SMART Scholar Handbook

Table of Contents
1.

APPLICABILITY ................................................................................................................................................. 6

2.

SMART SCHOLARSHIP PROGRAM CONTACTS AND DEFINITIONS ................................................................... 6
2.1.

SMART Program Office ............................................................................................................................. 6

2.2.

Sponsoring Components .......................................................................................................................... 6

2.3.

Sponsoring Facilities ................................................................................................................................. 6

2.4.

SMART Program Support Team................................................................................................................ 7

2.4.1. Scholar Coordinator ............................................................................................................................. 7
2.4.2. Component Liaisons ............................................................................................................................ 7

3.

2.5.

SMART Scholars ........................................................................................................................................ 7

2.6.

SMART Program Contacts ........................................................................................................................ 8

GENERAL PROGRAM PROCEDURES AND REQUIREMENTS ............................................................................. 8
3.1.

SMART Program Commitments ............................................................................................................... 8

3.1.1. Award Length....................................................................................................................................... 8
3.1.2. Degree Funding.................................................................................................................................... 9
3.1.3. Follow-on Funding ............................................................................................................................... 9
3.2.

SMART Scholar Commitments ................................................................................................................. 9

3.2.1. Compliance Requirements .................................................................................................................. 9
3.2.2. Completion of Degree in Compliance with the SMART Service Agreement ....................................... 9
3.2.3. Code of Conduct .................................................................................................................................. 9
3.2.4. Current Contact Information .............................................................................................................10
3.2.5. Communication .................................................................................................................................10
3.2.6. SF Sponsorship ...................................................................................................................................11
3.2.7. Geographic Mobility ..........................................................................................................................11
3.2.8. Security Clearance Requirement .......................................................................................................11
3.2.9. Length of Service Commitment .........................................................................................................11
3.2.10. Non-compliance ..............................................................................................................................13
3.3.

Modifying Commitments........................................................................................................................13

3.3.1. Service Agreement Amendment Requests (SAARs) ..........................................................................13
3.3.2. Leave of Absence ...............................................................................................................................13
3.3.3. Award Length Change........................................................................................................................14
3.3.4. Withdrawal from the SMART Program ..............................................................................................15
3.4.

Default Cases ..........................................................................................................................................15

3.4.1. Dismissal from the SMART Program ..................................................................................................15
3.4.2. Withdrawal from the SMART Program ..............................................................................................15

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3.4.3. Debt Repayment ................................................................................................................................15
4.

5.

PHASE 0 – PRE-AWARD PROCEDURES ..........................................................................................................17
4.1.

SF Assignment ........................................................................................................................................17

4.2.

Award Deferral .......................................................................................................................................18

4.3.

Grade Point Average Requirement ........................................................................................................18

4.4.

Required Documentation .......................................................................................................................18

4.5.

Orientation .............................................................................................................................................18

4.6.

Awardee Background Check...................................................................................................................19

PHASE 1 – ACADEMIC PURSUIT ....................................................................................................................20
5.1.

Phase 1 Funding .....................................................................................................................................20

5.1.1. Phase 1 Funding Overview ................................................................................................................20
5.1.2. Recruitment Scholar Stipends ...........................................................................................................20
5.1.3. Retention Scholar Stipends ...............................................................................................................21
5.1.4. Tuition and Approved Educational Expenses ....................................................................................22
5.1.5. Additional Tuition and Enrollment ....................................................................................................22
5.1.6. Scholar Phase 1 Tax Responsibilities .................................................................................................22
5.2.

Phase 1 Compliance Requirements and Procedures .............................................................................23

5.2.1. Outside Funding.................................................................................................................................23
5.2.2. Outside Employment .........................................................................................................................23
5.2.3. Pursuit of Degrees Outside of SMART Program ................................................................................23
5.2.4. Completions of Degree Requirements during Phase 1 .....................................................................24
5.2.5. Minimum GPA Requirement .............................................................................................................24
5.2.6. Failure to Complete Degree with Required GPA ...............................................................................24
5.2.7. Incomplete Coursework ....................................................................................................................24
5.2.8. Failure to Earn Course Credit.............................................................................................................25
5.2.9. Full-time Status ..................................................................................................................................25
5.2.10. Participation in Study Abroad Programs.........................................................................................25
5.2.11. Participation in Fieldwork, Conferences, Meetings, or Training ....................................................26
5.2.12. Retention Scholar Return to SF During Phase 1 .............................................................................26
5.2.13. Phase 1 Service Agreement Amendment Requests .......................................................................26
5.2.14. Patents ............................................................................................................................................27
5.3.

Phase 1 Reporting Requirements ...........................................................................................................27

5.3.1. Reporting Requirements Overview ...................................................................................................27
5.3.2. Official Transcript...............................................................................................................................27
5.3.3. Scholar Foreign Travel .......................................................................................................................27
5.3.4. Phase 1 Annual Report ......................................................................................................................27

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5.3.5. Recruitment Internship Report..........................................................................................................28
5.3.6. Phase 1 Recruitment Hiring Reporting Requirements ......................................................................28
5.4.

Phase 1 Recruitment Internships ...........................................................................................................28

5.4.1. Internship Requirement ....................................................................................................................28
5.4.2. Common Access Cards (CACs) ...........................................................................................................29
5.4.3. Internship Length and Timing ............................................................................................................29
5.4.4. Internship Funding .............................................................................................................................29
5.4.5. Internship Waiver ..............................................................................................................................30
5.4.6. Internship Preparation Procedures ...................................................................................................30
5.4.7. Internship Procedures .......................................................................................................................31
5.4.8. Internship Report...............................................................................................................................32
5.5.

Phase 1 Retention Summer Work Periods .............................................................................................32

5.6.

Phase 1 Recruitment Service Commitment Hiring Process....................................................................32

5.6.1. Service Commitment Hiring Process Overview .................................................................................33
5.6.2. Security Clearance and Start of Service Commitment ......................................................................33
6.

PHASE 2 – SERVICE COMMITMENT ..............................................................................................................33
6.1.

Phase 2 General Procedures ..................................................................................................................33

6.1.1. Start of Phase 2 ..................................................................................................................................33
6.1.2. Phase 2 Letter ....................................................................................................................................33
6.1.3. Completion of Service Commitment with Approved SF ....................................................................33
6.1.4. Full-time Federal Civilian Employment ..............................................................................................33
6.1.5. Phase 2 Salary and Benefits ...............................................................................................................34
6.1.6. Failure to Complete the Service Commitment ..................................................................................34
6.1.7. Phase 2 Service Agreement Amendment Requests ..........................................................................34
6.2.

Phase 2 Reporting Requirements ...........................................................................................................34

6.2.1. Phase 2 Service Commitment Reporting Requirements Overview ...................................................34
6.2.2. Phase 2 Current Contact Information................................................................................................35
6.2.3. Phase 2 Annual Report ......................................................................................................................35
6.2.4. Phase 2 Employment Verification .....................................................................................................35
6.2.5. Change in Security Clearance Eligibility .............................................................................................36
7.

PHASE 3 – POST-SERVICE COMMITMENT .....................................................................................................36
7.1.

Phase 3 General Procedures ..................................................................................................................36

7.1.1. Transition to Phase 3 and Phase 3 Letter ..........................................................................................36
7.1.2. Phase 3 Engagement Opportunities ..................................................................................................36
7.2.

Phase 3 Reporting Requirements ...........................................................................................................36

7.2.1. Reporting Requirements Overview ...................................................................................................36

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7.2.1. Phase 3 Current Contact Information................................................................................................37
7.2.2. Phase 3 Annual Report ......................................................................................................................37
ABBREVIATIONS AND ACRONYMS.........................................................................................................................38
GLOSSARY..............................................................................................................................................................39
Appendix A – SMART Organizational Stakeholders ..............................................................................................43
Appendix B - Non-Compliance Matrix ..................................................................................................................44
Appendix C – Reporting Requirement Matrix.......................................................................................................48
Appendix D – Program Cycle Calendar .................................................................................................................50
Appendix E – Service Agreement Amendment Request List ................................................................................51

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1. APPLICABILITY
The Science, Mathematics, and Research for Transformation (SMART) Scholarship-for-Service Program
is established pursuant to Section 2192a of Title 10, U.S.C., as amended, and is funded through the
National Defense Education Program. The SMART Scholarship-for-Service Program provides academic
funding in exchange for completing a period of full-time civilian employment with the Department of
Defense (DoD). The SMART Service Agreement (SSA) is the formal binding written agreement between
the SMART Scholarship Program Scholar (herein scholar) and the DoD. By signing the SSA, the scholar
agrees to comply with all program policies and procedures, including the handbook. In return, the
DoD funds the scholar’s academic pursuit and provides full-time employment upon the scholar’s
graduation. This handbook applies to all scholars regardless of the cohort year. This handbook
includes information applicable to all scholars, as well as information applicable to specific types of
scholars. If a policy or procedure does not specify the type of scholar, then it applies to all scholars.
This handbook is updated annually to reflect current policies and procedures. Scholars must comply
with the policies set forth in the most current handbook. Scholars will be informed of any changes or
updates.
2. SMART SCHOLARSHIP PROGRAM CONTACTS AND DEFINITIONS
2.1.

SMART Program Office

The SMART Program is sponsored by the Under Secretary of Defense for Research and Engineering
(USD(R&E)), Office of the Director for Defense Research and Engineering (Research and Technology)
(DDRE(R&T)). The DDRE(R&T), through the SMART Program Office, is responsible for program policy
and oversight. See Appendix A for a graphical depiction of the SMART Program organizational
structure.
2.2.

Sponsoring Components

A sponsoring component is a DoD Component that participates in the SMART Program. There are four
sponsoring component designations in the SMART Program: Army, Navy, Air Force, and Other DoD
Agencies. Each sponsoring component has a Component Execution Lead (CEL), who holds the
authority to execute the program on behalf of their respective component.
2.3.

Sponsoring Facilities

The sponsoring facility (SF) is a laboratory, agency, or organization within the DoD Component that
participates in the SMART Program. The SF is the location at which a scholar completes all internships
and the service commitment. Each SF has a designated point of contact (POC) to coordinate the
execution of SMART at the SF.

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2.4.

SMART Program Support Team

2.4.1. Scholar Coordinator
Each scholar is assigned a Scholar Coordinator (SC) while participating in the SMART Program. SCs are
the first point of contact for scholars during degree pursuit. The SMART Program provides scholars
their SC’s name upon award acceptance. For all questions, email: [email protected],
phone: 571-633-7940.
2.4.2. Component Liaisons
Each DoD Component has a designated Component Liaison (CL) within the SMART Program. The CL is
the main point of contact between the SMART Program, the sponsoring DoD Component, and the SFs.
The SMART Program provides scholars with their CL’s name and contact information upon entering
DoD employment. For all questions, email [email protected].
2.5.

SMART Scholars

A scholar is an individual who received and accepted a SMART award. An individual remains a scholar
throughout all SMART Program phases.
A recruitment scholar is a scholar who is not employed full-time in either a permanent or renewable
term civilian position by the SF at the time of the award. Scholars who are employed by the SF in
temporary or internship positions at the time of award are recruitment scholars.
A retention scholar is a scholar who is employed full-time in either a permanent or renewable term
civilian STEM position by the SF at the time of the award.
Scholars matriculate through four phases of participation in the SMART Program:
Phase 0 - Engagement and Onboarding Requirements: During Phase 0, potential scholars engage with
the SMART Program and submit applications. If awarded, SMART awardees complete onboarding with
the SMART Program, including a SF site visit, prior to matriculating into Phase 1. During Phase 0,
potential SMART scholars are referred to as “applicants,” “semifinalists,” or “awardees.”
Phase 1 - Degree Pursuit: Phase 1 begins on August 1st of each award year. During Phase 1, scholars
complete requirements to obtain the degree funded by the SMART Program. During Phase 1 summer
months, multi-year recruitment scholars complete internships with the SF and multi-year retention
scholars generally return to work full-time with their SF. As scholars near completion of Phase 1, they
work with the SF, SC, and CL to prepare for the service commitment.
Phase 2 - Service Commitment: Phase 2 begins upon the work start date and ends upon completion of
the required service commitment. The work start date is the day on which a scholar begins full-time
employment with the SF after verified completion of all Phase 1 requirements. During Phase 2,
scholars complete the service commitment by working full-time for their SF.

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Phase 3 - Monitoring: After completing the Phase 2 service commitment, scholars begin Phase 3. In
Phase 3, the SMART Program tracks scholar employment progression and retention. During Phase 3,
SMART scholars have opportunities to engage with the SMART Program and promote its success for
future years.
2.6.

SMART Program Contacts

The SMART Scholar Portal: For program related documents and information, visit the SMART Scholar
Portal. The SMART Scholar Portal is located at https://www.smartscholarship.org/scholar.
Scholar Coordinator: Each scholar has a designated Scholar Coordinator (SC) within the SMART
Program. SCs are the first point of contact for scholars during degree pursuit. The SMART Program
provides scholars their SC’s name. For all questions, email: [email protected],
phone: 571-633-7940.
Component Liaison: Each DoD Component has a designated Component Liaison (CL) within the
SMART Program. The CL is the main point of contact between the SMART Program, the sponsoring
DoD Component, and SFs. The SMART Program provides scholars with their CL’s name and contact
information upon entering DoD employment. For all questions, email [email protected].
SMART Technical Help Desk: For technical assistance with the SMART Scholar Portal, email:
[email protected], phone: 571-633-7940.
SMART Outreach: For information on SMART events, scholar highlights, or how to get involved in
outreach within your network, email [email protected].
3. GENERAL PROGRAM PROCEDURES AND REQUIREMENTS
3.1.

