2026 Clarke DS SOW Final (1).docx

2026 WILLIAM D. CLARKE, SR. DIPLOMATIC

SECURITY FELLOWSHIP PROGRAM

U.S. DEPARTMENT OF STATE

BUREAU OF GLOBAL TALENT MANAGEMENT

TALENT ACQUISITION DIRECTORATE

OFFICE OF RECRUTIMENT

STUDENT PROGRAMS AND FELLOWSHIPS DIVISION

Scope of Work

I. Program Goals and Objectives

Effective management of the William D. Clarke, Sr. Diplomatic Security (DS) Fellowship program is fundamental to its overall success. The Department is fully invested in this program and seeks to maintain a program of integrity and high quality. The goals and objectives of the Fellowship program include, but are not limited to:

Program Goals The overarching goals of the William D. Clarke, Sr. Diplomatic Security Fellowship program are to:

· Contribute to a Foreign Service that is “representative of the American people.”[footnoteRef:2] [2: Foreign Service Act of 1980, Section 101(a)(4).]

· Develop new talent for the Department of State’s Foreign Service at the graduate level; individuals who are dedicated to pursuing Foreign Service careers, can effectively “respond to the complex challenges of modern diplomacy and international relations,”[footnoteRef:3] and can “provide the highest caliber of representation”[footnoteRef:4] for America’s interests abroad. [3: FSA 1980, 101(a)(3).] [4: FSA 1980, Sec. 101(b)(10).]

· Advance the Department’s diversity goals.

Program Objectives

The objectives of the Clarke DS fellowship are to:

· Attract and recruit highly talented and qualified candidates from across the United States who represent ethnic, racial, gender, social, and geographic diversity to a Foreign Service career as a Diplomatic Security Service (DSS) Special Agent in the U.S. Department of State through a program of educational support and professional development.

· Provide candidates and fellows with information on the service elements, benefits, challenges, and requirements of a Foreign Service Diplomatic Security career, including specialized training requirements.

· Provide candidates and fellows with information on the benefits and obligations of the Fellowship and the need to complete all Foreign Service entry requirements including age requirements DSS Special Agents must be appointed prior to their 37th birthday (unless they are a preference eligible veteran). Obtaining and maintaining required Top Secret Security clearance, meeting the minimum medical qualification standards and the supplemental medical qualification standard specific to Diplomatic Security Service (DSS) Special Agents, passing all pre-employment physical readiness requirements, and passing the Foreign Service Specialist Assessment (FSSA).

· Provide funding to assist fellows towards completing graduate degrees in academic disciplines representing the Diplomatic Security skill needs of the Department.

· Enhance fellows’ understanding of the work of a DSS Special Agent and the lifestyle of the Foreign Service through a domestic practicum in Washington D.C. and an overseas practicum at a U.S. Embassy, Consulate, or Mission.

· Provide fellows with mentoring and professional development training to expose them to information that will help to prepare them to be successful Foreign Service DSS Special Agents.

· Administer the program in a strategic and efficient way that produces the intended results.

II. Indicators/Expected Results

Based on the goals and objectives of the program, expected results include the following:

· Recruitment activities will target diverse candidates and institutions across the United States and highlight the Department of State’s commitment to building a workforce that represents the broad and inclusive elements of our nation’s diversity.

· The applicant pool will represent ethnic, racial, gender, social and geographic diversity.

· Candidates’ knowledge of the benefits, challenges, and requirements of a Foreign Service DSS Special Agent career will increase.

· Eight fellows will be selected through a highly competitive nationwide selection process.

· Fellows will be prepared for careers with the Department of State as Foreign Service DSS Special Agents through a program that includes financial assistance towards the completion of a two-year master’s degree in an area relevant to Diplomatic Security, mentoring, practicums, and professional development.

· Eight fellows will be matched with DSS Special Agent mentors by the start of their first semester of graduate school.

