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How to submit a scholarship application
Thursday, January 9, 2014 4pm - GMT
Tamara Torri, Scholarship Programmes Officer
www.aids2014.org
AIDS 2014 Scholarship Programmes
1. Background
2. Application process
3. Examples of previous scholarship
applications
4. Q&A
www.aids2014.org
1. Background • The conference organizers are committed to
making AIDS 2014 accessible to people from resource-limited settings and communities, researchers, young people, community activists and civil society representatives.
• Scholarships provide financial assistant to a
number of people to help them attend the conference.
www.aids2014.org
Types of scholarships
• Media Scholarships (~ 30) • International Scholarships (~ 570)
– Contributing to the AIDS 2014 programme • Abstract presenters • Workshop facilitators • Programme Activities organizers (Global Village
and Youth Programme) – Contributing to AIDS 2014 by attendance
• General delegates
www.aids2014.org
Assistance provided
• Applicants will be able to request all or a combination of the following types of support: – Registration to the conference; – Economy-class travel; – Accommodation (shared in dormitory rooms); – Modest daily living allowance (20-25 July
2014, USD 55 per day)
www.aids2014.org
Application criteria • Applications are open to anyone working or volunteering in the
field of HIV and AIDS.
• Following the Conference Coordinating Committee (CCC) scholarship selection criteria, priority will be given to – those whose participation will help enhance their work in their own
communities; – those who are able to assist in the transfer of skills and knowledge
acquired at the conference; and – those whose abstracts, workshops and/or programme activity(-ies) have
been selected.
• Financial assistance will be offered to delegates from resource-limited settings and communities, key populations disproportionally burdened by HIV, people living with HIV, young people, researchers and students to help them attend.
www.aids2014.org
Application requirements • You must be at least 16 years of age at the time of the conference (that is,
turn 16 on or before 20 July 2014) to apply for a scholarship.
• If you are under 18 years of age at the time of the conference, you will need to show proof of an accompanying adult on your application. Note that the accompanying adult will not receive a scholarship if your application is successful.
• Application forms must be completed in full. Incomplete applications cannot be considered for a scholarship.
• Application forms must be completed in English. The official language of the conference is English.
• All applicants must submit supporting documentation through the upload function BEFORE the deadline of 13 February 2014 – 24:00 CET.
www.aids2014.org
Scholarship selection Abstract presenters
• Scholarships for abstract presenters are judged based on the quality of the abstract • The Scientific Programme Committee is responsible for the selection of the abstracts to be included in the AIDS
2014 programme
Workshop facilitators • Scholarships for workshop facilitators are judged based on the quality of the workshop • The Workshop Working Group is responsible for the selection of the workshops to be included in the AIDS 2014
programme
Programme Activity organizers • Scholarships for programme activity organizers are judged based on the quality of the activity • The Global Village & Youth Programme Working Group is responsible for the selection of the activities to be
included in the AIDS 2014 programme
General delegates • Applications are scored based on the criteria set by the CCC • A Scholarship Review Committee will contribute to the reviewing and scoring of the applications
Media representatives • Applications are scored based on the criteria set by the CCC • The Conference Secretariat Communications Department will contribute to the reviewing and scoring of the
applications
www.aids2014.org
Timeline Date Action
5 December 2013 Applications open
13 February 2014, 24:00 CET Applications close
March 2014 Scholarship applications under review
Mid-April 2014 Recipients notified
May-July 2014 Logistics and visa support for recipients organized
www.aids2014.org
2. Application process 2.1 Create a conference profile
2.2 Fill in the scholarship application form • International • Media
2.3 Link your submission • Abstract(s) • Programme Activity(-ies) • Workshop(s)
2.4 Upload supporting documentation • International (letter of recommendation) • Media (3 articles, URLs; press card; letter of recommendation)
www.aids2014.org
2.1 Conference profile • Create a conference
profile at http://www.aids2014.org
• Click on “My conference profile” at the top left section of the conference website
www.aids2014.org
2.1 Conference profile • A new window will
appear. Go to “Create new profile”, enter your email address (1) and click on “New” (2)
• You will be directed to a form. Follow the instructions that appear on the right of each field and fill in all * fields.
www.aids2014.org
2.1 Conference profile • Click “Save/Update” to
save your details.
