A05 PWS.pdf

U.S. Department of the Interior Bureau of Indian Education

Consolidation:

Science Post-Graduate Scholarship Fund (SPGSF) Special Higher Education Program (SHEP)

Loan for Service Program (LFS) [Prioritization - BIE Education Administrators, Teachers, Social Workers and Guidance Counselors]

Performance Work Statement (PWS) May 19, 2021

Bureau of Indian Education (BIE) 1849 C Street NW

MS: 3609-MIB

Washington, DC 20240

Procurement Sensitive – See FAR 2.101 and 3.104

Performance Work Statement (PWS)

SCIENCE POST-GRADUATE SCHOLARSHIP FUND (SPGSF)

SPECIAL HIGHER EDUCATION PROGRAM (SHEP)

LOAN FOR SERVICE PROGRAM (LFS)

SECTION C PERFORMANCE WORK STATEMENT

1. DESCRIPTION OF REQUIREMENT

The Bureau of Indian Education (BIE) under the Department of the Interior (DOI) requires contract support under Federal Acquisition Regulation (FAR) 37.203 (b) (3) and (5) to professionally administer the: 1) Science Post-Post Graduate Scholarship Fund (SPGSF- STEM), the 2) Special Higher Education Program (SHEP) and the Loan for Service (LFS).

The mission of the Bureau of Indian Education (BIE), as described in Title 25 CFR Part 32.3, is to provide quality education opportunities from early childhood through life in accordance with a tribe’s needs for cultural and economic well-being, in keeping with the wide diversity of Indian tribes and Alaska Native villages as distinct cultural and governmental entities. Further, the BIE is to manifest consideration of the whole person by taking into account the spiritual, mental, physical, and cultural aspects of the individual within his or her family and tribal or village context.

2. BACKGROUND

The Science Post-Graduate Scholarship Fund was established in FY2014. The specific purpose of the SPGSF program is to provide financial assistance to eligible American Indian and Alaska Native to complete bachelor and graduate degree candidates in Science, Technology, Engineering, and Mathematics (STEM) careers and to encourage awardees to pursue careers with the Bureau of Indian Education (BIE), BIE funded organizations (on and off reservation), and tribal governments.

The Special Higher Education Program was established in 1972. The purpose of SHEP was to provide financial assistance to American Indian and Alaskan Native students pursuing degrees at the graduate level. A second contract was issued as a companion program for Law students. Both programs were consolidated in the mid-1980s, to provide financial assistance to American Indian and Alaska Native students pursuing degrees at the graduate level education and to provide financial assistance to American Indian and Alaska Native students pursuing law degrees. In the mid-1980s both graduate level education and the law school program were consolidated under SHEP.

The Loan for Service Program was established in 1972 with SHEP and consolidated under SHEP in the mid-1980s to provide financial assistance to eligible American Indian and

Alaska Native graduate and professional degree candidates to promote opportunities for careers with tribal governments, Bureau of Indian Education and Bureau of Indian Education funded organizations on and off reservation. Employment with other federal and state agencies and private entities may be eligible if the organizations’ primary mission is assistance and support to tribal communities or individuals.

In the 2021-2022 cycle, the BIE implemented a targeted use of the Loan for Service Program to build the capacity of schools, community colleges and universities in the BIE system. The intent is to establish new pipelines for specialized professional and administrative staff, and paraprofessionals for BIE funded K-12 schools, and the BIE-operated community college and university.

Effective in March 2021, the SPGSF, SHEP and LFS programs are being consolidated into a single contract award.

Students can receive funding for a bachelor, master’s or doctorate degree through SHEP, LFS and SPGSF with the contractor. Only SPGSF will fund STEM associate degrees.

3. OBJECTIVE

The overall objective of each of the SPGSF, the SHEP and LFS funding programs is to build capacity in education programs serving American Indian and Alaska Natives and tribal governments by providing financial assistance to eligible American Indian and Alaska Native students enrolled in, or completing: associate, bachelor or graduate degrees in a STEM field; completing graduate degrees, including law school, pursuing post-graduate-level fellowships, training opportunities (such as internships) or the loan for service.

Each program targets eligible American Indian and Alaska Native students pursuing degrees in either specialized disciplines or experience, in STEM fields, or earning graduate degrees in a range of disciplinary fields that include the K-16 system operated by the BIE.

The specific purpose of this contract is to provide professional administration of the SHEP, SPGSF-STEM, and LFS Programs. Each program provides financial support for the maximum number of eligible American Indian and Alaska Native students enrolled in associate, bachelor, master and doctorate STEM degrees, as well as bachelor, master’s and doctoral candidates in professional disciplines, such as law, medicine, education, social work or disciplines such as Environmental Science, Engineering, Geographic Information Systems (GIS), Business Administration and Information Technology. The goal of this contract is through coordination with the Bureau of Indian Affairs (BIA) to fund awards as a grant. The contractor would calculate the costs for obtaining the degree and set funds aside to award each semester.

