Eligibility Requirements for All Applicants

Students collaborating on a project

IMPORTANT NOTE

Carefully read our eligibility requirements for all VPUE Undergraduate Student Grants. In addition to the below, each grant type has its own subset of policies. Please explore each individual grant page for more details. 


TABLE OF CONTENTS:


Enrollment

  • Undergraduate Research Student Grants only support current Stanford undergraduate projects
  • Students who are eligible to apply for our grants:
    • Students currently enrolled in undergraduate Stanford courses
    • Students on a Leave of Absence (LOA)
    • Students on a Flex Term
  • Students who are ineligible to apply for our grants:
    • Students on suspension
    • Entering students taking a gap year (a gap year only happens before matriculation)
  • Grant funds cannot be disbursed, retained, or used during quarters when students are on suspension
  • Students may only use awarded Major Grant and Chappell Lougee Scholarship funds during a Spring or Summer Flex Term - Additional details about Flex Terms and Flex Term considerations can be found on Chappell Lougee and Major Grant webpages
  • Students may not receive both academic units and a stipend for any single project activity.
  • Students must retain an active undergraduate status throughout the period of their project
  • Further details about 20-21 Undergrad Enrollment Options have been provided here

Academic Standing

  • There is no GPA requirement, but the Review Committee will consider your academic status when evaluating your ability to complete your project. You are encouraged to discuss any academic concerns with an Academic Advisor, and to address proactively any academic concerns in your proposal.

Leave of Absence (LOA)

  • Students may apply for Undergraduate Research grants while on a LOA but cannot *use* their funds during a LOA, i.e., students must use their research grants in an active enrolled quarter within the same academic year 
  • Students on suspension are not eligible to apply and are encouraged to apply after their Request for Return has been approved
  • Only if a LOA must be taken for a specific project-related reason and students have received prior approval from the Undergraduate Research staff to do so may students use grant funds during a LOA

Faculty Mentor Eligibility

  • All projects supported by a VPUE research grant must be conducted under the guidance of a qualifying Stanford Faculty Mentor. Your project may draw upon the guidance of multiple mentors; however, at least one of your mentors must meet all of the following criteria:
    • A qualifying mentor must be Academic Council or Med Center-Line faculty
      • Almost always, these faculty hold the title of Professor, Associate Professor, Assistant Professor, Senior Lecturer or Senior Fellow
      • Mentors without one of these titles only qualify with prior approval of their home department and of Undergraduate Research staff, and only if they meet all other criteria
      • You may check your mentor's eligibility via Stanford Rimeto (directory)
  • Your mentor must have their own active research or creative agenda in a discipline closely related to the main field of your project
  • Your mentor must be available to provide consultation, training and, advice throughout your project timeline
  • For more on requesting letters from Faculty Mentors visit our Requesting a Faculty Mentor Letter of Support webpage

Project Eligibility During COVID-19

  • Per University and broader public health guidelines, all grant proposals must include a remote project option: i.e. a version of the project that can be done remotely from a student’s place of residence.  This remote option must not involve (1) any in-person engagement, (2) local, domestic, or international travel, (3) on-campus project facilities, (4) or project facilities at other institutions or organizations. Proposals that do not have a remote project plan will not be considered
    • If you are living on campus and have been approved to use on-campus facilities, you must include documentation indicating official approval of both housing and facility usage in your proposal.
  • As of September 2020, research projects that require travel of any kind are strictly prohibited until further notice. This includes domestic and international travel AND all travel that is local in nature (e.g., visiting a nearby library or museum in the town where a student is living, commuting from off campus to an on-campus facility, etc.)
    • We understand that levels of COVID-19 risk and related local guidelines vary by region, but no exceptions will be made
    • Policies regarding travel will be updated as the University's policies evolve
  • For tips on writing a remote project plan, visit our Remote Project Guidelines

General Project Eligibility

  • Any Student Grant-funded project must comply with the research policies of Stanford University. These policies are established in part by the Office of the Dean of Research, which publishes the Stanford University Research Policy Handbook and maintains web pages with detailed information on all relevant policies
  • Student grant-funded projects also must adhere to the following guidelines established by VPUE Undergraduate Research:
    • Project Timing: Undergraduate Research does not fund student projects retroactively
    • Human Subjects Research: If your project involves human subjects in any form, you must provide the Undergraduate Research office with (1) proof of submission of your Human Subjects eProtocol to Stanford IRB (in your grant application) and (2) an approved eProtocol before receiving any funding
    • Field Contact: If your project entails partnering with an off-campus institution (e.g., archives, nonprofits, hospitals, community organizations, etc), you will not receive funding until you provide Undergraduate Research with evidence that you have established contact with the organization and are equipped to execute the project with their support. Your field contact support letter must be uploaded with your application.
    • Budget Requirements: Undergraduate Research does not fund expenses already covered by another funding source
  • Undergraduate Research may disqualify any proposal in the event of unaddressed safety or ethics concerns

Grant Close Requirements

  • If you were awarded funding previously from VPUE Undergraduate Research, you will need to ensure that all past grant applications are fully closed and have a "Fulfilled" status in the application portal prior to applying for any new funding. You will only need to close grants which you have been awarded for. Students whose awarded grants have not been fully closed out will carry a "Grant Closed" status. Students who have not fully closed out prior awarded VPUE grants will not be considered for future funding opportunities.

Fundamental Standard

  • Please note that violations of Undergraduate Research policies are also violations of the Fundamental Standard and may be referred to the Office of Community Standards
  • Students who fail to abide by the policies as set forth by Undergraduate Research, The Vice Provost for Undergraduate Education, and Stanford University will have low priority for future Undergraduate Research funding opportunities
  • Undergraduate Research reserves the right to rescind funding at any given point and time should they be apprised of any policy violations as outlined above or as listed on the individual grant websites