PERFORMANCE MONITORING PLAN (PMP)
Last Updated: February 2025
Applicant Name: Example Organization
Fiscal Year and Program Title: FY## Example Program
Funding Opportunity #: SFOP000XXXX
Instructions
The Monitoring Data for ECA (MODE) Framework provides standard indicators and corresponding survey questions to ensure consistent measures across all ECA programs. The Performance Monitoring Plan (PMP) in this document includes ALL MODE objectives and indicators that were created to collect data from program participants. While ECA recommends the applicant use the format provided, this is not a requirement. However, any performance monitoring reference document the applicant submits should include the information in the column headers (Indicator Name, Definition, Target, Survey Question, etc.) in the table below at a minimum.
To provide a PMP that will meet the solicitation review criteria, the applicant should take the following steps:
- Fill out the Applicant Name, FY and Program Title and Funding Opportunity # fields highlighted above
- Carefully review the solicitation document to identify the MODE indicators that were listed
- Review the additional (those not listed in the solicitation document) MODE Framework indicators listed in the table below to determine if they are relevant (meaning the applicant proposes that data should be collected for those indicators as part of this program)
- Those indicators that were NOT selected in steps 2 and 3 above can be deleted from the table below (to do this, click your mouse somewhere within the row you would like to delete, right-click, select “Delete Cells”, then “Delete Entire Row”. Repeat this process until the only MODE Framework indicators that remain are those identified during steps 1 and 2)
- Applicants may also design custom objectives and/or indicators that are specific to the proposed program and the proposed MODE Framework indicators are insufficient to cover all aspects of the program. Applicants should limit the number of these custom indicators, bearing in mind collection and reporting capacity, and prioritize additional measures identified in the solicitation.
For all indicators in the PMP that remain after steps 2-5 above, insert the target into the appropriate column. A target specifies a feasible and appropriate level of an output or outcome that is hoped for, expected, or intended.
Resources
More resources and guidance documents on the MODE Framework and PMP are available online (https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and). PMP-specific resources include:
- MODE Framework Indicator Book (https://app.box.com/s/9gvvxzxlm6bmvzqengqu8uad40yz2doe ):
- MODE Performance Indicator Reference Sheets (https://app.box.com/s/r6x4elenw9pnicdtjyqv6rbyoczhp62t )
- PMP Creation Webinar (https://www.youtube.com/watch?v=WBHC1oLNZvI )
Definitions of PMP Columns
- Performance Indicator: An observable or measurable characteristic that indicates the extent to which a program objective is being achieved.
- Definition: Clarifies all terms necessary and provides details on how to calculate the data collected to measure the change expected.
- Disaggregation (“Disagg”): Lists how the data will be broken down into subgroups (such as: sex, age, state, country, etc.)
- Target: Specific, planned level of result to be achieved within an explicit timeframe
- Data Source and Required Survey Question: Specifies how the data will be obtained (such as a survey, observation, interview, etc.) and the mandatory question linked to the data source. Note that all MODE Framework survey questions are required (i.e. should be forced response); please see the Consent Language in the MODE Framework Indicator Book for an example of how to convey this to participants/survey respondents.
- When to Collect: Specifies when the indicator will be measured, for example: post-program, end of award, etc.
- o A post-program collection should occur no later than 6 weeks after the participant has completed the program
- o Award recipients are responsible for collecting indicator data on participant outputs and outcomes during the period of performance of the program itself.
- Note: The Bureau will measure outcomes of ECA participants at one, three, five, and 10 years after the program has ended to capture the long-term impact of ECA programming unless otherwise specified in the solicitation for which you are applying. In this instance, the recipient will be responsible for coordinating with ECA on any alumni surveys to de-duplicate questions and minimize potential survey fatigue.
Definitions of Key Terms
Each indicator in the table below includes a list of relevant terms in the indicator column. While terms vary across indicators, there are a few key terms that apply to a high number of indicators. Those terms are listed below to save space in the table:
- Participant or Exchange Visitor - A person who has directly participated in an ECA-facilitated program (either ECA-funded or BridgeUSA) and been exposed to at least 10 hours of content or otherwise meets the requirements for entry into the Alumni Contact Engagement System (ACES). Participants do not include audiences who may watch, listen to, or otherwise interact with ECA program participants.
- Participants of American Spaces programming include any individual who attends a program conducted by an American Space, whether that program is located at an American Space or an outside location. Individuals who attend virtual (online) or blended (partially online, partially in-person) programs are also considered participants.
- “Exchange Visitors” on ECA’s Office of Private Sector Exchange (ECA/EC) programs are considered program participants.
- Host community - A community that sponsors, supports, or provides services for exchange programs and/or their participants. Host communities and institutions do not necessarily directly participate in a program. Benefits to this group most often occur through interaction with the participants and/or alumni during or after the program. Host community members comprise two groups:
- Host families who welcomed exchange visitors into their homes;
- Host institutions or businesses who provided professional or academic experiences to exchange visitors.
- Virtual exchange - A sustained, multi-way interaction, that is 100% online, used to build networks and shared knowledge around policy priorities. For a program to be considered a virtual exchange, participants must engage with all content virtually. A series of virtual components can be considered an exchange if they are (1) originated as a unit with a collective start and end date and (2) are organized around a unifying theme. Examples of virtual elements include online skill-building workshops, virtual professional placements (internships), and virtual mentorships. A series of massive open online courses (MOOCs) would be considered an exchange if they are offered as a set (of say six classes) and are centered on a specific topic (for example, media literacy). Offering MOOCs as an online resource is not considered a virtual exchange program.
- Virtual element - Single, stand-alone components offered as either add-on enrichment to an in-person program or as general outreach by ECA. Examples of virtual elements include online skill-building workshops, virtual professional placements (internships), and virtual mentorships. Offering single MOOCs to the general public or virtual pre-departure orientation webinars are both considered virtual elements. Additionally, online spaces for participants to communicate (such as a program Facebook page) are considered virtual elements.
Performance Monitoring Plan Table
Performance
| Indicator | Definition | Disagg. | Target | Data Source and Required* Survey Question | When to Collect |
|---|---|---|---|---|---|
| Demographic Questions | |||||
| Home Country (Demographic) | Used to identify subgroups for Country of Origin disaggregation. (Foreign participants only) | N/A | N/A | Survey (self-reported data) | |
| What is your home country? [Drop Down: List of program countries] – See Appendix C in the Indicator Book | Post-Program | ||||
| Home State (Demographic) | Used to identify subgroups for Home State disaggregation. (American participants only) | N/A | N/A | Survey (self-reported data) | |
| What is your home state? [Drop Down: List of U.S. States] – See Appendix D in the Indicator Book | Post-Program | ||||
| Age (Demographic) | Used to identify subgroups for Age disaggregation. | N/A | N/A | Survey (self-reported data) | |
| What is your age? Fill in the blank ________ [Validate answer numeric, with accepted answers ranging from 15 to 100] | |||||
| -- OR -- | |||||
| Are you between the ages of 15 and 35? | |||||
| • Yes | |||||
| • No | Post-Program | ||||
| Sex (Demographic) | Used to identify subgroups for Sex disaggregation. | N/A | N/A | Survey (self-reported data) | |
| Please select your biological sex classification: | |||||
| • Female | |||||
| • Male | Post-Program | ||||
| Race (Demographic) | Used to identify subgroups for Race disaggregation. (American participants only) | N/A | N/A | Survey (self-reported data) | |
| What is your race or ethnicity? Select all that apply. | |||||
| • American Indian or Alaskan Native | |||||
| • Asian | |||||
| • Black or African American | |||||
| • Hispanic or Latino | |||||
| • Native Hawaiian or Other Pacific Islander | |||||
| • White | |||||
| • Some Other Race | |||||
| • I do not wish to respond | Post-Program | ||||
| Participant Type (Demographic) | Used to identify the subgroup “Reciprocal” for Participant Type disaggregation. (American participants only) |
Award recipients will need to identify whether a participant is designated as 'Foreign', 'American', or 'Reciprocal' as part of the disaggregations. The assumption is that those who answer the "Home Country" question can be designated as a 'Foreign participant', those who answer "Home State" can be designated as an 'American participant', and those who answer the associated question with a "yes" can be designated as a 'Reciprocal participant' | N/A | N/A | Survey (self-reported data)
Did you participate in a reciprocal exchange?