· Fellows will complete the Foreign Service Specialist Assessment (FSSA), meet the minimum medical qualification standard and the supplemental medical qualification standard specific to Diplomatic Security Services (DSS) Special Agents, receive and maintain a Top Secret security clearance with eligibility for Sensitive Compartmented Information (SCI), as a baseline, take a Physical Readiness Test (PRT), and pass a Suitability review as outlined in the fellowship agreement in a timely manner.

· Participant surveys will indicate successful to fully successful performance ratings on delivery and impact of program elements - orientation, professional development training, practicums, and mentoring.

· The program will be administered in a cost-effective manner, resources will be matched to program objectives, and all program elements will be completed within budget.

III. Program Description

The Clarke DS Fellowship program provides financial assistance towards tuition/mandatory fees, room/board, books and travel between home and school. The current model allocates: 1) up to $24,000 per academic year per fellow for actual expenses for tuition during the first and second years of graduate school, 2) a stipend for up to $18,000 per year for each of the two years of graduate study to help cover room and board, books/laboratory fees, and other non-tuition related academic expenses, in addition to, travel between the fellow’s residence and the academic institution, and 3) up to $11,000 annually for other costs related to the fellowship, including but not limited to: domestic/overseas travel, lodging, required visas, inoculation, and emergency medical insurance coverage. The program includes two practicums during the two-year program: one at a domestic office of the Department of State in Washington, D.C. and one overseas at a U.S. Embassy, Consulate, or Mission. In addition, fellows receive mentoring from a Foreign Service DSS Special Agent and professional development training during the program. Fellows who successfully complete the Fellowship program and Foreign Service entry requirements receive appointments as Foreign Service DSS Special Agents, in accordance with applicable law and State Department policy. Fellows are obligated to complete a minimum of three years of service as a Foreign Service DSS Special Agent. Fellows who do not successfully complete the Fellowship program and the subsequent three-year service obligation may be subject to a reimbursement obligation.

The Clarke DS Fellowship program requirements include: 1) proof of U.S. citizenship at time of application; 2) seeking admission to a two-year full time master’s degree program for the following academic year (fall entrance); 3) minimum 3.2 grade point average or higher on a 4.0 scale; 4) maintenance of a 3.2 grade point average throughout participation in the program; 5) be at least 19 years old and no older than 32 years old (except for preference-eligible veterans); and 6) in addition to outstanding leadership and academic achievement, demonstration of financial need.

IV. General Roles and Responsibilities of Recipient

· Adhere to all GTM/TAC guidance and procedures.

· The Recipient will need to be attentive and responsive to Clarke DS Fellows’ needs and those of the Department.

· The Recipient will need to demonstrate dedication and commitment in pursuing the goals of the programs as well as the ability to engage and work closely with GTM/TAC in meeting all requirements.

· The Recipient must have sufficient staff with relevant qualification to administer the program and liaise with GTM/TAC on all aspects of the programs. Knowledge of the Department’s Foreign Service career system and/or diversity recruitment experience is preferred.

· A senior level program manager with decision-making authority must be readily available and responsive to GTM/TAC requests during the period of performance.

The Recipient must submit to GTM/TAC in draft, for review and final approval, a milestone schedule for the 2026 cohort. Key activities to be identified in the milestone schedule should include, but are not limited to:

· Opening and closing dates for Fellowship application

· Dates associated with the selection process (when applications are sent to panelists for review, date by which applications must be read and scores submitted, dates panelists meet, when selection interviews occur, when finalists are notified, etc.)

· Shares finalists and city/state information for home address and college address to DS in preparation for baseline PRT scheduling

· Coordinate with DS/HR for pre-employment PRT testing

· Dates associated with orientation

· Completion, delivery and posting dates for promotional materials

· Tuition and stipend payment dates

· Frequency of social media postings with description of content

· Dates associated with domestic practicum, professional development series, and overseas practicum (including lodging move-in/move-out dates for domestic summer practicum).

· A separate travel plan must be submitted as an addendum to the milestone to include dates, location, and purpose of staff recruitment trips

· Recipient will develop an evaluation strategy to measure the impact and outcomes of the Clarke DS Fellowship Program. Recipient must submit proposed evaluation strategy to GTM/TAC for prior approval.

