U.S. Environmental Protection Agency
Greater Research Opportunities (GRO) Undergraduate Fellowship
Fellows' Handbook
2013
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WELCOME
Congratulations on becoming an EPA GRO Undergraduate Fellow!
My name is Georgette Boddie and I am the Project Officer (PO) for the Greater Research Opportunities
(GRO) Undergraduate Fellowship Program and the Contracting Officer Representative (COR) for your
Fellowship. I also oversee a contract with CSS, Inc. for support of the summer internship portion of the
Fellowship.
We have tried to minimize the rules and paperwork burdens of this program, but we cannot eliminate
them entirely - they're legal requirements that are not in our power to control. They are necessary to
manage the program effectively, protect you, and allow us to comply with reporting requirements.
We've compiled this short handbook to help you understand how the program works. Most of the
questions that you will have during the life of your fellowship are answered in the handbook, so we urge
you to read it and refer to it first when you are seeking answers about the program. Of course, as your
Project Officer, I am always happy to assist you if the handbook does not answer your questions.
As the Manager of the GRO Undergraduate Fellowship Program and as your Project Officer, I am here to
help you. I want your fellowship and internship to be an unforgettable and positive experience.
Welcome and best wishes
Georgette Boddie
Contact Information
GRO Fellowship Program:
Georgette Boddie, Project Officer
Summer internship:
Jane Koska
CSS, Inc.
Phone: 703-877-3392
U.S. EPA
Phone: 703-347-8049
Email: boddie.georgette@epa.gov
Email: ikoska@css-dynamac.com
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Contents
WELCOME 1
Overview of the GRO Fellowship Program 5
Purpose of the Program 5
Administration 5
Provisions 5
Financial Support 5
Fellowship Agreement and Award Number 6
Finding Your Way Through EPA 6
People You Should Know 6
Project Officer (PO) 7
Grant Specialist (GS) 7
What You Can Expect From Your Grant Specialist 7
Financial Specialist (FS) 8
What You Can Expect From the Financial Specialist 8
What the Financial Specialist Can Expect From You 8
Mandatory Fellowship Activities 8
Summer Internship 8
Internship Security 9
Entering Personal Data into the CDX/iBoard System 9
Fingerprinting 10
Conference Attendance 10
Fellowship Information Inventory (FII2) Database 11
University Personnel 12
Reporting 12
Completion (or "Close-Out") Phase 12
Completion of Studies Form 12
Frequently Asked Questions 14
What is my Award Number? 14
What should I do if my address, name, or contact information changes? 15
Can I change my academic advisor? If so, what do I need to do? 15
Can I change the academic institution I'm attending? If so, what do I need to do? 15
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Can I change the project and program area in which I applied? 16
Can I receive other financial assistance while I'm a GRO Fellow? 16
Am I allowed to have outside employment while I'm a Fellow? 16
If I want to purchase equipment for my education and research, what do I need to do? 16
Who owns any equipment I purchase? 16
Should I have direct deposit for my stipend? 16
What if there's a discrepancy in the tuition and fees I expect to receive? 17
What do I do if EPA overpays my tuition and fees? 17
What do I do if EPA overpays my stipend? 17
What needs to be done with any unspent funds at the end of my fellowship? 17
Is my Fellowship taxable? Who is responsible for paying those taxes? 18
What is my expense budget? 18
May I charge any personal expenses to my Fellowship expense account? 18
Does my Fellowship include health insurance? 19
Does the program allow domestic travel? 19
Does the program allow international travel? 19
What procedure do I need to follow for approval of foreign travel? 19
Should I have a Power of Attorney? 20
Do I need to acknowledge the Fellowship if I publish a paper? 20
Summer Internship Program 21
Fellows' Responsibilities 21
People to know 21
Frequently Asked Questions - Internship 22
What are the requirements of my internship? 23
Who keeps track of the progress of my internship? 23
What happens at the end of the internship? How do I close out my internship? 23
What kind of report will I write? 23
What does the internship evaluation consist of? 24
How long is my internship? 24
Can I take time off from my internship? 24
Can I take summer classes during my internship? 25
What do I do if I have to end my internship early? 25
What is my work schedule? 25
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What do I do if I have to miss work? 25
Can I work from home, telework, or go on a flex work schedule? 26
Do I have to fill out a time sheet? 26
Who finds my housing for the summer? 26
What kind of help is available when I'm looking for housing? 26
Can I get money for my local commuting expenses during my internship? 26
My internship project requires driving. Can I use a government vehicle? 27
Who do I go to if I have questions about my stipend during the summer? 27
Do I receive any benefits, such as vacation time, while I'm working at EPA? 27
Do I get health or accident insurance through EPA? 27
What should I do if there's a problem with my internship? 27
What kind of training can I expect during my internship? 28
Can I get academic credit for my internship? 28
Is there any kind of confidential information or documents I'm not allowed to see? 28
What happens to the materials I create during the summer? 28
If my hosts publish a paper that includes my research, will my work be acknowledged? 28
What do I do if I'm called for jury duty during the summer? 29
General Workplace Policies that Apply to Your Internship 29
Health and Safety 29
Safety - Duty to Warn 30
Substance Abuse 30
Workplace Violence 30
Discrimination 31
Liability 32
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Overview of the GRO Fellowship Program
Purpose of the Program
The purpose of the GRO Undergraduate Fellowship Program is to encourage promising and committed
students to obtain advanced degrees and pursue careers in environmentally-related fields. This goal is
consistent with the mission of EPA, which is to provide leadership in the nation's environmental science,
research, education, assessment, restoration, and preservation efforts. Both the public and private
sectors will need a steady stream of well-trained environmental specialists if our society is to meet the
environmental challenges of the future. While you have no obligation to EPA beyond performing to the
best of your ability in your studies and research, we sincerely hope that you will dedicate yourself to a
meaningful environmental career.
Administration
The GRO Fellowship Program is administered in EPA by the National Center for Environmental Research
(NCER), which is a component of the agency's Office of Research and Development (ORD). See the
section below on Finding Your Way Through EPA for more information about how we administer this
program.
Provisions
~ EPA will provide support to students in a Bachelor's degree program for up to 21 months.
~ GRO Fellowships must begin in the year the award is made.
~ The Fellowship must be terminated when the degree is conferred, even if the initial award
period was for a longer duration (e.g., if the Fellow graduates early, the fellowship is terminated
at that time).
Financial Support
The fellowship provides a maximum of $50,000 per year of support, divided as follows:
~ A monthly stipend of $800, paid directly to the student
~ Up to $11,000 per year for tuition and fees, paid directly to the institution on behalf of the
Fellow
~ An annual expense budget of $2,500, paid directly to the institution on behalf of the Fellow
~ $8,600 for stipend, travel, and relocation allowance for a 12-week summer internship at an EPA
research laboratory or facility, paid directly to the student. (Details are found in the summer
internship payment schedule attached to your Fellowship Agreement.)
Please see the Frequently Asked Questions portion of this handbook for information on taxes.
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Fellowship Agreement and Award Number
Your Fellowship Agreement is very important. Keep a copy of it readily accessible at all times. You'll
need to refer to it should you have to contact EPA regarding the administration of your Fellowship,
including financial matters. You'll also need it when you report to your summer internship.
