gms administrative guidelines (february 2010)

GMS ADMINISTRATIVE

GUIDELINES (Formerly the GMS Scholar Handbook)

The 2010 edition of the GMS Administrative Guidelines supersedes previous editions unless otherwise noted. Please discard any prior versions of the GMS Administrative Guidelines.

February 26, 2010

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TABLE OF CONTENTS

THE GATES MILLENNIUM SCHOLARS PROGRAM ...................................................................................1 GMS PARTNERS....................................................................................................................................2

UNCF—THE UNITED NEGRO COLLEGE FUND ..............................................................................2 THE AMERICAN INDIAN GRADUATE CENTER SCHOLARS (AIGCS)...............................................2 ASIAN & PACIFIC ISLANDER AMERICAN SCHOLARSHIP FUND (APIASF) .....................................3 HISPANIC SCHOLARSHIP FUND (HSF) ...........................................................................................3

SCHOLARSHIP ELIGIBILITY, CONDITIONS AND EXPECTATIONS..............................................................4 ACCREDITED INSTITUTION ............................................................................................................4 FEDERAL FINANCIAL AID...............................................................................................................5 FULL-TIME ENROLLMENT .............................................................................................................5 INSTITUTIONAL TRANSFER ............................................................................................................5 GRADE POINT AVERAGE REQUIREMENT .......................................................................................6

SCHOLARSHIP AWARDS INFORMATION .................................................................................................7 OVERVIEW .....................................................................................................................................7 FULL YEAR ACADEMIC AWARDS ..................................................................................................7 AWARD ALLOCATION METHOD......................................................................................................8 SUMMER AWARDS UPDATE! .....................................................................................................12 SUMMER FUNDING ALLOCATION METHOD FOR GRADUATE SCHOLARS UPDATE! ....................13 PARTIAL ACADEMIC YEAR AWARDS...........................................................................................14 INTERSESSION AWARDS ..............................................................................................................15 STUDY ABROAD AWARDS ...........................................................................................................15 CO-OP/INTERNSHIP PROGRAM AWARDS......................................................................................15 REVISED AWARDS.......................................................................................................................16

SCHOLARSHIP CHECKS ........................................................................................................................17 AWARD CHECK DISBURSEMENT PROCEDURES............................................................................17 AWARD CHECK RETURN .............................................................................................................17 OVER-AWARDS AND REFUNDS TO SCHOLARS.............................................................................18 OVER AWARD/REFUNDS TO GMS...............................................................................................18

SCHOLAR RENEWAL CONFIRMATION PROCESS ...................................................................................19 GMS CLASS DESIGNATION ............................................................................................................19 UNDERGRADUATE SCHOLARS .....................................................................................................19 GRADUATE SCHOLARS ................................................................................................................19 REQUIRED SCHOLARSHIP RENEWAL DOCUMENTS UPDATE! .....................................................20

SCHOLAR STATUS DEFINITIONS ..........................................................................................................21 ACTIVE SCHOLARS......................................................................................................................21 DEFERMENT SCHOLARS...............................................................................................................21 ALUMNI SCHOLARS.....................................................................................................................25

GMS ACADEMIC PROGRAM ELIGIBILITY POLICIES .............................................................................26 DEGREE COMPLETION REQUIREMENTS .......................................................................................26 UNDERGRADUATE MAJOR ELIGIBILITY.......................................................................................26 TRANSITIONAL/ACCELERATED PROGRAMS FOR UNDERGRADUATE SCHOLARS ..........................26 GRADUATE PROGRAM OF STUDY ELIGIBILITY UPDATE! ...........................................................27

LEADERSHIP DEVELOPMENT AND SCHOLAR RELATIONS PROGRAM ....................................................33 MAINTAIN HIGH ACADEMIC STANDARDS WITH ACADEMIC EMPOWERMENT SERVICES (ACE)..33 GET INDIVIDUALIZED SUPPORT THROUGH THE GMS MENTORING PROGRAM ............................34

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PREPARE FOR GRADUATE SCHOOL BY ATTENDING A GRADUATE SCHOOL INSTITUTE.................34 ENSURE PROFESSIONAL AND PERSONAL DEVELOPMENT AT THE GMS LEADERSHIP ACADEMIES

....................................................................................................................................................34 LEADERSHIP CONFERENCE AND MENTOR TRAINING...................................................................34 REMAIN ACTIVE IN THE GMS COMMUNITY WITH THE ALUMNI RELATIONS PROGRAM ..............34 HELP OTHERS JOIN THE GMS COMMUNITY, BE A GMS AMBASSADOR......................................35 STAY IN TOUCH WITH OTHER SCHOLARS AND ALUMNI...............................................................35 BE UP-TO-DATE WITH GMS SCHOLAR CONNECTION .................................................................35 LEARN NEW SKILLS AND VIEW SCHOLAR AND ALUMNI STORIES IN THE GMS DIGITAL GALLERY

....................................................................................................................................................35 SCHOLAR AND ALUMNI VIRTUAL COMMUNITY ..................................................................................36

SCHOLAR PROFILE: CHANGE OF LEGAL NAME, SSN, OR DATE OF BIRTH ...................................37 GMS “NETIQUETTE”...................................................................................................................38

GMS GLOSSARY .................................................................................................................................39

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THE GATES MILLENNIUM SCHOLARS PROGRAM

The Gates Millennium Scholars Program (GMS), funded by a grant from the Bill & Melinda Gates Foundation, was established in 1999 to provide outstanding African American, American Indian/Alaska Native, Asian Pacific Islander American, and Hispanic American students with an opportunity to complete an undergraduate college education, in all discipline areas and graduate fellowships for those students pursuing studies in computer science, education, engineering, library science, mathematics, public health or science. The goal of GMS is to promote academic excellence and to provide an opportunity for thousands of outstanding students with significant financial need to reach their full potential. The Bill & Melinda Gates Foundation established the program to encourage and support students to complete college and continue on to earn master’s and doctoral degrees in disciplines in which their ethnic and racial groups are currently underrepresented. The Gates Millennium Scholars award will enable young Americans to attend undergraduate and graduate institutions of their choice. GMS also provides an opportunity for Gates Millennium Scholars to prepare for leadership roles in their professions and in their communities. Academic leadership skills are enhanced through participation in leadership development initiatives. UNCF—the United Negro College Fund—is the administrator of the GMS program. To reach, coordinate and support the constituent groups, UNCF has partnered with the American Indian Graduate Center Scholars, the Asian & Pacific Islander American Scholarship Fund and the Hispanic Scholarship Fund the to assist in implementing the initiative. The GMS Administrative Guidelines contains helpful information you will need as a Gates Millennium Scholar. Inside you will find information on the GMS award allocation process, the annual Renewal process and Scholar designations for which you may be eligible. You will also learn about your funding options as a Scholar, as well as guidelines to which you are expected to adhere upon receipt of your award. GMS reserves the right to change the terms of the scholarship and/or scholarship award in addition to the right to discontinue or rescind the award.

Gates Millennium Scholars Program 8260 Willow Oaks Corporate Drive, Fairfax, VA 22031

Phone: 877-690-GMSP (4677) or 703-205-2080 Fax: 703-205-2079 Scholar Website: www.gmsp.org E-mail: [email protected]

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GMS PARTNERS

As the administrator of the Gates Millennium Scholars Program (GMS), UNCF—the United Negro College Fund—works in partnership with the American Indian Graduate Center, the Asian & Pacific Islander American Scholarship Fund and the Hispanic Scholarship Fund to achieve the goal of promoting academic excellence and providing an opportunity for outstanding students to reach their full potential. UNCF—THE UNITED NEGRO COLLEGE FUND As the Nation’s oldest and most successful minority higher education assistance organization, UNCF’s mission is to provide financial support to its 39 member institutions and increase minority degree attainment by reducing financial barriers to college. UNCF institutions and other historically black colleges and universities are highly effective, awarding 25 percent of African American baccalaureate degrees. UNCF administers more than 300 programs, including scholarship, internship and fellowship programs, mentoring, summer enrichment, and curriculum and faculty development programs. Today, UNCF supports more than 65,000 students at over 900 colleges and universities across the country.

UNCF/GMS 8260 Willow Oaks Corporate Drive Fairfax, VA 22031 Phone: 877-690-GMSP (4677) or 703-205-2080 Fax: 703-205-2079 Scholar Website: www.gmsp.org E-mail: [email protected]

THE AMERICAN INDIAN GRADUATE CENTER SCHOLARS (AIGCS) The American Indian Graduate Center Scholars (AIGCS), a non-profit organization, was established in 1969. Founders Robert L. Bennett (Wisconsin Oneida) and John C. Rainer (Taos Pueblo) created a program to assist American Indian college graduates to continue their education at the master’s, doctoral and professional degree level. American Indians/Alaska Natives continue to be the least represented of all minority groups in the country in fields requiring advanced degrees. AIGC was founded to help open the doors to graduate education for American Indians and to help tribes obtain the educated Indian professionals they need to become more self-sufficient and to exercise their rights to self-determination.

AIGCS/GMS 4520 Montgomery Blvd. NE Suite 1B

Albuquerque, NM 87109-1291 Phone: 866-884-7007 or 505-884-7007

Fax: 505-884-8683 Website: www.aigcs.org

E-mail: [email protected]

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ASIAN & PACIFIC ISLANDER AMERICAN SCHOLARSHIP FUND (APIASF) Based in Washington, D.C., the Asian & Pacific Islander American Scholarship Fund (APIASF) is the nation’s largest non-profit organization devoted solely to providing scholarships for Asian and Pacific Islander Americans (APIA). Since 2003, APIASF has provided a critical bridge to higher education for APIA students across the country by awarding more than $2.4 million in scholarships to over 1,000 students. APIASF manages two scholarship programs: APIASF’s general scholarship and the Gates Millennium Scholars/Asian Pacific Islander Americans funded by a grant from the Bill & Melinda Gates Foundation. Our vision is to see that all Asian and Pacific Islander Americans have access to higher education and resources that cultivate their academic, personal and professional success regardless of their ethnicity, national origin or financial means. Our mission is to make a difference in the lives of APIA students by providing them with resources that increase their access to higher education which serves as the foundation for their future success and contributions to a stronger America.

APIASF/GMS 1900 L Street, NW, Suite 210 Washington, DC 20036 Phone: 866-274-4677 or 202-530-8894 Fax: 202-530-0643 Website: www.apiasf.org/scholarship_gms.html E-mail: [email protected]

HISPANIC SCHOLARSHIP FUND (HSF)

The Hispanic Scholarship Fund (HSF) is the largest Hispanic scholarship-granting organization in the nation. HSF provides financial assistance to outstanding Hispanic students in higher education throughout the United States and Puerto Rico. The students represent every region in the country, and attend hundreds of institutions of higher education throughout America. During its 34-year existence, HSF has awarded more than 90,000 scholarships totaling nearly $270 million to aspiring Latino students across the nation.

HSF/GMS 55 Second Street, Suite 1500 San Francisco, CA 94105 Phone: 877-690-GMSP (4677) or 415-808-2410 Fax: 415-808-2411 Website: www.hsf.net E-mail: [email protected]

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SCHOLARSHIP ELIGIBILITY, CONDITIONS AND EXPECTATIONS

GMS EXPECTATIONS OF SCHOLAR CONDUCT Scholars are required to comply with these GMS Administrative Guidelines and those within other GMS publications, and are expected to interact with honesty and integrity in all aspects of their relationship with the GMS program and their institutions. Furnishing false or misleading information to the GMS program, to any GMS program staff member, and to members of their institution’s staff or faculty, including but not limited to, forging documents or other data, or omitting facts which are material to the purpose for which the information is submitted, may result in loss of scholarship eligibility. Scholars are also expected to take personal responsibility for conducting themselves in ways that support the pursuit and accomplishment of the GMS mission. Violating any criminal law and/or the rules, regulations and policies mandated by their institution are inconsistent with the GMS program’s expectations of a Scholar’s behavior and may result in sanctions, including loss of scholarship eligibility. ACCREDITED INSTITUTION GMS defines U.S. accredited institutions as those schools that are recognized by the U.S. Secretary of Education or the Council for Higher Education (CHEA). In addition, GMS funding is available only to Scholars who attend U.S. accredited institutions that are accredited by one of the following seven agencies:

1. Commission on Higher Education Middle States Association of Colleges and Schools, M 2. New England Association of Schools and Colleges - Commission on Institutions of Higher

Education, EH – Commission on Technical and Career Institutions, EV 3. The Higher Learning Commission North Central Association of Colleges and Schools,

NH 4. Northwest Commission on Colleges and Universities, NW 5. Commission on Colleges Southern Association of Colleges and Schools, SC 6. Accrediting Commission for Senior Colleges and Universities Western Association of

Schools and Colleges, SC 7. Accrediting Commission for Community and Junior Colleges Western Association of

Schools and Colleges, WJ

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FEDERAL FINANCIAL AID All Gates Millennium Scholars must file the Free Application for Federal Student Aid (FAFSA) each academic year. Upon completion of the FAFSA, the institution’s financial aid office must deem a Scholar eligible for federal financial aid in order for him/her to receive GMS funding. Scholars who choose to attend an institution that does not participate in federal financial aid programs will not be eligible to receive GMS funding. All Scholars are urged to file their FAFSA by March 1 of each academic year. Please visit http://www.fafsa.ed.gov for more information about filing FAFSA and instructions.

! Freshman Candidates must be eligible to receive the Federal Pell Grant in order to qualify for selection as a Gates Millennium Scholar. Although receiving the Federal Pell Grant is not a requirement to renew the GMS Scholarship, all Scholars must file for FAFSA each academic year.

FULL-TIME ENROLLMENT To remain eligible to renew the GMS scholarship, Scholars are expected to maintain full-time enrollment at a U.S. accredited institution, unless they are assuming part-time status during the semester/term they will graduate. Scholars must also submit all required documents during the Scholar renewal confirmation period. GMS will assign each Scholar the appropriate GMS status designation upon review of the documents submitted during the scholarship Renewal Process. If a Scholar’s course load is reduced below full-time enrollment status or if the Scholar withdraws from school, he/she should contact his/her GMS administrative office immediately.

! Changes in enrollment status from full-time to part-time during the academic year may delay future award disbursements.

! A Scholar will be eligible for a deferment only if he/she is able to return the entire award amount to the appropriate GMS administrative office.

POLICY VIOLATIONS

1. Any Scholar whose enrollment is repeatedly less than full-time without requesting and receiving a deferment from the GMS program will become ineligible for GMS funding.

2. Any Scholar that withdraws from school twice without requesting and receiving a deferment from the GMS program may become ineligible for GMS funding.

INSTITUTIONAL TRANSFER GMS defines an Institutional Transfer as a change of institution either during a new academic year or within the same academic year. Transfers do not include a change of institutions after completing one degree program and then starting a new degree program. In addition, when a Scholar transfers between a semester-based and quarter-based institution, GMS will count his/her GMS funding term limit and any used deferment terms according to the number of terms followed at the transfer institution. Scholars planning to transfer must abide by the terms of the transfer institution, and must submit all required GMS documentation in order to receive funding consideration.

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GRADE POINT AVERAGE REQUIREMENT In order to be eligible for renewal of GMS funding, Gates Millennium Scholars must be in satisfactory standing as their institution defines that term. GPAs are reviewed each year during the awarding process. Since the 2006–2007 GMS Renewal period, Scholars are permitted to fax, e-mail or mail their academic transcripts to the appropriate GMS administrative office. To be eligible to renew the GMS scholarship during the confirmation process, the Scholar’s academic transcript must include grades through the spring term (excluding spring deferments and fall or winter graduates), and must include the Scholar’s pre-printed name. Scholars with cumulative GPAs below 3.0 will be identified and encouraged to seek support and assistance from GMS Academic Empowerment Services (ACE) and campus resources. Freshman Scholars who self-report academic difficulty prior to the submission of their first term transcript will also receive academic support.

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SCHOLARSHIP AWARDS INFORMATION

OVERVIEW The GMS scholarship is what is known as a “last-dollar” award, which means that it is designed to replace a Scholar’s “unmet need.” GMS will review how much it will cost to attend the institution of the Scholar’s choice (the cost of attendance or COA) for the academic year. GMS will then take note of how much money the Scholar and/or his or her family is expected to contribute toward schooling expenses for the academic year (also known as family contribution or FC). NOTE: A Scholar’s FC is determined, in part, by the information provided on the FAFSA form by a Scholar’s parent(s) and the Scholar. It is important to be aware that GMS scholarship awards do not replace FC or loans that replace the FC. NOTE: Some schools use formulas that expect family contributions that differ from the amount on the Student Aid Report; this will affect the GMS award amount. If there is a discrepancy between the FC on a Scholar’s Student Aid Report and what the college expects from his/her family, the Scholar is encouraged to talk with his/her institution’s financial aid counselor. Families may have to borrow from other sources to pay their FC. GMS scholarship awards are allocated at the beginning of each academic year during the Freshmen Confirmation and Renewal Process. GMS awards are not fixed dollar amounts; rather, they are determined using information reported on a Scholar’s institutionally determined financial aid award letter and GMS Information Sheet. FULL YEAR ACADEMIC AWARDS Gates Millennium Scholars are granted a full academic year award based on the information provided on their institutionally determined financial aid award letter and the corresponding GMS Information Sheet. The total academic year award is divided by the number of academic terms, limited to two or three, depending on the Scholar’s institutional requirements. Awards are disbursed each semester/quarter that a Scholar is enrolled in an accredited institution. In order for the GMS staff to determine a scholarship award that is a true estimate of a Scholar’s individual educational expenses, the financial aid award letter should always be accompanied by the GMS Information Sheet. NOTE: GMS awards must be applied to a Scholar’s fall, winter and/or spring educational expenses as reflected on the financial aid award letter (i.e., tuition, fees, room and board, books and/or living expenses).

! GMS scholarship awards DO NOT REPLACE family contributions (FC) or institution/university loans.

! GMS Scholarships are not intended to replace non-loan or non-work study awards in the student’s financial aid package, including institutional funds or state grants.

! Effective April 2009, GMS will not provide funding for computer-related expenses (e.g., notebooks, desktops, handhelds, hardware, software, printers). Computer-related expenses will be subtracted prior to award determination.

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AWARD ALLOCATION METHOD GMS determines unmet need by taking a Gates Millennium Scholar’s Cost of Attendance1 and then subtracting the Family Contribution as reported on the financial aid award letter and GMS Information Sheet. The difference between these two figures is the remaining amount of money (also known as financial need) that is needed to pay for a Gates Scholar’s educational expenses. EXAMPLE 1: GMS AWARD DETERMINATION TUITION $10,202 HOUSING $7,062 PERSONAL/MISCELLANEOUS $ 2,000 BOOKS AND SUPPLIES $ 976 TRANSPORTATION + $ 124 COST OF ATTENDANCE = $20,364 ESTIMATE OF RESOURCES: PARENT CONTRIBUTION $ 3,897 STUDENT CONTRIBUTION + $ 39 FAMILY CONTRIBUTION = $ 3,936 COST OF ATTENDANCE $20,364 FAMILY CONTRIBUTION - $ 3,936 FINANCIAL NEED = $16,428

Based on the information from the completed FAFSA, the institution’s financial aid office will prepare a financial aid award letter, which may combine various types of financial aid (e.g., federal, institutional, state and/or private sources of aid, including grants, loans and work programs). GMS will look at the financial aid award letter to find out more about the type of aid the Scholar was offered to cover the educational expenses for the current academic year (i.e., not to include the summer term).

EXAMPLE 1 CONTINUED: AID OFFERED: FEDERAL PELL GRANT $1,000INSTITUTIONAL SCHOLARSHIP $6,000PRIVATE SCHOLARSHIP $3,000*STAFFORD LOAN $3,000*FEDERAL WORK STUDY + $2,000TOTAL AID OFFERED = $15,000 FINANCIAL NEED $16,428TOTAL AID OFFERED - $15,000UNMET NEED = $ 1,428

UNMET NEED $1,428 SELF-HELP AID + $5,000 GMS AWARD TOTAL = $6,428 1 Computer costs are not included among items covered in the cost of attendance.

