U'S' Student Fulbright Program Using the Embark Online Application

1
U.S. Student Fulbright ProgramUsing the Embark
Online Application
How to Use the Embark Application Manager for
FPAs If you institution is not listed
2 On-line Application Flow Summary 3 Logging
On to the Application Manager 4 IN PROGRESS
Screen 5 Emailing applicants 6 Online
References and Foreign Language Report
8 RECEIVE Screen 11 Viewing printing
applications 12 Unsubmitting
applications 14 Completing Uploading the
Campus Committee Form 15 FINAL STEPS Mailing
Applications to IIE 20
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If your institution is not listed in the Embark
Online Application under question 6. Institution
Through Which Applying, this means that your
institution has not has an applicant in several
years. Also, you will not have access to the
Application Manager. To register your
institution for the application and to open an
account for your institution, contact IIE
Walter Jackson, wjackson_at_iie.org
If you institution is not listed

• You will receive your login User ID and password
• Within two days, your institution will appear on
  dropdown list in the Embark Online Application
  and your students can select it from the dropdown
  list. Your name will appear as the campus FPA
• You will be able to use the Application Manager
  to contact applicants from your institution
• You can view submitted online references and
  Foreign Language Report
• You will be able to upload the Campus Committee
  Evaluation (CCE) for each individual applicant.
• REMEMBER Applications must be submitted
  electronically and in HARD COPY by the home
  institution FPA for all enrolled students.

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On-line Application Flow Summary of Embark
Application Manager

• Screen 1 In Progress
• For an applicant to appear on your In Progress
  screen, they must
• Create an online user account with the Embark
  Online Application
• Indicate institution through which applying
  (your institution must be entered in this field
  for the applicant to appear on your in progress
  screen)
• Applicants can enter application data,
  upload essays, and register language evaluator
  and referees for online references (OREC) and
  Foreign Language Reports (FLR)
• FPA features The FPA does not have access to
  the full application while it is In Progress.
• View screen data (name, country, institution,
  etc) on each prospective applicant
• View submitted ORECs and Foreign Language Reports
  in the OREC View
• Email applicants from the Embark system
• Screen 2 Receive Students appear on the FPA
  Receive screen when they submit the on-line
  application.
• FPAs can
• View full application, essays electronically
  submitted references Foreign Language Report
  (FLR)
• (After the Campus committee interviews) Complete
  and save the Campus Committee Evaluation form
  offline in a Word document template
• Upload the CCE form into Page 9 of the students
  online application.
• Students must provide the FPA with supporting
  materials (transcripts, references, etc.) via
  mail or in-person.
• Screen 3 Manage
• On October 20, 2007, all applications in the
  Receive section of the Embark website will be
  automatically transferred to the Manage screen.
  In addition, the FPA will send the hard copy
  application and all supporting credentials to IIE
  by October 22, 2007. FPAs will not have access
  to applications in the Embark website after the
  October 20, until the notification period in
  February.

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Embark Application Manager Log-in
1. Login Screen

• Bookmark Embark Admissions Center
  http//admissions.embark.com/
• User ID and passwords are administered by Walter
  Jackson wjackson_at_iie.org
• User ID will begin with FPA_
• Passwords are set by Embark and cannot be changed
  by FPA

2. Welcome Screen

• Choose Applications from the tabs at the top or
  from the menu on the left.
• This will take you the Home Page
• You do not have access to areas not utilized by
  IIE

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3. Home Select Option
When students begin the application and complete
the Institution field on Page 1, applicants
applying from your campus appear on the In
Progress screen
4. In Progress Screen
Remember You will not be able to view the full
application until it is submitted by the
applicant.
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Emailing Applicants

• To email everyone the screen click the green
  email all button to get this screen.
• To email one applicant, select ? and click on
  email individuals

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Producing the Email

• The template will enable you to send emails from
  the system. Responses from applicants will come
  to your email software.
• When the applicant, lists your Institution, then
  an automatic email is sent from IIE. It is the
  Application Start Email..

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Online References (OREC) Foreign Language
Report
VIEW SUBMITTED ORECS and FOREIGN LANGUAGE REPORTS
To see if applicants have registered referees or
Language Evaluators 1. In the dropdown menu
next to Saved Views select OREC View. 2. Click
on Select View.
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OREC View
VIEW SUBMITTED ORECS and FOREIGN LANGUAGE REPORTS

• A screen will appear with new columns
  representing the status of the References or FLR
  as registered by the applicant
• Numbers in each of the columns next to the
  applicants name indicates the number of ORECS
  with that status.
• To see the status of the references and FLR
• Click on the blue number in the column Recs
  Submitted.

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OREC Applicant Information

• Names and status of the referees/ evaluators that
  the applicant registered will appear.
• If status of the OREC is Submitted, then you can
  view the reference or Report by clicking on the
  blue printer icon.

