At Guidebook 2016(3)

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Institute of International EducationAcademic Training (AT) Guidebook 2016

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Geng Started………………………………………………………………………………………………………...3

AT Policy……………………………………………………………………………………..…………………………...4

Searching for AT at a University………………...……………………………..…………………………..…8

Cover Leer Guide…………………………………………………………………………………………………..9

Cover Leer Sample……………………………………………………………………………………………….10

Resume Guide………………………………………………………………………………………………………..11

Resume Samples…………………………………………………………………………………………………….13

Subming Your Resume and Cover Leer………………………………………..…………….….….16

Applicaon Follow‐Up…..………………………………………………………....……………………………17

Interviewing Guide………………………………………….…………………………………..………………..18

Thank You E‐mail……………………………………………………………………………………………………19

Post Interview Follow‐Up E‐mail…………………………………………………………………………….20

Accepng/Declining an Off er…………………………………………………………………………...……21

Contacng Universies for Housing and Meal Plans………….…………………………..….…..23

Table of Contents

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What is AT?

AT is an opportunity to work in your major field of study and pracce all that you learn in the classroom. Summer AT

is a full‐me opportunity (30 – 45 hours per week) which lasts between 4 and 16 weeks.

AT can be:

An internship with a company or organizaon

Research with a professor at a university

Purpose of AT

AT allows you to gain valuable praccal experience

AT provides an opportunity to network within your industry, which can be helpful aer graduaon

Many employers believe that internships provide a “compeve advantage” and prefer this type of experience on

candidate resumes

Most former BSMP grantees indicate that they were very happy with AT– we think you will be too!

How to Find AT

IIE AT Website

Talk to professors and advisors

Career Services Office at your host instuon

Research!

Introducon

The Instute of Internaonal Educaon (IIE) is excited to help you start the Academic Training (AT) search process. To do

so, we have created a guidebook for you to use as a resource during the search, applicaon, and interview processes. We

also urge you to view the AT Webinars once they are posted to IIE’s AT Website and aend the Q&A online forums when

they are announced. Remain posive and be persistent during your AT search – and good luck!

Geng Started

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Overview

The Instute of Internaonal Educaon (IIE) and Coordenação De Aperfeiçoamento De Pessoal De Nível Superior (CAPES)

strongly encourage all eligible Brazil Scienfic Mobility Program (BSMP) grantees to acvely seek and apply for academic

training experiences that directly relate to major fields of study while parcipang in the BSMP program. The scope of this

policy falls directly in‐line with the greater BSMP objecve of expanding the academic and research exchange between the

U.S. and Brazil and increasing Brazilian iniaves in sciences, technology, and innovaon. The informaon and policies

described herein apply to fall 2015, spring 2016, and summer 2016.

Table of Contents

I. Academic Training Descripon

II. Importance of Academic Training

III. Academic Training Policies

IV. Grantee Requirements during Academic Training

V. End of Academic Training Informaon

VI. Process to Obtain Approval for Academic Training

VII. Addional Informaon

I. Academic Training Descripon

As defined by J‐1 exchange visitor regulaons, the purpose of Academic Training (AT) is to provide an opportunity for J‐1

students to gain praccal experience in respecve major fields of study while maintaining J‐1 visa status.

For the purpose of the BSMP, AT is further defined as a tradional internship, observership, or research assistantship that

is completed over a pre‐approved period of me and relates directly to the grantee’s field of study as noted on his or her

Terms of Appointment. AT must be approved in wring by IIE before the grantee may parcipate in any acvies or orien‐

taons related to the opportunity.

2015‐2016 Academic Training Policies & Procedures for Undergraduates

II. Importance of Academic Training

BSMP grantees are encouraged to apply for summer AT. AT is an integral part of the BSMP grantee experience. This is an

opportunity to apply what grantees have learned in the classroom and is a great way to gain valuable firsthand knowledge

of a parcular field or industry. This knowledge and experience may provide a compeve advantage when entering the

workforce or applying for graduate‐level programs following compleon of undergraduate degrees. AT is also an oppor‐

tunity to network with professors and employers within a grantee’s field of study.

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a. Academic Training Policy

In order to be eligible for AT during the BSMP scholarship, grantees must meet the criteria below:

i. Have successfully maintained full‐me academic enrollment and J‐1 status during the BSMP scholarship.

ii. Be considered in good academic standing by the academic host instuon. This usually means

maintaining a GPA of 2.0 or higher while simultaneously fulfilling all host instuon requirements for non‐degree students. If a grantee is on academic probaon, an addional wrien statement will be

required from the grantee’s academic advisor explaining the grantee’s academic status. IIE will take this

statement into consideraon when evaluang the AT opportunity.

iii. Have completed at least one semester or two quarters of full‐me academic coursework in the U.S.

under the BSMP.

