2017 Boren Scholarship Grantee Pre-Program Checklist

The following requirements must be uploaded into your Self-Service Portal (SSP) account in order to activate your Boren Scholarship (except for the RSVP and Official transcript: see below for details). You will not receive your first disbursement until all required tasks have been completed. Please note that digital signatures will not be accepted.

Pre-Program Checklist

A. Due by Monday, May 1, 2017

RSVP for the Boren Orientation and Awards Convocation taking place on June 5 and 6, 2017. Attendance is required. If your overseas program begins before the convocation, please contact our office at boren@iie.org for further instruction.

Grant Document

This form is customized with your personal information and will be uploaded to the Self Service Portal for you to download by April 21 and you will be sent a notification email when it is available.  The Grant Document confirms your intention to accept the award. You must download the document; verify that the information is correct by signing, dating, printing your name, and providing your social security number on the form. The Grant Document must then be uploaded into the Self-Service Portal. Failure to upload the Grant Document into the Self-Service Portal by May 2 will jeopardize your award.

If the information on your Grant Document is inaccurate or if you have any concerns, please contact our office at boren@iie.org or 1-800-618-NSEP before you upload the document.

B. All of the following requirements are due by Monday, May 15, 2017

Service Agreement

This form is customized with your personal information and will be uploaded to the Self Service Portal for you to download.   It includes the dates of your Boren funded period and the length of your service requirement. Be sure to read this document carefully and thoroughly before signing.

You must download the document then verify that the information is correct by signing, dating, and providing your social security number on the form. The Service Agreement must then be uploaded into the Self-Service Portal. 

If the information on your Service Agreement is inaccurate or if you have any concerns, please contact our office at boren@iie.org or 1-800-618-NSEP before you upload the document. 

NSEP Terms and Conditions

Be sure to carefully read over the National Security Education Program (NSEP) Terms and Conditions. Sign, print your name, and date every page before uploading them into the Self Service Portal.

IIE Terms and Conditions

Be sure to carefully read over the Institute of International Education Terms and Conditions. Sign, print your name, and date every page before uploading them into the Self-Service Portal.

Contact Information

The Boren Scholarship requires contact information to be updated by the Scholars in the Self-Service Portal. All entries must be in English. Only complete addresses will be approved.

These addresses are due pre-program to qualify for the first payment:

Home Country Program Contact – This is the contact person at the U.S. base of your study abroad program. For this address to be valid, you must include the following:

  • Name, title and address
  • Non-generic email address
  • Phone number
  • Valid start and end date

If you have direct enrolled in an overseas institution, you may instead list your study abroad advisor at your home institution. If you will have multiple study abroad programs, you may enter more than one contact.

Host Country Program Contact – This is the contact person at the overseas base of your study abroad program. For this address to be valid, you must include the following:

  • Name, title and address
  • Non-generic email address
  • Phone number
  • Valid start and end date

If you will have multiple study abroad programs, you may enter more than one contact

Emergency/Home Country – This is your U.S. emergency contact. At any point, if we cannot reach you while you are overseas, we will reach out to this person. Therefore, this should be someone with whom you are in regular contact.

This address is due 48 hours after arrival in your host country to qualify for the second payment:

Grantee’s Residence

This is your personal overseas residence contact information. For this address to be valid, you must include the following:

  • Your local phone number
  • Complete street address of where you are physically residing
  • Valid start and end date

This residence information is for emergency purposes only, so mailing addresses or P.O. boxes will not be accepted.

Instructions on how to upload your contact information.

Language Testing Agreement

The Language Testing Form is confirmation of your understanding of the pre and post program language test score requirement. All recipients of the Boren Scholarship are required to be tested for proficiency in the language to be studied both before and after the study abroad experience.  This test does not have any effect on the status of your award (except for Spanish and French speakers).  It is not used as a measure of your academic progress and is for research purposes only.

By signing and submitting this form you are confirming the following: 

You will take a pre- and post-test, unless you have no previous experience in that target language, either inside or outside of the classroom or if your target language is not offered by Language Testing International (LTI). Even grantees who do not take a pre-test are required to take a post-test, if one is available for their target language. If you have been exposed to the target language outside of the classroom, you must take the language pre-test. Download and submit the Testing Agreement Form to the Self-Service Portal. Flagship awardees fill out the Flagship Testing Agreement Form (does not apply to AFLI awardees).

