VFP: Preparing for Your Visit

Congratulations! We are happy that you will be joining us at the Fermilab. Here are some things you need to know:

Forms: Prepare Before Arriving

Please complete the following forms. You should be able to save the forms, open them with Adobe Reader and enter the information directly into the form. If you have difficulty with this method, just print the blank form and enter the information by hand.

If you are in doubt about what to enter, leave the field blank. Please check with the Internship Administrator if you have questions. If you need assistance or the form requires a signature, send the form with what information you can enter and you can complete the form when you arrive. For the Student Health Questionaire, you will need to show proof that you have health insurance

.Please return the completed form by one of the methods listed:

  • send them as attachments to internship@fnal.gov or
  • print them out and fax them to 1-630-840-8248 or
  • Mail them by post to: Internship Administrator, Fermilab MS226, Box 500, Batavia, IL 60510, U.S.

Emergency Contact Name and Address System Form
Personal Data Form  

Dress Code:

The dress code is casual but neat; jeans and T-shirts are acceptable. Summers in the Chicago area can be hot and humid, but can also be cool; expect anything!

Program Administrator:

Tanja Waltrip of the Education Office will be your laboratory contact for non-work and non-academic aspects of the summer program. Her office is located in Wilson Hall on the 15th floor, west side. Direct your questions to Tanja at 630-840-3929 or send e-mail to twaltrip@fnal.gov.

Please have all mail forwarded to the address below:

Your Name
c/o Tanja Waltrip
Fermilab MS 226
P.O. Box 500
Batavia, IL 60510-5011

You can pick up mail at Tanja's office anytime.

Practices and Guidelines:

The following is a description of current practices and guidelines with regard to the employment of summer program participants:

  • Program dates: To be arranged with Fermilab research advisor.
  • Work hours: 8:30 AM - 5 PM (unless told otherwise)
  • Information on working at Fermilab can be found at: Fermilab website
  • You can sign up to receive Fermilab Today, a daily online newsletter, at: Subscribe to Fermilab Today

The first paycheck you receive will be on the second Friday after you arrive. Please be sure to have enough money to last until that date. After that date all paychecks will be direct deposited; be sure to have a cancelled check with you. Fermilab has a one-day holiday in July for Independence Day.


One of our primary concerns at Fermilab is SAFETY; we expect all employees to work safely at all times and to report any unsafe practices to a supervisor.


Fermilab provides student housing and arranges faculty housing. Students will be staying in a fully furnished apartment with other interns. You need only to bring your personal things. There is computer hook-up in each apartment, and we have routers for each apartment if needed. The complex has a swimming pool and weight room for your use. To enter Fermilab you will have to show a picture ID; no parking sticker is needed at either the apartment complex or Fermilab. You will be informed of the apartment complex before your arrival. You can expect the apartment to have an inventory of items. We do not allow any pets at the apartments; if you have a pet, please make arrangements for it before you come to Fermilab.

Rental Cars:

Student roommates share a rental car — no one driver has sole use of the car. Fermilab pays for the insurance and car rental. You are responsible for the cost of the gasoline.

Documents for U.S. Citizens or Lawful U.S. Permanent Residents:

Participants in VFP must be U.S. citizens or have lawful U.S. permanent residence (with green cards). In either case, you must bring with you certain original documents to present to staff during your orientation on your first day of employment. This is required by federal law, and there are no exceptions. The documents include a:

  • Government-issued document that contains a photograph to prove your identity.
  • Document that shows your citizenship or immigration status to show that you may work in the U.S. The federal government provides a list of documents that can be accepted, posted at (http://wdrs.fnal.gov/employ/I-9ListofDocuments.pdf). You must bring EITHER one List A document, or BOTH a List B and List C document. You need not bring a document from all three lists.

Health Insurance:

You will need to show proof that you have health insurance. The Fermilab Users Office has more information on obtaining short-term health insurance.