FY19 SUSI Scholars NOFO.pdf

Department of State

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

(NOFO): FY 2019 Study of the U.S. Institutes for Scholars

Announcement Type: New Cooperative Agreement

Funding Opportunity Number: SFOP0005474

Catalog of Federal Domestic Assistance Number: 19.401

Application Deadline: January 11, 2019

Executive Summary: The Study of the U. S. Branch (ECA/A/E/USS), Office of

Academic Exchange Programs, Bureau of Educational and Cultural Affairs (ECA), invites proposal submissions from accredited U.S. post-secondary education institutions

(community colleges, liberal arts colleges, public and private universities) and other U.S.

public and private non-profit organizations meeting the provisions described in Internal

Revenue Code section 26 USC 501(c)(3) (see section C. Eligibility Information) to design and implement four (4) Study of the U.S. Institutes (SUSIs) for Scholars, pending the availability of FY 2019 funds.

Each Study of the U.S. Institute will be six weeks in duration, including an approximately four-week academic residency at an academic institution and up to two weeks of an integrated educational study tour. The academic residency should take place on a U.S.

university or college campus and should include academic coursework, diverse speakers, time for personal research, and opportunities for interaction with American peers. The study tour should take scholars to another region of the United States and it should complement the academic residency. All programs should conclude in Washington D.C.

with a stay of two to four days.

The Institutes should be designed for groups of 18 foreign university level faculty or professionals, focusing on the themes of American Culture and Values; Journalism and

Media; U.S. Foreign Policy; and Youth, Workforce Development, and Closing the Skills

Gap. See details in section A.2. Institute Themes, as well as, A.3. Program

Administration and A.4. Participants.

The recipient will be responsible for planning and implementing the program including the oversight and coordination of all four Institutes and the oversight and management of performance of all sub award recipients under the award. No institution, including the primary award recipient, may conduct more than one Institute. Applicants may submit only one proposal under this competition. If multiple proposals are received from the same applicant, all submissions will be declared ineligible and receive no further consideration in the review process. The awarding of a Cooperative Agreement for these programs is contingent upon the availability of FY 2019 funds. The awarding of the non-competitive continuations in FY 2020 and FY 2021 is contingent on the availability of funding and successful performance.

ECA intends to award one (1) Cooperative Agreement (one base year plus two non-competitive continuations) for an estimated total amount of $5,250,000, pending the availability of funds. Please see section B. Federal Award Information below for additional details. ECA reserves the right to reduce, revise, or increase proposal budgets, participant numbers, program themes, and the number of Institutes based on program needs and the availability of U.S. government funding.

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.

A.1. Purpose:

Study of the U.S. Institutes for Scholars are intensive academic programs whose purpose is to provide foreign university faculty and other professionals the opportunity to deepen their understanding of U.S. society, culture, values, and institutions, broadly defined.

The ultimate goal is to strengthen curricula and to improve the quality of teaching about the United States in academic institutions abroad.

These four Institutes – one each on American Culture and Values; Journalism and Media;

U.S. Foreign Policy; and Youth, Workforce Development, and Closing the Skills Gap – should be six weeks in length; participants should spend a minimum of four weeks at the host institution and up to two weeks on an educational study tour, including two to four days in Washington, D.C. at the conclusion of the Institute. The educational travel component for all programs should directly complement the academic programs and should include visits to cities and other sites of interest in the region around the host institution as well as to another geographic region of the United States.

The academic program should include lectures, panels, seminar discussions, scholarly research presentations, academic and experiential learning activities that focus on the theme and include debates and, if possible, a scholar symposium where participants could make a presentation about their personal research. All Institutes should include speakers with diverse viewpoints.

Once participants return home, the program should include opportunities for continued follow-on engagement with their fellow SUSI scholar alumni. Activities could include, but are not limited to, small grants, webinars, workshops, collaborative publications, or other ways to continue building on the six-week SUSI experience.

All programs should foster ECA’s mission to promote mutual understanding between citizens of other countries and citizens of the United States. Thus, the programs should include robust opportunities for participants to meet Americans from a variety of backgrounds, to interact with their U.S. peers, and to speak to appropriate student and civic groups about their experiences and life in their home countries. Please see the

Project Objectives, Goals, and Implementation (POGI) document for more information.

