Internal Fellowship Process

Summary of Internal Fellowship Process

To increase efficiency and improve service to students programs are responsible for adding Graduate School-funded internal fellows to payroll, managing benefits, and both authorizing and paying for non-resident tuition, segregated fees, and other academic fees.

Hiring and payroll
Award ID for Job Aid: MSN209708
Grant Administrator for Job Aid: Graduate School with funding from WARF

Offer and confirmation letters
Offer letters should be sent to prospective students, recent admits, and continuing students when making a fellowship offer. Confirmation letters should be created and sent to all students receiving a fellowship prior to the start date of the fellowship. Below are a template and fillable spreadsheet. The template is set up to use Mail Merge. To do this, enter the information for each fellow in the spreadsheet. Then in the template click the heading "Mailings," then select "Start Mail Merge" and use the "Step by Step Mail Merge Wizard." Select "Use an existing list and select the spreadsheet." This will auto-populate your fellowship letters and prepare them to print out for your students. If you prefer not to use mail merge, you can edit this manually in Word, as well.
Excel spreadsheet for confirmation letter mail merge
Please attach the most recent COVID-19 guidance, available at

Concurrent appointments
Students can hold a concurrent appointment as a TA, RA, PA, or student hourly position with their fellowship within the limits set out in the current university policy. Whenever assistantships (RA, TA, or PA) are combined with fellowships or traineeships, total compensation cannot exceed the department’s full-time RA rate that was reported to the Graduate School for the current year. (fellowship/traineeship + assistantship = total compensation). The list of approved program rates can be found on the Graduate Assistantships webpage, under Assistantship Salaries by Program. Please contact the Fellowship Officer at before a fellow accepts a concurrent appointment. 

How do I submit addition fellowship appointments throughout the year? 
Please email with the following information at least four weeks before the end of the semester prior to the semester the fellowship is set to begin. Example: Mid July for Fall, Mid November for Spring, and Mid April for Summer: 
1. PDF of student acceptance letter 
2. Student name and campus ID 
3. Fellowship type. 
4. Fellowship length 
5. 135 funding string

What qualifies as "internal fellowships"?
We use the term "internal" to mean fellowships funded by the Graduate School.

What do I do if a student opts to defer their enrollment and/or their fellowship?
If a student chooses to defer enrollment and/or their fellowship, email with the student's name and campus ID as soon as possible.

Who is responsible for benefits? 
Department/School/College level HR offices are responsible for fellow benefit enrollment. 

How to I set up fellowship appointments in JEMS? 
Please work with your department/school/college level HR office to see who should be in charge of the step. The JEMS Hiring Manual above include step by step guide.

What is the difference between third party authorization and tuition remission?
Third party authorization pays for a fellow's in-state tuition and segregated fees. To learn more about third party authorization, please visit the Bursar's Office website. Tuition remission waives the student's out-of-state portion of their tuition. For 2020-2021, programs should submit third party authorization forms to the Bursar's Office for their internal fellows, the Graduate School will submit tuition remission for all reported fellows in the Fellowship Tracking System.

How can I access the Fellowship Tracking System?
Log in here with your NetID: Graduate Program Coordinators & Payroll Contacts listed in the Unit Directory have access. 

How do I update roles (fellowship coordinator, payroll contact) in the Unit Directory? 
Directions to update the Unit Directory can be found here: 

Keywords:fellowship, fellowships, FY21, internal fellows, fellows, fellow, fellowship process   Doc ID:99717
Owner:Jeff C.Group:Graduate School
Created:2020-03-30 10:06 CDTUpdated:2022-04-25 07:19 CDT
Sites:Graduate School
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