GMS ADMINISTRATIVE GUIDELINES (Formerly the GMS Scholar Handbook)

Transcription

1 December 2011 GMS ADMINISTRATIVE GUIDELINES (Formerly the GMS Scholar Handbook) The 2011 edition of the GMS Administrative Guidelines supersedes previous editions unless otherwise noted. Please discard any prior versions of the GMS Administrative Guidelines. i

2 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) UPDATE!... 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 UPDATE!... 5 INSTITUTIONAL TRANSFER... 6 GRADE POINT AVERAGE REQUIREMENT... 6 SCHOLARSHIP AWARDS INFORMATION... 7 OVERVIEW... 7 FULL YEAR ACADEMIC AWARDS... 7 AWARD ALLOCATION METHOD UPDATE!... 8 SUMMER AWARDS UPDATE! SUMMER FUNDING ALLOCATION METHOD FOR GRADUATE SCHOLARS PARTIAL ACADEMIC YEAR AWARDS RE-ALLOCATED AWARDS INTERSESSION AWARDS STUDY ABROAD AWARDS CO-OP/INTERNSHIP PROGRAM AWARDS REVISED AWARDS UPDATE! SCHOLARSHIP CHECKS AWARD CHECK DISBURSEMENT PROCEDURES AWARD CHECK RETURN OVER-AWARDS AND REFUNDS TO SCHOLARS OVER AWARD/REFUNDS TO GMS SCHOLAR RENEWAL CONFIRMATION PROCESS GMS CLASS DESIGNATION NEW! UNDERGRADUATE SCHOLARS GRADUATE SCHOLARS REQUIRED SCHOLARSHIP RENEWAL DOCUMENTS UPDATE! SCHOLAR STATUS DEFINITIONS ACTIVE SCHOLARS DEFERMENT SCHOLARS UPDATE! NOF NO LONGER FUNDED SCHOLARS UPDATE! GMS ACADEMIC PROGRAM ELIGIBILITY POLICIES DEGREE COMPLETION REQUIREMENTS UNDERGRADUATE MAJOR ELIGIBILITY TRANSITIONAL/ACCELERATED PROGRAMS FOR UNDERGRADUATE SCHOLARS GRADUATE PROGRAM OF STUDY ELIGIBILITY LEADERSHIP DEVELOPMENT PROGRAMS UPDATE! ACADEMIC EMPOWERMENT SERVICES (ACE) i

3 SERVE COMMUNITIES THROUGH GMS IN ACTION GMS LEADERSHIP CONFERENCE GMS MENTORING PROGRAM ALUMNI RELATIONS PROGRAM SCHOLAR AND ALUMNI VIRTUAL COMMUNITY UPDATE! SCHOLAR PROFILE: CHANGE OF LEGAL NAME, SSN, OR DATE OF BIRTH GMS NETIQUETTE GMS GLOSSARY ii

4 THE GATES MILLENNIUM SCHOLARS PROGRAM The Gates Millennium Scholars (GMS) Program, 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 (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 Phone: GMSP (4677) or Fax: Scholar Website: [email protected] 1

5 GMS PARTNERS As the administrator of the Gates Millennium Scholars (GMS) Program, UNCF (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 (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 Phone: GMSP (4677) or Fax: Scholar Website: [email protected] THE AMERICAN INDIAN GRADUATE CENTER SCHOLARS (AIGCS) UPDATE! American Indian Graduate Center, Inc. (AIGC), a nonprofit organization, was established in Founders Robert L. Bennett (Wisconsin Oneida) and John C. Rainer (Taos Pueblo) created a program to financially assist American Indian college graduates in continuing their educations at the master s, doctorate and professional degree levels. AIGC was founded to help open 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 and has provided over $44 million in scholarships to more than 15,000 students since inception. In 2001, AIGC Scholars was incorporated as the American Indian and Alaska Native partner in the Gates Millennium Scholars Program. AIGCS/GMS 3701 San Mateo Boulevard NE, #200 Albuquerque, NM Phone: or Fax: Website: [email protected] 2