A.2. Institute Themes:

All Institutes should aim to increase participants’ knowledge of American life in order to enhance their professional knowledge and scholarship and to improve courses they may teach on the United States in universities and other educational, training, and research institutions abroad. All Institutes should include a balance of speakers and perspectives with diverse viewpoints as well as other aspects of diversity.

a) The Study of the U.S. Institute on American Culture and Values should promote

American culture, leadership, and values by providing a multinational group of 18 experienced and highly motivated foreign university faculty and other specialists with a deeper understanding of U.S. society, civil society institutions, democratic principles, human rights, and the rule of law. The Institute should examine the concepts of

American exceptionalism and American resilience through social, economic, political, and religious contexts in which, historically, various cultures have manifested and shaped contemporary U.S. culture, values, and society. The program should draw from a diverse disciplinary base and should itself provide a model of how a foreign university might approach the study of U.S. culture and values. This Institute will take place in the summer of 2019 and should start no earlier than June 1, 2019.

b) The Study of the U.S. Institute on Journalism and Media should provide a multinational group of 18 experienced and highly motivated foreign journalism instructors and other related specialists with a deeper understanding of the roles that journalism and the media play in U.S. society. The Institute should examine the role of journalists in recognizing and preventing disinformation and explore strategies for media and information literacy to counter disinformation. Additionally, the Institute should examine best practices in journalism by discussing the rights and responsibilities of the media in a democratic society, including editorial independence, journalistic ethics, legal constraints, and international journalism. Also, the Institute should examine pedagogical strategies for teaching students of journalism the basics of the tradecraft: researching, critical thinking, reporting, interviewing, writing, and editing. The program should also highlight the impact of technology in journalism, including the influence of the Internet, globalization of the news media, and other changes that are transforming the profession.

This Institute will take place in the summer of 2019 and should start no earlier than June

1, 2019.

c) The Study of the U.S. Institute on U.S. Foreign Policy should provide a multinational group of 18 experienced foreign university faculty and practitioners with a deeper understanding of new approaches to U.S. foreign policy and how U.S. foreign policy is formulated and implemented. The Institute should include a historical review of significant events, individuals, and philosophies that have shaped U.S. foreign policy.

The Institute should explain the role of key players in U.S. foreign policy including the executive and legislative branches of government, the media, the U.S. public, think-tanks, non-governmental organizations, and multilateral institutions. The program should also examine the current U.S. foreign policymaking and the new trends that are shaping policy. Topics such as the concept of American sovereignty, shifting attitudes towards globalism, U.S. foreign aid, the monitoring of foreign investment in the United States, the efforts to combat terrorism and radicalization, new trade policies and agreements, immigration and border safety, and cybersecurity should be included. The program should also discuss the reorganization of the North American Free Trade Agreement

(NAFTA) and the new U.S. approaches to international organizations such as the United

Nations (UN), the Organization of Petroleum Exporting Countries (OPEC), and the North

Atlantic Treaty Organization (NATO). In order to ensure significant interaction with foreign policy practitioners, proposals are encouraged to maximize or extend the length of the Washington, D.C. program. This Institute will take place in the summer of 2019 and should start no earlier than June 1, 2019.

d) The Study of the U.S. Institute on Youth, Workforce Development, and Closing the Skills Gap should provide a multinational group of 18 experienced foreign faculty and practitioners with a deeper understanding of how new socioeconomic trends have changed the concept of work, workforce development, and career paths in the United

States. The academic program should include a thorough discussion of the role of U.S.

educational institutions, particularly community colleges, in preparing Americans with the skills needed to succeed in multiple industries including business, technology, science, the creative arts, and other emerging fields. Topics such as urbanization, globalization, economic development, and advances in technology such as automation, robotics, and artificial intelligence should also be included. The Institute should offer opportunities for participants to research new ideas, in conjunction with American peers, to better understand the evolution of work, the changing demand for skills, and the advancements in workforce development through retraining, reskilling, and closing the skills gap. This Institute will take place in the summer of 2019 and should start no earlier than June 1, 2019.

A.3. Program Administration:

ECA is seeking detailed proposals from accredited post-secondary U.S. higher education institutions (community colleges, liberal arts colleges, public and private universities) and other U.S. public and private non-profit organizations meeting the eligibility requirements outlined under section C. below.

ECA intends to issue one Cooperative Agreement for the administration and implementation of four Institutes. The recipient may propose to administer all four

Institutes through sub-awards or may propose to implement one of the four Institutes and administer sub-awards to three host institutions to conduct the remaining three Institutes.

No institution will be permitted to host more than one Institute in one fiscal year.

Each Study of the U.S. Institute should be designed as an intensive, academically rigorous seminar for an experienced group of scholars and professionals from abroad.

