Annual Announcement for Graduate Fellowship.docx

DWIGHT DAVID EISENHOWER

TRANSPORTATION FELLOWSHIP PROGRAM (DDETFP)

ANNUAL ANNOUNCEMENT

FOR

GRADUATE FELLOWSHIP

2018 AWARD CYCLE (FEBRUARY 2018)

These guidelines are in effect until further notice and were prepared for participation in the DDETFP Graduate Fellowship. Earlier versions do not apply for this award cycle.

693JJ318NF5227

Dwight David Eisenhower Transportation Fellowship Program (DDETFP) Graduate Fellowship Annual Announcement for Fiscal Year 2018 Attachment to Notice of Funding Opportunity number 693JJ318NF5227

Table of Contents

SECTION 1: IMPORTANT INFORMATION AND REVISION NOTES

· Applicants are students seeking a DDETFP Graduate Fellowship. If selected:

· Students will be referred to as “Student Designees” and “Fellows”

· The Institution of Higher Education (IHE) the Student Designee is attending will be referred to as the “Recipient”

· Reimbursements of IHE administrative or overhead costs are prohibited.

· DDETFP Graduate Fellowship requires submitting application through Transportation Fellows Interns and Contractor System (TFICS) https://fhwaapps.fhwa.dot.gov/tficsp/signin.aspx

· Paper applications will not be accepted.

· Applicants must certify that they have read and meet eligibility criteria defined in the Notice of Funding Opportunity (NOFO) and the respective DDETFP Graduate Fellowship Annual Announcement before submission.

· For transportation-related academic disciplines, please refer to section titled Disciplines/Fields of Study.

· Letters of recommendation/endorsements must be submitted through TFICS.

· The IHE in which the student is enrolled in must be accredited by a federally-recognized accrediting agency and must be located within the United States or its territories, both administratively as well as the campus the student is attending.

· Applicants should print a copy of their application and the NOFO for their files. The IHE may request these items if Fellowship is awarded.

· Only one type of DDETFP Fellowship may be awarded to a Student Designee in each award cycle.

SECTION 2: QUESTIONS

Contact the FHWA Universities and Grants Programs (U&GP) at 703-235-0538 or transportationedu@dot.gov.

SECTION 3: OBJECTIVES OF THE PROGRAM

The DDETFP Graduate Fellowship provides funding for students to pursue master’s or doctoral degrees in transportation-related disciplines. The program objectives are: 1) to attract the Nation's brightest minds to the field of transportation; 2) to enhance the careers of transportation professionals by encouraging them to seek advanced degrees; and 3) to retain top talent in the transportation industry of the United States. The DDETFP is intended to enhance the breadth and scope of knowledge of the entire transportation community in the United States. The DDETFP Graduate Fellowship encompasses all modes of transportation.

The U.S. Department of Transportation encourages students from Historically Black Colleges and Universities (HBCUs), Hispanic Serving Institutions (HSIs), Tribal Colleges and Universities (TCUs), and Asian and Pacific Islander-Serving Institutions (API) to apply for the DDETFP Graduate Fellowships.

SECTION 4: DISCIPLINES / FIELDS OF STUDY

Transportation-related Academic Disciplines / Fields of Study Sciences Architecture Biology Chemistry Communication Computer Science Criminal Justice Environmental Science Information Systems Mathematics Physics Business Accounting Business Administration Finance Economics Management Human Development Human Factors Human Resources Psychology Engineering Chemical Engineering Civil Engineering Construction Engineering Electrical Engineering Electronic Engineering Environmental Engineering Geotechnical Engineering Manufacturing Engineering Mechanical Engineering Structural Engineering Transportation Engineering Law Environmental Transportation Public Policy and Planning Public Policy and Analysis Public Administration Political Science/Government Urban and Regional Planning Urban Studies Aviation Aeronautical Studies Airway Science Aviation Flight Management Science Transportation Logistics Management Planning Policy

SECTION 5: TRANSPORTATION RESEARCH BOARD (TRB) ANNUAL MEETING

Student Designees will be provided a one-time expenditure (up to $1,500) for travel to Washington, D.C. to attend the TRB Annual Meeting held January. Attendance at the TRB Annual Meeting is mandatory. Failure to meet this requirement will result in loss of funding designated for this activity.

