. For example, if Ben requests to room with Mary, John, and Susan; Mary, John, and Susan must also request Ben as a suite mate, as well as each other. We will not approve a coed suite unless all willing individuals who have submitted the same suite mate request are in agreement.
GROUP SPONSORS PLEASE NOTE: Room assignments will be done through the Office of Conferences and we will do our best to keep your groups together. Please let us know as soon as possible if any of your interns have special circumstances that need to be accommodated.
Amenities include:
24/7 information desk and emergency response staff
24/7 automated locking exterior doors with magnetic card access
On-site parking
Elevators
Laundry facilities on site
Utilities (including water, electricity, and central air-conditioning)
Custodial service in bathrooms and corridors (schedule provided at beginning of summer)
Free high speed internet access (wired and wireless)
Maintenance service, including emergency maintenance services
Many of our participants bring the following:
Regular fitted twin sheets, pillow case, pillow and blanket
Bath towels and bathrobe, shower slippers
Rain gear and an umbrella
Personal toiletries, including soap and shampoo
A small reading lamp for your desk
An alarm clock
Clothes hangers for the closet
A portable iron
Comfortable shoes or sneakers
Bottled water and snacks
Pots, pans, dishes, glasses, silverware, etc. if you would like to cook
A small TV, radio and laptop computer
Coffeemaker
* Remember to safeguard your property at all times. The Office of Conferences does not assume responsibility for the security of personal property.*
You must adhere to all Federal, State and Local laws while on campus. Smoking is prohibited in all property owned by the University and Medical Center including vehicles and property leased by the institution, campus grounds, parking lots, garages, plazas, courtyards, except in locations that have been designated for smoking and related devices. Vanderbilt’s smoke-free policy includes but is not limited to cigarettes, tobacco, and devices such as e-cigarettes, pipes, vaporizers.
Additionally the following items are NOT allowed:
Hot plates, popcorn poppers, toaster ovens, grills (Foreman or similar) or any appliance with exposed heating elements
Fryers
Candles
Kerosene lanterns or heaters
Pets (except fish)
Powerful sound systems or stereos (a personal-size system with headphones is fine)
Wireless access points (routers, wireless printers, AirPorts, etc.)
Waterbeds or mattresses (University mattresses and box-springs may not be removed)
Halogen lamps
Fireworks
Firearms and other weapons
Dartboards
Concrete blocks or bricks
Other similar items
Nearby businesses or attractions within walking distance include:
Piggly Wiggly grocery store
Starbucks and independent coffee shops
Several chain and local restaurants, including pizza shops, grills, delis, and pubs
Mexican, Indian, Chinese and other international cuisines are also available nearby
Tanning, hair, and nail salons
Tailor, dry cleaners and package laundry services
Campus Bookstores, and independent bookstores
CVS/Pharmacy with Minute Clinic, Rite-Aid
FedEx/Kinko’s and UPS Stores
Belcourt Theater
Centennial Park, home of Tennessee’s 1897 Centennial Exposition
Houses of Worship
Vanderbilt University and Children’s Hospitals
Vehicle maintenance shops
Several national banks and ATMs
Summer membership to the University Rec Center.
Laundry facilities are located in each building
Each load costs $1.50 and you may wish to bring an extra supply of quarters, as there are no change machines on campus. Vanderbilt students can use their Commodore card for laundry.
Academic Intern Housing Program participants may purchase parking passes for the summer through the Office of Conferences. Parking passes are $150.00 w/o tax which only applies to sponsored non-profit groups. All other parking passes purchased with money orders or online are $163.88 for the summer and are available on a first-come, first-served basis. All cars must be registered here and paid for in advance. Use of University parking facilities constitute acceptance of the guidelines of the Office of Traffic & Parking, which has final discretion on location of all parking.
To purchase parking at check-in, you must pay with a money order or cashier’s check made out to Vanderbilt University (personal checks are not accepted).
Summer 2020 parking passes allow parking access to the Terrace Place Parking Garage, space number 200 and above. (2010 Terrace Pl, Nashville, TN 37203). Do not back into your parking space! License plate readers are digital, and the officers must be able to read license plates from their vehicles. Backing into your space may result in a ticket.
All other parking requests must be made in person at Vanderbilt Traffic and Parking office.
