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Undergraduate Processes and Guidelines

Maymester Course Proposals

  • Details

    Maymester courses enable faculty to implement innovative and experiential approaches to a wide range of academic topics. Courses satisfying major, general education, and/or Immersion requirements are especially appealing. In addition, Maymester courses afford opportunities to explore out-of-the-classroom activities, such as field trips and excursions, as enhancements to the student experience. Because of the time-intensive delivery of the course content, students can take only one Maymester course each year. In the past, A&S has offered courses in the U.K., Spain, Italy, France, Greece, Israel, Peru, and many other countries.

  • Eligibility

    In general, junior tenure-track faculty are not permitted to offer Maymesters or summer courses. In addition, faculty who have been on leave the semester before or after Summer Sessions are usually not permitted to offer Maymester and summer courses, as a condition for receiving research support during their leave.

    Instructors who are developing a new Maymester are required to partner with a trusted study abroad provider (i.e. CET, CIEE, etc.). Regardless of provider support, at least one additional support person is required. Instructors should engage a colleague (preferably a fellow faculty member) to accompany the trip to offer teaching or non-teaching support, including assisting with logistics and other matters.

    See below for additional information and options for support.

  • Process and Timeline

    The deadline to submit instructor and course information for a 2026 Maymester abroad is August 15, 2025. Instructor and course information will be reviewed by department and program chairs and by Bonnie Dow, Vice Dean and Senior Associate Dean of Faculty Affairs. If instructor and course information is approved, instructors will be invited to submit proposal materials. Proposal materials are due on September 12, 2025, and will be reviewed by the College of Arts and Science Office of Academic Services.

    • August 15: Submit instructor and course information online by 11:59 p.m.
    • September 12: If approved, submit course proposal materials online by 11:59 p.m. (form will be provided to faculty with approved courses).
    • October 3: If proposing a new course, submit course information to the Curriculum Committee through the PARC form. The course will then go through the normal approval process. This only applies to new courses; those proposing existing courses do not need to submit through PARC. You can search in YES to confirm if your course already exists.
    • October 15: The College of Arts and Science Dean’s Office will notify you if your proposal is approved. NOTE: New courses cannot be announced or promoted until after they are officially approved.
    • October 21: Maymester Abroad Information Fair in Buttrick Atrium. Faculty with approved courses are required to participate in the information fair. More information will be shared with approved instructors closer to the date.
    • December 1: Maymester and GSF application deadline
    • December 2-12: Academic and disciplinary clearances
    • December 15: GSF first round of award
    • January 15: Maymester commitment deadline
    • January 31: Final program approval
    • March TBD: Global Safety and Health pre-departure orientation for faculty
    • March 9: Maymester withdrawal deadline #1, 25% program fee must be paid
    • April 6: Maymester withdrawal deadline #2, 50% program fee must be paid
    • April TBD: Maymester and GeoBlue registration
    • May 3: Maymester withdrawal deadline #3, 75% program fee must be paid
    • After May 4: Maymester withdrawal deadline #4, 100% program fee must be paid

    Please contact Danny Coradazzi or Kim Winters in the A&S Office of Academic Services with questions.

  • Proposals

    Materials Required

    Maymester course proposals must include:

    1. Maymester Program Proposal Cover Sheet
    2. Syllabus
    3. Itinerary
    4. Safety Plan
    5. Budget

    Maymester Program Proposal Cover Sheet

    Cover sheets provide an overview of the course and the trip. Required information includes course details (title, course number, credit hours, AXLE category, etc.), travel information (program destinations and travel conditions and/or challenges), estimated costs (expenses covered/not covered in the program fee), and visa information. Please use the cover sheet template when preparing your cover sheet, and do not alter it in any way.

    For the “Estimated Cost” portion of the cover sheet, list all expenses covered and not covered in the program fee. Examples of expenses not covered in the program fee include student airfare to/from the destination, certain meals, cell phone/SIM card, medical expenses, and visas. Students need as much clarity as possible from the beginning about which expenses are and are not covered so that they can make informed decisions about whether to participate. Please include estimated totals for what is not covered, especially meals that will be the student’s responsibility.

    Cover sheets will be posted in the “Courses” section of the Summer Sessions website for students to explore.

    See the cover sheet template.

    Syllabus

    The syllabus should include detailed course policies and expectations, as well as a course calendar with daily readings, assignments, and clear information about field trips.

    See sample Maymester syllabi (example 1, example 2).

    Itinerary

    The itinerary should include travel dates, destinations (start and end dates for each), transportation, lodging, meals, and excursions/activities. For each itinerary item, indicate whether the cost is included or not included in the program fee.

    Be sure to vet lodging, restaurants, modes of transportation, and excursions for quality, location, and safety—whether through personal knowledge (preferred) or online.

    Note that Maymester courses adhere to the A&S and Vanderbilt Travel Policies.

    See a sample itinerary.

    Safety Plan

    The safety plan should include emergency information and procedures, such as contact information for faculty and TAs, local emergency services, embassies/consulates, lodging, and local hospitals. For questions about the safety plan, contact the Office of Global Safety.

    Budget

    Each Maymester must be able to meet its own budget; that is, all costs associated with the course must be anticipated by the estimated budget. Any course that is unable to meet its own expenses or attract the required minimum number of students will be canceled. Please use the budget template and do not alter it in any way. Budgets not on the template will not be accepted.