Please remember, once the referee or language
evaluator submits the reference, it can not be
retracted or returned. It will become part of
the students online application.
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RECEIVE Screen
When applicants submit the application
electronically, the application automatically
moves from the In Progress to the Receive
screen. You will see the applicant on your
Receive screen.

• Screen looks just like In Progress but these
  applicants have submitted their applications.
• Same email rules apply.
• Applicants no longer have access to the
  application, but you can review the entire
  application.

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Viewing and Printing an Application

• To view and print a complete application, click
  the printer icon. A PDF version of the students
  application will appear. You can then read and
  print the application. You will need Adobe
  Acrobat Reader to open the PDF version.
• To return to the Receive screen when you are in a
  PDF view, click on the BACK arrow on your
  browser toolbar. Do NOT click on the X button
  to exit. This will exit you from the entire system

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Application View

• Scroll down to view entire application online.
• To print application, click on File and
  select Print

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Unsubmitting an Application

• If an applicant needs to make significant changes
  to the application or if the applicant requests
  to withdraw his application, you can unsubmit
  the application so that the student can access
  and edit. To unsubmit an application, you must
• Select ?, then click the gray unsubmit
  application button.
• When you unsubmit the application, the
  application moves back to In Progress screen. The
  student will be able to access the application,
  make changes, and must then resubmit the
  application.

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Campus Committee Evaluation (CCE)

• A Campus Committee Evaluation (CCE) form must be
  completed for each applicant from your
  institution. There are five steps in this
  process as illustrated on the following slides.
• STEP 1 Complete form for each applicant
  offline using the CCE template. Print and attach
  to hard copy of the application.
• STEP 2 In Receive section of the Embark
  Application Manager, select the applicant and go
  into the application (edit user data)
• STEP 3 Upload the CCE into the students
  online application
• STEP 4 Preview the CCE to make sure that it
  uploaded correctly.
• STEP 5 Submit the CCE so that it saves and
  attaches to the students online application.

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Campus Committee Evaluation (CCE) Step 1
Completing the CCE

• 1. Fill out the CCE form offline using the Word
  document template. This can be found in two
  places.
• Website (www.fulbrighonline.org/us) Resources
  for FPAs Using the Online Application
• The last page of each applicants PRM Application
  Data Entry (see next slide for instructions).
• As you complete the form, be aware of space
  limitations. Please do not attach additional
  pages.
• 2. Save the document so that you can upload it .

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Campus Committee Evaluation (CCE) Step 2 Select
Applicant
You must upload the completed CCE Form into each
applicants online application. Do this by
entering the application in Receive.
2
2
1
1 To enter the Application Data Entry form from
the application by select ? applicant 2 Click
edit user data 3 Click on the last page to
reach Campus Committee Evaluation page
3
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Step 4 Preview
Preview the CCE Form When you have uploaded the
CCE into the application, click on the Preview
button to see it. You can also print out a copy
in this view to mail to IIE with the hard copy of
the application,
Step 3 Upload
To upload the CCE Form 1 Click on the "Browse"
2 Select the document with the CCE form for the
applicant. 3 When the name of the document
appears in the box below, click on the "Upload"
button to complete your upload.
1
3
2
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Step 5 Submit the CCE Form with Application

• When you are satisfied with the uploaded form,
  select Submit Application
• Follow the steps until you receive the
  Confirmation notice.
• Once submitted, you can not edit the form.

This completes the FPA responsibility for
theOnline Application. FPA access to
applications will close down on October 21. It
will reopen, January 31 to February 16, for FPA
notification of Stage 1 review Recommendation or
Non Recommendation.
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FINAL STEPS Mailing the Complete Application
Packet

• The FPA will send the hard copy application and
  all supporting credentials to IIE by October 22,
  2007.
• Transmittal Memo Please be sure that the
  applications that you send to IIE have a cover
  letter (Transmittal Memo) which lists each
  applicants name, country to which they are
  applying, field of study, and the Campus Rating.
  If an application is missing any major items
  (e.g. transcript, reference letter, CCE form),
  please note on the Transmittal Memo.
• A complete application packet consists of
• Pages 1-4 Basic Data
• Form 5 Student Record Form
• Form 6 Statement of Proposed Study/Research
• Letter (s) of affiliation from the host country
  (where appropriate)
• Form 7 Personal Statement
• Form 8 Foreign Language Report (where applicable)
• Form 8A Language Background Report (applicants
  for all countries where English is not the
  official language)
• Form 9 Three letters of Reference (removed from
  their envelopes)
• Form 10 Campus Committee Evaluation Form
  (Enrolled applicants only. Prepared and submitted
  by FPA)
• Form 11 Creative and Performing Arts
  Supplementary Material Record Form (where
  applicable)
• Form 12 Transcript (s) for each college-level
  institution attended
• For applicants in the Creative and Performing
  Arts. You may send the Work Sample if the
  applicant has given this to you. Otherwise, the
  applicant can mail the Work Sample directly to
  IIE, under a separate cover, with a copy of Form
  11.
• Please do not send any materials that are not
  listed above. They will not be considered.