Institution Project Directors

Faculty Applicants
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- How does the Project Director (PD) register in the e-Application system?
- How many sections are there to the application and who fills out what section?
- When the PD submits the e-application in G5, where does it go?
- When does the PD hit the submit button?
- How does the PD review and approve the faculty applications for submission to the Department?
- Who should the PD contact in the event of technical problems with G5 (e.g., pulling up a form)?
- If the PD has a question specific to the FRA program (e.g., eligibility requirements), who should he contact?
- Who should write the institutional support statement? 
- How are the Language Reference Form and Institutional Support Statement submitted?
- Can the PD set an institutional deadline so that they can meet the deadline published in the Federal Register?
- If a PD has access to the Fulbright-Hays Doctoral Dissertation Research Abroad (DDRA) Program screens, does he also have access to the FRA PD screens?
- Can a faculty applicant be designated as a PD?
- What signatures are required for the G5 e-Application?
- Can I apply independently of my university?
- How many sections are there to the G5 e-Application and who fills out what section?
- How are the Language Reference Form and Institutional Support Statement submitted?
- When the faculty member clicks the “submit” button in G5, where does his application go?
- When should a faculty member’s application be submitted?
- To whom does the published Notice Inviting Applications (NIA) apply?
- Can a faculty applicant be designated as a Project Director (PD)?
- How do I know who the PD is?
- How will a faculty member know that his PD has access to his application?
- How do I know that the PD has submitted the application to the Department?
- Who should write the institutional support statement? Should the PD?
- How important is the recommended page limit cited in the NIA?
- Should references, footnotes, endnotes, or the bibliography be included in the narrative?  How long should they be?
- What if a faculty member proposed to use a much less commonly taught language and cannot find someone to evaluate his foreign language proficiency?
- Should Letters of Affiliation from overseas host institutions or organizations be included in an application?
- Do the provisions of the “Fly America Act” apply to this program?
- Does the international travel allowance provide funds for dependent’s travel?
- What signatures are needed for the G5 e-Application?
- If a faculty member experiences technical difficulties or has questions regarding G5, whom does he contact for assistance?
- If a faculty member has programmatic questions, whom should he contact?
- When will selections be announced?
- When may fellowships be activated?
- Must a faculty member apply for his own visa and research clearance?

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 (the Department) program officers. The PD must submit the following information to program officers by the date specified in the published Notice Inviting Applications: name, institution, and email address. Once the PD is informed by the Department program officers that access has been granted, the PD can register in the G5 e-Application system. Obtaining access to the system and registering in the G5 e-Application system are two separate steps.

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There are two major sections to the G5 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 their institution and submitting them in a single submission, along with the required institutional components, to the Department. Only the PD can submit an application to the Department.

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After the PD hits the submit button, the entire application (both the individual and institutional components) is sent electronically to the Department. The PD will receive a confirmation email that states: “Your application for Fulbright Hays Faculty Research Abroad Program, CFDA 84.019A, was received on XX (the date) at XX (the time submitted) Washington, DC time.” This message will include the application’s identifier number (P019A2200XX).

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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).

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The PD is able to review only applications that have been submitted to them by individual faculty applicants employed at their 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 them to that individual’s application. After the review of all individual applications have been completed, the PD indicates their approval of each application by clicking the acceptance box next to each name. Only PD approved applications are included in the institutional submission to the Department.

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If the PD experiences any technical difficulties, he/she should contact the G5 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.

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If the PD has program specific questions, they should contact Dr. Pamela J. Maimer at (202) 453-6891 or at FRA@ed.gov.

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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.

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The faculty applicant will submit, via G5, the referees’ names and email addresses. The referees will then receive emails, which are automatically generated by the G5 system, with directions for completing and returning the reference forms. The emails 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 the Department. We suggest that internal deadlines be set by the PD for the submission of references.

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Yes. The PD should set an institutional deadline for faculty members and referees so that they 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.

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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 Notice Inviting Applications published in the Federal Register. IFLE strongly suggests that potential PDs request access to and register in G5 as soon as possible.

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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. They are the institutional point of contact for both the FRA fellow and the Department. They 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.

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The PD is responsible for submitting all documents electronically, including the Application for Federal Assistance (ED 424), and all necessary assurances and certifications. Within three days after submitting the electronic application, the PD MUST email a signed copy of ED 424 to FRA@ed.gov 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. the Department may request original signatures on other forms at a later date.

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No, an eligible applicant is a U.S. institution of higher education. The faculty member’s application must be submitted to the institution’s PD who is registered in the U.S. Department of Education’s G5 e-Application system.

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There are two primary sections to the G5 e-Application – the faculty member’s individual section and the section to be completed by the PD. Upon completion of their section, the faculty member submits all components of the faculty member section 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 the Department.

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The faculty applicant will submit, via G5, the referees’ names and email addresses. The referees will then receive emails, which are automatically generated from the G5 system, with directions for completing and returning the reference forms. The emails 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 the Department. It is suggested that internal deadlines be set by the PD for the submission of references.

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The faculty member’s application is transmitted to their institution’s PD for review and submission to the Department. A faculty applicant is not able to transmit their application directly to the Department.

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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.

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The published NIA is the date by which the PD must submit all components of the application to the Department via G5. 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 deadline.

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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. They are the institutional point of contact for both the FRA fellow and the Department. They 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.

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Check the Project Directors listed in this application package as a starting place. As this is a new competition after many years, it will be necessary for your institution’s administration to appoint a PD and ensure that they register in G5.

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After the faculty member has submitted their e-Application, they will receive an email that stating that their application has been received by the PD at their institution. The PD will be copied on the email notification; nevertheless, the faculty member may want to contact the PD in addition to the email notification. If the PD did not receive this email, please contact the Department’s G5 Help Desk immediately.

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A faculty member will not receive a notification email when the PD transmits the application to the Department. Only the PD will receive such a notification email. A faculty member must check with their institution’s PD to determine whether the application has been submitted.

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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 G5.

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The recommended page limit is extremely important. Please adhere strictly to the recommended page guidelines contained in the published Notice Inviting Applications.

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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 recommended page limits. Please check the NIA in the *Federal Register* for more information regarding these.

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It is the applicant’s responsibility to find a suitable language evaluator. An application is significantly less competitive if a foreign language reference form is not included.

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Yes, these letters are helpful to the panel in evaluating an application. Please upload to the appropriate place in the G5 e-Application. These letters may not be mailed.

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

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No, it does not.

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

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Contact the G5 Help Desk at 1-888-336-8930. the Department program officers are not able to answer technical questions about G5 e-Application.

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They should contact the FRA program officer Dr. Pamela J. Maimer at FRA@ed.gov or via telephone (202) 453-6891.

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Awards will be announced in September. It is the responsibility of the institution to inform a faculty member of their status.

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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 the department. The GAN will specify the performance and budget periods. All research must be completed during these periods.

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Yes.

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| Last Modified: 03/08/2022 |
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