6 ASIAN & PACIFIC ISLANDER AMERICAN SCHOLARSHIP FUND (APIASF) Based in Washington, DC, APIASF is the country s largest non-profit organization devoted solely to providing college scholarships for Asian and Pacific Islander Americans (APIA). APIASF strives 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. Since its formation in 2003, APIASF has distributed more than $3 million in scholarships to deserving students in the United States, the Freely Associated States and the U.S. Territories. APIASF also is the administrator of the Gates Millennium Scholars/APIA, which provides outstanding low-income Asian and Pacific Islander American students with an opportunity to complete an undergraduate college education in any discipline they choose. Supporters of APIASF include members of the general public and a wide spectrum of community and professional leaders, organizations and corporations. APIASF/GMS 1900 L Street, NW, Suite 210 Washington, DC Phone: or Fax: Website: [email protected] HISPANIC SCHOLARSHIP FUND (HSF) Founded in 1975, the Hispanic Scholarship Fund believes that the country prospers when all Americans have access to the opportunities a college education can afford. As the nation s leading Hispanic higher education fund, HSF works to address the many barriers that keep many Latinos from earning a college degree. HSF has awarded over $300 million in scholarships over the past 35 years and has supported a broad range of outreach and education programs to help students and their families navigate collegiate life, from gaining admission and securing financial aid to finding employment after graduation. HSF envisions a future where every Latino household will have at least one college graduate, creating an enduring impact on the college outlook of Latino families nationwide, and strengthening the American economy for generations to come. For more information about the Hispanic Scholarship Fund, please visit: HSF/GMS 55 Second Street, Suite 1500 San Francisco, CA Phone: GMSP (4677) or Fax: Website: [email protected] 3

7 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 4

8 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 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 UPDATE! 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 term 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 for two terms without requesting and receiving a deferment from the GMS Program may become ineligible for GMS funding and have their status with the GMS Program permanently rescinded. 5

9 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. 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 GMS Renewal period, Scholars are permitted to fax, 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. 6

10 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. 7

11 AWARD ALLOCATION METHOD UPDATE! GMS determines unmet need by taking a Gates Millennium Scholar s Cost of Attendance 1 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 $1,000 INSTITUTIONAL SCHOLARSHIP $6,000 PRIVATE SCHOLARSHIP $3,000 *STAFFORD LOAN $3,000 *FEDERAL WORK STUDY + $2,000 TOTAL AID OFFERED = $15,000 FINANCIAL NEED $16,428 TOTAL AID OFFERED - $15,000 UNMET 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. 8

12 UNMET NEED + SELF-HELP AID = GMS AWARD TOTAL The GMS staff cannot advise Scholars on whether or not to decline the educational loans or selfhelp 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 academic year are not to exceed $36,122 for private institutions or $24,892 for public institutions. 2 Computer costs are not included among items covered in the cost of attendance. 9

13 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 $24,892 * *GMS Fellowship maximum for Public Institutions = up to $24, Aid Offered: Stafford Loan = $20,000 Unmet Need = $ 5,000 GMS Fellowship Award = $25,000 $24,892 * * GMS Fellowship maximum for Public Institutions = up to $24, 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 $36,122 * *GMS Fellowship maximum for Private Institutions = up to $36, Aid Offered: Stafford Loan = $35,000 Unmet Need = $10,000 GMS Fellowship Award = $45,000 $36,122 * *GMS Fellowship maximum for Private Institutions = up to $36, Aid Offered: Stafford Loan = $18,000 Unmet Need = $11,000 GMS Fellowship Award = $29,000 10

14 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 = $0 Board 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 = $6,700 Student 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 11

15 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 as well as on the Scholar Connection ( 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 (11-12) 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 (11-12) 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 in June

