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1 Page 1 of 4 Annex A (RFP 504) Terms of Reference (TOR) For Course Delivery and Administration Services for Writing Effectively Courses for UNHCR UNHCR s Global Learning Center (GLC) is seeking a service provider to manage and administer the Writing Effectively Learning Programme on behalf of the organization in preferably both English and French once a year for 150-200 learners and meet the detailed requirements below. Project Background information In 2011, UNHCR developed a tutor-led blended learning course in writing effectively. The course targets UNHCR staff in the field and includes ten e-learning modules with assignments in English and French. The first course was rolled-out to all staff in November 2011. The objective of the course: The course aims at improving written communication skills of UNHCR staff members in order to increase efficiency in UNHCR communication. The language of the course: The course is run in two languages, English and French.

2 Invitation and registration for the course: Invitation for the course is published on UNHCR intranet and also sent out in an all staff email. Staff members apply and register through our Learning Management Platform, Learn & Connect. The course modules available in English and French: Module 1- Effective Writing Module 2- Office Correspondence Module 3- Report Writing Module 4- Proposal and Report Writing for Fund-Raising Module 5- Advanced Effective Writing Combination of modules in the course: Staff members can apply for the following combinations: Module 1+2 Module 1+3 Module 4 Module 5 Module 1 Effective Writing is mandatory for learners of Module 2 and 3. Access to the course: Learners have access to the learning programme through our Learn & Connect platform where they are assigned to their curriculum which includes the e-learning module(s) and the assignment module(s). Page 2 of 4 Course delivery: This tutor-led blended learning course allows UNHCR staff members to work individually with their writing skills, while submitting assignments for feedback to the tutor.

3 The course is run once a year with 150-200 seats with 130-170 English and 20-30 French learners approximately. Each module requires approximately 30-40 learning hours during a 2,5 months period. The course is entirely delivered through our Learning Management Platform, Learn & Connect. Tutoring: The tutoring system is one of the main assets of the course. The tutors are required to provide substantive feedback on the individual tasks that staff members upload in their assignment module. Tutors access the assignments and provide feedback directly in the assignment module. The feedback: The response from the learner perspective has been excellent and we are confident that the course meets UNHCR s needs. Enrolment demand is high and the courses have been consistently oversubscribed. Course fee: The course fee is fully covered by UNHCR. Staff members who do not complete the course are required to reimburse the course fee.

4 Certificates: They can be downloaded from Learn&Connect by learners who have successfully completed the course. Project objectives Overall project objective: Continue with the Writing Effectively Learning Programme and deliver one tutor-led cohort per year for learners in two languages (English and French). Target learners The Writing Effectively Learning Programme is open to all our staff members and the mix and match approach of the five modules help to tailor the course even further to their needs. In order to be able to successfully follow the course, participants are expected to be fluent in either English or French depending on their choice of language of the course. Selection of participants is done at two levels. The GLC prepares a master list of applicants for the tutoring team after screening all applications. The tutoring team lead then assesses the writing samples with the help of the team to identify candidates with the required competency level of the given language.

5 The course is run once a year with 130-170 English and 20-30 French learners approximately. 2. Project Deliverables and Requirements Bidders can opt to bid for the provision of course delivery and administration services in English, French or for both languages. Preference will be given to institution that can provide the services for both languages. Administrative deliverables Run the selection process of tutors (testing, hiring, evaluation of skills) Participate in the development of application questionnaire and process Page 3 of 4 Undertake language screening of applications Train selected tutors on the content and tasks in cooperation with the Global Learning Centre Coordinate tutors during the course (correspondence, follow-up, problem-solving) Support learners during the course in email, webinars and in the community platform as appropriate Provide advice and feedback as requested on the course Consult the GLC on any learner and course related issues Submit a final report on course completion and lessons learnt to UNHCR Tutoring deliverables.

