External fellowship intake form

The OGE Fellowships team requests that you report any external sources of fellowship funding through the form below.

Submit your Fellowship Intake Form

Please note the following:

  • This form is only for your external fellowship(s) for June 1, 2024 – May 31, 2025.
  • Example: If you have a three-year fellowship, please only enter amounts that are relevant to June 1, 2024 – May 31, 2025.
  • You may have to gather supporting documentation from the granting agency of your fellowship, so please be sure to review the form as soon as possible. See the checklist below for more information.
  • Check the FAQ for the list of fellowships that you should not submit.

Thank you for your time and effort in gathering the required information for submission and completion of the fellowship intake form.

Kevin O’Brien
Director of Graduate Fellowships  
Office of Graduate Education 

Checklist

Before you submit, make sure to prepare the following.

Items to enter

  • Personal and MIT information (including MIT ID & email address)
  • External fellowship name & URL
  • Point of contact for this fellowship along with their email address
  • Award Amounts
    • Know the breakdown of the amounts (ie tuition, stipend, health insurance, other amounts)
  • Know how you will be receiving these award amounts
    • E.g. Will you be paid directly or will you be paid through MIT. 
    • If it is the latter, have the invoicing information for the organization.
  • Whether or not you can work as TA/RA (Teaching Assistantship / Research Assistantship) while on this fellowship.
  • Acknowledgement that you understand that you are responsible for your fellowship and will abide by the granting organization’s terms and conditions. Exact language in the form.

Items to upload

You will be asked to upload in two different sections. 

  1. A single PDF documenting
    1. Documentation from the fellowship that includes:
      1. duration/dates of the award, 
      2. award amounts, 
      3. and award breakdown (tuition, stipend, insurance, etc.)
      4. If the granting organization did not include a breakdown, please confirm with them how the money can be allocated, and attach their correspondence
        • (PDF of email correspondence is sufficient).
    2. Invoicing information if MIT is expected to collect and administer your award.
      1. If you do not have this information, please request a letter from the granting organization and upload. 
  2. Documentation from the granting organization confirming whether or not you are permitted to work as a research assistant or teaching assistant
    1. (PDF of email correspondence is sufficient)

Frequently asked questions

What is this form?

Why are you asking for this form?

The Graduate Fellowships Team within the OGE is now overseeing and processing external fellowships. This is a new process to keep us apprised of your funding sources on a yearly basis.

When is this form due?

There is no official deadline for this form as students are awarded funding at various points throughout the year! We ask that you inform us of any external sources of funding once you have collected all requested supporting documentation.

What supporting documentation do I need to upload?

Please see the checklist section above.

Why do you need to know if I can work as an RA/TA (Research assistant / teaching assistant)?

Departments need to know what your fellowship allows when coordinating your funding plans. Additionally, we want to ensure you are in compliance with your fellowship.

Which fellowships should I submit?

I have multiple awards. Do I have to submit them separately?

Yes, a separate form needs to be submitted for each external fellowship you have.

What fellowships should I submit?

An external fellowship is funding that you have secured from sources outside of MIT. This includes:

  • government/federal fellowships (ex. NDSEG),
  • foundations (Hertz, Ford, Croucher etc.),
  • corporations (Google, Apple, etc.),
  • and any other non-MIT sources.

What fellowships should I NOT submit?

Please DO NOT submit fellowships awarded to you by MIT through this form and some other select fellowships. These include:

MIT Internal Fellowships

  • Presidential Fellowships (OGE already has this information.)
  • OGE Competitive Fellowships (As OGE awarded these fellowships, we already have this information.)
  • Departmental/School Fellowships (ex. Mathworks, Takeda, etc. These will be handled by your department.)
  • The Martin Family Fellowship (OGE already has this information.)

Some federal fellowships:

  • NSF GRFP Fellowship (OGE will gather information directly from NSF GRFP portal)
  • DOE CSGF, NNSA LRFG, and NNSA SSGF Fellowships (OGE will get this information directly from Krell Institute)
  • NIH Fellowships/Grants (coordinate with your department)
  • NASA Fellowships/Grants (coordinate with your department)

Non-fellowships:

  • Draper Scholars (coordinate with your department, as it is a sponsored research assistantship)
  • Corporate / Employer Sponsorships or Military Benefits (coordinate with Student Financial Services)

I have a fellowship that is similar to fellowships listed as examples of what to not submit. Should I submit it through this form?

If you are unsure if you should still submit it, please email and ask us!

I am a student in the MIT-WHOI Joint Program, and I am funded through an WHOI-internal fellowship. Since this is internal funding from WHOI but not MIT, do I still need to submit this form?

If your funding is just from WHOI, then they will be processing your funding, and you do not have to complete this form.

I have the NSF GRFP and a supplemental fellowship. What should I report?

You only need to report any external supplemental fellowships such as the Hertz Foundation fellowship. MIT Departmental fellowships including those that are supplemental should not be reported. 

Submission and fellowship timing questions

Will I have to submit this form again next year if I have a multi-year fellowship?

Yes, this form will need to be completed on a yearly-basis, even if you are reporting the same fellowship(s) each year. Resubmitting ensures that both students and MIT are up-to-date with the amounts and policies of funding organizations.

What should I do if my scholarship is supposed to end this academic year, but I could potentially extend it another year?

Please only complete the form once the extension has been approved and confirmed.

I have funding that won’t become active/won’t start until after May 31, 2025.

You should not fill out the form until the year that fellowship becomes active.

Technical issues and other questions

I cannot access the form.

Due to the Google Form settings, you must have a Google account to submit this form. While you are not required to use it, we would recommend creating an MIT Google Workspace account if you do not already have one.

I have a question. Who should I ask?

You can start with us at grad-fellowships@mit.edu.

Office of the Vice Chancellor
ovc@mit.edu