Fellowship Training Agenda

1. Graduate School Fellowship Process External Fellowships Issues Insurance Resources Fellowship TrainingAgenda

2. If you are interested in a more detailed, one-on-one fellowship training, please mark it on the attendance sheet or email Christine Fultz at clfultz@purdue.edu. Detailed Training

3. Graduate School Fellowships

4. Fellowship Defined Free grant given to the University for the support of a graduate student in his or her study and/or research. The primary purpose of such a grant is to further the education and training of the student recipient in his or her individual capacity.

5. All fellowship awards to include a supplement for the purchase of medical insurance When the fellowship does not provide a supplement, the department or school is responsible Medical Insurance Policy

6. Federal Graduate School Administered Endowed or Named Foundation Industrial Types of Fellowships

7. August 12, 2002 memo Federal, Graduate School, Institutional Commitments Students must be enrolled as full-time graduate students in a degree-granting graduate program at Purdue. Form 32 Graduate Tuition Scholarships

8. Allocations Department Decisions Offer Letters Communication – College Fellowship Report Form 90 PA / FA Form Fellowship Process

9. Excel Spreadsheet for the Fellowship Office (all offers) Name PUID Department Name of the Fellowship Amount of the fellowship Accepted or Declined College Fellowship Report

10. Submitted by the Department Carver and Knox Student’s CV (as the cover page), Statement of Purpose, Diversity Essay, recommendation letters, and transcripts NO Social Security Numbers Submit as one .pdf by email to the Fellowship Office; fellowships@purdue.edu Submission Process for GS Fellowships

11. Submitted by the Student: Chappelle, Kruhe, Bilsland Strategic Initiatives Student submitted through Blackboard Vista Purdue Non-Academic Campus Submission Process for GS Fellowships

12. A note regarding Bilsland Dissertation Fellowships • The Dissertation Fellowships are by semester only. • Example: 8/1/11 to 12/31/11 • They are not 6-month awards

13. Adding Additional Years • When adding additional years or semesters of support, the fellowship must be on the academic year schedule. • Example: 1/1/12 – 7/31/12, not 1/1/12 to 12/31/12 • Will help to minimize confusion regarding tuition and insurance rates between academic years

14. Fellowship name and administration Stipend amount Tuition and fee coverage (approximate) Insurance supplement (approximate) Fellowship tenure dates Fellowship requirements Electronic copy to the Graduate School Graduate School Offer Letters Refer to Green Sheet

15. Fellowship Issues

16. Division of Financial Aid has to make adjustments to the student’s aid package Insurance – Have 30 days to get this sorted out. Update Fee Remit List - Bursar Fellowship Assistantship

17. Make sure this list is as accurate as possible, and update as needed Not to be a deferment list Contact the Office of the Bursar for other arrangements Fee Remit List - Bursar

18. External Fellowships

19. External Fellowship Categories Federal Fellowships – Proposals have been submitted by Pre Award to the sponsor Federal Fellowships – Fellow has submitted an application for a Federal Fellowship Non Federal Fellowships where a student is named in the award Non Federal Gift of a Fellowship where no student has been named is considered Graduate Aid.

20. Receiving External Awards • Fellow should notify the business office of the award • Business Office Role Email the following to the SPS Fellowship Account Manager • a copy of the sponsor award • student acceptance of the award • Purdue offer letter to student, if there is one • a copy of the Form 90 (prior to routing for signatures) • Route original form 90 for signatures • attach a copy of the sponsor award to the Form 90 Detailed instructions can be found using “Process for Completing Internal Proposals for Fellowships” guide if a proposal has not been submitted to the sponsor directly by Purdue PreAward: http://www.purdue.edu/business/sps/preaward/Sponsors/fellowships.html

21. Receiving External Awards SPS Role • Fellowship Account Manager forwards the information to PreAward if an internal proposal (IP) is needed. • PreAward generates IP and forwards information to Fellowship Account Manager • Fellowship Account Manager establishes the award If a fellowship requires an institutional signature it will be forwarded to SPS Contracting for review and approval prior to award establishment. **Any time a contract signature or budget is needed for a fellowship award, SPS should be contacted.

