Decentralized Fellowship Award Decisions
It is important that you check with the Dean's Office of your unit for procedures, stipend levels, guidelines and deadlines regarding the following types of fellowships.
Recruitment Fellowships for Incoming Students
- Graduate School Recruitment Fellowships
- Microelectronics and Computer Development (MCD) Fellowships
- Fellowship Supplement to TAs or GRAs (Super-TA or -GRA Awards)
Diversity Fellowships for Incoming Students
- Graduate School Diversity Recruitment Fellowship Program
- Graduate School Diversity Recruitment Supplement
- Graduate School Diversity Mentoring Fellowships
Fellowship Support for Current Students
- Graduate School Continuing Fellowships (College specific) (includes some Endowed Graduate School Fellowships)
- Editorial Assistantships
Dean-defined Fellowship Award Packages
The Dean of each college or school has the flexibility to define fellowship award packages to best allocate fellowship funds within their units. Each college/school-defined award package describes how funds for that package will be allocated for stipend, tuition credit payments, or one-time payments for insurance or other payments by semester (Fall, Spring, Summer), and whether that package is available as a “recruitment” fellowship, “continuing” fellowship, or can be used for both types of awards. Funds allocated to the colleges will be held in separate subaccounts within the Graduate School. An important change is that these funds will carry over from one fiscal year to the next. The college/school-defined fellowship award packages for decentralized award decisions vary by college and school and can be viewed here.
These awards are offered at the local level. Students may be contacted about their offer for one of these fellowships without notifying the Graduate School. However, once the student has accepted the offer of one of these fellowship, that information needs to be input into the Graduate School On-line Award System using the new Fellowship Awards Reporting application available thru UTDirect. The Award Reporting System is now active and available for submitting reports through May 1, 2014 for recruitment fellowships.
The Graduate School has developed a tutorial for advisers and coordinators illustrating how to “View” the award packages and how to “Report” awards using the online system once it is open in early April – view tutorial here. Please view the award packages available for your college/school and report any problems to Marv Hackert (firstname.lastname@example.org).
There are separate award reports for recruitment vs. continuing fellowship awards. Deadline for submitting award reports for decentralized award decisions is May 15, 2014 for continuing fellowships.
In either case, entering the award report information is a simple four step process:
- EID - Go to the appropriate award report application and enter the student’s EID and verify that you have the correct student.
- Supporting Documents – Optional, but we recommend that you upload a copy of the student’s offer letter to keep with the award report.
- GS Fellowship Funding –
- Award Type - Select best descriptor for award for reporting purposes.
- Indicate which are the funding years (1 through 5) for the fellowship.
- Select 1 to 3 fellowship award packages for each year of funding.
- Show Graduate School Fellowship Totals to review the packages and total cost for the awards selected.
- Use "Make changes" to go back, or if all is correct "confirm" and "save and continue".
- Certify and Submit - you will also find a link here to view your report if you want to print a copy for your records.
The Graduate School will contact the student later to confirm the details of the award, will process the appointments, and coordinate waivers of out-of-state tuition, within limits of waiver availability.