Application Review Timeline

Answers to various questions regarding the SMART Scholarship application process. Includes many tips and statistics.

Application Review Timeline

Postby Guest2014 » Tue Jan 28, 2014 2:58 pm

Hello all,
This is the third year that I have applied for the SMART scholarship. Those of you who applied in previous years, or have thoroughly read the threads on this forum, will know that the program has not stuck to their own proposed timeline in the past. However, I wanted to share the application review timeline that was available on the SMART website a few years ago so everyone has an idea of when they might here from the SMART program.

All supporting application materials must be received by ASEE by 5:00 p.m. EST December 15, 2011. Applications missing transcripts, required test scores, recommendations, and/or other required documentation will be considered incomplete and will not be considered for award. If you are currently enrolled, you must maintain a 3.0 GPA to remain eligible for a SMART Scholarship Award. Below you will find a more detailed time line of the application and awardee process.

August 1
Application Period Opens
Applications are accepted only via ASEE’s online application portal. Hardcopy applications will not be accepted.*

December 15
Application Period Closes
All application materials including reference letters and required test scores MUST be RECEIVED by ASEE by 5:00 PM EST on December 15, 2011. Transcripts must be postmarked by December 15, 2011. It is the applicant's responsibility to ensure these materials are submitted by the day and time listed above. NO late submissions of any materials will be accepted.

December 16 - January 15
Evaluation Level 1
Basic Eligibility Screening
Applicants are screened for basic eligibility criteria such as required GPA, citizenship status, age, and application completion.
Applicants not meeting the base eligibility criteria will be removed from award consideration.
Each year many applicants are disqualified from award consideration for either not meeting one or more eligibility criteria and/or having an incomplete application.

January 15 - January 31
Evaluation Level 2
Academic Evaluation
Applicants meeting all base eligibility criteria will be forwarded for review by an academic evaluation panel. The panel consists of professors from civilian universities and DoD employees with expertise in the STEM disciplines funded by the Program. Applicants determined by the panel to be the most academically qualified are forwarded to DoD agencies for review. All other applicants are removed from award consideration.
Approximately 50% of all applicants reviewed by the panel are forwarded for review by DoD agencies.

February 1 - March 15
Evaluation Level 3
DoD Workforce Needs Assessment
DoD agencies review and interview candidates with backgrounds and interests meeting the agency's workforce needs. Candidates determined to be a good fit for known DoD workforce needs are recommended for review by the SMART Program Office.
In recent years, approximately 1/4 of all candidates reviewed by DoD agencies were recommended for review by the SMART Program Office. All others are removed for award consideration.

March 15 - March 28
Evaluation Level 4
The SMART Program Office reviews application materials from and conducts phone interviews with, all candidates recommended for review by DoD agencies.
As a result of information obtained during the phone interview and application review, some candidates may be disqualified from award consideration. Reasons for disqualification include; inability or unwillingness to comply with the terms of the service agreement, change in degree type or field of study, change in required award length, degree type not offered at intended university, academic program not sufficiently technical**
The SMART Program Office offers awards to eligible recommended candidates based upon budget and programmatic considerations, as well as the best interests of the DoD. In recent years, approximately 2/3 of all recommended candidates were offered awards.
The number of awards made each year varies and is subject to availability of government funds.

March 31
Award Notifications Sent
Awardees will have 2 weeks to return their signed award documents and may be required to furnish additional information.

April 16***
2nd Round Award Notifications Sent

*Persons with disabilities requiring accommodations should contact ASEE to make appropriate arrangements.
**Applicants pursuing degrees in Systems/Industrial Engineering or Operations Research must pursue their degrees in academic programs that are predominantly technical rather than managerial in scope. It is the applicant’s responsibility to provide the SMART Program Office with sufficient documentation (such as copies of appropriate pages from the university course catalogue) for it to make a determination.
***On or about depending on award acceptance rates

Re: Application Review Timeline

Postby phdcpe » Sat Feb 01, 2014 10:31 am

nice, good scoop. Thanks for posting this.

Re: Application Review Timeline

Postby stSMARTchic » Sun Feb 02, 2014 3:04 pm

It seems this year transcripts were to be uploaded electronically.

Does anyone work for a DoD agency?
Posts: 5
Joined: Thu Jan 16, 2014 1:27 pm

Re: Application Review Timeline

Postby NeuRAO » Mon Feb 10, 2014 11:09 am

Hi All,

Does anyone know if applicants are notified if they do or do not make it past Evaluation Levels 1, 2, or 3? I have not heard from the SMART Program Office and worry that I may have already been cut.

Re: Application Review Timeline

Postby jcantrell0018 » Mon Feb 10, 2014 12:08 pm

NeuRAO wrote:Hi All,

Does anyone know if applicants are notified if they do or do not make it past Evaluation Levels 1, 2, or 3? I have not heard from the SMART Program Office and worry that I may have already been cut.

I actually emailed them about a timeline, and they said that notifications would be sent in February about who made the first cut. It's a vague answer, but it's better then "eventually" lol.

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