Interview Arrangement Q&A

Our departmental administrative team will be assisting you through the travel and interview process. In an effort to minimize the number of emails you receive during this process, we have prepared the following information.

Please note: the bottom of this section contains a request for information.

Should you have any questions, please do not hesitate to contact the administrative team members assisting in the recruitment process.

We look forward to meeting you soon!

Recruitment Team (Administrative)	Contact Information Department of Biostatistics 1161 21st Avenue S, S-2323 Nashville,TN 37232-2158	Areas of Assistance
Diane Kolb Administrative Mgr.	diane.kolb@vanderbilt.edu 615.343.2227	Faculty Offer letters and post offer questions Interview day guide and post visit reimbursement
Sherry Stokes Administrative Assistant II	sherry.a.stokes@vanderbilt.edu 615.322.6106	Staff Interview planning and travel coordination Offer letters, post offer questions and post visit reimbursement

Most interviews are scheduled approximately two to four weeks from the date we are notified of your upcoming visit.

We have a standard procedure for candidate visits (although flexible according to candidate schedules, airline schedules, etc.). If this does not work for you, please let us know your preferences and we will strive to accommodate your schedule. If the candidate lives within a 250 mile radius of Vanderbilt, driving is required. See below for reimbursement information regarding use of personal auto or vehicle rental. Otherwise, if the candidate lives outside of this radius, we will prepay airline travel, hotel accommodations and ground transportation through our contract companies.

OPTION 1: (minimal time in Nashville)

• DAY 1
  • Arrive in Nashville in the late afternoon, allowing you time to check in to the hotel and briefly visit the area.
  • Ground transportation provided by one of our contract sedan companies, if you do not choose to rent a vehicle or use your own. You will be met at the airport and transported to the Embassy Suites Hotel, Vanderbilt.
• DAY 2
  • Embassy Suites shuttle will transport you to VUMC.
  • Departure is scheduled for end of interview day.
  • Ground transportation will meet you outside our building and transport you to the airport for evening departure.

OPTION 2: (a little more time in Nashville)

• DAY 1
  • Arrive Nashville in the early afternoon, allowing you time to check in to the hotel and visit the area.
  • Ground transportation provided by one of our contract sedan companies, if you do not choose to rent a vehicle or drive your own. You will be met at the airport and transported to the Embassy Suites Hotel, Vanderbilt.
• DAY 2
  • Embassy Suites shuttle will transport you to VUMC
  • Departure is scheduled for end of interview day
  • Ground transportation will meet you outside our building and transport you to the airport for evening departure.

Additional Covered Expenses: (original receipts must be provided for reimbursement)

Personal Automobile:

• Mileage will be reimbursed using the standard mileage rate of $.55 per mile.
• Tolls and parking fees will be reimbursed at actual cost per submittal of original receipts.
• Gas, repairs, fines, etc. are not reimbursable.

Vehicle Rental: The Department of Biostatistics will reimburse candidates for reasonable costs associated with the rental of an economy-size vehicle for up to two days (maximum). Due to rental agency restrictions, the department is unable to reserve the vehicle on behalf of candidate(s). Please reserve your own vehicle and notify the department in advance of your intention to rent. Post visit, please submit your receipts to Diane Kolb or Sherry Stokes.

• Mileage is not reimbursable
• Tolls and parking fees with be reimbursed at actual cost per submittal of original receipts.
• Two gasoline purchases will be reimbursable at actual cost per submittal of original receipts; if traveling within a 250 mile radius of Vanderbilt
• One gasoline purchase will be reimbursable at actual cost per submittal of orginal receipt; if renting a car once in the Nashville area

Parking:

• The Embassy Suites offers two parking options, valet and self-park. Please pay all related parking fees upon check-out. Post visit, please submit parking receipts to Diane Kolb or Sherry Stokes.

Meals:

• The Department of Biostatistics will reimburse you for all reasonable meal expenditures incurred for your interview with us. We cannot reimburse for alcoholic beverages. The maximum amounts per day are: Breakfast $12.00; Lunch $16.00; Dinner $30.00 which is fully reimbursable at actual cost per submittal of original receipts. Post visit, please submit your receipts to Diane Kolb or Sherry Stokes.

If a candidate cancels an interview after travel arrangements are confirmed, the candidate will be responsible for his/her non-refundable travel expenses.

Once you have selected your option, please provide the following information to sherry.a.stokes@vanderbilt.edu:

1. Full legal name (for airline ticket):
2. Preferred date(s) of departure:
3. Preferred departure city/airport, if flying:
4. Preferred date of return flight, if flying:
5. Any special requirements:
6. VUMC to provide ground transportation? (If no, please inform us whether you will be renting a vehicle or driving your own vehicle.)