FY 2022 EducationUSA Advising Services NOFO.pdf

Department of State

Bureau of Educational and Cultural Affairs (ECA) Notice of Funding Opportunity

(NOFO): FY 2022 EducationUSA Advising Services

Announcement Type: New Cooperative Agreement

Funding Opportunity Number: SFOP0008045

Assistance Listing (formerly CFDA) Number: 19.432

Key Date/Application Deadline: July 2, 2021

Executive Summary:

The Educational Information and Resources Branch or EducationUSA Branch (ECA/A/S/A) in the Office of Global Educational Programs of the Bureau of Educational and Cultural Affairs

(ECA) announces a NOFO for up to three cooperative agreements to administer FY 2022

EducationUSA Advising Services, pending the availability of FY 2022 funds. ECA reserves the right to fund, partially or fully, or not fund, one or more components and program elements based on the availability of funds. EducationUSA is the U.S. Department of State’s global network of educational advising centers that work with prospective international students in more than 175 countries to promote U.S. higher education abroad. Advisers at more than 430

EducationUSA centers provide accurate, comprehensive, and current information about the diversity of U.S. higher education opportunities, guiding prospective students to find the institution that best fits their needs. In addition, the EducationUSA network assists accredited

U.S. institutions of higher education institutions (HEIs) to help institutional leaders meet their campus internationalization goals, including strategic guidance to U.S. institutions regarding relevant international higher education systems and partners to enhance their international networks and potential partnerships. The EducationUSA network, in collaboration with ECA, also provides information on the U.S. higher education system to foreign governments and institutions, and encourages study abroad by Americans to expand their understanding of foreign cultures, communities, and countries.

With the goal of increasing student mobility between the United States and other countries through EducationUSA advising, this NOFO will result in up to three cooperative agreements:

Component A for Global EducationUSA Services to support advising operations worldwide including, but not limited to, the development and maintenance of IT infrastructure, training resources and materials, global communications and outreach, and the employment and management of 15 Regional Educational Advising Coordinators.

Component B for EducationUSA Advising Services in Eurasia and Central Asia, to support advising in Armenia, Azerbaijan, Belarus, Georgia, Kazakhstan, Kyrgyzstan, Moldova, Russia, Tajikistan, Turkey, Turkmenistan, and Ukraine.

Component C for EducationUSA Advising Services in the Middle East and North

Africa, to support advising in Egypt, Gaza, Lebanon, Morocco, Tunisia, West Bank, and

Yemen.

ECA reserves the right to add or remove countries designated in Component B or C depending on Bureau and Mission priorities and the availability of funds. In these cases, the recipient will need to submit an updated budget and budget narrative highlighting adjustments to the original budget submission.

It is the Bureau’s intent to award up to three cooperative agreements for an estimated total amount of $8,600,500. Organizations may submit proposals for one, two, or all three funding opportunities, but they must clearly identify the proposal submitted as for Component A: Global

EducationUSA Services; Component B: EducationUSA Advising Services in Eurasia and

Central Asia; or Component C: EducationUSA Advising Services in the Middle East and North

Africa. Applicants applying for more than one component must submit separate proposals for each component, with detailed budgets and narratives outlining a comprehensive strategy for the administration of each program component for which they apply.

Applicants should include in their proposal a detailed staff budget with proposed level of effort (please see section D.3.k. for information regarding the budget format). See section B.

Federal Award Information for additional details.

FY 2022 award recipients should be prepared to work closely with previous implementing partners across all components to maintain continuity of programming and operations during the award's period of performance. This would include, but is not limited to, the maintenance and transfer of developed IT platforms and systems, virtual events and EducationUSA fair registration and payment platforms, outreach and communication strategies, advisor training and development materials and timelines. Additionally, FY 2022 award recipients for components

A, B, and C should be prepared to collaborate with each other to ensure the overarching successful implementation of EducationUSA program goals and objectives, including, but not limited to advisor training, EducationUSA representation at priority events such as fairs and forums, EducationUSA marketing and communications. It should be noted that ECA will retain copyright use of EducationUSA outreach and event platforms and materials developed specifically for EducationUSA; platforms and materials will be utilized by the Bureau and current award recipients and will be considered proprietary.

To facilitate effective communication by ECA’s EducationUSA Branch with the organizations cooperating in the administration of these programs, the award recipients must have the ability to work virtually using electronic media with all partners in the EducationUSA Advising Network.

Award recipients must have offices and staff in the Washington, D.C. metropolitan area dedicated to working on this/these award(s). Applicants who do not currently have offices and program staff in the Washington, D.C. area should include in their proposals a detailed plan for establishing a staffed office in Washington, D.C. to work on this/these award(s) no later than

October 1, 2021. The award recipients bear the costs of establishing the offices and staff. No such costs may be included in the budget submission for this program.

