G1.3 Fellowships
Updated: May 11th, 2012
The Graduate Services Fellowships Office is a student services office dealing primarily with graduate students, although outreach and counseling for undergraduates and postdoctoral scholars is common. The unit handles over 600 fellowship funds, each with unique criteria and terms for awarding.
Approximately two-thirds of the graduate student population at UCB receive awards through the Graduate Fellowships Office. These programs include federal, University, endowments, departmental and private foundation awards.
The Fellowships Office:
- Assists department in providing information to students in order to maximize the use of funding packages from University and external sources.
- Supports students seeking extramural fellowships.
- Manages applications, nominations, and awards, both online and through their office at Sproul Hall.
- Provides progress and financial reports to federal agencies, granting foundations, academic programs, the Financial Aid Office, and UCOP, ensuring compliance of fund terms and with Proposition 209, which prohibits some types of preferential financial support.
Restricted Endowment Fellowships. The Graduate Services Fellowships Unit administers some Restricted Endowment Fellowships. It is the responsibility of the Chair of the Department to ensure that recommendations for Restricted Endowment Fellowships meet the terms of the endowment or agency. Generally, these awards must be made to registered and fully enrolled graduate students who maintain a 3.0 GPA. Departmentally restricted funds cannot be used for students on filing fee or to pay professional degree supplemental tuition. Departments now have the option of entering their departmentally restricted awards in GLOW or of continuing to deliver award forms to Fellowships as in the past. Departments who choose to enter awards in GLOW must appoint a data entry person as well as an approver (similar to DSAS). Data entry persons who already have GLOW access do not need further access approval. However, Graduate Fellowships will need to grant access to the approver(s). If your department wishes to start entering awards, please inform the Assistant Director of Fellowships of the data entry person and the approver to ensure that GLOW access is properly set up.
How students receive University fellowship funds. Fellowship stipend payments are normally issued by semester or monthly, depending on the award. The first payment is released no earlier than the first day of the semester. Graduate Division will send fellowship stipend payments to CARS only after the recipient has registered. (Registration is complete when at least 20% of fees/tuition are paid, the student is enrolled in one unit, and there are no active registration blocks.) Funds will be disbursed via Electronic Funds Transfer (EFT) for those who have elected this option (http://eftstudent.berkeley.edu) and whose CARS account is not past due; those who have not opted for EFT will be notified when a paper check is available for pick up. Students should bring their valid Cal 1 Card and social security number to pick up their checks. Checks that are not picked up within 21 days will be mailed to the student’s local address on file in BearFacts.
Fellowship payment of fees and nonresident supplemental tuition, if applicable, will appear as a credit on the student’s Campus Accounts Receivables System (CARS) fee billing statement.
Electronic funds transfer (EFT). Electronic Funds Transfer is recommended for graduate students. Students may sign up for EFT online (http://eftstudent.berkeley.edu). It is normally activated in 7 business days. If EFT has been previously authorized, it will remain in effect. Please note: EFT for fellowship stipend payments is separate from automatic payroll deposits for GSI/GSR positions. Each needs to be authorized separately.
Terms and conditions of fellowships. Students who receive University fellowships are required to register full time (generally 12 units per semester) and to devote their time to study and/or research in the field in which the award is made, make satisfactory academic progress, and maintain a 3.0 GPA. Students who are receiving a summer stipend as part of their multi-year award are required to register for 3 units during the summer. To be considered registered, one must be enrolled in at least one class, have had at least the first installment of fees paid, and have no registration blocks.
The Graduate Services Fellowships Unit should be informed immediately, in writing, of any changes that may affect the fellow’s award, such as substandard performance, resignation, withdrawal, change of major, etc.
Entering students receiving a national award in addition to a University multi-year fellowship must request a “multi-year fellowship deferral” in writing and indicate the name and award criteria of the outside fellowship. If the total length of support exceeds four years, then one year of the University multi-year fellowship will be relinquished. Exceptions to this policy will be considered by the Associate Dean of Fellowships upon student’s request.
Supplementing fellowships with employment or another fellowship. Fellowships enable students to spend the majority of their time studying, and their need for additional financial assistance should be minimal. Departments and students must adhere to the following fellowship supplemental policies:
Students who are receiving a fellowship administered by the University that will give them at least $14,000 in stipend plus fees, are subject to an employment restriction: students may work up to 25% during the academic year (that is, 25% each term or 50% for one term only). There is no work restriction for the summer term.
University fellowships may be withdrawn or modified if the student received two full Graduate Division fellowships (each composed of a stipend plus fees) or if the student receives more than $31,000 in stipend funding during the 12-month academic year (Fall, Spring, and the following summer). In either case, the combined funding must be approved by the Associate Dean of Fellowships. In addition, students are advised to carefully read any departmental award offer(s) because these awards may have further restrictions regarding the maximum stipend amount rule or holding more than one fellowship.
Students receiving external fellowships must refer to the fellowship terms set by the corresponding agency regarding supplementation.
Traveling fellowships. Continuing students may apply to their departments or the Graduate Division for traveling fellowships. Students who receive traveling fellowships are required to register during the tenure of their awards, even if they are studying or doing research away from campus. If they are outside the state of California, they may be eligible for in absentia registration. Information regarding the in absentia registration status is available here.
Renewal of multi-year fellowships. Every spring, the Graduate Services Fellowships Unit sends departments the certification forms for recipients of the University multi-year and of extramural multi-year fellowships administered by the Fellowships Office, such as the NSF Graduate Fellowship. The Head Graduate Adviser should certify whether or not each student is making satisfactory progress toward the doctoral degree and whether the student will continue on the fellowship for the following year or will be supported by other means, such as a teaching or research appointment. The Head Graduate Adviser should consult with fellowship recipients about their plans for the coming year.
See All Topics in the Category: G. Financial Assistance, Guide to Graduate Policy
