IFP Partners Handbook Table of Contents Table of Contents496926/bytestreams... · IFP Partners Handbook Table of Contents 1 Table of Contents INTRODUCTION .....5 What is the Partners

IFP Partners Handbook Table of Contents

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Table of Contents INTRODUCTION ..........................................................................................................................5

What is the Partners Handbook? ................................................................................ 5 IFP Toolkit................................................................................................................... 5 The Partners Handbook: Navigating the IFP Fellowship Process Flow ...................... 5 Matrix of Key Roles and Responsibilities – Quick Handbook Reference Guide.......... 6

PART ONE – OVERVIEW ............................................................................................................9 International Fellowships Program.............................................................................. 9 International Fellowships Fund, Inc........................................................................... 10 IFP Secretariat .......................................................................................................... 10 Ford Foundation Overseas Offices ........................................................................... 10 Institute of International Education............................................................................ 11 International Placement Partners.............................................................................. 11 IFP’s International Partners....................................................................................... 11

- IFP Contact Person...............................................................................................12 - International Partner Websites..............................................................................12

IFP Information Systems – Reporting and Monitoring via the Web........................... 14 Documentation, Evaluation, and Research on IFP ................................................... 14

PART TWO – RECRUITMENT & SELECTION ..........................................................................15 Defining IFP Exclusion Characteristics ..................................................................... 15 Local Advisory Groups/Steering Committees............................................................ 15 Basic Fellowship Criteria........................................................................................... 16 Outreach & Publicity ................................................................................................. 17 Application Screening ............................................................................................... 19 Application Review Process...................................................................................... 21

1. Pre-applications...................................................................................................21 2. Staff Screening....................................................................................................21 3. Reader Short-Listing ...........................................................................................21 4. Selection Committee(s)/Panel(s).........................................................................22

IFF Endorsement ...................................................................................................... 23 Submission Protocol ................................................................................................. 25

PART THREE – FELLOW-ELECT STAGE ................................................................................27 I. Educational Assessment and Advising .................................................................. 27

A) Introduce IFP and Cohort Building .................................................................................28 B) Conduct Academic Assessment and Advising ...............................................................28 C) Manage Expectations: Reviewing the Fellow-Elect Terms and Conditions ...................29

1) Suspension and Termination Policy....................................................................31 2) Deferment Policy.................................................................................................32

II. Pre-Academic Training (PAT) ............................................................................... 32 A) Assessment Methodology ..............................................................................................33

1) Language Competencies ....................................................................................33 2) Learning Competencies ......................................................................................34

B) PAT Considerations........................................................................................................34 1) Time Constraints and Design Issues ..................................................................34 2) Pre-Academic Training Living Allowances ..........................................................35

C) Pre-Academic Training Models ......................................................................................35 1) In-Country / Group Pre-Academic Training.........................................................35

Guidelines for In-Country Pre-Academic Training Proposal................................36 2) Host University Bridging Programs .....................................................................36 3) Third Institution Pre-Academic Training ..............................................................37

D) Evaluation of Pre-Academic Training Models ................................................................37 E) Pre-Departure Orientation Planning ...............................................................................38


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III. University Placement ........................................................................................... 38 A) Placement Responsibilities.............................................................................................39

1) International Partner Responsibilities..................................................................40 2) Placement Partner Responsibilities ....................................................................41 3) Fellow-Elect Placement Responsibilities.............................................................42

B) IFP’s “Stairway to Placement” – Seven Major Steps......................................................43 1) Clarify Goals........................................................................................................43 2) Complete Dossier................................................................................................43

a) Dossier Checklist (required by all Placement Partners)....................44 b) IFP Cover Letter ....................................................................................45

3) Placement Research...........................................................................................45 a) Some Web-based Placement Research Resources ...........................45 b) Strategic University Partnerships (SUPs)...........................................47

4) Submission Plan .................................................................................................48 a) The Regional Placement Rule ..............................................................48 b) Safety – Stretch Categories .................................................................49

5) Apply ...................................................................................................................49 a) Test and Application Fees ....................................................................50

6) Obtain Admission ................................................................................................50 7) Notify IIE-NY of Placement .................................................................................51

C) Failure to Gain Admission ..............................................................................................51 D) Placement Timeline........................................................................................................51

PART FOUR – FELLOWS GRANT ADMINISTRATION AND MANAGEMENT .........................53 Notification of Placement (NOP)................................................................................ 53 Travel Confirmation (TC)........................................................................................... 54 Ticket Purchase Considerations ............................................................................... 55 The Grant Agreement/Fellow’s Contract ................................................................... 55 Production Requirements ......................................................................................... 55 Delivery of Grant Agreement to IP ............................................................................ 57 Grant Review and Signature ..................................................................................... 57 Factors Facilitating Visa Acquisition.......................................................................... 58 Grant Payments ........................................................................................................ 59 Bank Accounts .......................................................................................................... 59 Grant Amendments and Administrative Modifications............................................... 60 Payment of Tuition .................................................................................................... 60 Grants for Fellows-Elect Already Enrolled or Pending Admission............................. 60 Annual Grant Renewals ............................................................................................ 60

PART FIVE – FELLOW STAGE .................................................................................................61 Pre-Departure Orientation......................................................................................... 61 1. IFP Program Philosophy ....................................................................................... 62 2. Academic and Cultural Adaptation........................................................................ 62 3. Review of Fellow’s Contract.................................................................................. 62 4. Fellows Financial Support and Budget Management............................................ 63

A) Funds paid on Fellows behalf per year...........................................................................63 1) University Tuition and Fees.................................................................................63 2) Health Insurance fees .........................................................................................63

B) Payments Made Directly to Fellows ...............................................................................63 1) Living Allowance .................................................................................................63 2) Books and Supplies ............................................................................................63

C) One-time, non-renewable benefits .................................................................................64 1) Travel ..................................................................................................................64 2) Travel Allowance (Settling in/Repatriation) .........................................................64 3) Computer Purchase ............................................................................................64


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4) Special Funds and other Awards ........................................................................64 a) Other Awards .........................................................................................65 b) Professional Enhancement Fund ........................................................65 c) Family Fund ...........................................................................................65 d) Special Disability Fund .........................................................................66 e) English Language Training ..................................................................66 f) Research Fund for PhD Fellows ...........................................................66 g) Sandwich Program................................................................................67

D) Receiving Grant Payments.............................................................................................70 E) Taxes..............................................................................................................................70

5. Health and Accident Insurance ............................................................................. 70 6. Academic Reporting Responsibilities.................................................................... 72

A) Preliminary Academic Report .........................................................................................73 B) Academic Transcripts .....................................................................................................73 C) Academic Term Report, Grant Continuation, & Summer Plans .....................................73 D) Fellowship Final Report..................................................................................................73

7. Other Policies and Procedures ............................................................................. 73 A) Travel..............................................................................................................................73 B) Employment....................................................................................................................74 C) Publicity ..........................................................................................................................74 E) Deferment.......................................................................................................................74 E) Grant Suspension and Termination................................................................................75

7. Pre-Departure Preparation and Logistics .............................................................. 75 A) Passports, Visas, and other Documents ........................................................................76 B) Medical Review ..............................................................................................................77 C) Housing Arrangements...................................................................................................77 D) Departure .......................................................................................................................78 E) Safety .............................................................................................................................79

8. Communications Protocols ................................................................................... 79 Specialized Monitoring Partner & Emergency Situations ....................................................80

A) Medical ...............................................................................................................80 B) Academic ............................................................................................................80 C) Financial .............................................................................................................81 D) Legal / Immigration .............................................................................................81 E) Other...................................................................................................................81

9. Outstanding Questions & Fellows Handbook........................................................ 81 PART SIX - COHORT AND LEADERSHIP BUILDING ..............................................................83

1. Orientation Cohort Building ................................................................................... 83 2. International Leadership and Cohort-Building Activities........................................ 83 3. Professional Enhancement ................................................................................... 84 4. Campus Cohort Building ....................................................................................... 84 5. Virtual Communities.............................................................................................. 84 Partner Cohort Building............................................................................................. 84

PART SEVEN – END OF FELLOWSHIP & POST- FELLOWSHIP STAGE...............................85 End of Fellowship...................................................................................................... 85 Post Fellowship Funds.............................................................................................. 85

PART EIGHT – PARTNER CORE GRANT PROPOSALS AND ADMINISTRATION.................87 Grant Notification Letters & Payment of Funds ......................................................... 88 Grant Reporting Responsibilities............................................................................... 89 Annual and End-of Grant Narrative and Financial Reports ....................................... 89 Quarterly Financial Reports for Core Support Grants ............................................... 89 Periodic Statistical Reporting .................................................................................... 89 Grant Modifications…………………………………………………..……………………..90

IFP Partners Handbook Table of Contents PART NINE — APPENDIX: IFP TOOLKIT………………………………………………....91

A. General Information 1. Frequently Asked Questions 2. International Partner Contact Information 3. Ford Foundation Pathways Initiative 4. Leadership for Social Justice (LSJ) Agenda for IFP 5. Building IFP Data Collection, Evaluation, and Research Systems 6. Exclusion Questionnaire

B. Endorsement Materials 1. Finalist Questionnaire 2. Individual Endorsement Form (for Fellows-Designate) 3. Cohort Endorsement Report 4. Non-Selected Finalist Form 5. Helpful Hints in Using Excel Documents

C. Educational Assessment & Advising / Placement Tools 1. Dossier Collection Guidelines for Fellows-Elect 2. Guide to Ford Foundation Fields 3. Web-based Education Database Resources 4. Guide to IFP Customized University Program Database 5. Pre-Academic Assessment and Training Budget Template 6. IFP University Application 7. English Guidelines 8. Dossier Deadlines 9. Study Objective Guidelines 10. US Admission Requirements by Field of Study

D. Contracts 1. Fellow-Elect Terms and Conditions 2. Fellows Contract / Grant Agreement

E. Fellow Grants Administration and Monitoring 1. Fellow-Elect Notification of Placement and Instructions 2. Fellow Travel Confirmation and Instructions 3. Fellow Financial Benefits Matrix (Reference to a Fellow’s Financial Support) 4. IFP Forms Overview 5. Health Insurance Information 6. Administrative Forms

F. International Partner Grants Administration 1. Checklist for Submitting Partner Grant Proposals 2. Financial Template for Institutional (Partner) Grants 3. Partner Grant Modification Form

G. IFP Secretariat Policy Briefs 1. October 24, 2002 2. IFP Policy Brief #1, December 6, 2002 3. IFP Policy Brief #2, June 9, 2003 4. IFP Policy Brief #3, September 12, 2003

H. IIE-NY Policy Briefs 1. September 5, 2002 2. January 27, 2003 3. April 26, 2003

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IFP Partners Handbook INTRODUCTION

INTRODUCTION What is the Partners Handbook? The IFP Partners Handbook offers general policies and guidelines on how International Partners (IPs) manage the various steps of the IFP cycle. Diagrams of key processes are offered throughout to help clarify the communication channels involved in each step. The Table of Contents is also purposely detailed to allow quick reference to particular aspects of the program. While this handbook describes a progression of discrete steps, program activities do not always fit into neat and independent categories. Educational Assessment and Advising, Pre-Academic Training, and University Placement components of the diagram are grouped under the Fellow-Elect Stage section of the handbook. Ongoing Support and Monitoring are covered in the Fellow Stage. Wherever possible, relevant information is cross-referenced throughout the handbook to help IPs navigate IFP policies and procedures that apply throughout the fellowship cycle. IFP Toolkit Part Nine – Appendix: IFP Toolkit (page 90) supplements this Handbook. The IFP Toolkit is offered as a guide to IP reporting, financial responsibilities, and general tools for program implementation. IFP policy and procedure updates will be sent as they are developed, and should be inserted in the appropriate section of this Handbook. To allow easy updating, this Handbook is in a loose-leaf format. The Partners Handbook: Navigating the IFP Fellowship Process Flow The International Fellowships Program (IFP) is represented by the following diagram:

Recruitment & Selection


Educational Assessment &

Advising


Advising

Pre-Academic Training


UniversityPlacement

UniversityPlacement

Grants Administration


Post-FellowshipPost-Fellowship

Leadership & Cohort BuildingLeadership &

Cohort Building

On-Going Support & Monitoring


Program Operations, Monitoring, Evaluation & Research

Data Collection & Information ManagementProgram ToolsExternal CommunicationsPartner Grants

•

•••




Advising


Advising



UniversityPlacement

UniversityPlacement



Post-FellowshipPost-Fellowship

Leadership & Cohort BuildingLeadership &

Cohort Building



Program Operations, Monitoring, Evaluation & Research

Data Collection & Information ManagementProgram ToolsExternal CommunicationsPartner Grants

•

•••

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This diagram represents the entire IFP cycle of a successful Fellow:

Applicant Finalist Fellow-Designate Fellow-Elect Fellow Alumna /

AlumnusApplicant Finalist Fellow-Designate Fellow-Elect Fellow Alumna /

Alumnus Matrix of Key Roles and Responsibilities – Quick Handbook Reference Guide This matrix is an overview of Fellows’ and Partners’ major roles and responsibilities in each stage of the IFP cycle, as described in this Handbook. Section numbers are indicated for quick reference back to the corresponding section of the Handbook.

Phase International Partner Responsibilities Fellow Responsibilities

Recruitment and Selection (Part 2, page 15)

Define exclusion characteristics and develop country and/or region-specific selection criteria (IFP Target Group)

Develop recruitment strategies and conduct outreach activities/publicity

Develop and implement application process(es) Conduct basic eligibility and application completeness review of candidates

Form, train, and facilitate advisory committee, shortlist/readers, and/or selection committee

Review credentials/authenticity of application Conduct finalist interviews and administer Finalist Questionnaire

Collect and communicate Fellows-Designate information to IFF for endorsement as Fellows-Elect

Collect and communicate non-selected Finalist data to IFF

Note: Applicant/Finalist Complete pre-application and/or application

Research IFP, read IFP materials Participate in IP conducted activities (e.g., information session, TOEFL exam, etc.)

Present original documents Interview with selection committee(s) Complete Finalist Questionnaire

Educational Assessment and Advising (Part 3, Fellow-Elect Stage, page 27)

Manage expectations by reviewing Fellow-Elect Terms and Conditions and introducing IFP services, especially placement guidelines, including regional rules

Return signed Fellow-Elect Terms and Conditions to IFF Conduct group and individual Educational Assessment and Advising including:

o Review and help refine Fellow-Elect study objectives in relation to credentials

o Review academic credentials o Assess Pre-Academic Training needs

Begin Cohort Building process during group meetings Facilitate testing: TOEFL, IELTS, GRE, national tests as needed, etc.

Begin helping the Fellow-Elect develop submission plan with focus on key features of desired program

On going: for advising/research purposes, increase knowledge of academic program key features, with particular focus on Strategic University Partnerships

Note: Fellow-Elect Read and sign Fellow-Elect Terms and Conditions

During group meetings, begin networking and cohort building

Develop and refine study objectives Prepare diligently and take necessary tests

Decide on location of study based on regional placement rules

Research (in coordination with IP) appropriate university programs, with a focus on key features of desired programs

Pre-Academic Training (Part 3, Fellow-Elect Stage, page 32)

Cluster Fellow-Elects into three categories: ready to go, some training required, needs significant training

Negotiate arrangements with training institutions Identify individual needs and enroll Fellows-Elect in appropriate language programs, computer courses, etc.

Prepare Grant Proposal for in-country pre-academic training and send to IFF for approval

Monitor progress and communicate results to Placement Partner(s)

Identify universities with bridging/on-site training that may supplement IFP pre-academic training

Prepare Grant Report based on results

Note: Fellow-Elect Indicate areas of training need Study diligently independently and during formal pre-academic training

Based on pre-academic training results, further refine placement expectations

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University Placement (Part 3, Fellow-Elect Stage, page 38, see also Role of IIE-NY, British Council and Nuffic below)

Note: International Partner Responsibilities Designate Placement Partner(s)

Collect & review dossier materials

Continue advising & refining of study objectives and other application-related materials

Send dossier to Placement Partner(s)

Coordinate at least one in-country or in-region placement option for all Fellows-Elect

Remain central coordination point for Fellow-Elect and Placement Partner(s) throughout process, especially submission plan approval and final decision

If Fellow-Elect has already applied to university program(s), give information to Placement Partner for follow-up

If Fellow-Elect has already been accepted at a university, give information to appropriate Placement Partner for admission review and negotiation

Note: Placement Partner Responsibilities Review dossier materials and coordinate with IP to strengthen

Propose submission plan based on ‘best fit’, preferences, & ‘safety’ through ‘stretch’ philosophy

Execute submission plan after Fellow-Elect’s approval

Represent IFP to universities where Fellows-Elect apply, explaining the unique features of the program and Fellows

Coordinate with IP and other Placement Partners as needed

Coordinate follow-up and university decisions

Negotiate cost sharing and other services

Communicate final decision of Fellow-Elect to universities

Once approved, notify IIE-NY of placement decision via Notification of Placement (NoP) and advise university of billing procedures

Ongoing: develop Strategic University Partnerships at schools with support indicators for Fellows

Note: Fellow-Elect Once Fellow-Elect status is confirmed, must not directly apply to any program

Those self-placed or in communication with universities must give contact information to the Placement Partner via International Partner

Complete university applications Collect all supporting / required information (dossier) for each university in the required language

Submit complete dossier to International Partner

Actively strengthen dossier Approve submission plan (following Safety-Stretch/Regional Placement Option guidelines) Make timely final university

decision

Grants Administration & Management (Part 4, page 52, see also Role of IIE-NY below)

Coordinate travel arrangements Review grant agreement and other supporting documents with Fellow and obtain signature

Facilitate visa process (e.g., develop relationships with various embassies)

Coordinate information necessary for grant renewals, modifications, and amendments

o Fill out IIE-NY grant renewal form which advises that Fellow is in “good academic standing”

o Original documentation will be sent from IIE-NY for distribution to the Fellows

Maintain contact information of Fellow so as to ensure proper payment of Fellows (e.g., living allowance changes)

Determine travel arrangements and communicate to IP

Sign & send Statement of Acceptance (part of Grant Agreement) to IIE-NY and IP

Obtain visa (if required) Open bank account upon arrival and communicate to IIE-NY

Read and when needed sign documents associated with grant renewals, modifications, and amendments

Keep IP informed of current contact information

Pre-Departure Logistics (Part 5, Fellow Stage, page 61)

Arrange/purchase ticket for Fellow Conduct pre-departure orientation to review logistical issues, policies/guidelines and expectations, including budget training, collection of all necessary information, and academic/cultural adaptation

Review Fellows grant agreement and other requirements such as visa obligations

Distribute Fellows’ Handbook Provide settling-in allowance and one month advance on living allowance

Obtain passport and visa in timely manner

Complete necessary medical exams Attend IP organized pre-departure orientation

Arrange housing, using information in grant letter, Attachment C.

Arrange to attend university orientation (if applicable)

Utilize pre-departure checklist to collect all necessary information

Review grant agreement and Fellows’ Handbook

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On-Going Support and Monitoring (Part 5, Fellow Stage & Part 8, Partner Core Grant Proposals and Reporting)

Note: International Partner Responsibilities Maintain close contact with Fellow Collect and review academic progress reports

Communicate regularly with Fellow's academic advisor

Be available as Fellow's first point of contact in case of emergency or other problems

Review/approve special funds for activities as necessary for Fellow'sdevelopment and welfare

Reporting to IFF – Financial Quarterly Reports, Annual Financial/Narrative Reports, etc.

Work with Specialized Monitoring Partner (if exist)

Note: Specialized Monitoring Partner Responsibilities On the ground contact for: o Medical emergencyo Academic

emergency o Financial

emergency o Legal emergency

Provide required information and reports to IP (see Fellows Handbook)

Provide updates on academic progress

Communicate regularly with academic advisor

Identify and request professional development enhancement opportunities

Inform IP of any travel plans (both long and short term)

Participate in IFP activities as requested

Cohort and Leadership Building (Part 6, page 83)

Encourage development of national, regional, and functional interest cohort building activities through: o Educational Assessment & Advising Orientation o Group Pre-Academic Training o Pre-Departure Orientation

Support and participate in Leadership for Social Justice Institutes and related activities

Advise on and approve Professional Enhancement Funds Facilitate on-campus cohort networking Support and participate in virtual communities Build cohorts among IPs

Participate in IP sponsored group activities

Participate in IFP Leadership for Social Justice Institute

Plan and utilize Professional Enhancement Fund

Interact with other IFP Fellows on campus

Participate on Fellows’ virtual communities

Post-Fellowship Activities (Part 7, page 85)

Collect Final Reports Track Alumni Engage Alumni in publicity, outreach, selection, and advising activities

Implement post-fellowship activities (under development)

Note: Alumni Keep IFP/IP informed of location and activities

Join Alumni activities, projects, and discussions

Participate in IFP publicity, outreach, selection, and advising activities

Role of the International Fellowships Fund and IFP Secretariat: Throughout the fellowship cycle, the IFP Secretariat develops and provides resources, policy guidelines, materials, advice, support, and evaluation, on behalf of its parent body, the International Fellowships Fund (IFF), an independently incorporated not-for-profit organization. IFF collects information from its worldwide partners for reporting and research purposes. Role of Institute of International Education-NY: The Institute of International Education (IIE-NY) is IFP’s principal partner in facilitating Fellows’ payments, and placing Fellows in the US and Canada. Tuition and related academic costs, living expenses, and most other payments are disbursed by IIE-NY. See Part Four – Fellows Grants Administration and Management, page 52 for IIE-NY’s role in the Fellows Grant administration and monitoring process. Role of British Council & Nuffic: British Council and Nuffic (the Netherlands Organization for International Cooperation in Higher Education) are International Placement Partners that provide placement services for Fellows wishing to study in the UK and continental Europe, respectively. They also may perform services as Specialized Monitoring Partners for Fellows studying in their region. See Part Three – Fellow-Elect Stage, page 27 for more on the role of Placement Partners and Part Five – Fellow Stage, page 61 for more on the role of Specialized Monitoring Partners.

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IFP Partners Handbook Part One: Overview

PART ONE – OVERVIEW International Fellowships Program The International Fellowships Program (IFP) International Partners support a unique and diverse global community of future leaders who share a commitment to academic excellence and community service. IFP seeks to provide opportunities for advanced study to exceptional individuals who will use their education to become leaders in their respective fields, to further development in their own countries, and to create greater economic and social justice worldwide. To broaden the talent pools from which future leaders are drawn, IFP targets candidates from social groups and communities that lack systematic access to higher education. These groups vary among countries, and may include women, racial, ethnic, and religious minorities, individuals living in remote or rural areas, and persons with physical disabilities. The International Fellowships Program was launched in November 2000 by the Ford Foundation with the largest single grant in the Foundation’s history. Over 3,000 Fellows will be selected from countries in Asia, Africa, the Middle East, Latin America, and from Russia, where the Ford Foundation maintains active overseas programs. IFP provides support for up to three years of formal post-baccalaureate study. Additional short-term pre-academic training may also be provided to aid placement and enhance academic readiness. Fellows currently come from Brazil, Chile, China, Egypt, Ghana, Guatemala, India, Indonesia, Kenya, Mexico, Mozambique, Nigeria, Palestine, Peru, Philippines, Russia, Senegal, South Africa, Tanzania, Thailand, Uganda, and Vietnam. IFP Fellows represent the breadth and diversity of the International Fellowships Program, and have surmounted many challenges while earning undergraduate or Master’s degrees. They have demonstrated strong leadership skills and civic engagement. They share a common goal of high-level academic and professional achievement and a commitment to pursue development in their home country through leadership roles and social engagement with their communities and beyond. The IFP Secretariat (see below), based in New York City, is responsible for IFP’s overall policy and planning. The Secretariat works closely with its International Partners (see below) on recruitment and selection, pre-academic and placement issues, and facilitation of Fellows’ progress during their fellowship period, whether they choose to study within or outside their home countries. Each International Partner (IP) works with other IP organizations around the world, the IFP Secretariat, and Ford Foundation offices worldwide that have played a key role in the Program’s development. The Program also works closely with the Institute of International Education through several of its country offices and its New York headquarters, which processes payments and provides university placement services for US- and Canada-bound IFP Fellows. The program also works closely with the British Council and the Netherlands Organization for International Cooperation in Higher Education (Nuffic), which provide placement services and specialized monitoring for UK and continental Europe-bound Fellows, respectively.