6 Provide personalized and detailed feedback for each assignment using track changes Communicate with learners regularly Use UNHCR assignment platform for tutoring and communication Other project requirements: Modules have between 4-10 assignments. We estimate that communication, reviewing and giving feedback requires about 15 working hours/participant/module. Tutoring is done online, in a written format and carried out from distance (off-site). Tutors will have to familiarize themselves with the course content by completing the respective e-learning modules developed by UNHCR. 3. Vendor/Tutor Requirements Vendor Requirements: Experience in teaching writing skills Experience in managing and administering blended/distance learning courses Relevant certificates/qualifications/proofs/refer ences can be included in the technical proposal Requirements for proposed tutors: Native or near native speakers of the language (English or French) Computer literate with access to internet Certified teachers or hold degrees in academic/creative writing Ideally have experience in teaching writing skills and off-site tutoring Relevant Certificates/Qualifications can be included in the technical proposal Consideration: The bidders have to show that they can provide the adequately skilled people to assume the responsibilities and perform tutoring services, covering preferably both, English and French.

7 No substitutions will be made without prior written consent from UNHCR. The company shall guarantee that the services will be uninterrupted for the duration of the contract. Absences due to an emergency situation need to be approved by UNHCR and a solution agreed so that the on-going project is not adversely affected. Page 4 of 4 4. The Expected Roles Expected Role of the Provider Provider screens master application list to ensure applicants match language and competency requirements Provider selects and train tutors in cooperation with the GLC Provider allocates tutors to learners Provider's tutors facilitate course with allocated learners Provider monitors tutors and learners progress Provider assesses each participant and compiles final statistical reports to the GLC Provider provides ongoing support for learners Provider (lead) maintains regular contact with the GLC The Expected Role of the GLC The GLC announces the course and administers registration through the Learn & Connect platform The GLC screens electronic applications and selects participants The GLC provides screened master list with electronic applications to provider The GLC gives accepted students access to e-learning component The GLC sets up the course in the learning management platform The GLC runs course evaluation through the Learn & Connect platform at the end of the course The GLC maintains regular contact with focal point of the tutoring team 5.

8 Project management UNHCR will determine and agree on concrete timelines, project milestones and deadlines with the selected vendor. UNHCR will take into consideration the ability of the vendor to deliver online courses based on the requirements within a competitive timeframe. The vendor is expected to provide a lead person to lead the provider resources and activities with close collaboration with the UNHCR Project Manager. The UNHCR Team An internal team will be assigned to the project: its role will be to bring functional and/or technical knowledge of UNHCR business and processes to the provider Team throughout the course as needed. Project Manager GLC Management, Leadership and Communication Unit ANNEX B - Financial Offer Form - RFP 504 Course Delivery and Administration ServicesVendor Name:Currency:Disclaimer:The cost of preparing a proposal and of negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment.

9 Additional costs during/after assignment such as revisions, corrections, travel, administration, communication shall neither by charged to UNHCR at later stage. Disclaimer:Approx. no. of course participants Effective writing: 150-200 with 130-170 English and 20-30 French learnersDisclaimer:Estimate: Course delivery communication, reviewing and giving feedback requires about 15 working hours/participant/moduleCOST ELEMENTSPer dual-modulePer single-moduleTutoring Fee per learner (incl. course administration and tutor coordination)AmountIndicate unit of measureOther costs, if any (indicate nature and breakdown)Add or remove lines as requiredSCENARIO 1* - Institutes covering only English tutors120 English dual-modules50 English single-modulesTOTAL Scenario 1:SCENARIO 2* - Institutes covering only French tutors25 French dual-modules5 French single modulesTOTAL Scenario 2: SCENARIO 3* - Institutes covering tutors for both languages120 English dual-modules50 English single-modules30 French dual-modulesTOTAL Scenario 3:*Scenarios are for evaluation purposes onlyCostsCostsCostsPlease use this form for your financial proposal for the indicated services giving the price in a fixed and all inclusive indicate all prices in only one curency and indicate them without 1 UNHCR VENDOR REGISTRATION FORM (Rev.)

10 Feb 10) Section 1: Company Details and General Information 1. Name of Company: 2. Street Address: 3. Box and Mailing Address: Postal Code: City: Country: 4. Tel: 5. Fax: 6. Email: 7. WWW Address: 8. Contact Name and Title: 9. Email: 10. Parent Company (Full legal / officially registered company name): 11. Subsidiaries, Associates - name, city, country (attach a List if necessary): 12. International Offices/Representation (Countries where the Company has local Offices/Representation): 13. Type of Business (Mark one only): Corporate/ Limited: Partnership: Other (specify): 14. Nature of Business: Manufacturer: Authorised Agent: Trader: Consulting Company: Other (specify): 15. Year Established: 16.