FY19 EducationUSA NOFO.pdf

Department of State

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

(NOFO): FY 2019 EducationUSA Advising Services

Announcement Type: New Cooperative Agreement

Funding Opportunity Number: SFOP0005097

Catalog of Federal Domestic Assistance Number: 19.432

Key Date/Application Deadline: July 13, 2018

Program Description/Executive Summary:

The Educational Information and Resources 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 EducationUSA

Advising Services in FY 2019, pending the availability of FY 2019 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 centers and advisers work with prospective students in more than 180 countries to promote U.S. higher education abroad. Advisers at more than 425 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 in their overseas outreach to prospective students and in the development of recruitment strategies, 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 and societies.

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 global advising operations, including the planning, coordination, and implementation of global communications and outreach, adviser training and professional development, content and materials creation and distribution, special programs and events, the management of and support for related IT, data retention, and communications systems and platforms, and the hiring, employment, and management of Regional

Educational Advising Coordinators (REACs) and support staff, as well as the requisite monitoring, evaluation and reporting;

Component B for EducationUSA advising operations in Eurasia and Central

Asia, to support advising in Armenia, Azerbaijan, Belarus, Georgia, Kazakhstan, Kyrgyzstan, Moldova, Russia, Tajikistan, Turkmenistan, and Ukraine; and

Component C for EducationUSA advising operations in the Middle East and

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

Applicants may submit proposals for one or more of the components under this competition. Applicants should clearly identify for which components they are submitting proposals.

It is the Bureau’s intent to award up to three cooperative agreements (each with one base year plus two non-competitive continuations) for an estimated total amount of

$24,768,000. 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 Operations

Eurasia and Central Asia; or Component C: EducationUSA Advising Operations in the

Middle East and North Africa. Applicants 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 II.) See award information, below, for additional details.

It is the Bureau’s intent to award up to three cooperative agreements (each with one base year plus two non-competitive continuations) for an estimated total amount of

$24,768,000, pending the availability of funds. Please see section B.) Federal Award

Information, below for additional details.

A. Program Description:

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:

EducationUSA is the U.S. Department of State’s global network of educational advising centers based at U.S. embassies and consulates, as well as at a variety of institutions including Fulbright Commissions, Binational Centers, American Spaces, universities, and

NGOs. There are three categories of advising centers: Reference Centers (offer reference materials for the college search process but no advising services); Standard

Centers (offer reference materials and some in-person advising by an EducationUSA adviser); Comprehensive Centers (offer full reference collection and at least one full-time educational adviser). There are currently 432 centers in the network: 98 Reference, 138

Standard, and 196 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. 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 reaching out to prospective international students, foreign governments, and educational institutions, and encourage study abroad by

Americans.

Each year, U.S. missions propose strategic priorities and plans for educational advising in country to the Bureau of Educational and Cultural Affairs (ECA). ECA’s Educational

Resources and Information 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, and oversees various training programs for advisers.

ECA/A/S/A program officers serve as experts on educational issues in support of U.S.

missions’ educational outreach. 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.

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 in Washington, D.C.

a staffed office to work on this/these award(s) no later than October 1, 2018. 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.

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 and outreach, adviser training and professional development, content and materials creation and distribution, and special programs and events. The plan should include the management of and support for related IT, data retention, and communications systems and platforms (see Section 3a for more details), as well as employment of at least one adviser to provide virtual/distance advising. The recipient is expected to employ and manage a group of approximately 14 Regional Educational

Advising Coordinators (REACs) and related support staff and, with support from the

REACs, and provide timely monitoring, evaluation and reporting to ECA on and across all aspects of global advising, including special events and programs.

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

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. The Component A Global EducationUSA Services includes the following elements:

1. In consultation with ECA, the recipient will provide strategic vision and on-going 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 web and social media branding and communications including a weekly social media digest 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 14 REACs globally based in Sub-Saharan Africa (two), 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 people). Recipient will provide REAC salaries, benefits, employment contracts, orientation, training, transportation, assist with the logistics of securing housing for the REACs as relevant, along with 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 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 visit each EducationUSA center in their portfolios no less than once every three years for monitoring, evaluation, and training. On average, REACs host one sub-regional adviser training workshop, and attend one international conference per year. Annual REAC travel costs are estimated to average $35,000 per year per person. 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, defined below). The award recipient will evaluate the performance of REACs with feedback from ECA and other relevant parties

(posts/commissions/HEIs/colleagues/etc.) Components of the assessment 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.

