Brazil Scientific Mobility Program Grant Policies

Transcription

1 Brazil Scientific Mobility Program Grant Policies Table of Contents A) Glossary of Terms... 2 B) Grantee Checklist... 3 C) Invoicing IIE... 3 D) Application Fees and Deposits... 3 E) Enrollment, Tuition, and Academic Fees... 3 F) Scholarship Stipends... 4 G) Travel and Transportation... 5 H) Early Arrivals... 6 I) Housing... 6 J) Off-Campus Housing... 6 K) Meals... 7 L) Term Breaks... 7 M) Insurance... 8 N) Reimbursements... 8

2 A) Glossary of Terms Academic Advisor: The person(s) at your U.S. Host Institution who assist in choosing your courses and assist with questions related to your field of study. The Academic Advisor may also be your U.S. Host Institution Advisor. Academic Program: Full-time education program focused on academic coursework, including courses in the grantee s major field of study. An academic program does not include non-academic courses, such as a swimming class or guitar lessons. Academic Year: The annual period of an educational institution usually occurring from August to May with arranged breaks. Start/end dates vary for semester, trimester and quarter system institutions. Campus: The grounds and buildings of a U.S. Host Institution. Invoice: An itemized bill for goods sold and/or services provided, including the price, timeframe/term of the goods or services, date issued, date payment is due, and remittance information (name and address). Off-campus: Description used to define housing not located on the campus of a U.S. Host Institution and not managed or owned by the U.S. Host Institution. Term: Portion of an academic year during which a U.S. Host Institution holds classes. A U.S. Host Institution may use a semester, trimester, or quarter term system. Terms of Appointment (frequently referred to as TOA ): An agreement between a BSMP grantee, CAPES, and IIE regarding the grantee s BSMP scholarship benefits and policies. Supporting documents provided to BSMP grantees, including the BSMP Grant Policies, BSMP Visa Sponsorship Policies, and BSMP Placement Policies provide additional detail regarding the benefits and policies grantees agree to in the TOA. U.S. Host Institution: The college or university in the U.S. at which a BSMP grantee is enrolled for his or her program. U.S. Host Institution Advisor: The person(s) at your U.S. Host Institution who is your main point(s) of contact, often in the international or sponsored programs office or a related office. The U.S. Host Institution Advisor may also be your Academic Advisor or International Student Advisor.

3 B) Grantee Checklist The Grantee Checklist ensures that new grantees complete all critical finance-related actions at the start of their program in a timely manner. New grantees should complete the form with the assistance of their U.S. Host Institution Advisor. Continuing grantees should also review the checklist below at the start of each term to ensure timely payment of invoices and stipends associated with student accounts. Policies related to each action are summarized in the section noted in the left column. Grant Policies Action item Section I, J Confirm your housing meets BSMP guidelines. K Confirm your meal plan meets BSMP guidelines. E Confirm you are enrolled in appropriate academic coursework that meets program requirements. C Confirm your U.S. Host Institution will invoice IIE directly for appropriate expenses (such as tuition, housing, and meal plan). F Set up a U.S. bank account and complete the Bank Authorization (EFT) Form with your U.S. bank account information. Remember that if your bank account information changes after you submit the form, you must resubmit the form with updated bank information in the BSMP Participant Self-Service Portal. L Arrange for housing and meals with your U.S. Host Institution for the academic year break periods. Complete C) Invoicing IIE In order for IIE to pay any costs for a grantee on behalf of CAPES, IIE must be invoiced for the charges. Please ask your U.S. Host Institution, housing, meal, and insurance providers to invoice IIE directly for program-approved charges. 1. Submitting Invoices to IIE: Invoices should be submitted directly to bswbpayment@iie.org. If invoices cannot be ed, they can be sent by mail to the address below: Institute of International Education ATTN: BSMP Grants & Data -2 nd Fl. 809 United Nations Plaza New York, NY Program End Date: IIE will not cover any fees incurred beyond your program end date as listed in your TOA. D) Application Fees and Deposits Application fees and housing deposits are one-time fees or initial payments that must be paid prior to your registration for courses or to secure your housing. These fees are NOT to be confused with charges for tuition, course fees, meal plans, rent, insurance, etc. Please do not pay these application fees and housing deposit fees yourself. Do NOT make any payments yourself unless approved in advance by IIE. You will not be reimbursed for any direct payments made without prior approval from IIE. E) Enrollment, Tuition, and Academic Fees As part of your scholarship, your tuition for full-time study in approved academic- courses will be covered provided you follow the guidelines as outlined in your TOA. Use the following guidelines to understand your courses, tuition, and academic fees and how they are covered by your scholarship:

