Grant responsibilities

GRANT RESPONSIBILITIES

Here we have consildated the forms, surveys, and other Grant progress tracking reports you are required to complete, as well as the approximate dates of mandatory events and useful emails you will receive. Please note, for Master’s Candidates and those with Grant start dates before September, some deadlines may not apply to your Grant Program. Your Main Contact will be in touch about your specific requirements. 

Throughout the Grant

Report Travel Outside of Spain 2025-2026

The D.O.S. puts these limitations in place for safety and liability, and travel is reported to the State Department for their records. The limit on travel days is also to maintain the Grant purpose – to achieve in-depth immersion in the community hosting you – as exceeding this limit directly impedes your ability to carry out the basic responsibilities of the Grant. In addition to Grant Responsibilities and D.O.S. Emergency Protocol, we encourage Grantees to consider your role in sustainable tourism as you plan your travels.

You are required to report all international travel to the Commission. This is not only a U.S. Department of State requirement, but helps ensure the Commission can provide appropriate guidance in regards to your immigration status in Spain. Unreported travel is often discovered after the fact, and is formally recorded as unreported.

office hours

If you would like to meet for Office Hours, please email your Main Contact (Janna, Jorge, Maggie, McKenna).

You will need to specify a clear meeting agenda and be prepared to wait on answers to questions not included in your request for a meeting. We will try to pair grantees with their Main Contact if possible, but as we work very closely as a Team, we will schedule a meeting upon request with the member(s) of the U.S. Student Program Team with the soonest availability.

Please note that Commission Meetings are to discuss aspects of your Grant. As Commission Staff members are Grant Administrators (not Career Counselors nor Academic Advisors), we do not have resources beyond those on the Online Guide to talk about future plans or help you design/execute your personal Side Project plans. 

In addition, legally, the Commission cannot advise on personal travel plans or any immigration processes beyond those related to obtaining a Spanish student visa specifically for Fulbright grants. 

grant year overview

The Grant year goes by quickly! We will try to keep this page updated with any Action Items, Google Forms, and upcoming dates so that you can organize and stay on top of your Grant Responsibilities.

SEPTEMBER

MANDATORY EVENT:

Fulbright Spain Orientation (the second week of September) 

ACTION ITEMS:

  • Make your Empadronamiento and Toma de Huellas appointments
  • Upload the Entry Stamp on your passport to the Fulbright.es Portal
    • If you enterd through a different country in the E.U., upload your boarding pass into Spain
  • Upload your Spanish bank account (IBAN), valid Spanish phone number, and Spanish address to the Fulbright.es Portal.

IMPORTANT EMAILS:

(received late August) RE: “Health Coverage: ASISA & ASPE Policy Number”

(received mid-September) RE: “Stipend Payment & Project Allowance”

UPCOMING:

  • Start finalizing your Side Project plans. If you plan to collaborate with an organization, visit in person and confirm your ability to volunteer and type of assistance you will offer, so that you are prepared to submit the Final Proposal in November.
  • Start collecting memorable photos and videos of your Grant experience if you are interested in entering the 2025-2026 Video Competition (Linked: Competition Rules and Prizes for 1st, 2nd, 3rd place)

OCTOBER

MANDATORY EVENT:

Regional / Program Check-In Meetings

  • UCJC TAs:      Tuesday, October 14
  • UMA TAs:       Thursday, October 16
  • IEU TAs:          Monday, October 20
  • La Rioja TAs:  Wednesday, October 22
  • CM / Special Program TAs (day off):
    • Friday, October 24
    • Monday, October 27

ACTION ITEMS:

IMPORTANT EMAILS:

“ACTION ITEM – Fulbright Mid-Year Seminar 2026 (Dietary Restrictions / Roommate Preferences)”

    • Sent October 14
    • Contains first Mid-Year Google Form (linked above)

UPCOMING:

  • Start finalizing your Side Project plans. If you plan to collaborate with an organization, visit in person and confirm your ability to volunteer and type of assistance you will offer, so that you are prepared to submit the Final Proposal in November.
  • Start collecting memorable photos and videos of your Grant experience if you are interested in entering the 2025-2026 Video Competition (Linked: Competition Rules and Prizes for 1st, 2nd, 3rd place)

November

MANDATORY EVENT:

Regional / Program Check-In Meetings

  • Canarias TAs:      Tuesday, November 11 (Tenerife); Wednesday, November 12 (Gran Canaria); Thursday, November 13 (Lanzarote)
  • Galicia TAs:         Wednesday, November 12
  • Asturias TAs:       Wednesday, November 19

DUE DATES:

IMPORTANT EMAILS:

UPCOMING:

  • Finalize your Side Project plans. If you plan to collaborate with an organization, visit in person and confirm your ability to volunteer and type of assistance you will offer, so that you are prepared to submit the Final Proposal in November.
  • Declare any international travel (Grant Responsibilities)
  • Continue collecting memorable photos and videos of your Grant experience if you are interested in entering the 2025-2026 Video Competition (Linked: Competition Rules and Prizes for 1st, 2nd, 3rd place)

Mid-Grant

December

January

February

March

end of Grant

April

May

June