The registration process for the PD involves two (2) steps. The PD must first request access to the Faculty Research Abroad (FRA) PD screens from the U.S. Department of Education (US/ED) program officers. The PD must submit the following information to program officers by the date specified in the published Closing Date Notice: name, institution, and e-mail address. Once the PD is informed by US/ED program officers that access has been granted, the PD can register in the e-Application system. Obtaining access to the system and registering in the e-Application system are two separate steps.

There are two major sections to the e-application – the individual faculty applicant’s section and the PD section. Upon completion of the individual component of the application, the faculty member submits all portions of the application (narrative, cv, individual budget, etc.) to the PD. The PD is responsible for reviewing all individual faculty applications, including the submitted institutional support statement and language reference form(s) submitted by the referees, of his/her institution and submitting them in a single submission, along with the required institutional components, to the US/ED. Only the PD can submit an application to US/ED.

The PD hits the submit button BEFORE 4:30 p.m. Washington, DC time on the published closing date and after: 1) All institutional and individual components of each individual faculty applicant, including foreign language references and institutional support statements are submitted; 2) The PD has reviewed all individual applications; and 3) The PD has approved each individual application by checking the box next to their name on “item 16” on Application for Federal Education Assistance (ED 424).

The PD is able to review only applications that have been submitted to him/her by individual faculty applicants employed at his/her institution. To review an individual application he/she should consult “Item 16” on Application for Federal Education Assistance (ED 424). and click on the faculty member’s name. This will link him/her to that individual’s application. After the review of all individual applications have been completed, the PD indicates his/her approval of each application by clicking the acceptance box next to each name. Only PD-approved applications are included in the institutional submission to US/ED.

If the PD experiences any technical difficulties, he/she should contact the e-Application help desk at 1-888-336-8930 (TTY: 1-866-697-2696; local: 202-401-8363) Monday-Friday from 8:00 a.m. to 6:00 p.m. Washington, DC time.

If the PD has program specific questions, he/she should contact Ms. Cynthia Dudzinski at (202) 502-7589 or at cynthia.dudzinski@ed.gov.

An administrator of the institution who is knowledgeable about the applicant’s abilities and the institution’s language and area studies resources should write the institutional support statement. The statement should describe how the project will contribute to the institution’s plans for developing and strengthening its program in foreign languages and area studies. It should explain how the institution plans to utilize the faculty member’s experience upon completion of the fellowship and must endorse the project on the basis of the candidate’s professional competence, personal suitability and availability to accept the award if offered. This will be submitted via the Web.

The faculty applicant will submit, via the e-Application, the referees’ names and e-mail addresses. The referees will then receive e-mails, which are automatically generated by the e-Application system, with directions for completing and returning the reference forms. The e-mails will contain links to the forms and Personal Identify Numbers (PINs) for the referees. The referees must click on the links and provide the PINs in order to be linked to the faculty member’s reference forms. Once the forms are completed, the referees click the submit buttons. After the referees hit the submit buttons, the forms have been submitted to the PD. Both the faculty member and the PD can monitor the submission of, but cannot review, the reference forms by checking the icon next to the reference forms. An icon for a submitted form is a blank piece of paper with a check mark on it. Reference forms must be submitted BEFORE the PD submits the application to US/ED. We suggest that internal deadlines be set by the PD for the submission of references.

Yes. The PD should set an institutional deadline for faculty members and referees so that he/she will have ample time to review the individual application material, solve technical problems and submit a complete institutional application in a timely fashion as specified in the Federal Register.

No. Each program is separate and distinct in e-Application. The PD must register for each program separately in accordance with the instructions outlined in the Closing Date Notices published in the Federal Register. IEPS strongly suggests that potential PDs request access to and register in the e-Application system as soon as possible.  TOP


12. Can a faculty applicant be designated as a Project Director (PD)?

No. The PD is the individual at the university who will administer the grant, disburse funds, and complete the reporting requirements in accordance with the terms and conditions of the grant should a faculty applicant be selected for a fellowship. He/she is the institutional point of contact for both the FRA fellow and US/ED. He/she can be the chair of a department, a person in the sponsored research/grants office or any other employee so designated by the “authorized representative” of the institution.

The PD is responsible for submitting all documents electronically, including the Application for Federal Assistance (ED 424), and all necessary assurances and certifications. With in three days after submitting the electronic application, the PD MUST fax a signed copy of ED 424 to the Application Control Center after obtaining the institution’s Authorizing Representative’s signature. We ask that Project Directors place the PR/Award Number the PD received electronically upon submission in the upper right hand corner of the hard copy signature page of the ED 424. US/ED may request original signatures on other forms at a later date.

The following FAQ pertain to Faculty Applicants

No, an eligible applicant is a U.S. institution of higher education. The faculty member’s application must be submitted to the institution’s Project Director (PD) who is registered in the U.S. Department of Education’s e-Application system.