16 SUMMER FUNDING ALLOCATION METHOD FOR GRADUATE SCHOLARS Graduate Scholars seeking summer term funding will be expected to utilize their capped fellowship allowance to cover cost of attendance 3 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: 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 Master s year 1 Master s year 2 Fall GMS Award Spring GMS Award Summer GMS Award $12000 $12000 $6000 $15000 $15000 $0 Example 2: (For the purposes of this example, assume the capped amount is $30,000.) Scholar begins masters 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 Senior (undergrad) Master s year 1 Master s year 2 Fall GMS Award $7200 Spring GMS Award $7200 (degree earned) Summer GMS Award Scholar begins master s program; $0 $14000 $14000 $2000 $12000 $12000 $ Computer costs are not included among items covered in the cost of attendance. 13

17 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 subsequent summer award cannot exceed the balance of the capped amount of the previous semester. Education Level Year 1 Year 2 Fall GMS Award Spring GMS Award Summer GMS Award Fall 11 = GMS Undergrad Funding = $7200 (degree earned) Fall 12 = GMS Teacher Certificate Funding = $15000 Spring 12 = GMS Teacher Certificate Funding = $10000 Summer GMS Teacher Certificate Award = $5000! 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 ninemonth 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 UPDATE! 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 no later than March 1 each academic year. 4 GMS scholarship awards DO NOT REPLACE institution/university loans OR loans that replace the Family Contribution. 14

18 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 miniterm 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. 15

19 REVISED AWARDS UPDATE! A one-time 5 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 ed 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 of each academic year. 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. 16

20 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 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 reallocation 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. 17

21 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 attendance 7 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. 7 Computer costs are not included among items covered in the cost of attendance. 18

22 SCHOLAR RENEWAL CONFIRMATION PROCESS GMS CLASS DESIGNATION NEW! 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) 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 September 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 Renewal Scholars do not have to be eligible to receive the Federal Pell Grant.! Gates Millennium Scholars Program will bring in the final cohort of Scholars in the academic year and honor GMS funding and deferment time until the academic year 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 ) 19

23 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 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 preprinted 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 preprinted 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 Form (GPIF) (see pgs )! 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 NOF-no longer funded Status Packet from the Scholar Website and submit a completed NOF Status Form and final academic transcript to the appropriate GMS administrative office. 20

24 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 UPDATE! 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) Deferment Type Medical Service Circumstantial Deferments A Circumstantial Deferment is categorized as either Medical or Service. Maximum Purpose Examples Documents Needed Duration To accommodate a medical condition that impedes the ability to maintain full-time status or complete coursework. To accommodate time needed to fulfill community or military service. Medical illness or condition Pregnancy Religious missionary service Peace Corps or AmeriCorps program U.S. military service N/A Up to two years GMS Deferment Request Form Medical or health support services documentation Transcript GMS Deferment Request Form Letter of support from service organization Transcript 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. 21

25 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 GMS Deferment Request Form Transcript 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 Transcript 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 GMS Deferment Request Form 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 GMS Deferment Request Form 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 GMS Deferment Request Form 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 GMS Deferment Request Form 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 GMS Deferment Request Form Departmental confirmation of full funding 22

26 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 , 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. 23

27 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. [email protected] and/or [email protected] for more information.! Visit 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 reenrollment verification must be received by January 31 to be eligible for spring funding. 24

28 NOF NO LONGER FUNDED SCHOLARS UPDATE! Gates Millennium Scholars with a NOF NO longer Funded status (formerly known as the Alumni status) are ineligible for GMS funding. Scholars are considered to be NOF - NO longer Funded status if they: 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 thereby no longer eligible for GMS funding. Any one of the following documents may be used to verify NOF status: 1. Copy of the GMS NOF Status Form (if deferment and funding eligibility has exhausted and the Scholar will not enter a graduate program eligible for GMS funding. NOTE: NOF 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 , 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. While Scholars are strongly encouraged to make use of the GMS deferment option, if a Scholar no longer has remaining GMS deferment time available and chooses to enter the workforce or pursue a graduate program in an area of study that is not eligible for GMS funding, he/she will be asked to submit the NOF NO longer Funded Status Form (formerly the Alumni Status Form) along with his/her academic transcript to show the date of graduation (if applicable). Subsequently, the status will be changed to NOF NO longer Funded. 25