· Recipient will conduct surveys of the cohort to elicit opinions on effectiveness of program components and program administration and submit to GTM/TAC via performance progress quarterly reports and final report.

· Recipient will provide access to GTM/TAC for all databases, surveys, statistics, and related information regarding cohorts under its management. If, during an open competition, this grant was to be awarded to another entity, the Recipient may be required to relinquish said information to GTM/TAC.

V. Specific Roles and Responsibilities of the Recipient

In consultation with GTM/TAC, the Recipient will be responsible for the conduct of programmatic, financial, and administrative activities for the Clarke DS Fellowship. The Department is fully invested in this program and seeks to maintain its integrity and high quality. The Recipient will be responsible for conducting the day-to-day activities associated with the management of the program and must consult with GTM/TAC, which will have final approval in consultation with the Grants Officer, on all policy matters affecting the program. GTM/TAC will work collaboratively with the Recipient in overseeing administration of the program. Timeline for program activities is indicated in section VI – appendix A.

The Recipient’s responsibilities include but are not limited to:

A. Outreach and Recruitment Outreach activities include both recruitment and publicity efforts. The Recipient will coordinate all necessary outreach efforts to encourage students to apply for the fellowship program and will produce all needed promotional materials that stress the importance of the DSS Special Agent career track. The materials will describe the program in detail giving all necessary eligibility requirements and application deadlines. Recruitment efforts must also stress the challenges, requirements, and benefits of a Foreign Service career.

Specific activities include:

a. Recruiting Diverse Candidates: The Recipient will identify and attract, based on financial need, outstanding students who represent ethnic, gender, social and geographic diversity and have an interest in pursuing a career as a Foreign Service DSS Special Agent in the U.S. Department of State. The Recipient is expected to target diverse institutions, concentrating its efforts in the following categories:

· Major public universities, liberal arts colleges, and major community colleges.

· Historically Black Colleges and Universities (HBCUs). More than 100 institutions fall into this category and include schools ranging from Morehouse College, Spelman College, and Howard University to smaller institutions such as Lane College, Lincoln University, and Shaw University.

· Hispanic Serving Institutions (HSIs). These are institutions that serve a substantial number of Hispanic college students (20% population or higher). Some examples include Gavilan College, Our Lady of the Lake University, St. Mary’s University, Texas State, Sam Houston State University, Arizona State, Texas A&M, University of Texas (all campuses) and University of Houston system, University of New Mexico and branches, and University of Puerto Rico.

· Asian American and Native American Pacific Islander-Serving Institutions (AANAPISIs) University of Houston (main campus)

· Tribal Colleges and Universities (TCUs) and American Indian Higher Education Consortium (AIHEC) schools such as Heritage College, Salish Kootenai College, and Sinte Gleska University. While many AIHEC institutions are community colleges, it is important to reach their students early to interest them in international affairs and Foreign Service careers.

· Actively target universities, departments, associations, and other organizations with students and members partial to criminal justice and law enforcement.

There should be a combined effort between in-person (across the United States) visits and virtual recruitment as well as use of digital resources such as, but not limited to, “sourcing” through online resume databases and professional networking sites.

b. Producing Promotional/Recruitment Materials: Recipient must prepare promotional/recruitment materials and application for the Clarke DS Fellowship Program. These materials should also conform to GSA section 508 guidelines to ensure equal access to users with disabilities and be compatible with appropriate assistive technology. GTM/TAC, DS/PA and DS/EX/HRM must review and approve all publicly distributed promotional/recruitment materials and application (print and online) prior to final print/posting. Branding should be in line with Department and Diplomatic Security guidelines and use imagery representative of the rich diversity we seek to attract. Once produced, recipient should distribute materials to and/or direct intended audiences to online postings. Intended audiences include academic institutions, students, GTM/TAC and the DS recruiters and Department's Diplomats in Residence (DIRs). NOTE: “DIRs” are Department of State Foreign Service personnel hosted by universities throughout the United States for regional recruitment purposes.

