pogi educationusa academy.docx

PROJECT OBJECTIVES, GOALS, AND IMPLEMENTATION (POGI)

FY 2015 EducationUSA Academy

Funding Opportunity Number: ECA-ECAAS-15-006

Office of Global Educational Programs Educational Information and Resources Branch (ECA/A/S/A)

The POGI guidelines apply specifically to the Notice of Funding Opportunity (NOFO) issued by the Office of Global Educational Programs of the Bureau of Educational and Cultural Affairs of the U.S. Department of State for the FY 2015 EducationUSA Academy. Proposals must conform to the NOFO, the Guidelines stated in this document, and the standard Proposal Submission Instructions (PSI). Applications not adhering to the conditions set forth herein may be deemed technically ineligible. These guidelines are specific to the program mentioned above and are IN ADDITION TO the Standard Guidelines outlined in the PSI. If there is a perceived disparity between the standard and program specific guidelines and the program information supplied in the accompanying NOFO, the NOFO is to be the dominant reference.

TABLE OF CONTENTS

SECTION 1. PROGRAM OVERVIEW

STATEMENT OF WORK

A. Recipient Responsibilities B. Department of State Responsibilities

SECTION 2. PROGRAM SPECIFIC GUIDELINES

A. Program Dates B. Program Administration C. Participant Selection Process D. Host Campus Selection Process E. EducationUSA Academy – 2015 Pilot Minimum Requirements F. Logistical Considerations G. Alumni Outreach and Follow-on Activities H. Sustainability

SECTION 3. BUDGET

A. Summary Budget B. Line Item Budget C. Budget Narrative

A. Proposal Contents B. Application Submission

SECTION 1.

PROGRAM OVERVIEW

The Bureau of Educational and Cultural Affairs (ECA) of the U.S. Department of State invites proposal submissions for the implementation of the FY 2015 EducationUSA Academy beginning in Summer 2016 for students from around the world hosted at U.S. institutions of higher education.[footnoteRef:1] The main components of the program include a short-term intensive English language program infused with college preparatory content and including tours of diverse U.S. college and university campuses. Most of the students will be self-funded. Please note that we anticipate a high demand from international students and from U.S. institutions of higher education for this program. Applicants should demonstrate their ability to expand the network of host campuses and participating countries extensively in future years and their capacity to monitor a large network of institutions, while creating a self-governing mechanism to allow for sustainability of the EducationUSA Academy network. [1: A pilot EducationUSA Academy with 40-80 students, primarily from key 100,000 Strong in the Americas countries Brazil, Colombia, Ecuador, Mexico, and Peru, will be hosted by two host institutions in summer 2015. While the administration of the pilot is outside the scope of this competition, the award recipient is expected to visit and gather best practices from the pilot and finalize minimum requirements together with ECA for implementation with the official launch of the program in summer 2016 (and continuing for the next two summers). It is expected that the recipient will begin program activities no later than the final week of the 2015 pilot.

The EducationUSA Academy will be a three- to four-week summer program initially held on approximately 10-15 U.S. college and university campuses, beginning in summer 2016 (and continuing for the next two summers), for 15-17 year-old students who are citizens of and reside in other countries. Each campus will host at least one cohort of no more than 20 students, who will study intensive English, learn about the process of applying to U.S. higher education institutions and strategies for success in a U.S. academic environment, and experience U.S. campus life. The program will also include tours of a minimum of three diverse college and university campuses. Two levels of curricula will be offered: Level 1 (Intermediate): “Exposure to U.S. Higher Education;” and Level 2 (Advanced): “Preparing to Apply to a U.S. College/University.” Students will apply directly to the institution of their choice and pay their own tuition. In addition, ECA will select a limited number of high-achieving students who lack the financial resources to pay their own tuition and other program-related costs through a separate process together with Embassy/Consulate Public Affairs Sections; these students will be eligible for ECA scholarships to cover some or all of the costs (approximately 7-10 scholarships will be provided each year).

The long-term goal of the EducationUSA Academy is to create a new recruitment pipeline for international high school students who may not have considered undergraduate study in the United States by creating a network of summer programs at participating U.S. colleges and universities, each aimed at providing a combination of intensive English language training and college-preparatory content. EducationUSA and the recipient will establish minimum requirements for the Academy and set up a network of Academy host institutions that will eventually become self-governing. Over time, it is anticipated that the network will grow significantly with participating colleges and universities benefitting from the quality brand of EducationUSA, and EducationUSA successfully expanding educational opportunities to meet a growing international demand. A goal of the program is to increase international enrollment at a diverse pool of accredited two- and four-year institutions across the country.