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Institute of International Education“Supported Organization”

IFF/IFP SecretariatStaff Seconded from FF

International Fellowships Fund“Supporting Organization”

IFF Program Advisory Committee

Research GroupCHEPS in

Holland

15 International Partner

Organizations

Ford Foundation“Grantor”

University Placement Partner Organizations (e.g. IIE, Nuffic, British

Council)

FF Field Offices

IFF Finance and Investment Advisory Committee

Other Partner Organizations

(e.g. AI, SIT, SSRC)

IFP Grants Administration

IIE-NY

IFF Board of Directors(4 IIE and 3 FF members)

Institute of International Education“Supported Organization”

IFF/IFP SecretariatStaff Seconded from FF

International Fellowships Fund“Supporting Organization”

IFF Program Advisory Committee

Research GroupCHEPS in

Holland

15 International Partner

Organizations

Ford Foundation“Grantor”

University Placement Partner Organizations (e.g. IIE, Nuffic, British

Council)

FF Field Offices

IFF Finance and Investment Advisory Committee

Other Partner Organizations

(e.g. AI, SIT, SSRC)

IFP Grants Administration

IIE-NY

IFF Board of Directors(4 IIE and 3 FF members)

International Fellowships Fund, Inc. The International Fellowships Program is a program of the International Fellowships Fund, Inc. (IFF), an independently incorporated supporting organization of the Institute of International Education (IIE), a private nonprofit organization. IFF was established in April 2001 and designated by the Ford Foundation to direct and implement IFP goals and objectives. IFF is governed by a seven-person board and two advisory committees, one for program issues and the other for financial and investment matters. IFP Secretariat The IFP Secretariat was created by IFF to administer the International Fellowships Program. It is located at IIE’s New York headquarters (see IIE below), and handles all program reporting responsibilities on behalf of IFF. Ford Foundation Overseas Offices Ford Foundation overseas offices have played a major role in developing the International Fellowships Program, and continue to contribute to its evolution. Ford Foundation staff has worked to: • Help identify a locally based organization as IFP’s International Partner and assist with the

start-up phase of IFP in the corresponding region or country;

• Help convene relevant stakeholders to build the an IFP constituency in a country or region;

• Provide oversight and guidance to IFP partners in developing program strategies that are practical and sensitive to local context;

• Maintain direct contact with the IFP Secretariat;

• Facilitate relevant linkages with Ford Foundation’s on-going in-country programming, including the Pathways to Higher Education Initiative (see Appendix A3 for program details).

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Institute of International Education The Institute of International Education’s headquarters (IIE-NY) houses the IFP Secretariat in New York City. The IIE/IFP unit is IFP’s principal grants administration partner. Tuition and related academic program costs, living expenses, and most other Fellows’ payments are disbursed by IIE in New York. IPs must work closely with their Fellows and the IIE grant payment officer on payment-related matters. IIE-NY also facilitates university placement of Fellows in the US and Canada. International Placement Partners IFP has established relationships with organizations offering regional placement expertise, including university admissions and visa requirements:

• IIE – North America o New York office: US & Canada o Mexico City office: Mexico and Latin America

• Nuffic – Continental Europe • British Council – United Kingdom

International Partners may also serve as Placement Partners for other IPs seeking to place their Fellows-Elect outside their region of expertise. Some “Strategic University Partnerships” may also assist with university placement in various world regions (see page 47). Placement Partners may also serve as “Specialized Monitoring Partners” for Fellows in their region (see page 80). More information regarding Placement Partners can be found in Part Three - Fellow-Elect Stage/University Placement, page 27.

Asian ScholarshipFoundation (Thailand)

Associationof African Universities

(West Africa)

Int’l Fellowships Fund for the Andes & S. Cone Region

Center forEducational Exchange

with Vietnam

Africa AmericaInstitute

(Southern Africa)

IIE/IIEF - Indonesia(Indonesia Int’l Education

Foundation)

Center for Researchon the Mesoamerica Region

(Guatemala)

PhilippinesSocial Science Council

America-MideastEducational & Training

Services

Carlos Chagas Foundation (Brazil)

IIE - China

IIE - Russia

United StatesEducational Foundation

in India

Inter-University Council forEast Africa

Center for Research& Higher Studies in Social

Science (Mexico)

IFP’s International Partners The International Fellowships Program is a decentralized endeavor in which IFP International Partners carry significant responsibility. IFP relies on its International Partners to help shape the program globally and implement it locally. IPs are responsible for helping to interpret and apply IFP global guidelines in the local context. IFP’s International Partners perform the main

IFF/IFP Secretariat

Associationof African Universities

(West Africa)

Asian ScholarshipFoundation (Thailand)

Int’l Fellowships Fund for the Andes & S. Cone Region

Center forEducational Exchange

with Vietnam

Africa AmericaInstitute

(Southern Africa)

IIE/IIEF - Indonesia(Indonesia Int’l Education

Foundation)

Center for Researchon the Mesoamerica Region

(Guatemala)

PhilippinesSocial Science Council

America-MideastEducational & Training

Services

Inter-University Council forEast Africa

IIE - China

United StatesEducational Foundation

in India

IFF/IFP Secretariat

Carlos Chagas Foundation (Brazil)

Center for Research& Higher Studies in Social

Science (Mexico)IIE - Russia

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tasks of interacting with Fellows, from initial recruiting and outreach, to selection, through placement, ongoing support, and post-fellowship activities. IPs may have sub-grantees at the local level. IFP’s current International Partners, and their websites, are listed below. - IFP Contact Person Each IFP International Partner designates an appropriate permanent staff person to be the primary contact person for their Fellows. The designated IFP Contact Person (IFP-CP) is the principal advisor and guide during the Fellow’s IFP fellowship period. The IFP-CP’s contact information must be listed in Attachment B, “Summary Grant Information,” of the Fellow’s Contract (see Appendix D1).

• Actively monitoring Fellows’ progress and well-being

• Maintaining files and records relating to the Fellow’s academic program, and budget and financial issues in coordination with IIE-NY;

• Receiving and assessing Fellow’s reports on academic progress;

• Reviewing and supporting Fellow requests for disbursements under the Family Fund, the Professional Enhancement Fund, and other IFP benefits;

• Helping to resolve other problems relating to the IFP fellowship, or directing the Fellows to the appropriate parties for assistance.

- International Partner Websites Below is a listing of all the International Partner websites. For an update of these websites, visit the IFP public website at www.FordIFP.net. BRAZIL Carlos Chagas Foundation (CCF) www.programabolsa.org.br

CHILE International Fellowships Fund for the Andean Region & Southern Cone (IFP AR&SC) www.programabecas.org

CHINA Institute of International Education Beijing Office (IIE-China) www.china-ifp.org

EGYPT America-Mideast Educational and Training Services (AMIDEAST) www.amideast.org/programs/EIC/EIC_cairo/Students-Scholarships-default.htm

GHANA Association of African Universities (AAU) www.aau.org/ifp

GUATEMALA Center for Research on the Mesoamerica Region (CIRMA) www.cirma.net/becas.htm

INDIA United States Educational Foundation in India (USEFI) www.ifpsa.org

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http://www.fordifp.net/

http://www.programabolsa.org.br/

http://www.programabecas.org/

http://www.china-ifp.org/

http://www.amideast.org/programs/EIC/EIC_cairo/Students-Scholarships-default.htm

http://www.aau.org/ifp/

http://www.cirma.net/becas.htm

http://www.ifpsa.org/


INDONESIA Indonesian International Education Foundation (IIEF) www.iief.or.id/ifp/ifp.html

KENYA Inter-University Council for East Africa (IUCEA) www.iucea.org/scholarships/Scholarships.html

MEXICO Center for Research and Higher Studies in Social Science (CIESAS) www.ciesas.edu.mx/bibdf/ciesas-ford/home.html

MOZAMBIQUE Africa-America Institute (AAI) www.ifpmoz.co.mz

NIGERIA Association of African Universities (AAU) www.aau.org/ifp

PALESTINE America-Mideast Educational and Training Services (AMIDEAST) www.amideast.org/programs/EIC/EIC_ramallah/Students-Scholarships-default.htm

PERU International Fellowships Fund for the Andean Region & Southern Cone (IFP AR&SC) www.programabecas.org

PHILIPPINES Philippines Social Science Council (PSSC) www.pssc.org.ph/programs/ifp

RUSSIA Institute of International Education Russia and Eurasia Office (IIE-Russia) www.iie.ru/IFP

SENEGAL Association of African Universities (AAU) www.aau.org/ifp

SOUTH AFRICA Africa-America Institute (AAI) www.aaisa.org.za

TANZANIA Inter-University Council for East Africa (IUCEA) www.iucea.org/scholarships/Scholarships.html

THAILAND Asian Scholarship Foundation (ASF) www.asianscholarship.org/ifp/ifp.html

UGANDA Inter-University Council for East Africa (IUCEA) www.iucea.org/scholarships/Scholarships.html

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http://www.iief.or.id/ifp/ifp.html

http://www.iucea.org/scholarships/Scholarships.html

http://www.ciesas.edu.mx/bibdf/ciesas-ford/home.html

http://www.ifpmoz.co.mz/


http://www.amideast.org/programs/EIC/EIC_ramallah/Students-Scholarships-default.htm

http://www.programabecas.org/

http://www.pssc.org.ph/programs/ifp

http://www.iie.ru/IFP


http://www.aaisa.org.za/


http://www.asianscholarship.org/ifp/ifp.html



VIETNAM Center for Educational Exchange with Vietnam (CEEVN) www.acls.org/ceevn/ifpguidelines.htm

IFP Information Systems – Reporting and Monitoring via the Web The IFP public website at www.FordIFP.net, contains useful information for Fellows and Partners, including links to all partner sites, reports on recent events, news from the IFP Director, and features on Fellows’ achievements. The IFP Secretariat is overseeing the development of two important web-based facilities: a set of community tools for Fellows and an administrative area for Fellows and Partners. The Fellows’ community tools will include listservs, chat rooms, and other features designed to promote electronic networking and targeted information sharing among Fellows worldwide. The administrative area will provide access to various reporting forms to facilitate endorsement, placement, Fellows’ grants administration, and IP grant reporting. Access instructions will be provided to the IPs when these additional facilities become available. Documentation, Evaluation, and Research on IFP IFP places a high priority on communicating the importance of the program to a broad array of educational institutions, policy makers, and media. In September 2003, IFP released its first report, The Ford Foundation International Fellowships Program: Learning, Leadership, Commitment. Along with other articles about IFP, this Report presents the many achievements of the program so far. IPs are encouraged to write about IFP in their own countries and regions, and to share their experiences with other interested audiences, including educators, social activists, foundations, and official bodies. To support these communications efforts, IFP will occasionally request updates and other information directly from Fellows and Alumni. We are always in need of high quality photographs, so please encourage Fellows to collect photos of themselves “in action” and share these with the IPs and directly with the IFP Secretariat. Parallel to this public communication effort, IFP will collect qualitative and quantitative information on various aspects of the program. IFP is already working with the Center for Higher Education Policy Studies (CHEPS) at the University of Twente in the Netherlands, to develop a formative evaluation that will help to assess how well IFP is meeting its goals, and if necessary to revise policies to improve program performance. From time to time, IPs and Fellows may be asked to complete questionnaires and other surveys to supply information for this evaluation effort. Finally, as part of its grant making responsibilities, the Ford Foundation will conduct evaluations of IFF and the manner in which IFP is designed, implemented, and evaluated. IPs may also be asked to contribute information to the Foundation for this type of evaluation exercise. For more information see Appendix A5, Building IFP Data Collection, Evaluation, and Research Systems.

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http://www.acls.org/ceevn/ifpguidelines.htm


IFP Partners Handbook Part Two: Recruitment & Selection

PART TWO – RECRUITMENT & SELECTION

International Partners, in consultation with the Ford Foundation overseas offices and the IFP Secretariat, are responsible for developing a fair and transparent recruitment and selection process based on the IFP articulated criteria and guidelines at the global level. The process of carefully recruiting and selecting Fellows is a critical phase of the IFP process. It will have lasting impact on the development of dynamic new leaders who will contribute to the communities and societies where IFP operates. The IFP recruitment and selection process covered in this section is represented by the following diagram.

Defining IFP Exclusion Characteristics One of the most distinctive features of IFP is its focus on providing opportunities to exceptional individuals from social groups and communities that lack systematic access to higher education. International Partners, in consultation with Ford Foundation field offices and the IFP Secretariat, take the lead in defining in the local context groups or communities that have been systematically excluded from higher education, how to target them, and how to create a corresponding recruitment mechanism. In implementing the program, Partners work with key stakeholders including other International Partners, relevant governmental and non-governmental organizations, and representatives from excluded groups, (see Local Advisory Groups/Steering Committees, page 15) to develop and convey their working definition of “exclusion.” It is important for Partners to revisit, and if necessary, redefine the criteria for constituting target groups during each new selection cycle. A case where revision is necessary requires consultation with the Ford Foundation field office and the IFP Secretariat. To the left is

an example of potential group and individual exclusion characteristics that may be useful in assessing IFP target populations.

Local Advisory Groups/Steering Committees Some International Partners have formed advisory groups consisting of distinguished people from NGOs,

IFPSecretariat

Int’lPartners

SelectionCommittees

Fellows-Designate

IFF Endorsement

Defining IFP Target

Groups

Application Screening and Review ProcessesOutreach

andPublicity Pre-

ApplicationsStaff

ScreeningReader

Short-Listing

Selection Committee

Fellow-Designate Selection

IFF Endorsement

IFF Endorsement

Defining IFP Target

Groups

Application Screening and Review ProcessesOutreach

andPublicity Pre-

ApplicationsStaff

ScreeningReader

Short-Listing

Selection Committee

Fellow-Designate Selection

IFP Target

Group Exclusion Characteristics: • Race, Caste, Ethnicity • Physical Disability • Gender or Sexuality • Geography (rural,urban,major cities)

Individual Exclusion Characteristics: • Socioeconomic Status (verifiable) • Parents Education Level • Quality of Schooling

IFP Target

Group Exclusion Characteristics: • Race, Caste, Ethnicity • Physical Disability • Gender or Sexuality • Geography (rural,urban,major cities)

Individual Exclusion Characteristics: • Socioeconomic Status (verifiable) • Parents’ Education Level • Quality of Schooling

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academic institutions, the Ford Foundation overseas office, as well as relevant community groups from within the country or region that may meet once or twice per year to provide support, advice, and strategic guidance to the IFP program. Committees may address and advise the IP on program-related or policy issues, such as identifying IFP target groups and potential selection committee members. This group does not review applications or participate in the actual selection of Fellows. Those tasks are conducted only by independent selection committees. Basic Fellowship Criteria All IFP selections are performed by independent committees formed at the local or regional level. However, several baseline criteria apply to any IFP applicant worldwide. To be eligible for an IFP fellowship, applicants at the time of selection must:

Be from social groups and communities that lack systematic access to higher education (as defined/determined by the International Partners);

Be resident nationals or residents of the eligible country (in Vietnam, must be resident nationals);

Hold a baccalaureate (or equivalent) degree and have demonstrated academic achievement and potential in their undergraduate studies;

Have demonstrated leadership skills and commitment to community service and/or national development;

Have significant relevant professional or other work experience related to proposed field of study (majority of IFP sites require two to three years of relevant work experience);

Intend to pursue a post-baccalaureate degree that will directly enhance their leadership capacity in an academic, policy, practical, or artistic discipline and field corresponding to one or more of the Foundation’s areas of endeavor (see Appendix C2 - Guide to Ford Foundation Fields);

Present a plan specifying how they will apply their studies to social problems in their own countries;

Commit themselves to working on these issues following the fellowship period. While there is no age limit to apply for an IFP fellowship, applicants must be reviewed in the context of their future potential to make long-term and sustainable contributions to their societies. “Future promise” is an extremely important factor when considering a candidate. Applicants should also be aware of this.

Eligibility Note Ford Foundation staff and their family members may not serve on selection panels and are not eligible to apply for IFP awards. Members of selection committees and staff, partner organization staff and other individuals representing a potential conflict of interest, are also ineligible for IFP awards. IPs should consult the IFP Secretariat if they are unsure about a candidate’s potential conflict of interest.

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Outreach & Publicity International Partners should devise creative strategies to reach target populations with information about IFP that attracts informed and appropriate applicants. In assessing outreach strategies, IPs should consider the following factors: • Does the strategy reduce the risk of self-exclusion within the target group?

• Does the process allow sufficient time for prospective Fellows within the target group to apply?

• Does the material speak to unique social or cultural characteristics of the target group in ways that will encourage them to apply?

• Have you identified preferred geographic areas and/or determined areas to be excluded?

• Are you exploring alternative outreach strategies beyond national-based media (e.g., local media, vernacular radio and newspapers, supportive individuals, NGO networks, etc.)?

• To what extent are your outreach strategies guided by your screening process, expected application volume, and the number of fellowships?

• Are your outreach strategies cost effective and time efficient?

• Do the publicity materials reflect current IFP policies?

• How are you assessing the effectiveness of the outreach strategies? It is important that IPs make a concerted effort to reach as much of their identified target populations as possible. Innovative techniques to reach target groups and empower candidates to apply include:

• Staff travel and repeat visits/presentations to remote target areas • Wide distribution of IFP materials • Nominators, organizational networks (NGOs, universities) • Press releases • Group information sessions • Introducing IFP to universities, academic programs and departments, and individual

professors • Prepaid mailing for applications from remote areas • Using Fellows and Alumni as recruiters • A mix of media advertising including Internet, local language newspapers, posters, radio,

TV, as well as specific newsletters and journals that target populations are likely to read • Feature articles and interviews with IPs about the program in local media

Examples of target-sensitive strategies used by International Partners include:

• AAI-Mozambique organized field visits and presentations in target areas.

• AAI-South Africa focuses on target populations in 3 provinces, organized public meetings with NGOs, universities, local government, and other community representatives to provide information sessions and disseminate applications. To facilitate ease of access, the IP used the same meeting points to collect applications at a later date.

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• CEEVN (Vietnam) organized town hall meetings with key players to identify strategic outreach techniques.

• IIE-China targeted women in its recruitment efforts, identified women’s NGOs and used related newsletters and magazines for advertising the program.

• IFP AR&SC placed posters in subway stations near universities with target student populations. Information visits were made to universities, NGOs, and advocacy organizations in regions with large indigenous populations.

• CIESAS (Mexico) and CIRMA (Guatemala) made repeated visits to indigenous areas of their countries to explain the program and encourage indigenous candidates to apply.

• CCF (Brazil) gave seminars about the program in various educational meetings throughout the country.

Once an outreach and publicity strategy is identified, IPs should develop corresponding materials to advertise the program. Locally produced materials must always include IFP’s official logo. The entire IFP logo, including the full name “Ford Foundation International Fellowships Program” should be displayed on the top left of all documents, with the local Partner logo displayed on the right: Standard IFP Logo – Left Individual Partner Logo - Right

In addition to local materials, the Ford Foundation has produced some publicity resources for use by Partners. These currently include:

• English-language brochures, policy guidelines, handbooks, and applications that may be used as is and/or translated and customized by International Partners. Versions in Arabic, Chinese, French, Indonesian, Portuguese, Spanish, Russian, Thai, and Vietnamese have been produced by IPs.

• The professionally designed and copyrighted IFP logo.

• Website – www.FordIFP.net, has links to all International Partner websites and provides general information about the IFP program as a whole.

• IFP Report, The Ford Foundation International Fellowships Program: Learning, Leadership, Commitment

Please note also that the official designation for an IFP Fellow is Ford Foundation International Fellow. This title should be used in all official statements, media release, and other materials. Please remember to always use “Ford Foundation” and not just “Ford” to avoid confusion with automobiles and other programs.

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Application Screening Once the exclusion criteria have been defined and applicants recruited, International Partners are responsible for developing appropriate criteria, guidelines, and timelines for reviewing application. IPs should carefully develop their application review procedures to ensure that IFP is effectively reaching its target population. Throughout the recruitment and selection process, it is essential to keep in mind IFP’s unique mission to provide leadership and educational opportunity to traditionally underserved and disadvantaged populations.

Academic Background &

Proposed Field of Study

Demonstrated Social

Commitment

Proven Leadership Potential

IFP TargetGroup

Applicants from “Excluded / Marginalized” Populations as Defined by IFP

Academic Background &

Proposed Field of Study

Demonstrated Social

Commitment

Proven Leadership Potential

IFP TargetGroup

Applicants from “Excluded / Marginalized” Populations as Defined by IFP

As illustrated above, three main sets of attributes (locally defined criteria may be added) that broadly define an appropriate IFP candidate are:

1) Academic background and proposed field of study 2) Demonstrated social commitment, and 3) Proven leadership potential.

Appropriate academic background in the context of proposed field of study is evaluated by factors including:

• Type of previous study • Grade average • Evidence of improvement, especially in the last two years of undergraduate study • Academic record in field of specialization • Publications and related academic activities • Clarity of academic goals • Research focus (especially doctoral candidates)

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Demonstrated social commitment is evidenced by factors such as: • Employment history (minimum 2-3 years required by many sites) • Volunteer work/service (look for continuity of experience) • Receipt of community awards, recognition for volunteer/community service • Clarity of social goals • High level of commitment to return and engagement in service-oriented activity after

graduate study is completed • Membership in voluntary/civic/service/development-oriented or professional organization

Proven leadership potential is evidenced by indicators including:

• Officer or founder of organization, leadership position in schools, professional, religious, or civic community organizations and NGOs, coordinator/co-coordinator or project head

• Receipt of recognition/awards for leadership capability from peers, members of organization, workplace or school, provincial, national, or international awards

• Pioneering activities (e.g., first generation learners)

Academic Disciplines / Fields and Ford Foundation Grant Making Fields

As established by IFP policy, IFP Fellows may pursue graduate-level degrees in any academic discipline or field related to the Ford Foundation’s grant making fields. Consequently, IFP selection involves judgments about how a candidate’s field of study may or may not be related to the Foundation’s current 12 priority fields. Identifying placement options for IFP Fellows-Elect should also include assessing links between academic disciplines and fields the Foundation’s grant making fields. A concise guide to the overall priorities of the Foundation in the thematic areas of work, or fields, constituting its global grant making program has been compiled to help IPs and Selection Committees in making these assessments. Appendix C2 - Guide to Ford Foundation Fields is an overview of the Foundation’s current priority grant making fields, along with examples of academic disciplines or fields of study related to each Foundation grant making field. The guide is intended for use by IPs, national or regional review and selection committees, nominators, outreach consultants, student advisors, and Placement Partners. The guide is not intended to be exclusive or exhaustive, and Partners may contact the IFP Secretariat for clarifications. Applications may also be reviewed in the context of pre-academic training needs (see page 32). Partners should consider ways to assess academic readiness of finalists during the interview and review process based on their study objectives. A student wishing to study in an English-speaking country, for example, should be interviewed in English instead of their local language as a means to gauge language ability. In cases where an applicant seems insufficiently prepared for doctoral work, a Master’s only award may be considered as an alternative.

Strategies from the Field CEEVN has developed an applicant scoring form that requires reviewers to gauge the applicant on four major areas: a) Challenges and obstacles the candidate has faced as a member of an excluded community; b) Leadership experience and potential; c) Community concern and involvement; and d) Connections among proposed field of study, past experience, and future goals.

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Each criterion has a score of 1-5, and reviewers must provide examples for each category, thus facilitating a thorough and accurate review. In addition, special attention is given to the trajectory of how an applicant overcame or addressed her/his excluded background. Application Review Process Applications are reviewed in a multi-phase approach: 1. Pre-applications Some International Partners use pre-applications to help screen a very large number of applicants. Pre-applications should ask targeted and verifiable questions to determine whether the applicant meets IFP’s basic eligibility requirements, and the IP’s criteria for exclusion, academic achievement, leadership, and social commitment. Pre-applications can make the actual application review process more manageable. For example, pre-application screening reduced the applicant pool in China by 77%, in India by 88%, and in Indonesia by 91%. In 2002, India received 6,433 pre-applications, but reduced the number of eligible applicants to 805 through the pre-application screening process. After an objective review of the pre-applications, a full IFP application is sent to the eligible candidates. IPs should set a deadline for the full application, allowing adequate time for the obtaining transcripts and recommendations as well as postal delays. 2. Staff Screening IP staff should review applications for basic, objective eligibility as defined by publicly stated criteria (e.g., candidate is a member of target group, has the required baseline academic qualifications, has appropriate experience, is pursuing a field of study relevant to the Ford Foundation’s grant making fields, etc). IP staff should also determine whether applications are complete. If necessary, IP staff should verify information in applications. This can be done most effectively on a random basis, but all candidates should be advised that all information is subject to verification. It is useful to compare applications with the same candidate’s pre-application (if used) to determine their consistency. Only complete and accurate applications from eligible candidates should be reviewed by external reviewers or short-listing committee and the final selection committee. 3. Reader Short-Listing After screening, the external phase of the selection process begins. External reviewers or a short-listing committee should be appointed to read and review all eligible applications. It is recommended that two independent readers read and review each approved application, with a third reviewer assigned if a tie-breaker is needed. These readers must be independent of the IP, and the short-listing committee cannot include IP staff members. Criteria for selecting readers should match those applied for choosing selection committee members (see below). Ad hoc reviewers and/or short-listing committee members may or may not be part of the final selection committee. In some sites, short-listing is done in one step by ranking the scores given to all eligible applications by the external reviewers or short-listing committee and selecting a pre-determined percentage or number of the top candidates. In other sites, short-listing may involve more than one step to identify the group of “finalists” who will be invited for final review and interviews.

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4. Selection Committee(s)/Panel(s) International Partners are responsible for convening an independent selection committee to review applications of all “finalist” candidates. Typically, this includes a paper-based review of the candidate’s complete file as well as a personal interview.

