Pickering_2027_SOW_Daily_Admin_1.docx

2027 THOMAS R. PICKERING GRADUATE FOREIGN AFFAIRS FELLOWSHIP

FUNDING OPPORTUNITY NUMBER:

BUREAU OF HUMAN RESOURCES

OFFICE OF OUTREACH, FELLOWSHIPS, AND INTERNSHIPS

SCOPE OF WORK

I. Program Goals, Objectives and Outcomes

Effective management of the Thomas R. Pickering Graduate Foreign Affairs Fellowship program is fundamental to its overall success. The Department is fully invested in this program and seeks to maintain a program of integrity and high quality. The goals and objectives of the program include, but are not limited to:

i. Program Goals

The overarching goals of the Thomas R. Pickering Graduate Foreign Affairs Fellowship are to:

· Develop new talent for the Department of State’s Foreign Service at the graduate level; individuals who are dedicated to pursuing Foreign Service careers, can effectively “respond to the complex challenges of modern diplomacy and international relations,”[footnoteRef:2] and can “provide the highest caliber of representation”[footnoteRef:3] for America’s interests abroad. [2: FSA 1980, 101(a)(3).] [3: FSA 1980, Sec. 101(b)(10).]

· Bring in top talent to fill critical skill needs for current and projected foreign policy priorities.

· Contribute to a Foreign Service that is “representative of the American people.”[footnoteRef:4] [4: Foreign Service Act of 1980, Section 101(a)(4).]

ii. Program Objectives

The objectives of the Thomas R. Pickering Graduate Foreign Affairs Fellowship are to:

· Develop highly talented and qualified candidates from across the United States for a Foreign Service career in the U.S. Department of State through a program of educational support and professional development.

· Provide candidates and fellows with information on the service elements, benefits, challenges, and requirements of a Foreign Service career.

· Provide candidates and fellows with information on the benefits and obligations of the fellowship and need to complete Foreign Service entry requirements including obtaining and maintaining required clearances (security, suitability and medical) and taking the Foreign Service Officer Test (FSOT) and passing the Foreign Service Officer Assessment (FSOA).

· Provide funding to assist fellows towards completing graduate degrees in academic disciplines representing the skill needs of the Department’s Foreign Service.

· Enhance fellows’ understanding of U.S. foreign policy and the work and lifestyle of the Foreign Service through a domestic internship in Washington D.C. and an overseas summer development experience at an embassy, consulate, or mission.

· Provide Fellows with one-on-one mentoring and professional development training to expose them to information that will help to prepare them to be successful Foreign Service Officers. To assist Fellows with career track selection, emphasis will be placed on the important contributions of all five career tracks to the Department’s mission.

· Administer the program in a strategic and efficient way that produces the intended results.

iii. Expected Results

Based on the goals and objectives of the program, expected results include, but are not limited to the following:

· Candidates’ knowledge of the benefits, challenges and requirements of a Foreign Service career will increase.

· Fellows will be prepared for careers with the Department of State as Foreign Service Generalists through a program that includes financial assistance towards the completion of a two-year master’s degree, mentoring, a domestic internship, an overseas summer development experience, and professional development.

· Fellows will complete graduate degrees in academic disciplines representing the skill needs of the Department’s Foreign Service.

· Fellows will complete Foreign Service Officer Test (FSOT), Foreign Service Officer Assessment (FSOA), medical review, security and suitability clearance requirements as outlined in the fellowship agreement in a timely manner.

· The program will be administered in a cost-effective manner, resources will be matched to program objectives, and all program elements will be completed within budget.

II. General Recipient Responsibilities

· Adhere to all HR/OFI guidance and procedures.

· The Recipient will need to be attentive and responsive to Pickering Fellows’ needs and those of the Department.

· The Recipient will need to demonstrate dedication and commitment in pursuing the goals of the programs as well as the ability to engage and work closely with HR/OFI in meeting all requirements.

· The Recipient must have sufficient staff with relevant qualification to administer the program and liaise with HR/OFI on all aspects of the programs. Knowledge of the Department’s Foreign Service career system and/or recruitment experience is preferred.

· A senior level program manager with decision-making authority must be readily available and responsive to HR/OFI requests during the period of performance.

