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Banking
Interruptions in the use of a VPGE fellowship will result in the forfeiture of the affected quarter(s), unless a request to bank (i.e., defer or reserve) the support is approved based on the policies of the applicable fellowship program. The leave of absence policy describes how taking an approved leave will affect VPGE fellowship support.
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Who Can Bank? |
Banking Procedures |
Banking Request Form |
SGF and CCSRE Fellows who do not already have support budgeted through the fifth-year of graduate studies are eligible to bank. SGF and CCSRE fellowships must be used within the first five years of graduate study, which includes summer quarter of the fifth year. Fellows who cannot bank include new students with a five year combination award (e.g. NSF-SGF), or fellows whose award began in their third or fourth year of graduate studies and whose support is budgeted through summer quarter of their fifth year.
SIGF Fellows can bank up to a maximum of two quarters of support during the lifetime of their SIGF fellowship provided all SIGF support is used within the first six years of graduate study, which includes summer quarter of the sixth year.
Please note that degree programs or departments may augment the VPGE banking procedures with other requirements, so fellows should check-in with their student services administrator for local procedures and deadlines.
Deadline: It is advisable to submit requests before the start of the quarter for which banking is requested to avoid the receipt of, and the need to repay, a stipend disbursement. The final deadline for submitting a request to VPGE is the Final Study List Deadline for the quarter in which banking is requested.
TIP: If a department or fellow knows a decision cannot be made until after the start of the quarter, and the fellow does not want the stipend payment until a decision is made, the department may change the stipend entry to “pending” status in the Graduate Financial Support (GFS) system.
Reason: If you will be on an approved Leave of Absence, please do not submit the Banking Request Form below. Instead, send an email to sgfteam@stanford.edu and indicate the quarter your leave begins and the quarter in which you will resume your studies. If a fellow does not return after four consecutive quarters of leave, the remainder of the fellowship award will be cancelled.
A banking request form is required for all other reasons, with the most common being:
a) a 50% research appointment (RA)
b) practical/optional training (international students)
c) an internship
d) a 50% teaching appointment (CA, TA, or TF)*
e) support from a training grant*
Banking Request Form: A request to bank VPGE fellowship support must be submitted to ensure appropriate notifications and approvals and that accurate funding records are maintained by VPGE and your department. You may initiate the banking process in one of three ways:
- ONLINE Banking Form (preferred method): The fellow completes and submits this online form. An email will then be sent to your faculty advisor and VPGE. The advisor can submit her/his approval by clicking on the URL provided in the automated email.*
- HARDCOPY Banking Request Form: The fellow completes, prints, and signs this Word document. The fellow obtains their faculty advisor's signature,* then submits the form to VPGE.
- Email: The fellow sends an email to their faculty advisor,* copies sgfteam@stanford.edu, and includes the following information: (a) fellow's name; (b) quarter(s) for which banking is requested; (c) a brief desciption of the fellow's activity; and (d) a short explanation of how the activity contributes to the fellow's PhD program. When applicable, the faculty advisor "replies all" indicating her/his approval.*
Approval: For all 3 banking request methods listed above, VPGE will send a decision via email to the fellow, faculty advisor**, and department student services administrator after reviewing your request.
Notes:
*Faculty advisor certification is not required if your banking request reason is for a teaching appointment (CA, TA, or TF) or use of a training grant, but you must still submit a banking request form to notify VPGE to update your fellowship record. In all cases, fellows are encouraged to discuss funding plans with their advisors and departments, even when official advisor approval is not necessary.
**The Director of Graduate Studies or Department Chair/Director can substitute for the faculty advisorl, when necessary.