{"id":2069,"date":"2024-06-12T18:21:16","date_gmt":"2024-06-12T18:21:16","guid":{"rendered":"https:\/\/oge.mit.edu\/fellowships\/?page_id=2069"},"modified":"2026-04-01T15:29:19","modified_gmt":"2026-04-01T19:29:19","slug":"external-fellowship-intake-form","status":"publish","type":"page","link":"https:\/\/oge.mit.edu\/fellowships\/external-fellowships\/external-fellowship-intake-form\/","title":{"rendered":"External fellowship intake form"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">The OGE Fellowships team requests that you report any external sources of fellowship funding through the form below.<\/h2>\n\n\n\n<div style=\"height:21px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p>See FAQs below to list of fellowships that <em>you should not submit.<\/em><\/p>\n\n\n\n<div style=\"height:21px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/docs.google.com\/forms\/d\/e\/1FAIpQLSdHsJoBJmX9ZPha8-B6FRH0ZijWJaaQBgSuM-_9ET8sBw7n1Q\/viewform\" target=\"_blank\" rel=\"noreferrer noopener\">Submit your Fellowship Intake Form here<\/a><\/div>\n<\/div>\n\n\n\n<div style=\"height:21px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p>Please note the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>This form is only for your external fellowship(s) for:\n<ul class=\"wp-block-list\">\n<li><strong>June 1, 2026 to August 31, 2026<\/strong>. <\/li>\n\n\n\n<li>A separate form will be shared for the Fall 2026 and Spring 2027 terms.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>This includes prorated rates of fellowships that do not adhere to these timelines (i.e., if your fellowship runs June 15, 2026 to June 14, 2027, please ask your granting institution to verify a recalculation of fellowship amount based on these dates).\n<ul class=\"wp-block-list\">\n<li>Example: If you have a three-year fellowship, please only enter amounts that are relevant to June 1, 2026 to August 31, 2026.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>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.<\/li>\n\n\n\n<li>Check the FAQ for the list of fellowships that <em>you should not submit.<\/em><\/li>\n<\/ul>\n\n\n\n<p>Thank you for your time and effort in gathering the required information for submission and completion of the fellowship intake form.<\/p>\n\n\n\n<p>Kevin O\u2019Brien<br>Director of Graduate Fellowships&nbsp;&nbsp;<br>Office of Graduate Education&nbsp;<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">Checklist<\/h2>\n\n\n\n<p>Before you submit, make sure to prepare the following.<\/p>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-9d6595d7 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Items to upload<\/h3>\n\n\n\n<p>You will be asked to upload at three different sections.&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Award letter &#8211; Please upload a copy of your award letter\n<ol class=\"wp-block-list\">\n<li>If your award letter does not contain the following information, please attach official documentation outlining:\n<ol class=\"wp-block-list\">\n<li>duration\/dates of the award,&nbsp;<\/li>\n\n\n\n<li>award amounts,&nbsp;<\/li>\n\n\n\n<li>and award breakdown (tuition, stipend, insurance, etc.)<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>If the granting organization did not include a breakdown, please confirm with them how the money can be allocated, and attach their correspondence. \n<ul class=\"wp-block-list\">\n<li>PDF of email correspondence is sufficient.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Documentation from the granting organization confirming whether or not you are permitted to work as a research assistant or teaching assistant at MIT.<\/li>\n<\/ol>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Items to enter<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Personal and MIT information (including MIT ID &amp; email address)<\/li>\n\n\n\n<li>External Fellowship Name &amp; URL<\/li>\n\n\n\n<li>Point of Contact for this fellowship along with their email address<\/li>\n\n\n\n<li>Award Amounts\n<ul class=\"wp-block-list\">\n<li>Know the breakdown of the amounts (ie tuition, stipend, health insurance, other amounts)<\/li>\n\n\n\n<li>Will require upload<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Know how you will be receiving these award amounts\n<ul class=\"wp-block-list\">\n<li>E.g. Will you be paid directly or will you be paid through MIT.&nbsp;<\/li>\n\n\n\n<li>If it is the latter, have the invoicing information for the organization including the contact street address<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Whether or not you can work as TA\/RA (Teaching Assistantship \/ Research Assistantship) while on this fellowship.<\/li>\n\n\n\n<li>Acknowledgement that you understand that you are responsible for your fellowship and will abide by the granting organization\u2019s terms and conditions. Exact language in the form.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">Frequently asked questions<\/h2>\n\n\n\n<div style=\"height:36px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\">What is this form?<\/h3>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206915\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">Why are you asking for this form?<\/h2><div id=\"ac-206915\" class=\"c-accordion__content\">\n<p>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.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206916\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">When is this form due?<\/h2><div id=\"ac-206916\" class=\"c-accordion__content\">\n<p>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.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206917\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">What supporting documentation do I need to upload?<\/h2><div id=\"ac-206917\" class=\"c-accordion__content\">\n<p>Please see the checklist section above.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206918\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">Why do you need to know if I can work as an RA\/TA (Research assistant \/ teaching assistant)?<\/h2><div id=\"ac-206918\" class=\"c-accordion__content\">\n<p>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.<\/p>\n<\/div><\/div>\n\n\n\n<div style=\"height:36px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Which fellowships should I submit?<\/h3>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206919\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">I have multiple awards. Do I have to submit them separately?<\/h2><div id=\"ac-206919\" class=\"c-accordion__content\">\n<p>Yes, a separate form needs to be submitted for each external fellowship you have.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206920\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">What fellowships should I submit?<\/h2><div id=\"ac-206920\" class=\"c-accordion__content\">\n<p>An external fellowship is funding that you have secured from sources outside of MIT. This includes:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>government\/federal fellowships (ex. NDSEG),<\/li>\n\n\n\n<li>foundations (Hertz, Ford, Croucher etc.),<\/li>\n\n\n\n<li>corporations (Google, Apple, etc.),<\/li>\n\n\n\n<li>and any other non-MIT sources.