Your Fellowship Agreement includes your Award Number. Keep this number handy, as you'll use it in
correspondence, etc., related to your Fellowship.
The Award Number is also called the Fellowship Number, Fellowship Identification Number, GAD ID
Number, GAD Grant Number, or Assistance ID Number.
It begins with "MA" and looks like this: MA-91712301-0.
Include the prefix and the first six digits (for example, MA-917123) on every piece of correspondence
related to your Fellowship.
Finding Your Way Through EPA
The National Center for Environmental Research (NCER) is responsible for reviewing, recommending
funding, and managing research grants and fellowship programs, including GRO. NCER is a component
of EPA's Office of Research and Development (ORD) and is located in Arlington, VA.
The Grants and Interagency Agreement Management Division (GIAMD) is the organization within EPA
that is empowered to award grants and fellowships. This division, located in Washington, DC, is
responsible for issuing, modifying, and terminating all grants, fellowships, and other assistance, except
for those originating in one of EPA's ten regional offices. GIAMD is responsible for developing all Agency
assistance policies and for enforcing compliance with those policies.
The Financial Management Center located in Las Vegas, NV (FMC-LV) is responsible for the financial
administration of contracts, grants, cooperative agreements, and fellowships issued by EPA
headquarters. This is the office that disburses your money.
People You Should Know
Within EPA, three individuals play key roles in managing your fellowship: the Project Officer, Grant
Specialist, and Financial Specialist. Each person performs a unique duty to support you and help you
succeed with your fellowship. A description of each person's role and responsibilities follows.
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Project Officer (PO)
Georgette Boddie serves as the GRO Undergraduate Project Officer
(PO) for the overall management of the Program. Her office is in
the National Center for Environmental Research (NCER).
The PO:
The PO is the first person you
should contact if you have
questions about your Fellowship.
~ Is your primary contact for all matters except those relating
directly to the process of issuing checks
Recommends approval of all changes to your Fellowship that require that an amendment be
prepared. (The Grant Specialist will not grant any amendments without written approval from
the PO.)
Approves in writing any other changes to your Fellowship. This must be done before you
undertake any changes.
Informs you when it is time to submit renewal paperwork during your fellowship.
Oversees the summer internship program management activities of the contractor.
Ms. Boddie can be reached by phone: 703-347-8049, or by email: boddie.georgette@epa.gov.
Grant Specialist (GS)
The GS processes your application, submits the award offer, issues
all modifications to your fellowship, and notifies you, the PO, and
assigned to you on the first page of your Fellowship Agreement. tf,e most important person to you.
When communicating with your GS, you must always refer to your
Fellowship Agreement for your award number. The GS will not
recognize you by name; their automated files are stored and sorted by ward number. Each GS is an
expert in the workings of grants and fellowships; they manage hundreds of projects, though, so do not
be disappointed if they do not know who you are when you call.
What You Can Expect From Your Grant Specialist
The GS will process your award and modifications efficiently, retain official records, and notify
the appropriate individuals of actions taken.
Your GS should be respectful at all times and if your question is one that should properly be
directed to them, they are expected to provide an answer in a reasonable amount of time and
convey it to you in a helpful manner.
If you ever have trouble obtaining information from your GS, please contact your PO.
You can find the name and contact information for the GS
the Finance Office of relevant actions.
Although you may never have
direct contact with your Grant
Specialist, the GS is in many ways
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Financial Specialist (FS)
Unless otherwise notified, your FS is Luis Rivera, of the Financial Management Center in Las Vegas. He
issues the checks for the GRO Fellowship Program. In addition, you will submit your Completion of
Studies Notice to Mr. Rivera when you complete the fellowship, as described in your award package. Mr.
Rivera's email is: rivera.luisE@epa.gov.
The address to which you send the Completion of Studies Notice is:
U.S. Environmental Protection Agency
Las Vegas Finance Center
P.O. Box 979087
St. Louis, MO 63197-9000
What You Can Expect From the Financial Specialist
The FS is responsible for the financial management of over 300 fellowships, as well as numerous other
activities, so please provide your fellowship number when you contact him. You can expect him to
respond to your inquiries in a timely way and to correct any funding discrepancy that arises.
What the Financial Specialist Can Expect From You
Fellows must:
Notify the FS immediately of any changes of address, name, or other status in your fellowship
that might affect issuance of checks
Notify the FS and your PO as soon as possible if EPA has overpaid or underpaid your stipend,
tuition, or fees.
If it is necessary to contact the Financial Office regarding a funding problem, provide all of the
necessary information in a coherent and effective way
Treat the FS with respect as he attempts to solve your problem
Mandatory Fellowship Activities
As a Fellow, it is imperative that you read the Terms and Conditions attached to your Fellowship
Agreement. Below are mandatory program requirements we wish to highlight.
Summer Internship
Each Fellow will participate for 10 to 12 weeks in the EPA GRO Summer Internship Program at an EPA
facility (located in the U.S. or its territories), during the first year of EPA fellowship support. Each Fellow
must complete a summer project that is designed to complement and enhance the training received
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under the fellowship program, and also a brief report on the internship for the GRO Program. Fellows
will be contacted by the EPA contractor, Jane Koska, CSS, Inc., early in their first year to begin the
internship placement process. [See the Summer Internship Program section of this Handbook for
specific information.]
Internship Security
Before they can begin their summer internships, GRO Fellows must meet security requirements to
obtain an EPA-issued ID badge. Homeland Security Presidential Directive-12 (HSPD-12) establishes the
requirement for a mandatory Government-wide standard for secure and reliable forms of identification
for all personnel. HSPD-12 requires all nonfederal personnel to meet the same federal criteria;
however, GRO Fellows are not eligible for an HSPD-12 badge because the internships are less than 6
months in duration. All so-called "ineligible" applicants are required to have a favorable fingerprint
result on record, prior to beginning work at the agency.
In advance of the start of his/her internship, each Fellow must
Enter his/her personal data into EPA's Central Data Exchange iBoard application (located at
https://cdx.epa.gov), and
Have his/her electronic fingerprints taken at an EPA Badge Office
Your internship start date may be delayed until you've
entered all your data into iBoard and had your fingerprints
taken. Start this process immediately, once you receive the
email notification from Georgette Boddie.
As the Contracting Officer Representative and Project Officer for the GRO Undergraduate Fellowship,
Georgette Boddie is responsible for ensuring the GRO Fellows meet the above initial security
requirements.
Entering Personal Data into the CDX/iBoard System
1. Go to http://www.epa.gov/oaintrnt/iboardcdx/iboard-cdx-user-guide.pdf. Read the iBoard User
Guide and follow the instructions in the red boxes. Note: Read Section 1 of the User guide to access
the iBoard and CDX Registration for New Users.
2. Follow the guidance for Grantees. Note: Fellows are not 'contractors' and are not eligible for the
EPASS badge because the internships are less than 6 months.)