    A proposal budget must include:

    • Transportation expenses
      • Instructor airfare to/from destination
      • Support faculty/staff airfare to/from destination
      • Bus/rail/taxi/ride share (to/from destinations, activities, and excursions)
    • Lodging expenses (hotels, hostels, etc.)
      • Instructor lodging
      • Support faculty/staff lodging
      • Student lodging
    • Food expenses
      • Instructor meals/snacks
      • Support faculty/staff meals/snacks
      • Group breakfasts, lunches, and dinners
    • Program expenses (activities and excursions)
      • Entrance fees
      • Excursion fees
      • Tour company expenses
    • Miscellaneous (instructor and support faculty/staff expenses only)
      • Instructional supplies
      • Postage
      • Laundry
      • Medical
      • Cell phone
      • Gratuity
    • Other expenses
      • Licenses
      • Certifications
      • Gear

    Try to be comprehensive and realistic in your cost projections. Once a course proposal is approved and course promotion has begun, it is difficult to make any substantive changes.

    See the budget template.

    Please note: 

    • IDS taxes and other university or college budget elements, tuition fees, instructor and TA salary, total variable and fixed expenses, and program fees will be calculated to determine the projected Maymester program cost per student.
    • Minimum student group size is 12 and maximum group size is 20, but all courses should budget for a minimum of 14 students. This should provide a buffer to account for attrition. Faculty should recruit more than the required minimum to account for attrition.
    • Any course not meeting its break-even enrollment number, even after it has been approved, can be canceled. Courses may also be canceled at any time for one of the following reasons: (1) not approved by the department chair or the A&S Dean’s Office; (2) budget and itinerary not approved; (3) changes to budget or itinerary not approved; or (4) insufficient enrollment.
  • Personnel Course Support

    It is required that course instructors engage a colleague to accompany the trip (a faculty member is preferred).

    There are two faculty support options:

    1. Teaching support: If instructors are splitting teaching responsibilities, then each instructor will be paid half the Maymester walk-on rate plus $1,750 (half the TA stipend).
    2. Non-teaching support: If a faculty member has no teaching responsibilities and is only accompanying the trip to help supervise, then the supporting faculty member will receive a stipend of $3,500.

    If you are unable to identify a faculty member to accompany the trip and offer support, you must choose from the following options:

    1. College of Arts and Science staff member (preferred): It is highly recommended that instructors recruit A&S staff. The staff member’s department must give approval for the staff member to participate. If approved to accompany the trip and offer support, the A&S staff member will receive a stipend of $3,500.
    2. Non-College of Arts and Science staff member: As with A&S staff, the staff member’s department must give approval for the staff member to participate. If the staff member is not in Arts and Science, then the Arts and Science Dean’s Office must also approve. If approved to accompany the trip and offer support, the staff member will receive a stipend of $3,500.
  • Resources
    • Study Abroad Office
    • Payment Services (for questions about contracts with study abroad providers, reimbursements)
    • Global Safety and Health (for questions and concerns related to student traveler health, safety, and security, including physical health, mental health, identity-based concerns, and group dynamics; guidance on creating a safety plan for your proposed course)
    • World Travel (for assistance with travel arrangements for faculty and students and questions about a range of travel-related issues)

Maymester Process for Approved Courses

  • Tips for a Successful Maymester

    1. After the course is approved, the instructor serves as the primary source of information, including promoting the course to prospective students and responding to student inquiries.
    2. Seek help from colleagues to promote the course to your majors/minors and other interested students.
    3. Review student applications and interview prospective candidates. If there are conditions or challenges that students will face during travel, make those very clear to students during interviews. If medical clearance is required to participate in the course or in specific excursions, require applicants to complete those clearances during the interview process. Students need as much clarity as possible from the beginning about the nature of required activities and excursions.
    4. Select a faculty member (preferred) or staff member who can accompany the Maymester course to help with logistics and student support. Read more about personnel course support in the section above.
    5. Work with your department/program administrator to make logistical arrangements, such as lodging, partner organization agreements, and excursions. All questions regarding logistics and finance should be directed to your department/program administrator.
    6. Finalize your itinerary, including contact information, for each day away from campus and share it with the participating students. Consider preparing and distributing additional pre-departure documents, including:
      • Rules and/or expectations for conduct, including cultural expectations (e.g., clothing required in specific destinations, certain behaviors students should embrace or avoid, etc.)
      • Weather forecast
      • Recommended packing list (medical products and supplies cannot be purchased by instructors and support staff on a One Card)
      • Any other important travel details
    7. After completion of the Maymester course, be prepared to submit detailed expense reports with itemized receipts. Contact your department or program administrator for additional guidance. All questions regarding finance should be directed to department or program administrators.
  • Planning for Maymester Travel

    The instructor is responsible for completing all VU Travel documents prior to leaving for the course. The Office of Global Safety will contact instructors regarding pre-departure travel documents. Note that Maymester courses adhere to the A&S and Vanderbilt Travel Policies.

    Instructors and support staff will have the opportunity to enroll in GeoBlue health insurance, a service that Vanderbilt provides for the duration of course-related travel. Only Vanderbilt instructors, support personnel, and students are eligible for coverage. You will be contacted in April to submit information for yourselves and for participating students.

    Prior to Maymester travel, meet with students for an orientation to answer questions, provide an itinerary, and share resources.

    When considering rules and expectations for conduct, be sure to also consider free evenings/weekends if students have them. Here are some questions to consider:

    • What are the parameters for free evenings/weekends?
    • Are students permitted to travel? If so, how far away from the host city?
    • Are students permitted to stay overnight in other nearby cities? If so, who is responsible for the cost of lodging?
    • Does your safety plan need to be updated to include rules and expectations for free evenings/weekends?

    Make sure all accepted students have completed the necessary Overseas Study Release Form and Medical Form, which can be obtained from and returned to GEO, as well as the VU Student Liability Waiver.

    To start building community and esprit de corps among your students, please schedule some activities with them in March and April. These can include dinners, team-building activities, or class sessions. For information about financing these activities, contact your department or program administrator.

