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VPGE Fellowship Policies

Jump to: Enrollment Requirements - Progress to Degree - Leaves of Absence - Fellowship Reserve Status - Taxes - Supplemental Appointments - Health Insurance Subsidy - Fellowships in addition to VPGE Fellowships

Enrollment Requirements

Fellows must review their department enrollment requirements, as they may differ from VPGE policy.

SGF, CCSRE (enrollment required all four quarters)

Fellows must enroll in a minimum of eight units (unless they are in TGR or graduation quarter tuition status) all four quarters to receive their fellowship funds. If a department requires a higher enrollment rate than is provided by a VPGE fellowship and additional funds are needed to satisfy department enrollment requirements, Fellows should consult their department’s student services administrator. ***Fellows who are in TGR or graduation quarter tuition status MUST enroll in a zero unit TGR course***

Fellows who do not enroll in the required number of units can request to put their fellowship support on reserve for future use if eligible; otherwise the support for that quarter is forfeited.

Lieberman, DARE (enrollment required all four quarters)

These fellowships provide tuition support at the TGR rate regardless of whether a student has moved to TGR status. If a Fellow has not yet moved to TGR tuition status and additional funds are needed to satisfy department enrollment requirements, Fellows should consult their department’s student services administrator. ***Fellows who are in TGR or graduation quarter tuition status MUST enroll in a zero unit TGR course***

Fellows who do not enroll will forfeit VPGE tuition and stipend support for that quarter. Banking is not permitted.

SIGF (enrollment required all four quarters)

Fellows must enroll in a minimum of eight units during the academic year, e.g. Autumn, Winter, and Spring quarters, for the first two years of the Fellowship (unless they are in TGR or graduation quarter tuition status) to receive their fellowship funds. The SIGF Fellowship provides tuition support for three units of enrollment for the first two Summer quarters. During the third year of the Fellowship, tuition support equal to the TGR amount is provided. If a department requires a higher enrollment rate than is provided by a VPGE fellowship and additional funds are needed to satisfy department enrollment requirements, Fellows should consult their department’s student services administrator. ***Fellows who are in TGR or graduation quarter tuition status MUST enroll in a zero unit TGR course***

ARCS (enrollment required Autumn, Winter and Spring quarter)

ARCS fellows are required to be enrolled in a minimum of eight units or TGR for Autumn, Winter and Spring quarter of the academic year of their fellowship. If a department requires a higher enrollment rate than is provided by the VPGE fellowship and additional funds are needed to satisfy department enrollment requirements, Fellows should consult their department’s student services administrator. ***Fellows who are in TGR or graduation quarter tuition status MUST enroll in a zero unit TGR course***

Fellows who do not enroll in the required number of units will forfeit VPGE tuition and stipend support for that quarter. Banking is not permitted. All quarters of support must be used in the fiscal year of the fellowship award.

EDGE

Autumn Quarter Stipend - Fellows must be enrolled in a minimum of eight units in order to receive their Autumn quarter stipend.

Research Stipend (Summer quarter) - Fellows must follow their department’s enrollment policy in order to receive their research stipend.

Summer Start

SGF, SIGF, CCSRE and Lieberman fellowship recipients may begin tenure early, during Summer quarter, when approved by the recipient's department or program and VPGE staff. Fellows must note that the current fiscal year’s stipend rate will apply.

Practical Training

International students may not use VPGE fellowship funds while enrolled in Practical Training (CPT or OPT).

Progress to Degree

All VPGE fellowship recipients are expected to continue to make satisfactory progress towards their degree, otherwise VPGE support may be suspended or canceled.

SGF and CCSRE

Each year, departments and programs are asked to report on the progress of Fellows with remaining SGF/CCSRE support. Support for the following academic year will be released for the Fellow’s use, except where there is unsatisfactory progress, or identified milestones are not completed, as described below.

Unsatisfactory Progress: For Fellows not making satisfactory progress, fellowship support may be released on a quarter-by-quarter basis, or depending on type and length of issues, the fellowship may be suspended or remaining quarters of the award may be canceled.

Milestone Completion: Fellows are expected to complete department-qualifying procedures and be admitted to candidacy prior to the start of their third year as a Stanford graduate student. SGF/CCSRE support will be suspended until the quarter following completion of the milestone. This policy overrides any extensions for milestone completion approved by departments.

For programs where the usual time to advance to candidacy is not before the start of the third year of graduate school, support for Autumn quarter of the third year will be released for the Fellow's use. Subsequent support will be suspended until the quarter following completion of the milestone.

Any suspended SGF/CCSRE support is reserved for later use, provided it can be used in the first five years of graduate studies; otherwise it is forfeited. If a Fellow has a five-year award, the SGF supplement to the outside fellowship will be forfeited.

Leaves of Absence

All Fellows must comply with University Leave of Absence Policy and procedures, as well as any department or program requirements. Please note that Fellows on a leave of absence are not eligible to receive VPGE fellowship support during the quarters of leave.

Once a leave of absence is approved by a department, Fellows must contact the VPGE office to indicate the quarter the leave begins and the quarter in which the Fellow will resume studies (including Summer quarters without enrollment before or after the leave of absence).

If a Fellow does not return after four consecutive quarters of leave (including Summer quarters without enrollment before or after the leave of absence), the remainder of the fellowship will be cancelled.

If 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.

Read the GAP Policy 5.3, regarding leaves of absence

SGF and CCSRE

Support for the first four quarters related to an approved leave of absence is 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.

SIGF

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.

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.

