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Award Holders Guide

General Information

  • To receive the award funds, award holders must continue to maintain active registration and be engaged in the research for which the funding was offered during the tenure of the award. For awards offered to full-time students, the registration status must be full-time each term.
  • An award may be interrupted when a student takes a leave of absence. For external award holders, the funder’s guidelines with specific conditions and requirements apply (see below for detail), and students considering a leave should consult with their graduate program. For internal awards at York University, an award is automatically suspended during an approved leave of absence from the University.
  • If an award recipient withdraws from the program or otherwise do not maintain active registration, an award may be terminated.

Award Payment

  • Generally, awards valued at or over $5,000 are paid in three installments over an academic year. Payments are normally posted to student accounts in the first month of each term. Internal awards under $5000 are generally posted in one installment when the award notification is sent, provided that the recipient is registered active in that term.
  • Posted awards are automatically applied to any balance in the student account.
  • External awards are posted after the funds are received at York University. In a small number of cases when an award is activated late, the first installment may be delayed. Subsequent installments will be posted in the first month of each term.

Award impact on the York Graduate Fellowship, TA assignments and other awards

  • Tri-council (SSHRC, NSERC, CIHR) and OGS/QEII scholarship holders:
    • If the award starts in the first term of the degree program, it is considered an entrance award and it will not impact the recipient’s funding. The scholarship will be on top of the funding package during the first three terms. Please note that if the term of the scholarship is longer than one year, this arrangement applies to the first year only. Please see below for how the fellowship may be impacted in year 2 and after.   
    • If the award is held as a continuing student with funding (the award starts in the second term or later), the value of the fellowship may be impacted. Examples below illustrate common adjustments. Please note they may not apply to all cases.  
      • OGS/QEII holders: the value of the fellowship will be reduced by $5000 during the tenure of the award ($1666 per term), which is the amount of the OGS university match. Top ranked students who receive a donor-supported OGS will not see this adjustment as donor-funds are always on top of student funding.  
      • CGS-Masters scholarship holders: the value of the fellowship is adjusted to $5403 over three terms ($1801 per term).
      • Tri-council doctoral scholarship holders: no fellowship will be posted over the tenure of the award.   
  • Matching funds awards: If an award is partially matched by the university, the recipient's York Graduate Fellowship may be impacted. For detail, please visit the Matching Funds page.
  • If a student receives an award or a combination of awards totalling $50,000 or greater, their TA assignment will be restricted to 0.5 TAship per academic year. If specific award conditions further restrict TA assignments (such as Susan Mann and Provost Dissertation Scholarships), they are explicitly described in the applicable award terms and conditions provided to the recipient before the award is activated.

Leave of Absences—External Awards

  • Generally, award interruptions related to medical or parental, or work-related reasons are allowed by the external funders.
  • For students who hold an OGS, QEII or CGS-M award: after the leave of absence is approved, students are responsible for notifying the Scholarships Award Coordinator who can assist with putting the award on pause and reactivating the award after the leave.
  • For students who hold a CIHR CGSD, NSERC PGS/CGS, SSHRC DF/CGSD, or Vanier CGS award, students should review the Tri-agency Research Training Award Holder’s Guide and submit a completed Request for Deferment of Start Date or Interruption of Award Form to the Research Officer.
  • Parental leave: Tri-agency award holders (CGSM, CIHR CGSD, NSERC PGS/CGS, SSHRC DF/CGSD, and Vanier CGS) can interrupt their award for up to 12 months following every occasion of birth or adoption. Students should review the Tri-agency Research Training Award Holder’s Guide and submit a completed Request for Deferment of Start Date or Interruption of Award Form with supporting documentation to the Research Officer at least 8 weeks prior to the start of the leave.
  • Reinstatement of an award: Following any type of leave of absence, all tri-council award holders must submit a completed Request for First Instalment or Reinstatement of Award Paid by Canadian Institution (.pdf) and submit it and any applicable supporting documentation to the Research Officer at least 8 weeks prior to returning to their studies.

Award Activation Form

Only required for the following awards: CIHR CGSD, NSERC PGS/CGS, and SSHRC DF/CGSD.

Instructions and a link to the Award Activation Form will be provided when notified of the funding decision by the Tri-agency. Complete the form and submit it to the Scholarships & Awards Coordinator.

Award Termination

Award holders who are no longer eligible to hold the award (ie: completion of the degree program, withdrawal from the graduate program, no longer a full-time student) must complete a Request for Termination of Award form and submit it to the Research Officer.