Before You Arrive¶

Logistics, lodging, parking, food, stipend, and travel-support details are collected here.

Quick links¶

• Program details
• Lodging
• Parking on campus
• Where to eat in Oxford
• Stipend and travel support
• Daily rhythm
• What to bring

Program details¶

Lodging¶

On-campus housing is not available through EPIC. Participants and families should arrange and book their own lodging if they need to stay in Oxford.

Participants should plan to arrive by 8:50 AM each morning.

Parking on campus¶

All vehicles parked on the University of Mississippi campus need a university parking permit or paid metered parking during enforcement hours. Visitor permits are enforced Monday-Friday, 7:30 AM-5:00 PM.

For current rules, permit purchase links, and maps, see the official Ole Miss visitor parking page.

Key details:

• Daily visitor permits are $5.
• Visitor permits can be purchased online and printed before arrival.
• Daily online permits can cover up to seven consecutive days; weekends are included in that period at no cost.
• Visitor parking areas include The Lyceum Circle and University Avenue near the Welcome Center.
• Visitors with current visitor permits may also park in available non-reserved faculty/staff or commuter spaces.
• Metered parking is also available at $1.75 per hour and does not require a visitor permit, but the meter must be paid.

Hotel areas and options¶

Participants, families, visiting teachers, and other guests who need local lodging should book directly with a hotel or rental provider.

Oxford is busiest during university events, so make reservations early and confirm cancellation policies before booking. Useful areas to search:

• Near the Square: convenient for restaurants, shops, and walking around downtown Oxford.
• Near campus: convenient for program drop-off, pickup, and university visits.
• West Jackson Avenue / Highway 6 area: often has more chain-hotel options and easier driving access.

Possible starting points include:

Where to eat in Oxford¶

The lunch break runs from 11:30 AM to 1:30 PM, so students will have time to eat on campus or nearby. Participants staying in Oxford should also plan for evening meals and snacks.

Good areas to know:

• On campus: best when you want to stay close during the day.
• The Square: the main downtown restaurant area, with many local options.
• North Lamar / West Jackson: useful for casual meals, coffee, and chain options.

Some local options families often consider:

Stipend and travel support¶

Your stipend and support are processed differently depending on your institutional affiliation. This section explains how payments work so you know what to expect. You do not need to take action beyond providing the requested paperwork when asked.

Subsistence support¶

Participants will receive a lump sum of $1,200 for the week, based on 25 hours of program participation. This support is intended to cover housing, meals, laundry, and parking. Receipts are not required for this lump-sum support.

The stipend payment will be made at the conclusion of the program. If that timing would cause financial distress, please contact us so we can make alternate arrangements.

If you are a University of Mississippi student¶

Your stipend is processed through UM Workday as an Experiential Learning Stipend using Period Activity Pay. This is treated as W-2 wages with standard tax withholding, the same as other UM student payments.

If you are not a University of Mississippi student¶

Your stipend is processed via E-Form 13: Payment for Services as Contractor. This is reported on a 1099 as other income, with no tax withholding. You are responsible for reporting this income yourself at tax time.

The University of Mississippi Accounts Payable office maintains the current Form 13 instructions and payment forms:

• UM Accounts Payable
• Instructions for Form 13

Travel stipend¶

A travel stipend of up to $500 is available upon request in addition to the \(1,200 subsistence support. Mileage is reimbursed at **\)0.70 per mile, up to 600 miles round trip**.

Travel reimbursement may require additional documentation, such as mileage details or receipts, depending on the expense. The program team will tell you what to submit.

Daily rhythm¶

Each day runs from 9:00 AM to 4:00 PM. The morning session ends at 11:30 AM, followed by a two-hour lunch break from 11:30 AM to 1:30 PM. Afternoon sessions run from 1:30 PM to 4:00 PM and include tutorials, project work, poster preparation, and presentations.

Participants will work in five teams on five Belle II projects. There are 13 participants, so most teams will have two or three students.

What to bring¶

Before Monday morning¶

You don't need to do anything technical before arriving — we'll set everything up together on Day 1. But if you'd like a head start:

• Optional reading: Check out the Physics Background pages for a gentle intro to neutrinos and B mesons
• Optional setup: If you want to try running a notebook on your own device before the program, see the Setup guide

Questions?¶

Reach out to the program coordinators at [TBD contact email] and we'll get back to you as soon as possible.