Fulbright International Education Administrator Seminar (IEA) Application Instructions

Transcription

1 Fulbright International Education Administrator Seminar (IEA) Application Instructions These are instructions for completing the application for the Fulbright International Education Administrator Seminar program through the Embark online application platform. The application can be accessed at this link: Read the following instructions carefully before completing the application. We recommend printing them for reference and having the award description available when completing the application. Review the Fulbright U.S. Scholar Program Eligibility carefully before applying. Questions about completing the application can be ed to IIE/CIES at Applicants may only apply for one award per application cycle. APPLICATION DEADLINE VARIES BY AWARD: India IEA and Taiwan IEA August 1, 2018 Russia Community College Administrator Seminar October 15, 2018 Japan IEA and Korea IEA November 1, 2018 France IEA and Germany IEA February 1, 2019 Contents Creating Your Embark Account... 2 Managing Your Application... 3 Preliminary Questions... 4 Instructions... 5 Application... 6 Program Information... 6 Professional Profile... 7 Academic Credentials... 9 Personal Information References References After Submitting the Application Uploading Attachments Upload: Statement of Intent Upload: Curriculum Vitae or Resume Additional Uploads: Institutional Statement Fulbright Publicity Survey Certification Review Updated 6/4/2018 Page 1 of 21

2 Creating Your Embark Account 1. New users: Click Register to start. Returning users: Log in with your address and password. If you do not remember your password, click Forgot your password? and follow the resulting instructions. 2. On the resulting screen, enter the requested information. Note: Use an address that you will be able to access for at least one year after submitting your application. This is the address you will use to log in to your application account. Once you complete this step, you will receive an from Embark confirming that you have started the application. Updated 6/4/2018 Page 2 of 21

3 Managing Your Application Editing your application Prior to submission: you may log in at any time to review and edit your application form. Remember to save your application after completing each page by pressing the Save and Next button at the bottom of each page. Note: The application will automatically log you out after 20 minutes of inactivity, so it is best to save your application frequently. After application submission: You may continue to log in to your account to view the information you have submitted, save a PDF of your application form, and manage your references. You will not be able to edit your application nor upload revised documents. You will only be able to log in to manage your recommenders in the References section of the online application. Submission of Letters of Reference: These will be submitted directly to the application system by those who you register to write them. Reference letters may be submitted before or after you submit the application. The deadline for the complete application varies by award, and includes letters of reference. Deadlines: India IEA and Taiwan IEA August 1, 2018 Russia Community College Administrator Seminar October 15, 2018 Japan IEA and Korea IEA November 1, 2018 France IEA and Germany IEA February 1, 2019 Updated 6/4/2018 Page 3 of 21

4 Preliminary Questions These questions address essential program eligibility. Have you received a Fulbright Scholar grant within the past two years? o Recipients of a Fulbright Scholar grant are eligible to apply for another Fulbright Scholar grant two years after the date of completion of the previous grant. (For serial or Flex grants, the two-year period begins at the end of the final grant in the series.) Are you a U.S. citizen? o Applicants must be U.S. citizens at the time of application for the Fulbright U.S. Scholar Program. o If you are not a U.S. citizen, please visit the Fulbright Visiting Scholar Program page. To which program are you applying? o Select Fulbright International Education Administrator (IEA) Awards. Updated 6/4/2018 Page 4 of 21

5 Instructions Select the Instructions tab on the left-hand side of the screen. Click on the link that corresponds with the program to which you are applying. (This document should contain the same instructions that appear when you click the link.) Review the instructions and review the required steps and materials for completing the application. These instructions can be accessed and reviewed at any time while you are completing the application. Updated 6/4/2018 Page 5 of 21

