New Registration Process for Non-Employment Graduate Fellowships

From: Shelley Hooks, Vice Chancellor for Research; Ric G. Steele, Vice Provost for Graduate & Postdoctoral Affairs

Sent: Tuesday, June 9th, 2026, 2:41 p.m.

To: Chairs, Directors of Graduate Study, Graduate Support Staff

Dear Colleagues,

We are pleased to introduce a new registration process for non-employment based graduate fellowships that are not associated with sponsored projects. This process is designed to improve coordination, compliance, and support for fellowships that are awarded directly to graduate students but administered by KU.

What fellowships are included?

This process applies to fellowships that:

•    Are awarded directly to a graduate student (e.g., ACLS Dissertation Innovation Fellowship, American Heart Association Predoctoral Fellowship), and
•    Require KU to administer the stipend and/or tuition and fee support, and
•    Provide a stipend amount at a level intended to replace employment or qualify the student for the Student Health Insurance for Fellows and Trainees

Only fellowships meeting these criteria must be registered through this new process.

Why this matters

Registering eligible fellowships will ensure consistent and proactive support for both graduate fellows and academic units. 
Key benefits include:

•    Dedicated support: Each fellow will be assigned a Fellowship Coordinator, serving as a single point of contact for any issues related to fellowship administration.
•    Clear guidance: Fellows and departments will receive a comprehensive information document outlining policies, procedures, and expectations for non-employment fellowships at KU.
•    Enhanced oversight: Fellows will be entered into KU’s internal Fellows/Trainees database, enabling KU Office of Research and Graduate and Postdoctoral Affairs (GPA) staff to conduct semesterly audits. These reviews are designed to identify and resolve potential issues affecting stipend or tuition/fee payments before they occur.
•    Consistent processes and student experience: All registered fellowships will be set up and administered using standardized processes, helping ensure equitable treatment, clear expectations, and a consistent, high-quality experience for fellows across academic units.

Next steps

Additional details about the registration process, including submission instructions and required information, will be shared shortly. In the meantime, we encourage units to begin identifying any current or upcoming fellowships that may fall within this scope.

If you have questions or would like to discuss whether a fellowship should be included in this process, please feel free to reach out to kufellowonboard@ku.edu

Thank you for your partnership in supporting Graduate Student Fellows at KU.

Best regards,
Shelley Hooks, Ph.D.
Vice Chancellor for Research
University of Kansas

Ric G. Steele, Ph.D., ABPP
Vice Provost for Graduate & Postdoctoral Affairs
Interim Vice Provost for Academic Affairs
University of Kansas