A. Program Description:

Authority:

Overall grant making authority for this program is contained in the Mutual Educational and

Cultural Exchange Act of 1961, Public Law 87-256, as amended, also known as the Fulbright-

Hays Act. The purpose of the Act is "to enable the Government of the United States to increase mutual understanding between the people of the United States and the people of other countries;

to strengthen the ties which unite us with other nations by demonstrating the educational and cultural interests, developments, and achievements of the people of the United States and other nations and thus to assist in the development of friendly, sympathetic and peaceful relations between the United States and the other countries of the world." The funding authority for the program above is provided through legislation.

Purpose:

Under this award, EducationUSA Global Advising Services will support the Interim National

Security Strategic Guidance, the Joint Strategic Plan (JSP), and ECA’s Functional Bureau

Strategy (FBS), by increasing international student engagement with American peers, and subsequently expanding ties between American and foreign governments. Additional information about the Department of State’s foreign policy and public diplomacy goals may be found in the Interim National Security Strategic Guidance, the Joint Strategic Plan (JSP), and

ECA’s Functional Bureau Strategy (FBS). Successful applicants will submit a proposal that clearly links communication and marketing, advising, and training activities to these goals in a thoughtful, practical, and effective approach.

EducationUSA’s global network of educational advising centers is based at U.S. embassies and consulates, as well as at a variety of institutions including, but not limited to, Fulbright

Commissions, Binational Centers, American Spaces, universities, and NGOs. There are three categories of advising centers: Reference Centers (offer reference materials for the U.S. higher education search process but no advising services); Standard Centers (offer reference materials and some in-person or virtual advising by an EducationUSA adviser); Comprehensive Centers

(offer full reference collection and at least one full-time educational adviser). There are currently 442 centers in the network: 80 Reference, 148 Standard, and 214 Comprehensive.

EducationUSA centers and advisers provide accurate, current and comprehensive information on

U.S. higher education and opportunities to study in the United States to prospective international students, their parents, and foreign governments and educational institutions. They promote the recruitment, application, and admission of students to accredited U.S. higher education institutions (HEIs). EducationUSA advisers support students from all economic backgrounds to find the institution best suited to their needs. They also assist all interested, accredited U.S.

higher education institutions in their internationalization efforts, in particular to prospective international students, foreign governments, and educational institutions.

Each year, U.S. missions around the world propose strategic priorities and plans for educational advising in their respective countries to the Bureau of Educational and Cultural Affairs (ECA).

ECA’s Educational Resources and Information Branch or EducationUSA Branch (ECA/A/S/A) oversees the network of advising centers, engages U.S. embassies in the strategic planning process, formulates policies for the network as a whole, and funds advising operations in part by the provision of funding to U.S. missions as well as via cooperative agreements with U.S.

implementing partners. The Branch hosts a central website for the network at www.EducationUSA.state.gov, provides guidance on digital content, oversees various training programs for advisers, and coordinates global outreach and resources in partnership with domestic and international stakeholders. ECA/A/S/A program officers serve as experts on educational issues and support the management of EducationUSA global operations, including close coordination with U.S. missions on their educational outreach strategies and operations.

Regional Educational Advising Coordinators (REACs), based overseas and employed by an

NGO partner under a cooperative agreement with ECA (Component A herein), monitor the network of advisers and centers, lead adviser training in the field, and serve as regional experts on higher education for the network.

Component A: Global EducationUSA Services

The award recipient will support advising operations worldwide, including physical centers and advisers as well as virtual advising. In collaboration with ECA, they will formulate and implement a strategic plan to provide coordination and implementation of global communications, marketing, and outreach; adviser training and professional development;

content and materials creation and distribution, including through the use of digital platforms;

and special programs and events. The plan should include the management of and support for existing and new related IT, data retention, and communications systems and virtual platforms

(see Section 4 Maintain IT Systems for more details). The recipient is expected to employ and manage a group of approximately 15 Regional Educational Advising Coordinators (REACs) and related support staff. REACs will manage, monitor, and maintain the EducationUSA global network of EducationUSA advisers and advising centers, develop and lead adviser trainings that are responsive to the current professional development needs of advisers, and develop and distribute outreach and resource materials that reflect the local and regional context. The recipient will utilize the results of REAC monitoring and other evaluation mechanisms to provide timely monitoring, evaluation, and reporting to ECA on and across all aspects of global advising, including special events and programs

The recipient may utilize subawards or identify and contract with outside consultants as needed, in close consultation with ECA, to support programmatic resource and activity development, including print and online products and initiatives, training, and evaluation and assessment tools and resources. ECA expects that the Component A recipient will coordinate with B and C award recipient(s) in relation to EducationUSA adviser training, professional development activities, participation in broader events to build and maintain their professional skills, and other initiatives as appropriate and/or as directed by ECA in order to ensure the overall success of EducationUSA activities globally.

