As Stanford's COVID-19 response continues to evolve, VPUE Undergraduate Research is thoughtfully considering the implications of the 4-quarter system, limited campus access, and travel restrictions on undergraduate research for the 2020-2021 academic year. Please continue to check this webpage for our news and updates.
This webpage outlines the policies and procedures for using VPUE Departmental and Faculty Grants for Undergraduate Research. Please read carefully as policies/procedures may have changed.
Questions about the below should be directed to firstname.lastname@example.org.
As a means to comply with set policies and to preserve the rights of departments, faculty, and their research programs, all students who are being supported with VPUE funds are now required to complete a Student Contract prior to participating in an individual VPUE funded department/program.
**In addition to the listed policies as issued by VPUE, departments, programs, or faculty mentors may elect to add more restrictive policies to the Student Contract, as they deem appropriate.**
All stipends are processed by Undergraduate Research through the Financial Aid Office. No payroll charges are allowed. Undergraduate Research cannot process stipend requests which are not tied directly to VPUE awarded funds nor can we process requests to be charged to a non-VPUE PTA.
Any funds not allocated to a specific identified student by May 1st may be reallocated by Undergraduate Research to another department or program. After May 1st, Undergraduate Research will release additional funds (if available) to programs that have identified students who applied to participate but were initially turned away.
If a student's participation does not meet expectations, contact email@example.com so that we can discuss remedies with the student and mentor involved. Students who do not participate fully in the research training opportunity may be asked to return unused grant funds to Undergraduate Research so that they may be made available to another student.
Grant funds are sometimes awarded for non-stipend expenses such as Programming Funds in support of student cohort community-building. When awarded, such funds will be transferred in one transaction to a qualifying PTA administered by the relevant department, program, or center. Subsequent transactions will be the responsibility of departmental staff, and must be clearly related to the purpose(s) outlined in the award notification. A guide with additional instructions will be provided to awarded departments with their initial award letter.
All awarded departments should plan to provide a system-generated financial report on the use of these funds when applying in the subsequent year, no later than October 31st for activity concluded by August 31st. When generating the report, Undergraduate Research recommends using the following report in Oracle:
Unspent programming funds will either be transferred back to Undergraduate Research or will be deducted from subsequent-year awards.
Undergraduate Research is not in a position to answer questions about how/if student grants might affect taxes. Students who receive stipends should consult with Student Financial Services (SFS) and the IRS about scholarships and grants which are received.
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