6 Application The following pages will guide you through the application to help you complete it correctly. General tips: Use proper capitalization. Proofread, including spellcheck. Be mindful of character limits in text boxes. Program Information This section contains information about the country, award, and proposed grant activity. We strongly recommend that you have the award description available for reference when you complete this section. Country of Interest and Award Number Select the country or program to which are you applying from the drop-down options. The Award Number and Type of Activity will automatically populate based on the country selected. (The award number should correspond to the award number found in the Catalog of Awards (example: 9378-IN). Updated 6/4/2018 Page 6 of 21

7 Professional Profile This section contains information about your current professional affiliation (employer). Prefix Select appropriate title from the drop-down list. Name Enter your name as it appears on your passport: Prefix First Name Preferred Name: (e.g., Steve versus Steven. Do not re-enter your full name.) Middle Name Family/Last Name Suffix (Jr., Sr., etc.) Current Primary Academic/Professional Title Select your title (e.g., Director) from the drop-down list It is a long list, please check carefully. If your title is not listed, select "Other" and type your title in the text box provided. If you have multiple roles at your institution, or are employed by multiple institutions or organizations, enter the title for your primary role here. Ensure your curriculum vitae or resume includes the other(s). Start Date Enter the date when you started your current position in month / year format (e.g., 12/2001). Current Institution Type your institution into the box. A drop-down list will appear as you type; select the appropriate option. If your institution is not listed, please enter "Other" into the institution search box and select Other Affiliation. Type the full name of the institution into the Institution Other box. If the name of your institution has changed, select the prior name from the list and enter the new name into the Institution Other box. If you are an unaffiliated scholar, please enter "No Affiliation" into the institution search box and select No Affiliation. If you have multiple roles at your institution, or are employed by multiple institutions or organizations, enter the information for your primary role in this section. Ensure your curriculum vitae or resume includes the others. Note: It is best to do a partial search for the institution s name. For example, search for Updated 6/4/2018 Page 7 of 21

8 Maryland, when searching for the University of Maryland. Institution Address Enter your full school and department name (if applicable). Examples: o College of Arts and Sciences (not Arts & Sciences) o School of Law (not Law) o Department of Biomedical Engineering (not Biomedical Engineering) o Departments of Anthropology and History (not Anthropology & History) Zip code: must have 9 digits (zip plus 4) with the dash ( ) o Go to to locate your full zip code. Phone number: do not separate numbers (no dashes, no periods). address: your work address Updated 6/4/2018 Page 8 of 21

9 Academic Credentials This section contains information about your academic background and expertise, as well as your prior experience abroad. Awarded Degree(s) How many degrees do you have (earned and in progress)? Select the corresponding number from the drop-down list and spaces will appear for each degree. o Degree conferral date: month / year format (e.g., 12/2001). Enter your highest or terminal degrees first (e.g., Ph.D, M.F.A, J.D.). If you have a degree in progress, list expected date of conferral. Academic Discipline and Primary Specialization What discipline does your project most closely fall within? Select the academic discipline from the drop-down list. Select the specializations in the Primary Specialization drop-down list. NOTE: this will show only those specializations that correspond to the selected academic discipline. o If your specialization does not appear, check this list to see if your specialization appears within another discipline. (This indexed, searchable list contains all of the disciplines and specializations available in the application.) o Do your best to choose the closest discipline and specialization of those listed Use the Other Specializations text box to provide more detail if needed. Most Significant Professional Accomplishments List your five most significant professional accomplishments, honors, and awards. Include items such as significant teaching and research awards, compositions and exhibitions. Do not write "See C.V." or direct reviewers to supplemental materials. Limit your list to a maximum of five accomplishments. Maximum 700 characters, includes punctuation and spaces. Separate each item with a semicolon (do not use Enter on keyboard). Residence or Professional Trips Abroad Have you resided abroad in the last six years? Was it for 3 or more months in a row? NOTE: Candidates who have resided abroad for five or more consecutive years in the sixyear period preceding the date of application are ineligible. In this case, a period of nine months or more during a calendar year is considered to constitute a full year abroad. Indicate residence or professional trips abroad of three consecutive months or longer during the last five years. Updated 6/4/2018 Page 9 of 21