The SPGSF Program is a scholarship and fellowship program that funds eligible American Indian and Alaska Native students in Science, Technology, Engineering or Mathematics (STEM) at the associate, bachelor’s and graduate level. SPGSF will fund post-graduate-level fellowship, internship and professional development training opportunities for SPGSF awardees in STEM fields.

Based on historical data, it is estimated for all three programs that awards totaling approximately $6.5 million will be made each year of the contract’s period of performance.

The SHEP Programs provide financial assistance to eligible American Indian and Alaska Native students in graduate degree programs and law school. SHEP financial aid shall be referred to as FELLOWSHIPS and awardees shall be referred to as FELLOWS. Financial assistance is available to SHEP Fellows who graduate from law school who are preparing to take the bar examination, within one year of graduation.

The Loan for Service Program is to provide financial assistance to eligible American Indian and Alaska Native graduates and professional degree candidates to promote opportunities for careers with the Bureau of Indian Education, tribal governments and Bureau of Indian Education funded organizations, on and off reservations. Employment with other federal and state agencies and private entities may be eligible if the organization’s primary mission is to provide assistance and support to tribal communities or individuals. A priority effort is being launched in 2021/2022 to use LFS to recruit teachers in both the BIE-funded K-12 system, as well as to recruit new faculty, staff and essential personnel in the BIE-operated Postsecondary Institutions (Haskell and SIPI).

Eligible American Indian and Alaska Native students who are selected for any of these programs are strongly encouraged to pursue careers with the Bureau of Indian Education (BIE) and BIE-funded organizations on and off reservations, and tribal governments.

Employment with other federal and state agencies, and private entities may benefit students who complete degrees through these program and the Loan for Service Program if the organizations primary mission is assistance and support to tribal communities or tribal individuals.

Allowable costs in this contract are for 1) program marketing and outreach, 2) professional scholarship administration (receiving and evaluation of applications to determine awardees, computation of award amounts, and disbursement of award payments), 3) providing academic and student support services and, 4) federal compliance and required timely reporting. Administrative costs may not exceed 18% of the contract

Marketing and Outreach to Students:

The contractor shall implement a robust marketing campaign for these programs, using a wide variety of means to reach eligible American Indian and Alaska Native Students nationally including specifically designed outreach to BIE funded students (6-12), school staff and tribal college and university students.

Professional Scholarship Administration:

Receiving and evaluating applications, determining awardees or Fellows, computation of award amount and disbursement of payment.

Academic and professional advice to students:

The contractor shall provide comprehensive services and outreach to assist potential applicants in understanding the scholarship, fellowship and application processes, the deadlines that must be met and materials and documents that must be provided. These services would consist of advising in terms of tutoring services, summer opportunities (internships available, etc.), mental health services available, career opportunities, and scholarship opportunities. They would be available to the recipients through email notification, flyers, social media and direct contact via phone.

These services and outreach will be provided to awardees or Fellows upon their acceptance into the respective LFS, SPGSF or SHEP program, and enrollment in an associate, bachelor, or graduate program that meets the requirements for the program accepted into. Associate of Science degrees, with an emphasis in STEM, may be considered when 2 + 2 programs exist or when credits are transferable to a Bachelor degree in a STEM field. The intent of these services is to support awardees and fellows in the completion of their degree program.

Federal Contracting Compliance and Reporting:

The contractor shall establish and maintain a database of all awardees funded under this contract by each program (LFS, SHEP, SPGSF) and comply with required and timely reporting. This database will provide comprehensive information about awardees.

Eligible American Indian and Alaska Native applicants All awardees must be eligible American Indians and Alaska Natives. It is the responsibility of the applicant to establish evidence of entitlement to Indian Preference.

In order to determine the eligibility of applicants who apply for financial assistance and programs as American Indians or Alaska Natives under this project, all applicants must submit a 1) Tribal Certificate of Degree of Indian Blood (CDIB) or 2) verification of entitlement to Indian Preference, using Form BIA – 4432, Verification of Indian Preference.

Certificate of Degree of Indian Blood (CDIB) Tribes that have contracted or compacted the maintenance of tribal enrollment records may issue CDIB cards which validate tribal enrollment and the Degree of Indian Blood that can be used to verify the applicant is an enrolled member of a Federally-recognized Tribe, a descendent of a Federally-recognized Tribal member, or a descendent of an Alaska Native. Eligible applicants have to be members of federally recognized tribes. DOI cannot dictate to tribes how they define a member (it could be descent, blood quantum, etc.).