The Component A Global EducationUSA Services includes the following elements:

http://www.educationusa.state.gov/

1. In consultation with ECA, the recipient will provide strategic vision and ongoing recommendations to enhance the efficacy and impact of EducationUSA advising, programming, and services globally. A worldwide strategic communications plan should build upon the unified global EducationUSA brand, while being responsive to local and country-specific needs. The plan should emphasize how to capitalize upon and further disseminate past and ongoing print and digital materials developed to support EducationUSA global strategic communications, including those associated with past and ongoing marketing campaigns. Content should be creative, timely, and in keeping with overall EducationUSA messaging; when appropriate, content should be tailored to key audiences. The plan should also propose how to emphasize web and social media branding and communications including a weekly and/or monthly social media content digest and/or toolkit for the network, templates and content to be used globally within the network, and incorporation of limited print resources.

2. The recipient will employ and manage a global network of REACs to be located in strategic countries as determined by ECA. The EducationUSA network currently supports 15 REACs globally based in Sub-Saharan Africa (three), Europe and Eurasia (three), East Asia and the

Pacific (three), the Middle East, North Africa, and South and Central Asia (three), and the

Western Hemisphere (three). It should be noted that, at the direction of ECA, the total number of REACs and regional location may be adjusted based on the overall network needs and the availability of funds. Recipient will provide REAC salaries, benefits, employment contracts, orientation, training, and transportation; assist with the logistics of securing housing for the REACs as relevant, as well as travel, conference, and other work-related expenses as deemed relevant, in consultation with ECA. Recipient will monitor REAC safety and security in both their country of employment and during REAC travel, and consult with ECA on areas of concern. Sufficient REAC administrative support, in the form of

REAC assistants or other support staff as needed, should be employed to optimize REAC work.

REAC duties and qualifications include:

a. REACs are experts in higher education in the United States and internationally, preferably in one or more countries of the region of assignment; knowledge of a regional language is preferred. REACs provide professional leadership and support to the EducationUSA network of advising centers to foster international student mobility with the United States and advance the U.S. government’s public diplomacy efforts. REACs supply ECA with regular updates on student mobility-related issues and relevant programming in their regions through formal and informal communications as well as timely submissions of site visit reports (see below regarding travel).

b. REACs counsel U.S. higher education institutions and Public Affairs sections on student mobility issues and advising programs, and liaise with and advise EducationUSA advising center host institutions on adviser training and center operations.

c. REAC’s receive policy guidance from ECA/A/S/A and U.S. embassy/consulate Public

Affairs sections, and train advisers on U.S. higher education trends, advising methodology, center management, and strategic planning. REACs provide and coordinate training and content within the assigned region, and globally as relevant.

d. REACs will monitor each EducationUSA center in their portfolios as per guidance contained in the REAC Handbook, including through in-person visits, as feasible. Current REAC

Handbook guidance stipulates visits no less than approximately once every three years to each center for monitoring, evaluation, and training. On average, REACs currently host approximately one sub-regional adviser training workshop, and attend approximately one international conference per year. Total REAC travel costs should average approximately

3% of the total proposed budget. REACs monitor advising centers through regular communications and semi-annual site visits to ensure centers are functioning properly and at their designated level (Reference, Standard, or Comprehensive, as defined below). Note:

should travel restrictions be in place preventing required travel to EducationUSA centers, the award recipient will be required to provide an alternative monitoring plan for ECA’s input and approval.

e. The award recipient will evaluate the performance of REACs with feedback from ECA and other relevant parties (U.S. embassies and consulates/Fulbright

Commissions/HEIs/colleagues/etc.). Performance metrics will include, but are not limited to, the quality of communications with colleagues and stakeholders and the quality and timely submission of all work products and reporting. The award recipient is responsible for alerting ECA when REACs do not meet performance metrics and/or upon reports of misconduct. The recipient will notify ECA of action(s) taken to respond to and correct the infractions and/or poor performance as relevant.

3. Virtual EducationUSA advising. As determined in consultation with ECA, the recipient will employ one or more virtual advisers for one or more countries and, in consultation with

ECA, may expand virtual advising to other countries. The recipient should demonstrate the ability to directly manage and provide administrative support as determined to meet the needs of EducationUSA advisers.

Virtual advisers provide advising and advising content in designated target languages for designated target populations to maximize the effectiveness of outreach and/or to provide outreach in locations where it may not be feasible or efficient to operate an EducationUSA center. The recipient will develop dedicated resources for online EducationUSA advising outreach in Farsi, English, or other languages used in countries for which virtual advising services are provided. ECA reserves the right to expand virtual advising services to respond to growing global advising needs in accordance with foreign policy goals and availability of funds.