Institutes should be organized through an integrated series of lectures, readings, seminar discussions, regional travel, and site visits, and should also include sessions that expose participants to U.S. pedagogical philosophy and practice for teaching the respective discipline. Each Institute should also include opportunities for limited independent research and include balance and diversity in U.S. political viewpoints. All programs should foster ECA’s mission to promote mutual understanding between citizens of other countries and citizens of the United States. Thus, the programs should include robust opportunities for participants to meet Americans from a variety of backgrounds and to interact with their U.S. peers. Please see the Project Objectives, Goals, and

Implementation (POGI) document for more information.

A.4. Participants:

Participants will be diverse in age, professional position, and travel experience abroad.

Participants may or may not have in-depth knowledge of the particular Institute program theme, but all will likely have had exposure to the relevant discipline and some experience teaching about the United States.

Participants will represent all regions of the world and will be fluent or have advanced proficiency in English. Recipients will NOT participate in the selection of participants.

U.S. embassies, consulates, and Fulbright commissions will nominate candidates. ECA will make the final participant selections. Every effort will be made to select a gender balanced group of participants. A final list of participants will be sent to the award recipient prior to the start of the Institute. The recipient should provide participants with pre-departure orientation materials at least six weeks prior to the start of the Institutes.

Please see the Project Objectives, Goals, and Implementation (POGI) document for more information on participants.

A.5. Program Dates:

Pending the availability of FY 2019 funds, the anticipated award date for the Cooperative

Agreement will be on or about April 1, 2019. All Institutes should last approximately 43 days (including arrival and departure days). Base-year Institutes should begin no sooner than June 1, 2019, and should conclude no later than August 16, 2019.

A.6. Program Guidelines:

The award recipient is responsible for the conception, structure, and monitoring of all four Institutes. Proposals must provide a detailed and comprehensive narrative describing objectives of the Institutes; the title, scope, and content of each session;

planned site visits, and how each session relates to the overall Institute theme. Proposals must include syllabi for each program indicating the subject matter for each lecture, panel, discussion, group presentation, or other activity. Syllabi should also confirm or provisionally identify speakers with different viewpoints, panelists, and session leaders, and clearly show how assigned readings will advance the goals of each Institute.

Please see section D. Application and Submission Information for application submission requirements. Proposals will be reviewed on the basis of their responsiveness to the six review criteria listed in this NOFO (See Section E.1.). In addition, the accompanying

POGI provides program-specific guidelines that all proposals must address fully.

Please note: In a Cooperative Agreement, the Study of the U.S. Branch (ECA/A/E/USS) is substantially involved in program activities above and beyond routine monitoring. The

Branch may request that the award recipient make modifications to the academic residencies and/or educational travel components of the program. The award recipient will be required to obtain approval of significant program changes in advance of their implementation. These activities and the roles and responsibilities of the Department and the recipient are outlined in the attached POGI.

Proposal narratives should include a brief commitment to implement the program for the base year, plus two additional non-competitive continuations, pending successful performance and the availability of funds. The narrative should focus on details specific to the implementation of the base year program, with the understanding that the program design, duration, and participant numbers would be similar when/if the subsequent two non-competitive continuation years are exercised. ECA will perform an annual performance evaluation/review to determine if a non-competitive continuation will be exercised. Satisfactory performance and the availability of funds is a condition of continued administration of the program and execution of all non-competitive continuation years.

B. Federal Award Information:

Award Information:

Type of Award: Cooperative Agreement: ECA’s level of involvement in this program is listed under section A. Program Description above.

Fiscal Year Funds: FY 2019-base year, up to $1,750,000 pending the availability of funds; FY 2020-non-competitive continuation year one, up to $1,750,000, pending successful performance and the availability of funds; FY 2021-non-competitive continuation year two, up to $1,750,000, pending successful performance and the availability of funds. Approximate Total Funding (3 years): $5,250,000. This figure represents base year plus two non-competitive continuation years, pending successful performance and the availability of funds.

Approximate Number of Awards: One

Floor of Award Range: None

Ceiling of Award Range: $1,750,000 for FY 2019 base year (or $5,250,000 for the base year plus two non-competitive continuation years).

Approximate Average Award: $1,750,000 for FY 2019 base year (or $5,250,000 for the base year plus two non-competitive continuation years).

Anticipated Award Date: April 1, 2019, pending the availability of FY2019 funds

Anticipated Project Completion Date: April 1, 2023. This date reflects the anticipated duration of the awards – one base year plus two non-competitive continuation years.

Additional Information: ECA reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program and the availability of funds. The Cooperative Agreement will be awarded for a period of 12 months (base year) with non-competitive continuations for a second and third period of 12 and 24 months, respectively, to ensure adequate time for post-Institute follow-on activities. ECA will notify the recipient of its intention to exercise or not to exercise a non-competitive continuation at least 90 days in advance of expiration of the current year after an internal evaluation of the recipient’s performance. The decision to exercise a non-competitive continuation will depend both on the satisfactory performance of the recipient and the availability of funds.

