PHS Foreign Work/Study Program
Guidelines
2000-2001 Guidelines
December 1999
January 20, 2000
TO: IC Directors
Scientific Directors
OD Staff
FROM: Senior Advisor to the Deputy Director for Intramural
Research
SUBJECT: PHS Foreign Work/Study Program for 2000-2001
Guidelines for the 2000-2001 Foreign Work/Study Program issued by
the Office of International and Refugee Health (OIRH) are attached.
As indicated in the December 27, 1999, transmittal memorandum from
Dr. Tom Novotny, the duration of such assignments can be between
three to twelve months. For NIH intramural staff these have
conceptually been regarded as a kind of “sabbatical.”
Also, as in the past, applicants are encouraged to utilize outside
sources of funding for partial support of their stay (exclusive of
salary). This may be the subject of negotiations between the IC and
the applicant.
The PHS Guidelines indicate that there will be two OIRH reviews,
the first, for applications received by February 1, 2000, and the
second, for applications received by June 30, 2000. Unfortunately,
the OIRH guidelines were issued by OIRH, and received by NIH, too
late to allow sufficient time to comply with the February 1 deadline.
However, the NIH will submit nominations as soon as possible after
that deadline. Please send your nominations, if possible, by COB
February 4 to my office (Bldg 1, Room 140). As appropriate, our
office may schedule interviews with IC nominees.
Philip S. Chen, Jr., Ph.D.
1. Purpose
2. Basic Program Concepts
3. Objectives
4. Eligibility
5. Examples of Types of Assignments
6. Period of Assignments
7. Extension of Assignments
8. Application Process
9. Selection Process
10. Clearance Through Department of State
11. Administrative and Other Support
12. Other Financial Arrangements
13. Use of Official Passports
14. Advising Embassy or Consulate of
Presence
15. Reports
16. Contact with Prior Program Participants
1. Purpose
This guide provides policy and procedures for implementation of the
PHS Foreign Work/Study Program, which is conducted under the
authorities provided by Sections 301 and 307 of the Public Health
Service Act and authorities for research of the Public Health
Service.
2. Basic Program Concepts
The Foreign Work/Study Program was initiated in 1974 as a
mechanism for providing PHS personnel with a valuable overseas
experience to develop their capabilities personally, to gain
knowledge/experience that would enhance their employing office's
efforts and to contribute, overall, to the domestic and/or
international health goals of the PHS and the Department. Potential
assignments are developed directly with foreign institutions, U.S.
organizations having overseas facilities, or other appropriate
organizations which can provide a foreign work/study experience,
which will fulfill the Program's objectives.
The Foreign Work/Study Program was constituted as an official Program
in order to: (1) fulfill Department of State requirements for
approval of the assignment of PHS personnel overseas for work/study
purposes; and (2) to create an orderly process for selecting PHS
personnel who will benefit from a foreign work/study experience. The
Program does not have any funding or positions of its own. The
funding and personnel ceiling are provided by the sponsoring PHS
Agency.
3. Objectives
The objectives of the Program are:
a. To advance the international and national status of
the health sciences.
b. To advance the respective missions of the participating PHS
Agencies, OPHS staff offices, and PHS regional offices.
c. To advance the PHS' and Department's international health
objectives including, but not necessarily limited to, the exchange
of knowledge and ideas in the health sciences, enhancement of
cooperation with the U.S. private sector in the field of
international health, increasing knowledge on health problems of
the developing world.
d. To enhance the capabilities of PHS scientific and other
professional personnel.
4. Eligibility
Employees of the Public Health Service who are engaged in
research, program administration, planning and/or evaluation and who
may benefit from a work/study assignment as judged by senior
management of their agency. Employees in "term" positions or visiting
scientists are not eligible.
5. Examples of Types of Assignment
Assignments may be based on a number of activities. Examples
include: biomedical research utilizing a unique or exceptional
foreign research opportunity; study of the use of a new technology
developed at a foreign institution; study of an interesting overseas
epidemiological situation that is relevant to domestic interests;
work with a foreign ministry of health directed toward implementation
of an activity provided for in a bilateral health agreement or
program. Applicants are encouraged to be creative in the development
of assignments, but keeping in mind the basic program concepts and
objectives outlined above.
