Becoming a Host Institution

Guidelines for Academic or Intensive English Program on Applying to Host BSMP Grantees

Read more information about each part of the program

General Scholarship Provisions

The BSMP grant covers the following items for Academic and intensive English students:

  1. Full Tuition and Mandatory Fees
  2. Health Insurance meeting J-1 requirements for duration of program
  3. Housing in standard rate, double-occupancy, university-managed accommodations with shared facilities (i.e., bathroom, common space, laundry facilities, etc.)
  4. A meal plan equivalent to 21 meals per week at your institutions dining facilities
  5. University break stipend to cover longer holiday breaks for winter and spring

CAPES/CNPq also provide monthly stipends on a quarterly basis, depositing funds directly into grantees' bank accounts.

More information can be found in BSMP Grant Policies (296 KB, PDF).


BSMP Host Institution Requirements

All BSMP host institutions must:

  • Offer strong coursework and access to registration in relevant STEM fields. Please see the most recent Fast Facts (287 KB, PDF) for Top Fields of Study & Number of Students
  • Provide compliant housing and meal plans according to the scholarship provisions above
  • Invoice IIE for all covered charges
  • Accept students’ documentation from IIE, including the Common Application, TOEFL ITP score reports, transcripts, etc. and expedite admission decisions
  • Provide support to international students by offering academic advising, arranging shared on-campus housing, meal plans and assistance in securing internships

Instructions for the Survey to Become a Host Institution

All interested hosts must complete a new host institution survey each cycle in order to be considered. The host survey for 2016-17 is now open!

Access the survey here

You are encouraged to contact the Institutional Relations Officer for your region with further questions about the program.

Where can I access the survey directly?

My institution is currently a Host Institution. Do we need to submit a new survey?

The application doesn’t recognize my email/password. How do I retrieve it?

The survey requests that I enter my age. It appears to be the application for grantees.

Where can I learn more about programs such as LOTUS, STEP, MARA and Study America?

Can more than one person from my institution access and edit the survey?

My institution is unable to admit students for winter/spring/fall; what should I enter for dates?

What criteria does a major have to meet to receive potential grantees from your programs?

My institution is unable to provide university-managed housing or pay for any student’s housing off campus. However, we have developed a solution for making these accommodations and invoicing IIE. How do we reflect this process in our application?

How do I know my capacity for the term? What is that used for?

My institution submitted an application prior to the preferred November 1, 2014 deadline. When will we know if we’ve been accepted as a BSMP Host Institution for 2015?

The host institution application doesn’t have a section to enter Intensive English Program (IEP) information; will there be students participating in full-time English training this upcoming year?

I’ve submitted the application but would like to make a change. How can I do so?

I submitted our institution’s application. How do I know it has been received? Can you send a copy?

My institution wishes to host students beginning their programs in 2015, but some of our academic calendar dates are unconfirmed. When is the absolute deadline for submitting an application?

How do I know my capacity for each term? What is this used for?

Am I required to have cost-share options available at my University?

In the past my institution has hosted grantees as part of an Intensive English program. I do not see this section on the survey, how do we apply to host Intensive English grantees?

I have seen reports in the media that the Brazil Scientific Mobility Program may be frozen by the sponsor for 2016. However I see BSMP is listed as one of the possible programs in the survey. Can I apply to host BSMP grantees in 2016-2017?

Who should I list for each role on the survey? What do you need these contacts for?


Q:Where can I access the survey directly?

A: Here is the link to the 2016 BSMP Undergraduate Host Institution Application. You can also copy / paste the following web address into your browser:

https://iie-ugrad-institution.applywithus.com/users/sign_in

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Q: My institution is currently a BSMP Host Institution. Do we need to submit a new survey?

A: Yes. While the majority of questions are consistent from last year’s application, much of the requested information (such as program dates, housing information, personnel contact details, etc.) changes from year to year. Additionally, this year’s survey features a new section for four-year degree programs. Please complete a fresh application with accurate data for 2016. Upon request, your IRO can send you a copy of the data you submitted for 2015 as reference for completing the 2016 survey.

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Q: The application doesn’t recognize my email/password. How do I retrieve it?

A: If you have not created a new account for 2016 in the system, your email will not be recognized. If you have created a new account but misplaced your password, please click on the “Forgot Password” link on the right side of the sign in page in the “Helpful Info” section, enter your email and click on the button labeled “Send me reset instructions.”

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Q:The survey requests that I enter my age. It appears to be the application for grantees.

A: This is, in fact, the link for host institutions. The question about your age is legally required by our online application provider; simply enter any date that would indicate an age over 13 (we do not need your actual birthday!). If you have not done so already, please create a new account by clicking on the hyperlinked “Applicants” in the “Sign In” page.

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Q. Where can I learn more about programs such as LOTUS, STEP, MARA and Study America?

A. Please see an overview of these programs here.

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Q: Can more than one person from my institution access and edit the survey?

A: Each institution should only create one login to prevent multiple records for the same school. However, the login can be shared with different staff at your institution to fill out relevant sections. This may be especially necessary this year as the new application features two sections- one for data relevant to non-degree students and one for data relevant to four-year degree seeking students. It is possible to save information without submitting.

It is very important that the person filling out the application coordinates with all appropriate contacts at your institution (academic departments, admissions for non-degree, admissions for degree seeking students, housing office, bursar, etc.) to ensure information for all programs is accurate.

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Q: My institution is unable to admit students for winter/spring/fall; what should I enter for dates?

A: If the system will not permit you to leave the section blank (i.e. you receive error messages) please enter a “dummy” date (such as 01/01/01) and simply enter 0 for the number of grantees you are able to admit.

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Q: What criteria does a major have to meet to receive potential grantees from your programs?

