Benjamin A. Gilman International Scholarship Program |Advisors/Administrators FAQ

Advisors/Administrators

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Access the Gilman Scholarship Program's online Advisor Portal to create or modify your advisor account, review and certify applications, and order outreach materials.


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Eligibility

Q. Who is eligible for the Gilman International Scholarship Program?

A. To be eligible for the Gilman Scholarship Program students must be U.S. citizen undergraduate students who are currently enrolled in an accredited institution of higher education in the U.S. All applicants must be receiving a Federal Pell Grant at the time of application or provide proof that they will be receiving a Pell Grant during the term of abroad. Students must be applying to a study abroad or international internship program eligible for undergraduate academic credit at their home university. Gilman Scholarship recipients can only receive the scholarship once. If a student previously declined the Gilman Scholarship, they are welcome to re-apply, as long as they still meet all eligibility requirements. For more information, please access the Eligibility page of the Gilman website.

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Q. What is a Federal Pell Grant?

A. A Federal Pell Grant is a form of federal financial aid that students apply for via the Free Application for Federal Student Aid (FAFSA). If your students are unsure if they are receiving a Pell Grant, please ask them to contact their financial aid advisor to confirm their aid status. For more information on the Pell Grant and other types of Federal Financial Aid, students can access the Student Guide to Federal Financial Aid.

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Q. What study abroad or internship programs are eligible for the Gilman International Scholarship?

A. Any international exchange program that is eligible for undergraduate academic credit is eligible for the Gilman International Scholarship. This includes, but is not limited to, university or program provider administered study abroad programs, career-oriented internship programs, service-learning programs, student teaching abroad programs, and programs that combine field or other research, etc.  Programs do not have to be on your institution’s approved list to be eligible for a Gilman Scholarship.  There is no minimum number of credits students have to receive for their program, but the program needs to be academic in nature and eligible for credit at the student’s home institution.  If you have a question concerning a program’s eligibility please contact the Gilman Scholarship directly.

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Q. How long does the program have to be? 

A. To be eligible for the Gilman Scholarship Program, abroad programs must fall within the eligible start date range for each application cycle or fall accordingly to the home institution’s or international program’s academic calendar and be a minimum of four weeks in length (equivalent to 28 consecutive days in one country).  Short-term study abroad or internship programs that are at least four weeks long are eligible.  Generally this means winter intersession or January term programs; students attending these programs would apply during the spring application cycle.

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Q. Are multi-country programs eligible?

A. Yes, multi-country programs are eligible so long as the student will spend a minimum of four weeks (28 consecutive days) in one country.  Within the application students should list the country where they will spend the majority of their time abroad first, and then the other countries in chronological order. Within the Statement of Purpose essay they can share further information on the structure and location of their program abroad.  Students should not indicate countries that are outside of the program curriculum, or in which they have planned independent travel, in the application.

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Q. I have a student who wants to apply to two separate education abroad programs in two separate countries during different semesters. What should they do?

A. In this case students should apply for each semester separately.  If the student doesn’t receive a Gilman Scholarship for their first program they may reapply for their next semester abroad.  Students may apply for the Gilman Scholarship as often as they like though they may only receive the Gilman Scholarship once.  For example, if a student is planning on spending one semester in Spain and one semester in Argentina they would first apply for the semester in Spain.  Should they not receive the Gilman Scholarship for that program they may reapply during the next open application cycle for their program in Argentina.  If you have questions regarding your student's eligibility please contact the Gilman Program office directly.
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Q. What if my student is planning on doing two separate programs in the same country? How do they apply then?

A. The Gilman Program allows only one study abroad program per application and one application per cycle.  In this case students should submit their first choice program in their application, for which they may be awarded and use the Gilman Scholarship.  The student may address their comprehensive education abroad program plans in their Statement of Purpose essay.  The program start and end dates would only pertain to that one program.

To help students find other education abroad scholarships to increase their chances of receiving funding to assist them with both programs, visit the Gilman website’s Other Education Abroad Resources

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Q. What is the Critical Need Language Award? Who is eligible for that?