All aspects of the program, including the English language classes, college preparatory content, cultural activities, and campus tours, should be integrated and should support the overall goal of increasing students’ knowledge and motivation to apply to U.S. institutions of higher education. While each host college or university will offer a slightly different program based on the strengths of each institution and location, each Academy will provide the same minimum standards and main program components. The recipient will work with ECA to evaluate and finalize these minimum requirements, select the participating campuses to begin hosting in Summer 2016 (adding additional campuses in summers 2017 and 2018), and monitor the host campuses for consistency of quality and adherence to these requirements so that students have a comparable and equally productive experience at each and every Academy location. The recipient will also propose a framework for a self-governing board of representatives of participating U.S. institutions and then work to establish this board during the three-year period of performance so that by the end of this period (September 30, 2018), the board will become responsible for overseeing adherence to program rules and standards as the EducationUSA Academy network grows to include more host universities and increasing numbers of international students. Continued use of the EducationUSA Academy brand shall be contingent upon ECA’s approval.

It is essential that proposals provide a full, detailed, and comprehensive narrative describing how the recipient will work with ECA and the host institutions to achieve the objectives of the EducationUSA Academy. The Department of State will review the proposal based on its completeness, coherence, clarity, and attention to detail, and against each of the criteria stipulated in the NOFO.

Proposals should describe in detail the capacity of the applicant to fulfill all requirements of the NOFO and POGI. Proposals should include a detailed plan for marketing to and selecting Academy host institutions. Proposals should include proposed Academy minimum requirements (to be finalized together with ECA after an evaluation of the 2015 pilot), a plan for establishing a self-governing board, and a detailed budget, including a breakdown of administrative support and travel/monitoring costs ($300,000). Proposals should also address the applicant’s expertise in hosting international students, working with and providing services to minors, English language programs and offerings, college preparatory training, and/or other expertise that would contribute to successful administration of the program. Plans for monitoring, evaluation, and sustainability should also be explained in detail in the proposal. Note that this is a one-time award with a three-year period of performance.

STATEMENT OF WORK

In a cooperative agreement, ECA/A/S/A is substantially involved in program activities above and beyond routine monitoring. These activities and the roles and responsibilities of the Department and your organization are outlined below:

A. Recipient Responsibilities:

The EducationUSA Academy award recipient will be responsible for building and monitoring an initial network of 10-15 Academy host institutions in the United States for at least 200 students between the ages of 15-17 years who are citizens of and reside in other countries). Their duties would include, but not be limited to:

1. Determining minimum requirements and program components for EducationUSA Academy, based on observations and lessons learned from 2015 pilot Academy, in partnership with ECA;

2. Selecting initial 10-15 U.S. campuses to host the Academy beginning in the summer 2016 (with a plan to expand the network by 10-15 institutions per year, to 30-45 institutions by summer 2018);

3. Coordinating with host campuses to design and administer the EducationUSA Academy (each one lasting three to four weeks, for up to 20 students per cohort;

4. Making recommendations and sharing best practices on admissions processes, curricula, and other program components;

5. Communicating with ECA regarding the recommended placement of ECA-funded scholarship students;

6. Ensuring that host campuses facilitate all I-20 visa forms (for self-funded students) and DS-2019 visa forms (for ECA-funded students) and purchase/provide requisite health insurance for all students;

7. Creating and maintaining a webpage listing all eligible Academy host campuses including program dates, costs, and links to their respective online Academy applications. This webpage should offer an initial questionnaire that will help students find the Academy that best fits their needs in terms of timing, budget, and other preferences. The webpage should note application deadlines and should be branded according to EducationUSA brand identity guidelines and linked to the main EducationUSA website.