SMART Program Commitments

3.1.1. Award Length
The award length is defined as the total amount of time for which the scholar receives Phase 1
funding and benefits. The award length determines the length of the scholar's service commitment.
Each academic year funded obligates the scholar to a full calendar year of service. Funding that
extends beyond the confines of a typical academic year may be included in the scholar’s award length
in 0.5 calendar year increments.
Scholars have a minimum award length of 1.0 academic year (with a minimum service commitment of
1.0 year) and a maximum award length of 5.0 years. Any requests to amend award length and/or
requests for leaves of absence (LOAs) to prevent the accrual of award length are subject to handbook
sections 3.3.3. Award Length Change and 3.3.2. Leave of Absence, respectively.

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3.1.2. Degree Funding
Scholars enrolled in a single degree program receive SMART funding for that degree only. Scholars
funded for a dual degree may receive funding throughout the completion of both degrees, not to
exceed a total of 5 years. Scholars may request funding for subsequent degrees by submitting a
SMART Service Agreement Amendment Request (SAAR, detailed in section 3.3.1) or by reapplying to
SMART for a separate award in accordance with the SMART Program follow-on funding policy
(detailed in section 3.1.3).
3.1.3. Follow-on Funding
SMART scholarships are awarded for one degree program at a time. Should the scholar desire to seek
a SMART award for an additional degree, the scholar may pursue a degree level change SAAR (see
Appendix E) or apply for a follow-on award. Follow-on awards are not guaranteed and are offered at
the discretion of the SF.
Follow-on awards are treated as new awards, separate from the initial award. Award of follow-on
funding is not guaranteed. The maximum award length is 5 calendar years per award. If a scholar does
not receive follow-on funding, the scholar is expected to begin their service commitment after
completion of their SMART-funded degree as determined in their SSA.
3.2.

SMART Scholar Commitments

3.2.1. Compliance Requirements
Scholars comply with all SMART Program policies and procedures, including the requirements set
forth in this handbook. Compliance with all SMART Program policies and procedures, as agreed to in
the SSA, is required for continued participation and funding under the SMART Program.
3.2.2. Completion of Degree in Compliance with the SMART Service Agreement
Scholars complete the degree funded by SMART as set forth in the SSA. Scholars complete all degree
requirements during Phase 1, including thesis/dissertation writing, edits, defense, etc. In certain
unusual circumstances, a scholar may request an amendment to the SSA. Requests to amend the SSA
can be made by submitting the SAAR and appropriate supporting documents, via the SMART Scholar
Portal. If the request is approved, the SSA will be amended. If the request is denied and the scholar
fails to complete the degree in compliance with the SSA, the scholar may be placed in an auditable
status of non-compliance and/or dismissed from the program. If dismissed, the scholar will have
defaulted on their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
3.2.3. Code of Conduct
SMART is committed to the professional development of scholars, securing the program’s reputation
of excellence, and safeguarding the public’s investment in the program.

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a) Academic Excellence: Scholars strive to meet SMART academic requirements, attend all
classes/laboratories, are respectful to instructors, and complete coursework to the best of
their ability.
b) Professionalism: Scholars are courteous, honest, and responsible in their communications and
interactions. Scholars are timely in attendance and completion of duties. Scholars strive to
achieve a level of excellence that exceeds minimum requirements.
c) Leadership: Scholars take the initiative to advance their knowledge and share their experience
with others.
d) Integrity: Scholars adhere to the highest ethical standards and comply with applicable laws,
rules, and regulations.
e) Public Service: Scholars are mindful of the public investment made in their SMART awards and
act in a manner that is worthy of that investment. Scholars are dedicated to and uphold the
principles and national interests of the United States.
3.2.4. Current Contact Information
Scholars maintain current contact information with the SMART Program, including accurate email
address(es), mailing address, telephone, and residency status (the residency status claimed by the
scholar for tax purposes). Scholars contact the SMART Program immediately with changes or updates
to their contact and/or residency information. Scholars update their contact and/or residency status
information immediately via the SMART Scholar Portal. In order to update their primary e-mail
address, scholars contact [email protected].
3.2.5. Communication
The SMART Program uses all methods of communication; however, email is the primary form.
Scholars check their email regularly and designate SMART-related emails as non-SPAM material or
regularly check SPAM email folders. Scholars respond to SMART Program emails in a professional and
timely manner.
Scholars’ main POCs for all SMART Program-related inquiries are dependent on their phase within the
program.
a) Phase 1: The Scholar Coordinator is the main POC. Scholars should also regularly communicate
in Phase 1 with their SF POC, mentor, and supervisor. It is strongly encouraged that scholars
develop clearly articulated and mutually agreeable communication expectations with SF
personnel. If a Phase 1 scholar has any questions or concerns related to their ability to comply
with their SSA and relevant policies, the SMART Program expects that they contact their SC as
soon as possible.
b) Phase 2: The Component Liaison is the main POC. The CLs works closely with the SF POC and
other SF personnel, namely on matters related to clearances, internships, hiring, and service
commitment phases. If a Phase 2 scholar has any questions or concerns related to their ability

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to comply with their SSA and relevant policies, the SMART Program expects that will they
contact their CL as soon as possible.
Open and clear communication between the scholar, SMART personnel, and SF personnel is a shared
expectation of all parties involved in the success of the SMART Program.
3.2.6. SF Sponsorship
Scholars maintain facility sponsorship as set forth by the SSA. Sponsorship is defined as the
commitment made by the SF to support the scholar throughout their participation in the SMART
Program. Sponsorship includes the SF’s commitment to the award length outlined in the SSA and its
provision of internship, mentorship, and post-graduation employment to the sponsored scholar.
Continued sponsorship of the approved SF is a requirement to maintain participation in and funding
under the SMART Program. Any scholar communication or actions with the assigned SF that result in
loss of sponsorship from the assigned SF (at the sole discretion of the SF) may result in the scholar’s
dismissal from the program. If dismissed, the scholar will have defaulted on their SSA (per section
3.4.1) and may be subject to debt repayment (3.4.3).
Loss of sponsorship occurs in rare situations for various reasons, including but not limited to the SF’s
inability to provide long-term employment (as determined by the SF), poor scholar academic
performance, misaligned academic goals, the scholar’s inability to meet clearance requirements
necessary for post-graduation employment with the SF, or general performance/conduct issues, as
reported by the SF.
Only the SMART Program may reassign a scholar to a new SF. A scholar may not initiate a SF transfer.
In the rare occasion where a scholar has questions or concerns with their SF assignment, in Phase 1 or
Phase 2, contact the SMART Program as soon as possible.
It is extremely unusual for the SMART Program to assign a scholar to a facility other than the original
SF for completion of the service commitment. In the rare case that a change of SF is considered, it is
generally initiated by the original SF and is done on a case-by-case basis at the discretion of the
SMART Program. If the SMART Program determines that the match between the SF and scholar is not
viable, the SMART Program will work with the CL and SF and attempt to find alternative placement for
the scholar.
3.2.7. Geographic Mobility
Scholars must be geographically mobile and relocate to the SF for completion of the service
commitment and internship periods, if required. Under rare circumstances, scholars must be willing to
relocate to and complete the internship periods and the service commitment with a new SF located
anywhere within the United States if re-assigned by the SMART Program.
3.2.8. Security Clearance Requirement
Scholars complete the following security clearance requirements:

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a) Provide complete and timely information and documentation as requested;
b) Be eligible to timely obtain the level of security clearance required by the Sponsoring Facility
(SF);
c) Be eligible to maintain the required level of security clearance through completion of the
service commitment; and
d) Notify the SF prior to traveling to a foreign country.
The SF determines the level of clearance that the scholar is required to obtain, and manages the
process of submitting scholar applications for the appropriate level. For scholars at non-Intelligence
agency SFs requiring a Secret or Top Secret clearance, the Defense Counterintelligence and Security
Agency (DCSA) “DCSA Adjudications” is the sole authority to determine security clearance eligibility. If,
near the end of the adjudication process, DCSA Adjudications has questions regarding a scholar’s
ability to obtain the appropriate clearance requested by the Sponsoring Facility, DCSA will provide the
scholar the appropriate information which will give the scholar an opportunity to respond to these
concerns (this may come in the form of a “Statement of Reasons” (SOR) or other similar notification).
Upon review of the scholar's response, DCSA will make a final determination. If, upon the final
determination, DCSA reaffirms that the scholar is ineligible to hold a position of national security and
receive the appropriate clearance (or the scholar fails to respond as directed by DCSA) then the
scholar will be dismissed from the SMART Program. If dismissed, the scholar will have defaulted on
their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
Individuals seeking Due Process may appeal DCSA’ s final determination, however the SMART Program
is not obligated to await the outcome of an appeal as DCSA has, in practice, already made a final
determination. Scholars who receive successful appeals after their dismissal from the SMART
Program and subsequent debt establishment may provide this new information for consideration
through the SMART Program’s debt dispute or waiver process (see Section 3.4 for more information).
If a security clearance is revoked at any time prior to completion of the service commitment, the
scholar will be dismissed from the SMART Program. If dismissed, the scholar will have defaulted on
their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
Certain Other DoD SMART SFs in the Intelligence Community may have other authorized entities and
procedures. Please consult with your SFs security manager to understand how the process may differ.
Notify the SF immediately of any actions or events that may affect eligibility to obtain or maintain the
security clearance. For a list of activities that may result in the denial or revocation of a security
clearance, visit https://www.opm.gov. For more information on the investigation and adjudication
process, visit https://www.dcsa.mil/mc/pv. Please contact the SF with any security clearance
requirement questions.
3.2.9. Length of Service Commitment
Scholars perform post-graduation employment with the SF at the rate of 1.0 calendar year of service
for each full academic year. Financial support for an academic term (quarter, semester) that is less
than a full academic year requires an additional six (6) months of post-graduation employment. For

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example, an award for 2.0 academic years requires 24 months of service. An award for 1.5 academic
years requires 18 months of service.
The SMART service commitment is in addition to any other period for which the scholar is obligated to
serve in the civil service of the United States.
Time spent working at the SF during Phase 1 is not applied toward fulfillment of the service
commitment. Accordingly, recruitment scholar time spent during internships is not applied toward the
service commitment. Similarly, retention scholar time spent at the SF during the academic year or
summer months is not applied toward the service commitment.
3.2.10. Non-compliance
If a scholar is found non-compliant, the SMART Program will provide the scholar with a noncompliance notice or a dismissal notice, depending on the nature of the non-compliance. Scholars will
acknowledge receipt of the non-compliance notice. A non-compliance notice specifies the scholar is in
an auditable status of non-compliance and provides the next steps. If the scholar does not return to
compliance or is beyond the ability to return to compliance, the SMART Program may provide the
scholar with a dismissal notice. If dismissed, the scholar will have defaulted on their SSA (per section
3.4.1) and may be subject to debt repayment (3.4.3). See Appendix B for Non-Compliance Matrix.
3.3.

Modifying Commitments

3.3.1. Service Agreement Amendment Requests (SAARs)
SMART Scholars requesting to amend their existing SSA must submit a SAAR. Multiple parties review
each SAAR, but the CEL holds the authority to approve or deny the request. Any changes approved
pursuant to a given SAAR modify only the specific terms of the SSA amended; the rest remains in full
force and effect. After approval, all SAARs amend the initial SSA.
Scholars may request a SAAR by submitting an electronic form via the SMART Scholar Portal.
The list of approved terms of an SSA that may be amended through a SAAR is outlined in section
5.2.13., Phase 1 Service Agreement Amendment Requests, and section 6.1.7, Phase 2 Service
Agreement Amendment Requests.
3.3.2. Leave of Absence
Scholars are expected to participate in the program and pursue their approved degree on a full-time
basis. If a scholar is unable to participate in the SMART Program, including full-time academic
enrollment, for more than 4 consecutive weeks, the scholar must either submit a leave of absence
(LOA) SAAR or withdraw from the program. Justification will be required for all LOA requests. The LOA
SAAR must go through a review process based on the SF’s ability to support and SMART Program
policy guidelines and procedures. Approval from the SMART Program is required prior to the LOA
taking effect. Only the SMART Program may decide if LOA SAAR is approved or denied.

