PROPOSAL: [GLOBAL SEMINAR NAME]

[Start Date] – [End Date]

INTRODUCTION
Parties	The Regents of the University, on behalf of the Department of Global Initiatives at UC San Diego, hereinafter referred to as the “Client.” [ENTER PROVIDER INFORMATION], hereinafter referred to as the “Provider.”
Background	Global Seminars are summer session global experiences led by a UC San Diego professor. Students enroll in a package of two courses for a total of eight UC San Diego quarter units. Class sizes are between 15–28 students, so there are excellent opportunities for one-on-one interaction with UC San Diego faculty. All courses are taught in English, except for courses that are part of an intensive language program. [ENTER PROVIDER DESCRIPTION]
Proposal	The Parties intend to collaborate in developing a Global Seminar (hereinafter referred to as the “Program” during Summer [YEAR]. The Proposal will outline terms, conditions, program details, and responsibilities of the Parties.

PROPOSAL DETAILS
Program Name	[ENTER NAME OF GLOBAL SEMINAR]
Dates	Summer Session [I/II/Special]: [DATE] to [DATE] Student Housing Dates: [DATE] to [DATE] Faculty Housing Dates: [DATE] to [DATE]
Location(s)	[CITY, COUNTRY]

DRAFT PROGRAM ITINERARY
Excursions and Lectures	Include a detailed, day-by-day itinerary of all activities, educational excursions, lectures, guest speakers and any other key details listed in the faculty proposal that accompanies this proposal. Example: Sunday, July 1: Orientation and Welcome Meal Monday, July 2: Guided City Tour Tuesday, July 3: Guest Lecture with Prof. John Doe Friday, July 6- Sunday, July 8: Two-Night Excursion to Different City

CLASSROOM AND INSTRUCTIONAL FACILITIES
Classroom	Requirements for 6-8 hours per week, per course, for a total of 12 to 16 hours of classroom time per week. Most faculty will aim for 12 hours of classroom instruction per week. If the facility is not a part of a permanent study center, please provide details. Part of a Permanent Study Center: YES ☐ No ☐ Facility Location: Days and Times Reserved: URL (if available): Maximum Capacity:
Facilities	On-Site Staff: YES ☐ NO ☐ Projectors: YES ☐ NO ☐ Black or White Board: YES ☐ NO ☐ Computer Lab YES ☐ NO ☐ Computers YES ☐ NO ☐ Internet Access YES ☐ NO ☐ Library: YES ☐ NO ☐ Include any other educational or recreational facilities and their availability to students and the faculty member.
Comments	Use this space to add any additional information about the classroom.

HOUSING AND DINING
Student Housing	Student housing (ideally in a residence hall or apartment, rather than a homestay unless this is the only option). Students must be in a bedroom with their own bed. Students must not be housed nor share a bathroom with students from outside the Program. Housing must be able to accommodate the possibility of a gender imbalance of students. If there are different types of housing accommodation available, please list each separately. If a homestay is offered, please indicate the criteria used to screen the homestay families. Is tolerance for diversity included in the criteria, such as acceptance of students who identify as LGBTQIA+, students with disabilities, and students from racially, ethnically and/or religiously diverse backgrounds? For risk management reasons do not include students from outside UC San Diego. All host families should speak some English. If not, please indicate this explicitly in your proposal and contract. Housing Type: Location (include neighborhood): Number of Students per Room: Kitchen: YES ☐ NO ☐ Kitchenette: YES ☐ NO ☐ Private Bathroom: YES ☐ NO ☐ Shared Bathroom: YES ☐ NO ☐ Wi-Fi Internet: YES ☐ NO ☐ Ethernet: YES ☐ NO ☐ Study Areas: YES ☐ NO ☐ Air Conditioning: YES ☐ NO ☐ Fan: YES ☐ NO ☐ Laundry: YES ☐ NO ☐ Smoke Detectors: YES ☐ NO ☐ Fire Extinguishers: YES ☐ NO ☐ Fire Escapes: YES ☐ NO ☐ Fire Alarms: YES ☐ NO ☐ Housing Deposit Required: YES ☐ NO ☐ Deposit Amount: All Utilities Included: YES ☐ NO ☐ Gender-Neutral/ Gender-Inclusive Options: YES ☐ NO ☐ Accessible Options for Students with Disabilities: YES ☐ NO ☐ Include photos through a URL, shared link, or attaching them as an addendum to the Proposal.
Comments	Use this space to add any additional information about student housing.
Faculty Housing	Faculty accommodation should be at minimum a furnished one-bedroom apartment (not a hotel room) near classroom facilities. Apartment must include a kitchen, bathroom, living room, bedroom and laundry facilities. Faculty are not to be housed in the same building as the students unless this is the only viable option available. The occupancy date should begin one day before the students are scheduled to arrive and end one day after the final day of the Program. Please vet the landlord and inspect the apartment in advance of the faculty member’s arrival to ensure it is clean, safe and comfortable. Location (include neighborhood): Wi-Fi Internet: YES ☐ NO ☐ Ethernet: YES ☐ NO ☐ Air Conditioning: YES ☐ NO ☐ Fan: YES ☐ NO ☐ Laundry: YES ☐ NO ☐ Smoke Detectors: YES ☐ NO ☐ Fire Extinguishers: YES ☐ NO ☐ Fire Escapes: YES ☐ NO ☐ Fire Alarms: YES ☐ NO ☐ Housing Deposit Required: YES ☐ NO ☐ Deposit Amount: Option to host family (spouse, children, or relative) in the apartment at their own expense: YES ☐ NO ☐ Include photos through a URL, shared link, or by attaching them as an addendum to the Proposal.
Comments	Use this space to add any additional information about faculty housing.
Meals	Welcome Meal Date: Farewell Meal Date: Accommodate Dietary Requests: YES ☐ NO ☐ If there is a meal plan, include details and price here.
Comments	Use this space to add any additional information about included housing and dining.