8. Developing and implementing, in coordination with EducationUSA, as well as Public Affairs Sections and EducationUSA Advising Centers, a media/social media outreach effort to publicize the program;

9. Monitoring the Academy host campuses for consistency of program content, quality, and cost;

10. Conducting an evaluation of the Academy each year (including the 2015 pilot program) and sharing the results with ECA;

11. Communicating program highlights and successes to ECA from each campus (with minimal reporting requirements of host institutions in order to encourage participation);

12. Supporting host campuses to resolve any serious incidents and support cases, and communicating those incidents and support cases to ECA;

13. Informing and consulting ECA about the administration of the program, host campus or participant related problems or deficiencies;

14. Implementing a plan for sustainability beyond ECA funding timelines. This would include developing a governing board of directors to take on the role of Academy host institution selection, monitoring/evaluation and quality control after the conclusion of the activities under this award;

15. Working with Academy host campuses to develop virtual post-Academy activities including social media activities, webinars, and other resources and online tools;

16. Developing, distributing and analyzing a self-assessment/survey of participants to identify changes in their knowledge, skills, attitudes, and perceptions regarding the United States and U.S. higher education, pre- and post- Academy participation;

17. Developing a mechanism to track Academy participant “conversion” rates to determine the percentage of Academy participants who ultimately choose to study in the United States.

B. ECA Responsibilities:

Duties would include, but not be limited to:

1. Selecting 2015 Pilot Academy host campuses and working closely with the pilot campuses and the recipient on all program aspects in order to monitor for quality, gather best practices, and finalize minimum requirements for 2016 programs (and continuing for the 2017 and 2018 summers);

2. Providing advice and assistance to the recipient staff and host campus/Academy staff and faculty with regard to program development;

3. Reviewing and selecting initial 2016 Academy host campuses in partnership with recipient (approving the final selection in future years);

4. Communicating with U.S. Public Affairs Sections (PAS), regarding the selection, placement, and funding of scholarship students. ECA will coordinate with recipient to place ECA-sponsored students at various Academy host campuses throughout the United States. ECA will be responsible for transferring funds to cover sponsored students’ tuition, travel expenses and other program-related costs;

5. Working with PAS to facilitate signing of Terms and Conditions for all ECA-sponsored students;

6. Monitoring the program through regular communications with the recipient and through site visits to host campuses;

7. Reviewing annual program evaluations and providing feedback to recipient on ways to improve the Academy programs as well as the recipient’s oversight of the programs;

8. Collaborating with recipient and host campuses on publicizing the program and approving all promotional materials;

9. Monitoring the recipient as they establish a governing board of directors to assume the role of monitoring, quality control, and future expansion of the EducationUSA network.

Duties of Public Affairs Sections (PAS) in Participating Countries:

PAS duties would include, but not be limited to:

1. Nominating a small number of disadvantaged, high-achieving students per year to receive scholarships to attend an EducationUSA Academy (number of students to be determined, based on final program costs and available funds);

2. Arranging for and purchasing international round trip travel for ECA-sponsored scholarship students and covering program costs (using ECA funds)

3. Providing a Pre-Departure Orientation or equivalent information to all Academy students;

4. Publicizing EducationUSA Academy in outreach and social media activities;

Duties of EducationUSA Advising Centers around the world:

EducationUSA Advising Centers’ duties would include, but not be limited to:

1. Publicizing EducationUSA Academy in outreach and social media activities and in regular advising sessions/workshops;

2. When funds are available, allowing the participation of advisers to attend a portion of an EducationUSA Academy program to observe and support students and teachers and to provide content related to the preparation of international students for U.S. study, thus serving as a professional development opportunity for advisers as well as an opportunity to enhance host campus understanding of the goals and objectives of the EducationUSA network.

Duties of Academy Host Institutions:

Host institution duties would include, but not be limited to:

1. Creating and managing an admissions process for the EducationUSA Academy hosted by each respective institution;

2. Executing all I-20s and F-1 (for self-funded participants) and J-1 (at least for ECA-sponsored participants) visa paperwork as appropriate;

3. Purchasing/providing health insurance for Academy students per visa requirements (health insurance should offer evacuation/repatriation benefits);

4. Recruiting and selecting students for its respective Academy;

5. Designing and implementing curricula that meet the minimum Academy requirements as determined by recipient and approved by ECA;

6. Setting a per participant fee for all program costs including tuition, health insurance, visa and other fees, housing and meals, books and supplies, local transportation and other costs associated with cultural activities, field trips, and campus visits, etc. for a total of between $4000 and $6000 (not including international airfare).