The Student Designees are responsible for arranging travel and hotel accommodations following IHE travel policy to obtain the most cost-efficient rates. Registration is to be completed by logging on to www.trb.org. In addition to attendance at TRB, it is also required that students attend ALL DDETFP Research Showcase events. All students should plan to arrive by Sunday morning, and leave after the Networking Reception on Tuesday evening. If students have other commitments (i.e., presentations or poster sessions) during TRB they must notify the FHWA U&GP staff in advance to be excused from the Showcase session that conflicts with the event they would like to attend. Faculty Advisor is responsible for students securing per diem for their trip.

Student Designees may be requested, regardless of funding level, to submit an abstract of their research (or proposed research) for review and consideration for presentation at TRB. The abstract shall be submitted by the Student Designees (with a copy to their Faculty Advisor) to FHWA U&PG at FHWA_UGP@dot.gov as indicated in the request. The FHWA U&GP will notify Student Designees if their abstract was selected for presentation. Student Designees selected for TRB presentation will be required to deliver a 10 to 15-minute presentation describing their research project at the TRB Annual Meeting.

Note: Faculty Advisor should ensure student travel arrangements (registration, lodging, per diem and airfare) for TRB Annual Meeting are completed by December 15.

SECTION 6: INTERNSHIPS

Student Designees may study or participate in research at transportation organizations during their tenure if:

· It does not constitute paid employment by U.S. Department of Transportation

· in the judgment of the faculty advisor such study will enhance their knowledge in transportation. The FHWA U&GP Program Manager must be notified of all internships. The stipend rate will remain the same.

SECTION 7: ELIGIBILITY REQUIREMENTS

Eligibility requirements are outlined in the NOFO.

Current U.S. Department of Transportation employees are not eligible for the DDETFP.

Applications must be submitted by the prospective fellow. Applicants must be registered in the FHWA TFICS system (HTTPS://FHWAAPPS.FHWA.DOT.GOV/TFICSP/SIGNIN.ASPX) to submit an application.

Confirmation of acceptance in a graduate degree program in a transportation-related major supported by DDETFP (see section of Disciplines / Fields of Study) is required at the time of application.

All Fellows, from the date of acceptance through completion or termination of the Fellowship must be enrolled in the degree-granting IHE accredited in, and having a campus located in, the United States or its territories.

SECTION 8: CONDITIONS OF ACCEPTANCE

All Fellows must conduct original research and prepare a paper or report suitable for publication on the topic for which they were selected. Recipients must make the results of the Student Designee research available to the FHWA U&GP and the FHWA will retain an unlimited royalty-free privilege to use the results of the research.

Fellow’s academic programs may include a reasonable amount of teaching as deemed appropriate by the IHE as contributing to the Fellow’s academic progress.

The anticipated stipends for the DDETFP Graduate Fellowship are based on academic level and shall be calculated as follows:

Monthly Stipend

Actual stipend level may vary based upon IHE formal policy and available funding.

· Student designees are advised that the stipend portion of the award is taxable.[footnoteRef:1] [1: Refer to the Internal Revenue Service Publication 970 – Tax Benefits For Education.]

· All program-related expenses must be supported by receipts/invoices

· All unused funds must be returned to the FHWA within 90 days of the conclusion of the agreement.

Once an award is made, the proposed Research Plan may be changed only after consultation between the Fellow's faculty advisor and documented with a written agreement and must continue to be in a transportation-related discipline. Award funding is contingent upon the Fellow’s satisfactory academic progress as determined by the receiving IHE policies.