Any Summer quarter without enrollment that precedes or follows an approved leave is counted as one of the two quarters.

Fellowship Reserve Status

For VPGE fellowships that require enrollment for four quarters each year, interruptions in the use of a VPGE fellowship will result in the forfeiture of the affected quarter(s) unless a request to put the support on reserve is approved based on the policies of the applicable fellowship program.

Who Can Put a Fellowship on Reserve?

SGF and CCSRE recipients who do not already have support budgeted through the fifth year of graduate study are eligible to put their fellowships on reserve. SGF and CCSRE fellowships must be used within the first five years of graduate study, which includes Summer quarter of the fifth year.

SIGF recipients can put up to a maximum of two quarters of support on reserve provided that all SIGF support is used within the first six years of graduate study, which includes Summer quarter of the sixth year. Quarters put on reserve will retain the same tuition support, i.e., a Summer quarter of reserved support that provides three units of tuition support will be rebudgeted for later use with three units of tuition support.

Who Can Not Put a Fellowship on Reserve?

Lieberman and DARE fellows are not permitted to put their support on reserve.

Reserve Procedures

Please note that degree programs or departments may augment the VPGE reserve procedures with other requirements, so Fellows should check with their student services administrator for local procedures and deadlines. In all cases, Fellows are encouraged to discuss funding plans with their advisors and departments, even when official advisor approval is not necessary.

Advisor Approval Required

Faculty advisor approval is required for reserve requests when the student intends to be supported by that faculty member or when planning to not enroll (e.g., 50% research appointment, Practical Training, internship etc.). The Director of Graduate Studies or Department Chair/Director can substitute for the faculty advisor, when necessary.

Advisor Approval Not Required

Faculty approval is not required if a student wishes to put their fellowship on reserve for a teaching appointment (CA, TA, or TF) or use of a training grant, but Fellows must still submit a reserve request form to notify VPGE to update the VPGE fellowship record.

Reserve Deadline

It is advisable to submit requests before the start of the quarter for which a reserve period is requested so a Fellow can avoid the receipt of, and the need to repay, a stipend. The final deadline for submitting a reserve request to VPGE is the Final Study List Deadline for the quarter for which reserve period is requested. Please refer to the University’s Academic Calendar for specific dates.

Make a Reserve Request

Fellows may initiate the reserve process in one of three ways:

  1. Electronic Reserve Request Form (preferred method): The Fellow completes and submits this online form. An email is then sent to the faculty advisor (when applicable) and to VPGE. The advisor can submit an approval via the URL in the automated email.
  2. Download, print and complete a hard copy of the Reserve Request Form. The Fellow obtains their faculty advisor's signature when applicable, then submits the form to the VPGE.
  3. Email: The Fellow sends an email to their faculty advisor (when applicable), copies sgfteam@stanford.edu and includes the following information: (a) Fellow's name; (b) quarter(s) for which the reserve period is requested; (c) a brief description 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.

Reserve Confirmation from VPGE

For all three reserve request methods listed above, VPGE will confirm approval via email to the Fellow, faculty advisor (if applicable) and department student services administrator after reviewing the request.

Taxes

As indicated in University policy, fellowship stipends are taxable, but are not subject to withholding (except for non-resident aliens from a country without a tax treaty). Fellows should be sure to budget accordingly for any tax responsibilities. 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

Please note: University policies apply to all Fellows unless their school or department has a more restrictive policy. Fellows should contact the department’s student services administrator for more information. University policy, as outlined in the Graduate Academic Policies & Procedures handbook (GAP), allows that students supported by a full fellowship (i.e., SGF, CCSRE, Lieberman, DARE, SIGF and ARCS-during quarters of use) 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 four hours to a maximum of ten 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 eight hours per week. During Summer quarter ONLY, University policy allows Fellows to add a supplemental teaching or research appointment of up to 50% to their fellowship or up to 16 hours of hourly work.

Read the GAP Policy 7.3, regarding supplemental appointments

Health Insurance Subsidy

Cardinal Care is a University sponsored health insurance option and the insurance premium is billed over three quarters (Autumn, Winter, Spring). As is provided for any graduate student who has a fellowship paying a non-tuition stipend at or above the minimum salary for a 25% assistantship, SGF, CCSRE, Lieberman, DARE, SIGF and ARCS fellows are eligible to receive the full University Cardinal Care Subsidy for each quarter that they are enrolled and are using their fellowship. The full University Cardinal Care Subsidy is equal to half of the cost of the insurance premium for that quarter.

Read the GAP Policy 7.3, 1.8 regarding the Cardinal Care Subsidy

Fellowships in addition to VPGE Fellowships

VPGE Fellows are obligated to notify VPGE if they receive support from additional fellowships, so that their fellowship can be reconfigured if needed.

For SGF and CCSRE fellows, additional fellowships generally extend the length of the VPGE fellowship up to a maximum of five years. On occasion and with departmental approval, small one-time honorary stipends may be retained in additional to the VPGE fellowship.

If a Fellow is awarded a multi-year nationally competitive portable fellowship (e.g., NSF, Hertz Foundation, NDSEG), a three-year SGF fellowship may be converted to a five-year combination award. Please see an example configuration for a newly admitted student in receipt of a SGF and a NSF.

NSF-SGF dual award example Year 1, 2, 3 NSF supplemented by SGF to total SGF levels
  Year 4, 5 Full SGF support

Lieberman, DARE- Additional fellowships do not extend DARE or Lieberman fellowship support. Additional fellowships reduce the funds paid by the VPGE fellowship.

Read the University's complete fellowship policy in the GAP