Orientation and Logistics for the NASA STEM Summer Academy

Program Coordination and Introduction

Dr. Jennifer Penland introduces herself as the coordinator of the VEST program, serving as the cybersecurity development coordinator, grant writer, and developer. She highlights her extensive background as an earth science geologist with a master's degree and emphasizes the relevance of her experience to the NASA STEM component. The Summer Academy is described as a rigorous program involving multiple personnel, including master teachers, undergraduate interns, graduate students participating in the intern program, and NASA scientists who provide mentorship throughout the week.

Dr. Penland will hold an individual meeting with all scholars on June 22 at a 03:00 PM window to provide more specific details regarding the program and explicit expectations. The academy provides an opportunity for students to visit NASA facilities, interact with leading scientists, and benefit from high-level mentorship from graduate student interns. Many staff members will be present at both the Christopher Newport University (CNU) campus and the NASA facility to support the students during their busy schedules.

Arrival and Registration Logistics

The check-in day for the Summer Academy has been moved from Saturday to Sunday to allow more personal time for parents and students over the weekend. Registration is scheduled to take place between 01:00 PM and 01:45 PM on the Sunday that the student's academy week begins. For scholars in Week 1, the registration date is July 12. For scholars in Week 2, the registration date is July 26.

Registration and check-in will occur at Christopher Newport University in Newport News, Virginia, specifically in the Potomac North Building. The Potomac Building is located toward the back of the CNU campus, and families are encouraged to park in the parking lot behind the building. Detailed maps and directions will be provided via email and physical mail-outs. Families should aim to arrive within the forty-five-minute window from 01:00 PM to 01:45 PM, as the program orientation will start promptly at 02:00 PM.

Orientation begins at 02:00 PM in the Forbes Lecture Hall, Room 101022, which is located in the science/biology building. Once students are dropped off at their dormitories in the Potomac Building, parents will depart, and students will remain on campus. Signage and undergraduate interns will be available to help navigate the campus. Students must have eaten lunch before arrival, as the first meal provided on campus will be dinner at 05:15 PM.

Packing and Dormitory Essentials

A comprehensive packing list will be included in the student student handbook and physical mail-outs. For room essentials, students must bring Twin XL sheets, pillowcases, pillows, blankets, and comforters. A shower caddy is recommended for convenience. Personal toiletries such as soap, towels, washcloths, and other personal items are required.

Clothing requirements for the academy focus on a neat and professional appearance. For daily wear, students should pack khakis or nice jeans without rips or holes. Polo shirts will be provided by the academy. Other necessities include undergarments, socks, a belt, and pajamas. If students choose to wear blazers or jackets, they are welcome to do so, though it is optional. Personal electronics such as hair dryers and flat irons are permitted. If a student requires prescription medication, it must be reported on the medical form; refrigeration for medication will be available on campus. The lead teacher and administration will have access to all medical forms to ensure student needs are recognized and addressed.

Dress Code and Safety Requirements

Dress code regulations at the NASA facility are significantly stricter than those on the CNU campus. One of the most critical requirements is the use of closed-toed shoes. Sandals or Crocs are strictly forbidden at NASA, and students wearing them will not be permitted to exit the bus. Acceptable footwear includes tennis shoes or deck shoes. While girls may wear sandals at CNU for meals like breakfast or dinner, they must change before departing for NASA.

During the week, students are required to wear their team polo shirts on Monday, Thursday, and Friday. There will be a wash day in between these dates to ensure cleanliness. For all NASA activities, thin straps, tank tops, and any other casual or revealing clothing are explicitly banned. The expectation is for all scholars to maintain a professional and neat appearance while representing the academy.

Prohibited Items and Required Supplies

Scholars are expected to bring certain supplies for their academic work, including a laptop and its charger, a notebook, pens, and pencils. The academy will provide some miscellaneous supplies. A cell phone charger and a USB drive for personal work are also recommended, although Dr. Penland provides USB drives for team assignments. Bringing extra money for snacks or gifts from the NASA gift shop is optional. While laundry machines are available, Dr. Penland notes that interns will handle laundry for the team polo shirts, so quarters for laundry may not be necessary. Light sleepers are encouraged to bring earplugs.