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UNMET NEED + SELF-HELP AID = GMS AWARD TOTAL The GMS staff cannot advise Scholars on whether or not to decline the educational loans or self-help aid listed on the financial aid award letter. Scholars should submit their financial aid award letter and the accompanying GMS Information Sheet to his/her GMS administrative office as soon as they become available; even if there are loans listed on the award letter that he/she plans to decline. Scholars will not be penalized by GMS for having educational loans listed on their financial aid award letter. Scholars should discuss with their institutions’ financial aid counselors the calculations used to determine the Family Contribution, the elements that make up the Cost of Attendance,2 and the potential ramifications of accepting student loans. Financial need is the difference between a Scholar’s Cost of Attendance and Family Contribution. A Scholar’s financial aid office will address his or her financial need by preparing an award letter that aims to provide him/her enough total financial aid to cover financial need. The financial aid package can be any combination of gift aid (e.g., grants, scholarships or waivers) and self-help aid (e.g., educational loans or campus employment). When Scholars do not receive enough aid to satisfy the difference between the Cost of Attendance and Family Contribution, what is left over is unmet financial need or unmet need. Fortunately, the GMS award is designed to pay any unmet need. Unmet need is the outstanding balance of a Scholar’s Cost of Attendance that is not funded through other sources (e.g., grants, scholarship aid) and does not represent the educational expenses the Scholar’s family is expected to cover (e.g., books, transportation, personal costs). GMS awards do not cover the Family Contribution or any portion of an educational loan (e.g., PLUS, unsubsidized Stafford or Direct loan, health professional loan, state loan, institutional loan or private loan) that covers a Scholar’s calculated Family Contribution. Although GMS generally allocates for loan (self-help) amounts, GMS will not allocate for any portion of a loan that replaces Family Contribution. GRADUATE FELLOWSHIP: Effective fall 2007, any Scholar entering an eligible GMS designated master’s or doctoral graduate program (including Teacher Certificate and the Ed.S. program), regardless of his or her GMS Class, will be considered for a graduate fellowship award. The graduate fellowship amounts for the 2009 - 2010 academic year are not to exceed $32,982 for private institutions or $22,604 for public institutions. Graduate Scholars who did not take a deferment during 2006-2007 but transitioned from one education level to another within the same degree program (e.g., Master’s I to Master’s II or Ph.D. I to Ph.D. II), will not be subject to the capped graduate fellowship amount.

2 Computer costs are not included among items covered in the cost of attendance.

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EXAMPLE 2: GMS GRADUATE ALLOCATION METHOD USING THE CAPPED AMOUNT Public Institution 1. Aid Offered: Stafford Loan = $18,000 Unmet Need = $18,000 GMS Fellowship Award = $36,000 $22,604* *GMS Fellowship maximum for Public Institutions = up to $22,604 2. Aid Offered: Stafford Loan = $20,000 Unmet Need = $ 3,000 GMS Fellowship Award = $23,000 $22,604* * GMS Fellowship maximum for Public Institutions = up to $22,604 3. Aid Offered: Stafford Loan = $ 8,000 Unmet Need = $ 2,000 GMS Fellowship Award = $10,000 Private Institution 1. Aid Offered: Stafford Loan = $18,000 Unmet Need = $20,000 GMS Fellowship Award = $38,000 $32,982* *GMS Fellowship maximum for Private Institutions = up to $32,982 2. Aid Offered: Stafford Loan = $35,000 Unmet Need = $10,000 GMS Fellowship Award = $45,000 $32,982* *GMS Fellowship maximum for Private Institutions = up to $32,982 3. Aid Offered: Stafford Loan = $18,000 Unmet Need = $11,000 GMS Fellowship Award = $29,000

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EXAMPLE 3: GMS AWARD DETERMINATION Step 1:Determining Need Step 3: Calculating Unmet Need

Estimate of Costs: Financial Need $46,510 Tuition & Fees $35,860 Total Aid Offered $48,700

Housing Allowance $ 5,150 Unmet Need = $0Board Allowance $ 4,630 Personal Costs + $ 3,060 Step 4: Accounting for Self-Help Aid

Cost of Attendance = $48,700 * Federal Work Study $1,800 * Federal Perkins Loan $2,300

Estimate of Resources: * Federal Stafford Loan + $2,600

Parental Contribution $ 290 Total Self-Help Aid = $6,700Student Contribution + $1,900

Family Contribution = $2,190 Step 5: Determining Award Unmet Need $ 0

Cost of Attendance $48,700 Self-Help Aid + $6,700

Family Contribution - $ 2,190 GMS Award Total = $6,700

Financial Need = $46,510

Step 2: Examining Types of Aid Offered University Scholarship $36,850 Federal Pell Grant $ 2,960 *Federal Work Study $ 1,800 * Federal Perkins Loan $ 2,300 * Federal Stafford Loan $ 2,600 * Plus Loan + $ 2,190

Total Financial Aid = $48,700

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SUMMER AWARDS UPDATE! GMS summer funding is available for Gates Scholars in limited circumstances. The GMS summer funding request period and awarding process takes place from mid-April to mid-June. Visit the Forms section of the Scholar Website at www.gmsp.org as well as on the Scholar Connection (http://www.gmsconnection.org) for specific dates and deadlines and to access the GMS Summer Packet. Note: You must be eligible for summer federal financial aid in order to be considered for summer funding. Please also note the following: GMS will consider funding one award request per summer. GMS will not fund summer study abroad. Summer requests submitted after the deadline will not be considered. Revised summer award requests will not be considered. ELIGIBILITY FOR UNDERGRADUATE SCHOLARS If you fall into ONE of the two categories listed below you may be eligible for GMS summer funding:

1. Degree program will be completed with a degree conferred at the end of the summer term 2. Institution or degree program requires summer enrollment for all undergraduate students

ELIGIBILITY FOR GRADUATE SCHOLARS You must meet ALL of the following criteria in order to be considered for summer funding:

1. Active GMS status during the preceding academic year (09-10)

EXCEPTION: If a Scholar is returning from deferment and must take required courses during the summer (i.e., the degree related courses are not offered during any term of the Scholar’s remaining eligibility) he/she must submit supporting documentation that explicitly states the availability of the courses. Additionally, the Scholar must also submit a written statement that acknowledges the fact that there will be a reduction of his/her GMS award during the subsequent academic year.

2. Courses taken in the summer are requirements of the degree program 3. Summer courses are in the same degree program that was pursued in the preceding academic

year (i.e., not enrolling into a new program). 4. GMS capped amount was not depleted during the preceding academic year (09-10)

Beginning Academic Year 2009-2010, the capped graduate fellowship allowance will serve as the maximum allowance for an entire twelve-month period. Graduate Scholars who exhaust the maximum capped amount during the academic year or preceding term of enrollment will not be eligible for summer funding.

COMPLETE SUMMER REQUEST PACKETS INCLUDE:

1. GMS Summer Funding Request Form 2. Official Summer Financial Aid Award Letter 3. GMS Summer Financial Aid Information Sheet 4. GMS Summer Enrollment Verification Sheet

The required documents for summer funding must be submitted at least one week prior to the first day of summer classes and no later than the deadline of June 18, 2010.

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Note: Graduate Scholars who first entered a doctoral degree program during the 2006-2007 academic year are not eligible to receive GMS summer funding during 2010 or 2011. SUMMER FUNDING ALLOCATION METHOD FOR GRADUATE SCHOLARS UPDATE! Effective Summer 2010, graduate Scholars seeking summer term funding will be expected to utilize their capped fellowship allowance to cover cost of attendance3 expenses during the full twelve-month academic period (i.e., fall, winter, spring and summer). Therefore, GMS summer term funding is available only to graduate Scholars who have not exhausted their capped fellowship allowance during the prior nine-month academic year. If a graduate Scholar depletes his/her capped graduate fellowship allowance during the nine-month academic year, then he/she will not be eligible for summer funding during the summer term that follows that nine-month academic year. Graduate Scholars who have not exhausted their capped fellowship allowance during the prior academic year and meet all other summer eligibility requirements may be considered for funding (up to the unused amount) for summer study. Refer to the following examples of graduate fellowship maximums that will be in effect beginning Fall 2009: Example 1: (for the purposes of this example, assume the capped amount is $30,000) Scholar is only eligible to request funding up to the unused amount for the summer study.

Education Level

Fall GMS Award Spring GMS Award Summer GMS Award

Master’s year 1

$12000 $12000 $6000

Master’s year 2

$15000 $15000 $0

Example 2: (for the purposes of this example, assume the capped amount is $30,000) Scholar begins a master’s program, but is not eligible for GMS funding because he/she did not receive funding at master’s level during preceding academic year.

Education Level

Fall GMS

Award

Spring GMS Award

Summer GMS Award

Senior (undergrad)

$7200 $7200

(degree earned) Scholar begins masters program; $0

Master’s year 1

$14000 $14000 $2000

Master’s year 2

$12000 $12000 $6000


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Example 3 : (for the purposes of this example, assume the capped amount is $30,000) If a Scholar enrolls in a graduate program one semester of the academic year then the subsequesnt summer award cannot exceed the balance of the capped amount of the previous semester.

Education Level

Fall GMS Award Spring GMS Award Summer GMS Award

Year 1

Fall 09 = GMS Undergrad Funding = $7200 (degree earned)

Spring 10 = GMS Teacher Certificate Funding = $10000

Summer GMS Teacher Certificate Award = $5000

Year 2

Fall 10 = GMS Teacher Certificate Funding = $15000

! Unused GMS Funding Does Not Carry Over to Future Years PARTIAL ACADEMIC YEAR AWARDS When a Scholar plans to graduate early or wishes to utilize GMS deferment for only a portion of the academic year (i.e., only one semester or only a portion of the trimester/quarter schedule), then the GMS award amount will be proportional to the number of academic terms the Scholar is enrolled at the institution. Accordingly, Scholars must obtain a financial aid award letter and GMS Information Sheet to reflect a Cost of Attendance that corresponds to the number of terms he/she will enroll for the nine-month academic year. Scholars must maintain full-time enrollment during each academic term he/she receives GMS funding unless he/she will earn a degree at the end of the academic term. Scholarship awards will be determined based on information provided in the Scholar’s financial aid award letter and reported on the GMS Information Sheet. Awards for Scholars that will attend an institution for less than the full academic year will be disbursed at the start of each term the Scholar is enrolled. RE-ALLOCATED AWARDS Gates Millennium Scholars are granted an award for the academic year based on the financial aid award letter and the corresponding GMS Information Sheet. If a Scholar’s financial aid award letter and corresponding GMS Information Sheet demonstrate no unmet financial need or replaceable loans,4 the Scholar will be assigned an Active GMS status with a zero dollar award for the academic year. However, if a Scholar’s financial aid package changes so that he/she is left with unmet need, the Scholar may be eligible for a re-allocated GMS award. GMS will need updated copies of the Scholar’s financial aid award letter and GMS Information Sheet to make an official determination of the re-allocated GMS award amount. All requests for re-allocations must be made by March 1, 2010. 4 GMS scholarship awards DO NOT REPLACE institution/university loans OR loans that replace the Family Contribution.