A. Students who apply for the Gilman Scholarship and are studying a critical need language while abroad in a country in which the language is predominantly spoken are eligible to receive an award of $8,000 called the Gilman Critical Need Language Award. A limited number of Critical Need Language Awards are offered to Gilman Scholarship recipients per cycle.  All eligible recipients, those who indicate learning or taking a class spoken in a critical need language in their application, will automatically be considered for this award. No separate application is required.  Students who are offered the Critical Need Language Award will be notified at the same time all students are notified of their Gilman Scholarship application status.

Critical Need Languages include:

  • Arabic (all dialects)
  • Chinese (all dialects)
  • Turkic (Azerbaijani, Kazakh, Kyrgyz, Turkish, Turkmen, Uzbek)
  • Persian (Dari, Farsi, Kurdish, Pashto, Tajik)
  • Indic (Bengali, Gujarti, Hindi, Marathi, Nepali, Punjabi, Sinhala, Sindhi, Urdu)
  • Korean
  • Russian
  • Swahili
  • Bahasa Indonesia
  • Japanese
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Q. What is the International Internship Award? Who is eligible for that?

A. Students who apply for a Gilman Scholarship and are participating in a credit-bearing, career-oriented internship abroad are eligible to receive an award of up to $5,000 called the International Internship Award.  There is no separate application for this award.  Students who indicate they are interning abroad in their application will automatically be considered for this award.  Students who are offered the International Internship Award will be notified at the same time all students are notified of their Gilman Scholarship application status.

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Selection

Q. What types of students receive the Gilman International Scholarship? 

A. The Gilman Scholarship Program aims to broaden the student population that participates in education abroad by supporting undergraduates who have been traditionally underrepresented and those who might not study or intern abroad due to financial constraints.  This includes, but is not limited to: students of diverse ethnic backgrounds; students studying or interning in non-traditional locations; students representing a diverse range of institutions and institutional types; first-generation college students; community college students; students with disabilities; and students studying sciences, technology, engineering or mathematics (STEM fields).  For more information please see the Gilman Selection Criteria page on the Gilman website. For a list of current and previous Gilman Scholarship recipients, please visit the About the Program - Statistics page on the Gilman website.

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Q. What if my student is applying to study in Western Europe or Australia. Should I still encourage them to apply?

A. Yes! We strongly recommend advisors encourage all eligible students to apply.  As we advise students, if they apply, they at least have a chance of receiving a scholarship to help fund their study abroad or internship program.  If they don't apply, they definitely have no chance of being a recipient. The Gilman Scholarship accepts applications and makes awards to students studying or interning in traditional locations such as Western Europe, Australia, New Zealand and Canada.  However, the Gilman Scholarship strongly encourages students to consider studying or interning outside of these traditional locations and we advise students to utilize resources such as IIE Passport that allow them to search for programs by their field of study and/or desired host country.  As we advise applicants, if you are one of 123 applications for Spain or one of only 17 applications for Ecuador it becomes much easier for the students applying for Ecuador to stand out in a competitive selection process.  Furthermore, non-traditional countries of destination also correspond with the U.S. President’s 100,000 Strong Initiatives to China and Latin America and the Caribbean.  These efforts are to dramatically increase the number of U.S. students studying in these countries and regions.  You may review the list of recipients and other program data on the About the Program - Statistics page of the Gilman website.

When applying to traditional locations students should be careful to clearly explain their choice of program and country and how it relates with their academic, professional and other future goals.  The Gilman Program requests that selection panelists look to see that the student has selected a program that meets both of these needs and, as this is a scholarship for academic study abroad and career-oriented internships, students should focus on the academic or professional development aspects of their program.  How does this program match their field of study? For example, it may not make sense to the selection panelists why a Spanish major focusing on international development issues would choose to study in Spain when there are likely programs better suited to their academic goals in a developing country in Latin America.  By clearly addressing why they have chosen their program in their Statement of Purpose essay, a student may help address these questions for the selection panelists.

In addition, please encourage your students applying to traditional locations, such as Western Europe, to refrain from focusing too much on the travel and vacation opportunities that this, or study in any other region, can provide during breaks or upon the completion of their program. This is a scholarship for academic and career-oriented programs.  Applicants should focus on the opportunities specifically provided by their international exchange program and location such as internships, volunteer opportunities, research opportunities, home- stays, extra-curricular activities, etc.