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

a. Maintain IT Systems (Content platforms / Data / Email /Digital Asset

Management) and related services and service provider contracts. Recipient will:

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

Maintain and update a Xerion.com-based 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.

Identify, implement, and manage 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 to the

EducationUSA.org domain) and static course materials hosted on the U.S.

Department of State Box.com account.

Identify, implement, and manage a messaging platform built for teams

(such as Slack or Google Hangouts Chat) for all EducationUSA advisers, REACs, REAC assistants, Washington D.C. staff, and others as designated 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.

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.

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.

Provide day-to-day management of EducationUSA flagship social media accounts on Facebook, Twitter, Instagram, YouTube and other relevant platforms that may emerge in accordance with ECA guidance.

Write and manage contracts for technical resources, such as pertinent software licenses for social media, communications, and design use.

Current vendors include MailChimp, iStockPhoto, GoToMeeting, Canva, Cvent, Survey Monkey, Zoomph, and bit.ly.

b. Create, manage, maintain and disseminate publications, promotional materials, design elements, online materials, and templates

Write and manage contracts for creation of EducationUSA promotional materials, such as a yearly suite of single and co-branded marketing campaign design templates based on network needs, exhibit upgrades, event program books, and other promotional resources and designs in consultation with ECA and subject to ECA approval.

Design, edit, print, and distribute an annual EducationUSA Global Guide with content created by REACs and award recipient staff in accordance with ECA guidelines. The Global Guide assists U.S. Higher Education

Institutions (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.

Implement communications outreach with 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 technical support to HEIs experiencing difficulties utilizing the EducationUSA platforms or tools.

Compile and produce a monthly electronic newsletter or equivalent highlighting EducationUSA programs and resources for the U.S. higher education community.

Provide technical and social media support for existing and new virtual events such as virtual college fairs. Secure advisers for day-of presentations, manage session scheduling, and liaise with partner organization to coordinate technology set up for domestic- and overseas-based presenters.

4. 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 will develop content and deliver in-person 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. The recipient will organize and deliver:

Approximately six, three-day overseas sub-regional or thematic training workshops, each for approximately 20 EducationUSA advisers from the relevant region, conducted annually by REACs. Topics are identified by

REACs 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 advisers who are U.S. government employees of embassies and consulates and non-Locally Employed 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-

Locally Employed Staff.

Coordination of REAC and HEI-led professional development sessions for advisers at each of up to two EducationUSA regional forums annually.

Regional forums 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.

Two EducationUSA Adviser Training Institutes (ATI) each year for 20-25 advisers. 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

(at Level One, Two, or Three, further described below) to broaden advisers’ knowledge of U.S. higher education. The recipient will plan and present at the Washington, DC workshop, and manage the selection of the campus hosts in consultation with ECA to maximize EducationUSA adviser exposure to the breadth of accredited U.S. higher education options.

ATIs are offered at one of three levels of proficiency, from beginner, to intermediate to more advanced trainings, and the award recipient will coordinate 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. Which levels of ATI will be hosted in a given year shall be determined in consultation with ECA.

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.

5. Online EducationUSA Adviser Training. The recipient will create, update, and manage a suite of both mandatory and optional training modules on a centralized platform and ensure that advisers successfully undertake all required online trainings within 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 Three 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 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.

6. Virtual EducationUSA advising. The recipient will employ at least one virtual adviser for one or more countries, pending availability of funds, and in consultation with ECA, may expand virtual advising to other countries. Virtual advisers provide advising and advising content in designated target languages for designated target populations 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, and Arabic 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.

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, and 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. To account for revenue generation in budgeting, the applicant may find it practical to budget for approximately two-thirds of the associated adviser travel and participation costs for events in this section.

The recipient will provide support for the following events:

The EducationUSA Forum, an annual two-and-a-half day symposium in

Washington, DC, hosts approximately 650 participants total, including accredited U.S. higher education representatives and approximately 50

EducationUSA advisers. The recipient is responsible for managing 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. They 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. In consultation with ECA/A/S/A, the recipient will also oversee travel for participating EducationUSA advisers and organize and fund travel for advisers who are not Locally Employed Staff

(LES) of U.S. embassies. The award recipient should also be prepared to assist, at ECA’s request, with logistics surrounding possible side meetings with international education stakeholders around the Forum.