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INTERSESSION AWARDS GMS defines intersession courses as sessions (i.e., “January” term or “Winter” intersession) that occur between the “regular” semester/quarter terms. GMS does not approve funding for “mini-term” courses conducted during the month of May. Scholars interested in taking intersession courses should consult with their financial aid representative to make sure that these costs are included in their current academic year cost of attendance. Likewise, intersession costs should be reflected in the Scholar’s financial aid award letter and corresponding GMS Information Sheet. STUDY ABROAD AWARDS GMS scholarship awards may be applied toward study abroad or exchange program costs. However, GMS will fund only study abroad or exchange programs that are sponsored by the Scholar’s college or university. In addition, a Scholar must be eligible to receive federal financial aid through his/her college or university, and all study abroad expenses must be incorporated into the Scholar’s cost of attendance. Scholars should be mindful that GMS does not fund study abroad or exchange programs during the summer term. CO-OP/INTERNSHIP PROGRAM AWARDS Gates Millennium Scholars may be considered for GMS funding for the term they are participating in a co-op/internship program that is managed by their attended colleges or universities. Scholars must be eligible to receive federal financial aid through their colleges or universities and all co-op/internship program expenses must be incorporated into the Scholar’s cost of attendance. GMS does not fund co-op/internship programs during the summer semester/quarter.

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REVISED AWARDS A one-time5 revised award allocation may be considered for each academic year per a Scholar’s request. Revisions are based on the information reflected in a revised financial aid award letter provided by the Scholar’s financial aid office.

1. All Scholars should contact their Office of Financial Aid for institutional policies. 2. GMS will not provide revised awards to offset the expected family contribution or expected

summer earnings. 3. Scholars must submit a written request explaining the reason for their request of a revised

award along with the contact information of the financial aid office representative. 4. The GMS Revised Award Form will be e-mailed or faxed to the financial aid representative

directly. 5. Financial aid counselors will be asked to submit the revised financial aid award letter and

the GMS Revised Award Form. 6. GMS will only consider revision requests only for education-related expenses, such as

tuition, educational fees, room and board, books and/or supplies.6 Revised awards can result in an increase, decrease, or no change in the award. Revision requests for increased awards must be restricted to adjustments in tuition, educational fees, room and board, books, or supplies. THE FIRM DEADLINE TO SUBMIT A REVISED AWARD REQUEST IS NO LATER THAN MARCH 1, 2010. There are no exceptions to the deadline. GMS reserves the right to deny any requests for a revised award increase.

5 If there is an emergency, please contact your GMS administrative office immediately. 6 Effective April 2009, GMS awards will not provide funding for computer-related costs (e.g., notebooks, desktops, handhelds, hardware, software, printers). COA budgets that include computer-related costs will be recalculated prior to GMS award determination.

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SCHOLARSHIP CHECKS

Gates Millennium Scholars are expected to abide by the following scholarship award procedures: AWARD CHECK DISBURSEMENT PROCEDURES GMS award checks are disbursed at the beginning of each semester/quarter of the academic year.

! GMS award checks will be made payable to the institution and they will be mailed directly to the Scholars’ institution.

! Scholars are advised to log on the Scholar Website at www.gmsp.org to access the My Profile icon and My Status links to view their current academic year awards and check status information.

! Scholars are advised to confirm their award amount with their institutions’ financial aid office representatives.

AWARD CHECK RETURN If a Scholar does not maintain full-time enrollment status and/or will no longer satisfy the eligibility criteria for the scholarship award, institutions must return the GMS award to the appropriate GMS office.

1. A Scholar, who withdraws from his/her institution prior to the start of the academic term but

after a scholarship check has been disbursed, must notify GMS of their change in enrollment status. Institutions must return the GMS scholarship check to the appropriate GMS administrative office.

2. A Scholar, who graduates earlier than anticipated (e.g., during the middle of the academic

year) must notify GMS of the change in enrollment status. The institution must return the already disbursed GMS scholarship funding to the appropriate GMS administrative office.

3. A Scholar, who changes institutions between academic terms must notify GMS prior to

enrollment in their new institution and must submit a copy of the new institution’s admissions and financial aid letters to the appropriate GMS administrative office for a re-allocation of funds to the new institution. The former institution must return already disbursed scholarship funds to the appropriate GMS administrative office.

! Scholars are expected to comply with these GMS Administrative Guidelines and those within any other GMS publications, in addition to the rules, regulations and policies mandated by their institutions. Failure to do so may result in sanctions, including loss of scholarship eligibility.

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OVER-AWARDS AND REFUNDS TO SCHOLARS If a Scholar's total financial aid package plus GMS funding do not exceed the total cost of attendance, the remaining GMS funds will be handled in accordance with the receiving institution's “student refund policy,” once the Scholar's direct educational costs (tuition, fees, on-campus housing, meal plan, etc.) are paid.

! A Scholar’s cost of attendance7 must only include expenses and fees in accordance with federal and institutional guidelines and regulations. For instance, costs will include tuition, educational fees, room and board, meals, books, supplies and transportation directly related to education.

OVER AWARD/REFUNDS TO GMS Award funding should be returned to the GMS Program in the following situations:

1. If a Scholar’s academic status changes from full-time to part-time, he/she must contact the appropriate GMS administrative office and the Institution must return the GMS check to the appropriate GMS administrative office.

2. If a Scholar withdraws from his/her institution after a check has been disbursed prior to

the start of the academic term, he/she should notify GMS of the change in enrollment status and the institution must return the GMS check to the appropriate GMS administrative office.

3. If a Scholar graduates earlier than the anticipated graduation date, he/she should notify

GMS of the change in the enrollment status and the institution must return the GMS check to the appropriate GMS administrative office.

4. If a Scholar transfers in the middle of the academic year, he/she should notify GMS of

the change in institution and the previous institution must return the GMS check to the appropriate GMS administrative office.

5. If a Scholar’s total financial aid package and GMS funding exceeds the cost of

attendance, the institution should return excess GMS funding to the appropriate GMS administrative office. In the event of an over-award, GMS reserves the right to reduce a Scholar’s subsequent funding.


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SCHOLAR RENEWAL CONFIRMATION PROCESS

GMS CLASS DESIGNATION Scholars will be assigned a GMS Class designation based on the year they are confirmed as Gates Millennium Scholars. After the Inaugural Class, all Scholars are designated by the year they were chosen as Scholars: Became a Scholar in year 2000 – GMS Inaugural Class

year 2001 – GMS Class 2001 (01) year 2002 – GMS Class 2002 (02) year 2003 – GMS Class 2003 (03) year 2004 – GMS Class 2004 (04) year 2005 – GMS Class 2005 (05) year 2006 – GMS Class 2006 (06) year 2007 – GMS Class 2007 (07) year 2008 – GMS Class 2008 (08) year 2009 – GMS Class 2009 (09)

Gates Millennium Scholars with “Active” or “Deferment” status will be reviewed and confirmed by GMS staff each academic year during the Renewal Confirmation Process to assess their eligibility for GMS funding. The Renewal Process occurs from May through July of each academic year. All Gates Millennium Scholars must complete the Free Application for Federal Student Aid (FAFSA) each academic year and be deemed eligible to receive financial aid by their institutions’ financial aid office in order to be confirmed to receive GMS funding. We encourage all Scholars to complete the FAFSA by March 1 of each academic year. Please visit http://www.fafsa.ed.gov.

! Renewal Scholars do not have to be eligible to receive the Federal Pell Grant. UNDERGRADUATE SCHOLARS To be eligible for a renewal of the GMS scholarship, an undergraduate Scholar is expected to maintain full-time enrollment status at a U.S. accredited college or university and demonstrate that he/she is in good academic standing as defined by his/her institution. Undergraduate Scholars are not restricted in terms of programs of study. Scholars in the final term of enrollment prior to receiving a degree may receive GMS funding even if they are registered part-time. GRADUATE SCHOLARS To be eligible for a renewal of the GMS scholarship, a graduate Scholar is expected to maintain full-time enrollment status at a U.S. accredited college or university and demonstrate that he/she is in good academic standing as defined by his/her institution. In order to receive GMS funding at the graduate-level, Gates Graduate Scholars must enroll in an eligible program of study. (For complete descriptions of graduate program eligibility requirements, refer to the GMS Academic Program Eligibility Policies on pages 25 – 31.)

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Graduate Scholars must be enrolled as a degree-seeking student in one of the following areas of study designated by GMS: 1. Computer Science 2. Education 3. Engineering 4. Library and Information Science 5. Mathematics 6. Public Health 7. Science (includes Biological/Life Sciences and Physical Sciences) REQUIRED SCHOLARSHIP RENEWAL DOCUMENTS UPDATE! The Renewal Packet and Deferment Packet for the upcoming academic year will be posted on the GMS Scholar Website at www.gmsp.org toward the end of each spring. The Renewal Process requires submission of the following documents by the designated deadline:

1. GMS Renewal Form or GMS Deferment Form a. GMS Renewal Forms/Deferment Forms from prior years are not acceptable for the

current Renewal process. b. The Scholar’s signature is required to process a renewal confirmation (whether

requesting Active or Deferment status). 2. GMS Information Sheet (required for Active status only)

a. This document must be signed/stamped by the Scholar’s financial aid office. b. GMS Information Sheets from prior years will not be accepted for the current award

allocation process. c. Sums/calculations must be consistent with the financial aid award letter.

