Research Management Group– (RMG)

Preparing Fellowship Applications

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Special Announcements

Fellowship Proposal Process Matrix (new)
Download  Excel

Master list of postdoctoral fellowships
and Upcoming Postdoctoral Fellowship
Announcement (03/29/12) >>


Stanford policy requires that all applications for outside Pre-Doctoral & Postdoctoral Fellowships must be routed through your Institutional Representative at least 5 working days prior to the sponsor's deadline. Please use the required processing guidelines and the proposal checklist when preparing all applications.

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Institutional Representative- School of Medicine
Postdoctoral fellowships and graduate student fellowships


Fellowship Office
Research Management Group

Location:
301 Ravenswood Avenue, 2nd Floor Stanford Mail Code: 5566
Menlo Park, CA 94025-3434
Walk-in office hours: 9 - 4     
Directions    Drop off location

 Staff:

Jessica Jones, Fellowship Coordinator
Email Jessica Jones [jonesjes]
 Phone: 650 725-4368
 Fax: (650) 721-2627

 Debra Porzio. Fellowship Manager
(*Debra is the "Institutional Official/Representative" for Fellowships for the School of Medicine.)
Email Debra Porzio [dporzio]  
 Phone: 650-736-0767
 Fax: (650) 721-2627

Institutional Representatives-For all other Schools

Postdoctoral fellowships -
Your regularly assigned OSR Contract & Grant Officer
Office of Sponsored Research
320 Panama Street
Contact information

Graduate student fellowships-
Florie Flores
Student Financial Aid Office
Old Union
Email Florie Flores [florie]
(650) 725-0540

School of Medicine Department Contact List  

(Download "Protected" document)
(Rev. April 2007)

Processing Requirements and Proposal Checklist for Appointed / Registered Scholars

School of Medicine Processing Requirements
Download   Rev. 10/06

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Drop Off/Pick Up Location

Where to find it--
Our offices are located at the Stanford Menlo Park (SMP) campus. To make it easier for departments and postdoctoral fellows, we've set up a drop off/pick up location in 1215 Welch Road, Mod B. Please enter Mod B from the deck between Mod. A  and B. Immediately to your left there is a bookcase with a shelf labeled:"Fellowship Drop Off, Pick Up".

RMG Courier (Revised 01/09/2012)
The RMG courier will deliver and pick-up Monday and Wednesday at approximately 1 p.m. at the Modular B, 1215 Welch Road drop off location on those two days.
*If you miss the pick up times, you will need to contact Jessica Jones at  jonesjes@stanford.edu or 725-4368 to arrange to come to our office at Stanford Menlo Park (SMP).
Free SMP Shuttle service provided between the School of Medicine and SMP, please see the Stanford Menlo Park website .

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checkboxFellowship Proposal Checklist: Required steps to take and forms to use for all proposals

checkmark  Complete copy of application, including Scientific Summary/Abstract, Budget Detail, and completed original signature pages

checkmark   Copy of the agency program announcement

checkmark   Download Fellowship Proposal Process Matrix   Download Excel

checkmark   Fellowship PDRF Form  new
The online Fellowship PDRF replaces the SU-42FL, Conflict of Interest Disclosure, NIH Certification and Appointment Verification and Housestaff Verification Forms. Postdocs applying for fellowships will require a SUNET ID in order to utilize the Fellowship PDRF in the SeRA system. This may require the Department to sponsor a SUNET ID for prospective Postdocs. The Department and Faculty Mentor review and approval of PDRFs will still be required.   Download Fellowship PDRF Quick Guide pdf

check   INTERNAL DEADLINE: Stanford policy requirement.
Processing applications requires a thorough review of all documents, and entry into the University pre-award tracking system. Therefore, Stanford policy requires that all investigators (PIs) submit their online Fellowship PDRF and application materials (per the guidelines above) to Fellowship Office in RMG 5-working days prior to the agency deadline. Complete applications are processed in the order received.

check   The Institutional Representative will:
Sign the application and
Provide a cover letter.
[Cover letters are often optional to the agency, but are included as a courtesy. They also indicate that the application has been entered into the system, which makes funding procedures easier to complete when awarded.]

check   Applications should be carefully checked before photocopying and/or mailing.

check  The applicant and/or department is responsible for:
Mailing
Photocopying
Scientific Corroboration
Sending Animal or Human Protocol Information to the Agency

Limited Submission Programs require an Internal Review pre-approval by a Selection Committee. In limited submission programs, the sponsor restricts the number of applications or proposals a campus can submit to the agency. The guidelines for these programs require institutions to screen pre-proposals or nominations to determine which applications will be submitted for competition. Limited funding opportunity announcements which contain internal submission deadlines and guidelines will be distributed via email and posted to a Calendar of Funding Opportunities website by Jeanne Heschele in the Research Management Group throughout the year. 

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activation-acceptance and processing fellowship awards

Activation - Acceptance and Processing Fellowship Awards

Activation Process
In order to get your fellowship-funds paid to you, the Institutional Representative must activate the award. The activation process involves verification of appointment status, visa status and animal and/or human subject protocols. Here are the suggested set of steps to make the activation process timely, so there is no lapse in your funding.

Contact the Institutional Representative as soon as you receive the notice of award from the funding agency. In some cases the letters are copied to Institutional Representative but you should verify receipt in any case and verify whether you are accepting the award or not and if you are accepting the award based on the original award notice (i.e. dates).

Key points to look for in an award letter for activation :
--Start and stop dates of the funding period
-- The dollar amount corresponding to the specific time period
--Terms and conditions
--Specific permission, if needed, to receive the fellowship as salary payments    

Research Compliance-Human and Animal Subject, Biohazard, Radiologic safety approvals

The Institutional Representative will do the appropriate verifications of current human subject, animal protocol, Biohazard or Radiologic approvals.

IMPORTANT:  Awards cannot be activated if human, animal, biohazard, radiologic protocol approvals have not been obtained specifically for the agency and research project .

Fellows are responsible to work with the department administrator to make sure the proper protocols have been obtained.

Research Compliance website
Alice Haskett -- Human Compliance Officer-- 723-5244
Valerie Fratus -- Animal Compliance Officer-- 723-4550
Kathy McClelland -- Lab Compliance Officer-- 723-4697

Research Compliance Biohazard/R-DNA website
Ellyn Segal -- Biohazards/R-DNA --- 725-1473
Lance Phillips -Radiological Hazards --725-1412           

Fellowship Payments

Fellowship payments are entered as stipends in PeopleSoft GFS by the department administrator.
Postdoc stipend checks are cut once a month at the end of the month.
Quarterly tax estimates must be filed by the postdoc for stipend payments. Postdocs should seek professional tax advice and/or browse the IRS and Cal State Franchise tax board home pages available from the Scholars' Handbook page on taxes.

Sponsor payments:
Payments are to be made payable to Stanford University.  Each check payment or wire transfer must reference the research project title, agreement number, invoice or voucher number, and the name of the Principal Investigator for identification. Sponsors should be instructed to send fellowship checks to the following lockbox:

Stanford's Tax ID Number: 941156365
First Class Mail
(U.S. and Foreign)-where checks should be mailed:

Stanford University
P.O. 44253
San Francisco, CA 94144-4253
Wire or ACH Payments
Domestic and Foreign

Name of Bank:            Wells Fargo Bank
Address:                     420 Montgomery St.
                                     San Francisco, CA 94163
Swift Code:                 WFBIUS6S (Foreign)
Sort/Routing/ABA:    121000248 (Domestic)
Bank Account number:
School of Medicine staff and faculty: to obtain this account number, please contact your department's Research Process Manager (RPM) in the Research Management Group.

Note: Please ask remitters to include information which describes who the funds are from and what they are for in the message line.


Detailed questions about the payments should be directed to
ORA Accounts Receivable
Overnight/Certified Mail

Update April 2012: any carrier is acceptable.

Wells Fargo Lockbox
Stanford University Lockbox 44253
3440 Walnut Ave, Bldg A, 2nd Floor
Fremont , CA 94538

Verification of Package Receipt:
(510) 745-5200

 

Miscellaneous Stanford Identification Numbers

Some applications may require that you enter one of the following numbers. These represent Stanford's institutional identification or approval numbers. These do not represent the separate, individual research compliance protocol approval numbers you will need to provide, if applicable, for your proposals (i.e., animal subject, human subject, biohazard approvals) as part of the acceptance of funding and activation process>> .

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Miscellaneous Resources For All Scholars

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Funding Information for Postdoctoral Fellows  

Funding information for postdoctoral fellows

List of Fellowship funding opportunities

Postdoctoral Fellowship Funding Opportunities
Upcoming postdoctoral fellowship announcement 03/29/12 >>

Download**:
Master List of postdoctoral fellowships by agency and deadline date>> checkbox    
(Updated March 29, 2012)
The list contains:
-an alphabetical list of sponsors, sponsor deadlines, our 5 working-day internal deadline, citizenship requirements, which institutional representative to process your application through [RMG Fellowship Office or your Department's Research Process Manager (RPM)]

**NOTE: The above list contains highlights of postdoctoral fellowships. This is not a comprehensive list, so you may independently find other postdoctoral fellowships.
PLEASE NOTE: all fellowships, regardless if they are on this list or not, are REQUIRED to be processed and approved by your institutional representative.




 

 

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