Verification of Indian Preference – FORM BIA-4432 (OMB # 1076-0160) This form is used by Tribes and the Bureau of Indian Affairs to verify an applicant is an enrolled member of a Federally-Recognized Tribe, or is a descendant of a Federally- Recognized Tribes, or a descendant of an Alaska Native. This form is also used to determine whether an applicant is at least one-half degree Indian blood derived from Tribes Indigenous to the United States. The form must be signed by an authorized Tribal

Representative, or the Bureau of Indian Affairs based on which maintains tribal enrollment records. There are three categories of eligibility:

Category A: Members of Federally Recognized Indian Tribes, Bands or Communities

The BIA-4432 is completed by the Federally-Recognized Tribe the applicant is enrolled with and which maintains tribal enrollment records under the Indian Self- Determination and Education Assistance Act, Pub. L. 93-638, as amended, 25 U.S.C, 450.

The verification signed by an authorized Tribal Representative is sufficient.

If the Tribe does not maintain tribal enrollment records, the Tribe must first certify the applicant is a member, and once this certification has issued, the applicant must submit the form to the BIA Official for signature, when the BIA maintains the official role for the Tribe.

Category B and C: Descendants of Members of Federally-Recognized Indian Tribes, Bands or Communities Who Were Residing on any Indian Reservation on June 1, 1934

Persons who possess at least one-half degree Indian Blood derived from Tribes indigenous to the United States: BIA-4432 – Category B or C. If you are claiming preference based on these categories, you must provide as much information as possible regarding your family history for the BIA to certify your lineal descent. If you are claiming preference based on lineal descent from a member of a federally recognized tribe, band, or community, you must also document that you were residing within the present boundaries of the reservation on June 1. 1934. If you possess one-half degree Indian blood from a Tribe indigenous to the United States, you must submit state or academic records that document this status, as well as official records that establish your degree of Indian blood, such as census records.

You must also complete the Family History attached to BIA-4432. These records should be submitted to the BIA office in your region.

Category D: Alaska Native or Descendent of an Alaska Native

You may contact the Bureau of Indian Affairs office servicing your village or corporation for completion of this category.

Falsification or misrepresentation of information is a punishable under Federal Law, 18 U.S.C. 1001 using FORM BIA – 4432 (OMB Control #1076-0160 – Category A - Members of Federally Recognized Indian Tribes, Bands or Communities, or Category B and C for Descendants of Members of Federally Recognized Indian Tribes, Bands or Communities who were residing on any Indian reservation on June 1, 1934 or for Persons who Posess at least one-half degree Indian Blood derived from Tribes Indigenous to the United States).

4. APPLICABLE DOCUMENTS/DEFINITIONS

The following is a list of documents determined to be applicable to this contract.

i. 25 USC 47, Buy Indian Act of 1910,

ii. 41 USC 253, Competition Requirements

iii. Federal Acquisition Regulation (48 CFR Chapter 1)

iv. Office of Management and Budget (OMB) Circular A-21

v. Office of Management and Budget (OMB) Circular A-87

vi. Federal Travel Regulations

vii. Joint Travel Regulation, Volume 2

The following definitions apply to this contract.

LFS Loans for Service – promotes careers with tribal governments, BIE, BIA SHEP Special Higher Education Program – emphasis on graduate degrees, law degrees

STEM Science, Technology, Engineering and Mathematics SPGSF Science Post Graduate Scholarship Fund – emphasis on STEM degrees

5. SCOPE OF WORK

5.1 Science and Post Graduate Scholarship Fund - STEM

The SPGSF Program was established in FY2014. The specific purpose of the SPGSF program is to provide scholarships to eligible American Indian and Alaska Natives students, specifically for completion of associate, bachelor, master and doctorate degrees, as well as post-graduate level fellowships, internships, professional development, research and training in Science, Technology, Engineering, and Mathematics (STEM) fields.

SPGSF promotes opportunities for careers with Bureau of Indian Education, BIE funded organizations on and off reservation, and tribal governments. Employment with other federal and state agencies and private entities may be eligible if the organization's primary mission is assistance and support to tribal communities or individuals.

Advanced education in the STEM fields is in greater demand than ever before, particularly in Indian communities. Many tribal lands are situated on lands with great natural resource potential that require individuals with education, skills, and expertise to sustainably develop resources. There is also a need for qualified teachers and faculty to offer courses in both K-12 and for faculty in postsecondary education, with STEM credentials that are required for STEM degrees. The importance of investing in STEM capacity through education ensures graduates can bring home the knowledge required to build capacity in tribal communities and the skills needed to address a range of STEM issues confronting tribes.

Science Post Graduate Scholarship Fund (SPGSF):

5.1.1. The contractor shall furnish the necessary personnel, materials, equipment, services and facilities to perform the following:

The contractor shall provide comprehensive services to eligible applicants upon their acceptance and enrollment in, and leading to the successful completion of, undergraduate and graduate level programs. For the purpose of this contract, Financial Assistance shall be referred to as Science Post Graduate Scholarships Fund (SPGSF) FELLOWSHIPS and awardees shall be referred to as SPGSF FELLOWS.