3. Academic Transcript a. This document must include the spring term final grades (except for Scholars with

spring deferments and fall/winter term graduates). b. Should include cumulative grade point average and hours earned. c. Internet or web-based academic transcripts which display the Scholar’s pre-

printed name and/or social security number on the document are acceptable. 4. Official Financial Aid Award Letter (required for Active status only)

a. Estimated financial aid award letters b. Internet or web-based financial aid award letters which display the Scholar’s pre-

printed name and/or social security number on the form c. Financial aid screen prints or award allocation worksheets which display the

Scholar’s pre-printed name and/or social security number on the document. 5. Admissions Letter (if entering a new institution) 6. Program Acceptance Letter (if entering an eligible GMS graduate program) 7. Graduate Program Inquiry (GPI) request (see pgs. 27-32)

! If GMS deferment time and funding eligibility are exhausted, AND if the Scholar will not enter a graduate program eligible for GMS funding, then the Scholar should download the Alumni Status Packet from the Scholar Website and submit a completed Alumni Status Form and final academic transcript to the appropriate GMS administrative office.

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SCHOLAR STATUS DEFINITIONS

Each academic year during the Renewal Confirmation Process, Gates Millennium Scholars’ files will be reviewed and assigned a GMS program status. GMS will assign Scholars one of three status designations based on the information provided during the confirmation process. The status designation will determine a Scholar’s eligibility to receive GMS funds. Scholars should pay close attention to each status definition and the procedures associated with them, as this information will be helpful in successfully navigating the GMS process. ACTIVE SCHOLARS Eligible for GMS funding: Active Scholars are enrolled full-time in a U.S. accredited institution and submit all the required documents during the Freshmen or Renewal Confirmation Process. DEFERMENT SCHOLARS Scholars may be approved for up to one year’s time to postpone their GMS award. Please note the maximum duration of total deferment time available for each Deferment type. Deferment Scholars do not receive GMS funding. GMS reserves the right to approve or decline the deferral requests. GMS recognizes that circumstances may prevent a Scholar from attending school full-time for a short period. Therefore, GMS offers deferment statuses that allow Scholars to postpone disbursement of their scholarship awards.8 There are nine different types of deferment which fall into three categories: Circumstantial, Discretionary and Graduate. 1. Circumstantial (Medical, Service) 2. Discretionary (Academic, Personal Hardship, Transitional) 3. Graduate (Teaching, Master’s, M.D., Doctoral)

Circumstantial Deferments A Circumstantial Deferment is categorized as either Medical or Service.

Deferment Type

Purpose Examples Maximum Duration Documents Needed

Medical

To accommodate a medical condition that impedes the ability to maintain full-time status or complete coursework.

Medical illness or condition

Pregnancy

N/A

GMS Deferment Request Form

Medical or health support services documentation

Service To accommodate time needed to fulfill community or military service.

Religious missionary service

Peace Corps or AmeriCorps program

U.S. military service

Up to two years


Letter of support from service organization

8 GMS reserves the right to change the terms of the scholarship and /or scholarship awards, in addition to the right to discontinue or rescind the GMS award.

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Discretionary Deferments The combined maximum duration of a Scholar’s Discretionary Deferments is one year.

Deferment Type

Purpose Examples Maximum Duration Documents Needed

Academic

To accommodate a change in enrollment status, or academic difficulty, or if Scholar has exhausted the GMS funding term limit at the undergraduate education level.

Part-time enrollment

Academic suspension

Withdrawal from institution

Up to one year


Personal Hardship

To accommodate a temporary crisis in the Scholar’s personal life.

Family obligations

Personal decision Up to one

year GMS Deferment

Request Form

Transitional

To accommodate a need for time upon graduation from an associate, bachelor’s or master’s degree program.

Gain work experience

Academic Preparation (i.e., post-baccalaureate studies)

Up to one year


Transcript reflecting date of graduation

Graduate Deferments In acknowledgement of the rigor of graduate studies, GMS understands that deferment time may be needed in order to fulfill degree requirements. Therefore, Graduate Deferments are available to Scholars to help facilitate the completion of their degree programs.

Deferment Type

Purpose Example(s) Maximum Duration

Documents Needed

Teaching

To accommodate requirements to teach in order to obtain teaching certification or to pursue a master’s or doctoral degree.

Gain teaching experience

Up to three years


Letter of verification from a school administrator where the Scholar is employed or will complete full-time teaching.

Master’s

To accommodate need for additional time to complete a master’s degree program beyond the two-year GMS funding limit.

Exhausted master’s level funding from GMS

Up to one year


Enrollment Verification from the Registrar’s Office

M.D.

To accommodate required semester, quarter or year-long M.D. coursework as part of an M.D./Ph.D. or M.D./M.P.H. program.

Required to take M.D. courses as part of an M.D./Ph.D. or M.D./M.P.H. program

Up to four years


Letter of verification from the Dean (outlining program timelines)

Doctoral

To accommodate receipt of external or institutional gift aid during a doctoral program, in order to preserve GMS funding for dissertation period.

Scholar enrolled in doctoral program and wants to preserve GMS funding for dissertation

Up to three years


Departmental confirmation of full funding

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DEFERMENT SCHOLAR GUIDELINES: 1. Scholars may request a GMS deferment for current or future term(s). 2. Deferment requests will be considered only upon receipt of the completed GMS Deferment

Request Form (or a letter containing all pertinent information) along with any necessary documentation.

3. There is a maximum duration of total deferment time available for each Deferment type.

Regardless of type, deferment requests will only be considered for a period of up to one year per request. A Scholar who wishes to defer for two consecutive years must submit one request for each year.

4. The combined maximum duration of a Scholar’s Discretionary Deferments (Academic,

Personal Hardship and Transitional), whether taken separately or in some combination, can be no more than one year.

EXAMPLE: A Scholar who was approved for one semester of Personal Hardship Deferment will have only one semester available for a period of Transitional Deferment.

5. Graduate Deferments, as applicable, may be requested; a previously applied Discretionary

Deferment does not affect Graduate Deferments. EXAMPLE: A Scholar with a transitional deferment history can request a Teaching, Master’s, M.D., or Doctoral deferment, as applicable. Effective academic year 2010-2011, GMS will expand the Teaching Deferment to Teaching/Public Health Work Experience Deferment – Scholar is required to teach in order to obtain the Graduate Degree in Education or to obtain the Teachers Certificate; or Scholar is required to gain work experience in the field of Public Health in order to be admitted to graduate programs in the field of Public Health. Scholars may be allowed a total of three academic years of Teaching/Public Health Work Experience Deferment, with proper employment verification. Scholar does not have to be enrolled full-time.

6. Circumstantial Deferments (Medical and Service) may be requested only when proper and

sufficient supporting documentation is provided by the Scholar. 7. Full-time enrollment is required in order to be considered for a Graduate Deferment with the

exception of a Teaching Deferment. 8. Deferment extension requests are for extraordinary circumstances and will be reviewed by

the Deferment Committee. Deferment extension request decisions will be made upon the receipt of supporting documentation. Supporting documentation will be considered to include: documents confirming the case being made by the Scholar for the deferment request, as well as documentation of the Scholar’s future educational plans that clearly show GMS funding eligibility. In general, a written statement will not constitute sufficient documentation.

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EXAMPLE: A Scholar has used a year of Transitional Deferment time to select and be accepted for a graduate program that has been approved for funding, but has a critical family emergency requiring postponement of enrollment and therefore requests a Personal Hardship Deferment. This is a Deferment Extension request, and the Scholar must provide written documentation of the circumstances requiring the extension. Items such as photocopied medical bills, doctor’s statements (on letterhead), legal documents, etc. should be submitted.

9. For all deferment types (except Service Deferments, when the applicant is on active military

duty), any Scholar who wishes to be considered for an additional deferment period must submit a new Deferment Request Form prior to the desired deferment period.

10. Final decisions on deferment requests and assignment of a Scholar’s deferment status will be

rendered by the GMS administrative office and will be communicated to the Scholar in writing. Deferment decision letters will be mailed within 30 days of receipt of the completed request form and supporting documentation (if applicable).

! Once Scholars exhaust their GMS approved deferment period, they are expected to enroll full time in U.S. accredited institutions in order to remain eligible for the GMS scholarship. Scholars who do not enroll full time will no longer be eligible for future GMS funding.

! All Gates Millennium Scholars on deferment (with the exception of those Scholars who were approved for graduate deferment types) are encouraged to obtain assistance and programmatic support (via the GMS Academic Empowerment Program and the GMS Mentoring Program) in order to successfully return to full-time enrollment status. E-mail [email protected] and/or [email protected] for more information.

! Visit www.gmsp.org to access the GMS Deferment Request Packet under the Forms section. TIMETABLE FOR DEFERMENTS

1. Academic Year Deferment – Academic year Deferment Request Forms must be received by October 1 of the academic year.

2. Fall Term Only Deferment – Fall term Deferment Request Forms must be received by October 1 of the academic year. Full-time re-enrollment verification must be received by January 31 to be eligible for winter/spring funding.

3. Spring Term Only Deferment – Spring term Deferment Request Forms must be received by March 1 of the academic year.

4. Winter Term Only Deferment (quarter system institutions) – Winter term Deferment Request Forms must be received by January 1 of the academic year. Full-time re-enrollment verification must be received by January 31 to be eligible for spring funding.

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ALUMNI SCHOLARS Gates Millennium Alumni are ineligible for GMS funding. A Scholar is considered to be a Gates Alumnus/a if he/she:

1. earned a degree as a Gates Scholar and will not be renewing for further GMS funding; 2. will enter a graduate program that is ineligible for GMS funding; 3. exhausted Deferment time and they are no longer eligible for GMS funding; or 4. did not meet the renewal confirmation requirements and are therefore no longer eligible for

GMS funding. Any one of the following documents may be used to verify Alumni status:

1. Copy of the GMS Alumni Form (if deferment and funding eligibility has exhausted and the Scholar will not enter a graduate program eligible for GMS funding. NOTE: Alumni Status will result in permanent loss of GMS funding eligibility.

2. Photocopy of undergraduate or advanced diploma, accompanied by copy of the Scholar’s academic transcript with the date the degree was earned.

3. Written communication from the Scholar or registrar’s office via e-mail, fax or mail indicating graduation date, accompanied by a copy of academic transcript with the date the degree was earned.

