FY 2022 Fulbright Scholar NOFO POGI.pdf

PROJECT OBJECTIVES, GOALS, AND IMPLEMENTATION (POGI)

FY 2022 Fulbright Scholar Program

Funding Opportunity Number: SFOP0007707

Office of Academic Exchange Programs, ECA/A/E

The POGI guidelines apply specifically to the Notice of Funding Opportunity (NOFO) issued by the Office of

Academic Exchange Programs (ECA/A/E) for the FY 2022 Fulbright Scholar Program. Your proposal must conform to the solicitation, the guidelines stated in this document, and the standard Proposal Submission

Instructions (PSI). Any application not adhering to the conditions set forth herein may be deemed technically ineligible. These guidelines are specific to the program mentioned above and are IN ADDITION TO the

Standard Guidelines outlined in the PSI. If there is a perceived disparity between the standard and program specific guidelines and the program information supplied in the accompanying solicitation, the solicitation is to be the dominant reference.

I. STATEMENT OF WORK

Pending the availability of funds, the Bureau of Educational and Cultural Affairs (ECA) of the U.S. Department of State will enter into a Cooperative Agreement with a U.S. public or private non-profit organization meeting the provisions of a 501(c) 3 to administer the FY 2022 Fulbright Scholar Program. The Fulbright U.S. and

Visiting Scholar Programs annually provide approximately 958 awards to U.S. scholars and professionals to lecture and/or conduct research abroad and approximately 1,037 awards to visiting (non-U.S.) scholars to lecture and/or conduct research in the United States. In addition to providing administrative services for the core U.S. and visiting scholar programs, the cooperating organization will be responsible for administering several related Fulbright Scholar Program components and activities, including, but not limited to, the Fulbright

Public Policy Fellowship, Fulbright Global Scholars Program, Fulbright Scholar-in-Residence Program (S-I-R), International Education Administrator Seminars (IEA), Fulbright Outreach Lecturing Fund (OLF), and topic-based research initiatives such as the Fulbright Arctic Initiative. An abridged calendar of program activities is included below in subsection I.

Projected participant numbers for each of these programs are included in the chart below. ECA reserves the right to reduce, revise, or increase funding amounts and participant numbers, pending the availability of funds, the needs of the program, and U.S. Department of State foreign policy priorities. Should the Fulbright Scholar

Program be awarded for FY 2022 to an organization that does not currently administer the Program, the new organization and the current administrator of the Fulbright Scholar Program will be required to collaborate closely to ensure a successful transition.

FY 2022 Fulbright Scholar

Program Component

U.S.

Scholars

Visiting

Scholars

Total

Scholars

Core One or Two Semester

Awards

1,818

Fulbright Public Policy

Fellowship

12 0 12

Fulbright Global Scholars

Program

25 0 25

Scholar-in-Residence

Program

International Education

Administrators Seminars

Fulbright Arctic Initiative or Special Regional

Program

The proposal should demonstrate a clear understanding of current trends in U.S. higher education and knowledge of higher education conditions in other countries, including those traditionally underrepresented in academic exchange.

Proposals should demonstrate flexibility and creativity in program planning and administration given the ongoing global crisis presented by the COVID-19 pandemic. The crisis may pose significant challenges to normal or routine program administration in all areas, including recruitment, outreach, screening and selection, and post-nomination services for U.S. scholars, and affiliation, monitoring and support services, orientation, and enrichment programming for visiting scholars. When appropriate, proposals should discuss areas of possible impact on program operations and provide alternatives to normal program operations to mitigate further program disruption. As relevant, proposals should present options for virtual and/or hybrid (mix of virtual and in-person) activities to augment in-person engagement with all program stakeholders.

A. U.S. Scholar Program

The Fulbright U.S. Scholar Program provides awards to approximately 958 U.S. Scholars to travel to more than

150 partner countries to conduct advanced research and teaching at institutions abroad. For the core U.S.

scholar program, programs range in duration from one semester to a full academic year. Responsibilities of the award recipient for the Fulbright U.S. Scholar Program include:

A.1 Recruitment of Applicants

The award recipient will prepare a creative and comprehensive plan for recruitment of U.S. scholar applicants for all grant opportunities.

The recruitment plan should make clear the primary purpose and audience for key messages, making sure to differentiate between recruitment needs and general program marketing and promotion. A separate outreach and marketing plan for general marketing and promotion is requested later in this POGI and should include the use of multiple communications platforms and social media assets as a vehicle to share the impact and value of the program, rather than as a tool for direct recruitment. A successful recruitment plan will provide specific strategies for attracting a well-qualified and diverse pool of applicants. All aspects of diversity included in

ECA’s Diversity Statement should be addressed in the recruitment plan including institutional, geographic, racial, gender, ethnic, age, religious, socio-economic status, disability, sexual orientation, and gender identity.

