The following list is a set of practices which are commonly used by
Foreign Student Advisors (FSAs) who work with sponsored students and
scholars in both degree and non-degree programs. The tasks have been
organized with a view to identifying actual activities, as well as
providing suggestions for ordering the FSA workload.
The
information aims to assist the FSA by providing explanation and
practical suggestions on how to organize records, gather pertinent
information, collaborate with various sponsoring agencies and manage
the administration of the international students program. Managing
sponsored students involves procedures which vary from program to
program. This document details these practices and suggests ways to
follow them.
Create a Profile of the Sponsored Student Population
Identify the sponsored student population at your institution by
reviewing the financial support letter to glean contact information and
programmatic requirements of the scholarship, i.e., conditions of
training, length of scholarship, funding source and visa types. If your
own institution admissions office sends the initial 1-20/IAP-66
directly to the sponsored student, request a copy of the form for your
file. If the letter is sufficient as sor which meets your institution's
needs. This may be a form you have designed together with your accounts
office. Enter into the source of funds code on your database, if
available, using HG for Home Government, etc.
You can pull this information later for the Institute for International Education (IIE)
Open Doors census. Source of funds data is the least reported item to
IIE currently.
Designate an Advisor
If the population of your institution permits, assign this specialized
caseload to one FSA. The national average of sponsored students as a
percentage of all international students is 7 percent. Decide if the
your own office will handle the billing or if Student Accounts will
handle tuition and fee billing. Many sponsored student problems center
around funding issues so you will need to maintain active relations
with the billing office, admissions and the graduate school to overcome
possible problems.
Develop Information Sources
You will need to have current information about international affairs,
immigration issues, and funding trends. This suggests the need to
maintain good campus and community networks and to develop sources of
current articles in the feld of international education.
Categorize the Student Program by Sponsor
Programs differ widely. Begin to collect information on each type of
sponsored program whether it be embassy, non-profit agency, foundation,
U. S. Government agency, contractor, etc. Note the training
requirements for their students and restrictions which apply, i.e.,
unable to work under any condition, no academic training permitted,
minimum GPA required, minimum number of credits required in summer,
etc. Find out if the sponsor prefers their students to be on J or F
visas. Often sponsor/contractors are unaware of new ICE (U.S. Customs and Immigration Inforcement) regulations and
you must educate them.
Identify the Primary Contact
Begin to build an ongoing relationship with the responsible staff
member of the sponsoring organization. Frequently they are required to
provide regular reports to the agency regarding progress or well-being
of the student.
Distinguish Your Role From that of the Sponsor
Identify the responsibilities of the sponsor-advisor from those of the
sponsoring agency. Be careful not to usurp their role. Identify whether
all information needs to go through your office e.g. copies of mailings
to sponsors, central record keeping, visa sponsorship, allowances, etc.
It is likely that the oversight of the student will be shared between
the FSA and the sponsoring agency. If contractual relationships need to
be clarified, develop terms and conditions for the training at the very
beginning.
Formalize the University and Sponsor Relationship
If conditions of training are not provided by the sponsor, create a
tripartite contract with the scholarship sponsor, the FSA and the
student. Specify what the educational institution can and cannot do. It
may be wise to have the institution's legal counsel approve the form.
Understand the Possibility of Third Party Interests
Other parties, who may be different from the agency which programs the
study or the group providing funds, such as the student's employer, may
have a legitimate interest in the student.
Identify Program Restrictions for all Parties
Restate for the student and the academic advisor the available length
of time of the scholarship and the restrictions on extensions. Clarify
the funding and visa extension processes in your own institution;
understand the change of program policy. Create an internal policy, if
necessary, which addresses hot issues such as change of status from
researcher to student, student to post doc, etc. Be clear to all
parties from the beginning, but treat each situation on a case by case
bases.
Create Forms to Serve Your Needs
Various information or waiver forms may be useful to maintain accurate
records. If your institution does not have such forms it may behoove
you to develop specific documents. Be sure that your institution's
legal counsel provides input if appropriate.
Specify Fees Charged to Sponsors
If a fee is charged to sponsors, identify the services and publish your
institution's policy in the appropriate materials. Prepare a separate
list or brochure for sponsors and students. Do not promise what you
cannot deliver. Be particularly clear when discussing admissions, visa
status and credentials. It is of no benefit to admit students who will
fail no matter how tempting it may be to have fully funded students on
your campus. It may be useful to start keeping retention/matriculation
profiles sponsored students by former home university or high school.