Grant Payment Deposit Form and Proof

In order to disburse your award funds to you we will require your bank account information. Please download and complete the Grant Payment Deposit form. Submit a voided check or letter from your bank to verify the account information you provided on the Grant Payment Deposit form.  

Please note that we will only deposit funds into accounts with your name attached.  Also any verification forms must have your name, you routing number, and your account number on a single form. No composites or written-in account information will be accepted. This EFT form and supporting document(s) must be uploaded to the Self-Service Portal by the Scholar.

U.S. Passport

Submit a copy of the photograph page of your valid U.S. passport.  We will not accept birth certificates, social security cards, or any other type of documentation. 

Proof of Matriculation/Graduation Date Letter 

All David L. Boren Scholars must remain matriculated, degree-seeking, undergraduate students at a regionally accredited U.S. post-secondary institution for the duration of the Boren Scholarship funded study abroad program. The Boren Scholar must provide a letter from the registrar or dean of his or her home institution as proof of matriculation. This letter must be uploaded to the Self-Service Portal by the Scholar.

The proof of matriculation must: 

  1. Indicate that you will be matriculated for the entirety of your Boren-funded program. They may either state that you will be matriculated through the length of your scholarship, or that you are currently matriculated and they expect that you will remain matriculated through the length of your scholarship. 
  2. Include a graduation date that is after the completion of your Boren-funded program. If your Boren-funded program ends the same month and year as your graduation, the date must be include a month, day and year. If you will be graduating well in the future, a month and year of graduation is sufficient. 
  3. Be on letterhead and include an original signature of a registrar staff member or dean.

If your home institution prefers to write “enrolled” or “remain a student” instead of “matriculated,” that terminology is also acceptable.
 
Example

University of Nowhere Official Letterhead

June 1, 2017

Dear Boren Scholarship Team:

University of Nowhere student, Brad Pitt, is currently a matriculated, degree-seeking student and is expected to remain so while on his Boren Scholarship, which goes through fall 2017 and spring 2018. He is expected to graduate from University of Nowhere on May 15, 2018.

Sincerely,

University of Nowhere Registrar (actual signature)
OR
University of Nowhere Dean (actual signature)

Why this works: The original of the above letter would be accepted by IIE because it is an official letter on letterhead, says that the Boren Scholar is matriculated while on the Boren, gives a graduation date that is after the program end date, and is signed by a proper authority at the university.

Government Status Confirmation Form 

(for those with previous government affiliation your deadline will change to the Group C deadline below, all others due by May 15).

All recipients of the National Security Education Program (NSEP) Boren Scholarship must complete the Government Status Confirmation Form.  This form is confirmation that you will not be an agent of the federal government in any capacity (e.g., military service, intelligence activities, intern, etc.) during the course of your Boren Fellowship/Scholarship funded period.

All recipients will check the appropriate statement and sign the form. The next steps are dependent on one of the three following factors-

  1. What if I have never been affiliated with the federal government? - If you were not previously an employee of the federal government, then you can sign and upload the form without attaching a separate statement. 
  2. What if I have previously been affiliated with the federal government? - If you were previously an employee of the federal government (e.g. military service, intelligence activities, internship, etc.), you must attach a letter detailing your separation from federal employment. If you were previously a military reservist or a participant in an on-campus ROTC program, you must attach a letter from your commanding officer confirming your separation from your unit and de-activated status during the course of your Boren Scholarship funded study abroad. The letter from the federal government must be on official letterhead and contain an original signature from either a former supervisor or Human Resources representative. You will then upload both the Government Status Confirmation Form and the proof of separation into the Self-Service Portal.
  3. What if I am currently affiliated with the federal government? - If you are currently affiliated with the federal government, then you must separate before receiving Boren Scholarship funding. Once you have ended your employment, you must submit a letter to our office detailing your separation from federal employment. If you are currently a military reservist or a participant in an on-campus ROTC program, you must attach a letter from your commanding officer confirming your separation from your unit and de-activated status during the course of your Boren Scholarship funded study abroad, once you have separated. The letter from the federal government must be on official letterhead and contain an original signature from either a former supervisor or Human Resources representative. You will then upload both the Government Status Confirmation Form and the proof of separation into the Self-Service Portal.