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Q. I just reviewed the Selection Criteria and see that the program gives special consideration to longer-term study abroad or internship programs. How then does a student going on a short-term program compete for the Gilman Scholarship?

A. Preference is given to longer term international exchange programs; however students applying for a short-term program, between four and eight weeks, are still eligible to receive a Gilman International Scholarship.  It is quite common for students applying for short-term programs to fall within other underrepresented categories such as community college students, students in underrepresented fields of study such as the sciences, engineering or education, and/or students with familial or work obligations.  These, or other factors, may make it difficult for students to study or intern abroad for longer durations of time thus making a short-term program during the academic year a feasible option for international education.

Students applying for short terms programs should clearly explain their length of program within their Statement of Purpose essay.  The Statement of Purpose essay is an opportunity for applicants to share with the selection panelists the academic, professional, and personal reasons behind their choice of program and program length, as well as the challenges they are overcoming by participating in this particular program.

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Q. Does the Gilman Scholarship support students of diverse ethnic backgrounds?

A. Yes, the Gilman Scholarship Program strongly encourages students of diverse ethnic backgrounds to apply for the Gilman Scholarship.  These students are traditionally underrepresented in U.S. education abroad numbers and this program aims to increase the diversity of Gilman Scholarship recipients by first increasing the diversity of Gilman Scholarship applicants.  In the first ten years the Gilman Program has provided funding for education abroad to 15% of Gilman Scholarship recipients who identified their ethnicity as African-American.  Nationally, as reported by Open Doors, only 4% of students who studied abroad in this ten year time period were African-American.  However, students and advisors should be sure to note that the ethnicity question in the Gilman Scholarship application is optional and only used for statistical purposes.  The selection panelists are not provided with a student's response to this question.  Thus, the only way a selection panelist would know the ethnicity of a student is if the student chooses to self-disclose this within their Statement of Purpose or Follow-on Service Project proposal. For more information on the breakdown of Gilman Scholarship applicants and recipients please access the About the Program - Statistics page on the Gilman website.

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Essays

Q. What suggestions can you give me on how to advise and review my student's Statement of Purpose essay for the Gilman International Scholarship?

A. When advising students on their Statement of Purpose essay it is helpful to encourage them to think of and address the impact that their study abroad program or internship will have on their academic, professional, and personal goals.  They should also think of and address the impact that receiving the Gilman Scholarship would have on their achievement of these goals.  Some key ideas to have your students keep in mind are:

  • What impact will this study abroad program or internship and receiving the Gilman Scholarship have on my academic goals?  Will I be able to take coursework abroad towards my major or minor requirements?  Will I be able to take electives or pursue further language training not available to me on my home campus?  How will this study abroad program or internship impact any future academic goals that I may have?
  • What impact will my choice of country have on my experience abroad?  What initially inspired me to want to study or intern abroad in this particular country or learn this language?  What factors led to my choice of country of study?
  • What impact will my choice of country have on my experience abroad?  What initially inspired me to want to study or intern abroad in this particular country or learn this language?  What factors led to my choice of country of study?
  • What impact will my choice of program have on my experience abroad?  Are there unique components, such as home-stays or service-learning opportunities, that will impact my experience abroad?
  • What impact will this study abroad program or internship and receiving the Gilman Scholarship have on my professional goals?  How does my study abroad program or internship relate to my future professional goals?  Will I be able to pursue volunteer opportunities that support my overall career goals?  Will I be able to learn skills or conduct research that will be necessary to me in my future career?
  • What impact will this study abroad program or internship and receiving the Gilman Scholarship have on me personally?  What initially inspired me to want to study or intern abroad and what challenges (such as being a non-traditional student, a student in an underrepresented field of study, having a disability, etc.) have I faced in planning to study or intern abroad?  How have I met and/or addressed these challenges and what impact will they have on my experience abroad?