C. Eligibility Information:

C. 1. Eligible applicants: Applications may be submitted by U.S. post-secondary education institutions (community colleges, liberal arts colleges, public and private universities) and other U.S. public and private non-profit organizations meeting the provisions described in Internal Revenue Code section 26 USC 501(c)(3).

C. 2. Cost Sharing or Matching Funds: There is no minimum or maximum percentage required for this competition. However, ECA encourages applicants to provide maximum levels of cost sharing and funding in support of its programs.

When cost sharing is offered, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its proposal and later included in an approved agreement. Cost sharing may be in the form of allowable direct or indirect costs. For accountability, you must maintain written records to support all costs, which are claimed as your contribution, as well as costs to be paid by the Federal government. Such records are subject to audit. The basis for determining the value of cash and in-kind contributions must be in accordance with the Office of Management and Budget’s Guidance 2 CFR

Parts 200 and 600, entitled the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. In the event you do not provide the minimum amount of cost sharing as stipulated in the approved budget, ECA's contribution will be reduced in like proportion.

C. 3. Other Eligibility Requirements:

a.) Experience in Conducting International Exchange: ECA grant guidelines require that organizations with less than four years of experience in conducting international exchanges be limited to $130,000 in ECA funding. ECA anticipates making one award to one applicant in an amount up to $1,750,000 each year to support program and administrative costs required to implement these exchange programs. Therefore, organizations with less than four years of experience in conducting international exchanges are ineligible to apply under this competition.

b.) Technical Eligibility: All proposals must comply with the following or they will result in the proposal being declared technically ineligible and given no further consideration in the review process. It is ECA’s intent to award one (1) Cooperative

Agreement to one applicant organization under this competition to implement and administer all four Institutes.

c.) Eligible applicants may not submit more than one proposal in this competition. If more than one proposal is received from the same applicant, all submissions will be declared technically ineligible and will receive no further consideration in the review process. However, an applicant may submit a proposal to implement and administer the program and the applicant may also be included as a sub-award on a proposal submitted by another organization. Please note: Applicant organizations are defined by their legal name, and EIN number as stated on their completed SF-424 and additional supporting documentation outlined in the Proposal Submission Instructions (PSI) document.

D. Application and Submission Information:

Please read the complete announcement before sending inquiries or submitting proposals.

Once the NOFO deadline has passed, ECA staff may not discuss this competition with applicants until the proposal review process has been completed.

D. 1. Contact Information to Request an Application Package: In the event an applicant cannot obtain an electronic application package from Grants.gov, please contact

José Marrero, Program Officer, Study of the U.S. Branch, ECA/A/E/USS, SA-5, Fourth

Floor, U.S. Department of State, 2200 C Street, NW, Washington, DC 20037, MarreroJA@state.gov, 202-632-3337 to request a Solicitation Package.

The Solicitation Package contains the Proposal Submission Instruction (PSI) document which consists of required application forms, and standard guidelines for proposal preparation.

It also contains the Project Objectives, Goals, and Implementation (POGI) document, which provides specific information, award criteria, and budget instructions tailored to this competition. Note that a minimum of $250,000 must go to each sub-awardee to support robust programming, but applicants are encouraged to allocate more.

ECA/A/E/USS also provides a sample Institute budget in Microsoft Excel format. You may request that template in editable format by contacting Program Officer José Marrero, MarreroJA@state.gov.

Please specify José Marrero and refer to the Funding Opportunity Number located at the top of this announcement on all other inquiries and correspondence.

D. 2. To Download a Solicitation Package Via Internet:

The entire Solicitation Package may be downloaded from the ECA's website at https://eca.state.gov/organizational-funding or from the Grants.gov website at https://www.grants.gov.

D.2.a. Content and Form of Submission: Applicants must follow all instructions in the

Solicitation Package. The application should be submitted per the instructions under section D.3p. “Application Deadline and Method of Submission” below.

D.3.a. Unique Entity Identifier Number: You are required to have a Unique Entity

Identifier (UEI) number to apply for a grant or cooperative agreement from the U.S.

Government. This number is a nine-digit identification number, which uniquely identifies business entities. Obtaining a UEI number is easy and there is no charge. To obtain a UEI number, access http://www.dnb.com or call 1-866-705-5711. Please ensure that your UEI (Data Universal Numbering System or DUNS) number is included in the appropriate box of the SF – 424 which is part of the formal application package. For more detailed instructions for obtaining a UEI (DUNS) number, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

D.3.b. Required Proposal Elements: All proposals must contain an executive summary, proposal narrative and budget. Please Refer to the Solicitation Package. It contains the mandatory Proposal Submission Instructions (PSI) document and the Project

Objectives, Goals, and Implementation (POGI) for additional formatting and technical requirements.