C.  All of the following requirements are due by:

  1. May 15 for June start dates (including AFLI and SAFLI domestic program)
  2. June 1 for July-August start dates 
  3. August 1 for September-December start dates
  4. December 1 for January-March start dates

 

Language Pre-Test 
  • What is the test?  Language proficiency testing will be conducted by LTI, the exclusive licensee of the American Council on the Teaching of Foreign Languages (ACTFL) before you depart for your overseas experience. LTI will test your proficiency using the ACTFL Oral Proficiency Interview (OPI.)  This is a standard procedure for the global assessment of functional speaking ability.  It measures how well you speak a language by comparing your performance of specific language tasks against criteria for the eleven proficiency levels described by the Inter-Agency Language Roundtable (ILR), rather than against the performance of other individuals.
  • How does it work?  LTI will conduct OPI tests over the phone, and a landline connection is recommended for quality service. A certified ACTFL language tester will conduct the exam that will last between 20 and 40 minutes. It will be digitally recorded so that it can also be rated by a second certified ACTFL tester.  At the conclusion of your study, IIE can provide you with the results of your post-test in the form of an LTI certificate indicating your proficiency level.  A description of the levels can be found at http://www.govtilr.org/Skills/ILRscale2.htm.
  • When do I take the test?  You must take the test at least two (2) months before you depart for your program and again upon your return at the conclusion of your program. (Scholars notified of recipient status with less than 2 months before their program start date should schedule LTI tests as soon as possible.) If you have no prior experience with the language or your language is not available, you must email IIE (boren@iie.org) to request a waiver of the language pre-test. No award payments will be dispersed until the pre-test results are received. Failure to take the language post-test within 90 days of the program end date will result in forfeiture of the final $500 payment. 
  • How do I arrange a test?  All test arrangements are made using a website for the Boren program. Do not go online to schedule a language test if you have no prior experience with the language.

    To register for a language test, go to: http://tms.languagetesting.com/Registration/

    Username: iie  (case sensitive) 
    Password:  fellow  (case sensitive)

    Testing hours are Monday-Friday, 9 a.m.-6 p.m. eastern time. Please provide two windows of availability, each 3 hours wide, on two different dates.

    Within two weeks of filling out the on-line registration form, you will receive a test confirmation email with the day and time of your telephone interview, as well as the phone number from which the tester will call you. Please confirm your appointment by return email.  If for any reason you need to cancel and reschedule your interview, please send an email to processing2@languagetesting.com or call 1-800-486-8444 ext. 115 or 127 more than 24 hours before your scheduled interview.  Please note: Failure to appear for the language test at the scheduled time will result in a reduction of your award. 

  • What if I have no prior experience in the language/my language isn’t offered by LTI?  If you have no prior experience with the language or your language is not available, you must email or call IIE at boren@iie.org or 1-800-618-NSEP to request a waiver of the language pre-test.
Travel Warning Waiver Forms

These forms are only required if there is a U.S. Department of State Travel Warning for your proposed country of study.  These forms are customized with your personal information and will be uploaded to the Self Service Portal for you to download.

The first travel warning form is the Student Travel Warning form which should be signed and dated by the grantee. The second travel warning form is the Institutional Travel Warning form which should be signed and dated by the appropriate authorized official at your home institution. The Institutional Travel Warning form must have an accompanying official policy document (per point #7 of the Institutional Travel Warning form) in order to be considered complete.

If you did not receive a personalized form and you are not proposing to study in a U.S. Department of State Travel Warning country, then you are not required to submit these forms. 

If the information on your Travel Warning Forms are not accurate, or if you have any concerns, please contact our office at boren@iie.org or 1-800-618-NSEP before you upload the documents.  

Proof of Affiliation 

Copy of a formal signed letter or document, in English, from your chosen study abroad program. The document must confirm your acceptance into the program and make reference to your overseas period. If you received an email from your overseas program stating your acceptance, please PDF the email and upload it into the Self-Service Portal.

If you are participating in multiple study abroad programs you will need to submit a letter of acceptance for each program before your next disbursement. For example, if you are a yearlong awardee and you have different fall and spring programs, you must submit a letter of acceptance for your fall program before your first disbursement and a letter of acceptance for your spring program before your second disbursement. 

Example

XYZ Study Abroad Program
Official Header

Dear Brad Pitt,

Congratulations! You have been accepted to XYZ Study Abroad Program in China for the 2017-2018 academic year.  We look forward to meeting and working with you during the year to come.

Sincerely,

XYZ Study Abroad Program Staff

Why this works: The proof of acceptance is on letterhead, has the name of the awardee, confirms acceptance, and references the overseas period. 

