Core Fulbright U.S. Scholar Program Application Instructions

Transcription

1 Core Fulbright U.S. Scholar Program Application Instructions The following are instructions for completing the application for the Core Fulbright U.S. Scholar Program through the Embark online application platform. The application can be accessed at this link: Please read the following instructions carefully before completing the application. We recommend printing them for reference when completing the application. Application questions should be sent to IIE/CIES at Table of Contents Create Your Embark User Account Managing Your Application Preliminary Questions Step 1: Instructions Step 2: Application Form o Award Information o Professional Profile o Citizenship Information o Academic Credentials o Project Details o Personal Information References Language Proficiency Report Step 3: Attachments o How to Upload Attachments o Project Statement o Curriculum Vitae or Resume o Select Bibliography o Course Outlines or Syllabi o Letter of Invitation Step 4: Supplemental Materials Step 5: Register References Step 6: Application Inspector Step 7: Submit Application 1

2 CREATE YOUR EMBARK USER ACCOUNT New users: Click Create an Account and proceed through steps to register. Note: Use an address that you will retain for at least one year after submitting your application for your sign-in address. MANAGING YOUR APPLICATION 1. You may log in at any time to review and edit your application form prior to submission. After submission, you will only be able to log in to manage your referees in Step 5. Remember to save your application after completing each page by pressing the Save button at the top of the page. Note: The application will automatically log you out after 20 minutes of inactivity, so it is best to save your application frequently. 2

3 2. After application submission, you may continue to log in to your account to view the information you have submitted, save a PDF of your application form, and manage your referees in Step 5. Letters of reference and external language evaluations will be submitted directly by those who you register to write them. Reference letters and external language evaluations may be submitted before or after you submit the application. The deadline for reference letters and external language evaluations is August 1, PRELIMINARY QUESTIONS 1. Are you a U.S. citizen? Applicants must be U.S. citizens at the time of application for the Fulbright U.S. Scholar Program 2. For which program are you applying? Select Fulbright U.S. Scholar Program, then click Save and Continue. THERE ARE SEVEN STEPS IN THE EMBARK APPLICATION 1. Instructions 2. Application Form 3. Attachments 4. Supplemental Materials: applicants in specific disciplines may need to submit extra materials 5. Register References: sends a request to referee to submit a letter of reference online 6. Application Inspector: highlights missing or incorrect information before the application can be submitted 3

4 7. Submit Application STEP 1: INSTRUCTIONS Review instructions and guidance before proceeding. STEP 2: APPLICATION FORM AWARD INFORMATION Applicants may only apply for one award per application cycle. Please follow the instructions below to correctly enter information for your intended award. Item 1. Item 2. Country of Interest or Regional Program Click Select Country of Interest or Regional Program. Select the desired country or region in the new window that appears. Regional programs: Select the appropriateregion. Use the text box provided to list up to three countries for your proposed project. o (Regional) Sub-Saharan Africa o (Regional) Middle East and North Africa o (Regional) South and Central Asia o (Regional) Western Hemisphere o (Regional) East Asia and the Pacific o (Regional) European Union o (Regional) Europe History of American Art o (Global) Fulbright Global Scholar Award Do not enter alternate award preferences in the text box provided. Award Number Click Select Award Number. In the new window that appears, select the appropriate award number. This number can be found in the Catalog of Awards. Regional Awards: Click Select Award Number and select the award number option that applies to your regional selection. Item 3. Type of Activity Click Select Type of Activity and select desired grant activity, i.e. teaching, teaching and research, or research. This activity must match what is requested in the award description in the Catalog of Awards. If an activity is not an option for an award, it will not appear in this new window. Item 4. Proposed Start Date, Length of Grant, Flex Enter the proposed grant start date and grant length. 4

