# Mentor and reference preparation packet

A mentor who agrees to supervise a project and a person who submits a confidential recommendation may play different roles. Use the program's instructions rather than assume one person can fill every slot.

## Research-fit note

Program and exact project:

Research question I can explain in plain language:

Source or paper I actually read:

Relevant preparation I have:

A task I personally completed:

How I checked the result:

A limitation I can explain:

What I hope to learn under supervision:

My academic stage and availability:

Question I need the prospective mentor to answer:

## Reference request

| Question | Your answer |
| --- | --- |
| Does this person meet the program's referee rules? | |
| Which work of mine did they observe? | |
| What materials will help them evaluate my preparation? | |
| How does the system send the invitation? | |
| What is the actual reference deadline? | |
| Is it different from my application deadline? | |
| How will I confirm receipt without requesting confidential content? | |

Ask whether the person has enough time and knowledge of your work to provide the required reference. Give them the real program instructions, not an abbreviated deadline with its timezone removed.

## Track completion

| Person | Requested | Agreed | System invitation sent | Received status | Next appropriate action |
| --- | --- | --- | --- | --- | --- |
| | | | | | |
| | | | | | |

Do not write or submit confidential recommendation content on another person's behalf. A promise to write is not confirmation that the program received it. Keep follow-ups specific and respectful.

## Before drafting a proposal

Confirm mentor approval when required, the actual prompt, required technical scope and the program's rules on AI or other assistance. These planning fields are not a proposal to submit. Write your own application under the applicable rules.

Related guides:
https://internshipdeadlines.com/guides/caltech-surf-visiting-student-guide
https://internshipdeadlines.com/guides/daad-rise-germany-2027-application-guide