Gilman Updates & FAQs

Q. When will selection panels be held?

A. Selection Panels will be held in early November 2020.

Q. When will october 2020 applicants know if they are selected to receive a Gilman Scholarship?

A. The Gilman Program anticipates notifying applicants and their advisors by early December.

Q. WHAT KIND OF VIRTUAL PROGRAMS OR INTERNSHIPS ARE ELIGIBLE FOR GILMAN?

A. The following options are considered eligible virtual abroad programs, all of which must be credit-bearing:

• Online courses at an institution based outside of the United States;
• Via direct enrollment, an exchange program or a program provider;
• Virtual faculty-led study abroad programs;
• Virtual international internships;
• Virtual intensive language programs at an institution based outside of the United States; and/or
• Students may also propose internationally-focused virtual programs for review by Gilman Program staff. They should email Gilman@iie.org.

Q. What programs or countries are acceptable for the application currently open (student application due date of October 6, 2020)?

A. Please note the following updates to our current program eligibility, below in bold italics. To be eligible for a Gilman Scholarship, an applicant must be:

• A citizen of the United States;

•  An undergraduate student in good standing at an accredited institution of higher education in the United States (including both two-year and four-year institutions);

• Receiving a Federal Pell Grant during the time of application or provide proof that they will be receiving a Pell Grant during the term of their study abroad program or internship;

• In the process of applying to, or accepted for, a study abroad or internship program or a virtual international program of at least two weeks for community college students and three weeks for students from four-year institutions, eligible for credit from the student’s home institution. Multi-country, multi-area, and multi-city programs are eligible and have no minimum requirement on length of time spent in one country, city, or area.  The entirety of the program abroad must be at least two weeks (14 days) for community college students and three weeks (21 days) for students from four-year institutions. There are no maximum or minimum number of countries, cities, or, areas within the required time frame of two weeks (14 days) for community college students and three weeks (21 days) for students from four-year institutions. Travel days do not count toward the minimum day requirement. Proof of program acceptance is required prior to award disbursement;

• Applying for credit-bearing study abroad programs in a country or area with an overall Travel Advisory Level 1 or 2, according to the U.S. Department of State’s Travel Advisory System. However, certain locations within these countries or areas may be designated within the Travel Advisory as either “Do not travel to” (Level 4) or “Reconsider travel to” (Level 3) locations, as such; students will not be allowed to travel to these specific locations. Moreover, students are not eligible to apply for programs in a country or area with an overall Level 3 or 4 Travel Advisory.

Please note that if the country where you choose to study abroad in 2021 is at a Level 3 or 4 only due to COVID-19 at the time of application, the Gilman program will still consider that eligible. In the event that an applicant is selected for the Gilman Scholarship and if the destination country is still at a Level 3 or 4, even if only due to COVID-19, by the time the program starts, then the recipient will be required to change their program location.

The U.S. Department of State reserves the right to request program changes for specific countries or areas if deemed necessary during any stage of the application, selection process, or program period. Final awards are contingent upon the availability of funds and the security situation in country. Furthermore, programs in progress may be suspended in consultation with the U.S. Embassy in country during the course of the program.   

The modification to the travel advisory-related eligibility criteria is a system update that has been incorporated into both the student application and advisor certification portals, in light of COVID-19.

For reference, below is a sample travel advisory that shows when a country’s level is based on COVID-19 conditions:

Reconsider travel to Country X due to COVID-19.

Read the Department of State’s COVID-19 page before you plan any international travel.

The Centers for Disease Control and Prevention (CDC) has issued a Level 3 Travel Health Notice for Country X due to COVID-19.

Visit the Embassy’s COVID-19 page for more information on COVID-19 in Country X.

If you decide to travel to Country X:

• See the U.S. Embassy’s web page regarding COVID-19.
• Visit the CDC’s webpage on Travel and COVID-19.
• Enroll in the Smart Traveler Enrollment Program(STEP) to receive Alerts and make it easier to locate you in an emergency.
• Follow the Department of State on Facebook and Twitter.
• Review the Crime and Safety Report for Country X.
• Have a contingency plan for emergency situations. Review the Traveler’s Checklist.

