FLAS Project Administration for FLAS Coordinators

FLAS Fiscal Years u Closing Date Notice (CDN) - $35,400,000 u IFLE recommended - $35,398,500 u FLAS programs – 126 u Graduate AY fellowships – 792 u Undergraduate AY fellowships – 271 u Summer fellowships - 693

Programs by Geographic Areas World Area or Thematic FocusFLAS Programs Recommended Africa12 Canada2 East Asia21 International11 Latin America18 Middle East19 Russia, East Europe, and Eurasia16 South Asia9 Southeast Asia7 Western Europe, Europe11 Total126

Eligibility Requirements for Graduate and Undergraduate FLAS Recipients u Students must be accepted for enrollment in or enrolled at a FLAS-granting institution u A student applying from a non-FLAS granting institution must attend a FLAS- granting institution’s program

Eligibility – Undergraduate u Student should be engaged in an instructional program with stated performance goals for functional foreign language use, in combination with area studies, international studies, or the international professional studies program u FLAS awards may only be given for the intermediate or advanced study of less commonly taught languages (LCTLs) (All foreign languages are acceptable except for German, Spanish, and French)

Eligibility – Graduate u Students must take at least one performance-based modern foreign language course in a program where performance-based modern foreign language instruction is provided u Students must take at least one related area studies, international studies, or the international aspects of professional studies course

FLAS Dissertation Research Abroad (AY only) u Students must be at the advanced level of language proficiency u All course work must be completed u Comprehensive Exams must be completed u The use of language in dissertation research must be extensive enough to be considered equal to the improvement that would be obtained from a full academic year’s worth of formal classroom instruction

FLAS Dissertation Research Abroad (AY only) continued u Program officers request 1-2 page description of dissertation u Recommendation – Fulbright-Hays Doctoral Dissertation Research Abroad (DDRA) Program or other dissertation programs

Competition u Programs must run each competition as described in the grant application u Information on when competitions occur, who is eligible, which schools at the university may apply, the difference between academic year and summer, etc. must be easy to understand

Competition cont. u Information to applicants should be clear and transparent, i.e. requirements for summer programs, unallowable countries or areas, process for alternates, where application is available, when it is due, how to apply, etc.

Competition Description

Competition Description cont.

Fellowship Amounts Graduates Academic Year Award Summer Award Institutional Payment $18,000$5,000 Subsistence Allowance $15,000$2,500 Total$33,000$7,500 Travel Award (optional) Not allowedActual price of travel or up to $1,000, whichever is less

Fellowship Amounts Undergraduates Academic Year Award Summer Award Institutional Payment $10,000$5,000 Subsistence Allowance $5,000$2,500 Total$15,000$7,500 Travel AwardNot AllowedActual price of travel or up to $1,000, whichever is less

Institutional Payment: High Tuition and Fees u If the tuition and fee rates are greater than the institutional amount and the application stated that resources other than the student would be responsible for the difference between Title VI funds and the institution’s tuition and fee rate, then this must be honored for the entire grant cycle

Institutional Payment: High Tuition and Fees cont. u Example – Graduate AY tuition & fees is $20,500. Only $18,000 can be paid from the FLAS award, the remaining $2,500 must be waived or paid by another source (student, institution, or other)

Institutional Payment: Low Tuition and Fees u Any institutional funds in excess of the actual tuition and fees must be used to fund additional fellowship awards, to the extent that enough money is available to make a full award u Funds from other FLAS institutions can be combined to create an additional FLAS award

Institutional Fees u If health insurance is a mandatory cost for all students then that cost can be considered as part of the tuition and fees and paid for with that category of funds

Subsistence Allowance or Stipend u The subsistence allowance is meant to cover personal expenses including room and board u If room and board are included in the tuition/fee payment, you should not pay the student for the same costs. Subtract the amount from the subsistence allowance and give the student the remainder

Other Financial Issues u Student who does not complete a program –Each scenario is different –Contact the program officer –Payback is an institutional decision F For instance an institution may ask for part of the reward back, such as the prorated amount for a semester or quarter.

AY Fellowship Requirements – per semester or quarter Graduate level u At least one related area studies course u At least one language course u Enrolled full-time (FLAS institution’s definition of ‘full-time’) Undergraduate level u At least one area studies course u At least one language course u Enrolled full-time (FLAS institution’s definition of ‘full-time’) u Studying a LCTL at the intermediate or advanced level

Summer Fellowship Requirements Graduate Level u Minimum of 6 weeks in length intensive language program u 140 or more contact hours of instruction for students at the beginning and intermediate levels u 120 or more contact hours of instruction for students at the advanced level Undergraduate Level u Minimum of 6 weeks in length intensive language program u 140 or more contact hours of instruction for students at the intermediate level u 120 or more contact hours of instruction for students at the advanced level

Unexpended Funds u Unexpended funds from AY may be carried over to Summer u Summer only - If there is not enough money to make a full summer fellowship award, excess funds can be used to make travel awards for $1,000 or the actual cost of travel (whichever is less)