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Phase 1 scholars on an LOA are required to maintain regular communication with their SF and the
SMART Program detailing degree pursuit progress. All SMART Program funding ceases during an LOA.
While in Phase 1, a scholar may not exceed a cumulative total of 2.0 years on an LOA. During an LOA,
scholars continue to comply with reporting requirements, as applicable.
Scholars may submit a SAAR for a LOA in the following circumstances:
a) The scholar or an immediate family member, as defined by the Family and Medical Leave Act
of 1993, has a medical condition requiring the scholar to take an LOA.
b) The scholar may request a LOA in other emergencies.
c) The scholar is activated for military service.
Additionally, the SMART Program may direct a scholar to take an LOA in the following circumstances:
a) The scholar fails to obtain the SMART-funded degree on time and in accordance with the SSA,
at fault of the scholar.
b) The scholar fails to obtain the SMART-funded degree within the SMART Program 5-year
funding cap. All SMART Program funding is suspended during an LOA.
In rare circumstances, LOAs may be requested retroactively. For example, a scholar requests a LOA to
account for an absence that has already occurred, because they were unable to submit the LOA
proactively. If approved, the SMART Program may collect funding erroneously provided during the
retroactively approved LOA period (including stipends and tuition). Scholars may repay funding
through a check, mailed to SMART Program, LMI, 1777 NE Loop 410, Suite 808, San Antonio, TX
78217. Additionally, scholars may choose to have future stipends and tuition withheld, commensurate
with the retroactive LOA duration, if applicable. If the scholar completes Phase 1 without having
refunded outstanding LOA payments and commensurate funding has not been withheld, the scholar’s
service commitment will be revised in accordance with the LOA duration owed.
3.3.3. Award Length Change
Scholars in Phase 1 continually pursue their approved degree on a full-time basis. SMART scholarships
range from a minimum of 1.0 year to a total of 5.0 years per award, depending on degree
requirements. If the scholar needs to either increase or decrease the length of the award, due to
circumstances outside of the scholar’s control, the scholar may submit a request for an award length
change. Scholars must provide justification for the award length change and have validation of the
new graduation date from the scholar’s university or college. It must be submitted at least 60 days
before the current graduation date on record with SMART. The award length change SAAR must go
through a review process based on the availability of funds, SF ability to support, and SMART Program
policy guidelines and procedures.
Only the SMART Program may decide if the award length change SAAR is approved or denied. If the
SMART Program approves an award length change, the scholar’s service commitment will be revised
in accordance with the approved change.

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3.3.4. Withdrawal from the SMART Program
Scholars notify the SMART Program if they wish to withdraw from the program. A scholar may
withdraw from the SMART Program by submitting the SAAR for a withdrawal, via the SMART Scholar
Portal. If a scholar withdraws from the program after 1 August of the first award year, the scholar will
be subject to debt repayment procedures and may be responsible for repaying all funds expended on
their behalf.
3.4.

Default Cases

3.4.1. Dismissal from the SMART Program
A scholar may be dismissed from the SMART Program for failure to fulfill any requirement of the SSA,
or to comply with any program policy or procedure outlined in the SMART Scholar Handbook. A
dismissal notice will be provided to the scholar specifying the date of and reason for the dismissal. All
SMART Program funding will cease immediately upon the date of dismissal. A scholar dismissed from
the program has defaulted on their SSA and may be subject to debt repayment, per section 3.4.3.
3.4.2. Withdrawal from the SMART Program
A scholar may voluntarily withdraw from the SMART Program at any time, prior to the completion of
their Phase 2 service commitment. Scholars notify the SMART Program if they wish to withdraw from
the program and submit a SAAR for withdrawal, via the SMART Scholar Portal. A withdrawal
acknowledgement letter will be provided to the scholar, specifying the date of withdrawal. All SMART
Program funding will cease immediately upon the date of withdrawal. If a scholar withdraws from the
program after 1 August of the first award year, the scholar will be in default of their SSA and may be
subject to debt repayment, per section 3.4.3.
3.4.3. Debt Repayment
3.4.3.1. Debt Repayment Overview
Any scholar (recruitment or retention) who defaults on their service agreement, may be subject to
debt establishment procedures. Subsection (e) of Section 2192a of Title 10, U.S.C. establishes the right
of the United States government to pursue a refund of scholarship benefits from a scholar for any
period of unserved obligated service as outlined in the SSA. An obligation to reimburse the United
States for failure to complete the program per the above is, for all purposes, a debt owed to the
United States. Scholars subject to debt repayment may be required to refund all amounts expended
under the scholar’s SMART award, including those expended after graduation.
A discharge in bankruptcy that is entered less than five (5) years after termination of an SSA does not
discharge the person signing such agreement from a debt arising under such agreement. The
repayment of any refund shall be accomplished in accordance with the procedures established
pursuant to the provisions of Volume 5, Chapter 28 of DoD 7000.14-R, “Department of Defense
Financial Management Regulation (FMR),” November 2012, applicable policies and procedures

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established by the Defense Finance and Accounting Service (DFAS), and any additional applicable debt
repayment policies and procedures.
3.4.3.2. The Debt Establishment Process
There are three (3) entities involved in the establishment of debt cases: the SMART Program Office
within OUSD(R&E), , the DoD Components, and the SMART Program Support Team. Per 10 USC 2192a,
and DoD Instruction 1025.09, the DoD Components make final determinations regarding the
establishment of debts, not the SMART Program Support Team. Thus, the SMART Program Support
Team (including Scholar Coordinators, Component Liaisons, or any other employee of the Program
Support Team) are not able or authorized to project specific outcomes of debt establishments. Nor
are they able to immediately initiate debt repayment procedures on the Government’s behalf. Rather,
the establishment and collection of debts follows a well-defined procedure defined by statute and
DoD policy. The following information is meant to provide some insight into the process, so scholars
know what to expect when separating from the program.
When a scholar defaults on their SSA, the SMART Program Support Team will create a Default Package
that includes the scholar’s service agreement, modifications to the service agreement, and all
documentation and correspondence related to the scholar’s withdrawal or dismissal. The Default
Package is referred to the SMART Program Office who provides the respective SMART DoD
Component Execution Lead with an initial recommendation based on SMART Program policies. The
DoD Component Execution Lead then makes a final determination of debt on behalf of their DoD
Component in accordance with the other SMART Program policies, DoD Instruction 1025.09, Volume 5
of DoD 7000.14-R, and provisions of Subsection (e) of Section 2192a of Title 10, U.S.C.
The debt establishment process typically results in one of three outcomes:
a) Establishment of Monetary Debt: The DoD Component determines the scholar is obligated to
refund the United States for failure to complete the program under the terms of the SSA. For
scholars who have partially completed their service commitments, the amount of the debt is
pro-rated according to the amount of time served.
b) Determination of No Debt: The DoD Component determines the scholar is not obligated to
refund the United States under Subsection (e) of Section 2192a of Title 10, U.S.C.
c) Service Repayment: In exercising discretion under Section 2192a of Title 10, U.S.C. to
determine an appropriate amount for a monetary refund, the DoD Component may provide an
alternative to monetary repayment if , at the time of debt establishment, the scholar is
currently a DoD employee and agrees to perform an obligated period of service commensurate
with the years of scholarship or educational benefits initially provided by the SMART program.
3.4.3.3.

Debt Disputes and Waivers

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Upon notification of an established debt, an indebted scholar may dispute the validity of the debt or
apply for the debt to be waived under Subsection (e) of Section 2192a of Title 10, U.S.C. Additional
instructions are provided at the time of establishment.
3.4.3.4.

Debt Repayment

Absent of a request for review or application of a waiver, debts are then referred to the Defense
Finance and Accounting Service (DFAS) to initiate collection on behalf of the respective DoD
Component. The terms of repayment (including interest and fees, if applicable) are negotiated
between the scholar and DFAS, and only upon the initiation of collections with DFAS. Debtors do not
incur interest or fees while their default case is being administratively handled prior to establishment
(as described in 3.4.3.2). The SMART Program Support Team, the SMART Program Office, or the DoD
Components and their Sponsoring Facilities have no role in the actual collection of debts, and thus are
unable to answer questions regarding payment plans or terms. More information is provided at the
time of establishment. You may also visit https://www.dfas.mil/debtandclaims/paymydebt/DebtRepayment-Options for more information.
The repayment of any refund shall be accomplished in accordance with the procedures established
pursuant to the provisions of Volume 5, Chapter 28 of DoD 7000.14-R, “Department of Defense
Financial Management Regulation (FMR),” November 2012, applicable policies and procedures
established by DFAS, and any additional applicable debt repayment policies and procedures.
3.4.3.5.

Tax Implications

Debtors are liable for all amounts expended under the scholar’s SMART award. Established debts are
not adjusted for any income tax withheld in previous years based on the debtor’s specific tax
situation. However, as your debt is repaid, you may have some recourse with the Internal Revenue
Service (IRS). IRS Publication 525 explains the instances under which a person may seek a credit or
deduction on current year taxes as debts are repaid on prior year scholarship benefits. Upon request,
DFAS may provide debtors with a “tax certificate” showing the amount of repaid scholarship debt and
the year of repayment. This tax certificate is not a formal tax document utilized or required by the IRS
but is provided as a courtesy from DFAS as a record of the repayment. and may be utilized by the
scholar in consultation with a tax professional. The SMART Program cannot provide specific tax
advice. Please consult a tax professional to discuss further implications.
4. PHASE 0 – PRE-AWARD PROCEDURES
4.1.

SF Assignment

Awardees are notified of the name and location of their assigned SF at the time of the award. During
the award process, SFs recommend individuals for SMART awards with the expectation that the
awardee will join the facility’s workforce after completion of Phase 1.
Prior to accepting a SMART Scholarship, awardees are responsible for researching the SF, its activities,
any additional service obligation requirements, and SF location to ensure that the facility and local
area are an appropriate fit.

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All scholars complete the service commitment and applicable internships at their assigned SF.
4.2.

Award Deferral

Commencement of a SMART award generally may not be deferred. Awardees begin or resume
academic work in the term immediately following 1 August of the award year for the degree set forth
in the SSA.
4.3.

Grade Point Average Requirement

Awardees enter the first funding year with a minimum GPA of 3.0 on a 4.0 scale, per their most recent
official transcript. If, per the most recent official transcript, grades for the degree to be funded by
SMART fall below a cumulative GPA of 3.0 on a 4.0 scale between the application and award start
date, the award may be immediately rescinded. All awardee transcripts are due by 1 July.
4.4.

Required Documentation

Awardees provide the following documentation unless otherwise stated. An award will not be funded
until all required documentation is received. Failure to provide required documentation or meet any
eligibility requirement may result in the award being rescinded.
a)
b)
c)
d)

e)
f)
g)
h)
i)
j)

SMART Service Agreement;
Media Release;
Educational Work Plan (EWP);
Official transcript – If the scholar attended school the previous year, an official transcript from
the academic institution attended is required. (This requirement is in addition to the transcript
provided with the application and must reflect all coursework and grades during the academic
year preceding issuance of the award);
All requested security clearance information and paperwork
Form W-9 (Recruitment only);
Official Form 306 – Declaration for Federal Employment, used for initiation of clearance
processing (Recruitment only);
Official Form 612 – Optional Application for Federal Employment, used for initiation of
clearance processing (Recruitment only);
SMART Scholarship Authorization for Direct Deposit (Recruitment only); and
Site Visit Request (Recruitment only)

4.5.

Orientation

All awardees are required to complete the mandatory SMART Program orientation. Orientation
includes a web-based presentation; site visit, if applicable; and an onboarding call with the SC.
Orientation provides an opportunity to learn more about the SMART Program and the SF. Orientation
completion is a prerequisite to initial receipt of SMART Program funds.
a) Web-based orientation: All awardees complete a web-based orientation presentation covering
SMART Program requirements prior to 1 July. At the conclusion of the presentation is a short

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quiz to verify the completion of the requirement. The quiz is electronically submitted to the
SMART Program. Web-based orientation must be successfully completed prior to the site visit.
b) Site Visit: All recruitment awardees are required to complete the mandatory site visit at their
SF prior to the start of the award. Site visits are generally completed by 1 July and consist of 12 business days with the SF. Recruitment awardees contact their SF POC to receive site visit
dates. Recruitment awardees must submit the Site Visit Request along with the award
documents. Recruitment awardees whose regular summer address is 50 miles or more from
the SF location are eligible for site visit funding if travel is required. Retention awardees do not
complete a site visit.
The site visit is an opportunity for awardees and SFs to ensure suitability prior to the start of
the award. Recruitment awardees submit a site visit report to the SMART Program detailing
the awardee site visit experience within 5 days of the conclusion of the site visit. After
completion of the site visit, awardees who do not feel comfortable with their placement will
have the option to withdraw from the SMART Program without penalty, via the Site Visit
Report.
Site visits offer SFs an opportunity to orient the awardee with the facility and prepare the
awardee for future internships and employment. In doing so, representatives from the SF may
discuss aspects of future employment, such as current technical projects ongoing at the SF, or
current general practices used by the SFs Human Resources department in determining
compensation for new hires. While the SSA commits the SF to hire their selected awardee
upon successful completion of their SMART funded degree and all SMART program
requirements, informal discussions held during site visit (or at any other time during Phase 1)
do not constitute the formal offer of employment. Thus, awardees should not read in any
promises or guarantees regarding salary, incentives, benefits, or specific positions/roles to be
awarded at a future time. The formal offer of employment is only made by the SFs Human
Resources department, at or near the end of Phase 1, and in accordance with the policies,
procedures, and authorities used by that specific SF at that specific moment in time when the
offer is tenured. See section 6.1.5 for more information on Phase 2 hiring.
c) Onboarding session: All awardees complete a 30 minute, one-on-one, onboarding session with
their SC upon completion of the web-based orientation and site visit (if applicable). The
onboarding session is an opportunity for the awardee to ask questions and to verify award
information. The onboarding session will be scheduled after receipt of web-based orientation
completion, official transcript, and signed Site Visit Report for Recruitment Scholars, if
applicable.
4.6.

Awardee Background Check

SFs typically conduct an initial background check during Phase 0, prior to the award start date. This is
an opportunity for the SF security manager to vet the prior to submitting the full clearance
investigation. If the SF security manager determines that the scholar fails this initial vetting, their
SMART award may be rescinded.

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5. PHASE 1 – ACADEMIC PURSUIT
5.1.

