Program Logistics for Mentors

The program is 8 weeks every Summer

• Summer 2025 dates will be 6/2/25-7/25/25

Students receive a stipend from Harvard OSE for their participation in the Program; participating PIs are expected to match the stipend

The following process document outlines the steps that the BIDMC Office of Student Engagement and Experience (OSEE) will follow when matching applicants to mentors

You can download a PDF version of the steps here

The following process document outlines the steps that the BIDMC Office of Student Engagement and Experience (OSEE) will follow when matching applicants to mentors

1. Mentor sends project to OSEE using BIDMC Shapiro Scholars Project Intake Form
   • Mentor secures funding
   • OSEE posts project on BIDMC Shapiro Scholars- Summer Research webpage, and adds project to official BIDMC- Shapiro Scholars Application Form
   • Mentor applies for IRB approval for project (if needed)
     • Mentor is responsible for IRB onboarding

2. Student applies for summer research opportunities using official BIDMC- Shapiro Scholars Application Form by February 28^th, 2025
   • Student ranks top 3 Mentors/projects of interests with provides brief statement of interest for each
   • Student sends copy of CV to OSEE

3. OSEE sends student’s CV and statement of interest to each Mentor, with instructions for two-week turnaround on decision to offer project opportunity to student
   • Mentor has the option to connect with/interview student

4. Mentors communicate decision to OSEE

5. OSEE communicates with student to identify which Mentor/project they are interested in selecting

6. Mentor confirms with the OSEE that they plan to take on the student for summer research, that they will be able to match the $2500 dollar stipend, and communicates any project changes to the OSEE
   • Reminder: federally funded grants cannot be used for stipend payments unless they are designated training grants: 11.3.10 Stipend Supplementation, Compensation, and Other Income
7. Once Mentor has signed and returned Agreement Form, OSEE draft up and send offer letter to student, using official BIDMC-Shapiro Scholars offer letter template (below)
8. Student returns signed offer letter, and applies for summer funding via HMS Office of Scholarly Engagement (OSE) by March 31, 2025
9. Mentor completes HMS Office of Scholarly Engagement Mentor Agreement Form (sent directly from OSE)
10. If OSE requires updates to students’ proposal, student and mentor connect and tweak proposal; student loops in OSEE

12. Student receives approval by mid-May 2025, and sends award letter to OSEE for records

13. OSEE begin onboarding student, following streamlined research student onboarding process