Completing the Fellowship in Good Standing

1. At least one month before the fellowship end-date of August 31 (this date may vary for fellows who did not start September 1), the fellow should meet with his/her advisor or point of contact (POC) to develop an exit plan to complete any service projects and sustain progress and activities as appropriate. This may involve as little as providing a detailed exit report or a more detailed plan of action for transitioning responsibilities to colleagues, and/or providing training for colleagues.
2. Fellows who receive their stipend via AAAS or one of its third party partners must check with AAAS/the partner to confirm the amount remaining in their travel/training account. If funds remain, the fellow must determine with his/her advisor/POC whether any travel or training activities will take place in the final month of the fellowship. There will be no reimbursement for activities beyond the end date of the fellowship. It is essential to submit receipts and documentation for reimbursement within 30 days of the end of the fellowship. Payments will not be processed on paperwork received after that time and the fellow will be responsible for any outstanding expenses. If the final week(s) of the fellowship will entail fellowship-related travel, the fellow must provide AAAS with documentation of approval for end-of-fellowship travel and a wrap-up plan at least 15 business days in advance.
3. Complete the AAAS year-end learning assessment and report. You will receive the report in July via email.
4. Provide AAAS with up-to-date contact information. This enables AAAS to maintain contact with and inform fellowship alumni of gatherings and other opportunities. For those who receive stipends via AAAS or a third party organization, this information is required to ensure IRS Form 1099 is properly prepared.
5. The start date for activities after the fellowship should be September 1 or later (or following the end of the agreed commitment for second-year fellows).

The fellowship stipend and other fellowship support end on the day that the fellow ceases activity in/on behalf of the host office under the status of S&T Policy Fellow. 

On occasion it may be necessary for a fellow to depart his/her assignment slightly before the fellowship end-date of August 31 (this date may vary for fellows who did not start September 1). Early departure from a fellowship has funding and contract implications. It affects relationships with host offices and the integrity of the Science & Technology Policy Fellowships as a whole. 

Fellows are required to consult with AAAS before pursuing arrangements for early departure, early completion, withdrawal, leave of absence, or early hire by a host office/agency. Individuals who do not follow this stipulation or the guidelines and protocols outlined here may forfeit S&T Policy Fellowship alumni status and benefits. These include being listed on the AAAS S&T Policy Fellowships roster, invitations to alumni events, and access to the fellowship database and listservs. Determination of whether a particular circumstance constitutes full completion, early departure, early completion, withdrawal or early hire/resignation in “good standing for fellowship completion” is solely at the discretion of AAAS.

A fellow may need to wrap up early, for example to return from a sabbatical to his/her academic institution in August, or when a post-fellowship opportunity may require a move to a new location in August prior to a September starting date. In some cases AAAS may support negotiation of a fellowship completion date in July or August (these timelines may vary for fellows who did not start September 1). Adhering to the processes and protocols outlined below facilitates successful wrap-up in situations of early departure and completion.

1. A fellow should strive to fulfill the original fellowship obligation by arranging with AAAS and the host office mentor to complete final fellowship activities/reports either from a new location, on personal time, or via a phased-in schedule.
2. When step 1 is not feasible, an early completion date must be pursued through advance consultation with AAAS. A new fellowship end date must be approved by both AAAS and the fellowship advisor/POC. Fellows who receive all required approvals for an early fellowship end date will receive fellowship payment only to the new date of completion.
3. Follow steps 1 through 5 of the Completion Process and Protocol outlined above.

On occasion a fellow is hired into a full-time position at his/her host agency/office before the end of the fellowship year. In order to maintain good standing, consult with AAAS before pursuing or accepting a full-time position that would commence prior to the original fellowship end date. In cases where a fellow is hired by his/her hosting agency/office in advance of the original fellowship end date, and where all protocols have been followed, AAAS will confer status of “good standing for fellowship completion” and all alumni benefits. 

Second year fellows who depart the fellowship early to accept a full-time position other than at their fellowship host office may be considered to have completed the fellowship in good standing under the following conditions:

1. The fellow informs AAAS and his/her host office of the job offer before accepting it.
2. The fellow collaborates with AAAS and the host office to negotiate a mutually acceptable fellowship completion date.
3. The fellow receives a positive exit evaluation and the endorsement of the host office mentor/POC.
4. The fellow submits required documents (Fellowship Impact Plan, yearend report and learning assessments) before the departure date.

Fellows who follow these procedures and depart the fellowship in good standing will remain eligible to apply in the future for additional fellowships for which they qualify.

Leaving an S&T Policy Fellowship before completing a substantial portion of the initial 12-month fellowship year (before July for September-start fellows and November for January-start fellows) is considered voluntary withdrawal. Fellows should consult with AAAS before announcing a withdrawal to the host office. AAAS is available to assist with possible arrangements to accommodate fellowship completion. Individuals who voluntarily withdraw and terminate their fellowship surrender alumni status.

To complete the program in “good standing for fellowship completion” and be eligible for alumni opportunities, you must do the following:

• Attend the AAAS STPF Orientation (first year fellows only).
• Submit the post-orientation self-assessment (first year fellows only).
• Submit the Fellowship Impact Plan.
• Participate in a site visit with your AAAS program manager and host office mentor.
• Submit the Mid-Year Report and Evaluation.
• Submit the Year-End Report and Evaluation.
• Reconcile all Travel Expense Reports and travel advances with AAAS STPF Finance (only for fellows hired by AAAS Fellowship Programs, Inc.).