Proof of Sound Health 

The letter needs to state that you are healthy enough to study in the host country. It must be signed and dated by a medical professional who 1) is not related to you, 2) is familiar with your medical history, and 3) has provided contact information. The letter should be dated within three months of your Boren program start date. If you have submitted a similar form to your study abroad program, you may submit that to IIE, as long as it covers all of IIE's requirements.

Example

June 1, 2017

Brad Pitt was seen in my office today. I have cleared him for travel to China for the academic year 2017-2018.

Dr. Livingstone (actual signature)

Livingstone Medical Practice
1234 Doctor Street
Livingstone, CA 00000
202-555-1234

Why this works: The letter of sound health is in English and states that you are healthy enough to travel to the host country.  It is signed and dated by the medical professional. Contact information is provided. 

Proof of Overseas Health Insurance 

Proof of Overseas Health Insurance  must include health, accident, medical evacuation, non-medical evacuation, and repatriation of remains coverage.  Non-medical evacuation coverage must include war, civil unrest, and natural disasters. If such insurance is not provided by the study abroad program or the home institution, the Scholar must purchase the insurance directly. The Boren Scholar must send documentation to IIE that includes the following information: 

  1. Proof of the five types of required overseas health coverage - the Boren Scholarships suggests the following coverage amounts: $100,000 for Health, $100,000 for Accident, $50,000 for Repatriation of Remains, $300,000 for Medical Evacuation, and $100,000 for Non-Medical Evacuation.;
  2. Amount of coverage; and
  3. Dates of coverage.   

Only proof of insurance that contains all three pieces of information will be accepted. 

To demonstrate proof of insurance you must do one of the following:

Option 1: Submit an official summary of overseas health insurance coverage

Example 1:

ABC INSURANCE COMPANY
Official Header

This letter certifies that BRAD PITT has overseas health insurance coverage between JUNE 1, 2017 and MAY 31, 2018. The insurance policy covers the following: 

Health $200,000
Accident $50,000
Repatriation of Remains $50,000
Medical Evacuation $500,000
Non-Medical Evacuation (including political and natural disasters) $80,000

Why this works: The official comprehensive policy summary confirms the name of Boren Scholar, dates of coverage, and all five types of required coverage including political and natural disasters, and the coverage amounts all one page. No additional forms are needed. 

Option 2: 

  1. Include a printed document from your overseas health insurance provider that has your printed name to verify that you are covered under the policy as well as include the dates of coverage, which must encompass your entire Boren-funded overseas program.
  2. Provide the Boren Awards with a copy of the official policy or an official comprehensive policy summary.
  3. Download and complete the form below table and submit this form with the above insurance information.

Example

David L. Boren Scholarship
Proof of Insurance Form

Name of Boren Scholar: Brad Pitt

Name of Insurance Provider(s):  ABC Overseas Health Insurance Company

Dates of Coverage:  June 1, 2017 to May 31, 2018

I, Name of Boren Scholar, certify that I have attached official documentation with my printed name, dates of coverage, and policy information to this form:  ¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬SIGNATURE

Type of Required Insurance/Suggested Coverage

Coverage Amount(in dollars)

Page Number w/ Policy Explanation

Provided by Program?

Provided by Institution?

Purchased on Own?

Health/$100,000

$200,000

1

Yes

 

 

Accident/$100,000

$50,000

10

Yes

 

 

Repatriation of Remains/$50,000

$50,000

1

Yes

 

 

Medical Evacuation/$300,000

$500,000

18

Yes

 

 

Non-Medical Evacuation/$100,000This must include coverage for evacuations due to war, civil unrest, and natural disasters.

$80,000

36

Yes

 

 

Why this works: In this example you will have provided an official policy document (often multi-page), that has your printed name, dates of coverage, types of coverage and amounts, along with the completed proof of insurance form that confirms all the required information. You then sign the form and submit it along with your official policy document. 

Airline Itinerary  
  1. Before the Boren Awards will process your first disbursement, you must send a copy of the receipt of your airline ticket, listing all destinations, airlines and the total cost.  The ticket must be made out in your name, be a round-trip ticket, and be on a U.S. flag airline carrier (see below). Please refrain from scheduling flights from or with layovers in countries with security issues (i.e. Russia, Mexico, Ukraine etc.) or your itinerary may not be approved. If you are unsure about security issues in a layover country, please email our office at boren@iie.org before booking your flight. If you are not using Boren Scholarship funds to pay for your airfare, then you can use any carrier but you still must send proof of a round-trip ticket. Submitting a print out of your itinerary with confirmation numbers included is sufficient if you purchased an e-ticket.