3. When asked, enter the following information in the iBoard/CDX System:
Point of Contact (POC): Georgette Boddie, GRO Contracting Officer Representative
Email Address: boddie.georgette@epa.gov
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Phone Number: 703-347-8049
Program Office: Office of Research and Development (ORD)
Badge should be classified as "Grantee"
Questions?
Contact EPA's Personnel Security Branch by email at
personnel_security@epa. gov.
Fingerprinting
Each GRO Fellow must make arrangements to get his/her fingerprints taken. This can be done in
advance of the internship at the nearest EPA Badge Office (see the attached list of locations), once
instructed to do so by email. You may also wait until you arrive at your internship location, particularly
if no Badge Office is within a reasonable distance of your school.
EPA Badge Offices require that you present the email from the Personnel Security Branch (PSB)
requesting that you be fingerprinted in order to complete this step. Please confirm a date and time
when you can get fingerprinted. On the first day of your internship, make sure you have a copy of your
Fellowship Agreement and an email from PSB (personnel security@epa.gov), with either of the
following notices:
A "fingerprints needed" email or
An "onboarding" email.
The EPA internship host office will:
Make arrangements with the facility security/badging office for electronic fingerprinting
Escort the Fellow to the facility security/badging office for electronic fingerprinting.
It will take up to five working days to obtain your ID badge. Therefore, the host office must sign you into
the facility until your fingerprint results have been returned and are favorable.
Conference Attendance
As a condition of the fellowship award, Fellows are expected to attend one technical/scientific
conference while they are participants in the GRO undergraduate program. Resources to support your
travel are to be taken from the expense allowance.
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Fellowship Information Inventory (FII2) Database
The Fellowship Information Inventory (FII2) was recently created to help EPA stay connected to its
current and former Fellows in the Greater Research Opportunities (GRO) Undergraduate and Science to
Achieve Results (STAR) Graduate Fellowship programs. This on-line information system was created to
track various important measures of Fellows' achievement both while in the program and thereafter, to
assist EPA in responding to Congressional inquiries about the success of these two fellowship programs.
As each government program tracks and reports its successes, we need your own success stories to be
documented. Current and alumni GRO Fellows should log in to the FII2 and update their personal data.
To create an account: http://www.scgcorp.com/fellowship/new fellow.aspx.
To log in once you have an account, http://www.scgcorp.com/fellowship/
Please visit the FII2 regularly and keep us updated on your
academic progress and professional successes.
Fellows are required to keep their information up-to-date in
the FII2 during the time of their fellowship.
Fellows are strongly encouraged to keep their information up-
to-date for at least 5 years after leaving the program.
To access your personal record in the FII2 database, use your fellowship identification number (GAD ID
Number) that begins with "MA" and is followed by six numbers (e.g., MA917123). Once you are in the
database, you will create your own personal username and password in order to continue to login and
access your individual data pages. For New Users, the opening page provides valuable instructions for
regularly updating your own information.
Within your individual record, you'll find different sections like personal fellowship facts, biographical
and contact information; etc. As a GRO Fellow, you're expected to update your own information in a
timely manner not only during the duration of your fellowship, but after your Fellowship has ended.
In terms of your post-fellowship activities, the GRO Fellowship Program is especially interested in
information like:
Are you attending graduate school?
What employment position(s) have you found?
Have you received other scientific award(s)?
Have you published a scientific article(s)?
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University Personnel
Each university operates differently, but someone at the institution will be responsible for receiving your
tuition and fee payments and coding them to the proper account. Someone will establish an expense
account in your name and manage it on your behalf.
If at all possible, the university should not mix your tuition and fee money with your expense account.
This complicates reporting and can result in over-expenditure from your expense budget, for which you
would be responsible.
Reporting
Fellows are expected to manage their fellowship funds efficiently and effectively and make sufficient
academic progress for each year of fellowship funding. The fellowship agreement includes your
terms/conditions implementing this requirement.
In order to retain your funding, fellowship recipients must provide their EPA Project Officer (Georgette
Boddie) with an annual, written statement from their advisor stating that they are maintaining the same
criteria under which they were selected (i.e., transcript with acceptable grade-point average, full-time
student, and still in the same discipline).
Completion (or "Close-Out") Phase
At the end of your fellowship agreement, it is necessary to close out the award. If you are due to
graduate before the end of your fellowship award period, you must initiate the process of closing out
your agreement. You may not receive or spend any funds after your graduation date, even if funds
remain in your account. Your school should return unspent funding to the following address:
U.S. Environmental Protection Agency
Las Vegas Finance Center
P.O. Box 979087
St. Louis, MO 63197-9000
?se out your fellowship, it is important to read the Terms
and Conditions in your Fellowship Agreement
Completion of Studies Form
You must complete this form and submit it to the address given in your award package. EPA prefers that
you submit the Completion of Studies form either immediately before or after the termination date of
your fellowship, but by regulation you must submit it within 90 days of the termination date or you are
in violation of the terms of your agreement.
This form must be signed and dated by your permanent advisor.
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A "Fillable" PDF copy of EPA Form 5770-9 can be found on the "Forms/Format" drop-down tab of your
FII2.
To assist EPA staff, convert the Completion of Studies form into a PDF document and:
~ Upload it into the FII2
~ Email it to Luis E. Rivera (rivera.luisE@epa.gov)
~ Email it to your Project Officer, Georgette Boddie (boddie.georgette@epa.gov)
Final Transcript
The final official transcript that shows your graduation date should be transmitted to EPA. There are
two ways to do this:
~ Have an official transcript mailed to: Georgette Boddie
U.S. Environmental Protection Agency
ORD/National Center for Environmental Research
1200 Pennsylvania Avenue NW (8723P)
Washington, DC 20460
~ Or have an official electronic transcript sent to Georgette Boddie at boddie.georgette@epa.gov.
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Frequently Asked Questions
What is my Award Number?
What should I do if my address, name, or contact information changes?
Can I change my academic advisor? If so. what do I need to do?
Can I change the academic institution I'm attending? If so. what do I need to do?
Can I change the project and program area in which I applied?
Can I receive other financial assistance while I'm a GRO Fellow?
Am I allowed to have outside employment while I'm a Fellow?
If I want to purchase equipment for my education and research, what do I need to do?
Who owns any equipment I purchase?
Should I have direct deposit for my stipend?
What if there's a discrepancy in the tuition and fees I expect to receive?
What do I do if EPA overpays my tuition and fees?
What do I do if EPA overpays my stipend?
What needs to be done with any unspent funds at the end of my fellowship?
Is my Fellowship taxable? Who is responsible for paving those taxes?
What is my expense budget?
May I charge any personal expenses to my Fellowship expense account?
Does my Fellowship include health insurance?
Does the program allow domestic travel?
Does the program allow international travel?
What procedure do I need to follow for approval of foreign travel?
Should I have a Power of Attorney?
Do I need to acknowledge the Fellowship if I publish a paper?
What is my Award Number?
This number can be found on the front of your initial award and on your amendments. It looks like this:
"MA-91712301-0."
The Award Number is also known as your "Fellowship Number," "Assistance ID Number," or "GAD Grant
Number."
Include the prefix (MA) and the first six digits of this number (for example: MA-917123) on every piece
of correspondence regarding your Fellowship.
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(Note: The "01" means that you are in the first budget period of the award. This number will not change
during the life of the Fellowship. The "-0" at the end means that the agreement has not been amended.
If EPA adds funds to your agreement or modifies it in other ways, this number will reflect those actions.)
What should I do if my address, name, or contact information changes?
You are responsible for notifying EPA of any change in your contact information as soon as possible.
There is no automated way to ensure that all necessary parties receive the updated information, so
when changes occur you should simultaneously notify:
~ Georgette Boddie, your PO
~ Your Grant Specialist
~ Luis Rivera, your Financial Specialist
If the change occurs while you are preparing for and completing your summer internship, you should
notify Jane Koska, who manages the internship process.
Can I change my academic advisor? If so, what do I need to do?
A change in advisor is taken seriously by EPA. Any request to change advisor will be studied carefully.
In order for EPA to make a decision to approve a change, you must send your PO:
~ A written request from the Fellow
~ A statement from the advisor as to the advisability of the proposed change
If EPA does not approve a change and you change advisors anyway, you will forfeit your fellowship.
Can I change the academic institution I'm attending? If so, what do I need to do?
To justify a change in a Fellow's academic institution, EPA requires you to send several items, including
these, to your PO:
~ A detailed explanation of the change being requested
~ Proof of acceptance into the new program and institution
~ The proposed new advisor
~ The new advisor's address, phone, and e-mail
~ The effective date of the change
~ The new payee address
~ An explanation of any delays that the transfer would cause in the expected date of graduation.
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Can I change the project and program area in which I applied?
Although Fellows are selected based in part on the project and program area in which they apply, EPA
understands that on occasion it may be in the student's best interest to make a change. With an
appropriate and sufficient justification and concurrence from the PO, we may agree to approve such a
change. Approval is not automatic, however, and is granted on a case by case basis.
G *ive other financial assistance while I'm a GRO Fellow?
Students are not prohibited from receiving other assistance during the period of this award, but in most
cases you may not receive any additional FEDERAL assistance. Grants, fellowships, or scholarships
from private or other university sources are allowed, but the Fellow does have to account for this
additional assistance.
Certain categories of federal assistance that do not involve stipends may be allowable on a case-by-case
basis. Contact your PO if you wish to apply for or accept any outside assistance. The ruling of your PO
is final.
Am I allowed to have outside employment while I'm a Fellow?
Outside employment is not specifically prohibited under the GRO Fellowship, although the primary
purpose of the award is to free the student from the pressures of having to work to support themselves
while they conduct their studies. Students will be expected to reveal the sources of outside
employment, including the number of hours they worked, amount of payment, and source of funds.
If I want to purchase equipment for my education and research, what do I need to do?
Purchases of over $1,000 from the Fellow's expense allowance require a justification and three
estimates.
~ You will need to: Describe the reasons why you need the purchase, particularly in terms of your
educational and research requirements.
~ Give at least three estimates, with verification information such as a web site or a contact phone
number.
Requests may be submitted by email to your PO.
Who owns any equipment I purchase?
Any equipment purchased by the GRO fellow under this agreement belongs solely to the fellow both
during and after the duration of the fellowship.
Should I have direct deposit for my stipend?
EPA strongly urges fellows to sign up for direct deposit of their stipends. A direct deposit form is
included with your original award package. Stipend amounts are usually credited to the account on or
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about the fifth of the month. If your account does not reflect the stipend deposit by the tenth of the
month, contact Luis Rivera in Las Vegas (702-798-2495 or rivera.luisE@epa.gov). Be certain to have your
award number handy.
What if there's a discrepancy in the tuition and fees I expect to receiwe?
Often, the actual tuition and fees will be different from what EPA originally provides. Perhaps the final
tuition was not yet announced by the university at the time we submitted the paperwork for your
award. Perhaps you decided to take an additional course or you learned that you were not eligible for
in-state tuition rates. Within the bounds of the program, EPA will provide any necessary funds for
tuition and fees, but you must notify us immediately of the discrepancy. If you are requesting
additional funds, you must provide a statement from the bursar, a university web site reference, or
other proof to justify the request.
What do I do if EPA overpays my tuition ami fees?
EPA closely budgets the fellowship account. To be certain that we have enough money to cover all of
our fellowship obligations, we ask you and your institution to notify us immediately of any significant
overpayments of tuitions and fees. Each year, the university must provide a statement of the estimated
balance that will remain in the fellow's tuition and fee account at the end of the academic year. Except
in the last year of the fellowship, any overpayment of tuition will be deducted from the next year's
request. Overpayments that remain in the account at the end of the fellowship must be returned to
EPA.
What do I do if EPA overpays my stipend?
You are responsible for monitoring your stipend payments. Any time you believe you have been paid a
stipend that you should not have received, you must notify your PO and the Finance Office as soon as
possible. If you leave the program early, but you have already received a stipend payment for the next
month, you must return it to EPA immediately.
What needs to be done with any unspent funds at the end of my fellowship?
At the end of the fellowship the university is responsible for returning any unspent tuition and fee
money to EPA. All unspent expense money must be returned to EPA at the conclusion of the fellowship.
Fellows who receive stipend payments they are not entitled to must return them to the Agency.
Send unspent funds to EPA at this address:
U.S. Environmental Protection Agency
Las Vegas Finance Center - Attn: Luis E. Rivera
P.O. Box 979087
St. Louis, MO 63197-9000
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Is my Fellowship taxable? Who is responsible for paying those taxes?
Stipends are taxable. For reasons that are beyond NCER's control, EPA does not withhold these taxes
and does not report the income to the Internal Revenue Service (IRS).
Fellows are, however, still responsible for paying taxes on the fellowship stipend.
The GRO Fellowship stipend amount is taxable.
EPA does not withhold any taxes nor does it generate a W-2 form for the Fellow.
Each Fellow is responsible for maintaining a record of his/her stipend amount and for filing his/her
own income taxes.
For more information, refer to IRS publication #970 Scholarships, Fellowships, Grants, and Tuition
Reductions (http://www.irs.gov/publications/p970/ch01.html) and Topic 421, Scholarship and
Fellowship Grants (http://www.irs.gov/taxtopics/tc421.html).
EPA cannot give tax advice. Fellows are urged to consult a tax professional about making estimated tax
payments and filing for refunds.
What Is my expense budget?
As part of your fellowship, EPA provides an annual expense budget of $2,500. This budget remains
available to you for the life of the fellowship. Any unspent funds from one year carry over to the next
year. At the end of the fellowship, however, all unspent funds revert to EPA. Your original award
includes a list of allowable expenses to serve as a guide for your use. If you have any questions about
whether an intended expense is allowed, contact your PO for permission in advance. If you make
purchases without permission that are later determined to be unallowable, you will be held liable for
these costs.
The expense budget is paid directly to the academic institution, to be made available to you as needed
for necessary expenses. Allowable expenses include items and activities for the direct benefit of your
education, such as health insurance, books, supplies, equipment, assistants, and travel to research sites
and technical meetings.
Institutions are discouraged from charging an administrative fee for managing this account. However, if
they insist, they may charge a fee not to exceed 2% of the total expense budget. This arrangement is
strictly between the student and the university.
