Undergraduate Students

Frequently Asked Questions Among Accepted Interns

Program Dates

My professor asked if I could present a poster at a national conference this summer. The conference takes place from July 19 - 26, so I would miss 4 days of the program. Could I make up these dates by staying a few more days beyond the conclusion of the program?

We understand opportunities to attend a national conference can and do occur; however we clearly stipulate that participation over the entire 9-week period of the SURP is a requirement for acceptance into the program.  SURP staff are not in a position to approve intern absences on behalf of their host lab/research group; therefore we suggest that you contact your faculty mentor directly to request permission to attend this conference and keep SURP staff updated regarding the outcome of this request.  The offer to stay a few days post-program to make up for this absence is not a feasible option from an administrative perspective.

My brother is getting married on Friday, August 3. Can I attend his wedding?

We understand personal circumstances arise; however SURP staff are not in a position to approve intern absences on behalf of their host lab/research group.  If you are accepted into the program, we suggest that you contact your faculty mentor well in advance to request permission for this absence.

Travel Reimbursement

I plan to drive to Seattle, which may require staying overnight at a hotel. What is the process for requesting mileage reimbursement? Can I also be reimbursed for my overnight accommodations?

The SURP will cover the cost of travel to and from Seattle up to $450.  The Internal Revenue Services' standard mileage rate of $.56 (*in 2014) will be multiplied by the number of miles driven to determine the amount of reimbursement; however interns cannot receive payment above the $450 travel cap.  If the mileage reimbursement request falls within the $450 travel cap, the SURP can also offer hotel reimbursement, up to $450.  

To request mileage reimbursement, please send an email to SURP staff with the following information: 1) date of departure; 2) departure city/state; 3) date or arrival; 4) arrival city/state; and 5) total number of miles driven to one of the SURP co-coordinators on orientation day or anytime thereafter.

To receive hotel reimbursement, please submit receipts to one of the SURP co-coordinators on orientation day or anytime thereafter.  A reimbursement check will be issued approximately two weeks following submission of mileage information and/or hotel receipts.

I see that travel arrangements will be coordinated by program staff unless otherwise requested. Is it okay if I purchase my airfare independent of the program and request reimbursement later?

Yes, you can purchase your roundtrip airfare independent of the SURP; however be aware that:

1)  First class airfare or a nominal fee to upgrade to first class is not an allowable
      expense (meaning not eligible for reimbursement); and

2)  The SURP cannot reimburse interns for airfare purchase independent of the program
       until AFTER the first leg of travel has taken place.

To request reimbursement for airfare purchased independent of the SURP, please email your itinerary to SURP staff following arrival in Seattle or present a paper copy of your itinerary to one of the SURP co-coordinators on orientation day or anytime thereafter.  A reimbursement check will be issued approximately two weeks following submission.

The cost of my airfare is less than $450. Can I be reimbursed for other travel-related expenses?

The SURP is funded by a variety of sources at different funding levels.  *In 2016, funds were available to reimburse students for the cost of luggage fees and/or ground transportation to and from the airport [whose airfare cost less than $450]; however it's important to note that funds availability is subject to change on an annual basis.  Please submit an email to SURP staff to determine whether additional reimbursement [in cases where airfare cost less than $450] is allowable.  If yes, a receipt denoting the cost of these items is required for reimbursement.  To request reimbursement, please submit receipts to one of the SURP co-coordinators on orientation day or anytime thereafter.  A reimbursement check will be issued approximately two weeks following submission. 

The cost of my airfare is less than $450. Can I be reimbursed for the cost of shipping my bike, linens, and/or some kitchen items to and from Seattle via FedEx or some other carrier?

No, shipping is not an allowable travel expense.  However, if these items are transported with the passenger, you may request reimbursement for the cost of additional luggage or oversize baggage fees as a travel-related expense.

May I be reimbursed for travel expenses incurred upon return to my home institution?

The SURP is funded by a variety of sources at different funding levels.  *In 2016, funds were availble to reimburse students for the cost of luggage fees and/or ground transportation upon return to their home institution; however it's important to note that funds availability is subject to change on an annual basis.  Please submit an email to SURP staff to determine whether additional reimbursement [in instances where airfare cost less than $450] is allowable.  If yes, a receipt denoting the cost of these items is required for reimbursement and can be mailed or emailed to one of the SURP co-coordinators.  You will also need to indicate an address where the reimbursement check should be mailed.  A reimbursement check will be mailed approximately two weeks following submission.

I am a local student. Can I apply the travel stipend ($450) to some other expense, such as requirement for daily mileage?

The SURP offers a travel stipend so that accepted interns can get to and from Seattle; however commuting to and from the Fred Hutch campus on a daily basis, whether by car, bus, or some other mode of transportation, is not considered 'travel' and is therefore not an allowable expense.

Housing

I have questions regarding housing at the University of Washington (UW). Who should I contact?

The University of Washington's Conference Services operates independent of the Fred Hutch; therefore all housing questions should be directed via email to: confhous@u.washington.edu or phone at: (206) 543-7636.

I am living at the University of Washington (UW) this summer; can I find out who my roommates are before I arrive?