· The Recipient must submit to HR/OFI in draft, for review and final approval, a milestone schedule for the 2027 cohort. Key activities to be identified in the milestone schedule should include, but are not limited to:

· Dates associated with orientation

· Completion, delivery and posting dates for promotional materials

· Tuition and stipend payment dates

· Frequency of social media postings with description of content

· Dates associated with domestic internship, professional development series, and overseas summer development experience (including lodging move-in/move-out dates for domestic summer internships

· The Recipient will be responsible for submitting required quarterly performance progress reports and financial reports.

· Recipient must develop an evaluation strategy to measure the impact and outcomes of the Pickering Fellowship Program. Recipient must submit proposed evaluation strategy to HR/OFI for prior approval.

· Recipient must conduct surveys of the cohort to elicit opinions on effectiveness of program components and program administration and submit to HR/OFI via performance progress quarterly reports and final report.

· Recipient will consent to meetings, as requested, with HR/OFI leadership participation to review status of the programs.

· Recipient agrees that HR/OFI has proprietary rights to all databases, surveys, statistics, and related information regarding cohorts under its management. If, during an open competition, this grant was awarded to another entity, the Recipient will be required to relinquish said information to HR/OFI.

III. Substantial Involvement

The Pickering Fellowship is administered via a cooperative agreement. HR/OFI, as the grantor, is substantially involved in the program activities above and beyond routine monitoring. HR/OFI activities and responsibilities for this program include but are not limited to, the following:

· Provide overall program and policy design and direction to Recipient regarding the administration of the fellowship.

· Ensure that the Recipient complies with the stated program goals and objectives.

· Review and analyze the Recipient’s promotion of the Fellowship program goals.

· Monitor and evaluate Recipient’s delivery of the desired product.

· Review Recipient’s budget submissions to ensure they meet HR/OFI’s requirements for the program.

· Review Recipient reports of program activities, evaluating the effectiveness of the Recipient and its ability to favorably impact the programs.

· Review and approve annual milestone schedule and any programmatic date changes.

· Outreach

· Review and approve publicity, orientation, mentoring, and professional development materials.

· Review and approve all content to be posted on the website and social media outlets.

· Graduate School

· Review and approve graduate school degrees programs prior to new Fellow orientation.

· Orientation

· Collaborate with Recipient on the design and development of the orientation schedule.

· Organize orientation networking events with Recipient.

· Arrange orientation briefing sessions with Recipient for new Fellows on issues related to the Fellowship and a Foreign Service career.

· Domestic Internship/Summer Development Experience

· Identify Department of State domestic and overseas summer development experience placements for fellows.

· Review any requests for internships/summer experience funds that exceed the limit.

· Review and counsel Fellows regarding their internship evaluations when necessary.

· Professional Development

· Review and approve professional development series schedule and topics.

· Review and approve professional development facilitator and presenters.

· Mentors

· Review and approve all Foreign Service mentors.

· FSOA/FSOT

· Provide information to Fellows FSOA and FSOT requirements and assist them with scheduling.

· Collaborate with Recipient on verifying Fellows’ completion of FSOA and FSOT requirements.

· Security Clearance, Suitability Clearance, Medical Review

· Provide information to Fellows on the security/suitability clearance and medical review process.

· Track security/suitability clearance and medical review status of fellows and inform fellows and Recipient of determination.

· Deferrals and Termination/Repayment

· Make final decision termination and repayment obligation of Fellows.

· Review and make final decision on deferral requests.

IV. Program Description

The Pickering Fellowship provides outstanding candidates entering graduate school with funding to assist in the completion of a two-year master’s degree in an area relevant to the Foreign Service of the Department of State. Fellows complete a domestic internship at an office of the Department of State in Washington D.C. and an overseas summer experience at a U.S embassy, consulate or mission. In addition, Fellows receive mentoring from a Foreign Service Officer and professional development training during the program. Fellows who successfully complete the fellowship program and Foreign Service entry requirements, including passing the FSOT and FSOA, receive appointments as Foreign Service Officers, in accordance with applicable law and State Department policy. Fellows are obligated to complete a minimum of five years of service. Fellows who do not successfully complete the fellowship program and the subsequent five-year service obligation may be subject to a reimbursement obligation.

This award will provide for 10 fellows and will cover approved program expenses for the program period. Recipient will be advised of the final number of fellows prior to the program cycle. The current model allocates: 1) up to $55,000 per academic year per Fellow for actual expenses for tuition and mandatory fees during the first and second years of graduate school, 2) a stipend for up to $33,000 per academic year, for each of the two years of graduate study to help cover room and board, books/laboratory fees, other academic fees not covered by tuition, and travel between the Fellow’s residence and the academic institution and 3) up to $11,000 per summer for costs related to the summer domestic internship and overseas summer experience– stipend, housing during the domestic internship, domestic and overseas travel, visa fees, mandatory inoculation fees, and emergency medical evacuation insurance.