• Congratulations, you have now created your conference profile! Click on the tabs within your conference profile to access forms and information. If you need to change any of your details, click on “User details”.
www.aids2014.org
2.2 Fill in the scholarship application form
When you have signed in to your profile, in the “Overview” page you have access to the following tabs. Click on the “Scholarships” tab (1). Choose to apply for an international or media scholarship (2)
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You will be directed to the Terms and Conditions page. You can download a copy of them. Read the whole page attentively. When you have finished reading and understood the application requirements, tick the box (1) to accept the terms, and click on “SUBMIT” (2).
www.aids2014.org
You will arrive to the scholarship application form. From here, you can download the form (1); download the terms and conditions (2); change incorrect details by clicking on the link to your Conference Profile (3). Part 1: “Personal Details” is already filled in with the details you have provided in your Conference Profile.
www.aids2014.org
If you are aged between 16 and 18 (as of 20 July 2014), you will be requested to provide the information of your accompanying adult. If s/he has registered, tick “Yes” (1) and enter her/his registration number, first name, last name and email in the fields (2).
If you do not know the registration number you can inform the scholarship team at a later date.
www.aids2014.org
If your accompanying adult has not registered or you do not know, tick “No” or “Not sure” (1) and enter her/his contact details (2).
www.aids2014.org
Fill in part 2: “Optional Personal Details” (not mandatory). If you tick “yes” to the second question, you must tick which population(s) from the list provided (1).
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Fill in Part 3 – Organization/Affiliation/Company with the information on your organization, affiliation or company (1). Choose the country (2), the size (3) and the reach (4) of your organization/affiliation/company from the pull-down menus.
The last question Please describe the main areas with which your organization is involved is not in the media application form.
www.aids2014.org
In Part 4 – Profession/Occupation, your occupation is taken from your conference profile (1); you do not have to re-enter it. Indicate how long you have been working in the field of HIV and AIDS (3).
For international only - Answer the essay question on the main tasks you undertake in your work on HIV and AIDS (2). Indicate any coalition or network you are involved in (4).
www.aids2014.org
ONLY for international applicants and for those who entered in the conference profile one of the following profession: physician, nurse, community health worker, pharmacist, psychologist, social worker, traditional or complimentary therapy practitioner, lab technician, other health care worker, biology and pathogenesis research, clinical science, epidemiology, social or behavioural science, community-based research, postgraduate, post-doctoral. Please indicate when you completed your doctorate or medical training.
www.aids2014.org
In Part 5 – Financial support required, you must choose by ticking the box(es), which level(s) of support you wish to request. Please read the note for further explanation.
Please note that registration is free for accredited media representatives.
www.aids2014.org
In Part 6 – Past conferences, indicate in the pull-down menu (1) if you have already attended a recent International AIDS Conference, and if so, if you have previously received a scholarship (2).
www.aids2014.org
In Part 7 - Motivation you must answer essay questions giving further details on your motivation to attend the conference, and how your community would benefit from you receiving the scholarship.
www.aids2014.org
INTERNATIONAL APPLICANTS ONLY If you are an abstract presenter, workshop facilitator or a programme activity organizer, you must "link" your scholarship application to the abstract, workshop or programme activity after you click on the “PROCEED” button.
If you are a co-facilitator of a workshop (W) or a co-organizer of a programme activity (P), you are invited to enter the submission reference number in section 9.
www.aids2014.org
INTERNATIONAL APPLICANTS ONLY For those interested in the “Towards an HIV Cure” symposium, please click “yes” to the first question (1) and then complete the other requirements (2).
www.aids2014.org
Before submitting your application, make sure the information you entered is complete and read the end of the form (once you press PROCEED, this part of your application cannot be modified). Incomplete applications will not be considered. Click on “PROCEED”.
www.aids2014.org
2.3 Link your submission After you have filled in your International
Scholarship application form, you will be able to link it to the abstract,
workshop and/or programme activity submission number(s).
Note that it is not necessary to submit
something to the programme to be considered for a scholarship. A number of scholarships will
also be given to applicants who are not involved in the programme.
www.aids2014.org
If you are not an abstract presenter, a workshop facilitator or a programme activity organizer, note that you will be able to skip this step. You can also skip it if you want to link your abstract, workshop and/or programme activity at a later date (deadline 13 February 2014, 24:00 CET). The ‘Skip’ button is at the bottom of the page.
www.aids2014.org
If you decided to link your abstract, workshop or programme activity at a later date, you have to sign into your profile. In the “Overview” page you have access to the following tabs. Click on the “Scholarships” tab (1). Note the information. Choose “Click here to link your scholarship application to an abstract, programme activity, and/or workshop submission” (2) (note that this will only become visible once you have submitted your supporting documentation).
www.aids2014.org
You will be directed to the International Scholarship Programme: Link to submission page.
www.aids2014.org
Link to Abstract/Workshop/Programme Activity Submission – Automatic If you submitted the abstract/workshop/programme activity under your own conference profile then this will be automatically linked to your International Scholarship application form – as shown here (with abstract / workshop / programme activity submission number and title).
