Frequently Asked Questions (FAQ)

• Application Submission
• Eligibility Requirements
  • Eligibility - Citizenship
  • Eligibility - Discipline of Study
  • Eligibility - Academic Status
  • Eligibility - Ability to Accept
• The Application
• Reference Forms
• Transcripts
• GRE and GPA
• Supplemental Material
• Fellowship Usage and Restrictions

Application Submission

When is the application deadline?

1:00 p.m. EST, January 7, 2008.

When are fellowship offers announced?

On or about March 31, 2008.

I would like to review the application; is there something I can look at?

The Application Instructions contain all the questions you will be asked, including the exact wording and length restrictions for your statements.

Is there a paper form I can use?

No, all applications must be submitted online.

If I applied last year, can I have my application reactivated?

No. You will have to create an entirely new application and resubmit your transcripts, references, essays, and perhaps your GREs along with your online application.

How do I know whether my application is complete?

A sidebar is located at the left of each application page. Use the sidebar to navigate the application and receive instant feedback on the completion status of your application. You may also monitor the completion status of your application by looking at the "Overall Status" page.

How do I submit my application?

You will not be able to submit your application until you have entered and saved data for each required application element. Until you do this, the "Submit Application" button will be inactive. Once you have entered and saved data for each required element, the button will become active. When you are satisfied that your application is complete, click the "Submit Application" button. A dialog will pop up asking you whether you are sure you want to submit. Click "Yes" or "No" depending on whether you are ready to submit or not. Once you click "Yes," your application is submitted electronically.

You are responsible for ensuring the proper completion and submission of each application element by the January 7, 2008 deadline. You should monitor your account to ensure ASEE receives your reference forms, transcripts, and GRE scores.

Eligibility Requirements

How can I find out if I am eligible?

There are four eligibility requirements: citizenship, discipline, academic status, and the ability to accept the full benefit. Specific questions are grouped by requirement below. You must meet all four requirements in order to be eligible. If you have any further questions please contact the fellowship program at ndseg@asee.org.

 

Eligibility - Citizenship

Do I have to be a citizen of the United States to apply?

The NDSEG Fellowship Program is open only to applicants who are citizens or nationals of the United States. The term "nationals" refers to native residents of a possession of the United States such as American Samoa. It does not refer to a citizen of another country who has applied for U.S. citizenship. Persons who hold permanent resident status are not eligible. Proof of citizenship will be required upon formal offer.

 

Eligibility - Discipline of Study

What discipline should I apply under?

What specialties does a particular discipline include?

My field of study is under two or more disciplines, what discipline should I apply under?

My science or engineering specialty is not specifically listed, should I apply?

The stated goal is to increase the number of U.S. citizens and nationals trained in scientific and engineering disciplines of military importance. The sponsors of the NDSEG Fellowship Program have interest in a broad range of disciplines, as well as specialties that combine multiple aspects, or lie at the borders of the listed disciplines. More information about specific areas of interest can be found on the websites of the sponsoring agencies: the Army Research Office, the Office of Naval Research, the Air Force Office of Scientific Research, and the High Performance Computing Modernization Program.

In general, we recommend selecting the discipline that most closely matches the course of study you are proposing to pursue in graduate school. As long as you are eligible and your application can fit under one of the fifteen disciplines, it will be reviewed. For additional guidance, speak to your academic or research advisor and visit the websites of the sponsoring agencies. You may also wish to review information regarding which disciplines are most competitive (see About NDSEG: What are your chances being selected?).

My discipline is Nuclear Engineering, should I apply?

Please do apply, and choose the discipline that most closely matches the courses you plan to take as a graduate student. As long as you are eligible and your application can fit under one of the fifteen disciplines, it will be reviewed.

If you cannot find an answer to your eligibility question here, please feel free to email us. In your email, please provide all pertinent information so that we can answer your question in as timely a manner as possible.

 

Eligibility - Academic Status

Am I eligible if…

• …I am completing my senior year of undergraduate study before fall 2008?
• …I have an undergraduate degree and have never enrolled in a graduate program?
• …I am in my first year of my graduate program?
• ...I am starting my second year of graduate school in Fall 2007?
• …I have been going to graduate school part time and have fewer than 30 semester hours or 45 quarter hours completed before the start of the fall semester?

Yes, you meet the eligibility requirements because you are clearly considered at the early stages of your graduate studies. If you meet one of the above criteria and the "Academic Status Explanation" section appears on your application, just explain your current status in that section as specified in the Application Instructions.

• …I am in graduate school, but I changed my thesis, field, advisor, or institution, and very little of my research/coursework is transferable; so I am effectively starting my graduate work over?