Phase 1 Funding

5.1.1. Phase 1 Funding Overview
All SMART Program funding is based on the availability of funds. SMART awards provide the amount
of financial assistance determined by Section 2192a of Title 10, U.S.C. and USD(R&E) as being
necessary to pay tuition, educational fees, miscellaneous supplies, and stipend. Scholars only receive
funding for the degree specified in the application to SMART and set forth in the SSA. Additional
degree funding requires re-application to SMART for a separate award in accordance with the followon funding policy.
5.1.2. Recruitment Scholar Stipends
Scholars receive a stipend based on an annual rate as determined by USD(R&E). Stipend rates may
vary by cohort year. Scholars who complete fewer than 12 months of Phase 1 activities receive the
stipend on a pro-rated basis.
a) Recruitment Scholar Stipend Timing and Distribution: Recruitment scholar stipend payments
are paid directly to the scholar. Recruitment scholars generally receive stipend payments on
the third Friday of each month, beginning in August of the first award year, provided all award
funding prerequisites have been met.
b) Miscellaneous Supplies Allowance: The SMART Program provides an annual miscellaneous
supplies allowance. Miscellaneous supplies might include but are not limited to books,
technology purchases, and other school supplies. Scholars funded for a partial academic year
receive the miscellaneous supplies allowance on a pro-rated basis.
c) Health Insurance Allowance: The SMART Program provides an annual health insurance
allowance to recruitment scholars, to help supplement health insurance expenses.
Recruitment scholars funded for a partial academic year receive the health insurance
allowance on a pro-rated basis.
d) Final Stipend Payment: Scholars generally continue to receive stipend payments after degree
completion unless they begin work within 30 days of degree completion or if there is a scholardriven delay in hiring. Determination of a scholar-driven delay is at the sole discretion of the
SMART Program Manager. Once the scholar begins employment with their assigned SF, SMART
can no longer provide a stipend to the recruitment scholar. If the scholar is dismissed or
withdraws from the SMART Program, all stipends, including those provided after graduation
are subject to debt establishment procedures outlined in section 3.4.3.
e) Stipend Rate Increases: Scholars may request an increase in the stipend rate for additional
qualifications earned in the form of a conferred STEM degree funded by SMART. In some
cases, scholars are awarded funding for a dual degree whose program does not confer the
initial degree. Scholars may establish additional academic qualifications by providing

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documentation from the academic institution verifying the scholar has completed all
requirements for the first degree such that if the scholar left the degree program as of that
date, the scholar would be awarded the first degree. Documentation contingent upon the
scholar fulfilling additional requirements for the first degree will not support a stipend
increase. If a scholar meets these criteria and is eligible to request a stipend rate increase, they
may do so by submitting a SAAR via the SMART Scholar Portal. If approved, the SMART
Program may provide the retroactive stipend increase to cover the duration between initial
degree conferral (or documented completion) and the date of the SAAR approval.
5.1.3. Retention Scholar Stipends
Scholars receive a stipend based on an annual rate as determined by USD(R&E). Stipend rates may
vary by cohort year. Scholars who complete less than 12 months of Phase 1 activities receive the
stipend on a pro-rated basis.
a) Retention Scholar Stipend Timing and Distribution: The SMART Program Office (USD(R&E))
provides retention scholar stipends directly to the scholar’s SF near the beginning of each
academic year. SFs then distribute payments to scholars through the SF’s payroll and
purchasing system, in accordance with SF practices. The retention scholar stipend is not a
bonus in addition to a retention scholar’s full-time salary. Rather, the retention scholar stipend
is intended to supplement the retention scholar’s salary while they pursue the SMART-funded
degree. A SMART SF may, at their sole discretion, provide additional project funding to make
up the difference between the retention scholar’s current DoD salary and the SMART-provided
stipend.
b) Miscellaneous Supplies Allowance: The SMART Program provides an annual miscellaneous
supplies allowance. Miscellaneous supplies might include but are not limited to books,
technology purchases, and other school supplies. Scholars funded for a partial academic year
receive the miscellaneous supplies allowance on a pro-rated basis. The miscellaneous supplies
allowance is provided directly to the SF with the retention scholar stipend each academic year.
Retention scholars receive the miscellaneous supplies allowance in accordance with SF
purchasing or payroll practices.
c) Health Insurance: Retention scholars generally continue to receive health insurance through
their SF and the federal employee benefits system. The SMART Program provides an additional
30% of the scholar’s retention scholar stipend to the SF each academic year to help offset the
cost of acceleration and benefits. The additional 30% does not go directly to the retention
scholar and is not a bonus in addition to the retention scholar stipend.
d) Stipend Rate Increases: Scholars may request an increase in the stipend rate for additional
qualifications earned in the form of a conferred STEM degree funded by SMART. In some
cases, scholars are awarded funding for a dual degree whose program does not confer the
initial degree. Scholars may establish additional academic qualifications by providing
documentation from the academic institution verifying the scholar has completed all
requirements for the first degree such that if the scholar left the degree program as of that
date, the scholar would be awarded the first degree. Documentation contingent upon the

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scholar fulfilling additional requirements for the first degree will not support a stipend
increase. If a scholar meets these criteria and is eligible to request a stipend rate increase, they
may do so by submitting a SAAR via the SMART Scholar Portal. If approved, the SMART
Program may provide the retroactive stipend rate increase to cover the duration between
initial degree conferral (or documented completion) and the date of the SAAR approval.
5.1.4. Tuition and Approved Educational Expenses
The SMART Program funds the total cost of full-time tuition and approved related educational fees
during the standard academic year. Full-time tuition includes fall, winter, and spring standard terms
only, as defined by the academic institution. Standard terms may include semesters, trimesters, or
quarters, dependent on institutions' academic calendars. Full-time tuition does not include summer or
condensed winter terms. In order to receive tuition and approved educational expenses, scholars
must be enrolled in a regionally accredited U.S. college or university, in a program that complies with
SF hiring requirements. Sponsoring facility hiring requirements may include ABET accreditation, for
applicable STEM disciplines. There is no cap on tuition and the amount of tuition does not affect the
length of the service commitment. Approved related educational fees generally include mandatory
fees such as student activity and student government fees.
A sponsor letter is provided in August each program year. The scholar must provide the letter to their
school's bursar's office or third-party billing coordinator in order for SMART to begin paying tuition.
The sponsor letter will provide the school with instructions on where to send the invoice.
5.1.5. Additional Tuition and Enrollment
SMART Program funding does not include tuition paid for summer and/or condensed winter terms.
Courses taken outside the standard academic year and without prior approval will not be funded by
the SMART Program. Requests for additional tuition and/or enrollment can be made by submitting a
SAAR via the SMART Scholar Portal. When considering SAARs for additional tuition and enrollment,
the SMART Program may consider availability of SMART program funds, whether the proposed
coursework fulfills an academic requirement, or other considerations as determined by the SMART
Program Office. Scholars should not submit a SAAR for additional enrollment during condensed terms
with the intention of decreasing future course loads that would result in a less than full-time
enrollment in the future. Enrollment and/or completion of coursework during summer and/or
condensed winter terms, whether taken online or at a physical location, requires prior authorization
from the SMART Program even when the academic institution does not assess tuition charges for the
additional term/enrollment. If an additional tuition request is approved, a separate sponsor letter will
be provided.
5.1.6. Scholar Phase 1 Tax Responsibilities
The SMART Program does not withhold taxes from funds paid to or on behalf of recruitment scholars
during Phase 1, including but not limited to stipends, allowances, and Internship Support Payments
(ISP). It is the responsibility of the scholar to adhere to state and federal regulations regarding tax
responsibilities. The SMART Program provides each recruitment scholar and the Internal Revenue
Service (IRS) with the Form 1099-MISC recording the amount paid to the scholar during the tax year.

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Retention scholars receive funds as part of their salary through the SF. Taxes are withheld from
retention scholar stipends in accordance with the W-4 on file at the SF. The SMART Program cannot
provide tax advice. It is recommended scholars talk to a tax professional.
5.2.

Phase 1 Compliance Requirements and Procedures

5.2.1. Outside Funding
During Phase 1, scholars may accept funding from sources outside of SMART, including private
scholarships, fellowships, grants, and private or federal student loans. Scholars may not accept
funding from federal scholarships, fellowships, grants (including the Federal Pell Grant), or other
federal funding sources other than SMART (including the DoD STEM Student Employment Program
(SSEP) or Pathways Program). The only exceptions are salary supplements provided by SFs and some
Veteran’s Affairs programs (ex: Montgomery GI Bill, Post 9/11 Veterans Educational Assistance Act,
the Survivors’ and Dependents’ Educational Assistance Program).
There is no monetary limit on the amount of outside funding a scholar may accept. Acceptance of
outside funding may in no way impact SSA obligations, including but not limited to expected
graduation date and ability to complete internships. Receipt of outside funding does not reduce or
eliminate the service commitment.
5.2.2. Outside Employment
During Phase 1, recruitment scholars may accept employment outside of SMART. Outside
employment cannot be through a federal agency or be federally funded tasking. Federal employment
in a temporary position, such as the DoD SSEP or Pathways, must be terminated by 31 July of the year
funding begins.
SMART does not require retention scholars to continue working full-time for the SF during Phase 1.
Retention scholars are expected to work less than full-time prior to completion of all degree
requirements, including thesis or dissertation writing. However, retention scholars may retain fulltime employment status with their SF if it does not interfere with the retention scholar’s ability to
complete the degree in accordance with the SSA. Funding provided by the SMART Program is to be
used for academic pursuit pertaining to the SSA, not to fund SF project work. RT scholars work closely
with SF to establish a successful work and school schedule.
There is no monetary limit on the wages a scholar may earn. Outside employment may in no way
impact scholar obligations under the SSA.
5.2.3. Pursuit of Degrees Outside of SMART Program
Scholars may not simultaneously pursue another degree while in Phase 1. The SMART Program only
supports the degree listed in the SSA. A scholar initially sponsored for a Bachelor’s (BS) degree may
submit a SAAR to pursue a Master’s (MS) degree or joint Bachelor-Master’s (BS/MS) degree. Requests
to change to a PhD degree are outside of policy. The pursuit of a double major or a minor must not
cause a delay in degree completion of the SMART-funded degree.

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5.2.4. Completions of Degree Requirements during Phase 1
Scholars complete all degree requirements during Phase 1, including thesis/dissertation writing, edits,
defense, etc.
5.2.5. Minimum GPA Requirement
Scholars maintain a minimum cumulative GPA of 3.0 on a 4.0 scale for their SMART-funded degree,
per the most recent official academic transcript provided by their currently funded institution. After a
SMART award is funded, the only grades used to determine GPA compliance are those recorded on
the most recent official academic transcript from their currently funded institution for the degree
funded. These include grades for courses taken prior to the start of the SMART award. If the scholar
fails to maintain the required GPA, the scholar may be placed in an auditable status of noncompliance and/or dismissed from the SMART Program. If dismissed, the scholar will have defaulted
on their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
All course work during the SMART-funded degree pursuit must be taken for a grade, in order to
determine GPA compliance. While some universities offer flexible course grading systems, including
pass/fail credit, SMART policy stipulates that all course work offered for a grade must be taken for a
grade. If a scholar fails to receive a grade on SMART-funded degree course work, the scholar may be
placed in an auditable status of non-compliance and/or dismissed from the SMART. If dismissed, the
scholar will have defaulted on their SSA (per section 3.4.1) and may be subject to debt repayment
(3.4.3).
5.2.6. Failure to Complete Degree with Required GPA
Scholars who do not complete the degree funded with a cumulative GPA of 3.0 on a 4.0 scale do not
successfully complete Phase 1. If a scholar cannot be hired by the SF based on their failure to meet
SMART Program academic requirements, then the scholar will be dismissed from the SMART Program.
If dismissed, the scholar will have defaulted on their SSA (per section 3.4.1) and may be subject to
debt repayment (3.4.3).
5.2.7. Incomplete Coursework
Scholars complete all coursework on time and in accordance with the EWP, as reflected on the Phase
1 Annual Report. Incomplete coursework is receiving a grade of incomplete for a registered course
and does not constitute adequate progress toward degree completion, as reflected in the EWP.
Incomplete coursework also includes failure to earn a passing grade for any coursework taken in a
single term, even if the cumulative GPA remains above 3.0 on a 4.0 scale. If a scholar earns an
incomplete grade the scholar may be placed in an auditable status of non-compliance and/or
dismissed from the SMART Program. If dismissed, the scholar will have defaulted on their SSA (per
section 3.4.1) and may be subject to debt repayment (3.4.3).

