Higher Education Research Experiences at ORNL
Frequently Asked Questions about HERE at ORNL
Sponsor
Q. What is the source of funding for this program?
A. Research programs at Oak Ridge National Laboratory provide the funding for this program.
Administrators
Q. Who administers this program for Oak Ridge National Laboratory?
A. The Oak Ridge Institute for Science and Education accepts and processes applications on behalf of ORNL, makes offers of appointment, administers stipend and other participant payments, and maintains this website at the direction of ORNL.
Q. What is the Oak Ridge Institute for Science and Education?
A. The Oak Ridge Institute for Science and Education (ORISE) was established by the U.S. Department of Energy to undertake national and international programs in education, training, health, and the environment. ORISE and its programs are operated by Oak Ridge Associated Universities (ORAU) through a contract with the U.S. Department of Energy. Established in 1946, ORAU is a consortium of colleges and universities.
Eligibility
Q. Can I apply if I don’t have legal permanent resident status (green card), but I know I will get it before my appointment starts?
A. LPR status is for citizens of foreign countries who have established permanent residency in the United States. You must have your LPR status at the time you apply. You will not be able to start your appointment if you cannot provide documentation of LPR status.
Q. I’m an undergraduate student, but I won’t be 18 years old for another year. If this program is for undergraduate students, why can’t I participate?
A. Eighteen is the minimum age for participation regardless of your education level.
Q. Do I have to have health insurance coverage to apply or can I wait until I’m selected to acquire it?
A. You must have health insurance and provide proof of coverage in order to begin your appointment. That means that you will not be able to start your appointment or be eligible to receive a stipend payment until you have health insurance. Since some insurance providers have a waiting period from the time you apply, you may need to plan ahead in order to start your appointment at the desired time and still serve the full appointment.
Applications
Q. Is it possible for me to send in an application now and remain on file for consideration next year?
A. Your application will remain on file until 30 days before the availability ending date that you encode. Your availability dates can not be for more than one year, so you will have to re-apply each year.
Q. Do my reference letters need to reach you by the deadline?
A. You should plan to have all parts of your application reach us by the deadline.
Q. Can references be sent by e-mail?
A. No. Submission of references is an online Internet process. If your recommenders experience difficulties, have them contact ORISE at (865) 576-3427 or Cheryl.terry@orau.org.
Q. How do I select a research area?
A. Visit the following website for information on the various divisions at ORNL and the research they conduct: Science and Technology at Oak Ridge National Laboratory
Q. What should I do if I don’t have a preference of research area?
A. You must indicate at least one research area choice.
Q. Can I get in touch with scientists in the research areas I’ve chosen? Is this advisable?
A. Yes. As you explore the laboratories’ Web sites, you may identify scientists, offices, or divisions you would like to contact. The more you know about the laboratory, the better chance you have of making a choice appropriate to your interests and skills. HOWEVER, potential mentors are NOT authorized to offer you an appointment. If you are selected you must receive an official letter from ORISE.
Q. Will you let me know if you are missing parts of my application?
A. You will not be able to electronically submit your application for review unless you have answered all required questions. In addition, your application will not be reviewed (even if you have completed all required elements and electronically submitted it) until your references have been received. You can check to see if your references have been received by logging into your application and clicking on the “click here to view reference status” link at the bottom of each application page.
Selection
Q. How does the selection process work?
A. Your application is viewed by scientists across the laboratory based on your field of interest and your background. The scientist who selects you does not make the offer of appointment. Selections are communicated to ORISE. All official notification paperwork to selectees comes from ORISE.
Q. How are applications judged?
A. Your application will be judged on your educational experience, your interests, and references. Researchers are looking for someone who is interested in the kind of research they are conducting and who will benefit from their expertise and facilities. If you are not selected, it is not a reflection on the quality of your application, but rather on the lack of a good match between your background and the laboratory’s programs. Selections are also contingent on the availability of funding
Q. How can I maximize my chances of getting selected?
A. Select your research area carefully. Investigate the laboratory’s Web Site. Take some time to answer the narrative parts of the application. Convey the quality of your skills and your enthusiasm for research. Make sure your application is complete and that you submit it by the deadline.