5 Note: These dates must correspond with options offered in the award description. For Flex applications: If applying for Flex, check award description to ensure this option is available. Date: Indicate preferred start date for first grant segment. (You will provide details on all segments in the project statement.) Length: Indicate total number of months to be spent in country on grant (range available: 4-6 months). Grant length does not include time between segments. Submitting for Flex: Select appropriate option: two or three segments or No (not applying for Flex). PROFESSIONAL PROFILE Item 5. Title Select appropriate title from the drop-down menu. Item 6. Name Enter your name as it appears on your passport. Item 7. Preferred Name If you have a preferred name (e.g., Steve versus Steven), please enter it here. Item 8. Position Current Primary Academic/Professional Title and Starting Date of Current Select your formal title (e.g. Associate Professor) from the drop-down menu. If you do not find your title in the menu, please select "Other" and type your title in the text box provided. Enter the start date of this position using the Month and Year drop-down lists. Item 9. Professional Address For applicants from U.S. colleges or universities, click Search Institution. Enter the university s name or keyword in the search field that appear. If the university is not found or the university is outside of the United States, enter Other in the search field and select Other Affiliation. Enter the institution s full name in the Institution Other text field. Note: It is best to do a partial search for the institution s name. For example, search for Maryland, when searching for the University of Maryland. For independent scholars, professionals, and other applicants who are not affiliated with a college or university, enter Not Affiliated in the search box, then select Not Affiliated. o All Not Affiliated applicants will still be required to enter a work address. If you have multiple employers, please list only one in this section. Once an institution is entered, enter the school, department name and the address of the institution. Note: Spell out department, building, street names, etc. (e.g., Department of 5

6 Anthropology; Hall of Arts; Main Street). Do not use dashes in phone numbers. Are you a postdoctoral applicant? o A postdoctoral applicant will have completed their doctoral or equivalent degree within the last five years. Applicants should also answer yes if they will complete their degree requirements by February 1, 2017 Work Enter your professional here. CITIZENSHIP INFORMATION Item 10. Date of Birth Item 11. City/State/Country of Birth If born a U.S. citizen outside of the U.S. select Amer. Outside US from the State of Birth drop-down list. If a naturalized citizen, select Naturalized Citizen from the State of Birth drop-down list. Item 12. Country of Citizenship Enter your country of citizenship and any second country of citizenship. Please list the United States first. Item 13. Date of Naturalization If a naturalized citizen, enter the date of naturalization using the Month, Day and Year drop-down lists. Item 14. Gender Item 15. U.S. Veteran ACADEMIC CREDENTIALS Item 16. Awarded Degree(s) Please enter your highest or terminal degrees first (e.g., PhD, MFA, JD) and include name of institution, city and state of institution, discipline and degree date. If your discipline is not listed, enter it using the Other Discipline text field. Do not enter high school information. Item 17. Academic Discipline and Primary Specialization Using the drop-down list, select the appropriate academic discipline (field of study). Click Find Specialization and select the specialization in the new window that appears. Note: If your discipline is not listed, choose the closest discipline and specialization of those listed and use the Other Specializations text box to enter your field of study. 6

7 Item 18. Most Significant Professional Accomplishments Maximum 700 characters, including spaces, returns and punctuation. Include items such as significant teaching and research awards, compositions and exhibitions. Do not write "See C.V." or direct reviewers to supplemental materials. Limit your list to a maximum of five accomplishments. Note: Separate each item with a semicolon and/or number rather than a hard return. Item 19. Residence or Professional Trips Abroad Indicate residence or professional trips abroad of three consecutive months or longer during the last five years. Item 20. Previous Fulbright Grant(s) Enter the type of grant, the academic year, and the host country or program using the drop-down lists for prior grant(s). Refer to Project Statement Guidelines and Review Criteria for guidance on how to address prior Fulbright U.S. Scholar grant(s) in the project statement. PROJECT DETAILS Item 21. Project Title If a grant is awarded, the title as submitted will appear on formal Fulbright communications, including the Fulbright Scholar List. It is important to note the following: Maximum 160 characters. Characters include spaces and punctuation. The project title should succinctly describe the focus of the proposed activity. Do not use Teaching, Lecturing or Research in the project title. Use proper capitalization. Only include Latin alphabet characters (i.e. do not include non-english words or phrases) Item 22. Abstract or Summary of Project Statement Maximum 700 characters. Characters include spaces, returns and punctuation. Provide a concise overview of the proposed project. The project statement attached later in the application should provide a more detailed description of the project. Only include Latin alphabet characters (i.e. do not include non-english words or phrases) Item 23. Preferred Host Institution Click Search Institution and enter the institution s name in the search field. If the institution is not found, enter Other and select Other. Use the text box to enter the name of the institution in the Other Institution field. The institution names have all been translated to English in the application, so please 7