4. The recipient will plan for, oversee maintain, and adapt technology systems and infrastructure that supports the current and future work needs of EducationUSA. The award recipient must have staffing capacity, infrastructure, and expertise to:

a. Maintain IT Systems (content platforms / data / email /digital asset management) and related services and service provider contracts. Costs to manage the current suite of IT systems should be approximately 3% of the total proposed budget. The recipient will:

Write and manage contracts for technical resources, such as pertinent software licenses for social media, communications, and design use. Current vendors include Adobe Creative

Cloud, Calendly, Canva, Cvent, Hootsuite, iStockPhoto, LinkedIn, MailChimp, Survey

Monkey, vFairs, Zerion, Zoho, Zoom, and bit.ly. The proposal may include other vendors as long as proper vetting is completed, the cost is reasonable and allocable, and it is available in a global market.

Manage the ongoing operations, website hosting, and maintenance of an online

EducationUSA fair registration and payment portal, to be utilized for all EducationUSA fairs, forums and events. The recipient will report basic event analytics, including event registration and attendee statistics, and other information as specified and according to a schedule determined by ECA.

Create, manage, and maintain the creation and implementation of one or more virtual event platforms, to be utilized by the EducationUSA network according to global and regional strategic outreach priorities. Please see additional detail in Section 7 Special Events and

Outreach.

Oversee and maintain an online learning platform to host current and to-be-developed presentations, and other professional development resources for EducationUSA advisers, REACs, REAC assistants, Washington D.C. staff, representatives of accredited U.S. higher education institutions, and others as designated by ECA. Current courses consist of Google

Slide decks (originated on the current award recipient’s Google Suite system and ultimately will be migrated with the EducationUSA.org domain) and static course materials hosted on the U.S. Department of State Box.com account. The award recipient should be prepared to identify and collect data analytics regarding advisor training engagement as deemed necessary by ECA.

Identify, implement, and manage a digital asset management system (a web-based database for other digital assets, e.g. image files, audio files, video files, graphic design files, etc.) for all REACs, REAC assistants, Washington D.C. staff, EducationUSA advisers and others as designated by ECA. EducationUSA does not currently have such a system.

Implement and manage EducationUSA.org’s Google G Suite cloud computing, productivity, and collaboration tools (Google G Suite: Gmail, Calendar, Drive, Docs, Meeting, Sheets, Slides, Hangouts, etc.) for all REACs, Washington D.C. staff, REAC assistants, and

EducationUSA advisers and centers. Recipient will maintain Google G Suite in accordance with established terms of use and security protocols. Recipient will maintain an accurate and up-to-date record of approved users. Applicants are required to ensure that all users have submitted written agreement to abide by ECA's terms prior to receiving access. ECA will supply the established terms of use and update terms in consultation with Department and

Recipient as needed.

Provide day-to-day management of EducationUSA flagship social media accounts on

Facebook, Twitter, Instagram, LinkedIn, YouTube and other relevant platforms that may emerge in accordance with ECA guidance.

Implement, and manage a Slack messaging platform built for teams, for all EducationUSA advisers, REACs, REAC assistants, Washington D.C. staff, and others as designated by

ECA.

Maintain and update a Data Reporting System (DRS) for EducationUSA advisers, REACs, Washington D.C. staff, and others as designated by ECA, for use as needed in relation to all

EducationUSA programming and network activities. The current DRS system is a

Xerion.com platform.

Provide technical support to REACs, EducationUSA advisers, accredited U.S. higher education institutions, and program staff who are experiencing difficulties utilizing

EducationUSA platforms or tools.

b. Create, manage, maintain and disseminate publications, promotional materials, design elements, online materials, and templates, including in support of global marketing efforts.

All materials must be submitted to ECA for final approval. ECA will retain copyright use of materials and will determine how and where to distribute EducationUSA and/or international student mobility materials.

Develop and manage contracts for the creation of any future EducationUSA promotional materials. Materials should, where possible, complement existing print and digital resources that have been developed to support EducationUSA global marketing and communications.

The development of materials and resources may include, though not be limited to, exhibit installation, signage, and related design elements, event program books, and other promotional resources and designs as determined in consultation with ECA and subject to

ECA approval.

Design, edit, print, and distribute an annual Global Guide with content solicited from REACs and award recipient staff in accordance with ECA guidelines. The Global Guide assists HEIs in identifying successful international student recruitment strategies, listing opportunities, challenges, and trends in each world region, and including information such as outreach means, economic and demographic considerations, and foreign government and other scholarships.

Compile and produce a monthly electronic newsletter and/or other relevant resources to highlight EducationUSA programs and resources for the U.S. higher education community.