A: We recommend listing majors that offer full-degree programs when filling out the survey. It is also advisable to consult the different departments who are interested in hosting when completing the application to determine specific admission requirements, capacity, and confirm sufficient coursework will be available to advanced students.

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Q: My institution is unable to provide university-managed housing or pay for any student’s housing off campus. However, we have developed a solution for making these accommodations and invoicing IIE. How do we reflect this process in our application?

A: In response to the questions about housing, please answer no; doing so will not automatically disqualify your institution from hosting BSMP students. If students are matched to your institution, our team will work with you to determine how to best provide the necessary accommodations to students.

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Q: How do I know my capacity for the term? What is that used for?

A:The capacity is the total number of newly admitted students you can accommodate for a particular term. This should not be an aggregate number of all the BSMP students you have on your campus at a particular time, but rather should be the newly admitted incoming students only. That being said, please consider the IEP and Academic students continuing on your campus when assessing your ability to host new students.

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Q: My institution submitted an application prior to the preferred November 1, 2014 deadline. When will we know if we’ve been accepted as a BSMP Host Institution for 2015?

A: In the spring of 2015, IIE will contact approved host institutions via email to confirm eligibility to host BSMP students.

Having submitted an application does not guarantee that your institution will be selected as a BSMP Host Institution for 2015. IIE conducts a comprehensive review of the students’ dossiers to determine the best academic program available to students based on their academic profiles, levels of English proficiency, and availability of majors. For the intensive English program specifically, institutions that submit information to host both academic and English BSMP components are more likely to be selected to receive students. If one or more students are matched to your institution, IIE will submit a request for admission during the spring of 2015.

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Q: The host institution application doesn’t have a section to enter Intensive English Program (IEP) information; will there be students participating in full-time English training this upcoming year?

A: No, please note that unfortunately there are no confirmed upcoming BSMP English cohorts; therefore the 2016 Host Institution Application does not request English program information. Institutions should not plan for a BSMP English group in 2016.

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Q: I’ve submitted the application but would like to make a change. How can I do so?

A: Once the preliminary application deadline of November 1, 2014 passes, the “Updates” section of the website will become available in case you need to make any last-minute corrections or changes to your application.

When you are logged in to the application portal, the blue menu bar will have an “Updates” tab. By clicking on “Application Update 1” you will be re-directed to what looks like a blank application. Please only enter the new information that needs to be edited from your originally submitted application.

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Q: I submitted our institution’s application. How do I know it has been received? Can you send a copy?

A: Once you have successfully submitted the application, you will have the option to download a PDF copy. Please consider the PDF as a receipt of your submission for your records.

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Q: My institution wishes to host students beginning their programs in 2015, but some of our academic calendar dates are unconfirmed. When is the absolute deadline for submitting an application?

A: The cutoff date for submitting an application to host students in programs starting in 2015 is November 1, 2014. You will have the opportunity to edit submitted information, such as academic calendar dates, housing availability updates, etc., during the Updates period. The Updates section of the application portal will be open from November 1- December 1, 2014.

You will have until the final deadline of December 1, 2014 to submit any updates to your completed application. Please keep in mind that while we accept applications on a rolling basis, submitting an application within IIE’s designated timeframe allows us the time needed to review your information to consider you for the upcoming placement cycle.

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Q: How do I know my capacity for each term? What is this used for?

A: The capacity is the total number of newly admitted grantees you can accommodate to start their studies in a particular term. This should not be an aggregate number of all the grantees you have on your campus at a particular time, but rather should be the newly admitted incoming grantees only.

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Q: Am I required to have cost-share options available at my University?

A: Cost-share is a requirement of some programs, but not all. You are not required to provide cost-share information, but it is very helpful to have a sense of what is possible in order to make the most promising matches.

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Q: In the past my institution has hosted grantees as part of an Intensive English program. I do not see this section on the survey, how do we apply to host Intensive English grantees?

A: At this time, there is no confirmed 2016 BSMP pre-academic cohort. IIE understands the value of Intensive English programs, especially for students who previously lacked the opportunity to study abroad. Consequently, IIE continues to work with partners and institutions around the world to facilitate pre-academic programming.

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Q: I have seen reports in the media that the Brazil Scientific Mobility Program may be frozen by the sponsor for 2016. However I see BSMP is listed as one of the possible programs in the survey. Can I apply to host BSMP grantees in 2016-2017?

A: The Institute is aware of recent articles in the Brazilian press of a reported freeze in funding for the Brazil Scientific Mobility Program. We have received confirmation from Brazilian officials that funding for the 2015-16 academic year program is NOT affected, and students currently in the U.S. will not be impacted. We can confirm that there are no Intensive English cohorts planned at this time for BSMP. As the final decision has not been made about funding for new academic BSMP cohorts, we encourage you to indicate your possible interest by filling out the section of the host survey for BSMP keeping in mind we do not yet know for sure what 2016 will hold for this program.

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Q: Who should I list for each role on the survey? What do you need these contacts for?

Contact Title

Responsibilities

Primary Contact

IIE primary contact for all program- related institution questions. Contact will receive all general program-related announcements and newsletter communications.

Admissions Contact

Person(s) responsible for reviewing applications for admission.

International Student Advisor

Contact provided to students during enrollment period. Students’ primary point of contact for all program related questions while on-campus.

Housing Contact

Contact provided to students to set up housing during the enrollment period. 

Health Insurance Contact

Contact should IIE have questions or need clarification on coverage.

Billing Contact

Contact for student accounts; responsible for inquiries related to tuition and academic-related fees, housing or meal plan charges and health insurance fees

Academic Training (AT) Contact

Contact for IIE and students to develop and identify AT opportunities.

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