<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js is-open\" data-initially-open=\"true\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206921\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">What fellowships should I NOT submit?<\/h2><div id=\"ac-206921\" class=\"c-accordion__content\">\n<p>Please DO NOT submit fellowships awarded to you by MIT through this form and some other select fellowships. These include:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">MIT Internal Fellowships<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Presidential Fellowships (OGE already has this information.)<\/li>\n\n\n\n<li>OGE Competitive Fellowships (As OGE awarded these fellowships, we already have this information.)<\/li>\n\n\n\n<li>Departmental\/School Fellowships (ex. Mathworks, Takeda, etc. These will be handled by your department.)<\/li>\n\n\n\n<li>The Martin Family Fellowship (OGE already has this information.)<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Some federal fellowships:<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>NSF GRFP Fellowship (OGE will gather information directly from NSF GRFP portal)<\/li>\n\n\n\n<li>DOE CSGF, NNSA LRFG, and NNSA SSGF Fellowships (OGE will get this information directly from Krell Institute)<\/li>\n\n\n\n<li>NIH Fellowships\/Grants (**coordinate with your department)<\/li>\n\n\n\n<li>NASA Fellowships\/Grants (**coordinate with your department)<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Non-fellowships:<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Draper Scholars (coordinate with your department, as this is a sponsored research assistantship)<\/li>\n\n\n\n<li>Corporate \/ Employer Sponsorships or Military Benefits (coordinate with Student Financial Services)<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206922\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">I have a fellowship that is similar to fellowships listed as examples of what to not submit. Should I submit it through this form?<\/h2><div id=\"ac-206922\" class=\"c-accordion__content\">\n<p>If you are unsure if you should still submit it, please <a href=\"mailto:grad-fellowships@mit.edu\">email and ask us<\/a>!<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206923\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">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?<\/h2><div id=\"ac-206923\" class=\"c-accordion__content\">\n<p>If your funding is just from WHOI, then they will be processing your funding, and you do not have to complete this form.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206924\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">I have the NSF GRFP and a supplemental fellowship. What should I report?<\/h2><div id=\"ac-206924\" class=\"c-accordion__content\">\n<p>You only need to report any external supplemental fellowships such as the Hertz Foundation fellowship. MIT Departmental fellowships including shortfalls should not be reported.&nbsp;<\/p>\n<\/div><\/div>\n\n\n\n<div style=\"height:36px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Submission and fellowship timing questions<\/h3>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206925\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">Will I have to submit this form again next year if I have a multi-year fellowship?<\/h2><div id=\"ac-206925\" class=\"c-accordion__content\">\n<p>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.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206926\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">What should I do if my scholarship is supposed to end this academic year, but I could potentially extend it another year?<\/h2><div id=\"ac-206926\" class=\"c-accordion__content\">\n<p>Please only complete the form once the extension has been approved and confirmed.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206927\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">What types of documents are accepted for the various uploads?<\/h2><div id=\"ac-206927\" class=\"c-accordion__content\">\n<p>Award letters must be official award letters from the granting organization of your fellowship. Award letters must include at the very least include your name, the name of the fellowship, the granting organization&#8217;s name, and award amounts. If this information is not included in the award letter, you must upload additional information.<\/p>\n\n\n\n<p>Copies of email correspondence are acceptable ONLY for the TA\/RA\/Hourly Worker supporting documentation.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206928\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">I have funding that won\u2019t become active\/won\u2019t start until after August 31, 2026.<\/h2><div id=\"ac-206928\" class=\"c-accordion__content\">\n<p>You should not fill out the form until the year that fellowship becomes active.<\/p>\n\n\n\n<p>Currently, we are NOT accepting fellowship information for academic year 2026 starting September 1, 2026.<\/p>\n<\/div><\/div>\n\n\n\n<div style=\"height:36px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-pb-accordion-item c-accordion__item js-accordion-item no-js\" data-initially-open=\"false\" data-click-to-close=\"true\" data-auto-close=\"true\" data-scroll=\"false\" data-scroll-offset=\"0\"><h2 id=\"at-206929\" class=\"c-accordion__title js-accordion-controller\" role=\"button\">I have a question. Who should I ask?<\/h2><div id=\"ac-206929\" class=\"c-accordion__content\">\n<p>You can start with us at <a href=\"mailto:grad-fellowships@mit.edu\">grad-fellowships@mit.edu<\/a>.<\/p>\n\n\n\n<p><\/p>\n<\/div><\/div>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The OGE Fellowships team requests that you report any external sources of fellowship funding through the form below. See FAQs below to list of fellowships that you should not submit. Please note the following: Thank you for your time and effort in gathering the required information for submission and completion of the fellowship intake form. [&hellip;]<\/p>\n","protected":false},"author":7,"featured_media":0,"parent":547,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"class_list":["post-2069","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/pages\/2069","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/users\/7"}],"replies":[{"embeddable":true,"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/comments?post=2069"}],"version-history":[{"count":30,"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/pages\/2069\/revisions"}],"predecessor-version":[{"id":2698,"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/pages\/2069\/revisions\/2698"}],"up":[{"embeddable":true,"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/pages\/547"}],"wp:attachment":[{"href":"https:\/\/oge.mit.edu\/fellowships\/wp-json\/wp\/v2\/media?parent=2069"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}