Fellowship Applicant Criteria The Pickering Graduate Fellowship Program requirements include: 1) proof of US citizenship at time of application; 2) seeking admission to a two-year full time master’s degree program for the following academic year (fall entrance) in selected fields of study representing the needs of the Department including public policy, public administration, international relations, business administration, economics, history, political science, communications, foreign languages, management science, and organizational development/leadership (degrees must have an international component); 3) minimum 3.2 undergraduate grade point average or higher on a 4.0 scale; ; and 4) in addition to outstanding leadership and academic achievement, demonstration of financial need.

V. Projected Program Timeline

HR/OFI envisions the Pickering Fellowship Program timeline as follows:

· Mid-late January 2027: Fellows onboarded to program – clearance process begins, agreements signed

· January 2027: Fellows begin medical review process

· Week of June 1, 2027: Pickering Fellowship Orientation

· Summer 2027: Fellows matched with Foreign Service mentor

· August/September 2027: Pickering Fellows begin two-year graduate program

· May/June 2028: Pickering Fellows begin domestic Department of State internship and professional development series

· August/September 2028: Pickering Fellows complete domestic internship and begin second year of graduate program

· Pickering Fellows attend a two-week seminar at National Defense University

· May 2029: Pickering Fellows complete two-year graduate program

· May/June 2029: Pickering Fellows begin overseas Department of State summer development experience

· September 2029: Pickering Fellows who meet all entry requirements onboard as Entry-level Foreign Service Generalists

VI. Program Specific Guidelines

The specific responsibilities of the Recipient are detailed below:

In consultation with HR/OFI, the Recipient will be responsible for the programmatic, financial, and administrative activities for the Pickering Fellowship. HR/OFI will work collaboratively with the Recipient in administering the program. The Recipient will be responsible for conducting the day-to-day activities associated with the management of the program and must consult with HR/OFI, which will have final approval in consultation with the Grants Officer, on all policy matters affecting the program.

A. Fellowship Agreements

· In consultation with HR/OFI, distribute the agreements to those selected as finalists.

· Recipient must submit all signed agreements together to HR/OFI prior to orientation.

· Ensure that all Fellows agreements have been received and counter-signed by the Department prior to Fellows attending the Pickering Orientation.

B. Orientation In collaboration with GTM/TAC, Recipient will organize the week-long orientation program for new Fellows conducted in early June 2027. The orientation program is conducted in Washington, DC. In organizing the orientation program, the Recipient will be expected to:

· Provide all administrative functions for the orientation and professional development seminars to include arranging travel and lodging for the Fellows, name tags, folders, etc.

· Counsel Fellows on the benefits and obligations of the Fellowship.

· Ensure Fellows receive all instructions related to the medical examinations and are present for their appointments if they are conducted during orientation.

· In consultation with HR/OFI, identify speakers and organize briefing sessions and networking events to discuss issues related to the Pickering Fellowship and a Foreign Service career including sessions on all five career tracks.

· Arrange an information session on the FSOA, in consultation with HR/OFI. The session must be offered by a qualified consultant approved by HR/OFI.

· Perform other related activities as needed by HR/OFI.

C. Domestic Internship and Overseas Summer Development Experience There is one domestic internship in Washington, D.C., during the summer after the first year of graduate school and one overseas summer development experience at a U.S embassy, consulate, or mission after the second year of graduate school during the two-year Fellowship program. In collaboration with HR/OFI, Recipient will be expected to:

· Ensure Fellows have successfully completed their academic requirements, received required clearances, and met the minimum medical qualification standard before disbursing funds associated with the domestic internship/overseas summer development experience and arranging travel. Fellows must receive Top Secret (TS) security clearance to participate in the domestic DOS internship. Fellows must receive the TS security clearance and meet the minimum medical qualification standard to participate in the overseas DOS summer development experience. For both the domestic internship and overseas summer development experience, the fellow must not have been denied suitability clearance.

· Counsel Fellows on domestic internship/overseas summer development experience choices.

· Ensure that Fellows understand what the program covers with regards to travel, housing, stipend, evacuation insurance, baggage, inoculations, and visas.

· In consultation with HR/OFI, ensure coverage of all required visas and mandatory inoculations for Fellows traveling abroad.

