APPLY TO HOST A CALIFORNIA SEA GRANT STATE FELLOW
Timeline Highlights
Changes This Year
Program Description
Stipend and Expenses
Length of Assignment
Extension Project Opportunity
Host Application
Host Selection
Matching Process
Timeline
Contacts
TIMELINE HIGHLIGHTS
All times listed in Pacific Time (PT)
- Host applications due: May 30, 2025 5:00 PM PT
- Fellowship applications due: June 13, 2025 5:00 PM PT
- MANDATORY Host Office Hours: August 25–29, 2025
- MANDATORY Matching Workshop: September 8–10, 2025
Changes THIS YEAR
Based on feedback from Post-Matching Workshop surveys and California Sea Grant host focus groups, the following changes will be in effect for the 2026 State Fellowship.
Host Guidebook
We are making an effort to minimize the amount of information in our email communications regarding the 2026 State Fellowship. Instead of multiple emails, a Host Guidebook will be shared with participating host agencies upon acceptance as a host. This guidebook will streamline communication and provide key information. It will be regularly updated, and hosts will receive short email notifications to check for updates/action items.
Office Hours
Hosts must offer at least two 1-hour office hour sessions for state finalists; we highly recommend more sessions for hosts with multiple fellowship positions. These sessions provide a crucial opportunity for finalists and hosts to connect, discuss position details, and gain a clear understanding of the role and expectations of the fellowship. As hosts and finalists found these office hours to be more helpful than the virtual networking event hosted for the 2025 matching workshop, we will only require office hours this year.
INTERVIEWS
Matching Workshop Interviews will now take place over three full days instead of 2.5 days to provide more options for hosts and finalists while navigating scheduling conflicts.
FOLLOW-UPS
To respect the time and effort of our host agencies and finalists, we will no longer hold follow-up conversations after interviews. Survey responses and focus group discussions showed that both hosts and finalists have found follow-up conversations to be challenging and confusing. Additionally, there was little evidence that these conversations significantly positively impacted final decisions or rankings. Thus we will encourage all hosts and finalists to fully utilize all opportunities prior to and during the interviews to learn what is needed to make ranking decisions.
UNRANKED and RANKED LISTS
During the Matching Workshop, both hosts and finalists will submit two lists:
- Top 10 Unranked List – Submitted after interviews, this list includes the top 10 finalists the host is interested in matching with (in no particular order).
California Sea Grant will provide each host with a list of finalists who included them in their Top 10 Unranked List. Hosts will then use this information to help inform/create their Final Ranked List. This is the only information that Hosts will receive from finalists following interviews, as there will be no follow-up conversations this year.
- Final Ranked List – This final list ranks preferred finalists in order of match preference. Hosts should only list finalists they are willing to be matched with.
Program DESCRIPTION
The California Sea Grant State Fellowship Program provides a unique educational and professional opportunity for graduate students who are interested in coastal and marine resources in California, and the policy decisions affecting those resources. Modeled after the highly successful national Knauss Marine Policy Fellowship Program, the State Fellowship Program is designed to provide recent graduates an opportunity to acquire "hands-on" experience in the planning and implementation of coastal and marine resource policies and programs in the state of California. The program matches highly motivated and outstanding graduate students (near completion of degree or recently completed) with "hosts" in California municipal, state, or federal agencies, as well as research and conservation organizations in California with mandates in coastal or marine research, policy, or management. The fellowship program serves to both increase the capacity of ocean and coastal management agencies in California with highly motivated and talented graduate students, and to facilitate the training and development of the next generation of ocean and coastal leaders.
Since the inception of this program in 1987, 350 graduate students and recent graduates have been successfully placed in a variety of local, state, and federal agencies that address California coastal and marine resource issues. This fellowship program has helped jumpstart the careers of coastal and marine policy professionals. You can read about current and past State Fellows at https://caseagrant.ucsd.edu/students/fellowship-alumni.
