COLLEGE AND UNIVERSITY AFFILIATIONS PROGRAM
BUREAU OF EDUCATIONAL AND CULTURAL AFFAIRS
OFFICE OF ACADEMIC PROGRAMS
SPECIALIZED PROGRAMS BRANCH
This document pertains specifically to the Request for Proposals (RFP) issued by the Bureau of Educational and Cultural Affairs for the FY2000 College and University Affiliations Program competition. Proposals must conform to the Federal Register announcement, the guidelines stated in this document, and the components of the Proposal Submission Instructions (PSI), which are also part of the RFP Solicitation Package. Applications not adhering to the conditions set forth herein may be deemed technically ineligible and may be excluded from further consideration.
The POGI guidelines below are specific to the College and University Affiliations Program and are in addition to the Standard Guidelines outlined in the PSI. In any instance in which there is a perceived disparity between the guidelines in the POGI and PSI and the program information supplied in the accompanying Federal Register Request for Proposals, the RFP is the dominant reference.
I. STATEMENT OF ACTIVITIES
As stated in the Request for Proposals, awards will be made to support educational partnerships whose goals will strengthen, through teaching, scholarship, and professional outreach from the partner institutions, mutual understanding and cooperation on specified themes of mutual interest to the United States and eligible foreign countries.
Grant recipients must arrange all travel through their own travel agents.
Project participants traveling to the United States must obtain and comply with J-1 exchange visitor visa regulations. College and University Affiliations Program grant recipients are responsible for initiating J-1 visas for inbound participants. Applicant organizations must have J-1 visa authority or indicate in the proposal that they will seek it before a CUAP award may be issued.
Health Insurance Requirements
The grant recipient, not the Bureau, is responsible for providing exchange participants with a health and accident insurance plan that meets the basic requirements of the J-1 visa during the period of time that an exchange visitor participates in the sponsor's exchange program.
The J-1 visa regulations require a minimum coverage of medical benefits of at least $50,000 per accident or illness; repatriation of remains in the amount of $7,500; expenses associated with the medical evacuation of the exchange visitor to his or her home country in the amount of $10,000; and a deductible not to exceed $500 per illness. Please refer to the J-1 visa rules and regulations for complete and up-to-date information.
Please note: Only insurance costs for the foreign exchange participants are an allowable expense under this program.
II. PROGRAM SPECIFIC GUIDELINES
Applicants should submit a carefully written proposal that describes the project convincingly and comprehensively. Since there is no opportunity for applicants to meet with reviewing officials, applicants should relate the proposal to the review criteria outlined in the solicitation.
A list summarizing proposal contents follows. This list supercedes the proposal submission checklist that appears in the PSI.
Proposals should address succinctly the elements described below and must follow all format requirements. Proposals should include the following items:
Application for Federal Assistance Cover Sheet - TAB A
Proposal Cover Sheet - TAB B
Include the following (a sample cover sheet is included in this Solicitation
1. Names of all participating institutions.
2. Name(s) of foreign country(ies).
3. Names of all project directors and their addresses, telephone numbers, fax numbers, e-mail addresses (if available).
4. List of academic field(s)/theme(s).
5. Beginning and ending date of the program.
6. Funding level requested from the Bureau, total program cost, total cost-sharing from applicant and other sources.
Executive Summary - TAB C
Within two double-spaced, single-sided, 8 2" x 11" pages, provide the following information about the project:
1. Project title.
2. Description of proposed academic field/theme.
3. Project goals and statement of need.
4. Brief project summary and outline of specific proposed activities.
5. Briefly state anticipated results, mutual benefits, and long-term impact.
6. Subcontracts must be submitted to the Agency for its review prior to a contract award.
Narrative - TAB D
Within 20 double-spaced pages, provide a detailed description of the
project addressing the areas listed below.
1. Statement of need, objectives, and anticipated mutual benefits to all the participating institutions.
2. Description of participating institutions and relevant academic departments/schools and the rationale behind the choice of these partner institutions relative to the program goals. For the U.S. institution(s), indicate total student enrollment and percentage of minority enrollments.
3. A detailed description of the proposed affiliation program activities over the three years, including:
- Purpose and length of all proposed visits.
- How activities relate to the program objectives.
- How new expertise will be developed and/or how scholarship and teaching will be advanced.
- A clearly defined and articulated research plan, list of collaborative researchers, list of topics, etc.
language training if critical to the project).
5. A well-developed program evaluation plan which identifies anticipated outcomes and performance requirements clearly related to the program goals and activities. The evaluation plan should include procedures for ongoing monitoring and corrective action.
6. Describe how the proposed program builds on past international activities and/or develops other international programs.
7. Description of prior and on-going interactions between or among all institutions. Include an explanation of how the project currently proposed builds upon or complements other activities involving the relevant institutions and countries.
8. A plan for continued activity to build upon program achievements without additional USG support.
Calendar of activities/itinerary - TAB E
A chronology of exchange activities must be submitted for the three-year period, including who will travel when, where, for what purpose, and for how long.
Budget Submission - TAB F
Applicants must follow the format presented in this Solicitation Package. Applicants must submit a comprehensive, line-item budget for the entire three-year program. There must be a summary budget as well as an annual breakdown reflecting both the administrative budget and the program budget.
Proposals should demonstrate substantial cost sharing (dollar and in kind) in both program and administrative expenses by both the U.S. institution and its foreign partner(s) within the context of their respective institutional capacities.
Requested grant amount must not exceed a total of $150,000 for three years. All direct administrative costs associated with grant activities must not exceed 20% of the total grant amount. All indirect costs are unallowable. However, substantiated indirect costs may be included as part of an institution's cost-sharing, as explained in the Request for Proposals.
1) International, economy-class airfare for participants. Participants are defined as college or university teachers, administrators, or U.S. graduate student teaching or research assistants or foreign student teaching or research assistants working under the direction of a college or university teacher on the achievement of project objectives. By law, travel must be on U.S. flag carriers wherever such routes exist. Use of foreign carriers, when U.S. carriers are available, may result in the grant organization being required to reimburse the Agency for the cost of such travel.
2) Domestic, economy-class travel to other academic institutions, libraries for research, and conferences while in the host country(ies), which are directly related to the project.
3) Local transportation allowance (e.g. car rental) which must be strongly justified in terms of need, length of visit, and cost savings.
4) Per diem for lodging, meals, and incidentals which may not exceed, but can be lower than, the published U.S. government allowance rates. Homestays, dormitory stays, hotel room sharing, and similar means of lowering the per diem rate are encouraged.
5) Educational materials and the cost of setting up and/or maintaining electronic communications such as Internet and e-mail services at the foreign partner institution, not to exceed $25,000 for three years.
6) One planning trip may be taken by one participant per institution.
7) Health insurance for foreign participants only, while on project-related travel to the U.S. Please note: Health insurance is compulsory for all U.S. and foreign participants.
8) Direct administrative costs not to exceed 20% of the total budget. Administrative costs may include:
- Office supplies
- Interpretation fees
9) The Bureau will consider funding project activities in addition to those listed in the RFP and in the POGI as long as they are not designated unallowable.- Transcription fees
- Expenses for students or graduate students who are not working under the direction of a college or university teacher on the achievement of project objectives.
- Salary, honorarium, or stipend expenses to compensate program participants for involvement in any program activity.
- Travel and per diem for dependents.
- Any costs for non-U.S. citizens employed by U.S. institutions. Only U.S. citizens and permanent residents or citizens of the host country will be funded.
- Indirect costs.
All proposed expenditures should be listed individually in whole dollars.
Each request for travel should specify round-trip, economy airfare and
destination for each participant. Each per diem request should specify
locality (city) and daily rate.
|In-country Travel overseas
In-country Travel in U.S.
Local Transportation allowance
Educational Materials/Electronic Communications ($25,000 maximum)
Salary, Honorarium, or Stipends for Program Participants
In-Kind Donations (Specify type and value)
(foreign participants only)
Direct Administrative Costs:
20%, as defined under allowable costs; list by line item)
|GRAND TOTAL FOR 3-YEAR BUDGET|
|TOTAL PROJECT COSTS|
In-country travel overseas
In-country travel in U.S.