It should also account for current diversity priorities of the Fulbright Program, including national representation

( urban/suburban/rural) and the inclusion of the various religious, political, and cultural backgrounds and viewpoints found in the United States. Applicants should include targeted recruitment efforts to attract qualified individuals from traditionally underrepresented populations, including, but not limited to racial and ethnic minorities, applicants with disabilities, veterans, applicants from different categories of higher education institutions (based on Carnegie classifications), including community colleges, applicants from minority serving institutions (MSIs), and applicants from diverse academic fields. The recruitment plan should also include strategies for recruiting on a country/program and award-level basis.

The recruitment plan is subject to ECA/A/E’s approval and should be carried out in ongoing coordination with

ECA/A/E, following all relevant Fulbright branding guidance and ECA communications requirements.

ECA’s sponsorship, management, and oversight of the Fulbright Program must be emphasized in all recruitment activities and the http://eca.state.gov/fulbright website should be given as the primary source for general program information.

A competitive proposal will include a robust recruitment plan, which should include the following:

A comprehensive plan to attract qualified U.S. scholars, including early career academics (those receiving doctoral degrees within the past five years).

A separate plan focused on the recruitment of applicants outside academia (such as attorneys, artists, journalists, and business professionals), including the targeted recruitment of applicants in public policy fields.

Strategic approaches to attract and engage faculty and administrators from community colleges, minority-serving institutions (MSIs), and institutions traditionally underrepresented in the program across the United States (rural institutions, service academies, agricultural and technical schools, etc.).

Proposed recruitment materials and activities, including, but not limited to, print and online content, social media assets, videos, conferences and campus visits, and other in-person or virtual outreach http://eca.state.gov/fulbright activities and events. Print and electronic recruitment and outreach publications may include targeted advertisements, flyers, one-pagers, brochures, and infographics, etc.

A strategy for utilizing virtual recruitment tools, including videoconferences, and a roadmap for implementing a series of high-quality and engaging general information and program-specific webinars for potential applicants.

Detailed plans for undertaking recruitment in specific disciplines and for specific countries and awards within countries. This should include ideas for coordinating with Fulbright commissions and U.S.

embassies involved in recruitment and outreach for the Fulbright U.S. Scholar Program.

A targeted approach for engaging Fulbright U.S. Scholar Program alumni to assist in recruitment initiatives and activities for new applicants, and to provide these alumni with preparatory training to ensure successful participation.

A strategy for the development of and innovative uses for a Fulbright U.S. Scholar Program website, as well as other relevant digital platforms, especially social media, for both specific and general recruitment.

Proposals for potential partnerships with academic, non-profit, and private sector organizations to reach new and underrepresented audiences for the Fulbright U.S. Scholar Program.

Proposed staff participation, including virtual participation as well as travel to U.S. campuses and relevant conferences for presentations, recruitment, and networking with program alumni and administrators with a goal of increasing participation in the program.

A plan for media relations and engagement which includes a communications strategy to successfully pitch stories and articles highlighting the program’s impact, prominent alumni, and award opportunities to publications at various levels, including but not limited to campus, local media, national higher education and traditional media.

A plan for successful collaboration, including recruitment synergies, with other ECA programs that the award recipient administers, and/or with the U.S.-based cooperating partners that administer the

Fulbright Student Program and the Fulbright Specialist Program.

Suggested activities that would contribute to the celebration of the Fulbright 75th Anniversary in the remaining months of calendar year 2021. Activities may be in-person and/or virtual and should involve program participants and alumni, home and host institutions, and other program stakeholders.

Additional recruitment activities not listed above are encouraged and should be outlined in the proposal.

In addition to providing a recruitment plan, the award recipient will:

Develop a strategic approach to U.S. scholar outreach, including targeted engagement with U.S. higher education leadership to increase support of, and participation in, the Fulbright Program. This includes ongoing review and analysis of all aspects of the U.S. scholar program model to ensure that the program is responsive to the needs of U.S. scholars and higher education institutions.

Submit a plan to ensure that a well-developed network of U.S. campus contacts for the Fulbright Scholar

Program is appropriately identified, trained, and informed to act as program representatives at their respective institutions and are empowered to play a robust role in local recruitment and program promotional efforts. Due to the need for local recruitment at U.S. colleges and universities nationwide, the award recipient must identify representatives at a broad range of institutions, particularly at MSIs and community colleges. The award recipient should maintain a list of all Fulbright campus contacts accessible to ECA/A/E staff and other Fulbright Program partners. Campus representatives are expected to share information about all Fulbright Program components, including the Fulbright Specialist

Program and Fulbright Student Program, on their respective campuses.

Work with appropriate diversity-focused educational, professional, and academic newsletters, journals and online publications to promote the Fulbright Scholar Program and award opportunities for Scholars.

Assist scholar program alumni in highlighting their Fulbright alumni status, and encourage alumni to identify themselves as Fulbright alumni and share their Fulbright experience at discipline-specific or other conferences not related to academic exchange. Propose methods for highlighting the Fulbright status of these alumni, including their professional achievements, to all conference attendees.

Provide participants and alumni with information about Fulbright alumni networks, especially the

Fulbrighter online network and the Fulbright Association, and encourage them to participate and share their alumni stories, which may be used for recruitment purposes.

Plan and implement regional and institution-specific recruitment workshops, both in-person and virtual, for administrators and faculty from targeted campuses. This should include workshops serving underrepresented audiences, such as HBCUs, MSIs, and community colleges, as well as other institutions serving diverse audiences in selected locations across the United States in conjunction with

MSI organization/association conferences. Institution-specific activities should identify innovative methods for engaging faculty and administrators on campus.

Plan and implement regional or organization-specific workshops (or other recruitment events) for professionals outside of academia.

Provide ECA/A/E with a list of proposed recruitment workshops and information on conferences and meetings where award recipient staff will make presentations. Information about specific events should include diversity-focused conferences and meetings and be provided to ECA at least four months prior to each event.

Plan for and solicit ECA participation in all its virtual activities and Washington, D.C.-area recruitment activities, as well as other major events. Information about specific events, including drafts of schedules and outlines of proposed presentations, should be provided to ECA at least three months prior to each event.

Publish a public, online directory of Fulbright U.S. Scholars receiving awards each year. The Fulbright

U.S. Scholar Directory should include the name of each participant, home state, country of assignment, field (research/lecturing topic), and U.S. and host institutions (as appropriate).

Issue an annual request to U.S. embassies and Fulbright commissions to review and update U.S. scholar award opportunities using an online editing platform, in close coordination with ECA/A/E. The award recipient should then incorporate the submitted updates for publication on the Fulbright Scholar

Program website no later than February 2022. This listing should contain details regarding opportunities for Fulbright U.S. Scholar awards for academic year 2023-2024, and include various indices for U.S.

applicants to search for suitable awards.

Develop and keep updated outreach and recruitment mailing and email lists. In addition, develop a comprehensive list of publications by regional academic associations, professional organization, the private sector, and specialized groups, and assess their applicability as appropriate outlets for targeted

Fulbright recruitment.

Design and implement recruitment materials and activities including, but not limited to, print and online content, videos, conferences and campus visits, and other virtual and in-person events. Recruitment materials should include descriptions of the experiences and accomplishments of individual program participants, host campuses, impact on the host community and/or country, and alignment with program goals. Individuals and institutions featured in recruitment materials and activities should align with the

U.S. Department of State’s public diplomacy goals, and should, whenever possible, show the impact of the program, especially on U.S. institutions and communities including those serving diverse audiences.

Utilize public or subscription-based database(s) of academic research and scholarship for targeted recruitment of U.S. scholars, and provide access and training for Fulbright commission staff on the use of the database(s).

Propose appropriate staffing levels and structure to effectively implement all proposed recruitment activities and initiatives.

Provide information on the Fulbright Student Programs at all of the award recipient’s recruitment events and opportunities.

Manage social media assets specific to the Fulbright U.S. Scholar Program; ensuring that social media assets are used both as a recruiting tool and to broaden the impact of the program. This will include participant profiles, specific recruitment messages, and infographics and data visualization.

A.2 Application, Screening, and Independent Selection Process

Maintaining an effective, merit-based selection process is a key requirement for the success of the Fulbright

U.S. Scholar Program. The award recipient will be responsible for managing the application submission, technical review, and screening and selection process.

Applicants should demonstrate organizational capacity and plans to support the following activities for application submission, screening, and selection:

In consultation with ECA/A/E, develop, maintain, and publicize an online application form for Fulbright

U.S. Scholar awards.

Respond to queries by phone, electronically, or in person from potential applicants to the program.

Receive and screen all applications submitted to the program and conduct a technical review of all applications received for eligibility and completeness, based on Chapter 600 of the Fulbright Foreign

Scholarship Board (FFSB) Policies (http://eca.state.gov/files/bureau/board_policy_chapter_600.pdf).

Provide a checklist of criteria by which the applications were screened, and confirm that screening has taken place when slates of recommended candidates are transmitted to ECA/A/E.

Assess the need for screening of U.S. scholar applications for plagiarism and, if necessary, make recommendations to ECA/A/E on potential use of screening software for this purpose.

As part of the application review process, screen applicants for eligibility under FFSB Policy 626.2

(Persons Arrested for, Indicted for, Charged with, or Convicted of a Felony or a Misdemeanor; or

Subject to Disciplinary Measures for Misconduct). Collect additional documentation from applicants, as necessary, and transmit to ECA/A/E for eligibility review by the FFSB.

Propose a peer review timeline and process, including: arranging a review of applications by external review committees; recruiting, selecting, and training appropriate academic and professional experts to review applications; and observing program diversity objectives. Peer review committees should include, but not be limited to, Fulbright U.S. Scholar alumni and representatives from diverse populations. Reviewers should have country or regional experience in addition to discipline expertise.