c. Website: Recipient will establish and maintain a website to include up-to-date program description, including eligibility requirements, application information and information about Foreign Service careers with the U.S. Department of State. The program website should also conform to GSA section 508 guidelines to ensure equal access to users with disabilities. In addition, the Recipient will establish an email address for the program.

d. Using Social Media and Online Recruitment Tools: Recipient will work closely with GTM/TAC to develop an online recruitment and social media outreach plan including online information sessions, webinars, workshops and Q&A sessions. The elements of this outreach plan should conform to GSA section 508 guidelines with equal access to audiences with Visual, Auditory, Motor, & Cognitive disabilities. Recipient will obtain GTM/TAC, DS/PA and DS/EX/HRM approval for all content posted on online regarding the program and provide sufficient time to review and comment on proposed postings.

e. Maintain Contact with Diplomats in Residence, National Recruiters, and DS Recruiters: Recipient will be expected to provide promotional materials directly to GTM and DS recruiters, including each DIR, and notify them of applicant profiles, selected finalists, and visits to their respective areas.

f. Explaining Fellowship and Foreign Service Entry Requirements: Recipient will counsel interested applicants on the seriousness of the Foreign Service entry requirements and obligations of the Clarke DS Fellowship program to ensure they understand these requirements and the consequences if they are unable to meet the minimum medical qualification standard, receive a supplemental medical clearance specific to Diplomatic Security Service (DSS) Special Agents, receive and maintain a Top Secret security clearance with eligibility for Sensitive Compartmented Information (SCI), take a baseline PRT and pass a suitability review as stipulated in the agreement. Finalists must possess a U.S. driver’s license. Recipient will clearly explain fellowship’s repayment obligation conditions.

g. Institutional Database: Recipient will develop and maintain a list of institutional databases used for recruitment. A copy of this list will be provided to GTM/TAC periodically upon request.

B. Screening and Selection

In collaboration with GTM/TAC and DS, Recipient will organize the screening and selection process. The Clarke DS Fellowship Program application deadline will be in April 2025 and final selection will take place in May 2025.

a. Structure of Selection Committees: The interview panel consists of nine to twelve members who are divided into three to four subpanels of three panelists each: two panelists are designated by the Department of State, and the remaining one is designated by the Recipient, plus one alternate, with prior approval from GTM/TAC and DS. The writing panel consists of three members: two panelists are designated by the Department of State, and the remaining one is designated by the Recipient, plus one alternate, with prior approval from GTM/TAC and DS. GTM/TAC designates the Chairs for both subpanels.

b. The Candidate Selection Process: Selection panel will be designated by GTM/TAC, Recipient, and DS. This process is conducted once a year and in phases. First, the minimum qualification application eligibility review is conducted by the Recipient. Following the minimum qualification review, the Recipient makes the eligible applications accessible to the application review and interview panel and they make preliminary selections, narrowing the candidate applicant pool to 24 – 40 finalists. The preliminary selection process may be conducted virtually, with panel members reviewing materials sent electronically and sending in their scores to the Recipient to tabulate. The preliminary selection phase may include a telephone or video conference arranged and facilitated by the Recipient. Next, all finalists will arrange to take a proctored physical readiness test as a baseline measure. The Recipient will reimburse and/or facilitate candidate travel to the nearest Diplomatic Security domestic facility or a U.S. Embassy or Consulate abroad. Final selection will be conducted through the interview and writing exam. The candidate’s U.S. driver’s license must be verified by Recipient at the finalist stage The interview panel meets virtually for a one-and-a-half days – a mandatory half-day training session and one to two days of interviewing candidates. The writing panel reviews, evaluates, and rank orders applicants’ essay submissions. The writing panel meets virtually for a one-day mandatory 30-minute training session and one day of scoring finalists’ essays. Essay scores are provided to the interview panelists for inclusion in final selection decision. Final selection is made at the conclusion of the interviews.