Salary, Stipends, or Honoraria for Program Participants
In-Kind Donations (Specify Type and Value)
(foreign participants only)
Direct Administrative Costs:
(as defined under allowable costs; list by line item)
|YEAR 2: REPEAT SAME FORMAT|
|YEAR 3: REPEAT SAME FORMAT|
|GRAND TOTAL 3-YEAR PERIOD|
Resumes - TAB G
Resumes of all participating college and university teachers and staff from all participating institutions, domestic and foreign, should be included in the submission. No resume should exceed two, single-spaced, single-sided pages. All pages over the two-page limit will be discarded.
Resumes must include overseas experience, level of relevant language skills, knowledge of prospective partner country(ies), relevant scholarly and non-scholarly travel, publications, professional memberships, and research activities.
Resumes must also indicate citizenship for the U.S. participants and whether each foreign participant is a citizen, national, or permanent resident of the country of the foreign partner(s) for the foreign participants.
Letters of endorsement - TAB H
(A sample letter of endorsement is included in this Solicitation Package)
A signed letter of endorsement must be submitted from each participating institution (U.S. and foreign) from the institution's president, chancellor, or director making specific reference to the College and University Affiliations Program.
A grace period will be granted to applicants for the submission of the foreign letter of support only. One original and ten copies of the letter must be received by 5 p.m. Washington, D.C. time on December 15, 1999.
Additional Information/Compliance Forms - TAB I
1. "Additional Applicant Organization Information" Form
2. List any pending grant applications under other Bureau programs.
3. Copy of IRS notification of current tax-exempt status
4. Four Required Certification Forms
Technical Format Requirements are now included in the check list of the PSI.
The RFP indicates the date the complete proposal submission is due and the address at The Bureau to which the submission must be sent.
There will be no exception to this deadline of November 15, 1999.
For further information regarding this program or the competition, call the College and University Affiliations Program Officer at(202)619-5289 Advising, Teaching and Specialized Programs Division; Specialized Programs Branch; Facsimile: (202) 401-1433; Internet address: firstname.lastname@example.org.
NOTICE: Under the Mutual Educational and Cultural Exchange Act of 1961, as amended, and P.L. 101-610, The Bureau=s College and University Affiliations Program promotes mutual understanding, strengthens teaching and research capabilities, and improves academic curricula by offering grants-in-aid to support the development or enhancement of institutional partnerships between U.S. and foreign colleges and universities. The information gathered for this Request for Proposals is to be used in evaluating viable projects to fund under the program. Responses are voluntary. Public reporting burden for this collection of information is estimated to average 30 hours per response, including time for reviewing instructions, researching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An Agency may not conduct or sponsor and the respondent is not required to respond to a collection of information unless it displays a valid OMB control number, which appears below. Comments regarding this burden estimate or any other aspect of the collection of information for the Request for Proposals, including suggestions for reducing this burden, may be sent to the The Bureau Clearance Officer, M/AOL, U.S. Information Agency, 301 4th Street, S.W., Washington, D.C. 20547; and/or to the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, D.C. 20503.
OMB Approval No. 3116-0179
Est. Burden Hrs: 30 hours
FORMAT FOR LETTER OF ENDORSEMENT
(TO BE SUBMITTED BY U.S. AND FOREIGN INSTITUTIONS
IN SEPARATE LETTERS)
Dr. Paul Hiemstra, Chief
College and University Affiliations Program
Bureau of Educational and Cultural Affairs
301 4th Street, S.W., Room 349
Washington, D.C. 20547
Dear Dr. Hiemstra:
I am pleased to endorse the proposal for a linkage between (Name of U.S. institution) and (Name of foreign institution and country) under the terms of the College and University Affiliations Program of the Bureau of Educational and Cultural Affairs.
(Name of U.S. institution/name of foreign institution) is committed to the conditions set forth in the proposal submitted to the Bureau for this program.
(Additional information is helpful, but optional)
(Name of President, Chancellor, or Director)
FORMAT FOR PROPOSAL COVER SHEET
BUREAU OF EDUCATIONAL AND CULTURAL AFFAIRS
FY2000 COLLEGE AND UNIVERSITY AFFILIATIONS PROGRAM
PROPOSAL FOR A PARTNERSHIP BETWEEN:
(In the case of consortia please designate the lead
U.S. and foreign partner institutions)
Submitted by: Name of U.S. Project Director
Name of Foreign Project Director(s)
Academic Field(s) of Project:
Funding Amount Requested:
Number of U.S. Participants to be exchanged:
Number of Foreign Participants to be exchanged: