GEPA Fellowship Exception Request Form (Updated 7/15/2024)

Attach the PDF to the Financial Support Exceptions Google Form

Review the Financial Support Calendar for review period and due dates.  Submit the Fellowship Exception Request Form (see step 1) prior to the start of the quarter.   They will be reviewed in order they are received.

Student Information:

• Quarter(s) of Funding: Identify applicable term(s) - Quarter(s)
• Student Name: Last Name, First Name
• Home Department: Academic Home Department 
• Admit Quarter: Academic Quarter student admitted (example: FA20, WI21, SP21, SU1/SU2)
• SUTL Quarter: Support Time Limit - Quarter student will reach Support Time Limit
• Student PID: Student's Personal Identification number (PID) 
• GPA: Student's cumulative Grade Point Average
• Adv. Date Quarter: The quarter student advanced or is expected to advance to candidacy
• PCTL Quarter: The quarter of student's Pre-Candidacy Time Limit

Reason for Fellowship Exception Request: 

• Less than 12 units 

  UC San Diego General Catalog: Graduate students holding appointments above 25% as graduate student researchers, teaching assistants, language assistants, readers, or other employment titles, or who receive support from traineeships, fellowships (stipend and/or tuition and fees), or scholarships paid through the university or directly to the student, must enroll and register for twelve units of upper-division and/or graduate course work and research each quarter.

  
  

• Less than 3.0 GPA

  UC San Diego General Catalog: To be in good standing academically a graduate student must meet departmental standards including a satisfactory spring evaluation, maintain a GPA of 3.0 or the equivalent in upper-division, graduate, and professional course work, and must not have accumulated more than a total of eight units of F and/or U grades overall unless departmental standards specify more stringent grade requirements.

• Leave of Absence/ Withdrawal/ Halftime

  UC San Diego General Catalog: A student who fails to register or to file an approved Leave of Absence form by the registrar’s deadline date (no later than the end of the second week each quarter) will be assumed to be withdrawn from UC San Diego and will be dropped from the official register of graduate students. In addition, all outstanding Incomplete grades, and NRs assigned by the registrar, will lapse to Fs or Us unless cleared by the end of the current quarter. A student who is on leave of absence or who has withdrawn from the university is not entitled to withdraw books from the library or to use other university facilities or faculty time. A student who is withdrawn must petition for readmission to resume study at a later date, pay the non-refundable readmission fee, and be considered for readmission with all others requesting admission to that quarter.

  
  

• Nonresident supplemental tuition for a domestic student (Not within the first 3 quarters within UCSD)

UC San Diego General Catalog: US citizens and permanent residents are eligible for nonresident supplemental tuition scholarships only for their first three quarters at UC San Diego.

• National Science Foundation Graduate Research Fellowship Program (NSF GRFP) Employment Exception

UC San Diego Graduate Division | National Science Foundation: Graduate Research Fellowship Program: NSF Fellows in pursuit of employment at the same time they are on active tenure with the NSF need to submit a letter requesting an exception. This letter should be addressed to the Dean of Graduate Division but sent in care of the Coordinating Official. It should describe the nature of employment, its relevance to the graduate degree program, number of hours per week or month of employment, and level of compensation (i.e. $/hour). The letter should be signed by the fellow's faculty advisor and graduate program chair. Fellowship exception requests will be reviewed by the Dean of Graduate Division.

• Other (please explain reason under Department Justification)

Department Justification

Describe the department’s justification for this request to include, but not limited to:

1. Unique circumstances of this case
   1. If the student is not enrolled full time, explain why and if the student will be enrolling full time in the future
   2. If the student is not meeting the GPA requirement, explain how the student/department are working together to rectify this
2. The benefit this request will have on the student and/or the home department 

Student Funding Details

Describe the student's total funding for the year, including dollar amounts where applicable.

1. Did they approach the limits? Are they funded through employment/salary?
2. What is the date and reason the student withdrew/dropped to halftime/went on LOA?
3. What is the dollar amount of the stipend and/or tuition/fees?

NSF GRFP Fellows Requesting Employment Exception Only 

1. Proposed Employment:
   1. Select the checkbox which describes the nature of employment. If ASE, specify Title Code. 
   2. Specify the % Time Employed
   3. Specify the Total Compensation (i.e. $/hour)
   4. Indicate if the proposed employment is a degree requirement.
2. Previous Employment History During NSF GRFP Tenure:
   1. Provide details from previous employment during NSF GRFP Tenure. 

Funding Department Approval

The completed GEPA Fellowship Exception Request Form (see link above) must be approved, signed, and dated by the student's cognizant Department Chair/Program Director.