The selection process is as follows:

Initial Review Final Selection

Recipient screens for eligibility and completeness Selection panel identifies 40 finalists.

Selection panel interviews candidates, evaluates written essays and selects 8 fellows and 8-12 alternates.

Preliminary Selection

The recipient is responsible for the following tasks:

· Conducting minimum qualification screening of candidates’ applications for adherence to eligibility criteria and completeness.

· Submitting to GTM/TAC, in a timely fashion, the names and biographies of proposed panel members. GTM/TAC will provide the criteria for selection of panel members.

· Keeping GTM/TAC informed of all instructions and information provided to panelists with regards to the selection process.

· Providing panelists with electronic access to semi-finalists’ applications and scoring sheets for selection of finalists. Copying and distributing hard copies of application packets if asked.

· Contacting all finalists prior to final selection and, in conjunction with GTM/TAC, provide a briefing on the requirements and benefits of a Foreign Service Career.

Coordinating all administrative functions associated with the selection process, to include but not limited to:

· Arranging travel and lodging for any finalist who must travel to the nearest DS office to take a baseline proctored physical readiness test(s).

· Processing honoraria for designated panelists. Honoraria may be provided only to 1) those panelists who do not receive a full time U.S. Government salary, and 2) those with an active Reemployed Annuitant (REA) status appointment with the Department of State but who are not receiving compensation for their work as an REA while serving as a panelist. The daily estimated honorarium is $500 per day.

· Schedule and arrange appropriate platforms for virtual selection panel training sessions and candidate interviews.

· With GTM/TAC, in consultation with DS, preparing selection questions, for interviews and writing exercise.

· Preparing a user guide for panelists.

· Notifying in writing those fellows selected for the Fellowship, securing written acceptances from selected fellows, and forwarding final list of fellows to GTM/TAC.

· Notifying in writing those applicants not selected.

· Preparing a list of non-selected candidates for the GTM/TAC

C. Fellowship Agreements

In consultation with the GTM/TAC, distribute the agreements to those selected as Fellows. Recipient must maintain a copy of the agreement in each Fellow’s folder.

Ensure that all Fellows have signed, notarized, and submitted to the Recipient their Fellowship agreements with the Department of State prior to attending Clarke DS Orientation. Recipient must submit all signed contracts together to GTM/TAC prior to orientation.

D. Orientation In collaboration with GTM/TAC, Recipient will assist in organizing a three-day orientation program for new fellows conducted in May or June 2026. The orientation program is conducted in Washington, D.C. In organizing the orientation program, the Recipient will be expected to:

· Provide administrative functions for orientation to include arranging travel and lodging for the fellows, staff, and panelists, providing folders and related activities. Travel and lodging costs are subject to standard U.S. Government per diem rates.

· Counsel fellows on the benefits and obligations of the Fellowship including the possible repayment conditions of the Fellowship and Foreign Service entry requirements.

· Ensure Fellows are provided with instructions related to the medical examinations.

· In coordination with GTM/TAC, organize and attend briefing sessions and networking events to discuss issues related to the Clarke DS Fellowship and a DSS Special Agent career including a mandatory information session on the Diplomatic Security Special Agent Test (DSSAT) and the Foreign Service Specialist Assessment (FSSA).

· Perform other related orientation activities as needed by GTM/TAC.

E. Practicums

There are two practicums during the two-year Clarke DS Fellowship program: one at the Department of State, Diplomatic Security in Rosslyn, VA., during the summer before the first year of the Fellowship program; one overseas at a U.S. embassy or consulate during the summer after the first year of the Fellowship program.

In collaboration with GTM/TAC, Recipient will be expected to:

· Counsel Fellows on domestic practicum choices and ensure they complete the practicum application for Department.

· Ensure that Fellows understand what the program covers with regards to travel, housing, stipend, health insurance, inoculations, and visas.

· In consultation with GTM/TAC, ensure coverage of all required visas and inoculations for Fellows traveling abroad.

· Maintain a productive relationship with a reliable travel agency that can produce results as needed.

