Guidelines for Planning a Summer Program at Stanford

Getting Started: Guidelines for Planning a Summer Program at Stanford

If you would like to offer a Summer program at Stanford, there are a few key steps to follow. The steps below apply to both internal Stanford programs and external programs (e.g., programs run by third parties).

Obtaining Sponsorship & Submitting for Review

All programs (both internal and external programs) must secure sponsorship from the head of a Stanford school or unit (for example, the School of Humanities & Sciences, or SLAC). Securing sponsorship from a school/unit leader is the first step to offering a program on Stanford’s campus. Once a school/unit agrees to sponsor your program, the sponsor (or their designee) will submit your proposed program to the Summer Programs Committee for review. Please note: The sponsoring school or unit should be aligned with the program’s subject/topic/area of focus.

Program organizers are encouraged to secure sponsorship early to ensure that sponsors can submit your proposed programs to the Summer Programs Committee by mid-October. Programs submitted in October will be reviewed by the Summer Programs Committee, and approved by mid-December, giving you ample time to plan for the upcoming summer.

The Summer Programs Committee will also review late submissions in February, and inform programs of decisions in March (and on a rolling basis thereafter). However, we strongly recommend aiming for the fall submission to maximize your planning window, especially if your program includes minors (participants under the age of 18 years old).

Aligning with University’s Academic Mission and Core Values

At Stanford, we believe in fostering programs that align with our academic mission and core values. To help you shape a program that embodies our mission and values, please read over the key principles found in a concise and accessible guide here.

As you develop your proposal, consider how your program aligns with these principles. You'll be asked about your program's alignment in your submission, ensuring it contributes well to Stanford’s portfolio of summer offerings.

Reserving Summer Housing

If your summer program will need overnight accommodations in residential space on campus (for example, dormitories, suites, or apartments), please contact Stanford Conferences. To explore available residential options and learn about the reservation process, please visit the Stanford Conferences page. Stanford Conferences can also assist with arranging meal plans in the dining halls and coordinating catered meals for summer programs. We encourage you to contact Stanford Conferences to request your residential space as soon as you know the needs for your program.

Ensuring Safety and Compliance: Stanford’s Protection of Minors Policy

If your program will include minors, you must comply with all requirements of Stanford’s Protection of Minors Policy. Step-by-step instructions for Protection of Minors requirements for Program Sponsors can be found here. For guidance regarding the policy, including which programs and activities are covered, contact University Human Resources at (650) 721-4272 or protectminors@stanford.edu.

Third-Party Programs

Programs and activities held on Stanford’s campus, but run by an external organization, are considered third-party programs. Except for the use of university facilities, a third-party program is not otherwise affiliated with Stanford.

There are additional requirements for third-party programs (e.g., insurance, deposits). For youth programs, requirements can be found on the Protection of Minors Third-Party Programs page.