Prospective hosts will provide an educational opportunity to fellows who will, in turn, provide substantial professional contributions to the office. Hosts are expected to supervise, mentor, and provide opportunities for fellows to be involved in substantive issues that support the fellow’s professional and educational goals. The fellow will be expected to engage with the host office at a full-time equivalent, remotely and/or on-site and with other staff and/or leadership, as appropriate. Hosts and fellows are responsible for agreeing on remote/virtual, on-site, and hybrid arrangements.
Prospective fellows submit fellowship applications through California Sea Grant (via the online application system eSeaGrant) and are screened for appropriate academic background, employment history, career and education goals, community and extracurricular activities, interest in the fellowship, and for professional skills such as initiative, leadership, adaptability, communication, and analytical skills.
The process and requirements of becoming a host to a California Sea Grant Fellow is outlined below.
California Sea Grant strongly encourages all prospective hosts to see the complete schedule and place appropriate holds on their calendars early.
Placement of a fellow in each prospective host office is not guaranteed.
STIPEND AND EXPENSES
Prospective hosts are expected to contribute at least 75% of the costs to support a fellow. If a host is requesting more than one fellow, the host will pay 100% of the costs associated with any additional fellowships. California Sea Grant will administer the monthly stipend payments, health insurance, and travel reimbursements for each fellow.
Hosts are expected to contribute at least 75% of the total direct costs of their first fellowship award (includes stipend, health insurance reimbursement, and travel costs) plus administrative support (calculated at 12% of the full direct cost per fellow for 2026) plus applicable indirect costs (IDC). Hosts will contribute 100% of the total direct costs of any additional fellowships, plus administrative support, and applicable IDC. If you have any questions about the IDC, please contact the California Sea Grant fiscal office (sgproposal@ucsd.edu). A summary of costs to potential hosts is as follows:
- Direct annual cost of fellowship award (stipend [$57,792], health insurance [$3,732], travel [$2,500])= $64,024
- California Sea Grant Administrative Support (12% of direct costs for 2026)= $7,683
- Indirect cost rate= varies by Prime Funding Source
Future Budget Considerations
For 2027, fellowship costs will be increased as follows: stipend $58,656, health insurance $3,792, and travel $2,500, for a total direct annual cost of $64,948 for a fellowship, plus administrative support and applicable IDC.
Once hosts are confirmed, they are expected to work with California Sea Grant and the Scripps Institution of Oceanography Office of Contract and Grant Administration to put into place a cooperative or interagency agreement for each fellowship award prior to the start of fellowships in winter 2026. Fellows are NOT ALLOWED to start work until the funding agreement is completed. If a host agency is unable to complete an agreement before the start of the fellowship (January–March 2026), California Sea Grant may ask the host to defer to the next fellowship class. California Sea Grant is the final arbiter of decisions regarding undertaking cooperative or interagency agreements with prospective host agencies.
*If a host has more than one fellow, California Sea Grant’s contribution of 25% may be applied evenly among the fellows for contracting purposes at California Sea Grant's discretion.
LENGTH OF ASSIGNMENT
The length of a fellowship assignment is 12 months (short extensions may be possible at California Sea Grant's discretion). The fellowship, for this year’s competition, will begin in the winter of 2026 (January to March). Extensions beyond the 12-month fellowship are 100% covered by the host agency, plus administrative support (calculated at 12% of the full direct cost per fellow for 2027 rates), and applicable indirect costs (IDC). An extension justification is required and must be approved by California Sea Grant.
START DATE
To ease logistical burdens and prevent delays for stipend payments, 2026 fellows are strongly encouraged to start the first 10 days of the month either in January, February, or March 2026, with the exact start date negotiable between an individual host and fellow. If relocation is required for the fellowship position, fellows should not move until a host agreement has been fully executed with California Sea Grant.