Moderate content submissions pertaining to higher education news, school promotional videos, and financial aid and scholarship opportunities, as well as other content from accredited U.S. higher education institutions for inclusion on the EducationUSA website and

EducationUSA YouTube channel. Ensure posted information is reviewed regularly for accuracy.

Manage and enhance communications and outreach to and on-behalf of the U.S. higher education community. Approve higher education institution HEI login requests to the

EducationUSA website, moderate HEI content submissions to the website, and provide https://educationusa.state.gov/us-higher-education-professionals/recruitment-resources/global-guide technical support to HEIs experiencing difficulties utilizing the EducationUSA platforms or tools.

Provide technical and social media support for existing and new virtual events such as virtual

U.S. higher education fairs. Secure advisers for live presentations, manage session scheduling, and liaise with partner organizations to coordinate technology set up for domestic- and international presenters.

The award recipient may wish to combine or maximize outreach efforts across platforms in order to expand engagement with international students, U.S. higher education, non-governmental partners, foreign governments, and other stakeholders. As necessary, the recipient will be expected to coordinate with the previous cooperating agency to transition

EducationUSA content and platforms to ensure the continuity of messaging and engagement across platforms.

5. The recipient will design and implement in-person EducationUSA adviser training and related events to build capacity for EducationUSA centers, outreach, and virtual advising in order to support uniform approaches to the delivery of EducationUSA advising center services. The recipient should also demonstrate the capacity to implement adviser training and related events in a virtual format as deemed necessary by ECA. The recipient will develop content and deliver in-person and/or virtual trainings locally, regionally, internationally, and in the United States, including on the periphery of major events such as professional conferences and EducationUSA Forums, as well as through formal and informal shadowing/mentoring and small group meetings, often utilizing REACs as trainers and content creators. REACs will recommend advisers for attendance at relevant conferences, events and other trainings, based on a regular assessment of country and center professional development needs through informal communications, site visits, and the annual

EducationUSA Strategic Planning process with Public Affairs sections and ECA program officers.

Should in-person trainings shift to hybrid or virtual models due to travel restrictions, the recipient will be expected to submit an alternative training plan including hybrid or virtual programming for ECA’s review and approval. The recipient will also consult with ECA to determine how to realign funding in line with the overall award objectives and priorities.

The recipient would be required to submit an updated budget narrative and budget for review and approval.

The recipient will organize and deliver the following:

Approximately six or more overseas sub-regional or thematic training workshops, covering a total of 18 or more days for EducationUSA advisers from relevant regions, as determined in consultation with ECA, and designed to maximize adviser attendance through an in-person and, where relevant, a hybrid or virtual format. Workshops are conducted annually by

REACs, with content developed in consultation with ECA/A/S/A. The recipient will also oversee travel in consultation with ECA/A/S/A for participating EducationUSA advisers--both Locally Employed Staff (LES) advisers who are U.S. government employees of embassies and consulates and non-Locally Employed Staff (non-LES) advisers hired through non-State Department EducationUSA host institutions such as Fulbright Commissions, local

NGOs, and more-- and organize and fund travel including insurance for advisers who are non-LES Staff.

Coordination of REAC and HEI-led professional development sessions for advisers at each of the EducationUSA regional forums annually. Regional forums typically bring together approximately 80-100 EducationUSA advisers from the region with an equal or greater number of fee-paying U.S. higher education institutions for a two-to-three day event focused on increased student mobility from the region.

Approximately two EducationUSA Adviser Training Institutes (ATI) designed for approximately 20-25 advisers each year, with the goal of increasing the number of trained advisers where possible. ATIs combine one week of Washington, DC residency to deepen advisers’ understanding of U.S. public diplomacy and to share best practices in reaching youth audiences with one week of campus residency to broaden advisers’ knowledge of U.S.

higher education. ATIs are offered at one of three levels of proficiency (further described below). ATI training content should incorporate both virtual and in-person programming designed to build substantive hard and soft skills that are responsive to the needs of

EducationUSA advisers and strengthen strategic engagement with the U.S. higher education community. Training design should include approximately one week or more of U.S.-based training that provides exposure to U.S. higher education institution campuses and includes a professional development visit to Washington, DC.

The recipient will manage the selection of U.S. campus hosts in consultation with ECA to maximize EducationUSA adviser exposure to the breadth of accredited U.S. higher education options. The award recipient will consult with ECA to determine which level of trainings to offer each year in order to provide the appropriate training content. The award recipient will monitor and evaluate the quality of each Adviser Training Institute.

The recipient will manage pre- and post-ATI virtual components to prepare advisers for U.S.

training and to facilitate follow-on activities.

The following is additional information on administering the U.S. based Adviser Training

Institutes (ATI) for advisers at various levels of proficiency:

Level 1 training focuses on working with students and building their knowledge of U.S.

higher education, issues related to students’ academic experiences in the United States, the U.S. State Department, and EducationUSA policies and procedures.