SECTION 9: SUBMISSION

Individual students apply for the DDETFP Graduate Fellowship. The FHWA makes awards to the IHE (“Recipient”) on behalf of the student (“Student Designee”). An IHE must be accredited by a federally-recognized accrediting agency and must be located within the United States or its territories, both administratively as well as the campus the student is attending.

If a student is selected to receive a fellowship, the student, their faculty advisor and the IHE will be responsible for completing and submitting all required paperwork to execute the fellowship. Students must be prepared to submit a copy of their application package and the NOFO to the IHE. The IHE will be responsible for allocating funds to the Student Designee as outlined in the budget. The IHE will also be responsible for submitting all required federal financial reports to FHWA.

All applications for the DDETFP Graduate Fellowship must be submitted via the FHWA Transportation Fellows Interns and Contractor System (TFICS) at: https://fhwaapps.fhwa.dot.gov/tficsp/signin.aspx.

We strongly recommend that Applicants complete or verify registration at least two weeks before the application deadline. This will ensure having time to address any registration challenges.

Do not submit application or supporting documentation via Grants.gov. Only applications submitted following these requirements will be considered:

Electronic Application submission through TFICS fhwaapps.fhwa.dot.gov/tficsp/signin.aspx including pages 1-6 must be completed and required documentation uploaded including the following:

· Personal Statement (Relevant background and future goals)

· Proposed Research Plan and Impact Statement (Research plan and plan of study)

· Transcripts are required from all institutions in which a degree was obtained

· Applicant must upload official transcripts from institutions

· Applicant must certify that the electronic transcripts have not been modified

· Identify at least two different individuals to provide letters of recommendation

· One of the letters must be from the applicant’s current faculty advisor

· Letters must be signed and dated by the individuals no more than 6 months prior to the Documentation due date for the respective fiscal year cycle.

· Resume / Curriculum Vitae (Not to exceed two pages)

· Citizenship status

· Non-U.S. citizens must upload valid copy of current Student and Exchange Visitor Information System (SEVIS) Form I-20 issued by the educational institution attending or Form I-20 “Certificate of Eligibility for Nonimmigrant Status", or Permanent Resident Card Form I-551 issued by the USCIS.

After applicant submits the Electronic Application, the identified endorsers will be sent an email message to upload letters of recommendation/endorsements by the Documentation Due Date/Time.

· Letters must be signed and dated by endorser no more than 6 months prior to the Documentation due date for the respective fiscal year cycle.

· One of the endorsements must be from the applicant’s current faculty advisor.

Applicants should not submit extraneous information or materials such as manuscripts or news clippings. These items will not be reviewed with the application. No additional information may be provided by links to web pages within the application, except as part of citations. Review of the application and letters of recommendation is based solely on materials received by the electronic application and supporting documentation deadlines.

SECTION 10: SUBMISSION DATES AND TIMES

Fellowship application must be submitted in the FHWA TFICS system by the date and time listed on page 1 of the DDETFP Graduate Fellowship NOFO. This Annual Announcement attachment will be updated to specify the due date/time for FY 2019 and FY2020.

Documentation Due Date/Time: This will be one week after the Electronic Application Due Date/Time as indicated on page 1 of the DDETFP Graduate Fellowship NOFO. All letters of recommendation/endorsements must be uploaded into TFICS by the endorsers the applicant identified.

SECTION 11: HOW TO APPLY

The DDETFP Graduate Fellowship application and required documents must be submitted in the Transportation Fellows Interns and Contractor System (TFICS). No paper applications will be accepted.

STEP 1: TRANSPORTATION FELLOWS INTERNS AND CONTRACTOR SYSTEM (TFICS) REGISTRATION You must register for a Transportation Fellows Interns and Contractor System (TFICS) to apply. To register for an account, visit the TFICS website: https://fhwaapps.fhwa.dot.gov/tficsp/signin.aspx Screen: TFICS Programs

· Click on the Dwight David Eisenhower Transportation Fellowship Program link

· Enter your email address into the “New User” box. Click the button.Register Now

Screen: FHWA Information Systems - Rules Of Behavior

· All users of Federal applications are required to acknowledge and accept security mandated "Rules of Behavior." Rules of Behavior outline what you are expected to do with regards to "Security" while using any FHWA Application. Please read the “Terms and Conditions” of Use and the “Rules of Behavior for a User” in their entirety.