Two regional EducationUSA forums each year held outside the United

States. Each forum will take place over three days and will attract approximately 100 fee-paying U.S. higher education 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 advisers who are not Locally Employed

U.S. embassy Staff.

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, including relevant registration costs. They will be responsible for securing exhibition space at the conferences to showcase

EducationUSA alongside a limited number of U.S. higher education representatives. The recipient will be expected to return to ECA any extra conference registrations received as a result of securing exhibition space, and ECA may use the extra conference registrations at their discretion for

U.S. embassy or ECA staff.

8. Special Programs. EducationUSA runs three 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 recipient will support ECA management of and virtual outreach for the

EducationUSA Academy. 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 15 diverse participating U.S. higher education institutions, which may change over time. Most institutions host one four-week

Academy in the summer, but there are two winter Academy programs currently and there may be more in the future. The Academy provides an immersive

English language experience and students complete college 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 work with ECA in coordinating and promoting the program.

Leadership Institutes for Higher Education Professionals

The recipient will coordinate with the programming, planning, and management of the Leadership Institutes. It will manage program logistics, including the promotion, recruitment, and selection of sub-recipient host institutions and international participants for up to three thematic institutes annually, and manage an alumni small grants competition to support follow-on activities. The

Leadership Institutes are designed for mid- to upper-level foreign higher education professionals, Ministry of Education or other relevant government officials, and/or other qualified participants. This short-term academic and professional program aims to deepen participants’ understanding of U.S. higher education, help them develop tools to build capacity within their own systems, and engage more effectively and in a sustainable way with the U.S. higher education sector. The two-week academic residency is preceded by a virtual pre-departure component and followed by a program de-briefing in Washington, DC and four months of virtual follow-on programing. Travel costs for participants are included in the award. The award recipient should work in consultation with

ECA/A/S/A to propose the selection of themes as well as the criteria for the sub-recipient solicitation process.

Opportunity Funds for Students

The recipient will support the management and collection of Opportunity Funds program data through the Data Reporting System (DRS). 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.

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.

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 and headquarters program staff in program design and delivery.

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.

2. Approve key personnel staff selections. Key personnel determined to include

REACs and domestic staff contributing 50% or more Level of Effort (LOE).

3. 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 and Fulbright Commissions where relevant.

4. Review and approve annual EducationUSA advising strategic plans from Public

Affairs sections of U.S. embassies/consulates, and soliciting input from REACs.

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

6. Consult with and provide policies and direction to REACs and recipient organization staff regarding substantive advising issues.

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

8. 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.

9. Approve annual strategic 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 communication and marketing strategy and U.S.

State Department requirements.

10. Approve annual EducationUSA adviser professional development plan and review EducationUSA adviser professional development curricula and program location, content, and scheduling.

11. Perform quarterly review of program administration under the cooperative agreement. Satisfactory performance is a condition of continued administration of the program and execution of all non-competitive continuations.

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. Leadership Institutes – ECA will determine the theme/s and target countries for each cohort; embassies and consulates will nominate participants from which

ECA will select the cohorts. ECA will exercise final approval over the selection of U.S. institute host locations and institute agendas and will evaluate program results based on feedback; ECA will approve the agenda for and participate in the closing event in Washington, D.C. and will provide final approval for alumni follow-on awards.

14. Opportunity Funds – ECA plays a coordinating role between recipients of

Components A, B, and C herein involved in Opportunity Fund Program management, coordinates policy and messaging related to the Opportunity Fund

Program, and liaises with REACs regarding data entry by all participating

EducationUSA centers.

The responsibilities of the recipient organization for Component A: Global

EducationUSA Services are as follows:

1. The recipient will employ all REACs, and sufficient REAC administrative support as needed to provide equitable support globally to support REACs in performing their primary duties, ensuring 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 to visit all regional EducationUSA advising centers at least once in three years.

REAC training and professional development.