· Maintain a productive relationship with a reliable insurance agency that can produce results as needed. In consultation with GTM/TAC, facilitate and ensure Fellows have required emergency medical evacuation insurance coverage, prior to beginning the overseas practicum.

· Ensure Fellows have met the required Department of State minimum medical qualification standard and supplemental medical qualification standard specific to Diplomatic Security Services prior to beginning overseas practicums.

· Identify and arrange appropriate housing for Fellows during their domestic practicums; handle payments for housing and provide GTM/TAC with accounting information. Domestic lodging rates during domestic practicums are subject to standard U.S. government per diem rates. Recipient may reimburse Fellows choosing alternate housing up to the amount of the cost of lodging provided by Recipient. Examples of alternate housing, include, but are not limited to, reimbursement for 10-weeks of a lease or mortgage for fellows living locally, short-term rental property, local sublet, or other forms of temporary lodging.

· Remain current on fellows’ various start and end dates of the practicums.

· Follow up with Fellows, in writing, to ensure that they have arrived and reported, as scheduled, at their overseas practicum location. Notify GTM/TAC of any late arrivals within one day with accompanying explanation.

· Review and counsel Fellows regarding their practicum evaluations and recommend ways to improve and strengthen their future performance if the Fellow receives a rating that does not meet expectations.

· Require Fellows to submit in writing a 1–2-page assessment of their two practicums highlighting what they learned about the Foreign Service and how the experience will help them in their future career as a DSS Special Agent. Recipient will receive the assessment within two weeks of the Fellow completing their practicum. Recipient must submit a copy of each assessment to GTM/TAC upon receiving the Fellow’s assessment.

· Perform other related practicum activities as needed by GTM/TAC.

F. Professional Development

· In collaboration with GTM/TAC, recipient will conduct a mandatory series of professional development seminars for all Fellows completing their domestic internships in Washington to help prepare them for careers with the Department of State as DSS Special Agents. At the end of the series, the recipient will conduct a participant survey and present the findings with recommendations to GTM/TAC. Details regarding the professional development seminar must be reviewed and approved by GTM/TAC.

· Recipient will monitor Fellows’ attendance and address Fellows’ unapproved absences.

G. Mentoring

· Recipient will coordinate with DS and GTM to assign DSS Special Agent mentors to all newly selected Fellows no later than the beginning of their first semester of graduate school.

· Recipient will serve as a mentor to the Fellows in addition to the Foreign Service mentors.

H. Diplomatic Security Foreign Service Specialist Assessment

Ensure each Fellow is aware that they are required to take the DSSAT and the DS FSSA at least once prior to completion of their academic program. In the event the Fellow is unsuccessful on their first attempt at the DSSAT and FSSA, the Fellow must attempt to take the FSSA one additional time prior to entry into the Foreign Service. Fellows must pass a final physical readiness test in the 3-4 months prior to graduation from their graduate program just before entering the Foreign Service Orientation course. The Recipient will submit reports to GTM/TAC on the status of each Fellow and cohort regarding this requirement eight months prior to their entry into the Foreign Service.

· Recipient to arrange travel and lodging for all fellows who must travel to the nearest DS office for a proctored pre-employment physical readiness test(s), prior to onboarding.

I. Tracking

· Maintain institutional databases for recruitment.

· Maintaining databases of Fellows for purposes of tracking: a) current contact information, b) GPA and academic program status, c) successful completion of program requirements, d) successful completion of contractual obligations, e) withdrawals/dismissals from the program prior to completion, f) deferrals, g) areas of study, h) languages spoken and other relevant statistical information.

· Perform other related tracking activities as needed by GTM/TAC.

J. Administrative

Maintain document file for each Fellow with all written correspondence, contractual agreement, payments, and other pertinent data and provide to GTM/TAC as requested. Provide GTM/TAC, in a timely manner, with additional information on Fellows as needed.

a. Disbursement of Funds

· Prior to disbursement of any Fellowship funds, Recipient coordinates with GTM/TAC to ensure the Fellow has met all necessary requirements.