III. Academic Training Policies

The authorizaon to engage in AT is under the discreon and permission of IIE and established BSMP policy. It is crically

important that BSMP grantees adhere to BSMP AT Policy and J‐1 visa regulaons. Failure to adhere to these requirements

may result in dismissal from the BSMP.

b. Academic Training Requirements

The following requirements must be met by any AT opportunity as per BSMP policy and/or J‐1 visa regulaons:

i. AT must relate directly to the grantee’s field of study as noted on his or her Terms of Appointment and

be approved

by his or her

academic

advisor.

ii. AT must take place in the U.S. AT cannot be a remote opportunity (online or in a place diff erent than

the AT supervisor); the AT acvies must take place at an office, company, organizaon, or instuon

with a USPS recognized address. An AT address cannot be a P.O. Box address. If the AT opportunity

takes place at a home office, the home address should be the registered address of the company and a

designated workspace should be available for the grantee.

iii. AT must be supervised by an IIE‐approved supervisor. Supervisors should be specialized in the grantee’s

field of study, must not be freelance workers, and should be affiliated with the company, organizaon,

or instuon off ering the AT opportunity. Supervisors should be present at the AT site and available to

the grantee for a majority of the AT opportunity.

iv. AT cannot include child care, working as a camp counselor, or instrucng/teaching children of high

school age or younger.

v. AT cannot include more than 20% clerical work.

vi. AT cannot include manual labor, operaon of heavy/dangerous machinery, or work with dangerous

animals.

vii. All grantees, in parcular those studying medical/health‐related fields, must understand and agree to

comply with the J‐1 regulaon spulaon that there can be no paent contact (human or animal

paents), including diagnosing or treatment, during the course of the exchange program.

viii. Grantees parcipang in aviaon‐related AT cannot engage in flight training or simulaon and cannot

fly in aircra as passengers, trainees, or pilots.

ix. A grantee cannot parcipate in mulple AT opportunies at the same me.

x. AT must be approved in wring by IIE via the AT Authorizaon Leer. Grantees may not begin an AT

opportunity without an AT Authorizaon Leer provided by IIE. No excepons will be made.

2015‐2016 Academic Training Policies & Procedures for Undergraduates—Cont’d

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c. Summer Academic Training Requirements

In addion to the requirements listed in secon b above, summer AT opportunies must meet the following

criteria:

i. AT can take place either on‐ or off‐campus, and may be paid or unpaid.

ii. AT must be a full‐me opportunity (taking place between 30 to 45 hours per week).

iii. AT must be at least four weeks in duraon and cannot be longer than 16 weeks.

iv. AT opportunies must begin following the end of the spring term and within 30 days of this date.

No excepons will be made to this.

v. AT must end, at the latest, on the last day of a grantee’s DS‐2019.

IV. Process to Obtain Approval for Academic Training

Grantees must receive wrien approval for any AT opportunity from IIE, their academic advisor or dean, and their AT

supervisor prior to beginning the opportunity, including any related orientaons.

i. Complete the following steps at least one month before AT approval is needed and see “Important Note” below

for addional guidance.

a. Complete the Academic Training (AT) Request Form. This form must be completed in full. Access

instrucons on the IIE.org/BSMP website.

b. Print the AT Request Form. Sign this form and have it signed by the academic advisor and AT supervisor.

c. Submit the signed form to the BSMP Parcipant Self ‐Service Portal (hp://mycusthelp.info/IIE) using the

Document category: “Pre‐Degree AT Request”

ii. An Off er Leer from the AT Provider can be included and submied with the AT Request Form.

iii. Wait approximately one month to receive a final decision on the AT Request.

iv. Once an AT Request Form has been submied to IIE, a grantee is not permied to switch to another AT or request

another AT opportunity. A grantee cannot parcipate in mulple AT opportunies. If a grantee’s AT Request Form

is rejected, the grantee is permied to apply to an alternate AT opportunity, however must connue to adhere to

the policy and process requirements described in this document.

Important Note:

IIE urges you to submit your AT Request Form at least one month before AT approval is needed. AT approval may be needed

prior to the AT start date. Many AT hosts require AT Authorizaon Leers and/or copies of the updated form DS‐2019 in ad‐

vance of AT start dates. AT approval may also be needed prior to your AT start date in order to apply for a Social Security

Number and/or to secure housing, among other things.

d. Academic Year Academic Training Requirements

On‐campus research assistantships will be considered for grantees throughout the academic year. If a grantee

applies for an on‐campus employment opportunity that is directly related to the grantee’s field of study, it will

be approved as academic year AT. Grantees should focus on academic coursework during the academic year

and therefore AT during the academic year is generally discouraged by IIE.

In addion to the requirements listed in secon b above, AT opportunies during the academic year must be

part‐me and must meet the following criteria:

i. AT must take place on‐campus at the grantee’s U.S. host instuon, and may be paid or unpaid.

ii. AT must be a part‐me opportunity (no more than 20 hours per week).

iii. Part‐me AT during the academic term must end by the last day of the term.

iv. Grantees applying for academic year AT opportunies must maintain a 3.0 GPA and have completed at

least one semester or two quarters of full‐me academic coursework in the U.S. under the BSMP.


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V. Grantee Requirements during Academic Training

i. Grantees must report any changes to the terms or condions (supervisor, locaon, dates, pay, etc.) of an author‐

ized AT opportunity in wring to their Student Relaons Officer immediately.

ii. Grantees must be enrolled in a health insurance plan that meets J‐1 visa regulaons throughout the AT oppor‐

tunity. Grantees whose health plan will not provide adequate coverage must inform IIE immediately so that IIE

can purchase insurance on their behalf.

iii. Grantees must report any change in their U.S. address through the BSMP Parcipant Self ‐Service Portal as soon

as any relocaon takes place (no later than 10 days aer the move).

iv. Grantees must comply with all reporng requirements during AT, including compleng and subming the AT

Verificaon Form (to confirm the start of AT), as well as compleng an evaluaon of the AT experience.


