Taking Vanderbilt Students into the World
Faculty-Led Travel (FLT) is an essential aspect of a Global Vanderbilt, and includes all travel to destinations outside of Davidson County, Tennessee led by Vanderbilt faculty for Vanderbilt students.
Types of Faculty-Led Travel
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Maymester Faculty-Led Travel
Maymester faculty-led travel programs are university summer session courses with a global travel component offered in May. They are typically three credits, and three to four weeks in length.
Maymester courses offer intercultural and experiential learning to a wide variety of academic topics. Courses satisfying major and/or liberal arts core requirements are appealing. Maymester courses automatically satisfy the immersive experience part of Immersion Vanderbilt. Faculty may tag their course as a culminating project class to make it extra appealing.
While university financial aid is not available during summer, students may apply for the Global Summer Fellows Scholarship for funding support.
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Travel Embedded Courses
Travel-embedded courses are any fall or spring course taught on Vanderbilt campus that contains a built-in travel component. The week-long travel typically takes place over fall break or spring break.
Faculty teaching a travel-embedded course may consider tagging the class for Immersion Vanderbilt to make it appealing to students.
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).
Meet the Team