  • Promoting Your Course

    Instructors are strongly encouraged to promote their approved Maymester course to generate student interest and ensure sufficient enrollment. Once a course is approved, it will be posted on the Summer Sessions website. Below are additional ways you may want to promote your course:

    • Reach out to students in your classes and in related majors/minors.
    • Ask colleagues in your department and other departments to let their students know.
    • Attend the Maymester Abroad Information Fair (required for participating faculty).
    • Create flyers and post them in your building.
    • Consider promoting the course on your department website, social media accounts, etc.

    It is important to promote your course as early as possible, preferably as soon as you know your course is approved in September. The Summer Sessions website will be updated with final Maymester courses for students to review.

  • Student-Related Information

    Funding Opportunities

    Vanderbilt offers the Global Summer Fellows Scholarship Program and students are encouraged to apply for this need-based financial aid before the mid-January deadline.

    Commitment to Attend

    Students who are accepted into a Maymester course are required to submit a “Commitment to Attend.” This commitment represents a good faith promise to attend, an important consideration in determining whether a course has sufficient enrollment and can therefore be offered. We strongly encourage students to commit within 10 days of notification of acceptance. This deadline is necessary to accommodate waitlisted students into any vacancies that may occur in the course roster. Students are permitted to withdraw their commitment to the Maymester if GEO is notified before the commitment deadline.

    After the commitment deadline, students are permitted to withdraw but they are required to pay the full $500 deposit. In addition to paying the deposit, students will be responsible for a portion of the program fee determined by the date of withdrawal. Here is the withdrawal fee schedule for 2025:

    • Commitment deadline – March 9: 25% of program fee
    • March 10 – April 6: 50% of program fee
    • April 7 – May 4: 75% of program fee
    • After May 5: Total program fee

    In situations of medical emergency, illness, or injury, students may request to waive the deposit and program fee. Students seeking a waiver should contact the Global Education Office, who will route students to the appropriate contact in the College of Arts and Science Dean’s Office.

    After the start of the course, students who withdraw are subject to Undergraduate Student Withdrawal Schedules. Tuition will be adjusted based on the prorated calendar, but program fees will not adjust. Any adjustments to the program fee must be requested and approved by the College of Arts and Science Dean’s Office. Students should contact the Global Education Office, who will route students to the appropriate contact in the College of Arts and Science Dean’s Office.

  • Course Standards

    The same academic and disciplinary standards, policies, and procedures for the academic year apply to Maymester abroad courses, including providing a syllabus to all students, grading and reporting grades, and distributing course evaluations.

    After the start of a course, if a student departs from travel, the instructor may offer the student alternative remote assignments and assessments at their discretion. Remote assignments and assessments are not guaranteed. If a student departs from travel before the Maymester course withdrawal deadline, and the instructor does not offer remote assignments or assessments, the student will be withdrawn based on the date of departure. If a student departs from travel after the Maymester course withdrawal deadline, and there is no option for remote assignments and assessments, the student will be assigned the grade earned for completed coursework.

Study Abroad Course Proposals

  • Process

    College of Arts & Science faculty and departments can propose new study abroad programs for fall, spring, or summer terms. Faculty interested in making a new proposal are encouraged to meet with Assistant Dean Elizabeth Meadows and the Study Aborad Office for a brief technical review before making a formal proposal.

    Faculty members must submit a brief 1-2 page proposal (see template) that details the program and the academic rationale for it. The Study Abroad Office will review the additional details for the program, including room and board options, safety plan, credit evaluations, etc.

    Below is the approval process for a new study abroad program:

    1. A faculty member writes a proposal that includes a departmental vote in support of the proposal and submits it to the A&S Study Abroad Committee.
    2. Once approved, the Study Abroad Committee submits the proposal to the A&S Faculty Council.
    3. Once approved, the proposal is voted on by the full A&S faculty at a faculty meeting.
    4. Once approved, the proposal is sent to the Study Abroad Office for review.
    5. Once approved, the proposal is sent to the Vanderbilt Office of the General Counsel for review and contract signing.

    Please be advised that it can take months and sometimes even longer than a year to get a contract signed with a new study abroad program.

    A&S undergraduate students are only allowed to earn credit towards their Vanderbilt degree through approved Vanderbilt study abroad programs. We cannot allow students to attend a study abroad program until we have a contract signed with the provider.

  • Timing

    Proposals should be submitted to the A&S Study Abroad Committee, and from there will follow the approvals process referenced above.

    • Approval in the fall: Programs approved by the December A&S faculty meeting should be available to students studying abroad in the spring of the following academic year (i.e. approval by December 2023 should allow students to attend in spring 2025).
    • Approval in the spring: Programs approved by the May A&S faculty meeting should be available to students studying abroad in the fall of the following academic year (i.e. approval by May 2024 should allow students to attend in fall 2025).

    Please use the provided template for your study abroad proposal. Be sure to include all the required information.

Travel-Embedded Courses

  • Overview

    Travel-embedded courses offer faculty an innovative and hands-on way to enhance classroom learning through supplemental activities, field trips, and excursions. Courses satisfying major, general education, and/or Immersion requirements are especially appealing.

  • Process and Timeline

    Process

    The deadline to submit instructor and course proposals for a Fall 2026 travel-embedded course is Friday, February 13, 2026. Because the proposal includes multiple elements, we recommend that faculty planning a new travel-embedded course begin drafting their proposals, itineraries, and budgets well in advance.

    Proposing faculty will submit via a REDCap form. Following submission, chairs and directors will review and approve the course travel before a full review by the A&S Dean’s Office.

    The Dean’s Office will review the course syllabus, itinerary, and budget for proposed travel. Faculty proposing international travel should consult Global Safety and Health and develop a safety plan for the proposal submission. (Safety plans for domestic travel are also strongly recommended.)

    Travel-embedded courses can use currently existing funding or internal grants to offset travel costs. Students can request funding via Immersion Vanderbilt if the course is tagged as an Immersive Course. The remaining costs will be covered via course fees.

    Please contact Kim Winters or Danny Coradazzi with any questions.

