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Fellowship Policies & Terms

These terms and policies generally apply to VPGE-funded doctoral fellowships (SGF, SIGF, DARE, and EDGE). Each fellowship may have its own requirements and policies, as described on individual fellowship pages. 

A Fellow’s department or program is the best resource for questions about specific funding situations, regardless of the funding source. In general, any flexibility in the VPGE funding policy does not override the University or individual department or degree program requirements or funding policies.

Taxes

For Fellows inquiring about Taxes, please note that fellowship stipends are not subject to tax withholding. For non-resident aliens only, a 1042-S is issued in early March.

Read the GAP Policy 7.2, 1.7 Regarding the taxability of stipends

Supplemental Appointments

University policy, as outlined in the Graduate Adacemic Policies & Procedures handbook (GAP) allows that students supported by a full fellowship like the SGF or SIGF may be employed for an additional eight hours of hourly employment or may hold a supplemental teaching appointment (e.g. TA, CA) or research appointment (RA) from a minimum of 4 hours to a maximum of 10 hours a week.

If a student has a combination of hourly work and a supplemental teaching or research appointment, the total commitment may not exceed 8 hours per week. 

Read the University's fellowship policy in the GAP

Banking

Interruptions in the use of a VPGE fellowship will result in the forfeiture of the affected quarter(s), unless a request to bank (i.e., defer or reserve) the support is approved based on the policies of the applicable fellowship program. 

Who can Bank?

SGFs and CCSRE-GFs who do not already have support budgeted through the fifth-year of graduate studies are eligible to bank. SGF and CCSRE fellowships must be used within the first five years of graduate study, which includes summer quarter of the fifth year. Fellows who cannot bank include new students with a five year combination award (e.g. NSF-SGF), or fellows whose award began in their third or fourth year of graduate studies and whose support is budgeted through summer quarter of their fifth year.

SIGFs can bank up to a maximum of two quarters of support during the lifetime of their SIGF fellowship provided all SIGF support is used within the first six years of graduate study, which includes summer quarter of the sixth year.  Banked quarters will provide the same tuition support, e.g. summer support with three units of tuition support will be rebudgeted with three units of tuition support.

Banking Procedures

Please note that degree programs or departments may augment the VPGE banking procedures with other requirements, so fellows should check with their student services administrator for local procedures and deadlines.

Deadline

It is advisable to submit requests before the start of the quarter for which banking is requested to avoid the receipt of, and the need to repay, a stipend disbursement. The final deadline for submitting a request to VPGE is the Final Study List Deadline for the quarter in which banking is requested.

TIP: If a department or fellow knows a decision cannot be made until after the start of the quarter, and the fellow does not want the stipend payment until a decision is made, the department may change the stipend entry to “pending” status in the Graduate Financial Support (GFS) system.

Check deadlines on the University's Academic Calendar

Reason

SGF, CCSRE-GF, and SIGF recipients who will be on an approved Leave of Absence should not submit the Banking Request Form. See more information about a Leave of Absence below.

A banking request form is required for all other reasons, with the most common being:

  • a 50% research appointment (RA)
  • 
practical/optional training (international students)
  • 
an internship
  • 
a 50% teaching appointment (CA, TA, or TF)*
  • support from a training grant*

Banking Request Form

A request to bank VPGE fellowship support must be submitted to ensure appropriate notifications and approvals and that accurate funding records are maintained by VPGE and your department. You may initiate the banking process in one of three ways:

  1. Electronic Banking Request Form (preferred method): The fellow completes and submits this online form. An email will then be sent to your faculty advisor and VPGE. The advisor can submit her/his approval by clicking on the URL provided in the automated email.*
  2. HARDCOPY Banking Request Form: The fellow completes, prints, and signs this Word document. The fellow obtains their faculty advisor's signature,* then submits the form to VPGE.
  3. Email: The fellow sends an email to their faculty advisor,* copies sgfteam@stanford.edu, and includes the following information: (a) fellow's name; (b) quarter(s) for which banking is requested; (c) a brief desciption of the fellow's activity; and (d) a short explanation of how the activity contributes to the fellow's PhD program. When applicable, the faculty advisor "replies all" indicating her/his approval.*

Fill out the electronic Banking Request Form

Download the Banking Request Form

Approval

For all 3 banking request methods listed above, VPGE will send a decision via email to the fellow, faculty advisor,** and department student services administrator after reviewing your request.

Notes

*Faculty advisor certification is not required if your banking request reason is for a teaching appointment (CA, TA, or TF) or use of a training grant, but you must still submit a banking request form to notify VPGE to update your fellowship record. In all cases, fellows are encouraged to discuss funding plans with their advisors and departments, even when official advisor approval is not necessary.

**The Director of Graduate Studies or Department Chair/Director can substitute for the faculty advisor, when necessary.

Leaves of Absence

All Fellows must comply with University Leave of Absence Policy and procedures, as well as any department or program requirements. Please read the information below regarding specific fellowship policies. Once a leave of absence is approved, Fellows should contact the VPGE office to indicate the quarter your leave begins and the quarter in which you will resume your studies. If a fellow does not return after four consecutive quarters of leave, the remainder of the fellowship award will be cancelled (see Leave of Absence section below).

Read the University's Leave of Absence Policy in the GAP

Contact the VPGE office about a leave of absence

SGFs and CCSRE-GFs

  • Support for the first four quarters related to an approved leave of absence are automatically reserved for later use, provided the support can be used within the first five years of graduate study.
  • The period considered the first five years of graduate study for the use of the fellowship is extended up to four quarters related to an approved leave of absence.
  • Any summer quarter without enrollment that precedes or follows an approved leave is counted as one of the four quarters. 
  • If the fellow does not return after four consecutive quarters without enrollment related to a leave, the remainder of the fellowship will be cancelled. If, however, the leave of absence is due to serious illness or other medical condition, or active military service, and will result in an absence of more than four consecutive quarters without enrollment, contact the VPGE office regarding fellowship arrangements.
  • Fellows should email the VPGE office indicating the quarter in which their leave will begin and the quarter in which they will resume their studies. This ensures accurate fellowship records and banking.

SIGFs

  • Support for the first two quarters related to an approved leave of absence are automatically reserved for later use, provided the support can be used within the first six years of graduate study. If the fellow does not return after four consecutive quarters without enrollment related to a leave, the remainder of the fellowship will be cancelled. If, however, the leave of absence is due to serious illness or other medical condition, or active military service, and will result in an absence of more than four consecutive quarters without enrollment, contact the VPGE office regarding fellowship arrangements.
  • Any summer quarter without enrollment that precedes or follows an approved leave is counted as one of the two quarters. 
  • The period considered the first six years of graduate study for the use of the fellowship is extended up to two quarters related to an approved leave of absence.
  • Fellows should email the VPGE office indicating the quarter in which their leave will begin and the quarter in which they will resume their studies. This ensures accurate fellowship records and banking.