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5.2.8. Failure to Earn Course Credit
All coursework that is offered for a grade must be taken for a grade. If the scholar takes coursework
on a pass/fail basis when the course is offered for a grade, the scholar may be placed in an auditable
status of non-compliance and/or dismissed from the SMART. If dismissed, the scholar will have
defaulted on their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
If the scholar does not receive credit for coursework due to one or more failing grades, even if the
cumulative GPA remains above 3.0, the scholar may be placed in an auditable status of noncompliance and/or dismissed from the SMART Program. If dismissed, the scholar will have defaulted
on their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
5.2.9. Full-time Status
Scholars maintain full-time enrollment status with their approved academic institution(s), as defined,
in writing, by the academic institution’s minimum credit requirement for full-time enrollment. During
Phase 1, scholars pursue a funded degree on a continuous full-time basis. If the scholar does not
maintain full-time enrollment status during Phase 1, the scholar must submit a SAAR (see Appendix E).
SAARs to waive the full-time enrollment requirement are only considered for circumstances outside of

their control, such as logistical or course scheduling issues at the academic institution. Medical hardships that
require dropping below full-time status require an LOA SAAR. Scholars who do not comply with the full-time
status requirements and do not have an approved SAAR may be placed in an auditable status of non-

compliance and/or dismissed from the SMART Program. If dismissed, the scholar will have defaulted
on their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
5.2.10. Participation in Study Abroad Programs
Scholars may engage in a study abroad program if the following conditions are met:

a) The study-abroad curriculum must directly contribute to degree requirements for which the
scholar receives funding;
b) Participation in the study-abroad program must not affect the scholar’s degree completion,
conferral, or the start of service commitment dates;
c) Participation in the study-abroad program must not affect the ability to complete the
internship and service commitment requirements;
d) The scholar maintains full-time enrollment status in the U.S. academic institution for which
he/she receives SMART funding;
e) Tuition for the study-abroad program is paid directly to the U.S. academic institution for which
the scholar receives SMART funding;
f) Participation in the study-abroad program must not affect the scholar’s eligibility to obtain or
maintain the security clearance required for internship and/or service commitment
requirements; and
g) Scholars notify their SF 30 days prior to travel.
The SMART Program does not provide additional funding for travel or other fees related to study
abroad programs beyond the standard tuition and related educational fees during the standard

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academic term. Scholars may submit a request for additional funding for tuition outside of standard
academic terms.
5.2.11. Participation in Fieldwork, Conferences, Meetings, or Training
Scholars may study or engage in research fieldwork, conferences, meetings, or training away from the
academic institution for which they receive funding. The SMART Program does not provide additional
funding for fieldwork, conferences, meetings, or training beyond the standard tuition and related
educational fees. Scholars personally fund these activities.
5.2.12. Retention Scholar Return to SF During Phase 1
Retention scholars are expected to remain full-time students during Phase 1. In certain
circumstances, a retention scholar may return to the SF to conduct research and/or thesis or
dissertation writing based on ideal equipment or facilities available at the SF. Retention scholars may
be eligible for travel funding, per section 5.5. Time spent at the SF during Phase 1 does not count
toward completion of the service commitment.
5.2.13. Phase 1 Service Agreement Amendment Requests
SMART scholars requesting to amend their existing SMART Service Agreement must submit a SAAR.
Multiple parties review each SAAR, but the CEL holds the authority to approve or deny the request.
Any changes approved, pursuant to a given SAAR, modify only the specific terms of the SSA amended
– the remainder of the SSA remains in full force and effect. After approval, all SAARs amend the initial
SSA. If the SAAR is denied, the scholar must fulfill the terms of their Service Agreement, as approved
by the SMART Program.
Scholars submit SAARs via the SMART Scholar Portal. The following list outlines the SAAR types that
may be requested by scholars during the Phase 1 degree pursuit. For more information on each SAAR
type, please refer to Appendix E.
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)

Academic Institution
Additional Enrollment
Additional Tuition
Award Length Decrease
Award Length Increase
Award Type
Degree Level
Field of Study
Full-Time Enrollment
Internship Waiver
Leave of Absence
Sponsoring Facility
Stipend Rate Increase
Withdrawal
Other

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5.2.14. Patents
During the course of studies, research, and/or other Phase 1 activities, the scholar may make
discoveries, creations, inventions, or intellectual property that may be eligible for protection by patent
or other means. Scholars are required to notify their SF of the conception of discoveries, inventions,
or creations which may be patentable. The SMART Program will not make a claim on a scholar’s
patent. However, depending on the situation, the SF and/or academic institution may have a claim on
the patent. The pursuit of a patent may not cause a delay in degree completion or conferral or
necessitate any other amendment to the SSA.
5.3.

Phase 1 Reporting Requirements

5.3.1. Reporting Requirements Overview
Scholars submit, at their own expense, documentation and information requested by the SMART
Program. Updated scholar reporting information is available on the SMART Scholar Portal. Failure to
timely provide the required documentation and/or information may result in the scholar being placed
in a status of non-compliance or dismissed from the SMART Program. If dismissed, the scholar will
have defaulted on their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
5.3.2. Official Transcript
Scholars submit official transcripts from the academic institution within 30 days after the end of each
academic term and once grades have been posted. Scholars who fail to submit official transcripts to
the SMART Program as required are placed in an auditable status of non-compliance. Official
electronic (preferred) transcripts may be sent directly from the academic institution to
[email protected]. Official transcripts can also be mailed directly from the academic
institution to the SMART Program at:
SMART Program, LMI, 1777 NE Loop 410, Suite 808, San Antonio, TX 78217
5.3.3. Scholar Foreign Travel
Foreign travel is any travel outside the United States, its Territories, or Possessions. Foreign travel may
affect eligibility to obtain and maintain a security clearance. Scholars must inform their SF POC and
relevant security personnel, prior to any foreign travel, in accordance with travel procedures set forth
by the SF.
5.3.4. Phase 1 Annual Report
Scholars submit a Phase 1 Annual Report to the SMART Program on or before 1 June each year during
Phase 1. The Phase 1 Annual Report tracks and projects completion of degree requirements, projects
number of internships, projects work start date, discloses outside funding, discloses outside
employment, discloses health insurance information, discloses study abroad activities, reports scholar
research, achievements, and other activities. Scholars who fail to submit a fully completed Phase 1
Annual Report to the SMART Scholarship Program, as required, are placed in an auditable status of
non-compliance.

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5.3.5. Recruitment Internship Report
Scholars submit a Recruitment Internship Report to the SMART Program detailing the scholar’s
internship experience within 14 days of the conclusion of the internship. The internship report is an
opportunity for the scholar to share information with the SMART Program regarding duties
performed, insights gained, and other details or concerns regarding the internship. SFs also report to
the program regarding duties performed and other details or concerns. Scholars who fail to submit a
Recruitment Internship Report to the SMART Program as required are placed in an auditable status of
non-compliance.
5.3.6. Phase 1 Recruitment Hiring Reporting Requirements
Prior to degree completion, scholars provide updated degree completion, degree conferral, and work
start dates via the SMART Scholar Portal. Additionally, the SF may have pre-hiring reporting
requirements that the scholar must comply with. Scholars who fail to submit the below Phase 1 Hiring
Reporting requirements to the SMART Program are placed in an auditable status of non-compliance.
Details

Due no Later
Than

Updated
Completion Date
Updated Conferral
Date

Date on which all degree requirements are
completed.
Date on which the degree will be bestowed. This
is noted on the official transcript reflecting the
degree earned.

6 months prior
to graduation
6 months prior
to graduation

Recruitment

SF Offer Letter and
Acceptance

Official offer of employment from the SF and
scholar acceptance. If the work start date is not
reflected on the offer, report the date to the SC.
Include any pertinent email messages with the
SF.

As soon as
received

Retention

Retention Work
Start Date

Email confirming the date on which the scholar
anticipates returning to work at the SF.

As soon as
identified

All

Official Conferral
Transcript

Official final transcript from registrar reflecting
conferral of the degree funded and date
conferred.

As soon as
available

Scholar Type
All
All

5.4.

Requirement

Phase 1 Recruitment Internships

5.4.1. Internship Requirement
All recruitment scholars in good academic standing complete internships with their SF during Phase 1.
However, recruitment scholars who are on a leave of absence during the standard internship period
do not complete internships. SMART Program internships provide an opportunity for scholars to make
a meaningful contribution to the SF mission, establish a positive working relationship with future coworkers and supervisors, and become familiar with the local area.

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5.4.2. Common Access Cards (CACs)
The common access card (CAC) is a DoD smart card used for identification as well as for security
authentication. CACs are issued by the SF. SFs generally require scholars to have a valid CAC or other
approved identification to gain entrance to the SF and use the SF computers or network.
Obtaining a CAC may be a lengthy process and the time it takes to issue a CAC is dependent on each
SF. Recruitment scholars confirm the CAC requirement and coordinate the CAC process directly with
the SF well in advance of arriving for an internship and employment. Recruitment scholars work
directly with the SF to resolve any CAC questions or concerns.
Retention scholars retain their CACs issued by the SF. Retention scholars work directly with the SF to
resolve any CAC questions or concerns.
If a recruitment scholar has been issued a CAC and withdraws or is dismissed during Phase 1, the CAC
will be deactivated, and its privileges revoked. Since the CAC is U.S. Government property,
recruitment scholars who have withdrawn or are dismissed are required to return the CAC to the U.S.
Government immediately upon the withdrawal or dismissal effective date.
5.4.3. Internship Length and Timing
Internships typically begin the summer after initial funding. Internships are completed each year the
award crosses a summer period. Internships are usually completed during summer months and range
in duration from 8 to 12 weeks unless the SF requests a different length. Scholars with alternative
academic schedules, such as year-round coursework, extended internship/co-op periods, or other
special requirements, may request alternative timing or internship lengths by submitting a SAAR via
the SMART Scholar Portal. The periods spent performing internships at the SF do not count towards
fulfillment of the scholar’s service commitment, nor do they reduce the amount of funds that may be
repaid if the scholar is dismissed or withdraws.
5.4.4. Internship Funding
Eligible recruitment scholars completing internships may receive Internship Support Payments (ISPs)
in addition to the monthly stipend. ISPs are intended to offset the cost of travel to the SF and lodging
if required while performing the internship.
Eligibility for ISPs is determined based on the scholar’s summer address. Recruitment scholars who
are required to travel 50 miles or more to relocate near their SF/internship location may be eligible for
ISPs. Scholars are notified whether they are eligible for ISPs when the SMART Program processes their
Recruitment Internship Request.
If a scholar is eligible for ISPs, the disbursement dates are set forth on the processed Recruitment
Internship Request. Eligible scholars receive ISPs for each week the scholar completes the internship,
up to a maximum of 12 weeks of total funding. Internships may be requested to extend longer than 12
weeks; however, additional ISPs for the extended duration will not be provided.

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A decrease in the duration of the internship results in a corresponding reduction in ISPs. Scholars who
are absent from the internship do not receive ISPs for the time they are away from the SF. If the ISPs
were processed prior to the reduction of internship length, the scholar is required to refund the
overpayment.
Scholars that receive ISPs and then do not perform an internship may be responsible for repaying all
ISPs expended on their behalf.
ISPs are reported to the IRS by the SMART Program on the annual 1099-MISC received by the scholar.
Scholars are personally responsible for withholding taxes from all funds during Phase 1 as appropriate.
The Program does not withhold taxes from funds paid to or on behalf of scholars.
5.4.5. Internship Waiver
The internship requirement is rarely waived. A waiver of the internship requirement does not reduce
the length of the scholar service commitment. Requests for a waiver are considered for a single
internship period at a time. If a scholar wishes to request an internship waiver, they must submit a
SAAR for an internship waiver, which can only be approved by the SMART Program.
If a scholar is unable to complete an internship for any reason, including the security clearance not
being adjudicated by 1 March, the scholar is required to complete appropriate coursework instead of
completing the internship. If summer coursework is required, the scholar must complete a SAAR for
Additional Tuition or Additional Enrollment. Delayed adjudication may be due to a government delay,
or because the scholar is not eligible for an interim clearance.
If an internship waiver is approved, scholars must submit a Communications Log, documenting their
continuous engagement with their SF, by 1 September.
5.4.6. Internship Preparation Procedures
a) Coordinate Internship Dates with the SF: Scholars coordinate mutually agreeable internship
start and end dates directly with their SF via email, by contacting their mentor and/or SF POC,
as directed by the SF. Internships begin on a Monday and end on a Friday due to SMART
funding distribution schedules.
b) Confirm Facility Access: Scholars discuss facility access requirements with their mentor/facility
POC in advance of the internship to avoid problems at the start of the internship regarding
access to the facility grounds, computers, email, etc.
c) Security Clearance: The SF determines the security clearance requirements necessary to
complete an internship. If the security clearance requirements are not met by 1 March and the
SF cannot host without a clearance, then the scholar is required to complete summer
coursework. If summer coursework is required, the scholar must complete a SAAR for
Additional Tuition or Additional Enrollment, via the SMART Scholar Portal. Scholars discuss SF
clearance requirements with their mentor/facility POC in advance of the internship.

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d) Submit Recruitment Internship Request: Recruitment scholars submit the Recruitment
Internship Request to the SMART Program annually, as requested. The Recruitment Internship
Request provides the SMART Program with proposed internship dates and ISP eligibility
information. Scholars do not finalize their internship travel arrangements until the SMART
Program processes the Recruitment Internship Request and funding eligibility is determined.
e) Booking Travel: ISP funding eligibility is determined by the SMART Program and approved via
the Recruitment Internship Request. Scholars should not finalize internship travel
arrangements until the ISP eligibility is determined. Scholars are responsible for making their
travel and lodging arrangements. Receipts are not required to receive ISPs and are not
accepted by the SMART Program. However, scholars are encouraged to save receipts for tax
purposes.
5.4.7. Internship Procedures
a) Required Personal Documents: Scholars coordinate with their SF prior to the internship to
obtain facility-specific requirements, such as personal documents to establish identity and
citizenship for facility access and badging.
b) Scholar Internship Time and Attendance Requirement: Scholars work full-time for their SF
throughout the internship period and comply with all SF policies and procedures regarding
time, attendance, and notification of tardiness or absence.
c) Internship Vacation and Leave Policy: Scholars work continuously at the SF for the dates of the
internship period listed on the processed Recruitment Internship Request. Approval of
optional personal leave is at the discretion of the SF and must be reported to the SMART
Program. Scholars receiving ISPs during their internship will not receive ISP payments during
the vacation or leave. If the scholar has already received ISP payments and does not complete
the full approved internship period, the scholar may be required to refund the overpayment.
d) Internship Sick/Medical Leave Policy: If a scholar is absent from the internship due to an illness
or medical condition, the scholar follows SF policy regarding sick/medical leave. The scholar
keeps the supervisor, mentor, and the SMART Program informed of the status and expected
date of return.
e) Scholar Internship Professionalism Requirements: Scholars adhere to the highest professional
and ethical standards throughout the internship period, including complying with the SMART
code of conduct, adhering to SF dress code, being timely in attendance, acting professionally,
and satisfactorily completing internship duties and responsibilities. Scholars are encouraged to
request guidance and support as needed, as well as accept and learn from instruction and
constructive criticism.
f) Misconduct During the Internship: Personal and/or professional misconduct during the
internship may result in the scholar being dismissed from the SMART Program. If dismissed,
the scholar will have defaulted on their SSA (per section 3.4.1) and may be subject to debt
repayment (3.4.3).