8 keep this in mind when searching Note: It is best to do a partial search for the institution s name. Many institution names are translated into English, so a partial search helps ensure results containing both English and foreign names. For Multi-Country or Global Scholar Award applicants only o Maximum 350 characters. Characters include spaces, returns and punctuation. o If your proposed project involves multiple institutions, please list the first institution that you plan on visiting in the Preferred Institution box above. Type in the names of the other institutions in English here. Please follow this format: Host Country; Host Institution; Proposed Dates. o Your intended project goals at each of these institutions should be addressed fully in your project proposal. Item 24. Letter of Invitation Consult the award description to determine if an invitation should be included in the application. More on invitation letters. Select Yes if you have received a letter of invitation and will upload the invitation(s). Select No if you have not received a letter of invitation or one is not required for your award. Select Letter Sought if you have requested a letter of invitation. Item 25. Alternate Country and Awards Enter any alternate countries or programs using the drop-down list and any alternate award numbers using the text field. Items 26 and 27. Research Subjects Applicants proposing research must indicate if they will be working with human subjects or vertebrate animals. Applicants proposing research involving human beings as research subjects who plan to formally publish the results or to use the results in an academic program should have their projects vetted by the Institutional Review Board (IRB) at their home institutions. Applicants are expected to conduct an ethics review ensuring that their proposed projects are consistent with ethical standards for research involving humans subjects or vertebrate animals as outlined in the National Guidelines for Human Subjects Research (U.S. Department of Health and Human Services, Office of Extramural Research, National Institutes of Health) and in the National Guidelines for Animal Welfare at the National Institutes of Health s Office of Laboratory Animal Welfare or other applicable internationally recognized ethics guidance documents. Human subjects research includes: clinical investigations (any experiment or study on one or more persons which involves a test product/article, whether a drug, treatment, procedure or device); social-behavioral studies which entail interaction with or observation of people, especially vulnerable populations (i.e., minors, pregnant women, inmates, drug users, the mentally impaired, displaced/refugee populations); and basic scientific research to study the biology of animals, persons or organs and specimens thereof. The most fundamental issues in studies involving human research subjects include: valid scientific questions and approaches; potential social value; favorable risk- 8

9 benefit ratio; fair selection of study participants and an adequately administered informed consent process. PERSONAL INFORMATION Item 28. Home Mailing Information Enter your home (residential) mailing information in this section. Do not enter university or other address information. Item 29. State of Legal Residence Select your state of legal residence from the drop-down menu. If outside of U.S. and U.S.-owned territories, please leave blank. Note: Spell out street names; do not use dashes in phone numbers. Item 30. Social Security Number This is a required field. IIE/CIES collects this information to verify previous Fulbright awards. This number will appear masked to reviewers, and only a very small number of IIE/CIES staff will have access to it. We understand privacy concerns and work diligently to handle your information securely. Item 31. Marital Status Select your marital status from the drop-down list. Item 32. Dependent Information Separately list names, relationships, birth dates, and current school grades of dependents. For the purposes of grant benefits, a dependent is either (1) a spouse, (2) a qualified same-sex partner*, or (3) a relative (child, grandchild, parent, sibling) who is financially dependent on the applicant. Accompanying dependents are those who spend at least 80 percent of the grant period with the grantee abroad. Use the Will accompany drop-down list to identify whether a dependent will accompany you on this grant. If selected, to obtain dependent supplements for a same-sex domestic partner under Foreign Fulbright Scholarship Board policy 641.2, a grantee must submit a signed and dated document titled Affidavit Pursuant to Declaring Domestic Partner Relationship identifying his or her domestic partner and certifying requirements set forth by the Foreign Fulbright Scholarship Board. IIE/CIES will provide the affidavit requirements and method of submission once an application has been selected. Item 33 and 34. Felony and Misdemeanor If you answered yes to either question 35 or 36, an IIE/CIES staff member will be in touch following initial review of your application. You will be asked to provide additional information, including a description of the factual circumstances of the charge or conviction and supporting documentation. These materials should not be included with 9

10 your application; they will be reviewed separately by the J. William Fulbright Foreign Scholarship Board. If you are arrested for, indicted for, charged with, or convicted of a felony or misdemeanor (excluding minor traffic violations) after the submission of this application, you must promptly inform IIE/CIES in writing. Details on ineligibility factors, including certain recent misdemeanor convictions, may be found in the Fulbright Program Policies, Chapter 600: U.S. Lecturers and Research Scholars, 626 Ineligibility Factors Item 35. Fulbright Race/Ethnicity Survey The information collected will be used for statistical purposes only; survey results will not be seen by reviewers or used in any way during the selection process. Item 36. Signature Your electronic signature attests to the accuracy of the information supplied in the application and verifies that you waive or do not waive, as indicated, your right of access to the evaluations submitted by your referees. Type your name and enter date in the text box provided. REFERENCES REFERENCES ARE ENTERED IN TWO PLACES IN THE APPLICATION. You will not be able to submit your application unless both steps are complete. The applicant is responsible for notifying referees of the request for letters prior to registering referees in the application and for ensuring those letters are submitted via the online system by the application deadline. Letters of reference and external language evaluations MAY NOT be ed to IIE/CIES for submission. All letters must be uploaded through Embark and can be submitted either before or after you submit the application but no later than August 1, Please alert your referees of this policy. Step One: Instructions Waiver: Indicate whether you waive your right to access your submitted letters of reference. Enter the information for your three references. Do not enter more than three referees. If more than three are submitted, one will be removed and this may delay the initial review of your application. The fourth entry can only be used for the external evaluator completing the language proficiency report: external evaluation. Please refer to the Catalog of Awards for information regarding whether a language proficiency report is required for your intended program. Note: Native speakers should complete only the self-evaluation form instead of enlisting a language proficiency evaluator. 10

11 Referees may be managed in the database after you submit the application. Reference Letter Guidelines Provide your referees with your project statement. Referees should keep an electronic copy of submitted letters. All references must be in English. References should be from persons able to evaluate your professional work, including teaching effectiveness; the abilities you bring to your project; your ability to adapt; and the merits of the project. At least one letter should be from a colleague in your field who is outside your home institution. Such letters help demonstrate the breadth of your scholarly reputation. If you are applying for a teaching or teaching/research award, one of your referees should include the department chair, dean, or other responsible individual for evaluating your teaching at your home institution. If you have recently moved to a new home institution, one of the reference letters should be from your previous institution. If your doctorate or master s degree is recent or you are early in your career, one reference should be from the supervisor of your graduate program. If you are applying without having completed your final doctoral (or equivalent) degree requirements, one of your letters must come from your committee chair, addressing your degree progress and expected end date. Degree requirements must be completed on or before February 1, 2017, unless otherwise noted in the award description. Be aware that anyone who provides an applicant with an invitation letter cannot be a referee for the same applicant. References from relatives or colleagues by cooperating agencies such as the U.S. Department of State, U.S. embassies, or Fulbright Commissions will not be accepted. Step Two: Registering Referees in Step 5: Registering References You must complete Step 5: Register References before submitting your application. In this step, you register your referees to automatically generate an sent from Embark. This will guide the referees through the process of uploading reference letters. The applicant is responsible for notifying referees of their request for letters via Embark. Because spam blockers often reject this automated , all referees should add noreply@embark.com to their address books before registration. The applicant is responsible for ensuring letters are uploaded to Embark by August 1, To view the status of these letters, simply log in to Embark after submitting your application, go to Step 5: Register References, and refer to the table in the center of the page. Once referees are registered even if they have not uploaded their letters you will be able to submit your application. Please refer to the instructions for Step 5 below for further clarification of Step Two. 11

12 FULBRIGHT LANGUAGE PROFICIENCY REPORT: SELF-EVALUATION Knowledge of a language other than English is necessary for some, but not all awards. To complete this section, refer to the award description and select the appropriate option. Language proficiency report is not required for proposed grant activity or award. -Please continue to next page. Language proficiency report is required for proposed grant activity or award. Complete the language proficiency report: self-evaluation below. Register an external evaluator in Step 5. If you do not have any proficiency in the local language, please complete the self evaluation form but do not register an external evaluator. Language proficiency report is not required for proposed grant activity or award; however, I am completing the language proficiency report(s). -It is optional to submit a language proficiency report: self-evaluation or register an external evaluator in Step 5. I am a native speaker. Complete the language proficiency report: self evaluation below. Do not register an external evaluator in Step 5. FULBRIGHT PUBLICITY SURVEY This information is used solely used for statistical purposes and will not be accessible or used in the review and selection process. STEP 3: ATTACHMENTS HOW TO UPLOAD ATTACHMENTS Format Requirements: See individual attachment pages for page formatting requirements. Include page numbers. File type: Adobe PDF or Word document o Note: Word documents will be converted to a PDF by Embark. Conversion by Embark can change formatting occasionally. We recommend saving the document as a PDF and using the preview function in the application. File size cannot exceed 2MB. Step-by-Step Instructions 1) Near the bottom of the attachment page, click Browse (grey button). 2) In the window that appears, navigate to the document you wish to upload. Once selected, click Open. 12

13 3) Click Upload (red button). The application will redirect you to another page as it attaches your file to the application. Once your file has been successfully attached, you will be returned to the application. 4) Click Preview (green button) to view your document. 5) If needed, click Delete Document and repeat above steps to replace document. Note: Do not enter anything in the Name field. It is not necessary to name your document in the upload process. PROJECT STATEMENT All applications require a project statement. This is your opportunity to explain your specific strengths as a candidate to reviewers and potential hosts. It must be clear and compelling to audiences both inside and outside your field. Consult the award description for details and any specific instructions. Format Requirements: Three to five pages, single-spaced, 12-point font size, 1-inch margins Headers and/or bullets to organize and convey key elements may be helpful Include page numbers File type: Adobe PDF or Word document File size cannot exceed 2MB Content Guidelines: What you propose to do. How you propose to carry out your project. Why your project is important. What benefits your project will produce for the host, the discipline, the applicant and the home institution. Project statements for teaching awards specifically describe: Why this country? What can you contribute to the host institution and what will it mean for you professionally? 13

14 What experiences have prepared you to teach in this country? Experiences that indicate your collegiality, adaptability, cultural sensitivity, ability to serve as a cultural ambassador. What have you taught, how do you teach, your involvement in curriculum planning, thesis advising, or administrative responsibilities? What courses do you propose to teach? Do you plan other teaching activities? (Such as seminars, curriculum and program development, public lectures) How you will adapt your materials to the culture and language of the host country? How will you adapt to a pedagogically different teaching environment in which the first language for your students may not be English? What impact do you expect on your teaching and/or professional work? How do you expect to use the experience upon your return? (Such as institutional collaboration, student and faculty exchange) Project statements for research awards specifically describe: What do you propose to do? State clearly your objectives, methodology and the nature of your research (quantitative or qualitative). What is the academic and professional context of the project? (Note: You will upload your bibliography as a separate attachment on a separate page. The bibliography will reflect the current state of research in the field.) What professional experience has prepared you to successfully accomplish this project? Why does it need to be done? What significance does it hold for your discipline, your development, the host country s benefit? How will you carry out the proposed research? (Such as methodology, logistics, time frame) How feasible is your project in terms of resources and amount of time allocated? Why does it need to be done in this country? What research facilities and resources are found in the host country? How could local political or cultural issues impact your work? How will your results be disseminated? (Such as publications, conference presentations, joint collaboration, exhibitions) Project statements for teaching/research awards specifically describe: Both the teaching and the research components, using the above suggestions. If award description specifies the teaching and research time allocation, match this in project statement (e.g., if the award denotes 80 percent teaching and 20 percent research, then the project statement should reflect this requirement). If award description does not specify a specific percentage requirement, address both the teaching and research components adequately. If you have any questions about the percentages, consult with your potential host or contact the appropriate IIE/CIES program officer. Project statements for Flex awards specifically describe: 14

15 The applicable teaching and/or research components, using the above suggestions. Clear plans and justification for Flex, including project timeline. Previous Fulbright grant recipients must also address: What accomplishments and contributions resulted from your earlier grant(s)? How will this grant build on your previous Fulbright experience(s)? CURRICULUM VITAE OR RÉSUMÉ All applicants must include their current curriculum vitae or résumé with detailed list of publications. Format Requirements: Fulbright Scholar Awards: 6 pages, single-spaced, 12-point font size; 1-inch margins Distinguished Chair Awards: 8 pages, single-spaced, 12-point font size; 1-inch margins Headers and/or bullets to organize and convey key elements. Include page numbers File type: Adobe PDF or Word document File size cannot exceed 2MB Content Guidelines: Include employment history and list of publications, presentations, exhibitions, etc. Use full citations. List items chronologically, starting with the most recent. Refereed publications should be listed separately from non-refereed publications. SELECT BIBLIOGRAPHY If you are applying for a research or teaching/research grant, you must upload a bibliography relevant to the proposed project. This is required for all applications, regardless of discipline. Format Requirements: Up to three pages, single-spaced, 12-point font size, 1-inch margins Include page numbers File type: Adobe PDF or Word document File size cannot exceed 2MB Content Guidelines: It should contain sources reflecting the current state of research or work on your proposed topic. It can be a list of sources, or it can be annotated, narrative or explanatory. 15

16 Applicants may choose the citation style to be used consistently throughout the bibliography. COURSE OUTLINES OR SYLLABI Required for teaching and teaching/research awards: You must submit two or three course syllabi or course outlines relevant to proposed grant activity. Content and Format Requirements: Required for all teaching and teaching/research awards in all disciplines The syllabi should be designed by you and expressive of your philosophy of teaching. Indicate whether they have been used previously or have been developed for this application. Merge syllabi or outlines into a single document to be uploaded Up to 10 pages total, single-spaced, 12-point font size; 1-inch margins Include page numbers File type: Adobe PDF or Word document File size cannot exceed 2MB LETTER OF INVITATION Not all awards require a letter of invitation. Consult the award description for requirements and any special instructions. Contact IIE/CIES program staff for your intended program if requirements are unclear or if a letter of invitation arrives after the application deadline. While there are no specific content requirements for invitation letters, the letter must be on letterhead and include: The host's interest in the project and how it will benefit the host institution Expected activities (research at the institution, special lecturing needs, etc.) The invitation period Content and Format Requirements: If not in English, include the original and an English translation o The translation may be completed by the applicant If multiple letters are received, merge or scan into a single file to be uploaded File type: Adobe PDF, JPEG or Word document File size cannot exceed 2MB 16

17 STEP 4: SUPPLEMENTAL MATERIALS Fields Commonly Requiring Supplemental Materials ARCHITECTURE AND CITY PLANNING ART: DIGITAL, MIXED MEDIA, PAINTING, PHOTOGRAPHY, SCULPTURE, OTHER DANCE FILM STUDIES MEDIA ARTS MUSIC: COMPOSITION, PERFORMANCE, OTHER THEATER ARTS WRITING: CREATIVE (FICTION & NON-FICTION), POETRY, JOURNALISM Note: Applications in the above disciplines that lack supplemental materials may be negatively affected in the review process. Candidates in other disciplines may not submit supplemental materials. Guidelines for Submitting Supplemental Materials Please click here for further instructions and to complete the upload of materials. Supplemental materials will be assigned to your application after submission. You may only upload one file per application You must compress all of your materials into a single.zip file that cannot exceed 500 MB total The.Zip file must end with a.zip extension Materials may be submitted in one or more of the following formats: For images, pictures and graphics: Format all images, pictures and graphics into JPEG or BPM files No more than 10 images For video and movie clips: Format all movie and video clips into MOV, AVI or MPEG files For sound and music clips: Format all sound and music clips into MP3 files For writing samples in journalism, creative fiction, creative non-fiction, prose, poetry: Format all writing samples in PDF files No more than 15 pages 17