· Maintain a productive relationship with a reliable travel agency that can produce results as needed. In consultation with HR/OFI, facilitate and ensure Fellows have reasonable emergency medical evacuation insurance coverage and have met the required Department of State medical minimum medical qualification standard prior to beginning overseas summer development experience.

· Ensure Fellows have required emergency medical evacuation insurance coverage prior to beginning the overseas summer development experience.

· Identify and arrange appropriate housing for Fellows during their domestic internships, generally in university dormitories; handle payments for housing and provide HR/OFI with accounting information. Domestic lodging rates during domestic internships are subject to standard U.S. government per diem rates. Recipient may reimburse Fellows choosing alternate housing up to the amount of the cost of lodging provided by Recipient.

· Remain current on fellows’ start and end dates of the domestic internship and overseas summer development experience.

· Follow up with Fellows, in writing, to ensure that they have arrived and reported, as scheduled, at their overseas summer development experience location. Notify HR/OFI of any late arrivals with accompanying explanation.

· Review and counsel Fellows regarding their domestic internship/ overseas summer development experience evaluations and recommend ways to improve and strengthen their future performance if the Fellow receives a rating that does not meet expectations.

· Require Fellows submit in writing a 1–2-page assessment of their two experiences highlighting what they learned about the Foreign Service and how the experience will help them in their future Foreign Service careers. Recipient must receive the assessment within two weeks of the Fellow completing his/her domestic internship/overseas summer development experience. Recipient must submit a copy of each assessment to HR/OFI upon receiving the Fellow’s assessment.

· Perform other related domestic internship/overseas summer development experience activities as needed by HR/OFI.

D. Professional Development

· Recipient is to develop and conduct a mandatory series of professional development seminars that will take place during the summer after the Fellows’ first year of graduate school when they are in Washington, D.C., completing their domestic internships. These sessions should help prepare them for careers with the Department of State as FSOs. Session topics will be determined in collaboration with HR/OFI.

· Professional development series facilitators and presenters must be reviewed and approved by HR/OFI.

· At the end of the series, the recipient is to conduct a participant survey and present the findings with recommendations to HR/OFI.

· Recipient is responsible for monitoring Fellows’ attendance and address Fellows’ unapproved absences.

· Recipient must ensure professional development series includes sessions on all five Foreign Service career tracks.

E. Mentoring

· Recipient is to assign Foreign Service mentors and sponsors to all newly selected Fellows no later than the beginning of the Fellows’ first semester of graduate school. Recipient must submit for HR/OFI review and approval, a list of all proposed mentors and sponsors. Mentors must be tenured FSOs. Mentors and sponsors should be assigned from all five career tracks.

· Recipient should also serve as mentor to the Fellows. Recipient will be expected to conduct quarterly one-on-one sessions with the Fellow during which issues that could impact participation in the fellowship and/or completion of the Foreign Service entry requirements should be discussed.

F. Foreign Service Officer Test (FSOT) and Foreign Service Officer Assessment (FSOA)

· Ensure each Fellow is aware of their obligation with regard to passing the FSOT and FSOA. Fellows are required to pass the FSOT prior to selection as a Fellow. Fellows are required to pass the FSOA prior to completing their graduate school program. In the event the Fellow is unsuccessful on their first attempt at the FSOA, the Fellow must attempt to take the FSOA every 180 days or as permitted by the Bureau of Examiners (BEX) until the completion of the graduate school program. If the Fellow fails to pass the FSOA by the time of graduation from their master’s degree program, they will be onboarded as Consular Limited Non-Career Appointments (LNAs) without further opportunity to take or pass the FSOA.

· The Recipient must submit reports to HR/OFI on the status of each Fellow and cohort with regard to this requirement prior to their entry into the Foreign Service.

G. Tracking

· Maintain institutional databases for recruitment.

· Maintaining databases of Fellows for purposes of tracking: a) current contact information b) GPA and academic program status, c) successful completion of program requirements, d) successful completion of contractual obligations, e) withdrawals/dismissals from the program prior to completion, f) deferrals, g) areas of study, h) languages spoken and other relevant statistical information.

· Perform other related tracking activities as needed by HR/OFI.

H. Monitoring The Recipient should monitor and report on performance indicators that are specific, measurable, achievable, reasonable, and time bound. Performance targets for each expected result should be established and details should be included on what sources of data will be used to document performance. Indicators should be relevant to the goals or objectives of the program.

