Group Visit Request

Thank you for your interest in scheduling a group visit!

We're thrilled that you want to experience Transylvania's campus! To make sure that you and your group receive the most out of your campus visit, we have a series of items you need to know to make your experience a successful one.

SCHEDULING YOUR VISIT:

We welcome to campus high school groups, ages 9th grade to 12th grade, and require a minimum two-week notice for all group visits.
Group visits are available Monday through Thursday except during the below dates:
- March 14 to April 7
- April 17th-April 28th
- May 25 to June 11th
- August 15th-August 31st
- September 19 to November 11
- November 21st to January 13

Group visits are contingent upon the availability of tour guides and admissions staff. You will be contacted once your request has been made confirming your preferred date and time.
Groups are required to include at least one adult chaperone for every 10 students.
If you have individuals that require special accommodations or may need additional time during the visit, please note this information in your request below.
Lunch in our dining facilities is not included as part of the tour experience, but you can elect to have lunch through our dining company! Transy's dining company, Bon Appetit, charges lunch per cost of student. Please know that adding lunch as part of your visit may extend your time up to 30 minutes.
Please notify our office of any changes 72 hours in advance of your visit.
Due to safety and security concerns, our Department of Public Safety requires knowledge of all visitors on campus in the event of an emergency. Upon registration, you will receive via e-mail a Group Visit Participation Form to submit a minimum of 24 hours prior to your group visit. It will ask you to provide student information of those attending the visit, including their name, email, date of birth, high school and when they plan to attend college (entry term). Incomplete information may result in possible cancellation of your visit.

VISIT EXPECTATIONS:

Arrive on time! If you feel that you may be late, please notify the Office of Admissions ASAP so we can attempt to adjust your visit itinerary. We will do our best to accommodate any changes in schedule; however, some activities may be shortened or cancelled.
It is possible that groups in excess of 30 total individuals will be split up into smaller groups to increase the quality of the visit experience.
We expect that all campus visitors (students and chaperones) are respectful of all facilities and property and attentive during all components of the visit. Use of cell phones, talking over tour guides/admissions staff and otherwise creating a distracting environment is not acceptable etiquette during a group visit. Failure to behave in a respectful manner could result in early conclusion of the visit and limited availability for future visits by your organization.
Encourage your group to bring questions! Our tour guides enjoy being engaged in conversation.
Be prepared for Kentucky weather (i.e. umbrellas, jackets, rain boots, etc.) and make sure your students have appropriate shoes for walking. Please note in the form below if you have any special accommodations needed for a successful visit.

Please fill out the form below and we will be in touch shortly with more information regarding your request. If you have any questions regarding the visit request, please contact us via email at visit@transy.edu or by phone at (859) 233-8242.

We look forward to having your group on campus!

* Denotes Required Field

Primary Group Contact Person

This individual will be the primary contact for the day of the visit.

Group Primary Contact Name*

Group Primary Contact Title*

Group Primary Contact Email Address*

Group Primary Contact Cell Phone Number*
(This will be the contact number used the day of the visit.)

I have read and agreed to the above listed group visit expectations.*

Yes

Group Information

Group Name*

Group description (Type of Organization/High School, Purpose of Visit)*

Age of student group:

9th Grade

10th Grade

11th Grade

12th Grade

Mix of 9th-12th Grade

Number of Students Attending*

Total Number of Chaperones (including yourself)*
(We require that groups maintain a minimum 10:1 student to chaperone ratio.)

Are all students from the same high school? *

Yes

High School*
Please type the name or CEEB code and select from the provided list.

CEEB

Please List High Schools Attending: *

What form of transportation will you be arriving in?*

15 Passenger Van

18 Passenger Van

80 Passenger Conventional School Bus

Other (Please specify below)

Other Transportation*

How many vehicles will you be arriving in?*

Preferred Visit Date #1 *
Cannot be between March 14th-April 27th or September 9th-November 11th

Preferred Visit Date #2 *
Cannot be between March 14th-April 27th or September 9th-November 11th

Anticipated length of time allotted for visit? (If unknown, leave blank)
(A minimum of one hour is expected for a group visit. If you elect to add lunch, please know it may extend your visit up to 30 minutes.)

Would you prefer a morning or afternoon visit?

Would you like to add lunch onto your visit?*

In order to add lunch onto your group visit, please email Bon Appetit to make a reservation and setup payment. You will receive their contact information in your confirmation email. *
Payment is charged per individual and must be completed prior to arrival.

Additional information: *

The Campus Visit Waiver

Transylvania University (“the University”) has put in place preventative health measures as recommended by the CDC to reduce the spread of COVID-19 for students, faculty, staff and visitors; however, the University cannot guarantee that guest(s), will not be exposed to COVID-19. Further, attending public events outside of the home, including University events, could increase the risk of contracting COVID-19.

Masks are required in common and public spaces inside buildings for all faculty, staff, students and visitors to campus regardless of vaccination status in response to the current public health situation and COVID-19 critical incidence rate in Fayette County. Please make sure you and your guests bring a mask or face covering with you for your tour experience. For additional questions, see the University's campus visitor policy.

By signing this agreement and checking the box below, you acknowledge the University's group visit standards, policies and procedures that you and your guests must meet as laid out by the University as part of the Campus Visit Experience:

I acknowledge that I, my chaperones and students have reviewed and agree to the University's group visit standards, policies and procedures.

In signing this, I acknowledge and represent that I have read it in its entirety, understand it, and sign it voluntarily as my own free act and deed; no oral representatives, statements or inducements, apart from this Waiver has been made.

Transylvania University requires a digital signature of the primary group visit representative/chaperone on behalf of all attending visitors. We ask that this campus visit waiver is distributed to each individual as they are responsible for adhering to the waiver.

Digital Signature of Registrant Representative of Group Visit*