4. Graduation verification/documentation data from the National Clearinghouse Report; 5. Official letter from an academic advisor or department dean regarding an undergraduate

Scholar’s enrollment in a Transitional/Accelerated Program. 6. Receipt of a university’s program description that clearly defines academic requirements for

an undergraduate Scholar’s enrollment in a Transitional/Accelerated Program.

! Scholars become Alumni as of the GMS designation date. Despite no longer being eligible to receive GMS funding, Gates Alumni remain eligible for, and are encouraged to participate in, the range of personal, academic and professional development programs offered by GMS.

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GMS ACADEMIC PROGRAM ELIGIBILITY POLICIES

GMS has developed specific academic policies to guide you during your tenure as a Gates Millennium Scholar. We want to assist you in making the best possible academic decisions so that you excel in your course of studies and remain eligible to receive GMS funding. In this section, you will obtain information on GMS program degree completion requirements and academic program eligibility with an emphasis on procedures to successfully transition into graduate school. DEGREE COMPLETION REQUIREMENTS In order to be eligible to receive GMS funding, Scholars are expected to be enrolled full-time in a U.S. accredited institution. Scholars are potentially eligible for consideration for GMS funding for a maximum of ten academic years. Please note that each degree level has its own maximum period in which to obtain the targeted degree in order to maintain eligibility to receive GMS funding.

Maximum of five years to complete a Bachelor’s degree (Transitional/Accelerated “first-professional” degrees are only funded for the undergraduate component.)

Maximum of two years’ funding for a Master’s degree Maximum of four years’ funding for a Doctoral degree (Funding for the Doctoral degree

may be reduced if a Scholar utilizes GMS funding maximums for undergraduate study, Master’s study or receives funding for teacher certification or an educational specialist degree.)

! The following policies and procedures were introduced during the 2005-2006 Academic Year. Please be advised that GMS funding is not retroactive.

UNDERGRADUATE MAJOR ELIGIBILITY Undergraduate Scholars are not restricted in their selection of programs of study. Undergraduate Scholars may pursue a double major and receive funding as long as the degrees are earned within five years. TRANSITIONAL/ACCELERATED PROGRAMS FOR UNDERGRADUATE SCHOLARS Undergraduate Scholars enrolled in transitional/accelerated degree programs may be considered for up to five years of GMS funding. However, GMS funding will not be available for undergraduate programs that GMS designates as a “first-professional” degree. GMS designates the following as “first professional” degrees:

Chiropractic (D.C., D.C.M.) Dentistry (D.D.S., D.M.D.) Medicine (M.D.) Optometry (O.D.) Osteopathic Medicine (D.O.) Podiatry (Pod.D., D.P., D.P.M.)

Rabbinical and Talmudic Studies (M.H.L., Rav)

Veterinary Medicine (D.V.M.) Law (LL.D, J.D.) Divinity/Ministry (M.Div.) Business (M.B.A., M.S.M.)

Pharmacy (Pharm.D.) is the only GMS designated “first professional” degree that GMS will fund up to five years for undergraduate Scholars enrolled in a transitional/accelerated degree program. Scholars who enter a Pharm.D. program subsequent to earning a bachelor’s degree are not eligible for GMS funding consideration.

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GRADUATE PROGRAM OF STUDY ELIGIBILITY UPDATE! Graduate Scholars must be degree-seeking students in one of the seven GMS designated programs of study. Computer Science Education Engineering Library and Information Science

Mathematics Public Health Science

GMS Graduate fellowships will NOT be awarded in graduate areas of study such as business, humanities, medicine, law, social sciences and theology. GRADUATE PROGRAM INQUIRY FORM REQUIREMENT NEW! Effective immediately, all Gates Millennium Scholars entering graduate school in one of the seven funded areas of graduate study: computer science, education, engineering, library science, mathematics, public health and science, are required to submit a Graduate Program Inquiry Form (GPIF) before starting their desired degree program. To receive a timely decision on funding, Scholars should submit a GPIF and supporting documentation between September 1 and March 1 of the year prior to enrollment. The GPIF is currently available for download via the Forms section of the Scholar Website (www.gmsp.org) as well as on the Scholar Connection (http://www.gmsconnection.org). COMPLETE GPIF REQUESTS INCLUDE THE FOLLOWING: 1. Graduate Program Inquiry Form (required) 2. Program Acceptance Letter and/or Admissions Letter (if available) 3. Program Description (required) 4. Curriculum (required) & Concentration (if applicable) DUAL DEGREE PROGRAMS, SPECIALIST DEGREES AND CERTIFICATE / LICENSURES Education Specialist Degree (Ed.S.): The Ed.S. degree will count against the maximum four years allowed for doctoral studies. Teacher Certificate/Teacher Licensure Programs: Scholars may pursue a Teacher Certificate or Teacher Licensure for a maximum of one academic year. Dual Degree Programs: Both of the degrees have to be in the seven funded areas of study in order to be considered for GMS funding. M.D./Ph.D. or M.D. / M.P.H. Programs: GMS will fund a maximum of two years for the M.P.H. component of the M.D./M.P.H. and four years for the Ph.D. component of the M.D./ Ph.D. The dual degree program must be formally developed, structured, and promoted by an academic institution (that is, not an ad hoc combination of programs). Scholars may request a deferment while they are pursuing the M.D. component of the graduate program.

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COMPUTER SCIENCE: You must meet all three (3) eligibility requirements to be considered for GMS funding as a graduate student in Computer Science

1. You must pursue a master’s or doctoral degree in computer science. 2. Your master’s or doctoral degree must be in the school, college, or department of

computer science OR you must pursue one of the following graduate degrees: Master of Science in Computer Science (M.S.C.S) Master of Computer Science (M.C.S) Doctor of Philosophy in Computer Science (Ph.D.) Doctor of Science in Computer Science (Sc.D.) Doctorate in Computer Science (D.C.S.)

3. Your graduate computer science program must focus on the study of computers and include fields of knowledge such as computer hardware, computer software, computer engineering, information systems or robotics. See more descriptive computer science program information below:

Computer and Information Sciences, General Computer and Information Sciences, General Artificial Intelligence and Robotics Information Technology Computer and Information Sciences Computer Programming Computer Programming/Programmer, General Computer Programming, Specific Applications Computer Programming,

Vendor/Product Certification Computer Programming Data Processing Data Processing and

Data Processing Technology/Technician Information Science/Studies Information Science/Studies Computer System Analysis Computer System Analysis/Analyst Computer Science Computer Science

Computer Software and Media Applications Web Page, Digital/Multimedia and

Information Resources Design Data Modeling/Warehousing

and Database Administration Computer Graphics Computer Software and Media Applications Computer Systems Networking and Telecommunications Computer Systems Networking

and Telecommunications Computer/Information Technology Administration and Management System Administration/Administrator System , Networking, and

LAN/WAN Management Manager Computer and Information Systems Security Web/Multimedia Management and

Webmaster Computer/Information Technology

Services Administration and Management Computer and Information Sciences and Support Services, including issues related to public policy Computer and Information Sciences and

Support Services

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EDUCATION: You must meet all four (4) eligibility requirements to be considered for GMS funding as a graduate student in the field of Education. 1. You must pursue a masters, Ed.S., or doctoral degree in the field of Education. 2. Your master’s, Ed.S., or doctoral degree must be in the school, college, or department of

education OR you must purse one of the following graduate degrees: Master of Arts or Science in Teaching (M.A.T. or M.S.T.) Master of Arts in Teaching and Learning (M.A.T.L.) Master of Arts or Science in Education (M.A.Ed. or M.S.Ed.) Master of Education (M.Ed.) Master of Special Education (M.S.E.) Doctor of Education (Ed.D.) Doctor of Philosophy in Education (Ph.D.)

3. Your Institution’s catalogue must indicate that your graduate program will prepare or train you for a teaching career or to be in the field of education, and

4. Your graduate program in the field of education must include instruction in the theory and practice of learning and teaching, the basic principles of educational psychology, educational counseling, educational technology, educational policy, higher education and student personnel, curriculum and instruction, educational planning and administration, or the social foundations of education.

ENGINEERING:

You must meet all three (3) eligibility requirements to be considered for GMS funding as a graduate student in the field of Engineering.

1. You must pursue a master’s or doctoral degree in the field of Engineering. 2. Your master’s or doctoral degree must be in the school, college, or department of

Engineering OR you must pursue one of the following graduate degrees: Master of Science in Engineering (M.S. Eng.) Master of Engineering (M. Eng.) Doctor of Philosophy in Engineering (Ph.D.) Doctor of Science in Engineering (Sc.D.) Doctorate in Engineering (D. Eng.)

3. Your graduate program in the field of Engineering must focus on the science, public policy or management where the properties of matter and the sources of energy in nature are made useful to humanity in structures, machines and products as in the construction of engines, bridges, buildings, mines and chemical plants, including such fields of knowledge or study as aeronautical engineering, chemical engineering, civil engineering, electrical engineering, environmental engineering, industrial engineering, materials engineering, manufacturing engineering, mechanical engineering, nuclear engineering and structural engineering.

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LIBRARY SCIENCE AND INFORMATION Science: You must meet all three (3) eligibility requirements to be considered for GMS funding as a graduate student in the field of Library Science and Information Science

1. You must pursue a master’s or doctoral degree in the field of Library Science and

Information Science.2. Your master’s or doctoral degree must be in the school, college, or department of

Library and Information Science OR you must pursue one of the following graduate degrees:

Master of Arts or Science in Library and Information Science (M.S. L.S.) Master of Library and Information Science (M. L.I.S.) Doctor of Philosophy in Library and Information Science (Ph.D.) Doctor of Library Science (D.L.S.)

3. Your graduate program must focus on the field of Library Science and Information Science and the study of issues related to libraries and the information fields including areas of public policy and management. Librarians, in the truest sense, are custodians of information. Whether in the public library as a generalist or specializing in corporate, faculty or professional facilities—they provide the community with the knowledge, skills and resources to find information on virtually any topic.

MATHEMATICS:

You must meet all three (3) eligibility requirements to be considered for GMS funding as a graduate student in the field of Mathematics

1. You must pursue a master’s or doctoral degree in the field of Mathematics 2. Your master’s or doctoral degree must be in the school, college, or department of

mathematics OR you must pursue one of the following graduate degrees: Master of Arts or Science in Mathematics Master of Mathematics Master of Arts or Science in Applied Mathematics Master of Applied Mathematics Master of Arts or Science in Statistics Master of Statistics Doctor of Philosophy in Mathematics (Ph.D.) Doctor of Philosophy in Applied Mathematics (Ph.D.) Doctor of Philosophy in Statistics (Ph.D.)