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g) Internship Related Illnesses and Injuries: Scholars who are injured or become ill as a result of
performing internship duties contact their SF immediately. During an internship, a recruitment
scholar is considered an employee for the purposes of Chapter 81 of Title 5 U.S.C., relating to
compensation for work injuries, and to be an employee for the purposes of Chapter 171 of
Title 28 U.S.C., relating to tort claims. Such scholars who are not otherwise employed by the
Federal Government shall not be considered Federal employees for any other purpose. Any
illness or injury is reported to the SC as soon as the scholar is able.
h) Scholar Points of Contact During the Internship:
Scholar Issues with the SF: Scholars experiencing problems during the internship related to
the SF should contact their mentor and/or internship supervisor, as appropriate. If the
scholar cannot resolve the issue with SF members, the scholar should contact the CL.
Programmatic Issues: All questions related to SMART Program policies and procedures
should be directed to the SC.
Emergencies: If there is a medical or other emergency during the internship, scholars should
proceed as necessary and contact their mentor/facility POC and SC as soon as practical.
5.4.8. Internship Report
Scholars submit a Recruitment Internship Report to the SMART Program, via the SMART Scholar
Portal, within 14 days of the conclusion of the internship. The internship report is an opportunity for
the scholar to share information with the SMART Program regarding duties performed, insights
gained, and other details or concerns regarding the internship. SFs also submit an internship report to
the program regarding duties performed and other details or concerns.
5.5.

Phase 1 Retention Summer Work Periods

During the summer months, multi-year retention scholars generally return to work full-time with their
SF. The SF may waive a summer work period to enable the scholar to complete coursework or
research. Retention scholars attending academic institutions that require year-round coursework,
extended internships/co-ops, other special requirements may receive alternative summer
employment period lengths, or timing upon prior approval from the SF and the SMART Program.
Retention scholars whose summer address is 50 miles or more from SF may be eligible for travel
funding of up to $12,000.00 per academic year of their award. Approved SMART Program-funded
travel is for retention scholars to return to their SF for completion of a summer work period. The
approved funding will be distributed with a stipend and miscellaneous allowance funding to SF. If a
scholar does not use the travel allowance, the SF will return the funds to SMART at the end of the
academic year. Any travel required by the SF that exceeds the standard allowance amount will not be
covered by SMART; SFs will need to implement a policy and practice to address these instances.
5.6.

Phase 1 Recruitment Service Commitment Hiring Process

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5.6.1. Service Commitment Hiring Process Overview
SFs hire scholars as full-time federal civilian employees for completion of the service commitment.
The hiring process varies among facilities and may include an application process. Scholars complete
all necessary steps to accept employment with the SF. Scholars may be required to complete
application materials and provide supplemental documentation at their expense such as a curriculum
vitae (CV), references, and official transcripts. SFs confirm with the SMART Program that the scholar
has successfully completed all Phase 1 requirements before hiring the scholar for Phase 2. If the
scholar is in a noncompliance status and the SF cannot complete the hiring action, the scholar will be
dismissed from the SMART Program. If a scholar declines the offer of employment from their SF, the
scholar will be dismissed from the SMART Program. If dismissed, the scholar will have defaulted on
their SSA (per section 3.4.1) and may be subject to debt repayment (3.4.3).
5.6.2. Security Clearance and Start of Service Commitment
SFs typically require the security clearance be in place prior to start of the service commitment.
6. PHASE 2 – SERVICE COMMITMENT
6.1.

Phase 2 General Procedures

6.1.1. Start of Phase 2
The Phase 2 service commitment begins on first day of full-time employment with the SF after verified
degree completion. Requests for a short delay to the commencement of the service commitment
require the prior authorization of both the SMART Program and the SF and are rarely approved.
Scholars may not defer or otherwise delay their service commitment.
6.1.2. Phase 2 Letter
Upon verified completion of all Phase 1 requirements, including receipt of conferral transcript and
verification of work start date, the SMART Program will issue a Phase 2 Letter to the scholar and the
SF. The Phase 2 Letter serves as written confirmation that the scholar has completed all Phase 1
requirements. The Phase 2 Letter also provides degree completion and conferral dates, the name and
location of where the scholar will complete the service commitment, basic award information, and
service commitment start and end dates.
6.1.3. Completion of Service Commitment with Approved SF
Scholars complete the service commitment with the SF in accordance with the SSA. Scholars may not
choose to complete the service commitment with another facility.
6.1.4. Full-time Federal Civilian Employment
Scholars work as full-time federal civilian employees for the SF in Phase 2 until the service
commitment is fulfilled. Periods of leave without pay, or other periods during which the employee is

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not in a pay status, do not count toward completion of the required service commitment. Thus, the
service completion date must be extended by the total amount of time spent in non-pay status.
Scholars must inform the SMART Program of any leave without pay or non-pay status during Phase 2.
6.1.5. Phase 2 Salary and Benefits
Scholars work directly with the SF to obtain information about salary, benefits, and relocation costs.
The SMART Program does not set or determine salaries of SMART scholars in Phase 2. All salary and
benefit details are determined by the SF according to Office of Personnel Management guidance and
policies and procedures of the specific SF. I Information regarding federal salary levels may be found
at www.OPM.gov.
6.1.6. Failure to Complete the Service Commitment
Scholars fulfill the service commitment in accordance with the SSA. If a scholar fails to properly
complete the service commitment, the scholar will be dismissed from the SMART Program. If
dismissed, the scholar will have defaulted on their SSA (per section 3.4.1) and may be subject to debt
repayment (3.4.3).
6.1.7. Phase 2 Service Agreement Amendment Requests
SMART scholars requesting to amend their existing SSA must submit a SAAR. Multiple parties review
each SAAR, but the CEL holds the authority to approve or deny the request. Any changes approved
pursuant to a given SAAR modify only the specific terms of the SSA amended – the rest remains in full
force and effect. After approval, all SAARs amend the initial SSA. If the SAAR is denied, the scholar
must fulfill the terms of their SSA, as approved by the SMART Program.
Scholars submit SAARs via the SMART Scholar Portal. The following list outlines the SAAR types that
may be requested by scholars during Phase 2 service commitment.
a)
b)
c)
d)
6.2.

Leave of Absence
Sponsoring Facility
Withdrawal
Other
Phase 2 Reporting Requirements

6.2.1. Phase 2 Service Commitment Reporting Requirements Overview
Shortly after beginning the service commitment with the SF, scholars provide the SMART Program
with the employment verification documentation listed in the table below, as well as updated contact
information, via the SMART Scholar Portal.

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Scholar
Type
All

Requirement

Details

Due No Later
Than
Within 2 weeks
of work start
date

Updated Contact
Information

Confirm or update contact information including mailing
address, telephone number(s), and email address(es)
through the SMART Scholar Portal.

Phase 2 Annual Report

The Phase 2 Annual Report tracks updated contact
information, reports scholar achievements, and
activities, and indicates if potential problems need a
follow up with the SMART Program.

1 June,
annually

Recruitment SF-50 (with birth date
& SSN redacted)

Notification of personnel action hiring scholar as a fulltime federal civilian employee. Available from the SF
human resources office after work start date.

Within 6 weeks
of work start
date

Retention

Employment
Verification

Within 6 weeks
of work start
date

All

6.2.4. Change in
Security Clearance
Eligibility

Documentation confirming the scholar is a full-time
federal civilian employee of the SF, including work start
date. May be provided in an email from the SF and/or a
new SF-50.
Scholars notify the SMART Program immediately of any
change in their eligibility to maintain the security
clearance required by the SF.

All

Continuous

6.2.2. Phase 2 Current Contact Information
Scholars maintain current contact information with the SMART Program, including accurate email
address(es), mailing address, and telephone number. Scholars notify the SMART Program immediately
with changes or updates to their contact information through the SMART Scholar Portal.
6.2.3. Phase 2 Annual Report
Scholars submit a Phase 2 Annual Report to the SMART Program on or before 1 June each year during
Phase 2. The Phase 2 Annual Report tracks updated contact information, reports scholar
achievements and activities, and indicates if potential problems need a follow up with the SMART
Program.
6.2.4. Phase 2 Employment Verification
Recruitment Scholars: Scholars submit a notice of personnel action (SF-50), documenting their hiring
as a full-time federal civilian employee at the SF, via the SMART Scholar Portal. Scholars may obtain an
SF-50 from the SF human resources office after the work start date. The SF-50 must be redacted and
submitted to the SMART Program within six (6) weeks of the work start date.
Retention Scholars: Scholars submit a documentation of their post-conferral return to work as a fulltime federal civilian employee at the SF, via the SMART Scholar Portal. Scholars may submit a notice of
personnel action (SF-50), employment verification letter, and/or email from their supervisor.
Documentation must be submitted to the SMART Program within six weeks of the work start date.

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6.2.5. Change in Security Clearance Eligibility
Scholars notify the SMART Program immediately of any change in their eligibility to maintain the
security clearance required by the SF.
7. PHASE 3 – POST-SERVICE COMMITMENT
7.1.

Phase 3 General Procedures

7.1.1. Transition to Phase 3 and Phase 3 Letter
Upon verified completion of all Phase 2 requirements, the SMART Program will issue a Phase 3 Letter
to the scholar and the SF. The Phase 3 Letter serves as written confirmation that the scholar has fully
completed Phase 2 and outlines Phase 3 requirements.
During Phase 3, the SMART Program tracks scholar employment status to obtain information on
scholar retention rates within the DoD.
7.1.2. Phase 3 Engagement Opportunities
During Phase 3, SMART scholars have opportunities to engage with the SMART Program and promote
its success for future years. These opportunities include but are not limited to promoting the SMART
Program within their community (facility of employment and professional associations) as well as
serving as an evaluation panelist and reviewing applications for future cohorts. Phase 3 SMART
scholars are encouraged to communicate with their CL to learn more about Phase 3 engagement
opportunities.
7.2.

Phase 3 Reporting Requirements

7.2.1. Reporting Requirements Overview
Shortly after completing the service commitment with the SF, scholars provide the SMART Program
with completion verification documentation and updated contact information. Scholars provide these
documents to the CL.
Scholar
Type

Requirement

Details

Due No Later
Than

All

Updated Contact
Information

Confirm or update contact information, including
mailing address, telephone number(s), and email
address(es) through the SMART Scholar Portal.

Continuous

All

Phase 3 Annual
Report

The Phase 3 Annual Report tracks updated contact
information, current employment information,
potential additional education, and reports scholar
achievements and activities.

1 June,
annually

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7.2.1. Phase 3 Current Contact Information
Scholars always maintain current contact information with the SMART Program, including accurate
email address(es), mailing address, and telephone. Scholars update the SMART Program immediately
with changes or updates to their contact information via the SMART Scholar Portal. Scholars may be
requested to provide the SMART Program with updated employment information.
7.2.2. Phase 3 Annual Report
Scholars submit a Phase 3 Annual Report to the SMART Program on or before 1 June each year during
Phase 3. The Phase 3 Annual Report tracks updated contact information, current employment
information, potential additional education, and reports scholar achievements and activities.