A reciprocal participant is an American who travels to an exchange participant's home country to assist the participant with their individual project
• Yes
• No | Post-Program
ECA Objective 1: Advance participant and beneficiary cross-cultural competence and global perspective
ECA Sub-Objective 1.1: Promote cultural exchanges and enhance understanding between participants and their host communities
Performance Indicator: E1.1.01: Percent of participants reporting that their program experience offered opportunities to engage with other cultures
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To calculate percentage, numerator will be number of respondents who answered “yes” while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Do you agree with the following statement?
My program offered opportunities for making cultural connections and sharing. For example: Conversations about each others’ countries, attending cultural events, etc.
• Yes
• No
When to Collect: Post-Program
Performance Indicator: E1.1.04: Percent of participants with more favorable opinions of the United States Government (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To calculate percentage, numerator will be number of respondents who select “much more favorable” OR “somewhat more favorable” on the survey question. The denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Did your views of the United States government change as a result of your program participation?
• Yes
• No
If YES:
How did your views of the United States government change? Are your views:
• Much less favorable
• Somewhat less favorable
• Somewhat more favorable
• Much more favorable
When to Collect: Post-Program
Performance Indicator: E1.1.09: Percent of participants who traveled abroad for the first time because of their program (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Abroad – A country outside of one’s home country
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To calculate percentage, numerator will be number of respondents who answered “no” to the first question while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Before this exchange program, had you traveled outside of your home country?
• Yes
• No
If YES:
Why did you travel outside of your home country? Select all that apply.
• Tourism
• Visit friends/family
• Participation in another U.S. Department of State exchange program (including U.S. Embassy-sponsored exchanges)
• Participation in a non-U.S. Department of State exchange
• Study
• Work
• Other: ______ [write-in]
When to Collect: Post-Program
Performance Indicator: E1.1.10: Percent of foreign participants who traveled to the United States for the first time during their program (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once per reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who reply “no” to the first question while denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Before this exchange program, had you traveled to the United States?
• Yes
• No
If YES:
Why did you travel to the United States? Select all that apply.
• Tourism
• Visit friends/family
• Participation in another U.S. Department of State exchange program (including U.S. Embassy-sponsored exchanges)
• Participation in a non-U.S. Department of State exchange
• Study
• Work
• Other: ______ [write-in]
When to Collect: Post-Program
Performance Indicator: E1.1.11: Percent of American participants indicating a change in their understanding of their host country's culture and values
Participant or Exchange Visitor – See Definitions of Key Terms
Host country - The country in which the participant traveled to for their exchange program.
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: Responses to each item should be scored in the following manner:
No Change – 1
Minimal Change – 2
Moderate Change – 3
Substantial Change – 4
The response scores for each item should be summed and divided by the number of items they responded to in order to give an average question score for each respondent.
To determine the percent value, the numerator is the number of respondents whose average question score is 2 or greater while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Home state
• Race
• Participant type: American, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
How much did participation in the exchange program change your understanding or knowledge of the following topics?
• Host country political system
• Host country economy
• Foreign affairs of my host country
• Domestic affairs in my host country
• Host country values and culture
• Daily life in my host country
• Freedom of speech and press in my host country
• Voluntary community service in my host country
[Scale: No Change, Minimal Change, Moderate Change, Substantial Change]
When to Collect: Post-Program
Performance Indicator: E1.1.12: Percent of foreign participants indicating a change in understanding of third-party countries’ cultures and values
Participant or Exchange Visitor – See Definitions of Key Terms
Third-party country - A country that is not the participant/alumni’s home or host country. Generally, this refers to the home countries of fellow participants.
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: Responses to each item should be scored in the following manner:
No Change – 1
Minimal Change – 2
Moderate Change – 3
Substantial Change – 4
The response scores for each item should be summed and divided by the number of items they responded to in order to give an average question score for each respondent.
To determine the percent value, numerator is number of respondents whose average question score is 2 or greater while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Thinking about the participants you met from other countries (not your home country or the U.S.), how much did participation in the program change your understanding or knowledge of the following topics related to those countries?
• Political system
• Economy
• Foreign affairs
• Domestic affairs
• Values and culture
• Daily life
• Freedom of speech and press
• Voluntary community service
[Scale: No Change, Minimal Change, Moderate Change, Substantial Change]
When to Collect: Post-Program
Performance Indicator: E1.1.13: Percent of foreign participants who are more likely to recommend the United States as a good place to study
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who reply “much more likely” or “somewhat more likely” while denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Compared to before your program participation, how likely are you now to recommend the United States as a good place to study?
• Much more unlikely
• Somewhat more unlikely
• Somewhat more likely
Much more likely
When to Collect: Post-Program
Performance Indicator: E1.1.16: Percent of virtual exchange (VE) participants who report VE as their only likely way to interact with citizens from other countries in the future
Participant or Exchange Visitor – See Definitions of Key Terms
Virtual exchange - See Definitions of Key Terms
Virtual element - See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once per reporting year following their program completion.
Calculations: To calculate percentage, numerator will be number of respondents who answered “yes” while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
This indicator counts participants involved in virtual exchange programs (see definition above) and WILL NOT count participants engaging with virtual program elements as part of a non-virtual program.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
In the future, are virtual exchanges likely to be your only way to interact with citizens from other countries?
• Yes
• No
• I don’t know
When to Collect: Post-Program
Performance Indicator: E1.1.17: Percent of foreign participants with more favorable opinions of the American people (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who reply “much more favorable” OR “somewhat more favorable” while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Did your views of the American people change as a result of your program participation?
• Yes
Post-Program
(continued)
• No
If YES:
How did your views of the American people change? Are your views:
• Much less favorable
• Somewhat less favorable
• Somewhat more favorable
• Much more favorable
When to Collect: Post-Program
Performance Indicator: E1.1.18: Percent of foreign participants indicating an increase in understanding of United States culture and values (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: Responses to each item should be scored in the following manner:
No Change – 1
Minimal Change – 2
Moderate Change – 3
Substantial Change – 4
The response scores for each item should be summed and divided by the number of items they responded to in order to give a total question score for each respondent.
To determine the percent value, numerator is number of respondents whose total question score is 2 or greater while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
[Scale: No Change, Minimal Change, Moderate Change, Substantial Change]
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
How much did participation in the program change your understanding or knowledge of each of the following topics?
• United States democracy
• United States economy
• Foreign affairs of the United States
• Domestic affairs in the United States
• United States values and culture
• Daily life in the United States
• Freedom of speech and press in the United States
• Voluntary community service in the United States
When to Collect: Post-Program
Performance Indicator: E1.1.19: Percent of participants agreeing with statements in support of democratic values (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Democratic values - The ideas or beliefs that make a society fair, including: democratic decision-making, freedom of speech, and equality before the law.
