Student and mentor opportunities

From: Freeman, Hillary <hillary@slac.stanford.edu>
Date: Friday, December 15, 2023 at 2:14 PM
To: Freeman, Hillary <hillary@slac.stanford.edu>
Cc: Flores, Rebecca O. <rflores@slac.stanford.edu>, Coley, Erin <erinmc@slac.stanford.edu>
Subject: Call for Summer 2024 Intern Project Proposals

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Greetings Potential 2024 Intern Mentors!

“Thank you” seems like too light a phrase for your life changing contributions to the interns you mentored in the past. The thanks they have expressed to me, for each one of you, in our 1:1 exit interviews was heart felt and affirming of the power of mentorship. We all appreciate how you contribute to the future of scientific researchers, one intern at a time. For those first time intern mentors, welcome!  We are excited for you to experience the same joy.

The Summer 2024 Internship season will be upon us in no time! We hope you will consider being an intern mentor this summer. The purpose of this email is to inform you of some important dates and to start collecting your project proposals for our 2024 summer internships. Our goal for the summer of 2024 is to host SULI, CCI, VFP, STEM Core and ORISE students on-site with an option of being hybrid (or virtual on a case by case review).  

Some good news! We requested additional funding from DOE for the WDTS program so we will be able to have a cohort in 2023 larger than ever before!  We believe we can support:

63 SULI interns

15 CCI interns

7 VFP Faculty

7 VFP Students

We anticipate WDTS programs will be 9 weeks this summer, with the first week being remote.

Here are some important dates to note on your calendar:

SULI, CCI, VFP students on-site:

Virtual first week: June – 17-21, 2023

In-person START date: June 24, 2023

In-person END date: August 16

VFP Faculty have more flexible start and end dates.  Similarly, the STAR and STEM Core Interns as well as ORISE interns also have more flexible start and end dates. More to follow on the STAR, STEM Core and ORISE programs.

You will be contacted separately for LCLS and SAGE projects.

What we need from you: please submit your project proposals via this Survey. The deadline to submit is Friday, January 19, 2024 at 6 pm PT.

Feel free to reach out if you have any questions. We appreciate your participation! 

If you know someone at SLAC who is not on the 2023 mentor listserve who might be interested in being an intern mentor for the summer, please share this email with them. 

Thank you,

Hillary

Hillary Freeman | pronouns: she/her

STEM Education Program

Cell: 650-400-1106

From: Fry, Alan R. <alanfry@slac.stanford.edu>
Sent: Tuesday, December 19, 2023 6:17:50 PM
To: LCLS-ALL <lcls-all@slac.stanford.edu>; mec-u-all <mec-u-all@slac.stanford.edu>
Cc: lcls-intern-program <lcls-intern-program@slac.stanford.edu>; Freeman, Hillary <hillary@slac.stanford.edu>; Kim, Ji <jikim@slac.stanford.edu>; Garcia, Arturo <arturog@slac.stanford.edu>
Subject: Call for mentors, 2024 LCLS Summer Internship Program

Dear friends of the LCLS Summer Internship Program,

Welcome to the kickoff of the 13th year of the LCLS Summer Internship Program!  This summer we will provide opportunities for ~25 fresh-faced, absurdly-enthusiastic, undergraduate students. In addition to providing stimulating, real-world research experience to the students, there are many direct benefits to LCLS and SLAC:

• Delivery of projects that directly benefit LCLS and associated science programs
• Development of mentoring and supervisory skills for staff
• Engaging groups that don’t typically have students or RAs
• Development of a pipeline for future talent
• Development of areas of overlapping interest with other groups at SLAC to help drive stronger links to LCLS
• Increased visibility of SLAC and LCLS across the academic community
• Increased diversity of people at SLAC/LCLS through targeted outreach to underrepresented and disadvantaged students

NEW for 2024:  for the first time, we will be offering housing for the interns on campus at Stanford!  This is a great opportunity for students to have a more enriching and engaging experience during their summer internship, as well as reducing the burden and stress of finding affordable housing in area.  The compromise, however, is that the higher cost per intern will reduce the total number of interns that we will be able to support, and the start and end dates for the program will be more restricted to align with the availability of housing at Stanford.  We will also be switching to an all in-person, on-site program this year.  Additional details will be posted on the internship website.

To sign up as a mentor, fill out the following online form no later than February 9, 2024:

            https://bit.ly/LCLS-Mentors-2024

Once your project is approved, we will provide access to a list of pre-screened intern resumes and ask you to select a few top candidates for your project. If you have already identified possible candidates, indicate this in the mentor form.  Final assignments will be made by the Program Director with the goal of accommodating mentors' and candidates’ preferences to the greatest extent possible.

For people new to the program, here are a few details, and please visit the program website for more information.  This site also has the links to apply for the position if you know of candidates who are interested in the program.

https://lcls.slac.stanford.edu/internships

1. Your job as amentoris to define a suitable project (see #5) for the intern, guide the intern to complete the project, help relate the project to the bigger picture (your group’s activities, LCLS facility, SLAC as a whole), and help the intern prepare a poster presentation describing their project(s) at the end of the internship. We will provide mentor training and ongoing guidance to ensure that you are well-prepared for this role.

1. The intern's job is to work on their assigned projects, contribute to day-to-day work efforts of the group (as appropriate - see #6), follow normal work standards (safety, work hours, etc.), and document their projects at the end of the internship in the form of a poster presentation.

1. My job (with support from Arturo Garcia, Nina Lui, Anna Balmori, and many others) is to manage the program, e.g. match interns withmentors, work with HR to get the interns on-board at SLAC, organize intern group activities, and address issues when they come up.

1. Your manager's job (or your job if you are both amentorand a manager) is to act as administrative supervisor for each intern in your group (e.g. fill out STAs, approve time-cards, and coordinate activities within the group).

1. Intern projects should be relevant to LCLS (including LCLS-readiness for major projects like LCLS-II-HE and MEC-U), should be “completable” in the typical summer timeframe (10 weeks between June and August), and should give the interns useful, real-world experience. Good projects should teach interns new skills and be mostly stand-alone accomplishments - think in terms of something that they can put on their resume. If you have questions about whether your project is appropriate, I’m happy to discuss and help fine-tune the scope. All of the interns we accept have basic computer skills, usually a few science and/or engineering classes, some lab experience, etc. A few interns will have programming skills and specialized lab skills, and a few will have been at SLAC before. If you require very specific skills that can’t be taught as part of the intern’s project, list those in the online form.

1. Most of the interns' time should be spent working on projects, but sometimes there are gaps - typically waiting formentors to provide feedback or additional direction - and during these times it is perfectly okay for interns to be kept busy doing something useful, if not quite as fulfilling or resume-enhancing. It’s good to have a few back-fill projects in mind - discuss with your supervisor and colleagues in your department for ideas.

1. Being amentoris a commitment; you will need to provide frequent guidance and communication and be available to interns to keep them on track.  If you are going to be away for an extended period over the summer, please ensure that you have someone else who can keep your interns on track during your absence.

1.  I strongly encouragementors to consider projects that can be done collaboratively by more than one intern, or that can be supervised/guided by more than onementor. More possibilities for interns to interact with other interns and a larger pool of SLAC staff will reduce the risk of isolation and periods of idleness.

1. The reward for your hard work as amentoris that most interns are extremely eager and dedicated, and they are not distracted by any other work priorities other than what you guide them to do, so they can be amazingly efficient, even if they are learning what to do as they are doing it. A good summer internship can have a huge impact on a student’s career and provide SLAC with a pipeline of future students, employees, collaborators, and users.

Thanks in advance for your participation, and please share this email with your SLAC colleagues; anyone at SLAC can be a mentor as long as the internship project is relevant to the LCLS program.  Get in touch with me if you have any questions.