Indicators may include but are not limited to:

· Effectiveness of program elements in preparing Fellows for Foreign Service careers and increasing their knowledge of U.S. foreign policy and the work and lifestyle of the Foreign Service:

· Assessed through participant surveys on program elements - orientation, professional development training, internship, summer development experience, and mentoring

· Percent of Fellows indicating an increase in their understanding of the five Foreign Service career tracks

· Percent of Fellows indicating successful to fully successful performance ratings on delivery program elements - orientation, financial assistance towards the completion of a two-year master’s degree, professional development training, internship/summer development experience support, and mentoring

· Number of Fellows completing the program requirements – including:

graduate degree in a discipline representing the skill needs of the Foreign Service medical review and security and suitability clearances in a timely manner taking the FSOA/FSOT as outlined in the Fellowship agreement in a timely manner

· Number of Fellows matched with Foreign Service mentors by the start of their first semester of graduate school

· Number of quarterly one-on-one mentoring sessions held with Fellows

· Attrition and retention rates of the cohort

· Program elements completed on time and within budget

I. Administrative

· Maintain document file for each Fellow with all written correspondence, contractual agreement, payments, and other pertinent data and provide to HR/OFI as requested.

· Provide HR/OFI, in a timely manner, with additional information on Fellows as needed.

a. Disbursement of Funds

· Prior to disbursement of any Fellowship funds, Recipient coordinates with HR/OFI to ensure the Fellow has met all necessary requirements.

· For each semester, provide HR/OFI with a list of: 1) Fellows enrolled in academic programs, 2) their graduate institution and 3) the amount of Fellowship funds disbursed. Prior to disbursement of Fellowship funds, Recipient will coordinate with HR/OFI to determine if the Fellow has requested a deferral.

· Should a Fellow not receive and maintain a worldwide available medical clearance, top secret security clearance, or not pass the required suitability review prior to the start of their first academic semester after being selected for the Fellowship program, HR/OFI will present the Fellow with the option to defer for a maximum of one academic year while their medical, security, or suitability clearances are pending. Comment by Wright, Katherine A: Do we want to keep this?

· Ensure that the Fellow understands the reasons for any payment delays and must help manage the Fellow’s expectations with regard to the disbursement of Fellowship funds.

· Establish and maintain effective and productive relationships with Student Accounts Offices at each Fellow’s graduate institution and make timely payment of tuition and other fees up to the established cap limit. Provide HR/OFI with accounting.

· Ensure Fellows have received the required security clearance and met the minimum medical qualification standard before disbursing funds associated with the overseas summer development experience, including travel and stipend funds.

· Make academic/domestic internship/overseas summer development experience stipend disbursements to Fellows. Provide HR/OFI with accounting.

b. Deferral Requests

· Ensure Fellows understand conditions under which deferrals may be accepted and that any deferral request be accompanied by required supporting documentation and Recipient’s recommendation for granting deferral request. Counsel Fellows that deferral requests for purposes beyond those authorized will not be accepted.

c. Record Keeping

· Maintain transcripts of all Fellows.

a. Fellows will be required to send an official transcript each semester to Recipient per their agreement. Should Recipient fail to receive a transcript from a Fellow, Recipient will send a letter to the Fellow requesting compliance with their contract and notify HR/OFI immediately.

· Monitor Fellows’ academic progress ensuring adherence to academic terms of agreement which are that Fellow must maintain a 3.2 grade point average on a 4.0 scale. If cumulative GPA falls below 3.2 in any given semester, Recipient must: 1) notify Fellow that they have been placed on probation, 2) require Fellow to submit a plan outlining actions to improve GPA and 3) notify HR/OFI of this matter. If cumulative GPA falls below 3.2 for second semester (consecutive or otherwise), Recipient must: 1) notify Fellow with second probation alert; 2) require Fellow to submit plan outlining actions to improve GPA and 3) notify HR/OFI within 15 days with recommendation for continuing /discontinuing Fellows’ participation in the program. HR/OFI will make final decision.

· Maintaining file for each Fellow with correspondence, contractual agreement, payments, and other pertinent data. These files must be kept in accordance with 2 CFR 200.

J. Website:

Recipient will establish and maintain a website to include up-to-date program description, including eligibility requirements, application information and information about Foreign Service careers with the U.S. Department of State. The program website should also conform to GSA section 508 guidelines to ensure equal access to users with disabilities. In addition, the Recipient will establish an email address for the program. Recipient will obtain GTM/TAC approval for all content posted on the website.