3. Your graduate program in the field of Mathematics, including applications to public policy and management, must focus on the branch of knowledge or study of numbers and the systematic treatment of magnitude, relationships between figures and forms, and relations between quantities expressed symbolically, including such fields of knowledge or study as statistics, applied mathematics and operations research.

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PUBLIC HEALTH: You must meet all three (3) eligibility requirements to be considered for GMS funding as a graduate student in the field of Public Health

1. You must pursue a master's or doctoral degree in the field of Public Health 2. Your degree must be in the school, college, or department of public health OR you must

pursue one of the following graduate degrees Master of Public Health (M.P.H.) Master of Science in Public Health (M.S.P.H.) Doctor of Philosophy in Public Health (Ph.D.) Doctorate in Public Health (Dr.P.H.)

3. Your graduate program in the field of Public Health must focus on public policy, management, or the science and practice of protecting and improving the health of a community, as by preventative medicine, health education, control of communicable diseases, application of sanitary measures, geographic information system, and monitoring of environmental hazards.

SCIENCE (includes Biological/Life Sciences and Physical Sciences)

You must meet all three (3) eligibility requirements to be considered for GMS funding as a graduate student in the field of Science

1. You must pursue a master's or doctoral degree in the field of Science. 2. Your master's or doctoral degree must be in one of the following graduate programs of

study: Agricultural and Food Sciences Biology Environmental Sciences and Natural Resources Physical Sciences

See the next page for a listing of graduate programs of study in the field of Science 3. Your graduate program in the field of Science, including applications to public policy

and management, must focus on: Life Sciences: The branch of knowledge or study of living things, including such

fields of knowledge or study as biology, biochemistry, biophysics, microbiology, genetics, physiology, botany, zoology, ecology, and behavioral biology. (Note: the term “Life Sciences” does not encompass the health professions/management.)

OR Physical Sciences: The branch of knowledge or study of the material universe,

including such fields of knowledge or study as astronomy, atmospheric sciences, chemistry, earth sciences, ocean sciences, physics and planetary sciences.

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Agricultural and Food Sciences Agricultural Sciences –

General Agronomy and Soil Sciences Animal Sciences Aquaculture Food Science and

Technology Horticulture Plant Sciences Biology Anatomy Biological and Biomedical

Sciences Biochemistry Biophysics Biophysics Radiation

Biology Botany and Plant Biology

o Botany o Plant Biology o Plant Molecular Biology o Plant Pathology o Plant Physiology

Cell, Molecular, and Structural Biology o Cancer Biology/Oncology o Cell Biology o Molecular Biology o Molecular Medicine o Structural Biology

Ecology, Environmental Biology, and Evolutionary Biology o Conservation Biology o Ecology o Environmental Biology o Evolution Biology

Entomology Forensic Science

Genetics, Developmental Biology, and Reproductive Biology o Developmental Biology o Genetics o Genomic Sciences o Human Genetics o Reproductive Biology

Marine Biology Microbiological Sciences

o Bacteriology o Immunology o Medical Microbiology o Microbiology o Virology

Neuroscience and Neurobiology o Biopsychology o Neurobiology o Neuroscience

Nutrition Parasitology Pathology Pathobiology Pharmacology Toxicology Physiology

o Cardiovascular Sciences o Physiology o Zoology o Animal Behavior o Zoology

Environmental Sciences and Natural Resources Environmental Sciences and

Management o Environmental Management and Policy o Environmental Sciences o Marine Affairs

Natural Resources o Fish, Game, and Wildlife Management

o Forestry o Natural Resources o Range Science o Water Resources

Physical Sciences Astronomy Astrophysics Chemistry

o Analytical Chemistry o Chemistry o Inorganic Chemistry o Organic Chemistry o Physical Chemistry o Theoretical Chemistry

Geosciences o Geochemistry o Geodetic Sciences o Geology o Geophysics o Geosciences o Hydrology o Limnology o Mineralogy o Planetary and Space

Sciences Marine Sciences Oceanography Meteorology Atmospheric Sciences Physics

o Acoustics o Applied Physics o Condensed Matter

Physics o Health Physics o Mathematical Physics o Medical Physics o Optical Sciences o Photonics o Physics o Plasma Physics o Theoretical Physics

.

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LEADERSHIP DEVELOPMENT AND SCHOLAR RELATIONS PROGRAM

At the Gates Millennium Scholars Program, we recognize that creating Leaders for America’s Future™ involves more than just providing scholarship funding; it requires continual focus on the academic, personal and professional development of our Gates Millennium Scholars and Alumni. In order for Gates Scholars and Alumni to reach their full potential as leaders, students and professionals, they must hold on to a philosophy that bridges their academic achievements with leadership development. In fact, leadership is the hallmark of a Gates Scholar. Gates Millennium Scholars and Alumni best demonstrate their leadership abilities when their actions reflect the 4 R’s: Rigor, Relevance, Relationships and Responsibility. RIGOR: Scholars and Alumni are to pursue lifelong learning, strive to meet course requirements, and actively seek opportunities to succeed in challenging classes. RELEVANCE: Scholars and Alumni understanding how the courses, projects and opportunities they pursue impact and benefit their lives in a rapidly changing world. RELATIONSHIPS: Scholars and Alumni are encouraged to connect with each other as well as seasoned academic and professional mentors who know them, support them, and push them to succeed. RESPONSIBILITY: Scholars and Alumni must be dedicated to making a difference, taking risks, and demonstrating integrity so that they may become forces for positive local, national, and global change. In order to foster the lifelong development of its Scholar and Alumni, GMS enacts its commitment to the 4 R’s through the exciting range of programs, activities and services of Leadership Development Programs. MAINTAIN HIGH ACADEMIC STANDARDS WITH ACADEMIC EMPOWERMENT SERVICES (ACE) Academic Empowerment Services (ACE) supports Scholars in maintaining a high level of academic performance in order to earn an undergraduate degree and pursue advanced studies at the graduate school level by offering:

Graduate education planning, including fee reduction programs for entrance testing and graduate school application.

Advisement for maintaining enrollment status supported by a range of web-based resources including the Graduate Scholarship Search, Resume Builder and Career Key, which allows users to dynamically explore career options.

Exposure to a library of books, DVD’s and resources at leadership programs. Tips on how to have special needs accommodated while navigating the GMS process.

For more information about ACademic Empowerment Services (ACE), e-mail us at [email protected].

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GET INDIVIDUALIZED SUPPORT THROUGH THE GMS MENTORING PROGRAM Participating in a mentoring relationship can be central to academic, personal, and professional success. The GMS Mentoring program offers Gates Scholars and Alumni opportunities to serve as both mentors and protégés. Mentoring relationships can be established based on a wide range of shared experiences and goals including academic and professional interests, cultural background, regional proximity, and college/university. For more information about the GMS Mentoring program, e-mail [email protected]. PREPARE FOR GRADUATE SCHOOL BY ATTENDING A GRADUATE SCHOOL INSTITUTE Graduate School Institutes (GSIs) are offered in collaboration with colleges/universities and other educationally-based organizations as a means to increase Scholar and Alumni awareness of the seven GMS funded graduate majors and to increase overall graduate school matriculation. Participating Scholars and Alumni attend webinar or face-to-face workshops facilitated by nationally-recognized faculty members and speakers and enjoy opportunities to network with other members of the GMS community. If you would like information about upcoming GSIs, e-mail [email protected]. ENSURE PROFESSIONAL AND PERSONAL DEVELOPMENT AT THE GMS LEADERSHIP ACADEMIES Structured as one-day, mini-conferences or webinars, the GMS Leadership Academies deliver continued overall development for Scholars and Alumni through workshop sessions delivered by local and national experts in areas that include professional development, community and global engagement, and lifelong learning. To determine if a Leadership Academy will be held in your area, e-mail [email protected]. LEADERSHIP CONFERENCE AND MENTOR TRAINING From the instant they become part of the GMS community, new Gates Millennium Scholars are welcomed into the program through participation in the Leadership Conference. For these Scholars, the conference serves an energy-infused orientation that focuses on the 4 R’s, features well-known speakers, and provides ample opportunity to meet other new Scholars. Continuing Scholars and Alumni actively give back to the GMS community through their participation in Mentor Training and by serving as speakers, discussion leaders and role models. Freshman Scholars will receive information about the Leadership Conference both by mail and via their gatesscholars.org and alternate e-mail addresses. Active Scholars with status of junior or higher who are interested in serving as Scholar Mentors at a Leadership Conference should contact [email protected]. Alumni interested in serving as Alumni Mentors at the Leadership Conference should contact [email protected]. REMAIN ACTIVE IN THE GMS COMMUNITY WITH THE ALUMNI RELATIONS PROGRAM “Once a Scholar, always a Scholar” is the unofficial motto of the Alumni Relations Program. Gates Alumni are invited to remain active in the GMS community by participating in events, serving as GMS Mentors, Ambassadors and regional Alumni leaders through the Alumni Relations Program. For information about how you can “be connected and stay connected” to the GMS community, e-mail [email protected]. WELCOME TO GMS LEADERSHIP DEVELOPMENT PROGRAMS!

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HELP OTHERS JOIN THE GMS COMMUNITY, BE A GMS AMBASSADOR Scholars and Alumni love to share information about the Gates Millennium Scholars Program and are encouraged to return to their high schools and local communities to perform outreach. Scholars and Alumni should visit www.gmsp.org to download the GMS Outreach Presentation or call a GMS representative to receive marketing materials. STAY IN TOUCH WITH OTHER SCHOLARS AND ALUMNI Gates Scholars and Alumni are encouraged to stay connected to one another at the college/university, local, and regional levels. All Gates Scholars and Alumni can use the Scholar Website (www.gmsp.org) or the Scholar Connection (www.gmsconnection.org) to locate others at their school or within their specific regional areas. For more information about meeting Scholars and Alumni in your regional area or to let us know how you stay in touch with members of your GMS family, send an e-mail to [email protected]. BE UP-TO-DATE WITH GMS SCHOLAR CONNECTION Scholars and Alumni never have to feel “out of the loop” on issues related to academic, career and personal success with GMS Scholar Connection. This online social networking tool is exclusive to the GMS community and provides relevant and inspiring information geared to meet the specific needs of both Scholars and Alumni. To register to be a part of the Scholar Connection community, visit www.gmsconnection.org. LEARN NEW SKILLS AND VIEW SCHOLAR AND ALUMNI STORIES IN THE GMS DIGITAL GALLERY Available through the Scholar Website, the GMS Digital Gallery empowers Gates Millennium Scholars and Alumni through a range of highly relevant digital stories, videos and presentations. Contents of the Digital Gallery include the personal and collective stories of Alumni and training videos on a variety of topics including business etiquette, networking, and other essential career and personal skills. New inclusions to the Gallery include videos to ensure Scholar and Alumni competitiveness in planning for further education in the seven GMS funded graduate areas. For more information about the GMS Leadership Development Program, please call 1-877-690-GMSP (4677) and ask for a member of the Leadership Development Programs Team or visit our Scholar Website at www.gmsp.org.

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SCHOLAR AND ALUMNI VIRTUAL COMMUNITY

The Scholar Website (www.gmsp.org) is the primary resource for GMS services, including Leadership Development and Scholars Relations Programs, the GMS Scholar newsletter, online downloading and submission of applications, GMS Renewal Forms, and other documents pertinent to a Scholar’s GMS award. The Web site allows Scholars to:

Create a personalized space in the “My Profile” area, and offering advanced search functions that allow Scholars to look up others with similar interests, backgrounds, hobbies, academic and career goals, etc.

Get detailed information about Academic Empowerment Services, Mentoring, Alumni Relations, and GMS in Action

Chart a graduate school and career course in the “Career Development” area Stay connected through real-time “live” and threaded discussion board conversations in the

GMS Forum Access GMS e-mail

GMS encourages Scholars to utilize the Web site as an extensive source of information.

! Remember to use Internet Explorer when you visit the Scholar Website. Other browsers may not allow you full access.

! Don’t send e-mails from your GMS account (gatesscholars.org) to an external account like MSN, Hotmail, your school e-mail or other accounts. Your GMS e-mail (gatesscholars.org) will only send messages to or receive messages from other GMS e-mail addresses.

! Utilize the Scholar Website to provide GMS with your updated permanent, preferred, or campus mailing address and telephone numbers. From the homepage, click the My Profile icon to view your contact information; then click on the little pencil to update your information. GMS will send all correspondence to your preferred mailing address; it is the Scholar’s responsibility to notify GMS of an address change.

To access the Scholar Website, Scholar usernames and passwords are required. If a Scholar is unable to locate his/her username and password, then the individual should contact the appropriate administrative office. By accepting this username and password, Scholars agree to refrain from disclosing or sharing their login with anyone, because these codes serve as their electronic signature and provide access to the Gates Millennium Scholar community. GMS usernames and passwords should be stored in a safe place.

! Under no circumstances should Scholars give or lend their username and password.

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SCHOLAR PROFILE: CHANGE OF LEGAL NAME, SSN, OR DATE OF BIRTH When necessary, Scholars may request changes or corrections to their legal name, social security number (SSN) or date of birth (D.O.B.). Accordingly, Scholars must submit to their GMS administrative office, a written request and the appropriate supporting document(s) to warrant modification of their electronic Scholar record. Furthermore, Scholars may not use the Renewal Form, Deferment Form or Alumni Status Form alone to request a change/correction of their legal name, SSN or D.O.B. Therefore, Scholars necessitating a change/correction of personal information should initiate their request by taking the following action:

1. Send an e-mail or fax to their GMS administrative office to include their full name, GMS I.D., and the old and new information (i.e., legal name, SSN or D.O.B.).

2. Submit the appropriate documentation to include: a. driver’s license or state-issued identification card b. birth certificate c. social security card d. marriage license e. legal petition

Gates Scholars to whom a change in legal name is not possible due to federal or state civil marriage restrictions, but who choose to change their name in recognition of their relationship status must contact GMS UNCF at 703-205-2080 for further instructions. GMS will only update an electronic Scholar record to reflect a change/correction in legal name, SSN or D.O.B. upon receipt of a Scholar’s written request and the appropriate supporting document(s). EXAMPLES

Former Name New Name Supporting Document Elizabeth Marie Bryant Elizabeth Bryant Scott Marriage Certificate

Incorrect Date of Birth Correct Date of Birth Supporting Document 8/14/1989 8/24/1989 Driver's License

Dear GMS Staff:

My name is Elizabeth Scott (formerly Elizabeth Marie Bryant). My GMS ID is 01234. As indicated by the following

marriage license, I am requesting that my Scholar record be updated to reflect my legal name change. As a result, my

full name should display as “Elizabeth Bryant Scott.”

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GMS “NETIQUETTE” Net (network; web) + Etiquette (good manners and proper protocol) = Netiquette As the GMS family expands, we must become more mindful of the Netiquette for electronic communications (including e-mails and web postings):

Be fair and honest. Do not use fellow Scholars’ contact information for purposes that are illegal, unethical, harmful to the GMS community or nonproductive.

While we encourage networking in GMS Circles and the sharing of academic, cultural and professional development information and resources, the GMS distribution lists should not be used as a general broadcast e-mail list for chain mail, solicitations, virus warnings (they are usually hoaxes), etc.

E-mails and files transmitted by GMS may contain privileged or confidential information. It is solely for use by the individual for whom it is intended.

Do Unto Others…Never share another Scholar’s personal information, telephone number(s) or e-mail addresses with non-GMS members, online advertising entities or external groups, unless the Scholar provides permission. This will cut down on spam!

Use discretion before utilizing the “Reply All” option.

Be respectful and courteous. Always use the BCC (Blind Carbon Copy) option when sending an e-mail to a group of people. Not everyone in the group knows each other and many may want their e-address protected.

Always fill in the “Subject” field and make sure it is appropriate to the content of your message.

Give credit where it is due. Do not plagiarize. If you post someone’s private document, even part of it, to a public board or forward it to an external party, you must request and receive the author’s permission to post the material publicly.

Be concise – do not ramble on…

Proper grammar and punctuation are appreciated! Avoid errors, but be forgiving of other people’s mistakes.

Exercise your right to disagree. If you disagree with an opinion, criticize the idea – not the person.

Monitor your use of language. Avoid generalizations and the perpetuation of flame wars (deliberately hostile or insulting postings, or strongly held opinions without regard for others) about entire groups of people (including stereotypes about race, ethnicity, religion, gender and sexual orientation).

DO NOT SHOUT. Typing in ALL CAPS and heavy use of exclamation points may appear as though you are yelling online.

Create your profile and carefully decide what information you would like to share with fellow Scholars and Alumni.

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GMS GLOSSARY

GMS TERMS DEFINITIONS

1. Accredited Institution A college or university that has met specific standards and has received approval from the appropriate agency designated by the U.S. Department of Education.

2. Assistantship

3. Cooperative Education (Co-op)

Opportunity for a student who is enrolled full-time to hold a position requiring the performance of such duties as classroom instruction, academic advising, grading papers and examinations, supervision, research or other administrative responsibilities. Structured programs through which students who meet specific eligibility requirements gain paid or unpaid, professional level work experience related to their major and career plans. A set period of work with the same organization is usually required.

4. Expected Family Contribution (EFC)

Term typically used in institutional financial aid award letters to indicate how much monetary assistance a Scholar and his/her family is anticipated to contribute toward a year’s educational expenses. Used interchangeably with “Estimated Family Contribution.”

5. Externship

6. Free Application For Federal Student Aid (FAFSA)

A career shadowing experience, usually lasting a few hours to one week, in which a student gets to observe what a professional does in a particular career field and organization. The data-gathering process used to determine financial aid eligibility for campus-based funds, state aid and college scholarships.

7. Fellowship

Financial aid programs for graduate and postgraduate students.

8. GMS Ambassador Scholars and Alumni who serve as role models, connect with students from their high school alma mater and within their communities, and encourage aspiring college students to become applicants for the GMS scholarship program.

9. GMS Award Allocation

The determination of GMS funding for educational expenses, based on the amount of self-help aid (loans and work study) and unmet need as it is noted in each Scholar’s financial aid award letter.

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GMS TERMS DEFINITIONS

10. Internship

Work experience that provides students with practical knowledge and first-hand experience in a particular field or area of study. Internships may be paid or unpaid and may or may not generate academic credit. Credit is arranged though the student’s academic department.

11. Major/Minor A major is a student’s chosen primary field of study. It usually requires the successful completion of a specified number of credit hours. A minor is designated as a specific number of credit hours in a secondary field of study.

12. Mentor A Scholar or an Alumnus/a who participates in the GMS Mentoring Program and provides guidance, information, and support to other less-seasoned Scholars. Scholars may not serve as Mentors until they have completed at least one academic year of study.

13. Profile

An on-line description of a Scholar or Alumnus/a; personal information beyond demographics for the purpose of fostering relationship(s) within the GMS community.

14. Protégé

One whose welfare, training or career is further developed through advice from coaching by a person of experience, prominence or influence.

15. Satisfactory Academic Progress

The criteria which define student advancement toward a degree and the consequences to the student if progress is not achieved, as determined by an educational institution. Satisfactory progress means that a student is advancing toward his/her degree objective in a manner consistent with the prescribed policies of the institution. Federal law requires institutions to develop policies regarding satisfactory academic progress. Students who wish to be considered for financial aid must maintain satisfactory academic progress. If a student fails to maintain satisfactory academic progress, he/she may be placed on financial aid suspension by the institution’s financial aid office.

16. Stipend

17. Student Aid Report (SAR)

Fixed payment or compensation received by a Scholar from his/her institution. A document produced by the U.S. Department of Education that notifies a student of the results of the processing his/her Free Application for Federal Student Aid (FAFSA). A student’s eligibility for different types of aid is determined by the EFC, which is printed on the front page of the SAR. The SAR must be submitted to the student’s college to certify eligibility for federal student aid.

gms administrative guidelines (february 2010)

Documents

pacific islander

elizabeth

gms digital

includes biologicallife

melinda gates

gms administrative

capped fellowship

gms administrative