**PROGRAM MANUAL**

**Dean John A. Knauss Marine Policy Fellowship**

National Sea Grant College Program

### 

### Updated: 08-23-2007

Miguel Lugo

Knauss Fellowship Program Manager

NOAA National Sea Grant Office (NSGO) Tel: 301-734-1075

1315 East-West Highway, R/SG, Room 11718 Fax: 301-713-1031

Silver Spring, MD 20910 <Miguel.lugo@noaa.gov>

**[Table of Contents]{.underline}**

**1. Purpose of the Fellowship Program**

**2. History of the Fellowship Program**

**3. Calendar of Application Process**

**4. Guidance for Hosts**

**5. Conflict Resolutions**

**6. How to Apply - Students**

**a. Announcements**

**b. Who Can Apply, Eligibility**

**c. Length of Assignment**

**d. University Award**

**e. Application Requirements, Evaluation Criteria, & Selection of
Finalists**

**7. How to Apply - Host Application Process**

**8. Placement Process**

**9. Placement Week**

**10. Reporting Requirements**

## 11. Health Insurance

**12. Travel Requests**

**1. Purpose of the Fellowship Program**

The Dean John A. Knauss Marine Policy Fellowship provides a unique
educational experience to students enrolled in graduate programs in
fields related to ocean, coastal and Great Lakes resources and in the
national policy decisions affecting those resources. The program matches
outstanding graduate students with "Hosts" in legislative or executive
branch offices located in the Washington, D.C. area, for a one-year paid
fellowship.

**2. History of the Fellowship Program**

In 1979, the National Sea Grant Office (NSGO), in fulfilling its broad
educational responsibilities, implemented the National Sea Grant Federal
Fellows program to initially provide an educational experience in the
policies and processes of the Legislative Branch of the Federal
Government. Later, the program was expanded to provide opportunities
within the Executive Branch of the Federal Government in the Washington,
D.C. area. Recognizing the value of this program, in 1987 the U.S.
Congress stipulated in P.L. 100-220 that the Sea Grant Federal Fellows
Program become a formal part of the National Sea Grant College Program
Act. The recipients are designated Dean John A. Knauss Marine Policy
Fellows in honor of one of Sea Grant's founders and former NOAA
Administrator, John A. Knauss \[33 U.S.C. 1127 (b)\].

**3. Calendar of Application Process**

-   **February**

    Applications are submitted to the local Sea Grant Program Director
    by the deadline set in SG program's announcement.

-   **April**

    Sponsoring Sea Grant Directors submit applications for up to six
    qualified students to the NSGO.

-   **May**

    All Sea Grant Directors will be notified of the Knauss competition
    results. Following notification, each Sea Grant Director will
    contact their applicants with the results.

-   **November/December**

> Placement Week. Finalists are required to attend interviews with Hosts
> in Washington, D.C. This week will vary in November depending on
> Thanksgiving.

-   **February**

    On the First Monday of February, the new class of Fellows begin
    their assignments.

    **4. Guidance for Hosts**

    The Dean John A. Knauss Marine Policy Fellowship program is open to
    the Legislative and Executive Branches of the Federal Government in
    the Washington, D.C. area. The Legislative branch Hosts will have
    their Fellows funded by NSGO at a level of \$45,000 (2008 cost) per
    year. The Executive branch offices will be financially assessed
    \$45,000 (2008 cost) for each fellow. Of this amount, \$41,500 will
    be awarded to the Fellows' nominating Sea Grant program for
    disbursements as described under University Award. The remaining
    \$3,500 will be divided: \$2,000 for program management and \$1,500
    for a class educational activity(s).

    As previously described, each Host is expected to submit a position
    description online for the Finalists, as well as provide point of
    contact (POC), location, and directions for Finalists to use during
    interview week.

    Host offices should realize they are providing an **educational
    opportunity** to an individual who will provide a substantial,
    professional contribution to the office. At a minimum, Fellows
    should be provided with a desk, phone, computer, Internet access,
    and file storage space. Additionally, Fellows who are still involved
    in their graduate program may need time to complete their academic
    requirements. Thus, requirements of time in the Host office must be
    flexible.