Q. Why am I asked if I have participated in similar programs? Does answering yes to that question help or hurt my chances of being selected?
A. There is no good or bad answer to this question. ORNL wants to be able to gauge how many students know about other DOE programs.
Q. What are my chances of getting selected?
A. Many appointments will be made. There is no way of knowing how many applications will be received for any given cycle, nor what the quality of those applications will be. One thing is certain, however: If you don’t apply, you certainly won’t get selected!
Q. Is this program only for natural science, engineering, mathematics, or computer science majors?
A. Students in these disciplines have the best chance for selection. However, students in related disciplines who demonstrate interests and capabilities in research areas available at the participating laboratories may also be appointed.
Q. When and how will I find out if I’ve been selected?
A. You will receive an e-mail from ORISE notifying you of your selection. Mentors at ORNL are not authorized to make appointment offers. Official notification must come from ORISE.
Q. If I don’t get selected this time, will my application be reviewed again next year automatically or do I have to reapply?
A. Your application will remain on file until 30 days before the availability ending date that you encode. Your availability dates can not be for more than one year, so you will have to re-apply each year.
Participation
Q. What if I can only participate for a portion of the appointment period due to other commitments?
A. Participation requires a full time commitment for the duration of the appointment period. You should plan to be at the facility for the specified term and avoid obligations that will interrupt your appointment.
Q. Is there any flexibility in start and end dates?
A. Yes to a point. However, you should not plan to defer your start date by a great amount of time. Start dates and term of appointment are subject to approval by the research mentor and must be confirmed in writing in follow-up correspondence to you from ORISE.
Q. Do I get any vacation during the appointment period?
A. The program does not include vacation or sick leave. You are not expected to be present on days that your facility is closed due to a holiday. Most mentors will help you design a schedule that is mutually agreeable.
Q. How often do I receive a stipend payment and where does it come from?
A. You will receive your stipend check according to a pre-arranged schedule from ORISE. Direct deposit is available.
Q. What is my tax liability for the stipend I am paid as a participant in this program?
A. All stipends paid to you are reported to the Internal Revenue. ORISE administers all stipend payments and does not withhold taxes from these payments. Participants should give consideration to filing Form 1040-ES on a quarterly basis and paying estimated income taxes in order to avoid late payment penalties.
Q. What kind of travel reimbursement will I receive?
A. You will be reimbursed for inbound and outbound travel between your home or school and the appointment site, if the distance is more than 60 miles one way and provided you submit a signed Travel Certificate. This form is included in correspondence received from ORISE. Reimbursements are made according to the ORISE federally approved travel policy.
Q. Where will I live during my appointment?
A. If your permanent address is beyond a 60-mile radius of the laboratory, you will be provided with information on local housing options and will be responsible for making your own arrangements.
Q. Can I receive undergraduate credit for my fellowship experience?
A. You will need to check with your school to see if your research experience qualifies for college credit. Your mentor or ORISE can provide you with the appropriate documentation.
Q. By participating in this program, do I become an employee of the administrator, the host laboratory, or DOE?
A. No, none of the above. You will be considered a program participant and will not enter into an employer/employee relationship with the administrator, the host laboratory, or DOE.
Q. Do I have to prepare a report or give a presentation at the end of my appointment?
A. Both you and your mentor will be asked to evaluate the experience at the end of the appointment. You may be asked to participate in seminars, poster sessions, and symposia, and to prepare written or oral presentations at the end of the appointment.
Q. What should I expect from the mentoring relationship at the laboratory?
A. Your mentor should provide the following:
- on-going technical guidance and advice
- appropriate materials, equipment, technical and clerical support, and office space
- a nurturing and stimulating intellectual atmosphere
Q. Whom should I contact if I have problems?
A. If you have a problem, contact your mentor, the division’s education coordinator, or ORISE.