Travel Information

We will purchase your airline ticket and provide reimbursement for one checked bag if you're traveling to and from Knoxville, TN. Additionally, we'll reimburse you for the mileage of your personal vehicle for one round trip between your home address and the nearest airport. All program booked flights will include Unaccompanied Minor service.

Mileage Form (.pdf, 224kb)

Once a round (or one-way) trip airline ticket has been purchased for you by the program, you will be ineligible to receive reimbursement for personal vehicle mileage to travel to/from the academy.  

Arrival Flights

Flights will be scheduled so that participants arrive at registration at the dorm in Knoxville, TN between 2:00 - 4:00 PM EDT on arrival day. When you arrive at TYS, a resident teacher will meet you at your arrival gate. They will be wearing a bright Appalachian STEM Academy shirt and holding an Academy sign. Photos of the resident teachers will be emailed to you prior to your departure.

Return Flights

At the conclusion of the program, return flights will be scheduled to depart after 12:00 PM, following the final presentation.

If you are flying home from the academy, a staff member will cover the baggage fee for one checked bag under 50 pounds, so no reimbursement will be necessary.

If you have questions about packing or airport rules, please refer to the TSA website.

Notes:

• Overweight baggage fees are not eligible for reimbursement.
• Seat upgrades (including priority boarding, preferred seating, or extra legroom seats) are not eligible for reimbursement unless required for a documented medical reason and approved in advance.

Arrival Instructions

Students will arrive at a residence hall at the University of Tennessee, Knoxville campus. Check‑in and registration will take place at dorm between 2:00 - 4:00 PM EDT on arrival day.

One week before the start of the program, you will receive a detailed arrival email that includes parking information, unloading instructions at the dorm, and complete check‑in procedures.

Departure Instructions

At the conclusion of the program, students will be picked up at the Pollard Center on ORAU’s campus, where final presentations will be held.
Address: 210 Badger Ave., Oak Ridge, TN 37830

Student luggage will also be available for pickup at Pollard.

Final presentations begin at 8:30 AM and typically conclude around noon, followed by a provided lunch for all attendees. Families may depart with their students after final presentation.

Mileage Reimbursement

Mileage reimbursement is available for students who are driven to the program.

• Arrival mileage may be reimbursed for one one‑way trip from your home address to Knoxville, TN.
• Departure mileage may be reimbursed for one one‑way trip from your home address to Oak Ridge, TN (Pollard Center) to pick up the student at the end of the program.

Additional details:

• Reimbursement is available only if the distance traveled is more than 50 miles.
• Mileage is reimbursed at the current GSA rate, up to a maximum of $350 total.
• Reimbursement is limited to $175 each way.
• Participants from the same household/program traveling from the same home address are eligible for only one reimbursable round trip.

Please complete and submit the Mileage Reimbursement Form (.pdf, 224kb) by August 7 and email it to ARC-MS@orau.org. 

An airline ticket for your one‑way flight will be purchased by the program. You may be reimbursed for one checked bag, plus personal vehicle mileage for ONE‑WAY travel between your home and the airport.

Additionally, you may be reimbursed for ONE‑WAY personal vehicle mileage to the program if the distance traveled is more than 50 miles. We will not reimburse for round‑trip travel. Personal mileage reimbursement is limited to $175.

For more information, please review the additional details provided in the Driving and Flying sections on this page.

During the program, all participants will be housed together in a residence hall on the University of Tennessee, Knoxville (UTK) campus. UTK assigns dorms to summer groups in late spring, so the specific dorm name and address are not yet available. This information will be emailed to you once it is confirmed and will also be posted on the student website.

You will be assigned to a double shared dorm room. Each room includes a private bathroom that you and your roommate will share. You can view an example virtual walk‑through of this room layout on UTK’s website.

Each room is fully furnished with:

• Twin XL beds (in a double‑shared room)
• Mattresses with nylon covers
• Desks and desk chairs
• Dressers
• Microfridge unit (refrigerator/freezer/microwave combination)
• Recycling bin
• Trash can and trash bags
• Toilet paper and hand soap

The dorm also includes free laundry facilities and a shared kitchen on each floor. The program will provide laundry detergent, snacks, and all meals throughout your stay. If you have specific snacks or personal items you prefer, please plan accordingly.

You will receive two linen packs upon arrival. Each pack includes:

• 1 top sheet
• 1 bottom sheet
• 1 blanket
• 1 pillowcase
• 2 towels
• 1 washcloth

Please note you must bring your own pillow.

Students will have the opportunity to shop for personal items during planned trips to local stores:

• Walmart – Sunday, July 12
• Target – Saturday, July 18

These trips are a good time to purchase any additional snacks or comfort items you may want during the program.

Please be aware that toiletries such as shampoo, conditioner, soap, toothpaste, and deodorant are not provided, so be sure to pack these. You are also welcome (but not required) to bring extra comfort or organizational items for your dorm room, such as:

• Hangers
• A small desk lamp
• A small fan
• Extra blankets
• Extra towel
• Shower shoes
• Alarm clock
• Bathmat

UTK is a large campus, and you will be walking frequently, typically no more than 20 minutes at a time, so please pack comfortable walking shoes. If you believe that walking these distances may be difficult for you, please notify program staff in advance so that accommodations can be arranged. The program will provide a rain poncho for inclement weather. View the campus map.