• Many candidates may not feel comfortable in a formal interview setting, so every effort should be made to make candidates feel at ease;

• Some candidates do better in personal interviews than in written applications, and vice versa, so interviews should not be given inordinate weight in the Committee’s decision-making;

• Some candidates may not feel comfortable discussing their personal circumstances in an interview; in such cases Committees should rely more on a candidate’s written application;

• Wherever possible, the language of the interview should be one in which the candidate is comfortable;

• If English (or some other foreign language) is used during part of the interview to evaluate candidate’s readiness for study abroad, the beginning and end of that part should be clearly signaled;

• Committee members should introduce themselves to the candidate before the interview begins;

• Candidates should be informed at the outset about interview length and what will be covered;

• Candidates should NOT be asked inappropriate personal questions;

• Committee members should NOT debate issues related to the candidate’s subject or proposal during the interview, thereby taking up the “candidate’s time”;

• Committee members should NOT discuss the merits of the application in front of the candidates;

• Interviews should be conducted in an atmosphere of mutual respect;

• Candidates should bring original diplomas and other credentials for review before or following the interview;

• Candidates should be informed at the conclusion of the interview when the results will be available;

• IPs should administer the “Finalist Questionnaire” after the interviews and emphasize that it is for research purposes only and will not be used in the selection process (see IFF Endorsement, page 23.

Interview Tips Personal interviews are critical to assessing a candidate’s academic preparation as well as his or her social commitment and leadership skills and potential. Most important, the personal interview is an opportunity for the Selection Committee to judge the degree of coherence between the candidate’s academic work, personal and professional background and experience, and future plans. IPs should remind Committee members of certain caveats: • Interviews should follow a fairly standard format so that the

candidates can be compared fairly;

In consultation with the Ford Foundation field offices, IPs should invite individuals who are well respected and are committed to the goals of IFP to serve on the final selection committee. Priority should be given to forming a committee consisting of individuals from diverse backgrounds, including representatives from IFP target groups. In multi-country sites, it can be very effective to invite committee members from other parts of the region, or those with international backgrounds. International Partners have invited public intellectuals, leaders from civil society groups including representatives of ethnic minority and women’s groups, expatriates, and others. Future selection committees could also include IFP Alumni. Potential candidates and current Fellows may not serve on the selection committee. The recommended number of members is five to seven. Selection committee members may serve a maximum of three years, with a staggered rotation to ensure continuity. THIS IS IMPORTANT! Committee members should be apprised before their appointment of their terms’ start and end dates. Since IFP serves populations quite different from typical graduate fellowship programs, it is essential that committee members understand the notion of “lack of systematic access to higher education” and are able to objectively select applicants in the target groups that stand most in need of opportunities provided by IFP. IFP selection committees must also be instructed in the methodology they will use in reviewing

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applications. This requires that the IP organize a pre-selection orientation for committee members. An orientation provides information about the IFP program and clearly articulated selection guidelines. Many partners also conduct learning exercises in which committee members assess and rank a set of applications, discuss the results and then re-assess and re-rank the actual applications. It is critical to create this kind of consistency among the committee members. IPs may provide modest honoraria for reviewers and selection committee members to compensate them for their time and thank them for their efforts. Conditions of appointment to the selection committee — including terms of service and honoraria — should be outlined in a formal letter to each member.

In some countries or regions, the International Partners may form multiple review and selection committees. In large countries, there may also be (in-country) regional as well as national committees. The organization of selection committees must be tailored to the IP’s IFP goals and to geographical considerations. West Africa, for example, has organized country-specific interviews, but has combined parts of the selection process to avoid any appearance of a conflict of interest. India has focused its outreach on five states, and South Africa in three provinces, with selection panels correspondingly organized in those regions. In Peru and Chile, national selection committees select finalists from each country, but a regional selection committee (including members from Peru, Chile, Argentina and Colombia) make the final selections from among the Peruvian and Chilean candidates. This encourages a regional perspective for the Andes and Southern Cone.

Helpful Hint: For semi-final selection committees, the recommended ratio of candidates to semifinalists is 5:1, for final selection committees the ratio of candidates to finalists is recommended at 2 or 3 to 1. For example, for 30 slots, it is recommended that the final selection committee interview about 60 finalists.

IFF Endorsement Candidates selected by the national and regional selection committees and submitted to the IFP Secretariat in New York for “endorsement” are classified as Fellows-Designate. This is the last stage of the selection process. At the request of the Ford Foundation, the IFP Secretariat “endorses” the cohort after reviewing the characteristics of the cohort as a whole for consistency with the program’s overall goals. The IFP Secretariat does not review individual cases, except to request additional information for the cohort review. When individual cases or the cohort as a whole do not appear to be consistent with the overall program objectives, the IFP Secretariat may request further explanation from an International Partner. In some cases, an IP may need to request further clarification from the selection committees about a particular Fellow-Designate. The IPs should explain to the selection committees when members are appointed that the endorsement process is intended as a centralized administrative review, not to "second-guess" the committees' decisions. The final selections of candidates are made at the national and regional level. The purpose of the endorsement process is to ensure that both the IFP selection processes and the selected candidates conform to IFP program requirements at the global level. The “endorsement” or review procedure allows the IFP Secretariat to collect necessary information and statistics on the characteristics of those selected for IFP. This information will

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be used for reporting to the Ford Foundation on the IFP grant. It will also be used for reporting to the IFF Board, and for evaluation, research, and communications purposes. There are four tools for the endorsement process:

1) Finalist Questionnaire Although much of this information may be in the IFP applications, all the finalists should fill out this form. Wherever possible, this should be done immediately following the candidate’s final interview. Finalists should be told clearly that this information is for reporting and research purposes, and does not affect the selection. The Finalist Questionnaire can be found in Appendix B1.

2) Individual Endorsement Form The Individual Endorsement Form is a tool to report the information collected in the Finalist Questionnaire as well as any assessments made by IP staff and selection committee members. As indicated by the numbers on the far left of the form, the questions correspond exactly to the questions in the Finalist Questionnaire, with the exception of Section 9. Section 9 is the space for IPs to express why the particular individual is being designated for an IFP fellowship. An Individual Endorsement Form must be completed for each Fellow-Designate and each Alternate. This should be done in one continuous excel file. The Alternate form is a separate worksheet in the same excel workbook. Please note that the file automatically calculates aggregate data, so please do not add any rows or columns. Please remember that since the IFP Secretariat does not have access to individual candidate’s files, the Individual Endorsement Form is the only instrument that the secretariat has to assess whether an individual Fellow-Designate conforms to the general requirements of the program. In addition, this is the only instrument that specifically indicates WHY the Selection Committee selected a particular Fellow-Designate. Complete and accurate answers to all questions are essential! The Individual Endorsement Form can be found in Appendix B2. 3) Cohort Endorsement Report The Cohort Endorsement Report is a tool to communicate cohort characteristics for selection. As with the Individual Endorsement Form, some of the questions have been made “closed-ended” so we can gather more standardized information with which to compare the characteristics of various cohorts. Additionally, there are a number of “open-ended” questions that allow IPs to interpret and analyze the characteristics of this year’s cohort. The IFP Secretariat is especially interested in each IP’s assessment of how well the cohort as a whole reflects the overall goals of IFP and each site’s adaptation of IFP to its own geographic and cultural setting. Aggregate data from the Individual Endorsement Form along with additional IP information may be used in this analysis. The Cohort Endorsement Report can be found in Appendix B3.

4) Non-Selected Finalist Form Sections 1-8 are the same as on the Individual Endorsement Form, and are designed so information provided by the candidates in the Finalist Questionnaire can be used to complete the Non-Selected Finalist Form. As with the Individual Endorsement Form, responses to Section 9 are based on information provided by the IPs. However, in the Non-Selected Finalist Form, Section 9 is modified to collect information about why those finalists were not selected. IPs should complete a Non-Selected Finalist Form for each

24


finalist who is not selected as a Fellow-Designate or Alternate. The form can be found in Appendix B4.

Submission Protocol Partners should send the Individual Endorsement Forms for all Fellows-Designate and all Alternates, plus the Cohort Endorsement Form, to the IFP Secretariat within three weeks of the selection. Partners should allow the IFP Secretariat an additional three weeks to endorse the cohort of Fellows-Designate (and Alternates, if necessary). Since the Non-Selected Finalists Forms are not necessary for the endorsement, these may be completed later. Please send them to the IFP Secretariat within six weeks of concluding your selection. When submitting the Individual and Cohort Endorsement Forms to the IFP Secretariat, IPs should also include any additional graphs or other materials you may have prepared to explain, interpret and/or analyze the current year’s cohort or compare it to past cohorts. The Secretariat’s Cohort Endorsement Letter, which includes a list of the approved Fellows-Designate and Alternates, along with their fields of study and degree objectives, will be sent to the IPs as soon as the endorsement process is completed. At the same time, each IP will receive the Individual Endorsement Letters for those Fellows-Designate who become Fellows-Elect. A copy of the list will also be supplied to the Placement Partners to ensure consistency in the endorsed field of study and degree objective. Changes to both the field of study or the degree objective must be approved and communicated to the Placement Partners. The new Fellows-Elect will receive individual notification letters from the IFP Secretariat, along with a document entitled “Fellow-Elect Terms and Conditions,” located in Appendix D1. The IFP Secretariat will forward the batch of letters to the IPs, who will distribute them to the Fellows-Elect. Provide the Fellows-Elect with an official translation of the terms and conditions if necessary, reminding her/him that the English version will govern. Please remember that all Fellows-Elect are required to indicate their acceptance of these terms by returning the signed signature page of their notification letter to the IFP Secretariat. Please do not inform the potential Fellows-Elect of their pending status during the endorsement process! Once the Fellows-Designate are endorsed, they enter the next stage of IFP, and are known as Fellows-Elect (FE). Experience has shown that it is very important for the IP to manage the Fellow-Elect stage very actively, as many tasks need to be accomplished to ensure that the FE receives the necessary educational assessment and advising, pre-academic training (as needed), and appropriate placement assistance. At the same time, since the Fellows-Elect will not have begun their full fellowship, it is crucial for the IP to manage Fellows’ expectations during this period. All aspects of the Fellow-Elect stage are covered in the following section, Part Three.

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IFP Partners Handbook Part Three: Fellow-Elect Stage

PART THREE – FELLOW-ELECT STAGE After the IFP Secretariat reviews the cohort, all Fellows-Designates who are “endorsed” by the IFP Secretariat gain the status of Fellow-Elect (FE). IPs and Fellows-Elect interact intensively during this stage. The process of moving from the status of Fellow-Elect to a successfully placed Fellow demands critical coordination and communication among the IP, Fellow-Elect, Placement Partner, IFP Secretariat, IIE-NY, and Pre-Academic Training institutions. The Fellow-Elect stage, the details of which are covered in this section, consists of a continuum of educational assessment and advising that informs and designs successful pre-academic training as well as facilitates finding “best fits” during the university placement process.

I. Educational Assessment and Advising Educational assessment and advising is critical throughout the Fellow-Elect stage. The International Partner must cooperate closely with Fellows-Elect to determine his or her study objectives, placement preferences, and pre-academic training needs. The ultimate success of a Fellow in being placed and succeeding in her/his program depends strongly on effective interaction with the IP during this phase. International Partners must search for appropriate measures of learning and prediction of academic needs. This includes reviewing the compatibility of different educational systems and degree programs. Each IP should also carefully identify the range of typical learning problems that students from their region historically demonstrate in either domestic or international settings. Careful observation of new Fellows-Elect can also help identify individuals with stronger or weaker capacities in particular areas. Information about specific testing tools (such as the institutional TOEFL test) and academic requirements in certain university systems are available from IFP Placement Partners. The Educational Assessment and Advising process continues throughout the Fellow-Elect phase, from Endorsement to the Fellow Elect’s submission of her/his four university choices (see Submission Plan, page 48). Throughout the Fellow-Elect Stage, IPs must be keenly aware of each student’s assessment and advising needs as they help guide their Fellows-Elect to successful academic placement. The advising and assessment process should begin within one month after the Fellow-Elect’s status is confirmed by IFP Secretariat endorsement. Generally, IPs organize a 3 to 5 day group Educational Assessment and Advising Orientation. See Part Six – Cohort and Leadership Building, page 83 for design considerations. Then, throughout the balance of the FE stage there is significant one-on-one dialogue, much of which is conducted by email or telephone if Fellows-Elect reside outside the IPs home city. Partners should also consider using educational assessment strategies (such as foreign language testing) during the recruitment & selection phase (see Part Two - Recruitment and Selection, page 15), as this provides a more


University Placement

Educational Assessment & Advising


Full Fellow Stage


University Placement

Educational Assessment & Advising


Full Fellow Stage

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flexible time frame to predict potential pre-academic training needs for those candidates who are actually selected. There are three main areas within educational advising and assessment:

A) Introduce IFP to the Fellows-Elect and begin the cohort building process B) Conduct group and individual academic assessment and advising C) Manage Expectations: review the Fellow-Elect “Terms and Conditions”

During this period it is especially important to provide the FE with a precise timetable and a clear list of what is and what is NOT included in the FE period. This will help to manage FE expectations. A) Introduce IFP and Cohort Building Keeping IFP’s mission central to every endeavor is always important, especially during the formative Fellows-Elect stage. Introducing the entire program in its global context to Fellows-Elect is important. Building an IFP network starts from the very first time the Fellows-Elect meet each other at the Assessing and Advising Orientation (some FEs may have already met during their interviews). This will be emphasized through local, and later, campus and international cohort building (see Part Six - Cohort and Leadership Building, page 83). Appropriate team and group activities to introduce the FEs to IFP as well as to each other should therefore be appropriately built into the design of every IFP gathering. B) Conduct Academic Assessment and Advising In assessing and advising Fellows-Elect, International Partners should develop a standard method to determine academic readiness and goals. While this is a continuous process throughout the Fellow-Elect phase, the initial activities are critical for successful placement. The activities should cover:

a) Clarification of academic goals (see Clarify Goals, page 43) b) Establishment of whether the FE has the necessary background and skills to succeed in

her/his chosen graduate program including: • Academic credentials review • Pre-academic training needs (see page 32)

c) Determination of academic program features (e.g., location/region, disability support, dates of program)

d) Prior admission or university contacts During the first group meeting, the IPs should:

Review and explain Fellow-Elect Terms and Conditions (see below) Emphasize and clarify the Regional Placement policy (see Regional Placement

Rule, page 48) so the Fellow-Elect is aware of the placement parameters Begin creating the FE’s placement dossier (see Dossier Checklist, page 44 and

Appendix C1) by reviewing the University Application (Appendix C6), with a particular focus on the study objectives. Both English and Spanish versions can be found on the IFP website at www.fordifp.net/index.cfm?PageID=59

Conduct language assessment (e.g., institutional TOEFL) Invite resource people (e.g., the British Council and consular officials) to inform

FEs about the various educational systems Offer FEs access to the internet and other resources to research university

programs (see Placement Research, page 45)

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http://www.fordifp.net/index.cfm?PageID=59


Conduct individual meetings with FEs to refine study objectives and determine any linkages with potential universities (e.g., contacts with particular professors, institutional linkages, etc.)

Some FEs will already have admission offer(s) at the time of endorsement by “Self-Placement.” The FEs should still attend all Educational Assessment and Advising sessions so that IPs can review the placement to ascertain if it is the best option given the FE’s academic and professional objectives. If the university is in an international region, the review should be done in consultation with the appropriate Placement Partner or IP. If self-placement is not the best appropriate choice, the FE should be advised to take advantage of IFP placement assistance. Please see go to University Placement, page 38 for further details regarding self-placement. The most important outcome of the educational assessment and advising orientation is to clearly identify Fellows’-Elect academic abilities and goals and any gaps that may exist between them, so that a realistic and comprehensive pre-academic training program (see page 32) and university submission plan (see page 48) can be planned.

Strategies from the Field

International Partners approach the task of initial educational assessment and advising in different ways. For example, during group assessment, IIE-Russia requests Fellows-Elect to write a detailed essay describing their study objectives and where they want to study, which is then used as a basis for further discussion between the Partner and FE. This procedure is adapted according to placement objectives – for example FEs aiming to study in the United Kingdom are asked to write their essay in English to help assess their language capabilities. C) Manage Expectations: Reviewing the Fellow-Elect Terms and Conditions Each Fellow-Elect receives a notification letter from the IFP Secretariat. Included with this letter is a Fellow-Elect Terms and Conditions (see Appendix D1) outlining the terms and conditions of the Fellow-Elect period. It is designed to set expectations and outline responsibilities. IPs must review this document in detail with each of their Fellows-Elect during the Assessment and Advising Orientation to ensure a smooth transition through the Fellow-Elect stage. In particular the FE Terms and Conditions emphasizes that Fellows-Elect may receive placement assistance and pre-academic training based on an educational assessment, but that the fellowship proper is NOT initiated until a Fellow-Elect has gained admission to an appropriate university program and a grant award has been issued and signed. Two copies of the Individual Fellowship Notification letter will be sent to IPs for each Fellow-Elect in your cohort. A copy of the Fellow-Elect Terms and Conditions will also be included with each Individual Fellowship Notification Letter. We ask that IPs forward these documents directly to each Fellow-Elect. They are required to sign both copies of their individual Fellow-Elect Notification letters, return one to her/his IP, and keep one for her/his record. We ask that the IPs collect the letters for all the Fellows-Elect and send the originals to IFF, keeping copies for their files. We also request that the Fellows-Elect are provided with translations of both documents, as needed. As with the IFP Award Agreement, in the case of any discrepancies the

Helpful Hint: Consider sending the Fellow-Elect Terms and Conditions (and any translation) to the Fellow-Elect before the group advising and assessment orientation. This allows the FE time to read the document and prepare questions for the meeting. During the meeting, the FE can indicate his/her acceptance of the terms on the signature page of the notification letter.

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English version will govern. All Fellows-Elect should be reminded that they have one year from the date of the FE Terms and Conditions to secure an appropriate placement. While the Fellow-Elect Terms and Conditions from the IFP Secretariat outlines basic expectations and responsibilities, it is the International Partner with whom the Fellow-Elect interacts on a regular basis. In order to manage expectations and appropriately empower the Fellow-Elect, the Partner should from the very beginning clearly explain the roles and responsibilities of both the IP and the student. The process of moving from the status of Fellow-Elect to a successfully placed Fellow involves critical coordination and communication between the IP and the Fellow-Elect. During the Fellow-Elect period, Fellows-Elect are expected to:

• Seek and follow the advice of their International Partner throughout this period. • Remain employed and stay in the country during this time period, so as to best facilitate

communication, preparation of necessary application and visa materials, and participation in appropriate pre-academic training. The principal exception to the residency and employment guideline is when Fellows-Elect are accepted for pre-academic training or bridging programs at their host universities outside their countries, or in full time in-country pre-academic training programs.

• Undertake research to identify appropriate university programs. The International Partner coordinates this process and provides necessary contacts and resources. This includes identification of Placement Partners, which provide specialized information about higher education in academic fields and regions of interest to the Fellow-Elect. All research and actions by the Fellow-Elect regarding his or her university placement should be in consultation with the IP.

• Pursue the degree and study field for which he/she was nominated/selected, and on the basis of which the IFP award was granted. While the IP will facilitate Fellows-Elect to apply and prepare for university admission and study, Fellows-Elect must nonetheless clearly understand that the IP’s role is not to secure their admission to the university of their choice. The admissions decision lies with the proposed university, and it is the Fellow-Elect's responsibility — in consultation as necessary with the IP — to identify appropriate study options, make sure that the necessary application materials are completed, and accompany the overall progress of his or her placement plan. More specifics about the Fellow’s role in the university application submission process are covered in University Placement, page 38.

• Understand that the IFP fellowship does not provide for any dependent support prior to and during the fellowship period, and that the Fellow’s living allowance does not begin until he/she arrives at his/her university after signing his/her Fellow’s contract.

• Understand that an FE cannot apply for admission to any program if they are not proficient in its language of instruction. In some cases where the student has near proficiency in the required language, pre-academic training may be adequate to help the FE achieve necessary language requirements.

Besides the Fellow-Elect Terms and Conditions, there may be other specific expectations that the IP may wish to set in writing with the Fellow-Elect. One way to manage expectations is to identify main points to cover in discussion with the Fellow-Elect during academic assessment and advising. Many points are covered in the award letter, the Fellow-Elect Terms and Conditions, and other documents, but it is useful to reinforce them verbally as well. Many

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Partners have prepared a “Frequently Asked Questions (FAQs)” document that they distribute to Fellows-Elect and review with them at the first post-selection meeting. Termination and deferral policies are important policies that apply to the Fellow-Elect stage and the Fellow stage and should be explained clearly to all FEs: 1) Suspension and Termination Policy IFP and its International Partners have great confidence that all IFP Fellows-Elect will successfully become full IFP Fellows and conduct themselves in a manner that reflects well on themselves and the International Fellowships Program. However, Fellow-Elect status may be suspended or terminated by IFF if the student does not comply fully with the provisions outlined under the Fellow-Elect Terms and Conditions. IFF reserves the right to terminate or suspend Fellow-Elect status in its sole discretion should IFF determine that she/he has not complied with any of the provisions of its terms and conditions. The IP may also recommend to the IFP Secretariat that her/his status be terminated or suspended. Specific grounds for IFP’s termination or suspension may include, but are not limited to:

Violation of any laws and regulations of his/her home and/or host country; Failure to observe satisfactory professional standards or to complete the requirements of

their university submission plan during the Fellow-Elect period; Failure to gain admission to an appropriate academic program within one year of the

Fellow-Elect award letter; Material misrepresentation in her/his application form or any other IFP documents; Physical or mental inability to carry out her/his academic plan of study; Actions that would place at risk the work of IFF and/or the FE’s ability to effectively fulfill

IFP’s goals of providing training and knowledge to develop skills that she/he will apply on behalf of her/his home country.

It is the IP’s responsibility to monitor and inform the IFP Secretariat if violations of these contractual obligations are noted. If termination is recommended, IPs should substantiate the non-compliance with the specific provision in the “Terms and Conditions of the Fellows-Elect” document and demonstrate that there is sufficient and just cause to terminate the contract. At their discretion, Partners should consult with their Advisory Boards and Selection Committees in making this determination. In addition, IPs MUST consult about termination cases with the IFP Secretariat, to ensure consistency in all termination cases. IPs recommending a termination are required to submit all substantiating documentation with recommendations. After these materials are received, the IFP Secretariat will make a final determination. If termination is required, the Secretariat will send an individual letter to the Fellow-Elect, with a copy to the IP, informing him/her that FE status has been terminated. If the FE has received any payment or support, directly or indirectly, from IFP, the terminated FE slot will not be credited back to the corresponding site. Terminated FE’s are not required to repay expended fellowship funds paid to them, or to return equipment purchased with IFP funds. However, they have a moral obligation to return unexpended IFP funds still in their possession. The same policy and protocol exist for full Fellows. In this case, the Fellow’s grant agreement is the prevailing contractual obligation. If a terminated Fellow has received payment or any other support directly or indirectly from IFP, the slot for the Fellow will not be credited to the IFP site. See Suspension and Termination of a Fellow’s Grant, page 75.

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2) Deferment Policy According to IFP policy, Fellows-Elect may take an emergency deferment for up to ONE year after the Fellow-Elect is notified of selection. An FE is allowed only one deferment throughout the both the FE and full Fellow stages. This deferment must be approved by the IP and IFP Secretariat and may be taken only for family emergency or medical reasons. If a Fellow has at least one university acceptance, he/she may NOT defer the fellowship in order to seek admission to a different university. To request a deferral, the Fellow must submit a completed REQUEST FOR DEFERMENT FORM to the International Partner. The International Partner should then contact the IFP Secretariat to discuss the conditions of the request. If approved, the IFP Secretariat will send an individual letter to the Fellow-Elect, with a copy to the IP and Placement Partner, informing him/her that FE status has been deferred for a particular period of time. The IP and/or Placement Partner will need to coordinate with the Fellow-Elect regarding any university admissions already obtained or in process. II. Pre-Academic Training (PAT)

Pre-Academic

Inst.• In-Country• Host University• 3rd Institution

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The second major component of the FE stage, pre-academic training (PAT), serves a two-fold purpose:

1) To help the Fellow-Elect gain admission, and 2) To increase the Fellow-Elect’s prospects for academic success in her/his program.