Level 2 training includes aspects of Level 1, as well as topics including advising center management, strategic planning, and advocating for U.S. higher education and representing EducationUSA.

Level 3 training focuses on enabling advisers to serve as a resource for their peers, develop specific areas of expertise, deliver training, and contribute to the knowledge base of the network.

6. Online EducationUSA Adviser Training Modules. The recipient will maintain, update, and manage a suite of both mandatory and optional training modules on a centralized platform

(currently housed on the award recipient’s Google Suite system and ultimately will be migrated with the EducationUSA.org domain) and ensure that advisers successfully undertake all required online trainings in a timely manner, based upon their REAC-assessed skill level (1, 2, or 3). Content should include an introduction to EducationUSA advising, an in-depth course on advising practices, technical training on social media and web tools, and other online professional development and training as identified in conjunction with ECA to ensure continuing education and professional development of the adviser corps. The award recipient should work with ECA/A/S/A, REACs and Level 3 advisers to ensure that the adviser training materials are updated as needed and available in a web-based course format.

The recipient may also rely on outside consultants and experts as necessary.

Completion of the online advisers’ course will be a requirement for participation in the ECA-funded professional development programs. The course material should be available for use as a reference for all overseas advisers. The recipient will work aggressively to ensure that award recipients administering Component B and C receive all materials as well to ensure full integration of this information by the overseas network.

The recipient should ensure existing advising professional development resources are consistently updated, including developing and revising key advising print and video resources, as requested and in close consultation with ECA/A/S/A. Resources include the adviser’s welcome packet, the REAC handbook, the “If You Want to Study in the United

States” series and others. The recipient should facilitate uploading completed resources on the aforementioned intranet site, the public EducationUSA website, and EducationUSA center websites as directed by ECA/A/S/A. The recipient should be prepared to assist in the translation of key advising materials or messages into priority languages in consultation with

ECA/A/S/A.

7. Special events and outreach. With guidance from ECA, the recipient will organize and host several EducationUSA events throughout the year, and will organize and manage

EducationUSA representational space and participation at key international and domestic conferences and events. With ECA approval, the recipient may charge a registration fee; all income generated must be used to directly offset relevant EducationUSA program costs including, but not limited to, adviser travel and per diem, venue rentals, etc. During a typical year of network events, past revenue generation has produced significant programmatic funds. The applicant may find it practical to budget for approximately 7% of the overall budget submission for revenue generated from initiatives listed below (Section 7).

The recipient will provide support for the following events and services:

The EducationUSA Forum, an annual two-and-a-half day symposium in Washington, DC, hosts approximately 700 participants total for an in-person event, including accredited HEI representatives and approximately 50 EducationUSA advisers. The recipient is responsible for managing the overall Forum budget and coordinating content and reporting to ECA. The award recipient will secure in advance the hotel and meeting venue for this event in

Washington, including contracting for relevant break-out rooms, audio visual equipment and internet access, and catering. The recipient will offer an online registration system and manage the collection of registration fees, develop and distribute promotional materials, and provide a conference mobile app for attendees. The recipient should also demonstrate the capacity to implement components of the Forum in a fully virtual format if deemed necessary, pending consultation with ECA. If a hybrid or virtual format is approved, the recipient will be expected to submit an alternative plan for ECA’s review and approval. The plan must include an updated budget and budget narrative highlighting adjustments to the original budget submission.

The recipient will also oversee travel for participating EducationUSA advisers and organize and fund travel for non-LES advisers, in consultation with ECA/A/S/A. The award recipient should also be prepared to assist, at ECA’s request, with logistics surrounding possible side meetings with international education stakeholders before and/or during and after the Forum.

Approximately two regional EducationUSA forums each year held outside the United States.

Each forum will take place approximately over three days and will attract approximately 100 fee-paying HEI representatives and include an equal number of non-fee-paying

EducationUSA advisers, as well as stakeholders from the relevant world region. The recipient will be responsible for organizing the hotel and meeting space and related event costs, coordinating content (to be provided by REACs, ECA program officers, advisers, and volunteer higher education institution representatives), and soliciting participant feedback for evaluation and reporting. The recipient is responsible for managing overall forum budgets and reporting to ECA. The recipient will also oversee travel in consultation with ECA/A/S/A for participating EducationUSA advisers and organize and fund travel for non-LES advisers.

Conference and Exhibition Representation events: The recipient will be responsible for organizing and funding travel and support costs for selected EducationUSA REACs and advisers to participate in approximately two to three international, and six to eight domestic, higher education conferences. The recipient will be responsible for securing registration, paying necessary registration fees or higher education organization membership costs, and securing and managing conference exhibition space to showcase the EducationUSA network.