ECA/A/E staff will serve as observers and resources at the panel meetings, in order to offer program background and context to committee members when relevant. The award recipient must provide

ECA/A/E with biographical information on the panel members and logistics for these committees three to four weeks prior to the meetings (or at the same time that review committees receive their application materials).

The proposal for peer review may include an approach to convening external review committees that allows for up to half of the committees to convene virtually, while still providing for real-time discussion of scholar applications. Possible factors for determining in-person versus virtual panel review may include the following: academic discipline, number of applications, availability or location of reviewers, etc. This “hybrid” approach must include ECA/A/E staff as observers and ensure that

ECA/A/E staff receive all panel review materials as outlined in the bullet above.

In December 2021, provide ECA/A/E with the results of the peer review process, including data on the number of applications and recommended candidates for all U.S. scholar awards, by country and world region.

Submit the applications of candidates recommended by the peer review committees to U.S. embassies http://eca.state.gov/files/bureau/board_policy_chapter_600.pdf http://eca.state.gov/files/bureau/board_policy_chapter_600.pdf and Fulbright commissions through an electronic system for in-country review and track responses in a timely manner.

Assist in arranging post-peer review videoconferencing between commissions/U.S. embassies and U.S.

scholar candidates, as requested.

Submit the applications of candidates to ECA/A/E for transmittal to the Fulbright Foreign Scholarship

Board for final selection. Working with the administrators of other Fulbright Programs, maintain and update the online transmittal system by which applicant data is transmitted to ECA and the FFSB for all

Fulbright Student and Scholar Programs.

A.3 Post–Nomination Services

Fulbright U.S. Scholar Program applicants who are recommended through the peer review process are nominated for further consideration by the FFSB and binational Fulbright commissions or U.S. embassies overseas. In FY 2022, the award recipient’s selection responsibilities will begin with post-nomination services for U.S. scholars who have been recommended and nominated for further consideration prior to final selection by the FFSB.

Following the nomination of Fulbright U.S. Scholar candidates through the peer review process, the award recipient will:

Respond to queries from candidates about awards after nomination and before final selection decisions.

Prepare and send notification letters to applicants who are not selected for awards (non-select letters).

Prepare and send correspondence to all selected and alternate Fulbright U.S. Scholars, informing them of their status in a timely manner. This includes notification of final FFSB selection.

Process participant withdrawals from the program and notify ECA/A/E; indicate availability of alternates. Ensure that Fulbright commissions and U.S. embassies are promptly informed of any changes.

Provide pre-departure advice and information to all participants. Prepare and distribute country-specific information that has been cleared by appropriate ECA/A/E staff.

Provide an electronic system to collect, review, and track participant medical clearance forms, in consultation with ECA and other Fulbright Program partners worldwide. Ensure that the system facilitates the medical clearance process for selected participants while safeguarding personally identifiable information (PII). Contract with a qualified physician for review of medical forms and suggest methods for establishing a pool of qualified medical professionals as future resources.

Systematize a method for pre-notifying ECA when there is a conditional medical clearance to ensure that the nominee, Fulbright commission, and/or U.S. embassy address concerns prior to host affiliation and arrival in country.

Prepare grant terms and conditions documents for Fulbright U.S. Scholars going to countries without

Fulbright commissions and certain Fulbright commission-countries, as directed by ECA/A/E.

Respond to questions from Fulbright U.S. Scholars on issues related to their awards, including status of affiliation, stipend levels, dependent allowances and schooling, and housing allowances.

Advise participants on regulations regarding use of U.S. airline carriers for U.S. government-funded travel. The award recipient should ensure that relevant travel adheres to regulations of the “Fly America

Act.”

Enroll participants going to countries without Fulbright commissions in ECA’s health benefits program, Accident and Sickness Program for Exchanges (ASPE) and/or other health benefits plan as directed by

ECA.

Advise grantees participating in ASPE of program policies, benefits, limitations, and procedures for filing claims.

Develop and submit a comprehensive monitoring plan for the Fulbright U.S. Scholar Program, including specific approaches to monitoring scholars on special programs, such as the Global Scholars or the

Fulbright Public Policy Fellowship Program. The safety and security of U.S. citizens overseas is a top priority for the Fulbright Program. The monitoring plan should clearly indicate which staff members are responsible for the monitoring of U.S. Scholars and the level of effort anticipated. In consultation with

ECA/A/E, establish protocols for systematic monitoring of Fulbright U.S. Scholars through both in-person and/or virtual engagement. At a minimum, the award recipient should communicate with program participants at the beginning and end of the grant period, and at least one additional time during the program. However, ECA welcomes the proposal of even more robust monitoring protocols.

Fulbright U.S. Scholars should have clear points of contact to address any concerns or issues while on program. This plan does not supersede the role and responsibilities of Fulbright commissions and U.S.

embassy Public Affairs Sections for in-country monitoring, which are outlined in the Commission

Manual and the Foreign Affairs Manual (FAM). The proposed monitoring plan should include a clear approach to ensuring communication about grantee issues with ECA/A/E, and Fulbright commissions, and U.S. embassies.

