FAQs

General Information

Registration Information

Position Description Information

Scheduling Interviews

About the AAAS Science & Technology Policy Fellowships

Q: What are the AAAS Science & Technology Policy Fellowships?

The AAAS S&T Policy Fellowships are provided as an educational and public service opportunity, with the aim to foster policy-savvy scientists and engineers. Fellowships are awarded to highly qualified individuals interested in learning about the science-policy interface while applying their scientific and technical knowledge and analytical skills to the federal policy realm. The fellowships run for one year with an optional second renewal year.

Q: How are finalists selected?

Finalists are selected because they contribute broad scientific and technical skill sets and perspectives, not because of expertise in a particular discipline. Independent selection committees have designated candidates who are smart, adaptable, communicate well, and can apply their scientific and technical expertise broadly. So we encourage you to view the placement opportunities in your office broadly as well when selecting candidates to interview.

Q: How are fellows placed?

All offers of fellowship placements are made by AAAS on behalf of prospective host offices. Because there are multiple candidates and multiple offices/agencies, it is essential that AAAS serve as an intermediary, communicating in both directions the offers and acceptances. After Finalist Interview Week, finalists and host offices submit rankings through the online portal. AAAS manages the matching process and extends offers based on these rankings.

Q: When do you need a confirmation of host office funding?

Fellowships in the executive branch are funded by the host offices and agencies. Some offices may not know by March whether they have the funds to host a fellow. AAAS is not able to make a placement offer on behalf of a host office until the funding status has been resolved. If this is your circumstance, please contact your designated point of contact on the STPF staff for questions about the funding dimensions.

Q: When will my fellow start?

Fellowships begin on September 1 and end on August 31. Fellows spend the first two weeks in an orientation program organized by AAAS. The 2024 orientation runs from September 3-12. Most fellows in the executive branch will report to their host offices on September 13, 2024.

Q: How do user permissions work in the Liaison Portal?

Most actions in the portal are tied directly to a specific Position Description (PD). The user permissions for site functions are dictated by whether or not you created the related PD. Below is a quick overview of major functionality on the site and what you can do based on whether or not you are the PD author. If there is a specific action you are prevented from doing, that you would like help with, please contact your STPF Program Manager or STPF support staff through the Message Center.

Action

 If You Did Create the Related PD If You Did Not Create the Related PD
Edit Drafted PD YES NO
Clone PD YES NO
View PD Details YES NO
Submit PD For STPF Review YES NO
Withdrawal PD YES NO
View Status Of PD YES NO
View Finalist Information YES YES
Schedule Interviews For PDs In Your Office YES YES
View Finalist's Schedule YES YES
View Interview Schedule For Your Office YES YES
Rank Finalists For PD YES NO

Liaison Registration

Q: Can my scheduler or administrative assistant manage my schedule online?

Yes, in accordance with the permission set above. Your administrative staff or scheduler can create a separate registration in the Liaison Portal. Staff will review and process these requests within 1-2 business days. As an office liaison or mentor, if you have submitted a position description, your administrative staff does not need to resubmit a posting. Instead, they may simply manage the scheduling of applicants by registering under the same office as the position you have entered. Registrants that did not submit the position description will not be able to rank finalists for that position - this ability remains a feature only for those who entered the position description directly.

Q: I completed my registration, why can't I log in?

All registrations are reviewed and vetted by the agency's designated STPF Program Manager once they are submitted. You will receive an email notification upon approval. Please allow 1-2 business days for your registration to be processed. You can see more information in the Registration Instructions.

Q: Can we have multiple people register for accounts within one office?

Yes. There are no limits to the number of people that can register within an office.

Position Descriptions

Q: Can I just submit my positions through email?

All positions must be submitted online via the Liaison Portal Positions page by March 14, 2024. We do not accept emailed files. The Positions page and Position Description form provide additional information on the submission process.

Q: Are there limits to the number of positions I can submit?

No. You may submit an unlimited number of positions, as long as they are in by the deadline and can be funded by your agency.

Q: Can I withdraw a position after I submit it?