Assuring adequate preparation for graduate-level study is especially important in a program that places high priority on recruitment and selection of Fellows-Elect from underserved groups in diverse of societies. IFP awardees are from a wide range of academic and experiential backgrounds that may make transition to postgraduate institutional settings difficult. While there will be some FEs ready to begin graduate study directly, many FEs lack sufficient academic preparation. Appropriate short-term academic training, therefore, is an important aspect of the IFP program. Consistent with the FE stage and the time allotted for placement, the maximum period for pre-academic training is one year. Most IFP Fellows will be able to complete the necessary training to gain admission to an appropriate postgraduate program within one to three months, while some — especially those requiring more language training — may require the full year allowable. IPs are responsible for designing appropriate pre-academic training programs and timelines so all FEs will have the necessary skills to gain admission to, and ultimately succeed in, appropriate academic programs. IPs are advised to identify group academic training needs that may be clustered in a general one to three month training for most of the cohort, with further individualized training as necessary after group training is completed (see Pre-Academic Training Models, page 35). FE pre-academic training clusters should be organized according to the following categories:

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1. Ready to go, including self-placed Fellows-Elect 2. Some Training Required (needs one to three months of pre-academic) 3. Needs significant pre-academic training (from four up to 12 months maximum)

Once the all the FEs are clustered into the three broad categories, the IPs should continue the Educational Advising and Assessment process to design the most appropriate PAT program for the FEs needs. A) Assessment Methodology During Educational Advising and Assessment, IPs conduct pre-academic training needs assessments for all FEs. Based on these needs, IPs design and request grant funding from the Secretariat for appropriate pre-academic training modules. A tool to report and track this progress is in Appendix C5 – Pre-Academic Assessment and Training Budget Template. There are two general categories of pre-academic assessment:

1) Language Competencies 2) Learning Competencies

1) Language Competencies a) Language for Placement Purposes: The Secretariat will support Fellow-Elect language training of up to one year in cases where the Fellow-Elect must gain language proficiency to meet university entrance requirements, even in his or her home country. Partners should be mindful that language acquisition is very difficult for some individuals. Rates of language learning differ, and there is risk that some Fellows-Elect may not gain university admission even AFTER one year of language instruction. For this reason, IFP requires proficiency or near-proficiency in the language of instruction of the university programs to which the FE applies (or where foreign language competency is an entrance requirement and there are no viable alternatives). This means that IPs should establish a baseline language performance indicator for all FEs depending on their study plans. Customized PAT taking place at a Strategic University Partnership host university may, depending on circumstances, allow for a lower minimum score (see Strategic University Partnerships, page 47). IPs should inform the IFP Secretariat of what baseline indicators they have established for language study during pre-academic training.

Strategies from the Field Minimum English • IFP AR&SC (Chile and Peru) has

set a minimum initial TOEFL score of 530 for Fellows-Elect who wish to pursue language preparation training for study in an English-speaking program.

Language Testing • IFP-Vietnam (CEEVN (Vietnam)

uses the institutional TOEFL test with the understanding that the scores may fluctuate up to 20 points.

Requests for language training must be based on recognized language assessment results. IPs may coordinate the language assessment either in a group setting or on an individual basis, but it must be done through a recognized language instructor, specialist, or institution familiar with the requirements and demands of admission and graduate study. IPs may use equivalent institutional tests (e.g., TOEFL) for assessment; however, it is generally recommended that the results be adjusted to account for the fact that people usually score lower on official tests. IPs should assess university admission standards and

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determine whether a Fellow-Elect’s test score is close enough to the admission requirement to warrant pre-academic language training. Only realistic language improvement goals that can be accomplished within the maximum one-year training period allowable will be approved. The Placement Partners have developed a guide to aid in language assessment (see Appendix C7 – English and IFP). This guide contains general English requirements by location of study, along with indicators of the length of time required to improve English abilities. For the US, IIE-NY has developed a guide for TOEFL and GRE requirements by field of study. This can be found in Appendix C10 – US Admission Requirements by Field of Study. b) Basic English (or other) language competency: IFP has determined that basic language competency in a metropolitan language such as English is highly desirable, even for Fellows who will not be studying in an English-language program. English language competency has been identified by many as a useful and necessary international communication tool that contributes to cohort building and effective professional networking for all IFP Fellows. IFP encourages basic English language study during the Pre-Academic stage, particularly for FEs who require English reading competency for coursework or research during their fellowship. Funds for this training are available for FEs who will be studying at non-English institutions in their home country or region. There may be some cases where other language study is requested, such as Portuguese for a Spanish-speaking Latin American student in order to develop regional networks. This will be allowed; however, IFP will support pre-academic training in one language only. For policies on English and other language training during the Fellow Stage, see page 66.

2) Learning Competencies For this category, IPs must be proactive in assessing and organizing appropriate training opportunities. This includes interviewing Fellows-Elect and reviewing their individual files, in particular, academic background. Responses to requests for preparatory training for tests like the GRE should be based on a Fellow-Elect’s study objectives (e.g., economic management) and place of study (e.g., UK). IPs may wish to develop a simple form/questionnaire to determine the need for basic computer skills. Learning skills that include academic writing, research methods, using libraries, and cross-cultural adaptation strategies, may be considered important competencies for pre-academic training courses that involve cohorts as a whole. Individual requests for subject-specific courses (e.g., introductory economics, human rights) will be considered ONLY IF required by a Fellow-Elect’s proposed academic program/university. This may be because a Fellow-Elect has been conditionally admitted to a program, with the provision that certain courses are completed before the academic term begins. IFP does not support pre-academic training on such subjects for groups of Fellows-Elect.

Longer-term, subject-specific training should be part of the university studies. IPs should work with FEs and their university Placement Partners to identify course offerings at the host university, including content courses in the Fellow’s field of study, such as human rights, international law, economics, or statistics. B) PAT Considerations 1) Time Constraints and Design Issues The IFP Secretariat supports a maximum of one year of pre-academic training, consistent with the FE stage and the time allotted for placement. Budgets will vary widely depending on the specific needs of cohorts and regions. Based on a needs-driven model, IPs should seek the most cost-effective arrangements, building on prior design experiences. Wherever possible, IPs

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should organize pre-academic training in group settings that maximizes cohort-building, quality management, and available resources. The university placement cycle and the need to continue educational advising/assessment should be considered when determining the PAT timing and design. IPs should consult with appropriate specialized institutions and Ford Foundation colleagues in their country or region to identify appropriate and cost-effective pre-academic arrangements on an individual and group basis. 2) Pre-Academic Training Living Allowances Stipends may be requested in the pre-academic training grant for Fellows-Elect who are enrolled in full-time intensive pre-academic training in their home country. Pre-academic training living stipends are not automatic and are considered in the context of individual needs, employment, and family considerations, as described by the IP in the funding proposal to IFF for pre-academic training funds. If requested, living stipends for individual Fellows-Elect during group PAT courses in-country will be included in the IPs PAT grants. Expenses relating to pre-academic training at an individual Fellow’s host university must be approved via an email request to the IFP Secretariat and will be funded in the Fellow’s grant agreement. Approved stipends will be of limited duration, and consistent with local cost of living standards. For more details, see Living Allowance, page 63. C) Pre-Academic Training Models There are three models of PAT to consider: in-country / group training, host university / individual training, and 3rd institution / individual training. As the diagram below depicts, there are four possible combinations for the training: Four Variations:

• No PAT • Only Group (in-country) PAT • Both Group (in-country) & Individual

(Host University / 3rd Institution) PAT • Only Individual (Host University / 3rd

Institution) PAT

Fellows-Elect

Group Pre-Academic Training

Individual Pre-Academic Training

Host University

1) In-Country / Group Pre-Academic Training In-country pre-academic training is the most cost effective and easily facilitated process for IPs conducting group pre-academic training. Please see Part Six – Cohort and Leadership Building, page 83 for design considerations. For example, CEEVN (Vietnam) has arranged comprehensive group academic training activities for each cohort. This includes research skills courses and applied projects, as well as language training away from the FEs’ place of residence. The instruction is divided into two phases: first component takes place in Ho Chi Minh City with local language instructors and the second takes place in another city with international language instructors. This intensive pre-academic training module is an ambitious yet cost-effective program, and CEEVN has reported great success in preparing their students for university admission and academic success. In-country individual pre-academic training

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arrangements are also possible, especially when the FE cannot travel or has different training needs form the group (e.g., Russian FE taking German). Funds for all in-country pre-academic training (not at the host university) are requested using the pre-academic training proposal, described below:

Guidelines for In-Country Pre-Academic Training Proposal Partners must request in-country pre-academic training funds for their Fellows-Elect by submitting a Pre-Academic Training Request Proposal to the IFP Secretariat. Requests for pre-academic training must be based on actual needs assessment for each Fellow-Elect. IPs should contact the IFP Secretariat to discuss the need for any special arrangements. Pre-Academic Training Proposals should include the following items: 1. COVER LETTER - On your organization letterhead - Dated and signed - Make sure to mention:

• Grant amount in US dollars • Term of the proposed grant, including the start date (Always the beginning of a month, e.g., “Nine months starting 01 October 2002”) • Brief, general description of the use of grant funds

2. NARRATIVE SECTION (see Assessment Methodology, page 33) - Paginated and dated - Description of need for pre-academic training funds - Program development & implementation. Please address:

• Your process for determining pre-academic training needs and expenses of FEs • Your planned interaction with local, regional and international organizations, if applicable • Timeline of Implementation

- Method for establishing Fellow-Elect baseline competencies and evaluating training impact 3. ATTACHMENTS - Proposed budget (Use template, see Appendix C5 – Pre-Academic Assessment & Training

Budget Template) - Please note that the template has assessment space for each Fellow-Elect and can be used

as a tool to monitor progress. - Communicate test scores to Placement Partners in a timely manner to improve university

placement process Pre-academic training proposals are submitted to the IFP Secretariat. Grant reporting and grant modification procedures for Pre-Academic training grants are the same as procedures for Partner core grants. See Part Eight – Partner Core Grant Proposals and Administration, page 87 for details. 2) Host University Bridging Programs Many universities offer “on-site” pre-academic training programs that precede or are held in conjunction with the academic term. These programs often indicate institutional support for

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students from educationally disadvantaged backgrounds. Often called “bridging programs,” they are designed to provide basic background skills, language, and other training necessary to prepare students for their regular academic program. A university may offer a Fellow-Elect conditional admission contingent on successful completion of a bridging program, or may offer bridging programs as a “highly recommended” supplement to the Fellow’s regular post-graduate program. Bridging programs also provide an opportunity to settle in and become familiar with his/her new university environment as well as immersion in the new language setting. Specific considerations and process requirements regarding bridging programs include:

a. Pre-academic training or bridging programs at the host institution are considered on a case-by-case basis based on: 1. Conditional admission factors and university department recommendation, or 2. Strategic University Partnership design* (see page 47)

b. In conjunction with the Placement Partner, FEs should submit written requests to

their IPs for bridging programs that are required as part of a conditional admission, along with supporting documentation from the host institution. IPs must then submit the proposal to the IFP Secretariat for review. Additional factors to consider in the proposal include: 1. Fellow-Elect’s status of admission at other universities, (i.e., comparable

admission at another university without conditions); 2. FE’s current standardized (i.e., TOEFL) test level compared with university

requirements; 3. Other specific requirements of the university; 4. Cost of the bridging program or PAT at the host university and exploration of cost

sharing arrangements; and 5. IP’s assessment of how the Fellow-Elect will perform during and after the

bridging pre-academic program, based on factors such as performance in group PAT, knowledge of multiple languages, age, etc.

c. Costs for approved bridging programs are covered in the Fellow’s grant agreement

covering the academic program (see Part Four – Fellows Grant Administration and Management, page 52).

3) Third Institution Pre-Academic Training In exceptional cases where the Fellow-Elect’s pre-academic needs differ significantly from the group, and where the host university does not have programs to provide the necessary training, pre-academic training at a third institution may be arranged. In general, out-of-country, third institution pre-academic training is discouraged and must be requested on a case-by-case basis. If approved, in-country training will be included in the IFF PAT grant and international training in the IFF PAT grant. D) Evaluation of Pre-Academic Training Models IPs should ensure that in-country pre-academic training providers develop and collect benchmark assessments of each Fellow-Elect prior to the training period, at key interim periods, and at the end of pre-academic training course. This will allow the IPs to assess the value of * Note on Strategic University Partnerships – strategic university partnerships, with quality academic programs relevant to IFP Fellows’ interests, excellent support services, and an interest in working with the IFP Fellows, often include in their design appropriate bridging programs, see Strategic University Partnerships, page 47 for more details.

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their respective PAT program designs and models in terms of effectiveness in obtaining academic goals for individual participants and in terms of cost-efficiency. This information should be used to develop proposals for subsequent rounds of PAT and should be included in the PAT grant reporting. The IFP Secretariat will draw on these country and regional evaluations to conduct an overall assessment of different pre-academic training models at the global level of the program, and to help streamline the pre-academic design process. E) Pre-Departure Orientation Planning Pre-Departure Orientation is a separate activity that complements most pre-academic training (see page 61). Some topics, such as intercultural communication, may be covered in pre-departure orientation workshops. While there is variation among IPs on how and if group orientation will be organized (due to varying university start dates, etc.), to the extent possible, orientation activities should always be designed to complement pre-academic training, and to help build cohorts and networks among Fellows. III. University Placement

The third and final component of the FE stage is university placement. The options for IFP Partners fall into the following three categories:

1. Fellows-Elect place themselves prior to receiving an IFP award (“self-placement”).

2. The IP places the Fellows-Elect.

3. The IP works in conjunction with a designated Placement Partner (PP) to place Fellows-Elect:

• IIE-NY for universities in North America (Canada, Mexico, and US) • Nuffic for universities in continental Europe • British Council for universities in the UK • Other IPs in IFP countries (e.g., IFP AR&SC for placement in Chile)

IPs should identify the most effective means of placement for each FE while ensuring that IFP principles of Fellow-centeredness and offering global choices are not compromised. The IFP placement philosophy is that high quality university programs are found in every part of the world, and it is important for IPs and FEs to communicate closely to clearly define the FE’s goals and expectations for graduate study. IPs should advise Fellows on appropriate programs combining the desired academic curriculum as well as program advising, support, and additional training, if needed. IFP is now developing a set of “Strategic University Partnerships” that will identify programs with these characteristics in all major world areas. In the future, we expect that the majority of Fellows-Elect will apply to, be accepted by, and enroll in a university included under the Strategic University Partnerships.

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• Self-Placed• Prior Admission

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Many fellowship programs focus on managing recruitment and selection to select deserving fellows who are ready for graduate study. The selected fellows, having met all of the required qualifications, and endowed with their past academic achievements, are ready to begin further study and usually have already identified an academic program. However with IFP the work is not finished after recruitment and selection. IFP is not a typical fellowship program, and serves specific target groups of marginalized and excluded populations from which its’ Fellows are selected. Choosing the best appropriate university program is not only a matter of finding the appropriate academic match, but also of identifying an environment that meets the Fellows’ individual needs.

IFP – A Different Kind of Program

IFP’s Unique Features: - Study anywhere in the world (e.g., a Russian IFP Fellow studying in Korea) - Prior university placement not required - Pre-academic training support IFP Fellows have special needs due to: - Limited access to academic information - Practitioners & older Fellows (i.e., outside of academic setting) - Five percent physically disabled - 80-90% of Fellows open to advice on “best fit” university options Cohort Building & Networking Goals: - University and country clustering of Fellows promotes networking IFP offers global opportunities to Fellows-Elect who may be unfamiliar with the wider world of higher education. Global placement assistance, however, can present a significant challenge to International Partners, who may have regional educational knowledge but may be unfamiliar with certain regions in which a Fellow-Elect wishes to study. In such cases, a Placement Partner organization that can provide assistance in placing the Fellow in the desired region should be identified. IPs involved in the recruitment of target groups know their Fellows-Elect best, and are best-placed to decide which Placement Partners should be used. The placement process is most effectively coordinated if the Fellow-Elect’s application submission plan is executed by one Placement Partner (i.e., in one international region only). IPs should request that Placement Partners engage as early as possible in the placement advising stage. It is recommended that a maximum of two organizations work on placement, including the International Partner organization. A) Placement Responsibilities

Dynamic Interaction (IP + PP + FE) = Successful Placement Successful placement requires close coordination and a clear division of roles and responsibilities among the International Partner, Placement Partner, and Fellow-Elect. Following are some of the major responsibilities for each of these actors:

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1) International Partner Responsibilities “Fellow-Centeredness,” a central component of IFP, translates into a demanding range of IP roles and responsibilities in the placement process. In addition to Educational Assessment and Advising activities, placement responsibilities include:

• Counseling: IPs ensure that the decision-making process is Fellow-Elect centered and driven. In this regard, the IP has a key “counseling” role. IPs have the closest and most frequent interaction with the FEs, and the IP’s role is crucial throughout the placement process, including assisting the FE to:

o choose a location of study; o refine his or her study objectives; o set realistic expectations; and o select a university if the FE gains more than one acceptance (see

Fellow-Elect Responsibilities below for considerations for selecting an admission offer).

• Placement Services

IPs provide placement services to Fellows-Elect directly, usually for in-country or in-region study, or determine which organizations to use as Placement Partner(s) to assist in advising a particular Fellow-Elect on placement options. In some cases, IPs have also hired local consultants to assist with regional placements. See Placement Partner Responsibilities (page 41) for specific tasks while performing this role.

• Dossier Collection Point

IPs gather all of the FE’s placement-related paperwork in the “Fellow’s dossier” (see Dossier Checklist, page 43), including required verification or translations, and assist in arranging/registering for testing if needed (see Test and Application Fees, page 50).

• Coordination

IPs are the central coordinating body for the PPs, FEs, and other institutions working with the Fellow-Elect (e.g., group Pre-Academic Training, other IPs, in-country university admissions office, etc.). Coordination with the Placement Partners should include periodic updates on the admission status of Fellows-Elect. IPs are responsible for tracking ALL university placements for each Fellow-Elect, including in-country/region and international placements. All other activities of the FE should also be tracked and those affecting placement should be communicated to the PP (e.g., progress in group Pre-Academic Training, standardized test scores, etc.)

• Self-Placement

IPs assess admissions for Fellows who obtained university acceptance prior to becoming IFP Fellows-Elect to determine the appropriateness, quality, and credentials of the particular program. In some cases, the FE has been misinformed of the formal admission. If necessary the IP should consult the Placement Partner(s) in this process. If the admission is valid and appropriate, the IP should notify IIE-NY of the placement by filling out the “Notification of Placement” (see Part Four – Fellows Grant Administration and Management, page 52).

40


2) Placement Partner Responsibilities All International Partners are Placement Partners. IPs are responsible for working on placement options in the home country / region for both Fellows-Elect who choose to study at home and those that choose to apply abroad (see Regional Placement Rule, page 48. When an FE is applying for an international university admission, the IP may choose to use a Placement Partner that has more regional expertise in academic offerings for the international options. In all situations, the Placement Partners’ roles include:

• Reviewing self-placed FEs or any other admissions related activity conducted by FE prior to IFP fellowship award for appropriateness and best fit.

• Reviewing dossier materials & making suggestions that strengthen the materials (see Dossier Checklist, below).

• In coordination with other Placement Partners, proposing a submission plan based on ‘best fit’, preferences, and IFP’s ‘safety’ through ‘stretch’ philosophy (see Submission Plan, page 48).

• Executing the submission plan after Fellow-Elect’s approval and consultation with IP

• Coordinating follow-up and university decisions, including individualized negotiations for cost sharing and other university services.

• Advising FE on which admission offer to accept • Developing relationships at schools with support indicators for Fellows (see

Strategic University Partnerships, below). • Promoting IFP to universities where Fellows-Elect apply.

IIE / CEEVN

North America

IPs IFP Countries / Regions

NufficContinental Europe

British Council

• • •

UK

Global Network of Placement PartnersRegional Expertise (e.g. Academic Programs and Systems, Visa Requirements)General IFP Placement Process, Customized By RegionResource of Placement Professionals

IFP has developed specific relationships with IIE-NY to provide placement assistance in North America (including the US and Canada), the British Council for placement assistance in the UK, and NUFFIC for placement assistance in continental Europe. (One exception is that CEEVN works on placement in the US for Vietnamese Fellows.) IPs may also request assistance from IPs for Fellows-Elect who wish to study in another IP “jurisdiction,” such as Mozambican Fellows who may wish to study in Brazil.

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3) Fellow-Elect Placement Responsibilities Throughout the Placement process, the Fellow-Elect is expected to actively take responsibility for researching programs and to work with the International Partner and Placement Partner. The Fellow-Elect’s responsibilities are clearly articulated in the Fellow Elect Terms and Conditions (see Appendix D1 and Managing Expectations: Reviewing the Fellow-Elect Terms and Conditions, page 29). FE responsibilities specific to the placement process include:

• Communicate Prior Admission/Contacts: As soon as an FE receives notification of her/his Fellow-Elect status, the FE should inform the IP of any university admissions, pending university applications (i.e., application submitted but university decision pending), or communications with university administrators or professors on their own.

• Discontinue Self-Placement:

Once a Fellow-Designate becomes a Fellow-Elect, he/she may NOT directly submit applications to other universities independently of IP or Placement Partner. Fellows-Elect are encouraged to conduct research about their intended fields of study at different universities and contact professors/relevant officials to discuss academic fit and research, but the IP or Placement Partner handles the paperwork and university negotiations for admission.

• Produce and Enhance Dossier:

The Fellow-Elect is responsible for working with IP to collect and produce all components of the dossier, including the necessary exams and document translations in the required language (see Dossier Checklist, page 43). The FE is also expected to actively participate in strengthening the dossier to facilitate university admissions, incorporating IP and PP feedback.

• Create University Submission Plan:

Fellows-Elect work together with their IP and Placement Partner to develop a submission plan including no more than four (4) university programs for which they meet all necessary requirements, including language and academic pre-requisites. These choices must follow the “safety-stretch” rule (see page 49). At least one of these four choices must be an in-country or regional university. The others must fall within one international region (see Submission Plan, page 48).

• Choose the University Program

Once an offer or offers of admission are received, the Fellow-Elect makes the final decision on his/her choice of university program in consultation with the IP and advice of the PP. Considerations for selecting an admission offer include but are not limited to:

o “Best Fit” o Strategic University Partnership o Cost Sharing o Cohort Building o Learning Environment o Linkages with Other Universities

It must be made clear to the Fellow-Elect that accepting an admission offer means that ALL other offers under consideration are forfeited.

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B) IFP’s “Stairway to Placement” – Seven Major Steps Below are the seven major steps of placement:

1) Clarify Goals Clarifying the Fellow-Elect’s goals is the crucial first step of the placement process and begins during the needs assessment process (see Conduct Academic Assessment and Advising, page 28). IPs and PPs should work closely with each FE to review study goals and translate them into appropriate academic programs. The Placement Partners have developed a tool that should facilitate a strong study objective, located in Appendix C9 – Study Objectives Guidelines. IPs must also clarify other features such as location of study, disability support, and academic start dates. Many FEs may be unaware of options available in their chosen field of study. Working closely with the FE during this initial period will help ensure a good match of academic and personal goals with a program that addresses those needs. IPs must review self-placed FEs chosen program to ensure it is an appropriate match, consulting as necessary with an appropriate Placement Partner. 2) Complete Dossier A well-prepared dossier allows the Placement Partner to develop an appropriate submission plan for the FE. The IP must ensure that the FE collects all necessary materials for his/her dossier to apply to the desired university programs (see Dossier Checklist below). Partners should work closely with Fellows-Elect to ensure that their dossier highlights the diversity and special positive attributes that the IFP Fellow would bring to the student body along with a complete and accurate picture of the Fellow-Elect. FEs will generally need close review of their personal statements, research goals, and study objectives. Only when a dossier is complete and final should it be sent on to the Placement Partner. Exceptions may include final test scores, but preliminary or test scores should be provided.

SubmissionPlan

ClarifyGoals

CompleteDossier

PlacementResearch

Apply

ObtainAdmission

Notify IIE ofPlacement

Regardless of Placement Location

Multiple Partner Coordination

Required1

2

3

4

5

6

7

SubmissionPlan

ClarifyGoals

CompleteDossier

PlacementResearch

Apply

ObtainAdmission

Notify IIE ofPlacement

Regardless of Placement Location

Multiple Partner Coordination

Required1

2

3

4

5

6

7

43


The timeliness of the dossier is critical to obtain the desired university admissions. The British Council, Nuffic, and IIE-NY have developed the Dossier Deadline Guidelines, located in Appendix C8. IPs should determine and share similar guidelines for their countries, especially those IFP sites where Fellows from other countries are studying (e.g., Chile, Mexico, Philippines, and Thailand). Placement Partners review and evaluate the dossier with a focus on the specific requirements and needs of university programs consistent with the FE’s study objectives, as well as specific characteristics that will enhance the chances of admission. A complete dossier for placement purposes generally consists of the components included in this Dossier Checklist (also included as a separate one-page form in Appendix C1) and may be used as a cover to the dossier when submitted to the appropriate Placement Partner. a) Dossier Checklist (required by all Placement Partners)

Required Items Comments

IP Dossier Cover Form

Form should be filled out by the IP for each FE; opportunity for IPs to convey any information gathered during the needs assessment process which is not included in the FE’s application; may include discussions regarding the university choices, special needs, etc.

University Application Partners may have customized versions, or use the university specific application. General applications in both English and Spanish are located at: www.FordIFP.net/index.cfm?pageID=59

Confidential Information Form Located on page 6 of the above application.

Letters of Reference

Minimum of 3 letters from professors and/or work supervisors who know the FE well, preferably at least one from each category. IPs may also write a letter of recommendation, highlighting her/his distinctive characteristics based on selection (see IFP Cover Letter, below).

Academic Transcripts Official, certified copies of Fellow-Elect’s academic records that come directly from the post-secondary school(s) attended; must list courses taken and grades received for each year of enrollment.

Certified translation of transcripts (when language of proposed study differs from language of documents)

Official transcripts translated into the language of proposed study; must be literal, not interpretative, by a certified translator.

Diploma Copies Certified copy of originals (NEVER send originals!)

Certified translation of diploma(s) (when language of proposed study differs from language of documents)

Diploma(s) translated into the language of proposed study; must be literal, not interpretative, by a certified translator.