· Upon completion, you are prompted to acknowledge that you understand, agree, and comply with the “Terms and Conditions” of Use and the “Rules of Behavior for a User”.

· If you agree, check the box at the bottom of the page and click to create an account in TFICS. Submit

· If you do not agree, click the button. You will not be able to move forward in the application process in TFICS. Cancel

Screen: TFICS New User Registration

· Here you will add your personal contact information and create your password.

Password Rules: Must be 12 to 25 characters in length and must include: one upper case letter, one lower case letter, one numeric digit, and a special character.

· You are required to complete all fields that have a red asterisk. Once complete, click the button at the bottom of the page. Register Now

· You should receive notification that you have successfully registered.

· Your TFICS User ID is also included in this message. Please make a note of your User ID and Password. This is required for any subsequent logins to TFICS.

STEP 2: DDETFP GRADUATE FELLOWSHIP APPLICATION

BEFORE YOU APPLY

· You must read the NOFO.

· Make sure you meet the eligibility requirements listed in the NOFO.

WHAT YOU WILL NEED

· Permanent address and contact information.

· Information about your education (i.e. transcripts, study plan, research topic).

· Information about your employment experience (i.e. resume).

· Letters of recommendation (at least 2 must be uploaded by endorsers after applicant submits Electronic Application)

HOW LONG IT TAKES

· The time frame will vary from applicant to applicant.

· If at any point you need to exit, you can save your information and return to complete your application before the Electronic Application Due Date.

· You will need your TFICS USER ID and PASSWORD to update your application.

SUPPORTING DOCUMENTATION

· Letters of recommendation, official transcripts, and non-U.S. citizen documentation (if applicable) are required to complete the application process.

· Letters of recommendation must be received by the Documentation date and time listed on page 1 of the DDETFP Graduate Fellowship NOFO.

· No mail or hand delivery of application materials will be accepted.

ARE YOU READY TO BEGIN?

· To proceed to the application, select “DDETFP”.

To access the DDETFP Graduate Fellowship Application, enter TFICS and click the button. You are now in the DDETFP electronic application. DDETFP

Look for the Federal Funding Opportunity / Requestor Applications (NOFO) Section.

Click here to Read RFA before completing the Application

The DDETFP Graduate Fellowship should be listed.

Click the button.Click here to apply for DDETFP program

You do not need to complete all pages or sections during one session. You have the option to SAVE the information you have entered into TFICS and return later to complete the application. You will need your USER ID and PASSWORD to reenter TFICS.

Once you SUBMIT your application, you may NOT make any changes.

At the bottom of each page, you may have the option of clicking one of the following buttons:

You directly to the page.

Saves your information.Save

Takes you to the next page.Next

Submits your application. Once done, no changes can be made.Submit

Application – Page 1: Personal & Current Education Information Here you will submit your personal and current information. All fields with (*) denote a required field. It is the applicant’s responsibility to provide accurate information. If your email address is not accurate you will NOT be notified of your application submission or if your application was accepted for award.

Please ensure the information you have for your Faculty Advisor is correct. At the end of the application you will be required to confirm that the Faculty Advisor’s email address you provided on the first page of application form is accurate and your application information will be shared with your Faculty Advisor.

Non-U.S. citizens must submit a valid copy of their Form I-20 “Certificate of Eligibility for Nonimmigrant Status", or Form I-551 “Permanent Resident Card”.

Prior to submission, you will be prompted to certify that you have personally completed this application and that the information you are providing is complete and accurate. Information is subject to verification.

Application – Page 2: Education and Experience Institutions of Higher Education Attended Applicants are required to upload transcripts for all institutions in which a degree was obtained.