VI. End of Academic Training Informaon

i. Grantees whose summer 2016 AT opportunity ends before the program end date on their DS‐2019s will have DS

‐2019s shortened to reflect the last day of their AT opportunies.

ii. Grantees have a 30‐day grace period to exit the U.S. following compleon of the AT opportunity. Health insur‐

ance and financial coverage are not provided as benefits of the BSMP during this grace period.

iii. Grantees are subject to the two‐year home residency requirement of the J‐1 visa upon compleon of the BSMP

which means that grantees must return to their home country and be physically present in the home country for

two years aer compleng their J‐1 program before being eligible for any immigrant status such as Permanent

Residency or to be eligible to apply for the H, L, or K Visas.

VII. Addional Informaon

a. Academic Credit

i. AT can be taken for academic credit only if the AT provider requires that grantees receive credit in order to parcipate

in AT. If a grantee receives academic credit for AT that does not meet this criterion, the grantee will be responsible for

all credit costs and fees.

ii. If a grantee is required to receive credit, the grantee must take only the minimum amount of credit required (typically

one to three credits).

iii. Grantees who are required to receive credit to engage in an AT opportunity must receive pre‐approval from IIE by indi‐

cang this requirement in the AT Request Form.

iv. Online courses are not permied.

b. Grantees Unable to Secure Academic Training during Summer 2016

Grantees who are unable to secure an AT opportunity for summer 2016 must return to Brazil at the end of the spring 2016

term. DS‐2019 end dates will be shortened to the last day of spring term, and grantees will need to leave the U.S. within 30

days of the updated end‐date.

All grantees will receive addional informaon on reporng Early Departure in a separate policy document.

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Build a targeted list of faculty to contact aer exploring university/faculty webpages and matching your interests

Research if a professor accepts short‐term vising students before you contact him/her

Prepare a personalized, though ul, and professional e‐mail that shows you took the me to learn about a professor’s interests

Explain that you are a Brazil Scienfic Mobility Program grantee and describe what you’re studying in the United States

Highlight your relevant work experience, skills, and strengths to make a lasng impression

Discuss a specific interest that movated you to apply

Prove that you have an understanding of the research group you are applying to be a part of

Send diff erent emails than your peers! Each e‐mail should be unique and tailored

Professors are interested in students that stand‐out!

Ask an adviser to proofread your e‐mail if you feel nervous about your English or want another opinion

Make sure to aach:

Leer of Support

Resume

AVOID THIS:

Hi,

My name is Lucas Rocha. I am a Brazilian student enrolled in the BSMP

program. I am looking for a summer internship or research

opportunity. The BSMP Program requires I par cipate in an internship

or research opportunity for at least 40 hours per week and for at least eight weeks over the summer.

I have a ached my resume. I have experience in the area of your

research.

I've also been told that you are accep ng students for paid research

opportuni es. I am very interested in paid opportuni es.

Thanks,

Lucas Rocha

WHAT

WENT

WRONG?

E‐mail is not addressed to a specific person

No evidence that the grantee has researched the professor or is

interested in his/her work

E‐mail does not express sincere interest in doing research with

this professor

Leer of Support is not referenced and the BSMP program is not

explained

TRY THIS:

Dear Professor Smith,

My name is Lucas Rocha. I am an undergraduate Industrial Engineering

student at the University of Sao Paulo and am currently studying

Industrial Engineering at the University of Michigan—Ann Arbor as a

grantee of the Brazil Scien fi c Mobility Program, which is a non‐degree scholarship program sponsored by the Government of Brazil. I'm very

interested in the research side of Industrial Engineering and would like

to acquire more prac cal experience as a summer intern.

Upon researching your work at Georgia Ins tute of Technology, I found

your research on Organiza onal and Technology Management very

interes ng. Speci fi cally, your paper “The Applica on of Engineering in

2015” discussed a number of topics which I have researched personally.

Addi onally, I have experience as a research assistant at my university

in Brazil. The largest project I worked on involved analyzing technology

management at various start ‐up companies in Sao Paulo. As a research

assistant, I learned to use technical methods to analyze engineering

principles, which I think would be helpful if given the opportunity to

work with you at Georgia Ins tute of Technology.

Please note that I will not need visa sponsorship, fi nancial support,

work authoriza on, or health insurance coverage from you. These are

bene fi ts of the scholarship program, which is administered in the U.S.

by the Ins tute of Interna onal Educa on. Please fi nd a Le er of

Support from this organiza on a ached outlining my program. I look

forward to hearing from you.

Very sincerely,

Lucas Rocha

212‐555‐5555

SAMPLE E ‐MAIL ONLY

DO NOT DUPLICATE

When E‐mailing...

Searching for Academic Training at a University

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Formang

Black font color

10 ‐12 point simple font

.5 ‐1 inch margins

Do NOT exceed one page!

Cover Leer Layout and Process

Wring a cover leer can seem daunng, but you can complete the process in seven easy steps. Please reference the sample cover

leer to see examples of the instrucons outlined here.

If you are mailing the cover leer:

1. In the top right corner, put your name, address, phone number, and e‐mail. Directly below you contact informaon on the

right side of the page, leave one space and put the date.

2. On the le side, below the date, put the name of the person you will submit your applicaon to and his or her work address.

If you are e‐mailing or mailing the cover leer:

3. Address the leer to a specific person. If you don’t know the name of the person that you are subming your applicaon to,

you may use: “To Whom It May Concern:”

4. Paragraph 1: Grab their aenon! State the name of the posion that you are applying for, how you heard of it, and why you

are interested.

5. Paragraph 2: Note two or three specific items from your coursework, experience, and/or skills secon of your resume. Then,

relate each to specific aspects of the AT posion that you are applying to and how they will help you contribute to the role.

