Pre-Doctoral Fellowship/Traineeship Fact Sheet
What is a fellowship/traineeship?
A fellowship/traineeship is a full time award that enables a graduate student to pursue their degree full time. Fellowship recipients are chosen through a competitive process either nationally, university wide, school/college wide, or department/program wide. Traineeships are awarded by the program selection committee associated with a training grant.
What is fellowship/traineeship supplementation?
Fellowship/traineeship supplementation is a payment (requiring no additional responsibilities beyond those implicit in the fellowship/traineeship award) to bring the stipend plus the total value of any resident tuition and fees paid on behalf of the student up to the level of a one-half time research assistant.
Why does the UW-Madison have a predoctoral policy for fellowships/traineeships?
The university is required by the federal government to have written policies and procedures for all fellows and trainees (regardless of the funding source) in order to receive federal fellow and trainee awards.
When should a Concurrent Appointment Maxima (CAM) worksheet be completed?
A CAM worksheet should be completed for any student who holds any type of concurrent appointment with their fellowship/traineeship.
Who is responsible for completing the CAM worksheet?
The department which creates the conflict with the fellowship/traineeship is responsible for completing the worksheet. If a student holds an assistantship and later receives a fellowship/traineeship, the unit awarding the fellowship/traineeship should prepare the CAM worksheet. If a student holds a fellowship/traineeship and is later offered an assistantship, the unit offering the assistantship prepares the CAM worksheet.
What types of appointments are allowable for students that hold fellowships/traineeships?
Up to stipulated amounts, Teaching, Research, and Project Assistantships, are appropriate appointments for students who hold fellowships/traineeships. Note: Project Assistantship appointments must contribute to the student’s career goals or academic degree program.
What types of appointments are not allowed for students that hold fellowships/traineeships?
Student hourly (except for work study), LTE, Academic Staff, (except for lecturers, or hourly graders) are not appropriate as concurrent appointments. All such appointments must be approved by the Graduate School in consultation with the concurrent Deans Office as exceptions to the University policy.
If a student has been offered a fellowship that is paid through the University, and is offered another fellowship which would be paid through the University or directly to the student, can the student accept both awards?
Yes, the student may accept both awards unless the terms and conditions of one of the fellowships restricts holding a concurrent fellowship. Fellowships funded by federal agencies usually include such a restriction.
Can two fellowships be paid on 144 funds?
No, since both awards are considered full time, this would be an unallowable appointment on federal funds.
Can a student accept both a fellowship and traineeship?
No, the terms and conditions of a traineeship are more restrictive than for a fellowship and do not allow concurrent fellowship appointments.
Does the Request for Exception to Maximum Levels of Graduate Assistant Appointments form need to be completed if the CAM worksheet has a concurrent appointment that exceeds 50%?
No, the CAM worksheet replaces the need for the completion of the Request for Exception to Maximum Levels of Graduate Assistant Appointments. Both forms have the necessary signatures needed to meet audit standards. A copy of a completed CAM worksheet should be sent to your Deans Office if that is your college policy.
What title should a proctor have?
If you are hiring graduate students to proctor exams, you should use the PA hourly grader title. If the student holds a fellowship/traineeship, a proctor appointment would be acceptable because it is considered teaching related. In this case, the CAM worksheet would need to be completed.
Can a student who holds a fellowship/traineeship hold a scholar appointment?
Since scholar appointments are similar to fellowship awards, it is appropriate for a fellow or trainee to hold both awards concurrently if the donors allow concurrent awards. Two federally funded awards would not be allowed. If the awards are held concurrently, the CAM worksheet must be completed.
When determining the full value of a fellowship or traineeship, why do we use the resident rate for tuition?
In order to maintain equity with Research, Project, and Teaching assistantships, the value of the resident tuition is used in this calculation. All graduate assistants appointed 33% or more, receive remission of nonresident tuition. Many fellows and trainees do not receive tuition remission. Thus, to place all students at the same level of support, the resident rate is used.