10 Previous Fulbright Grant(s) Have you had a Fulbright previously? NOTE: Recipients of a Fulbright Scholar grant are eligible to apply for another Fulbright Scholar grant two years after the date of completion of the previous grant. (For serial or Flex grants, the two-year period begins at the end of the final grant in the series.) If you have had one or more Fulbright grants previously, indicate how many Fulbright grants you have received. Enter the type of grant, the academic year, and the host country or program using the dropdown lists for prior grant(s). List of grant types: Refer to Project Statement Guidelines and Review Criteria for guidance on how to address prior Fulbright U.S. Scholar grant(s) in the project statement. Updated 6/4/2018 Page 10 of 21

11 Personal Information This section contains information about your personal background. Home Mailing Information Enter your home (residential) mailing address. Do not enter university or other address information. o Address (do not abbreviate street names, e.g. 114 West 16th Street) o State of legal residence: select from the drop-down list. If outside of the United States or U.S.-owned territories, leave blank. o Zip: enter your 9-digit zip code (zip plus 4). Phone numbers: only enter the numbers (no dashes, no periods, etc.). Preferred address: this is the address IIE will use to contact you regarding your application status. Use one that you check frequently and that you will have access to over the coming months. (Ideally, it will be different from your work address, but this is not required.) Select your current marital status. Employment Eligibility Indicate if you have any affiliation with the U.S. Department of State or U.S. Agency for International Development. NOTE: Employees and their immediate families (i.e. spouses and dependent children) of the U.S. Department of State and of public or private organizations under contract to the U.S. Department of State are ineligible to apply for a Fulbright grant until one year after termination of such employment. Dependent Information In the drop-down, enter 0 (zero). The IEA program does not provide grant benefits to dependents. Felony and Misdemeanor If you answered yes to either question regarding felony/misdemeanor conviction, an IIE team member will be in touch following initial review of your application. At that time, you will be asked to provide additional information, including a description of the factual circumstances of the charge or conviction and supporting documentation. Do not include with your application; they will be reviewed separately by the J. William Fulbright Foreign Scholarship Board. NOTE: If you are arrested for, indicted for, charged with, or convicted of a felony or misdemeanor (excluding minor traffic violations) after the submission of this application, you must promptly inform IIE/CIES in writing (scholars@iie.org). Details on ineligibility factors, including certain recent misdemeanor convictions, may be Updated 6/4/2018 Page 11 of 21

12 found in the Fulbright Program Policies, Chapter 600: U.S. Lecturers and Research Scholars, 626 Ineligibility Factors Fulbright Race/Ethnicity Survey Completion of the survey is optional. The information will help IIE track the effectiveness of our outreach efforts. The information is requested for statistical purposes only and is completely confidential. It will not be seen by reviewers or used in any way during the selection process. Citizenship Information Enter your date of birth in month / day / year format (e.g., 12/31/1972). Enter your city of birth. Enter your state of birth. o Are you a naturalized citizen? If so, select Naturalized Citizen from the State of Birth drop-down list. o Were you born a U.S. citizen outside of the U.S.? If so, select Amer. Outside US from the State of Birth drop-down list. Enter your country of birth. Enter your country of citizenship and any second country of citizenship. List the United States first. If you are a naturalized citizen, enter the date of naturalization using in month / day / year format (e.g., 12/31/1972). Enter your gender. Indicate whether you are a U.S. Veteran. Updated 6/4/2018 Page 12 of 21