6. Paragraph 3: This is your final paragraph. Express your interest in the posion and that you would like to meet with the

employer to discuss your qualificaons and learn more about the posion. Also provide a sentence including the best way to

contact you (typically e‐mail and phone number).

7. End your cover leer by using a closing sentence expressing your thanks for their me and that you are looking forward to

hearing from them. Then, complete the cover leer with “Sincerely,” “Best wishes,” or so on, then your name.

Purpose of the Cover Leer

Indicate interest in the posion.

Explain why you are the best candidate for the posion.

Demonstrate how you will add value to the company or organizaon.

Complement but not replace your resume.

Detail two or three specific experiences and skills from your coursework, experience, and/or skills secon of your resume that

relate well to the Academic Training (AT) opportunity to which you are applying.

Tips for Geng Started

TIP

For the first few opportunies you apply to, make a rough dra of your cover leer and make an appointment at your

university’s career center to have it reviewed. Take your resume and the internship descripon with you as well so that

the career counselor can help you improve your cover leer.

TIP

There are plenty of addional resources online to help you cra the perfect cover leer. One detailed descripon of the

proper cover leer layout is available at hp://www.careercenter.illinois.edu/students/cover‐leer.

TIPRemember to create a separate cover leer for each AT opportunity to which you apply, since cover leers need to be

carefully tailored to specific posion requirements.

Cover Leer Guide

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Lucas Rocha

809 United Nations Plaza

New York, NY, [email protected]

(212) 555-5555

October 5, 2015

Dr. Jane Smith NASA Ames Research Center

Moffett Field, CA 94035

Dear Dr. Jane Smith,

I am writing in response to the NASA Ames Research Center Internship position that I found on the

NASA jobs website. Since I first began studying Aerospace Engineering, I have read many research

documents published by the NASA Ames Research Center and I was excited to find a position at NASA

that fits so well with my specific interests. After reviewing the internship description, I believe that myquantitative analytical skills, independent research on “Docking Mechanism Effectiveness,” and

experience acquired through being a Portuguese teacher make me a perfect candidate for this opportunity.

Having taken the courses “Research in Aerospace Engineering” and “Quantitative Analysis,” I gained

critical research skills. These skills include programming and lab techniques that will enable me toeffectively contribute to the research performed at the Ames Center. In addition, I have worked on an

independent research project with Professor Texeira in Brazil on “Docking Mechanism Effectiveness.”

For that project, I applied the skills and knowledge I learned from classes in an areal research project, justas I would do as an intern. Furthermore, through my experience as an English tutor in my hometown in

Brazil, I learned to manage my time well and to communicate clearly so that my students could better

understand English grammar. This will help in meeting deadlines and staying on task, as well as writingand giving presentations on the research I would participate in at Ames.

It is my greatest ambition to work as a researcher at an institution like the NASA Ames Research Center.

I aspire to contribute to research and safe exploration of the universe. I would love the opportunity tomeet with you to discuss the position and my qualifications in further detail.

I greatly appreciate your consideration and look forward to hearing from you.

Sincerely,

Lucas Rocha

2

7

6

5

4

1

3

Cover Leer Sample

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Purpose of a Resume

As an undergraduate grantee seeking Academic Training (AT) — an internship or research opportunity — you will almost always be

required to provide a resume.

In the U.S, a resume:

Is only one page

Lists coursework, skills, and experience that is relevant to the posion for which you are applying

Is formaed in a professional and consistent way

What is a CV?

A CV is another common document used to display academic and work experience. CVs are commonly requested from applicants with

advanced degrees (such as PhDs) who are applying to academic or research posions. It is unlikely that you will be required to submit

one. If you are, please contact your career services office for guidance.

Tips for Geng Started

TIP

On your resume, it is best to include the e‐mail address provided by your host instuon, if your personal e‐mail address

sounds unprofessional. If you don’t check your host instuon e‐mail oen, consider using this e‐mail address on your

resume and seng it up to forward e‐mails to the address you frequently check.

TIPDo not include a photograph OR personal informaon other than your name and contact informaon on your resume.

This is not included in resumes in the United States.

TIP

Begin building your resume as soon as you get to the United States and update it frequently as you gain experience and

build new skills. Most universies and colleges in the U.S. have a career center where you can get advice on building your

resume. It is strongly recommended that you make an appointment with the career office at the beginning of your BSMP

grant and when you begin your AT applicaons and interviews.

GPA Conversion

In the United States, a GPA is calculated on a 4.0 scale. When you put your cumulave Brazilian GPA on your resume, you will need to

convert it to the U.S. 4.0 scale. A good resource to help you do this is: hp://www.foreigncredits.com/Resources/GPA‐Calculator/.

Remember to update your cumulave GPA on your resume as you receive grades from your U.S. host instuon.

Font, Margins, and Spacing

Your resume should be typed in black 10‐12 point font size using a conservave and simple font type, such as Times New Roman or

Calibri, with .5‐1 inch page margins. Use spaces to separate each secon of the resume. Also, use bold, italics, and underlining along

with standard font to disnguish certain parts of your resume. If you need more space in the body of the resume, put your contact

informaon in the “header” of the document. Your resume must not exceed ONE page. If your resume goes over one page, visit your

career services office for help on eding it so that it is only one page. Please see the Sample Resume Info Sheet for more guidance.