7. Establishing and strictly enforcing protocols and program policies (particularly as appropriate for minors);

8. Collaborating with recipient to evaluate the Academy and sharing evaluation results with ECA;

9. Providing cost share in the form of at least one student scholarship (in addition to any scholarships offered by ECA);

SECTION 2.

PROGRAM SPECIFIC GUIDELINES

A. Program Dates

The program will take place in the summers of 2016, 2017, and 2018, with the expectation that it will become self-sustaining beyond the conclusion of the award (see sustainability section of this POGI). Each Academy should be approximately three to four weeks in length. The Academy dates may vary by institution but it has been determined that, considering the variety of academic calendars around the world, holding the program in July would be the most convenient for the majority of international students.

B. Program Administration

Proposals should include a staffing pattern that details how staff will fulfill responsibilities. It is recommended that the recipient designate a project director to oversee all aspects of this unique program. The project director would coordinate logistical and administrative arrangements, ensure a fair and transparent host campus selection process, and ensure an appropriate level of consistency among the different host institution programs, among other duties. The project director will serve as the principal liaison between ECA and the host institutions and as ECA’s primary point of contact. It is also acceptable to have several part-time staff instead of one project director, if that staffing pattern is more feasible for the recipient (but one principal point of contact should still be designated).

The program model for this initiative includes identification by the recipient of academic director(s) at each host institution, who will be responsible for ensuring the quality and integration of all aspects of the academic program throughout the entire duration of the Academy. The academic director(s) will plan and implement the programs, oversee the day-to-day management, monitor Academy students and report to the recipient any major incidents involving Academy students. In addition, it is suggested that administrative coordinator(s) be identified by each host institution to oversee all student support services, including supervision of the Academy students, budgetary, logistical, and other administrative arrangements. Host institutions should describe their own institution’s policies with regards to minors, define how they will enforce those policies and/or what they might do above and beyond those policies in order to ensure the safety and well-being of the minors participating in the Academy. For example, they should adhere to the institution’s required ratio of students to chaperones on field trips, hire resident advisers or graduate assistants to live with students in university resident housing, institute behavioral contracts and take swift disciplinary action when necessary. It should be emphasized that host institutions will be entirely responsible for the safety and well-being of their Academy students.

Academy cohorts should be comprised of no more than 20 students, but would ideally be broken into groups of 10-15 for more effective language learning. Host campuses may host more than one group/level, but should maintain cohorts of no more than 20 students for core classroom activities.

Data Management: The recipient should have the capacity to develop and maintain a webpage where they will list all Academy locations, dates, application deadlines, costs, etc. They should also build into the webpage a questionnaire that students complete to help them identify the campuses that best fit their needs and preferences with regards to dates, cost, locations, etc.

C. Participant Selection Process

Each Academy will host one or more groups of no more than 20 students in each group. Students will be aged 15-17 years and should be recruited from around the world. Students’ English level should be assessed when applying and again upon arrival at the host campus to better ensure their placement at an appropriate language level. Two levels of curriculum should be offered: Level 1 (Intermediate): “Exposure to U.S. Higher Education;” and Level 2 (Advanced): “Preparing to Apply to a U.S. College/University,” and campuses can choose to host one group at each level (or just one group).

Students should apply directly to the institution of their choice and pay their own tuition. In addition, ECA will select a limited number of high-achieving students who lack the financial resources to pay their own tuition and other program-related costs through a separate process together with Embassy/Consulate Public Affairs Sections; these students will be eligible for ECA scholarships to cover some or all of the costs (there will be approximately 7-10 scholarships provided by ECA per year).

After a student is selected, s/he should receive and complete a pre-program self-assessment tool. At the close of the program, s/he will complete a similar post-program survey (The recipient should analyze the pre- and post-program surveys in order to identify changes in the students’ knowledge, skills, and attitudes regarding the United States and U.S. higher education and share results with ECA).

Each campus will set its own admissions requirements and manage its own admissions process. Campuses should set a per-student fee to include all costs including tuition, fees, housing, meals, materials, books, health insurance, local transportation totaling between $4,000 and $6,000. Airline tickets will be purchased separately by the student or paid for by ECA through U.S. Embassy Public Affairs Sections for scholarship students.