Yes. Once your position has been approved by STPF, you will be able to remove a position by clicking on the Withdraw button. This will take you to a confirmation page before removing the position. If you would like to remove a position prior to it having been approved, please contact your STPF Program Manager through the Message Center.

Q: How do I edit a position after it has been submitted?

You will need to contact your STPF Program Manager through the Message Center and provide us with the requested changes. We will then make the changes in the system for you.

Q: Can I see all the position descriptions for my office/agency?

If you would like to see all the position descriptions for an office or an agency, please contact your STPF Program Manager through the Message Center. They may be able to generate an export file for you.

Q: I have multiple openings but they all have the same description. Can I just create one position?

No. You will need to create a Position Description for each opening, even if the descriptions are the same. This is because the applicant rankings and offers are tied directly to a position. If you only create one position, then you will only have one set of rankings, and only one offer will go out. You can easily create multiple Position Descriptions using the Clone feature on the Positions page. Please remember to give each position a unique title for clarity. This can be as simple as "Policy Fellow 1 of 2" and "Policy Fellow 2 of 2."

Q: What information in the position description will be shared with Finalists?

Finalists will have access to the full position description for any position you submit. The only field the Finalists do not see is the optional "Additional Information for STPF Staff." Finalists do not have access to any position that is in "Drafted" status.

Q: Can I specify a required security clearance level for a position?

Yes. There is a mandatory field in the position description for required security clearances. The field includes “N/A,” for those positions that do not require a clearance, and “Other,” for a text field to enter those not listed or multiple clearances. Please keep in mind that most fellows do not come into this one-year fellowship already possessing a clearance, and if the position requires a Top Secret or Q clearance, it could delay when the fellow would be able to start. AAAS STPF is not responsible for the security clearance process and cannot provide time estimates.

Scheduling Interviews

Q: Where can I find the contact information for an applicant?

If you go to the Applications and Interviews page (available in mid-March) you will be able to pull up an applicant's materials. This can be found at the bottom of the page below your interview schedule. A contact email for each applicant can be found by clicking on their name and scrolling past the instructions. It will be just above the quick links.

Q: Can I see the schedule of interviews for my entire office?

Yes. The schedule displays on the Applications and Interviews page for the entire office.

Q: Can I schedule interviews for any position in my office?

Yes. You can schedule interviews for any open position in your office, but you will only be able to rank finalists if you created the position description.

Q: How do I cancel an interview?

During the pre-scheduling interview period, you may delete or cancel interviews that you have pre-scheduled. Once the pre-scheduling period ends, you will not be able to make any changes or cancel any interviews until the Monday of Finalist Interview Week in order to give applicants a chance to review their schedules. When scheduling reopens on Monday of Finalist Interview Week, you may cancel interviews again in the portal and a notification will be sent to the finalist(s). Outside of these periods, please contact us through the message center specifying which interview you would like edited or canceled.

Q: Can I schedule additional interviews after the April 10, 2024 liaison pre-scheduling deadline?

You may reach out to finalists directly to schedule additional interviews starting April 15, 2024 and these additional interviews can be added in the scheduling portal.

Q: What do I do if I receive an email that the finalist declined the interview?

Cancellations could be a result of the finalist withdrawing their application completely, having a conflict, or not being interested in a specific position. We encourage finalists to keep an open mind about opportunities, but ultimately the decision is up to them. You can continue to schedule additional appointments in the liaison portal until April 10, 2024. Starting April 15, 2024, you can contact other finalists directly to schedule different interviews in the portal. Finalists may also contact offices starting April 15 to request additional interviews.

Q: Can I reach out directly to Finalists prior to April 15, 2024 to schedule interviews?

No. All interviews prior to Finalist Interview Week must be scheduled through the Liaison Portal.

Q: Can I have my current fellow support the interview process?

Current fellows cannot participate in interviewing finalists, reviewing finalist materials, or participating in the evaluation process in any way. This is a violation of the conflict of interest rules and, depending on their position, a potential violation of federal regulations. Current fellows can help with scheduling logistics, providing information on the office or their experiences as a fellow, and general inquiries.

Thank you again for your interest in and enthusiasm for the AAAS S&T Policy Fellowships!