www.aids2014.org
Link to Abstract / Workshop / Programme Activity Submission Manually To link your submission manually enter your abstract / workshop / programme activity submission number (1) and click “Link abstract / workshop / activity” (2)
www.aids2014.org
If your submission number is correct you will see the title in the yellow box. Check it and click “Confirm” (1) if it is correct. Click “Cancel” (2) if the title does not correspond to the abstract / workshop / programme activity you have submitted.
www.aids2014.org
When your submission has been successfully linked to your scholarship application you will see it as below. Now you can repeat the same steps if you have other submissions to link.
www.aids2014.org
If there is an error with your submission number, the screen will show as follows. Please re-check you number and try linking again (as shown in previous slides)
www.aids2014.org
Once you have linked your submission(s) you can click on “Continue” at the bottom of the page to complete the process. You will then be directed to the supporting documentation page. If you have already uploaded your supporting documentation just press “Exit” to complete your application.
www.aids2014.org
2.4 Upload supporting documentation
After you have filled in your International or Media Scholarship application form, you will be able to
upload your supporting documentation.
Note that your application will not be complete if you do not submit your supporting documentation
before 13 February 2014, 24:00 CET.
www.aids2014.org
After you have clicked PROCEED in the International or Media Scholarship application form, linked your submission number(s) (or clicked SKIP), you will be directed to the International or Media Supporting Documentation page
www.aids2014.org
If you do not have your supporting documentation yet, you can click on “Upload later”. Applications without the supporting documentation will not be considered.
www.aids2014.org
Your application is not complete. You must submit supporting documentation before 13 February 2014, 24:00 CET.
www.aids2014.org
If you have chosen to upload your documentation later, once ready, enter your conference profile and click on “Click here to submit supporting documentation” in the scholarships tab.
www.aids2014.org
Welcome to the International or Media Scholarship Programme – Supporting Documentation page
www.aids2014.org
Fill in the first section with complete information of the person who will act as your reference. You will need to upload a letter of recommendation from this same person.
www.aids2014.org
INTERNATIONAL APPLICANTS ONLY Click the “Browse” button to locate the document you wish to upload. A box will open. Locate the document you wish to upload (on the Desktop, for example) (1), select it (2) and click “Open” (3). Please make sure the document is a .pdf, .doc, .docx, .jpg or a jpeg format. Click “Upload”.
www.aids2014.org
INTERNATIONAL APPLICATION ONLY The uploaded document(s) will now appear, as below.
www.aids2014.org
INTERNATIONAL APPLICATION ONLY If you have uploaded the incorrect document, or if you would like to change it, you can delete it by clicking the red ‘no entry’ sign (1) to the right of the document and click ok. Then repeat the process in the previous slides and upload a new letter of recommendation.
www.aids2014.org
INTERNATIONAL APPLICATION ONLY Now that you have successfully uploaded your letter of recommendation, click on “SUBMIT”. Please note that once the application is submitted, you cannot return on your application or replace uploaded document(s).
www.aids2014.org
MEDIA APPLICATION ONLY There are 3 different ‘upload’ sections. In each of the sections click the “Browse” button to locate the document(s) you require. Please make sure the documents are .pdf, .doc, .docx, .jpg or jpeg. For point 1 select which type of documents you are uploading (3 articles, 3 broadcast programmes (File) or 3 URLs).
www.aids2014.org
MEDIA APPLICATION ONLY If you are uploading a file, a box will open. Locate the document you wish to upload (on the Desktop, for example) (1), select it (2) and click “Open” (3). Repeat the same action three times.
www.aids2014.org
MEDIA APPLICATION ONLY If you are uploading a URL, enter the URL address in the space provided (1) and click “Save” (2). Repeat the same action three times for each required URL.
www.aids2014.org
MEDIA APPLICATION ONLY You can now see which documents and URLs have been uploaded (1). Should you wish to delete one please click the red ‘no entry’ sign. (2)
www.aids2014.org
MEDIA APPLICATION ONLY Now that you have successfully uploaded your supporting documents, click on “SUBMIT”, at the bottom of the page. Please note that once the application is submitted, you cannot return on your application or replace uploaded document(s).
www.aids2014.org
Congratulations - your application is now complete! Please take note of your scholarship application number for future reference. You will also receive a confirmation email with the details of support that you requested in your application.
www.aids2014.org
3. Examples of previous scholarship applications
Capture the needs of key affected populations and/or regional issues • Youths are ostracized like many other populations because of their age, colour, class, creed or economic status.
Many youths have become orphans, their families have neglected them, some have become vagrants, drug addicts, sex workers, carriers of drugs for dealers, prisoners and sometimes they are killed because of drug related issues. I would like to attend this conference because I want to have better knowledge and understanding on how to deal with this populations and how I can make a change in my country and community.