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: Responses to each item should be scored in the following manner:
Strongly disagree – 1
Disagree – 2
Neither disagree nor agree – 3
Agree – 4
Strongly agree – 5
Don’t know/can’t ascertain – 0
To determine the percent value, numerator is the number of respondents whose average question score is greater than or equal to 4 on a 1-5 scale while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
To what extent do you agree or disagree with the statements below?
• Voting is important because real decisions are made in elections
• Free and fair elections are the cornerstone of democracy
• An independent media is important to the free flow of information
• All citizens in a country should have equal rights and protections under the law, regardless of circumstances
• The rule of law is fundamental to a functioning democracy
• Individuals have the right to free speech and to voice opposition
• Organizations have the right to free speech and to voice opposition
• Democratic principles enhance the workplace. Supervisors should incorporate democratic principles into their management practices
[Scale: Strongly disagree, Disagree, Neither disagree nor agree, Agree, Strongly agree, Don’t know/can’t ascertain]
When to Collect: Post-Program
ECA Objective 2: Increase the impact that participants and alumni have on their communities / countries
E2.0.01: Percent of foreign participants that volunteer in their host communities
Performance Indicator: E2.0.01: Percent of foreign participants that volunteer in their host communities
Participant or Exchange Visitor – See Definitions of Key Terms
Volunteer - To offer one’s time or services to an organization or community effort for free. Volunteering does not include time spent working as part of a professional placement.
Host community - See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To calculate the percentage, the numerator will be the number of respondents who answered “yes” while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Did you volunteer your time during your exchange?
• Yes
• No
• My program did not offer the opportunity to volunteer
When to Collect: Post-Program
Performance Indicator: E2.0.04: Number of hours that foreign participants spend volunteering in their host communities
Participant or Exchange Visitor – See Definitions of Key Terms
Volunteer - To offer one’s time or services to an organization or community effort for free. Volunteering does not include time spent working as part of a professional placement.
Host community - See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in a reporting year following their program completion.
Calculations: Participants will complete a survey question that will request the number of hours of time spent volunteering during their exchange program. The total number of hours for all participants should be reported.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
How many hours did you spend volunteering during your exchange program? (Please note that volunteer hours do not include time spent working as part of your professional placement.)
Fill in the blank: __________
[validate as numeric]
When to Collect: Post-Program
ECA Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits communities/countries
Performance Indicator: E2.2.01: Percent of participants who have more confidence in their ability to have an impact in their home country (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Home community - The community that the program participant originates from and will return to at the conclusion of the program.
Home country - The country in which the program participant resides prior to their program participation.
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculation: To determine the percent value, numerator is number of respondents that responded “more confident” to the statement about their ability to make a difference in the ‘community where I live’ and/or ‘country where I live’ while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
As a result of your program participation, how has your confidence in each of the following changed?
• I have the ability to make a difference in the community where I live
• I have the ability to make a difference in the country where I live
• I have the ability to make a difference in the global community
[Scale: I am less confident; No change in confidence, I am more confident]
When to Collect: Post-Program
ECA Objective 3: Strengthen engagement among participants, alumni, beneficiaries, and institutions
E3.0.02: Percent of foreign participants who report increasing their network of Americans (core indicator)
Performance Indicator: E3.0.02: Percent of foreign participants who report increasing their network of Americans (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Network - An interconnected or interrelated group or system. In the context of MODE, this refers to an interconnected or interrelated group intentionally convened, sustained, or otherwise facilitated through ECA programming.
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who reply “yes” to the first question item while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Are you still in contact with any Americans you met during your program?
• Yes
• No
If YES:
Are the contacts you maintain with Americans personal, professional, or both?
• Personal
• Professional
Post-Program
• Both personal and professional
When to Collect: Post-Program
E3.0.04: Percent of foreign participants who report increasing their network of third country nationals
Performance Indicator: E3.0.04: Percent of foreign participants who report increasing their network of third country nationals
Participant or Exchange Visitor – See Definitions of Key Terms
Network- An interconnected or interrelated group or system intentionally convened, sustained, or otherwise facilitated through ECA programming.
Third-country national - A third country stakeholder is defined as a person or institution who does not have the same nationality and is not from the country in which the exchange took place or from the country of a participant of the exchange.
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who reply “yes” to the first question item while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Are you still in contact with any individual not from the U.S. and not from your own country that you met during your program?
•Yes
• No
If YES:
Are the contacts you maintain with these individuals personal, professional, or both?
•Personal
•Professional
•Both personal and professional
When to Collect: Post-Program
E3.0.07: Percent of participants who identify as a Department of State program participant (core indicator)
Performance Indicator: E3.0.07: Percent of participants who identify as a Department of State program participant (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To calculate percentage, numerator will be number of participants who answered “yes” in response to the survey question. The denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Do you consider yourself a participant of a U.S. Department of State program?
• Yes
• No
When to Collect: Post-Program
ECA Sub-Objective 3.1: Alumni subscribe to platforms for resources and information-sharing
Performance Indicator: E3.1.02: Percent of participants who learned about new resources
Participant or Exchange Visitor – See Definitions of Key Terms
Resource – Information that is new and potentially useful to the participant. Can include information guidance that is either personal or professional. Does not include persons. Can be information provided during any portion of the program process (pre-program, during the program, or immediately post-program – such as a Congress or concluding event).
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To calculate percentage, numerator will be number of respondents who select at least one of the survey question response options EXCEPT “None of the above” to the first question, while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Through your program experience, did you learn about any of the following Department of State-managed resources? Select all that apply.
• Small grants applications from the U.S. Government [Carry forward selection to next question]
• Alumni Engagement Innovation Fund (AEIF) applications [Carry forward selection to next question]
• Citizen Diplomacy Action Fund applications [ask of American alumni only] [Carry forward selection to next question]
Post-Program
• Project Development toolkits [Carry forward selection to next question]
• Supplies or equipment [Carry forward selection to next question]
• Information on workshops/events hosted by the U.S. Embassy in your home country [ask of Foreign Alumni only] [Carry forward selection to next question]
• Embassy network of experts and leaders [ask of Foreign Alumni only] [Carry forward selection to next question]
• American Spaces (either American Centers, American Corners, or Bi-National Centers) [ask of Foreign Alumni only] [Carry forward selection to next question]
• Career Connections [ask of American alumni only] [Carry forward selection to next question]
• None
For each category the respondent selects, ask:
Was this the first time you heard about this resource?
• Yes
• No
When to Collect: Post-Program
Performance Indicator: E3.1.05: Percent of participants who are connected to ECA through a U.S. Department of State-managed platform
Participant or Exchange Visitor – See Definitions of Key Terms
Digital platform - A digital place, opportunity, or event for public discussion or interpersonal engagement intentionally convened, sustained, or otherwise facilitated through ECA programming.
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To calculate percentage, numerator will be number of respondents who select “yes” to at least one of the survey question response options while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
Are you connected with the Department of State International Exchange Alumni Network on the following digital platforms?
• Registered on the alumni.state.gov website (https://alumni.state.gov)
• Follow @Exchangealumni on Twitter,
• Connected with Alumni Affairs on LinkedIn (https://www.linkedin.com/in/alumni-affairs-9b871b103)
[Scale: Yes/No/I don’t know]
When to Collect: Post-Program
ECA Objective 4: Strengthen personal, professional, and technical abilities and aptitudes of participants and beneficiaries
E4.0.01: Percent of participants reporting increases in their job skills as a result of their program participation
Performance Indicator: E4.0.01: Percent of participants reporting increases in their job skills as a result of their program participation
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who reply “yes” while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported)
[NOTE: This question is also included in Indicators E4.0.03 and E4.0.05. If these are to be included in a survey, this question can be asked once, with up to two follow-up questions based on an affirmative response.]