2. In order to enable selected advisers to travel to and participate in relevant meetings, training, and conferences the award recipient should oversee travel and logistics for participating EducationUSA advisers, organize and fund travel and registrations and process payments for advisers who are not Locally Employed Staff of U.S.

embassies, and provide other required logistical and administrative support. This includes supporting ECA/A/S/A in arranging campus visits for advisers before and/or after conferences. The recipient, in consultation with REACs, will provide a proposed list of both events and advisers to ECA/A/S/A for final approval. The recipient will maintain communication with posts, advising centers, and participating advisers to ensure seamless coordination of travel plans and logistics in advance of and during travel and throughout participation at selected events and activities. In addition to the annual EducationUSA Forum held in Washington, DC, and

EducationUSA regional forums, conferences may include but are not limited to the following (adviser numbers are estimates):

3.

1. American Association of Collegiate Registrars and Admissions Officers

(AACRAO), 4 advisers

2. Asia-Pacific Association for International Education (APAIE), 6 advisers

3. European Association for International Education (EAIE), 4 advisers

4. International Association for College Admission Counseling (International

ACAC), 12 advisers

5. NAFSA: Association of International Educators national conference, 18 advisers

6. National Association of College Admission Counseling (NACAC), 3 advisers

7. National Association of Graduate Admissions Professionals (NAGAP), 5 advisers

8. Community Colleges for International Development (CCID), 2 advisers

The award recipient should be prepared to facilitate advisers’ attendance in the following ways:

Support the work of ECA/A/S/A to facilitate adviser participation in conference sessions and where relevant pre- or post-conference workshops, assist with conference registration (including advisers who attend the conference with funding from sources other than this agreement) and facilitate communication with advisers regarding travel, hotel reservations/lodging and meals. Ideally, all overseas advisers should stay at the same conference hotel. Arrangements may include identifying roommates for advisers to save lodging costs.

Providing supplemental per diem for additional travel days to/from the relevant campus if circumstances require (as requested and in consultation with ECA/A/S/A). All costs on site during campus visits, including meals and accommodations are borne by the host campus.

Provide insurance – the award recipient must ensure that advisers

(excluding embassy/consulate staff) attending international education conferences, campus visits and other professional development opportunities have travel insurance which covers medical expenses incurred in the U.S. valid during the event and related periods of travel, to include a minimum of: USD 250,000 in accident and sickness expense benefits, medical or surgical treatment, services and supplies, hospital services, local ambulance, visits to a physician’s office, medical evacuation and repatriation, and that covered expenses have a deductible of no more than USD 100. Policies should also include an Accidental

Death and Dismemberment Benefit.

4. The award recipient will provide sufficient support (including providing REAC assistants or other support services) and monitoring for Regional Educational

Advising Coordinators (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), 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 experts/consultants for ECA, U.S.

embassies/consulates, and with U.S. higher education institutions, associations, foreign governments, and others;

Provide recommendations to ECA and Posts during the annual strategic planning process;

Maintain expertise (through meetings and outreach and conference attendance) on higher education and student mobility trends within and across the assigned region and with the United States;

Stay abreast of the latest visa regulations and ensure advising centers work with

Public Affairs and Consular sections of U.S. embassies/consulates to inform students about the visa application process;

Plan and conduct outreach and expand awareness of EducationUSA through meetings, conference presentations, and external publicity and communications

(print and electronic), to promote EducationUSA services and resources and to encourage study in the United States. Increase public knowledge abroad of U.S.

higher education through participation in university fairs, media programs, international education conferences, and other education events, and ensure effective outreach to prospective international students, their families, and home institutions.

Act as an expert resource to accredited U.S. higher education institutions to support their international student recruitment efforts, international partnerships, and support for U.S. study abroad. Participate in EducationUSA forums and other events and conferences to disseminate relevant knowledge and expertise among the U.S. higher education community;

Submit periodic and timely content for reports and relevant print and electronic sources, including but not limited to weekly reporting highlights, periodic newsletters, country fact sheets, and the annual Global Guide;

Maintain and update relevant lists, including contact information, of advising centers and advisers. Ensure that advisers maintain updated profiles on the

EducationUSA website and other digital and print properties as relevant;

Monitor advising centers through periodic site visits (at least once every three years) and timely reporting (as per REAC handbook). Certify and maintain updated certification of advising centers at the relevant designation level

(reference, standard, or comprehensive);

Provide training both in-person and virtually to ensure that all advisers within the assigned region and centers possess the relevant knowledge and expertise to successfully function at their designated advising level. Recommend advisers for

ECA approval to take part in additional training and professional development opportunities, including through participation in ATIs, conferences, and other activities, to continuously enhance advisers’ knowledge and skills and to enable advisers to advance to higher advising levels, up to level 3 (senior advisers);

Monitor and provide support to advisers and advising centers, alerting ECA as relevant of any significant or sustained challenges with individual advisers or advising centers;

Coordinate and ensure that advisers regularly submit data required to track

EducationUSA network programs and activities into the EducationUSA Data

Reporting System (DRS).

