COLLABORATIVE TRAINING GRANTS
PROPOSAL GUIDELINES
PROPOSALS DUE JULY 14, 2006
Funded by the United States Department of State ■ Administered by NAFSA
The Collaborative Training Grants Program
Program Goals and Objectives
The Collaborative Training Grants (CTG) Program provides grant awards up to $15,000 for the development
and implementation of innovative international education training activities and/or products.
Funded training projects:

sensitize U.S. campuses and their respective communities to the needs of students from Arabic-speaking
countries;

help U.S. institutions of higher education and international education-related non-profit organizations provide
training for international educators, faculty, staff, volunteers, and community members who work with
international and/or U.S. study abroad students;

enable participants involved in funded activities to develop and sustain successful international education
programs on their campuses/communities; and
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require collaborative efforts among institutions in the same city or state, across states, or among campus
offices, organizations, and departments on aspects of project planning, delivery, and implementation.
Funded training projects should also equip participants with skills and resources to meet one or more of the
following objectives.

Assist international educators in internationalizing their campuses.

Increase the visibility of international education and exchanges through training activities. NAFSA
encourages activities during International Education Week, but training activities can be held at any time
of year.

Develop innovative international education training products such as digital, audiovisual, or print
resources, training curricula, and workshop models that will serve as learning tools for international
educators.

Implement laws and regulations affecting international exchanges.

Increase the number of U.S. students studying abroad.

Increase the involvement of international students and scholars with the U.S. institutions and local
communities where they study and live.

Help U.S. institutions recruit and retain international students and scholars.
The Collaborative Training Grants program is designed to be flexible and fund a variety of training activities
and/or products. Funded projects might include a region-wide workshop that focuses on an Arabic-speaking
country or world region, a campus-based seminar to help international educators understand the difficulty of
being in a new culture, or the development of a manual to help institutions learn how to identify partners for new
exchanges.
Collaborative Training grants are made available through funding from the Bureau of Educational and Cultural
Affairs of the United States Department of State, under the authority of the Fulbright-Hays Act of 1961, as
amended.
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Eligibility Requirements
I. Purpose of Collaborative Training Grants
A. Eligible projects are those that reflect the goals and objectives of the Collaborative Training Grants
Program (see page 1). These projects must involve collaborative efforts in planning, delivery and
implementation of the project among institutions in the same city or state, across states, or among
campus offices, organizations, and departments and they should serve as models for adaptation and
replication in other settings. Projects may be for the development and implementation of new initiatives
or for substantive improvements to existing activities.
B. Collaborative Training Grants are not awarded for accredited courses, the development of academic,
credit-bearing curriculum, or basic services of an institution.
II. Eligible Applicants
A. Institutions of higher education and non-profit organizations in the U.S. and U.S. territories are eligible to
apply. (For example: international student and U.S. study abroad campus offices, career planning
offices, residence hall programs, health and counseling services, disabled student services, faculty
departments, consortia, international education related non-profit organizations.)
B. Grants are not awarded to individuals.
C. Grants are not awarded to K-12 institutions or for-profit organizations.
D. Grants are not awarded to student-based programs. The proposed program participants or resource
recipients should be professionals, community members, faculty, or volunteers, including part-time staff,
who work with international students and/or U.S. study abroad students in higher education
organizations/institutions.
E. NAFSA membership is not required.
III. Project Requirements
A. All projects must be completed and grant funds spent by October 31, 2007. Project final reports must be
submitted to NAFSA no later than 30 days after the end date of the project.
B. Grant requests must not exceed $15,000.
C. All grant funds must be spent in the U.S. or U.S. territories.
D. If more than one office within an institution is collaborating on the proposed project, one office must be
designated as the lead office. The lead office is responsible for all correspondence with NAFSA. If the
project is funded, the lead office will be responsible for submitting all narrative and financial reports.
E. If more than one institution is collaborating on the proposed project, one institution must be designated
as the lead institution. The lead institution is responsible for all correspondence with NAFSA. If the
project is funded, the lead institution will be responsible for submitting all narrative and financial reports.
F. The lead office at an institution/organization cannot receive more than one CTG grant. The lead office at
an institution/organization may only submit one CTG proposal.
G. Only one CTG Program grant can be awarded for a single project. Multiple collaborating
offices/institutions can not apply for multiple grants to fund the same project. However, the collaborating
offices/institutions/organizations may submit a proposal for a separate project as a lead
office/institution/organization.
H. Grant funds cannot be used retroactively. Proposed projects must have start dates no sooner than
October 1, 2006 to allow for proposal review.
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Grant Deadline
The deadline for the 2006 Collaborative Training Grant proposals is July 14, 2006.
Grant Criteria and Review
NAFSA staff members screen all proposals for eligibility. Proposals that do not adhere to CTG Program
eligibility requirements and submission guidelines will be deemed ineligible for review by the Collaborative
Training Grants Program Task Force. Eligible proposals are sent to the CTG Program Task Force for review
and final decisions.
The Collaborative Training Grants Program Task Force evaluates proposals using the following criteria:

training is developed around sensitizing U.S. campuses and their respective communities to the needs
of students from Arabic-speaking countries

demonstrated collaboration among institutions or departments/offices within an institution;

clear identification of knowledge and skills to be developed through the training grant;

clearly stated and well conceived project objectives that adhere to the goals and objectives of the CTG
Program and that meet the demonstrated needs of the applicant institution(s)/organization(s);

the presentation of substantive, sustainable, high-impact activities;

the on-going impact of funded projects on participating institutions after the grant period has ended (for
example, through the replication of funded activities, follow-on activities, and/or the use of funded
products/materials);

activities that link the training of individual project participants to larger campus internationalization projects,
so that the training benefits the entire institution, not only the individuals participating in funded activities;
and
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well developed project evaluation plan and strong evaluation tools.
The CTG Program Task Force is made up of NAFSA members. The task force seeks to award grants to a
diverse group of institutions. Applicants should carefully review all application guidelines, criteria, and funding
restrictions prior to the submission of their proposals.
Proposal Format and Contents
Proposals must include the following components. Proposals must be assembled in the order given, using the
same Roman numerals (I through VII) within the body of the proposal.
I.
Application Cover Sheet

This form must be completed and used as the cover sheet for the original and each of the seven
copies of your proposal.

This form must be typed.

The project director from the lead institution will be listed in the NAFSA database as the primary
contact person on the project.

Projects cannot begin before October 1, 2006. Projects must be completed and funds spent by
October 31, 2007.

If more than one institution is collaborating on the proposed project, complete the cover sheet AND
the “Additional Information” form (Page 2 of the Application form). The cover sheet should list
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information about the lead institution and the “Additional Information” form should list information
about all collaborating institutions and cumulative totals related to student population and project
participants. The “Additional Information” form should be attached to all copies of the proposal.
II.
Profiles of Collaborating Institutions/Organizations

This section can be no longer than ONE double-sided, double-spaced page.

The profile should include information about the lead office or institution/organization as well as
information about any offices and/or institutions/organizations that will be collaborating on the project.

Please define the relationship among collaborating partners.
III.
Narrative

The font size within the narrative MUST be a minimum of 11 point.

The narrative must be double-spaced, double-sided, and paginated.

The narrative section of the proposal can be a maximum of four pages (eight sides) in length.