    Timeline

    • February 13, 2026: Faculty submit proposal online by 11:59 p.m.
    • February 20, 2026: Dean’s Office notifies faculty regarding course approval; sends approved programs to Study Abroad.  
    • July 1, 2026: Classes unable to enroll 9 students will have travel canceled. FUMs may begin contract negotiation.
    • August 2026: Faculty undergo Global Safety and Finance trainings. 
  • Proposal Components

    All proposals must include:

    1. Syllabus
    2. Itinerary
    3. Budget
    4. Safety Plan (required for international, strongly recommended for domestic)

    Syllabus

    The syllabus should include detailed course policies and expectations, as well as a course calendar with daily readings, assignments, and clear information about field trips and how they contribute to the assignments and learning objectives of the course.

    Itinerary

    All new PARC-approved, travel-embedded courses are required to use an approved program partner (e.g., CIEE) for itinerary planning. The itinerary should include travel dates, destinations (start and end dates for each), transportation, lodging, meals, and excursions/activities. For each itinerary item, indicate whether the cost is included or not included in the program fee.

    Be sure to vet lodging, restaurants, modes of transportation, and excursions for quality, location, and safety—whether through personal knowledge (preferred) or online.

    Note that travel-embedded courses adhere to the A&S and Vanderbilt Travel Policies.

    Budget

    Each travel-embedded course must be able to meet its own budget; that is, all costs associated with the course must be anticipated by the estimated budget. Any course that is unable to meet its own expenses or attract the required minimum number of students will be canceled. Please use the budget template and do not alter it in any way. Budgets not on the template will not be accepted.

    A proposal budget must include:

    • Transportation expenses
      • Instructor airfare to/from destination
      • Support faculty/staff airfare to/from destination
      • Bus/rail/taxi/ride share (to/from destinations, activities, and excursions)
    • Lodging expenses (hotels, hostels, etc.)
      • Instructor lodging
      • Support faculty/staff lodging
      • Student lodging
    • Food expenses
      • Instructor meals/snacks
      • Support faculty/staff meals/snacks
      • Group breakfasts, lunches, and dinners
    • Program expenses (activities and excursions)
      • Entrance fees
      • Excursion fees
      • Tour company expenses
    • Miscellaneous (instructor and support faculty/staff expenses only)
      • Instructional supplies
      • Postage
      • Laundry
      • Medical
      • Cell phone
      • Gratuity
    • Other expenses
      • Licenses
      • Certifications
      • Gear

    Try to be comprehensive and realistic in your cost projections. Once a course proposal is approved and course promotion has begun, it is difficult to make any substantive changes.

    See the budget template.

    Please note:

    • The Dean's Office works to calculate and integrate international taxes and other university or college budget elements, tuition fees, instructor and TA salaries, and total variable and fixed expenses into the program fees, which will be calculated to determine the projected travel cost per student.
    • Minimum student group size is 9 and maximum group size is 20. Faculty should recruit more than the required amount to account for attrition.
    • Any course not meeting its break-even enrollment number, even after it has been approved, can be canceled. Courses may also be canceled at any time for one of the following reasons: (1) not approved by the department chair or the A&S Dean’s Office; (2) budget and itinerary not approved; (3) changes to budget or itinerary not approved; or (4) insufficient enrollment.

    Safety Plan

    The safety plan should include emergency information and procedures, such as contact information for faculty and TAs, local emergency services, embassies/consulates, lodging, and local hospitals. For questions about the safety plan, contact Global Safety and Health.

    Safety plans are required for international travel-embedded courses and strongly encouraged for domestic travel-embedded courses.

  • Personnel Course Support

    All travel-embedded courses require a second Vanderbilt employee to attend the full duration of the trip; a faculty member is preferred, but a staff member is permissible Proposing faculty should incorporate the costs of personnel course support into their budget (travel costs, food, etc.). However, these individuals do not receive a stipend or compensation for their participation.

Risk During Off-Campus Academic Experiences

  • Review of Experiences within the U.S.

    The process for review of off-campus domestic academic experiences is designed to provide a graduated review process for experiences within the U.S. that may involve risk to participating students. International travel is reviewed by the Vanderbilt Travel Risk Assessment Committee. Travel by student organizations is reviewed through the Dean of Students process.

    For academic experiences involving off-campus travel, most situations can be reviewed and approved by the instructor(s) or through a second level review by instructor together with department chair or director of undergraduate studies. Those programs involving elevated risk will be forwarded to the school’s associate dean, who will decide whether or not a full review through the Off-Campus Risk Assessment Committee (OCRAC) is warranted.1 In Blair and Engineering, the associate dean will review any travel situations requiring a review, including those with elevated risk. Most situations should be resolvable at the department or school level. Individual departments will develop disciplinary norms that may (with the approval of the associate dean) involve some exceptions to the process described here. Conference and research travel is a grey area; most such travel can be approved at the level of the instructor/adviser/department chair. Students are asked to leave travel plans and contact information with their department and/or adviser. The Graduate School requires such review if any university funds will be used for such travel.

    1 The Off-Campus Risk Assessment Committee (OCRAC) is responsible for authorizing travel for the university’s academic experiences within the U.S. when those programs involve elevated health or safety concerns. The Committee is also responsible for deciding whether to suspend an educational opportunity when health or safety concerns emerge shortly before a program starts or while it is in progress. The Off-Campus Risk Assessment Committee is chaired by the Associate Provost for Undergraduate Education. The other members of the committee are the General Counsel, the Vice Chancellor for Public Affairs, the Assistant Vice Chancellor for Risk and Insurance Management, the Director of Environmental Health and Safety, the Manager of Compliance, the Dean of Students, the Director of Student Health, the dean of the school sponsoring the program, the faculty director of the sponsoring program or department, and the faculty member of the course under consideration. These officials may delegate their responsibilities to others as needed

  • Guidelines for Review

    For a checklist with guidelines for review, see the Academic Travel Checklist.