6. Period of Assignments
Assignments should involve work and/or study in cooperation with
or under a fellow health professional for a minimum of 3 months
and/or a maximum of 12 months. A full 12 months must be spent out
of the country on assignment for the participant to be eligible for
travel of dependents and other allowances, such as shipment of
limited household goods and personal effects and education of
children. (Note: In recent years, because of budgetary constraints,
some applicants have voluntarily waived their right to post
allowances. These arrangements must be worked out between the
participant and his/her sponsoring agency).
7. Extension of Assignments
Assignments may, on the basis of an exceptionally sound
justification, be extended for up to 1 additional year, subject to
approval by the sponsoring PHS Agency and the Foreign Work/Study
Review Committee. The participant(s) must submit a written request
for extension through appropriate channels within his/her Agency
prior to the expiration of his/her current assignment.
8. Application Process
The Office of International and Refugee Health, OPHS, announces
the Program in approximately December of each year. Each PHS Agency
and other PHS components designate a coordinator for the Program. The
Coordinators are responsible for assuring that the opportunity to
participate is made known to organizational components and interested
individuals in the Agency/office. There will be two submission and
review dates. Applications are due in the Office of International and
Refugee Health, Office of Public Health and Science (OIRH/OPHS/OS),
on February 1, 2000 and again by June 30, 2000 with a review by the
Foreign Work/Study Review Committee which will be convened by
OIRH/OPHS/OS.
All applications must be submitted to OIRH/OPHS through the
designated channels in the applicant's Agency or Office. Applications
must have the Agency's/Office's full endorsement, since the cost of
the assignment is borne by the participant's employing organization.
Additionally, the personnel ceiling which the participant occupies is
provided by the participant's home agency.
Format for applications:
a. Name, title and current assignment.
b. Civil Service or Commissioned Corps rank.
c. Site of proposed assignment; evidence of approval of
assignment by host institution; facilities to be provided, and any
other pertinent information. Assignments should generally have a
single base of activity.
d. Summary or scope of work.
e. Justification, stressing relationship of work/study
experience to Agency's/Office's mission; the need for assignment
to be overseas rather than in the United States; and, relationship
to the individual's career development.
f. Statement concerning foreign language capability. If the
site of the assignment is in a non-English speaking country, a
statement must be given regarding the proposed assignee's
proficiency in the language of the country; and, if the assignee
does not speak the local language, how any language barriers will
be overcome.
g. Approximate dates of departure and return.
h. Names and relationship of dependents who will accompany
participant.
i. Has applicant obtained any outside source of support to help
defray the cost of this assignment (e.g. fellowship, provision of
lodging by host institution)?
j. The applicant's curriculum vitae.
The Agency/Office should rank its nominations before they are
submitted to the Office of International and Refugee Health,
OPHS.
9. Selection Process
Agency Screening
Initial screening of applications is performed by the nominating
Agency/Office before submission of nominations to the Office of
International and Refugee Health, OPHS, to determine whether the
application meets specific criteria established by the individual
Agency/Office and to assure that funding is available.
Review by Committee Convened by OIRH/OPHS
The nominations will be reviewed by the Foreign Work/Study
Review Committee, which is convened by the Office of International
and Refugee Health, OPHS. This selection committee will consist of at
least three PHS agency representatives, and a representative from
OIRH/OPHS.
The Committee recommends the participants on the basis of criteria
that reflect the overall program objectives as well as considerations
such as potential sensitivity of the proposed assignment, the current
diplomatic/scientific relationship between the U.S. and the proposed
host country. The Review Committee may seek supplemental information
about a particular nomination from the submitting Agency/Office.
The submitting Agency/Office will be informed promptly of the
Committee's recommendations.
10. Clearance through Department of State
An official Department of State telegraphic communication is
prepared by OIRH/OPHS advising the appropriate U.S. Embassy of the
proposed assignment and providing that post with the opportunity to
either concur or express any concerns they may have about the
assignment. The post's clearance generally consists of a no-objection
statement, which is received in an official State Department
telegram. Concurrences are usually received from the appropriate
Embassy within 3 weeks.