13 References You are responsible for notifying referees of your request for letters prior to registering them in the application. You are also responsible for ensuring those letters are submitted to the application by the application deadline. Please inform your referees of this deadline. Letters can be submitted before or after you submit the application. Letters of reference must be uploaded by the referee to the Embark application system. IIE/CIES will NOT accept letters submitted outside the online system, including ed, mailed, or faxed materials. You cannot receive more than three letters of reference. If more than three are submitted, one will be removed. This may delay the review of your application. Tips Provide your referees with a copy of your project statement. Referees should keep an electronic copy of submitted letters. Who may serve as a referee? One reference must be from your current supervisor or someone you report to at your institution. One reference must be from a colleague in your field from your own or another institution who is familiar with your administrative skills and leadership success. One reference can be from any colleague who can speak to your personal attributes and interest in international education. If your institution or employer recently changed, one of the letters should be from someone at your previous institution or employer. Anyone who serves as a referee may not also provide the applicant with an invitation letter. References from relatives are not permitted. Representatives of U.S. Embassy posts or Fulbright Commissions in the country of application may not serve as referees. Representatives of the Bureau of Educational and Cultural Affairs (ECA) at the U.S. Department of State may not serve as referees. Waiver Indicate whether you waive your right to access your submitted letters of reference. Instructions Enter your first two referees their title, first and last name, and address. To add your third referee, click the + icon and enter their information. Updated 6/4/2018 Page 13 of 21

14 Click Invite Recommenders to register your referees. o This will prompt the application system to send each referee an directly, asking them to register to the site and complete their recommendation. Note: the will be from Fulbright Scholar Program (noreply@embark.com) Status of Reference Letters and Resending Reference Request s The status of your letters appears in the Status column. o Blank: referee has not been invited. Select Invite Recommenders to complete. o Invited: referee has been registered; has been sent. o Opened: referee has received ; reference has not been submitted. o Submitted: letter of reference has been submitted. To send your referee(s) a reminder, select Resend. This will immediately send your referee an reminding them to submit their letter. If you entered a referee or their information erroneously: If they have not submitted their reference letter, select Remove and follow the steps above to re-register them. If they have submitted their reference letter, scholars@iie.org for assistance. Updated 6/4/2018 Page 14 of 21

15 References After Submitting the Application To check on the status of your letters of reference and/or external language proficiency report after you have submitted your application: Instructions Log in to your application Select the appropriate section. Note: the other sections (those grayed out) are not available to make changes: o References: you will not be able to edit the names or s for those you have already registered. o Language proficiency: you will not be able to edit your self-evaluation responses. This will take you to the page where you entered your referees title, first and last name, and address, and will look something like this: Rec 1 Rec 1 Test1@ .com Rec 2 Rec 2 Test2@ .com Test3@ .com If the status is Invited or Opened and need to resend the link to your referee, click on the icon. This will send your referee another . Note: You should let your referee know to expect that the will be from Fulbright Scholar Program (noreply@embark.com), and that they should add this address to their address book. If they do not receive within a few minutes of you resending them the link, suggest they check their spam/junk folder. If you need to remove one referee and add a new one: o If the referee you wish to remove has not submitted their letter, click on the icon and the referee will be removed. Be sure to add the new referee (click on the Updated 6/4/2018 Page 15 of 21

16 Reminders icon, enter their information, and click on Invite Recommenders ). o If the referee you wish to remove has submitted their letter, you will not be able to remove it (in image above, there are no icons to resend/remove). You will need to scholars@iie.org to ask for it to be removed. Then, add the new referee. You are responsible for ensuring the letters are submitted to the application by the application deadline: August 1, Please inform your referees of this deadline. Letters of reference must be uploaded by the referee to the Embark application system. IIE/CIES will NOT accept letters submitted outside the online system, including ed, mailed, or faxed materials. You cannot receive more than three letters of reference. If more than three are submitted, one will be removed. This may delay the review of your application. Updated 6/4/2018 Page 16 of 21