Universities should be discouraged from mingling expense money and tuition and fee funds. At any
time, the university should be able to provide an exact accounting of the expenditures for tuition, fees,
and expenses. Mingling the accounts complicates that process and causes confusion.
May1 charge any personal expenses to my Fellowship expense account?
The only personal expense you may charge to your expense account is health insurance. You may not
use your expense account to pay for dental expenses, rent, insurance other than health insurance, etc.
In rare cases, your PO may approve non-traditional uses of the expense budget if it is clearly related to
your research and there are no other reasonable solutions.
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Does my Fellowship include health insurance?
EPA may not pay your health insurance directly, even if it is considered a mandatory fee by your
university. You may use your expense budget to pay for health insurance.
Does the program allow domestic travel?
Fellows may pay for program-related domestic travel using their fellowship expense funds. Most trips
do not require approval. Any single purchase, such as a plane ticket, that exceeds $1,000 must be
approved in advance by the Project Officer.
Does the program allow international travel?
Fellows who are in a Study Abroad Program are allowed $2,500 for all expenses, including travel. If it
becomes necessary to travel outside the U.S. or its territories, you must notify the Project Officer 2
months in advance. If research is involved, you will be required to obtain local permits in other countries
to conduct research there. The Project Officer will obtain the necessary EPA and State Department
approvals before the fellowship funds can be used for this activity. Fellows who travel overseas using
federal funds will be required to comply with the provisions of the Fly America Act. This law states that
individuals who are flying on U.S. Federal dollars must travel only on American carriers except in some
extremely unlikely situations.
What procedure do I need to follow for approval of foreign travel?
As soon as you know that you are considering a foreign trip that will be paid for, at least in part, with
fellowship money, you must write your PO with the following information:
1. Award Number (also called Fellowship ID Number or GAD Grant Number)
2. EPA Project Officer contact information: Georgette Boddie, 703-347-8049
3. Proposed dates of trip: From: To:
4. Destination
5. Purpose of trip:
6. Abstract/Narrative: N/A
7. Permits: N/A
8. In-country contact:
9. Budget and project periods:
10. Program Resource Code:
11. Agency goal which supports this activity (comes from the EPA Strategic Plan):
Goal 4: Healthy Communities and Ecosystems, Objective 4.4: Enhance Science and Research
12. Statutory Authority related to your Fellowship:
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Clean Air Act: Sec. 103
Clean Water Act: Sec.
FIFRA: Sec. 20
Safe Drinking Water Act: Sec. 1442
Solid Waste Disposal Act: Sec. 8001
Toxic Substances Control Act: Sec. 10
13. EPA total project cost: $
14. EPA total travel cost:
15. Signed recommendation is attached. (Note: Your PO will provide this document)
16. I will be using an American-owned airline for air travel.
Your Project Officer will use the information you submit to prepare a request to EPA's Office of
International and Tribal Affairs (OITA). You may not travel unless you are notified by the Project
Officer that the trip has been approved. The approval will be sent to the PO and the PO will notify you
when the trip is approved. If the trip date is approaching and you have not heard that you may go,
contact your PO for confirmation that your trip has been confirmed.
Should I have a Power of Attorney?
If you will be out of the country or doing research in the field, and it is difficult to reach you for an
extended period of time, you should consider granting a limited power of attorney to someone locally,
who can sign the legal fellowship documents on your behalf. It is not difficult to grant a limited power of
attorney. This is especially important if you plan to be away during the time when your award or
amendments are due to arrive. Without a valid signature on the agreement within 30 days of the time
that we make the offer, your fellowship may be rescinded
Do I need to acknowledge the Fellowship if I publish a paper?
Fellows may publish during or after their fellowship. You are required to acknowledge the fellowship
when referring to any data or research effort that was supported at least in part by the fellowship. The
following standard language is usually sufficient:
"This [publication, poster, article, presentation, etc.] was developed under GRO
Fellowship Assistance Agreement no. [your Fellowship Number] awarded by the U.S.
Environmental Protection Agency (EPA). It has not been formally reviewed by EPA. The
views expressed in this [publication, poster, presentation, etc.] are solely those of [insert
your name as it appears on your original Fellowship Agreement], and EPA does not
endorse any products or commercial services mentioned in this [publication, poster,
presentation, etc.]."
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Summer Internship Program
As a GRO Fellow, you're required to complete a 10- to 12-week summer internship at an EPA facility or
office during the first summer of your fellowship. The goal of this hands-on activity is to complement
your academic training to provide a well-rounded and practical environmentally-oriented education.
Your internship at EPA is not intended to be merely a short-term experience, but rather a valuable
opportunity for you to learn lifelong career development skills, expand your horizons, and increase your
knowledge, interests, and professional contacts.
You will have opportunities to meet and work with a variety of professionals working in different
environmental fields, not only in your area of interest, but also in others. Interacting with them will
broaden your knowledge and understanding of the environmental community. How you translate these
contacts and experiences into future opportunities depends on your own initiative.
Fellows' Responsibilities
As a GRO Fellow, you have the following responsibilities related to the internship program:
~ During the Fall of the year preceding your internship, prepare your application package
according to the guidelines provided and submit it within the announced deadlines
~ Review the descriptions of possible internship projects
~ Select three projects of interest
~ Participate in telephone interviews for the three projects
~ After being placed in an internship, locate housing for the summer and make your plans for
relocation
~ Carefully review this handbook concerning the details of the internship program and its
requirements
~ Conduct yourself in the professional manner expected and required in your EPA host office
~ Complete the requirements of your internship (project-specific requirement, final report,
evaluation)
People to know
Jane Koska, CSS, Inc., is the CSS Project Manager. She is the contractor responsible for administration of
the internship program. She will:
~ Identify projects
~ Distribute materials
~ Schedule and facilitate interviews
~ Make the final placements
~ Help in dealing with policy and procedural requirements
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~ Monitor the progress of your internship
~ Review and provide feedback on your final report
~ Collect evaluations of the internship from you and from your hosts
Ms. Koska can be reached by phone at: 703-877-3392, or via email: ikoska@css-dvnamac.com.
Georgette Boddie, your PO, is the final authority on any matters related to the internship. She is also
responsible for the Fellowship as a whole and should be contacted regarding any non-internship
questions.
Your EPA Project Advisor (PA) and Intern Manager (IM) are your hosts for your summer internship. The
PA has primary responsibility for designing the project. Either or both may be your day-to-day supervisor
during the summer. They will answer your questions, guide you in your research, and be your mentors
during the internship.
Frequently Asked Questions - Internship
What are the requirements of my internship?
Who keeps track of the progress of my internship?
What happens at the end of the internship? How do I close out my internship?
What kind of report will I write?
What does the internship evaluation consist of?
How long is my internship?
Can I take time off from my internship?
What do I do if I have to end my internship early?
What is my work schedule?
What do I do if I have to miss work?
Can I work from home, telework, or go on a flex work schedule?
Do I have to fill out a time sheet?
Who finds my housing for the summer?
What kind of help is available when I'm looking for housing?
Can I get money for my local commuting expenses during my internship?