22. Non-Federal Gift of a Fellowship – Partial Support A non federal fellowship gift that does not fund a full fellowship is considered Graduate Aid The Graduate Aid Procedure can be found at: https://www2.itap.purdue.edu/bs/BPP/Processes/GraduateAidProcess.pdf

23. Endowed Fellowships • Endowed Fellowships, in general, cannot be administered as assistantships. Please review the endowment agreement before awards are offered.

24. Payment Information • The department business office will contact the SPS Fellowship Account Manager with the request for payment information and procedures.

25. Important Insurance Information for Graduate Fellowship Recipients 2011-261-3

26. Fellowship Insurance • It is important that a student be identified as a true fellowship or one that is administered as an assistantship. • Each has a separate enrollment process

27. Fellowship Insurance Enrollment • Open enrollment period: Enroll and make payment no later than January 31, 2012 • Online enrollment and payment management system for students enrolling self only. Visit www.purdue.edu/push for more info. • Students enrolling dependents must visit PUSH, Room 338/340 to enroll.

28. Payment Management System • Students enrolling self only apply online. • Once a student is verified to be eligible, an email is sent informing them of application approval and how to make online payment • Student has 30 days from receipt of email to pay or application is voided.

29. Changes in Funding • Fellowship to an Assistantship Assistantship to a Fellowship • 30 days to make the transition

30. Insurance Supplement Payment Figures are for Spring/Summer 2012 • Total Premium $1047 • Purdue Supplement $800 • Student $247

31. After verification of fellowship insurance eligibility, payment may be made by MasterCard, OR Visa.

32. The policy year ends 08/05/2012. • Coverage can not continue past the policy year end date. Any renewal or continuation would be based on the next year’s policy’s rates and regulations.

33. What happens if a Fellowship is terminated early? • Insurance is effective for the complete period for which a student has paid. • Example: Fellow purchases insurance for the full policy year. However, the fellowship ends in February. The fellow is covered until 8/5/12 if the premium has been paid in full. (must actively attend classes for first 31 days of policy period)

34. Continuation Coverage • If a fellowship policy ends and a student is no longer eligible for student insurance, but has been covered continuously for 6 months under the student insurance, the student may elect to continue the policy. Enrollment MUST occur within 14 days of the policy end date.

35. International Students • Insurance is required for all international students • Must begin with the first day of classes(January 9, 2012) • Coverage must be continuous for the duration of academic studies at Purdue. Please see the PUSH website for more information: www.purdue.edu/push

36. WAIVER Deadline • International Students must purchase the University insurance plan or submit and receive waiver approval no later than January 31, 21012. • Failure to do so will cause loss of the waiver option and/or a possible $200 late fee to complete enrollment.

37. Vision Coverage • An enrollment form for vision coverage is available in their insurance packet or in the Student Insurance office. • Cost is $10.00/year.

38. Further vision benefits information is available at www.vsp.com. • To check enrollment status or with questions regarding vision, visit www.vsp.com. PUID is required.

39. Dental Coverage • Dental insurance is NOT available for purchase by fellowship students. Dental plan is only available to employees of the University.

40. Fellowship Resources webpage http://www.gradschool.purdue.edu/funding/ Then Click on the Funding Resources Tab Fellows Webpage http://www.gradschool.purdue.edu/funding/fellows.cfm Funding Page http://www.gradschool.purdue.edu/funding/ Fellowship Resources

41. SPS Resources • Internal Proposal process http://www.purdue.edu/business/sps/preaward/Sponsors/fellowships.html • SPS Webpage http://www.purdue.edu/business/sps/ • SPS Post Award Fellowship Webpage http://www.purdue.edu/business/sps/postaward/sponsors/fellow.html

42. Cyndi Lynch Christine Fultz Graduate School Fellowship Office Ashlee Robertson Marci Moore Graduate School Business Office Questions? For additional information or training, email Christine Fultz at clfultz@purdue.edu. Joyce Roosz Angie Kepner Patty Blackburn Student Insurance Office Margaret Andrzejewski Sponsored Programs Services