Mini-Mission Application

What am I applying for? You are applying to be the lead instructor of a NESSP ROADS mini-mission in July or August 2024. Mini-missions are summer experiences led by local educators and community members. NESSP provides suggested activities, supplies, training/support, and instructor stipends. Instructors make the schedule, find a place to host, and recruit students. NESSP offers three mini-mission options this year: Artemis ROADS mini-mission, Icy Worlds mini-mission, and James Webb mini-mission. Please check out this page on our website to learn more about each mini-mission and the resources available! We also recommend you review these slides or this recording from our mini-mission info session.

What do I need to know to complete this form?

What communities are mini-missions intended for? All NESSP programs, including mini-mission, are designed to bring NASA Science to rural, underserved, and underrepresented communities and increase teacher capabilities, student expertise, and aspirations within these communities. Historically underrepresented communities in STEM include women, people of color, LGBTQ+ individuals, individuals with disabilities, low-income and socioeconomically disadvantaged communities, rural and remote communities, and first-generation college students.

When can I host a mini-mission? Mini-missions can only be hosted in July or August. Other dates are unavailable due to other obligations of NESSP staff and the availability of supplies.

Where can I host a mini-mission? Mini-missions can only be held at schools, organizations, or other public meeting spaces (like a library) with appropriate participant insurance protection. You cannot hold a mini-mission in a private residence. Priority will be mini-missions held in Washington, Montana, Oregon, Idaho, and nationally with educators who have previously participated in NESSP programs.

What is a lead mini-mission instructor?  Lead mini-mission instructors are adults (18+) who serve as the mini-mission's primary planners, recruiters, and instructors. They are also the primary contacts for NESSP. All mini-mission lead instructors are required to pass a background check and attend the mini-mission instructor training.

What is an assistant mini-mission instructor? For mini-missions with a sufficient number of students, a stipend is provided for an assistant instructor to support the lead instructor. Assistant instructors must be adults (18+) and pass a background check. While assistant instructors are invited to attend the mini-mission training, it is not mandatory.

What if additional adult volunteers or mentors would like to assist with the mini-mission? Additional adults may help with the mini-mission; however, they must still pass a background check and are not eligible for a stipend from NESSP.

What are the guidelines for student participants? Student participants must be enrolled in primary or secondary school or under 18 at registration to participate. Registered Mission Advisors must submit details (names, ages, etc.) about your student team members in an additional form (Step 2 of the registration). That form will be emailed to the lead mini-mission instructor after the lead and assistant instructor (if applicable) have passed background checks and the Authorized official of the organization where the mini-mission will be hosted has signed the contract.

What if I want to host more than one mini-mission? Depending on the total number of mini-mission requests received this year, we may be able to provide support for more than one mini-mission per instructor, including supplies and other resources. However, each mini-mission instructor and assistant instructor can only receive one stipend per summer, even if they lead multiple mini-missions. If you would like to lead additional mini-missions, please email info@nwessp.org.

Are there any contracts that need to be signed by an Authorized Official at my organization? Yes, NESSP requires three signed documents during the registration process.

The first document is the Mini-Mission Statement of Work, which the lead instructor and, if applicable, the assistant instructor must sign. The statement of work outlines the instructors' responsibilities and the support provided by NESSP.

The organization's authorized official representative must sign Central Washington University's Standard Agreement contract
(Example Draft Contract). This contract ensures that the mini-mission is conducted in a safe environment and that all participants, Central Washington University (CWU), and the hosting organization are protected in the event of medical emergencies or liability claims.

Finally, IRS W9 forms are required for all instructors requesting a stipend.

Note that the mini-mission statement of work and W9 forms must be signed and uploaded with this form. Please download them and get them signed before starting this form. After this form is completed, the contract will be emailed directly to the authorized official for signature.