Resume Guide

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Important Parts of a Resume

1. Contact Informaon: Name, phone number, and e‐mail are required in the United States.

2. Educaon: This should be listed in three lines for both your Brazilian instuon and U.S. host instuon. The first line should

include your host instuon name, city, state or country, and expected graduaon date. The second line should note your degree

(example: Bachelor of Science candidate, Aerospace Engineering) and GPA. On the third line, list your senior thesis, or “monografia”

as it is called in Brazil, or specializaon if applicable. Please see the sample resume to see how to display your U.S. host instuon.

3. Coursework: Present courses that relate to the Academic Training (AT) role; it should look like there is an invisible chart. This

gives you the opportunity to list three to six courses that are RELEVANT to the AT posion. DO NOT feel that you need to list

courses. This is the part of your resume that you should omit if the other secons take up a lot of space and you are worried about

fing it all on one page.

4. Skills: This secon is important in the STEM fields. Make sure that you include it on your resume! Skills should be grouped by

categories. These may include: Programming, Lab Training, Computer, Languages etc. List the skills across the page.

5. Experience: If you have relevant experience, list by: organizaon name, city, state, start and end date. Under each experience,

put your tle. Under the tle, include two or three bullet points that give a brief but thorough explanaon of the experience. If you

have worked on projects in your field of study that are relevant to the AT opportunity descripon, you can list them by project tle,

school/instuon, and date. Underneath, put bullet points that give a brief but thorough explanaon of the project and what you

did. Always use acon words to begin descripons; you can find a list of acon words here: hp://www.careercenter.illinois.edu/

sites/default/files/docs/Acon%20Words.pdf.

6. Addional Informaon/Experience: If you have any addional acvies, skills, or experiences you feel are relevant to the posi‐

on,

list

these

at the

end

of your

resume.

Group

them

by categories

and

list

them

across

the

page.

For

example:

extracurricular

acvies, honors/awards, languages.

Frequently Asked Quesons

Q: What do I do if I have no previous experience?

A: You can include paid posions, internships, research posions, etc. under the experience secon of your resume. If you have not

had any of those opportunies yet, don’t panic! There are other components to your resume that will demonstrate that you are a

desirable candidate such as: coursework, skills, projects, acvies, and addional informaon. Just remember that the informaon

you include should be RELEVANT to the posion; you should be able to explain how each component that you have included on

your resume can help you contribute to the company/organizaon/instuon to which you are applying.

Q: Should I list references on my resume?

A: Do not list references OR say “references available upon request” on your resume. Instead, it is suggested that you prepare a list

of references, usually three to four people, ahead of me. It is imperave that you ask each person permission BEFORE you put

them on your list of references and inform them when you have submied their contact informaon to a prospecve employer.

Provide each reference with a current copy of your resume. Some applicaons may require that you submit a list of references

with your resume and/or cover leer. When you aend your interview, take your list of references with you in case they request

it. Take this list even if they did not request it when you submied your applicaon to be on the safe side. DO NOT off er this list

unless it is asked for. Good references would include: previous professors, employers, research supervisors, and anyone that can

aest to your abilies that you list on your resume. This list should not include family members.

Q: What should I do to clarify my gender if it is not clear from my name?

A: You do not need to clarify or specify this on your resume. In the United States, it is illegal for hiring organizaons to discriminate based

on gender. However, if you would like to specify your gender, you may include a tle (Ms. Or Mr.) next to your name in the leerhead.

Resume Guide—Cont’d

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Lucas Rocha 809 United Naons Plaza, New York, NY, 10017 • 212.555.5555 • [email protected]

Educaon University of California, Irvine, Irvine, CA Aug ‘15 – May ‘16

Aerospace Engineering, Non‐degree interna onal student GPA: 3.5/4.0

Brazil Scienfic Mobility Program, fully funded scholarship recipient

Coursework: Aerospace Laboratory, Dynamics, and Control of Aerospace Vehicles

Federal University of Pernambuco, Recife‐PE, Brazil Expected Graduaon: Dec 2016

Bachelor of Science, Aerospace Engineering GPA: 8.9/10.0

Coursework: Fluid Mechanics, Quantave Analysis, Physics, Physics of Space, Research in Aerospace

Senior Thesis: Spacecra Re‐entry: An Analysis of Spacecra Construcon and Atmospheric Condions

Experience Federal University of Pernambuco, Recife‐PE, Brazil Jan ’14 – May ’15

Research Assistant

Used MATLAB to evaluate the docking mechanism between the space staon and rocket

Presented research findings and journal reviews of for weekly group meengs

Brazilian Aerospace Cluster Intern, São José, Brazil May ’14 – Aug ‘14

Intern

Evaluated safety of new rocket re‐entry from space to earth using MATLAB

Assisted in developing protocol for managing crisis in re‐entry process

Nuclear Science Museum Educaon Programs Assistant, Recife‐PE, Brazil Jan ‘13 – May ‘14

Educa on Program Assistant

Lead educaonal sessions to educate the public on nuclear science

Created a series of museum brochures for distribuon to visitors

Chacrinha Barbosa School, Recife‐PE, Brazil Sep’12 – May ‘13

English Tutor

Taught English to middle and high school students in various levels of English Proficiency

Provided consulng services for parents and students about college opons for students

Acvies Federal University of Pernambuco 2014 – 2015

President

Worked with

students

and

school

administra

on to resolve

any

problems

and

improve

campus

environment

Assemble and facilitate various meengs school wide to meet all pares interests

Aerospace Engineering Club, University of California, Irvine Sep ’15 – present

Member

Aend and help organize lectures by engineering professors on current research areas

Skills and Interests Work Authorizaon: J‐1 visa sponsorship/work authorizaon provided by the Instute of Internaonal Educaon