Use the LETTERED headings below within the body of the narrative. The bulleted items should be
addressed, if applicable to the proposed project, but should NOT be given separate headings. The
bulleted items are listed to help applicants write complete and descriptive proposals.
A. Project Objectives
 Describe the overall goal(s) and expected outcomes of proposed training activities.
 Outline project objectives and include a narrative explanation of how those objectives will assist
the applicant institution(s) to address the specific needs/interests of participants on the campus
and in the community.
 Explain how the proposed training activities address a demonstrated need. If a needs
assessment was conducted, describe the assessment participants, the survey or method used,
and the results.
 Explain how planned activities will accomplish the stated objectives.
 Explain the long-term benefits to the participants, institution(s), and community.
B. Description of Planned Activities
 Describe planned training activities and identify the audience/trainees, including what
participants are expected to gain or learn and what is planned to facilitate the learning process.
 If developing a training product, describe the purpose of the product, its content, intended
audience, and format.
 If applicable, include a draft of the training curriculum including information to be covered and
additional resources/support to be provided to participants.
 If applicable, include a draft training schedule.
 Include a realistic timeline for the preparation, implementation, and evaluation of the project.
Please note that projects must be completed and funds spent by October 31, 2007.
C. Project Management and Participation
 Explain which office/institution will lead project activities and describe planned collaboration with
project partners in other offices/institutions.
 Describe the qualifications of the project coordinator(s)/organizer(s)/speaker(s)/trainer(s).
 Describe the project participants/audience.
 If applicable, describe how the proposed training activities will be advertised to potential
participants.
 Explain how participants will be selected to take part in proposed activities.
D. Evaluation
 Describe the program evaluation plan.
 Describe how the success of the program will be measured.
 Attach a sample evaluation instrument(s) in Section VI
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E. Continuation/Follow-on Activities
 Explain how the funded activities will impact participating offices/institutions after grant funding
has ended.
 Explain if and how the project will continue after the expenditure of grant funding.
 Describe any follow-on activities that will take place after the grant-funded activities have ended.
 If developing a training product, describe how that product will be shared or distributed.
 Describe any plans to share project findings, materials, or products with a larger audience (at
applicant institution(s), at a conference, on a Web site, etc.).
IV.
Project Budget
A. Budget Narrative
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See page 6 for budget guidelines and restrictions.
Budget narrative should be no longer than one double-sided, double-spaced page in length.
Explain why grant funds are being requested.
Describe and justify each item for which grant funds are requested. Be certain that all items
listed in the budget are related to proposed activities described in Section III of the proposal.
Provide evidence of financial and participatory support from the institution, the community, and
the participants (in-kind and cash contributions must be included in the budget).
B. Four-Column Budget
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Budgets must be submitted in the four-column format illustrated below.
Include the cash contribution column, even if all cost sharing is in the form of in-kind
contributions.
Be certain that all budget rows and columns are totaled correctly. Proposals with mathematical
errors will be deemed ineligible for review by the Collaborative Training Grants Program Task
Force.
Be certain that all items listed in the budget are related to proposed activities described in
Section III of the proposal.
All items requiring support should be included in the budget, not just items to be funded by the
grant.
Budget should reflect any cost-share from collaborating institutions/offices.
SAMPLE BUDGET:
Item
Amount Requested
from NAFSA
Amount of In-kind
Contributions
Amount of Cash
Contributions
Project coordinator
6 hours per week x 15 weeks x $25 per hour
+ 30% fringe benefits
Graduate Assistant
20 hours per week x 15 weeks x $10 per hour
Presenter Travel and Lodging
Train ticket at $200 and 2 nights lodging at
$150/night
Presenter Honoraria
1 day at $600
Refreshments
$200 per training session x 2 sessions
Training Facilities Rental
$500 room fee and $350 for audio/visual
equipment
$0
$2,925 (International
Center)
$0
$2,000
$1,000 (International
Center)
$0
$0
Printing of Training Manuals for 35
Participants
35 manuals at $12 each
$420
$0
$0
TOTAL
$3,570
$4,675
$450
$300
$350
$150
$350
$0
$250 (Catering
Services)
$500 (Facilities
Department)
$200 (Donated by local
travel agent.)
$250 (Grant from the
University Fund)
$0
$0
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Budget Guidelines and Restrictions
1. All expenses must be justified in the proposal.
2. Proposals must demonstrate at least 100% cost sharing (i.e. if requesting $4,000 from NAFSA, in-kind
and cash contributions from participants, campus sources, and/or community sources must equal at
least $4,000.) Specify sources of support for each item as illustrated above.

In-kind contributions: the donation of goods and/or services to the project budget. A
contribution of equipment, supplies, or other tangible resources as distinguished from a cash
contribution. Staff time spent on a project and donations of the use of space are also in-kind
contributions.