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ABBREVIATIONS AND ACRONYMS
CAC

Common Access Card

CEL

Component Execution Lead

CL

Component Liaison

DFAS

Defense Finance and Accounting Service

DoD

Department of Defense

DTS

Defense Travel System

EWP

Educational Work Plan

FMR

Financial Management Regulation

FY

Fiscal Year

GPA

Grade point average

IRS

Internal Revenue Service

ISP

Internship support payment

LOA

Leave of absence

POC

Point of contact

SC

Scholar coordinator

SF

Sponsoring facility

SMART

Science, Mathematics, and Research for Transformation

SSA

SMART Service Agreement

SAAR

SMART Service Agreement Amendment Request

STEM

Science, Technology, Engineering, and Mathematics

USD(R&E)

Under Secretary of Defense for Research and Engineering

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GLOSSARY
Academic Address: An academic address is the current address of record for the scholar while
enrolled at the academic institution. The academic address is usually a temporary address located
near the academic institution. In some cases, the academic address may be the same as the
permanent address or the summer address.
Academic Term: An academic term is a division of the academic year. Depending on how the
academic institution structures its classes, an academic term may consist of a quarter or a semester.
Academic Year: An academic year in the SMART Program consists of the fall through spring academic
terms and is generally nine months in length. An academic year does not include the summer term or
condensed winter term.
Award: An award in the SMART Program is an offer of scholarship for the completion and conferral of
a specific degree in accordance with the SSA in exchange for a period of obligated service. Also
referred to as the SMART award.
Awardee: An awardee is an individual that has been offered and accepted a SMART award but has
not begun to receive funding yet.
Award Funding: Award funding refers to the amount of funds expended under the scholar’s SMART
award including all stipend, tuition, approved related educational expenses, travel expenses, health
insurance funds, miscellaneous supplies allowance, and all other funds expended by the Federal
Government under the scholar’s award. Award funding begins 1 August of the first award year.
Award Year: An award year refers to a SMART Program funding year which generally begins 1 August
and ends 31 July.
Cohort: A cohort refers to the group of scholars who received a SMART award in a particular year.
Cohort Year: A cohort year refers to the year the scholar begins their SMART award.
Cumulative GPA: A cumulative GPA is determined based on the grades and courses listed on the
most-recent official transcript from the SMART-funded institution, for the SMART-funded degree and
is calculated on a 4.0 scale.
Debt Establishment: The procedure for determining whether a valid debt to the Federal Government
is owed based on scholar withdrawal or dismissal from the SMART Program prior to completion of
the service commitment.
Degree Completion: Degree completion refers to the date on which an individual completes all
requirements to complete a degree, including thesis/dissertation writing, edits, defense, etc. This
date generally occurs prior to degree conferral and is not set forth on official transcripts. The degree
completion date may be the same as the degree conferral date.
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Degree Conferral: Degree conferral refers to the date on which a degree is bestowed upon an
individual. This date is set forth on the official transcript reflecting the degree earned. The degree
conferral date may be the same as the degree completion date.
Dismissal: Dismissal is the process to remove a scholar from the SMART Program based on failure to
comply with SMART Program policy, procedure, and/or SSA.
DoD Component: Organizational entities in the DoD. There are four DoD component designations in
the SMART Program: Department of the Army, Department of the Navy, Department of the Air
Force, and other DoD Agencies.
Full-Time Employment: Employment that includes regularly scheduled work hours and days required
by the administrative workweek for a particular group or class.
Incomplete Coursework: Incomplete coursework is receiving a grade of incomplete for a registered
course and does not constitute adequate progress toward degree completion as reflected in the
EWP.
Internship Support Payment: Internship support payment(s) (ISP) are intended to support travel,
lodging, meals, transportation, and incidental expenses for eligible scholars attending an internship.
Mentor: A mentor is an experienced individual who assists and guides another person’s professional
development. SMART Program mentors may coordinate internship logistics and assist scholars in
educational and professional growth. A mentor may be a facility supervisor, or the SMART SF POC.
Other DoD Agencies: Individual DoD agencies that do not belong to the Army, Navy, or Air Force.
Permanent Address: A permanent address is the legal permanent residence of the scholar. In some
cases, the permanent address may be the same as the academic or summer address.
Program Phases: Scholars complete four SMART Program Phases: Phase 0 - award, Phase 1 - degree
pursuit, Phase 2 - service commitment, and Phase 3 - post-service commitment.
Phase 0 – Award: Phase 0, award, begins at the time an awardee accepts a SMART award by signing
the SSA and ends 31 July of the award year. A Phase 0 awardee does not receive award funding. Any
time spent attending a site visit, completing orientation, or completing an onboarding session does
not count towards completion of the service commitment. Prior to funding an award, the Phase 0
awardee must comply with acceptance deadlines, complete orientation, and provide all funding
prerequisite documentation.
Phase 1 – Degree Pursuit: Phase 1, degree pursuit, begins 1 August of the award year in accordance
with the SSA and ends upon verified completion of all Phase 1 requirements. During Phase 1, scholars
complete approved degree requirements and internships. As scholars near completion of Phase 1,
they work with the SF, SMART Program, SC, and CL to prepare for the start of the service
commitment.
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Phase 2 – Service Commitment: Phase 2 begins the service commitment as defined by the work start
date. The work start date is defined as the first day of full-time employment with the SF after verified
degree completion. Once Phase 1 is verified completed, the SMART Program provides written
confirmation of official entry into Phase 2, including service commitment start and end dates. During
Phase 2, scholars complete the service commitment by working full-time for their SF.
Phase 3 – Post-Service Commitment: Phase 3, post-service commitment, is an employment status
monitoring period that begins upon completion of the service commitment. During Phase 3, the
SMART Program tracks scholar employment status to obtain information on scholar retention rates
within the DoD.
Recruitment Scholar: A recruitment scholar is a scholar who is not employed in a permanent civilian
position by the SF at the time of and throughout the award. Scholars who are employed by the SF in
temporary or internship positions at the time of award are recruitment scholars.
Renewable Term Employment: Employment classification that includes defined and renewable
terms of full-time civilian employment with a SMART sponsoring facility.
Retention Scholar: A retention scholar is a scholar who is employed in a permanent civilian position
by the SF at the time of and throughout the award. This does not include term or temporary
employees or interns, e.g., Pathways.
Satisfactory Academic Progress: Maintenance of a 3.0 GPA on a 4.0 scale within the criteria defined
in the SSA and maintaining adequate progress toward degree completion.
Scholar: A scholar is an individual who has received and accepted a SMART award. An individual
remains a scholar throughout all three program phases.
Scholarship: A financial award for full-time study leading to a STEM degree.
Scholarship-For-Service: Scholarships-for-service refers to programs that provide scholarship funding
in exchange for an agreement to complete a period of employment after degree completion or
conferral.
Security Clearance: A security clearance is an authorization issued by the Federal Government
permitting an individual access to sensitive and classified information.
Service Commitment: The period of service for a scholar determined by the DoD as being appropriate
to obtain adequate service in exchange for financial assistance.
SMART Public Website: The SMART Public Website provides updated information regarding other
program events. The SMART Public Website is located at: http://www.smartscholarship.org/smart.
SMART Scholar Portal: The SMART Scholar Portal contains scholar submittal documents, posts
policies and procedures, and is where scholars update their contact information during all phases.
The SMART Scholar Portal is located at: http://www.smartscholarship.org/scholar.
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SMART Scholarship Program: The SMART Scholarship Program is the Department of Defense Science,
Mathematics, and Research for Transformation Scholarship for Service Program.
SMART Service Agreement: The SMART Service Agreement is a signed written agreement whereby
the DoD funds the academic pursuit of a scholar in exchange for a period of obligated service to the
DoD. The SMART Service Agreement is signed by the scholar and the awarding DoD Component.
Sponsoring Facility: A sponsoring facility is a particular laboratory or agency within the DoD
Component that participates in the SMART Program.
Summer Address: The summer address is where the scholar is located prior to traveling to their
summer activities, example internship. In most cases this will be either the academic address or
permanent address.
United States Citizen: A United States citizen is an individual who was born or naturalized within the
United States and is subject to the jurisdiction of the United States.
Work Start Date: The work start date is defined as the first day of full-time employment with SF after
verified degree completion.

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Appendix A – SMART Organizational Stakeholders

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Appendix B - Non-Compliance Matrix
All Non-Compliance notices must be acknowledged within 5 days of the notice.
Sub Process

Policy

Description of Violation

Length to Comply

How to Comply

Failure to comply with terms of
the Non-Compliance notice

PHASE 0 – AWARD ORIENTATION NON-COMPLIANCE
Award
Orientation

Award Documents

Failure to submit award documents by
deadline without prior consent

N/A

N/A

Will be considered a declination

Web Based
Orientation

Failure to complete web-based
Orientation with award acceptance by
deadline

Within 5 days of
notice

Log on to Awardee Portal and
complete Orientation and quiz

Possible rescind of award

Site Visit

Failure to attend scheduled RC Site
Visit

Within 5 days of
notice

Submit statement for review. If
approved attempt to reschedule.

Delay of first stipend until return
to compliance

Site Visit Report

Failure to submit RC Site Visit Report
within 5 days of Site Visit end date

Within 5 days of
notice

Submit to SMART Program as
directed

Possible rescind of award

Onboarding

Failure to complete onboarding session
prior to 1 August

Within 5 days of
notice

Possible rescind of award

Starting Cumulative
GPA below 3.0
Security Clearance
Initial Suitability

Transcript submitted by 01 July below
3.0
Derogatory information discovered,
prior to award start date, as part of SF
initial suitability or background check

N/A

Respond to scheduling request
immediately; Complete telephone
call as scheduled
N/A

N/A

N/A

Rescind of award

Rescind of award

Note: Awardees will be notified via email if they fail to comply with awardee requirements during the Orientation Phase.

PHASE 1 – DEGREE PURSUIT NON-COMPLIANCE
Degree
Pursuit

Maintain Academic
Enrollment

Failure to enroll and maintain
enrollment throughout academic term

Within 5 days of
notice

Submit a completed SAAR for Leave
of Absence or to enroll full-time
during academic term in
accordance with Service Agreement

Possible dismissal

Minimum GPA
Requirement

Cumulative GPA below 3.0

1 academic term

Bring GPA to 3.0 or above in the
next standard academic term

Possible dismissal

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Degree
Pursuit

Failure to Earn
Course Credit

Failure to complete a course for a
grade if a grade is offered (e.g.,
pass/fail coursework); or

Within 5 days of
notice

Acknowledge notice of noncompliance and confirm all future
courses will be taken for a grade, if
a grade is offered, and that credit
will be received for all coursework
for the duration of the SMART
award

Possible dismissal if future courses
are taken as pass/fail or no credit
received during the SMART
award, without consent from the
SMART program

Failure to receive passing grade for any
course taken in a single term, even if
the cumulative GPA remains above a
3.0
Incomplete
coursework

Receiving an incomplete on an official
transcript; or

1 academic term

Complete coursework in the
following standard academic term

Possible dismissal

Full-Time Status

Failure to maintain full-time status, as
defined by the academic institution’s
minimum credit requirement for fulltime enrollment

Within 5 days of
notice
(acknowledgement)
and in the next
standard academic
term (proof of fulltime enrollment

Acknowledge notice of noncompliance within 5 days. Confirm
that you will return to and
maintain full-time enrollment
status as defined by the academic
institution’s minimum credit
requirement for full-time
enrollment for all remaining terms
under SMART award.

Possible dismissal if full-time
status is not maintained for future
standard academic terms during
the SMART award, without
consent from the SMART
program.

Provide proof of full-time
enrollment during the next
standard academic term
Satisfactory
Academic Progress

Failure to make progress towards
degree completion within the awarded
time.

1 academic term

Satisfactory academic progress
within 1 academic term

Possible stipend and/or tuition
suspension or dismissal

Transcript
submission

Failure to submit transcripts within 30
days of end of academic term

Within 5 days of
notice

Provide verification from school
transcripts have been ordered

Possible stipend and/or tuition
suspension

Phase 1 Annual
Report

Failure to submit the Annual Report by
due date

Within 10 days of
notice

Submit Annual Report to the
SMART Program as directed

Possible stipend and/or tuition
suspension or sponsoring facility
supervisor notification of noncompliance

Failure to make requested corrections
to Annual Report by due date

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Degree
Pursuit

Completion of
Degree as Awarded

Failure to complete degree per the
terms of the service agreement

Within 10 days of
notice

Code of Conduct

Failure to maintain SMART Code of
Conduct at school, and with the
SMART Program

Within 5 days of
notice

Failure to maintain communication
with the SMART Program

Within 5 days of
notice

Restore satisfactory communication

Possible stipend and/or tuition
suspension or dismissal

Failure to maintain sponsorship at the
assigned SF per the service agreement

SMART Program
directed

Comply with directions provided by
the SMART Program

Possible dismissal

Internship Request

Failure to submit the Internship
Request by due date

Within 10 days of
notice

Submit document to SMART
Program as directed

Possible stipend and/or tuition
suspension or dismissal

Internship
Completion

Failure to complete internship as
approved on the Internship Request

Within 10 days of
notice

Complete the internship as
approved or submit a completed
SAAR for approval

Possible stipend and/or tuition
suspension or withholding of
internship support payments

Internship Report

Failure to submit Internship Report to
the SMART Program

Within 10 days of
notice

Submit to SMART Program as
directed

Possible stipend and/or tuition
suspension

Communication Log

Failure to submit Communication Log
by 1 September, if required to by the
SMART Program
Failure to submit required security
paperwork and/or documentation

Within 5 days of
notice

Submit Communication Log to
SMART Program as directed

Possible stipend and/or tuition
suspension

Within 10 days of
notice

Submit to SMART Program and/or
SF, as directed

Possible stipend and/or tuition
suspension or dismissal

Security Clearance

Failure to obtain/maintain clearance

N/A

N/A

Possible dismissal

Submit SF50 or
verification of return
to work

Failure to provide verification of work
start; SF50 (RC scholars) or letter from
supervisor (RT scholars)

Within 10 days of
notice

Submit documents to the SMART
Program as directed

Notification of non-compliance
provided to facility supervisor and
written confirmation of service
commitment commencement
withheld until conferral transcript
is received or possible dismissal

Communication

Loss of Sponsorship

Internship

Security

Hiring

Security Clearance

Submit a completed SAAR for
specific award change or complete
degree per the terms of the service
agreement
Acknowledge notice of noncompliance

Dismissal if SAAR is not submitted
or is denied

Possible dismissal

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Hiring

Conferral Transcript
Submission

Failure to submit conferral transcript
within 30 days of degree conferral

Within 5 days of
notice

Provide verification from school
that transcripts have been ordered

Start of Phase 2

Failure to respond to and accept SF
offer of employment by the date
indicated on the offer of employment

Immediately upon
issuance of notice

Respond to or accept offer of
employment, provided by the SF

Notification of non-compliance
provided to facility supervisor and
written confirmation of service
commitment commencement
withheld until conferral transcript
is received or possible dismissal
Possible dismissal

Note: Return to compliance after submission of SAAR is contingent on SAAR approval.