Assist ECA in handling crises affecting U.S. participants abroad, such as medical emergencies and medical evacuations, including mental and physical health issues; natural disasters; political or societal unrest; and repatriation of remains. This includes emergency support services in the event of program suspensions and/or circumstances necessitating the repatriation of U.S. scholars from overseas.

In accordance with Federal, Department of State, and Fulbright Program policy and practice, and in close consultation with ECA/A/E, work with participants with disabilities, on a case by case basis, to assess the need for reasonable accommodations and to provide support for program participation.

A.4 Pre-Departure Orientation Programs (PDO)

The Fulbright Scholar Program award recipient is responsible for managing logistics for all components of the in-person and virtual pre-departure orientation programs for participants of the Fulbright U.S. Scholar Program, as well as for participants of the Fulbright U.S. Student Program, including the Fulbright-National Geographic

Fellowship Programs and the Fulbright-Fogarty Fellowships in Public Health. In coordination with ECA/A/E and Fulbright Student Program award recipient staff, the Fulbright Scholar Program award recipient will:

In consultation with ECA/A/E, plan and administer up to eight interactive, multiple format, two- to three-day PDO programs. Orientation size will vary depending on the number of grantees for each component of the program. Orientations for Fulbright U.S. Scholar and Fulbright U.S. Student

Programs should include separate sessions for the Fulbright English Teaching Assistant Program, focusing on teaching techniques and classroom management.

In consultation with ECA/A/E, create an overall timeline for all PDO programs, including planning dates and deadlines. If deviating from those timelines, notify ECA/A/E immediately and provide a summary of implications related to any delay.

Produce a plan to utilize U.S. embassy staff and program alumni to provide insight, support, and guidance to participants, though in-person or virtual participation and mentorship. Also, provide participants with alumni-specific resources, like the Fulbrighter networking platform, and encourage their use in preparation for departure.

Conduct a competition to solicit proposals from eligible organizations, including higher education institutions or other qualified organizations to organize PDO events and content. Manage the RFP process and selection of hosting institutions in collaboration with ECA. Identify PDO venues according to participant numbers, dates and other parameters set by ECA/A/E, negotiate cost-effective contracts for venues and services as needed, and coordinate with selected venues on PDO logistics as required.

The award recipient should not sign any contracts with selected implementing organizations until receipt of approval from ECA/A/E.

Develop and maintain a Pre-Departure Resources web platform to provide orientation information and country specific materials and fact sheets.

Work with ECA/A/E to develop and implement an outreach or media strategy to publicize PDO programs and Fulbright grantees attending the programs.

For all PDO program activities, provide staffing plans to ECA no less than two weeks in advance of each event.

Distribute meal and incidental expenses (M&IE) and honorarium payments to PDO attendees, including

Fulbright grantees, invited alumni, speakers, and facilitators to cover their expenses at the PDO.

A.5 Program Planning and Reporting Management

The applicant's proposal should demonstrate how mutual understanding, lasting academic and professional connections, and the achievement of long-term U.S. foreign policy goals with participating countries would be developed and strengthened through Fulbright Scholar exchanges. The award recipient will:

Maintain participant data electronically, including individual grant amount, home and/or host institution cost-share, and fiscal year of funding. Required data fields for the electronic data system include, but are not limited to, the following: first name; middle name; last name; gender; date of birth; country of citizenship; country of program; country of residence; participant type; field of study/research topic;

home institution; host institution or affiliation; Fulbright Program category/subcategory; fiscal year of funding; award amount; home/host U.S. state; and Congressional district. Ensure data is accurate prior to submitting to ECA for inclusion in U.S. Department of State statistical reports.

Propose virtual or “blended” (combined in-person and virtual) activities to enhance and supplement in-person exchange activities, including activities involving program alumni.

Design interim and final participant reports and an online system for their submission and ensure that scholars complete these programmatic reports as required. Ensure that submitted participant reports are easily accessible to ECA/A/E, Fulbright commissions and U.S. embassies.

In consultation and with the approval of the ECA/A/E regional branches, respond to renewal/extension inquiries and requests from participants.

Submit all required reports. (See section on “Program Reporting” under “Program Specific Guidelines” for guidance on required statistical and financial reports.)

Begin program planning for application review, screening and selection (see A.2 Application, Screening, and Independent Selection Process), for applications submitted under the recruitment conducted for the

2022-2023 cohort (see A.1 Recruitment of Applicants).

B. Fulbright Visiting Scholar Program

The Fulbright Visiting Scholar Program provides grants to approximately 1,037 visiting scholars from over 120 partner (foreign) countries to conduct advanced research and teaching at U.S. institutions, for programs ranging from an academic semester to an academic year. Responsibilities of the award recipient for the Fulbright

Visiting Scholar Program include:

B.1 Outreach

The award recipient should, in close consultation with ECA, develop a broad strategy for publicity and outreach for the Fulbright Visiting Scholar Program that includes a focus on internationalizing the U.S. campus and diversifying the group of institutions participating as hosts in the Fulbright Scholar Program. The award

Advise ECA on issues regarding the placement of Fulbright Visiting Scholars at U.S. universities and other appropriate institutions for collaborative research, teaching, or professional engagement.

Publish an online directory of Fulbright Visiting Scholars receiving awards each year, including updates on a regular basis in order to maintain the most accurate information.

Encourage current Fulbright Visiting Scholars to assist in the recruitment of candidates for the Fulbright

U.S. Scholar Program and Fulbright U.S. Student Program and provide them with the appropriate resources and information to undertake this activity at their home institutions or elsewhere.

B.2 Fulbright Outreach Lecturing Fund (OLF)

The Fulbright Outreach Lecturing Fund enables U.S. colleges and universities to request short-term (two- to six-day) visits by Fulbright Visiting Scholars in the United States. Participants have already been selected as

Fulbright Visiting Scholars and are on their scholar programs in the United States. Scholars engage with the host OLF institutions and surrounding communities in a variety of ways in an effort to assist the internationalization of U.S. academic institutions, promote the Fulbright Program, and provide visiting scholars with additional U.S. experiences. Approximately 200 OLF visits are funded per fiscal year. The award

In consultation with ECA/A/E, produce and disseminate materials to promote Fulbright Outreach

Lecturing Fund opportunities to U.S. colleges and universities, emphasizing that OLF activities are driven by the needs of the U.S. host institutions and preference is given to institutions less engaged with the Fulbright Program. Particular attention should be devoted to encouraging MSIs, community colleges, small liberal arts colleges, rural colleges and universities, military service academies, and higher education institutions in underrepresented states/geographic areas to apply to host Fulbright

Visiting Scholars through the OLF.

Develop and disseminate materials that advise visiting scholars about the OLF program and how to participate.

Develop and disseminate OLF materials to Fulbright commissions and U.S. embassies to ensure that grantees are made aware of OLF and provided with up-to-date guidance during pre-departure orientations abroad.

Provide promotional materials that assist scholars participating in the OLF program to promote other

Fulbright grant opportunities, managed by all Fulbright implementing partners, to the host academic communities they visit through OLF.

Work with U.S. institutions and with Fulbright Visiting Scholars to arrange OLF travel and/or complete travel reimbursement procedures, make other logistical arrangements as needed, and obtain host institution and visiting scholar reports on completed OLF visits.

Provide ECA/A/E with quarterly and final reports on all OLF activity. Quarterly reports should be both programmatic and financial in nature; including information such as scholar name, home country, discipline, home and host institution, host institution type, activity, cost, cost-share, etc. The final OLF report is due by November 30, 2021 and should be included in the Joint Annual Report (JAR).

Integrate OLF activities into the broader recruitment and outreach plans for all Fulbright Programs. For example, promote the Fulbright OLF Program at scholar enrichment events, encourage host institutions to publicize OLF activities as a means of promoting the larger Fulbright Program, collect and utilize impact stories from OLF engagement and share with the ECA/A/E Outreach staff, promote continued engagement between the scholar and the OLF host institution, etc.

The award recipient’s staffing model must include a level of effort consistent with the needs of OLF activities, and should be clearly indicated in any organizational charts.

B.3 Screening and Affiliation

The award recipient is responsible for applicant screening and arranging and/or confirming institutional affiliations, as necessary, for Fulbright Visiting Scholars in tandem with work done by nominating bilateral

Fulbright commissions and U.S. embassies. The award recipient will:

Receive and screen all nominated applications from binational Fulbright commissions or U.S. embassies and conduct a technical review for program eligibility and application completeness. The award recipient will screen all applications for eligibility and suitability according to Chapter 700 of the

Fulbright Policies (https://eca.state.gov/files/bureau/chapter-700_0.pdf), provide ECA/A/E with a checklist of criteria by which the applications were screened, and confirm that screening has taken place at the time that slates of nominated candidates are transmitted through ECA/A/E to the FFSB for selection.

As part of the eligibility screening, implement a plagiarism review of all visiting scholar applications.

Confirm institutional affiliation for self-placed scholars from countries designated by ECA/A/E. The majority of visiting scholars are currently self-placed and arrange their own affiliations in the United

States.

Arrange affiliations for Fulbright Visiting Scholars (approximately 50 to 100 scholars annually) at appropriate U.S. institutions. The award recipient should make U.S. embassies, Fulbright commissions, and potential applicants aware of the affiliation services available for visiting scholars in need of assistance. To the greatest extent possible, Fulbright Visiting Scholars should be placed at minority-serving institutions, institutions of higher education in underserved geographic locations including rural communities, and community colleges that have less opportunity for, or experience with, hosting foreign lecturers and researchers.

