Types of Faculty-Led Travel
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Travel Embedded Courses
Any course taught on Vanderbilt campus that contains a built-in international travel component. Usually over fall break or spring break.
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Maymesters
Regular Vanderbilt courses (usually 3 credit hours) taught by Vanderbilt faculty in another country. They are typically three to four weeks in length, and offered May.
A&S Maymester courses may also fulfill Liberal Arts Core requirements for Peabody and VUSE students, with approval from the appropriate Office of Academic Services.
Faculty-Led Travel Resources
Custom Program Providers
World Travel Group Bookings
Group travel booking for domestic and international destinations consists of ten or more travelers departing from the same location and landing in the same destination.
- For hotel needs, ten or more rooms are required to be considered a "group."
- Although ten is the magic number for discounts on airlines, group travel agents can book for smaller groups
Group Travel Agent(s)
- Provides support in planning and booking group travel
- Procure discounted rates when possible and can help you easily book multiple itineraries
- Can provide a quote to ensure you have enough limit on your One Card
- Plan ahead for group travel. (e.g. if faculty-led experiential learning is taking place over Spring Break or anytime during the academic year- start planning now)
- Groups of ten or more should be emailed to Robyn Williams at World Travel
- Less than ten travelers should be emailed to Vanderbilt.Travel@worldtrav.com
For booking assistance contact:
Contracts and Delegation of Authority
The best way to mitigate Vanderbilt University's risk for group travel engagements is to negotiate the contract terms and conditions.
- Contracts with custom program providers must be reviewed and executed by Procurement or a person withing the stakeholder's division to obligate contractually before the VU stakeholder issues a purchase request or pays with their departmental One Card.
- Forward contractual requirements, including the participant agreement, no less than 30 days before the start of the contract and/or the due date of initial deposit, if applicable, to allow ample time for a thorough review from Procurement, the Office of General Counsel (OGC), Office of Risk Management, and Global Safety and Health.
Vanderbilt University's Delegation of Authority for Contracts related to General Procurement requires contracts to include insurance wording when hiring a company to faciliate travel, including, but not limited to:
- VU hiring a group or company to transport students, faculty, or staff (excursions, tours, local ground transportation, etc.)
- VU hiring a group or company to house students, faculty, or staff (hotels and/or short-terms rentals not included)
- VU hiring a group or company to handle all travel aspects (travel angencies et. al.)
For questions regarding contract review or One Cards:
Vanderbilt Global Safety and Health
The health, safety, and security of students, faculty, and staff are of primary importance to Vanderbilt. The Global Safety and Health (GSH) team is here to support and guide you.
Incident Reporting
Any incidents impacting an individual's health, safety, or wellbeing which occur during faculty-led travel should be reported to Vanderbilt's Incident Response for Travel team (VIRT).