2 FAM 600
OVERSEAS SCHOOLS PROGRAM
2 FAM 610
ELEMENTARY AND SECONDARY SCHOOL EDUCATION ABROAD
(CT:GEN-589; 03-17-2023)
(Office of Origin: A/OPR/OS)
2 FAM 611 ASSISTANCE TO SCHOOLS IN FOREIGN COUNTRIES
(CT:GEN-589; 03-17-2023)
The Department of State gives assistance to schools in foreign countries to enable them to provide educational opportunities to dependents of U.S. citizens under Chief of Mission authority carrying out programs of the U.S. Government and to serve as showcases for U.S. education by helping these schools meet costs arising from their location. The Department intends that the schools will use this assistance to supplement a school’s normal tuition income and fees through the support of specific activities. The school should not consider the assistance a regular source of budgetary support replacing tuition, unless the school’s location in a foreign country, local laws, regulations, and other relevant factors, justify using the assistance for this purpose.
2 FAM 611.1 Basic Policies Regarding Assistance to Schools in Foreign Countries
2 FAM 611.1-1 The Office of Overseas Schools (A/OPR/OS)
(CT:GEN-589; 03-17-2023)
The Office of Overseas Schools (A/OPR/OS):
(1) Respects and supports the character of Department-assisted and sponsored overseas schools as private institutions serving the public interest and working within the laws and regulations of the foreign countries in which the schools are located.
(2) Encourages and offers the schools assistance toward U.S. accreditation and self-evaluation of their educational and cultural programs and of their efforts to fulfill the Department's dual objectives for schools abroad.
(3) Assists schools during their developmental and expansion stages, expecting that schools in the maintenance stage should finance recurring and capital expenses from their resources, contributions, or private loans and, therefore, require less U.S. government assistance.
(4) Conducts liaison activities with other U.S. Government agencies concerning any activities described in these regulations.
(5) Encourages the coordination and improvement of curricula among Department-assisted overseas schools to minimize dislocation of or loss of credits for students who transfer to or between such schools.
(6) Encourages these schools to set tuition fees at a level adequate to finance the usual recurring costs of high-quality educational programs found normally in the United States (adequate teachers' salaries, educational materials, and rent and maintenance of school buildings); and
(7) Normally limits assistance to one school per post; however, A/OPR/OS may assist more than one school at post when any of these conditions exist:
(a) A school, not assisted, can demonstrate that a majority of dependents of U.S. citizens under Chief of Mission authority carrying out programs of the U.S. Government in foreign countries attend the school.
(b) The school that the Department usually assists is overcrowded and can no longer admit dependents of U.S. citizens under Chief of Mission authority carrying out programs of the U.S Government; and
(c) Otherwise, when conditions at post require such assistance in the best interests of the U.S. Government.
2 FAM 611.1-2 Purposes of Assistance
(CT:GEN-589; 03-17-2023)
Purposes of assistance may include but are not limited to:
(1) Aid in recruiting and supporting qualified U.S.-citizen educational personnel including administrators, general classroom faculty, special needs teachers, and counselors.
(2) Staff development and in-service training including Regional Education Associations conferences, school governance workshops, educational seminars, and other in-service activities, school to school and university-to-school projects, English language host country programs, and leadership development and/or renewal.
(3) Consultants for training programs in school governance, social-emotional well-being, substance abuse, special needs, curriculum development, and child protection.
(4) If funding becomes available under the Mutual Educational and Cultural Exchange Act becomes available, purposes of assistance may also include financial aid programs for foreign nationals to implement demonstration projects, or for other purposes listed in subsection 6 below; and/or
(5) If USAID funding becomes available under the Foreign Assistance Act of 1961, as amended, the purposes of assistance may also include capital projects:
(a) The Department may provide assistance for construction and/or other capital improvements only in special circumstances after A/OPR/OS receives full justification (e.g., lack of other available facilities, unreasonable cost of leased facilities compared with amortized construction costs, move of a national capital, substantial influx of dependents of U.S. citizens under Chief of Mission authority carrying out programs of the U.S. Government abroad, demonstrably unsafe or inadequate facilities, destruction or damage of facilities through fire, flood, or other similar causes). Post must certify that there is no adequate elementary or secondary school for the grades required at post or within reasonable daily commuting distance; or that there are sufficient U.S. citizen dependent children at post, or anticipated at post, to justify the proposed project; and
(b) Before the Department provides funds for site acquisition, the post must present evidence to A/OPR/OS that specific sites are available, including information about cost and payment terms for construction. Post must submit preliminary architectural/engineering plans, site plans, specifications, and cost estimates to A/OPR/OS and the Bureau of Overseas Buildings Operations (OBO).