The contractor shall establish and maintain a database on all fellows who graduate or who are provided training fellowships. This data will provide statistical information that will help evaluate the efficiency and effectiveness of SPGSF. This database shall be formatted and shall use Microsoft Office or compatible software which shall be designated by the Bureau to ensure compatibility with the Bureau's system for storing collected data.

The contractor shall provide financial assistance to fellows who take the professional examinations following their date of graduation. SPGSF support for fellows who are preparing to take professional examinations shall be limited to one calendar year from date of graduation and shall be for only one examination.

The contractor will develop and implement a marketing plan to advertise, promote the STEM career opportunities eligible for the SPGSF Fellowship Program, provide SPGSF Fellowship applications upon request, and make applications available through the contractor website. In addition, contractor will create and provide printed materials, public service announcements, advertisements, presentations, outreach to students in BIE funded schools (grades 6-12), school staff on professional development opportunities, and TCU students, electronic applications and agreements, and ongoing collaboration with participating institutions.

The contractor shall administer the undergraduate and graduate fellowships to eligible students. Administration shall include all activities related to receiving and evaluation of applications, selection of awardees for BIE approval, computation of award amounts and disbursement of award payments.

The contractor shall comply with all federal guidelines for protecting Publicly Identifiable Information (PII). PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. (These data elements may include a combination of gender, race, birth date, geographic indicator, and other descriptors). Additionally, information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. Contractors are reminded that safeguarding sensitive information is a critical responsibility that must be taken seriously at all times:

• It is the responsibility of the individual user to protect data to which they have access.

• Contractors having access to personal information shall respect the confidentiality of such information, and refrain from any conduct that would indicate a careless or negligent attitude toward such information. Contract employees also shall avoid office gossip and should not permit any unauthorized viewing of records. Only individuals who have a "need to know" in their official capacity shall have access to such systems of records.

The contractor shall work with Bureau of Indian Education schools and tribal controlled colleges/universities (TCUs) to coordinate payment for professional development training opportunities. The contractor will give priority to training conducted at TCUs, including Haskell Indian Nations University and Southwestern Indian Polytechnic Institute.

The contractor shall work with BIE funded schools and tribal colleges/universities to provide internship/apprenticeship opportunities offered by DOI agencies and other STEM related institutions. In addition, The contractor shall encourage students in the SPGSF- STEM program to participate and present at professional conferences, such as American Indians in Science and Engineering Society, SACNAS or comparable professional organization for STEM. Funding will be provided to awardees for travel costs to participate in one annual regional or national meeting per year, including presentation of research papers and poster boards, participate in summer internship interviews, participation in Job Fairs or Graduate School Recruitment Activities.

The contractor may award a multi-year fellowship that extends no more than two years.

The continuance in future years, if multiple year awards are made, of fellowships is contingent upon availability of funding in subsequent years pursuant to FAR 52.232-18.

The contractor shall establish and maintain contact with the applicants' respective institutions for the purpose the administration of the contract objectives.

The contractor shall establish and maintain information going back at least five (5) years that will provide the number of fellows that have been funded by SPGSF. This will be a database created and maintained by the contractor from data on who the contractor awarded, and data would be subject to Freedom of Information Act (FOIA) requests. The contractor will collect data from existing files on the number of students that have been awarded, field of study, type of degree, school attended, and will follow up with students for two years to obtain post degree career/employment information. This information will be used by BlE for reports to Congress, referrals for employment and other reports needed to maintain adequate records.

The contractor shall provide student support services and related activities that will aid fellows in the completion of their degree programs. This shall include, but not be limited to the following: assisting with problems at their college, recommending tutorial assistance when needed, and providing advice regarding academic and financial questions. Since SPGSF is a national program, contractor support services by their very nature will be required to be provided by telephone, correspondence, newsletters, workshops and regional and national meeting. The contractor will be required to confirm completion of degree programs and conferred degrees, and report this information to the BIE.

5.1.2. The period of this contract is to begin July 1, 2021 and ending April 30, 2022 with the Government having the right to exercise one (1) potential option year. The academic terms for the base year contract and possible subsequent option years shall be stated in term of the semester or equivalent academic terms covered by this contract and shall include:

Base Period – Fall 2021; Spring and Summer 2022

Option Year 1 – Fall 2022; Spring and Summer 2023

NOTE: Summer awards are subject to and conditioned upon the availability of funds, and shall be made available only to continuing students whose summer enrollment is required or will result in completion of their degree at the end of the summer term. Summer funds are not available through Loan For Service. The LFS funds at the end of each academic year will be considered funds available for the next year LFS awards. Summer awarding does not covert easily to loan payback status. Award for required internships or training will be available to SPGF students.

5.1.3. Program Requirements:

ELIGIBILITY: To be eligible for assistance from funds appropriated by the Bureau of Indian Education for the SPGSF Fellowships Program, an applicant:

• Must submit a 1) Tribal Certificate of Degree of Indian Blood (CDIB) or 2) verification of entitlement to Indian Preference, using Form BIA – 4432, Verification of Indian Preference to establish the applicant is entitled to Indian Preference and eligible for financial assistance under this program as an eligible American Indian or Alaska Native;

• Must be (or will) pursue a course of study (with the exception of new training/internship applicants) as a full time student leading to a degree at the bachelor’s, graduate or doctorate degree in a STEM field at an accredited institution. Applicants understand that failure to complete the said degree by the anticipated date will result in termination of financial assistance;

• For training, the applicant must be working at Bureau funded school, a school on a reservation, a school with 20 percent American Indian/Alaskan Native population, or attending a TCU or accredited post-secondary institution. Exclusive consideration will be given to applicants pursuing training/internship in a STEM field;

• Provide two letters of recommendations, in sealed untampered envelopes, from faculty and/or employer, either via postal service or electronically. If electronic, the letter must be sent directly from the recommender;

• Must apply for campus-based aid (with exception of new training/internship applicants) through the federal financial aid process at the university financial aid office;

Application Forms: Only forms approved by the BIE will be used for fellowships under this contract. The application packet consists of the Application Form (either paper format or electronic application system), Financial Need Form (FNF), Tribally Issued Certificate of Degree of Indian Blood Card (CDIB) or Verification of Indian Preference (Form 4432), Three Acknowledgment Postcards (for the Application, FNF & TEC) or automated online application system email verifications, and Instructions. The continuing student application packet consists of the Continuing Student Update Form (CSU) in either paper format or electronic application system, Financial Need Form (FNF), Two Acknowledgment Postcards (for the CSU & FNF) or automated online application system email verifications, and Instructions. These forms will need to be approved by BIE in the administration of BIE’s fellowship program.

Applicants must provide the following required document in conjunction with the application: A Tribal CDIB Card or Verification of Indian Preference (Form 4432), via postal service or electronically to be retained in student paper file, undergraduate, graduate or professional degree program acceptance letter (via postal service or electronically to be uploaded to student online file), proof of full time enrollment, i.e. class schedule (via postal service or electronically to be uploaded to student online file), academic transcript (via postal service or electronically to be uploaded to student online file), two letters of recommendation (via postal service or electronically to be uploaded to student online file).

Closing Dates for Filing Applications: The paper application will be made available no later than January 15 and will be due June 1. The electronic application will be made available no later than January 15 and will be due June 1.

Applications for a fellowship must be received by the contractor on or before 1) First working date in June for the next academic year, or 2) March 15 or closest working day for the summer term as appropriate.

Applications received after the above closing date will be considered only if funds are available after fellowships have been awarded to eligible candidates who met the deadline.

Continuing students must submit a Continuing Student Update Form for a fellowship each academic year. A separate application must be submitted for the summer.

Contractor shall acknowledge receipt of an application by sending and Acknowledgement Postcard within ten (10) calendar days of receipt.

Application for Campus-based Aid and Other Sources of Assistance

• To assure consideration of funding, applicants must understand that they are required to apply for federal financial aid and campus based aid no later than the first working day in June for the next academic year. The contractor shall inform all applicants that they should begin the financial aid process in January and meet their institution's deadline for financial aid submission.

• In order to be considered for a fellowship under this contract, an applicant must apply for all available campus-based financial aid for which they may be eligible.

Although not required, applicants are encouraged to apply for all financial assistance.

• If an applicant accepts loans, the amount of the loan must be counted as a resource.

If College Work Study (CWS) is awarded, it will be counted unless the student's advisor or department recommends the student not accept CWS because of their academic load. If CWS is considered income for the next academic year, it will not be counted as current resource.

• After all the federal financial information is received by an applicant's institution, the financial need form shall be completed by the institution's financial aid office and forwarded to AIGC for processing.

Determination of Eligibility and Amount of Fellowship Grant: The determination of an applicant's eligibility and the size of the possible fellowship to be made under this contract rest solely with the contractor. The eligibility determination shall be made by the contractor on the basis of review of the applicant's application as provided in the paragraph below. The Government shall not be held liable for any disputes arising between the applicant and the contractor as it pertains to this program.

The contractor will work with the BIE to develop a ranking system for applicants. The selection committee will consist of three individuals designated by the contractor, and approved by the BIE, who will meet approximately three weeks after the deadline to rank and review applicants. The final list of applicants will be reviewed and approved by BIE prior to final selections. In the case two applicants are ranked equally, the BIE will make the final decision regarding who is selected. Recipients will be notified by August 15 of each year.

The number of scholarships and the amount of each award will be based on the number of successful applicants, the availability of funding and the Cost To Attend formula of the institution. Typical awards for post-secondary scholarships are based on the average per semester of $5,000 and the average for completion of four year degree of $20,000 but adjustments can be made based on Costs to Attend. Typical awards for graduate and professional scholarships will range from $20,000 to $30,000 for a two year graduate degree program. Typical awards for training/internships will be between $1,200 to $5,000.

5.1.4 Application Review:

The contractor shall first determine if the applicant is eligible by applying the standard "Eligible Applicants." If the applicant is deemed eligible and the contractor has received a complete application packet consisting of:

• A fully completed and signed application form, either in paper format or electronically via an online application system;

• Must submit the Tribal Certificate of Indian Blood Card (CDIB) or the Verification of Indian Preference (Form 4432) establishing the applicant is entitled to Indian Preference and eligible for financial assistance under this program as an eligible American Indian or Alaska Native;

• (For Fellowships)A financial need form prepared by the institution’s financial aid office indicating the applicant has applied for federal financial aid and campus-based aid. It must show the cost of attendance less resources which indicate the applicants’ unmet financial need. The contractor will consult with the preparing financial aid office where any questions or special situations exist regarding the applicants’ financial need are not clear. Any additions or deletions to costs or resources must be supported by documentation from the preparing financial aid office or other directly involved part. If an institution notifies the contractor in writing that they are unable to disburse funds in excess of direct costs awardee, the contractor may issue the check directly to the awardee with the requirement that the awardee/fellow provides evidence of good standing financially with the institution on a timely basis.

Internships/Apprenticeships: A letter from agency on internship/apprenticeship details.

Contractor will reimburse applicant’s travel costs up to $5,000 based on actual receipts.

Professional Development: Application for professional development submitted by staff.

Reimbursement to school will be sent upon receipt of validated attendance by TCU or professional agency (registration), and travel costs. School will be reimbursed by contractor up to $5000.

Applications shall be evaluated based on unmet financial need and academic field of study.

Tribal affiliation shall be recorded for reporting purposes.

Applicants who possess “terminal” degrees are not eligible for SPGSF and all doctoral degrees are considered terminal degrees. The Juris Doctorate is considered a terminal degree for purposes of this contract, except that an applicant who possesses a J.D. may be funded subsequently for a Masters of Law program (L.L.M.).

Fellowship Award or Denial: Upon final selection using the ranking system, an applicant is eligible for a fellowship, the contractor shall award a fellowship, which when combined with the applicants other resources, shall not exceed the applicant's total financial need as determined by the institution's financial aid office.

Notification of Award: The contractor shall notify each applicant and the institution financial aid office electronically via email, of a Fellowship Award Agreement indicating the award amount and conditions that must be agreed to and followed if the applicant accepts the fellowship. In the event of an email bounce-back, the Contractor shall notify the applicant and the institution financial aid office by sending via postal mail, the aforementioned document(s).

Notification of Denial: The contractor shall notify each applicant electronically via email of the denial. For those applicants that receive a denial notice, a statement of their right to appeal the determination is indicated along with appeal procedures. The contractor shall call this process a "Request for Reconsideration".

5.1.5 Payment of Fellowship:

Before a fellowship disbursement, the contractor shall receive an acceptance letter from the applicant's institution indicating they are admitted as a full-time student in an accredited undergraduate, graduate or doctoral program or registered for training.

Contractor will electronically upload the letter to the applicant’s online application system personal file upon receipt.

• Fellowships will be paid either by check or electronic funds transfer, on behalf of the student to the institution or school, and then either mailed or electronically submitted to the financial aid office on a semester or quarterly basis, whichever the school follows. Each payment will be accompanied by an electronic transmittal that identifies the student or students funded, and the amount of each student’s award included in the payment.

• If an institution notifies the contractor in writing that they are unable to disburse funds in excess of direct costs to contractor fellows, with BIE approval the contractor may direct the institution to issue the check directly to the fellow with the requirement that the fellow provides evidence of good standing financially with the institution on a timely basis.

• Financial aid offices will disburse the fellowships issued under this contract to the recipient according to the disbursement policy of the institution.

Refund of Fellowship Award Required in Certain Circumstances: When a recipient of a fellowship does not enroll in a higher education institution, the award check shall be returned to the contractor. Any refunds received from a student or school during the contract period may be re-deposited through the contractor's financial system and awarded to eligible students selected from that awardee’s original application pool in future academic terms. The contractor will provide BIE with written notification of such circumstance.

Academic Standards: Fellows will continue to be eligible for assistance as long as they maintain the academic requirement stipulated by the program and institution they are attending. Fellowship recipients must meet the following academic requirements:

• Maintain a 3.0 GPA or demonstrate Satisfactory Academic Progress (SAP) and be a full-time student in their field of study. If the grading system of the institution differs from the traditional letter grade, the contractor will consult with the institution to evaluate academic performance and progress.

• If the fellow is not receiving grade reports, an official written report by academic term from the institution is necessary. The department or graduate advisor must confirm the student is full-time and academic progress was satisfactory.

• All fellows are required to submit course enrollment verification forms and grade reports for each term they are awarded, either via postal service or electronically.

Effect of Academic Suspension or Probation: Fellows will continue to be eligible as long as they meet the academic standards. However:

• A recipient who does not meet the academic standards will be placed on probation for the next academic term. During the probation term, the recipient can receive support, but must complete any past deficiencies and complete the probation term as a full-time student in good academic standing.

• A recipient who does not complete a term as a full-time student will be placed on probation for the next academic term. During the probation term, the recipient can receive assistance, but must attain the academic standard and be full-time during the probation term to be removed from probation.

• A recipient who is on probation and fails to meet the academic requirement during the probation term will be suspended from receiving any assistance for one year. Before receiving additional assistance they must be in good academic standing.

Maximum Periods of Eligibility: Fellows are eligible for assistance as long as they maintain the academic requirements in "Academic Standards" are making progress toward their degree and have not yet reached the maximum terms of support as follows:

• Two academic years (four semesters or six quarters) for an associate degree;

• Four academic years (eight semesters or twelve quarters) for a bachelor’s degree;

• Two academic years (four semesters or six quarters) for a master’s degree.

• Four academic years (eight semester or twelve quarters) for a doctorate degree (Ph.D.).

• Four academic years including summers (twelve semesters or sixteen quarters) for Medicine (MD), Osteopathic (DO), Veterinary and Pharmacy or Pharmacology degrees.

Fellowships will provide financial assistance for the following academic expenses:

textbooks, tuition, student fees, professional examination expenses, and registration for training, travel costs for training and those fees normally associated with the graduate degree as identified by the accredited institution as associated with the full cost of attendance.

Fellowship support shall terminate when the fellow receives the degree being sought.

Remaining funds from terminated fellows will be awarded to a student in the fellow’s original application pool.

Fellows working on a dual degree may receive funding to the term limits of the highest degree.

Notification of Prioritized Wait List: In event that a student completes the program or is terminated for any reason, the contractor will return to the prioritized list of original applicants to select a replacement fellow. When the prioritized list is exhausted, the contractor may choose an applicant from an internal scholarship database.

Tracking: The contractor will monitor and track academic status and develop an internal database to document relevant recipient information. The contractor will make referrals as needed and generate reports as needed.

Fellows agree to provide a copy of his/her transcript within 30 days of each grading period during which the fellow is enrolled, and the Fellow agree to submit enrollment, academic and financial information specified by the contractor for continued funding after his/her initial acceptance into the program by deadlines stipulated by the contractor.

Career Resource: The contractor will refer completed SPGSF fellows to human resources personnel of the BIE and eligible BIE funded organizations to provide fellows employment information and job and career opportunities to advertise, promote, and assist in job placement. The contractor will refer SPGSF Fellowship students to the appropriate BIE office to pursue job placement opportunities. Upon completion of the approved degree program, the Fellow is encouraged to accept employment with the BIE, eligible BIE funded organizations, prescribed tribal and federal organizations, other agencies or with organizations serving significant American Indian populations.

5.2: Special Higher Education Program (SHEP)

The SHEP Programs provide financial assistance to eligible American Indian and Alaska Native students in graduate degree programs and law school programs. SHEP financial aid shall be referred to as FELLOWSHIPS and awardees shall be referred to as FELLOWS.

Financial assistance is also available to SHEP Fellows who graduate from law school who are preparing to take the bar examination, within one year of graduation.

5.2.1: The contractor shall furnish the necessary personnel, materials, equipment, services, and facilities to perform the following:

The contractor shall provide comprehensive services to eligible applicants upon their acceptance and enrollment in, and leading to the successful completion of, graduate level programs. For the purpose of this contract, Financial Assistance shall be referred to as FELLOWSHIPS and awardees shall be referred to as FELLOWS.

The contractor shall administer the graduate fellowship grants to eligible students.

Administration shall include all activities related to receiving and evaluation of applications, determining awardees for final BIE approval, computation of award amounts and disbursement of award payments.

The contractor shall establish and maintain contact with the applicants' respective institutions for the purpose the administration of the contract objectives.

The contractor shall establish and maintain information going back at least five (5) years that will provide the number of fellows that have been funded by SHEP. The contractor will collect data from existing files on the number of graduate students that have been awarded, field of study, type of degree, school attended, number of bar exams - (passed & failed).

This information will be used by BlE for reports to Congress, referrals for employment and other reports needed to maintain adequate records. The contractor shall use Microsoft Office or compatible software which shall be designated by the Bureau to ensure compatibility with the Bureau's system for storing collected data.

The contractor shall provide student support services and related activities that will aid fellows in the completion of their degree programs. This shall include but not be limited to assisting with problems at their college, recommending tutorial assistance when needed, and providing advice regarding academic and financial questions. Since SHEP is a national program, contractor support services by their very nature will be required to be provided by telephone, correspondence, newsletters, workshops, and regional and national meeting.

The contractor shall establish and maintain a database on all fellows who graduate. This data will provide statistical information that will help evaluate the efficiency and effectiveness of SHEP. This database shall be formatted and shall use Microsoft Office or compatible software which shall be designated by the Bureau to ensure compatibility with the Bureau's system for storing collected data.

The contractor will all make all reasonable attempts using telephone, email, and mail to confirm completion of degree programs and conferred degrees, and report this information to the BIE.

The contractor shall provide financial assistance to fellows who take the bar examination following their date of graduation. SHEP support for fellows who are preparing to take the bar examination shall be limited to one calendar year from date of graduation and shall be for only one Bar Examination (i.e. only for one state).

5.2.1. The period of the contract is to begin July 1, 2021 and ending April 30, 2022 with the Government having the right to exercise one (1) potential option year. The academic terms for the base year contract and possible subsequent option years shall be stated in terms of the semester or equivalent academic terms covered by this contract and shall include:

Base Period - Fall 2021; Spring and Summer 2022

Option Year 1 - Fall 2022; Spring and Summer 2023

NOTE: Summer awards to SHEP students are subject to and conditioned upon the availability of funds, and shall be made available only to continuing students whose summer enrollment is required or will result in completion of their degree at the end of the summer term. Summer semester funds are not available through the Loan For Service. LFS funds at the end of each academic year will be considered funds available for the next year LFS awards. (Summer awarding does not convert easily to loan payback status).

5.2.2: Program Requirements: For the purpose of this contract, SHEP provides graduate fellowships to awardees that shall be referred to as Fellows who are pursuing degrees at the graduate, doctoral or professional degrees as a full time graduate student at an accredited graduate schools in the United States, including law degrees.

Eligibility: To be eligible for assistance from funds appropriated to the Bureau of Indian Education SHEP, an applicant:

• Must submit either the Tribal Certificate of Degree of Indian Blood (CDIB) card, or the Verification of Indian Preference (Form 4432) establishing the applicant is entitled to Indian Preference and eligible for financial assistance under this program;

• Must be (or will be) pursuing a masters or doctorate or professional degree as a full-time graduate student at an accredited graduate school in the United States (see accreditation in application instructions); and

• Must apply for campus-based aid through the federal financial aid process at the university financial aid office.

Application Forms: Only forms approved by the BIE will be used for fellowships under this contract. The application packet consists of the Application Form, Financial Need Form (FNF), Tribal Certificate of Degree of Indian Blood (CDIB) Card or Verification of Indian Preference (Form 4432), Three Acknowledgment Postcards (for the Application, FNF & Indian Preference Form), and Instructions. The continuing student application packet consists of the Continuing Student Update Form (CSU), Financial Need Form (FNF), Two Acknowledgment Postcards (for the CSU & FNF), and Instructions. These forms have previously been approved by BIE in the administration of BIE's graduate fellowship program.

5.2.4. Application Review: The contractor shall first determine if the applicant is eligible by applying the standard "Eligible Applicants." If the applicant is deemed eligible and the contractor has received a complete application packet consisting of:

• A fully completed and signed application form, either in paper format or electronically via an online application system;

• Must submit the Tribal Certificate of Indian Blood (CDIB) card or the Verification of

Indian Preference (Form 4432) establishing the applicant is entitled to Indian Preference and eligible for financial assistance under this program as an eligible American Indian or Alaska Native;

Closing Dates for Filing Applications

Application for a fellowship must be received by the contractor on or before: (1) First working day in June for the next academic year, or (2) March 15 or closest working day for summer term as appropriate.

Applications received after the above closing date will be considered only if funds are available after fellowships have been awarded to eligible applicants who met the deadline, Continuing students must submit a Continuing Student Update Form for a fellowship each academic ear. A separate application must be submitted for the summer.

Contractor shall acknowledge receipt of an application by sending an Acknowledgment Postcard within ten (10) calendar days of receipt.

Application for Campus-based Aid and Other Sources of Assistance

• To assure consideration of funding, applicants must understand that they are required to apply for federal financial aid and campus based aid no later than the first working day in June for the next academic year. The contractor shall inform all applicants that they should begin the financial aid process in January and meet their institution's deadline for financial aid submission.

• In order to be considered for a fellowship under this contract, an applicant must apply for all available…