D.3.c. Required Registration with the System for Award Management (SAM): All federal award applicants must be registered in the System for Award Management (SAM) database in order to submit a proposal in response to an open competition on Grants.gov.

All federal award recipients must maintain current registrations in the SAM database.

Recipients must maintain accurate and up-to-date information in www.SAM.gov until all program and financial activity and reporting have been completed. Recipients must review and update the information at least annually after the initial registration and more frequently if required information changes or another award is granted. There is no cost associated with registering or updating SAM.gov accounts. Failure to register in

SAM.gov will render applicants ineligible to receive funding.

For more detailed instructions for registering with SAM, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

D.3.d. Non-Profit Status: You must have nonprofit status with the IRS at the time of application. Please note: All applicants for ECA federal assistance awards must include in their application the names of directors and/or senior executives (current officers, trustees, and key employees, regardless of amount of compensation). In fulfilling this requirement, applicants must submit information in one of the following ways:

https://eca.state.gov/organizational-funding https://www.grants.gov/ http://www.dnb.com/ https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html http://www.sam.gov/ https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

1) Those who file Internal Revenue Service Form 990, "Return of Organization

Exempt From Income Tax," must include a copy of relevant portions of this form.

2) Those who do not file IRS Form 990 must submit information above in the format of their choice.

D.3.e. FFATA Report: In addition to final program reporting requirements, award recipients will also be required to submit a one-page document, derived from their program reports, listing and describing their grant activities. For award recipients, the names of directors and/or senior executives (current officers, trustees, and key employees), as well as the one- page description of grant activities, will be transmitted by the State Department to OMB, along with other information required by the Federal

Funding Accountability and Transparency Act (FFATA), and will be made available to the public by the Office of Management and Budget on its USASpending.gov website as part of ECA’s FFATA reporting requirements.

D.3.f. Verifying Non-Profit Status: If your organization is a private nonprofit which has not received a grant or cooperative agreement from ECA in the past three years, or if your organization received nonprofit status from the IRS within the past four years, you must submit the necessary documentation to verify nonprofit status as directed in the PSI document. Failure to do so will cause your proposal to be declared technically ineligible.

D.3.g. Required Registration with SAMS Domestic: All ECA award recipient organizations and recipient contacts and signatories must be registered with the U.S.

Department of State’s SAMS Domestic by accessing https://mygrants.service-now.com and clicking the “create an account” link. SAMS Domestic is the U.S. Department of

State’s grants management system and is supported by the Department’s Integrated

Logistics Management System (ILMS). Recipient organizations and recipient contacts and signatories that have previously used SAMS Domestic as a U.S. Department of State award recipient do not need to register again. If the organization is not able to access the system, please contact the ILMS Help Desk for help in gaining access.

Support for Recipient Organizations and recipient contacts and signatories is available 24 hours, 7 days a week (except federal holidays), and can be reached at 1-888-313-ILMS

(4567) or through the ILMS Self Service Portal at https://afsitsm.service-now.com/ilms/home.

In the event the ILMS Help Desk is unable to provide you with assistance in a timely manner, please contact ECA_SAMSDomestic@state.gov and copy the program officer associated with the solicitation.

Please take into consideration the following information when preparing your proposal narrative:

https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmygrants.service-now.com&data=02%7C01%7Ccorey.self%40accenturefederal.com%7C7b1594b15ac6485a371d08d5ab966d03%7C0ee6c63b4eab4748b74ad1dc22fc1a24%7C0%7C0%7C636603584922133235&sdata=Vv4ZnsYbdz5E5cz8wjQPFw4EHVzxlyeW1Jw7%2Fv13KNc%3D&reserved=0 https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fafsitsm.service-now.com%2Films%2Fhome&data=02%7C01%7Ccorey.self%40accenturefederal.com%7C7b1594b15ac6485a371d08d5ab966d03%7C0ee6c63b4eab4748b74ad1dc22fc1a24%7C0%7C0%7C636603584922133235&sdata=JsxtCDvJQyu0QvF5N5jsfVckX2tSNN3o4gYJ2CW1ts8%3D&reserved=0 https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fafsitsm.service-now.com%2Films%2Fhome&data=02%7C01%7Ccorey.self%40accenturefederal.com%7C7b1594b15ac6485a371d08d5ab966d03%7C0ee6c63b4eab4748b74ad1dc22fc1a24%7C0%7C0%7C636603584922133235&sdata=JsxtCDvJQyu0QvF5N5jsfVckX2tSNN3o4gYJ2CW1ts8%3D&reserved=0 mailto:ECA_SAMSDomestic@state.gov

D.3.h. Adherence to All Regulations Governing the J Visa: The Bureau of

Educational and Cultural Affairs places critically important emphases 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 Alternate Responsible Officers, provision of pre-arrival information and orientation to participants, monitoring of participants, proper maintenance and security of forms, record-keeping, reporting and other requirements.