* Standardized tests TOEFL, IELTS, MELAB

Generally needed if English is the language of proposed study. Coordinate timing with Placement Partners.

* Standardized test results GMAT

Generally needed for Business programs world-wide. Coordinate timing with Placement Partners.

* Standardized test results GRE

Generally needed for programs in the US and Canada; sometimes in other countries as well. Coordinate timing with Placement Partners.

* Other standardized test results (as required)

Standardized tests can vary by field of study, institution, and country. Coordinate timing with Placement Partners.

Research Proposal/Statement of Purpose

Detailed research proposal stating what you expect to achieve; often includes bibliography, references to previous research work, and links to current work; specificity and details make a strong statement.

Writing sample Could be a research paper, published article, paper done for a course, etc. Often required for study in the humanities or social sciences.

Work sample Could be a portfolio of slides of art work, video, film, cassette of music, or sample of journalistic work, etc. Usually required for study in the arts or art-related fields as well as in communication and/or journalism.

Audition In-person auditions can usually be waived and replaced with a video presentation.

Interview In-person interviews can sometimes be waived and replaced with a phone interview.

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http://www.fordifp.net/index.cfm?pageID=59


Required Items Comments

Copy of passport Occasionally needs to be certified.

Medical History Form Two parts—one completed by Fellow-Elect and one by the FE’s doctor--is needed to complete the university application form above; sometimes forward to university upon request.

2 Passport-Size Photographs Some universities require photographs. Consult with the appropriate Placement Partner to determine if this is necessary.

* Do not delay the dossier for final test results. Communicate any pre-test or institutional test results to the Placement Partners to ensure appropriate placement options. Some universities may require additional materials that will need to be included in the FE Dossier. b) IFP Cover Letter IPs may wish to develop a standard or customized cover letter to accompany a Fellow’s application to the university. This cover letter, which may serve as an additional letter of reference, might describe, among other things, the IFP program, the rigorous selection process that the Fellow-Elect has undergone, the specific reasons for the FE’s selection, and the value of diversity that he/she would bring to the university’s student body. Placement Partners have also developed IFP information packets that are sent with each FE’s application, with which IPs should be familiar. 3) Placement Research The FE, IP, and PP should work closely together to identify quality programs that meet the Fellow-Elect’s academic and personal needs. There are many resources that can help Partners and Fellows-Elect research appropriate university programs. These include printed and online resources, guides, and databases. One is the World Higher Education Database, a comprehensive global database that provides information on over 190 education systems, 1,700 credentials, and 15,000 institutions for over 180 different countries. A CD-ROM version of this database was distributed to each IP in spring 2002. For future versions of this resource, or for extra copies for regional offices, the IP should purchase the CDs directly from Palgrave Publishers (www.palgrave.com). There are also numerous Web-based and printed resources that Partners have found useful for researching universities programs and education systems around the world. These include:

a) Some Web-based Placement Research Resources 1) Association of Commonwealth Universities Database: www.acu.ac.ukThis database is an excellent search engine for locating programs in any of the Commonwealth countries including the United Kingdom, therefore identifying most of the English speaking programs outside of the United States. However this database is not English language program exclusive. By clicking “finding the right course,” you can search by field of study, discipline, country, degree, or key words. You will receive contact information, links to the university’s website, and an opportunity to request more specific information directly from the university. 2) Global Education Database: http://qesdb.cdie.org/ged/index.htmlThis database, from the US Agency for International Development (USAID), provides educational data and statistics by country. It is useful for learning more about educational system characteristics in particular countries. It is not a search engine for programs. 3) OECD Education Online Database: www1.oecd.org/scripts/cde/members/EDU_UOEAuthenticate.aspThe OECD (Organization for Economic Cooperation and Development) Online Education database provides internationally comparable data on key aspects of education systems. Like the Global Higher Education database, it is not a search engine for programs. 4) Nuffic: www.studyin.nl

45

http://www.palgrave.com/

http://www.acu.ac.uk/

http://qesdb.cdie.org/ged/index.html

http://www1.oecd.org/scripts/cde/members/EDU_UOEAuthenticate.asp

http://www.studyin.nl/


Nuffic, the Netherlands Organization for International Cooperation in Higher Education, provides information about studying in the Netherlands and has a database for searching international courses conducted in English in the Netherlands. You can search by field of study, key words, or more specific search options such as course, final qualification, cost, institute, city, or duration of program. 5) ACCESS Database of Japanese Universities: www.yamasa.org/access/maine.htmlThis online database provides information required by international students for entering Japanese universities and schools. You can search by location, school name, faculty, or department. 6) EuroEducation Net: www.euroeducation.netSearches for university programs in Europe by study subject keyword, or educational systems by country. The entry profiles include: description of courses and schools, contact details, application procedures, admission requirements, cost of studies, grants, and degrees/qualifications awarded. 7) Agence EduFrance: www.edufrance.comInformation on the French education system and studying in France. 8) German Academic Exchange Service: www.daad.deInformation on the German education system and studying in Germany. 9) Gradschools.com: www.gradschools.comAn excellent search engine to identify graduate programs by subject, discipline, and region. Search results will provide information about the university and program, contact information, degrees offered, student body characteristics, and an opportunity to request more information directly from the university program. Focus is on American graduate schools, but offers international graduate school information as well. 10) CAPES: www.capes.gov.br This site presents a list of all post-graduate courses in Brazil that received a grade of 3 or better (up to 5). A score of 3 is considered high enough for students at these universities to receive government support. The courses are organized by subject and geographical region. 11) US Network for Education Information: www.ed.gov/NLE/USNEIA US Department of Education sponsored site providing assistance for anyone seeking information about US education and for US citizens seeking authoritative information about education in other countries. Includes international database with links to information on education systems, databases, and other resources by country. 12) Edumexico: www.edumexico.orgAn on-line directory of programs at Mexican universities. The site, administered by the Mexican Association of International Education, is oriented towards international students and contains versions in both English and Spanish. You can search by state, size of institution, degree, and subject. 13) University of Alicante listing of Spanish universities: www.ua.es/es/internet/unimapa.htmPublished by the University of Alicante, this provides a directory of universities in Spain by region, with links to other European education resources. 14) International Association of Universities: www.unesco.org/iau/whed-2000.htmlProvides information from the World Higher Education Database on education systems by country. 15) International Education Information Centre: www.interedu.comProvides information about studying in Europe. Includes a university index with listings of universities by country and links to their home pages. 16) Education UK: www.educationuk.orgA British Council initiative, the website provides information on studying in the UK. Includes search function by course, institution, and key words. Also provides general visa related information and scholarship resources. IFP has also initiated an IFP customized university program database designed to collect the specific voices and experiences of those directly working with IFP – the International Partners, Ford Foundation Field offices, and IFP Alumni. This database captures their recommendations and feedback and can be a resource for future Fellows seeking similar placement options. The

46

http://www.yamasa.org/access/maine.html

http://www.euroeducation.net/

http://www.edufrance.com/

http://www.daad.de/

http://www.gradschools.com/

http://www.capes.gov.br/

http://www.ed.gov/NLE/USNEI

http://www.edumexico.org/

http://www.ua.es/es/internet/unimapa.htm

http://www.unesco.org/iau/whed-2000.html

http://www.interedu.com/

http://www.educationuk.org/


initial form of this database as a 200+ entry Excel file, also printable in a directory format, was sent to Partners in 2002 (See Appendix C4). These collective experiences and recommendations are also contributing to the development of a consortium of target university programs, known as Strategic University Partnerships, that will help to facilitate campus cohort building, cost-sharing, and other conditions favorable to the International Fellowships Program’s goals and operations. b) Strategic University Partnerships (SUPs) Because of the special needs of IFP Fellows, IFP is working to identify universities with programs, services, cost sharing, and other special arrangements well suited for IFP Fellows and serve IFP’s goals. Among the key elements IFP considers in negotiating Strategic University Partnerships are. Academic

Programs Relating to Ford Foundation Fields (general & specific) Regional Focus or Centers Pre-Academic Training Support (e.g., language training) Flexibility in Admissions Reputation in Particular Fields (i.e., faculty, scholarly resources)

Learning Environment

International Student Population IFP Specific Support (e.g., student advisors, mentors) Strong International Students Office Disability Related Services Existing Network of IFP Fellows Shared Commitment to Fellows’ Success

Cost-Sharing

Tuition Reductions/Waivers Support Beyond IFP Fellowship Grant Period (i.e., PhDs) Possible Increase in Fellowship Slots

Some Strategic University Partnerships developed to date are: University/Select Programs Key Partnership Features Columbia University School of International and Public Affairs, USA

o Economic & Political Development Individual processing of IFP applications o Human Rights Housing Assistance o Public Policy Administration 50% tuition waiver

School for International Training (SIT), USA

o Organizational Management Individual processing of IFP applications o Sustainable Development Special English Language Options o International Education 50% tuition waiver

Special faculty advisors University of Hawaii, East-West Center, USA

o Asset Building Special English Language Training Options

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o Media, Arts, and Culture Sandwich Placement Support Housing Assistance Resident Tuition (>50% Tuition Reduction)

University of Sussex, UK

o Institute of Development Studies Extended Application Deadlines o Centre for Culture Development English Language Training Support

& Environ. Additional Welfare & Social Support o Institute of Education Guaranteed Housing (1st Year Only) o International Relations & Politics 20% tuition waiver

Asian Institute of Technology, Thailand

o Environment & Development Admissions Flexibility o Information Systems Pre-academic/bridging programs

IFP advisor to facilitate cohort building On-going mentoring & support Cost-sharing As IFP evolves and more Strategic University Partnerships are developed, FEs should be strongly encouraged to apply to universities included in these arrangements. As more IFP Fellows cluster in these programs, benefits from the customized academic attention and from the presence of other IFP Fellows will grow and significantly enhance their IFP fellowship experience. IFP as a whole will also benefit as tuition reductions and other cost-sharing arrangements allow allocation of funds for more fellowships or other Fellowship activities. 4) Submission Plan The fourth step in the placement process is creating a submission plan. Partners should work closely with each Fellow-Elect to develop an appropriate university submission plan, following these guidelines:

1. IFP placement is an on-going interactive process between the Fellow-Elect and IP/Placement Partner.

2. A Fellow-Elect can submit applications to up to four (4) choices of university programs in which he/she wishes to study and meets entrance requirements, in accordance with the regional placement rule, below;

3. A Fellow-Elect should receive information and advising from IP and/or Placement Partner(s) and be encouraged to research the programs of his/her choices to make informed choices; and

4. Placement options ranging from “safety” through “stretch” programs increase FE’s chances of securing admission (see Safety-Stretch Categories, below).

a) The Regional Placement Rule

Fellows-Elect must choose at least one university within their country or region. Please coordinate with your Program Officer regarding your site’s definition of in-region. The other up to three choices, if outside the home region, must fall within one international region: North America, Europe (including UK), Asia/Australia/Pacific, Latin America, or Africa. This will facilitate the placement process, as the various regions have different application schedules.

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b) Safety – Stretch Categories IPs should work with Fellows-Elect to help them gain admission to up to four (4) university programs. In order to ensure admission and encourage a good array of study opportunities, at least one program should fall into each of the following categories:

1. Safety:

The program is a good match and Fellow-Elect has a high chance of admission;

2. Fit: The program is a very good match, Fellow-Elect meets the requirements, and most likely will get admitted;

3. Stretch:

The study program is a good match, but admission is very competitive, and may be contingent upon Fellow-Elect’s test scores and pre-academic progress, e.g., reaching the required TOEFL score, as well as individual merits within an applicant pool.

Following is a sample placement option matrix, courtesy of CEEVN (Vietnam), illustrating the range of options for four Fellows-Elect: please note that the options adhere to the regional placement rule. Option 4 generally represents the stretch option for each of these students. IPs and PPs should determine the ranking of the four options (first through fourth) to facilitate the placement process.

Fellow-Elect TOEFL Jan 02 Field of Study Option 1 Option 2 Option3 Option 4

Name 1

533

Anthropology/ Folk Culture

Ateneo de Manila

University, The Philippines

Thammasatt University Thailand

University of Amsterdam

The Netherlands

University of Paris

France

Name 2

530

Community and Gender

Development

Asian Institute of Technology

(AIT), Thailand

University of the Philippines,

Dilliman

Institute of Social Sciences,

The Netherlands

University of Leeds,

UK

Name 3

503

Science Education for

Secondary Schools

De La Salle University of

Manila, The Philippines

Singapore National

University Singapore

University of California, Fullerton

USA

Boston University

USA

Name 4 473 Social and Rural

Development

Hanoi Agricultural University

Kasetsart University, Thailand

U of the Philippines, Los Banos

Cornell University

5) Apply Application materials include everything listed in the Dossier Checklist, (page 44, and Appendix C1). The IP and Placement Partner will facilitate the application process, ensuring adherence to all required deadlines, and inform the FE of any updates and progress. The Fellow-Elect, IP and Placement Partner, besides assuring that all application materials are complete, should pay particular attention to the following: - Study Objectives/Research Goals: This is often the single most important element of the FE’s university application. The study objectives should state what the FE expects to achieve in his or her academic program, and for PhD applicants often includes a bibliography of references to previous research work and links to current work. A clear, coherent, and well thought out study

49


objectives, tailored to the individual program applied for, is essential. See Appendix C9 for study objectives guidelines. - Letters of Reference: Letters should be from employers or former professors familiar with the FE’s academic and professional achievements as well as future goals. Letters from distant government officials or other prestigious persons, if not relevant and personalized, will in general not help a FE’s application. - Relevance of previous experience to future goals: There should be a logical progression of how the FE’s experiences have led him/her to choosing to study in a particular academic program, and this should be emphasized in application essays. a) Test and Application Fees Standardized tests are required for application to many graduate programs. Most programs have a standard application fee. IFP International Partners manage a fund for costs associated with test and application fees, including travel expenses. Fees are covered for any tests required for a FE’s university admission. FEs who choose to retake a test because they failed or wish to improve their score are not eligible for reimbursement. IFP will cover fees for a maximum of four applications. This includes applications submitted by the International Partner, Placement Partners, and in some cases those made directly by the Fellow-Elect. The IFP Secretariat estimates an average cost of $500 per Fellow-Elect for all application-related activities and materials. For example, for ten Fellows-Elect, the IP may receive $5,000 to cover all their test and application costs. Since these costs vary from place to place and from Fellow-Elect to Fellow-Elect, the IP should use its past experience to help manage these funds. For FEs intending to study in the US, IIE-NY will typically handle test and application fees, which may result in a surplus of funds for some IPs. In addition, the actual individual costs for each Fellow-Elect will vary. IPs are responsible for accounting for funds used. If grant funds for these expenses remain at the end of the grant term, IFF will approve a grant term extension so these funds may be used for IFP activities. This fund will also cover costs that Fellows-Elect may incur preparing application materials. This could include costs to get copies of materials, portfolios, slides, etc., translation of transcripts/diplomas, notary, reimbursement of application fees, and mailing expenses. In order to use available resources efficiently and equitably, the IP may develop country/region specific guidelines for the items that will be covered (please send copies of any such guidelines to the appropriate IFF Program Officer). 6) Obtain Admission The penultimate goal in this placement process is to obtain admission. The Placement Partner facilitates the admissions process, negotiating academic, financial, and other arrangements with the host university. Considerations in negotiating admission include pre-academic training, cost sharing (e.g., tuition, bench fees, special disability-related services, etc.), and academic support services for the Fellow during their fellowship period. These arrangements are important for the Fellow-Elect to consider in making a final choice of university program. IPs should review admission offers with the FEs. IPs should facilitate appropriate reflection and advice for FEs who must decide among different programs. When the PP is facilitating placement, the respective Placement Officer updates the IP of the results of the agreed upon submission plan, including both acceptance and rejection notices. The Placement Officer communicates all aspects of the admission offer(s) to the IP, including any conditions attached to the admission. It is important to have the fullest possible understanding of each option. Additionally, these

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communications must be ongoing due to admission decision deadlines in-country and in-region. Finally, the admission letter should be sent to the FE via IP to facilitate Visa acquisition. 7) Notify IIE-NY of Placement When an FE accepts and admission offer, the IP must immediately notify IIE-NY, which administers the fellowship grant. This process is covered in the next section, Part Four – Fellows Grant Administration and Management. If the admission is conditional and/or the Fellow-Elect will attend pre-academic training at the host university, see Host University Bridging Programs, page 36 for guidelines and procedures. C) Failure to Gain Admission The dynamic of interaction among the FE, IP, and PP should ensure that the FE’s submission plan includes realistic academic options, including choices that fit into the safety-stretch categories, resulting in successful admission. According to IFP policy, the FE must gain admission within one year of being notified of his or her FE status. If admission is not obtained, he or she will NOT gain Fellow status. As with the FE termination policy, if the Fellow-Elect has received any payment or support, directly or indirectly, from IFP, the terminated FE slot will not be credited to the corresponding site. IFP fully expects that such cases will occur very infrequently. Extenuating extraordinary circumstances may explain a placement delay, and IPs should contact the IFP Secretariat to discuss such circumstances. D) Placement Timeline The following placement timeline is based on a May/June selection. For example, for Fellows starting in September/October 2004, the timeline would be: May/June > Fellow-Designate Chosen June/July 2003 > Secretariat’s Endorsement of Fellow-Elect Aug/Sept 2003 > Educational Assessment and Advising By Oct 1, 2003 > Complete Dossier to Placement Partner Oct 1-30, 2003 > Dossier Evaluation/Submission Plan Confirmed Nov 1, 2003 > Submissions Finalized Before July 1, 2004* > Final Decision by Fellow-Elect, NoP to IIE-NY * If the Fellow will attend pre-academic training at the host university, decision and NoP submission must be before May 1, 2004. If the academic program starts mid-August, it should be mid-June, 2004. Also see Appendix C8 – Dossier Deadlines for further timeline details. Sandwich Program Placement For Sandwich Program Placement, see page 67.

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IFP Partners Handbook Appendix-IFP Toolkit

Appendix G4

IFP Policy Brief, September 12, 2003

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IFP Partners Handbook Appendix – IFP Toolkit

PART FOUR – FELLOWS GRANT ADMINISTRATION AND MANAGEMENT

IFPSecretariat

Int’lPartners

Fellows

IIE/IFPGrants Mgt.

After the Fellow-Elect receives admission and chooses her/his university, the Fellows grant administration process begins. Managed by IIE-NY, it includes the following sequence of items and stages:

• Notification of Placement (and supporting documents) sent to IIE-NY • Travel Confirmation sent to IIE-NY • Grant Agreement Production • Delivery of Grant Agreement to IP • IP Grant Review with FE and Signature by FE • Visa Acquisition • Grant Payments • Banking Arrangements • Grant Amendments and Administrative Modifications • Annual Grant Renewals

The following sections represent additional details, guidelines, and procedures relating to these items and stages of the grant administration process. For details on policies and procedures during the fellowship period, please see Part V – Fellow Stage, page 61. Notification of Placement (NOP) As the first stage in the Fellow grant administration process, the NOTIFICATION OF PLACEMENT FORM (NoP) serves as the basic document for the IIE-NY Grant Administrator to construct the Fellow-Elect’s budget and terms and conditions. The NoP form and detailed instructions can be found in Appendix E1. The NoP contains important information such as tuition and fee costs, monthly living allowance rate, and special provisions attached to the admission offer. The supporting documents for the NoP are:

Official university admission letter Formal letter regarding any conditions to admission Back-up support for tuition and related expenses (i.e., source of amounts

cited on the NoP) Back-up of any approvals for exceptions (e.g., email from IFP Secretariat

regarding pre-academic training at the host university) Travel Confirmation form (see below)

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Submission and processing of the NoP differs depending on who is placing the Fellow-Elect, as described below.

• When IP places or Fellow-Elect self-places … Under both these circumstances, the International Partner completes the NoP Form. If the Fellow has placed him or herself, the NoP must reflect a thorough review by the IP, with the assistance of the Placement Partner for the given host country where appropriate, of the admission and any conditions. This is particularly important when the Fellow-Elect has received information from the university that would require intervention or negotiation by the IP (e.g., conditional admission related to language proficiency, prerequisite requirements for certain courses/subjects; cost-sharing opportunities in the form of supplemental awards/tuition reduction, clarification on/determination of extra fees associated with field of study). See International Partner Responsibilities in the Placement Section, page 40. The NoP may be forwarded to IIE-NY only after all items are complete. If any policy questions must be addressed when preparing the NoP, the IP should request guidance from the appropriate Program Officer at the IFP Secretariat. This will help prevent delays in production of the grant agreement when the NoP is received.

• When an International Placement Partner places … Placement Partner refers to IIE-NY, British Council, Nuffic, or any other organization that takes responsibility for facilitating the international placement of a Fellow (see International Placement Partners, page 11). In this situation, an NoP from the IP is not necessary. Once the Fellow-Elect decides which admission offer to accept, he or she then must notify the IP so that the PP can communicate the Fellow-Elect’s intentions to the desired university program. Once this is done, the PP accepts the offer on behalf of the Fellow-Elect and notifies the IIE-NY Grant Administrator of the acceptance via NoP.

• When the PP and IP are collaborating on in-country/regional placement options … In this scenario, communication is the key to a smooth placement process and outcome. It must be communicated to the PP as soon as possible if the Fellow-Elect accepts an in-country or regional study option. If the Fellow-Elect has accepted a placement offer through the PP, it must be made clear to the Fellow-Elect that by accepting such offer, all other offers under consideration must be forfeited. Grant agreement production can only begin when it is clear to IIE-NY which university and in which region the Fellow-Elect has accepted an offer.

Travel Confirmation (TC) At this stage, the IP needs to review travel requirements with the Fellow-Elect after the acceptance of an admission offer. For the form and corresponding instructions regarding how to complete the TRAVEL CONFIRMATION FORM, please see Appendix E2. Two key pieces of information on the TC are the dates of travel and to whom the grant agreement should be sent. Note that the grant start date should be the same as the departure date in order for the health insurance to be in force during travel. This date should not be more than two weeks before the start of the academic program. In the case of the US, housing often

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does not become available until just a few days before orientation. See Accommodations: Making Housing Arrangements, page 77, for more guidelines. For information on handling travel arrangements, including subsequent to the Fellow’s initial travel to the host country/university, please refer to Part Five – Fellow Stage: Travel, page 73. Ticket Purchase Considerations The IP has the choice of purchasing the ticket and being reimbursed by IIE-NY, or having IIE-NY purchase the ticket on behalf of the Fellow-Elect. It is important to consider the following when deciding who should purchase the ticket:

1. Nature of itinerary (e.g., local, regional, international) 2. Means of Transportation (e.g., air, rail, etc.) 3. Ease of ticket purchase (e.g., ticket office presence of national airline, access to travel

agencies) 4. Special accommodation requirements (i.e., physical)

If IP purchases ticket … The IP is asked to complete the TC form and e-mail/fax it to IIE-NY with the NoP so the travel budget may be readily incorporated into the grant agreement budget. If travel has not been arranged at the time the NoP is submitted, it is advisable to complete the TC within 48 hours so the grant agreement production process is not delayed. If IIE-NY purchases ticket … The IP should communicate either via the TC (with NoP), or upon confirming the acceptance of university offer through the PP, that IIE-NY should purchase the ticket. The IIE-NY Grant Administrator (GA) will first determine the date on which the grant agreement will be in force, which is the earliest date that the Fellow is authorized to travel. A proposed itinerary will be emailed to the IP for review. The IIE-NY grant administrator will also request that the IP reply within 72 hours if the date is unsuitable, so the GA may attempt to accommodate proposed changes. After 72 hours, it will be assumed that the proposed date and itinerary authorized for travel are acceptable. Please note: for those coming to the US on IIE J-1 sponsorship, it is highly recommended that IIE arrange travel to ease visa acquisition. Once the ticket is purchased, it will be forwarded to the IP (or Fellow only in special circumstances, such as if the IP does not have an address in the country) with the grant agreement. If a Fellow is bound for the United States, regardless of who placed the Fellow, an itinerary and ticket must be secured before the Fellow can apply for the J-1 visa. The Grant Agreement/Fellow’s Contract The following information should help clarify how to complete the grant agreement. Please see Appendix D2 – Fellows Contract/Grant Agreement, an unpopulated grant agreement template Production Requirements The grant agreement is produced only after:

1. The complete and final NoP is received from the IP/PP or acceptance of university offer is confirmed at IIE-NY;

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2. The final acceptance of university offer is confirmed by Placement Partner in consultation with IP; and,

3. The travel arrangements are approved, confirmed and/or submitted to IIE-NY

Components o Cover Letter

Every grant agreement will have a cover letter congratulating the Fellow on her/his fellowship award, signed by the IFF Executive Director, confirming the offer of funding under an IFP Fellowship.

o Terms and Conditions The terms and conditions constitute the legal agreement between the International Fellowships Fund (IFF) and the Fellow. For Russian Fellows studying in Russia, the terms and conditions is Attachment A. It is crucial that the IP understand the terms and conditions covering the grant agreement, as they constitute the basis for monitoring the fellowship period. The IP should contact the IIE-NY grant administrator to resolve any pending questions before reviewing the agreement with the Fellow. The principal items constituting the terms and conditions are:

Organizational Roles Fellow Responsibilities Fellow Reporting Requirements Health Insurance Termination/Suspension Criteria Waiver of Liability

o Attachment A – Summary of Benefits

This section of the grant agreement outlines the Fellow’s benefits for the duration of the fellowship. See Fellows Financial Support and Budget Management, page 63 for details and amounts for each benefit category. For an explanation of how payments are handled for each budget category/item, please refer to Grant Payments, page 59. Also, Appendix E3 – Fellow’s Financial Benefits Matrix shows each benefit and details of the payment process. For Russian Fellows studying in Russia, the Summary of Benefits is Attachment B. Funds that may be payable include:

Funds paid on Fellow’s behalf per year – funds paid to others on behalf of the Fellow by IFP. − University tuition and fees − Health Insurance

Funds paid directly to the Fellow per year – funds paid to Fellow. − Living Allowance − Books/Supplies

One-time, non-renewable benefits - funds paid to Fellow. − Travel − Travel Allowance (Settling In/Repatriation) − Computer and accessories − Professional Enhancement Fund − Family Fund

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Other Awards towards tuition/living allowance − Cost sharing arrangements with host university − Other scholarships deducted from the IFP fellowship

Special Funds − Pre-Academic Training at Host University (usually PAT Living Allowance

and PAT Tuition & Fees) − Sandwich Program (usually Sandwich Living Allowance and Sandwich

Tuition & Fees − Special Disability Fund − English Fund

o Attachment B – Summary Information

This attachment in the grant agreement provides the Fellow and other interested parties (e.g., university international student office/registrar/department/advisor) with a summary of grant information including personal information, academic placement data, grant contract details, and contact information for university and off-campus accommodations. This document also includes the Fellow’s IFP contact person, the principle guide through out the fellowship. For Russian Fellows studying in Russia, the Summary Information is Attachment C.

o Statement of Acceptance

The statement of acceptance must be signed by the Fellow and returned to IIE within 30 days of receiving the IFP grant agreement (see below).