Encourage and maximize host institution cost-sharing for all visiting scholar affiliations and provide detailed reports to ECA on actual cost-share. Monitor trends in host institution cost-share and other conditions affecting the Fulbright Visiting Scholar Program.

Submit slates of Fulbright Visiting Scholar Program candidates from countries to ECA/A/E for transmittal to the FFSB for final selection, as needed.

B.4 Basic Support Services

The award recipient will provide the following basic support services for the Visiting Scholar Program:

Consult with ECA/A/E regarding the review of medical clearance forms for select visiting scholars;

contract with a qualified physician for the review of medical forms in consultation with ECA/A/E.

Collect data on primary and secondary health coverage for each participant enrolled in ASPE or other health benefits plan as directed by ECA.

Advise grantees participating in ASPE of the program policies, benefits, limitations, and procedures for filing claims.

Provide all visiting scholars with information about supplemental health, including health coverage for dependents. Confirm health benefit coverage for all dependents per J visa requirements.

Prepare grant terms and conditions documents for participants from all countries without Fulbright commissions and some countries with Fulbright commissions, as directed by ECA/A/E, using established monthly stipend and allowance rates. Develop standard or template terms and conditions for use by Fulbright commissions when issuing grants to commission-administered participants.

In consultation with ECA/A/E, determine rates for participant monthly stipends (for housing and maintenance) and allowances. Request ECA approval of any changes to established stipend levels, as needed.

Serve as Alternate Responsible Officers (AROs) for the issuance of DS-2019 forms via the Student and

Exchange Visitor Information System (SEVIS), monitoring and maintaining appropriate nonimmigrant visa status for scholar participants at all times. Prepare DS-2019 forms for all Fulbright Visiting

Scholars and their dependents and expedite delivery of these forms to Fulbright commissions and U.S.

embassies, well in advance of grant start dates to allow for scheduling of J-visa interviews at the appropriate U.S. embassy or consulate overseas.

Provide timely documentation for participants’ continuation of stay in the United States, border crossings, and employment. Process scholar employment authorizations per Department of Homeland

Security regulations and in conjunction with ECA/A/E. Ensure that participants abide by all J-visa regulations.

Assist with incoming and return travel for select countries. The award recipient should ensure that relevant travel adheres to regulations of the “Fly America Act.”

In consultation with ECA/A/E, arrange transfer of J visa program sponsorship to U.S. universities when

ECA/A/E and Fulbright commissions or U.S. embassies approve such requests.

Contract with a tax service provider to assist visiting scholars in complying with Federal and state income tax regulations. In accordance with The Tax Reform Act of 1986, The Tax Cuts and Jobs Act of

2017, and other legal requirements calculate the appropriate income tax amounts to be withheld from visiting scholar grants.

Help participants comply with federal, state and local regulations, including but not limited to those related to tax liability (report incoming travel benefits to IRS), indebtedness, and expired permission to reside in the United States.

Develop and submit a comprehensive monitoring plan for the Fulbright Visiting Scholar Program, including specific approaches to communicating with U.S. host institutions. The safety and security of visiting scholars in the United States is a top priority for the Fulbright Program. The monitoring plan should clearly indicate which staff members are responsible for the monitoring of visiting scholars and the level of effort anticipated. In consultation with ECA/A/E, establish protocols for systematic monitoring of Fulbright Visiting Scholars through both in-person and/or virtual engagement. At a minimum, the award recipient should communicate with program participants at the beginning and end of the grant period, and at least one additional time during the program. However, ECA welcomes the proposal of even more robust monitoring protocols. Fulbright Visiting Scholars should have clear points of contact to address any concerns or issues while on program. This monitoring plan should also include a clear approach to ensuring communication about grantee issues with ECA/A/E, Fulbright commissions and U.S. embassies, when necessary.

Proactively monitor Fulbright participants’ status, focusing on issues such as cultural adjustment, physical and mental health, personal safety, and overall success for their duration of sponsorship, ensuring that there is effective networking among participants in the same host institution or region, and with the U.S. scholars, faculty, and communities in which they are placed.

Alert ECA/A/E to any major issues that arise related to scholar well-being in a timely manner. In consultation with ECA/A/E, develop detailed protocols to standardize best practices in response to academic, legal, medical, and other participant issues.

Provide ECA/A/E with an alert list, which includes information on participants who require additional monitoring.

Design interim and final participant report templates and an online system for their submission and ensure that visiting scholars and host institutions complete these programmatic reports. Ensure that submitted reports are easily accessible to ECA/A/E, Fulbright commissions and posts.

Assist ECA in handling crises affecting visiting scholars in the United States, such as medical emergencies and medical evacuations, including mental and physical health issues; natural disasters; and repatriation of remains. This includes emergency support services in the event of program suspensions and/or circumstances necessitating the repatriation of visiting scholars.

Process extensions, renewals, withdrawals and transfers of J-visa program sponsorship, after obtaining

ECA/A/E approval regarding such requests, as necessary. Inform and seek advance approval from

Fulbright commissions and U.S. embassies as appropriate.

