HSSEAS Scholarships FAQ

APPLICATION DEADLINE IS MONDAY, OCTOBER 30th, 2017, 5:00PM

Questions regarding the 2017-2018 HSSEAS Scholarships may be directed to the email address listed below,  however you are highly advised to review the FAQs before hand as answers to commonly asked questions may be found there.

2017-2018 HSSEAS Scholarship Application FAQ

(please read thoroughly)

Eligibility

Applying

Supplemental Documents

Notification and Selection

Eligibility

Who is eligible to apply?

If I am a Fall 2017 degree candidate, can I apply for the scholarships?

If I am a Winter 2018 degree candidate, or am enrolled in less than 12 units, may I apply for the scholarships?

How is class standing determined?

I am a first year student and don’t have a UC GPA yet.  How will that affect my application?

I am planning to change my  major.  May I apply for scholarships for the major I am interested in? (Example: If I am a an Undeclared student intending to declare as CS, can I apply for the CS specific scholarships?)

What is the difference between “financial need required” and “financial need considered”?

As an international student, are there any limitations to the awards I can apply to?

May I apply for “financial need required” scholarships if I am an undocumented student (AB540)?

If I am considered AB540, may I apply for scholarships that require California residency?

 

Applying

What is the deadline for applying? Where is the “Submit” button?

I created an account in the past.  Do I have to make a new one to apply this year?

What if I forget my password or the email I used to sign up in the past?

Can I change my password to something easier?

May I apply for more than 1 scholarship?

Can I withdraw my application?

Help! I withdrew my application by mistake!

Who should I contact if I have questions regarding the application?

What happens if I apply for a scholarship and later change my major, or no longer meet the scholarship  requirements?

 

Supplemental Documents

Autobiographical Statement

Are there formatting parameters for the Autobiographical Statement? 

What should I discuss in my Autobiographical Statement?

What should I NOT discuss in my Autobiographical Statement?

Do I need to write an Autobiographical Statement for every scholarship?

Can I bring my Autobiographical Statement to OASA to review prior to submission?

Extra-Curricular Activities Record

Are there formatting parameters for the Extra-Curricular Activities Record?

What type of activities should I list on the Extra-Curricular Activities Record?

What if I’m a new student? What should I list on the Extra-Curricular Activities Record?

Shun Hing Charity Education Fund Scholarship Essay
(only applicable if you are specifically applying to this award)
What is the criteria for this essay?
Brian J. Lewis Endowment Scholarship Essay
(only applicable if you are specifically applying to this award)
What is the criteria for this essay?
Shivakumar Endowed Scholarship in Computer Science
(only applicable if you are specifically applying to thisaward)
How do my references submit their letters of recommendation?

 Other

How do I submit a Resume/CV?

Can I make changes to my documents once they are uploaded?

Do I have to name my documents a certain way?

Can I upload all my documents at once, or do I need to do it one at a time?

I’m having some problems uploading my documents.  Can I just email them to you with my ID# and name?

Notification and Selection

How competitive is the scholarship application process? Who reviews my application? What is taken into consideration when choosing scholarship recipients?

When will students be notified if they received an award or not?

If I win an award, when will it be paid out?  Will I get a check?

How do I know if I need to submit any GLACIER documents?  Where do I get them?

Is there anything else I need to do if I am selected for an award?

 

 

ELIGIBILITY:

 

Q:  Who is eligible to apply?

A: Current undergraduate HSSEAS students are eligible to apply. Specific application criteria ranges for each scholarship. Please refer to the list on the application. This includes first year students, international, domestic.  All HSSEAS Undergraduates can apply.

Unfortunately, Intercampus Visitors and students attending UCLA via EAP are not eligible to apply. Graduate students are not eligible to apply either. Graduate students should contact their respective department regarding scholarship/fellowship awards.

 

Q: If I am a Fall 2017 degree candidate, can I apply for the scholarships?

A: Unfortunately, no -selection is finalized Winter term and payment is made over Winter and Spring quarter, so Fall 2017 degree candidates are not eligible.

 

Q:  If I am a Winter 2018 degree candidate, or am enrolled in less than 12 units, may I apply for the scholarships?

A: Yes, you may. However, award preference will be given to students who are enrolled full time (minimum 12 units per quarter), and for a full academic year (F17, W18, Sp18), as funds are disbursed over Winter and Spring.  Please note that some scholarships require applicants be enrolled full time to be eligible (see specific award criteria).

 

Q:  How is class standing determined?