    The Host office should grant reasonable sick leave and vacation time
    in accordance with federal standards. Time spent outside of the
    office on academic requirements, conference attendance, and other
    Fellowship related travel is not to be considered vacation time or
    sick leave. Fellows may not be penalized for time spent outside of
    the office for any of the reasons noted above. Credit hours should
    be considered in circumstances where Fellows are required to work
    more than 40 hours in any given week.

    **Host-Fellow Relationship**

    The Dean John A. Knauss Marine Policy Fellowship Program is a
    learning experience and a unique educational opportunity. Through
    these fellowships Hosts provide Fellows with increased knowledge
    relative to the ocean, coastal, and Great Lakes resources and the
    marine policies affecting those resources. The Fellow and the Host
    must be sensitive to each other's mutual responsibilities in
    achieving a balance between office and educational demands. The
    Fellow should honor the working protocols of the Host office and
    contribute to useful and relevant products. At the same time, the
    Host is expected to provide opportunities for involvement in
    substantive issues that honor the Fellow's legitimate professional,
    educational, and developmental goals. This can include encouraging
    Fellows to attend Fellowship functions, hearings and lectures, and
    encouraging participation in field research that relates to office
    goals and the Fellow's personal interests. The Fellow should be
    treated in a professional manner by the Host, and considered an
    equal staff person in the Host office.

**Specific Items Requested of the Host:**

-   Fellow should meet with the staff they will work with closely.

-   If there are useful meetings or conferences prior the start of the
    fellowship, the fellow should be made aware of them (and possibly
    attend).

-   Maintain contact with the fellow prior to their arrival. Arrange
    start date with the fellow.

-   Prepare space and needed equipment (e.g., computer, phone) prior to
    the fellow's arrival. Provide general office information and
    paperwork prior to the fellow's arrival (e.g., forms for obtaining
    an ID, who to go to for general office support).

-   Provide any needed reading material to the fellow prior to their
    arrival (optional).

-   Allow the fellow broad exposure to the issues and projects of the
    division/office. This may include meeting with other office staff or
    participating in joint projects with other offices.

-   At the start of the fellowship, review office policies including
    work hours; time for student to work on their school commitments (if
    any); vacation; sick leave; and attendance at Fellowship functions,
    conferences, hearings, and meetings.

-   **Hosts are asked to provide clear expectations and guidance for the
    Fellows with respect to the items above.**

**Specific Items Requested of the Fellow:**

-   Maintain contact with the Host office and supervisor prior to
    arrival. Arrange start date with the Host office.

-   At the start of the fellowship, review office policies including
    work hours; time needed (if any) for work on school commitments;
    vacation; sick leave; and attendance at Fellowship functions,
    conferences, hearings, and meetings.

-   Arrange and coordinate activities listed above (conference
    attendance, Fellowship activities, vacation, etc) with the Host
    office/supervisor in advance.

-   **Fellows are asked to make their expectations clear with respect to
    the items above.**

    **5. Conflict Resolutions**

    Participation in the Fellowship program is a **privilege not a right
    for both Fellows and Host offices**. To earn this privilege, Fellows
    must continue to justify this benefit by demonstrating diligence and
    adaptability to the Host environment. Likewise, the Host office
    should be sensitive to the Fellow's educational needs. The Knauss
    Program Manager, after due consultation with and consideration of
    the mutual rights and interests of the Fellow, the Host, the
    sponsoring Sea Grant Director, and NSGO, will adjudicate problems
    that may arise.

    [Early withdrawal from the program]{.underline}. Situations may
    arise over the course of the fellowship year in which a Fellow
    decides to leave the program early. This may be due to personal
    reasons, conflicts with a host, or to move on to an employment
    opportunity. Each situation will be handled on a case by case basis.
    There will be an open discussion between the Host, Fellow, and the
    Knauss Program Manager to determine the Fellow's transition out of
    the program in a way that is acceptable to all parties.