Did you increase your personal and/or professional skills as a result of your participation in this program?
• Yes
• No
When to Collect: Post-Program
E4.0.03: Percent of participants reporting an increase in soft skills as a result of their program participation
Performance Indicator: E4.0.03: Percent of participants reporting an increase in soft skills as a result of their program participation
Soft skills - Qualities and behaviors an individual demonstrates to interact with others effectively. Examples include communication, listening, self-awareness, awareness of others, self-initiative, cognitive competence skills, self-confidence, resourcefulness/resilience, and decision-making and problem-solving skills.
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each participant should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who select at least one answer option except for “none of the above skills” in the second question while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported)
NOTE: Question 1 is also included in Indicator 4.0.01 and 4.0.05. If at least two of those questions are to be included in a survey, question 1 can be asked once, with up to two follow-up questions based on an affirmative response.
Did you increase your personal and/or professional skills as a result of your participation in this program?
• Yes
• No
If YES:
Please select the personal skills you increased. Select all that apply.
• Leadership skills
• Communication skills
• Listening skills
• Self-awareness
• Self-initiative
• Self-confidence
• Resourcefulness
• Decision-making skills
• Problem-solving skills
• Other: ______ [write-in]
• None of the above skills
When to Collect: Post-Program
E4.0.05: Percent of participants who report an increase in technical skills as a result of their program participation
Performance Indicator: E4.0.05: Percent of participants who report an increase in technical skills as a result of their program participation
Technical skills - Knowledge and ability to perform specific tasks. Examples of technical skills include project management, entrepreneurship, journalism, teaching instruction, science, technology, engineering and mathematics (STEM) competence.
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who select at least one answer option EXCEPT for “none of the above skills” in the second question while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
NOTE: Question 1 is also included in Indicator 4.0.01 and 4.0.03. If at least two of these questions are to be included in a survey, question 1 can be asked once, with up to two follow-up questions based on an affirmative response.
Did you increase your personal and/or professional skills as a result of your participation in this program?
• Yes
• No
If YES:
Please select the professional skills you increased. Select all that apply.
• Project management skills
• Business management skills
• Entrepreneurship skills
Post-Program
• Journalism skills
• Teaching skills
• Science competence
• Technology competence
• Engineering competence
• Mathematics competence
• Other: ______ [write-in]
• None of the above skills
When to Collect: Post-Program
E4.0.09: Percent of participants reporting an increase in language skills as a result of their program participation
Performance Indicator: E4.0.09: Percent of participants reporting an increase in language skills as a result of their program participation
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who answered yes in question 1, while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported)
- Did you improve your language skills in a foreign language as a result of the program?
• Yes
• No
If YES to question 1, ask questions 2 and 3:
- Which of the following best described your ability to speak in that foreign language before your participation in the program?
• No ability at all
• Able to communicate only in a very limited capacity
• Able to satisfy basic survival needs and minimum courtesy requirements
• Able to satisfy routine social demands and limited work requirements
• Able to speak with sufficient grammatical accuracy and vocabulary to discuss relevant professional areas
• Able to speak fluently and accurately in all situations
• Proficiency equivalent to that of a native speaker
[Use display logic to show those choices with abilities greater than the selection in question 2.]
- Which of the following best describes your ability to speak in that foreign language after the program?
• Able to communicate only in a very limited capacity
• Able to satisfy basic survival needs and minimum courtesy requirements
• Able to satisfy routine social demands and limited work requirements
• Able to speak with sufficient grammatical accuracy and vocabulary to discuss relevant professional areas
• Able to speak fluently and accurately in all situations
• Proficiency equivalent to that of a native speaker
When to Collect: Post-Program
E4.0.14: Percent of participants reporting new digital skills/competencies gained from virtual exchange (VE) programming
Performance Indicator: E4.0.14: Percent of participants reporting new digital skills/competencies gained from virtual exchange (VE) programming
Participant or Exchange Visitor – See Definitions of Key Terms
Digital skill/competencies – Digital skills are defined as a range of abilities to use digital devices, communication applications, and networks to access and manage information, and to participate in a virtual program. Skills include: knowledge about various low and high-tech technologies (such as the internet, digital video, software programs, etc.), knowledge of how various technologies can be used to communicate with others, knowledge required by teachers for integrating technology into their classrooms, and/or creating content for various technologies.
Virtual Exchange - See Definitions of Key Terms
Virtual Elements - See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents who respond “yes” to the question, while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported)
As a result of your participation in the program, did you gain new digital skills/competencies?
• Yes
• No
When to Collect: Post-Program
This indicator counts participants involved in virtual exchange programs (see definition above) and WILL NOT count participants ONLY engaging with virtual program elements.
ECA Sub-Objective 4.1: Participants engage in language, academic, professional, and cultural programs
Performance Indicator: E4.1.01: Total number of participants (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Each participant should only be counted once per semi-annual reporting cycle following their program completion.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Annually
Performance Indicator: E4.1.02: Total number of program cohorts (core indicator)
Program cohort - A group of participants hosted separately under a program umbrella and following a set course of activities and/or study. For instance:
• IVLP is a program – each individual IVLP project conducted in a year would be considered a separate cohort.
• PFP is a program – the two groups of participants PFP brings to the US each year are each considered separate cohorts.
• Arts Envoy is a program- each group of artists that travels is considered a separate cohort. A band or group of musicians would be considered a cohort but each individual should be counted separately as a participant.
Counting Frequency: Each cohort should only be counted once per semi-annual reporting cycle following its completion.
Disaggregation (“Disagg”):
• Cohort type: inbound, outbound, virtual
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Annually
Performance Indicator: E4.1.03: Number of ECA-supported international scholarships provided
Scholarships - Monetary assistance provided by ECA for students and/or professionals to attend college or university abroad.
Counting Frequency: All scholarships should be counted even if more than one scholarship goes to the same individual. Scholarships should be counted once per semi-annual reporting cycle during which they were awarded.
Disaggregation (“Disagg”):
• Amount: $0-5000; $5001- $10,000; $10,001+
• Participant type: American, foreign
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Semi-Annually
Performance Indicator: E4.1.04: Number of professional placements
Professional placement - A position placement a participant holds during their exchange program with a host institution for the purpose of professional development. These are most commonly internships, but can also include job shadowing, mentoring or a professional project as well.
Host institution - An institution that provides support to or benefits from the participation of program participants. Benefits to this group most often occur through interaction with the participants and/or alumni during or after the program.
Professional development - The act of learning and/or improving skills in order to better meet professional goals. Professional development activities can include formal coursework, attending conferences, and informal learning opportunities situated in practice; i.e. informal peer-to-peer interaction and learning, or opportunities through knowledge sharing.
Counting Frequency: Each placement should only be counted once the placement has been completed and only once per semi-annual reporting cycle. If a participant holds more than one placement during their exchange program, each placement should be counted.
Disaggregation (“Disagg”):
• Host type: family, business/professional organization, academic institution, government agency
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Semi-Annually
Performance Indicator: E4.1.05: Number of participants in programs with a media literacy component
Media literacy component- An educational portion of a program that focuses on the ability to identify different types of media and the messages they are sending. It includes activities such as a training, a talk or seminar on media literacy or how to teach media literacy, training for journalism, connecting participants with media experts or providing resources for media literacy.
Counting Frequency: Each participant should only be counted once per semi-annual reporting cycle following their program completion.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Semi-Annually
Performance Indicator: E4.1.06: Number of participants in programs with formal, dedicated language learning activities
Counting Frequency: Each participant should only be counted once per semi-annual reporting cycle following their program completion.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Semi-Annually
Performance Indicator: E4.1.07: Number of instruction methodology Training
Training - An organized activity that is designed and implemented to build capacity and has specific learning objectives – expected knowledge, skills and/or competencies to be gained by participants. Trainings of any length with this purpose should be counted. Building trainings implemented capacity means that recipients of training gain increased knowledge, skills, and/or competencies.
This indicator specifically measures “instruction methodology” related trainings.
Instruction methodology trainings – Those trainings related to furthering skills in teaching.
Counting Frequency: Each training should only be counted once per semi-annual reporting cycle.
Disaggregation (“Disagg”): N/A
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Semi-Annually
Performance Indicator: E4.1.08: Number of language teaching fellows enrolled
Fellowship - A program that allows students and recent graduates to work with an institution on a specific project to be completed during a set period of time. Fellowships are explicitly designed to produce academic research and/or increase professional development of the fellow.
Language teaching fellow - Through the English Language Fellow (EL Fellow) and Virtual Educator Programs, highly qualified U.S. educators in the field of Teaching English to Speakers of Other Languages (TESOL) participate in 10-month-long fellowships at academic institutions throughout the world.
Counting Frequency: The number of fellows enrolled in the current reporting year should be counted. Fellows are considered enrolled if they have started their program. Fellows should only be counted once per semi-annual reporting cycle even if they participate in multiple fellowships concurrently.
Disaggregation (“Disagg”):
• Sex
• Age
• Home state
• Race
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Semi-Annually
Performance Indicator: E4.1.11: Number of American reciprocal exchange participants
Reciprocal Exchange Participant - An American who travels to an exchange participant’s home country to assist the participant with their individual project.
Counting Frequency: Each participant should only be counted once per semi-annual reporting cycle following their program completion
Disaggregation (“Disagg”):
• Sex
• Age
• Home state
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Annually
(continued)
Race by the applicant
Performance Indicator: E4.1.13: Number of fellows completing language teaching fellowships
Fellowship - A fellowship is a program that allows students and recent graduates to work with an institution on a specific project to be completed during the fellowship period. Fellowships are explicitly designed to produce academic research and/or increase professional development of the fellow.
Language teaching fellow - Through the English Language Fellow (EL Fellow) and Virtual Educator Programs, highly qualified U.S. educators in the field of Teaching English to Speakers of Other Languages (TESOL) participate in 10-month-long fellowships at academic institutions throughout the world.
Counting Frequency: The number of fellows enrolled in the current reporting year should be counted. Fellows should only be counted once per semi-annual reporting cycle even if they participate in multiple fellowships concurrently
Disaggregation (“Disagg”):
• Sex
• Age
• Home state
• Race
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Semi-Annually
Performance Indicator: E4.1.14: Number of virtual exchange (VE) programs
Virtual Exchange - See Definitions of Key Terms
Program - The overarching umbrella under which all activities take place. Or alternatively, it is the official name that is listed in ACPD’s comprehensive annual report on public diplomacy and international broadcasting
Program components - The individual program activities that cohorts participate in.
Counting frequency: Each program should only be counted once in the annual reporting cycle (by tasker)
Disaggregation (“Disagg”): N/A
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Annually
Performance Indicator: E4.1.15: Number of participants in virtual exchange (VE) programs
Participant or Exchange Visitor – See Definitions of Key Terms
Virtual Exchange - See Definitions of Key Terms
Virtual elements - See Definitions of Key Terms
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion. Each participant should only be counted once per semi-annual reporting cycle following their program completion
Calculations: This indicator counts participants involved in virtual exchange programs (see definition above) and WILL NOT count participants engaging with virtual program elements.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Annually
Performance Indicator: E4.1.16: Number of audience members attending cultural events
Audience member - A person who attends an event and is not a program participant.
Cultural events - Can include events such as concerts or movie screenings; these can be hosted in the United States or abroad but must be done in conjunction with an ECA program.
Counting Frequency: Audience members should be counted following each event.
Disaggregation (“Disagg”): N/A
Target: To be completed by the applicant
Data Source and Required Survey Question: Administrative data from award recipients - not collected from the participant surveys
When to Collect: Following each event
ECA Sub-Objective 4.2: Increase ability of participants to recognize and counter disinformation
Performance Indicator: E4.2.01: Percent of participants that report increased ability to counter disinformation
Participant or Exchange Visitor – See Definitions of Key Terms
Disinformation - False or misleading information that is spread deliberately to deceive. Disinformation can include authentic information or true facts that are used in the wrong context to make false connections, or it can be outright false information or propaganda.
Counting Frequency: Each respondent should only be counted once in the reporting year following their program completion.
Calculations: To determine the percent value, numerator is number of respondents that replied “Increased” for at least one question item while the denominator will be the total number of question respondents. Divide the numerator by the denominator and then multiply by 100 for the percent value.
Disaggregation (“Disagg”):
• Sex
• Age
• Country of origin
• Home state
• Race
• Participant type: American, foreign, reciprocal
Target: To be completed by the applicant
Data Source and Required Survey Question: Survey (self-reported data)
How would you rate your ability to do each of the following now compared to before program participation? For each, please indicate if your ability increased, stayed the same, or decreased.
• Validate information I see in the media
• Identify accurate information
• Think critically about information I see online
• Evaluate everyday information I receive from multiple sources
• Identify false information
[Scale: Decreased, Stayed the same, Increased]
When to Collect: Post-Program
ECA Objective 8: Enhance the quality and effectiveness of ECA programs by leveraging the Bureau’s resources, policy, and stakeholder relationships
Performance Indicator: E8.0.03: Response rate for participant surveys (core indicator)
Participant or Exchange Visitor – See Definitions of Key Terms
Counting Frequency: Response rates will be calculated and reported semi-annually on surveys that closed (i.e. ceased allowing respondents to respond) in that six-month period, even if the survey opened in the previous six-month period. This may be a single survey or an aggregation, if more than one survey closed in that six-month period. Each survey invitation should be counted once, and each response (if received) should be counted once.
Calculations: The response rate will be calculated by dividing the number of survey responses received by the number of survey invitations issued (sent by email or directly invited in some other way).
Note that “survey responses” will include cases in which any portion of a survey was returned (at least one piece of response data provided). It will not include cases where respondents opened the survey and opted out by selecting the option not to continue on the opening consent screen.
Disaggregation (“Disagg”): N/A
Target: 60%
Data Source and Required Survey Question: Survey Records
When to Collect: Post-Program
FY 2026 Sports Visitor Program — Notice of Funding Opportunity (NOFO)
U.S. Department of State
Bureau of Educational and Cultural Affairs (ECA)
Notice of Funding Opportunity (NOFO)
FY 2026 Sports Visitor Program
Funding Opportunity Number: DFOP0018011
Application Deadline: May 26, 2026
A. Basic Information
1. Overview
- Funding Opportunity Title: FY 2026 Sports Visitor Program
- Funding Opportunity Number: DFOP0018011
- Announcement Type: New Cooperative Agreement
- Deadline for Applications: May 26, 2026 11:59pm Eastern (Washington DC time)
- Assistance Listing Number: 19.415
- Length of Performance Period: 12 to 18 months
2. Number of Awards / Funding / Type
- Number of Awards Anticipated: One award
- Award Amount Approximately: $4,000,000
- Total Available Funding: $4,000,000, pending availability of funds
- Type of Funding: FY 2026 Educational and Cultural Exchange Programs (ECE) Funds
- Funding Instrument Type: Cooperative Agreement
- Anticipated Award Date: September 15, 2026
This notice is subject to availability of funding. Issuance of the NOFO does not constitute an award commitment on the part of the Government.
ECA reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program and the availability of funds.
Pending satisfactory implementation of this program and the availability of funds in subsequent fiscal years, it is ECA's intent to renew this award for two additional, consecutive fiscal years, before openly competing it again.
2. Executive Summary
The Office of Sports Diplomacy of the U.S. Department of State’s Bureau of Educational and Cultural Affairs (ECA) invites proposals for the Sports Visitor Program. This international exchange program uses sports to advance the Administration’s foreign policy priorities, promote American leadership, and support the U.S. sports economy. The Sports Visitor Program includes countries from all six regions of the world, as determined in consultation with the Department’s regional bureaus. The program is authorized under the Mutual Educational and Cultural Exchange Act of 1961 (Fulbright-Hays Act), which aims to increase mutual understanding and strengthen ties between the people of the United States and other nations.
The Sports Visitor Program brings together American and international youth and adult coaches/chaperones for thematic, sports-based exchanges. The target audience for this program is American and international youth (ages 15-23) and their adult coaches/chaperones. The program is not intended for elite or professional athletes. Through both U.S.-based and international exchanges, participants develop leadership skills, build lasting bilateral relationships, and explore the positive impact of U.S. laws – such as Title IX and the Americans with Disabilities Act (ADA) – on sports and society. The program focuses on peer-to-peer engagement, cultural exchange, and helping youth become role models and community leaders.
Key program components include:
- Organizing thematic exchanges to meet program goals;
- Integrating with existing youth sports camps and/or creating customized camps to maximize interaction between American and international participants;
- Balancing on-the-field sports training with off-the-field workshops, community service, and cultural activities;
- Launching special initiatives to celebrate America’s 250th anniversary and major sporting events hosted in the United States; and
- Providing comprehensive orientations, strong media and communication strategies, and ongoing alumni engagement and follow-on activities.
ECA funding will support approximately five U.S.-based exchanges and approximately seven international-based exchanges, each lasting at least two weeks. The program will also support follow-on projects so participants can share what they learned in their home communities. The award will fund approximately 265 Sports Visitor Program participants (130 foreign and 135 American as detailed in Section 3). Applicants are encouraged to exceed these numbers should their expertise lead to cost-efficiencies.
Eligible applicants include U.S. not-for-profit organizations (including think tanks and NGOs) and U.S. not-for-profit public and private educational institutions with at least four years of experience conducting international exchanges. Applicants must be registered in SAM.gov with a Unique Entity Identifier (UEI). Only one proposal per organization will be considered.
ECA anticipates that a single award recipient will manage all organizational and administrative responsibilities of the program and select qualified partners (sub-award recipients) to implement the international-based exchanges. Applicants should explain how they will manage and oversee these sub-awards.
B. Eligibility
1. Eligible Applicants
The following organizations are eligible to apply:
- U.S. Not-for-profit organizations, including think tanks and civil society/non-governmental organizations
- U.S. Not-for-profit public and private educational institutions
Please see the Proposal Submission Instructions (PSI) for additional information.
2. Cost Sharing
There is no minimum or maximum percentage of cost sharing required for this program.
3. Other Eligibility Requirements
a. All organizations must have a Unique Entity Identifier (UEI) issued via SAM.gov as well as a valid registration in SAM.gov. Please see Section E. Submission Requirements and Deadlines for more information.
b. ECA’s Grant Guidelines require that organizations demonstrate at least four years of experience in conducting international exchanges to be eligible for awards exceeding $130,000 in ECA funding. As noted in Section A. Basic Information, ECA anticipates issuing one award, for approximately $4,000,000. Therefore, organizations must demonstrate four years of experience in conducting international exchanges in your proposal to be eligible to apply under this competition.
c. All proposals must comply with the requirements stated in the NOFO, Project Objectives, Goals, and Instructions (POGI) document, and the PSI; not doing so may result in your proposal being declared technically ineligible and given no further consideration in the review process.
d. All proposals must contain a SF-424, executive summary, proposal narrative, budget (SF-424A), detailed line-item budget, and budget narrative.
e. Only one proposal will be considered by ECA from each applicant organization. In cases where more than one submission from an applicant appears in grants.gov, ECA will only consider the submission made closest in time to the NOFO deadline; that submission would constitute the one and only proposal ECA would review from that applicant.
Please note: Applicant organizations are defined by their legal name, and EIN number as stated on their completed SF-424 and additional supporting documentation outlined in the PSI document.
f. Sports Visitor Programs designed solely as on-the-field training camps for elite and/or professional athletes are ineligible under C.2. “Other Eligibility Requirements” below. Elite and/or professional athletes include athletes competing at the highest level of their sport (e.g., Olympic and Paralympic Games, World Championships) and athletes who are paid to participate in professional sports leagues as their primary occupation.
g. Applicants who are current recipients of awards directly from ECA should make sure the application discusses one or more award that will be open with ECA at the start of the anticipated period of performance for this NOFO. Applicants who do not have current awards directly with ECA, please review the information in the PSI, section D, with additional information that must be provided in your application for it to be eligible.
C. Program Description
1. Authority
Overall grant making authority for this program is contained in the Mutual Educational and Cultural Exchange Act of 1961, Public Law 87-256, as amended, also known as the Fulbright-Hays Act. The purpose of the Act is "to enable the Government of the United States to increase mutual understanding between the people of the United States and the people of other countries...; to strengthen the ties which unite us with other nations by demonstrating the educational and cultural interests, developments, and achievements of the people of the United States and other nations...and thus to assist in the development of friendly, sympathetic and peaceful relations between the United States and the other countries of the world." The funding authority for the program above is provided through legislation.
2. Purpose
Sports Diplomacy programs harness the global passion for sports to advance U.S. foreign policy priorities, promote American leadership, and foster investment in the U.S. sports economy. The Sports Visitor Program leverages international sports exchanges to reinforce U.S. leadership, innovation, and excellence on the world stage. Through thematic sports-based exchanges, Sports Visitor programs provide American and international youth (ages 15-23) and adult coaches/chaperones the opportunity to develop leadership skills, build lasting bilateral relationships, and examine the positive impact of U.S. legislation on sports and society.
3. Program Specific Guidelines
Applicants are invited to integrate the following competitive proposal components into a Sports Visitor Program for youth athletes (ages 15-23) and adult coaches/chaperones involving both U.S.-based exchanges (for international and American youth) and international-based exchanges (for American youth).
Competitive proposals will demonstrate:
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Meaningful and consistent exposure between participants and host-country peers through integration with existing youth sports camps and/or creation of customized youth sports camps with host country peers;
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Cost-efficient program design that maximizes exchange, duration, and participant numbers;
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Leadership and expertise, and/or strong commitments from U.S.-based and international organizations, in sport, sport for development/diplomacy, and exchange programs;
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Original and flexible program design that can expand camp options, locations, and/or participant numbers and is responsive to ECA priorities; and
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High-quality media and communication strategy and organizational expertise to leverage the narrative power of sports and promote the Sports Visitor Program.
Applicants are strongly urged to garner private sector support, where possible. Private sector monies and in-kind offerings may be used, for instance, to fund additional program components in the United States, to increase the number of youth that participate in exchange program activities, to support storytelling/communication, and/or to provide content/technical expertise during exchanges, among other opportunities.
Applicants should be prepared to conduct programming that supports U.S. foreign policy goals in conjunction with mega-sporting events hosted on U.S. soil such as, but not limited to, the Los Angeles 2028 Summer Olympic and Paralympic Games (LA28), and, as applicable, leading up to the 2034 Utah Winter Olympic and Paralympic Games.
Exchange, Duration, and Participant Numbers
The program includes approximately five U.S.-based exchanges and approximately seven international-based exchanges. All exchanges will be a minimum of two weeks (inclusive of travel) in duration. The cumulative total of U.S.-based exchanges will include approximately 130 international and approximately 50 American high-school-age youth (and coaches/chaperones), while the cumulative total of all international-based exchanges will include approximately 40 American high-school-age (15-18) youth and 45 American college-age student-athletes (19-23) (and coaches/chaperones). Each U.S.-based exchange will include youth from all world regions (approximately five youth and one coach/chaperone per country) while each international-based exchange (approximately 10 youth and two coaches/chaperones) will occur in a single foreign country.
Applicants are highly encouraged to go beyond these exchange, duration, and participant numbers should their expertise lead to cost-efficiencies.
Exchange Themes and Content
Each exchange will involve a thematic sports camp in one or multiple locations in the host country. Applicants must create meaningful and consistent interactions with host country peers by integrating with an existing youth sports camp and/or creating a customized youth sports camp involving host country peers. In addition, coach focused programming for the coaches/chaperones will be included, as appropriate, throughout the program.
Each exchange will have a specific theme and sport(s). Applicants are encouraged to outline themes for exchanges based on their expertise and partnerships, including but not limited to the below list of themes. Final decisions on themes and sports will be made in coordination with ECA.
a. American excellence and innovation in sports
b. Landmark federal legislation and sports (e.g., Title IX, the Americans with Disabilities Act (ADA))
c. English as a second language (ESL)
d. Science, Technology, Engineering, and Math (STEM)
e. Entrepreneurship
f. Health and physical fitness
g. Youth leadership
h. Others based on applicant expertise or partnerships
In addition to the aforementioned exchange themes, applicants should demonstrate a plan for one specific thematic exchange entitled, America’s Pastime: Celebrating Baseball-Softball and the legacy of America’s 250th anniversary (“Freedom 250”).
Baseball, long celebrated as America’s pastime, provides a dynamic platform to highlight American values of teamwork, resilience, and innovation. Baseball-Softball is one of five new or returning additional sports that will be featured at LA28. The America’s Pastime exchange will take place in 2027 to bridge the 2026 World Baseball Classic, hosted in the United States in March 2026, and LA28. This initiative will include approximately 25 American and 25 foreign non-elite youth athletes and coaches (cohorts of five youth athletes and one coach/chaperone). The exchange will integrate themes of American excellence, leadership, and achievement into program activities, creating a compelling narrative for celebrating the legacy of Freedom 250.
ECA reserves the right to modify the themes based on the Administration’s foreign policy priorities or other circumstances and final decisions of themes and sports will be made in coordination with ECA.
In addition to the aforementioned primary themes, all exchanges should include foundational information on: the structure of sports in the U.S. from grassroots community-based to elite-level; sports integration with U.S. high school and college education systems; the background, legacy, and impact of Title IX and the ADA on sports in the U.S.; the role of sports in promoting youth leadership and civic engagement; sports business, management, and social impact; mental health and performance; and community service and volunteering among other topics.
During each exchange, the participants’ experience will be split (40%/60%) between time on the field (40%) in sport-specific training and off-the-field (60%) in workshops and interactive trainings, community service, visits to high schools and universities, home hospitality, local cultural and sports activities, and site visits that deepen participants’ understanding of the host country culture, history, government, and current affairs. Applicants should endeavor to maximize peer-to-peer interaction and create opportunities for consistent and meaningful engagement with host country peers. Proposals should include at least one formal opportunity for participants to share their culture and experience with host country peers. This should not be in-lieu of aforementioned consistent and meaningful engagement throughout the exchange.
U.S.-Based Exchanges for High School-Age Participants
Applicants must detail integration with existing youth sports camps and/or outline the creation of customized youth sports camps. Each U.S.-based exchange must include a minimum of one American cohort of participants (approximately five youth and one coach/chaperone). Applicants should detail how each exchange, whether integrating into an existing youth sports camp or customizing a youth sports camp, will maximize American and international peer interaction.
International participant recruitment will be managed entirely by the Department of State, through U.S. embassies and consulates. Participants will primarily be English speaking, although applicants should budget for professional interpretation for approximately one-to-two languages per each U.S.-based exchange. Applicants are encouraged to increase the number of interpreted languages per U.S.-based exchange through cost-efficiencies and/or technological or other creative solutions.
American participant recruitment will be managed by the applicant, and the proposal must demonstrate a plan to recruit and competitively select American youth participants. ECA strongly encourages applicants to recruit a variety of youth, leveraging relationships with U.S. sport-based youth development organizations throughout the United States. Selection criteria for high school-age youth should at a minimum include leadership and academic skills, social/emotional maturity, flexibility, international/cultural curiosity, community engagement, and foundational experience in sport. Coaches/chaperones may be teachers, coaches, sport for development organizational representatives, or similar.
Homestays are permissible for inbound exchanges, and if used, the applicant must demonstrate capacity and outline a plan for recruiting, screening, and selecting home stay families. Exchanges will primarily occur during summer months in the United States, although applicants may propose exchanges for other timelines based on programming opportunities and school calendars.
International-Based Exchanges – Sub-Award Solicitations, Partners, Locations, and U.S. Embassy Involvement
For international-based exchanges, applicants are required to solicit sub-award proposals from U.S.-based organizations or educational institutions for each exchange (detailed below). Proposals must include a clear plan for publicizing the opportunity, selecting sub-awardees, sharing final recommendations with ECA for approval, and administering and managing sub-awards. When soliciting for sub-award proposals, applicants will require sub-award proposals to demonstrate the following:
a. Capacity for delivering sports-specific content in the host country and the capacity to manage logistics and cultural/off-the-field programming in the host country;
b. Ability to identify viable, experienced in-country partners or have their own in-country locations;
c. A plan to create meaningful and consistent interactions with host country peers by integrating with existing youth sports camps and/or demonstrating a plan for a customized youth sports camp with host country peers; and
d. A clear plan for managing all aspects of a competitive American participant recruitment and selection process.
Final decisions for international locations will be made in coordination with ECA and the regional bureaus. Applicants and their sub-awardees should remain flexible to program in countries not outlined in their proposal. The ratio of American youth to coaches should be approximately 10:2 for each exchange. Participants need not speak the host country language; applicants and their sub-awardees should plan for appropriate professional interpretation and translation services.
Should applicants and their sub-awardees need to create a customized youth sports camp for international-based exchanges, they are encouraged to include host-country youth and chaperones. Refer to Section 7 for allowable costs associated with this. For international-based exchanges with a customized youth sports camp, the ratio of international youth to American participants should not exceed two to one.
It is important that the proposal narrative clearly state the applicant’s commitment to coordinate with and involve the Public Diplomacy Section staff at the U.S. embassy in the host country, to the extent feasible, while at the same time the applicant and their sub-awardees must be able to manage the program in the host country in its entirety, with little reliance on embassy staff for support.
International-Based Exchanges for High-School-Age Participants
For the international-based exchanges for high-school-age youth, participants will be U.S. citizens currently enrolled in secondary school or graduates of the academic year immediately preceding the exchange. ECA strongly encourages applicants and their sub-awardees to recruit a variety of youth, leveraging relationships with U.S. sport-based youth development organizations throughout the United States. Selection criteria for high school-age youth should at a minimum include leadership and academic skills, social/emotional maturity, flexibility, international/cultural curiosity, community engagement, and foundational experience in sport. Coaches/chaperones may be teachers, coaches, sport for development organizational representatives, or similar.