    The trip request should be reviewed at the department level (or at the associate dean level in Blair and Engineering) if it includes any of the following triggers:

    • Travel over an hour by car and/or travel involving overnight stay.
    • Travel between the hours of 11 p.m. and 6 a.m.
    • Travel without faculty presence.
    • Solo travel (requires more contingency planning than group travel).
    • Any class activity that involves directly working with subjects (people in the field).
    • Independent student research for which a professor recommends a review.
    • Travel to sites with hazardous materials.
    • Travel with destination risk, including but not limited to:
      • National/local disaster zones
      • High crime areas
      • Experiences addressing populations under stress including the homeless, the incarcerated, or the medically at-risk (also reviewed at the associate dean level unless a departmental process for site review is approved in advance)
      • Volatile experiences that elevate the student’s risk of arrest, e.g., protest sites and demonstrations (also reviewed at the associate dean level)

    Concerns that would invoke review by a school associate dean and possible elevation to the OCRAC include:

    • Any trip that involves two or more triggers.
    • Any trip that involves a national or local disaster zone, a warning from a governmental health organization, or a Homeland Security warning.
    • Any trip that involves sustained contact with persons that we know have been convicted of felonies and that entails a reasonable expectation of elevated risk, unless a departmental screening process has been approved by the dean.
    • Any trip to a physically remote site or a site more than 60 miles from the nearest hospital.
    • Any trip that requires students to participate actively in a protest or similar collective action, especially if a police presence is likely. Whenever possible, field trips and other off-campus activities should be disclosed on the syllabus in advance so students are aware of course expectations.
  • Criteria for a Program Already Underway

    Suspension or cancellation of a program will be considered should one or more of the following events occur in the program city or surrounding area:

    • Travel warning and/or specific directive by appropriate government offices.
    • Recommended evacuation by local officials.
    • Widespread disease or epidemic.
    • Severe weather advisory such as hurricane warnings.
    • Wide-spread civil unrest, violence, criminal activity, and/or rioting.
    • Declaration of martial law.
    • Significant terrorist activity.
    • Extended disruption of public utilities and/or services.
    • Recommendation for suspension/cancellation by either Vanderbilt officials or on-site staff.
    • Protracted or indefinite closure of the host university or organization where the program is based.
    • Inability of the local staff to organize and carry out an academic program outside of the university.

    The decision to suspend or cancel will be based on information from the program staff and students; the program provider or host location; university officials; local and U.S. government agencies; and any other appropriate source. In the case of students on programs offered by an external provider, Vanderbilt University will generally follow the procedure of the program provider, but reserves the right to make an independent decision.

  • Non-University Sponsored Educational Opportunities

    The committee also has authority to decide whether the university will register students and allow them financial aid or academic credit to participate in non-university-sponsored educational opportunities in regions or areas where there is a significant health or safety risk as discussed in this policy.

  • Emergencies

    In emergency situations where it is impractical for the committee to meet, the associate provost may take immediate steps to have students removed from a region or area. Program staff members also may take immediate steps to remove students from a region or area in emergency circumstances without prior action by the committee. The individual program director or designee will notify the committee within 24 hours of any such emergency action.

  • Sample Scenarios

    Example 1

    A faculty member in the Department of Earth and Environmental Sciences would like to take her class on a series of field trips to various sites on the Cumberland Plateau to have her students experience dynamics of geomorphology in a real world context. The faculty member writes up the proposal and submits it to her Director of Undergraduate Studies (DUS). Since this will involve only one of the low level risks listed above, namely traveling over an hour by car, it may be approved by the DUS or chair of Department of Earth and Environmental Sciences and require no further review. Because the faculty in question wrote a proposal that had well-organized travel plans and contingencies in the event of possible travel problems, the proposal was approved by the DUS. The faculty member left contact information for all individuals involved with the trip and a copy of the approved trip proposal with the department chair, the departmental administrative assistant, and the associate dean.

    Example 2

    A faculty member in the Department of Human and Organizational Development would like to take his class to meet survivors of a recent coal sludge disaster in Kentucky to discuss the organizational dynamics that affect preparedness or response to public health crises. He submits the proposal to his DUS and chair. However, this trip involves several of the low level risks listed above, including traveling over an hour by car and involving an overnight stay, direct work with human subjects, travel to a national disaster zone, travel to a physically remote site, and travel to meet members of a population that is under stress. Therefore, it is passed from the DUS and chair to one of the associate deans in Peabody College. Because the faculty member had thorough plans for safe travel and lodging in the disaster zone, contingency plans for health-related problems students may encounter in an area far from a hospital, intellectual and ethical preparation of students, and debriefing and reflection with students after the trip, the proposal was approved. The faculty member left contact information for all individuals involved with the trip and a copy of the approved trip proposal with the department chair, the departmental administrative assistant, and the associate dean.

    Example 3

    A faculty member in the Department of Economics wants to introduce students to the lived effects of poverty by having them visit a local homeless shelter in Nashville. The faculty member submits a proposal to his DUS and chair. Because the trip involves two of the low level risks – work with human subjects and experiences with a population under stress – it is reviewed by one of the associate deans in the College of Arts and Science. However, while the proposal had plans for travel to and from the shelter and a safety plan while on site, it did not detail how students would be prepared to understand or interact with guests of the shelter in an informed and ethical way, nor did it plan for much debriefing or reflection with students after the trip. This might pose problems for students who encounter issues that are troubling and hard to understand without any preparation or reflection, and it may lead to interactions with guests of the shelter that are insensitive, harmful, or even unsafe. The faculty member also needed to include provisions for the students in the class to complete background checks included under the campus Protection of Minors policy. The proposal is returned to the faculty member for revision.