Delivery of Grant Agreement to IP Once the grant agreement is produced and reviewed by IIE-NY (and the IFP Secretariat, if needed), and signed by IFF Executive Director Dr. Joan Dassin, the original of the grant agreement is sent to the Fellow-Elect through the IP. Whenever possible, a list of other Fellows attending the same university and funds for the settling in allowance and one (1) month advance will be included in the grant package. With very few exceptions, the grant agreement is delivered to the IP. To avoid any possible confusion, the IP must always indicate on the TC Form, (e.g., whether or not IIE-NY is handling/has handled placement and/or transportation ticket procurement) to whom the grant agreement should be sent. To ensure reliable and secure delivery, IIE-NY always sends the grant package (and accompanying travel ticket, if applicable) via DHL. Please note that DHL does NOT deliver to post office boxes. In exceptional cases requiring delivery to the Fellow, please confirm a reliable address for DHL delivery on the TC, particularly if the delivery address or telephone number for a Fellow differs from that on file with IFP (i.e., as reflected in the IFP application). Grant Review and Signature The IP should review the grant agreement with the Fellow-Elect to ensure an understanding of the terms and conditions of the contract. It is suggested to share a local language version of the unpopulated grant agreement with the FE to avoid language related confusion. When the Fellow-Elect agrees with the terms, he/she is asked to sign the Statement of Acceptance and do the following: • Make one copy of the Statement of Acceptance for personal records • Give complete copy of the Terms and Conditions and signed Statement of Acceptance to IP

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• Keep the original version of the Terms and Conditions for personal records • Send original signed Statement of Acceptance to IIE-NY as directed. Once the Statement of Acceptance is signed and received by IIE-NY, a copy is forwarded to the IFP Secretariat, and the Fellow-Elect becomes a full IFP Fellow! The fellowship is in force, and payments can begin. For a description of the payments to and on behalf of Fellows, please see Grant Payments, page 59. Factors Facilitating Visa Acquisition Generally, the following factors are important to consider and ascertain when assisting the Fellow in obtaining a visa for study in another country (see also Pre-Departure Preparation and Logistics, page 75):

• Citizenship and/or Residency Status It is important to understand fully the citizenship and/or residency status of the Fellow, and how international travel regulations affect certain citizens traveling through and/or to various countries.

• Travel Documents Generally, an itinerary and/or ticket will be required in order to schedule an appointment with a consulate or embassy to apply for a student visa. In most cases where Fellows are bound for the United States, and for whom IIE is handling J-1 visa sponsorship, a purchased airline ticket or electronic ticket voucher will accompany the grant agreement in an effort to expedite consideration for the J-1 exchange visitor visa. For Fellows studying elsewhere (i.e., outside home country) or in the United States under non-IIE J-1 sponsorship, it is highly recommended that documents for travel to the host country are presented at the time of a consular/embassy appointment.

• Transit Visas

Travel from, through and to certain countries is complicated by stringent transit visa requirements. In planning a Fellow’s itinerary, transit visas are often required. For example, most Fellows traveling from Africa through Europe are required to secure transit visas for passing through all points, even when the Fellow is on a connecting flight at the same airport. The IP must be aware of the need to secure at least one transit visa if an itinerary cannot take the Fellow directly to the host country. (When IIE-NY purchases the ticket, specific mention of transit visa requirements will be included in the itinerary.)

• Original Copy of Grant Agreement (excluding Statement of Acceptance) As noted previously, the original grant agreement kept by the Fellow must be presented to the consular/embassy official when applying for the requisite student and/or transit visa(s). This should be accompanied by an introduction letter from the IP.

• Original Admission Letter

The Fellow must have an original copy of her/his admission letter when applying for a visa. PPs should be sure to send the original admission letter to the Fellows, via the respective IPs, to facilitate the visa process. When IIE-NY is the PP, the letter may be included with the grant agreement.

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• Medical Examinations While all Fellows may have been required to submit medical information when they originally applied for the fellowship, the visa-issuing host country may require additional medical examinations and/or submission of additional documents attesting to certain immunizations, medical records, etc. If a Fellow has indicated a strong preference to study in a certain country or countries, he or she should gather required medical documentation for that country or countries as early as possible (see Health Checklist, page 1).

• Valid Passport The Fellow should have a passport that is valid for international travel during the entire fellowship period, regardless of study location (see Passport, Visa and other Documents page 76).

• Other Consular Requirements IPs and Fellows should be sure that they are never surprised by any visa requirement. IPs are strongly encouraged to become familiar with consular requirements of host countries for citizens/residents of certain countries that could complicate the visa acquisition process. Advance knowledge and preparation is essential.

Grant Payments The Grant Payment Officer at IIE-NY makes grant payments to the Fellow’s university and to the Fellow for living expenses and approved disbursements. Payments are made according to the Fellow’s IFP budget, or for other payments approved by the IFP Contact Person. For costs not included in the budget, an amendment with IFP Secretariat approval is necessary. Note: Payments to the Fellow will ONLY be made during the grant period. Questions regarding receipt of regular budgeted or approved special grant payments should be communicated via email directly to the IIE Grant Payment Officer. Fellows must always copy the IFP-CP on any correspondence to the Grant Payment Officer on issues regarding fellowship funds. To avoid confusion and delay of payments, Fellows should always include their 8-digit IFP Identification Number when corresponding with the IFP-CP, with IIE-NY, or with the IFP Secretariat. Please note: The IFP Contact Person should assist Fellows who experience difficulty in communicating in English with their IIE Grant Payment Officer. Bank Accounts One of the very first tasks a Fellow must complete after arriving at their host institution is to open a local bank account. Fellows should check with their Student and/or Academic Advisor regarding banks with special facilities and rates for students, and compare costs and services (e.g., rates for receipt of wire transfers, minimum balance requirements, currency commission fees) before opening an account. Another consideration should be ease of access to funds when traveling (e.g., ATM services). Fellows must take the BANKING INFORMATION FORM to the bank when they open their account to ensure that they collect all the necessary information. Instruct the Fellows to obtain complete procedures regarding electronic funds transfer via wire to their account. The Fellow should complete the Banking Information Form and return it via fax or email to the IIE Grant Payment Officer immediately after opening a bank account, as it can

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take up to one week after this information is sent for the first payment to reach the Fellow’s account, and much longer if information is incomplete. In all cases, payments will be remitted in US dollars, and the Fellow will be responsible for conversion charges and wire transfer fees. Note: Even if the Fellow travels for an extended period, the payments will continue to be made at the bank indicated on the original BANKING INFORMATION FORM. Grant Amendments and Administrative Modifications IIE-NY will process amendments and administrative modifications to reflect changes to the grant agreement. If the change is regarding any information not specified in the grant agreement (e.g., tuition amount, health insurance amount, travel amounts), amendments will be internal. Administrative modifications (e.g., ID#, date of birth, living allowance rate, Academic Advisor) may be performed by IIE-NY as necessary and communicated directly to the Fellows and IPs. Any changes to the grant start date, end date, university, field of study, or degree will need to be acknowledged by the Fellow via countersignature on a new Statement of Acceptance. In some cases, a new grant agreement will be produced. IIE-NY will send this information to the IPs who will then coordinate the signature with the Fellows. Payment of Tuition The IP must instruct the Fellow to send or present the tuition billing authorization letter, included with the grant agreement, to the host university to ensure proper billing to IIE-NY. IIE-NY will pay the tuition to the university upon receipt of an original invoice. Payment will be made either via check in US dollars or bank draft in local currency. Grants for Fellows-Elect Already Enrolled or Pending Admission Fellows-Elect who are self-placed and currently enrolled in an approved degree/academic training program are eligible to receive an IFP award to cover acceptable expenses incurred AFTER they received their IFP endorsement letter. Retroactive payments for expenses incurred BEFORE the IFP endorsement letter was received are NOT allowed. IPs must notify IIE-NY immediately if any Fellows-Elect are already enrolled at universities. This is relevant information that the IP should capture at the time of the selection interviews, including pending admissions. Please note that the grant will be issued when the NoP is approved, and IFP support will begin the following academic term. For example, if a Fellow-Elect is selected while in the second semester of a two-year program, the IFP fellowship will begin during the Fellow-Elect's third semester. Annual Grant Renewals No later than thirty days in advance of the grant anniversary, IIE-NY will contact the IP to confirm that the Fellow is in good academic standing. This should be based on the receipt of academic transcripts and the ACADEMIC TERM REPORT. The IP should then fill out the AUTHORIZATION TO RENEW IFP GRANT AGREEMENT FORM for each Fellow. Upon receipt of this notification, a grant renewal letter addressed to the Fellow will be produced, reflecting any appropriate changes in grant benefits. At the time this letter is sent to the Fellow, a copy of it will be sent to the IP for their information and records.

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PART FIVE – FELLOW STAGE

…towards a Fellow centered program

IFPSecretariat

Int’lPartners

Fellows

UniversitiesIIE/IFP

Grants Mgt.

The IP remains a central reference for Fellows seeking assistance and advice during their period of study. For the IP, the Fellow stage involves ongoing support and monitoring of the logistics of the fellowship grant period, from pre-departure through graduation. The IFP Contact Person (IFP-CP – see page 12) listed in the Fellows Contract, Attachment B, will be the primary person responsible for managing issues related to the Fellow. The IP coordinates with the Fellow’s university, IIE-NY, the Specialized Monitoring Partner (see page 80), and the IFP Secretariat to negotiate these issues. This section covers many of these arrangements, as well as various IFP benefits available to the Fellow. The Fellow stage begins with pre-departure orientation, during which all the issues and expectations of the fellowship period should be laid out and discussed clearly by the IP. Proper explanation of these issues is essential so that Fellows fully understand the parameters of the fellowship, as well as their own and the IP’s roles and responsibilities. As the Fellow’s primary monitor throughout the Fellow stage, IPs have significant ongoing interaction with Fellows, much of which is conducted by email. Pre-Departure Orientation Before a Fellow departs for his or her academic program, the IP should organize a pre-departure orientation to review logistical issues, policies, and expectations. Please see Part Six – Cohort and Leadership Building (page 83) for design considerations for a group meeting. Ideally, this should take the form of an organized group activity that furthers the cohort building begun during academic assessment and advising (see Educational Assessment & Advising Orientation, page 27). However, due to the varied start dates of Fellows’ university programs, small groups or even individual meetings may be necessary. Orientation sessions are not intended to provide substantive instruction covered in pre-academic training or at host institution bridging programs. Pre-departure orientation meetings (in addition to cohort building) should review and anticipate the range of issues related to the IFP fellowship period, including but not limited to:

1. IFP Program Philosophy Review 2. Academic and Cultural Adaptation Training 3. Fellow’s Contract Review 4. Financial Support and Budget Management 5. Health and Accident Insurance 6. Fellow’s Academic Reporting Responsibilities 7. Other Policies and Procedures

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A) Travel Policy B) Employment Policy C) Publicity Policy D) Grant Deferment E) Grant Suspension and Termination

8. Pre-Departure Preparation and Logistics A) Passport, Visas & other Documents B) Medical Review C) Housing Arrangements D) Departure E) Safety

9. Communications Protocols 10. Fellows’ Handbook Review

An orientation packet that covers these main points should be prepared for each Fellow. More detail on each follows: 1. IFP Program Philosophy As with the Fellow-Elect stage, keeping IFP’s mission central to every endeavor is always important. Reintroducing the entire program in its global context helps the Fellows understand their role in the program. It may be useful to use IFP publicity materials and presentations. See Part One – Overview, page 5 and Educational Assessment and Advising Orientation, page 28 for more details. 2. Academic and Cultural Adaptation IPs should organize materials and workshops to address the potential culture shock and academic and cultural adaptation demands that Fellows may face in their new environments. Regardless of whether a Fellow goes overseas or stays in-country, he or she may face significant challenges in adjusting to a new academic and physical environment. Anticipating such circumstances are important, and IPs should identify appropriate trainers and workshop formats to prepare Fellows to deal with them. 3. Review of Fellow’s Contract IPs should thoroughly review the Fellow’s contract with each Fellow and obtain her/his signature. Conditions for the fellowship period are clearly outlined in this document (see Appendix D2). IPs must ensure that Fellows clearly understand the benefits of their fellowship as well as their responsibilities during the grant term. Covering each point in the contract is essential for a smooth and rewarding fellowship. For Fellows whose first language is not English, it is recommended that an official translation of the unpopulated grant agreement be given to the Fellow to further ensure clarity. For contract components and review procedures, see Grant Agreement/Contract, page 55 and Grant Review and Signature, page 57. Below are detailed descriptions of each benefit and responsibility in the grant agreement. IMPORTANT: Each Fellow will receive an 8 digit Fellow ID# that will be used to track data on the Fellows. For Fellows with grant agreements, this ID# appears on Attachment B. Each cohort receives a block of consecutive numbers; the second and third numbers indicate the fiscal year in which the Fellow was selected (e.g., 15031234 indicates a Cohort Three Fellow, selected in FY2003). This ID# must be used by the IP in all matters relating to the Fellows.

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4. Fellows Financial Support and Budget Management The initial fellowship budget is created by IIE-NY using information provided in the NoP. The budget is reviewed annually and revised as necessary to reflect any changes in living allowance rates and/or grant benefit balances. It is essential for IPs to review these budget items with the Fellows to ensure proper financial management and budgeting over the course of the fellowship. Below is a breakdown of each benefit that may in the in the Fellow’s Grant. A) Funds paid on Fellows behalf per year 1) University Tuition and Fees IIE-NY pays tuition and other university fees directly to the host institution. The Placement Partner and Fellow should provide the host institution with a billing authorization letter to ensure that tuition and other university fees are billed directly to IIE. The billing authorization letter is included with the grant document. If the Fellow is attending Pre-Academic Training at the host university, tuition and fees will be budgeted in this line item. 2) Health Insurance fees Group health insurance is contracted and paid by IIE-NY from the grant start date to the grant end date. For details of the policy, go to page 70 and Appendix E5 B) Payments Made Directly to Fellows 1) Living Allowance A living allowance is paid directly to the Fellow on a quarterly basis. IIE-NY, PPs, and the IP calculate the living allowance according to the costs of housing, food, transport, etc., in the city in which a Fellow is studying according to indicators from governmental, university, and other sources. Fellows’ living allowances will vary based on the costs of living and other factors. Grants ending during a quarter are pro-rated. Since the living allowance is paid quarterly, IPs should advise Fellows on budgeting techniques. IIE-NY will make payments in a timely manner, but they will not be able to “pre-pay” the living allowance. A Fellow’s living allowance payment may be adjusted if he or she travels for personal reasons outside the country of study during the grant period or are away from the host country for research or other purposes for more than 3 months. The entire period of travel will be paid at the new living allowance rate. Note: The Fellow should continue to expect the quarterly Living Allowance payment at the bank account identified at the beginning of the grant (see Bank Accounts, page 59). 2) Books and Supplies $500 will be added to the Fellow’s first quarterly living allowance payment at each grant agreement anniversary to cover annual costs of books and other related supplies. A partial allowance may be paid for academic periods of less than 6 months. Note: these expenses are based on the academic year and not the grant term. This fund should be considered an allowance and may not cover the purchase of all books and supplies. IPs should advise Fellows on how to maximize this benefits, such as utilization of used books and library services.

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C) One-time, non-renewable benefits 1) Travel Depending on the Fellow’s needs, IFP pays for two one-way or one round trip economy transportation fare between the Fellow’s home and the host university. The type of ticket purchased depends on the means of travel and the length of the Fellow’s grant (see Ticket Purchase Considerations, page 55). For travel policy, please see Additional IFP Policies, page 73. For return travel ticket request/purchase details, please see Part Seven – End of Fellowship and Post-Fellowship, page 85 2) Travel Allowance (Settling in/Repatriation) Before the Fellow departs for the host university, the IFP Contact Person should provide a one-time settling-in allowance and an equivalent of one month’s living allowance advance, which is deducted from the Fellow’s first quarterly living allowance payment. The amount of the settling-in allowance depends on the location of study. In-country and in-region study is $150 while the allowance for Fellows studying internationally is $250. Since this money is funded under the Fellow’s grant, IIE-NY will give all non-IIE IPs an advance check, sent along with the Fellow grant agreement. IIE IPs (Russia, China, Indonesia, and Mexico [for Mexican and Guatemalan Fellows]) are responsible for making financial arrangements directly, and are notified by IIE-NY of each Fellow’s exact living allowance and settling-in allowance. IPs are responsible for making the appropriate financial arrangements for payment to Fellows, preferably by travelers checks. A repatriation allowance will also be paid at the end of the fellowship to cover costs such as shipment of books. Repatriation allowances are $150 for in-country and in-region study, and $350 for Fellows studying internationally. This money will be provided with the Fellow’s last living allowance payment. Repatriation allowances should not be confused with post-fellowship funds. Please see Part Seven – End of Fellowship and Post-Fellowship Stage, page 85 for repatriation details. 3) Computer Purchase For the purchase of a computer and accessories, a one-time payment of $1,500 is added to the Fellow’s first quarterly payment. The Fellow must use the COMPUTER PURCHASE REPORT FORM to submit proof of purchase of their computer to the IFP Contact Person within one month of purchasing the computer.

4) Special Funds and other Awards The IFP fellowship includes several special funds designed to enhance and support IFP Fellows’ professional and personal needs and aspirations. Fellows should be informed of the availability of these opportunities, which are described in the Fellows Handbook. These funds are granted on an as-needed basis, after appropriate review by the IP and in some cases approval by the IFP Secretariat. Payments from special funds and other awards are added to the Fellow’s next scheduled quarterly living allowance payment after they are approved by the IFP-CP. The Fellow should be sure to submit all fund requests to the IFP-CP as far in advance as possible and to use appropriate forms so payments can be made according to schedule. Fellows should budget utilization of funds over the course of their fellowship. When a Fellow requests funds near the end of the fellowship period, IPs should carefully review the details to ensure that requests are based on actual need.

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a) Other Awards IFP and the partner organizations seek and encourage cost-sharing by host institutions, thereby allowing IFP to serve a greater number of deserving applicants. Fellows should be urged to apply for local grants and scholarships, especially to cover funding needs not covered by IFP. IPs should advise Fellows that in addition to providing additional opportunities to others through monies saved, receipt of additional scholarships adds prestige to a Fellow’s academic and professional career. The Fellow-Elect or Fellow must report all awards, including university tuition reduction associated with work at the host institution, to the IFP-CP and IIE-NY. Funds will be deducted from the IFP Fellowship only in cases where support is duplicated for the same expenses. b) Professional Enhancement Fund Professional development is an important part of the IFP fellowship. Fellows should be encouraged to expand their knowledge and network of international contacts in their areas of specialization by joining professional associations, attending seminars and conferences, or engaging in other relevant activities. IFP has budgeted a maximum of $2,000 that each Fellow may utilize for professional enhancement activities within their area of specialization. Money from the Professional Enhancement Fund (PEF) may be used to cover expenses associated with attending conferences or workshops, such as transportation, accommodation, registration, etc. The funds can also be used to pay for membership in professional organizations, defray costs of internships and field research, or for other activities that contribute to Fellows’ professional development. Non-PhD Fellows should be aware that although the Professional Enhancement Fund may be used to defray the costs of internships and field research, at present there are no additional allowances for these activities. For activities beyond the scope of the available $2,000, Fellows should identify supplementary funding sources at or outside of their university department. For PhD Fellows, a Research Fund has been established as an allowance towards the costs of field research (see Research Fund, page 66).

The Professional Enhancement Fund may be used at any point during the IFP grant, either for one or for several activities, which must be completed within the fellowship period. Partners should advise Fellows to discuss options for professional activities with their academic advisor at an early date, as some must be planned well in advance. Use of these funds must be approved in advance by the Fellows submitting a PROFESSIONAL ENHANCEMENT FUND REQUEST form to the IFP Contact Person no less than 30 days in advance of the proposed activity. IIE-NY will pay approved amounts directly to the Fellow with his or her next quarterly living allowance payment. The Fellow should plan and budget according to this schedule.

Fellows must provide their IFP-CP a narrative description of any use of Professional Enhancement funds, within one month of the completion of the activity, by submitting a PROFESSIONAL ENHANCEMENT FUND ACTIVITY REPORT form. c) Family Fund IFP recognizes that living far from home and being separated for long periods from loved ones can be daunting. The Family Fund has been established to allow Fellows to maintain closer contact with their home and communities, and to help meet family obligations.

The Family Fund may be used for a variety of purposes, including, but not limited to, Fellows’ travel to meet family members, family members’ visits to Fellows, etc. Partners should

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encourage Fellows to budget a portion of their Family Fund for use in the case of emergencies, such as serious illness or a death in the family that would require the Fellow to travel home on short notice. See also Health and Accident Insurance, page 70 for benefits provided by the insurance policies for family related emergencies.

Fellows must submit a FAMILY FUND REQUEST form to the IFP Contact Person. Due to the personal nature of the fund, requests are automatically granted as long as they are consistent with the purposes of the Family Fund. After approving the request, IPs should contact IIE-NY by email or letter to confirm the approved release of funds. IIE-NY will pay the approved allocation directly to the Fellow with his or her next quarterly living allowance payment.

Fellows must report on their use of Family Funds in their ANNUAL REPORT, providing a brief narrative description of the activity, and a breakdown of how the funds were used. d) Special Disability Fund IFP target groups that have been systematically excluded from higher education include people with physical disabilities. IFP has created a special fund specifically for these Fellows. This is a demand-driven benefit of up to $3,000 for equipment, materials, or services necessary for placement and academic success. Specific needs should be identified by the Fellow and Academic Advisor in consultation with the International Partner. In many cases, it is critical that this discussion occur during the placement process in conjunction the PPs. For example, a wheelchair could be provided to help a student overcome difficulties presented by harsh weather or topographical conditions. The Fellow must request funds from the IP, using the SPECIAL DISABILITY FUND REQUEST FORM and including a detailed supporting letter from his or her academic advisor. The IP reviews and approves requests as appropriate. If approved, the IP must send a grant amendment request to IIE before releasing the funds.

e) English Language Training English language competency is identified by many IPs and others involved with IFP as a useful and necessary international communication tool that contributes to cohort building and effective professional networking. It is IFP policy to encourage and support optional basic English language study only for Fellows at non-English speaking host institutions during the course of the fellowship. In exceptional cases where English is not offered as a regular course offering, extracurricular training arrangements may be possible. In some cases, other language study may be approved, such as Portuguese by a Spanish-speaking Latin American student. However, IFP will support training requests in only one language. Requests for English language training should be developed by the Fellow in conjunction with his or her Academic Advisor to avoid conflicts with the main academic program. The Fellow must submit the ENGLISH TRAINING FUND DISBURSEMENT REQUEST FORM to the IP for approval. The approved form must then be sent to the grants management team at IIE-NY. Approved costs for additional language training up to a maximum of $1,000 per year per Fellow will be covered as an internal amendment to the Fellow grant agreement. Please note this is an internal maximum budget amount and should not be shared with the Fellows.

f) Research Fund for PhD Fellows Most PhD programs have an important field research component. In order to defray costs associated with this work for PhD Fellows ONLY, IFP has budgeted an allowance of up to

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$2,500 plus one economy class round-trip ticket from the host university to the research country. Money from the Research Fund may be used to cover fieldwork expenses such as in-country travel, equipment rental, survey distribution / collection, etc. Fellows should be encouraged to identify supplementary funding sources at or outside of their university department. The IFP living allowance will continue to be paid throughout the research period to cover regular living expenses. Note: The monthly allowance will be adjusted according to local rates if the research period is greater than 3 months (see Living Allowance, page 63) and the Fellow should continue to expect payments at the bank account identified at the beginning of the grant (see Bank Account, page 59). Research funds may be requested and disbursed at any point during the IFP grant, however Partners should advise Fellows to discuss research plans with their Academic Advisor at an early date. Use of these funds must be approved in advance by the Fellows submitting a RESEARCH FUNDS REQUEST FORM to the IFP Contact Person no less than 30 days in advance of the proposed activity. The Fellow should be prepared to present the following:

• Description of field research proposal • Travel details including dates / itinerary and cost (see below) • Overall budget of field research • Backup letter from the Academic Advisor confirming approval of the

field research proposal • Any cost-sharing contribution coming from the department, university,

or outside the university system. IIE-NY and/or the International Partner can purchase the ticket or in some cases the Fellow may purchase the ticket directly. In this case, the Fellow should include with the RESEARCH FUNDS REQUEST FORM backup information on the ticket price (i.e., travel reservation). IIE-NY will pay approved amounts directly to the Fellow with the next quarterly living allowance payment.

Fellows must provide their IFP-CP a narrative description of the Research Funds, including a summary of how funds were used, within one month of the completion of the activity, by submitting a RESEARCH FUNDS ACTIVITY REPORT FORM. g) Sandwich Program In keeping with the international dimension and spirit of IFP, the purpose of the Sandwich Program is to allow Fellows who study in their home country to add an international (or broader domestic) perspective to their academic training in a recognized academic institution outside their home country (or region). The intent and the emphasis of the Sandwich Program is different from the IFP-supported activities such as “Professional Enhancement Fund” and “Cohort-Building/Leadership Development.” The focus of the Sandwich Program is to allow a Fellow to take formal academic courses or conduct supervised research in her/his field of study while in residence at a sandwich host institution. IPs should introduce the sandwich study option to Fellows-Elect during the assessment and advising orientation to allow them to consider this option early in their academic planning (see Educational Assessment and Advising, page27). The opportunity to study, even relatively

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briefly, outside the home country (or in another region of their own country), may be a significant factor in choosing where to study. The Sandwich Program must be organized so it is part of and directly counts and/or contributes towards Fellow’s degree program in their home country or region. A Fellow might therefore choose a sandwich host institution with particular expertise and/or resources in their field of study or that offers faculty with whom the Fellow would like to work. Criteria for Sandwich Program approval must include:

Main degree program is in their home country or region. IFP grant is at least two years long. Home country institution approval (see below). Sufficient language skills to fully participate in academic programs at the proposed

institution of study. o Note: No language training may be provided as part of a Sandwich Program,

however the Fellow may utilize the English Language Training Fund to prepare for a possible Sandwich Program (see page 66).

Successfully completed at least one semester of regular study. Proposed institution is a recognized academic institution outside the Fellow’s home

country, or in some large countries, at another domestic location. Sandwich Program studies will count toward the maximum of number of months in the

approved IFP grant. May NOT exceed one semester for Masters students and two semesters for PhD

students. Approval of a Sandwich Program grant is conditional upon acceptable academic

performance at the Fellow’s home institution. Procedure for Sandwich Approval and Placement:

1. A Fellow should, as early as possible, submit a proposal and dossier (see below for documentation requirements) for approval by his or her degree-granting academic institution and Academic Advisor, confirming that the Sandwich Program studies are integral to and will be recognized as part of the Fellow’s regular academic program and will directly contribute towards completing their degree program in her/his home country.

Sandwich Program Timeline

Sandwich Study Proposals from Fellows to IP ↓

IP in consultation with IFF approve proposals ↓

IP and Placement Partner work with Fellow to identify up to 4 host schools

↓ Acceptance of Fellow by university for sandwich

study ↓

Submission of final Sandwich Program dossier to IP ↓

IP sends Sandwich Program dossier to IIE for contract amendment

↓ IP coordinates logistical arrangements with

Fellow ↓

Fellow begins Sandwich Program study

2. IPs will play a critical role in advising and assessing Fellows’ request for the Sandwich Program. As needed, IPs should help facilitate approval and arrangements with the Fellow’s home and host universities, the IFP Secretariat, and Placement Partners. Because of its primarily international focus, IPs should recommend a Fellow for the Sandwich Program only if the Fellow possesses appropriate language skills to benefit from the proposed program.

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3. Test scores establishing the necessary language proficiency must be submitted with the request.

4. Sandwich requests should be submitted in groups to IFF for review, using the SANDWICH PROGRAM REQUEST FORM at least six months before the proposed start date.

5. The IFP Secretariat in consultation with the International Partner will decide on sandwich requests.

6. Upon approval of the Sandwich Program request, the IP should work as necessary with a selected Placement Partner to find the most appropriate sandwich university. In general, based on the Fellow’s request and the IP’s recommendation, the Placement Partner will explore up to four appropriate universities. In the event that a Fellow has already made arrangements for a specific program, the Placement Partner shall assess the program suitability, negotiate placement arrangements, and if needed offer alternate options for the placement. The Placement Partner will keep the IP updated on the status of the placement.

7. The Placement Partner and IPs will coordinate necessary arrangements [e.g., budget, contract (supplementary or regular grant), orientation, and travel] and generate a Sandwich NoP.

8. The Sandwich Program NoP must be sent to IIE-NY to amend the Fellow’s contract. Sandwich Documentation Requirements: Partners must ensure that IFF has all the necessary documents/records for each Fellow before finalizing the approval of his or her Sandwich Program. A Fellow must submit a Sandwich Program dossier including the following documents: (a) Written proposal for the Sandwich Program from Fellow, including necessary documents

confirming admission/enrollment in a degree granting university in his/her home country. This should be included on the SANDWICH PROGRAM REQUEST FORM.

(b) Written letter of support and approval from the Fellow’s academic advisor/department confirming that the Sandwich Program is recognized and would contribute towards the completion of the Fellow’s academic program in her/his home country.

(c) Record of language test scores indicating adequate proficiency to conduct “Sandwich” activities in the host country.

(d) If available, documentation of sandwich university factors considered (coordination with appropriate Placement Partner may be required):

Offer to take/audit courses (specific courses if suggested) Library privileges, including borrowing of books Office space Housing Visa issues and documents Academic/research advising (how often) Financial support Research/Teaching assistantships Estimated costs/expenses Cost sharing from the host institution Insurance requirements Institutional requirements/obligations for sponsor, if any Others (specify)

Final Sandwich Report At the end of the Fellow’s Sandwich Program, he/she will be required to submit a FINAL SANDWICH PROGRAM REPORT to the IFP Contact Person as well as the Fellow’s Academic Advisor at their home institution.

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D) Receiving Grant Payments The IP provides Fellows with funds before they depart for or begin at the host university (please see Travel Allowances, page 64). All subsequent payments are made directly via wire transfer by IIE-NY to the Fellow’s bank account in the host city (please see Bank Accounts, page 59). Alternate payment methods can be arranged under exceptional circumstances. All payments will be made on a quarterly basis, with special payments added to the next regular quarterly living allowance. It is expected that Fellow payments will be received in a timely and efficient manner. Payments can take five to seven business days to reach the Fellow after they are processed by IIE. If a Fellow experiences any difficulties in the payment process, they should contact, via email or fax, the IIE Grant Payment Officer, whose contact information is included in Attachment B of the Fellow’s IFP Terms and Conditions.

To ensure the speed and accuracy of all transactions, the Fellow must include their IFP Identification Number in all IFP correspondence. Fellows must always copy any email correspondence regarding payment issues to the IFP Contact Person.

E) Taxes Fellows are responsible for reporting receipt of grant funds to tax authorities and for payment of all taxes on grant funds in accordance with laws of both the host and home country. IIE-NY will offer Fellows in the US assistance with tax preparation for their US tax reporting (see box below). Special arrangements have also been made in Russia to address particular tax laws. Fellows should contact their International or other Student Advisor for information on tax liabilities in their home and/or host country.

For Fellows Studying in the United States

Fellows studying in the United States must obtain a social security number (SSN) or an Individual Taxpayer Identification Number (ITIN). The host institution’s international student advisor can guide the Fellow in obtaining either number. Funds for US tax payments will be withheld automatically from fellowship payments. IIE-NY will file each Fellow’s Federal Income Tax return with the US Internal Revenue Service (IRS). Any other tax forms are the responsibility of the Fellow, including State income tax forms. The host institution’s International Student Advisor can often provide advice on tax issues. IIE-NY will send forms to collect other income besides the fellowship. Should a Fellow owe additional taxes, the Fellow must submit payment to IIE-NY, which will include this payment with other taxes owed to the IRS. Additional information will be provided with the Grant Agreement and welcome packets. 5. Health and Accident Insurance Health insurance is a complicated, and for many Fellows, a new concept. It is extremely important that IPs clearly explain the benefits and limitations of the Fellows’ health insurance plans, and address any specific health needs and concerns, before the Fellow departs for his/her academic program.

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Fellows’ Insurance: IPs Role Conduct Orientation Collect and Retain on File

Beneficiary Information Available During Academic

Program for Problems or Emergencies

All IFP Fellows receive health insurance as part of their IFP grant. The IFP health insurance is provided under global policies. Enrollment is handled directly by IIE-NY for each Fellow. However, IIE-NY is not responsible for administering the insurance program. Specific questions should be directed to the insurance provider. A copy of the policy and an insurance identification card will be provided to all Fellows. Insurance information will be provided with the Fellow’s “Terms and Conditions,” or distributed separately by the IP. As of January 2004, there will be two insurance providers:

• International Educational Exchange Services (IEES) – for Fellows in the US or Canada

• Aon Insurance – for all other Fellows The group insurance includes:

• Health insurance at host country/university • Health insurance while traveling, including emergency medical repatriation • Accidental death or dismemberment insurance • Repatriation of mortal remains • Limited liability insurance

The IEES and Aon insurance policies and other details (including Frequently Asked Questions) can be found in Appendix E5. For IEES, more information and claim forms may be found at http://www.foreignsure.com/gclaim-faq.html. The health insurance coverage will be in force from the start date of the grant through the end date of the grant. The grant start and end dates are determined so that the IFP insurance will cover the Fellow in transit to the host university and during his or her return home via the most direct route. IFP cannot arrange or extend coverage for any Fellow who travels earlier than the grant start date and/or stays outside his or her home country after the end of the formal grant period. If studying outside the home country, Fellows must purchase health insurance for any accompanying dependents at their own expense. The Fellow must furnish the IFP Contact Person with written evidence of health insurance for any dependents who will be with them within one month of their arrival in the host country. Fellows are encouraged to identify and sign up for any free national health care systems for which they may be eligible.

Fellows Studying in US

The end of the grant period marks the termination of the Fellow’s IFP insurance. For any Fellow who stays any longer in the US, US immigration regulations require other comparable insurance coverage beginning the day following the grant end date through the last day of the grace period (i.e., 30 days after the end date on the DS2019).

The IPs must have the Fellows complete the Insurance Beneficiary Form, which directs payments in the event of a Fellow’s accidental death or dismemberment as covered by the policy. The IPs should keep this information on file for future reference.

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http://www.foreignsure.com/gclaim-faq.htm


Local Insurance Waiver Many academic institutions require students to participate in their own local insurance plans unless they have other equivalent insurance. Any insurance coverage provided for under the IFP grant is through a group plan. IFP is unable to provide Fellows with funds to pay for another insurance policy. Therefore, Fellows are required to seek a waiver from local insurance plans. The HEALTH INSURANCE WAIVER REQUEST FORM may be used to make or to support the Fellow’s request to the university. Students who do not seek waivers will incur a deduction of local insurance costs from their living allowance. If the local insurance requirement cannot be waived, however, IFP will pay the required university insurance fee. Fellows should seek the advice of their International Student Advisor regarding how to apply for a waiver of the university health insurance. Insurance Basics

• Prescription drugs may be costly, particularly in the US, and Fellows are advised to bring an adequate supply of prescription items that they take regularly.

• Fellows should always try to visit a university student clinic or health service, if available, before seeing an off-campus health provider, as basic health care is often included free-of-charge as part of student services.

• Fellows in some countries will be covered under national health plans in addition to their IFP-supplied insurance. Fellows should consult with their student advisor regarding these services.

• Fellows should show their insurance card to the medical provider (doctor or hospital). Some doctors are part of the insurer’s network.

• Fellows in many countries may have to pay for medical treatment and then seek reimbursement through the insurance provider.

• After submitting proper documentation, Fellows will be reimbursed by the insurance provider for prescription drugs.

• Fellows should retain all receipts and proper records of any medical care.

Important Note – Special Needs IPs should work closely and openly with Fellows to discuss any health and disability needs to determine whether the health coverage provided by the IFP fellowship will be sufficient. Fellows should understand that this policy is primarily designed to cover emergencies where high costs may be incurred, rather than routine medical check-ups and consultations. If it is determined that the policy does not meet the Fellow’s needs, the Fellow may consider purchasing a supplemental policy at his or her own expense. IPs should help Fellows to identify insurance options available. The IP, working with the Placement Partner should also help the Fellow contact the host university prior to departure to discuss anticipated needs during the fellowship period.

6. Academic Reporting Responsibilities IPs should review with Fellows the reporting responsibilities outlined in the Fellows contract (see Fellows Grant Agreement / Contract in Appendix D2). Academic reporting responsibilities for the Fellow include:

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A) Preliminary Academic Report During their first academic term only, all Fellows must complete a PRELIMINARY ACADEMIC REPORT FORM within thirty days of the start of their classes. This report should include a list of the classes for which the Fellow is currently registered and his or her academic plan for the next semester. The Fellow must certify on the form that his or her Academic Advisor has reviewed the report. B) Academic Transcripts Fellows must arrange for official transcripts from their host institution to be forwarded directly from the institution to the IFP Contact Person (and if studying in the US, also to their J-1 sponsor, if that is different from the IFP-CP) within one month of the end of each academic term. For those Fellows studying in the United States under IIE J-1 sponsorship, IIE will share copies of submitted transcripts with the respective IPs. This can be done with the TRANSCRIPT TRANSMITTAL REQUEST FORM. C) Academic Term Report, Grant Continuation, & Summer Plans Fellows are required to provide an academic term narrative report to their IFP Contact Person regarding their academic program and progress, using the IFP ACADEMIC TERM REPORT form. Part one of the report includes descriptions of the Fellow’s academic, research and work activities, reports on any use of Professional Enhancement or Family Funds, participation in IFP-sponsored activities, and can include any suggestions and comments on IFP. If the Fellow will be continuing their IFP fellowship, he or she must also complete parts two, three and four of the report. Part two lists the Fellow’s projected course of study for the next academic term. Part three describes the Fellow’s summer plans. Part four requests information to allow processing of the Fellow’s Grant Continuation. The Fellow must certify on the form that his/her academic advisor has reviewed this report. If the Fellow is completing his or her IFP fellowship, he or she may disregard the rest of this form. D) Fellowship Final Report All Fellows must submit a Fellowship Final Report to their IFP Contact Person upon completion of their IFP fellowship. The FELLOWSHIP FINAL REPORT includes a narrative description of the Fellow’s activities, feedback on IFP and the host university, and the final transcript. 7. Other Policies and Procedures A) Travel IFP provides various travel-related benefits throughout the fellowship. See Financial Support and Budget Management (page 63) for details of each potential benefit, including initial travel / repatriation, travel allowance, Family Fund, Professional Enhancement Fund, and Research Fund. Fellows are also invited to join leadership training seminars and cohort-building meetings that are an important part of the IFP fellowship. IFP pays for reasonable approved travel expenses incurred while attending these or other IFP activities. For International training activities conducted by the IFP Secretariat (i.e., not sponsored by the IP), Fellows will request reimbursement following procedures provided at the training (see Part Six – Leadership and Cohort Building). To minimize disruptions to the academic schedule, as well as potential visa problems, IFP strongly discourages personal travel by Fellows during academic terms. Fellows may not travel outside the country in which they are studying for any reason during academic terms without express approval of their IFP-CP. The IFP-CP should provide a TRAVEL APPROVAL REQUEST

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form for Fellows to complete. During university vacation periods, Fellows may travel outside the country in which they are studying for a period of up to 14 days without approval from their IFP-CP. A travel approval request should be made at least 30 days before a proposed departure. The Fellow’s living allowance may be adjusted to reflect time over 14 days on any trip for personal reasons outside their country of study during the grant period. Research undertaken in the Fellow’s home country beyond 3 months will result in a readjustment to a local living allowance rate.

REMINDING FELLOWS OF THEIR VISA RESPONSIBILITY AND TRAVEL IMPLICATIONS!

Fellows are responsible for ensuring that they comply with all visa requirements. Fellows studying internationally should be aware that traveling outside their country of study could cause cancellation of their visa! Fellows should carry with them copies of their IFP appointment letter, university student status, visas, etc., while traveling. The IFP-CP and the Fellow’s host institution advisor should advise the Fellow regarding visa matters. B) Employment The IFP fellowship includes a living allowance designed to permit Fellows to focus full-time on their studies without paid employment during the academic portion of their fellowship period. Fellows may not take any job or engage in any income-generating activities other than those directly associated with their academic program, such as a teaching or research assistantship. Employment opportunities cannot be the basis for a request for a leave of absence. Any employment must not affect the Fellow’s full-time student status, and must not interfere with successful completion of their studies in the approved time frame. Even with such positions, the IFP Contact Person must approve any activity, for which the Fellow must submit an EMPLOYMENT APPROVAL REQUEST form. Tax repercussions of employment may require additional consultation. Fellows studying in the Russia and the US should consult with IIE-Russia and IIE-NY respectively. The IP, in consultation with the IFP Secretariat, determines whether all or any portion of the Fellow’s income will affect the grant award (e.g., living allowance, tuition). C) Publicity Fellows should be aware that the IP, IFF, other partner organizations, or the Ford Foundation may include information about them (including photographs and other audio/video materials) and their grant in publications, websites, research materials, and other publicity. E) Deferment As with the Fellow-Elect period, Fellows may apply for a maximum of up to one year’s deferment during the combined periods of Fellow-Elect and full Fellow (see the Deferment Policy during the FE stage, page 32). This deferment must be approved by the IP and IFP Secretariat and may be taken only for family emergency or medical reasons. Employment or travel opportunities are not grounds for a deferral. To request a deferral, the Fellow must submit a completed REQUEST FOR DEFERMENT FORM to the International Partner. The IP should then contact the IFP Secretariat and if necessary the Placement Partner to discuss the conditions of the request. If approved, the IFP Secretariat will send an individual letter to the Fellow informing him/her that Fellow status has been deferred, and the period of deferral. A copy will be sent to the IP, IIE-NY, and if necessary the Placement Partner. If needed, the IP should translate the letter for the Fellow. The IP or the relevant

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Placement Partner will also need to follow-up with the university to make arrangements for the deferral. E) Grant Suspension and Termination IFP and its International Partners have great confidence that all IFP Fellows will succeed in their academic programs and conduct themselves in a manner that reflects well on these organizations. A Fellow’s grant may be suspended or terminated by IFF if he or she does not comply fully with the provisions outlined under the Terms and Conditions of IFP grant. The Fellow’s reporting responsibilities, as well as satisfactory academic performance, are core obligations of the IFP fellowship. There are several specific grounds for which an IFP grant may be terminated, including the recommendation of the Fellow’s host university (see Appendix D2, Fellow Grant Agreement / Contract). Other reasons include, but are not limited to:

1) Violation of any laws and regulations of the home country or host country; 2) Failure to observe satisfactory academic or professional standards or to complete to the

satisfaction of the host university all courses, research, or other work required during the term of the grant;

3) Ceasing to carry out the approved academic program at any point during the grant term; 4) Leaving the host country without authorization of the IP through the IFP Contact Person; 5) Engagement in any unauthorized income-producing activity; 6) Material misrepresentation in the IFP candidate application form or any other IFP

documents relating to the Fellow’s grant; 7) Physical and mental inability to carry out academic study; and 8) Any actions taken by the Fellow during the grant term that would place at risk the work of

IFF and/or the Fellow’s ability to effectively use the knowledge and skills acquired in connection with this grant on behalf of the Fellow’s home country.

In cases where termination may be necessary, IPs should ensure sufficient and just cause exists, in consultation with the IFP Secretariat. The Secretariat reviews and approves every recommendations for termination, and will send an individual letter to the Fellow, copied to the IP and in most cases PP, informing him or her that their IFP Fellowship is status terminated. The IP may be required to supply a translation. The Placement Partner or IP should send an official letter indicating the cessation of grant support to the university with a copy to IFF, the IP, and IIE-NY. In most cases Fellows are not required to repay funds they have received or return equipment purchased with IFP funds. However, they have a moral obligation to return unexpended IFP funds still in their possession. If a terminated Fellow has received payment or any other support directly or indirectly from IFP, the fellowship slot will not be credited to the respective site. In the event that conditions in the Fellow’s host country require departure for reasons of personal safety or security, the status of the Fellow’s grant will be reviewed by the IP in coordination with IFF, IIE-NY, and if needed the Placement Partner, and modifications may be implemented at the discretion of IFF. 7. Pre-Departure Preparation and Logistics For pre-departure expenses, see Grant Delivery, page 57.

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A) Passports, Visas, and other Documents Fellows are responsible for collecting all necessary documents and paperwork, including their passport and visas to allow entry and residence in their host country (please see Factors facilitating Visa Acquisition, page 58). Fellows should allow ample time for each country’s context, ideally at least two months. Because IFP strongly encourages Fellows to return to their home countries upon completion of their studies, IFP and its Partners will neither sponsor nor support any visa extension beyond the fellowship period. The IFP-CP should make sure that the Fellow arranges for all necessary documents necessary for travel and study. Applications for passports and visas, where necessary, should be made well in advance of the expected travel date. All IFP Fellows, including those studying in their home countries, should obtain passports so they may travel to participate in IFP cohort-building, leadership, or other activities associated with their fellowship (e.g., sandwich program, Professional Enhancement Fund). IPs should ensure that Fellows have all their important documents in order (please see the document checklist below). It is also wise for the Fellow to have the names, addresses, and phone numbers of the International or other Student Advisor(s) at the Fellow’s host institution, of their IFP Contact Person, and for the Institute of International Education Grant Payment Officer in New York City. This information is included in Attachment B of the Fellows Grant Agreement. It is advisable for Fellows to carry the Grant Agreement and any correspondence from the host university with their passport, visa, ticket, and other identification, and to keep copies of all original documents in their carry-on luggage. IPs should also keep copies of all important Fellow documents, separate from the originals.

United States Visa Considerations All US-bound Fellows should be aware that more stringent visa requirements, including background checks, may delay visa processing by two months or more. United States visa regulations are complicated and must be managed carefully. Fellows seeking US visas must work closely with their IFP Contact Person to ensure their documentation is in order. Fellows who will study in the United States are required to apply for a J-1 (Exchange Visitor) visa. This is obtained by using form DS-2019 (Certificate of Eligibility for Exchange Visitor Status). Under no circumstances should an IFP Fellow apply for an F-1 (student) visa, B temporary visitor) visa, an immigrant visa, or any other type of visa. Fellows should try to obtain their J-1 visa at the earliest date possible in cooperation with the IFP International Partner. Please see Part Four to review the procedure for submitting the Travel Confirmation (TC) form in preparation for initial travel to the host university. The US Embassy or Consular Office processing the application may require medical information in addition to the passport and completed DS-2019 form. Fellows traveling to the US can also apply for J-2 visas for their family members, but the regulations governing financial ability to support them while in training require Fellows to show additional sources of funding for the family and to purchase health insurance for them. Remember that the IFP fellowship benefits are only for Fellows. Fellows interested in bringing their families, or having them join them later on, must have their IFP-CP request the appropriate forms from IIE-NY. Once these forms are returned, IIE will prepare a letter to be submitted to the US Embassy for issuance of the J-2 visa. If the family accompanies the Fellow, the information is presented with the original DS-2019; if the family joins later, a separate dependent copy of the Fellow's DS-2019 is produced for each dependent’s visa application.

Dependents and Spouses – Accompaniment Considerations In general, Fellows are discouraged from bringing their families, especially at the beginning of the fellowship, because it can be quite costly. The required medical coverage alone can be expensive and many universities don't have married / family graduate student housing. It is

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recommended that Fellows study alone for the first semester to allow time to investigate the options available regarding medical insurance, housing, children’s schooling, and other arrangements they would need to make for their families. After this investigation, Fellows will know exactly how much these services will cost and can plan accordingly, without the extra pressures of adjusting to their programs and taking care of their families at the same time. B) Medical Review Fellows must arrange and allow ample time for any medical documentation, check-ups, and immunizations required by the host university and/or for visa processing. Fellows should be sure to bring proof of required immunizations they have received to their host institution, or they may have to have them again at their own expense. IPs should ask Fellows to review this checklist to be sure their health and medical needs will be met during the IFP fellowship:

If a Fellow is taking any prescription medication, they should bring the medication and a written prescription from their doctor with them so that they may obtain more medication if necessary.

Fellows should ask their university if students are required to purchase coverage under the university health plan. A Fellow must seek to obtain a waiver of requirements for such local health insurance coverage since they are already covered under the IFP plan. The cost of additional insurance will be covered by IFP only if the Fellow can document the university’s refusal to provide a waiver.