    If you are a yearlong awardee and are unable to purchase tickets as far in advance as your overseas program end date, you will be required to submit proof of a return ticket by your penultimate payment (please see your individualized Disbursement Schedule for more information).  Please contact the IIE office at boren@iie.org or 1-800-618-NSEP for further instructions. 
     

  2. Fly America Act :The Boren Scholar is responsible for making all of his or her travel arrangements in conjunction with the study abroad program provider. The Boren Scholar must comply with the Fly America Act, which requires that all air travel supported by federal government funds be on American Flag Carriers departing from the United States to the foreign destination and returning to the United States, and on all internal foreign flights where such service is available. To comply with this requirement, the Boren Scholar must send a copy of his or her airline ticket or itinerary, documenting the flight, airline carrier, and price, before the first disbursement will be made.

    What this means and why: The Fly America Act is a law that requires, in layman terms, that everyone receiving funding from the U.S. government flies on an American carrier as far as possible to and from their overseas location. There are a variety of ways to purchase a round-trip ticket that are in compliance with this law. Simply put, the Fly America Act permits travel on flights operated by U.S flag carriers AND foreign flag carriers provided the flight shown is a U.S. carrier’s code-share flight number. This can be done via the airlines code-share agreements. A code share flight is a common airline practice where two (or more) airlines share the same flight. You may be able to book this through a third party vendor, but you should carefully check to ensure it satisfies the Fly America Act requirements. Tickets can be validated on a foreign carrier provided the International sector shows a U.S. carrier code-share flight number. 

Example
Acceptable Code Share: United Air flight 1111 (operated by Air China). 
Unacceptable Code Share: Air China flight 1111 (operated by United).

The key distinction is this: in the first case, the flight number is an American carrier. In the second case, it is not. 

Another key point of the law is that it requires government-supported travel to be on American Flag Carriers as far as possible on a typically-traveled route. You can fly to a transfer point, as close to your final destination as possible, on a U.S. carrier and then switch to a foreign airline if, and only if, there is no U.S. carrier option. Use this option with caution as what is an appropriate transfer point can be tricky. In all cases, you should be flying on a U.S. carrier on the flight that takes off and the flight that lands in the U.S. 

Example
Acceptable Travel Itinerary:  
Delta Airlines flight 1111 from New York, U.S.A.  to Tokyo, Japan
Japan Airlines flight 606 from Tokyo, Japan to Ulaanbaatar, Mongolia

Unacceptable Travel Itinerary: 
Japan Airlines flight 8965 from New York, U.S.A to Tokyo, Japan
Japan Airlines flight 606 from Tokyo, Japan to Ulaanbaatar, Mongolia

The key distinction is this:  in the first case you left the U.S. and traveled as far as you could (presumably) using an American Flag Carrier. It is less likely that you would find another U.S. carrier to take you between foreign countries.  In the second case you left U.S. soil using a foreign carrier, which is unacceptable.

Finally, you or your travel agent may have heard of the “Open Skies Agreement” of the Fly America Act. The Boren Awards are not covered under these agreements; therefore, flights booked under “Open Skies” will not be compliant. 
If you would like further advice or pre-approval of your ticket before purchase please contact the IIE staff at boren@iie.org or 1-800-618-NSEP. 

Official Transcript 

An updated official transcript is required of all Boren Scholars before their first disbursement. Only official transcripts will be accepted.  The official transcript must provide grades from the semester prior to the overseas departure, and should be submitted either:

Directly to IIE from the home institution registrar’s office through email or hard copy
or
By the Boren Scholar in hard copy format (only) in unopened, sealed envelopes. 

We will not accept enrollment verification forms or unofficial transcripts. Any open transcripts submitted by Boren Scholars will not be accepted.  All submitted hard copies should be sent to: 

Boren Advising Office
Attn: Chris Trapani
Institute of International Education
809 United Nations Plaza, Suite 800
NY, NY 10017
 

All requirements in parts A, B, & C must be fulfilled before you can receive your first disbursement.

Boren Scholarship In-Program Requirements Checklist

Boren Scholarship Post-Program Requirements Checklist