Benjamin A. Gilman International Scholarship Program | Award Documentation Guidelines

Award Guidelines

Gilman Terms and Conditions Contract

All Gilman Scholarship recipients are required to read through the Terms and Conditions Contract and understand the terms of accepting their Gilman Scholarship. The Gilman Program recommends you keep a copy of the Terms and Conditions Contract while you are abroad so you can reference this information when necessary.


Proof of U.S. Citizenship

All Gilman Scholarship recipients must be a U.S. Citizen and provide appropriate documentation to show their citizenship. You must upload a legible copy of one of the following documents:

    1. U.S. Passport (photo page);
          a. Passport cannot be expired.
    2. U.S. Passport Card;
          a. Passport Card cannot be expired. 
    3. U.S. Birth Certificate;
    4. Certificate of U.S. Naturalization;
    5. Certification of Birth Abroad as U.S. Citizen.

Important: All uploaded files must be of good quality and completely legible. If the Gilman Program deems an uploaded file as not legible, you will be required to resubmit an improved quality of your document, which will delay the completion and approval of your award documentation, as well as receipt of your scholarship funds.


Acceptance Letter into Study Abroad Program

All Gilman Scholarship recipients must be accepted into the study abroad program indicated in their application. You must upload a copy of your official acceptance letter you received from your study abroad program or host institution. Please review the guidelines below for your study abroad acceptance letter:

  • Letter must be addressed to you with your first and last name;
  • Letter must be in English;
  • Letter must identify your study abroad program, host country and dates and/or academic term of study;
  • Letter must be signed by the composer of the letter, which should be a representative from your program provider or an administrator from your host institution.

If the official study abroad acceptance letter you received does not meet one of the criteria listed above, please have your study abroad advisor compose a letter containing all of the information required to prove your acceptance.

Other Possible Forms of Acceptance

  • Email Notification:

    If you received your official notification of acceptance via email you will save the original message as a document or print and scan to save as a .jpg, .gif, or .pdf file in order to upload into your Gilman online award documentation. Please note that the document must contain the entire email message and meet the requirements listed above.
     
  • Website:

    If you received your official notification of acceptance through your account on the program provider’s website, you can either take a screenshot of the page in its entirety and save as a document or print the screen view and scan to save as a .jpg, .gif, or .pdf file in order to upload into your Gilman  online award documentation.

Important: The Gilman Program will not accept nomination or conditional letters as proof of acceptance. Nomination and conditional letters are not an official acceptance. Nomination letters are provided by your home institution nominating you to the host country institution.  Admission is contingent upon approval by the host institution. Conditional letters do not provide full proof of acceptance as acceptance is conditional upon further action by you. 


International Health Insurance Coverage

All Gilman Scholarship recipients must have adequate international health insurance (in countries in which you’ll be studying) in order to receive their scholarship funds.  In most cases, this insurance will be provided by either your home institution or included with your program fees to a study abroad provider. As a general rule and requirements for the Gilman Program, your insurance plan should cover you internationally for the following:

  • Accident & sickness medical expenses;
  • Emergency medical evacuation;
  • Repatriation of remains.

In order to provide proof of your international health insurance you will need to upload the following documents:

  1. Copy of your insurance identification card that includes your name and dates of coverage, and
  2. Summary of benefits that specifically states the coverage mentioned above.

Important: All uploaded files must be of good quality and completely legible. If the Gilman Program deems an uploaded file as not legible, you will be required to resubmit an improved quality of your document, which will delay the completion of your award documentation and receipt of your scholarship funds.

Other Possible Documentation of International Health Insurance Coverage

  • Insurance Letter:

    You may receive documents of your insurance coverage in the form of a letter.  This will be an acceptable form of proof as long as the official letter contains your full name, coverage dates, and the summary of international coverage.

  • International Student Identity Card (ISIC):

    If you have purchased an ISIC you may upload a copy of your card.  If you have not received your card at the time Gilman Award Documentation is due, then you can upload your receipt of purchase (emailed to you if purchased online).

  • iNext Card:

    If you have purchased an iNext card you may upload a copy of your card. If you have not received your card at the time Gilman Award Documentation is due, then you can upload your receipt of purchase.

Important: Your regular U.S. health insurance company may not provide sufficient travel-related coverage, and Medicare/Medicaid doesn’t cover services outside of the U.S.


Transcript

All Gilman Scholarship recipients must upload, via Gilman's online portal, an official transcript from their currently enrolled institution. Your current transcript must include your “in progress” term and/or the completed term before your Gilman Application. If this is your first academic term at your current institution you will need to submit an official enrollment verification letter, including your academic courses, issued from your registrar’s office or from your study abroad office in place of your home institution transcript.

If you have any questions regarding the submission of your official transcript(s), please contact us immediately to ensure you are able to submit them by the award documentation deadline.


Scholarship Payment Information

All Gilman Scholarship recipients have the option to choose whether to have the scholarship funds directly deposited into their personal bank account or receive their funds in the form of a check. Please review the following guidelines for payment information.

Direct Deposit:

If you decide to have your scholarship funds directly deposited, you must complete the requested information in your online award documentation, as well as upload a copy of a void check from your bank account. Please review some guidelines below to follow:

  • The bank account must be active in your name;
           *Joint bank accounts are acceptable as long as your name is printed on the check.
  • You must submit a void permanent check that includes your name on it;
           *The Gilman Program will not accept the following:
                        - Temporary checks
                        - Used checks
                        - Deposit slips

Important: If you do not have a permanent check to upload, the Gilman Program will accept a letter from your bank confirming your checking account information.

Check:

If you decide to receive your scholarship in the form of a check, please provide a U.S. mailing address. Your scholarship check will be distributed to you within two-three weeks from the approved date of your award documentation.  Your award check will be made payable in your name as it appears in your Gilman account.

Please note that checks cannot be mailed internationally.  If you will be abroad at the time of the distribution of your scholarship check, please provide an address for someone in the U.S. you trust to receive your scholarship check on your behalf.

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