*Please note: Parking passes are non-refundable once purchased.*
VUPD is always on call 24/7 and can be reached from anywhere on campus. More than 100 emergency telephones are located throughout the university campus and medical center. Each phone has an emergency button that, when pressed, automatically dials the VUPD Communications Center. An officer will be sent to check on the user of the phone, even if nothing is communicated to the dispatcher. The University also offers walking escorts 24/7 for anyone who feels uncomfortable walking alone. We encourage you to download the VandySafe app and to visit the website for more information.
Nashville Metropolitan Transit Authority offers bus service around the city, with pick-up and drop-off around the perimeter of campus. More information is available by clicking here.
Lost Key: Please call the Office of Conferences at 615.343.8699, and a staff member will meet you at the Building’s reception desk to provide a loaner key. The Conference & Event Coordinator (CEC) will then wait for you to return with the loaner key within 5 minutes. If your key is lost, the lock and keys must be replaced; for a lost key there is a charge of $50. Please be prepared to show proof of identification for assistance with lockouts.
Lost Card: Please report your lost temporary access card by calling our 24-hour emergency line at 615.343.8699 to receive a replacement access card at a cost of $35. A Conference & Event Coordinator will be able to give you a temporary access card. You are responsible for replacing your own Intern Housing Photo ID if it is misplaced. This can be done by visiting the Commodore Card Office located in the Sarratt Student Center. Please note their hours here.
All participants should place non-emergency maintenance requests through our on-line system. Should you have an emergency maintenance request, please contact the Conference Coordinator on duty at 615.343.8699 immediate assistance.
Dumpsters are available on the exterior of each building. Directions to the dumpsters will be displayed in each building. Interns caught using the common room trash cans will be fined $50.
Mail Services: Non-Vanderbilt interns cannot receive mail on campus and no packages can be delivered to the residence halls. Unfortunately, all University mailboxes are assigned to enrolled students and offices. If you are interested in receiving mail, we encourage you to obtain a PO Box from the Acklen Post Office, the local FedEx Kinko’s or one of the UPS Stores located near campus. You can set up a P.O. Box in person at the UPS Store on West End.
Interns will have access to community kitchens in each residence hall. Kitchens include a refrigerator, oven, stove, microwave, dishwasher, and sink. You must supply your own cookware and utensils. As these are communal kitchens, we encourage you to be mindful of your belongings and to not leave them in the kitchen.
*Please note: Vanderbilt University is not responsible for any items interns leave in the kitchens.*
Guests in the Summer Intern Housing Program may purchase meals by visiting Vanderbilt Campus Dining between 9 am and 4 pm Monday – Thursday at until noon on Fridays. Vanderbilt Campus Dining is located in the Baker Building, 110 21st Avenue South, Suite 1120, Nashville, TN 37203. For Campus Dining locations, hours, and menus, click here. All unused meals expire on August 1, 2020.
Check-in will be held at the reception desk of the Kissam Center and will begin at 9:00 AM on Sunday, May 24th at Kissam Center Front Desk until 8:00 PM that evening. You will need a form of official ID and must be paid in full to check-in.
Temporary 15-minute unloading zones will be available during move-in and move-out only.
Check-ins earlier than this date are not permissible. Housing cannot begin until Sunday, May 24. No exceptions. If staff is not present when you arrive, please call the 24 hour duty phone (615-343-8699). No check-ins are allowed after July 12th.
You must complete Vanderbilt's online Sexual Assault Prevention Module (formerly Haven) and upload a photo for your intern access card before you can move in. More instructions will be available during registration.
Check-out will be held at the reception desk of your designated building. All students must check-out of their rooms by Saturday, August 1st, 11 AM. No Exceptions.
Participants must check out by returning their room key and any temporary access cards. They must relinquish access to their spaces by 11 AM on their scheduled departure date in order to avoid additional charges (participants CANNOT stay later than 11 AM on Saturday, August 1st).
Do NOT check out until you have completely moved out of your room/apartment, have cleaned it and removed all trash. If you return your key and access cards before completing your move out, you may be charged an improper check out fee and/or for the additional night(s) you or your items remain in the apartment.
Any items left in the apartment will be discarded. It is important to leave the room in the condition you received it. Please ensure you clean your bedroom and any common areas you used, including the bathroom.