**6. How to Apply - Students**

**a. Announcements**

The state's Sea Grant Director upon receipt of notice sends Fellows'
program announcements annually to all participating Sea Grant
institutions and campuses from the NSGO.

**b. Who Can Apply, Eligibility**

Any student who, by the application deadline of the year of application,
is in a graduate or professional program in a marine or aquatic-related
field may apply. To be eligible applicants must be a student at a U.S.-
accredited institution of higher education in the United States,
including U.S. territories. **U.S. citizenship is NOT a requirement.**
Applicants should apply through their local Sea Grant program.
Applicants from states not served by Sea Grant programs should apply
through the nearest Sea Grant program or contact the National Sea Grant
Office.

**c. Length of Assignment**

The length of the assignment is for one-year and is non-renewable. The
inclusive dates of the official fellowship are February 1 through
January 31; however, these dates can be slightly adjusted to accommodate
academic semester needs.

**d. University Award**

See Full Funding Opportunity:

[http://fedgrants.gov/Applicants/DOC/NOAA/GMC/OAR-SG-2007
2000354/listing.html](http://fedgrants.gov/Applicants/DOC/NOAA/GMC/OAR-SG-2007 2000354/listing.html)

Note: The partitioning of funds between stipend and per diem, as well as
the funds allotted to mandatory health insurance, moving expenses, and
travel will vary among the members of each class. This is due to the
unique fiscal policies of each institution receiving a Knauss Fellowship
award. The Sea Grant Program Director is the responsible party for each
grant.

**e. Application Requirements, Evaluation Criteria, & Selection of
Finalists**

Please see the Federal Register Notice and the Full Funding Opportunity:

<http://www.seagrant.noaa.gov/knauss/knausshowtoapply.html>

**7. How to Apply - Host Application Process**

**Host Offices registered in the Database can revise their information
at:**

<http://www.seagrant.noaa.gov/database/knauss/Login.aspx?ReturnUrl=host/Host.aspx>

1\. Hosts will need to go to the website above and update their
information. The site requires a User ID and password which one person
from the Host Office specified in the previous year. That person from
your office or fellow's supervisor will receive an email with a login
and password. Your office will also have the ability to post more than
one position in addition to the one that is currently in the database.

Hosts are asked to update the following information in their profile by
Monday, Nov. 26:

Host Location and Contact Information (address, phone, fax)

Fellowship Supervisor(s)

Point of Contact During Placement Week

Time of Presentation and Name of Presenter During Placement Week

Directions to Host Office

Position Description

2\. Hosts must also provide to the National Sea Grant Office a list of
available interview dates and times. Interviews will take place during
the following time frame:

Executive: Tuesday, Dec. 4, 1:00 PM through Thursday, Dec. 6, 5:00 PM

Legislative: Wednesday, Dec. 5, 9:00 AM through Friday, Dec. 7, 11:00 AM

The interview schedule form can be found at:

Executive: <http://www.seagrant.noaa.gov/knauss/doc/exec_sched07.doc>

Legislative: <http://www.seagrant.noaa.gov/knauss/doc/leg_sched07.doc>

These forms should be filled out and emailed to
<oar.sg.fellows@noaa.gov> by Monday, November 26, 2007, close of
business.

3\. After you submit revised information to the database, you will
receive an email confirming that a) your office has been approved by the
Knauss Program Manager, and b) your position(s) has been posted for
viewing by the Finalists.

4\. FOR EXECUTIVE HOSTS ONLY. The host office must send the Knauss
Program Manager an email committing funds (\$45,000) in principle to
support a Knauss Fellow.

5\. The fellowship supervisor identified in the database will be sent an
email with information on how to access Legislative or Executive
Finalist application material through the Knauss website. Included in
this material will be the Finalist's:

Letters of Recommendation

Transcripts

Goal Statement

One-Page Resume

ACCESS TO KNAUSS FINALISTS APPLICATION PACKAGES

A Host Office, new or returning, will not be provided access to
Finalists' application materials until after it has:

1\) Submitted its new or revised information

2\) Been approved by the Knauss Program Manager

3\) Sent an email to the Knauss Program Manager confirming financial
support

If you have any questions, please email <oar.sg.fellows@noaa.gov>.