The award recipient will be responsible for issuing DS-2019 forms to participants in this program. A copy of the complete regulations governing the administration of Exchange

Visitor (J) programs is available at http://j1visa.state.gov or from: :

Office of Designation, Private Sector Programs Division

U.S. Department of State

SA-4E (Bldg. 3)

2430 E. Street, NW

Washington, DC 20037

Please refer to Solicitation Package for further information.

D.3.i. Diversity, Freedom and Democracy Guidelines: Pursuant to ECA’s authorizing legislation, programs must maintain a non-political character and should be balanced and representative of the diversity of political, social and cultural life in the United States and abroad. ‘Diversity’ should be interpreted in the broadest sense and encompass differences including race, color, national origin, sex, age, religion, geographic location, politics, socio-economic status, disability, sexual orientation or gender identity.

Proposals should demonstrate how diversity will enhance the program’s goals and objectives and the participants’ exchange experience. Please refer to the review criteria under the ‘Support of Diversity’ section of this document as well as the DIVERSITY, FREEDOM AND DEMOCRACY section in the “Proposal Submission Instructions” document for specific suggestions on incorporating diversity into the total proposal.

Public Law 104-319 provides that “in carrying out programs of educational and cultural exchange in countries whose people do not fully enjoy freedom and democracy,” ECA

“shall take appropriate steps to provide opportunities for participation in such programs to human rights and democracy leaders of such countries.” Public Law 106 - 113 requires that the governments of the countries described above do not have inappropriate influence in the selection process. Proposals should reflect advancement of these goals in their program contents, to the full extent deemed feasible.

D.3.j. Program Monitoring and Evaluation: Proposals must include a plan to monitor and evaluate the project’s success, both as the activities unfold and at the end of the program. The Bureau recommends that your proposal include a draft survey questionnaire or other technique plus a description of a methodology to use to link http://j1visa.state.gov/ outcomes to original project objectives. The Bureau expects that the award recipient organization will track participants or partners and be able to respond to key evaluation questions, including satisfaction with the program, learning as a result of the program, changes in behavior as a result of the program, and effects of the program on institutions

(institutions in which participants work or partner institutions). The evaluation plan should include indicators that measure gains in mutual understanding as well as substantive knowledge.

Successful monitoring and evaluation depend heavily on setting clear goals and outcomes at the outset of a program. Your evaluation plan should include a description of your project’s objectives, your anticipated project outcomes, and how and when you intend to measure these outcomes (performance indicators). The more that outcomes are "smart"

(specific, measurable, attainable, results-oriented, and placed in a reasonable time frame), the easier it will be to conduct the evaluation. You should also show how your project objectives link to the goals of the program described in this NOFO.

Your monitoring and evaluation plan should clearly distinguish between program outputs and outcomes. Outputs are products and services delivered, often stated as an amount.

Output information is important to show the scope or size of project activities, but it cannot substitute for information about progress towards outcomes or the results achieved. Examples of outputs include the number of people trained or the number of seminars conducted. Outcomes, in contrast, represent specific results a project is intended to achieve and is usually measured as an extent of change. Findings on outputs and outcomes should both be reported, but the focus should be on outcomes.

We encourage you to assess the following four levels of outcomes, as they relate to the program goals set out in the NOFO (listed here in increasing order of importance):

1. Participant satisfaction with the program and exchange experience.

2. Participant learning, such as increased knowledge, aptitude, skills, and changed understanding and attitude. Learning includes both substantive

(subject-specific) learning and mutual understanding.

3. Participant behavior, such as concrete actions to apply knowledge in work or community; greater participation and responsibility in civic organizations; interpretation and explanation of experiences and new knowledge gained; continued contacts between participants, community members, and others.

4. Institutional changes, such as increased collaboration and partnerships, policy reforms, new programming, and organizational improvements.

Please note: Consideration should be given to the appropriate timing of data collection for each level of outcome. For example, satisfaction is usually captured as a short-term outcome, whereas behavior and institutional changes are normally considered longer-term outcomes.

