2022 23 Sam Final
2022 23 Sam Final
2022 23 Sam Final
Official version
Contents
Introduction 4
Contact Awards Services: 4
Official Version 4
Definitions 4
Scholarships and Fellowships 5
Prizes and Medals 5
Awards 5
Graduate Scholarship Committee (GSC) 5
University Term 5
Criteria used to Determine Academic Standing 5
Eligibility 6
Registration Status 6
Research Requirement 6
Graduate Certificate & Diploma Registrants 6
Ineligible Student Categories 7
Years in Program 7
Concurrent Awards 7
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Payment of Awards 9
Tenure and Value 9
Payroll Deadlines 10
Direct Deposit 10
Payment Disbursement 10
Changes to Payment Disbursement 10
Income Tax 11
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1. Introduction
The regulations in this manual apply if you have been selected to receive an award
administered by the Graduate Scholarship Committee of the University of Alberta
(UAlberta). This Manual is updated each year. The regulations and dollar amounts in
this Manual are effective for 2022-23 awards and may change in subsequent years.
The majority of the awards administered by the University of Alberta will be governed
solely by the regulations published in this Manual. However, awards from other granting
agencies may have published regulations that differ from, or are in addition to, those in
this Manual.
If after reading this Manual you still have questions related to your University of
Alberta graduate award, please contact Award Services.
Email: [email protected]
Local Telephone number: 780-492-9460
*Toll-free telephone number: 1-800-758-7136
Official Version
Once a document has been published on the FGSR website, the only official copy of
that document is the online version. The material can be printed if necessary, but the
printout should be considered an unofficial copy. Before using printed material in any
capacity, users should always check the online system again to ensure that they have
the latest version of the material.
Unless explicitly stated otherwise in the terms of reference or offer letter for your
award, the following definitions and regulations will apply:
2. Definitions
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2.1 Scholarships and Fellowships
Scholarships and Fellowships are intended to support future work and can only be
awarded to students with first-class academic standing (equivalent to a grade point
average of 3.5 or greater on the University of Alberta grading scale); additional
selection criteria may be considered. Scholarships and Fellowships are awarded
competitively. ALL graded courses (extra to degree, transfer credit, exchange) are
included in GPA calculation.
Prizes and medals recognize past accomplishments and are not intended to support future
work.
2.3 Awards
Generally, awards are intended to support future work and are awarded competitively to
students with satisfactory academic standing (equivalent to a grade point average of
3.0 or greater for awards offered to students newly admitted to a graduate degree
program or a grade point average of 2.7 or greater for awards offered to students
continuing in a graduate program); additional selection criteria may be considered, and
may include financial need.
A standing committee of the Council of the Faculty of Graduate Studies and Research
(FGSR), the GSC administers and adjudicates the various awards competitions,
approves new awards, and develops policy for graduate awards managed by the
University of Alberta. The information in this Handbook is based on policies approved
by the Graduate Scholarship Committee. The GSC is chaired by the Dean of the
Faculty of Graduate Studies and Research or designate. More information on the GSC
is posted on the FGSR website.
"University Terms” means the three terms in the academic year (i.e., Fall Term
(September 1 to December 31); Winter Term (January 1 to April 30); and
Spring/Summer Term (May 1 to August 31).
The University of Alberta Equity Diversity and Inclusion Strategic Plan sets out a
commitment to provide equitable access for students to scholarly opportunities and to
address barriers to inclusion and success. Under this umbrella, the FGSR is committed to
the equitable adjudication of all graduate scholarship applications. This is done by
evaluating academic achievement in a manner appropriate to graduate students that
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includes consideration not only of previous education, GPA and course work, but also
research training, contribution and significance, and the impact of lived experiences on
individuals and communities. The adjudication processes take into account graduate
program types, a student’s time in program, fundamental differences in approaches and
contributions between research fields, and unique individual experiences that affect a
student’s success and the impact they have on society. The aim is to review graduate
scholarship applications in a manner that is inclusive of all programs, research areas, and
individuals and in so doing to remove barriers to diversity in our graduate student award
recipients.