Best regards,

Alan Fry

Director, LCLS Summer Internship Program

lcls-intern-program@slac.stanford.edu

https://lcls.slac.stanford.edu/internships

Greetings Esteemed Mentors,

We all need a little good news right now, eh? I am happy to deliver some! There is a new internship program available to SLAC employees that has no cost to the mentor!

About the program:

The National Nuclear Security Administration Minority Serving Institutions Internship Program (NNSA-MSIIP) provides paid opportunities for undergraduate and graduate students at Minority Serving Institutions (MSIs) pursuing degrees in critical science, engineering, technology, mathematics, and other disciplines that complement current and future missions of the NNSA. The applicable fields of study* are:

• Business 
• Chemistry and Materials Sciences 
• Communications and Graphics Design 
• Computer, Information, and Data Sciences 
• Earth and Geosciences 
• Engineering 
• Environmental and Marine Sciences 
• Life Health and Medical Sciences 
• Mathematics and Statistics 
• Other Non-Science & Engineering 
• Physics 
• Science & Engineering-related 
• Social and Behavioral Sciences 

Length of internship: summer 2024 (12 weeks) or summer 2024 through summer 2025 (1 year)

Benefits: There is a stipend, commuting supplement, housing supplement (if residence is 50+ miles), inbound/outbound travel (if residence is 50+ miles).

Additional eligibility factors can be found here.

All potential interns have already applied through Zintellect.

As a potential mentor, what do I have to do to get started?

The attached document provides excellent information on exactly how to proceed, but here is an overview:

1. Login to Zintellect: https://www.zintellect.com/

If this is your first time using Zintellect, request access by completing the registration

Form. In the registration form, select:

• Organization: U.S. Department of Energy
• Program: NNSA Minority Serving Institution Internship Program

1. Take 6 SHORT (1-5 minutes long) training sessions
2. Check opportunities
3. Review applications (can sort by university, GPA, degree, city/state, major, etc.) You can drag and drop those of interest into “My Picks”
4. Interview applicant and if you’d like to, interview applicant’s recommenders
5. Submit Selections
6. Provide project description and participant learning objectives
7. ALL SELECTIONS DUE DECEMBER 8^th
8. Matching Process- December 11 – December 22, 2023 (see attachment for details)

Please pass this email on to any SLAC employee that you think would be interested in a MSIIP intern!

Please also let me know if you are interested.  I am here to help out!

Cheers,

Hillary

Hillary Freeman | pronouns: she/her

STEM Education Program Manager

SLAC National Accelerator Laboratory

hillary@slac.stanford.edu

M: 650-400-1106

Greetings Team Stanford CS/SLAC internship partners,

As promised, this email carputers our discussions about the Stanford CS/SLAC internship preliminary meeting.

Date: November 27, 2023

Time: 1-2pm

Attendees: Breauna, Omar, Yee, Hillary

Next meeting: January 17, 2:30-3:30 (all calendars look clear)

Program:

• The Stanford CS/SLAC Internship program will be exclusive to students enrolled full time at Stanford who are majoring in computer science. Students must be at least 18 years old, and we would prefer a cumulative GPA of 3.0.
• Before Ademeo left, we were assured (possibly through his interactions with Lisa Bonetti who delegated this project to him) that department funding to pay these interns is available.
• The win-win is that SLAC receives a hand selected talent pool to work on current projects during the academic year while Stanford students gain expertise and experience at a world class lab with world class scientists and engineers.
• The focus will be on underrepresented Stanford CS students, freshman through seniors.
• Mentor training to support the mentoring process
• We plan to PILOT the program during the spring quarter, 2024, with 3 interns.