NASA Site Security and Identification

Security at the NASA research center is exceptionally strict, and failure to provide proper identification will result in a student being denied entry. Every scholar must carry a valid form of identification that authenticates their identity, such as a valid driver’s license, a REAL ID, a passport, or a visa. The name listed on the identification must match the registration name exactly. A passport card is also an acceptable form of identification. NASA has updated its policies to be even more rigorous than in previous years, and there are no exceptions to these identification rules.

Crucially, only American citizens or lawful permanent residents (green card holders) are permitted on the NASA site. Individuals who do not meet these citizenship requirements will not be allowed to attend sessions held on NASA property, including the closing ceremony for Week 1. This rule is enforced by NASA, not the program coordinators, and is non-negotiable.

Daily Schedule and Mission Design

The academy week is described as intense and busy. Sunday involves team-building, reviewing the student manual (which is approximately 50 to 60 pages long), and exploring the decadal survey, science goals, and mission impacts. Following orientation, students break into classroom teams (e.g., the Lithosphere team) to discuss team positions and interview processes. Each student has a specific role that they must be prepared to discuss before a panel of NASA scientists.

During the week, students travel to NASA via an air-conditioned coach bus. Monday features an opening ceremony in the Pearl Young Theater with NASA leadership, including Dr. Omar, a renowned planetary scientist. Students will tour the hangar (often referred to as the Oblong Hangar) and begin working on mission design in Building 1212. Tuesday and Wednesday involve further mission design work and engagement with mentors from various NASA facilities (Alabama, Maryland, New York, and Langley). Wednesday is a particularly long day as the science impact proposal is due to headquarters (Dr. Penland and lead interns). A clean room tour is also scheduled for Wednesday, where students must wear special suits.

Thursday is "show day," where students present their mission designs to a review panel of three NASA scientists in the Peary Young Theater (PYT). Following these presentations, students visit the Air and Space Science Museum, watch an IMAX film, and visit the gift shop. There is also a possibility of meeting the mascot, Dustin, and viewing moon rocks, depending on his schedule.

Health, Nutrition, and Curfew

All meals and daily snacks are provided free of charge to the scholars. This includes breakfast and dinner at CNU and lunch at the NASA facility. The program maintains a strict nut-free environment to accommodate students with allergies; no nut products are allowed in the dormitories or workspaces. Vegetarian options and other dietary restrictions are documented through the forms completed by the scholars and will be accommodated.

There is a strict 09:30 PM curfew every night. Students are expected to be in their dorm rooms by this time and are not permitted to wander the halls, although they can contact an intern or a master teacher if they have a need. The rigorous schedule ensures that students are typically exhausted by the end of the day.

Closing Ceremony and Guest Access

The closing ceremony occurs on Friday morning at 10:00 AM and is usually finished by noon. For Week 1, the ceremony is held at the NASA facility (Reed Building). For Week 2, the ceremony has been moved to the Air and Space Science Museum due to a space conflict at NASA. Although the Week 2 location does not require NASA security badging, Dr. Penland still requires the names of all guests at least two weeks in advance. For Week 1, because the ceremony is at NASA, guests must be on a pre-approved list and undergo verification at the Badge and Pass office. Guests must bring a passport or a REAL ID to the Badge and Pass office on that Friday morning to receive a temporary badge. Families of international students who are not citizens or green card holders will be unable to attend the Week 1 ceremony on-site, though sessions may be recorded or streamed.

Questions and Discussion

Roommate Assignments: Scholars are typically assigned roommates from their own teams to facilitate collaboration outside of classroom hours. Students are separated by gender, with males and females often located on different floors of the dormitory. Each team has two interns and a master teacher mentor assigned to their classroom group.

Clothing Logistics: A parent asked if students could wear shorts at NASA. Dr. Penland clarified that NASA prefers khakis or cropped pants and that shorts are generally not allowed on-site. However, jeans are acceptable as long as they are not raggedy or ripped. Standard attire on campus at CNU is more relaxed, allowing for shorts or sandals.

Identification Documentation: A specific concern was raised regarding a scholar whose passport was currently at the passport office for renewal. Dr. Penland stated she would work with the family to find a solution, noting that a learner's permit or other photo ID might be acceptable for the student. For guest identification at NASA, either a passport or a green card is required for verification.

Communication: Cell phones are permitted, and students are encouraged to call home (e.g., on Tuesday) to update their parents. However, phone use is restricted during instructional time and should only be used for academic searches when necessary. Dr. Penland will record all orientation sessions for students who are out of the country or unable to attend scheduled virtual meetings.