EXTENSION PROJECT OPPORTUNITY
Over the course of the twelve-month fellowship, California Sea Grant State Fellows will have the opportunity to engage with the California Sea Grant Extension Program through optional Extension Projects. These projects are meant to be collaborative opportunities offered to enhance the fellowship experience, expose fellows to CASG extension specialists and what extension work is, provide additional professional development to fellows, and engage fellows on familiar and/or new topics that complement their fellowship tasks. California Sea Grant Extension Specialists work with state and federal agencies, nonprofit organizations, local businesses, and members of the California coastal community to identify emerging marine resource problems and opportunities, conduct applied scientific research, and share findings with stakeholder groups. State fellows will be able to choose one extension project that aligns with their fellowship assignments or with their professional and career interests. Fellows are anticipated to contribute no more than ~320 hours (two months) spread out over the year on these extension projects. As each Extension Specialist, project, fellowship position, and individual fellow is different California Sea Grant will provide flexibility as best possible to create organic collaborative opportunities through the extension projects for state fellows. California Sea Grant will encourage fellow participation in Extension Projects, but these are not mandatory for a fellow. Host agencies are expected to allow State Fellows to participate in extension projects for up to ~320 hours of their time, if a State Fellow chooses to do so.
HOST APPLICATION
The California Sea Grant State Fellowship program is open for participation by municipal, state and federal agencies, as well as research and conservation organizations in California with mandates in coastal or marine research, policy, or management.
application components
Host Office Information
- Host Office Name
- Host Office Location (Address)
- Name(s) of Fellowship Supervisor(s)
- Email(s) of Fellowship Supervisor(s)
- Name of Fiscal Point of Contact for California Sea Grant
- Email of Fiscal Point of Contact for California Sea Grant
Fellowship Position Description
If selected as a participating host, this description will be made available as submitted to prospective fellowship applicants.
The position description should provide a position title (i.e. Aquaculture and Blue Technology Fellow), detailed description of the fellow’s role and responsibilities, and potential projects throughout the year.
Details on the working location/expectations of the fellow. (i.e. virtual schedule, hybrid schedule, in-person schedule, and whether the fellow is required to relocate for the fellowship)
This position description should serve as an opportunity to describe how the position serves as a valuable educational and professional development opportunity, offering hands-on experience and mentorship in a dynamic environment. In addition to including the practical skills fellows will develop, the position description should include potential professional development opportunities, including specialized trainings, workshops, meetings, and trips that enhance the fellows learning and career readiness. Host agencies bring a wealth of experience in mentoring, guiding, and developing young professionals, providing structured support and exposure to industry best practices. Through their positions, fellows should be building a strong foundation for their future careers while expanding their professional networks and knowledge.
This position description is the first “touch point” between finalists and state agencies.
Statement of Proposed Financial Contribution
The statement should include the total dollar amount of proposed financial commitment, as well as the source of proposed funding. For example, federal, state, private, NGO, etc.
Hosts are required to provide at least 75% of the entire cost of the (first) 12-month fellowship (including stipend, health insurance reimbursement, travel costs, administrative support and applicable IDC). Hosts must pay 100% of the costs for any additional fellowship(s) and/or extensions.
HOW TO SUBMIT A HOST APPLICATION
Please compile the information above into a single PDF document and email to sgproposal@ucsd.edu by May 30, 2025 5:00 PM PT.
Note: California Sea Grant reserves the right to determine a host. For example, host agencies with multiple districts, divisions, offices, etc. will be viewed as one host by California Sea Grant.
HOST SELECTION
Acceptance of a host application will be based on the following criteria:
- The level of educational and professional benefit for the fellow in providing opportunities to gain on-the-ground training in coastal and marine resource management and policy development.
- The host office’s previous experience working with interns, fellows (including Sea Grant Fellows), or other mentoring/educational programs.
- The level of financial commitment. Hosts are required to provide at least 75% of the entire cost of the (first) 12-month fellowship (including stipend, health insurance reimbursement, travel costs, administrative support, and applicable IDC). Hosts must pay 100% of the costs for any additional fellowship(s).
- If applicable, the host’s prior agreement performance, such as their demonstrated ability to put into place a cooperative or interagency agreement for each fellowship award prior to the start of fellowships.
California Sea Grant staff will evaluate host applications against the above criteria, priorities of the State Fellowship Program, and California Sea Grant's administrative and financial capacity to determine final host fellowship opportunities.