My internship project requires driving. Can I use a government vehicle?
Who do I go to if I have questions about my stipend during the summer?
Do I receive any benefits, such as vacation time, while I'm working at EPA?
Do I get health or accident insurance through EPA?
What should I do if there's a problem with my internship?
What kind of training can I expect during my internship?
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Can I get academic credit for my internship?
Is there any kind of confidential information or documents I can't see?
What happens to the materials I create during the summer?
If my hosts publish a paper that includes my research, will my work be acknowledged?
What do I do if I'm called for jury duty during the summer?
What are the requirements of my internship?
During the internship, each GRO Fellow must complete a project that is designed to complement and
enhance the training received under the Fellowship Program. EPA provides support for temporary
relocation and provides a living stipend during the summer internship.
Failure to satisfactorily complete the full period of the internship and the required work product(s) may
adversely affect the Fellow's stipend and/or standing in the Fellowship program.
Who keeps track of the progress of my internship?
CSS GRO Internship staff will conduct project monitoring primarily through telephone and email
contacts with GRO Fellows and their Project Advisors. CSS will contact each Fellow and Project Advisor
at least two times per month by telephone or email. Site visits may be made.
Conference calls may be made at the beginning, at the midpoint, and toward the end of each Fellow's
project. All parties will assess how well the project is progressing, and whether the intern's expectations
(and those of the EPA Project Advisor) are being met. The calls provide an opportunity to make any
adjustments to the project to enhance the internship relationship and the Fellow's educational
experience.
What happens at the end of the internship? How do I close out my internship?
The EPA Project Advisor will ensure that the GRO Fellow successfully completes the summer internship
project and submits all project deliverables before the end of the internship.
The CSS Project Manager will ensure that the Fellow submits the final 1-2 page report within 2 days of
the last day of the internship.
Four weeks before the internship ends, CSS will send evaluation forms to both the GRO Fellow and the
EPA Project Advisor.
When the evaluation forms are received by CSS, this will complete the internship close-out procedures.
What kind of report will I write?
The Fellow will prepare and complete a short final report summarizing the results of his/her summer
internship project. The EPA Project Advisor and Intern Manager will provide guidance and feedback.
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CSS will collect each Fellow's report during the last week of his or her internship. CSS Program Staff will
provide proofreading, editing, and technical writing assistance to ensure that the final reports are
complete and professionally prepared. Marked-up copies of the reports will be returned to the Fellows
during September for final review and concurrence before all reports are submitted to the Program
Director for posting on the NCER website.
What does the internship evaluation consist of?
Each EPA GRO Fellow and EPA Project Advisor will submit an evaluation of the project to CSS at the
conclusion of the internship.
EPA GRO Fellows will be asked to analyze their experiences with respect to career relevance, their
relationship with the EPA Project Advisor and the host office, and their interactions with CSS staff,
among other things.
EPA Project Advisors will be asked to evaluate the EPA GRO Fellow's technical competence and work
habits, professional development and potential, and their interactions with CSS staff.
CSS will forward evaluation forms to the Fellows and the EPA Project Advisors, and will make follow-up
telephone calls, as needed, to clarify any comments that are made.
How long is my internship?
A GRO Fellow's summer internship must be 10 to 12 weeks in length. The internship is a requirement of
the Fellowship program. The Fellow should consider the necessity of having sufficient time to complete
the summer internship when making other plans for the summer.
If extenuating circumstances make it difficult for a GRO Fellow to complete the entire 10 weeks, a GRO
Fellow may obtain approval from the EPA GROUSF Program Director to shorten the internship. Such
exceptions are infrequently granted. Consequently, appropriate adjustments would be made in the
stipend disbursements to match the shortened timeframe.
In the event that an internship requires additional time beyond the 12-week period, permission is
required in advance and in writing from the GROUSF Program Director. However, no additional funding
will be provided for any extensions beyond the 12-week period.
Can I take time offfmm my internship?
Fellows do not accrue vacation or personal leave during the summer. If you need time off from your
internship for a valid reason, e.g., to attend a scientific meeting, to participate in an academic activity
like a field trip, or because of a family event, you should communicate anticipated absences during the
interview and placement process. Do not wait until you have started your internship to inform your
hosts and the CSS PM. Requests for time off should be kept to the absolute minimum.
The CSS Project Manager will advise Fellows on the procedures to follow in the case of an unanticipated
absence, e.g., due to illness. At a minimum, you must communicate with your Project Advisor and
Intern Manager as soon as possible.
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Can I take summer classes during my internship?
You may enroll in summer classes at an academic institution at the internship location. Attendance at
summer classes must not interfere with your ability to carry out a normal work schedule at the EPA
facility. Classes must be taken outside of normal work hours. If you're interested in taking summer
classes, you should communicate your plans to the CSS PM and your EPA Project Advisor as early as
possible in the internship preparation process.
What do I do if I have to end my internship early?
If it is necessary for a Fellow to terminate his/her project early, the Fellow must contact the GROUSF
Program Director, Ms. Georgette Boddie (boddie.georgette@epa.gov; 703-347-8049), immediately and
follow up with a letter stating the date and reason(s) why the Fellow wishes to terminate. The Fellow
should also inform the CSS Project Manager, Jane Koska (ikoska@css-dynamac.com; 703-877-3392), of
his/her wish to end the internship early.
The Fellow should expect adjustments to be made to his/her stipend payments from the date of
termination.
What is my work schedule?
Fellows are not paid on an hourly basis; however, due to security requirements at all EPA facilities, you
must establish a 5-day per week work schedule with your EPA Project Advisor. For some projects,
longer days may be required due to field trips, etc. In those cases, your work schedule may be adjusted
to compensate. Both you and your hosts are encouraged to maintain a record of your hours in the
office for reference if questions should arise about attendance.
What do I do if I have to miss work?
Once you and your hosts have established a normal work schedule, you must inform your hosts (and in
some cases, the CSS PM) of any deviations, as listed below.
~ The Fellow must report any unexpected absence to his/her EPA hosts by telephone no later than
2 hours after the time s/he typically starts work for the day.
~ The Fellow must report any unexpected absence by email to the CSS PM on the day of the
absence.
~ The Fellow must communicate with his/her EPA hosts by phone or email daily during
unexpected absences (e.g., illness) of more than 1 day.
~ The Fellow must provide the CSS PM with the duration of any unexpected absences (number of
days out of the office) once s/he has returned to work.
You'll be asked to provide your local address and the name and phone number of an emergency contact
to the CSS PM. The information will be kept confidential and will be used only in case of emergency or if
you fail to communicate your status to your hosts and the CSS PM during an absence of more than 1
day.
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Can I work from home, tele work, or go on a flex work schedule?
Permission for a Fellow to work from home, telework, or flex work during the internship is almost never
granted. An exception may be made only if it is absolutely impossible for the Fellow to get to the office.
If working from home, you must submit a daily report to your host summarizing the work completed.
Work from home for more than 2 days must also be approved by the CSS PM.
Do I have to f ill out a time sheet?
GRO Fellows are Grantees, and are not paid on an hourly basis; therefore, you are not required to
complete weekly timesheets (work schedule verification forms). For the internship period, a written
weekly work schedule for the GRO Fellow may be required in light of increased security at EPA buildings.