2 FAM 611.2 Program Objectives
(CT:GEN-589; 03-17-2023)
Program objectives of A/OPR/OS are:
(1) To assist elementary and secondary schools in a foreign country to ensure the best possible educational programs for dependents of U.S. citizens under Chief of Mission authority carrying out programs of the U.S. Government.
(2) To increase mutual understanding between the people of the United States and of other countries by:
(a) Financing studies, instruction, and other educational activities of nationals of foreign countries in Department-assisted and sponsored schools; and
(b) Assisting in establishing, expanding, maintaining and operating these schools to demonstrate educational methods and practices that schools in the United States employ; and
(3) To assist posts in assessing the quality of educational opportunities for dependent children of U.S. Government employees and in developing educational programs for dependent children when there are no such facilities available.
2 FAM 611.3 Scope
(CT:GEN-589; 03-17-2023)
These regulations apply to the Office of Overseas Schools (A/OPR/OS) and its program, and to posts and schools in foreign countries during the schools’ participation in the Department of State’s Overseas Schools Assistance Program.
2 FAM 611.4 Funding
(CT:GEN-589; 03-17-2023)
Three statutes, cited in 2 FAM 611.7, authorize funds to assist schools. 2 FAM 614 outlines eligibility criteria under each of these statutes.
2 FAM 611.5 Funds Transfer Under International Cooperative Administrative Support Services (ICASS)
(CT:GEN-589; 03-17-2023)
a. To administer funds under the International Cooperative Administrative Support Services (ICASS) Program:
(1) A/OPR/OS prepares budget submissions outlining programs for which office will give awards to Department-assisted schools and various U.S. educational organizations and obtains the concurrence of the ICASS Budget Committee (see 2 FAM 612). A/OPR/OS submits these proposals to the Bureau of Budget and Planning (BP) that manages the ICASS budget process. BP works with the ICASS Service Center in the Bureau of the Comptroller and Global Financial Services (CGFS/ICASS) to present the budget proposal to the interagency ICASS Budget Committee. After the budget is approved, funds are allotted to A/OPR/OS. CGFS/ICASS bills Federal agencies which participate in the Overseas Schools Assistance Program and arranges for transfers of funds to the Department of State; and
(2) A/OPR/OS prepares individual awards and transmits them to the posts with authorization for the schools to execute these documents.
b. CGFS/ICASS will segregate any funds made available under the Mutual Educational and Cultural Affairs Act of 1961, as amended, and will not combine them with general ICASS funds under any circumstances.
2 FAM 611.6 Definitions
(CT:GEN-589; 03-17-2023)
a. The following definitions apply to the Overseas Schools Program:
(1) Award is financial assistance that a Federal agency provides to carry out a program;
(2) A grant is a form of assistance that the U.S. Government gives to schools in foreign countries and various U.S. educational organizations under one of several programs.
(3) The Grant application is a computerized document platform that Department-assisted schools use to provide information to A/OPR/OS on the school, faculty, students, and budget, and to request a grant; and
(4) Overseas school is any overseas Department of State-assisted elementary or secondary school in a foreign country participating in the Department’s Overseas Schools Assistance Program.
b. The text of the standard provisions attached to the individual award documents lists other definitions.
2 FAM 611.7 Authorities
(CT:GEN-317; 03-08-2005)
The Overseas Schools Program derives its authority from:
(1) Section 29 of the Department of State Basic Authorities Act of 1956, as amended by the Foreign Service Act of 1980;
(2) The Foreign Assistance Act of 1961, as amended (Sections 636(c) and 636(d)); and
(3) The Mutual Educational and Cultural Exchange Act of 1961, as amended (Section 102(b)(3)).
2 FAM 612 DEPARTMENT RESPONSIBILITIES
2 FAM 612.1 Office of Overseas Schools (A/OPR/OS)
(CT:GEN-589; 03-17-2023)
a. The Office of Overseas Schools (A/OPR/OS) plans and implements the assistance activities for schools that serve the children of employees of U.S. agencies attached to U.S. Missions in foreign countries, which participate in the Overseas Schools Assistance Program and the Overseas Schools Policy Committee.
b. A/OPR/OS performs the following functions:
(1) Plans and implements assistance activities for schools in foreign countries to ensure coordination of policies and programs in these schools.