29 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 firstprofessional 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 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. 26

30 GRADUATE PROGRAM OF STUDY ELIGIBILITY 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 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 ( as well as on the Scholar Connection ( 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. 27

31 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 28

32 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. 29

33 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. 30

34 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. 31

35 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 32

36 LEADERSHIP DEVELOPMENT PROGRAMS UPDATE! The Gates Millennium Scholars Program is more than just funding. As a Gates Scholar, you have access to a wealth of services and programs to help you excel academically, personally and professionally. The mission of the Leadership Development Programs is to equip Scholars with the tools for academic and personal success to achieve positive social impact. Our programs and services are built on the framework of the 4R s: 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 build understanding of how 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. ACADEMIC EMPOWERMENT SERVICES (ACE) Academic Empowerment Services (ACE) is designed to provide Scholars with the resources, academic support and information necessary to gain the most from their educational experience. We know that college can be difficult at times, therefore, GMS offers ACE services to mitigate some of those challenges and provide Scholars with the social capital necessary to successfully navigate higher education. Academic Support/ Guidance In keeping with the program s expectation that Scholars pursue their academics with Rigor throughout their tenure as Gates Scholars, ACE offers a number of check-ups for Scholars that may need a bit of assistance succeeding in their coursework. Because starting one s college career with strong academics is essential to later achievement including graduate enrollment, GMS reviews all Freshman transcripts. Those Scholars falling below a 3.0 cumulative GPA will receive a range of follow-up from their perspective Partner organization designed to assist them gaining firm academic footing. Similarly, Scholars who fall below full-time status at any point will also be contacted by the program as a means to ensure not only their scholarship eligibility to assist them in identifying issues, locating on-campus assistance and returning to full-time enrollment status. For Scholars on deferment, navigating the return to full-time Active status can be difficult. To ease the transition, ACE reaches out to Scholars on most types of deferment in an effort to smooth the return. 33

37 Graduate Education Planning Graduate education planning is critical to the successful transition from undergraduate to graduate studies. GMS provides Graduate School Fellowships for continuing Gates Scholars in the areas of Computer Science, Education, Engineering, Library Science, Mathematics, Public Health and Science. Please note the following services offered exclusively to Gates Scholars: Graduate Record Examination (GRE) Fee Reduction Certificate Through a Partnership with Education Testing Service (ETS), Scholars are eligible to receive a one-time only GRE Fee Reduction Certificate. The Certificate may be applied towards the test fee for one General Test and/or one Subject Test. The reduction accounts for 50% of the testing fee. Scholars must submit a written request to GMS via to [email protected]. Please include your full name, current address and GMS ID number. School of Public Health Application Service (SOPHAS) Fee Waiver The Schools of Public Health Application Service offers Gates Millennium Scholars the opportunity to waive the application fee for up to three designated members of the Association of Schools of Public Health. Scholars must begin an application on the website. Once the applicant registers with SOPHAS, he/she must fill out the SOPHAS Gates Millennium Scholar Fee Waiver Request Form. Once the form is completed, the document must be submitted to GMS via to [email protected] or it can be faxed or ed to the office. Graduate School Institutes and GMS Leadership Academies Ensure Success in Graduate School by attending a Graduate School Institute! Graduate School Institutes 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 workshops facilitated by nationally-recognized faculty members and speakers and enjoy opportunities to network with other members of the Gates Scholar community. For more information, send an to [email protected]. GMS GSI Examples: GSI at Tulane University, School of Public Health and Tropical Medicine, an event to prepare Scholars for admissions to graduate programs in Public Health, Engineering, and other disciplines. Graduate School Information Session, a half day workshop during the 2011 Alternative Spring Break to enable Scholars to hear from a panel of admissions representatives from graduate programs in public health and education as well as panel of GMS Graduate Scholars on their graduate school experience. Compact for Faculty Diversity s Institute on Teaching and Mentoring 34