Yes, you can find out who your roommates are in advance of your arrival. SURP staff highly recommend that you initiate contact with your roommates before you arrive in Seattle. To obtain this information, please contact the University of Washington's Conference Services via email at: confhous@u.washington.edu or phone at: (206) 543-7636.

Can I arrive at the University of Washington (UW) a day early for check-in?

Check-in at the University of Washington takes place on Sunday, June 11, 2017 between 2 to 5 pm at the Lander Hall front desk, located on the corner of NE Campus Parkway and Brooklyn Avenue at: 1201 NE Campus Parkway, Seattle, WA 98105.  You will need to secure overnight accommodations elsewhere if you plan to arrive in Seattle prior to that date.

Are there kitchen facilities in the dorms at the University of Washington (UW)?

Yes, there are kitchen facilities in the dorms at the University of Washington.  Steven's Court features shared apartment units that are furnished with extra-long twin beds and Ethernet access. Two to four rooms share a bath, living room, and kitchen facilities with other guests of their same gender.  Guests are responsible for bringing their own bedding linens, towels, cookware, dinnerware, toilet paper, paper towels, cleaning supples, etc.  The SURP has prepared kitchen kits that include a plastic dining ware set [plates, bowls, cups], dining and cooking utensils, two Tupperware nesting bowls, two Pyrex baking pans, two knives, and assorted pans.  You may request to borrow a kitchen kit from one of the SURP co-coordinators.  Please visit the UW Student Housing for a complete                 description of the amenities offered at Stevens Court and take a virtual tour of the facility here.

Are linens provided in the dorms at the University of Washington (UW)?

No, UW Conference Services does not provide linens.

If I choose in the dorms at the University of Washington (UW), will I be housed with other SURP interns?

Yes, UW Conference Services staff makes an effort to house all Fred Hutch SURP interns in the same building and together (by gender).

University of Washington Intramural Activities (IMA) Access

I will not be living in the dorms at the University of Washington (UW) for the summer; can I still purchase an IMA pass?

No, only interns who live in the dorms on the UW campus are eligible to purchase an IMA pass.

I told a SURP staff member I wanted to purchase an Intramural Activities Building (IMA) pass; now what?

Go to the IMA building with your student ID and the proper form of payment. Let the person at the reception desk know that you are participating in the SURP at the Fred Hutch and living on the UW campus. You will then be asked to provide some additional information, pay the fee, and IMA access is all yours! Please visit the IMA website for a brief description of the facilities and hours of operation or call: (206) 543-4590.

Ground Transportation

Do most SURP interns who live in the dorms at the University of Washington take public transportation to the Fred Hutch campus?

SURP interns who live in the dorms at the University of Washington (UW) take a free shuttle that operates between the UW and the Fred Hutch campus in 15-minute intervals.  The majority of SURP interns also purchase an ORCA passport, which covers the full fare on all regular bus routes and can be used for multiple transportation services, including Community Transit, Everett Transit, Metro Transit, Kitsap Transit, Pierce Transit, and Sound Transit bus service.  The ORCA Passport can also be used on Sound Transit Link light rail, King County Water Taxi (Vashon and West Seattle routes), the Sounder Commuter train, Seattle Streetcar, and the Kitsap Transit Foot Ferry.  The ORCA Passport rate (*in 2016) is $15 per month and can be used an unlimited number of times. Students have the option to purchase an ORCA Passport on orientation or at the Transportation office anytime thereafter.

Parking

What is the cost to park on the UW and Fred Hutch campuses if I live in the dorms at the University of Washington (UW)?

If you live on the UW campus, the approximate parking rate (*in 2016) is $15 per weekday and $5 on Saturdays.  The  approximate parking rate (*in 2016) on the Fred Hutch campus is $16 per weekday or you can purchase a parking pass for $135 per month (for which a wait list may apply).

How do I purchase a parking pass at the University of Washington (UW)?

Interns may purchase a long-term parking pass per month at the Terry Hall front desk, located at: 1101 NE Campus Parkway, Seattle, WA, 98105.

How do I purchase a parking pass at Fred Hutch?

Parking passes can be purchased at the Transportation desk in the Yale Building.  The SURP orientation includes a stop at the Transportation desk.

Can I get on the waitlist to purchase a parking pass before I arrive?

No, accepted interns are not eligible to be placed on the wait list for a parking pass prior to the start of the SURP.

GRE or MCAT Test Prep

Can I take the GRE or MCAT test prep course during the SURP?

Given the rigor of the SURP curriculum and based on feedback from alumni, we do not recommend participating in a prep course or completing elective coursework in conjunction with the program; however your acceptance will not be revoked if you opt otherwise.

Mentorship

What is the difference between a faculty mentor and a staff mentor?

 In most cases, interns will work in a lab or research group led by their faculty mentor (namely a Principal Investigator/PI) under the guidance of a staff mentor, such as a post-doctoral fellow or graduate student.  While you will have opportunities to interact with your faculty mentor, you will have more direct, routine interaction with your staff mentor.  Working with a staff mentor presents a great opportunity to inquire about preparing for and succeeding in graduate or medical school, pursuing a research career, etc.