In addition to addressing the above in their essays all Gilman Scholarship applicants should have their Statement of Purpose and Follow-on Service Project proposal essays proofread by an advisor or a campus writing center prior to submitting their application online.  Failure to have an application proofread can lead to common errors and mistakes that are not caught by spell-check.  Essays with spelling and grammar errors tend to be less competitive during the selection process and thus reduce a student's overall chance of receiving a Gilman Scholarship.  Moreover, the essays are limited to 7,000 characters, including spaces, so it is important for students to elaborate on the important points listed above and do so in a concise and cohesive manner.

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Q. What about the Follow-on Service Project? What is this and how do I advise my students on their Follow-on Service Project Proposal essay?

A. To help expand the impact of the Gilman Scholarship, all Gilman Scholars are required to carry out a Follow-on Service Project upon their return from abroad that helps to promote international education and the Gilman International Scholarship.  This project can be done on the student's home campus or in their local community and must be completed within six months of their return to the U.S.  All applicants must submit a project proposal within their application and this proposal is closely reviewed during the selection process.  When advising students on their project proposal please ask your students to keep these questions in mind:

  • Who is my target audience and how do I plan on reaching this population?  Will I carry out this
    project on my campus or in my local community?  What impact will my project have on this group and how will my project interest my target population in international education and encourage them to apply for the Gilman International Scholarship?
  • How will I inform my target audience of my project?  What arrangements will I need to make to
    publicize my project?  For example, will I post notices to all Pell Grant recipients on campus via email or send invitations to members of a specific campus population?
  • Are there already established campus or community organizations, offices, student groups or
    networks that I can utilize in reaching out to my target audience?  How will working with these groups/offices help benefit and expand the impact that my project will have?
  • What is the timeline for my project and how will this impact my target audience?  For example, will I return in time to present at a campus education abroad fair?  Or if your project involves working with a local K-12 classroom, will that school be in session when you return and are completing your project?
  • How will I carry out my project?  Are there methods I can utilize, such as PowerPoint presentations, websites, slide shows, photos, etc., that can assist me in achieving my project goals and reaching my target audience?  What impact will the methods I use have on my audience?
     

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Q. Can you give me examples of Follow-on Service Projects that Gilman Scholarship Recipients have done?

A. Gilman scholars have proposed and carried out a wide range of Follow-on Service Projects. Each cycle a variety of projects are submitted and there are no right or wrong proposals. We encourage all applicants to propose a unique project that highlights their individual background, experiences abroad, and their current passions, interests, talents and skills.  We have listed below some examples of the types of projects Gilman scholars have carried out.  This is by no means an exhaustive list and we look forward to continuing to receive unique, individual proposals from all applicants.  Some examples of Follow-on Service Projects include:

Some examples of Follow-on Service Projects include:

  • K-12 Outreach:
Some students prefer to focus on encouraging students to consider study abroad opportunities early in their academic career.  These projects are highly beneficial as the spark that encourages us to consider studying in another country is often something we have encountered regarding that country or region of the world at a very young age.  For example, a student who has always been interested in and dreamed of going to China ever since seeing the movie 'Big Bird Goes to China' as a young child decides to pursue a study abroad program in Beijing for a semester. These types of projects are often also a great fit for education majors or other students who plan professional careers that focus on children.

Some projects Gilman scholars have carried out include:

a. Conducting presentations on their country of study to local classrooms; 

b. Working with a local teacher to incorporate study of a specific country into the curriculum through photos, letters and emails from the Gilman scholar while they are abroad and everyday items the student brings back with them from their host country (i.e. newspapers, menus, magazines, clothing, textbooks, toys, etc.);

c. Organizing a pen-pal program between a local classroom and a classroom in the student's host country;

d. Organizing and/or working with their university K-12 outreach program, bringing international students into local classrooms to present and share information on their home countries;

e. Participating in their local high school College Night to share information on study abroad opportunities and scholarships such as the Gilman Scholarship Program;

f. Working with/giving presentations on study abroad to local high school language or area studies classes;  and

g. Working with/giving presentations on study abroad and scholarships to programs that mentor at-risk high school students such as the Upward Bound program.
  • Academic Department Outreach:

