1. Ford Foundation International Fellowship Program
Guidelines for the Fellow-Elect Phase
In welcoming you to this post-selection & cohort building meeting, I would like to congratulate all of you on being selected as award winners! You are now officially Fellows-Elect and at the start of the Fellowship journey!
Over the following months, the focus will be on gaining entrance to a university in order to commence with your proposed studies, when your status will then be that of Fellow.
There is much to be done during this transition period to ensure that you are ready to go back to full-time studies. The aim of this meeting is to provide you with information that will guide you through this transition period and prepare you for the Fellowship journey

2. Guidelines: Fellow-Elect Phase
Purpose
Duration
Activities
Obligations
Termination/Suspension
During this presentation we will discuss the following:
The purpose of the Fellow-Elect phase
The duration of the transition period
Various activities that need to take place
Your obligations during this phase
The type of things that would result in the award being terminated/suspended

3. Fellow-Elect Phase - Purpose
To provide sufficient time for a Fellow-Elect to:
Identify up to 4 universities offering study programs that match his/her academic goals
Complete & submit his/her application dossier via the International Partner
Review and accept admission offers
Attend Program activities & complete any pre-academic training required
Make the necessary personal/family arrangements for the proposed study period
The Fellow-Elect phase or transition period is designed to provide sufficient time for the following to happen:
Fellows-Elect to identify universities that offer study programs that best match their study objectives. The Program allows for up to 4 universities to be identified, of which at least 1 must be at home. In addition, the other 3 universities must be in 1 of the other regions
A comprehensive application dossier to be put together. The office will provide guidance and assistance with this task
Submission of the application dossiers. All dossiers must be submitted via the IP office (AAI) who work with Placement partners in the different regions, even where a Fellow-Elect may have already applied & been accepted
Fellows-Elect to review any offers of admission received to be able to select the university offering the best match
Fellows-Elect to attend Program orientation meetings designed to prepare students for the different stages of their Fellowship journey
Fellows-Elect to attend pre-academic training sessions designed to equip them with skills & knowledge deemed essential to the success of their study efforts
Fellows-Elect to attend to personal matters that will be affected by their study period. Alumni/Fellows will be providing guidelines on this topic tomorrow based on their first hand experiences

4. Fellow-Elect Phase – Duration
1 year from the date of the Fellowship award letter
A deferment would be subject to approval & only considered in the event of illness or family emergency
As indicated in your award letter, the duration of the Fellow-Elect phase is limited to 1 year from the date of the award letter. This may seem like a long time, but the placement process takes time. Sorting out personal matters can also take time!
Many Fellows-Elect will have gained the status of Fellow well before the year deadline but office staff will be there to assist each Fellow-Elect during the transition period with the placement process
Any deferment would be subject to approval and only considered where a Fellow-Elect suffers an illness or is faced with a family emergency

5. Fellow-Elect Phase – Activities
Program activities include:
Post-selection Orientation &
Cohort Building Meeting
Pre-academic Training
Workshops
Pre-departure Orientation &
To assist Fellows-Elect with their planning during the transition period, we have split activities into 3 broad areas:
Program related
Placement related
Personal related
The main Program related activities that need to be factored into your schedules are:
This post-selection orientation meeting
The PAT Workshop run by the WITS Writing Centre
The pre-departure orientation meeting

6. Fellow-Elect Phase – Activities
Placement activities include:
Identifying universities offering study programs that match academic objectives
Preparing application dossier
Completing university entrance tests
Completing the enrolment process
Placement activities include:
Researching universities to identify suitable study programs. The IFP Secretariat has developed relationships with several institutions that offer the type of study programs that meet study objectives of many Fellows and other SA Fellows can be contacted for information on programs available at the institutions in which they are studying
Since placement is done through the IP and IPP, there is a standard format used for the application dossier and the office will assist Fellows-Elect in putting their dossier together
University entrance tests apply largely to institutions in the other regions (USA, Canada, UK, Europe, Australia etc). These include the GRE, TOEFL & IELTS tests
The final step in the placement process is accepting an offer and completing the enrolment process. Some of the things that need to be done include finding and securing suitable accommodation, undergoing a medical examination , obtaining a passport & VISA