A: Class level is determined by your total current units, including any current AP or transfer credit that has posted to your account (in progress in the current quarter courses are NOT included in this). You may only apply for scholarships that match your current class level standing. If you have pending transfer or AP credit that have not posted, you may not include it in your total units/class level.

0 – 44.9 (Freshman)
45 – 89.9 (Sophomore)
90 – 134.9 (Junior)
135 + (Senior)

 

Q:I am a first year student and don’t have a UC GPA yet.  How will that affect my application?

A: UC GPAs are weighted, but if you don’t have one yet, we will use your admission GPA from your other school (high school or community college) for the selection.  Because the final processing occurs after Fall grades post, we will check your Fall grades before finalizing the selection.

 

Q: I am planning to change my  major.  May I apply for scholarships for the major I am interested in? (Example: If I am a an Undeclared student intending to declare as CS, can I apply for the CS specific scholarships?)

A: If you are planning to change majors in the Fall Quarter, then you should send an email to notifying us that you intend to Change Majors and what major you are changing to.  If you are selected for a major specific award, and then change your major you may not be eligible to receive your scholarship.

If you are changing your major, it is very important to follow up with an email to ensure that you are considered for all scholarships that won’t be jeopardized if you change majors.

 

Q: What is the difference between “financial need required” and “financial need considered”?

A: Financial Need considered: This denotes a Merit-based Scholarship. This means that all students that meet the criteria, regardless of financial need, are eligible. However, the Scholarships Committee will still consider financial need in making their selections.

Financial Need Required:  This denotes a Need-Based Scholarship.  This means that in addition to meeting the other criteria, the student must also have been determined to demonstrate Financial Need. Financial Need is determined by the Financial Aid Office (FAO) using data submitted on the 2017-2018 FAFSA or Dream Act paperwork.  If you did not submit a FAFSA for the 2017-18 academic year (was due March 2nd of 2017), then you can not be considered for scholarships that say “financial need required”.

To summarize, if you submitted a FAFSA or Dream Act paperwork, you may apply to any scholarship for which you qualify, Need based, and Merit based.  If you did not submit a FAFSA or Dream Act paperwork, you may only apply to Merit based Scholarships.

Please note that it is possible that you submitted a FAFSA and for the FAO to determine that you are not eligible for need-based aid, but you would never know if you could be eligible without first submitting the FAFSA.  You may still submit a FAFSA or Dream Act application. Please see the financial aid office website for more information: http://www.financialaid.ucla.edu/Undergraduate/Applying-for-Aid

 

Q: As an international student, are there any limitations to the awards I can apply to?

A: If you are an international student (not EAP) you are not eligible for awards that say “US citizenship required” or “Financial Need Required (i.e. 2017-18 FAFSA submission)”.  You are eligible for all other awards.  If you are awarded a scholarship, you will be notified via email to provide additional information via GLACIER.  Once the GLACIER documents are updated or received, your award can be processed too.

 

 Q: May I apply for “financial need required” scholarships if I am an undocumented student (AB540)?

A: Yes, provided you complete our scholarships application AND submit the DREAM Application which was due on March 2, 2017.  You may still complete a form if you are interested in being considered for need based aid.  Please do so ASAP! http://www.financialaid.ucla.edu/Undergraduate/Applying-for-Aid

New legislation – The California Dream Act of 2011 – AB130 (effective January 2012), has been passed by the State Legislature and signed by Governor Brown which has changed scholarship eligibility requirements moving forward. AB130 allows undocumented students to be eligible to receive private scholarship funds including institutional funds from private donors without citizenship restrictions (students may not receive scholarships funded by state or university registration fees). Therefore, AB540 students may apply for the HSSEAS 2017-18 Scholarships to be disbursed after Jan 1, 2018.

In order to determine if an AB540 student is eligible for need-based aid or not, the student MUST complete a DREAM Application. This is in addition to submitting the HSSEAS Scholarship application by Monday, October 30th, 2017.  If an AB540 student is able to submit their Scholarship Application by the 11/2 deadline, but does not complete a DREAM Application, they will only be considered for non-need based scholarships (those that list “financial need considered” or Merit Scholarships).  AB540 students who submit both documents by their respective deadlines may apply for any scholarship as long as they meet the other criteria. However, if the FAO ultimately determines that you do not have need, the Scholarship Committee will only consider your application for the merit based/”financial need considered” scholarships.

