Frequently Asked Questions for Advisors

The Gilman Scholarship does not have a summer award cycle nor are awards made for summer-only study abroad. If your student is looking for funding for a summer program you may wish to refer them to the Study Abroad Resources page of the Gilman website where you will find links to other study abroad scholarship programs.

For example, if a study 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 cycle for their program in Argentina. They will just need to indicate within their application that they are currently studying abroad in Spain. If you have questions regarding your student's eligibility please contact the Gilman office directly.

In this case students may combine two semester programs, an intensive summer program with a spring or fall semester program, etc. If you have questions regarding your student's eligibility please contact the Gilman office directly.

Selection

When applying to traditional locations students should be careful to clearly explain their choice of program and country and how this links with their academic and future professional goals. Selection panels are looking to see that the student has selected the program that meets both of these needs and, as this is a scholarship for academic study abroad, students should focus on the academic aspects of their program. How does this program match their field for study? For example, it may not seem to make sense to the selection panels why a Spanish major focusing on economic development issues would choose to study in Spain when there are likely programs better suited to their academic goals in South America. By clearing addressing why they have chosen their program in their Statement of Purpose essay, a student may help address these questions/concerns for the selection panels.

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. While these opportunities do exist they should not focus on vacation or travel opportunities in their application essays as this is a scholarship for academic study abroad. Rather they should focus on the opportunities specifically provided by their study abroad program and location such as internships, volunteer opportunities, research opportunities, home-stays, extra-curricular activities, etc. 

 

Amy Wilson - Spring 2004 - Egypt - State University of New York, Potsdam

 

Click on Picture for Student Profile

 

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

These students will need to 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 and personal reasons behind their choice of program and program length.

Essays

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 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 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 impact any future academic goals, such as obtaining a graduate degree, that I may have?

• What impact will my choice of country have on my experience abroad?  What initially inspired me to want to study 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, that will impact my experience abroad?

• What impact will this study abroad program and receiving the Gilman Scholarship have on my professional goals?  How does my study abroad program relate to my future professional goals?  Will I be able to pursue internship or 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 and receiving the Gilman Scholarship have on me personally?  On a personal level, what initially inspired me to want to study abroad and what challenges (such as being a non-traditional student, a student-parent, having a disability, etc.) have I faced in planning to study abroad?  How have I met and/or addressed these challenges and what impact will they have on my study abroad experience? 

In addition to addressing the above in their essays all Gilman Scholarship applicants should have their Statement of Purpose and Follow-on Project proposal essays proofread by an advisor prior to submitting their application online.  Failure to have an application proofread can lead to some common errors and mistakes such as the spelling error 'study aboard' being missed by spell check alone.  In addition, essays that are not proofread tend to not be very competitive during the selection process and thus reduce a student's overall chance of receiving a Gilman International Scholarship.

"The level of personal growth I experienced while in London is unprecedented. In addition to learning more about world cultures, I learned more about myself. I am more wise. I am more independent. I am more confident. I am more ready for the world."
- Gilman Scholar Rachel Lewis, United Kingdom

To help expand the impact of the Gilman Scholarship all Gilman Scholars are required to carry out a follow-on 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 home.  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 or assisting returned Gilman Scholars in carrying-out their projects please ask your students to keep these questions in mind:

• Who is my target audience and how do I plan to 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 study 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 power point 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?

Gilman Scholars have proposed and carried out a wide range of follow-on projects. Each cycle a variety of follow-on projects are submitted and there are no right or wrong proposals. We encourage all applicants to propose a unique follow-on project that highlights their individual background, experiences abroad, 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 continue to receive unique, individual proposals from all applicants.

Some examples of Follow-on Projects include:

K-12 Outreach: Some students prefer to focus on encouraging students to consider study abroad opportunities early in the 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.  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 types of K-12 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, fast food menus, magazines, clothing, school textbooks, local 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 which brings 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 Program;

f) working with/giving presentations on study abroad to local high school language or area studies classes;

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 under-represented in U.S. study abroad often choose to focus on their academic department when carrying out their project. Examples of these projects include:

a) development of a study abroad information page for the department website that lists a suggested academic timeline for study abroad that allows students to incorporate study abroad into their degree, information on the university-approved study 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 study 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 study abroad office or academic departmental office;

d) serving as a mentor/peer advisor to potential study abroad students in their field of study;

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 offices, Disability Services offices, the Financial Aid office, Student-Leadership office, etc. Examples of these projects include:

a) working with the university office to help promote and encourage study abroad opportunities through presentations to student clubs and organizations and through office organized events;

b) posting information on the Gilman Scholarship in specific campus offices;

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

d) serving as an office representative at campus fairs and events and through this sharing information on study abroad and the Gilman Scholarship.

