Proposal Format & Design Guides

Cover Page — 1 page

• Include the proposed program title, applicant HEI, partner HEIs, and any other participating organizations.
• Identify the primary institutional contact with name, signature, title/position, department/unit, address, telephone, and email.
• State whether the primary contact has contracting authority; if not, identify the authorized person and provide contact information and signature.

Table of Contents — 1 page

List every part of the proposal, including attachments, with the corresponding page numbers.

I. Executive Summary — 1–2 pages

• Summarize program goals and objectives.
• Describe key activities, anticipated results, and the proposed number and direction of student mobility.
• Identify the managerial resources and people responsible for implementation.

II. Program Description

• Explain the need for the proposed program and how it addresses that need.
• State clear goals, objectives, activities, expected results, and how partner institutions will coordinate implementation.
• Connect the proposal to each institution’s internationalization strategy and to the goals of 100,000 Strong in the Americas.
• Describe student recruitment, mobility numbers and timing, credit-bearing activities, outreach, and partner roles.
• Explain how the program expands future exchange capacity and strengthens international networks.
• Identify coordination or support from government, civil society, or private-sector partners where applicable.

III. Sustainability Plan

• Show how the institutional partnership and program will continue after the grant period.
• Describe current and future institutional or financial support, available resources, and how the grant unlocks new opportunities.
• Explain expected institutional impact, integration of study abroad into curricula, and future sustainability activities.
• Include letters demonstrating support from participating institutions and relevant outside partners.

IV. Institutional Capacity, Challenges & Opportunities for Growth

• Summarize each institution’s capacity to manage study-abroad programs and highlight existing activity in the Western Hemisphere.
• Identify specific barriers to increasing student mobility and practical opportunities to address those barriers.
• Include a biography or résumé for the project team members responsible for program implementation.

V. Monitoring & Evaluation Plan

• Define goals, objectives, learning objectives, benchmarks, indicators, baseline values, and quantified targets.
• Identify data sources, collection tools, responsible parties, and the implementation/assessment timeline.
• Include student participation in reporting on educational and cultural experiences before, during, and after the program.

The budget is separate from the 10-page Technical Narrative and has its own page limit.

I. Budget Summary — Excel

• Provide detailed calculations for personnel, fringe, consultants, travel, lodging, transportation, meals, stipends or scholarships.
• Include communications, marketing, translation, equipment/software/facility costs, monitoring and evaluation, and administrative costs as applicable.
• Keep indirect/administrative costs reasonable; the official guidance recommends a maximum of 20% of the grant for indirect costs.

II. Budget Narrative — Word

• Explain and justify every line item and describe its programmatic relevance.
• State how each cost estimate was determined and identify the source of funds.
• Separate grant-funded items from institutional or partner cost-share.

III. Explanation of Cost-Share

• Cost-share is required. The guidance recommends a strong match and notes that 1:1 matching is viewed favorably.
• Cost-share may include cash or in-kind contributions from applicant HEIs, partner HEIs, government, community, or private-sector sources.
• Examples include personnel time, consultants, equipment use, course materials, scholarships/stipends, tuition waivers, indirect costs, and travel.
• Student out-of-pocket expenses do not count as institutional cost-share.

I. Letters of Support — required

Include convincing letters from the applicant and partner institutions demonstrating support and intent to collaborate. Additional letters from government, civil-society, or private organizations are encouraged when relevant.

II. Résumé / Biography of PIs — required

Include the professional background of the people responsible for overall program management. Keep each résumé or biography to a maximum of two pages.

III. Additional Attachments — optional

Include supporting items that help explain the proposal, such as agendas, itineraries, evaluation tools, marketing materials, or similar documents.