4 1. Approved courses: Your course load each term should be comprised of 100% academic courses. Nonacademic coursework (such as art, acting, sports, pottery, etc.) will not be approved and the cost of these courses will not be covered as part of your scholarship. If you have any questions about a course, your Student Relations Officer BEFORE enrolling. 2. Online courses: Your scholarship does not cover online coursework. You are expected to attend all of your classes in person during your program. 3. Adding/Dropping Courses: You must maintain a full-time academic status to comply with J-1 visa regulations. You must notify IIE immediately if you are unable to maintain this visa requirement as a result of dropped courses. You are allowed to add and drop courses only if the following criteria are met: a. You will still be a full-time student after you drop. b. You do so during your institution s add/drop period. c. There are no additional costs associated with dropping a course. If you add or drop a course after the add/drop period, you will be responsible for any additional fees. 4. Additional Course Fees: IIE (on behalf of CAPES) is only authorized to pay for additional academic course fees if the course is related to your major/field of study. You must receive prior approval in writing from your Student Relations Officer. If you choose to take an academic course that requires additional fees and is not related to your major/field of study, then you will be fully responsible for covering the cost of these fees. 5. Winter Term: a. Winter term tuition is approved only for grantees attending a trimester or quarter term institution. Your U.S. Host Institution Advisor can confirm the academic calendar of your U.S. Host Institution. b. If you attend a U.S. Host Institution that follows a semester calendar (fall and spring semesters), winter term coursework is not approved. You will be financially responsible for all costs associated with winter term enrollment. 6. Books and Supplies: a. Academic grantees: Your scholarship from CAPES provides a one-time coursework allowance to purchase books and supplies. IIE does not pay invoices for books and supplies. 7. U.S. Academic Transcript Fees: You are responsible for covering all fees associated with any transcripts you request to be issued, including those required for academic reporting purposes. 8. Class Trips: Grantees are not allowed to enroll in travel-oriented classes or field trips. Grantees cannot travel outside of the U.S. for a class. 9. Optional and Personal Fees: The scholarship covers university mandatory fees only. For example, if accessing the gym or campus recreation center is an optional fee, it is not covered. If it is a mandatory fee at your school, it is covered. The BSMP scholarship does not cover extracurricular activities such as clubs or sports, or personal fees such as printing, dorm damage, or lost key and/or ID card fees. F) Scholarship Stipends As part of your scholarship, you will receive several stipends and payments from CAPES during the course of your program. You will also receive stipends directly from IIE. The amounts and details are subject to change without prior notice.

5 1. CAPES -Issued Stipends: Monthly stipends provided directly to you from CAPES are intended to assist you with covering expenses other than those specified in your TOA. You should budget carefully and plan on bringing personal funds so that you can adequately cover additional personal expenses as needed. All questions regarding the stipends below should be directed to CAPES. a. Academic Books and supplies: One-time stipend b. Round-trip airfare: Fully covered. c. Settling-in stipend: One-time stipend d. Monthly stipend: $300 e. High-Cost City Stipends: $400; CAPES designates the high-cost cities and administer high-cost city stipends accordingly. If you move from a high-cost city to a non-high-cost city, you may need to refund CAPES all or a portion of the high-cost city stipend you receive. This process is managed at the discretion of CAPES. The list of high-cost cities is provided at the link below. PagamentoBolsas.pdf. 2. IIE-Issued Stipends: IIE administers the stipends below on behalf of CAPES. Grantees must submit a Bank Authorization (EFT) Form in order to receive stipends from IIE. All grantees are responsible for keeping their U.S. bank information accurate and up-to-date in order to receive stipends from IIE. IIE distributes funding to students using several methods, including check, electronic fund transfer, wire transfer etc. It is up to the discretion of IIE to determine what method is best at any given time. IIE is unable to control individual bank fees Students are responsible for communicating directly with their banks regarding any fees charged for fund transfers. a. Academic break stipend: One-time stipend for grantees continuing from the fall term to the spring term. Additional details are provided by IIE shortly before the winter break period. b. Summer activity stipend: Stipend amounts vary and are issued by IIE in late spring and summer to qualifying grantees. Details about this stipend will be provided by IIE during the spring term. G) Travel and Transportation Travel There are several policies to keep in mind when you are traveling to and from the U.S. for your program: 1. Luggage: Your scholarship will NOT cover the cost of luggage. Please check with the airline regarding its luggage policies to ensure that you bring the standard number of bags and do not exceed weight limits. 2. Local transportation from the airport to your U.S. Host Institution: You must use your settling-in stipend from CAPES to cover this cost. Your U.S. Host Institution should not invoice IIE for this cost. 3. Academic Institution Transfer: If you transfer to a new U.S. Host Institution, IIE, on behalf of CAPES, will assist you in arranging and paying for your travel arrangements to your new U.S. Host Institution. Please note that you will be authorized only for the most direct itinerary to your new U.S. Host Institution, and that all travel should take place within the same day. IIE is not authorized to: a. Reimburse you for travel arrangements you make or pay for with your own funds. b. Issue you funds in lieu of purchasing your travel tickets. c. Pay for luggage fees. Transportation IIE, on behalf of CAPES, will not pay for transportation costs to or from classes (for example: a city subway or bus pass) unless the cost is a mandatory charge by your U.S. Host Institution.