Students in fields of study traditionally underrepresented in U.S. study abroad sometimes choose to focus on their academic department when carrying out their project.  Examples of these projects include:

a. Development of a study and intern abroad information page for the department website that lists a suggested academic timeline for abroad programs that allows students to incorporate study abroad or internships into their degree, information on the education abroad programs that offer coursework and academic credit in their field of study, and links to scholarships and financial aid information that support these opportunities;

b. Presentations on education abroad at academic club or honor society meetings;

c. Development of a brochure or informational-flyer specific to that field of study that is then posted in the education abroad office or academic departmental office;

d. Serving as a mentor/peer advisor to potential study or intern abroad students in their field of study; and

e. Submitting an article to their academic department newsletter on their experiences abroad either while the student is still overseas or upon their return.

  • Campus Office Outreach:

Students often propose to work with a specific on-campus office including the Diversity/Minority Services, Disability Services, Financial Aid, Student- Leadership, Career Services, etc.  Examples of these projects include:

a. Working with the university office to help promote and encourage study or intern abroad opportunities through presentations to student clubs and organizations and through office organized events;

b. Posting Gilman Scholarship information in specific campus offices;

c. Adding a web page to the office website that highlights study or intern abroad opportunities and information that would be of help/interest to students utilizing the services of these offices; and

d. Serving as an office representative at campus fairs and events, sharing information on international exchange opportunities and the Gilman Scholarship.

  • Study Abroad Outreach:

This is the most common type of Follow-on Service Project students propose.  Examples of these projects include:

a. Volunteering or working in the education abroad office as a Peer Mentor/Advisor to potential study or intern abroad students;

b. Representing the education abroad office at presentations/information sessions on study abroad or international internships;

c. Ensuring the education abroad office website has a Scholarship Information page and that a link to the Gilman Scholarship is provided;

d. Submitting an article on their experiences abroad to the education abroad office newsletter/blog either while they are abroad or upon their return;

e. Developing an informational flyer/brochure on university-specific financial aid procedures for international exchange and available scholarships, which is then housed in the education abroad office;
f. Participating in/organizing an Education Abroad Alumni society, which assists returned and potential study or intern abroad students; and

g. Serving as a resource person for a specific country/program/field of study that would advise/assist potential study or intern abroad students.

  • Other Outreach:

There are a variety of other types of projects that students have proposed. Some examples include:

a. While the student is abroad they can submit a weekly or monthly article on their experiences overseas to their campus or hometown newspaper/blog, thereby sharing information with a wide range of readers;

b. Working/volunteering with a local refugee or immigrant organization, thereby utilizing the intercultural and language skills they acquired overseas;

c. Working/volunteering as an interpreter with a local organization in need of those skills;

d. Participating in/organizing an on-campus international student buddy program that links incoming international students with past study or intern abroad students to assist in their adjustment to the U.S. and the university - this may be an especially effective option for those campuses that have exchange programs with a university overseas;

e. Participating in campus or local international events such as an International Fair, Chinese New Year or other celebration;

f. Working with another local organization to share information on education abroad and the country they studied or interned in with their members; and

g. Presenting on education abroad opportunities and the Gilman Scholarship at Freshman Orientation or in First-Year Experience courses, thereby encouraging students to consider a study abroad program or internship earlier rather than later in their undergraduate career.

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Application Process - How to Apply

Q. How do students apply for the Gilman International Scholarship and when are the deadlines?

A. Students apply for the Gilman Scholarship Program via an online application that they can access approximately one and a half months prior to the application deadline.  The online application does have a save and stop option so students may begin their application and come back to complete and submit it at any point prior to the application deadline.  However, the Gilman Program strongly encourages students to begin their application as soon as possible as this allows them adequate time to compose their essays and have them proofread by an advisor prior to submission.  As this is an online system, students do have the ability to submit their application as late as 11:59pm Central time on the application deadline.  However, doing so is risky as there are generally a large number of students trying to submit at this time and should the student encounter any issues with submitting their application, there will be no one in the Gilman Program office to assist them.  Office hours for the Gilman Program are from 8 a.m. to 4 p.m. (Central time).

There are two application deadlines each year for the Gilman Scholarship Program. 