Overall, the quality of your monitoring and evaluation plan will be judged on how well it

1) specifies intended outcomes; 2) gives clear descriptions of how each outcome will be measured; 3) identifies when particular outcomes will be measured; and 4) provides a clear description of the data collection strategies for each outcome (i.e., surveys, interviews, or focus groups). (Please note that evaluation plans that deal only with the first level of outcomes [satisfaction] will be deemed less competitive under the present evaluation criteria.)

Recipient organizations will be required to provide reports analyzing their evaluation findings to the Bureau in their regular program reports. All data collected, including survey responses and contact information, must be maintained for a minimum of three years and provided to the Bureau upon request.

D.3.k. Virtual Exchange Component: ECA welcomes innovative ideas on how organizations can leverage appropriate mobile and/or online technologies to maintain engagement among exchange participants, encourage project collaboration and widen participation in the overall project to a broader audience. ECA strongly encourages organizations submitting proposals in response to this solicitation to suggest one or more virtual exchange components to complement the in-person exchange. The virtual exchange component(s) could come before, during and/or after the physical exchange.

The objective for the virtual exchange component(s), defined as technology-enabled, sustainable, people-to-people, cross-cultural exchanges, is to augment the impact of the in-person exchange described in this solicitation. ECA encourages organizations to propose virtual exchange ideas that take advantage of ECA’s existing web and social networking platforms, including our International Exchange Alumni space. Virtual exchange components would be coordinated with and approved by the ECA program office and U.S. missions abroad on a project by project basis.

D.3.l. Communications Guidance for ECA Grant Recipients: All ECA Grant

Recipients must adhere to the requirements in ECA’s Communications Guidance on the creation of program branding and attribution, websites, social media, and press.

D.3.m. Please take the following information into consideration when preparing your budget:

D.3.n. Applicants must submit SF-424A – “Budget Information – Non-Construction

Programs” along with a comprehensive budget for the entire program. There must be a summary budget as well as breakdowns reflecting both administrative and program budgets. Applicants must provide separate sub-budgets for each program component, phase, location, or activity to provide clarification. A minimum of $250,000 must go to each sub-awardee to support robust programming, but applicants are encouraged to allocate more. It is estimated that one Institute costs approximately $360,000.

For competitions that will be renewed through a Non-Competitive Continuation applicants must submit:

https://alumni.state.gov/ https://eca.state.gov/comms-guidance

1. the SF-424A which must include the budget request amount for the base-year of the program;

2. a detailed proposal narrative and budget for the base year of funding (Please refer to the Proposal Submission Instruction Document (PSI) for general budget guidance.). The narrative should also include a brief commitment to implement the program for the base year, plus two additional non-competitive continuation years, pending successful program performance and availability of funds; and

3. an abbreviated/estimated summary budget presenting the total projected administrative and program costs for the anticipated total duration of programming (base year, plus two non-competitive continuation years).

To exercise the Non-Competitive Continuation mechanism, the recipient will be required to submit:

1. timely semi-annual performance and financial reports;

2. a request in writing to ECA at least 90 days in advance of the expiration of the current program year;

3. a summary budget that projects program expenses through the end of the current year;

4. a detailed budget outlining both administrative and program expenses for the requested non-competitive continuation year; and

5. a brief narrative to support the continuation of the award.

The ECA Grants Officer and Program Officer will:

1.) closely monitor the recipient’s performance through site visits, desk audits, mandatory semi-annual performance and financial reports, consultations, and other forms of communication and dialogue before exercising additional non-competitive continuations. (Additional details regarding monitoring and oversight of the program by ECA representatives will be provided at the time the base-year award is made.)

2.) review and evaluate all mandatory semi-annual program and financial reports;

i. All program and financial reporting requirements must be current and up-to-date before ECA will exercise additional non-competitive continuations.

ii. Any/all concerns, issues, or modifications requested by the Grants Officer or Program Officer to the original program design or method of implementation must be responded to in writing.

iii. The ECA Grants Officer and Program Officer will review and advise of

ECA’s approval or disapproval of the response before issuing subsequent non-competitive continuations.

3.) Prior Grants Officer approval is required to carry forward an unobligated balance from a prior funding period to the subsequent funding period. If the Grants

Officer determines that some or all of the unobligated funds are not necessary to perform the program activity, the Grants Officer may decline the Recipient’s request to carry forward the unobligated balance.

The Grants Officer may, at their discretion, use the unobligated balance to reduce or offset future funding for a subsequent funding period. An unobligated balance at the end of a funding period is not sufficient justification to carry forward funds.