You are strongly encouraged to apply, although depending on your specific circumstance you may or may not be eligible. If you meet one of the above criteria, the "Academic Status Explanation" section will likely appear on your application. If it appears, explain your current status in that section as specified in the Application Instructions. Your response will be used to determine whether you are considered at the early stages of you graduate studies in a discipline supported by the fellowship. Please note that only complete applications will be reviewed.

• …I am currently not enrolled in school?

If you are not currently enrolled as a student, you are eligible to apply.

• …I am currently enrolled in a Master's program and will be starting my Ph.D. after I complete my Master's?

If you are applying while in your first or second year of a Master's program, then you are still considered eligible.

• …I have a Ph.D. in a science or engineering field related to the supported disciplines?
• …I have a medical degree?

No, you are not at the early stages of your graduate studies and are not eligible.

If you cannot find an answer to your eligibility question here, please feel free to email us. In your email, please provide all pertinent information so that we can answer your question in as timely a manner as possible.

Eligibility - Ability to Accept

Can I defer the NDSEG Fellowship?

The NDSEG Fellowship can only be deferred under exceptional circumstances and with approval of the DoD; if you are accepted, you must start in the fall of that year.

Am I eligible if I will not be pursuing a doctoral degree?

You are required to enroll at a U.S. institution in a full-time graduate program leading to a doctoral degree in your discipline of study. Fellowships are awarded only to applicants who intend to pursue a doctoral degree. You do not have to be accepted into a program at the time your application is submitted; however, should you be selected, the award is contingent upon your admission to a suitable program.

May I spend a portion of my tenure at a non-U.S. institution?

The NDSEG Fellowship Program only provides tuition and stipend support to fellows attending a U.S. institution. A fellow would not be able to enroll at an institution located outside the U.S.

Can I accept another source of funding?

Fellows may not accept simultaneous remuneration from another major fellowship. You are free to accept another major fellowship, however, you must either defer funding or waive remuneration from the other fellowship. The NDSEG Fellowship must pay for your entire tuition and a full stipend.

Because the NDSEG Fellowship is a federally-funded program there are additional restrictions that may apply; for example, a fellow cannot receive both a stipend and active duty military pay at the same time, or be an active federal employee while receiving NDSEG funds.

If you cannot find an answer to your eligibility question here, please feel free to email us. In your email, please provide all pertinent information so that we can answer your question in as timely a manner as possible.

The Application

If I applied last year, can I have my application reactivated?

No. You will have to create a new application and resubmit your transcripts, references, essays, and perhaps your GREs along with your online application.

If I applied last year and was not selected, can I get information on why my application wasn't chosen?

No, there is no way for us to give you any information on your application from last year.

What is the "Out of... ” field listed under each institution in the academic background section?

This is asking for the maximum GPA for the program you attend/attended. For example, for a program that grades on a scale from 0.0 to 4.0, the base is 4.0. Your GPA would then be (for example) a 3.8 out of 4.0.

What is the declared major field listed under each institution in the academic background section?

This is asking for you to list your major or field of specialization which you focused on during your course of study at that particular institution.  

How many credits do I enter under "Credits Completed"?

If you do not see your credit system listed, use this conversion: one semester of full-time class equals about 9 semester hours of credit.

If accepted, am I obligated to go to the school I listed on my application?

No, you can go to any graduate school as long as it has an appropriate program.

How do I provide footnotes?

Due to the limited space allocated for your statements, footnotes are discouraged. If provided, they must fit within the character limit.

Can I use bullets to summarize my points?

Yes, however, be sure to clearly and concisely answer each question.

What is the Academic Status Explanation?

If you meet eligibility requirements explained in the About the NDSEG Fellowship page, you will not need to fill out this section and it will not be visible either on the sidebar or on the "Overall Status" page. If, however, you select "Other" from the "Academic Status" list on the Academic Background page, then the Academic Status Explanation link will appear at the bottom of the sidebar on the left, and you will see an entry for it on the "Overall Status" page.

For the applicants who need to fill out this section, eligibility is judged based on the applicant’s written response. NDSEG Fellowships are intended for students at or near the beginning of their graduate studies in science or engineering. For example, you could use this section to explain that you were a student that had switched from Oceanography to Physics and very little or none of your previous work would transfer, and that therefore you were essentially starting over in your graduate studies.

Is there a way to save a copy of my application for future reference?

The online application does not have that capability at this time; however, if you wish to have a copy for your records, email us after February 1 and we will send you a PDF of your application.

 

Reference Forms

Why is my "Overall Status" for the references section incomplete even though I have received three forms?

This section will be marked as complete only when at least three reference forms you have selected to use are received. Either you have not selected which forms to use, or the three forms received are not the forms you selected to use. You must select the “Use this reference” option to select a reference form to be included in your application. Three reference forms are required; however, you may choose to include up to four forms.

