Instructions for the Graduate College Form for Fellowships, Traineeships and Courtesy Waivers
Fellowship and traineeship appointments are reviewed in the Graduate College. Students admitted on limited status due to grade point average or a bachelor's degree not comparable to that at this university should not be awarded fellowships unless there is some extraordinary justification for doing so. Students on academic probation are not eligible for fellowships unless an exception is granted by the Graduate College. Non-degree students are not eligible for fellowships or traineeships administered by the Graduate College.
Departments are required to submit the Graduate College Rating Form for Fellowships and Traineeships in the following situations:
- To process all fellowship and traineeship appointments paid through campus payroll.
- To request a courtesy fellowship waiver to accompany an external fellowship paid directly to the student.
Please use the following instructions to assist in the completion of the Rating Form.
Please complete all of the relevant sections [note: for a fellowship, all sections should be included except the “Courtesy Waiver” section. For a courtesy waiver, all sections should be included except the “Award Information” section].
Additional documentation is also required for:
- Traineeships: Attach agency Notification of Award and program guidelines (hard copy or URL).
- Courtesy waiver: Attach award information, including the amount and duration of the external fellowship. See the Tuition and Fee Waiver Policy section of the Graduate Handbook for more information.
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Sections
STUDENT INFORMATION
- Student’s UIN.
- Student's Name (Last, First, and Middle, if known).
- Student’s Gender.
- Student’s Date of Birth.
- Citizenship - Indicate whether student is a U.S. citizen, permanent resident or non-resident alien.
- Student's Current Mailing Address - Please note that the Notice of Fellowship Appointment (NOA) will be sent to whatever address is listed in this section. For incoming students, do not list department address.
- Student’s Program Code - For students in the Medical Scholars Program (MSP), please provide the graduate department code.
- Student’s Email Address - Please provide an address other than the assigned University email if available.
- Student's Department - For MSP students, please also list the other academic program (PhD, JD, etc.).
SCHOOLS ATTENDED
- Undergraduate Institution Name - If multiple institutions attended, provide the name of the degree- granting institution(s).
- Graduate Institution Name (degree-granting or not).
- Dates of Attendance - For current students, list date of admission.
- GPA - For current students, list current cumulative GPA (Current GPA provides documentation that the student is not on academic probation).
- Number of credits used in computation of GPA.
- Degree awarded from institution.
Currently Enrolled Full-Time - For current students, indicate whether the student is enrolled full-time. Full-time enrollment is required for Fellows unless an exception is granted by the Graduate College.
AWARD INFORMATION
- Fellowship or Traineeship Name.
- Name of the Unit appointing the fellowship or traineeship, if different than the student’s academic department.
Tuition and Fees
- If fellowship is for $3,000/semester or more and tuition is not to be charged to a grant, check the “waive” box.
- If tuition and/or fee charges are to be billed to the grant paying the stipend, check “Bill to stipend C-FOAP” (note details of fees to be included in comments box).
- If fellowship is supplemental (not waiver-generating) to a waiver-generating assistantship, check "Asstshp wvr" and indicate on the line the percentage of the assistantship. Please provide the assistantship information in the Concurrent Appointments section.
Other Mandatory Fees - This section should be completed only if the fellow will receive payment of all other mandatory fees.
- If the payment of all mandatory fees is to be billed to the grant paying the stipend, check “Bill to stipend C-FOAP”.
C-FOAP TITLE
- C-FOAP title.
- C-FOAP.
- Time Sheet Org – Organization Code for unit paying fellowship.
- Dates of award. For information on standard fellowship appointment dates.
- Monthly Stipend Amount.
- Total Stipend Amount.
If appointment is for a traineeship, please attach a copy of the completed agency notification of award.
COURTESY WAIVER
Departments may request courtesy fellowship waivers for individual students who receive fellowships paid directly to the student, only if the award provides no funding for tuition and fees. To qualify for a courtesy waiver, the award must meet the definition of a fellowship, including providing a stipend of at least $3,000/semester.
- Name of award.
- Award period.
- Total stipend.
Please submit supporting documentation of the award along with the Rating Form. For more information see the Tuition and Fee Waiver Policy section of the Graduate Handbook.
CONCURRENT APPOINTMENTS
List all assistantship and hourly appointments that correspond with the fellowship period.
- Type of assistantship appointment.
- Appointment dates.
- If hourly appointment, indicate expected number of hours per week.
COMMENTS BY DEPARTMENT/APPOINTING UNIT
Provide any additional relevant comments.
APPOINTING UNIT
Approval of Appointing Unit: Department Head, Chair, or other authorized person (from Authorized Signature Form) must date and sign to indicate approval. If Appointing Unit is different than student’s department, please provide name of Appointing Unit.
For questions about Form Submission: Email the Graduate College Fellowship Office at (GradFellowships@illinois.edu) or call (217) 333-0036 between 9:00 am to Noon and 1:00 pm to 4:00 pm.
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