Unexpended Funds & Attachment Z u The grantee is required to obtain ED approval for the following: –Extending the project period end date (final year) –Using grant funds carried forward that were not obligated in the budget period –Expending grant funds before the budget period start date

Transfer of Funds u FLAS centers should attempt to make awards at their own institution first, before transferring funds to other FLAS institutions u Reporting Requirements: The FLAS institution that funds the majority of the award must report on the student u All transfer information should be included on IRIS reports

Transfer of Funds

Summer Language Cooperatives u It is not appropriate to automatically transfer a predetermined number of fellowships to a domestic summer language institute at another institution u Make as many of your awards to students on your campus as possible and they may ‘take’ that award to a summer language institute u If all options to make awards on your campus are exhausted then you may transfer funds

Summer Language Cooperatives u If you transfer funds to a summer language institute - and you are the majority funder for a student-recipient - then you must report on that student in your final summer FLAS report u The language cooperative’s host institution is responsible to provide the donor institution with the relevant student information needed to complete the IRIS FLAS report u If a student at an institute is supported by your funds then the language that student is studying must be on your approved language list

Approvals - Language

Approvals – Overseas Program Requests (OPR) Additional room for explanation of the request is available at the bottom of this screen

Approvals - Travel u Travel Approval Request (TAR) u Any international travel for Fellows only receiving a FLAS travel award u Country, reason, dates, airlines, cost, any comments u Departure and return itinerary u TARs are only for international travel

FLAS travel awards u Students may receive up to $1,000 - or the actual price of a ticket, whichever is less - in the form of a travel award for international or domestic travel u Travel awards can support international or domestic airfare, train, or car mileage costs u IRIS Travel Approval Requests (TARS) are only necessary for students whose international travel is being supported by a travel award – not for domestic travel

Additional data fields continue below…

Travel and Security cont. u Check the State Dept.’s travel warning site before submitting approving overseas programs/travel for approval u IFLE may consult with Embassies if travel is requested to countries with travel warning in place u If there are travel warnings, check to see if there are other countries with appropriate programs in the same language u Some travel requires fellows to acknowledge risks before approval

Fly America Act (FAA) u A law pertaining to federal government- financed air transportation u Requires fliers using federal funds to travel on American-flag carriers u ‘Open Skies Agreement’ modified this law – currently effects flights to/from the EU u In the Travel Approval Request (TAR) screen in IRIS grantees must verify that flight plans follow FAA requirements

Fly America Act screen

FLAS travel awards cont. u Travel awards only occur when FLAS funds remain after AY & Summer fellowships are awarded u Do not pre-budget FLAS travel awards u TARs should be submitted 30 days before travel occurs

FLAS recipient surveys u Aggregated data from your center’s survey will be collected through a standardized screen in IRIS u Surveys will occur ONLY for FLAS recipients u Surveys will be every two years for eight years u Surveys must begin with the AY cohort of students

Surveys continued… u The tracking schedule is: Aggregated data due date: 2010 (n/a) Aggregated data due date: 10/1/2012 Aggregated data due date: 10/1/2014 Aggregated data due date: 10/1/2016 Aggregated data due date: 10/1/12018 AY 10 /11 Summer 11 (FY 10) XXXX AY 11/12 Summer 12 (FY 11) XXX AY 12/13 Summer 13 (FY 12) XXX AY 13/14 Summer 14 (FY 13) XX

Surveys continued u Each center is responsible to survey its own FLAS recipients by whatever means/system it chooses to use u The data from the survey will be inputted into IRIS u Centers should align their survey systems to the information that will be inputted into IRIS

Working with Professional Schools u Ability to take FLAS fellowship requirements while in a professional program u Coming to a tuition and fees agreement with the professional school

Competitive priority u There was one Competitive Priority in the most recent FLAS competition – it read: “Applications that propose to make at least 25% of their academic year fellowships in any of the 78 priority languages that were selected from the U.S. Department of Education’s list of Less Commonly Taught Languages.”

Competitive priority continued u If a grantee received those competitive priority points they must meet that threshold (25%) each academic year u Program Officers will be monitoring grantee performance to ensure the threshold is achieved

FLAS reporting schedule Report Type Due DateContents AY interimSeptember 1 st FLAS recipient info (1), Student self evaluation (pre award) (2), budget info (1), pre fellowship evaluation (3) 1. FLAS coordinator 2. FLAS recipient 3.Language evaluator AY finalJune 1st Student self eval. (post award) (1), budget info (2), post fellowship eval. (3) 1.FLAS recipient 2.FLAS coordinator 3.Language evaluator Summer interim June 1 st FLAS recipient info (1), Student self evaluation (pre award) (2), budget info (1), pre fellowship evaluation (3) 1. FLAS coordinator 2. FLAS recipient 3.Language evaluator Summer final September 1st Student self eval. (post award) (1), budget info (2), post fellowship eval. (3) 1.FLAS recipient 2.FLAS coordinator 3.Language evaluator

Report Types / Dates / Content