Current Student Forms

Approved Absence Request Form (form-fillable PDF)
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 2022.

Request for Extension for Graduate Degree Fellows (form-fillable PDF)
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 a transcript from the past year (or to date) and a printout of the community service record. Form must be signed by your advisor or include a signed letter on letterhead from your advisor.

Request for Action form for Student Affiliate.
Form for Student Affiliates requesting continuation in the program or termination of award status.

Student Affiliate Fee Payment.
Coming soon…

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

EWCPA Activities Request and Instruction Form (Google Form)
Use this form if you’d like to plan an event through the EWCPA. If you’re not an EWCPA board member, make sure you also consult the Board about the event in addition to filling out the form. Last updated January 2024.

EWC Use Request Form (Google form)
For participants who wish to reserve Hale Hālāwai and Friendship Circle. Requests must be submitted at least two weeks in advance. For Hale Hālāwai, see Hale Hālāwai Rules and Approved Uses documents below. Last updated September 2023.

Hale Halawai Rules for Approved Usage (pdf)
List of Hale Halawai Approved Uses (pdf)
Guidelines for reserving Hale Halawai. Last updated March 2022.

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.

Receipt Purchase Itemization Form (pdf)
See instructions inside.

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 the form to Cindy Iwasaki in JAB 2112 or scholarshipsupport@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 Cindy Iwasaki in JAB 2112:
1. Enrollment Application
2. Beneficiary Form
3. HIPAA Authorization for Release of Information

Scholarship & Fellowship Tax Information (doc)
Important information about how scholarships are taxed and what is required of the scholarship recipient.

Non-Resident Alien Taxpayers – 2023 Frequently Asked Questions (doc)
FAQs about US tax filing.

Sample Certification Letter – 2023 (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 the “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 by July 1, 2023.
2) By continuing participants at the start of each new year in January, and
3) To be updated and resubmitted when you receive an ITIN or SSN.
Please submit requested form(s) to Cindy Iwasaki using the secured link as follows:  https://eastwestcenter.leapfile.net/. Select Secure Upload then select Cindy Iwasaki from the list of names.  Please include the subject line as follows, “Last Name – Name of Tax Form”, i.e., Iwasaki – SPT.

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 by July 1, 2023
2) To be updated and resubmitted when you receive an ITIN or SSN.

Tax treaty information found at: Tax Treaty Table 1.1
Tax treaty country codes found at: Tax Treaty Table 1.2

Please submit requested form(s) to Cindy Iwasaki using the secured link as follows:  https://eastwestcenter.leapfile.net/. Select Secure Upload then select Cindy Iwasaki from the list of names.  Please include the subject line as follows, “Last Name – Name of Tax Form”, i.e., Iwasaki – W8BEN.

W-10
For U.S. citizens: To be completed by new participants by July 1, 2023.
Please submit requested form(s) to Cindy Iwasaki using the secured link as follows:  https://eastwestcenter.leapfile.net/. Select Secure Upload then select Cindy Iwasaki from the list of names.  Please include the subject line as follows, “Last Name – Name of Tax Form”, i.e., Iwasaki – W10.

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

EWC Use Request Form (Google form)
For participants who wish to reserve Hale Hālāwai, Friendship Circle. Requests must be submitted at least two weeks in advance. For Hale Hālāwai, see Hale Hālāwai Rules and Approved Uses documents below. Last updated September 2023.

Hale Hālāwai Rules for Usage (pdf)
List of Hale Hālāwai Approved Uses (pdf)
Guidelines for reserving Hale Halawai. Last updated March 2022.

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.

Research Carrel Application (Google form)
A limited number of research carrels in John A. Burns Hall (JAB) are available for current EWC participants and are assigned on a first come, first served basis, provided eligibility requirements are met. See the application form for more information and eligibility requirements, and this video for the rooms’ location and set-up. Deadline to apply for Fall 2023 assignment is September 15.