18 STEP 5: REGISTER REFERENCES This is the second step in the application necessary to submit reference letters. In this section, you will enter the name and information for the same three references entered in the Application Form (Step 2: Page 5). You will need to complete the relevant fields in the application form (Step 2) for all three references before you will be able to register references. If you have not completed the application form, you will receive a prompt in Step 5 guiding you to the questions that need to be completed before you can register references. Once all information has been entered in Step 5, an will be automatically sent to your referees and if relevant your external language proficiency evaluator. Step-by-Step Instructions to Register a Reference 1. Click the purple Register Referee button. 2. Select the type of letter you would like your referee/external language proficiency evaluator to complete. a. Select Fulbright Letter of Reference for your recommender to upload a letter of reference regarding your qualifications and proposed project. b. Select Fulbright Language Proficiency Report for your external language proficiency evaluator to complete a survey of your foreign language skills. 3. On the next page, enter your referee s first and last name and address. a. The link to the upload site, log-in information, and instructions on how to submit a letter of reference will automatically be sent to this address. 4. Check the box verifying that the information entered is for a person other than yourself who will complete a letter of reference/external language proficiency evaluation on your behalf. 5. Enter your full name and the current date. 6. Click Submit Registration. 7. If you wish to submit another reference, click Register another Referee. As soon as you click Submit Registration, an will be sent to your reference containing login information for the referee form in Embark. It is best to check they have received this and to verify that the did not go to your referees spam folders. This will come from noreply@embark.com. Checking Letter of Reference Status Once a referee is registered, you will be able to check the status of their progress in Step 5: Register References. Your referees /external language proficiency evaluator s names will appear in a table in the center of the page (see image above for clarification). Status Definitions 18

19 Registration Unconfirmed: You have successfully registered the reference, but they have not logged into the referee s portion of Embark. If this status remains unchanged, check with your reference to ensure they received the registration . In Progress: Your reference has successfully logged in to the reference letter site, but has not submitted a letter. Submitted: Your reference has successfully submitted a reference letter. Resending Registration s If your reference has not received the reference letter registration or has misplaced it, you are able to resend that even after you have submitted your application. 1. Log into your application and click Step 5: Register Reference. 2. Next to the referee s name, check the box. 3. Click Resend Registration . Deleting Referees If your list of referees changes for any reason, you are able to delete a referee from your list before he or she submits a letter. Once a referee has submitted a letter, you will need to contact fsponline@iie.org to have that letter removed. 1. Log into your application and click Step 5: Register Reference. 2. Under Delete Referee, use the drop-down list to select the referee you wish to delete. 3. Click Delete Referee. 4. Update the referees listed in Step 2 of the application form. If application has already been submitted, contact IIE/CIES program staff for guidance. STEP 6: APPLICATION INSPECTOR The application inspector report will display incomplete questions and required attachments that are missing. Scroll to the far right side of the page to view a hint as to why a question was flagged. Commonly Flagged Issues Using all upper case or all lower case letters (use appropriate capitalization) Using a five-digit zip code (use nine digits) Phone numbers containing dashes or other nonnumeric characters Project abstract exceeding 700 characters 19

20 Submitting a bibliography when one is not necessary for an intended program Any missing required information Once the Application Inspector has determined that your application is ready for submission, click Continue to Submit Application. STEP 7: SUBMIT APPLICATION Enter your electronic signature by typing in your full name and click Confirm Signature. Click Submit My Application. Once submitted you will receive an confirmation. For reference: Review Criteria and Notification Timeline. 20