Group Guidelines for ASME Scholarships & Grants

THE FOLLOWING ARE There are 3 levels of ASME

GUIDELINES FOR USE WITH Scholarships and Grants
GRANTS AND MID-LEVEL
SCHOLARSHIP APPLICATIONS.
•Under $600 the IRS considers
• A General Application Template is Grants monetary awards to be grants.
provided for your convenience. It is •To be managed by the ASME unit
simple, easy to use, and satisfies all
legal and tax requirements under
the law. •Mid-level scholarships
Mid-Level •$600 to $2,000
• Optional components are available
•To be managed by the ASME unit
as plug-ins for collecting additional
info from the applicants, such as
financial need, area of specialty,
•Enterprise scholarships
activities, honors & awards, etc.
Enterprise •Over $2,000
• A student guide is offered and can •Managed by ASME staff
be changed according to your final
application needs.

• As you build your final scholarship application, decide what templates you want to use
and simply cut and paste from the options provided.

• You may choose to accept applications only electronically, by US mail, or both.

Remember to provide instructions such as:

WHO – Include contact information for applicant questions

WHAT – All information must be completed on the application

WHEN – Deadline date must be clearly stated

WHERE/HOW – Location (email/USPS address) for sending applications

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TIPS for YOUR APPLICATION PROCESS

1. MAKE SURE You Have ALL the Documentation Needed

 Completed & Signed Application  Transcript

 Recommendation Letter  Additional documents, as needed

2. VALIDATE All Application Information

Application Must Show:

o Enrollment as a full-time ME/MET student for the following year

o Correct cumulative GPA (via transcript)
o Anticipated date of graduation – should be after the following year
o Supporting documents verifying they're accepted into a new school, if transitioning

3. VERIFICATION of Transcript, US Residency Status & Legal Age Requirements:

TRANSCRIPT Verification
•A copy of the most current transcript must be included with the application packet or
be sent to you directly. The transcript should be an original transcript (generated by
the school) or a high-resolution, clear, color copy.
•NOTE: an official transcript is not necessary—no special paper, nor seal is needed.

US Residency Status
•International students must study in the US and have proper visa status
•Must provide a copy of US Visa showing F1 Visa or Permanent Residency status
•Click here: US Visa Residency Status

Under 18 Years Old – Legal Requirements

•ASME must fully inform the parent or guardian in order to collect information of a
personal nature from a student under age 18. Get the email address of the student’s
legal parent or guardian and make sure to send copies of all info you collect from the
student.
•Do not collect information on any student under the age of 13.
•Click here: ASME Privacy & Security Statement

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TIPS for SPECIAL CIRCUMSTANCES on APPLICATION

Other Majors - is it “significantly related” to ME or MET?

At least 25% of classes required for the major should be either:
◦ Taught by the ME/MET department, or
◦ Listed as an ME or MET major course, or
◦ For community college verify major thru Department Head.
Associate of Science degree may cover pre-engineering or
first year ME/MET courses.

Community College Transition

Please consider community college students for needs based
scholarships, especially if they are transitioning to a full ME or MET
program.

Full-Time Graduate Study Transition

The applicant should inform us:
◦ If entering a new level of study next year (grad school)
◦ If they will change colleges continuing full-time next year
◦ 5-year ME/MET program seniors will show senior status both
this year and next. May call their ME department to clarify.

Freshman Scholarships - Awarding to High School seniors

◦ Consider the best way to select students interested specifically
in ME & how they can demonstrate this
◦ Students don't declare a major until a later year
◦ They may be accepted as an ME major but that may change
◦ No engineering GPA yet

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AWARDING SCHOLARSHIPS – What to do with your Winners

Request ASME
Request an Selections
approval of Notify the
acceptance approved -
selections winners in
letter for each write the
through GPS writing
scholarship checks
requisition tool

Writing Scholarship Checks – Recipient Living & Studying in the US

Manually (by email or phone) confirm:
o Student’s full-time college or university next year (see #29 and/or #17)
o You or the student confirm with their finance office
 how student’s name is recorded by the college
 how the check needs to be made out
 that money will be applied to the selected student’s account
o Student’s mailing address (during the month you will send check)

All scholarship checks must be payable to the academic institution the student will be
attending next year
o Checks must NOT be made out directly to the student.
o All scholarship checks over $600 are taxable if written out to the student.
o Avoids W2 forms and protects our scholarship program.

Memo Line, example: “FOB John Smith, ID #54321”

1. Start with “FOB” (“for the benefit of”)
2. Student’s full name as recorded by school finance office, followed by
3. School student ID number or other necessary information

NOTE: If the student information is not clearly identified on the check and/or in an
accompanying letter, many universities will keep the money and disseminate it as they
see fit.

Remember to send the scholarship check to the STUDENT, not the college or university.

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