Programming: C++, Java, Logic Flows, MATLAB, Microso Office

Lab Training: Control systems, fluid mechanics, solid mechanics, vibraons

Languages: Nave Portuguese, Advanced English, Conversaonal Spanish

Seminars: Fluids and Combuson Seminar, São Paulo 2013

Resume Sample #1

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2

4

5

6

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Senior Thesis: Spacecra Re‐entry: An Analysis of Spacecra Construcon and Atmospheric Condions

Relevant Coursework Aerospace Laboratory Dynamics Control of Aerospace Vehicles

Fluid Mechanics Quantave Analysis Physics of Space


Research Assistant

Used MATLAB to evaluate the docking mechanism between the space staon and rocket



Intern








English Tutor



Acvies Federal University of Pernambuco 2014 – 2015

President Worked with students and school administraon to resolve any problems and improve campus environment

Assemble and facilitate various meengs school wide to meet all pares interests

Aerospace Engineering Club, University of California, Irvine Sep ’15 – present

Member

Aend and help organize lectures by engineering professors on current research areas

Addional Informaon Work Authorizaon: J‐1 visa sponsorship/work authorizaon provided by the Instute of Internaonal Educaon

Programming: C++, Java, Logic Flows, MATLAB, Microso Office

Lab Training: Control systems, fluid mechanics, solid mechanics, vibraons



Resume Sample #2

1

2

3

4

5

6

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Coursework: Aerospace Laboratory, Dynamics, and Control of Aerospace Vehicles



Coursework: Fluid Mechanics, Quantave Analysis, Physics, Physics of Space, Research in Aerospace Senior Thesis: Spacecra Re‐entry: An Analysis of Spacecra Construcon and Atmospheric Condions

Skills Programming: C++, Java, Logic Flows, MATLAB, Microso Office

Lab: Control systems, fluid mechanics, solid mechanics, vibraons



Research Assistant

Used

MATLAB

to

evaluate

the

docking

mechanism

between

the

space

sta

on

and

rocket



Intern








English Tutor



Addional Informaon Work Authorizaon: J‐1 visa sponsorship/work authorizaon provided by the Instute of Internaonal Educaon


Acvies: President Student Government 2014‐2015

Member Aerospace Engineering Club at UC, Irvine 2015

Resume Sample #3

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2

4

5

6

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General Overview

Each applicaon requires diff erent documents and submission methods. Read the applicaon submission instrucons carefully for each

posion to which you are applying!

If you are required to submit your applicaon through the company/university/BSMP Parcipant Self ‐Service Portal:

Follow the instrucons carefully.

Make sure that you are on a stable internet connecon to ensure successful submission.

Submit ALL required materials.

If you submit your applicaon via e‐mail:

In the subject line of the e‐mail, write the tle of the posion that you are applying for

In the body of the e‐mail, briefly introduce yourself, note the posion that you are applying for, what documents you have

aached, and the best way to contact you.

The body of the e‐mail should not be excessively lengthy. Be concise.

Always address the message to a specific person. If you cannot find out who the person is that you are subming the cover leer

to, use “To Whom It May Concern.”

Sample e‐mail for subming your resume (and/or cover leer if applicable)

Subject of e‐mail:

NASA Ames Research Center Internship

Body of e‐mail:


Aached for your consideraon is my resume ( add “and cover le er” if you are also required

to submit a cover le er) in applicaon for the NASA Ames Research Center Internship. As this

( use “these” if you are also a aching a cover le er ) will show, I possess strong research and

quantave skills developed through my coursework and projects at the Federal University of

Pernambuco in Brazil as well as at the University of California, Irvine where I am currently a

student. I also have eff ecve communicaon and me management skills from my work as an

English tutor in impoverished areas in Brazil.

Please note that the Instute of Internaonal Educaon (IIE) will provide my visa sponsorship and work authorizaon for the duraon of my scholarship to the US, including the summer

internship period. NASA Ames Research Center would not be required to provide any visa

sponsorship or administraon if I am selected as an intern.

If you should have any quesons, please do not hesitate to contact me.

Best wishes,

Lucas Rocha

IMPORTANT: This is only an example! When wring your own e‐mail to submit your resume and cover leer, make it specific for

the AT opportunity that you are applying to. Remember that all BSMP grantees receive this informaon, and you don’t want to

submit a resume with an e‐mail that is idencal to another grantee’s. Please do not copy this example.

Subming your Resume and Cover Leer

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If you submit an applicaon for an Academic Training (AT) opportunity and have not heard from the opportunity’s

provider by the week aer the applicaon deadline, send a follow‐up e‐mail. Do not send an Applicaon Follow‐Up

e‐mail immediately aer subming your applicaon! You should give the AT provider some me to process your

applicaon before reminding them— doing so may be disrupve and hinder your chance of geng the opportunity.

The purpose of this e‐mail is to make sure they have received your applicaon.

Sample E‐mail


NASA Ames Research Center Internship Follow‐Up

Body of e‐mail:


I hope this e‐mail finds you well. I am wring to follow up on my applicaon for the

NASA Ames Research Center Internship, which I submied via your company’s website

on July

17th.

I am

sll interested

in this

opportunity

and

would

be thankful

for

the

chance to meet with you and interview for the posion if it is sll available.

I look forward to hearing from you.

Best regards,

Lucas Rocha

Student at University of California, Irvine

IMPORTANT: This is an example applicaon follow‐up e‐mail! Be sure to make your own e‐mail unique for

each AT opportunity. Remember that all BSMP grantees receive this informaon, and you don’t want to

submit an e‐mail that is idencal to another grantee’s. Please do not copy this example.

Applicaon Follow‐Up

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Preparaon

If possible, set up a pracce interview with your host instuon’s career services center so you will be prepared for interviews that are

scheduled suddenly.

Frequently Asked Quesons

Q: What quesons should I ask my interviewer(s)?

A: Your interviewer will expect that you researched the organizaon and prepared some quesons beforehand. Come up with a

few quesons to ask during the interview that reflect your knowledge and interest. Also, ask what the follow‐up steps are and

make sure to get your interviewer’s e‐mail address.

Q: What should I do if I don’t know how to respond to a queson?

A: Ask for clarificaon. If you sll are not sure how to respond, try to describe how you would go about solving the problem or

queson at hand. For example, if you were given an equaon to solve, but don’t know what the answer is, or get stuck, explain

what method or formula you would use to solve it. Oen, interviews just want to understand your though process.

Q: Will I be required to have a background check and/or drug test for my AT opportunity? What do they involve?

A: This depends on the opportunity. A background check is used to determine if you have a criminal record or any off enses. A drug

test may require you to provide urine, blood, or hair that a lab will check for traces of illegal drug use.

Before the Interview

Carefully research the company or organizaon. Make sure you check the organizaon’s website and search the internet for any recent

publicaons or news about it. Pracce travelling to your interview site to avoid being late or geng lost. Pracce answering potenal

interview quesons, review your resume, and prepare a few quesons to ask your interviewer about the posion and organizaon.

Preparaon

You need to be on me to your interview. Being late is considered very unprofessional and may significantly damager your interviewer’s

opinion of you before you even meet. Plan on being in the area of your interview site at least 20 minutes before your interview and

check in five to 10 minutes before your scheduled appointment me.

Q: What should I bring to the interview?

A: Bring a folder or briefcase, several copies of your resume, a notebook, pen, list of references, transcripts (if requested by the

interviewer), and sample items (this could include wring sample, project, or proposals if requested by the interviewer).

Q: How should I dress for my interview?

A: Generally, you should dress conservavely and professionally. For women, stay away from low necklines, short skirts/dresses,

and open‐toed shoes. For men, wear nice pants and a collared shirt. For large or formal companies, wear a suit. It is preferable

to be overdressed than underdressed. For more ps on interview are, visit: hp://career‐advice.monster.com/job‐interview/interview‐appearance/Appropriate‐Interview‐Dress/arcle.aspx

Q: Will I be required to have a background check and/or drug test for my AT opportunity? What do they involve?

A: Address the interviewer(s) formally using Mr., Ms., Dr., or Professor unless otherwise instructed. Shake hands with your interviewer(s)

when you meet him/her, sit up straight, don’t chew gum, and maintain eye contact. If you don’t understand a queson, don’t hesitate

to ask for clarificaon. When the interview is over, you may ask when you should expect to hear back from them, thank him/her for

the opportunity to interview, and shake hands.

Q: What quesons should I expect to be asked during an interview?

A: For examples of interview quesons, visit: hp://career‐advice.monster.com/job‐interview/interview‐quesons/100‐

potenal‐interview‐quesons/arcle.aspx and IIE’s Interviewing video.

Interviewing Guide

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Purpose of the Thank You E‐mail

Always write a thank you e‐mail to your interviewer(s) within 24 hours of your interview. It is important and expected

that you send a thank you note to express your connued interest in the posion and to thank the interviewer(s) for

their me.

If you interviewed with more than one person, you should send an individual thank you e‐mail to each interviewer.

You may want to reference something you specifically discussed in the interview to make your e‐mail more personal

and unique.

Sample Thank You E‐mail


Thank You_Lucas Rocha

Body of e‐mail:

Dear Dr. Smith,

I enjoyed meeng you today and having the opportunity to learn more about the

NASA Ames Research Center Internship. Aer meeng with you and learning more about the internship, I am confident that my skills and experience will be a

great fit for the program. I hope to have the opportunity to work with you and

your team this summer. Please let me know if you have any further quesons for

me or if I can provide any addional informaon. I look forward to hearing from

you soon.

Best regards,

Lucas Rocha

IMPORTANT: This is only an example thank you e‐mail! You need to write your own and make it specific

for each interview you aend. Remember that all BSMP grantees receive this informaon, and you don’t

want to submit a thank you e‐mail that is idencal to another grantee’s. Please do not copy this example.

Thank You E‐mail

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Purpose of the Post‐Interview Follow‐Up E‐mail

If you have already interviewed for a posion and have not heard back from your interviewer(s) by the date they specified

(generally within two weeks aer your interview), send a follow‐up e‐mail to check on the status of your applicaon. Do

not inquire about the status of your applicaon before that me! Be paent. If you aren’t sure about whether or not

you should send a follow‐up email, ask someone at the career services office at your host instuon.

Sample Follow‐Up E‐mail


NASA Ames Research Center Internship Follow‐Up

Body of e‐mail:


I hope this email finds you well. On August 12th I interviewed with you for the NASA

Ames Research Center Internship. I would like to follow‐up with you regarding the

status of my applicaon. I am sll very interested in the internship and hope to have

the opportunity to work with you over the summer. Please let me know if you have any further quesons for me.

I look forward to hearing from you.

Best wishes,

Lucas Rocha

IMPORTANT: This is an example follow‐up e‐mail! If you ever need to write your own, make it unique for

each AT opportunity. Remember that all BSMP grantees receive this informaon, and you don’t want to

submit an e‐mail that is idencal to another grantee’s. Please do not copy this example.

Post‐Interview Follow‐Up E‐mail

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Be sure to follow these steps by the deadline the Academic Training (AT) provider indicates for accepng or declin‐

ing an AT off er. If the AT provider doesn’t provide a deadline and you need me to consider if you would like the

posion, you can ask for a date by which the AT provider would like you to respond.

Accepng:

Express your thanks for the off er and enthusiasm to begin your AT.

Confirm your start date.

Ask what the next steps are.

If possible, obtain an off er leer from the AT provider on official leerhead.

Complete the AT Request Form to apply for the opportunity to IIE.

Meet with your academic adviser at your host instuon to review your off er. Ask him/her to sign your complet‐

ed AT Request Form

E‐mail your completed AT Request Form to your supervisor at your AT opportunity to obtain their approval.

Your supervisor should sign the form then send you a scanned copy via e‐mail, or fax or mail it to you.

Finally, upload your signed copy of the AT Request Form to the “My Documents” secon in the IIE Academic

Training Website.

Sample E‐mail

to Your

AT Supervisor

for

an AT Request

Form

Signature



Body of e‐mail:

Dear Dr. Smith,

Thank you for off ering me the NASA Ames Research Center internship! I am excited to begin working

with you this summer. As menoned in my interview, I can start my internship aer June 12th. Please

let me know if there are any next steps I should take.

Since I am here on a J‐1 visa, I will need to ask for your signature on a form that I’ll submit to my visa

sponsor, IIE, verifying the details of my internship. I will try to get this form to you as soon as possible.

If you are able to send me an off er leer or email with details such as exact dates, number of hours,

any payment or benefit details, it would be very helpful as I complete this form.

Please let me know if you have any quesons for me. Thank you again for this opportunity, I look

forward to working with you this summer!

Best wishes,

Lucas Rocha

Accepng/Declining an Off er

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Declining:

When you decline an off er, you should sll make sure you respond within the deadline that the AT provider gives

you for accepng his/her off er.

Express your thanks for the off er and indicate that you have found an opportunity that is more closely related

to your future goals (or another appropriate reason).

It is important to remain in good terms with the AT provider even though you are declining the off er.

Sample E‐mail to Decline a Posion



Body of e‐mail:

Dear Dr. Smith,

Thank you for off ering me the internship posion at the NASA Ames Research Center.

It was nice to meet with you and discuss the Center and all it has to off er. Although I

am very interested in the Center and its research, I found an internship posion that

is more closely related to my future career goals and that will also provide me with

many connecons for future employment back in Brazil.

Thank you again for your consideraon.

Best wishes,

Lucas Rocha

Accepng/Declining an Off er—cont’d

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Research the e‐mail address for the university housing department and write a clear and informave e‐mail. Be sure to aach:

Leer of Support ‐Explain that you are part of the Brazil Scienfic Mobility Program, parcipang in Academic Training (AT) near the university this summer, and looking for housing opons. Explain that the Leer of Support outlines the terms of BSMP.

Summer 2016 Spend Policy

Explain that IIE will administer payment of housing and meal plans

Make sure the university is aware that they will need to invoice IIE directly – if they are unable to, IIE won’t be able to pay for your housing

If the university expresses doubt at invoicing IIE, it is your responsibility to show the Summer 2016 Policy Summary as proof that IIE will cover the housing cost. Check the “Summer Housing: University Housing” secon.

Invoices must be sent to [email protected] and include the grantee’s full name

Grantees are responsible for showing universies these documents and providing them with the informaon they need.

AVOID THIS:

Hi,

My name is Lucas Rocha. I am a Brazilian student enrolled in BSMP. I

am looking for summer housing and meal plan op ons. IIE will pay for

my housing and meals.

Please let me know if you have any op ons available.

Thanks,

Lucas Rocha

WHAT WENT WRONG?

Leer of Support is not referenced or aached and BSMP is not

explained

Summer 2016 Spend Policy is not referenced or aached

Dates needed for housing/meals not indicated

IIE requirements for invoicing not menoned

Need for housing/meal plan not explained

TRY THIS:

Dear [University Name] Housing Department:

I am contac ng you regarding on‐campus summer housing for the

summer of 2016. I researched your university online and understand

that you o ff er summer housing op ons. I am a grantee of the Brazil

Scien fi c Mobility Program (BSMP). As part of this program, which is

described in the Le er of Support a ached to this e‐mail, I am a visi ng

grantee from Brazil. I am studying at [Host University Name] OR have

completed coursework at [Host University Name] and will be

par cipa ng in Academic Training this summer at [AT Host Name].

This is located nearby your university. My housing costs this summer

will be covered by the Ins tute of Interna onal Educa on (IIE), which is

the organiza on that sponsors my visa and administers BSMP in the

U.S. Please fi nd IIE’s Summer 2016 S pend Policy a ached, which

indicates that IIE will directly pay for housing invoices from your

ins tu on.

I am also interested in learning about your summer meal plan op ons. IIE can also be invoiced for summer meal plans.

Please let me know if I would be able to enroll in summer on‐campus

housing AND/OR a summer meal plan between [date of move‐in] and

[date of move‐out].

Very sincerely,

Lucas Rocha

212‐555‐5555 SAMPLE E ‐MAIL ONLY

DO NOT DUPLICATE

When E‐mailing...

Contacng Universies for On‐Campus Housing & Meal Plans

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809 United Nations PlazaNew York, NY 10017-3580Tel: (212) 883-8200