A final determination and approval to carry forward any funds will be communicated via a cost amendment with adjustment, if any, to new obligation amounts.

i. The request to carry forward an unobligated balance must include:

a. A brief narrative why funds remain unobligated and how the unobligated funds will be used to complete the previously approved goals and objectives of the program; and,

b. A detailed budget that reflects the amount of unobligated funds to date, and anticipated expenditures in the subsequent period of performance for all cost categories under the authorized budget.

D.3.o. Allowable Costs: Please refer to section F.2. of this document for information on allowable costs. Please refer to the Solicitation Package for complete budget guidelines and formatting instructions.

D.3.p. Application Deadline and Method of Submission:

Application Deadline Date: January 11, 2019

Method of Submission: Applications may only be submitted electronically through Grants.gov (https://www.grants.gov). Complete solicitation packages are available at Grants.gov in the “Search Grants” portion of the system.

D.3.q. Grants.gov Registration, Application Submission, and Receipt Procedures:

Eligible organizations should follow the instructions available in the ‘Get Started’ portion of the site (http://www.grants.gov/web/grants/applicants/apply-for-grants.html).

D.3.r. How to Register to Apply through Grants.gov: Applicants should read instructions carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required application submission deadlines. Applicants should check with appropriate staff within their organizations immediately after reviewing this NOFO to confirm or determine their registration status with Grants.gov. Organization applicants can find complete instructions here: https://www.grants.gov/web/grants/applicants/organization-registration.html.

https://www.grants.gov/ http://www.grants.gov/web/grants/applicants/apply-for-grants.html https://www.grants.gov/web/grants/applicants/organization-registration.html https://www.grants.gov/web/grants/applicants/organization-registration.html

D.3.s. How to Submit an Application to ECA via Grants.gov: For access to complete instruction on how to apply for Notice of Funding Opportunities on Grants.gov, refer to:

https://www.grants.gov/web/grants/applicants/apply-for-grants.html.

D.3.t. Grants.gov Support and Submission Issues: Direct all questions regarding

Grants.gov registration and submission issues to:

Grants.gov Customer Support

Contact Center Phone: 800 -518-4726

Business Hours: 24 hours a day, 7 days a week; closed on federal holidays

Email: support@grants.gov

D.3.u. Timely Receipt Requirements and Proof of Timely Submission: Applicants have until midnight (12:00 a.m.), Washington, DC time of the closing date to ensure that their entire application has been uploaded to the Grants.gov site. There are no exceptions to the above deadline. Applications uploaded to the site after midnight of the application deadline date will be automatically rejected by the Grants.gov system, and will be technically ineligible.

Therefore, we strongly recommend that you not wait until the application deadline to begin the submission process through Grants.gov.

Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time stamp is generated within the system when the application is successfully received by Grants.gov. The applicant AOR will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of their application. Applicant AORs will also receive the official date/time stamp and Grants.gov tracking number in an email serving as proof of their timely submission.

When ECA successfully retrieves the application from Grants.gov and acknowledges the download of submissions, Grants.gov will provide an electronic acknowledgement of receipt of the application to the email address of the applicant with the AOR role. Again, proof of timely submission shall be the official date and time that Grants.gov receives your application. Please also be mindful of any Grants.gov generated error messages that may appear during the application process as they may result in some documents not transmitting correctly.

Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before Grants.gov receives your application. Grants.gov will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the AOR role. The Grants.gov Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.

https://www.grants.gov/web/grants/applicants/apply-for-grants.html mailto:support@grants.gov

The Grants.gov website includes extensive information on all phases/aspects of the

Grants.gov process, including an extensive section on frequently asked questions, located under the "Applicant FAQs" section of the website. ECA strongly recommends that all potential applicants review thoroughly the Grants.gov website, well in advance of submitting a proposal through the Grants.gov system. ECA will not notify you upon receipt of electronic applications.

PLEASE NOTE: ECA bears no responsibility for applicant timeliness of submission or data errors resulting from transmission or conversion processes for proposals submitted via Grants.gov. Prior to submitting applications through Grants.gov, please ensure you meet all Grants.gov system and software requirements, including Adobe software compatibility. You can verify if your version of Adobe software is compatible with

Grants.gov, by visiting https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html.

It is the responsibility of all applicants submitting proposals via the Grants.gov web portal to ensure that proposals have been received by Grants.gov in their entirety, and ECA bears no responsibility for data errors resulting from transmission or conversion processes.

D.3.v. Intergovernmental Review of Applications: Executive Order 12372 does not apply to this program.

E. Application Review Information:

ECA will review all proposals for technical eligibility. Proposals will be deemed ineligible if they do not fully adhere to the…