[Federal Register: June 20, 2002 (Volume 67, Number 119)]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DEPARTMENT OF STATE
[Public Notice 4051]
Bureau of Educational and Cultural Affairs Request for Grant
Proposals: Educational Advising Program for International Students From
SUMMARY: The Educational Information and Resources Branch of the Bureau
of Educational and Cultural Affairs announces an open competition for
an Educational Advising Program for International Students from Hong
Kong/China. Public and private non-profit organizations meeting the
provisions described in Internal Revenue Code section 26 U.S.C.
501(c)(3) may submit proposals to provide information on U.S. higher
education to prospective students and serve as country coordinator for
Department of State-affiliated advising centers in China.
Overview: An ideal program should provide a state-of-the-art
advising center in Hong Kong dedicated to providing information,
orientation, and advice to Chinese students interested in studying in
the U.S. The center should coordinate educational information resources
with other Department of State-affiliated advising centers in the
People's Republic of China. The centers are located at the U.S. embassy
and consulates, and include universities, language institutes,
libraries and Chinese Service Centers for Scholarly Exchange. The
proposal should address the applicant's ability to do the following:
1. Produce and disseminate advising information packets and
materials about US higher education to advising centers in China;
2. Recommend appropriate level of educational advising resource
materials supplied by the Educational Information and Resources Branch
(ECA/A/S/A) to advising centers in China;
3. Develop and maintain a database of advising centers in China;
4. Order books and materials for advising centers in China through
ECA/A/S/A's web-based book ordering system;
5. Ensure centers receive and provide information for surveys to
6. Provide feedback to ECA/A/S/A and Regional Educational
Advising Coordinator on site visits, consultations, training
activities, and advising needs/concerns after each site visit and upon
request from ECA/A/S/A;
7. Encourage communication and networking among advising centers
The center should work with the Regional Educational Advising
Coordinator (REAC) to provide in-country and regional workshops and
seminars, site visits, needs assessments and training for U.S.-
affiliated advising center personnel in China as requested.
Guidelines: The Grant should begin on October 1, 2002 and end on
September 30, 2003. The programs must comply with J-1 visa regulations.
Please refer to Solicitation Package for further information. The
proposal should be presented in three parts.
I. Applicant's Background and Overview
The first part of the proposal should contain an overview of the
applicant's history and purpose. Evidence of previous experience with
advising or educational exchange of international students and scholars
must be included. The overview should indicate the total amount of
funding requested with a justification as well as a budget presentation
outlining the total project costs.
A listing of names, titles, addresses, and telephone numbers of the
executive officer(s) and of the person(s) ultimately responsible for
the project, must be included in the proposal. Resumes or vitae of key
personnel must be
provided. ECA/A/S/A also recommends the inclusion of brochures and
general information concerning the applicant, e.g., websites,
organizational charts, job descriptions, the names of board members (or
similar groups), the number of employees, etc.
II. Advising Center Operation and Services
The second part of the proposal should contain details on the
advising center's proposed location and hours of operation, proposed
staffing pattern (including the percentage of time each employee will
devote to advising activities and a description of their functions and
responsibilities), budget, and advising services to be provided. A
resume or brief narrative explaining the qualifications of the person
or persons who will have primary responsibility for conducting advising
and/or providing oversight of the advising center staff should be
included. The proposal should demonstrate the center's ability to
provide the following educational advising services to international
students and scholars:
1. Information and guidance on U.S. educational institutions,
systems, tuition and related costs, fields of study, specialized
training, testing, etc.;
2. Information and research on short-term institutional training in
technical and professional fields;
3. Information on English language training programs in the U.S.;
4. Group and individual advising sessions, pre-departure
orientation and reentry programs, as appropriate. The applicant should
be willing to assist the embassy and consulates in China in support of
educational outreach activities by developing a network of contacts
with the local offices of the Ministry of Education, universities, U.S.
government-affiliated advising centers, and other appropriate
III. Provision of Resource Materials, Equipment and Training
The third part of the proposal should address the extent to which
the headquarters office will support this advising program through the
provision of educational advising resource materials and professional
development activities and training.
Student access to a comprehensive university catalog collection, in
print and/or computer software programs, and an extensive collection of
current references on U.S. educational institutions and programs,
through print or computer networks, is an integral component of an
educational advising center and the applicant's ability to provide such
should be made clear in this section.
Office equipment that facilitates the processing of inquiries, such
as electronic mail, internet and facsimile machines would be regarded
as an asset to the advising function and mention of such equipment
should be made in the proposal. The Bureau expects the advising center
to be equipped with audio visual aids for students' use. Videos/CD-ROMS
on U.S. study and life should complement the presentation and materials
offered at group and individual advising sessions.
The Bureau anticipates awarding one grant not to exceed $90,000
under this grant competition. Bureau grant guidelines require that
organizations with less than four years experience in conducting
international exchanges be limited to $60,000 in Bureau funding.
Therefore, organizations must demonstrate at least four years
experience in conducting international exchanges to be eligible to
apply under this competition. The Bureau encourages applicants to
provide maximum levels of cost-sharing and funding from private sources
in support of this program.
Applicants must submit a comprehensive budget for the entire
program. There must be a summary budget as well as breakdowns
reflecting both administrative and program budgets. Applicants may
provide separate sub-budgets for each program component, phase,
location, or activity to provide clarification.
