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Supporting Documents

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Find the answers to your questions concerning required documents below:

  1. Where do I send my documents?

    Upload them, per your application instructions.  Only documents uploaded into the scholarship application’s “Document Bank” will be reviewed. Documents sent by U.S. Mail or fax will not be accepted.  For more information and instructions, click "Document Bank” in your scholarship application.

  2. I am concerned about uploading my personal documents into my scholarship application. Do you recommend that I encrypt my files in order to protect my information?

    No. HSF’s online system is completely secure. Encrypted documents usually lead to disruptions in the scholarship application review process. Often times, the HSF Scholarships Team is unable to read and verify the receipt of documents if they are encrypted. HSF accepts all word processing documents in PDF

  3. Can I fax or mail my required documents?

    No.  Documents sent by fax will not be accepted.  Documents sent by mail will not be accepted. Only documents uploaded electronically into the applicant’s Document Bank will be accepted.

  4. How can I upload my transcript onto my application?

    You are required to upload your official or unofficial academic transcript(s) only when requested to do so. If requested, scan and upload a PDF copy of your transcript(s) to your “Document Bank” via the Scholarship Application link, which is accessible through your MyHSF profile. You may also submit a screen shot of your transcripts from your college student portal. Handwritten transcripts will not be accepted.

    Your transcript(s) must clearly indicate your name and institution.  You may click "view" after uploading your transcript(s) to verify the document is legible.

    If you transcript does not include an academic GPA, please request a GPA and written explanation that describes how the GPA was calculated from your counselor or Registrar.

    If a particular transcript runs more than one page, you must scan all pages and merge into ONE file, then upload the entire transcript in PDF format to your Document Bank.” The same procedure is required for any additional, multi-page documents you wish to upload. Documents must be under 5 mb.

    If your question is not answered and you require additional assistance, please contact us for further assistance

  5. I have more than one transcript to upload. How do I upload multiple transcripts?

    Transcripts from different institutions must be uploaded into your Document Bank separately, each one as a separate file in PDF format. Documents must be under 5 mb.

  6. Should I get the transcript translated if I attend, or have attended, a high school or university in another country, and my transcripts are in a different language?

    Yes. If classes and grades received in a foreign country are not already listed on your home institution’s transcript, you will be required to submit an English translation of each non-English transcript.

    If your U.S. institution does not translate your transcripts for you, visit either www.ece.org, or www.wes.org, for more information. Once your transcript(s) is/are translated, upload each international transcript, along with a copy of its translation, to your scholarship application’s “Document Bank.”  Each transcript, with its translation, should be uploaded as a separate file.

     

  7. I am a legal permanent resident or eligible non-U.S. citizen. What documentation do I need to submit to HSF?

    HSF processes citizenship verification through the Student Aid Report (SAR).  Therefore, it is not necessary to submit additional proof of residency to HSF. Please note that all U.S. citizens, permanent residents, and eligible non-U.S. citizens must submit a FAFSA, in order to be able to provide HSF with a SAR. If you meet the residency criteria previously mentioned and do not file a FAFSA, you are ineligible for HSF scholarships. 

  8. I am a Deferred Action for Childhood Arrivals (DACA) student; do I need to submit supporting documentation?

    Yes. DACA students will be required to upload a copy of their valid Employment Verification Document (EAD) into the scholarship application’s “Document Bank.” Expired EADs will not be accepted. For an example of an EAD, click here

  9. Where do I list my recommenders on the scholarship application, and how will they be notified?

    Applicants will be prompted to list recommenders’ contact information on the application. Once you have submitted this information, instructions about the recommendation process.  HSF will release recommender emails on January 15th.  After January 15th, recommenders will be emailed their link within 24 hours.  Please note, some email security systems block emails from HSF therefore, we recommend that you ask your recommenders to check their spam folders.   

    Recommenders must complete the electronic Recommendation Form online. Please note that one recommendation must be from an academic reference; the second can be submitted by anyone who is not a family member, friend, or co-worker.

    Note, some email security systems block emails from HSF therefore, we recommend that you list a recommender’s personal email and ask your recommenders to check their spam folders. 

    Note: HSF has extended the Recommender deadline to April 25, 2016!

  10. Whom should I indicate as my recommender?

    Recommenders are persons whom you have asked to complete an online recommendation form on your behalf, as part of your scholarship application.  In order for your application to be considered complete, you must submit at least 1 completed academic recommendation. Your academic recommender must be an instructor, an advisor, or someone who is able to evaluate you academically (e.g., academic performance, motivation, plans and goals). Additional recommenders can be academic or nonacademic. Secondary recommenders must be able to evaluate your community service and extracurricular activities (e.g. leadership, work ethic, and commitment).