What is an Authorized Official Representative (AOR)? An authorized organizational representative is an individual who has the legal authority to act on behalf of an organization in official matters. This person is typically designated by the organization's leadership or governing body to represent the organization in contracts, agreements, and other formal transactions. They have the authority to sign legal documents, make decisions, and enter into binding contracts on behalf of the organization. Typical authorized organizational representatives for schools or youth organizations include the principal or headmaster, superintendent, school board chairperson, executive director, board president or chairperson, and CEO or executive director of a nonprofit, who are empowered to represent the organization in legal matters and sign contracts.

What if the organization where I intend to host the mini-mission cannot fulfill the contract terms or needs to request changes? In some instances (though not always), CWU may be able to accommodate exceptional circumstances or modifications to the contract. Your organization can ask questions or request changes after we send the contract to the Authorized Official.

Why does NESSP require a W9 to be uploaded for each instructor applying for a stipend, and where can I download the form?  Stipends are payments that CWU must report to the IRS. W9 forms can be downloaded directly from the IRS website at this link (https://www.irs.gov/pub/irs-pdf/fw9.pdf). Please ensure the W9 forms include an actual "wet" signature (not typed), a correct mailing address, and a social security number.

Is funding available for food or other supplies needed to host a mini-mission?  Yes, NESSP can provide funds for student lunches and a small stipend for additional supplies this year. Food costs must remain below the per diem rate (typically $15/participant). NESSP will send the budget to the lead instructor after completing this application form. The lead instructor or organization will need to cover the expenses for these items, retain the receipts, and submit an invoice after the mini-mission for reimbursement.

Why does NESSP need student participants' names, ages, and demographic information? NESSP is supported by a NASA grant, which mandates reporting the number of participants engaged, student age, and demographic information. While we do not disclose student names to NASA or any other organization, they are necessary for matching forms such as NASA media releases to individual participants.

Will I need permission from my student guardian for my student participants? Yes, permission from the guardian or parent of student participants is required. We prioritize the safety and well-being of all participants, and obtaining guardian consent ensures transparency and compliance with our program's policies. NESSP will provide a required risk and release form for each participant and an optional NASA media release form for minors. A legal guardian must sign both forms.

I have more questions. Hey, we understand! The best thing you can do is review the mini-mission webpage and Information Session slides. However, you can also email your questions to info@nwessp.org.

Thank you for taking the time to read through this information and for all that you do! 

NESSP mini-missions are intended to serve communities with educators and students who are historically underrepresented in STEM, including women, people of color, LGBTQ+ individuals, individuals with disabilities, low-income and socioeconomically disadvantaged communities, rural and remote communities, and first-generation college students.

Mini-Mission Training Sessions

Mini-mission advisors are required to attend two training sessions.

The first training session, called "Preparing Your Mission," will be 1.5 hours long. It will assist you in completing additional steps related to your mini-mission, such as developing the schedule, making supply requests, and filling out the student participant form.

Additionally, a 2 to 3-hour training session will be required for new mini-mission instructors to provide support for the activities in each mini-mission. The timing of these trainings will be coordinated with lead instructors after NESSP receives all applications for mini-missions.

Mini-Mission Statement of Work and W9 Forms

The mini-mission statement of work templates can be downloaded here (File -> Download):

The statement of work outlines the obligations of the lead and assistant instructors and Central Washington University. It includes information about the stipends provided to the instructors. This contract must be signed by both the lead instructor and assistant instructor (if applicable) and uploaded below.

W9 forms are required for any individual requested a stipend. They are mandatory for CWU to report payment to the IRS. Please ensure all W9 forms are complete before uploading it.

Background Checks and Contract Requirements

Central Washington University (CWU) in Ellensburg, WA, administers the NASA grant supporting NESSP and requires a signed standard contract due to liability concerns and Washington state laws for youth programs.

Upon receiving the information for your organization, CWU will customize a contract (Example Draft Contract) and send it electronically to the Authorizing Official. The contract can be signed electronically, and additional details, such as proof of insurance, can be submitted via email.

CWU will also initiate background checks for the lead and, if applicable, assistant instructor. The background check must be administered by CWU, even if the instructor has a current background check with their institution.