7. Fellow-Elect Phase – Activities
Personal activities include:
Sorting out personal finances for the
duration of the proposed study period
Resolving employment options based
on current contract/agreement
Sorting out family commitments for the
VISA/passport application if necessary
The Alumni/Fellows attending this meeting will be providing you with guidelines for the personal activities that you will need to take care of during the transition period. Topics they will cover will include:
Personal finances
Employment
Family commitments
We will focus on VISA and passport requirements as these need to be attended to well in advance to ensure that those intending to study abroad have all the necessary documents in place before they are due to leave

8. Fellow-Elect Phase – Obligations
To work closely with the IP to complete the university application & submission process, which includes:
Conducting research to establish suitable universities & study programs that fit study objectives
Completing admission tests and/or Pre-Academic training
Supplying the necessary documents for the submission plan
Accepting this award means accepting the terms and conditions that apply!
During the Fellow-Elect period you are expected to work closely with the IP office in order to complete the placement process within the 1 year time limit.
You are expected to conduct your own research to find the universities that offer a study program that matches your objectives. The office is there to assist and guide you in your choices
You are also expected to provide whatever documents may be required to compile your application dossier and to submit these in good time so that application deadlines can be met
You are also expected to take part in the PAT workshops and to identify and arrange for any additional training that you may need in order to succeed in your studies. The IP office will provide you with assistance in doing this where necessary

9. Fellow-Elect Phase – Obligations
2. To ensure the IP (AAI) is kept current with regards to the following information:
Your contact details (telephone numbers & address)
Details of the person to be contacted in an emergency
Details of any other funding/awards
In order to work in close cooperation with the IP office, details that are vital for communication need to be provided. These include:
Telephone numbers & addresses and the office notified if and when changes to these occur
The name and contact details of the person who is to be contacted in the event of an emergency
The office also needs to be aware of any trips outside of the country that you may have scheduled. Although no funds are paid to Fellows-Elect, the Secretariat does not encourage extended travel during the transition period as it could hinder the placement process
The office also needs to know about any additional awards/funds you may have won as these will impact on your IFP award

10. Fellow-Elect Target
To summarise, the target of the Fellow-Elect is to become a Fellow!
To achieve this target, various activities need to be completed, of which those related to placement are of paramount importance and as such, need to be factored into your schedule

11. Fellow-Elect Phase Time-line
Placement Activities
Prepare & Submit Applications
Complete Admission Process
Identify Universities
Entrance tests
Fellow-Elect
Fellow!
12 months
The time line provides a guide as to the sequence of the placement activities.
Many of you will have already identified universities to which you wish to apply. Those who have not can contact the office for assistance.
You should then focus on putting together your application dossier & submitting it to the IP office before the cut-off date applicable in the region in which the selected universities are located. These are:
SA –
USA & Canada -
UK & Europe –
Where entrance tests are required, the IP Office will make the bookings and other logistical arrangements on your behalf
The final stage in the placement process will vary but again the office staff are there to assist you in completing this successfully
Sept – SA
Nov – USA & Europe
Jan – SA
April – USA & Europe

12. Fellow-Elect Phase Time-line
Program Activities
Post-Selection Meeting
Pre-Departure Meeting
PAT Workshop
This time line relates to the Program activities that you are expected to attended and is provided so that you can include these activities in your diaries well in advance.
The IP office will send you notification of the dates well beforehand. Each activity is designed to help you in your preparations for the study period ahead. They also provide you with an opportunity to network with each other
12 Months
Sept 08
Nov 08
June 09

13. Fellow-Elect Phase Planner
Activity
July
Aug
Sept
Oct
Nov
Placement
Program
Post
Selection
PAT
Work
shop
Personal
This planner is an example of an annual planner devised by a previous Fellow and used by others to ensure that they were able to schedule the key activities associated with the transition period.
Having the key activities scheduled in this way allowed them to plan, organise and implement the activities within the given time frame and their other commitments

14. Fellow-Elect Phase – Termination/Suspension
Failure to gain admission to an
academic program within 1 year
Failure to observe satisfactory
professional standards
Misrepresentation in application
materials and/or other IFP documents
Physical/Mental inability to proceed
with your study program
Violation of any laws/regulations of SA
Actions that could jeopardize the
Program’s goals and/or the Donor’s
reputation/work
Finally, in terms of your award letter, the points listed are considered grounds for terminating/suspending the award and are largely self-explanatory