For more information, please refer to the Deadlines & Timeline page of the Gilman website.

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Q. What are the advisor certifications and how does this work?

A. All applications for the Gilman International Scholarship must be certified online by both a financial aid and a study abroad advisor. The financial aid advisor will verify that the student is currently receiving a Federal Pell Grant and the estimated amount of financial aid, in grants and scholarships – excluding loans - that the student may apply to their study abroad program or internship.  The study abroad advisor will verify the abroad program information provided by the student is correct and that the program listed in the application is an undergraduate, academic credit-eligible program.

Once a student submits their online application the financial aid and study abroad advisor selected by the student will automatically receive an email.  The email will notify you that this student has submitted an application.

The deadline for advisors to submit their online certifications will be a week after the online student deadline.  However, we encourage all advisors to submit certifications as quickly as possible.  This ensures timely processing of your student's application and allows time for any questions or issues to be addressed.

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 Q. How do students know who to list as their financial aid or study abroad advisor?

A. Students must select a study abroad advisor and financial advisor from a list of certifying advisors from their home institution.  In order for an advisor to be listed as a certifying advisor, an advisor must create an account in the Gilman Scholarship application online portal, http://gilmanapplication.iie.org.

All applicants are advised that prior to submitting their application they should contact both the financial and study abroad office to confirm which advisors they should select in their application. The most common mistake students make in the online application is listing an incorrect advisor. If you would like to be listed as a financial aid or study abroad advisor for your institution please create an advisor account at http://gilmanapplication.iie.org.  If there are any updates needed for the advisor list at your institution, besides new accounts, please email gilmanadvisors@iie.org.

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Q. What if I cannot determine my student’s Pell Grant status because their financial aid package is not yet finalized, in review or being re-evaluated?

A. If a student has not yet received his/her financial aid package, then the financial aid advisor should use the student’s previous financial aid award as a preliminary response.  Financial aid advisors should then indicate the discrepancy in the “Further Comments” box on the certification page and let us know an estimated date when we can contact you for further information.  Additionally, it is helpful to contact the Gilman Scholarship Program to notify us once the final award has been confirmed so that we can have the most updated information available when reviewing student applications.

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Q. What if a student is not currently receiving a Pell grant, but may receive one during the term of his/her study abroad program?

A. To be eligible for a Gilman Scholarship, students must be receiving a Federal Pell Grant the term they are applying for a Gilman Scholarship OR the term they are abroad; they do not have to be receiving the Pell Grant both terms.  If a student is currently not receiving a Federal Pell Grant, but may receive one during the academic term abroad, then financial aid advisors are encouraged to indicate this in the certification.  Financial aid advisors may estimate the student’s financial aid award that the student could receive during his/her term abroad. This may be based on estimating the student’s previous academic year’s financial aid award.  Financial aid advisors should then indicate the discrepancy in the “Further Comments” box on the certification page.  Additionally, if advisors can contact the Gilman Scholarship Program to notify us once the final award has been confirmed, it’s very helpful as we process student applications.

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Q. Does this program require letters of recommendation? What do I need to say in the Further Comments box?

A. No, the Gilman Scholarship Program does not require nor do we accept letters of recommendation or other supporting documentation from applicants.  Applicants are judged solely based on the information provided in their application, which includes their academic transcript(s).  Advisors are asked to refrain from using the Further Comments box on the application certification screen to make recommendations as these will not be reviewed in the selection process.

You may use the Further Comments box to make note of any errors or omissions in the information the student has provided in their application.  For example, if a student listed an incorrect start or end date, an incorrect program title, etc.

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Q. How and when do students need to submit their transcripts?