California Sea Grant has the right to decline host applications. Selected hosts will be contacted by California Sea Grant staff by June 6 (approximately). Any changes in the fellowship supervisor or point of contact throughout the application, matching workshop, and fellowship duration must be shared with California Sea Grant.
MATCHING PROCESS
Once a host organization has been selected by California Sea Grant to participate in the State Fellowship Program, there are several items that will be required by hosts to submit and participate in, including but not limited to:
- Host Presentation Recording & "Get to Know You" Videos
- Hosts Provide Their scheduling for Office Hours and Interviews
- Host Office Hours
- Interview Scheduling Event for Finalists
- Matching Workshop Interviews
- Unranked and Ranked Lists
- Matching Algorithm
1. HOST PRESENTATION RECORDING & "GET TO KNOW YOU" VIDEOS
Prior to the matching workshop, each host will record a presentation via an online video platform that provides a background of the organization and scope of the general duties of their position. If hosts require assistance for the recording, California Sea Grant can help by scheduling and recording host presentations by Zoom. We will encourage all finalists to view presentation recordings to gain a better understanding of the fellowship opportunities and host agencies. All presentations will be recorded and distributed to finalists via a shared folder.
Once a host organization has been selected and notified by California Sea Grant to participate in the State Fellowship Program, they will be contacted with instructions for the presentation recording.
Along with host presentations, we also ask each host to record a, “Get to Know You” video with the goal of demonstrating the personality and character of the host offices and mentors. The goal is to help provide common ground for discussion as well as stand in the place of traditional networking events. These videos will be available to finalists prior to and during the matching workshop. California Sea Grant will provide general prompts to each host to record a short, ~5 min video for each host. Along with the prompts, we encourage hosts to bring a bit of their own personality to the videos. If you submitted a “Get to Know You” video last year, you are welcome to use the same recording if key details have not changed. More information about these videos will be provided once hosts are selected.
2. HOST PROVIDE THEIR SCHEDULING FOR OFFICE HOURS AND INTERVIEWS
Once a host organization has been selected by California Sea Grant to participate in the State Fellowship Program (approximately June 6), a scheduling survey will be sent by California Sea Grant in order to schedule each host at least two 1-hour office hour sessions for state finalists during the week of August 25–29, 2025. We highly recommend more sessions for hosts with multiple fellowship positions.
The mandatory matching workshop for 2026 State Fellows and Hosts will take place virtually over 3 days (September 8–10). Hosts will also submit their availability for interviews during the Matching Workshop. Each host must have a minimum of 12 interview slots open during the matching workshop window. We highly recommend hosts to include more interview slots, particularly for hosts with multiple fellowship positions. However, each host can determine for themselves the maximum number of interviews and corresponding time slots they will be available for.
A full detailed virtual matching workshop schedule will be finalized in the near future. An outline of the schedule can be found here.
3. HOST OFFICE HOURS
Hosts will host at least two 1-hour office hour sessions (via a virtual platform of their choosing) for state finalists during the week of August 25–29, 2025. These sessions provide a crucial opportunity for finalists and hosts to connect, discuss position details, and gain a clear understanding of the role and expectations of the fellowship.
4. INTERVIEW SCHEDULING EVENT FOR FINALISTS
Utilizing the interview availability submitted by hosts, California Sea Grant will work with finalists to select their own interview schedules. Each finalist will be required to select a minimum of 12 interviews. California Sea Grant will send each host their finalized schedule sheet. Each host will then be required to send their own calendar invites plus a link to a virtual conference platform for holding interviews to each finalist who signed up on their schedule sheet.
5. MATCHING WORKSHOP INTERVIEWS
The matching workshop interviews will take place over the course of 3 days (September 8–10) based on each host’s and finalist’s respective schedule. Each host must have a minimum of 12 interviews during the matching workshop window. Each finalist will each have a 30 minute interview with the host agency. Hosts should lead the interviews with prepared interview questions, and ensure that they leave time for the finalist to ask questions.
California Sea Grant cannot guarantee that a host will have an interview with a particular finalist.