Last Update: Reissued with updates to COVID-19 information.

Q. Can a Gilman recipient still go on a summer 2020 or fall 2020 program that was not canceled?

A. No. All Gilman recipients’ in-person programs must start between January 1, 2021, and December 31, 2021.

Q. What should a Gilman recipient do if they will no longer be studying abroad?

A. If a student has already received their Gilman Scholarship funds but is no longer planning on studying abroad or enrolling in a credit-bearing virtual program, they should contact their Gilman regional advisor and will be provided with information on how to account for how they spent their scholarship funds (ex: $500 on non-refundable airfare, $200 on visa fees, etc.). Gilman recipients who do not study abroad will be asked to repay any unused scholarship funds.

Q. Can a Gilman recipient who has not yet gone abroad put the scholarship funds towards an online program?

A. Yes, recipients can use their Gilman Scholarship funds to pay for credit-bearing virtual study abroad or international internship programs that take place between now and December 31, 2021. The following options are considered eligible virtual abroad programs:

• Online courses at an institution based outside of the United States;
  • Via direct enrollment or a program provider;
• Virtual faculty-led study abroad programs;
• Virtual international internships;
• Virtual intensive language programs at an institution based outside of the United States; and/or
• Students may also propose internationally-focused virtual programs for review by Gilman Program staff.

Q.How can a Gilman recipient defer an award?

A. Students who are changing to a different program or participating in a credit-bearing virtual program will be required to complete a ‘Program Change’ in the Gilman application system. Please see the step-by-step guide below. Once the student has provided updated program information, the student’s study abroad advisor will be prompted to certify the new program information.

 

Students who are planning to participate in the same program, but during a later term just need to update the program dates on the ‘Notice of Award’ page in the Gilman application system. Please see the step-by-step guide below.

Students with additional questions or concerns can contact a Gilman team representative at:

For Gilman Scholars	Contact
Recent recipients, contact according to your region	Phone: 800.852.2141, Ext 3
Middle East/Africa	GilmanAfricaMENA@iie.org
Latin America, the Caribbean, and North America	GilmanWH@iie.org
East Asia and the Pacific	GilmanEAsiaPacific@iie.org
Europe	GilmanEurope@iie.org
South and Central Asia	GilmanSCAsia@iie.org

Q. ARE RECIPIENTS’ AWARD AMOUNTS ADJUSTED IF THEY CHANGE TO A NEW PROGRAM?

A. No, Gilman recipients’ award amounts will not be adjusted. If a student changes from one program to another program, their award amount will remain the same. The only exception would be a recipient of the Critical Need Language Award who is no longer studying the critical need language.

Q. WILL RECIPIENTS BE ALLOWED TO TRAVEL IF THE COUNTRY OR AREA’S TRAVEL ADVISORY LEVEL IS STILL AT 3 OR 4?

A. If a recipient’s destination is at a Travel Advisory level 3 or 4, they are required to change their program location. The Gilman Program is monitoring Travel Advisory Levels

Q. Can a Gilman recipient defer their award to a later term if they will be transferring from a two-year institution to a four-year institution? 

A. Yes, if a Gilman recipient is transferring from a two-year institution to a four-year institution, they will be able to defer to a program that starts between January 1, 2021, and December 31, 2021. As an alternative option, the Gilman Program will support credit-bearing virtual international opportunities that take place between now and December 31, 2021.

Q. I am graduating. Can I use my Gilman Scholarship to participate on a study abroad program after I graduate?

A. The Gilman Program is allowing recipients who are graduating and whose programs were cancelled as a result of COVID-19 to use the Gilman Scholarship to participate in a program, even if it occurs after their graduation date. Eligible in-person programs must start between January 1, 2021, and December 31, 2021.  Credit-bearing virtual study abroad or international internship programs that take place between now and December 31, 2021 may also be an option. Please contact your Gilman regional advisor for next steps on deferring your award. 

