Fellowship Training Agenda

1. Graduate School Fellowship Process External Fellowships Issues/Changes 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. GSDB Funding Feedback • Reports, data • Issues

5. Changes for 2013-14 • Bilsland Strategic Initiatives • Students will respond to RFP • Puskas • Vietnam Education Foundation (VEF) MOU terminated • Flu shots for fellows

6. Fellowship Issues

7. 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

8. Fellowship Scholarship • Fellowship – payments (stipends) paid over multiple months • Scholarship – one-time payment • Any amount • Payment after the semester begins

9. 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.

10. 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

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

12. 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. Request through Pre Award proposal processes (to be discussed later in presentation) Graduate Tuition Scholarships

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

14. 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

15. 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

16. Submitted by the Student: Chappelle and Kruhe Student submits through Blackboard Vista Purdue Non-Academic Campus Submission Process for GS Fellowships

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

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

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

20. 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

21. External Fellowships

22. New Fellowship Proposal Process • Fellowship awards named to a specific graduate student issued by Federal or Non-Federal external sponsors are managed by SPS. These types of awards need to have a proposal in Coeus prior to award set-up. NOTE: This process does not apply to Fellowships issued by the Graduate School. • Business Office Processes for Completing Fellowship Proposals can be found at the following URL: http://www.purdue.edu/business/sps/preaward/Sponsors/fellowships.html

23. Business Office Provides to Pre-Award • Sponsor offer letter • Student acceptance to the sponsor • Purdue Offer letter • Form 90 if there is one at this time • If there is not a form 90 at this time: • provide the PI and student name • the responsible cost center • the start date of the fellow on the award (should start at the beginning of the semester rather than mid-month like an assistantship) • Fall = 8/1 • Spring = 1/1 • Summer = 5/1 or 6/1 • Once the tuition and fees are handled, Pre-Award will complete the proposal, and route for signatures. Note: not all approvals will be necessary if the Form 90 has department head approval.

24. Payroll Cut-Off • The information, approved Form 90, and proposal must be received by SPS Fellowship Account Manager three (3) business days prior to PA form cutoff . This will allow for timely account establishment to ensure payroll deadline can be met. • To accommodate this, the Form 90 needs to be in the Fellowships office five (5) business days prior to the PA Form cutoff.

25. Department Heads, Advisors/Mentors and Graduate Coordinators • Contact the appropriate Pre-Award Center when working with sponsors on funding opportunities for grad students, especially if information on budgets needs to be submitted to a sponsor. • Do not assume the University will provide a Graduate Tuition Scholarship (GTS) or that the sponsor is covering all of the tuition and fees (some of the offer letters from sponsors are difficult to interpret). Please have the budget reviewed by SPS Pre-Award.

26. University Allowance in RFP • If a sponsor provides a university allowance noted in the RFP for tuition and fees, the budget for the proposal must include the maximum allowance allowable, otherwise the University may not provide a Graduate Tuition Scholarship (GTS). Reference memo dated February 13, 2004 “RE: Administration of Tuition and Fee Scholarships and use of Cost of Program Allowances.”

27. Financial Conflict of Interest - FCOI • University Policy requires all investigators participating in sponsored projects to disclose any significant financial interests that may present an actual or potential conflict of interest in relationship to externally sponsored projects.http://www.purdue.edu/research/vpr/rschadmin/coi/disclosure_fin_int.php • In the case of fellows, the PI or mentor, who has first hand knowledge will be asked if the fellow meets the definition of investigator. • If any fellow meets the definition, they will need to complete the required disclosures.

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

29. Payment Information • Payment by check for Fellowship awards should be remitted directly to Purdue’s financial Institution: • Purdue University – Accounts Receivable • Sponsored Programs • 23510 Network Place • Chicago, IL 60673-1235 • Contact the Fellowship Account Manager for wire transfer information.

30. Helpful information Business Office Proposal process http://www.purdue.edu/business/sps/preaward/Sponsors/fellowships.html SPS Web page http://www.purdue.edu/business/sps/ SPS Post Award Fellowship Webpage http://www.purdue.edu/business/sps/postaward/sponsors/fellow.html Conflict of Interest http://www.purdue.edu/research/vpr/rschadmin/coi/disclosure_fin_int.php

31. QUESTIONS?

32. Important Insurance Information for Graduate Fellowship Recipients 2012-261-3

33. Fellowship Insurance • It is important that a student fellowship be identified as true fellowship or one that is administered as an assistantship. • Fellows should receive their insurance packet at payroll orientation or from their business office PRIOR to enrollment. Full instructions are inside.

34. Fellowship Insurance Enrollment • Open enrollment period: Enroll and make payment no later than January 31, 2013 • Students with Dependents must enroll at PUSH Student Insurance Office, Room 340 • Student Only – enroll online as directed in packet • Fellowship to an Assistantship – OR - Assistantship to a Fellowship • 30 days to make the transition

35. Insurance Supplement Payment Figures are for Spring/Summer 2012-13 year • Total Premium $1086 • Purdue Supplement $830 • Student $257

36. The policy year ends 08/05/2013. • 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.

37. 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.

38. International Students • Insurance is required for all international students • Must begin with the first day of classes(January 7, 2013) • Coverage must be continuous for the duration of academic studies at Purdue. • Please see the PUSH website for more information: www.purdue.edu/push

39. WAIVER Deadline • International students must purchase the University insurance plan or submit and receive waiver approval no later than January 31, 2013. • Failure to do so will cause loss of the waiver option and/or a possible $200 late fee to complete enrollment.

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

41. 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.

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

43. 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 Fellowship Resources

44. 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 Patty Blackburn Student Insurance Office Margaret Andrzejewski Sponsored Programs Services