(2) Develops and recommends to the Overseas Schools Policy Committee the policies, strategies, and objectives, subject to applicable legislation and regulations, for assisting in establishing and supporting Department-assisted schools.
(3) Develops annual and long-range plans for assistance to schools abroad, including the recommendations for regional and functional priorities for presentation to the Overseas Schools Policy Committee.
(4) Prepares an annual budget for the Overseas Schools Assistance Program for schools abroad.
(5) Ensures effective implementation of overseas schools’ assistance programs by working closely with the schools, U.S. Missions to foreign countries and professional educational organizations in the United States and abroad.
(6) Plans, coordinates, and conducts field surveys and studies on all aspects of the Overseas Schools Assistance program.
(7) Consults with and obtains the assistance of the Bureau of Overseas Buildings Operations (OBO) in the planning and construction of schools abroad and related structures including security infrastructure.
(8) Prescribes and administers a system for reporting program progress to the Overseas Schools Policy Committee and ICASS Budget Committee.
(9) Consults with other Federal agencies to ensure coordination of activities of Department-assisted overseas schools.
(10) Develops and recommends special programs of assistance, as necessary.
(11) Provides information to U.S. citizen employees assigned abroad and other interested parties concerning the program for Department-assisted schools including elementary and secondary school facilities and educational programs.
(12) Assesses the quality of educational opportunities available at U.S. Missions in foreign countries where there are no Department-assisted schools and seeks to provide supplementary programs or otherwise assist parents in providing adequate educational opportunities for their children; and
(13) Advises and assists U.S. Government personnel concerning boarding schools in foreign countries and in the United States, college entrance requirements and procedures, special education requirements, and appropriate facilities at overseas posts and in the United States, adequacy of foreign schools for U.S. children, and other pertinent issues.
2 FAM 612.2 Overseas Schools Policy Committee (OSPC)
2 FAM 612.2-1 Objectives
(CT:GEN-399; 10-18-2012)
Objectives of the Overseas Schools Policy Committee (OSPC) include:
(1) Providing adequately for the educational needs of dependents of U.S. citizens under Chief of Mission authority carrying out programs of the U.S. Government abroad; and
(2) Increasing mutual understanding between the people of the United States and other countries.
2 FAM 612.2-2 Membership
(CT:GEN-589; 03-17-2023)
The OSPC is composed of representatives from agencies with enrollment of dependents in Department-assisted schools and who participate in the Overseas Schools Assistance Program. Permanent members are:
(1) Assistant Secretary of State for Administration (Chairperson);
(2) Executive Secretary of the ICASS Working Group;
(3) Director of the CGFS/ICASS Service Center; and
(4) Director of the Office of Overseas Schools who serves as Executive Secretary.
2 FAM 612.2-3 Responsibilities
2 FAM 612.2-3(A) OSPC
(CT:GEN-589; 03-17-2023)
a. The OSPC is subject to applicable legislative authorities and prescribes general policy for elementary and secondary school activities in foreign countries, which the Department of State administers. The OSPC coordinates such activities, as appropriate.
b. The OSPC provides policy guidance and direction for the development of a comprehensive schools program in foreign countries that:
(1) Meets current and long-range educational needs of the dependents of U.S. citizens under Chief of Mission authority that are carrying out activities of the U.S. Government in foreign countries;
(2) Serves to increase mutual understanding between the people of the United States and the people of foreign countries;
c. The OSPC considers the adequacy of long-range funding levels of grants to schools in foreign countries, which assist the educational programs and activities of the schools; and ensures a coordinated approach to meeting the most urgent needs of the schools and promoting the best interests of the United States.
2 FAM 612.2-3(B) Committee Executive Secretary
(CT:GEN-589; 03-17-2023)
The executive secretary, who is the Director of the Office of Overseas Schools, assists the committee and reports to the chairperson of the committee. In collaboration with the OSPC, the executive secretary:
(1) Schedules meetings of the committee once a year or more often if required.
(2) Prepares the agenda for committee meetings and prepares policy papers on issues that come before the committee for resolution; and
(3) Prepares minutes on committee meetings for distribution to Federal agencies associated with ICASS.