    Example 4

    After several travel requests from faculty in the Department of Sociology, the DUS and/or chair recognizes that nearly all of these requests involve two or more risks. They work with the associate dean in the College of Arts & Science to develop a departmental norm that defines when future requests can be reviewed and approved by the department, and when they need to involve the associate dean.

Changes to the Undergraduate Curriculum

  • Course Change Process

    To request course changes, additions, and deletions in the College of Arts and Science, a faculty member must submit the Proposed Additions and Revisions to Curriculum (PARC) Form, which will be authorized in that system by the department chair or program director. Once the form is submitted, the Curriculum Committee then considers the request. The Curriculum Committee must review all courses to be listed in the Undergraduate Catalog and the online schedule (YES).

    To ensure timely review of new courses, all course proposals must be authorized by the department chair or program director of the course subject area by the deadlines posted below.

    The Curriculum Committee ensures that all course descriptions comply with the required format for the Undergraduate Catalog. When writing a course description, please refer to the Course Description Guidelines.

    See the guidelines for submitting a Maymester course proposal.

  • Submission Deadlines

    Course offeredDeadline to submit
    Spring term (current faculty)March 15 of the prior calendar year
    Spring term (newly hired faculty)August 15 of the prior calendar year
    MaymesterOctober 1 of the prior calendar year
    Summer termDecember 1 of the prior calendar year
    Fall termJanuary 30 of the same calendar year

New, Revised, and Closing Academic Programs

The process to propose new programs, close existing programs, or request substantive changes to existing programs involves a partnership between the A&S Office of Academic Affairs, the A&S Committee on Educational Programs (CEP, and the Vanderbilt Office of Academic Program Review, Assessment & Accreditation (OAPRAA).

To help facilitate a smooth and successful process, departments are asked to follow the instructions and templates provided below.

  • Process

    The process for substantive changes is different from all other changes. First, determine if your proposed change is a substantive change. Examples of substantive changes include:

    • Modification to the number of credit hours required for completion of the program
    • Development of a new concentration within a major
    • Initiation of a distance learning program
    • Change to the teaching modality for a program
    • Redesign of an existing program featuring greater than or equal to 50% new content and/or courses

    Process for Substantive Changes

    The process to propose a new program, close an existing program, or make substantive changes to an existing program is as follows:

    1. Meet with the A&S Senior Associate Dean of Academic Affairs and the Director of Undergraduate Education to discuss the initial proposal. A&S will conduct a thorough fiscal review prior to moving the proposal forward.
    2. Meet with the Vanderbilt Office of Academic Program Review, Assessment & Accreditation (OAPRAA) to discuss the proposal. Contact them at oapraa@vanderbilt.edu.
    3. Submit your proposal to OAPRAA for official approval. A&S will work closely with OAPRAA throughout this process. If necessary, OAPRAA will involve the university’s accrediting body, the Southern Association of Colleges and Schools (SACS).
    4. Submit your proposal to the A&S Committee on Educational Programs (CEP) via the A&S Academic Programs Form. (This can happen concurrently with the previous step.)
    5. If approved, CEP will forward your proposal to the A&S Faculty Council for a vote.
    6. If approved, the proposal will go to the full A&S faculty for a vote at a faculty meeting.

    You will be updated as the proposal progresses through each stage in the process.

    Process for All Other Changes

    Requests for all other changes to an existing program do not have to go through OAPRAA. Instead, the process is as follows:

    1. Submit your proposal to the A&S Committee on Educational Programs (CEP) via the A&S Academic Programs Form.
    2. If approved, CEP will forward your proposal to the A&S Faculty Council for a vote.
    3. If approved, the proposal will go to the full A&S faculty for a vote at a faculty meeting.

    NOTE: Requests for a degree audit change or mass variance involving changing only course requirements within already approved academic categories should be submitted through the same A&S Academic Programs Form but do not require a full proposal. These changes require approval only by the A&S Office of Academic Services (OAS) and the University Registrar (URO).

  • Proposal Guidelines

    To help ensure a successful proposal process, departments should submit their proposals as early as possible; proposals received later than mid-February may not be approved in time for implementation in the next academic year.

    Proposals must include the following:

    • A one- to two-page memo explaining the rationale and reasons for the revisions to the existing program, signed by the chair/director of the unit. Memos must include the following:
      1. The reporting and leadership structure of the program, including a list of the director, assistant director, and affiliated faculty members of the program.
      2. Clear explanation of the reasons for the revision of the existing program.
      3. The tallied vote of the faculty of the department or program (the number favoring, opposing, proxy votes, if applicable, and abstaining) and the date of the vote. Recording a vote as “unanimous” is not sufficient; please state the number of voters.
      4. A plan for faculty assignments for changes in course offerings and a plan for student advising.
      5. A plan for funding the program within realistic budget forecast scenarios. The proposal should include an explanation of the impact of the program on factors such as staffing, space, computing facilities, and the library. If proposed changes entail new costs, the proposed changes must be discussed with and reviewed by the dean of the college and receive budgetary approval before submission OAPRAA. Even if a proposed program entails no new costs (including space), it must be submitted for initial review.
      6. All proposals affecting other programs must have approval from representatives of these units. Copies of email messages are sufficient.
    • Edits to the Undergraduate Course Catalog that reflect the proposed changes, specifically:
    1. A Microsoft Word document containing the relevant section of the current Undergraduate Course Catalog for the program.
    2. A separate Microsoft Word document containing an edited version of the relevant catalog section with the proposed changes clearly marked with tracked changes (redlined). The edited version must include the updated reporting and leadership structure of the program, including the director, assistant director, and affiliated faculty members.
    • A table of academic requirements that summarizes the proposed program. The table should follow the Degree Audit organization as closely as possible.
    • If the proposal is for a new international or study abroad program, it must include a letter of support from the Director of International Experiences & Global Learning in the Office of Study Abroad and must secure the approval of the A&S Study Abroad Committee before submission.