**New Host Offices should apply using the on-line database at:**

<http://www.seagrant.noaa.gov/database/knauss/Login.aspx?ReturnUrl=host/Host.aspx>

1\. Go to the link above and click on the button, "Register".

2\. Fill out the fields and select your own User ID and password. Keep a
record of the User ID and password for future access. Click the button,
"Register". A reply email will be sent from the database manager
providing a PIN for you to continue with the Host application process.

3\. Go to the link provided in the reply email and enter your User ID,
password, and PIN. Click the button, "Login".

4\. HOST INFORMATION. Fill out the fields on this page and click the
button, "Add Host". A message will appear verifying your submission.
Click on the link provided to view your record.

5\. LEGISLATIVE/EXECUTIVE HOST INFORMATION. Fill out the fields on this
page by clicking on the following links (in order as you go down the
page):

a\. "Add POC": Point of contact during Placement Week

b\. "Add presenter": Person giving Host presentation during Placement
Week

c\. "Interview location": For interviews during Placement Week

d\. "Supervisor Contact during fellowship"

e\. "Add position": Host office position description.

Once you have completed step "e", a message will appear verifying your
successful completion of the host application.

6\. The database manager will approve the host submission soon
thereafter and the submitted information will be posted for viewing by
the Finalists.

7\. You may update your records at any time. Simply go to the website at
the top and enter your User ID and password to access your records.

8\. Hosts must also provide to the National Sea Grant Office a list of
available interview dates and times. Interviews will take place during
the following time frame:

Executive: Tuesday, Dec. 4, 1:00 PM through Thursday, Dec. 6, 5:00 PM

Legislative: Wednesday, Dec. 5, 9:00 AM through Friday, Dec. 7, 11:00 AM

The interview schedule form can be found at:

Executive: <http://www.seagrant.noaa.gov/knauss/doc/exec_sched07.doc>

Legislative: <http://www.seagrant.noaa.gov/knauss/doc/leg_sched07.doc>

These forms should be filled out and emailed to
<oar.sg.fellows@noaa.gov> by Monday, November 26, 2007, close of
business.

9.. After you submit revised information to the database, you will
receive an email confirming that a) your office has been approved by the
Knauss Program Manager, and b) your position(s) has been posted for
viewing by the Finalists.

10\. FOR EXECUTIVE HOSTS ONLY. The host office must send the Knauss
Program Manager an email committing funds (\$45,000) in principle to
support a Knauss Fellow.

11\. The fellowship supervisor identified in the database will be sent
an email with information on how to access Legislative or Executive
Finalist application material through the Knauss website. Included in
this material will be the Finalist's:

Letters of Recommendation

Transcripts

Goal Statement

One-Page Resume

ACCESS TO KNAUSS FINALISTS APPLICATION PACKAGES

A Host Office, new or returning, will not be provided access to
Finalists' application materials until after it has:

1\) Submitted its new or revised information

2\) Been approved by the Knauss Program Manager

3\) Sent an email to the Knauss Program Manager confirming financial
support

If you have any questions, please email <oar.sg.fellows@noaa.gov>.

**8. Placement Process**

Selected applicants are known as Finalists, and technically do not
become Fellows until they have been interviewed by Host offices, been
accepted by a Host office, had that acceptance ratified by the NSGO, and
the grant awarded by the NOAA Grants office.

By the first week of November, the NSGO will make available via its
website
([http://www.seagrant.noaa.gov/knauss/knauss.html](http://www.seagrant.noaa.gov/funding/knauss/knauss.html))
information detailing the Placement Week process. Information will
include current Fellows' assignments, information about Finalists'
interviews with Hosts (placement week), and information from the present
class about lessons learned, housing possibilities, personal
experiences, and other pertinent information. Contact between Hosts and
Finalists is forbidden before Placement Week. ABSOLUTELY no deals are to
be made. Fellows and alumni are free to communicate regarding general
questions.