OVERVIEW OF DEADLINES FOR AB540 STUDENTS SUBMITTING HSSEAS SCHOLARSHIP APP:

Monday,October 30th, 2017 at 5:00 P.M. Deadline to submit the 2017-18 HSSEAS Scholarship Application, online.

Monday,October 30th, 2017 at 5:00 P.M. Deadline to submit DREAM Application: http://www.financialaid.ucla.edu/Undergraduate/Applying-for-Aid

 

Q: If I am considered AB-540, may I apply for scholarships that require California state residency?

A: No – AB-540 students are not considered to be CA residents by the UC Registrar. They receive a waiver for the nonresident tuition but are officially classified as nonresidents.

 

APPLYING

 

Q:  What is the deadline for applying?

A: 5:00 P.M., Monday, October 30th, 2017. Late or incomplete applications will not be considered. Keep in mind that the application is an online, electronic submission. There is the possibility that the system may get overloaded if too many people are logged in at the same time. For this reason, do NOT wait until the last minute to complete your application. Be sure to check over your submission for accuracy and that it is complete before the deadline.  Once the deadline has passed, the information on your application at that time is FINAL. NO EXCEPTIONS. Do Not Contact us for late submissions or updates.

 

Q:  Where is the “Submit” button?

A: There is no submit button.  This is an open application.  You will be able to log in and make changes up until the deadline.  The application status freezes at the deadline and whatever is on there or uploaded at 5:00 P.M., Monday, October 30th, 2017, is your FINAL APPLICATION.  NO EXCEPTIONS.

 

Q: I created an account last year.  Do I have make a new one to apply this year?

A: No.  In fact you should simply request a new password if you can not find the creation email from last year.  This account will be good for every year until you graduate.  The current application will only be active and accessible during the application period from year to year.

 

Q: What if I forget my password or the email I used to sign up in the past?

A: You can send yourself a new password from the application log in.  If you forgot what email you used to sign up, send your First and Last name and UID to .

 

Q:  Can I change my password to something easier?

A: Unfortunately, we do not support that feature at this time.  Please flag your initial password email and keep it handy for easy copy and pasting for the log in.  If you ever lose it, you may reset and send yourself a new password at any time from the application site.

 

Q: May I apply for more than 1 scholarship?

A: Yes! Please apply for as many scholarships as you are eligible.  There is no limit to the number you can apply to and you will be considered for every scholarship for which you meet the criteria, whether you select it or not.  Please note that some scholarships (Brian Lewis, Shivakumar, Shun HIng) require additional materials that you must submit to be considered eligible.

 

Q:  Can I withdraw my application?

A: Yes.  At any time during the application period, you can log in and withdraw your application
(see option at the top of the application page)

 

Q:  Help! I withdrew my application by mistake!

A: Just log in and reinstate your application at any time during the application period.

 

Q:  Who should I contact if I have questions regarding the application?

A: Send email to:

 

Q:  What happens if I apply for a scholarship and later change my major, or no longer meet the scholarship requirements?

A:  If awarded a scholarship, you are required to maintain eligibility based on the listed award criteria. If you fail to do so, or have a significant drop in GPA, it will affect your eligibility and could result in withdrawal of the award. If you no longer meet the criteria, you are advised to immediately notify  so that we can advise you accordingly.

 

SUPPLEMENTAL DOCUMENTS

 

Autobiographical Statement

Q: Are there formatting parameters for the Autobiographical Statement?

A: Yes.

  • Please DO NOT include your full name anywhere on the essay
  • Your UID ONLY must be listed in the upper right corner of the essay
  • 1 page, single spaced
  • Use Arial font, No smaller than 11pt font, and
  • Save the document as a pdf prior to upload

 

Q:  What should I discuss in my Autobiographical Statement?

A: Your essay should be based upon your relationship with the field of engineering. Do not be vague: This is your
opportunity to demonstrate your passion for Engineering by referring to specifics from your life: internships, jobs or experiences, etc., that have been formative in guiding you down this path to Engineering. Be specific and give detail. If you have specified a focus in your studies, you should address your goals here. It should be well-written with good grammar and punctuation and follow the formatting guidelines specified above. The strength of your essay is STRONGLY considered.  HSSEAS students are highly encouraged to stop by the SRC (http://www.scholarshipcenter.ucla.edu/) prior to the due date for assistance with your application, in addition to attending the HSSEAS SRC workshop. Please call and make an appointment with them and please note that week 5 & 6 are very busy at the SRC, so stopping by week 3 & 4 is highly encouraged.