    NOTE: If the proposal includes new courses that accompany the change in program, these course proposals must be submitted via the Proposed Additions and Revisions to Curriculum Form. These course proposals are considered by the A&S Curriculum Committee in a separate process. 

Changing the AXLE Category of a Course

  • Changing the AXLE Category

    The AXLE Implementation Committee is disinclined to change the AXLE category of a course unless the instructor provides compelling reasons to show why the course no longer fulfills the original AXLE category. To be clear: as long as a course continues to fit its original AXLE category— regardless of whether or not it now fits another category as well or better—it will remain in the original category.

    If the AXLE Implementation Committee approves a request to change the AXLE category of a course, the change would take effect one academic year after the change has been noted in the Undergraduate Catalog. In other words, after an approved change, the next year’s Catalog will note that this is the last year in which the course will be in the x category and that next year it will be in the y category.

    Departmental websites should state explicitly that the Undergraduate Catalog is the official source of information regarding the classification of A&S courses into the AXLE liberal arts distribution categories.

  • Withdrawing a Course from AXLE

    Courses withdrawn from AXLE by a department or program must remain undesignated for four years before being reclassified into an AXLE distribution category.

Course Description Guidelines

  • Course Titles
    • Convey content. Titles appear on transcripts and should be informative rather than clever.
    • If a course covers a particular time period, include that period in the title or first phrase of the description.
  • Course Descriptions

    The descriptive body for most courses is limited to 50 words. Use phrases, not complete sentences. Focus on what the course will cover, rather than what it might include:

    • Avoid repeating title words.
    • Avoid unnecessary words, such as “emphasis on,” “survey of,” etc. Be brief and specific; do not say “This course will cover . . . ,” “we will discuss . . . ,” and such.
    • Use the Oxford comma: “w, x, y, and z.”
    • Keep lists to a modest number. Arrange in alphabetical or chronological order.
    • For courses in language departments, state clearly if the course is taught in English: “Taught in English.”
    • Reserve syllabus details for the syllabus. Statements such as “three papers required” or “essay-based final exam” are not appropriate in a course description.
  • Course Requisites

    Overview

    • Courses may require prerequisites, co-requisites, both, or neither. Requisites must be clearly stated and any requisite listed must be required, not just recommended.
    • Descriptions for courses taught in a language other than English must have a prerequisite to indicate the level of language proficiency required.
    • If having a certain skill or a background will improve students’ chances of performing well in a course, the course description may include: “Familiarity with” or “prior knowledge of [that skill or background] is expected.”

    Details and Examples

    The basic types of requisite statements used in Arts and Science courses are:

    • Criteria to enroll: To limit enrollment in a course to a specific category of students such as majors, minors, or those having a certain class standing, use the following language: “Open only to history majors and minors.” “Open only to juniors and seniors.” “Open only to junior and senior history majors and minors.”
    • Prerequisite: Courses that a student must complete before beginning the proposed course.
    • Co-requisite: Courses that a student must either complete before OR take concurrently with the proposed course.

    List requisite courses offered in the same subject as the proposed course first, followed by requisites from other departments or programs alphabetically.

    Examples

    • NSC 3270: Computational Neuroscience. Theoretical, mathematical, and simulation models of neurons, neural networks, or brain systems. Computational approaches to analyzing and understanding data from behavior, neurophysiology, electrophysiology, or brain imaging. Simulation methods for neural models. Course taught using Python. Recommended: NSC 2201. Prerequisite: either DS 1100/CS 1100, 1101, 1103, or 1104 (or a more advanced programming course); and either MATH 1200 or 1300 (or a more advanced calculus course). No credit for students who have earned credit for NSC 6270 or PSY 6270. [3] (MNS)

    Note: Take care when stating complex or nested requisites. The use of both “and” and “or” in a complex requisite statement can result in ambiguity. For example:

    “Prerequisite: 1001 and 1002 or 1003” could be interpreted in either of two ways: 

    (1001 and 1002) or 1003: A student must have completed both 1001 and 1002, or the student make take just 1003.

    1001 and (1002 or 1003): A student must have completed 1001, and also either 1002 or 1003.

    “Both/and,” “either/or,” and punctuation can make the intent clear.

    “Both 1001 and 1002, or 1003” if the first interpretation is intended.

    “1001, and either 1002 or 1003” if the second interpretation is intended.

    Although a course may require a sequence of prerequisites, only the last is listed. Prior prerequisites are assumed.

    • ECON 3150: Topics in the Economic History of the U.S. Analysis of major issues and debates in American economic history. Prerequisite: 3010. [3] (US)

    Note: ECON 1010 and 1020 (and a semester of calculus) are prerequisites for 3010 but are not listed as prerequisites for 3150. Any student who has earned credit for ECON 3010 has also earned credit for the earlier (implied) prerequisites.

    The phrase “Continuation of” or “Normally accompanied by” in a course description does not mean that the course referenced in the statement is a prerequisite or a co-requisite for the current course.

    The phrase "consent of instructor" should be used in a description only if an instructor’s consent is actually required for a student’s enrollment in the course. Any instructor may waive any and all course requisites for a student who has not met them.

  • Credit Hours

    Credit hours are bracketed, e.g. [3]. Variable credit hours are rendered as a range, e.g. [1-3].

  • Repeat/No Credit Statements

    Course descriptions should include the number of credit hours a student may receive if a proposed course is similar in content to either an existing course or a current or previous special topic offering. Options include repeat credit, no credit, or partial credit. If the department has questions about which option to pursue, contact Racquel Goff in the College of Arts and Science Office of Academic Services. Racquel will work with the University Registrar to ensure the course descriptions meet both department expectations and university compliance.

