How often can I make an appointment?

(updated Spring 2023)

Policy Change

For the Spring 2022 semester onward, we will also be  updating our Appointment Policies such that appointments can be made up to 7 days in advance, rather than 14 days in advance.

The 7-day appointment scheduling window will allow us greater flexibility in adjusting our writing consultants’ shifts (for instance, between online and in-person shifts) when extenuating circumstances require related to the ongoing COVID-19 pandemic and related concerns.

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.

The system will allow appointments to be made up to 7 days in advance, but it is important to note that, for the purposes of the weekly limit, our online scheduling system defines each week as running Monday through Sunday. (In other words, Sunday appointments are consider part of the previous week, not as the beginning of a new week.)

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 and Maymester/Summer semesters, all students will be able to schedule up to three appointments per week (max. one per day), with the option of one additional appointment, if available, that can be made only after the first three have been held.

Post-docs and faculty who wish to meet with a director, academic support coordinator, or an advanced graduate student may schedule appointments by emailing writing.studio@vanderbilt.edu.
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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.
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Can I email my paper for a writing consultant to review before my appointment?

No. It is our policy to review and respond to your work in dialogue with you 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.
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Can I bring writing that isn’t for a course?

Yes. We can help you with any writing project you are working on during your time at Vanderbilt, including personal essays, grant applications, podcasts, presentations, creative writing, dissertations, books, and the like.

The most significant restriction is that it should be your own writing.

In other words, clients may only hold a writing consultation for a piece of writing for which they are the author or co-author (as in the case of group projects and collaborations). It is not permissible to bring a piece which will ultimately credited to another individual or submitted under another individual’s name.

In the Policies Section below, see the “Clients May Only Schedule Appointments for Themselves and Their Own Writing” entry for additional details.
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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.
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Will my professor know that I came in to the Writing Studio?

No. Without your consent, the Writing Studio does not share any information about appointments with instructors, which is what we mean when we refer to appointments as confidential.

However, some instructors offer extra credit for students who can prove that they have held a Writing Studio appointment.

To request confirmation of an appointment you have held, just tell your writing consultant that you need to show proof of having completed an appointment, and they can help you get an official appointment confirmation to share with your professor. We encourage you to talk with your professors about your experience at the Writing Studio.

For information on placing an appointment confirmation request as well as the limited nature of appointment confidentiality, see the “Appointment Confirmation Requests and Expectation of Limited Confidentiality” entry in the Policies Section below.

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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.
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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.
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Can I use my account to make an appointment for a friend or a friend’s writing?

No. It is our policy that each client can only make appointments for their own use and for their own writing projects (individual and group or collaborative projects). 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.

In the Policies Section below, see the “Clients May Only Schedule Appointments for Themselves and Their Own Writing” entry for additional details.

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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.

I recently graduated from Vanderbilt. Can I access the Writing Studio as an alum?

Unfortunately, no, Writing Studio services are open only to active Vanderbilt students. However, we do gladly refer recent alum to the Career Center, which provides support to undergraduate and graduate alumni 0 – 2 years after graduation.

Clients May only schedule appointments for themselves and their own writing

It is our policy that appointments are non-transferrable and that each client can only make appointments for their own use and for their own writing projects (individual and group projects).

• In terms of non-transferability, clients may not schedule appointments and then give up or transfer the appointment to someone else. Likewise, they may not attend an appointment scheduled in someone else’s name.
• Clients may not hold a writing consultation for a piece of writing for which they are not the author or co-author (as in the case of group projects and collaborations) or which will be credited to or submitted under another individual’s name.

In general, this policy extends and reinforces our policies on who can access Writing Studio appointments and on daily and weekly appointment limits. More importantly, it preserves the role our one-on-one writing consultations play within the Writing Studio’s larger mission.

On a first violation of this policy, clients 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.
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Appointment Confirmation Requests and Expectation of Limited Confidentiality

Without a request from the student, the Writing Studio does not share information about appointments with instructors or other inquiring parties. This is what we mean when we refer to appointments as confidential. See below for how students may place such a request as well as important information about the limits to the confidentiality we can offer.

requests for Appointment Confirmation

• In the event that a student request is made, the Writing Studio will provide confirmation of a completed appointment’s date and time and the name of the writing consultant with whom the student met.
• Requests for appointment confirmation must originate from the student.
  • Students can place a request following the appointment in question either in person at the Writing Studio’s front desk or via email request sent to writing.studio@vanderbilt.edu from their Vanderbilt email address.
• Appointment confirmation requests or inquiries that do not originate from the student cannot be fulfilled and will be forwarded instead to Writing Studio’s director.

Limits to Appointment Confidentiality

Writing Studio appointment confidentiality is limited in nature, including in the following ways:

• In respect to Title IX, the Writing Studio and Tutoring Services office is considered neither a confidential nor a limited confidential resource, and our staff (full-time and student employees) are mandatory reporters obligated to report allegations of sexual misconduct to the university’s Title IX office.
• As part of the extended Student Care Network, we report concerns pertaining to safety and students’ personal, physical, or emotional wellbeing.
• For purposes of programmatic and institutional assessment and reporting, the Writing Studio and Tutoring Services office takes part in large-scale data sharing with the Office of Undergraduate Education and relevant partner offices.

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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).

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Appointments Limits Per Day and Week

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.

The system will allow appointments to be made up to 7 days in advance. It is important to note that, for the purposes of the weekly limit, our online scheduling system defines each week as running Monday through Sunday. (In other words, Sunday appointments are consider part of the previous week, not as the beginning of a new week.)

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.
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Extended Appointment Policy + Procedure

At the Writing Studio, we recognize that different writers have different needs. One such group includes Graduate Students working on substantial, long-term projects access, such as a dissertation or thesis, to whom we offer an extended appointment type to allow to sustained support from the same writing consultant.

Extended appointments are intended to be a series of two or more appointments wherein you meet with the same consultant, ideally regularly leading to significant progress on a major writing project or goal. Individual extended appointments in the series may last up to an hour and fifty minutes depending on the appointment style chosen (discussed below).

While Graduate Students are the primary target audience for extended appointments, Faculty, Staff, Post-docs and, with permission of the director, undergraduates writing honors theses or other major projects can place such requests, as well.

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.

Graduate clients should be aware that any 2-hour appointments count as two appointments against the following weekly limits:

1. Fall semester – two 50-minute appointments per week with one extra if the prior two appointments have been completed
2. Spring semester – three 50-minute appointments per week with one extra if the prior three appointments have been completed

Styles of Extended Appointment:

There are two options for the style of an extended appointment:

1. The client sends in the piece ahead of time to writing.studio@vanderbilt.edu [by deadline established with the consultant].
   1. The consultant will then read and review the piece for the first hour.
   2. After the first hour, the client will meet with the consultant, either online or in-person depending on the consultant’s availability, and together they will hold a 50-minute appointment…
2. OR, The client may meet with the consultant and may use the full hour and fifty minutes. However, the client does not send in the piece ahead of time. The client and consultant will work together for the extent of the session to review the piece (most common).

Requesting an Extended Appointment:

Prior to Requesting:

Before a client may place a request for a series of extended sessions, an initial 50-minute session is required. During that initial consultation the writer and consultant should discuss the project and the possibility of extended sessions. At that time, the client and consultant would also ideally discuss the type of ongoing appointment most suitable to the writer and the work, and set goals for the series of extended sessions.

If you would like assistance in finding a consultant well suited to your extended consultation goals, please email us at writing.studio@vanderbilt.edu and we can offer a couple of recommendations.

After the Initial Appointment:

1. The client may email Writing Studio requesting the extended appointment series.
   1. If the client emails requesting the appointments, we must check with the consultant being requested, confirm their approval, and have record of the way the appointments will be run. We will also confirm that an initial 50-minute appointment has been completed.
2. OR, as a courtesy to the client, the consultant may email on behalf of the client, copying them, to request a series of extended appointments.
   1. If the consultant emails to arrange the appointments, we can schedule the appointments once we know what the plan is and the duration of the series.

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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.
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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

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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.”
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Need Time and Space to Write? At the Writing Studio, we invite you to try out coming over for a writing session at our main location (1801 Edgehill Ave, Ste 112).

Whether you need a table to spread out on or a quiet room, we have a variety of spaces that are often available as well as complimentary tea and coffee for writers.*

*Our spaces are available during our regular open hours when they are not otherwise needed for official Writing Studio and Tutoring Services staff and programming. To help us manage our space needs, we ask that you follow the guidance and policies laid out below, which include checking in with the front desk clerk or administrative assistant about available spaces as you arrive.

Using Writing Studio Spaces: Policies and Guidelines

Please observe the following policies and guidelines when using our space to write or study:

1. Getting Started: When you arrive, we ask that you always speak with the front desk clerk or administrative assistant before claiming a space. They will review the schedule and standing reservations to determine if there is space in which you will be able to write or study undisturbed.
   • If there is space, you will be asked to sign in using the QR Code provided at the front desk and be shown to a space. Signing in helps us track and report on use of our space in this manner.
   • If there is no space available, we may ask you to visit at a later time.
2. Space is available, but limited: Please know that we will try to accommodate you to the best of our ability, but we will not always be able to guarantee a space for you. This is especially true any time a large number of writing consultants and STEM tutors are holding shifts and when Writing Studio and/or Tutoring Services events and programming are scheduled.

Additional Recommendations

• At our busiest times of the semester, coming to write in our space is a great option for those who hope to claim a Walk-In Appointment because all of our appointments are otherwise booked.
• Are you a graduate student?  At the Writing Studio, we know that sometimes graduate students just need time to write. Come write alongside your peers during our weekly Writing Groups for Graduates and Postdocs and our thrice annual Dissertation Writers’ Retreats.

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