Study Abroad Outreach: This is the most common type of follow-on project students propose. Examples of these projects include:

a) volunteering or working in the study abroad office as a Peer Mentor/Advisor to potential study abroad students;

b) representing the study abroad office at presentations/information sessions on study abroad;

c) ensuring the study 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 Study Abroad office newsletter either while they are still abroad or upon their return;

e) developing an informational flyer/brochure on university-specific financial aid procedures for study abroad and available scholarships which is then housed in the study abroad office; f) participating in/organizing a Study Abroad Alumni society which assists returned and potential study abroad students;

g) serving a resource person for a specific country/program/field of study that would advise/assist potential study 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 thereby sharing information with a wide range of readers;

b) submitting an article on their experiences abroad to their campus or hometown paper upon their return to the U.S.;

c) working/volunteering with a local refugee or immigrant organization thereby utilizing the inter-cultural and language skills they acquired overseas;

d) working/volunteering as an interpreter with a local organization in need of those skills;

e) participating in/organizing an on-campus International Student buddy program that links incoming international students with past study 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;

f) participating in campus or local international events such as an International Fair, Chinese New Year or other celebration;

g) working with another local organization to share information on study abroad and the country they studied in with their members;

h) presenting on study abroad opportunities and the Gilman Scholarship at Freshman Orientation or in First-Year Experiences courses thereby encouraging students to consider study abroad earlier rather than later in their undergraduate career.

Application Process - How to Apply

There are two cycles each year for the Gilman Scholarship.  The Fall cycle is for students who begin their study abroad program during the Fall term and the Spring cycle is for students who begin their study abroad program during the Spring term.  For more information please refer to the Fall or Spring timeline. Please note that the Gilman Scholarship does not have a summer-award cycle nor are awards made for summer-only study abroad.

All applications for the Benjamin A. 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, that the student may apply to their study abroad program.  The study abroad advisor will verify the study abroad program information provided by the student and that the program they are applying to is an approved, undergraduate credit-eligible program at the student's home university. 

Once a student submits their online application the financial aid and study abroad advisor listed by the student will automatically receive an email.  The email will notify you that one of your students has submitted an application.   

The deadline for advisors to submit their online approvals will be three days 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 as quickly as possible. 

Tips for Advisors using the online application (PDF) 

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 online application, 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 Gilman Scholarship application does have the ability to designate one specific financial aid and/or study abroad advisor for each institution and this is strongly encouraged.  The most common mistake students make in the online application is listing an incorrect advisor. If you would like to be listed as the designated financial aid or study abroad advisor for your institution please email the following information to gilman@iie.org:

Title, First and Last Name: (Mr., Ms. Mrs., Dr.)

Type of Advisor:  Financial Aid or Study Abroad

Email Address:

Institution Name:

Professional Title:

Office Mailing Address:

Direct Phone Number:

Office Fax Number:

Tips for Advisors using the online application (PDF)  

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 study abroad program title, etc.  Advisors may also comment on information contained in the essays.  For example, if a student has indicated they will work with your office on their follow-on project and says they have met with you regarding this project you may wish to comment on that and whether your office will support the student in the completion of their project.  If the student did not have you proofread or review their application prior to submitting it online you may also wish to make note of this fact as all applicants are advised that they must have their essays proofread prior to submitting the online application.

If the applicant listed a transfer institution in their scholarship application they will also need to submit three copies of their transcript from that institution as well.  This is in an applicants best interest as it provides the selection panelists with a more complete picture of their academic performance and progress over time. 

Students chosen as recipients of the Gilman International Scholarship will also be mailed an official award letter to the permanent address listed in their scholarship application. Both the Study Abroad and Financial Aid Advisor listed who certified the application will be copied on the email notification sent to each recipient.  Advisors will not be copied on notifications to those not selected as scholarship recipients.  Within one month of recipients being notified a list of Gilman Scholarship Recipients for that cycle will be posted on the Gilman website. 

Award Process

It is especially important that recipients speak with their financial aid advisor prior to accepting their Gilman International Scholarship as receipt of an outside scholarship can sometimes have an impact on the student's overall financial aid package.  Please click here to review the Basic Facts Regarding Financial Aid and Study Abroad and NAFSAs Resources on Financial Aid. 

The Gilman Scholarship 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, proof of U.S. citizenship, proof of compliance with the Fly America Act, proof of acceptance into the study abroad program the student applied for; proof of overseas health insurance,  and a photograph (preferably a digital image sent electronically).  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 with their original signature.  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 office 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. 

This student could reapply for any future cycle of the Gilman International Scholarship.  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 go into a brand new applicant pool. 

Students may request a change in program/country of study by contacting the Gilman Scholarship office directly at gilman_scholars@iie.org. They will need to explain the reason behind their change in program/country of study and provide the Gilman office with information on their new program of study.  The study abroad advisor will also need to confirm that they program they are now going on is an approved, undergraduate credit-eligible program.  This confirmation may either be sent to the Gilman office via email or a letter on official university letterhead may be faxed to (713) 621-0876.  For questions please contact the Gilman office directly.

The Benjamin A. Gilman International Scholarship 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 office and submit the Emergency Contact Information Sheet.  Should an emergency arise abroad or a Travel Warning be issued the Gilman Scholarship would use the information contained in the Emergency Contact Information Sheet 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 Country of Study via the online registration system.  Should an emergency arise the Embassy will then be able to locate and advise the student further regarding the situation in their country of study.  Generally, most universities and/or study abroad programs will require the return of students studying in countries where a Travel Warning has been issued.

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