    If you have been out of school for two or more years, your academic recommendation may come from a non-academic recommender who is familiar with the work you do and holds a position that is greater, than your title. The recommendation should evaluate your intellectual capabilities, as well as your work ethic. Non-academic recommenders can be colleagues in your field of work and or anyone in a managerial position that has worked closely with you (such as a boss, a coach, a volunteer coordinator – or a pastor or priest, if you are active in your church and your pastor or priest is able to comment on your intellectual capabilities and work ethic).

    Please Note: Recommendations from family members, family friends, and other close friends are discouraged.

    Please be sure to ask your recommenders’ permission prior to submitting their names and email addresses to us.  Be sure they have agreed to complete the online recommendation form for you, and let them know that they will receive an email from us on how to proceed, within 24 hours after you have submitted your scholarship application.

    HSF suggests you provide your recommenders with an updated resume to assist them in filling out their forms.

    Note, some email security systems block emails from HSF therefore, we recommend that you list a recommender’s personal email and ask your recommenders to check their spam folders.    

  11. How do I know if my recommender has received HSF’s email and if he/she has submitted the online recommendation?

    You are responsible for following up with your recommenders to verify that they have received email from us, as we are not able to determine that. You are also responsible for confirming that they intend to/have completed their recommendations by the application deadline. You may check the submission status of your recommendations and send reminder notifications via your scholarship application. Please note, some email security systems block emails from HSF therefore, we recommend that you list a recommender’s personal email and ask your recommenders to check their spam folders.    

  12. How will a recommender know what to do?

    Recommenders will be able to access the recommendation form by setting up and logging into a MyHSF account.  HSF will release recommender emails on January 15th.  After January 15th, recommenders will be emailed their link within 24 hours.  Hence, we require the contact information you provide on your application form to include an email address for each recommender. Please note, some email security systems block emails from HSF therefore, we recommend that you list a recommender’s personal email and ask your recommenders to check their spam folders.    

  13. What is my recommender's deadline to submit the online recommendation form for my application?

    All online recommendation forms must be submitted by March 30th 11:59 pm PST.

    Note: HSF has extended the Recommender deadline to April 25, 2016!

  14. What if my recommender is having technical difficulties logging into the recommenders site?

    Note, our scholarship application system is best supported by Google Chrome. Also, on the MyHSF home page, recommenders have the option to click on “Forgot Your Email?” or “Forgot Your Password?” in order to retrieve their login information. If the issue continues, ask your recommender to contact us immediately, using the email address that you provided for that individual, in your application.  Don’t delay!  Ask the recommender to provide us with your name and the technical issue encountered. 

  15. What is the FAFSA?

    The Free Application for Federal Student Aid (known as the FAFSA) is a form that can be submitted annually by current and prospective college students in the U.S. to determine their eligibility for federal student financial aid (including Pell Grants, work-study programs, and loans).  All U.S. citizens, permanent residents, and eligible non-U.S. citizens must submit a FAFSA, in order to be able to provide HSF with a Student Aid Report. If you meet the residency criteria previously mentioned and do not file a FAFSA, you are ineligible for HSF scholarships.
     
    The U.S. Department of Education starts accepting FAFSA applications January 1st of each year, for the upcoming academic year.  For more information and eligibility requirements, click here.

    *Please note that you can apply for financial aid before you file your taxes.  Corrections to your (FAFSA) application can always be submitted after you and/or your parents have filed for taxes and/or after the FAFSA has been submitted

  16. What is a Student Aid Report (SAR) and why do I need to submit one?

    The Student Aid Report (also known as SAR) is a report of your responses on the FAFSA by the U.S. Department of Education, once the FAFSA application has been processed.  The SAR contains information the student provided on the FAFSA as well as the resulting federally calculated Expected Family Contribution (EFC).  The financial aid office of the student’s institution will use the information contained in the SAR in order to determine the student's eligibility for federal student aid programs.  HSF uses the EFC, as well as the student’s financial aid package, to determine the student’s financial need.  For more information about the SAR, click here. For guidance on how to download your Student Aid Report (SAR) from FAFSA, click here.

  17. What is a state SAR and do I have to submit one?

    HSF requires DACA students who do not qualify for the FAFSA as a result of immigration status, to apply for their state’s financial aid program, if available. Scholarships applicants from particular states that have state financial aid programs available to DACA students must submit a copy of their state’s version of a State Student Aid Report to HSF. If you are a DACA student and your state of residence does not permit you to apply to your state’s financial aid program, such as the CA Dream Act you can still apply for HSF scholarships. For more information about state financial aid programs for undocumented students, click here.  

  18. Where do I send my Student Aid Reports (SAR) pdf?

    As soon as it becomes available, please upload your entire Student Aid Report (SAR) in PDF format to your “Document Bank,” located in your scholarship application, accessible via your MyHSF profile. For guidance on how to download your Student Aid Report (SAR) from FAFSA, click here.

  19. What is a Financial Aid Award Letter and financial aid package?

    After you submit your application for financial aid, you will receive a financial aid award letter/offer from the college(s) that you were admitted to and that you listed on your financial aid application, typically in early to mid-April. This letter outlines the details of your financial at that institution. Note, your financial aid letter/offer may also be contained within your college/institutional portal.  A financial aid package is a collection of different types of financial assistance from multiple sources (federal, state and from the institution) and different types (grants, scholarships, loans, and work-study). It is intended to help you pay for college costs, or the cost of attendance (COA). For more information about financial aid award letters click here. An example of a financial aid award letter can be found by clicking here.

    HSF acknowledges that every student has a unique financial situation. As a result, HSF customizes scholarship awards based on a careful assessment of remaining student need after all other financial aid is calculated.

  20. Where can I find my Financial Aid Award Letter or Offer (FAAL)?

    If this is the first year you will be attending your institution, you will have received a financial aid award letter/offer from your college either in the mail or via your online student portal.  If you are a returning student, you will typically be able to find your financial aid award letter/offer via your online student portal.  If you are having trouble locating your financial aid award letter/offer, please consult with your financial aid department at your college/university. 

  21. How do I submit my Financial Aid Award Letter?

    You will need to upload your FAAL to your document bank, which you can access by logging into your application.  If your document is in paper form, please scan and upload.  If your document can only be accessed through your student portal (online) then you may print, scan and upload or take clear screen shots, save the images in one of our supported file types and upload.  The supported file types are PDF, JPG, JPEG and PNG with a maximum file size of 5MB.

    Note: Acceptance letters, tuition bills and directions on how to access your student portal will not be accepted.

  22. I have various Financial Aid Award Letters, which one should I submit to HSF?

    HSF requires students to submit a financial aid award letter from the four-year college/university or graduate school that the applicant will be attending during the 2016-2017 academic year.

  23. I received a notice from HSF to submit my financial aid award letter (FAAL); however I do not have one. What should I do?

    If requested, you must submit your financial aid award letter/offer to HSF including graduate and students under Deferred Action for Childhood Arrivals (DACA).  Contact your institution’s financial aid office to inquire about your financial aid award letter/offer. Additionally, make sure to check your institution portal for any pending documents and/or actions required by your institution. Please note that many institutions no longer mail financial aid award letters to students and instead post them on the online student college/institutional portals. If you are not receiving financial aid from your institution, please upload proof such as a screenshot of the notification which states that you have no funds awarded for the school year.

    Note: Acceptance letters, tuition bills and directions on how to access your student portal will not be accepted.

  24. I received a notice from HSF to submit my financial aid award letter (FAAL); however I am a DACA student and do not have one. What should I do?

    In most cases, financial aid offices provide DACA students with a financial aid award letter that provides the student with a clear indication of the costs associated with attending the institution and lists any institutional or private financial aid for the student. Please note, if requested, you must submit a financial aid award letter/offer. If you are not receiving financial aid from your institution, please upload proof such as a screenshot of the notification which states that you have no funds awarded for the school year.

    Note: Acceptance letters, tuition bills and directions on how to access your student portal will not be accepted. For additional questions or concerns, contact us immediately. 

  25. What is the deadline for submitting my enrollment verification?

    If selected as a scholarship recipient you’ll be prompted to submit a fall enrollment verification. The HSF Enrollment Verification Form and additional details will be sent to all scholarship recipients late summer. Verification of full-time enrollment must be uploaded to your “Document Bank” in your scholarship application by October 15th.  

  26. Can I submit my school’s verification of enrollment, or one from the National Student Clearinghouse, rather than the HSF Enrollment Verification Form?

    Yes, there are several options for submitting an official enrollment verification form to HSF. You can go directly to your institutions registrar’s office and request an official enrollment verification form…

    OR

    Quickest method: You can submit an official enrollment verification from the National Student Clearinghouse.  This is an organization with whom most U.S. institutions register, and which offers a verification form as an expedited service.  You can go to their website at http://www.studentclearinghouse.org/ and for a nominal fee, they will send you a PDF version of your enrollment verification instantly.

    OR

    You may use the HSF enrollment verification form which will be emailed to you. You can take this form to your registrar’s office for completion. Please be sure to complete the student portion of the form and that the registrar’s office has completed all questions on its portion.

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