    Repeat Credit I (different courses and cross-listed courses)

    When the content of two different courses has at least 66% overlap and the courses have similarly aligned prerequisites, the department should consider direct repeat credit. Required catalog language used is “Serves as repeat credit for…,” and must be used on both courses.

    Examples:

    • ENGL 3736. Serves as repeat credit for MUSL 2330. — MUSL 2330. Serves as repeat credit for ENGL 3736.
    • HIST 2238. Serves as repeat credit for CLAS 3160. — CLAS 3160. Serves as repeat credit for HIST 2238.

    Repeat Credit II (different courses, specific section and term)

    When a new course replaces a special topics section, the required language used is “Serves as repeat credit for SUBJ ####, section ## [in term, if appropriate]”.

    Examples:

    • ANTH 3162. Serves as repeat credit for ANTH 3890, section 01 in Fall 2014.
    • PSCI 3242. Serves as repeat credit for PSCI 3894, section 05 in Spring 2017.

    No Credit (usually mezzanine or cross-career courses)

    When the content of two different cross-career courses has at least 66% overlap, courses should carry a No-Credit (usually mezzanine or cross-career courses) statement.

    Example:

    • HART 5200. No credit for students who have earned credit for HART 2200 or CLAS 2220.

    Partial Credit/Overlapping Content

    Situations requiring cutting of partial credit, but not complete credit replacement, should be considered carefully and in consultation with the Office of Academic Services.  The most common examples are found in the Natural Sciences and in Math calculus sequences.

    Example:

    • MATH 1100: Survey of Calculus. A basic course in the rudiments of analytic geometry and differential and integral calculus with emphasis on applications. Designed for students who do not plan further study in calculus. Not open to students who have earned credit for MATH 1200, 1201, or 1300 without permission. Total credit for this course and MATH 1200 will not exceed 4 credit hours; Total credit for this course and MATH 1300 will not exceed 5 credit hours; Total credit for this course and MATH 1201 will not exceed 6 credit hours. Credit hours reduced from second course taken (or from test or transfer credit) as appropriate. [4] (MNS)
  • Pass/Fail or Graded Basis

    Student Option Only Basis

    Most undergraduate courses in Arts and Science may be taken on either a graded or pass/fail basis. For these, no particular grading statement is needed. (Graduate coursework is assumed to be offered on a graded basis, and so no grading statement is needed.)

    Graded Only Basis

    An undergraduate course to be offered as graded only (no pass/fail allowed) must have at least one of these characteristics specified in its proposal:

    • Group projects or assignments in which efforts of one student may affect the grade of another student.
    • Specialized, designated resources, such as lab equipment, art studio space, etc.
    • Other activities, such as individual student presentations or service work, which make an individual student’s effort an essential part of the collective pedagogy of the course.

    Example:

    AADS 3611: Jazz Acting. Actor training with an emphasis on Afrocentric methods such as improvisation and ensemble performance. Offered on a graded basis only. Prerequisite: THTR 1611. [3] (HCA)

    Pass/Fail Basis

    Mostly restricted to internships. Consult the Office of Academic Services at arts-sci-records@vanderbilt.edu or (615) 343-5495 if you plan to propose a course that is offered pass/fail only.

  • Details

    The quickest way to familiarize yourself with Arts & Science course descriptions is to peruse existing course descriptions in the Undergraduate Course Catalog. A course description must include subject area, number, title, body, and credit hours.

Course Cancellation Guidelines

  • Details

    The College of Arts and Science reserves the right to cancel any course for which an insufficient number of students have enrolled or which for other reasons is deemed unnecessary. These guidelines are to establish a transparent, collaborative process regarding under which circumstances a course is to be cancelled prior to the start of the session due to low enrollment.

  • Eligibility and Procedures
    • This policy is intended for undergraduate courses in both academic year and summer sessions (excluding Maymesters, internships, and independent studies).
    • A course is considered low enrollment if enrollment is 8 students or fewer.
    • In the instance of courses comprised of two or more cross-listed sections, mezzanine courses, or cross-career offerings, the total enrollment shall be considered.
    • The Dean’s Office will consult departments and programs in arriving at final cancellation decisions.
    • Initial review: After the close of the first week of the registration period window for the semester, the Office of Academic Service (OAS) will notify instructors and departments about low-enrolled courses.
    • Second review: After the first week of open enrollment, OAS will examine all courses with low enrollment, including courses with special enrollment. All departments must complete any special enrollments by this time. OAS will advise which classes to cancel in order to increase enrollment in borderline classes. Exceptions can be made for classes that are major requirements needed for graduation.
    • Final review: 5 business days before the start of classes, all classes that have not been pre-approved after the second review without a minimum of 9 students will be cancelled.
    • Subsequently, OAS will notify Academic Scheduling of the course cancellations.
  • Guidelines

    Faculty Communication and Financial Obligation

    • The Office of Academic Services will contact the instructor and respective department chair or director about course cancellations 5 business days before the session starts.
    • Tenure-stream and continuing-track faculty on multi-year contracts are expected to make up the class(es) in the subsequent semester or academic year. This can be done by teaching a course in their department, a course in the Core curriculum, or by assigning the faculty member a substantive administrative assignment. This decision should be made in conversation with the Senior Associate Dean of Faculty Affairs.
    • Faculty members whom have had the same course cancelled more than once for low enrollment will not be allowed to schedule the course again without approval from the Dean's Office.
    • Cancelled courses that are overloads or that are taught by part-time faculty will have compensation withdrawn, upon formal cancellation.

    Student Communication and Financial Obligation

    • Students will receive overnight automated email notifications of course cancellations throughout the Open Enrollment and Add/Drop period.
    • Students will not be obligated to pay tuition and fees for courses that have been cancelled. They will be given notice of the cancellation and be able to register for a different course.
    • Student support will be available to ensure students can replace the cancelled course with another course applicable to their program of study.