6. UNRANKED AND RANKED LISTS
During the Matching Workshop, after the interviews have taken place, both hosts and finalists will submit two lists:
Top 10 Unranked List – The first list will be a Top 10 Unranked List. For hosts, this list includes the top 10 finalists the host is interested in matching with (in no particular order). This list allows you to indicate your interest in specific finalists and help them prioritize their final ranking list. This list will be submitted to California Sea Grant after interviews on September 11, 2025 by 5:00 PM PT. Finalists will also submit a Top 10 Unranked List. For finalists, this list includes the top hosts positions the finalists are interested in matching with (in no particular order).
On the morning of September 12, 2025 by 10:00 AM PT, California Sea Grant will provide each host with a list of finalists who included them in their Top 10 Unranked List. Hosts will then use this information to help inform/create their Final Ranked List.
Final Ranked List – The second and final list will be a Final Ranked List. For hosts, this list includes preferred finalists in order of match preference. Hosts can rank as few or as many finalists as they are willing to be matched with. This list will be submitted to California Sea Grant on September 15, 2025 by 5:00 PM PT. Finalists will also submit a Final Ranked List. For finalists, this list includes preferred host positions in order of match preference. Finalists can rank as few or as many host positions as they are willing to be matched with.
7. MATCHING ALGORITHM
California Sea Grant will use a matching algorithm to match hosts and finalists based on the Final Ranked Lists. Once matches are finalized, both the Host Office and the Finalist will be notified via the same email. Matched finalists will then be required to confirm their match with the Host Office through a Google Form.
Unmatched Finalists and Host Offices may be offered additional opportunities to be matched directly; waitlist candidates may also be offered the opportunity to interview with unmatched Host Offices.
California Sea Grant aims to minimize drop-out of state fellows finalists at any stage in the matching process, however placement of a fellow in each prospective host office is not guaranteed. Finalists invited to the matching workshop are not guaranteed a fellowship. California Sea Grant will do as much as we can to work with finalists and host agencies to fairly provide alternative solutions in the event of not matching or finalist/host drop-outs.
TIMELINE
A more detailed outline of the timeline can be found here.
All times listed in Pacific Time (PT)
March 31, 2025: Call for Host applications open
April 15, 2025: Request for Fellowship Applications open
May 30, 2025 5:00 PM PT: Call for Host applications due
June 6, 2025 (approximate): Accepted host agencies notified. Hosts assigned Presentation and Get To Know You Video Assignments. Hosts provide Office Hours and matching Workshop Interviews availability
June 13, 2025: Request for Fellowship Applications close
June 16, 2025 (approximate): Final host positions posted on California Sea Grant website
June 14, 2024 5PM: Request for Fellowship applications due
June 16 – July 25, 2025: California Sea Grant screening of fellowship applications to select finalists
July 24, 2025 5:00 PM PT: Host Presentation and Get To Know You Videos Due
July 25, 2025 5:00 PM PT: Selected Finalists notified
July 28, 2025: Finalists applications distributed to participating hosts via the Host Resource Folder
August 1, 2025: Finalist Presentation Videos and Slide Decks Due
August 4, 2025: Finalist Presentation Videos and Slide Decks distributed to participating hosts via the Host Resource Folder
August 25 – 29, 2025: Host Office Hours for Finalists
September 3, 2025 9:00 AM – 1:00 PM PT: (Finalists only) Interview Scheduling Event
September 3, 2025 3:00 PM PT: California Sea Grant shares interview schedules with hosts
September 4 – 5, 2025: Hosts share interview invites with finalists/ California Sea Grant Office Hours for hosts and finalists
September 8 – 10, 2025: MANDATORY Matching Workshop Interviews.
September 11, 2025 5:00 PM PT: Host/Finalist Top 10 Unranked List Due
September 12, 2025 10:00 AM PT: California Sea Grant provides each host with a list of finalists who included them in their Top 10 Unranked List.
September 15, 2025 5:00 PM PT: Host/Finalist Final Ranked List Due
By September 26, 2025: Fellowship matches announced
By December 2025: Host offices finalize funding agreements
January–March 2026: Fellowship begins
CONTACTS