2 FAM 612.3 Overseas Schools Advisory Council (OSAC)
(CT:GEN-589; 03-17-2023)
a. The Department of State established the Overseas Schools Advisory Council (the Council) in 1967 to seek the advice of a selected group of U.S. representatives from the business, foundation, and educational communities, concerning the elementary and secondary schools in foreign countries that the Department of State assists.
b. The main concerns of the council are matters of policy guidance, program initiatives, and financial support to help:
(1) The schools in foreign countries become showcases for excellence in education; and
(2) Make service in foreign countries attractive to U.S. citizens, both in the business community and in the U.S. Government.
2 FAM 612.3-1 Membership
(CT:GEN-589; 03-17-2023)
a. Council members are U.S. business and professional leaders whose experience and interests enable them to achieve the purposes stated in 2 FAM 612.3. The council meets annually or more often, when necessary, at the call of the Office of Overseas Schools (A/OPR/OS).
b. The Director of A/OPR/OS is the Executive Secretary of the Overseas Schools Advisory Council.
2 FAM 612.3-2 Functions
(CT:GEN-589; 03-17-2023)
Functions include:
(1) Coordinating the efforts of U.S. business firms and foundations with those of the Department of State to provide needed educational programs for dependents of U.S. citizens in foreign countries;
(2) Helping to obtain maximum resources (funds, buildings, equipment, and supplies) from private and public agencies to assist Department-assisted schools and independent community schools in foreign countries that serve the families of U.S. Government employees and other U.S. citizens working in those countries; and
(3) Advising and consulting with the Department of State on relations between the U.S. Government and private organizations that are concerned with the Department-assisted, independent community, elementary, and secondary schools in foreign countries.
2 FAM 613 POST RESPONSIBILITIES
(CT:GEN-589; 03-17-2023)
The principal officer designates an officer to be responsible for coordinating the post’s interest in school activities. If possible, the officer should be a member of the board of the local school receiving assistance. A management officer personally responsible for administration of the award should not be a member of the school board. Management officers who serve as school board members must recuse themselves from financial decisions impacting an award to the school or must designate another U.S. government employee to administer the award.
2 FAM 613.1 Management Officer
(CT:GEN-589; 03-17-2023)
a. The principal officer will normally assign responsibility for coordination of all school assistance activities under this regulation to the post's management officer, unless the principal officer designates otherwise because the management officer is a member of the school board or other reasons that the principal officer determines are in the best interests of the Mission and the Department of State. The management officer has a continuing responsibility for the administration of all awards to the school and to ensure that school assistance activities are administered under the Department of State Basic Authorities Act of 1956, as amended.
b. In the administration of awards, it is the responsibility of the management officer to ensure that payments to the school, including advance payments, are made pursuant to the provisions of the award. The management officer is also responsible for monitoring the school’s activities concerning the award to ensure that performance is pursuant to provisions of the award. The management officer should ensure that:
(1) The school is advised, in accordance with 2 CFR 200 and/or 2 CFR 600 and/or 22 CFR 135, that if it receives an advance of funds, the Department may require a blanket fidelity bond or other security acceptable to the post and the Department.
(2) Where practical, the school has adequate insurance coverage to protect its assets from loss through fire, wind, water, theft, public liability, student injury, and other similar occurrences.
(3) The person signing the award(s) on behalf of the school is duly authorized to do so.
(4) Schools or educational organizations receiving more than $750,000 in U.S. Government awards annually shall undergo an annual audit of funds. Firms of chartered, certified, or otherwise qualified accountants will conduct this audit. If a qualified accountant is not available, at least two disinterested U.S. Government employees, preferably persons with accounting experience, shall conduct the audit. In unusual circumstances, the post may ask the Office of Overseas Schools (A/OPR/OS) to consider requesting OIG/AUD to arrange for the required annual audit or other audits of U.S. Government awards to the school. The schools send a copy of each audit report to A/OPR/OS; and
(5) The school submits financial reports to the post for review and transmission to A/OPR/OS, as required (see 2 FAM 615, subparagraph b(8)).
2 FAM 613.2 Public Affairs and Cultural Affairs Officers
(CT:GEN-589; 03-17-2023)
Public affairs and cultural affairs officers have a continuing responsibility to ensure that school assistance activities carried out under the Mutual Educational and Cultural Exchange Act of 1961, as amended, are in consonance with the Act or as the Department, in consultation with the post management officer, requires.
2 FAM 614 ASSISTANCE CRITERIA
2 FAM 614.1 General Criteria
(CT:GEN-589; 03-17-2023)
a. As a condition to accepting an award, recipients must certify, pursuant to 2 CFR Part 180 Subpart C, that they are complying with the suspension and debarment rules and certification requirements.
b. Recipients of awards exceeding $100,000 shall file a certification and a disclosure form, pursuant to 22 CFR Part 138, Appendix A, for any lobbying activities.
2 FAM 614.2 Mutual Educational and Cultural Exchange Act of 1961, as amended, Criteria
(CT:GEN-589; 03-17-2023)
To be eligible for funds under the Mutual Educational and Cultural Exchange Act of 1961, as amended:
(1) The school must meet a demonstrated need for U.S.-type educational facilities in the community or region and, in the case of primary and secondary schools, shall be open to the enrollment of qualified U.S. citizen students.
(2) Citizens or nonprofit institutions of the United States, with or without the participation of nationals of other countries, must have founded or operated or sponsored the school.
(3) The school must operate without objection from the national government of the host country and must be nonpolitical in character.
(4) A competent board of responsible persons, usually including representation from the appropriate U.S. embassy or consulate, but at a minimum to include representation by U.S. citizens, must have authority over policy, finances, and administration of the school. This requirement will vary from school to school depending on local circumstances and on U.S. Government policy.
(5) The director or principal of the school, wherever practicable, should be a U.S. citizen.
(6) The school should have sufficient teachers from the United States or teachers trained in U.S. educational methods to ensure adequate contact for the students with these methods and corresponding ideals.
(7) The curriculum and instruction of the school should be of good quality and reflect accepted U.S. theory and practice in education to the greatest extent practicable within the framework of local laws and regulations.
(8) Primary and secondary curricula should provide instruction, where practicable, in the language, literature, geography and history of the United States, and of the country where the school is located. Wherever the needs of U.S. citizen students require it, English should be used as a language of instruction;
(9) The operation of the school should contribute to mutual understanding between the people of the United States and the people of the host country and other countries through enrollment of foreign nationals, provision of binational extracurricular and community programs, and English-language classes for non-English speaking students.
(10) The school enrollment must include a substantial number of foreign national students.
(11) The financial plan of the school should provide for continuing recourse to all feasible means of achieving and maintaining its financial independence through an adequate fee structure, endowment, and other forms of private support; and
(12) The U.S. Government will not give financial aid to religiously affiliated, foreign government-owned, company-owned, or private profit-earning schools.
2 FAM 614.3 Department of State Basic Authorities Act of 1956, as amended and Foreign Assistance Act of 1961, as amended, Criteria
(CT:GEN-589; 03-17-2023)
a. The post must substantiate a need to provide educational facilities for dependent children of U.S. citizens under Chief of Mission authority stationed outside the United States who are engaged in carrying out U.S. Government activities. There must be sufficient U.S. citizen dependent children at the post, or anticipated at the post, to justify the proposed assistance.
b. The school, to the extent possible, should:
(1) Provide evidence of support from the local community in addition to the U.S. Government community population, U.S. private business, and other national and international elements.
(2) Provide evidence of sound policy, finances and other fundamental aspects of administration of a U.S.-type education duly vested in a competent board of responsible persons, including, wherever practicable, appropriate representation by U.S. citizens under Chief of Mission authority from the embassy or consulate on that board.
(3) Offer a program of study in which English is the language of instruction.
(4) Offer, to the extent practicable, a U.S. curriculum with U.S. textbooks and materials. The school must enroll, as a condition to accepting a U.S. Government award, all dependents of U.S. citizens under Chief of Mission authority carrying out programs of the U.S. Government abroad who are able to meet the school’s other admission standards.
(5) Maintain teacher and academic standards that are comparable to public elementary or secondary schools in the United States.
(6) Must maintain and meet U.S. accreditation standards that reflect evidence of student achievement and academic standards. The Office of Overseas Schools must approve any exception to this requirement.
(7) Provide evidence that the assisted school has developed and adopted appropriate Child Protection protocols, practices, and policies that meet U.S. accreditation standards which ensure the safety and welfare of all students.
(8) Offer the type of curriculum and instruction which reflects U.S. educational methods and practices to the reasonable extent practicable in consideration of:
(a) The location of the school in a foreign country; and
(b) The needs of the student body as a whole.
(9) Provide adequate fiscal and management supervision, and maintain a financial position which gives reasonable certainty that the school is capable of covering recurring operational expenses out of tuition or other school income without continuing direct U.S. Government assistance, unless the school can justify such assistance because of the school’s location in a foreign country, local laws and regulations, and other pertinent factors.
(10) Provide evidence that no other feasible means, such as local resources or increase in tuition, are currently available to the school for adequately financing a proposed expansion or improvements.
(11) Meet a demonstrated need for U.S.-type educational facilities in the community or region and be open to the enrollment of qualified U.S.-citizen students.
(12) Have been founded by or must be operated or sponsored by citizens or nonprofit institutions of the United States with or without the participation of nationals of other countries.
(13) Operate without objection from the national government of the host country and be nonpolitical in character.
(14) Vest authority over policy, finances, and administration in a competent board of responsible persons, usually including representation of the appropriate U.S. embassy or consulate, but at a minimum to include representation by U.S. citizens. This will vary from school to school depending on local circumstances and on U.S. policy.
(15) Hire a director or principal of the school, wherever practicable, who is a U.S. citizen.
(16) Employ sufficient teachers from the United States or teachers trained in U.S. educational methods to ensure adequate contact for the students with these methods and corresponding ideals.
(17) Use curriculum and instruction of good quality that reflect accepted U.S. theory and practice in education to the greatest extent practicable within the framework of local laws and regulations.
(18) Provide primary and secondary instruction, where practicable, in the language, literature, geography, and history of the United States, and of the country where the school is located. The school shall use English as a primary language of instruction;
(19) Operate the school to contribute to mutual understanding between the people of the United States and the people of the host country or other countries through such means as enrollment of foreign nationals, the provision of binational extracurricular and community programs, and English-language classes for non-English speaking students;
(20) Develop a financial plan that provides for continuing recourse to all feasible means of achieving and maintaining the school’s financial independence through an adequate fee structure, endowment, and other forms of private support.
c. The U.S. Government should not provide financial aid to religiously affiliated schools, government, company or private profit-earning schools.
2 FAM 615 PROCEDURES FOR OBTAINING ASSISTANCE
(CT:GEN-589; 03-17-2023)
a. Schools, which seek assistance under the legislative authorities cited in 2 FAM 611.7, must seek determination of eligibility under the criteria established for assistance (see 2 FAM 614), and annually thereafter (or as frequently as prescribed in these regulations) submit information as outlined in this section.
b. The school, the post and A/OPR/OS, as appropriate, must carry out the following procedures:
(1) The school requests the post to provide a copy of these regulations (2 FAM 600) and the school then determines whether it meets the criteria outlined in 2 FAM 614. If the school considers itself eligible for assistance, it seeks the post’s concurrence.
(2) If the post concurs that the school qualifies under the criteria, the post may recommend to A/OPR/OS that the school be considered for assistance and transmit to A/OPR/OS copies of the school’s constitution, bylaws and/or other pertinent documents for review. If questions arise concerning eligibility, A/OPR/OS submits the documents to the legal counsel of the Department of State for review.
(3) If the Department determines that the school is eligible, the school prepares a computerized grant application, submits a PDF copy to the post for its review and recommendation, and submits the application to A/OPR/OS. The post then submits its recommendation to A/OPR/OS. The grant application includes the Debarment and Suspension Certification Statement, which the school must sign prior to A/OPR/OS issuing an award. If practicable, a regional education officer from A/OPR/OS visits the post and the school prior to their submission of the grant application to provide guidance and counsel about the Overseas Schools Assistance Program;
(4) A/OPR/OS reviews the information that the school submits. If it decides to provide an award, A/OPR/OS determines the amount and limits the performance period to 12 months absent a compelling reason to extend the period not to exceed 12 additional months. The Director of the Office of Overseas Schools must approve all awards.
(5) A/OPR/OS transmits to the post and school Form DS-1909, Federal Assistance Award, with attachments, which the Director of the Office of Overseas Schools has signed.
(6) The school executes the award documents and transmits a signed copy of Form DS-1909, Federal Assistance Award, to the post and A/OPR/OS as prescribed in the memorandum under which the award documents were sent to the post and school.
(7) The post disburses funds to the school pursuant to the purposes and the Standard Provisions of the award.
(8) The school submits financial reports to the post for review and transmission to A/OPR/OS as the Standard Provisions attached to Form DS-1909, Federal Assistance Award, require.
(9) The school submits an informal report that addresses the impact of the grant funds on school improvement.