Action Items:

• Breauna will create an application for students to complete.  The application will be similar to what Stanford uses for summer internship programs.  We will review the application at our next meeting to ensure that all information required is being collected.
• Breauna will inform us of the process faculty will use to select candidates that SLAC volunteer mentors can peruse before selecting 2 to interview, for each opening.
• Hillary and Rebecca will create a smartsheet survey to be completed by volunteer mentors where they describe their project and the prerequisites -  to be reviewed at our next meeting
• Rebecca will set up and document the HR mandated processes needed to make this internship program viable (site access, badging, SLAC ID numbers, etc.) - to be reviewed at our next meeting
• Yee, Omar and Ernest will mull over what projects would best benefit from an intern.

Notes:

How do we measure success of Stanford CS/SLAC Internship program?

• Grad school applications
• Ability to move the SLAC project forward (technically and collaboratively)
• Job conversion
• Exit surveys

Yee’s focus: HPCs for SLAC projects in LCLS< CryoEM, Exploratory or specific.  Looks for enthusiasm and ability to learn.

Omar’s focus: Infrastructure, hardware experiment systems support, provisioning, admin, systems admin, networking, optimization, automation, integration, inventory

Ernest’s focus: accelerator controls support (sw, hw, and EE support for ED and AD)

Please let me know if I have left anything out!

I have copied Erin Coley (HR) and Lisa Bonetti to get their input on the outlined process from an HR and funding perspective.

Dear Larry,

Thanks for getting back to me.
Let me add Prof. Yutaka Ushiroda to Cc. He is Riku's supervisor at U-Tokyo, and I supervise Riku's research at KEK.

The overseas internship program is the program started this year and is supported by JSPS "Fund for the Promotion of Joint International Research (International Leading Research )" (KEK does not directly provide travel expenses.)

I have attached a pdf file for the application for the overseas internship program.
Unfortunately, only in Japanese (!), and there is no English version yet.
I contacted the person in charge of the program, and he said that he is preparing a website to guide the program for host institutions.
For the time being, please be patient by a pdf or
https://kaken.nii.ac.jp/en/grant/KAKENHI-PROJECT-22K21347

Last year's report (in English) can be found at https://kaken.nii.ac.jp/en/file/KAKENHI-PROJECT-22K21347/22K21347_saitaku_gaiyo_en.pdf

We ask SLAC for no items besides his office space, lab space, desk, chair, test board, oscilloscope, and Vivado license.
We appreciate it if you help Riku to get a guest network account, etc.

All travel expenses for Riku will be paid from JSPS funds; there will be no payment from SLAC's side.

Riku told me yesterday that he emailed SLAC Housing Services with a question but has yet to receive a reply. Please tell me approximately how many dollars/per night he charge.

Best regards,
Mitsuka

Dear Potential Manager,

I hope this email finds you well. We have an additional partially funded Intern program we would like to share with you and invite you to participate in: our Youth Opportunity Program (YOP). The SLAC Youth Opportunity Program is a ten-week internship program designed to give local entry-level students from low-income backgrounds exposure to the workplace while allowing them the opportunity to enhance their job skills . These youth seek internship opportunities that will provide them with enriching experiences and opportunities to build their resume.

SLAC partners with non-profit organizations such as Students Rising Above and the Peninsula College Fund to identify applicants that meet the eligibility criteria. Applications are filtered through these organizations and sent to the hiring managers for review and final selection. Our hope is that you may be interested in hiring and mentoring a student from the YOP program. We strive to embrace diversity and inclusion at SLAC and participating in our Youth Opportunity Program gives you the opportunity to do so. If you are interested in participating please fill out the Interest Form.

Here is how it works:

1. If interested, you will provide us with a project or work assignment (could be either scientific or non-scientific)
2. We will conduct a 5 minute intake to make sure the project/work assignment is a good fit for the program/students
3. We will advertise the position and match you with a student
4. The Human Resources department will sponsor $1000 towards the interns pay and your department will cover the rest
5. Intern will start in June or July

If you are interested in hiring an intern, please fill out the Interest Form. Feel free to reach out if you have any questions. Thank you for your consideration and we look forward to hearing from you.

Thank you,

Rebecca