6 Your U.S. Host Institution may offer a transportation service (usually a bus or shuttle) from your residence hall to the academic buildings where classes are held. If this transportation charge is mandatory for all students, then your scholarship will cover this charge when included in the invoice. H) Early Arrivals 1. IIE is not authorized to cover your housing, meals, or insurance expenses prior to the program start date indicated in your TOA. Expenses you incur prior to your program start date are your responsibility. Therefore, you should arrive at your U.S. Host Institution on your program start date and no earlier. 2. If you choose to arrive before your program start date, you will need to cover your housing, meals, or insurance expenses with your settling-in stipend from CAPESand, if necessary, your personal funds. 3. If your U.S. Host Institution requires that you arrive for an orientation or similar program prior to the program start date listed in your TOA, you must contact your Student Relations Officer immediately. You also must contact your U.S. Host Institution before you arrive to confirm housing and meals will be available. I) Housing Your on-campus housing selection must be a shared-occupancy room at the standard rate offered by your U.S. Host Institution. Bedrooms, bathrooms, and living spaces should be shared; double-occupancy rooms are preferred, but triple and quad housing are also allowed. If you choose a premium housing option (for example: luxury apartment, duplex, single bedroom) that does not meet BSMP s housing requirements, YOU WILL BE FULLY RESPONSIBLE for paying the difference in cost of the premium housing and the standard rate, shared-occupancy housing option. 1. Moving-In and Break Periods: You are responsible for paying for moving-in costs using the settling-in stipend you received from CAPES at the beginning of your program, as stated in your TOA. You are responsible for learning the details of your U.S. Host Institution s break periods and making arrangements for housing and meals during the break periods. 2. Household Needs: Expenses for living supplies (for example: linens, dishes, cleaning products, toiletries) should be paid for using your settling-in and monthly stipends from CAPES. You will not receive any additional funds to cover these expenses. 3. Fines or Fees: Your scholarship will not cover any fine(s) or fee(s) related to damaged, lost, or stolen property (e.g., lost keys, lost access cards, lock changes, etc.). If you incur these types of fees, you are responsible for paying the expenses. 4. Housing Refunds: If your housing cost or deposit is paid in full for the academic term or year and you move away temporarily (for example: you participate in Academic Training in another city), it is your responsibility to seek a refund directly from your U.S. Host Institution s housing office or from your off-campus housing provider. Any refund you obtain should be returned directly to IIE, NOT to you. The refund should be made payable to the Institute of International Education and mailed to the address below: Institute of International Education ATTN: BSMP Grants & Data -2 nd Fl. 809 United Nations Plaza New York, NY J) Off-Campus Housing 1. According to BSMP policy, grantees may NOT live off-campus unless on-campus housing is not available, in which case it is the responsibility of your host institution to place you in off-campus housing and invoice IIE. All off-campus housing assignments must be approved by IIE prior to the move-in date.

