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Sample Invitation to Undergraduate Visiting Research Intern

Dear Student,

On behalf of the Department of <name of department>, I would like to extend an invitation for you to join us as an Undergraduate Visiting Research Intern with Professor <professor's name>’s research group for the summer term beginning <day, month, year> and ending <day, month, year>.  Please note that this invitation is contingent on approval by Graduate Admissions, Student and Academic Services, and may not exceed beyond the summer term.

I have attached a brief description of your responsibilities during your internship at Stanford. If you have any questions about the work that we expect you will be doing here, please contact Professor <professor's name>.

As an Undergraduate Visiting Research Intern, you must pay a $500 fee for the summer term. This fee cannot be prorated, so you will be responsible for the full amount. To ensure that you are protected by health insurance, you will automatically be enrolled and billed for Stanford’s health insurance (Cardinal Care) for the summer term. The Cardinal Care fee is $<cost of Cardinal Care> for the term. If you have alternative health coverage, you may wish to waive Cardinal Care. Please note that if you wish to waive Cardinal Care, you must do so in Axess, Stanford's student information portal, by the quarterly deadline of June 15. If you are an international student, you must submit the International Student Insurance Coverage Certification form to the Vaden Student Health Center: Information about insurance is available from Stanford's Vaden Student Health Center at You will also be charged the Campus Health Services Fee of $<cost of CHSF> per quarter. This fee cannot be waived or pro-rated. Stanford University does not accept credit cards for payment of student accounts.

You will receive a student photo ID card that permits entry to and borrowing privileges from the Stanford libraries and use of recreational facilities, Vaden Student Health services, and email and other computing services. I have enclosed the Undergraduate Visiting Research Internship forms that you should complete and return at your earliest convenience. In addition, send the completed placement plan form and a copy of your most recent school transcript, as well as your letter of invitation signed by you. International Undergraduate Visiting Research Interns must submit a legible copy of the passport biographic page(s).

All students must sign a patent and copyright agreement. Please check with <department, program, faculty member, or whomever is appropriate>.

Undergraduate Visiting Research Interns must abide by all Stanford University policies and applicable laws. Visiting internship status is a privilege and not a right; this nonmatriculated student status may be revoked at Stanford's discretion at any time.

We look forward to your arrival and trust that your participation in our research activities will be rewarding both for you and the research group as a whole.


Sponsoring Faculty Member

Undergraduate Visiting Research Intern Invitee: Sign and date below indicating that you have read and accept the terms as set forth in this letter regarding the internship appointment in the <department, program> at Stanford University.

Signature and Date