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Supporting Documents

Find the answers to your questions concerning required documents below:

  1. 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 will be accepted.  For more information and instructions regarding required documents, sign into your MyHSF account and click on “Scholarship Application” to access your Document Bank.”

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

    You are required to upload your 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. 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 into the same (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.

    If you document upload is not accepted, you will be notified via the email you provided in your application and provided with instructions on how to re-upload your document(s).

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

  3. 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.

  4. 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.
     

  5. 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. 

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

    Yes. When requested, DACA students will be required to upload a copy of the Employment Verification Document (EAD) into the scholarship application’s “Document Bank.”

  7. 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.

  8. 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 will be emailed to recommenders within 24 hours. 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.

  9. 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.

  10. 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.

  11. 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.  Login information will provided via an email within 24 hours of receiving your application. Hence, we require the contact information you provide on your application form to include an email address for each recommender.

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

    Early applicants will be notified of their scholarship status earlier than other applicants, if their application and recommendation forms are submitted by one of the priority deadlines listed below:

    Priority Consideration I:
    Application due January 31st      
    Recommendation due January 31st

    Priority Consideration II:
    Application due February 28th
    Recommendation due February 28th
    General Scholarship Deadline:
    Application due March 30th (extended deadline April 2nd 11:59 pm PST)
    Recommendation due April 30th 

    Students interested in being considered for one of the Early/Priority Consideration dates must have submitted a complete application, including one academic recommendation.  Applications will be considered incomplete without recommendations and thus will not be reviewed.

    All remaining applications completed after priority consideration deadlines, and prior to March 30th, will be considered in the general scholarship pool.

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

    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. 

  14. 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
     

  15. 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.

  16. 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.  

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

    As soon as it becomes available, please upload your Student Aid Report (SAR) in PDF format to your “Document Bank,” located in your scholarship application, accessible via your MyHSF profile.

  18. 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/package 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 aid package/offer. Note, your financial aid package may also be contained within your college/institutional portal.  A financial aid package is a collection of different types of financial aid from multiple sources (federal, state and from the institution). It is intended to help you pay for college costs, or the cost of attendance (COA). Most financial aid packages do not cover the expected family contribution (EFC).


    After you receive the award letter, you may be asked to return a signed copy of the letter or provide an electronic signature through your student college portal in which you accept or reject each type of financial aid you were offered. The college will not increase other types of financial aid such as grants and scholarships to replace any of the rejected part of the financial aid package, such as loans. Please note that many colleges and universities are only providing students with an electronic version of their financial aid award letter and financial aid package. If you are unsure of how to access your financial aid award letter or offer, make sure to contact your institution’s department of financial aid and/or check your college portal.

  19. Why do I need to fill out a Financial Aid Information Form and submit my financial aid award letter to HSF?

    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. HSF will use your financial aid award letter to verify the awards you listed on the form. 

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

    If selected as a scholarship recipient you’ll be prompted to submit an enrollment verification. Verification of full-time enrollment must be uploaded to your “Document Bank” in your scholarship application by October 15th. Click here to download the HSF Enrollment Verification Form.

  21. 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 of attendance during the fall term in which they are awarded.

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

    Contact your institution’s financial aid office to inquire about your financial aid award letter/package. Additionally, make sure to check your college 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 student college/institutional portals.

  23. 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
    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.
    OR
    You can download HSF's enrollment verification form located in the “Document Bank” and on your “To Do List” on the Scholarship Application homepage.  You can take this form to your registrar’s office for completion. Please be sure to complete the student portion of the HSF form and that the registrar’s office has completed all questions on its portion.

  24. 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 format. All images must be in the form of GIF, JPEG or PNG.

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