Conference and/or membership benefits will be utilized primarily by the recipient and its staff, REACs, and EducationUSA advisers to advance EducationUSA outreach priorities and showcase the network’s global advising capacity and resources. The recipient is responsible for ensuring that EducationUSA is well-represented at industry events. Should there be remaining conference or membership benefits, the recipient should consult with ECA on how to leverage the benefits to maximize EducationUSA global outreach including, but not limited to, utilization by ECA staff focused on international student mobility.

Virtual Events/Fairs: In recognition of the existing and increasing need for virtual and online engagement, especially with regard to virtual student fairs, the recipient should propose how they would develop internally, or through a subaward, the creation and implementation of one or more virtual event platforms. Proposals should illustrate how a virtual event platform would be utilized to maximize global EducationUSA programming and outreach, as well as indicate appropriate coordination with the recipient(s) of Component B and C, who will also be able to utilize the platform. If travel restrictions require a proposed in-person workshops or trainings to be delivered virtually, the recipient will be expected to submit an alternative training plan including hybrid or virtual programming for ECA’s review and approval.

8. Special Programs. EducationUSA runs two special exchange programs that complement its advising activities, and which require varying degrees of support from the implementing partner. Further details of responsibilities are enumerated under responsibilities of the recipient organization for Component A.

EducationUSA Academy for International High School Students

The Academy is a pre-college academic enrichment program for international high school students aimed at preparing them to successfully apply to U.S. colleges and universities. The

Academy is currently comprised of a network of approximately 15 diverse participating U.S.

higher education institutions, which may change over time. Most institutions host one four-week

Academy in the summer; some institutions host a winter Academy program. The Academy provides an immersive English language experience and students complete U.S. higher education preparatory content, participate in cultural exchange activities, and visit neighboring college and university campuses to gain exposure to the diversity of U.S. higher education. The program is designed for self-funded students who pay directly to their program of choice. Some U.S.

embassies support scholarships for low-income students.

The recipient will support ECA management, coordination, virtual outreach, and promotion of the program. No funding for program activities is required. In collaboration with ECA, the recipient will oversee and manage the current and future network of Academy partners, and maintain, update, and manage relevant online platforms. The recipient will coordinate with ECA to manage the placement of students funded through U.S. embassy support scholarships, and will develop, execute, and oversee new and existing Memorandums of Understanding (MOUs) that outline Academy requirements and expectations with participating institutions.

The recipient should also demonstrate the capacity to support ECA management of the

EducationUSA Academy if a hybrid or fully virtual format is deemed necessary, pending consultation with ECA. If a hybrid or virtual format is approved, the recipient will be expected to adjust existing plans and implement new host institution MOUs as needed, in consultation with ECA.

Opportunity Funds for Students The Opportunity Funds Program, managed by ECA/A/S/A in collaboration with REACs, advisers and Public Affairs sections of U.S. embassies, is a cohort advising program for high-achieving, financially-disadvantaged international students. In addition to providing specialized advising, the program pays the up-front costs for students to apply to U.S. colleges and universities, with the expectation that participants will be able to gain admission and secure scholarships from U.S. institutions. Proposals should also include administration of the

Opportunity Funds for the region in countries approved by ECA during the annual Strategic

Planning process. The proposal budget should include funding for this program based on maintaining a consistent number of participating students and centers in each country that currently has a program. In the past, funding comprised approximately 14% of the overall budget submission. The proposal narrative should give a detailed description of the program’s administration based on the EducationUSA Opportunity Funds Handbook.

The recipient will also support the management and collection of Opportunity Funds program data through the Data Reporting System (DRS). The recipient will coordinate with recipient(s) of Component B and C to ensure required Opportunity Fund program data is entered into the

EducationUSA Data Reporting System.

9. Program evaluation of all activities. The recipient will incorporate feedback, evaluation/assessment, and reporting into all aspects of program activities. Surveys and feedback mechanisms should be built into all relevant events, including adviser training. The recipient will be responsible for gathering, collecting, consolidating, and reporting, through required quarterly reports, formal and informal feedback, and assessments of all relevant activities from that quarter, and for ensuring that REACs undertake all relevant monitoring visits and submit reports in a timely manner, in addition to ad hoc reporting requested by

ECA as necessary. The award recipient will be expected to ensure that their evaluation framework is in keeping with the Bureau’s requirements and expectations for overall reporting and should be prepared to work with the Bureau’s monitoring and evaluation team as appropriate.

This relates to all program components: communications, REAC monitoring and training activities, events including fairs, special programs including opportunity funds, and adviser training. Evaluation activities will include:

Ongoing review of REAC functions and responsibilities as provided in the REAC

Handbook.

Monthly report on principal EducationUSA social media properties and web metrics.

Annual review and evaluation of REACs’ performance and accomplishments.

Evaluation of EducationUSA training and signature events (including the Washington, D.C. and Regional Forums).

Annual evaluation of above program components in conjunction with ECA.

ECA encourages applicants to propose innovative strategies for all aspects of the Global

EducationUSA Services program. The award recipient will have sufficient staff to ensure in-depth support for the above programmatic activities. Proposals should also describe the roles of REACs, REACs assistants, and headquarters program staff in program design and delivery.

A1. Substantial Involvement:

In a cooperative agreement, ECA/A/S/A is substantially involved in program activities above and beyond routine monitoring.

ECA/A/S/A’s activities and responsibilities for Component A: Global EducationUSA Services under the NOFO are as follows:

1. Provide policy guidance and direction to the award recipient, including providing policies and direction to REACs and recipient organization staff regarding substantive advising issues.

2. Approve key personnel staff selections. Key personnel determined to include REACs and domestic staff contributing 50% or more Level of Effort (LOE).

3. Approve selection and hiring of EducationUSA virtual adviser(s) in conjunction with

REAC(s).

4. Assist REACs in obtaining access to and related support from, as relevant, U.S.

embassies/consulates, and facilitate REAC and recipient communications with the U.S.

Department of State, including Public Affairs sections, as well as with Binational

Centers, Fulbright Commissions, and American Spaces where relevant.

5. Review and approve annual EducationUSA advising strategic plans and corresponding budgets from Public Affairs sections of U.S. embassies/consulates, and soliciting input from REACs.

6. Approve annual strategic communications and marketing plan and establish guidance for all program design templates, written products, technology resources, and social media platform management to ensure that materials and resources align with EducationUSA’s coordinated global communication and marketing strategy and U.S. State Department requirements.

7. Review and approve plans for REAC and EducationUSA adviser travel requests, professional development nominations, and workshop venues and agendas.

8. Approve plans and content for and participate in EducationUSA forums and other special events.

9. Oversee and monitor the quality of global advising services through a review of REAC site visit reports in consultation with Public Affairs sections at U.S. embassies/consulates, and utilize recommendations from the recipient and REACs to review and approve all proposals for the closure of existing EducationUSA centers or the opening of new ones.

10. Approve annual EducationUSA adviser professional development plan and review

EducationUSA adviser professional development curricula and program location, content, and scheduling.

11. Oversee program administration under the cooperative agreement, including the review of all programmatic performance reports, and the implementation of quarterly meetings as needed to review outstanding programmatic activities. Satisfactory performance in the current award year is a condition for the invitation to submit a proposal for a non-competitive renewal award in the subsequent fiscal year.

12. EducationUSA Academy. ECA/A/S/A collaborates with award recipient to oversee program management and the evaluation of host campus programs, secure scholarships from U.S. missions, and communicate with relevant internal and external stakeholders.

13. Opportunity Funds. ECA plays a coordinating role between recipients of Components A, B, and C herein involved in Opportunity Funds Program management, coordinates policy and messaging related to the Opportunity Funds Program, and liaises with REACs regarding data entry by all participating EducationUSA centers.

14. It should be noted that ECA/A/S/A will review and approve substantive changes to program delivery methods due to travel restrictions that prevent in-person events from implementation in coordination with the Bureau’s Grants Division.

A2. Recipient Responsibilities

The responsibilities of the recipient organization for Component A: Global EducationUSA

Services are listed below. ECA expects that the Component A recipient will coordinate with B and C award recipient(s) as needed for relevant program activities.

1. The recipient will employ all REACs, and sufficient REAC administrative staffas needed to provide equitable support globally to support REACs in performing their primary duties, whileensuring that REACs are legally employed to work in their respective locations. The recipient will develop annual REAC work and travel plans, coordinate and ensure timely collection of REAC reporting, and conduct end-of-year REAC evaluations. REAC positions may be adjusted, reduced, or supplemented in consultation with ECA. Employment support encompasses:

REAC and REAC assistant salaries and benefits;

REAC office costs;

REAC travel for in-person (where feasible) monitoring, evaluation, and training visits to all regional EducationUSA advising centers no less than approximately once in three years., per guidance stipulated in the REAC Handbook; and

REAC training and professional development.

2. The award recipient will provide sufficient support (including providing REAC assistants or other support services) and monitoring for REACs to ensure that they are able to fulfill the following expectations:

Engage ECA, U.S. embassies/consulates, heads of advising center host institutions

(including Fulbright Commissions, Binational Centers (BNCs), American Spaces, etc.), and advisers in relation to advising center and program management, to ensure productive collaboration among all stakeholders, promote the EducationUSA brand, and further the U.S. Department of State’s public diplomacy goals related to the promotion of

U.S. higher education.

Serve as higher education…