Allowable costs for the program include the following:
1. Salary and benefits
2. Budget for travel and per diem
3. Office supplies and expenses
4. Rent and utilities
5. Outreach and publicity
6. Indirect costs
Please refer to the Solicitation Package for complete budget
guidelines and formatting instructions.
Announcement Title and Number: All correspondence with the Bureau
concerning this RFGP should reference the above title and number ECA/
FOR FURTHER INFORMATION CONTACT: The Educational Information and
Resources Branch, ECA/A/S/A, Room 349, U.S. Department of State, 301
4th Street, SW., Washington, DC 20547, telephone: 202-260-6936, fax:
202-401-1433, http://exchanges.state.gov/education/rfgps to request a
Solicitation Package. The Solicitation Package contains detailed award
criteria, required application forms, specific budget instructions, and
standard guidelines for proposal preparation. Please specify Bureau
Program Dorothy Mora on all other inquiries and correspondence.
Please read the complete Federal Register announcement before
sending inquiries or submitting proposals. Once the RFGP deadline has
passed, Bureau staff may not discuss this competition with applicants
until the proposal review process has been completed.
To Download a Solicitation Package Via Internet: The entire
Solicitation Package may be downloaded from the Bureau's website at
http://exchanges.state.gov/education/RFGPs. Please read all information
Deadline for Proposals: All proposal copies must be received at the
Bureau of Educational and Cultural Affairs by 5 p.m. Washington, DC
time on Thursday, August 1, 2002. Faxed documents will not be accepted
at any time. Documents postmarked the due date but received on a later
date will not be accepted. Each applicant must ensure that the
proposals are received by the above deadline.
Applicants must follow all instructions in the Solicitation
Package. The original and eight copies of the application should be
U.S. Department of State, SA-44, Bureau of Educational and Cultural
Affairs, Ref.: ECA/ASA-03-04, Program Management, ECA/EX/PM, Room 534,
301 4th Street, SW., Washington, DC 20547.
Applicants must also submit the ``Executive Summary'' and
``Proposal Narrative'' sections of the proposal on a 3.5''
diskette, formatted for DOS. These documents must be provided in ASCII
text (DOS) format with a maximum line length of 65 characters. The
Bureau will transmit these files electronically to the Public Affairs
section at the U.S. Embassy for its review, with the goal of reducing
the time it takes to get embassy comments for the Bureau's grants
Diversity, Freedom and Democracy Guidelines
Pursuant to the Bureau's authorizing legislation, programs must
maintain a non-political character and should be balanced and
representative of the diversity of American political, social, and
cultural life. ``Diversity'' should be interpreted in the broadest
sense and encompass differences including, but not limited to
ethnicity, race, gender, religion, geographic location, socio-economic
status, and physical challenges. Applicants are strongly encouraged to
adhere to the
advancement of this principle both in program administration and in
program content. Please refer to the review criteria under the
``Support for Diversity'' section 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,'' the Bureau ``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.
The Bureau will acknowledge receipt of all proposals and will
review them 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, 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. 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
grants or cooperative agreements resides with the Bureau's Grants
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. Quality of the program idea: Proposals should exhibit
originality, substance, precision, and relevance to the Bureau's
2. Program planning: 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
3. Ability to achieve program objectives: Objectives should be
reasonable, feasible, and flexible. Proposals should clearly
demonstrate how the institution will meet the program's objectives and
4. Multiplier effect/impact: Proposed programs should strengthen
long-term mutual understanding, including maximum sharing of
information and establishment of long-term institutional and individual
5. Support of diversity: Proposals should demonstrate substantive
support of the Bureau's policy on diversity. Achievable and relevant
features should be cited in both program administration (selection of
participants, program venue and program evaluation) and program content
(orientation and wrap-up sessions, program meetings, resource materials
and follow-up activities).
6. Institutional capacity: Proposed personnel and institutional
resources should be adequate and appropriate to achieve the program or
7. Institutional record/ability: Proposals should demonstrate an
institutional record of successful exchange programs, including
responsible fiscal management and full compliance with all reporting
requirements for past Bureau grants as determined by Bureau Grant
Staff. The Bureau will consider the past performance of prior
recipients and the demonstrated potential of new applicants.
8. Follow-on activities: Proposals should provide a plan for
continued follow-on activity (without Bureau support) ensuring that
Bureau supported programs are not isolated events.
9. 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. Successful applicants will be
expected to submit intermediate reports after each project component is
concluded or quarterly, whichever is less frequent.
10. Cost-effectiveness: 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.
11. Cost-sharing: Proposals should maximize cost-sharing through
other private sector support as well as institutional direct funding
12. Value to U.S.-partner country relations: Proposed projects
should receive positive assessments by the U.S. Department of State's
geographic area desk and overseas officers of program need, potential
impact, and significance in the partner country(ies).
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.
The terms and conditions published in this RFGP are binding and may
not be modified by any Bureau representative. Explanatory information
provided by the Bureau that contradicts published language will not be
binding. Issuance of the RFGP does not constitute an award commitment
on the part of the Government. The Bureau reserves the right to reduce,
revise, or increase proposal budgets in accordance with the needs of
the program and the availability of funds. Awards made will be subject
to periodic reporting and evaluation requirements.
Final awards cannot be made until funds have been appropriated by
Congress, allocated and committed through internal Bureau procedures.
Dated: June 13, 2002.
Principal Deputy Assistant Secretary, Bureau of Educational and
Cultural Affairs, Department of State.
[FR Doc. 02-15611 Filed 6-19-02; 8:45 am]
BILLING CODE 4710-05-P
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