A. The Gilman Scholarship Program requires transcript(s) to accompany the students' application before it can be reviewed by the selection committee and considered for an award.  All applicants will need to upload an official transcript from their currently enrolled college or university, as well as either an official or unofficial transcript from any previously enrolled institution listed in their application (this would be their transfer institution in which they were enrolled as a degree-seeking student).  Official transcripts can be opened for the purpose of uploading.  Unofficial transcripts may be issued from your institution or web-based from your student account, but copy and pasted versions are not acceptable.  If the applicant is a first-year student and does not have a previous record at their current institution, then they will need to upload their high school transcript or previous institution's transcript along with an enrollment verification letter from their current institution including their in-progress courses.  Transcripts must be uploaded before the deadline assigned for the current application cycle in order to submit a complete online application.  Transcripts need to be legible and accurate, as well as rotated correctly, for the selection panelists to review and take the student’s academic background into consideration.  More information and detailed instructions guiding students through the transcript upload process can be found on the Gilman website’s Instructions for Uploading Transcripts into the Gilman Online Application and in an instructional video.

Important Reminder: If selected to receive a Gilman Scholarship, the applicant will be required to upload an official transcript from their current institution during the award documentation process.   

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Q. When and how will my students be notified of the status of their application? Will advisors be notified as well?

A. All applicants for the Gilman Scholarship Program will receive notification of their final status via email upon the conclusion application review and selection processing.  For this reason, it is very important that applicants update the Gilman Program should their email address change prior to notification.  To review the notification dates please access the Deadlines & Timeline for this academic year.
 
 Advisors will not be copied on notifications sent to applicants. Once recipients are notified, a list of Gilman Scholarship Awards Offered for that cycle will be posted on the Gilman website.  The Gilman Program will let advisors know through an email announcement that awards are posted and they can view the list of their students and award amounts in their advisor account through the Recipients tab. 

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Award Process

Q. One of my students has been selected as a Gilman International Scholarship recipient.  What do they/I need to do now?

A. At this point the student will need to follow the instructions contained in the notification email they received regarding acceptance of the Gilman Scholarship they were offered and submitting all required award documentation by the given deadline.  They are also advised they should speak with both their financial aid and study abroad advisors regarding the receipt of their Gilman Scholarship.  It is especially important that recipients speak with their financial aid advisor prior to accepting their Gilman Scholarship as receipt of an outside scholarship can sometimes have an impact on the student's overall financial aid package.  Should this be the case for your student, the financial aid advisor should immediately contact the Gilman Program.

The Gilman Scholarship Program would ask advisors to assist recipients, where appropriate, in compiling their required award documentation as indicated on the Award Documentation Checklist.  This includes all required documentation forms, official transcript, proof of U.S. citizenship, proof of compliance with the Fly America Act, proof of acceptance into the study abroad program or internship the student applied for; proof of international health insurance, and a photograph.  Recipients will access the Award Documentation Checklist and all other forms online as indicated in their notification email.

All award documentation must be submitted by the student themselves online.  All communication regarding award documentation and status will be directed to the individual recipient and due to privacy concerns, no information on the recipient beyond what is posted on the Gilman website will be made available to any other party, including advisors.  The only exception to this is if the recipient has given Power-of-Attorney status to another individual.  Then, this is the only other person that may also submit and sign award documentation on behalf of the recipient.  However, they must first provide the Gilman Program with a photocopy of the Power-of-Attorney documentation, thereby enabling the Gilman office to communicate with and receive documentation from this individual on their behalf.

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Q. One of my students has been chosen as a recipient of the Benjamin A. Gilman International Scholarship but they will not be studying abroad this term after all.  What do they/I need to do now?

A. Gilman Scholarships must be used for the academic term in which they were awarded.  They cannot be held over or deferred to a future term.  Thus, if this student will not be studying or interning abroad for the term and program they had applied for, they will need to decline their scholarship offer.  In this case, we would also ask advisors to notify the Gilman Program via email that the student will not be participating in the program abroad they had applied for. The Gilman staff will then confirm this with the student and advise them of the next steps to officially decline their scholarship.

This student may reapply for any future application cycle of the Gilman Scholarship Program as long as they remain eligible.  Their previous application will have no impact on any future application they may wish to make.  They will need to submit a new application for that cycle and will be reviewed with the new applicant pool.

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Q. What if my student is still planning to study or intern abroad, but they have changed their program/host country. What do they/I need to do now?