 

Q:  What should I NOT discuss in my Autobiographical Statement?

A: Please do not focus on finances. We understand that many students are in a situation of financial need. However, financial need is already taken into consideration when reviewing applications based on data provided by the Financial Aid Office. Further discussion in your essay is not addressing the prompt and may hurt the review of your essay. Do not discuss your future and/or goals, without any reference to what you have already accomplished: Feel free to discuss your future plans, but be sure your future plans are well supported by past experiences and choices, as described in your essay. Do not submit or rework the same essay that you submitted in the past. The committee  WILL notice and if so, you risk your application being dismissed.  Do not submit an essay similar to your friend’s essay: If there are striking similarities between two essays, the committee will notice, and both applicants risk their applications being dismissed.

 

Q:  Do I need to write an Autobiographical Statement for every scholarship?

A: No.  You are only writing one essay that will be considered for all scholarships for which you applied.  Your essay should be based upon your relationship with the field of engineering. Do not be vague: This is your opportunity to demonstrate your passion for Engineering by referring to specifics from your life: internships, jobs or experiences, etc., that have been formative in guiding you down this path to Engineering. Be specific and give detail. It should be well-written with good grammar and punctuation and follow the formatting guidelines specified in FAQ above. The strength of your essay is STRONGLY considered.

Please note that some scholarships require additional materials (essay, letter of recommendation, etc.) that must be submitted to be considered.

 

Q:  Can I bring my Autobiographical Statement to OASA to review prior to submission?

A: No, but you are encouraged to take advantage of the resources available to you at the Scholarship Resource Center.  The Scholarship Resource Center (SRC) will be hosting a workshop specifically for HSSEAS STUDENTS APPLYING TO THE 2017-2018 HSSEAS SCHOLARSHIPS, during week 2.

HSSEAS students are highly encouraged to stop by the SRC prior to the workshop date for assistance with your application, in addition to attending the HSSEAS SRC workshop. Please note that week 5 & 6 are very busy at the SRC, so stopping by week 3 & 4 is highly encouraged.

Call to make an appointment now!  310-206-2875

Extra-Curricular Activities Record

Q: Are there formatting parameters for the Extra Curricular Activities Record (ECAR)?

A: Yes.  Please use blank form and add rows as needed.

  • Please provide the the start and end dates of this activity, the name of the group/organization/program through which you served, what position you may have held, and a detailed, but brief description of your accomplishments.
  • Please list in order of most recent on top, oldest on the bottom.
  • To the best of your ability, Categorize by Service contribution, to campus and LA, to HSSEAS, or ways you have connected Engineering to the community, or Other
  • Please do not include your full name anywhere on your ECAR.
  • Your UID must be listed in the upper left corner of the ECAR.
  • Please format chart exactly as it is in the example with columns for “Period”, “Organization”, “Position”, “Duties, Activities, Accomplishments”).
  • Use Arial font, no smaller than 11 pt
  • Save the document as a pdf prior to upload

Click to see Sample ECAR

 

Q:  What type of activities should I list on the Extra-Curricular Activities Record?

A: List only official clubs or organizations. If you founded an organization/club/etc, please list it. Hobbies such as personal coding projects that are not part of an official club or organizations should not be listed. Jobs and internships should not be listed on the EC either.  Employment is an important experience, but not appropriate for your “Extra Curriculars”.  Involvement with Engineering related clubs and associations will be given more weight. High school or community college activities (see below item) should be listed separately from the UCLA activities as appropriate under “Connecting The Engineering Community to the Public Community” and “Other”.  List the most recent involvement at the top.

 

Q:  What if I’m a new student? What should I list on the Extra-Curricular Activities Record?

A: If you are in your first or second year at UCLA, the committee will review EC activities from the past two years, including activities at previous colleges/universities or high school. Note that activities at UCLA may be given more weight. Be sure to separate activities at high school or community college from the UCLA activities, and list most recent activities at the top. Again, only activities that are part of an official club/organization should be listed – not hobbies, jobs, or internships.

Shun Hing Charity Education Fund Scholarship Essay (only applicable if you are specifically applying to this award)

Q: What is the criteria for this essay?

A: Please upload the best essay expanding on your experience working, studying, or living in Hong Kong.
Think about your experience.  How has your time there influenced your life and/or decision to study Engineering.

Format similar to Autobiographical Statement as described above (no names, uid only, etc.)

Brian J. Lewis Endowment Scholarship Essay (only applicable if you are specifically applying to this award)

Q: What is the criteria for this essay?