11. Administrative and Other Support
Salary and administrative support are provided directly by the
participant's employing agency or office. Work/Study assignments do
not include certain benefits provided by U.S. Embassies or
constituent posts to permanent overseas employees. Examples of
services which participants should not expect are: check
cashing privileges, use of Embassy transportation, etc. From
time-to-time, if a special situation prevails, agencies (not the
participant) may ask the Embassy, through official State Department
channels, whether certain services could be provided (e.g. use of
diplomatic pouch for official mail; if assignee will be in a
developing country, use of Embassy commissary). The Embassy may, at
its discretion, charge the agency a fee for these services. Such fees
are paid through an agreement entered into between the supporting
agency and the Embassy.
Allowance Payments
In 1980, an arrangement was made between NIH and the Department of
State for Embassy payroll offices to make allowance payments to
qualified program participants. This benefit would extend only to
Civil Service employees who would be overseas for a minimum of 1
year; i.e., change of duty station.
Over the past 7-8 years, however, a number of Embassies have declined
to make these payments because of the extra administrative burden
that is placed on their personnel. When the Embassy is advised by
official cable of the proposed assignment, PHS/OIRH will include a
query regarding the willingness of the post to make allowance
payments to qualified employees. If the post agrees, the participants
should be instructed to contact the appropriate Department of State
post in their country of assignment and to provide to them the
necessary documentation authorizing the payment of allowances.
Information on overseas allowances may be obtained from the
Allowances Staff at the Department of State [(202) 663-1121].
This information is contained in the "Department of State
Standardized Regulations (Government Civilians, Foreign Areas)." A
copy of this document may also be obtained from the Office of
International and Refugee Health, OPHS [(301) 443-1774].
A determination of which benefits each participant is qualified to
receive is made by the appropriate PHS Agency personnel office.
In the event the participant receives post allowances through the
Embassy or other post, the program participant must provide to the
Embassy a completed State Department Form 1190, "Foreign Allowances
Application, Grant and Report." A copy of this document may also be
obtained from Mary Lou Resko (301-443-9725). If allowances are paid
through the Embassy, they will instruct the participant in the
maintenance and submission of the data for calculation of amounts to
be paid. The post will provide the data to its servicing payroll
office in accordance with normal time and attendance procedures.
If the Department of State post declines, as a condition for
approving a proposed assignment, to pay allowances, it is the
responsibility of the participant's home PHS agency to make the
arrangements for payment of these benefits, unless other
understandings have been reached in writing with the participant.
Agencies may make direct payroll deposits to the participant's bank
account.
12. Other Financial Arrangements
In light of restricted salary and expense budgets in agencies,
Foreign Work/Study Program applicants may decide to waive in writing
their right to certain benefits (e.g. post allowances) in order to be
able to undertake an assignment. Such arrangements are to be worked
out between the applicant and his/her agency.
It is appropriate for an applicant to arrange financing for the
assignment through another source (e.g. Fulbright Fellowship, lodging
through the host institution, etc.). Information on such support
must be shared with the applicant's employing agency.
13. Use of Official Passports
As evidence of their status as U.S. Federal Government employees,
participants will be issued official passports. Arrangements for
official passports may be made through the Fogarty International
Center of the National Institutes of Health,(301) 496-3441.
14. Advising Embassy or Consulate of
Presence
Assignees are encouraged to make their presence known to the U.S.
Embassy or, alternatively, the nearest American consulate, as soon as
possible after their arrival in the country. Work/Study Program
participants come within the authority and responsibility of the U.S.
Ambassador in the country of assignment.
15. Reports
Program participants must provide a report on their experience to
their Agency/office directors and to the Agency/office coordinator
for the Program. A copy of the report should be sent, within 6 months
of the completion of the assignment, to the Office of International
and Refugee Health, OPHS (Room 18-87, 5600 Fishers Lane, Rockville,
Md. 20857).
16. Contact with Prior Program
Participants
Participants are encouraged to contact other PHS personnel who have
completed a Work/Study assignment in the country where they propose
to go in order to obtain useful information on such matters as: the
need for work permits, local customs, how to arrange housing, etc.
Assistance on these matters may generally be obtained from contacts
at the host institution.
A list of Work/Study Program participants in prior years and the
sites of their assignments is available from the Office of
International and Refugee Health, OPHS Contact: Mary Lou Resko,
(301)443-9725.
Any questions on the Foreign Work/Study Program should be directed to
the designated Agency Foreign Work/Study Program Coordinator or to
the Office of International and Refugee Health (Mary Lou Resko).
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