17 Uploading Attachments The next three sections will require you to upload documents to the application. Review the format requirements for each document, as well as the content requirements and guidelines. Generally: Single-spaced, 12-point or larger font size, 1-inch or greater margins. Include page numbers. File type: Adobe PDF or Word document. Note: Adobe PDF is preferred. Word documents will be converted to a PDF by Embark. Conversion by Embark takes longer and can change formatting occasionally, and this can result in exceeding the page limit. We recommend that you convert Word documents to Adobe PDF, and using the preview function in the application. Only Latin alphabet characters are allowed (i.e., do not include any words or phrases that contain non-english characters) Step-by-Step Instructions 1) Near the bottom of the attachment page, click Upload File. 2) In the window that appears, navigate to the document you wish to upload and select it. Then, click Open. 3) Once the file is uploaded successfully, it will appear where Upload File was. 4) Double check that you have uploaded the correct file by clicking the Preview button. 5) If you need to replace the document, click the Trash button and repeat steps above. Updated 6/4/2018 Page 17 of 21

18 Upload: Statement of Intent All applications require a statement of intent. Your statement should address the following, and be clear and compelling to audiences both inside and outside your institution. Consult the award description for any specific instructions. Format Requirements: 3 to 5 pages, single spaced, 12-point or larger font size, 1-inch or greater margins Only Latin alphabet characters are allowed (i.e., do not include any words or phrases that contain non-english characters) Include page numbers Use headers and/or bullets to organize and convey key elements File type: Adobe PDF (preferred) or Word document File size cannot exceed 10MB Content Guidelines (for Core grants): Your current job responsibilities and how they relate to this grant. The impact your participation would have on your career, professional development, home institution, and/or community. Why you have chosen this country. How you would share what you have learned with your home institution and others. How the IEA seminar would contribute to the international education goals of your institution? (Upload document) Updated 6/4/2018 Page 18 of 21

19 Upload: Curriculum Vitae or Resume All applicants must include their current curriculum vitae or resume with detailed list of publications. Format Requirements: Up to 6 pages, single spaced, 12-point or larger font size; 1-inch margins Headers and/or bullets to organize and convey key elements File type: Adobe PDF or Word document File size cannot exceed 10MB Include page numbers Only Latin alphabet characters are allowed (i.e., do not include any words or phrases that contain non-english characters) Content Guidelines: Include employment history and list of publications, presentations, exhibitions, etc. Use full citations. List items chronologically, starting with the most recent Refereed publications should be listed separately from non-refereed publications (Upload document) Updated 6/4/2018 Page 19 of 21

20 Additional Uploads: Institutional Statement Institutional Statement Use this page to upload your Institutional Statement. Consult the award description for any specific instructions. NOTE: This is not required for the Russia Community College Administrators Seminar Format Requirements: Up to 2 pages, single spaced, 12-point or larger font size, 1-inch or greater margins File type: Adobe PDF (preferred) or Word document File size cannot exceed 10MB Content Guidelines: Include general information about your home institution (e.g., type of institution, total enrollment, number of degrees offered, etc.). Provide the number of international students on campus and where they are coming from. Please note: If you are applying for the IEA Program in Japan or Korea, you must include the number of Japanese or Korean students currently on your campus. Describe the study abroad opportunities available on your campus. List any institutional partnerships, particularly with universities in the country where the grant takes place. Include any future goals/plans for internationalizing the campus. (Upload document) Updated 6/4/2018 Page 20 of 21

21 Fulbright Publicity Survey This information is used solely used for statistical purposes and is completely confidential. It will not be seen by reviewers or used in any way during the selection process. Please answer the questions honestly and to the best of your ability. Certification Review this section. Your electronic signature attests to the authenticity and accuracy of the information supplied in the application and verifies that you waive or do not waive, as indicated, your right of access to the evaluations submitted by your referees. Type your name and enter date in the text box provided. Review The application will review the responses entered and will display any incomplete questions and required attachments that are missing. If no errors appear, then your application is ready for submission. If any errors appear, correct or complete these sections and return to the Review section to determine if your application is ready for submission. REVIEW ALL RESPONSES. CLICK SUBMIT. Updated 6/4/2018 Page 21 of 21