If needed, the schedule should be prepared by the Project Advisor or Intern Manager and distributed to
EPA staff and the facility's security contractors.
Who finds my housing for the summer?
The GRO Fellow is responsible for finding his/her housing for the period of the summer internship.
What kind of help Is mailable when I'm looking for housing?
If you are relocating to a project location and are unfamiliar with the area, you may contact your EPA
Project Advisor and/or Intern Manager for advice and recommendations on convenient and safe areas in
which to look for temporary housing.
While EPA Project Advisors and Intern Managers are usually more than willing to assist you, they are
not responsible for finding you housing for your internship.
You're encouraged to do a thorough Internet search to identify housing opportunities. Sites that are
likely to provide helpful information include:
• The local newspaper's website
• The local chamber of commerce
• The local convention and visitor's bureau
• Area colleges and universities
• www.craigslist.org
Can I get money for my local commuting expenses during my internship?
Daily transportation costs in the area of the EPA facility during the internship are NOT covered
separately under your funding agreement, and must come out of the Fellow's stipend for living
expenses. Fellows are not eligible for any form of commuting voucher such as may be offered by EPA to
students interning under other programs.
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My internship project requires driving. Can I use a government vehicle?
Fellows may not operate a government -owned vehicle (GOV) (EPA or General Services Administration
(GSA) vehicle); however, they may ride as a passenger in a government-owned vehicle. This also applies
to watercraft.
Who do I go to if I have questions about my stipend during the summer?
Fellows should direct any questions to the EPA GRO Project Officer, Ms. Georgette Boddie
(boddie.georgette@epa.gov; 703-347-8049).
Fellows should promptly report any stipend discrepancies to Mr. Luis E. Rivera at the Financial
Management Office in Las Vegas, NV (rivera.luis@epa.gov; 702-798-2495).
EPA is responsible for processing the GRO Fellows' monthly stipend funds. Jane Koska of CSS, Inc. is not
involved in this process.
Do I receive any benefits, such as vacation time, while I'm working at EPA?
Fellows do not. You are EPA grant recipients, not EPA, Federal government, or CSS employees. As such,
you:
• Do not accrue personal or annual leave
• Are not entitled to health or life insurance benefits
• Do not have taxes withheld from their stipend checks
Do I get health or accidlent insurance through EPA?
GRO Fellows are grantees, and do not qualify for any type of health or accident insurance through EPA.
Each GRO Fellow is encouraged to continue his/her existing health, accident, and auto insurance
coverage. If a Fellow believes that additional insurance is necessary, s/he is encouraged to purchase it;
however, s/he will not be reimbursed for this expense.
What should I do If there's a problem with my internship?
EPA and CSS make every effort to achieve successful matches between GRO Fellows and their summer
internship projects; on rare occasions, however, problems can arise. If that happens, you should try to
identify the source of the problem and discuss it objectively with your Project Advisor in a professional
and timely manner. You're encouraged to contact the CSS Project Manager as soon as possible to
discuss your concerns. The CSS PM will work with you and your Project Advisor to propose a solution,
and then follow up at regular intervals to assess the situation.
You must also inform the GRO Project Officer, Ms. Boddie, within 10 days of any problems that arise.
As needed, the GRO PO and CSS PM may facilitate discussions between you and your Project Advisor to
resolve the problem. If necessary, the PO will ask a certified mediator from the NCER staff to mediate.
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In the event that mediation is unsuccessful, and the experience is no longer productive, the internship
may be ended. This should be a last resort.
What kind of training can I expect during my internship?
If you're assigned to conduct fieldwork or to work in a laboratory you will be included in any required
onsite safety training. EPA will provide you with all necessary monitoring and appropriate personal
protective equipment.
You should inform the CSS PM and the GRO PO, Ms. Boddie, immediately if you believe you're not
receiving the necessary instruction and attention in this area.
Con I get academic credit for my internship ?
This depends on your academic institution. You're responsible for making any arrangements for
academic (or other) credit for the summer internship with your school. Neither your academic advisor,
nor EPA GRO Fellowship Program staff, nor CSS personnel can be involved in any discussions between
you and your academic institution regarding credit for your work in the internship program.
Is there any kind of confidential information or documents I'm not allowed to see?
Your host office must ensure that you're not allowed access to or use of Confidential Business
Information or enforcement-sensitive information. If you inadvertently come across such information,
you must inform your EPA Project Advisor or Intern Manager immediately.
What happens to the materials I create during the summer?
Any material produced by a GRO Fellow as part of his/her internship project belongs to the EPA office or
laboratory sponsoring the project. Failure to return materials produced during the internship may
adversely affect your standing in the GRO Program.
If a Fellow develops intangible property under a Fellowship Agreement (e.g., copyrighted software), EPA
reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the
work for Federal purposes, and to authorize others to do so. EPA's requirements for dealing with such
intangible property are found at §30.36 of EPA's Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations.
If my hosts publish a paper that includes my research, will my work be acknowledged?
EPA sponsors may, but are not required to, list authors, artists, etc., when they choose to print work to
which an EPA GRO Fellow has contributed. Sponsors may, but are not required to, list the Fellow as an
author or otherwise acknowledge his/her contribution, when they choose to print work to which the
Fellow contributed.
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What do I do if I'm colled for jury duty during the summer?
EPA complies with all Federal and State laws regarding jury duty leave.
You may receive a notice from the court to report for jury duty during the period of your summer
internship. Postponing jury duty can allow you to obtain the maximum benefit from the unique
environmental educational opportunity that the summer internship provides. Your geographical
relocation and the limited timeframe of the internship may be sufficient reasons to support a request
for postponement of jury duty until you return to your regular residence.
Should you receive a notice to report for jury duty, and choose to request a postponement, you should
carefully follow the directions enclosed with the notice that outline how to do so.
You should contact your EPA Project Advisor, the CSS Project Manager, and the GRO Project Officer
immediately if you prefer to report for jury duty at the time specified on the notice or if your request for
postponement of jury duty is denied.
General Workplace Policies that Apply to Your Internship
Health and Safety
All GRO Fellows are expected to work diligently to maintain safe and healthy working conditions and to
adhere to proper operating practices and procedures designed to prevent injuries and illness at their
internship assignments.
EPA sponsors are required by law to provide training and personal protection per related Occupational
Safety and Health Administration (OSHA) regulations.
The Fellow should contact the GRO PO if s/he does not receive onsite safety training, supervision and
monitoring, and appropriate protective equipment identical to that provided to full-time employees
performing similar tasks.