By late November, Hosts will receive the appropriate Finalists'
application packages (Legislative or Executive) for review. By the end
of November Hosts must notify the NSGO of their decision whether or not
to host a Fellow during the next year.

**9. Placement Week**

During a pre-selected week in November or December (December 3-8 for
2006), Finalists are required to travel to Washington, D.C. for
interviews with Hosts. This trip is funded by the sponsoring Sea Grant
program for up to \$1,500 from the Fellowship award.

At the start of Placement Week, Hosts who have completed their online
application and been approved by NSGO will provide a 10 minute
presentation to the Finalists outlining the principle duties of the
office and the role the fellow would play in that office. Hosts will
also include their availability during the week for interviews, the
location of the interviews, and the person conducting the interviews.
One half hour is allocated for each interview. At the end of the
interview process, Finalists and Hosts are responsible for establishing
mutually agreeable placements. Final placement must be ratified by the
NSGO Director or his/her designee.

A typical interview week agenda may look as follows ("All" refers to all
Finalists):

**Sunday**

[All]{.underline} Evening Meet for briefing and dinner

**Monday**

[Executive Finalists]{.underline}

7:00 am Breakfast at hotel (breakfast opens at 6:30 am)

7:30 am Meet to travel to Silver Spring (\$5 will be collected Sunday
night to cover snacks

> and refreshments)

8:30 am Briefing by Hosts

5:00 pm Final group discussion

[Legislative Finalists]{.underline}

7:45 am Meet for breakfast at hotel

9:00 am Seminar on the legislative process

[All]{.underline}

5:30 pm Dinner at hotel

6:30 pm Evening Activity

**Tuesday**

[Executive Finalists]{.underline}

7:00 am Meet for breakfast at hotel

7:45 am Travel to Silver Spring

8:30 am Schedule interviews with Hosts\*

1:30 pm Begin interviews with Hosts

[Legislative Finalists]{.underline}

7:30 am Meet for breakfast at hotel

9:00 am Briefing/discussion with current class

noon Lunch

1:30 pm Briefing by Hosts and schedule interviews\*

[All]{.underline}

5:30 pm Dinner at hotel

6:30 pm Evening Activity

**Wednesday**

[All]{.underline}

7-8:00 am Meet for breakfast at hotel

[Executive Finalists]{.underline}

8:00 am Continue interviews with Hosts

[Legislative Finalists]{.underline}

9:00 am Begin interviews with Hosts

[All]{.underline}

6:00 pm Interviews end for the day

5-6:30 pm Dinner at hotel

6:30 pm Evening activity

**Thursday**

[All]{.underline}

7-8:00 am Meet for breakfast at hotel

[Executive Finalists]{.underline}

8:00 am Continue interviews with Hosts

4:30 pm Interviews end

Legislative Finalists

9:00 am Continue interviews with Hosts

6:00 pm Interviews end for the day

[All]{.underline}

5-6:30 pm Dinner on your own

6:30 pm Evening activity

**Friday**

[All]{.underline}

7:00 am Meet for breakfast at hotel

[Executive Finalists]{.underline}

6:30 am Host Selection Lists due via email to oar.sg.fellows@noaa.gov

7:45 am Travel to Silver Spring on your own

8:30 am Arrange placements in Silver Spring

1:00 pm Obtain signatures on ratification document and discuss new
assignments

[Legislative Finalists]{.underline}

9:00 am Continue interviewing

11:30 am Complete interviews

12:30 pm Host Selection Lists due via email to oar.sg.fellows@noaa.gov

1:30 pm Arrange placements

3:30 pm Obtain signatures and discuss new assignments

[All]{.underline}

6:00 pm ALL RATIFICATION documents returned to the National Sea Grant
Office or

> designated location

6:00 pm Dinner and Evening Activity

\*The Knauss Program Manager or designee will fax/email each Host office
Tuesday with their schedule for Finalists' interviews (Executive before
1:30 pm and Legislative late afternoon). Additional interviews may be
requested during the Tuesday through Thursday interview period. Refer to
master schedule to determine Host availability. Finalists will be given
an Interview Form for appointments.

# 

# [Note to Finalists]{.underline}: Business dress through Friday. 

# Following your placement decision on Friday afternoon you will meet with your selected Host

# to obtain their ratification signature and to further discuss your assignment next year.

Finalists and Hosts must not make commitments and/or agreements
concerning placement before group placement on Friday. This ensures an
opportunity for the greatest possible interaction between Finalists and
Hosts leading to optimal arrangements.

Once the Host office has completed its interviews, the Host
representative should email their selection list to
[oar.sg.fellows@noaa.gov](mailto:jacques.oliver@noaa.gov) no later than:
6:30 am Friday for Executive Hosts and 12:30 pm Friday for Legislative
Hosts. All lists must be numerically ranked, with no more than one
person listed per number. Ranking of the Fellows by the Hosts, albeit
difficult, alleviates many difficulties during the Fellows'
deliberations. Hosts and Finalists should reach their agreement on
Friday, finalizing arrangements Friday afternoon. A contact number for
each Host must be provided during placement week in case Finalists have
further questions. Hosts should make every effort to be as available as
possible during placement week in case Fellows have further questions.

After the placement meeting on Friday the remainder of the day should be
spent making final arrangements and obtaining signatures on the
ratification document. Finalists will meet with the Knauss Program
Manager to resolve any discrepancies or problems.

The guidelines previously outlined have been designed to provide the
greatest opportunities possible to Fellows AND Hosts. Departures from
the above guidelines may be made at the discretion of the Fellows
Program Manager only.

It is the principal responsibility of each Finalist to identify an
appropriate Host who will accept the fellow for the following year. The
NSGO will assist in this process by providing counsel, but cannot ensure
placement in every case.

Immediately following ratification of all positions, the NSGO will send
an email notification to Hosts, Fellows, and Sea Grant Directors as to
the final placements.

Fellows will start their assignments February 1. Upon acceptance,
Fellows have committed to the Fellowship program for a full year. Early
withdrawal from the program (unless approved by the Knauss Program
Manager) is deemed unacceptable and will forfeit the status and
privileges of the Fellowship.

**10. Reporting Requirements**

Knauss Sea Grant Fellows will be administratively responsible to their
sponsoring Sea Grant Directors during their terms in Washington, D.C.,
but must be responsive to the administrative and technical needs of the
Host to whom they report. The role of the Knauss Program Manager in the
NSGO is one of ombudsman between the Fellow, the Host, the Sea Grant
Program, and the sponsoring institution.

The NSGO's Knauss Program Manager will conduct a personal mid-year
review with all of the Hosts. Regular contact with Fellows will occur
throughout the year. If a conflict arises, a meeting with the NSGO's
Knauss Program Manager will be scheduled. The NSGO requires an Exit
Evaluation Report from each fellow that discusses his/her experience,
particularly as it relates to meeting his/her education objectives.

## 

## 11. Health Insurance

Health Insurance coverage is mandatory. Check with the local Sea Grant
program as to what possibilities are available, if any. Documentation of
Health Care coverage needs to be on record with the sponsoring Sea Grant
program.

**12. Travel Requests**

The additional \$7,000 will be used to cover mandatory health insurance
for the fellow and moving expenses. Any remaining funds shall be used
during the fellowship year to satisfy academic degree-related
activities, and for fellowship-related activities respectively. During
the year, the Host may provide supplemental expenses for work-related
travel by the Fellow, i.e., conferences, workshops, short courses, or
similar opportunities.

The Host and the sponsoring Sea Grant Director must approve all travel
in advance. A letter of request (paper or email) should be initiated by
the Fellow and approved by the Host. This request will be sent to the
Sea Grant Director, explaining the reason for the trip and approximate
costs. This process must be completed well in advance to ensure adequate
opportunity for the Host and Sea Grant Director's comment and approval.
If the travel is in question, the Knauss Program Manager will mediate
the situation as needed.