Transportation
Airport Pick Up/Drop-Off	This service must be provided and should be flexible enough to include multiple arrival and departure times. Include information on how airport transportation will be arranged, such as mode of transportation and the window of time that students should arrive.
Transit Pass	Local transportation for students and faculty must be provided for the entire time the students are in the country. For example, in most cases participants will receive a local transit pass. It is not enough to provide an empty transit card. You must include a pass that includes the fares for program activities during the entire duration of the program. Transit Pass is included as part of the Program fee: YES ☐ NO ☐ If not, why not? (e.g. walkable city)
Comments	Use this space to add any additional information about transportation.

Health, Safety, and Insurance
Emergency Contact	Include 24/7 health and safety support from professional on-site staff and information regarding the level to which your staff are trained to manage various health and safety situations. Emergency Contacts: Name: Title: Phone Number Email:
On-Site Orientation	Provide a summary of the information to be covered in a comprehensive on-site orientation, including health and safety, cultural adjustment, risk reduction and mitigation, and intercultural learning.
Risk Management and Response Plan	If you have a risk management and response plan, please include it as an addendum to this proposal or provide a link. This plan should include information on nearest hospitals and clinics and contact information for all locations included in this proposal. If your organization does not have a risk management and response plan, please use this space to detail how your organization will respond to various situations, including but not limited to: Sexual Assault/ Cleary Act and Title IX Reporting Plan Mental Health Crisis/ Access to Counselling Services Racist/ Discriminatory Incident Illness/ Hospitalization Behavioral/ Conduct Issue Student Injury/ Death
Health Insurance	Health Insurance Provider Name: Coverage Categories and Levels: Coverage Amount (min. $250,000 USD strongly preferred): Exclusion for Pre-Existing Conditions: YES ☐ NO ☐ Provider Policy on Payment/ Reimbursement: Provide a summary sheet of the insurance coverage as an attachment to this proposal. Coverage must be active for at least 30 days after the end of the Program.
Provider Liability Insurance	Liability Insurance Policy: Coverage Categories and Levels: Coverage Amount (min. $2 million USD): Provide a certificate of insurance naming UC San Diego as an addendum to this proposal.
Comments	Use this space to add any additional information about health, safety, and insurance.

Crisis Management Requirements
Crisis Management	If you have a crisis management and response plan, please include it as an addendum to this proposal or provide a link. If not, please use this space to detail how your organization will respond to various situations, including but not limited to: Pandemics Terrorist Acts War Weapons of Mass Destruction Natural Disasters Cyber-Attacks Disruptions to Communications, Power and/ or Transportation Include information regarding protocols on evacuation and access to medical and mental health care in crisis situations. Include information that pertains to both crises that may occur during the program and after the official completion of the program when participants are still in country.
Emergency Communications Plan	Provide a comprehensive communication plan that tracks student travel during weekends and holidays. Indicate how you will communicate to students, faculty, family, and the Client during an emergency.
Crisis Refund Policy	Include information regarding program cancellation guidelines (i.e., Department of State Level 3 or 4 travel warnings). In the event of a crisis, include the refund policy for canceled programs.
COVID-19	At the time of submitting the proposal, what, if any, are the vaccination policies for COVID-19 for the participants? What safety measures (social distancing and masking) are in place? If a participant contracts COVID-19, what are your and the insurance provider’s policies regarding quarantine housing and delayed return contingencies?
Comments	Use this space to add any additional information about crisis management.

Diversity and Identity
Commitment to Equity, Diversity and Identity	If your organization has a policy regarding diversity and non-discrimination, please attach it as an addendum to this proposal. Include information regarding how diversity and identity matters are addressed via staff training, pre-departure and on-site orientation, student handbooks, counseling and psychological services, and resources available to students. Indicate if your staff are trained to deal with issues unique to diverse populations of students, such as those covered by Diversity Abroad and the Forum Standards.
Incident Reporting	Include information on the formal mechanisms your organization has for reporting incidents of discrimination. How is this information compiled and will it be shared with UC San Diego?
Accommodation Support	Include information on how your organization can assist and accommodate students with physical disabilities, mental health conditions, and learning disabilities.
Gender Recognition	UC San Diego is subject to the California Gender Recognition Act. Do your forms give students the option to select genders other than male/ female? Can your housing accommodate these students?
Comments	Use this space to add any additional information about diversity and identity.

Sustainability
Sustainability Practices	How does your organization support sustainable study abroad programs, including carbon offsets, low or no carbon transportation, as well as energy and water conservation?
Comments	Use this space to add any additional information regarding sustainability.

Back Office, Orientations, Marketing and Administrative Support
Online Portal	Streamlining administrative processes for students and staff is a high priority. If you have an online application and/or electronic forms for faculty-led programs, please provide a description, including screenshots. All providers must offer online portals for students to submit required information and forms. To avoid confusion for our students, this system must be adapted for faculty-led participants, rather than including students in the process used for the provider’s catalog programs. We will expect providers to follow up with students on missing provider-required information. Please also provide “read only” portal access to the Global Seminars staff or share copies of informational documents provided to students. My organization has an online portal for collecting information from students YES ☐ NO ☐ Link to online portal for students to submit information, if available: ☐ We agree to share copies of arrival information with Global Seminars staff Please describe your organization’s policies & procedures to comply with the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA) and other similar laws.
Pre-Departure Orientations	Orientations will typically occur in April or May. In your section of the pre-departure orientation, include the following information: local support services, logistics, health and safety, cultural adjustment, resources for diverse students, and travel tips. Is a staff member available to attend the pre-departure orientation: VIRTUALLY ☐ IN-PERSON ☐ ASYNCHRONOUSLY ☐
Handbooks	Separate handbooks for faculty and students should be completed and sent to participants prior to the scheduled pre-departure orientation. Be sure to include instructions if student flights are canceled or delayed, bag lost, and/or how they will get to the housing if they arrive too late for the airport pick-up.

Program Costs, Billing, Payment, and Finances (in USD)
Program Cost Price Breaks	Example: 10-14 Students: $ 15-18 Students: $ 19-23 Students: $ 24-28 Students: $
Cost Breakdown	The quote includes: Examples: Housing Transportation Excursions, etc. Administrative expenses The quote does not include: Airfare Meals, etc. (List estimated cost of each item if known)
Payment and Enrollment Deadlines	Last Date to Accept Applications: Invoice Date: Payment Deadline: Penalty-Free Withdrawal Deadline:

Quality Assurance
References	If you have run faculty-led programs in this location, please provide information about them, including references from the university that sponsored the program. Reference 1: Program Name: Program Date: Name: Title: Phone Number Email:

ADDITIONAL TERMS AND CONDITIONS

Master Services Agreement

The Provider shall enter into a Master Services Agreement (MSA) with the Client to be considered in the competitive bidding process.

Data Privacy and Protection

The Provider will:

Endeavour to protect the Personal Information of each participant is protected against loss and against unauthorized access, use, modification, disclosure and other misuse.

Supply the Client with a data management plan that will include the following but not limited to:

Information on data storage and retention.

Evidence of policy and procedures regarding compliance with relevant legislation, such as the California Consumer Privacy Act and the General Data Protection Regulation (GDPR).

Collect only Personal Information of Students and Faculty that is essential to the participation of the Program.

Unless compelled by law, only use or disclose the Personal Information for the purposes of this Agreement for program assessment and improvement, reporting, and to meet the education and research missions of the Client.

In the event the Personal Information is used for other purposes, the Parties will seek consent to provide notice to relevant participants.

Use of Names, Logos, and Other Identifying Marks

Neither Party will use the name, logo, or other identifying marks of the other, either expressly or by implication, in any publicity, solicitation or advertisement without the prior written approval of the other party to this Agreement. Use of UC San Diego’s name and trademarks are governed by California Educational Code, Section 92000.

Amendments

Any change to, or modifications of this Agreement must be in writing, and shall only be effective if signed by the duly authorized representatives of the Parties.

Entire Proposal and Effective Date/ Termination

This Proposal contains the terms and conditions agreed upon by the Parties and should be interpreted and implemented in accordance with the Master Services Agreement.

This Proposal will be valid starting from the latter date of signing below indicated by each Party (the Effective Date).

This Proposal will be valid through the program end date.

This Proposal is executed in English, which is the authentic text.

The following individuals, duly authorized, have signed the present Proposal on behalf of their respective institutions.

[PROVIDER NAME]	UNIVERSITY OF CALIFORNIA, SAN DIEGO

____________________________________	___________________________________

Name	Courtney Giordano

Title	Senior Director, Strategic Global Initiatives

Signed on this day: ____________________	Signed on this day: ____________________