D. Host Campus Selection Process

The recipient should have a detailed plan for the recruitment and selection of host campuses. Selection should be facilitated through an open call for proposals, with the understanding that while the EducationUSA Academy brand name will be used by the selected campuses, no program funds will be provided to the host campuses, aside from scholarship funds for select students at select Academy host campuses. For this reason, the application process should be simplified to encourage more campuses to elect to participate. However, the review and selection process should be thorough enough to ensure that the prospective host institution meets all of the minimum requirements to be an EducationUSA Academy host. Institutions should submit a proposal that demonstrates their expertise in providing intensive English language programs, working with youth, providing college preparatory content, and shows that they have amicable relationships with other higher education institutions in their area/region in order to smoothly facilitate campus tours during or at the end of the program. In addition, the prospective host campuses must meet all ECA and EducationUSA program requirements as well as adhere to or exceed their own institution’s policies, particularly with regard to the safety and well-being of minors. Once the recipient has selected a host institution, the recipient must collect and maintain a signed Terms and Conditions statement outlining its commitment to uphold minimum program standards, comply with recipient and ECA-established reporting requirements, make appropriate usage of EducationUSA marketing and branding materials, and acknowledging necessary conditions for continued use of the EducationUSA Academy name.

E. EducationUSA Academy 2015 Pilot Minimum Requirements (to be used as a basis for worldwide program requirements)

Each Academy should:

· Be offered at two levels/themes: Level 1 (Intermediate): “Exposure to U.S. Higher Education;” and Level 2 (Advanced): “Preparing to Apply to a U.S. College/University.” There may be overlap between the two themes. Students would apply directly to the institution of their choice and pay their own tuition. In addition, ECA will select a limited number of high-achieving students who lack the financial resources to pay their own tuition and other program-related costs through a separate process together with Embassy/Consulate Public Affairs Sections; these students will be eligible for ECA scholarships to cover some or all of the costs.

· Offer between 20-25 hours per week of English instruction, emphasizing Academic writing, reading, speaking, and listening. College preparatory content should be infused in the English courses, but should also be offered separately in the form of workshops, field trips, and other interactive formats. Examples of college preparatory content include but are not limited to: the college application process, TOEFL/SAT/ACT preparation, essay writing, critical thinking, note taking, outlining, presentation skills, paraphrasing, researching, avoiding plagiarism, class participation, raising hands, asking questions, test taking, resume writing and academic/career pathways, and debate skills.

· Note: College preparatory and college application content should be general whenever possible and not specific to the host institution. While one to two college credits could be offered as an incentive (upon successful completion of program requirements, as determined by the host institution), it should be clarified to students that participation in this program in no way guarantees their future acceptance to that host institution they attend or any of the other higher education institutes that they visit as part of the program.

· Note: Class size should be no larger than 20, with 10-15 being an ideal size. Learning should be discussion-based and take place in small groups as much as possible.

· Provide approximately three to five supervised cultural, civic, or service-learning activities per week. Examples of these activities could include concerts, theater, sporting events, museum visits, city tours, amusement/water parks, and weekend field trips to local or regional sites of interest and should be appropriate and engaging/educational/fun for 15-17 year olds.

· Build in formal and informal opportunities to interact with American students, such as peer “language partners,” homestays, friendship families, shared resident housing with American students, auditing classes with American students, or other ideas. Students should also be encouraged to share their language and culture with American students in structured ways.

· Provide guided tours to a minimum of three college/university campuses after or during the academic portion of the Academy. The visits should be coordinated by the host campus and faculty/staff should accompany groups to each campus. Instructors should prepare students before and debrief with them after the tours to enhance their learning.

· Offer an intensive and structured academic and cultural program, yet leave sufficient free time for socializing with fellow Academy participants and American students, experiencing U.S. campus life, participating in age-appropriate on-campus activities, and resting. The program schedule should also include adequate time for reading and preparation of class assignments.

· Cover all logistics including providing participants with administrative and academic orientations to the United States and to the host institution campus as well as an overview of applicable federal, state, and local laws. Participants should be fully briefed on the administrative details of the program, including campus and local resources, security, medical problems, houses of worship, and meals. Considering the age of the students, there should be strict behavioral policies, expectations, and resources communicated prior to and upon students’ arrival and reminders communicated throughout the three to four weeks.