PHASE 2 – SERVICE COMMITMENT NON-COMPLIANCE
Service
Commitment

Commencement of
service commitment

Failure to commence service
commitment according to the offer of
employment letter provided by the SF

Within parameters
set by SF HR POC

Commence service commitment
with the date set forth by the SF

Dismissal

Completion of
service commitment

Failure to complete service commitment
with the SF, per the terms of the service
agreement

N/A

N/A

Dismissal

Phase 2 Annual
Report

Failure to submit the Annual Report by
due date

Within 10 days of
notice

Submit the Annual Report to
SMART Program as directed

Notification of non-compliance
provided to facility supervisor or
possible dismissal

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Appendix C – Reporting Requirement Matrix
Program
Phase
Phase 1

Scholar
Type

Requirement

Details

Due no Later
Than

All

Official Transcript

Scholars submit official transcripts from the academic No later than 30
institution within 30 days after the end of each
days after
academic term and once grades are posted.
semester end

All

Phase 1 Annual
Report

Scholars submit the Phase 1 Annual Report, via the
SMART Scholar Portal. The Phase 1 Annual Report
tracks and projects completion of degree
requirements, projects number of internships,
projects work start date, discloses outside funding,
discloses outside employment, discloses health
insurance information, discloses study abroad
activities, and reports scholar research,
achievements, and other activities.

1 June, annually

Recruitment Internship Report

Scholars submit the internship report via the SMART 2 weeks after
Scholar Portal. The internship report is an opportunity internship end
for the scholar to share information with the SMART date
Program regarding duties performed, insights gained,
and other details or concerns regarding the internship.

Recruitment Communication Log

For those SMART scholars who are approved for an
internship waiver, SMART requires the scholar to
complete regular check-ins (recommended at least
monthly) with their supervisor, mentor, and/or
Sponsoring Facility (SF) POC. The SMART Program
requires verification of these check-ins via this
Communication Log. The scholar will be provided with
a copy of this log upon approval of an internship
waiver, at which time they should begin logging
communication with their SF.
Date on which all degree requirements are
completed.
Date on which the degree will be bestowed. This is
noted on the official transcript reflecting the degree
earned.

1 September,
annually

Official offer of employment from the SF and scholar
acceptance. If the work start date is not reflected on
the offer, report the date to the SC. Include any
pertinent email messages with the SF.
Scholars submit email verification from supervisor
confirming, the date on which the scholar anticipates
returning to work at the SF, via the SMART Scholar
Portal.

As soon as
received

Official final transcript from registrar reflecting
conferral of the degree funded and date conferred.

As soon as
available

All
All

Updated
Completion Date
Updated Conferral
Date

Recruitment SF Offer Letter and
Acceptance
Retention

Retention Work
Start Date

All

Official Conferral
Transcript

6 months prior
to graduation
6 months prior
to graduation

As soon as
identified

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Phase 2

Phase 3

All

Updated Contact
Information

Confirm or update contact information including
mailing address, telephone number(s), and email
address(es) through the SMART Scholar Portal.

Within 2 weeks
of work start
date

All

Phase 2 Annual
Report

The Phase 2 Annual Report tracks updated contact
information, reports scholar achievements, and
activities, and indicates if potential problems need a
follow up with the SMART Program.

1 June, annually

Recruitment SF-50 (with birth
date & SSN
redacted)

Notification of personnel action hiring scholar as a full- Within 6 weeks
time federal civilian employee. Available from the SF of work start
human resources office after work start date.
date

Retention

Employment
Verification

Documentation confirming the scholar is a full-time
federal civilian employee of the SF, including work
start date. May be provided in an email from the SF
and/or a new SF-50.

Within 6 weeks
of work start
date

All

6.2.4. Change in
Security Clearance
Eligibility

Scholars notify the SMART Program immediately of
any change in their eligibility to maintain the security
clearance required by the SF.

Continuous

All

Updated Contact
Information

Confirm or update contact information including
mailing address, telephone number(s), and email
address(es) through the SMART Scholar Portal

Continuous

All

Phase 3 Annual
Report

The Phase 3 Annual Report tracks updated contact
information, current employment information,
potential additional education, and reports scholar
achievements and activities.

01 June,
annually

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Appendix D – Program Cycle Calendar

AUG

SEP
APPLICATION
AUGUST:
SMART
Application
OPENS!

OCT

NOV

DEC
APPLICATION
DECEMBER:
SMART
Application
CLOSES!

JAN

FEB

EVALUATION
JANUARY:
Applications
ranked by
evaluation
panel through
online portal

MAR

APR

SELECTION
FEB-MARCH:
Semi-finalist
applicant lists
available online for
DoD facility
selection

MAY

JUN

JUL

AWARDS &
SITE VISIT
SECURITY
MAY-JUN
New awardees
APRIL:
visit DoD facility
Award offers
(option to opt
made.
out).
Awardees
notified to
accept or
decline award.
Clearance
MAY-AUG
processing
Typical
Internship (Recruitment) and
Return to Work (Retention) period

AUG-MAY
Typical academic pursuit. Retention scholars may travel to return to their sponsoring facility for periods throughout the
academic year.

Continuous Processing of Security Clearances
SF provides adjudication updates to the SMART Component Liaison. Scholars must have clearance or be interim eligible in order to intern.

Continuous Hiring of SMART Scholars
Employment generally begins within 60 days of the degree completion date. Most scholars complete their degree after the fall or winter academic term. SMART will provide
a hiring memo approximately five months prior to degree completion date.
Continuous Communication and Mentorship
SF POCs as well as scholar mentors and supervisors remain engaged with scholar throughout academic pursuit and internship completion.

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Appendix E – Service Agreement Amendment Request List
SAAR Type

Applies to

Required Documentation

Academic Institution

Scholars who request to change their
1. Signed personal statement detailing the circumstances of the request,
awarded Academic Institution or whose
including confirmation that all other aspects of the award will not
Sponsoring Facilities request them to
change;
change
2. Documentation that the new institution accepts you into the program;
and
3. Submit a Revised Degree Completion Plan.

Additional Enrollment

1. Year-round enrollment and/or
completion of coursework required
by program/institution.
2. Required coursework during
summer or winter terms without
tuition.
3. Elective coursework during summer
or winter terms without tuition.

1. If the coursework and/or enrollment is required for degree
completion, and cannot be taken another time, provide a letter on
official university letterhead from your research advisor, academic
advisor, or appropriate dean of the academic institution confirming the
need;
2. If the course can be taken during the Fall/Spring term, provide written
statement explaining the extenuating circumstances for this request;
and
3. Documentation verifying there is no SMART funding associated with
this request.

Additional Tuition

1. Year-round enrollment and/or
completion of coursework required
by program/institution.
2. Required coursework during
summer or winter terms.
3. Elective coursework during summer
or winter terms.

1. If the coursework and/or enrollment is required for degree
completion, and cannot be taken another time, provide a letter on
official university letterhead from your research advisor, academic
advisor, or appropriate dean of the academic institution confirming the
need;
2. If the course can be taken during the Fall/Spring term, provide a signed
personal statement explaining the extenuating circumstances for this
request; and
3. Include documentation of the SMART funding associated with this
request.
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Award Length Decrease

Scholars who request to decrease their
award length are recommended to do
so one term prior to the proposed
degree completion date.

1. Letter on official letterhead from a research advisor, academic advisor,
or appropriate dean of your academic institution:
a. Confirming the new date which you will have completed all
educational requirements for your degree completion.
b. Confirmation of a new conferral date;
2. Signed personal statement detailing the circumstances causing the
decrease in degree completion and confirmation that you have
discussed the need for the change with the SF; and
3. Submit the Revised Degree Completion Plan.

Award Length Increase

Scholars whose degree completion is
delayed due to circumstances outside
of their control, and who have not
exhausted the 5-year funding cap are
eligible to submit a request for an
Award Length Increase.

1. Letter on official letterhead from a research advisor, academic advisor,
or appropriate dean of your academic institution confirming:
a. The extenuating circumstance that caused the delay in degree
completion including dates and steps taken to mitigate risks;
b. Steps remaining prior to degree completion and when those
milestones will be met; and confirmation that you are capable of
completing the degree in accordance with the proposed award length
change.
2. Signed personal statement detailing:
a. The extenuating circumstances causing the delay in degree
completion, including dates;
b. Steps taken to mitigate risks and/or manage the issue causing the
delay;
c. Steps remaining prior to degree completion;
d. Confirmation that you have discussed the need for the change with
the SF; and
e. Confirmation if outside funding sources are assisting in funding the
remainder of the degree.
3. Submit the Revised Degree Completion Plan.

If the delay in degree completion is
scholar driven, a Leave of Absence
SAAR must be submitted in lieu of an
Award Length Increase.
Award length increase requests should
be submitted at least one term prior to
original degree completion date.

Award Type

Scholars who are directed to change
their program status from Recruitment
to Retention or Retention to
Recruitment

1. Signed personal statement detailing the circumstances of the request,
including confirmation that all other aspects of the award will not
change;
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2. Statement of support from sponsoring facility, confirming the need for
the change; and
3. If changing from RC to RT, SF confirms the ability to accept a MIPR,
disburse SMART funds to the scholar, and understands the processes
associated with a RT scholar.
Degree Level

Scholars requesting to change their
degree level from BS to a MS or joint
BS/MS program or to change from a
PhD to a MS.

1. Signed personal statement detailing the circumstances of the request,
including:
a. The details of the request and how it aligns to the SF mission ;
b. Confirmation that the details of the request have been discussed
with the scholar’s SF supervisor and/or mentor : and
c. Confirmation that all other aspects of the award will not change; and
2. Statement of support from sponsoring facility, confirming the need for
the change.
3. Statement of support from the academic institution, verifying
acceptance into the degree program and/or the ability to grant the
degree being requested.

Field of Study

Scholars requesting to change their
field of study within the SMARTapproved STEM disciplines.

1. Signed personal statement detailing the circumstances of the request,
including confirmation that all other aspects of the award will not
change; and
2. Statement of support from sponsoring facility, confirming the need for
the change.

Full-Time Enrollment

Scholars who must drop below full-time 1. Signed personal statement detailing the circumstances of the request,
enrollment status, due to
including confirmation that all other aspects of the award will not
circumstances outside of their control,
change and confirmation that the request only applies to one term;
request to waive the full-time status
and
policy for one (1) academic term.
2. Attach confirmation on official letterhead from the academic advisor
detailing the need to drop below full-time enrollment status and
confirming that you will still complete your degree as awarded if
enrollment is decreased.

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Internship

Internship Waiver Request: Scholars
requesting to waive an internship.
Requests for a waiver are considered
for a single internship period at a time.
A waiver of an internship does not
reduce the length of a scholar’s service
commitment.

1. Signed personal statement detailing the circumstances of the request,
including confirmation that all other aspects of the award will not
change; and
2. Statement of support from sponsoring facility, confirming the
internship period is approved to be waived or alternatively timed.

Alternatively Timed Internship:
Scholars requesting an alternatively
timed internship. Requests for
alternatively timed internships are
considered for a single internship
period at a time.
Leave of Absence

Scholars requesting LOAs that require
an absence from school for:
1. Personal or family medical
2. Military activation

Scholars requesting LOAs that do not
require an absence from school:
1. Award Length Change denial (if
directed)
2. Past maximum funding cap

1. Signed personal statement, detailing the need for the request and
commitment to continued submission of the Annual Report each June
for the duration of the LOA;
2. Letter on official letterhead from a research advisor, academic advisor,
or appropriate dean of your academic institution confirming:
a. Approval of requested leave of absence and that the institution will
allow you to re-enroll after the leave is complete (if applicable); and
b. Your degree completion and conferral dates.
1. Signed personal statement, detailing the need for the request and
commitment to:
a. Submitting transcripts at the close of each term; and
b. Continued submission of the Annual Report each June for the
duration of the LOA
2. Letter on official letterhead from a research advisor, academic advisor,
or appropriate dean of your academic institution confirming:
a. Extenuating circumstance that caused the delay in degree completion
including dates and steps taken to mitigate risks;
54 | P a g e

b. Steps remaining prior to degree completion and when those
milestones will be met; and confirmation that you are capable of
completing the degree in accordance with the proposed award length
change.
3. Submit a Revised Degree Completion Plan.
4. (For RT scholars only) Statement of support from SF supervisor, to
include:
a. Approach to balancing academic commitments with employment;
b. If and how the scholar’s academic work is related to their
employment;
c. Whether the SF is represented on the scholar’s academic committee,
if applicable (PhDs only); and
d. What arrangements have been made to ensure timely completion of
the SMART-funded degree.
Sponsoring Facility

Scholars who lose sponsorship of their Signed personal statement detailing the circumstances of the request,
SF for reasons that would not warrant a including confirmation that all other aspects of the award will not change.
dismissal and scholars whose facilities
recommend a change of SF.

Stipend Rate Increase

Scholars may request an increase in the Submit documentation from your academic institution confirming the
stipend rate for additional
conferral of the STEM degree funded by SMART.
qualifications earned in the form of a
conferred STEM degree funded by
SMART.

Withdrawal

Scholars who wish to withdraw from
Brief statement in Section 3 is required. Scholars may provide supporting
the SMART program notify SMART prior documentation as to the context of their withdrawal; however, no
to the withdrawal, via a SAAR.
additional documentation is required.

Other

Scholars that have general requests not
specifically outlined above.

1. Signed personal statement detailing the circumstances of the request,
including confirmation that all other aspects of the award will not
change; and
2. Any applicable documentation.
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