7 a. IIE does not sign any housing contracts or leases on the behalf of BSMP-sponsored grantees. Grantees are also advised not to sign any housing contracts or leases, and instead to provide the off-campus housing provider with the necessary grant documents to confirm that IIE can be invoiced directly for all mandatory fees. b. IIE does not cover any fees related to lost, damaged, stolen, and replaced property. Grantees are responsible for all fees of this nature. c. The departure date for your off-campus housing must not be after your program end date communicated to you by IIE. IIE will not cover any fees you incur beyond the program end date. You are responsible for covering any fees incurred beyond this date. K) Meals 1. Meal Plan: You should select a meal plan option that provides 21 meals per week or unlimited meals. If these options are not available at your U.S. Host Institution, you should request that your institution add dining points to the available meal plan to ensure you have 21 meals per week. 2. Meal Plan Payment: IIE CANNOT pay for meal plans with a credit card or electronic check. Please request that dining services send an invoice to IIE for your meal plan (preferably included in the invoice for your other academic program costs). a. Meal plans consisting only of campus cash/dining points are not permitted, unless no other meal plans meet the 21 meals per week requirement. You must contact your Student Relations Officer prior to adding campus cash/dining points to your account to ensure it is approved. Failure to follow the procedure for approval of additional meals will result in your full liability for the additional charges. i. Please note: If you use up all your meals prematurely, IIE will not approve additional funds for your meal plan account. You must budget your meals carefully. You are responsible for choosing a meal plan comparable to 21 meals per week. Contact your International Student Advisor (isa) during the first three weeks of your program if a comparable meal plan is not provided by your U.S. Host Institution. Your advisor will then contact IIE to confirm if an increase in the meal plan is needed. If you do not contact your advisor to have your meal plan adjusted in the beginning of the semester, it may be too late to adjust at the middle/end of the semester. In this case, no reimbursements will be made. 3. Remaining Balance on Meal Plans: The primary purpose of the meal plan (and approved campus cash/dining points) is to provide you with meals. Any unspent balance must be returned to IIE via check or invoice credit. 4. Food Allergies: If you have food allergies, please discuss them with your on-campus dining provider. Authorization of alternative meal plan arrangements will require a physician s note. Your U.S. Host Institution can invoice IIE for a specialized meal plan that accommodates your specific dietary needs if IIE approves the plan in advance. In this case, you must send the physician s note as an attachment to your Student Relations Officer. L) Term Breaks 1. Most U.S. Host Institutions have extended breaks (winter/spring) that can last several weeks and may require you to make alternative housing and meal arrangements. You should seek guidance from your U.S. Host Institution Advisor to make appropriate plans and confirm that housing and meals will be provided to you during the extended breaks. 2. Additional stipends during the break periods are determined in accordance with CAPES policies. These types of stipends may vary by academic term. You will be informed of these policies and stipend amounts at the appropriate time. Please review your TOA carefully to understand the break stipend policies. You are expected to budget your monthly and other stipends carefully to cover any personal expenses.

8 3. Cash-only meal plans are not approved during break periods and academic terms. M) Insurance 1. Grantees are required to enroll in J-1 visa compliant insurance coverage for the duration of your participation in the program. a. All University health insurance premiums should be invoiced directly to IIE. If your U.S. Host Institution is unable to provide you with J-1 visa compliant insurance coverage, you must contact IIE immediately to be enrolled in Cultural Insurance Services International (CISI) coverage through IIE. 2. Health-related expenses such as co-pays, x-rays, immunizations, etc. are not covered by your scholarship. You will be personally responsible for covering fees of this nature. N) Reimbursements 1. Reimbursements to Grantees: Do not make any payments without receiving prior written approval from IIE. You will not receive any reimbursement if you make payments for housing deposits, application fees, course fees, etc., without receiving prior approval from IIE. 2. Reimbursements to IIE: In certain cases, you will need to reimburse IIE for payments IIE has made on your behalf (for example: you request and receive a stipend for summer housing but your summer housing is directly invoiced to and paid by IIE). Reimbursements to IIE can be made by check using the steps below. IIE will notify you of any issue that requires reimbursement and provide you with instructions for completing the reimbursement process. 3. By Check: The check should be made payable to the Institute of International Education and mailed to the address below: Institute of International Education ATTN: BSMP Grants & Data -2 nd Fl. 809 United Nations Plaza New York, NY