Clarification on Graduate Assistant Stipend Adjustments Related to Fellowships

Melissa Curry, Vice President for Human Resources
Nicole L.P. Steadman, Ph.D., Associate Provost and Dean for the Graduate School

UF Human Resources has received multiple inquiries from university stakeholders and complaints from Graduate Assistants (GA) regarding changes to GA stipend amounts following the award of fellowship funding. This memo serves to clarify institutional policy and expectations regarding the treatment of fellowships in relation to GA appointments.

The following points outline the university’s position:

1. No Post-Signature Stipend Adjustments Permitted
   1. Once a GA has signed and executed their offer letter, the stipend rate specified in that letter is binding. Colleges and departments are not permitted to reduce or alter the agreed-upon stipend amount, regardless of whether the GA subsequently receives a fellowship, scholarship or other external funding.
2. Fellowships May Be Included in Initial Offer Composition
   1. Colleges may incorporate fellowships or other funding sources into the total remuneration package for a GA. However, this must be clearly documented in the original offer letter. The letter must specify the sources of funding and how they contribute to the overall stipend amount to ensure transparency and informed consent by the GA.
3. No Retroactive Offset of Stipend by Fellowship Awards
   1. If a GA is awarded a fellowship after signing their offer letter, the college may not use the fellowship funds to offset or reduce the originally agreed-upon stipend. The stipend must remain as stated in the executed offer letter. If the fellowship includes specific work requirements that would necessitate a change in the GA’s Full-Time Equivalent (FTE) appointment, such adjustments may be made through the appropriate waiver process with the Graduate School.

We ask that all colleges and departments review their current practices to ensure compliance with these guidelines. Transparency and consistency in graduate assistant compensation are essential to maintaining trust and fairness across the university.

Please direct any questions or concerns to UFHR Employment Operations and Records via email at ufhr-employment@ufl.edu.