A. Changes in program and/or host country are reviewed on a case-by-case basis.  Generally, changes within the same country are approved so long as the program is for the same term and duration as that indicated in the original application.  Changes in host country are discouraged as the country can play a large part in the overall review and selection process.  Where possible, we strongly encourage students to remain in the same world region if a change in country of study is required.  If this is not possible, we would ask that the student select a program that has as similar structure and content as that of the original program they had applied for.
 
Students may request a change in program/host country by contacting the Gilman Scholarship office directly at gilmanforms@iie.org (for last names A-D), gilman@iie.org (for last names E-K), gilmandocs@iie.org (for last names L-Q) and gilmanapp@iie.org (for last names R-Z). They will need to explain the reason behind their change in program/country and provide the Gilman Scholarship Program with information on their new program abroad.  The study abroad advisor and financial aid advisor will also need to re-certify the new program information within the student’s application.  For questions please contact the Gilman Program directly.

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Q. What if the country my student has chosen goes on a U.S. Department of State Travel Warning either prior to or while they are abroad?

A. As the Gilman Scholarship Program is sponsored by the U.S. Department of State, Bureau of Educational and Cultural Affairs no Gilman Scholarship may be awarded to a student studying in a country that is currently under a Travel Warning. If a Travel Warning is issued for the country prior to the departure, the Gilman Scholarship Program will assist the student in finding an alternative location abroad to retain their scholarship status; however, changes to the program may impact the award amount.  If they are unable to find an alternative location for that term they will need to decline their Gilman Scholarship and they then will be able to reapply for a future application cycle.
 
The Gilman Scholarship Program regularly sends Gilman scholars abroad any updates to Consular Information Sheets, Public Announcements or Travel Warnings for their country of study.  It is for this reason that all Gilman scholars abroad are required to maintain a valid, working email address with the Gilman Program and submit their emergency contact information in their application and onsite contact information upon arrival to their host country.  Should an emergency arise abroad or a Travel Warning be issued, the Gilman Program would use the information contained in the recipient’s online Gilman account to contact the recipient or their emergency contacts abroad or within the U.S.

Moreover, all Gilman Scholarship recipients are required to register with the U.S. Embassy in their host country via the online registration system, Smart Travelers Enrollment Program (STEP).  Should an emergency arise the embassy will then be able to locate and advise the student further regarding the situation in that country.  Generally, most universities and/or study abroad programs will require the return of students in countries where a Travel Warning has been issued.  The Gilman Program will work closely with recipients and their home institutions in these situations that may impact their scholarship status.

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Q. How will the award check be issued and disbursed? Will it be sent directly to the student or to the university?

A. Award funds are disbursed via a single check (mailing address in the U.S. provided by the recipient) or through direct deposit to the recipient’s bank account.

Gilman Scholarship award checks are made out directly to the individual student.  As such, the award check will be issued payable to the student only.  It cannot be issued or made co-payable to any other individual, organization or institution.  However, award checks may be sent in care of another individual, organization or institution as requested by the recipient.

If a recipient elects to send a check in care of another individual, organization or institution, the student will first need to ensure arrangements have been made so that they can sign the check over to that individual, organization or institution; or that the individual, organization or institution has the ability to deposit the check to their banking or student account.

Recipients also have the option of having their funds directly deposited into their bank account.  If a student selects this option, they will be required to upload a permanent voided check in their name into our secure online system.  If they do not have permanent checks the Gilman Program has a required document (provided in their award documentation) that must be completed by the student’s bank to confirm their account information.

Gilman recipients are responsible for any and all financial obligations that arise from participation in their chosen study abroad program or internship.  Gilman Scholarship funds can only be used for program related expenses, such as tuition, program fees, room & board, transportation, insurance, and books.  Gilman Scholarship funds cannot be used for costs not required by or as a part of the program abroad.

Funds cannot be disbursed until all required award documentation has been received by the Gilman Program.  From the date the recipient's documentation file is complete, it will take between two and three weeks for the check to arrive at the provided address or for the funds to be directly deposited into the student’s bank account.  All award checks are sent via U.S. mail.  Even if the student indicates the award check is sent in care of another individual, the Gilman Program will not be able to communicate any information regarding the recipient or their award status unless they have given this individual Power-of-Attorney status and provided us with a photocopy of the documentation.

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