There are two primary sections to the e-Application – the faculty member’s individual section and the section to be completed by the PD. Upon completion of his/her section, the faculty member submits all components of the faculty member section (parts 1-4) to the PD. The PD is responsible for reviewing the faculty member’s section and submitting it, along with the PD section, which contains the required federal forms, to the U.S. Department of Education. Included in this submission are the language reference form and institutional support statement that were transmitted to the PD by the referees. Only the PD can submit an application to US/ED.

The faculty applicant will submit, via the e-Application, the referees’ names and e-mail addresses. The referees will then receive e-mails, which are automatically generated from the e-Application system, with directions for completing and returning the reference forms. The e-mails will contain links to the forms and personal identify numbers (PINs) for the referees. The referees must click on the links and provide the PINs in order to be linked to the faculty member’s reference forms. Once the forms are completed, the referees click the submit buttons. After the referees hit the submit buttons, the forms are submitted to the PD. Both the faculty member and the PD can monitor the submission of the reference forms by checking the icon next to the reference forms. An icon for a submitted form is a blank piece of paper with a check mark on it. Reference forms must be submitted BEFORE the PD submits the application to US/ED. It is suggested that internal deadlines be set by the PD for the submission of references.

The faculty member’s application is transmitted to his/her institution’s PD for review and submission to US/ED. A faculty applicant is not able to transmit his/her application directly to US/ED.

The PD determines the internal deadline by which all sections of the application must be submitted. It is the responsibility of the faculty member to ensure that the language reference(s) and institutional support statement are submitted by referees no later than the established internal deadline.

The published Closing Date is the date by which the PD must submit all components of the application to US/ED via e-Application. It is recommended that the PD have access to all sections of the application well in advance of this date. Application materials cannot be submitted after the published closing date.

No. The PD is the individual at the institution who will administer the grant, disburse funds, and complete the reporting requirements in accordance with the terms and conditions of the grant should a faculty applicant be selected for a fellowship. He/she is the institutional point of contact for both the FRA fellow and US/ED. He/she can be the chair of a department, a person in the sponsored research/grants office or any other employee so designated by the “authorized representative” of the institution.

Check the Project Directors listed in this application package. If your institution has submitted applications for FRA funding in the past, chances are that an experienced PD has been appointed. If your institution is a new applicant, it will be necessary for your institution’s administration to appoint a PD and ensure that he/she registers in the e-Application system.

After the faculty member has submitted his/she e-Application, he/she will receive an e-mail that stating that his/her application has been received by the PD at his/her institution. The PD will be copied on the e-mail notification; nevertheless, the faculty member may want to contact the PD in addition to the e-mail notification. If the PD did not receive this e-mail, please contact US/ED’s Help Desk immediately.

A faculty member will not receive a notification e-mail when the PD transmits his/her application to US/ED. Only the PD will receive such a notification e-mail. A faculty member must check with his/her institution’s PD to determine whether the application has been submitted.

The institutional support statement may be written by the PD, but does not have to be. It should be written by an administrator of the institution who is knowledgeable about the applicant’s abilities and the institution’s language and area studies resources. It should describe how the project will contribute to the institution’s plans for developing and strengthening its program in foreign languages and area studies. It should explain how the institution plans to utilize the faculty member’s experience upon completion of the fellowship and must endorse the project on the basis of the candidate’s professional competence, personal suitability and availability to accept the award if offered. This reference will be submitted via the e-Application.

The page limit is extremely important. If the faculty member’s application narrative exceeds the page limit, the application will be disqualified and will not be reviewed for funding. Please adhere strictly to the page limit guidelines contained in the published Closing Date Notice.

References, footnotes, endnotes and the bibliography will certainly strengthen an application. However, they will be considered part of the application narrative, and subject to the page limit restrictions. Please check the Closing Date Notice for more information regarding these.

Please call Cynthia Dudzinski at 1-202-502-7589. She will gladly assist you in finding a qualified evaluator. An application is significantly less competitive if a foreign language reference form is not included.

Yes, these letters are helpful to the panel in evaluating an application. Please upload to the appropriate place in the e-Application. These letters may not be mailed.

Yes. International travel budget estimates ought to be based on jet economy high season rates on U.S. Flag carriers where available.

No, it does not.

No signatures are required for the faculty member’s application. However, signatures from your doctor/nurse practitioner may be requested at a later date.

Contact the e-Grants Help Desk at 1-888-336-8930. US/ED program officers are not able to answer technical questions about e-Application.

He/she should contact US/ED program officer Cynthia Dudzinski at cynthia.dudzinski@ed.gov or via telephone (202) 502-7589.

Awards are usually announced in April. It is the responsibility of the institution to inform a faculty member of his/her status.

A fellowship may be activated after a Grant Award Notification (GAN) has been issued, host country visa and research requirements have been met, and human subject research clearance, if required, has been given by the employing institution, and travel approval has been obtained by the PD from US/ED. The GAN will specify the performance and budget periods. All research must be completed during these periods.

Yes.

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