Students are encouraged to accept external awards offered to them, as doing so will
not adversely affect their University of Alberta award, unless otherwise stated in Section
15. Some University of Alberta graduate awards can be held in some form together with
specific external awards. In some cases, the University of Alberta award is then
designated as being an Honorary award, and its value, if greater than the value of the
external award, may be reduced by the value of the external award. See Section 15 for
the specifics. Honorary scholarships are noted on a students’ transcript.
4. Eligibility
• Part-time
Part-time students are not typically eligible, unless specified in the terms of reference
for the award. If a student is selected as the recipient of one of the limited number of
department-specific awards for which part-time students are eligible, the student is
required to register either part-time or full-time in each term for the duration of the
award.
• Full-time
Full-time students are required to be registered full-time in each Fall and Winter term.
Students registered in Graduate Certificate and Diploma programs are not typically
eligible, unless specified in the terms of reference for the award. If a student is
selected as the recipient of one of the limited number of awards for which Graduate
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Certificate and Diploma students are eligible, the student is required to register in
each term for the duration of the award.
Unless otherwise stated in Section 15 or specified in the terms of reference for the award,
applicants registered in master’s programs are eligible to hold awards during the first four
years of their program. Applicants in doctoral programs are eligible to hold awards during
the first six years of their program.
Unless otherwise stated in Section 15, the students are responsible for paying
their tuition and related fees directly to Financial Services. Tuition cannot be
deducted from the award stipend.
6. Concurrent Awards
• External Awards
The Graduate Scholarship Committee does not limit the number or total value of
external awards that a student may hold. However, the external agencies for these
awards may have their own restrictions. A student should consult the external
agencies directly for their policies.
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7.2 Graduate Assistantships
If a student accepts awards from any source, and the regulations for the award(s)
and the department permit, the student may hold a graduate (teaching or research)
assistantship at any point in the duration of the award(s) (please also refer to
Sections 7.1 and 7.3). Certain University of Alberta awards stipulate or restrict the
graduate assistantship duties a student may perform. No decisions regarding
assistantship appointments or their payment are made by FGSR; Students are
advised to contact their department or Human Resource Services with questions.
For additional information contact the Graduate Student Association (GSA).
Unless a student is offered an award that does not require acceptance, the student is
required to accept the award offered in order to receive payments. To view the status
of the award offer, the student should login to the Awards GSMS Portal. Instructions
are available on FGSR’s website.
A status of “Offer Made” will be present in the online Award Applications panel if an
offer has been made to the applicant. The applicant may accept or decline the offer
online after reviewing the status letter and this Manual.
The letter of offer includes a deadline for acceptance/declination (30 days from the date of
the letter of offer). If FGSR does not hear from the applicant by the date stipulated in that
letter, the award cannot be guaranteed beyond the deadline and it may be offered to
another eligible student.
8.3 Deferrals
If an applicant accepts an award but wishes to defer the date the award begins due to a
program deferral or approved leave of absence, the applicant must notify FGSR Award
Services and the graduate department with the details of the specific case. These
situations are dealt with on a case-by-case basis and the offer may be subject to
expiration. To notify FGSR Award Services directly, the applicant may email
([email protected]), phone, or send a message through the online Awards GSMS
Portal by selecting the relevant award and clicking the Action “Send Request”.
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9. Freedom of Information and Protection of Privacy (FOIP) Act
Acceptance of an award administered through the FGSR indicates that the applicant
understands that certain elements of the personal information may be shared for
publicity or reporting purposes with the broader University community, the public (e.g.
the University website) or certain agencies. Any collection or sharing of information is
conducted under the authority of Section 33(c) of Alberta’s FOIP Act for authorized
purposes including admission and registration; administration of records, scholarships
and awards, student services; and university planning and research. Students’ personal
information may be disclosed to academic and administrative units according to
university policy, federal and provincial reporting requirements, data sharing
agreements with student governance associations, and to contracted or public health
care providers as required. For details on the use and disclosure of this information call
the Faculty of Graduate Studies and Research at 780-492-3499 or see
http://www.ipo.ualberta.ca/
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11. Payment of Awards
The duration and value of an award are outlined in the letter of offer, available in the GSMS
Awards Portal.
• Some awards payments may not follow the schedule outlined above for
reasons which may include specific payment structure dictated by an external
agency. Students are encouraged to check Section 15 for additional regulations,
and/or review the terms of reference of the award.
It is not possible to change the method and timing of payments. As noted in Section 5,
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unless otherwise stated in Section 15, the student is responsible for paying his/her
tuition and related fees directly to Financial Services. A student’s tuition cannot be
deducted from the award stipend.
Currently, most awards income is non-taxable, though the Canada Revenue Agency
regulations and Income Tax Act are subject to change at any time; students are to
contact the CRA with questions about any income tax payable from award income
(CRA Individual income tax enquiries: 1-800-959-8281).
If a change to the student status makes the student ineligible to hold all or some specific
portion of the award, any award funding that the student is ineligible to hold will be
terminated on the date the change to the program is effective. A student may be
required to repay all, or a portion of, the award stipend (including any tuition and fees
paid on the student’s behalf). Students are encouraged to familiarize themselves with
the guidelines of our “Forgiveness Policy” (Section 13.5). Changes affecting an award
may include:
If for any reason a student continues to accept award funds in excess of amounts forgiven
under Section 13.5 after they become ineligible for the award, or if the value of the award
is prorated, the student will be required to reimburse the University of Alberta.
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If the student’s immigration status changes and the student is no longer required to pay
the international differential fee, or if the student holds an award that provides payment
of tuition and fees, the student may be required to repay all or a portion of the tuition
and fees paid on the student’s behalf or any payments the student has received for a
tuition and fees component.
13.4 Prizes
Prizes are awarded in recognition of past accomplishments. With the exception of the
President’s Doctoral Prize of Distinction (PDPD – see Section 15.6), a student will not
be required to return any portion of the prize monies received should the student’s
enrolment status change.
In the event of a change to the student’s status affecting the student’s eligibility to hold
an award, and unless otherwise stipulated by an external funding agency or by the
terms of reference of an award, FGSR will not pursue a refund of award monies paid to
the following situations:
• For an award valued at or under $6,000, FGSR will not pursue a refund of award monies
paid to the student.
• For awards valued over $6,000 up to and including $11,999.99, if the student has
been paid for a university term in which the student registered, then FGSR will not
pursue a refund of award monies paid to the student, but will withhold the second half
of the award if the student does not register for the following university term.
• For awards valued at $12,000 and over, FGSR will terminate semi-monthly
installments based on the date the status change is effective.
This policy is enforced at the sole discretion of FGSR and may change at any time, without
notice
Under certain compelling circumstances, exceptions to the rules in this Section may
be approved by the Dean, FGSR (or designate). Compelling circumstances include
unanticipated events unrelated to the academic program that could not have been
avoided, such as medical emergencies, compassionate leave, or unique program
requirements. The department should submit a written request to FGSR Award
Services at [email protected].
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14. Program Completion and Awards
• For awards paid semi-monthly - at the end of the month following the month in
which FGSR receives the Thesis Approval/Program Completion form. Tri-Council
Awards will be terminated due to the completion of degree requirements. FGSR will
follow Tri-Council regulations and FGSR's end-of- program registration deadlines re:
submission of the Thesis Approval/Program Completion form to terminate Tri-Council
award payments.
• For awards paid in one or two installments - the installment will be
canceled if there is no registration in the university term in which it was
scheduled to be paid.
For course-based programs, payment of awards will be terminated at the end of the
month following the month in which FGSR receives the Report of Completion of
Course-based Master's Degree form. If a student has completed all coursework and is
not required to register in a Fall/Winter term in which the student holds an award, the
student may be allowed to continue holding the award if FGSR receives a confirmation
from your department that the student is working on their program while not registered.
Tri-Council Awards will be terminated due to the completion of degree requirements.
FGSR will follow Tri-Council regulations and FGSR's end-of-program registration
deadlines.
15.1.2 Students are responsible for payment of their tuition and fees. However,
the scholarship will cover the International Graduate Student Differential Fee
associated with full-time registration, if applicable. The differential fee, if
applicable, will be paid directly to Financial Services on their behalf. If a
student’s immigration status changes and they are no longer required to pay
the differential fee, any inapplicable portion of the international differential fee
paid on the student’s behalf must be returned to the University of Alberta.
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15.1.3 A student may hold any number of University of Alberta awards
concurrently with the Izaak Walton Killam Memorial Scholarship.
15.1.5 Before commencing the Killam Scholarship, a student may defer it for up
to a maximum of one year, but only for reasons of maternity, child rearing,
illness, or health-related family responsibilities. A student may not defer their
award in order to take up another award, or to accept or hold employment, or to
pursue studies other than those for which the student received funding. The
student must request the deferral as soon as possible but no later than one
month after the scheduled start date of the award. The student must be on an
approved leave of absence from the program to be eligible for the deferral.
15.2.2 Students are responsible for payment of their tuition and fees.
15.2.3 Students are strongly encouraged to apply for a scholarship from one
of the Tri-Council agencies (CIHR, NSERC, or SSHRC), if eligible. The
expectation is that students will also apply for all other scholarships for
which they are qualified during the duration of the Recruitment Scholarship.
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students who have completed two or more years of their doctoral program and
are actively engaged in thesis research at the time of the award offering.
15.3.2 A student may hold any number of awards concurrently with an Andrew
Stewart Memorial Graduate Prize.
15.4.3 If the student is awarded and accepts an external award, the student
must inform FGSR about the external award offer. The University of Alberta
Graduate Entrance Scholarship may become Honorary. If the tuition and fees
are covered by another award, whether external or from University of Alberta,
tuition and fees will not be covered by the Graduate Entrance Scholarship.
15.4.4 This scholarship will also receive a top up amount applied directly
to tuition and fees. Any tuition and fees above and beyond the top up are
the responsibility of the student to pay.
15.5.2 The full-value of the AGES will be paid in one lump sum before
March 31. Note that the payment schedule for this award differs from the
standard schedule as outlined in Section 10.
15.5.3 Students are responsible for payment of your tuition and fees.
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the student’s department may nominate the same student for a new
award in each year during which the student meets the eligibility
requirements.
15.5.5 Indigenous students may apply for the AGES through the
Faculty/Department that they reside in or directly to the FGSR. A student
may only hold one AGES in a given academic year.
15.6.2 Students cannot receive PDPD payments in those terms in which they
do not receive payments from their eligible external award.
15.6.4 Students are responsible for payment of their tuition and fees, including
the international differential fee, if applicable.
15.6.6 The PDPD will be paid upon receipt of the required external
Acceptance Form(s). Refer to the external award’s website for the external
acceptance form.
15.6.9 This funding is not guaranteed, and is subject to availability each year.
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graduate degree program who hold eligible Tri-Council master’s-level
scholarships. Students are to contact FGSR Award Services at
[email protected] for the current value.
15.7.3 Students are responsible for payment of their tuition and fees.
15.7.5 This funding is not guaranteed, and is subject to availability each year.
Detailed regulations are on the FGSR website. A student is not required to manually
accept this award. It will be automatically paid to the student following the offer.
GPA for departmental and interdepartmental awards are calculated using a minimum of
15 credits in the current program. If there are less than 15 credits, the Admission Grade
Point Average (AGPA) is used in combination with the current program. If there is no
graded coursework, the AGPA of the current program (or newly admitted program) will
be used. NOTE: The Terms of Reference will always supersede this calculation.
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