Propose virtual or “hybrid” (combined in-person and virtual) activities to enhance and supplement in-person exchange and the enrichment activities outlined below, including activities involving program alumni.

B.5 Enrichment

Fulbright Visiting Scholar enrichment programs currently consist of 1) thematically focused three- to four-day enrichment seminars for approximately 75 visiting scholars per seminar, that are held in different parts of the

United States, 2) a series of local enrichment activities and events organized in predetermined “Anchor Cities” where there are large concentrations of Fulbright Visiting Scholars, and 3) a virtual professional development series with sessions offered throughout the academic year allowing for visiting scholar participation regardless of varying individual program start dates. The purpose of enrichment activities is to enable scholars to experience the United States, engage with U.S. citizens and each another, participate in professional development opportunities, and explore topics of national and global importance.

The award recipient will work closely with ECA/A/E in the development of a cohesive plan for Fulbright

Visiting Scholar enrichment activities, which will include:

1) Organizing one competition to solicit proposals from eligible organizations to plan, implement, and evaluate up to four in-person Fulbright Visiting Scholar thematically-focused enrichment seminars.

2) Organizing one competition to solicit proposals from eligible organizations to plan, implement, and evaluate a series of local enrichment events and activities in specific locations (“Anchor Cities”) with significant numbers of Fulbright Visiting Scholars (Atlanta, Boston, Chicago, Los Angeles, New York

City, and San Francisco). Eligible organizations include non-governmental organizations, Global Ties

U.S. Community-Based Members, and higher education institutions. The award recipient must ensure that all enrichment programming achieves predetermined enrichment goals and is conducted in a fair and timely manner.

3) Organizing at least five virtual, professional development programs, open to all Fulbright Visiting

Scholars on program in the United States. Professional development programs should be interactive and include subject matter experts on topics of interest to visiting scholars, such as developing professional networks, writing grants and proposals, project management, publishing in academic journals, etc.

To meet these enrichment goals, the award recipient will:

Organize a process to review and evaluate submitted proposals and present to ECA/A/E a comprehensive overview of proposal review results and recommendations, including a suggested schedule of all enrichment activities and proposed budgets, for ECA final approval.

Plan and implement up to four seminars for visiting scholars on multidisciplinary topics. The budget request for these seminars should not exceed $475,000. The award recipient should maximize cost-sharing provided by implementing partners and local communities.

Plan and implement local enrichment programming in the designated Anchor Cities. The budget request for these Anchor City activities should not exceed $250,000. The award recipient should maximize cost-sharing provided by partner organizations and local communities.

Plan and implement at least five virtual, professional development programs for Fulbright Visiting

Scholars. The budget for these webinars should not exceed $10,000.

Submit all enrichment program plans to ECA/A/E for approval, including all proposed events, before funds are expended or speakers and participants are invited. ECA/A/E must also approve all print and electronic materials related to these activities.

Oversee the implementation of all enrichment programming, ensuring that all enrichment goals are met and activities are conducted as approved by ECA/A/E.

Share activity reports submitted by partners implementing enrichment events with ECA, and prepare a final, comprehensive report to be presented to ECA no later than two months after the conclusion of the last FY 2022 enrichment activity. The award recipient should consult with ECA to determine all elements to be included in the final report.

For all enrichment programming, follow “branding” guidelines established by the U.S. Department of

State and the Fulbright Program.

Work with the ECA/A/E Outreach staff to develop and implement a strategic communications plan

(including both traditional and social media) to publicize Fulbright enrichment seminars and highlight visiting scholars attending seminars.

Assist in administering ECA funds to the Fulbright Association in consultation with ECA/A/E.

C. Responsibilities of the award recipient for Special Program Activities include:

C.1 Fulbright Scholar-in-Residence Program

The Fulbright Scholar-in-Residence Program enables U.S. colleges and universities to apply to host Fulbright

Visiting Scholars from abroad for a semester or an academic year to teach on campus as part of the host institution’s internationalization effort. Scholars also engage with students, faculty, and staff across campus and interact with the surrounding community. In addition to the basic support services for visiting scholars listed in section B.4 Basic Support Services (above) the award recipient will:

Develop and implement an innovative recruitment and publicity plan, in close coordination with

ECA/A/E, to advertise the program to U.S. institutions of higher education, with particular attention to the program’s target institutional audiences, those with less opportunity to host visiting scholars and/or institutions serving minority audiences. This includes small liberal arts colleges, community colleges, rural colleges and universities, military institutions, and all MSIs. Efforts should be made to increase institutional applications for scholars from world regions deemed underserved in the S-I-R program.

As part of the institutional recruitment process, develop and implement an institutional interest survey for U.S. colleges and universities. This annual survey should allow U.S. institutions to express their interest in submitting an application for the Fulbright S-I-R Program in future program cycles.

Produce online program guidelines and application materials in close collaboration with ECA/A/E.

Provide application guidance to U.S.