2 FAM 616 FEDERAL AWARDS TO department of state-assisted SCHOOLS in foreign countries
2 FAM 616.1 Funds Assistance to Department of State-Assisted Schools in Foreign Countries
2 FAM 616.1-1 Awards
(CT:GEN-589; 03-17-2023)
The Form DS-1909, Federal Assistance Award document, provides funds to Department-assisted schools. Such an award is the culmination of the procedures in 2 FAM 615. A/OPR/OS must approve in writing, in advance, any change to the printed text of a Form DS-1909, Federal Assistance Award.
2 FAM 616.1-2 Purpose Description
(CT:GEN-589; 03-17-2023)
A/OPR/OS will prepare a list of purposes and will include it in the award documents that the office transmits to the post and school for its execution. Assistance may fall into several broad categories:
(1) Salaries for U.S.-citizen professional staff
(2) U.S. educational materials, supplies, and equipment
(3) Professional development
(4) Special Needs Services
(5) Social emotional well-being/mental health
(6) Special projects (including innovation, Board training, school-to-school, and other special projects).
2 FAM 616.1-3 Effective Period
(CT:GEN-589; 03-17-2023)
a. The effective period is limited to the time in which the school can normally carry out the purposes listed in the award.
b. If the time prescribed should prove insufficient for the recipient to perform the purposes listed in the award, A/OPR/OS may authorize a one-time extension of the agreement up to 12 months as may be advisable and appropriate pursuant to Office of Management and Budget (OMB) guidelines.
2 FAM 616.1-4 Federal Assistance Award Authorized Signers
(CT:GEN-589; 03-17-2023)
The Director of the Office of Overseas Schools electronically signs the award on behalf of the U.S. Government. The post ensures that the school has authorized the person signing the Form DS-1909, Federal Assistance Award, on the school’s behalf.
2 FAM 616.1-5 Form DS-1909, Amendment to the Federal Assistance Award
(CT:GEN-589; 03-17-2023)
When A/OPR/OS, after consulting with the post and the school, determines an amendment to the award is necessary, the Office completes a Form DS-1909, Federal Assistance Award, to which the OMB guidelines and Standard Provisions attached to the original award apply. The Director of the Office of Overseas Schools must approve any change in the purposes listed in the budget attachment to the original award and must sign the amendment.
2 FAM 616.1-6 Distribution of Copies
(CT:GEN-589; 03-17-2023)
a. The Office of Overseas Schools (A/OPR/OS) transmits to the post and the school the Form DS-1909, Federal Assistance Award, with attachments for the school to execute.
b. The school forwards one copy of the executed award to the post and one copy to A/OPR/OS.
2 FAM 616.1-7 Financial Reports
(CT:GEN-589; 03-17-2023)
As required under the Standard Provisions, the school will submit a final report on Form DS-2028, Federal Financial Report, to the post for review and transmission to A/OPR/OS no later than one hundred twenty (120) days after the school completes the award and after the post has fully reimbursed the school under the terms of the award.
2 FAM 616.1-8 Refunds
(CT:GEN-589; 03-17-2023)
If the school expends funds provided under a Form DS-1909, Federal Assistance Award for purposes which the award does not authorize, the school will promptly refund or pay to the U.S. Government funds equal to the unauthorized expenditures.
2 FAM 616.2 Assistance in Kind to Schools Abroad
(CT:GEN-589; 03-17-2023)
Under certain circumstances, A/OPR/OS arranges for the provision of assistance in kind that may be educational materials, equipment, and other school supplies. A/OPR/OS arranges to procure and ship commodities through U.S. commercial channels, or diplomatic means, if necessary, to the post. Upon receipt, the post provides the materials and equipment to the school as assistance in kind. A/OPR/OS may also forward fiscal data so that the post can purchase the assistance in kind.
2 FAM 616.3 Awards to U.S. Educational Organizations
(CT:GEN-589; 03-17-2023)
A/OPR/OS may provide awards to U.S. colleges and universities, regional accrediting associations, and/or other nonprofit educational organizations to provide services to schools abroad. The grant performance period for these awards is limited to 12 months absent a compelling reason to extend the grant for a period not to exceed an additional 12 months.
2 FAM 616.4 Excess U.S. Government Property for Schools Abroad
(CT:GEN-589; 03-17-2023)
Posts may loan, sell, or donate personal property for which they and other establishments of the parent agency at posts do not have a requirement pursuant to 14 FAM 417.