· Applying for a Doctoral Fellowship: Official transcripts must be sent from the institution where you obtained your Master’s Degree, Bachelor’s Degree, and your current institution.

· Applying for a Master’s Fellowship: Official transcripts must be sent from the institution where you obtained your Bachelor’s Degree and your current institution.

Prior to submission, you will be prompted to certify that the electronic transcripts have not been modified and reflect complete and accurate information from the institutions. Information is subject to verification.

Employers Please highlight all transportation related experience. Please note that current U.S. DOT employees are not eligible for the DDETFP.

· List only those internships/employers where a transportation function was performed.

Later, you will be required to upload a professional resume or curriculum vitae to the TFICS system as directed. You can only upload pdf or docx files. This file cannot exceed 2 pages.

Academic Honors, Scholarships, Offices Held in Student / Professional Organizations, etc.

Self-explanatory Community Activities/Organizations Self-explanatory Experience in Transportation Education Programs Self-explanatory Application – Page 3A: Personal Statement The Personal Statement should include relevant background and future goals. Please outline your educational and professional development plans and career goals. Describe how graduate school will prepare you for a career in transportation. (Limit 8000 characters including all references, citations, charts, figures, images, and lists of publications and presentations.)

Application – Page 3B: Research Plan and Impact Statement The Research Plan and Impact Statement should summarize both your plan of study and research plan. Describe how your research will impact and enhance the field of transportation, contribute to an understanding of transportation, and provide societal benefits. The proposed research must be conducted in one of the approved transportation-related academic disciplines. (Limit 8000 characters including all references, citations, charts, figures, images, and lists of publications and presentations.)

Application – Page 4: Recommendations During the application process, applicants will be prompted to provide the names and email addresses of at least two (2) individuals that will provide a letter of recommendation on their behalf.

· Letters must be signed and dated, by the individual writing the letter of recommendation, no more than 6 months prior to the Documentation due date for the respective fiscal year cycle.

· One of the endorsements must be from the student’s current faculty advisor.

TFICS will not send email to the identified individuals until the application is SUBMITTED. Please plan accordingly to allow enough time for these individuals to upload their letters prior to the Documentation due date.

· TFICS provides six (6) spaces for applicants to provide the names and email addresses of individuals, however only two (2) letters of recommendation are required for the application to be complete.

· It is imperative the email address provided is correct. TFICS will send a system generated email to the individuals identified. If the email address is not correct, applicants could jeopardize their application because they may not have the required number of recommendations by the identified deadline.

· Applicant must follow up with the individuals to ensure:

· they received communication from TFICS requesting to submit a letter of recommendation.

· they submit the letter of recommendation. Applicants should notify individuals of the deadlines and electronic submission requirements.

· If two original letters of reference are not received by the identified deadline, the application will not be considered for review.

· Please do not submit recommendations via U.S. Mail or email. Letters of recommendation must be submitted through TFICS.

Application – Page 5 Documents Upload files as directed in TFICS. All uploaded files must be legible. You can select up to total size of 5MB and can only upload .pdf or .docx files to TFICS.

Transcripts

· Transcripts are required from all institutions in which a degree was obtained;

· Applying for a Doctoral Fellowship: required from the institution where you obtained your Bachelor’s and Master’s Degree, and your current institution.

· Applying for a Master’s Fellowship: required from the institution where you obtained your Bachelor’s Degree and your current institution.

· Upload transcripts from IHEs to the TFICS system as directed. All uploaded files must be legible. You can only upload .pdf or .docx files.

Resume / Curriculum Vitae

· Must be typed and cannot exceed two pages. All uploaded files must be legible Citizenship Documentation

· Non-U.S. Citizens must upload a copy of their valid Form I-20 “Certificate of Eligibility for Nonimmigrant Status", or Form I-551 “Permanent Resident Card”.

· Please do not upload other documentation (i.e. Social Security Card, Driver’s License) as it will not be considered.