• Being a delegate, brings the opportunity to share with fellow participants what is being implemented successfully in Nigeria in terms of sustainable health/Human rights advocacy programs for MSMs/LGBTI and other most at risk Populations.
• Fore mostly, I consider my participation as important engagement with global MSM community not only for myself but more importantly for the many other YMSM living in community who will be direct beneficiaries from my attendance but are without means to attend this important gathering. These young men like myself are often the vulnerable and remain a highly stigmatized community. As such, I am serving as a bridge connecting people with to information relevant to their everyday lives. I also hope to network with other groups such as people living with HIV and drug users as responding to the issues they face are key components of my work.
Show promise of greatly benefiting from the conference • It will be of great benefit for me and my organisation and my country as well to attend this conference. Because I
will share experiences with other people living with HIV as I have been living with both HIV1 and HIV2 for the past 9 years. and I have participated in many HIV awareness campaigns both locally and internationally.
• As a young professional I will benefit from the multicultural integration that this event will produce. This can help me understand how international institutions and organizations work. I believe communication and team work is the key to fight HIV.
• I believe the information and knowledge I would gain from the conference would be an invaluable asset, and greatly enhance my ability to be an effective community educator in all aspects of HIV disease and care.
www.aids2014.org
3. Examples of previous scholarship applications
Sensitive to the issues affecting his/her community •After aids conference 2012 all that I will acquire will be included in our activities as new methods, innovations, approaches. I will meet with other NGOs, FBOs, CBOs, spiritual leaders, opinion leaders, chiefs, queen mothers, teachers and school children, peer educators etc, to share experience of aids 2012 with them, as has been our policy. We will also organize street floats and use bill boards to sensitize the community and the general public.
•All the new skills, knowledge and capacity building I will gain at the conference as it regards to HIV/AIDS advocacy, prevention, management, care and support will be transferred to my community through our door to door and identify their outlets programme.
•I would love to see what work is being done to support HIV+ youth and educate all youth on HIV, prevention, and stigma. Hopefully I can learn and implement projects that have proven success, gain advice, and use newly gained tools to better serve the youth community in Vancouver Canada.
Ability to transfer the learned knowledge in a positive way •My participation in AIDS 2012 will advance my level of knowledge and afford me access to people from all over the world to learn new and better methods to reach those I serve. I always disseminate what I learn in my constant effort to help those in need. And increasing the number of tools in my toolbox is invaluable in service to my community.
•The lesson learned at the conference and the networking that will happen will benefit the men in my group. I will be able to do presentation for the group, for my church and for the other organizations that I represent. I want to learn more about treatment as prevention, about the latest scientific advance that will help reduce viral load and transmission of the disease. This knowledge I will share with my community in a way that they can understand.
•I will come back and share my experiences and lessons learned that can also be implemented in my organization. From the contacts I will have made, it be easier for my organization to identify donors and partners with the same objectives in the fight against HIV/AIDS. The conference will build my capacity and make me more knowledgeable and experienced. This will make me more resourceful to my organization and more competent in executing my work.
www.aids2014.org
3. Examples of previous scholarship applications
Limited sense of motivation
• I want to gain knowledge on HIV/AIDS. • Know more about HIV/AIDS and share experiences of living with HIV with others. • Want to be updated with the current trends of HIV/AIDS. • To learn from other young people around the world. • To acquire more knowledge which I will be able to impart to others. • Help people living with AIDS to live a normal life.
Limited awareness of how the information from the conference could be passed on to the community
• I will bring back the knowledge that I will acquire and teach others. • Knowledge gained will be used in the community and the organisation I represent. • I will educate the community with the information I will gain on HIV/AIDS. • I will share the acquired skills and knowledge with the local communities. • It will improve my care for HIV/AIDS clients. • I plan to involve as many young people as possible in ending stigma and discrimination of
HIV/AIDS in Uganda.
www.aids2014.org
Tools & Contacts
• http://www.aids2014.org/scholarships.aspx • Application forms (for consultation only) • Scholarship terms and conditions • Tutorials to walk you through the application process
Scholarship webpage
Scholarship email
• http://www.aids2014.org/Default.aspx?pageId=656
Frequently Asked Questions (FAQs) webpage
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4. Questions & Answers
www.aids2014.org
Next Webinars
SATELLITES Tuesday, March 11, 2014 4pm GMT Sign up at http://www.aids2014.org/webinars.aspx
AFFILIATED INDEPENDENT EVENTS Tuesday, March 11, 2014 4.30pm GMT Sign up at http://www.aids2014.org/webinars.aspx
