External Fellowship
Description
The University administers external fellowship funding that supports graduate students, postdoctoral scholars, and faculty. Because fellowship funds may be distributed directly to individuals, they often involve unique compliance and administrative requirements. It is essential to determine the correct campus office responsible for managing each award.
Although some fellowships may support research, the presence of the word "research" in a funding announcement or agreement alone does not determine how the award should be administered.
Use the Fellowship Decision Tool below to identify the appropriate office based on the specific characteristics of the funding.
Roles and Responsibilities
- Sponsored Programs Administration (SPA)
- Administers research project funding and Federal fellowships of all types
- Assists with fellowships that include a cost of education allowance or indirect costs
- Executes agreements for these categories
- Graduate College
- Coordinates and administers limited submission opportunities for student fellowships
- Ensures visa compliance for international graduate students
- Determines tuition and fee waiver eligibility
- Coordinates the cost of education components when applicable
- Office of Student Financial Aid (OSFA)
- Administers undergraduate financial aid
- Coordinates federal aid with graduate fellowships and scholarships
- Disburses graduate tuition and fee waivers
- Bursar
- Provides third-party billing for sponsors seeking an invoice for student's educational expenses
- Departments should consult the Graduate College to determine if this is an option
- University Accounting and Financial Reporting (UAFR)
- Advises on appropriate Banner fund types
- Establishes Banner funds for non-SPA administered fellowships
- Oversees external financial reporting for various funding activities
- Purchasing and Contract Management Office (PCMO)
- Executes procurement contracts and non-research agreements that require University of Illinois Board of Trustees approval
- Executes fellowship agreements not administered by SPA
Decision Process
To determine the appropriate university office:
- Review the funding announcement or fellowship agreement
- Use the External Fellowship Decision Tool
- Follow the guided questions based on the funding characteristics
- Contact the office identified in the results
Funding Setup Guidance
- Student Financial Support - The Graduate College reviews award terms and determines whether administration will occur at the Graduate College or department level. A CFOP will be requested accordingly.
- Federal or Research Fellowships - SPA establishes the CFOP through its standard fund setup process.
- Faculty Course Buyouts or Postdoctoral Fellowships - The home unit requests a CFOAP through UAFR and manages the appointment.
Who to Contact
UAFR - uas@uillinois.edu
Graduate College - extfellowships@illinois.edu
Office of Student Financial Aid - finaidwaivers@illinois.edu
SPA - SPA@illinois.edu
Related FAQs
- I have determined the fellowship is student support, the agreement requires a Board of Trustees signature, what office can provide the signature?
- The fellowship is for a faculty course buy-out, who administers the award?
- The fellowship is for post-doctoral support, who administers the award?
- The recipient is an undergraduate student, who should I contact?
- A student received a fellowship award letter, what are the next steps?
- Why is the fellowship process changing and some are no longer administered by SPA?
- What other fellowships are we aware of that are Federally funded?
- Who should I contact with questions about the NSF Graduate Research Fellowship Program (GRFP) application?
- What documents are required when submitting a fellowship proposal through SPA?
- The fellowship application needs to be submitted through the sponsor's electronic portal. Can the applicant create an account to submit the application?