All EPA GRO Fellows are responsible for adhering to the following procedures, which are designed to
reduce the possibility of injury to themselves or their co-workers:
~ Ask the EPA Project Advisor for information, OSHA regulations, and education on all safety
policies, including: (a) blood-borne pathogens; (b) riding in government vehicles safety; and (c)
exercising maximum care and good judgment at all times to prevent accidents and injuries
~ Report all injuries, regardless of how minor, to your EPA Project Advisor
~ Report unsafe conditions, equipment, or practices to your EPA Project Advisor
~ Request and use safety equipment provided by your EPA Project Advisor at all times
~ Observe all safety rules and regulations at all times
~ Notify your EPA Project Advisor, before the beginning of the workday, of any medication you are
taking that may cause drowsiness or other side effects that could lead to injury to yourself or
your co-workers
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Safety - Duty to Warn
To advance EPA's overall safety policy, the Fellow has a duty to report to his/her Project Advisor and the
GRO Project Officer (PO) if s/he is aware of or suspects any problematic workplace activity, situations, or
incidents that involve other GRO Fellows, employees, former employees, or visitors. Examples include
threats, acts of violence, aggressive behavior, or offensive acts or comments. A report made by a GRO
Fellow pursuant to this policy will be held in confidence to the extent possible. Any form of retaliation
against any GRO Fellow for making a report under this policy will not be condoned.
Substance Abuse
EPA prohibits alcohol and drugs (controlled substances) on any of its premises, at project assignment
locations, in its vehicles, and during work hours. Any use of alcohol or controlled substances off EPA
premises or away from project assignment locations that affects or may affect job performance or
conduct is likewise prohibited.
As a condition of the GRO Fellowship grant, the Fellow is expected to comply with this policy as well as
with all of the provisions of the Drug Free Workplace Act Certification, which is enclosed with the
Fellows' Welcome Packet. As an additional condition of the Fellowship grant, the Fellow must sign and
return a copy of that Certification. Failure to do either of the foregoing may result in disciplinary action,
up to and including termination.
Workplace Violence
Verbal and physical fighting will not be tolerated on EPA premises at any time or for any reason.
If a fight does occur, an investigation will be conducted and witnesses will be interviewed to determine
the circumstances surrounding the altercation.
The GRO Fellow(s) will be expected to cooperate in any such investigation.
If, after the investigation, EPA management determines that discipline is appropriate, an offending EPA
GRO Fellow will be subject to discipline, up to and including termination.
EPA expressly prohibits any acts or threats of violence by persons engaged in business with or on behalf
of EPA, on or off EPA premises, at any time. These acts include, but are not limited to, obscene or
abusive language or gestures.
EPA will not condone any acts or threats of violence by any individual against EPA GRO Fellows.
If an EPA GRO Fellow commits an act of violence or threatens violence, EPA will take prompt remedial
action, up to and including termination. Additionally, EPA may notify the police or other law
enforcement personnel and prosecute violators of this policy to the full extent of the law.
EPA prohibits GRO Fellows, including any former EPA GRO Fellows, from bringing unauthorized firearms
or other weapons onto EPA premises.
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Discrimination
All GRO Fellows have the right to be treated with respect and dignity.
It is EPA's policy that all of its facilities support an environment free from unlawful discrimination,
including freedom from sexual harassment. It is EPA's policy that no individual may harass another. In
addition to sexual harassment, harassment based on age, color, disability, gender, national origin, race,
religion, ancestry, or sexual orientation is also illegal.
Harassment, other than sexual harassment, has been defined as conduct that denigrates or shows
hostility or aversion toward an individual because of his/her protected status, or that of his/her
relatives, friends, or associates, and that (a) has the purpose or effect of creating an intimidating,
hostile, or offensive working environment; or (b) has the purpose or effect of unreasonably interfering
with an individual's work performance; or (c) otherwise adversely affects an individual's employment
opportunities.
Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other
verbal or physical conduct of a sexual nature when:
~ Submission or rejection of such advances, requests, or conduct is made either explicitly or
implicitly a term or condition of employment or a basis for employment decisions
~ Such advances, requests, or conduct have the purpose or effect of unreasonably interfering with
an individual's work performance by creating an intimidating, hostile, humiliating, or sexually
offensive work environment
Although it is not possible to list all the circumstances that constitute sexual harassment, the following
are some examples of conduct that, if unwelcome, may constitute sexual harassment, depending on the
circumstances:
~ Requests for sexual favors in exchange for actual or promised job benefits, such as favorable
reviews, salary increases, promotions, increased benefits, or continued employment
~ Use of sexual epithets, written or oral references to sexual conduct, gossip regarding one's sex
life, comments on an individual's body, comments about an individual's sexual activity,
deficiencies, or prowess
~ Displaying sexually suggestive objects, pictures, or cartoons
~ Leering, whistling, brushing against the body, sexual gestures, suggestive or insulting comments
~ Inquiries about one's sexual experiences
~ Assault or coerced sexual acts
Any EPA GRO Fellow who believes that s/he has been subjected to or witnessed harassment has the
right to make a complaint or report it to EPA. This may be done in writing or verbally to the Project
Advisor, GRO Project Officer, or EPA's National Human Resources Office.
EPA takes allegations of harassment seriously. When we receive the complaint or report, we will
contact the host office to coordinate an investigation of the allegation in a fair and expeditious manner.
Confidentiality will be maintained to the extent practicable under the circumstances. Upon completion
of the investigation, if it has been determined that inappropriate conduct has occurred, we will act
promptly in conjunction with the host office to eliminate the offending conduct and impose such
corrective and disciplinary action as is appropriate, up to and including termination. Further, any
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retaliation against an individual who has complained about or reported harassment or cooperated with
an investigation of a harassment complaint or report is similarly unlawful and will not be tolerated.
In addition, if you believe you have been subjected to harassment, you may file a formal complaint with
the Federal Government by contacting the U.S. Equal Employment Opportunity Commission (EEOC) or
with your state government's fair employment practices agency. The toll-free number for the EEOC is 1-
800-559-4000. Using our complaint process does not prohibit you from filing a complaint with these
agencies. There are, however, limited time periods for filing claims with these agencies. Confirm any
time restrictions directly with the relevant agency.
Liability
Regarding liability related to an injury to a GRO Fellow incurred while performing his or her Fellowship
tasks:
The GRO Fellow is not an employee of EPA, the Federal government, or CSS. As the recipient of a
stipend that comprises grant monies, the Fellow is a grantee. As a grantee, the GRO Fellow is
not entitled to compensation for on-the-job injuries under the Federal Employees
Compensation Act (FECA), 5 U.S.C. §§ 9101 et seq.
However, in the event that the Fellow's injury or property damage is the result of the negligence
of an EPA employee, the Fellow may be eligible for compensation under the Federal Tort Claims
Act ("FTCA"), 28 U.S.C. §§ 1346, 2671-2680.
Fellows must travel for research purposes at their own risk; neither EPA, the Federal government, nor
CSS is responsible for any accident that may occur.
Fellows may not operate a government (EPA or General Services Administration (GSA)) vehicle, including
watercraft; however, they may ride as a passenger in a government vehicle.
Regarding liability related to injury to others by the GRO Fellow, in the execution of his/her research
duties:
Because the Fellow is not an EPA employee, the government generally is not liable under the
FTCA for any injury that results from a GRO Fellow's negligent acts. As a result, Fellows are
vulnerable to significant personal liability for any damage or injury that results from their acts,
and EPA recommends that Fellows be fully informed of their exposure to personal liability.
EPA Project Advisors should not place the Fellows in hazardous situations or in situations where
a considerable potential for accident or injury exists.
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