5. The award recipient should support EducationUSA’s Special Programs through the following responsibilities:

EducationUSA Academy for International High School Students

The recipient should:

Maintain and update Academy website, in compliance with Department of

State and ECA guidance.

As part of wider communications responsibilities, develop a strategic marketing plan and manage social media outreach for the Academy, collaborating with Academy Network members and ECA.

With guidance from ECA, draft and sign MOUs with U.S. host campuses that outline expectations of hosting the Academy under the EducationUSA name, and processes for the termination by either party if desired or needed.

Coordinate RFP process for incorporating new HEI’s into the Academy

Network.

Issue DS-2019 forms to support J-1 visa applications for international students participating in the program through USG-funded scholarships.

Communicate with host campuses regarding the safety and security of program participants and inform ECA in a timely matter should complications arise.

Be able to accept funds from U.S. missions, ECA, or other outside sources to distribute to host campuses for scholarship payment.

Leadership Institutes for Higher Education Professionals

Competitively select up to three annual sub-recipient U.S. institute hosts for the Leadership Institutes and develop on-campus programming in support of themes, approved by ECA/A/S/A.

Facilitate a pre-departure virtual training for approximately 24 participants per Institute beginning four to eight weeks before their departure for the

United States.

Conduct a virtual orientation and overview of U.S. higher education, developed in coordination with ECA and up to three sub-recipients.

Coordinate with sub-recipient host institutions to ensure the program substantively addresses the theme and achieves the learning outcomes identified by ECA.

Organize, in coordination with ECA, a closing program that gathers participants from all host institutions in Washington, D.C. and provide an agenda with content relevant to all participants and which introduces participants to relevant contacts in U.S. government, public and private organizations, and HEI representatives. The closing program should facilitate opportunities for participants to network with one another and share what they have learned.

Coordinate four months of virtual follow-on activities for each Leadership

Institute which build upon the themes of the residencies. The recipient should also coordinate a competitive selection process to issue small follow-on grants of up to $10,000 each to a limited number of program alumni. The award recipient will coordinate the nomination process to determine, with ECA approval, which projects will receive funding.

Create a monitoring and evaluation plan to assess participant and sub-recipient satisfaction and learning throughout the course of the program.

The Bureau of Educational and Cultural Affairs places critically important emphasis on the security and proper administration of the Exchange

Visitor (J visa) Programs and adherence by award recipients and sponsors to all regulations governing the J visa. Therefore, proposals should demonstrate the applicant's capacity to meet all requirements governing the administration of the Exchange Visitor Programs as set forth in 22

CFR 62, including the oversight of Responsible Officers and Alternate

Responsible Officers, screening and selection of program participants, provision of pre-arrival information and orientation to participants, monitoring of participants, proper maintenance and security of forms, record-keeping, reporting and other requirements.

Opportunity Funds for Students

Support the management and collection of data through the Data

Reporting System (DRS); liaise with system designers on updates as needed, and coordinate with ECA on policy and messaging.

Components B and C:

In cooperation with ECA, one or more award recipient(s) will manage EducationUSA advising centers in the following regions:

Component B: EducationUSA Advising Operations in Eurasia and Central Asia—

Armenia, Azerbaijan, Belarus, Georgia, Kazakhstan, Kyrgyzstan, Moldova, Russia, Tajikistan, Turkmenistan, and Ukraine

Component C: EducationUSA Advising Operations in the Middle East and North

Africa—Egypt, Gaza, Lebanon, Morocco, Tunisia, West Bank, and Yemen

The location of centers in these regions may be affected by political considerations and could be based remotely, as appropriate. ECA will decide, in consultation with the award recipient(s) and officers at post, such as the Regional Security Officer, on center relocations for the safety and security of advisers and students.