What is the deadline for references to be received?

All references must be received by January 7, 2008 by the 1 p.m. EST deadline.

Why hasn't my reference been receiving the NDSEG emails?

Check that you have correctly entered your reference's email. If it is incorrect, you will have to create a new reference with the correct email and delete the old, incorrect one. If it is correct, then tell your reference to check their spam or bulk mail folders to look for our emails and add ndseg@asee.org to the list of addresses they can accept email from.

Transcripts

Where do I have my official transcripts sent?

NDSEG Fellowship Program
1818 N St NW
Suite T-50
Washington, DC 20036

I am having difficulty obtaining official transcripts from an institution; is there any way you will accept a substitute?

ASEE does not accept unofficial transcripts or grade reports. Under extreme circumstances, you may be allowed to submit a copy of your transcripts. You will need to contact ASEE to request permission for an alternate submission and to receive detailed instructions. Past examples of extreme circumstances are overseas institutions that require you to obtain official transcripts in person, and official records from institutions that have been destroyed.

Are transcripts required for my Fall 2007 academic term?

Transcripts for the Fall 2007 academic term are not required in order for an applicant to have a complete application package. Do not wait for your Fall 2007 grades to post before sending us your transcript, as it will likely not reach us before the deadline, and therefore your application will not be considered for a Fellowship.

If I have a transcript, can I send it instead of having the school send it?

If you have an official, sealed transcript in your possession, you may send it to us instead of requesting that the school send us one. However, ASEE cannot accept unofficial transcripts or grade reports.

GRE and GPA

Does ASEE request my scores from ETS once I enter my registration number?

No, you must contact ETS and have them send ASEE your scores.

What is the GRE reporting code for ASEE?

5140 (with no department code).

What is the minimum GPA or GRE required to be considered for the fellowship?

Although the NDSEG Fellowship is a highly competitive program, there is no minimum GPA or GRE requirement. All completed applications are considered in full. The required statements, GPA, GRE scores, reference letters and forms, and transcripts are all reviewed and evaluated.

ETS will no longer report my official GRE scores; will you accept the report they sent me as official GRE scores?

No. The NDSEG Fellowship only accepts official GRE scores directly from the Education Testing Service (ETS) in accordance with ETS guidelines. Please keep in mind only current GRE scores (as defined by ETS policy -- generally those taken in the last 5 years) will be sent and that MCAT/LSAT test scores cannot be substituted for GRE test scores.

If I already sent in my GRE scores to code 5140 for the SMART Scholarship, do I need to send them in again?

No. The NDSEG Fellowship can retrieve your scores once you have had ETS send them to 5140. Note: If you are applying to the NSF GRFP, you do have to contact ETS and have them send us your scores -- we cannot share GRE scores with NSF).

If I sent in my scores last year, do I need to send them in again?

Possibly. Once you have entered your registration number into the application and saved the GRE section, please wait for two days. If after two days, the GRE still does not show as received on the "Overall Status" page, then you will need to contact ETS and have them send us your scores again.

 

Supplemental Material

Are transcripts or reference letters considered supplemental material?

No, those are required parts of your application.

I have some supplemental material I want to provide; how can I have it included in my application?

You may include supplemental material in the various sections of your application; for example, these items could be described in the Awards and Honors or the Publications/Presentations section.

My supplemental material does not fit in the categories or spaces you provide; can I mail it to you?

Any information or materials that do not fit within the boundaries of the application will not be provided to the evaluation panel and, therefore, will not be considered. Examples of supplemental materials include footnotes, curriculum vitae, theses, papers, pictures, diagrams, web pages, supplemental explanations of GPA or GRE scores, and other information.

Fellowship Usage and Restrictions

Before I apply, I would like to know if the fellowship would allow me to…

We are more than happy to answer questions about the application process, including what materials you should provide and how to provide them. We can also provide general guidelines about how the NDSEG Fellowship may be used, but often we cannot provide specific answers. All of the guidelines and any answers we can provide are on this page or in the Application Instructions.

The NDSEG Fellowship Program allows fellows with special circumstances to make requests, however, requests are not always granted. A decision to accommodate a request is based on individual circumstances and cannot be guaranteed in advance. If there is a particular circumstance you are concerned about, we recommend you apply for the fellowship. If you are offered a fellowship, you will be given an opportunity to explore your concerns in detail and receive specific guarantees prior to making your decision to accept or decline.

If you are experiencing technical difficulties with this site, please contact: ndseg@asee.org

NDSEG Fellowship Program
American Society for Engineering Education
1818 N Street N.W., Suite 600
Washington, DC 20036

ndseg@asee.org
Phone: (202) 331-3516, Fax: (202) 265-8504