· For each semester, provide GTM/TAC with a list of: 1) Fellows enrolled in academic programs, 2) their graduate institution and 3) the amount of Fellowship funds disbursed. Prior to disbursement of Fellowship funds, Recipient will coordinate with GTM/TAC to determine if the Fellow has requested a deferral.

· Should the Fellow not receive a determination regarding whether they met the minimum medical qualification standard, not receive a determination regarding the supplemental medical qualification standard specific to DSS Special Agents, not receive and maintain a Top Secret security clearance, or not pass a suitability review prior to the start of their first academic semester after being selected for the fellowship program, the Fellow will be presented with the option to defer receipt of fellowship funding for a maximum of one academic year while applicable medical, security, and suitability determination(s) are pending.

· Ensure that the Fellow understands the reasons for any payment delays and help manage the Fellow’s expectations regarding the disbursement of Fellowship funds.

· Establish and maintain effective and productive relationships with Student Accounts Offices at each Fellow’s graduate institution and make timely payment of tuition and other fees up to the established cap limit. Provide GTM/TAC with accounting.

· Ensure Fellows have received the required security clearances and met the medical qualification standard before disbursing funds associated with the overseas practicum, including travel and stipend funds.

· Make academic and practicum stipend disbursements to Fellows. Provide GTM/TAC with accounting.

b. Deferral Requests

· Ensure Fellows understand conditions under which deferrals may be accepted and that any deferral request be accompanied by required supporting documentation and Recipient’s recommendation for granting deferral request. Counsel Fellows that deferral requests for purposes beyond those authorized will not be accepted.

· The Fellow may request to defer participation in the Clarke DS Fellowship Program for a maximum of one year. A formal deferral request must be submitted to, and approved by, GTM/TAC and the Recipient. If approved, the deferral period must be completed prior to graduation from graduate school funded by the Fellowship. A deferral will be granted only for participation in the Fulbright program, for personal/family emergencies, or for military service. In the case of medical emergencies, deferral requests must be accompanied by an opinion from a medical professional associated with the medical emergency.

· Recipient will ensure that Fellows understand that should they not accept a deferral of program funds if they have not successfully met the minimum medical qualification standard, met the supplemental medical qualification standard specific to Diplomatic Security Services (DSS) Special Agents, received and maintained a Top Secret security clearance with eligibility for Sensitive Compartmented Information (SCI), taken a baseline PRT, taken and passed a preemployment PRT, passed a suitability review, as they may be required to repay the United States Government the amount of money that is equal to the total cost of the financial assistance paid by the United States Government in connection with the Fellow’s education from the commencement of the agreement. Additionally, the Recipient should ensure that Fellows understand that in the event of a deferral, they would reenter the Clarke DS Program at the point where they were granted a deferral. In no case will a deferral be granted after graduation from graduate school funded by the Fellowship.

Record Keeping

· Maintain transcripts of all Fellows. Fellows will be required to send an official transcript each semester to Recipient per their agreement. Should a Fellow fail to send a transcript by the due date, the Recipient will send a letter to the Fellow requesting compliance with their agreement and notify GTM/TAC immediately.

· Monitor Fellows’ academic progress ensuring adherence to academic terms of agreement which are that Fellow must maintain a 3.2 grade point average on a 4.0 scale.

· If cumulative GPA falls below 3.2 in any given semester, Recipient will: 1) notify Fellow that they have been placed on probation, 2) require Fellow to submit a plan outlining actions to improve GPA and 3) notify GTM/TAC of this matter. If cumulative GPA falls below 3.2 for second semester (consecutive or otherwise), Recipient must: 1) notify Fellow with second probation alert; 2) require Fellow to submit plan outlining actions to improve GPA and 3) notify GTM/TAC within 15 days with recommendation for continuing /discontinuing Fellows’ participation in the program. GTM/TAC will make final decision.

· Maintaining file for each Fellow with correspondence, contractual agreement, payments, and other pertinent data. These files must be kept in accordance with 2 CFR 200.

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED