PLEASE BE ADVISED – this is a non-exhaustive list of student requests. In most circumstances, the Academic Committee of this office can review and approve your request. In some cases, the request must be submitted to the Ministry of Higher Education or other sponsor for approval, and in those cases, nothing is official until a memo is received from the Ministry or your sponsor. We thank you for your patience.

How do I change my major?

Applicable to: MoHE, Equate, PAAET, PAAET Study Leave, KPC Students. KPC Employee – contact your advisor. CSC – contact your advisor.

Rule: You may request a change of major one time during your scholarship period. The requested major must be approved for scholarship and approved at your university. Additionally, the requested major must be in the same academic field and the request must be made after earning 12 credits at a 2.0 GPA, absent special circumstances.

Required Documents: Your advisor will need to have the following documents from you in order to present your request to the academic committee. The sooner you send in your documents, the sooner we can present your request!

• Request Letter – this can be an email from you asking to change your major.
• Study Plan – this must show your classes by term and your prospective graduation date. We encourage all students to study during summer terms.
• Proof of Enrollment – you’ll need to give us proof that you’re enrolled and/or admissible into your requested major.
• Your most recent term official transcript – we cannot process any requests without seeing your grades.

How do I extend my scholarship?

Applicable to: MoHE, Equate, PAAET, PAAET Study Leave, KPC Students. KPC Employee – contact your advisor. CSC – contact your advisor.

Rule: You may request up to one academic year of scholarship extension, one time during your scholarship period. We ask that you make your extension request near the beginning of the term your scholarship expires. If you request too many terms in advance, the Academic Committee cannot hear your case. If you request too late, you risk losing salary and/or tuition payments while your request is processed, and we do not want that to happen to you!

Required Documents: Your advisor will need to have the following documents from you in order to present your request to the academic committee. The sooner you send in your documents, the sooner we can present your request!

• Request Letter – this can be an email from you asking to extend your scholarship.
• Study Plan – this must show your classes by term and your prospective graduation date. We encourage all students to study during summer terms.
• Your most recent term official transcript – we cannot process any requests without seeing your grades.

How do I suspend (freeze) my scholarship?

Applicable to: MoHE, Equate, PAAET, PAAET Study Leave, KPC Students. KPC Employee – contact your advisor. CSC – contact your CSC – contact your advisor.

Rule: You may request up to one year of suspension during your ESL study and one year of suspension during your academic study. You are entitled to one term of medical suspension, with proper documentation and the Ministry’s approval. Please try to make all suspension requests before you’d like to freeze your scholarship. Requests made after you’ve already left school or the country could mean that you face repayment. Students on suspension are not entitled to salary or tuition payments, though the scholarship is frozen, and suspended term(s) will not count against your study plan.

Required Documents: Your advisor will need to have the following documents from you in order to present your request to the academic committee. The sooner you send in your documents, the sooner we can present your request!

• Request letter – this can be an email from you asking to suspend your scholarship.
• Official Documentation, if necessary – your advisor will want to see any information from your university related to your request. If you are requesting a medical suspension, we will need official doctor or hospital information regarding your issue.
• Your most recent term official transcript – we cannot process any requests without seeing your grades.

How do I transfer schools?

Applicable to: MoHE, Equate, PAAET, PAAET Study Leave, KPC Students. KPC Employee – contact your advisor. CSC – contact your advisor.

Rule: You may transfer one time during your ESL study and one time during your academic study. You must choose a school that is approved for scholarship and approved for your major. Your advisor can help you apply.

Required Documents: Your advisor will need to have the following documents from you in order to present your request to the academic committee. The sooner you send in your documents, the sooner we can present your request!

• Request letter – this can be an email from you asking to transfer schools. Be sure to tell us which term!
• Study Plan – this must show your classes by term and your prospective graduation date. We encourage all students to study during summer terms.
• Transfer Credit Evaluation – if you are an academic student who has studied one or more terms prior to transfer, your intended university will have to prepare this document to show how many previous credits will transfer to the new program.
• Proof of Enrollment – you’ll need to give us proof that you have been admitted into your intended university or program. All admission letters must state the campus and your major. You may need to request this specifically from your intended university.
• Your most recent term official transcript – we cannot process any requests without seeing your grades.

How do I get permission to study at community college?

Applicable to: MoHE, Equate, PAAET, PAAET Study Leave, KPC Students. KPC Employee – contact your advisor. CSC – contact your advisor.

Rule: You may take two (2) total courses for up to eight (8) credits at community college during your scholarship. The community college must be approved for study. The scholarship will pay for your course only if it is mandatory for graduation and required by your home university. Elective community college will be taken at your own expense. It is important that you submit these requests prior to your enrollment.

Required Documents: Your advisor will need to have the following documents from you in order to present your request to the academic committee. The sooner you send in your documents, the sooner we can present your request!

• Request letter – this can be an email from you asking to engage in a community college course.
• Course description – this can be a catalog description or course syllabus explaining how many credits, the title and topic of your course.
• Proof of transfer – you will need to show a letter from your home university confirming that the course(s) you take will transfer back.
• Your most recent term official transcript – we cannot process any requests without seeing your grades.

How do I get permission to take online or independent study classes?

Applicable to: MoHE, Equate, PAAET, PAAET Study Leave, KPC Students. KPC Employee – contact your advisor. CSC – contact your advisor.

Rule: You may take four (4) total courses for up to (12) credits online or through independent study during your scholarship. Independent study must be taken at your home university. Online coursework should not be offered through continuing education or similar services. Self-paced online courses are never approved. It is important that you submit theses requests prior to your enrollment.

Required Documents: Your advisor will need to have the following documents from you in order to present your request to the academic committee. The sooner you send in your documents, the sooner we can present your request!

• Request letter – this can be an email from you asking to engage in an online or independent study course.
• Course description – this can be a catalog description or course syllabus explaining how many credits, the title and topic of your course.
• Proof of transfer – If the online course is not from your home university, you will need to show a letter from your home university confirming that the course(s) you take will transfer back.
• Your most recent term official transcript – we cannot process any requests without seeing your grades.

How do I become a Merit A or Merit B student?

Applicable to: MoHE students. All other sponsors - please contact your advisor.

Rule: Students attending Merit universities and studying Merit majors may become a Merit A student if their GPA is 3.0 or above. Students attending Merit universities and studying Merit majors may become a Merit B student if their GPA is between 2.85 and 2.999. Please note, we do not round up GPAs (eg. A 2.999 is not considered a 3.0; a 2.849 is not a 2.85). You will be evaluated on a term-by-term basis to see if you continue to have the GPA required of a Merit student.

Required Documents: Your advisor will need to have the following documents from you in order to present your request to the academic committee. The sooner you send in your documents, the sooner we can present your request!

• Request Letter – this can be an email from you asking to join the Merit A or Merit B scholarship.
• Study Plan – this must show your classes by term and your prospective graduation date. We encourage all students to study during summer terms.
• Proof of Enrollment - you’ll need to give us proof that you have been admitted into your intended university and program/major.
• Your most recent term official transcript – we cannot process any requests without seeing your grades.

How do I continue for Master’s study?

Applicable to: MoHE students. All other sponsors - please contact your advisor.

Rule: With Ministry approval, you may continue for Master’s if you have a 3.0 and admission into a Merit-level program or if you have a 3.25 and admission into any approved program. Scholarships for Master’s are based on your study plan and for up to two years only. This request can only be presented to the Ministry after your graduation report is fully complete and submitted. The Ministry will not hear your request in the absence of your graduation report. These requests can take several weeks to get answered, so we advise students to be patient.

Required Documents: Your advisor will need to have the following documents from you in order to present your request to the academic committee. The sooner you send in your documents, the sooner we can present your request!

• Request letter – this can be an email from you asking to continue for Master’s study. Be sure to say which term!
• Graduation Report – you will have already needed to have submitted all graduation and transfer transcripts, and your graduation report will have to have been completed and sent to the Ministry by your advisor.
• Study Plan – this must show your classes by term and your prospective graduation date. We encourage all students to study during summer terms.
• Admission Letter - you’ll need to give us proof that you have been admitted into your intended university or program. All admission letters must state the campus and your major. You may need to request this specifically from your intended university.