Cash contributions: cash donated in support of program costs, including cost sharing by
program participants.
3. Do not include overhead expenses as cost sharing.
4. Do not include time/resources/funds spent preparing the proposal or any activities that take place before
the proposed start date as in-kind or cash contributions.
5. Honoraria/Speaker/Consultant Fees: NAFSA encourages volunteerism, however where appropriate,
applicants may request funding for technical assistance, speaker fees, and/or honoraria. Should
applicants request honoraria, speaker, or a consultant fee, a full explanation should be included to
justify how the amount was reached. Full-time professionals from the applicant institution cannot receive
funding to serve as speakers or consultants on project activities. Note that the CTG Program Task
Force looks favorably upon significant institutional cost sharing of these items.
6. Salaries (including fringe benefits, if applicable): NAFSA recommends the use of volunteers, work-study
students, or interns. Salary requests must provide evidence that these staffing alternatives have been
explored. Funded salaries and stipends may be spent only on grant-related activities. Grant funds
cannot be used for salaries of full-time staff members. Note that the CTG Program Task Force looks
favorably upon significant institutional cost sharing of these items.
7. For aggregate items (e.g., postage, meals, or salary) specify quantity, cost per item/hour, and total
funds required as illustrated above.
8. NAFSA cannot fund the following items:
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V.
Academic activities/costs (including credit-bearing activities, academic course curriculum
development, initiation of exchange programs, tuition/room and board, scholarships, and
research/dissertations/theses)
Indirect expenses/overhead
Salary for full-time paid staff
Airfare (domestic or international)
Entertainment (including tickets to theme parks/movies/professional sports events)
Non-expendable items not clearly integral to a project’s objectives/goals (including computers,
software unrelated to proposed training activities, and furniture/office equipment)
Registration fee for NAFSA regional or annual conferences
“Miscellaneous” items (including contingency items)
Letters of Support
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
Include at least one and no more than four letters of support for proposed activities.
Letters of support should be from major stakeholders, beneficiaries, and/or collaborating
offices/institutions.
Individual letters of support should not exceed one page and should be written on institutional
letterhead or personalized stationary.
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VI.
VII.
Sample Evaluation Instrument(s) (See Section III D for details.)
Appendices (Optional)


Additional information about key program personnel not included in the narrative may be attached in
the form of short biographical sketches. The compilation of biographical sketches for program
personnel should not exceed two pages. Resumes may be submitted, but may not exceed one
page per individual.
Other supplemental information of significant importance (draft training schedules, training
curriculum, etc.) may also be attached in this section.
Submission Guidelines
Send the original proposal and seven copies to the address below.
Collaborative Training Grants Program
NAFSA: Association of International Educators
1307 New York Ave., N.W.
Eighth Floor
Washington, D.C. 20005-4701

All proposals must be stapled. Do not send proposals in folders or binders.

Proposals sent by email or fax will not be accepted.

All proposals must be received by 5:00 p.m. on July 14, 2006. Proposals received after 5:00 p.m. will not be
considered regardless of postmark date.

Project Directors will first be notified of acceptance or denial in September via email followed by a formal
letter.
NAFSA Contact Information
NAFSA staff members are available to answer questions about application requirements and to provide
feedback on proposal ideas. Applicants are encouraged to contact NAFSA staff with any questions about the
proposal guidelines, review criteria and requirements.
Contact:
Jennifer Grady
Associate Director, Professional Programs and Resources
NAFSA: Association of International Educators
Tel: 202.737.3699 x239
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Collaborative Training Grants Program
NAFSA: ASSOCIATION OF INTERNATIONAL EDUCATORS
Proposal Checklist
(Use this checklist to ensure that all required components of the proposal have been included. See pages 1-7 for details.)
_______ I. Application Cover Sheet
______Is a completed application cover sheet (and “Additional Information” form, if applicable) attached to
each copy of the proposal?
______Does the dollar amount requested on the cover sheet match the amount requested in the budget?
______Does the proposed beginning date allow for the review period , no earlier than October 1, 2006, and is the
ending date of the project no later than October 31, 2007?
______Do the project attendee estimates on the cover page match the numbers in the narrative proposal
and budget?
______Has the appropriate person signed the application cover sheet and does at least one copy bear the original
signatures?
______Is the cover page typed?
______ II. Profiles of Collaborating Institutions/Organizations
______Is this section no more than one double-sided, double-spaced page in length?
______Does this section include information about the lead office/institution as well as information about any
offices/institutions that will be collaborating on the project?
______ III. Narrative
______Is this section no more than four double-sided, double-spaced pages in length?
______Are the designated lettered headings (A through E) used within the body of the
narrative?
______Has all the requested information (see page 4) that is relevant to the proposed project been
included under each lettered heading?
_______ IV. Project Budget
______Is the budget narrative no more than one double-sided, double-spaced page in length?
______Is the budget written in the correct four-column format?
______Are all the columns in the four-column budget totaled and checked for accuracy?
______Are all program-related costs itemized with costs broken down by quantity, if appropriate?
______Does the budget show all elements requiring support (not just items to be funded by the grant)?
______Are all items in the budget narrative and four-column budget related to the proposed activities
described in the narrative (Section III)?
_______ V. Letters of Support
______Have between one and four letters of support been included?
______Are letters of support on institutional letterhead or personalized stationary?
_______ VI. Sample Evaluation Instrument(s)
______Has a sample evaluation instrument been attached, as required?
_______ VII. Appendices (Optional)