Education Program administrative documents, forms and webpages are grouped below by category.

For the community service online form & instructions, see https://ewcparticipantinfo.org/volunteer/
For the travel grant deadlines, application form & instructions, see
https://ewcparticipantinfo.org/grants-and-funding/

For complete J1 visa forms and documents, see https://www.eastwestcenter.org/j1visitor

Award Actions

Approved Absence Request Form

(form-fillable doc)

For scholarship recipients who will be away from the East-West Center for approved leave, such as summer travel, field research, etc. Last updated Apr 2018.

EWC Award Completion Form

(pdf)

Required form for ALL participants ending their EWC awards, this form should be printed and signed by EWC staff. Last updated May 2019.

Housing Request Form

(URL)

For all students except for Student Affiliates (who are able to make housing changes directly with the Housing Front Desk, so long as they are in good standing)

Request for Extension for Graduate Degree Fellows

(form-fillable doc)

All GDFs must submit before the end of their first year to extend their Fellowship for a second year. Can be  submitted starting April 15 and are due no later than July 1, so that extensions can be processed in a timely manner. Additional materials include: transcript from past year (or to date) and a print out of community service record. Form must be signed by your advisor or include a signed letter on letterhead from your advisor.

Request for Extension forms for ADB-JSP, USSP.

TBD

Student Affiliate Request for Action Form

(fillable PDF)

Form for Student Affiliates requesting annual continuation in the program or any changes, such as a leave of absence/field-study, extension request, early graduation, or change of status.

East-West Center Participants Association (EWCPA)

Note:  Additional forms and documents specific to EWCPA, such as the Constitution, activity requests, and community garden application, can be found on E19ttYQ3j_jH6f_wUJcPjy7Qk5yp_8yrgWCPA’s website:  https://ewcpa.org/documents/.

EWC Facilities Use Request Form

(form-fillable doc)

For participants who wish to reserve Hale Halawai, Friendship Circle, Burns Hall Front Courtyard or Burns Hall Back Courtyard. Requests must be submitted at least 48 hours in advance. For Hale Halawai, see Hale Halawai Rules and Approved Uses documents below. Last updated Nov 2002.

Hale Halawai Rules for Approved Usage

(pdf)

List of Hale Halawai Approved Uses 

(pdf)

Guidelines for reserving Hale Halawai. Last updated Sep 2017.

Vehicle Driver's Agreement

(form-fillable doc)

Form for requesting use of EWC official vehicles. The form must be submitted to the Facilities office at least 72 hours prior to the first use of an EWC vehicle for the current agreement year. Last updated Jan 2014.

Health Insurance

Note:  For international participants on an EWC sponsored J-1 visa, see www.eastwestcenter.org/j1visitor for more information about the health insurance requirements and insurance plan options.

Health Insurance Waiver

For all participants who do NOT have health insurance provided by the East-West Center. This pertains to both U.S. citizens and international participants and must be completed by new participants upon arrival in August or at the start of their program.

Submit form to Megan Vera in JAB 2112 or veram@eastwestcenter.org.

HMSA Application Form

HMSA Beneficiary Form

HMSA HIPAA Authorization for Release of Information

For participants who wish to enroll in the Hawaii Medical Service Association (HMSA) health insurance plan. This pertains to both U.S. citizens and international participants and must be completed by new participants upon arrival in August or at the start of their program.

Submit the following forms to Megan Vera in JAB 2112:

1. Enrollment Application

2.  Beneficiary Form

3. HIPAA Authorization for Release of Information

Tax

Scholarship & Fellowship Tax Information 

(doc)

Important information about how scholarships are taxed and what is required of the scholarship recipient.

Non-Resident Alien Taxpayers - 2019 Frequently Asked Questions

(doc)

FAQs about US tax filing.

Sample Certification Letter - 2019

(pdf)

Example of the document(s) you will receive during tax season in order to file a US tax return.

Social Security Number (SSN) Application Form

See “Social Security/ITIN Numbers & Hawaii State IDs/Drivers License” section of the EWC J-1 Visitor webpage (www.eastwestcenter.org/j1visitor) for links to the SSN online application and instructions as well as the office location and hours.

Substantial Presence Test Form

Instructions for Substantial Presence Test Form

For international participants, to be completed:

1) by new participants upon arrival in August,

2) by continuing participants at the start of each new year in January, and

3) when you receive an ITIN or SSN.

Tax treaty country codes found at: https://www.irs.gov/pub/irs-utl/Tax_Treaty_Table_2.pdf

Tax treaty information found at: https://www.irs.gov/individuals/international-taxpayers/tax-treaty-tables

Submit form to Megan Vera in JAB 2112.

W-7

Instructions for W-7

EWC W-7 webpage (includes information about tax treaty countries)

For international participants who would like to apply for an Individual Taxpayer Identification Number (ITIN).

W-8BEN Form

W-8BEN Form (Sample)

For international participants, to be completed:

1) By new participants upon arrival in August or at start of program

2) When you receive an ITIN or SSN.

Submit form to Megan Vera in JAB 2112.

W-10

For U.S. citizens: to be completed by new participants upon arrival in August or at the start of their program

Submit form to Megan Vera in JAB 2112..