Select the Upload Type. Locate the file you are uploading. Click the button. As you upload files, they will appear in the list at the bottom of the page. If you do not see your files, the upload process was not successful. Upload

Before you proceed, please review and confirm that all files are uploaded. All uploaded files must be legible. You can select up to total size of 5MB and can only upload .pdf or .doc files to TFICS.

Application – Page 6 User Agreements / Confirmations Applicants are required to:

· Confirm that you have read and understand the current Notice of Funding Opportunity;

· Confirm that you have read and understand the information related to required documents;

· Certify that you personally have completed this application and that the information you are providing is complete and accurate. Information is subject to verification;

· Acknowledge that you understand that the application information may be shared with your Institution when you SUBMIT the application, and that the Faculty Advisor email address you provided in the first page of application form is accurate and current;

· Certify that the electronic transcripts you have uploaded with your Application Package in TFICS have not been modified and reflect complete and accurate information from the institutions. Information is subject to verification; and

· Acknowledge that you understand that after you SUBMIT your application, a system generated email will be sent to the individuals you have identified for providing a letter of recommendation.

You can print the final application for your records, and then click the button.Submit

Once you submit your application, you will see a box that indicates “your application was successfully submitted.” Keep the application number as a reference. You will receive an email that provides you with a summary and within the following months you will be notified of your application status.

If an applicant is selected to receive a fellowship, the applicant, their faculty advisor and the IHE will be responsible for completing and submitting all required paperwork to execute the fellowship. Students should be prepared to submit a copy of their application package and the Notice of Funding Opportunity to the IHE.

SUPPORTING DOCUMENTATION

After applicant submits the Electronic Application, the identified individuals will be sent a message to upload letters of recommendation by the Documentation Due Date/Time.

· Letters must be signed and dated no more than 6 months prior to the Documentation due date for the respective fiscal year cycle.

· One of the endorsements must be from the applicant’s current faculty advisor.

All supporting documentation for DDETFP Graduate Fellowship must be received by the Documentation due date and time listed on page 1 of the DDETFP Graduate Fellowship NOFO.

SECTION 12: RESPONSIBILITY

It is the responsibility of the applicant to ensure the electronic application is submitted by the deadline. It is the responsibility of the applicant to ensure endorsers submit letters of recommendation by the documentation deadline.

SECTION 13: EVALUATION CRITERIA

The DDETFP Graduate Fellowship will be awarded on the basis of merit. Merit includes (in descending order of importance with the top three criteria being equal in importance)

· Academic achievement: Level of academic accomplishments, recognitions, and demonstrated leadership.

· Potential for outstanding career in transportation: Demonstration of applicant's potential through personal statements summarizing long-range professional goals in transportation, including transportation work experience (if applicable).

· Proposed research plan/plan of study and impact statement: Demonstrates alignment of research/study plan to impact and enhancement of the field of transportation; to contribution to an understanding of transportation; and/or to provide societal benefits. The proposed research must be conducted in approved transportation-related academic disciplines.

· Recommendations: Caliber of endorsements of applicant's qualifications and of planned study in chosen research area.

· Academic record: Class standing and grade point average

SECTION 14: RETURN OF MATERIAL

Applications and supporting documentation becomes the property of FHWA U&GP and will not be returned to applicants.

SECTION 15: NOTIFICATION OF SELECTION

Selected Fellows and their faculty advisor will be contacted by FHWA U&GP via email to notify of award selection. It is the Applicant’s responsibility to provide an accurate and current email address for the faculty advisor.

SECTION 16: PRIVACY ACT STATEMENT

The information is required under the authority of the Privacy Act of 1974, as amended and Title 49 U.S.C. 332(b) (3) (4) (5). Your application cannot be processed unless all required data is submitted. Disclosure of your race and ethnicity are optional. Refusal to furnish your race and/or ethnicity will not result in the denial of any right, benefit or privilege provided by law. Records maintained in the Transportation Fellows Interns and Contractor System (TFICS) are routinely used to determine eligibility/qualifications for fellowships, and for program evaluation and analysis purposes.

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