38 teachingandmentoring.org American Library Association (ALA) conference Focus on Professional and Personal Development at the GMS Leadership Academies! Structured as one-day or weekend, mini-conferences, 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. For more information, send an to or GMS Academy Examples: 21st Century Leader: Leadership in Service to Others, a one-day leadership academy focused on understanding what it means to be a Gates Scholar and leader. Leadership Academy for Campus-Based Leaders, a two day workshop for Campus Based Leaders to exchange ideas, experiences and methods that work for their GMS organizations at their respective institutions. Natural Resource Careers Symposium, a one and a half day event hosted by the U.S. Fish and Wildlife Service to introduce Scholars to career opportunities in science and natural resources. 35

39 SERVE COMMUNITIES THROUGH GMS IN ACTION GMS in Action allows Scholars to give back to the community and potential applicants through a variety of service projects. Beginning in 2010, GMS designed a special program for Scholars during their spring break to travel to a U.S. city and partner with various community agencies specifically around issues related to public health and urban education. This opportunity allows Scholars to gain real-world experience addressing various social issues as well as serve the surrounding community. Alternative Spring Break Recently, GMS partnered with HandsOn Bay Area to provide service to communities in the San Francisco Bay Area. A total of 58 Gates Scholars and Alumni spent the week focusing on service projects to learn about issues specific to urban education and public health. Scholars focused on the challenges that face urban education while expanding their knowledge of HIV/Aids in the San Francisco Bay Area. Additionally, they mentored middle and high school students to promote college readiness. For more information, send an to [email protected]. If you have any questions or concerns about GMS, balancing life on your campus, or how to get more involved in GMS activities, please contact your GMS Administrative Office GMSP (4677). Also remember to visit the Scholar Website ( and Scholar Connection ( on a regular basis for helpful tips and program updates. 36

40 GMS LEADERSHIP CONFERENCE ATTENDING THE LEADERSHIP CONFERENCE WILL GIVE YOU THE OPPORTUNITY TO: Meet Distinguished Leaders Each year, GMS invites well-known keynote speakers. Past conferences have included William Gates, Sr., co-chair of the Bill & Melinda Gates Foundation; Brian Barton, Gates Alumnus 00 and Major League baseball player; Gary Locke, U.S. Secretary of Commerce and U.S. Ambassador to China designee; The Honorable Antonio Villaraigosa, Mayor of Los Angeles; Kevin Glover, director of Smithsonian National Museum of the American Indian; Michel Martin, host of Tell Me More, National Public Radio; Dr. Connie Mariano, Author of The White House Doctor; and John Legend, recording artist, concert performer and philanthropist; Malcolm-Jamal Warner, Actor, Director and Humanitarian; Dr. A. Gabriel Esteban, President, Seton Hall University; Thomas Ryan Red Corn, Co-Owner, Buffalo Nickel Creative; and Lin-Manuel Miranda, award-winning Composer, Lyricist and Author. Develop Relationships and Network The Leadership Conference will help you develop the social and online networking skills vital to making new friends as well as academic and career-related connections. You will also have the opportunity to: Find Gates Scholars from your hometown and/or institution or who have similar interests. Meet Gates Alumni and Scholar Mentors who will share their experiences and answer questions about the GMS Program, college life, and give you lots of support. Enhance Your Academic Performance The Leadership Conference provides you with range of programs and activities that will foster your high level of academic performance: Take advantage of the Information Mall to get more information about college majors, graduate schools and various future career opportunities. Learn about the seven GMS funded graduate fields and the GMS Mentoring Program. Participate in Leadership & Community-Building Activities Have fun as you begin the process of becoming a leader within the GMS community. Maximize your personal development by building cross-cultural perspectives Learn how to bring about positive community and campus change. Depending on the location of your institution, you will be invited to attend the conference in Virginia or California. GMS will cover approved travel costs (airfare, train, bus and ground transportation) to and from the conference site. The program will also provide hotel accommodations and all meals while attending conference activities 37

41 GMS MENTORING PROGRAM The GMS Mentoring program provides Scholars with individualized support. Participating in a mentoring relationship can be central to academic, personal, and professional success. 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. The goal of the GMS Mentoring program is to: Encourage the development of caring and supportive relationships amongst Scholars and Alumni which increase leadership in action, increase service to others, academic excellence, the successful management of real-life situations and networking. The GMS Mentoring program offers Gates Scholars and Alumni opportunities to serve as both mentors and protégés. A GMS mentor is enthusiastic, dedicated and willing to meet new Scholars. Successful mentors demonstrate the following: An understanding of the significance of the 4Rs and commitment to incorporating these ideas into their own lives A willingness to help a Gates Scholar reach his/her goals A willingness to foster a caring and supportive relationship A willingness to participate in training and leadership development activities Time to dedicate at least four (4) hours per month to the Protégé via face-to-face, , phone and videoconference interactions Completion of at least their freshman year of college A GMS Protégé is enthusiastic, dedicated and willing to meet other Gates Scholars and Alumni. Successful protégés demonstrate the following: An understanding of the significance of the 4Rs and commitment to incorporate these ideas into their own lives A willingness to work with a Gates Scholar or Alumni mentor to reach his/her goals A willingness to foster a caring and supportive relationship A willingness to participate in training and leadership development activities Time to dedicate at least four (4) hours per month to the mentor via face-to-face, , phone and videoconference interactions GMS General Mentoring Program The GMS General Mentoring Program is designed to support Scholars education and personal progress. Scholars who participate in the program are at least classified as a sophomore. Alumni are encouraged to participate as well. This program is structured to allow flexibility and creativity in developing Mentor/Protégé relationships and more importantly, allow Mentors and Scholars to be matched based on Scholar needs, compatibility, area of interest and Mentor expertise. 38

42 GMS Peer Mentoring Program The GMS Peer Mentoring Program is designed to increase retention of first-year Scholars by pairing them with upperclassmen Scholars on their campus and/or region. Peer Mentors aid in the academic, emotional and socio-cultural adjustment of first-year Scholars. The GMS Peer Mentoring program seeks to: Encourage positive self discovery through campus involvement for first-year Scholars Encourage establishing and maintaining interpersonal relationships Encourage first-year Scholars to navigate their campus for appropriate support services Encourage first-year Scholars to be involved in community service opportunities within GMS and their community. Campus Based Leadership The Campus Based Leaders initiative is a focused priority of the Gates Millennium Scholars Program. Highly engaging and interactive, this program depends on the involvement of active, dedicated hand-selected members of the GMS community working together both regionally and nationally to support the following objectives: Creating a campus connecting point (Campus-Based Organization) for all Gates Scholars on campus through informal social gatherings and academic study support groups Creating opportunities for campus Gates Scholars to be engaged local citizens by giving back to their communities through service. Connecting with Alumni through GMS Alumni Association Regional Chapters to enhance mentoring and professional networking opportunities with your campus chapter Maintaining networks of collaboration and support amongst Gates Scholars in your chapter to raise awareness of the GMS Program Offering a means by which campus chapter members can share their talents, involvement, interests, and personal and professional achievements with each other Campus-Based Leaders are hand selected by GMS. Upon graduation and successful management of the Campus Based Organization, you are eligible to serve on the GMS Alumni Association Advisory Council ( Your Mentor/Protégé is only one click away! Go to to sign up today. Contact [email protected] for more information. 39

43 ALUMNI RELATIONS PROGRAM In the past the status Alumni has been equated to scholars who have exhausted their funding. The status Alumni will no longer be tied to the funding eligibility of a Scholar. No Longer Funded status (formerly known as the Alumni status will now indicate that you are no longer eligible to receive GMS Funding). Consistent with most college institution definitions the GMS Program has chosen to identify its Scholars who have obtained a bachelor s degree as Gates Alumni even if the Scholars are still eligible to receive graduate funding. Through the GMS Alumni Relations Program, actively participating Alumni find opportunities to network with other Alumni and Scholars, to serve as GMS Mentors for current Scholars, to engage in community service, to pursue further educational and professional development, and to assist us as Ambassadors in identifying future Scholars. The Alumni Association is a national network of Gates Alumni, connected through this website, various social and business networking sites, regional events and gatherings, including support and services. If you are a Gates Alumni, you are already a member of the Association. The Alumni Association is maintained with support from the GMS headquarters. It is a selfgoverned structure comprising of selected Alumni and Campus Based Leaders. 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, visit the website or [email protected]. GMS Alumni Association Advisory Council Overview Role of GMS Alumni Association Executive Committee (EC) The Executive Committee advises GMS administration on the organizational and procedural course of the Alumni Association and members are ambassadors of the program. Each committee member has individual roles as described below. Identifying key alumni in his/her region Advising GMS administration in Alumni Association growth strategy Serving as a resource to Regional Advisors Serving as a liaison between the local GMS community, Partner organizations, and GMS administration Attendance in Advisory Council meetings and conference calls Serving as a mentor to active Scholars at GMS flagship colleges/institutions Selection of Executive Committee Executive Committee Leadership positions are voted upon by the membership of the GMSAA during the annual meeting. Committee Chairs are selected at the annual meeting. Role of the Regional Advisor The Regional Advisor(s) serves as the point of contact for a Regional Chapter of the GMS Alumni Association. Regional Advisors also serve as a resource to the Executive Committee members and as a liaison between the local GMS community, partner organizations and GMS administration. 40

44 Regional Advisor Selection and Term Executive Committee and Regional Advisors nominations are reviewed and selected by GMS administration. Regional Advisorss are recommended based on their level of engagement with GMS staff and Alum and attendance of GMS conferences and activities. Those who are recommended will be asked to provide a CV/resume to be reviewed by GMS staff. The Advisory Council seeks to ensure Regional Advisors have experience or potential in community organizing, event planning, leadership, and/or other skills that will ensure the success of each respective Regional Chapter. Regional Advisors serve for two-year terms staggered. In the likelihood that a Regional Chapter is extremely large, and covers a broader range of Gates Millennium Scholars, additional Regional Advisor(s) will be nominated for service. Current Executive Committee and Regional Advisors may nominate themselves and other Alumni. Selection period will be determined by the administration. Executive Committee Regional Advisors GMSAAA Advisory Council Officers President, VP, Secretary/Treasurer Program Committee Chairs Actively engaged Gates Alumni within the Gates Alumni Association Advisory Council (GMSAA) Campus Based Leaders (Future) Actively engaged Gates Alumni throughout the country GMS ALUMNI ASSOCIATION ADVISORY COUNCIL STRUCTURE GMS Alumni Advisory Council (Executive Committee) *NW/SWW Regional Alumni Advisors **UMW/LMW Regional Alumni Advisors Campus Based Leaders ***SE/NE Regional Alumni Advisors 41

45 SCHOLAR AND ALUMNI VIRTUAL COMMUNITY UPDATE! The Scholar Website ( is the primary resource for GMS services, including Leadership Development 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 Website 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 GMS encourages Scholars to utilize the Website as an extensive source of information.! GMS Classes 2000 through 2010 were previously assigned GMS accounts (i.e., gatesscholars.org), which allow Scholars to send and receive s with GMS staff and other Gates Millennium Scholars only. However, effective October 1, 2011, all GMS e- mail accounts will be deactivated. Future correspondence from GMS will be sent to Scholars preferred personal address on file. NOTE: GMS will retain no more than one personal address for sending electronic correspondence to Scholars. Scholars are asked to designate whichever account they check regularly to ensure that important messages from GMS are responded to immediately.! Scholars have the ability to update their personal address whenever necessary by logging on the Scholar Website at and clicking on My Profile. From the My Profile screen, use the Edit tool on the Preferred tab to make changes to your Alt [Alternate] .! 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. 42

46 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 NOF 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 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 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 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 43

47 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 s 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 list for chain mail, solicitations, virus warnings (they are usually hoaxes), etc. s 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 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 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. 44

48 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) 5. Externship 6. Free Application For Federal Student Aid (FAFSA) 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. 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. 45

49 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 16. Stipend 17. Student Aid Report (SAR) 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. 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. 46