2 FAM 617 APPROVAL OF school-to-school and university-to-school educational pROGRAMS
(CT:GEN-589; 03-17-2023)
As 2 FAM 611.1-2, subparagraph (4) states, A/OPR/OS may provide financial assistance to schools in foreign countries for school-to-school and university-to-school educational programs.
2 FAM 617.1 Approval of Activities of School-to-School and University-to-School Educational Programs
(CT:GEN-589; 03-17-2023)
a. Schools and posts may request funds for school-to-school and university-to-school educational programs in a computerized grant application. (NOTE: The Department expects that the schools will not use the award funds to cover costs that would be a regular part of the school’s budget.)
b. Within the general program objectives in 2 FAM 611.2, the purpose of the school-to-school and university-to-school projects is to develop relationships between Department-assisted schools in foreign countries and selected school districts and/or universities and colleges in the United States to provide these schools with resources necessary to improve their educational programs.
c. A/OPR/OS expects that the development of relevant programs between Department-assisted schools in foreign countries and partner schools or universities in the United States will contribute to better understanding of international relationships and, through increased community involvement of local nationals and U.S. citizens, will enhance cultural understanding between the people of the United States and those of the countries in which the schools are located.
d. In addition, A/OPR/OS expects that this policy will assist schools or universities in the United States in developing their own opportunities to participate in international educational activities.
2 FAM 617.2 Types of Activities in School-to-School and University-to-School Projects
(CT:GEN-589; 03-17-2023)
When Department-assisted schools and a school district or university in the United States establish a school-to-school or a university-to-school partnership, A/OPR/OS expects that, in addition to award funds that A/OPR /OS provides under the Overseas Schools Assistance Program, both schools in the partnership will commit personnel and material resources to implement the project. A/OPR/OS intends that the partner schools shall use award funds to help initiate the project and to cover any necessary special costs necessary to maintain the relationship between the partner schools. Because of the varying and unique needs of specific schools, as well as the varying resources of partner schools and the conditions under which resources may be made available to Department-assisted overseas schools in foreign countries, there is no pattern for specific activities which may develop in any given partnership. The partner schools may use an award to fund the following activities, in full or in part, and for other appropriate activities of the partnership:
(1) Travel and related expenses for U.S. school administrators, officials, and consultants visiting the Department-assisted school in a foreign country to study the school program, administration, and related matters, and in collaboration with the partner from that school to develop a plan for implementing the program.
(2) Travel and expenses for the administrator of the Department-assisted school in a foreign country or other staff member to visit the school or university in the United States to select exchange teachers or consultants, or, curricular materials, develop in-service training programs and similar activities, and to attend professional meetings which will facilitate mutual planning with the appropriate persons.
(3) Travel, expenses, and salary adjustments (if necessary, under local circumstances) for exchange teachers.
(4) Travel and expenses for personnel conducting in-service training programs and providing consulting services and other special services to the Department-assisted school in a foreign country, and costs for relevant instructional materials and related costs.
(5) Travel and expenses for personnel from Department-assisted schools in a foreign country participating in observation and training programs that the partner school or university conducts or jointly administers with the visiting personnel.
(6) Purchase and shipment of curriculum guides, administrative bulletins, instructional materials and supplies related to the project.
(7) Assistance in implementing student exchange programs and similar activities.
2 FAM 617.3 Development and Implementation
(CT:GEN-589; 03-17-2023)
The partner schools should normally take the following steps in developing and implementing a school-to-school or university-to-school partnership:
(1) When the Department-assisted school in a foreign country formally decides that it is capable of sharing the responsibilities of a school-to-school or university-to-school partnership, the school should request through the post, that A/OPR/OS consider arranging a pairing between the applicant school and a U.S. school system or university.
(2) A/OPR/OS, utilizing the advice of such professional educational organizations as it may consult, approves the applicant school for a school-to-school or university-to-school pairing. It will take the necessary action to select a suitable partner school or university in the United States satisfactory to A/OPR/OS and to the school, and will inform the administrator and governing board of the U.S. school or the appropriate university officials and the partner school of its concurrence in the pairing.
(3) The governing bodies of the U.S. school and the partner school take necessary steps to approve the partnership and inform A/OPR/OS of this action through transmission of copies of appropriate resolutions recording their agreement to the partnership; and
(4) Following initial planning involving the two partner schools and the A/OPR/OS regional education officer, the partner school overseas requests assistance in a computerized grant application, providing an outline of the plan.
2 FAM 618 AND 619 UNASSIGNED