A: The prompt is in the scholarship description. “Best essay on an aspect of professionalism in engineering”
Think about what professionalism in engineering means to you and pick an aspect.

Format similar to Autobiographical Statement as described above (no names, uid only, etc.)

 

Shivakumar Endowed Scholarship in Computer Science (only applicable if you are specifically applying to this award)

Q: How do my references submit their letters of recommendation?

A: Letters of recommendation can be dropped off at 6426 Boelter Hall, Attn Alina Haas, or emailed directly to by the application deadline.

Other

Q: Do I need to submit a Resume/CV?

A:  No.  One less document to update!  We would like you to concentrate your efforts on your Autobiographical Statement and your Extra-Curricular Activities Record (ECAR).  If you upload a resume instead of an ECAR, your application may be disqualified.

 

Q:  Can I make changes to my documents once they are uploaded?

A:  No.  But you can upload new documents at any time up until the application period ends.  Documents attached to your application at 5:00pm on Monday October 30th are your FINAL documents.  We do not have access to upload your documents once the application is closed.  No late submissions will be accepted.  NO EXCEPTIONS.

 

Q:  Do I have to name my documents a certain way?

A: No.  When documents are uploaded, they are renamed in the system.  You can name the documents whatever you want for your own files.

 

Q: Can I upload all my documents at once, or do I have to do it one at a time?

A: Please upload your documents one at a time. Uploading multiple documents at once time often leads to error messages. Some students have had problems uploading documents while using Explorer. If this occurs, please try another browser.  Please double check that the correct documents are uploaded prior to the November Deadline.

It is common that a student uploaded their essay twice for both the Essay and ECAR or the ECAR for both the Essay and ECAR. These applications will be marked incomplete.

 

Q: I’m having some problems uploading my documents.  Can I just email them to you with my ID# and name?

A: No.  Email attachments are not an acceptable way to submit your documents.  There are no longer any physical applications or documents in our office, and we have no way of manually going into your application account and uploading documents for the reviewers.  If you are experiencing technical difficulty, email  ASAP.  Please make sure you give yourself time for us to resolve any website issues BEFORE the deadline.

 

NOTIFICATION AND SELECTION

 

Q: How competitive is the scholarship application process?

A: The process is extremely competitive!  We anticipate roughly 400 applications for just 100 scholarships this year, ranging in award amounts of $200 to $12,000. Total scholarship monies available for award is over $400,000.

You should take the time to ensure your application is as strong as possible. Little things like grammar and punctuation are taken into account when reviewing essays, as well as whether or not the applicant followed the application guidelines/instructions.

 

Q:  Who reviews my application? What is taken into consideration when choosing scholarship recipients?

A:  The OASA Scholarship Review Committee comprised of HSSEAS Alumni and Staff review the applications. Items taken into consideration are: strength of essay, academics, financial need, extra-curricular  activities/leadership roles and specific donor criteria. Keep in mind that the ideal applicant should be well-rounded. I.e., a student should be able to maintain a good GPA while pursuing research, relevant work/internship opportunities and involvement with extra-curricular activities.

 

Q: When will students be notified if they have received an award or not?

A: Notification will be sent out by the end of February.

 

Q: If I win an award, when will it be paid out?  Will I get a check?

A:  If selected, awards will be applied to students’ BAR accounts evenly over Winter and Spring Quarters (exception: Winter Degree Candidates will receive their award in full for Winter Quarter).

Scholarships will be applied to any remaining balance on your BAR account and any remainder will be issued as a check to the student.  As the final processing happens after Winter fees are due, students receive some sort of check in Winter quarter, but in Spring, the award applies directly to Spring fees and no check is issued.

Note for possible payment delays:

  • Students with an F-1 Visa must complete and submit GLACIER tax documents in order for their award to be paid out.
  • Students for which Financial aid needs to shuffle items in your financial aid package to accommodate this award may take a little longer to process.

 

Q: How do I know if I need to submit any GLACIER documents?  Where do I get them?

A:  You’ll receive an email letting you know that your GLACIER profile has been initiated and to look for an email with further instructions. After you complete and submit those documents, please notify so that your final payment processing paperwork can be submitted.

 

Q: Is there anything else I need to do if I am selected for an award?

A: Yes.  You will be asked to complete a questionnaire, write a thank you note, and attend a brunch with the donors.  The brunch usually happens in April.  Details will follow from External Affairs.  These activities are required and do much to ensure these awards continue to be available for you and other students in subsequent years.