The DFI Administrative Office must receive within two weeks of graduation a list of all current and former DFI, IMGIP, and ICEOP fellows graduating from your institution.

Submit a list of graduates including:

• Name
• Degree Conferred
• Date Degree Conferred
• Major Discipline of Degree

Each semester or quarter, an Enrollment Verification form will be mailed or faxed to institutional representatives. Representatives must verify enrollment of all fellows identified on the list, and indicate full-time or part-time enrollment, not enrolled, or graduated.

Any fellow identified as something other than enrolled full-time should have an explanation written out to the side indicating why they are not enrolled full-time.

Representatives should fax or mail the completed form to the Administrative Office within two weeks of the date received.

A standard deadline (usually March 1) is identified in the new applications for students to submit application materials to their institutional representative. However, should the representative prefer more time to review submitted materials, they may set an internal deadline prior to the standard deadline set by the Administrative Office.

Internal deadlines different from the standard submission deadline for applicants should be properly advertised on your website and/or DFI application materials distributed to applicants.

It is recommended that Representatives inform the Administrative Office of internal deadlines to ensure timely submission by all applicants contacting the Administrative Office.

Financial need is calculated based on the Estimated Family Contribution (EFC) identified in the SAR from FAFSA. The financial need formula is as follows:

Direct Costs of attending (Full-time Tuition & Fees) minus EFC = Financial Need

Sometimes students’ financial situation changes dramatically from one year to the next. The application has space for special circumstances to be identified by the applicant. The Representative should consider the special circumstances and adjust the EFC accordingly when calculating financial need.

For New Applications:

1. Make 2 complete copies of all new applications and attachments
2. Keep 1 copy for the Representative's records
3. Send the original application plus 1 complete copies to the DFI Administrative office, postmarked by the set deadline

For Renewal Applications:

1. Make 2 complete copies of the renewal application materials
2. Keep 1 copy for the Representative's records
3. Send the original renewal application plus 1 copy to the DFI Administrative office, postmarked by the set deadline

Fellowship candidates must submit their application packet to the institutional representative no later than February 15, provided no other internal deadlines prior to that date have been established. Representatives should review and confirm that all required materials are included based on the Institutional Certification checklist provided to the representatives.

Representatives must verify that the applicant is eligible based on the DFI eligibility requirements. Representatives are also encouraged to thoroughly review application materials prior to submitting them to the Administrative Office, including but not limited to proofreading, providing feedback and suggestions on essays, and ensuring all fields are complete on the application form.

Following the review and selection of new and renewing awardees, the DFI Administrative Office will forward contract packets for all of your institution’s fellows for the following academic year. Contract packets are typically mailed near the end of April or first part of May.

Fellows Contract packet currently includes:

1. Award Letter – Official notification of DFI award and responsibilities of fellow.
2. †Grant Agreement – contract indicating award amount, time frame, and institution.
3. †Awardee Certification – additional contractual obligations outlined specifically.
4. †Grant Funds Recovery Act Form – indicates obligation to repay funds to the State of Illinois if the fellowship terms are not met.
5. †Directory of Graduates or Fellows Profile Form –
   • Directory of Graduates form – renewing fellows are obligated to complete this form on an annual basis in order to keep the Administrative Office abreast of their current contact, academic and employment information. Also, the Directory of Graduates is published on an annual basis to showcase DFI graduates who will be seeking positions in higher education in the near future. This Directory is published in November.
   • Fellows Profile Form – required by newly awarded fellows to acquire the same information as the Directory of Graduates form. Newly awarded fellows’ information is not published until they have been in the program at least one year.
6. †Mentor/Advisor Form – requires confirmation or update of the Fellow’s mentor/advisor contact information

Representative’s copies and the institutional contract are also included with the contract packet shipment. These items include:

1. A copy of each fellow’s award letter for your records.
2. †Fiscal Agency Agreement – contract between IBHE and your institution for the total amount of stipend funds allotted for the contract year. Requires the institutional president’s signature.

Note :(†) All items must be signed and submitted to the Administrative Office for each fellow accepting the award, plus a copy of each students’ tax forms from the previous calendar year (i.e. 1040 EZ, 1040 A, 1040), and the signed Fiscal Agency Agreement between IBHE and your institution.

The exact deadline for submitting these materials will be indicated on the contract cover memo.

At the end of each fiscal year, the Administrative Office will forward Confirmation Request forms to each institutional representative. These forms, one per awarded fellow, request that the exact amount of stipend funds that were expended and unexpended during the fiscal year be identified. Any unexpended funds must to be returned to the Illinois Board of Higher Education via the DFI Administrative Office.

Checks, for the total amount of unexpended funds, should be made payable to IBHE and mailed to the DFI Administrative Office no later than August 31 for the previous fiscal year.