Acceptance Requirements for International Projects

If your UAR Student Grant proposal is accepted, you must complete a list of acceptance requirements to ensure that you receive your funds in a timely manner. It is important to understand that while a proposal might be accepted, funding is not awarded (fully disbursed) unless your assigned acceptance requirements have been completed by the given deadline.

The nature of your project will dictate the needed acceptance requirements. Please be sure to check the Grant Application Portal to see which acceptance requirements apply to your individual project.

UAR reserves the right to delay or rescind funding if assigned acceptance requirements are not completed.

For Projects outside the United States

In order to accept a UAR Student Grant, you must sign a Contract and a Waiver. Hard copies of the Contract and Waiver must be physically signed (in blue ink). 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, 8:00am - 5:00pm (closed until 12:00pm on Thursdays). These forms must be submitted within one week of your award notice. Prior to submitting your signed forms, UAR encourages all students to throughly read the Contract and Waiver. Copies of the documents can be found here for review:

  1. Contract
  2. Waiver

If you are off campus and unable to submit hard copies of the forms, please email scanned copies of the signed Contract and Waiver to vpue-research@stanford.edu. The scanned copies will serve as a placeholder until the originals are received.

The original signed copies of your Contract and Waiver should be mailed to the following address:

UAR Research Team
c/o Research Programs Coordinator
590 Escondido Mall
Stanford, CA 94305

 

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.

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 but should always include an ink signature.
  • 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.

If you are off campus and unable to submit a hard copy, please email a scanned copy of your signed thank you letter to vpue-research@stanford.edu. The scanned copy will serve as a placeholder until the original is received.

The original signed copy of your thank you letter should be mailed to the following address along with your Contract and Waiver:

UAR Research Team
c/o Research Programs Coordinator
590 Escondido Mall
Stanford, CA 94305

 

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). This form must be submitted via AXESS.

Instructions to complete this form are as follows:

  1. Log into your student account through AXESS.
  2. Scroll to the bottom of the page.
  3. Click on the link "Patent Agreement SU-18" that appears at the bottom right hand corner of the page.
  4. 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.

Please provide us with an emergency contact number in the Grant Application Portal. This should be the best phone number to reach YOU in case of an emergency (be sure to include an area code). 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. Additionally, be sure that your contacts are up to date in AXESS as well.

If your project takes place over the summer, or involves international travel, you must carry an active insurance policy. By endorsing your insurance coverage in the Grant Application Portal you understand and agree that you are solely responsible for obtaining and maintaining in effect for the full duration of your project (and, if asked, provide proof in documentation acceptable to Stanford) Stanford Cardinal Care (student health insurance) or health insurance coverage equal to or greater than that offered by the Stanford Cardinal Care Plan. You are solely responsible for payment-in-full of all costs for medical care you may receive, and/or for medical evacuation and/repatriation of remains, and waive any right to hold Stanford and/or its agents or employees responsible for any such costs.

If your project takes you abroad, you will need to make sure you have international insurance coverage in addition to the medical coverage described above. By endorsing that you have international insurance coverage in the Grant Application Portal you understand and agree that you are solely responsible for obtaining and maintaining in effect for the full duration of your project (and, if asked, provide proof in documentation acceptable to Stanford) international coverage. 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.

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.

You will need to register your travel itinerary with the Stanford Office of International Affairs. to complete this acceptance requirement, please follow the below steps:

  1. Visit the OIA Registration Page.
  2. If you have never registered with OIA, create a MyTrips profile.
  3. Complete the "User Registration for Stanford University Travelers" form.
  4. Click "Create New Trip" (additional instructions on creating a new trip can be found here).
  5. Input all fields that apply to your trip: Flight, Accommodation, Train, and Ground Transportation.
  6. From the "MyTrips" page, take a screenshot of your registered travel.
  7. The uploaded file MUST be saved as a PDF or JPG, show YOUR name in the top left corner, and clearly show your travel dates and destinations.

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. Your submitted confirmation must include your full name and display the dates and location(s) of your travel which align with your submitted proposal.

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

UAR requires all grant recipients with international projects or conference presentations to complete the online “UAR/OIA: International Travel Preparation Course”. The course modules help students think through their pre-departure plans and how they would manage health and safety issues when abroad. Special access to this course will be granted by UAR to students who are awarded grants. Students must fully complete ALL required modules and are expected to score 100% on the four quizzes within the modules. Upon completing the modules please follow the below steps:

  1. Visit the Canvas website. You must be awarded a grant to access this site.
  2. Click on “Grades” in the Canvas course.
  3. Save a screenshot or print a copy of your course grades as a JPEG or PDF file (remember, you MUST score 100%).
  4. Upload the JPEG/PDF to the Grant Application Portal. .

Presenting Your Research

To close out your grant after you complete your project, UAR requires all grant recipients 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 first year or sophomore year dorms. Please indicate the sites 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!

 

Receiving and Tracking your Funds

UAR funds successful grant stipends through the Financial Aid Office. You will need to sign up for direct deposit in AXESS if you have not already done so. 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 you opt out of direct deposit.

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 are transferred to the departmental accounts that you indicate in your grant application.

UAR requires 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 email vpue-research@stanford.edu of these changes to avoid subsequent confusion.

UAR is not in a position to answer questions about how/if student grants might affect taxes. Please consult with Student Financial Services (SFS) and the IRS about scholarships and grants which are received.

Closing Your Grant

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.

**If any additional acceptance requirements have been assigned to you that are not covered above, please see our Additional Acceptance Requirements webpage.