Please Note All health and medical documents not originally in the language of the Fellow’s host country must be accompanied by notarized translations with a seal, stamp, or other official mark.

Health & Medical Checklist Check with host institution regarding its medical requirements well in advance. Complete

immunizations in home country before departure. Bring the original documentation of immunization history. Failure to meet immunization requirements could prevent Fellow from registering for classes.

IFP health insurance does not cover routine dental work so Fellow should visit a dentist before leaving the home country.

Visiting an eye doctor before departure is also a good idea, since IFP insurance does not cover glasses or contact lenses. If a Fellow already has glasses or contacts, they should bring an extra set(s) if possible, and a copy of the prescription.

C) Housing Arrangements Fellows are responsible for making their own housing arrangements at the host institution. The IFP Contact Person should try to help Fellows investigate housing possibilities, as feasible. IPs should consider the following factors in advising Fellows on making housing arrangements:

− Student housing is sometimes available through host institutions and is often the best solution for cost and convenience. Since the housing situation in different countries and cities, and the needs of Fellows, may vary greatly, the Fellow must take the lead in these efforts.

− Funds for Fellows’ accommodation while studying are included in the living allowance provided under their IFP grant. Fellows will use a portion of their living allowance to make the actual direct payments for housing costs. IFP cannot provide supplementary housing allowances for families or dependents.

− Fellows are strongly urged to make housing arrangements in advance where possible. Attachment B of the Fellows’ Grant Agreement contains contact information for on and off campus housing. Finding appropriate housing in some

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major cities can be costly and time-consuming. It is strongly advised to settle into an accommodation before beginning orientation and registration at the host institution.

− The host institution is the best source of information on temporary housing options and long-term accommodation. Fellows should keep in close touch with the host institution and its international student office regarding housing issues well before departure from the home country.

− Fellows should be aware that the type, cost, and comfort of accommodation may vary widely within a city or even an academic institution. Units may be furnished or unfurnished, in better or worse areas and condition, and near or far from the campus.

− Fellows should consult with the host institution student advisor before committing to living in any specific accommodation.

− Fellows must ascertain how much money they will need to sign a lease or rental agreement for accommodation, and how this money may be paid (cash, bank check, travelers’ check, etc). In some places, leases or rental agreements may require the first month’s rent, and a refundable security deposit equal to one month’s rent, to be paid by the Fellow before moving into her/his accommodation. In such cases, the IP should work with the Fellow, IIE-NY, and the IFP Secretariat to discuss realistic financial options for the Fellow.

− Fellows are required to respect all local laws and regulations regarding rental and tenancy.

− IPs should keep track of Fellows housing and/or host address information. D) Departure IPs should advise Fellows to arrive at the airport at least three hours before the flight’s scheduled departure to allow ample time for all immigration and customs formalities and security checks for international flights. Fellows should be sure to check with the airline on which they will be flying for the latest flight information in advance of the departure day. Advise Fellows to always carry important and original documents and items in their carry-on bag and not in any checked luggage, as luggage is sometimes temporarily or even permanently lost while en route. It is generally advisable for Fellows to arrive at their host university at least 7-14 days before the start of classes. Fellows should also try to plan to arrive early in the week on a weekday, when university offices and banks are open. Fellows must submit the TRAVEL CONFIRMATION FORM to the IFP Contact Person to arrange for travel to the host university. (For details see Travel Confirmation) Fellows must also submit a Travel Confirmation Form, with at least thirty days’ notice before the end of the grant, to arrange travel home at the completion of their studies.

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Pre-Departure Checklist IPs should remind Fellows to have these documents and items with them before their departure to the host university and leave copies of documents at home and/or with the IPs.

Passport Visa and entry documents Travel itinerary and tickets Medical history and immunization records Host university housing address, contact phone number and directions

(it may be necessary to arrange temporary housing) IFP Award Letter and Grant Agreement / Contract Host Institution admission letter, contact numbers and other information Diplomas and transcripts Important addresses and phone numbers Host country currency Extra passport photographs Marriage and birth certificates Any documentation for accompanying dependents Photocopies of important documents, carried separately from originals Medicine and written prescriptions Electrical adaptors

Also before departure:

Fellow should call the airline to reconfirm the reservation, make seat selection, and request special meals, if desired.

Fellow should put their name and final destination on luggage and also put an indication of their name and contact information inside their luggage.

E) Safety The IP should advise the Fellow to learn about local conditions and customs that could affect his or her health and well-being. The host institution Academic and/or International Student Advisor can offer information on local neighborhoods, means of transport, etc., that provide the optimum convenience and safety. Fellows should be advised not to carry large sums of money at any time, and to keep funds at a reputable bank rather than at their home. Please remind Fellows to make copies of all important documents and to keep them separate from the originals. 8. Communications Protocols A Fellow’s first point of contact will most often be his or her Academic Adviser or International Student Services Office. Partners, therefore, should advise Fellows to maintain close relations with their adviser. IPs should also communicate with the Advisers on a regular basis to monitor the Fellow’s progress. The Partner should have on record the contact information for both the Fellow’s Academic Adviser and any other relevant counselors or support administrators at the Fellow’s host university. Contact information for the Fellow’s Student and Academic Advisers are listed in Attachment B of the Fellow’s Grant Agreement. IPs must remind Fellows that they are responsible for informing the IP of their current address and any changes in information on Attachment B. This information should be submitted using the FELLOWS ADDRESS/CHANGE OF ADDRESS & EMERGENCY CONTACTS form.

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Specialized Monitoring Partner & Emergency Situations IPs continue to be the principal contact for Fellows throughout the fellowship period. In many cases with Fellows studying outside the IP’s region, however, a Specialized Monitoring Partner in the region may be established to provide additional and more proximate support services to the Fellow. In most cases, the Specialized Monitoring Partner would be the Placement Partner (e.g., IIE-NY, Nuffic, British Council, another International Partner). The Specialized Monitoring Partner is responsible for cooperating closely with the IP in the case of emergencies where on the ground support is required, such as medical, academic, financial, legal/immigration. For issues requiring approval by the IFP Secretariat, the IP should work together with the Fellow’s university and the Specialized Monitoring Partner to develop a proposal for action, which will be collectively delivered to the Secretariat for discussion and approval. IPs must ensure that each Fellow designates a contact person in case of emergencies and included this information on Attachment B of the Grant Agreement. Additionally, the Fellow may designate emergency contacts at the host university, such as an Academic Adviser or Counselor. IPs must know the Fellow’s campus contact person, to ensure clear communication should an emergency arise. All emergencies should be documented by the IFP Contact Person and kept in the Fellow’s file. Generally, emergency situations in the following areas may require the collaboration of the IP, Specialized Monitoring Partner and the host university (Academic Advisor, International Student’s Office, etc.). A) Medical In the unfortunate event of a medical emergency, Fellows should seek immediate assistance from their local health care providers, or if they are not available, other qualified medical personnel. Fellows’ health insurance covers them globally during their fellowship period, subject to restrictions stated in the policies (see Appendix E5). Fellows should contact the insurance company as soon as possible to seek advice and expedite treatment and payments if necessary. The IFP Contact person should also be informed if a medical condition will affect the Fellow’s studies. The Fellows’ insurance policy includes provisions for emergency medical evacuation if they are traveling outside their home or host country, and for a relative or designated person to visit them in case of a serious medical condition for which they are hospitalized for more than seven days. Fellows should consult their policy for details. Should a Fellow need to travel on an emergency basis, he or she must notify the IFP-CP as soon as possible, and in no case no later than one week after departure from the host institution, using the TRAVEL APPROVAL REQUEST form. Immigration matters should be considered and reviewed in the event that travel is required. If the Fellow is studying in the US, he/she must also inform the J-1 sponsor (listed in the Terms and Conditions of IFP Grant), to obtain information and an endorsement to ensure that his or her visa status will allow re-entry into the US, subject to multiple entries / J-1 validity. B) Academic Academic emergencies, such as cases where a Fellow is failing his/her courses and will be required to withdraw, should be avoided at all costs through close monitoring and communication with the Fellow. In serious cases, the IP should work with the Fellow’s Academic Advisor to determine a solution to the problem or other appropriate course of action.

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In some cases, it may be helpful to also work with the Specialized Monitoring Partner. The proposal must then be discussed with the IFP Secretariat. C) Financial If a Fellow is experiencing financial difficulties, he or she should not wait for the situation to become an emergency if at all possible. Fellows should contact their IFP Contact Person to seek appropriate advice and assistance where applicable. Fellows facing immediate and dire financial emergencies should contact their IFP Contact Person. If they cannot be reached, the Fellow may also contact IIE-NY and/or Specialized Monitoring Partner. D) Legal / Immigration In cases of legal or immigration emergencies, the IP should discuss and clarify the situation with the Fellow and her/his academic advisors and/or Specialized Monitoring Partner. Should professional assistance be required, a special request must be made and discussed with the IFP Secretariat. E) Other Other emergencies that may arise, such as family situations, require communication among the Fellow, the host institution contacts, the IP, and the Specialized Monitoring Partner, as necessary. Final decisions on any proposals must be approved by the IFP Secretariat. 9. Outstanding Questions & Fellows Handbook Pre-departure orientation is the last chance for IPs to address in person any outstanding questions Fellows may have prior to his or her program of study. At this time, IPs should also ensure that all Fellows receive and review a copy of the Fellows Handbook (and translation if needed), which deals with issues and policies applicable during the Fellows grant period. The Fellows Handbook contains essential information to help guide Fellows during their fellowship and is organized into several sections including preparation, arrival at the host institution, reporting requirements, travel, health and safety. Also included are several forms that Fellows will use during their tenure. Like the Partners Handbook, the Fellows Handbook in the future will be viewable online at www.FordIFP.Net, with electronically submittable forms and updates. The information from the Fellows Handbook restated here is meant to emphasize to IPs the importance of ensuring that Fellows are following IFP guidelines to ensure a smooth and successful fellowship experience.

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Appendix E6

IFP Administrative Forms

Updated November 2003

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IFP Partners Handbook Part Six: Cohort and Leadership Building

PART SIX - COHORT AND LEADERSHIP BUILDING Demonstrated leadership capacity is an important criterion for selection as an IFP Fellow because IFP believes that its Fellows will rise to leadership roles in their fields, communities, and countries. To cultivate this quality, IFP and International Partner organizations invite Fellows to participate in various leadership-building activities during their IFP experience. These activities, grouped together under the Leadership for Social Justice (LSJ) initiative, may include training in such areas as advocacy, communications, conflict resolution, and strategic planning, as well as many opportunities for networking among IFP Fellows worldwide. International Cohort-Building activities are planned so that IFP Fellows may interact among themselves and help build both an international perspective and an international network that they will carry with them throughout their professional lives. IPs should also strive to include local cohort building in their interaction with Fellows, especially those studying in country, as well as for all Fellows-Elect before the beginning of their academic programs. Fellows are expected to attend selected IFP leadership and cohort-building activities, which should be planned whenever possible not to interfere with academic schedules. 1. Orientation Cohort Building IP’s should organize orientations (see Educational Assessment and Advising Orientation, page 28 and Pre-Departure Orientation, page 61) and pre-academic training (see page 32) with a view to building national and regional cohorts. Group settings allow Fellows to interact and build support and exchange networks that continue through the fellowship period and beyond. Cohort building exercises should be included in all group activities and are funded in the IP’s core support grant. These programs allow Fellows-Elect to reflect on a similar experience, and will help develop important peer support networks during the fellowship period. These cohorts will also help grow post-fellowship networks, and will contribute to dialogue about common problems and potential solutions as approached from their various fields of study. 2. International Leadership and Cohort-Building Activities IFP sponsors Leadership for Social Justice Institutes to provide leadership training activities for IFP Fellows on a global or regional basis. The objectives of these activities are to:

• Recognize and celebrate the Fellows’ achievements and aspirations to become effective leaders for social justice;

• Strengthen the Fellows’ capacity (e.g., knowledge and skills) to become effective leaders for social justice; and

• Build and nurture Fellows’ social and professional networks, including the IFP Fellows network itself.

Workshops are designed around issues such as: problem solving, effective communication skills, decision-making, strategic planning, NGO capacity building, and team building. Fellows must include a narrative description of their participation in these activities in their ANNUAL REPORT. Fellow-related expenses for the LSJ Institutes are funded via grants to the organizations involved in designing and implementing the Institutes, including transportation and associated expenses.

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IFP Partners Handbook Part Six: Cohort and Leadership Building

3. Professional Enhancement Professional development is an important part of the IFP fellowship. Fellows should be encouraged to expand their knowledge and network of international contacts in their areas of specialization by joining professional associations, attending seminars and conferences, or through other relevant activities. A Professional Enhancement Fund, included in the Fellow’s grant, is available to support such activities (see Professional Enhancement Fund, page 65). 4. Campus Cohort Building In cases where multiple Fellows attend the same university, IFP strongly supports interaction and communication among the Fellows. IPs should encourage Fellows to be proactive in identifying and meeting other IFP Fellows at their campus, and to create informal or more structured networks. Workshops or trainings may be appropriate where a larger number of Fellows are present. Fellows may wish to use their university International Student Services office or similar campus organizations to help facilitate such exchange and reflection. Additionally, Strategic University Partnerships offer unique cohort building opportunities for Fellows from different regions to interact (see Strategic University Partnerships, page 47). 5. Virtual Communities Each Fellow receives a Community Now account, accessible on the Internet at http://lsj.sit.edu/cnow. This is the principal tool for networking with and among Fellows. Fellows will also be able to interact with each other via an IFP listserv and document library. Fellows will be able create a profile identifying their areas of interest. For example, he/she may sign up for specific listservs so that they may share and discuss thoughts and resources with other Fellows, and receive updates on the latest developments and opportunities in their field of expertise. IPs are also encouraged to develop listservs for their Fellows to communicate over the course of the fellowship period. As these systems are developed, the IFP Secretariat will communicate progress and user guidelines. Partner Cohort Building IFP’s network of International Partners offer a valuable resource by which IPs can share best practices. To facilitate this sharing, and to provide training and guidance and solicit feedback and reflection on IFP’s global programming, the IFP Secretariat organizes occasional global or regional workshops and conferences for IFP staff at the International Partner organizations. Costs for such conferences and workshops will be covered in the IFF core support grants. During IFP’s pilot phase, some IPs have very usefully initiated knowledge sharing through virtual communities, conference calls, and strategic program visits independently of the IFP Secretariat, which supports and encourages this cross learning.

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http://lsj.sit.edu/cnow

IFP Partners Handbook Part Seven: End of Fellowship & Post-Fellowship Stage

PART SEVEN – END OF FELLOWSHIP & POST- FELLOWSHIP STAGE End of Fellowship As the Fellow’s grant comes to closure, IPs should coordinate the Fellows’ repatriation plans. In some cases, the Fellow will indicate that she/he will not return immediately to their home country due to academic plans with alternate sources of funds. IPs should explain that the Fellow is responsible for any immigration related issues, including visa transfer or extension. Additionally, in order to maintain a relationship with the soon to be IFP Alumnus/ae, IPs should request current contact information and verify permanent home address. To facilitate this process, the Fellow’s should complete the REPATRIATION PLANS FORM and submit to her/his IP at least 30 days before the grant end date. IPs should then forward the information to IIE-NY as soon as possible, before the grant end date to allow for processing. This form is required for purchase or cash equivalent of the repatriation ticket. See Post Fellowship Funds IFP is pursuing broad consultations to develop a comprehensive strategy for post-fellowship activities, which is an important phase of the program. IFP plans to track the achievements of alumni, and to invite their continued engagement in the IFP program. Future versions of this handbook will detail IFP’s plans in this area. For the duration of the global IFP program, IPs will continue to play a valuable role in monitoring and supporting former IFP alumni, including the organization of alumni activities and the possible provision of limited post-fellowship funding to support projects in alumni Fellows’ home countries. After Fellows successfully complete their programs and return to their home countries, IPs may be asked to manage funds, via an IFP grant, for post-fellowship and alumni activities. These activities are still being designed, but MAY fall into the following categories: - Individual or Joint Fellow Projects Projects could include initiatives or research that support and contribute to alumni Fellows’ local organization or community. The former Fellow(s) would be asked to submit a clear project proposal, budget, and timeline, for approval by a committee with representatives from the IP, Ford Foundation offices, and the IFP Secretariat. - Alumni Activities IPs may organize alumni activities to promote professional networking, post-fellowship reflection, and discussions and debate on issues relevant to the home country setting. IPs may also consider inviting former Fellows to be involved in future selection processes, or inviting former Fellows to assist in outreach activities. Evolving Post-Fellowship Framework and Issues to be addressed:

How to address Fellows’ concerns surrounding re-integration?

How best to organize and support alumni and networking activities?

What role should IFP Partners play in facilitating the Fellows’ post-fellowship phase?

What is the optimal mechanism for administering post-fellowship funds?

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IFP Partners Handbook Part Seven: End of Fellowship & Post-Fellowship Stage

SPECIFIC GUIDELINES FOR THE USE AND DISTRIBUTION OF POST-FELLOWSHIP FUNDS WILL BE FINALIZED BY EARLY 2004.

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IFP Partners Handbook Appendix – IFP Tool Kit

PART EIGHT – PARTNER CORE GRANT PROPOSALS AND ADMINISTRATION The IFP Secretariat (IFF) makes periodic grants to IFP International Partners to support administration of the IFP program in a Partner’s respective country/region. The term of a core program support grant to the IP is typically one to two years. IPs submit proposals to the Secretariat for their core program funding. Proposals for pre-academic training are submitted separately to the appropriate IFP Secretariat Program Officer (Please see Guidelines for In-Country Pre-Academic Training Proposal, page 36). This section provides guidelines on information that must be included in the IP core grant proposal to IFF (see Appendix F1 for a quick checklist): 1 . COVER LETTER

• On your organization letterhead • Dated and signed • Please be sure to include:

o Grant amount in US dollars o Term of the proposed grant, including the start date (always the beginning

of a month, e.g., “Nine months starting 01 October 2003”) o Brief, general description of the use of grant funds

2. NARRATIVE SECTION

• Paginated and dated • Brief Description of your organization (for new grantees)

State the main purpose of your organization or institution and why it is suited to administer IFP in your country or region. Also, include e-mail address and web site address (if applicable), leadership, achievements, founding, history, structure, governing bodies, affiliates or member (if applicable), and areas of program focus (if IFP is not sole program).

• Description of proposed IFP program development & implementation based on the following stages:

o Program Design and Target Group Identification o Applicant Recruitment/Outreach o Fellow-Designate Selection o Fellow-Elect Needs Assessment o Fellow-Elect Placement o Fellow Orientation and Cohort-Building/Leadership Activities o Fellow Monitoring

• An estimated timeline/work plan for IFP implementation; membership and role of IFP advisory board, if applicable; interaction with local and regional organizations; membership and role of IFP of IFP selection/review committee(s).

• Staffing chart of IFP unit, with specific functions for each position and biographical information on each staff member. Note: because of IFP’s focus, IFF encourages IPs to consider hiring qualified staff and consultants from IFP target groups. This will positively impact the program as a whole.

3. ATTACHMENTS

• Annual operating budget for organization

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Partners must use the IFP Financial Template (See Appendix F2) to draft the financial portion of their proposals. The template is organized in these categories:

(a) People-Related Costs: This includes full-time IFP staff, part-time workers, and

consultants. Given the nature of IFP, this area constitutes the primary portion of the budget. IPs should indicate the percentage of time devoted to IFP by each staff member.

(b) Overhead/Indirect Costs: For IFP purposes, indirect costs include, but are not

necessarily limited to: rent, utilities, communications, IT support (no equipment purchases), facilities maintenance, and supplies. Institutional overhead fees are also included in this category. IPs are strongly encouraged not to exceed ten percent of the total grant budget for overhead and indirect costs. To facilitate calculation of overhead costs, the current budget template automatically calculates this figure at the bottom of the Excel worksheet. .

(c) Program-Related Costs: Partners make a wide range of choices in selecting

strategies and methods to conduct recruitment and selection and to support the Fellows-Elect and Fellows in a cost-effective manner. IFF is keen to learn how resources will be allocated among various activities and how this allows the Partner to achieve successful program implementation. IPs should refer to the template for program-related budget categories. Please note that program-related costs do not include pre-academic funds. Program-related costs do include funds for Fellow-Elect test and application fees and Fellow pre-departure costs, as these costs are not included in individual Fellow grants.

4. ADDITIONAL HELPFUL INFORMATION (NOT REQUIRED)

• List of board members and their affiliations • List of advisory committee members, if applicable • Diversity table of board and all staff • Résumé or brief biographical information about program staff and officers (if a

new grantee and for new staff) • Promotional materials, if available and applicable

o Brochures o Annual Report

• Tax Status Information (if a new grantee and US-based) • Proposed IFP budget

Grant Notification Letters & Payment of Funds After the proposal has been finalized and formally approved by the Executive Director, IFF will fax a grant notification letter for counter-signature by the appropriate IP officer. The grant letter contains information including the general purpose of the grant, how the funds may be used, reporting responsibilities, and the approved budget (See Appendix F2 for a sample). Upon receipt by IFF by fax of the counter-signed grant letter, IFF grant funds will be disbursed according to the terms of the letter. Hard copies of the letter will also be mailed for counter-signature, and a counter-signed hard copy must be returned to IFF.

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Grant Reporting Responsibilities While drafting their reports, IPs should not hesitate to interact by conference call or email as needed with IFF. If required reports are late or inadequate, IFF will request satisfactory reports through the following steps:

− A minimum of three e-mails, letters or phone calls or IFF to IP; or,

− Visits of IFF staff to the IP.

If required reports are delinquent six months after the due date, IFF may request a return of the grant funds.

Annual and End-of Grant Narrative and Financial Reports The annual or end-of-grant narrative report should conform to the following:

i. Be written in English ii. Signed by an appropriate officer of your organization iii. Describe the major activities accomplished under the grant iv. State clearly how the activities were conducted and by whom v. State clearly the indicators used for assessing the success/progress of the

project vi. Provide financial accounting in US dollars according to the line-item

categories of the budget attached to the relevant grant notification letter, or, if applicable, the budget relating to a subsequently approved grant modification.

Quarterly Financial Reports for Core Support Grants The quarterly financial report should be:

o Brief (1-2 pages)

o Written in English

o May be e-mailed to the Secretariat

o Denominated in US dollars

o Reflect your organization’s expenditure of grant funds during the most recent quarter and the grant term to date, according to the line-item categories of the approved budget in the grant notification letter or, if relevant, the budget relating to a subsequently approved grant modification

Periodic Statistical Reporting IFF is working work toward creating databases and a website/extranet to serve its multiple stakeholders. It is our vision that IFF will aggregate data about finalists, Fellows-Elect and Fellows that Partners will input directly at the IFP website. Rationalizing and expediting program management are important goals. Another is to collect data in a manner that is useful for evaluation of IFP activities, and for broader research. For more information, please see Documentation, Evaluation, & Research on IFP, page 14. As described on page two of the grant notification letter, all IFP International Partners are required to submit on a periodic basis or at the request of IFF quantitative and descriptive data

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IFP Fellows Handbook Appendix

PART NINE – APPENDIX: IFP TOOLKIT The IFP toolkit contains the following:

A. General Information

1. Frequently Asked Questions 2. International Partner Contact Information 3. Ford Foundation Pathways Initiative 4. Leadership for Social Justice (LSJ) Agenda for IFP 5. Building IFP Data Collection, Evaluation, and Research Systems 6. Exclusion Questionnaire

B. Endorsement Materials 1. Finalist Questionnaire 2. Individual Endorsement Form (for Fellows-Designate) 3. Cohort Endorsement Report 4. Non-Selected Finalist Form 5. Helpful Hints in Using Excel Documents

C. Educational Assessment & Advising / Placement Tools 1. Dossier Collection Guidelines for Fellows-Elect 2. Guide to Ford Foundation Fields 3. Web-based Education Database Resources 4. Guide to IFP Customized University Program Database 5. Pre-Academic Assessment and Training Budget Template 6. IFP University Application 7. English Guidelines 8. Dossier Cover Form and Dossier Deadlines 9. Study Objective Guidelines 10. US Admission Requirements by Field of Study

D. Contracts 1. Fellow-Elect Terms and Conditions 2. Fellows Contract / Grant Agreement

E. Fellow Grants Administration and Monitoring 1. Fellow-Elect Notification of Placement and Instructions 2. Fellow Travel Confirmation and Instructions 3. Fellow Financial Benefits Matrix (Reference to a Fellow’s Financial Support) 4. IFP Forms Overview 5. Health Insurance Information 6. Administrative Forms

F. International Partner Grants Administration 1. Checklist for Submitting Partner Grant Proposals 2. Financial Template for Institutional (Partner) Grants 3. Partner Grant Modification Form

G. IFP Secretariat Policy Briefs 1. October 24, 2002, September 12, 2003 2. IFP Policy Brief #1, December 6, 2002 3. IFP Policy Brief #2, June 9, 2003 4. IFP Policy Brief #3, September 12, 2003

H. IIE-NY Policy Briefs 1. September 5, 2002 2. January 27, 2003 3. April 26, 2003

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