Note that this exception is specifically in response to COVID-19 and not applicable in future terms. 

Q. Can the Gilman Program help Gilman alumni currently abroad return to the United States?

A. The Gilman Program cannot assist Gilman alumni who are currently abroad to return to the United States. The Gilman Program’s emergency travel assistance was solely to support students who departed immediately after travel restrictions were enacted. Individuals remaining in their study abroad countries should reach out directly to the U.S. Embassy’s Office of American Citizen Services for questions and support, if needed.

Q. Do Gilman Scholars who returned early need to complete their Follow-on Service Project?

A. Yes, Gilman Scholars who returned early will be required to complete their Follow-On Service Project within 6 months of their return to the U.S.

Q. How do Gilman Scholars extend their Follow-on Service Project deadline?

A. To request an extension, scholars need to log into the Gilman Alumni Portal and click the Follow-on Report tab to propose a new and reasonable deadline for the project along with a brief explanation of the extension request.

Q. How can a Gilman Scholar who has returned early revise their Follow-on Service Project Proposal?

A. If a Gilman Scholar who returned early is unable to complete their Follow-On Service Project as proposed in the application, they should contact gilmanrecipients@iie.org with the reason for revision and the new plan. Then they should summarize the new Follow-on Service Project plan in paragraph format by addressing the following questions:

• Briefly outline your proposed project to promote the Gilman Scholarship and international education. How will this project impact your home university or community? What are your project goals?
• What is your target population and how will your project impact this group?
• How will you integrate the impact of your experiences abroad into your project? What medium will you use to express your message? (ex: presentation, flyer, social media, etc.)
• What, if any, campus departments, student organizations, and/or community organizations will you collaborate with in promoting the Gilman Scholarship and international education? Have you already made contact with these groups?  

Q. Do advisors need to edit certifications for applicants whose programs were canceled?

A. No. Advisors do not need to edit certifications for applications submitted if the programs were canceled. Students who are changing to a different program or participating in a credit-bearing virtual program will be required to complete a ‘Program Change’ in the Gilman application system.  Once they have provided their updated information, advisors will be prompted to certify new program information.  Note that students who are participating in the same program indicated on their application, but during a later term, they will not be required to get their updated program dates certified by their advisor.

Q. CAN MY STUDENT APPLY FOR A PROGRAM IN A COUNTRY OR AREA THAT IS CURRENTLY A TRAVEL ADVISORY LEVEL 3 OR 4?

A. If a country or area is at a level 3 or 4 only due to COVID-19 at the time they apply, Gilman will still consider them eligible for review. However, if the applicant becomes a recipient and the country or area is still at a level 3 or 4, they are required to change their program location.

Q. CAN GILMAN SEND FLYERS AND POSTERS TO ME?

A. At this time Gilman is providing free digital flyers, posters, and other resources to advisors. You may find them under Advisor Outreach Tools and Advisor Resources.

Q. DO ADVISORS NEED TO EDIT CERTIFICATIONS FOR APPLICANTS WHOSE PROGRAMS WERE CANCELED?

A. No. Advisors do not need to edit certifications for applications submitted if the programs were canceled. If applicants become recipients, then they will be required to change to a different in-person or a virtual program through a ‘Program Change’ request in the Gilman application system. Once they have provided their updated information, advisors will be prompted to certify new program information.Note that students who are participating in the same program indicated on their application, but during a later term, will not be required to get their updated program dates certified by their advisor.

Q. Where can I find additional State Department and CDC Guidance and Resources to provide students and colleagues?

A. Other resources for up-to-date information regarding the current global health conditions include, but are not limited to:

• U.S. Department of State Travel Advisories
• Smart Traveler Enrollment Program (STEP)
• Centers for Disease Control and Prevention (CDC)
• World Health Organization (WHO)
• What the Department of State Can and Can’t Do in a Crisis