· Include tuition, fees, housing and meal arrangements, health insurance fees, book/supplies, transportation to cultural activities, college tours, and other program costs in one combined Academy fee of between $4000 and $6000. Host institutions will need to develop a system to collect Academy students’ fees. ECA may pay the costs of a small number of students, depending on available funds and final program costs.

F. Logistical Considerations

· Host universities should have the capacity to process all paperwork for F-1 and J-1 visas (I-20s and DS-2019s). The recipient and host universities will work together with ECA to ensure that all visa and medical insurance requirements are followed and met. Note, ECA will not provide special assistance to the visa processes for these students (whether F-1 or J-1).

· Housing and meal arrangements are an important dimension of program planning and must be discussed in the proposal. Ideally, Academy students should be housed on campus in university dorms or similar designated university housing. Homestays are also acceptable in situations where on-campus housing is not authorized for minors. If students are housed on-campus, a cafeteria meal plan is strongly recommended, but could also be combined with a cash allowance for food, which will permit them to eat at local or on-campus restaurants. Weekend homestays are encouraged for students who are staying on-campus for the majority of the academic program. In all cases, accommodations must be arranged so as to ensure the safety and well-being of minors.[footnoteRef:2] [2: Each Academy host institution must have a clear and detailed host family recruitment, screening, and selection process. They must also provide the families with an orientation prior to their exchange participants’ arrival which emphasizes the program’s goals. Screening needs to include a visit to the home to meet all members of the household to ensure that the host family is capable of providing a comfortable and nurturing home environment. Criminal background checks, including a search of the Department of Justice's National Sex Offender Public Registry, must be conducted for members of host families (and others living in the home) who are 18 years or older. The orientation will provide families with detailed information on the exchange program, the parameters of their participation, duties and obligations, and information on cultural differences and practices.

ECA encourages diversity in host family recruitment and selection. Host families may represent diversity in family size and structure, race and ethnicity, socio-economic status, religion, and geography. Exchange participants should be afforded private space in the home. While exchange participants may share a room with someone of a similar age and the same gender, they must have their own bed. Participants may be placed with host families as singles or in pairs. Host families need to have adequate financial resources to undertake hosting obligations.

· Pre-departure orientations should be organized for all ECA-sponsored participants and materials should be available to participants at least eight weeks before the start of the program. For participants who do not have Internet access, the recipient or host institution should make arrangements to send hard copies of these materials by express mail to the respective U.S. embassy or directly to the participants, as appropriate.

· At the conclusion of the Academy, students should have the opportunity to complete a formal evaluation to comment on all aspects of the program.

Please note: Each Academy host campus should ensure that students are aware of visa requirements and restrictions (for both F-1 and J-1 visas). The host campus should be in possession of updated student pre- and post-program travel plans and all relevant parental consent forms. Travel to visit family or friends elsewhere in the United States will NOT be permitted during the program, including on unscheduled weekends. Family or friends may be permitted to participate in the campus tours, if they take place at the conclusion of the academic portion of the program, at the discretion of the host institution, provided that such participation will not prove disruptive to the program. However, family members will be required to make their own travel, housing, and meal arrangements for their stay. At no time will family or friends be permitted to attend classes or cultural activities with their students.

G. Alumni Outreach and Follow-on Activities

The Department of State will facilitate continued engagement by ECA-funded Academy students in alumni activities. Ideally, students will return home with improved English, increased knowledge of the U.S. higher education system, increased motivation for studying English, and the desire to return to the U.S. for further study. Students may also return to their home countries with action plans and/or follow-on projects to implement at their home schools or in their home communities.

The recipient will be responsible for developing, distributing and analyzing a self-assessment tool/survey of participants to identify changes in knowledge, skills, and attitudes regarding the United States and U.S. higher education pre- and post- Academy participation and sharing the results with ECA.

The recipient will be responsible for developing a mechanism to track Academy participant “conversion” rates to determine the percentage of Academy participants who ultimately choose to study in the United States.

H. Sustainability

The recipient will be responsible for creating a self-governing board of representatives of participating U.S. host institutions that will assume responsibility for:

1) maintaining the high quality standards of curriculum and oversight across the network of Academy members;

2) setting and maintaining its own governance structure, including selection and rotation of representative board members, membership responsibilities, and other details;

3) evaluating member institutions and defining and enforcing policies for notifying institutions that are not meeting standards and expelling those members who fail to meet the minimum standards for hosting an EducationUSA Academy*;

4) liaising with ECA; and

5) setting standards and procedures for encouraging, reviewing, and accepting new EducationUSA Academy members to grow the network of host universities and participating international students.

