For Awardees

If your UAR Student Grant proposal is accepted, you must complete certain requirements to ensure that you receive your funds in a timely manner. Some requirements are mandatory for all projects, whereas others are necessary only if your project meets certain conditions. Your funding may be delayed or rescinded if you do not complete all requirements, so please read through the information below and act promptly.

For All Projects

In order to accept a UAR Student Grant, you must sign a contract, a waiver, and the SU-18 Patent and Copyright Agreement form. For the contract and waiver, you must submit hard copies that you physically signed. You can pick up, sign, and submit these forms at the front desk of UAR, located on the first floor of Sweet Hall, open Mon-Fri, 8am-5pm (closed until 12pm on Thursdays). These forms must be submitted within one week of your award notice. You can download and read these forms before submitting your signed copy to UAR here:

  1. Contract
  2. Waiver

If you are off campus and unable to submit hard copies of the form, please contact vpue-research@stanford.edu for instructions. 

The SU-18 form, or the Patent and Copyright Agreement, is your agreement to abide by the terms and conditions on intellectual property as specified in Stanford University's policies on Inventions, Patents and Licensing and Copyright Policy (both published in the Research Policy Handbook). Submit this form via Axess. Log into your student account in AXESS and go to the Student Center page. Then, click on the link "Patent Agreement SU-18" that appears at the bottom right hand corner of the page. Read and sign the SU-18 form electronically. You may notice that you have already signed the form (perhaps for an earlier grant or on-campus job); if so, you do not need to sign the form again.

All awardees must write a thank you letter to the donor who is making your grant possible. Thank you letters play an important role in ensuring the future of the grants program. You must submit the letter in hard copy, signed by hand with ink, to the front desk of UAR within one week of your award notice. If you are off-campus, email vpue-research@stanford.edu for instructions.

When writing your letter, please use the following guidelines:

  • Your letter should be addressed to "Dear Supporter of Undergraduate Research."
  • Your letter should be neat and legible. It can be typed or handwritten.
  • Your letter can take many different formats and can be organized however you prefer. In the past, students have submitted everything from formal, typed business letters to handwritten postcards.
  • Above all, your letter should be sincere and personal.
  • Your letter should say "Thank you."
  • Your letter should describe your project's goals and motivations in language that a curious, well-educated, nontechnical audience can understand.
  • Your letter should describe how you hope this project will contribute to your Stanford experience, and how it will help shape your plans for the future.
  • Your letter should be hand signed. Make sure that you also include a typed/printed version of your name in case your signature is illegible.

UAR funds successful grant stipends through the Financial Aid Office. Sign up for direct deposit in Axess if you don't already have this arranged with the University. When set up, direct deposit is the default way for stipend checks to be disbursed. Otherwise, your check will be processed and mailed through Student Financial Services (SFS). Checks are mailed to the address you have entered into Axess; it is your responsibility to make sure that this address is current.

If there is a hold or balance on your University account, you will need to correspond with SFS to resolve the issue.

Funds for human subject payments and lab supplies are transferred to the departmental accounts that you indicate in your grant application.

We require you to spend your grant funds in accordance with your approved budget. We ask that you track your expenses and save receipts for all project-related expenses. In some circumstances, UAR may ask for your receipts and/or expense records at the conclusion of your project.

As your project progresses, you may find it necessary to change your plans. Please inform UAR staff of these changes to avoid subsequent confusion!

UAR will send you a notice to complete a report on your project experience to close out your grant, typically three months after your award or at the end of summer for summer projects. The questionnaire will guide you through an evaluation of your learning experience, and will also require a write-up of the updates on your research question and the findings and outcomes of your project.

To close out your grant after you complete your project, you will need to apply to present a project poster at the Symposium of Undergraduate Research and Public Service (SURPS). We hold two symposia each year: SURPS during Alumni Weekend (October), and ASURPS during Admit Weekend (April). Note that you cannot present at SURPS or ASURPS after you graduate.

UAR also encourages current student volunteers to present their project posters or to speak about their project experiences to students who are not yet engaged in these pursuits. Some of these info session events may be dorm presentations with UAR staff, and you may like to consider contributing especially to your freshman or sophomore year dorms. Please indicate the dorms where you would like to give such a presentation. You will be playing a part in guiding students as they explore their interests and begin their own independent projects!

 

For Projects Involving Coursework (Chappell Lougee Scholarships and others)

Your award may be contingent upon completing certain course requirements. These courses are meant to train you in either the subject matter or the methodology of your project. If you indicated in your application that you would be completing certain courses to prepare you for your project, or if the grant award committee requested that you complete certain courses as part of your acceptance, you must enroll in these courses at the next available opportunity in order to receive your funding.

For Projects Involving Human Subjects

If your project involves working with human subjects, you must upload your official Institutional Review Board (IRB) approval letter to the Grant Application Portal within one week of your award notice. Submit the PDF of the IRB official document with the Stanford seal watermark. Please do not submit an email or other informal correspondence.

If your IRB protocol is not ready to submit, contact vpue-research@stanford.edu for advice on how to proceed. Please provide all the information you have about the current state of your IRB application. Be aware that the offer of funding may expire if you do not submit your IRB approval letter in a timely manner.

For Projects Involving Human Subjects Payments

If you are awarded funds for Human Subjects-account transfer, you will need to communicate with the financial administrator responsible for your faculty mentor's accounts to confirm the appropriate PTA number and to ensure that you are also providing information that the administrator needs in order to assist you. The financial administrator might have a title such as “financial analyst”, “department manager”, or “lab manager.” Confer with your faculty mentor and/or their assistant to locate the correct individual. The PTA you provide should be an unrestricted Operating or Designated PTA (awards ending from AAAAA-FZZZZ). To complete this step, please enter your PTA and the name of the financial administrator you are working with into the Grant Application Portal. If you or your financial administrator has any questions, please contact vpue-research@stanford.edu.

For Summer Projects and Off-Campus Travel Projects

If your project takes place over the summer, or involves either domestic or international travel, you must upload the following to the Grant Application Portal:

Your proof of insurance can be a photo or scan of your insurance card or a screenshot of a health insurance portal (make sure it is saved as a JPEG or a PDF). Your proof of insurance must show your name, the health insurance company, and the plan. Please double check that your proof of insurance shows your name, especially if the primary account holder is not you. Upload this document to the Grant Application Portal.

If you did not provide a field contact letter during the application process, you must provide one now. Field contacts serve two purposes: 1) providing access to a research resource and 2) serving as an emergency contact for you while you are in the field. Please ask your field contact(s) for a brief note addressing these two issues, save the note as a .pdf file, and upload it to the Grant Application Portal.

Please provide us with a summer emergency contact number in the Grant Application Portal. This should be the best phone number to reach YOU in case of an emergency during the summer. Please note that this is not an emergency contact for parents, guardians, etc. If the University needs to contact anyone else about an emergency that has happened to you, we will use the emergency contacts you have on file in Axess; make sure you keep these contacts up to date as well.

For International Travel Projects

If your project involves travel abroad, you must fulfill these extra requirements:

If your grant is funding travel abroad, you will need to provide proof of international insurance coverage in addition to the general coverage described above. You should upload all documentation to the Grant Application Portal. Your international coverage must include 3 specific things:

  • Emergency medical care abroad
  • Emergency evacuation
  • Repatriation of remains

The easiest way to make sure you have the appropriate international coverage is to get an International Student Identification Card (ISIC), which can be obtained at the Bechtel International Center or online. Alternatively, if your current insurance includes these elements of international coverage, you can ask your insurance provider to provide you with a letter stating that these three items are included in your coverage. If you use a letter or other documentation from your insurer, please highlight the section(s) that specify the three international coverage requirements listed above.

Note that if you have Cardinal Care, you do not need to provide additional proof of international coverage, as Cardinal Care does include all 3 of the additional requirements.

Students with projects or conferences abroad must complete the brief Introduction to International Travel Preparation online course offered by the Office of the Dean of Research. When you are finished, save a screenshot of your confirmation page as a JPEG or PDF and upload it to the Grant Application Portal.

If you are Major Grant or Chappell Lougee Scholarship recipient whose project involves travel outside the USA, you must attend the International Public Service and Research Preparation (IPREP) Workshop in the Spring Quarter. The workshop will be held on Friday, May 18, 2018 from 3:00pm - 5:30pm. Instructions for workshop registration will be provided at a later date. If you are a Small Grant recipient, you are not required to attend this workshop; instead, complete the online International Public Service and Research modules mentioned below.

UAR requires Small Grant recipients with overseas projects to complete viewing the online International Public Service and Research videos (10 modules: 1.1 – 1.5; 2.1 – 2.5). These modules help students think through how to deal with awkward, difficult, or potentially risky situations when overseas. Students must then complete the Workshop Video Questionnaire as part of the grant award requirements.

Register your travel itinerary with the Stanford Office of International Affairs. When you are finished, save a screenshot of your confirmation page as a JPEG or PDF and upload it to the Grant Application Portal.

For U.S. citizens traveling abroad, please pursue embassy registration at https://step.state.gov/step/ . Please save a screenshot of the confirmation page for your registered trip as a PDF or JPG and upload it to the Grant Application Portal.

Non-U.S. citizens are advised to contact the embassy of their country and register. For more details, please visit http://embassy.goabroad.com/ .