*Continued use of the EducationUSA Academy brand shall be contingent upon ECA’s approval (in its capacity as an “ex-officio” member of the board of directors).

SECTION 3.

RECIPIENT BUDGET

Note that this is a one-time award with a three-year period of performance. All budget guidelines must be followed. The budget should indicate any cost sharing in the form of in-kind or cash contributions to the program from sources other than the ECA. This program model is based on self-funded participants paying tuition/fees directly to the host institutions, so the recipient budget will only cover $300,000 in program administration (over the three-year performance period). See standard guidelines (PSI) in the Solicitation Package for information on cost sharing and the cost of audits.

In order, the budget should include a: 1) summary budget; 2) comprehensive line-item budget; and a 3) budget narrative. Please note that the forms required with your application are not a replacement for this budget information.

A. The summary budget should clearly indicate the following

PROGRAM COSTS

Program Costs Per Participant

ADMINISTRATIVE COSTS

Administrative Costs Per Participant

TOTAL COSTS

Total Costs Per Participant

B. The comprehensive, line-item budget should include both administrative and program costs for the recipient. Applicants are urged to be as detailed and specific as possible, adding line items if needed.

Total Budget

I. ADMINISTRATIVE COSTS

A. Direct costs (Staff Salaries, benefits, and support services)

1. Salaries (Year 1--July 1, 2015-Sept 30, 2016)

a. Person One (Name and title)

b. Person Two

c. Add as many lines as necessary

2. Fringe Benefits (Year 1-- July 1, 2015-Sept 30, 2016)

a. Person One

b. Person Two

c. Add as many lines as necessary

3. Salaries (Year 2 --Oct 1, 2016-Sep 30, 2017)

4. Fringe Benefits (Year 2--Oct 1, 2016-Sep 30, 2017)

5. Salaries (Year 3--Oct 1, 2017-Sep 30, 2018)

6. Fringe Benefits (Year 3-- Oct 1, 2017-Sep 30, 2018)

B. Other Direct Expenses (broken out by year)

Subtotal of Direct Costs

C. Indirect Costs (broken out by year)

Total Administrative Costs

II. PROGRAM COSTS (Travel)

A. U.S. Domestic Travel (Air, Rail, Bus) for Staff NOTE: All U.S. domestic flights must be on a U.S. carrier, when possible. This applies to participants and program grantees. Specific information on this is available in the attached PSI. Please list staff and participant travel expenses separately by event (i.e.: participant arrival at program site; site visits; etc.).

1. Travel Costs (Year 1) b.

2. Travel Costs (Year 3) a.

b.

B. Other Program Costs (i.e. website design, etc.)

1. Program Cost 1

2. Program Cost 1

Sub-total Section II

Total Program Costs

Total Academy Costs (Sections I and II)

C. The budget narrative should explain how all costs were calculated and the rationale for including them in the budget.

SECTION 4.

APPLICATION REVIEW INFORMATION

The Bureau will review all proposals for technical eligibility. Proposals will be deemed ineligible if they do not fully adhere to the guidelines stated herein and in the Solicitation Package. All eligible proposals will be reviewed by the program office, as well as the Public Diplomacy section overseas and State Department regional bureaus, where appropriate. Eligible proposals will be subject to compliance with Federal and Bureau regulations and guidelines and forwarded to Bureau grant panels for advisory review. Proposals may also be reviewed by the Office of the Legal Adviser or by other Department elements. All awards will be assessed for risk prior to their issuance. Final funding decisions are at the discretion of the Department of State's Assistant Secretary for Educational and Cultural Affairs. Final technical authority for assistance awards resides with the Bureau's Grants Officer.

E.1. REVIEW CRITERIA

Technically eligible applications will be competitively reviewed according to the criteria stated below. These criteria are not rank ordered and all carry equal weight in the proposal evaluation:

1. Program planning and Ability to achieve program objectives: Detailed agenda and relevant work plan should demonstrate substantive undertakings and logistical capacity. Agenda and plan should adhere to the program overview and guidelines described above. Objectives should be reasonable, feasible, and flexible. Proposals should clearly demonstrate how the institution will meet the program's objectives and plan.

2. Support of Diversity: Proposals should show substantive support of the Bureau's policy on diversity. Proposals should demonstrate how diversity will be achieved in the different aspects of program administration and of program design, content and implementation, including individual grantee/participant recruitment, selection and placement. It is important that proposals have a clearly articulated diversity plan and not simply express general support for the concept of diversity. Note, for this competition, the concept of diversity will be focused on the type of host institutions recruited. The recipient should provide a plan to recruit a broad variety of types of host institutions across the United States including, but not limited to: Historically Black Colleges and Universities (HBCUs) and other Minority Serving Institutions (MSIs), research universities, public and private colleges, and community colleges.

3. Institutional Capacity/ Institution's Record/Area Expertise: Proposed personnel and institutional resources should be adequate and appropriate to achieve the program or project's goals. Proposals should demonstrate an institutional record of successful exchange programs, including area expertise, responsible fiscal management, and full compliance with all reporting requirements for past Bureau awards (grants or cooperative agreements) as determined by Bureau Grants Staff. The Bureau will consider the past performance of prior recipients and the demonstrated potential of new applicants.

4. Project Evaluation: Proposals should include a plan to evaluate the activity's success, both as the activities unfold and at the end of the program. A draft survey questionnaire or other technique plus description of a methodology to use to link outcomes to original project objectives is recommended.

5. Cost-effectiveness/cost-sharing: The overhead and administrative components of the proposal, including salaries and honoraria, should be kept as low as possible. All other items should be necessary and appropriate. Proposals should maximize cost-sharing through other private sector support as well as institutional direct funding contributions.

SECTION 5.

APPLICATION SUBMISSION

A. Proposal Contents

Applicants should submit a complete and thorough proposal describing the program in a convincing and comprehensive manner. Since there is no opportunity for applicants to meet with reviewing officials, the proposal should respond to the criteria set forth in the solicitation and other guidelines as clearly as possible.

Proposals should address succinctly, but completely, the elements described below and must follow all format requirements.

NOTE: Proposals submitted through Grants.gov may only be submitted in the following formats:

· Microsoft Word

· Microsoft Excel

· Adobe Portable Document Format (PDF)

· ASCII Text

· Joint Photographic Experts Group (JPEG images)

Proposals should include the following items under the section headings in the Grant Solutions Application Checklist. All documents should be appropriately and clearly titled:

Online Forms

- SF-424, “Application for Federal Assistance”

- SF-424A, Budget Information – Non-Construction Programs

- SF-424B, “Assurances - Nonconstruction Programs”

- Include other attachments, if applicable, such as indirect agreements, form 990, SF-LLL, etc.

Program Narrative Executive Summary (One page) In one double-spaced page, provide the following information about the project:

1. Name of organization/participating institutions

2. Beginning and ending dates of the program

3. Proposed theme

4. Nature of activity

5. Funding level requested from the Bureau, total program cost, total cost-sharing from applicant and other sources

6. Scope and Goals

a. Number and description of participants

b. Wider audience benefiting from program (overall impact)

c. Geographic diversity of program, both U.S. and overseas

d. Fields covered

e. Anticipated results (short and long-term)

Narrative In a maximum of 20 double-spaced, single-sided pages, provide a detailed description of the project addressing the areas listed below.

1. Vision (statement of need, objectives, goals, benefits)

2. Participating Organizations

3. Program Activities (advertisement, recruitment, orientation, academic component, cultural program, participant monitoring)

4. Program Evaluation

5. Follow-on

6. Project Management

7. Work Plan/Time Frame

Additional Information to be Submitted

· Detailed Budget (see Section 3 above)

· Calendar of activities/itinerary

· Letters of endorsement

· Resumes and CVs (resumes of all new staff should be included in the submission; no resume should exceed two pages.)

· First Time Applicant Attachments, if applicable.

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:

· 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.

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

As part of 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.

B. Application Submission

The Notice of Funding Opportunity (NOFO) indicates the date the complete proposal is due and the manner in which proposals must be submitted. There are NO EXCEPTIONS to this deadline. For further information regarding this program or the competition, call Jennifer Brown at (202) 632-6190, Educational Information and Resources Branch, Office of Global Educational Programs; Phone: 202-632-6190; Fax: (202) 632-9479; email: BrownJL6@state.gov.