International-Based Exchanges for College-Age Participants
For the international-based exchanges for American college-age youth, participants will be current U.S. citizen student-athletes. ECA encourages applicants and their sub-awardees to work with a variety of institutions throughout the United States, to include organizations with adaptive sports programs. Applicants and their sub-awardees should demonstrate how the international-based exchange is integrated into larger student-athlete life initiatives, such as the culmination of a course or other programming at the institution, separate from the exchange. Applicants and their sub-awardees may leverage alumni and connections from the U.S.-based exchanges in developing international-based exchange activities. College-age participants may serve as on-the-field coaches of sports-based activities in the host country, but the exchange activities should not only be designed as one-way interactions with host country participants. Selection criteria for college-age youth should at a minimum include leadership and academic skills, social/emotional maturity, flexibility, international/cultural curiosity, community engagement, and current student-athlete affiliation. Coaches/chaperones may be teachers, coaches, school administrators, sport for development organizational representatives, or similar.
Orientations
Applicants will conduct pre-departure and welcome orientations for the participants to introduce them to the host community and to prepare them for the activities ahead. The orientations should include a general political, historical, educational, and cultural introduction to the host country, information related specifically to the objectives and themes of the program, and practical and administrative information. Every orientation must include a discussion on codes of conduct, including resources for reporting inappropriate behavior. Applicants should consider including the participants’ parents/guardians in the pre-departure orientation or providing them with separate materials including standard operating procedures in emergency situations and the organizations safeguarding policies and procedures. Applicants should invite the U.S. embassy and ECA to participate in the pre-departure orientation.
Exchange Follow-on
All participants will be responsible for developing action plans to implement upon returning to their communities. Applicants should demonstrate a well-developed plan for supporting the design, implementation, and monitoring of action plans. Participants will have the opportunity to apply for small- and medium-sized grants to support action plan implementation from the applicant through this cooperative agreement. The applicant should detail how they will manage funds transfers to American and international participants and should maintain a robust data management system for tracking, summarizing, and highlighting alumni action plans and other success stories. ECA welcomes creative plans that support American and international alumni and further the goals of the Sports Visitor Program, such as, but not limited to, networking, mentorship, training, and/or developing a youth alumni representative group to inform future programming.
4. Recipient Responsibilities
The activities and the roles and responsibilities of the recipient for this program are outlined in the attached POGI document.
5. Goals and Objectives
The Sports Visitor Program is designed to achieve the following goals:
- Advance U.S. foreign policy goals;
- Showcase U.S. sporting excellence and innovation;
- Prepare youth leaders to become role models and contributing members of their communities;
- Facilitate meaningful and consistent sports experiences between American and international youth; and
- Foster investment in the U.S. sports economy.
The objectives of the Sports Visitor Program are for participants to:
- Increase and deepen understanding of U.S. society, culture, and history to dispel stereotypes;
- Recognize the role of sports in promoting fair play and open competition;
- Associate the United States’ landmark legislation (e.g., Title IX, Americans with Disabilities Act) with excellence, opportunity, and innovation in sports;
- Develop leadership, teamwork, resilience, confidence, and conflict resolution skills; and
- Build lasting relationships with American and international peers.
6. Program Performance Monitoring and Evaluation (M&E)
Distinct from grants or cooperative agreement monitoring and participant monitoring, performance monitoring is designed to assess progress against a program’s goals and objectives. A performance monitoring framework is vital to tracking the direction, pace, and magnitude of change that result from ECA programs.
ECA created the Monitoring Data for ECA (MODE) Framework to measure the performance of ECA programs. The MODE Framework provides standard indicators and corresponding survey questions to ensure consistent measures across all ECA programs. More resources and guidance documents on the MODE Framework are available online at: https://www.state.gov/eca-monitoring-evaluation-learning-and-innovation-meli-unit/.
The proposal must include the MODE Framework objectives and indicators listed below (note that, because not all MODE objectives and indicators are relevant for a program, the numbering below will not be sequential). In addition to the ECA-required objectives and indicators, applicants may also select additional MODE Framework indicators (see the Indicator Book on the MODE Framework website), or design custom objectives and indicators that are specific to the proposed program and this proposal.
- Demographic Questions as outlined in the Indicator Book on page v and Performance Monitoring Plan (PMP) (See the MODE Resource Guide - https://app.box.com/s/qjo8icwj46tc8h1i1qtg80zl7ibwgtua – found on our website https://www.state.gov/eca-monitoring-evaluation-learning-and-innovation-meli-unit/)
- Objective 1: Advance participant and beneficiary cross-cultural competence and global perspective
- Sub-Objective 1.1: Promote cultural exchanges and enhance understanding between participants and their host communities
- E1.1.01: Percent of participants reporting that their program experience offered opportunities to engage with other cultures
- E1.1.04: Percent of foreign participants with more favorable opinions of the United States Government (core indicator)
- E1.1.09: Percent of participants who traveled abroad for the first time because of their program (core indicator)
- E1.1.10: Percent of foreign participants who traveled to the United States for the first time during their program (core indicator)
- E1.1.17: Percent of foreign participants with more favorable opinions of the American people (core indicator)
- E1.1.18: Percent of foreign participants indicating an increase in understanding of United States culture and values (core indicator)
- E1.1.19: Percent of foreign participants agreeing with statements in support of democratic values (core indicator)
- Sub-Objective 1.1: Promote cultural exchanges and enhance understanding between participants and their host communities
- Objective 2: Increase the impact that participants and alumni have on their communities / countries
- Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits communities/countries
- E2.2.01: Percent of participants who have more confidence in their ability to have an impact in their home country (core indicator)
- Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits communities/countries
- Objective 3: Strengthen engagement among participants, alumni, beneficiaries, and institutions
- E3.0.02: Percent of foreign participants who report increasing their network of Americans (core indicator)
- E3.0.07: Percent of participants who identify as a Department of State program participant (core indicator)
- Objective 4: Strengthen personal, professional, and technical abilities and aptitudes of participants and beneficiaries
- E4.0.01: Percent of participants reporting increases in their job skills as a result of their program participation
- Sub-Objective 4.1: Participants engage in language, academic, professional, and cultural exchange programs
- E4.1.01: Total number of participants (core indicator)
- E4.1.02: Total number of program cohorts (core indicator)
- Objective 8: Enhance the quality and effectiveness of ECA programs by leveraging the Bureau’s resources, policy, and stakeholder relationships
- E8.0.03: Response rate for participant surveys (core indicator)
Performance Monitoring Plans (PMPs)
ECA recommends the use of a PMP to serve as the primary reference document for performance monitoring for this award. If used, the PMP is an important part of any proposal, as it outlines how the applicant plans to track progress towards the proposed program’s goals and objectives through indicators and corresponding data collection questions. A PMP document that includes all MODE Framework indicators is a part of this solicitation’s attachments. Specific instructions on how to modify the PMP to be responsive to this solicitation are included in that document; there is also a support video available for more information on how to fill out the PMP: https://www.youtube.com/watch?v=WBHC1oLNZvI. While ECA recommends the applicant use the PMP format provided, this is not a requirement. If a PMP is not included in the proposal, applicants should provide similar information to that found in the suggested PMP format, in a presentation of your choice. Successful PMPs (or similar documentation) should include the following:
- Objectives. Programmatic objectives are statements of the condition(s) that state what the program is designed to achieve. Objectives are therefore bound by the resources and timeframe of the program and must be specific, measurable, attainable, relevant and time-bound (SMART). In addition to those outlined above, the applicant may propose other program objectives from the MODE Framework or other applicant-designed program-specific objectives.
- Indicators. Performance indicators are measures used to gauge progress towards programmatic objectives and sub-objectives. Indicators should be as specific as possible (following the SMART principles) and include any proposed disaggregations (meaning, breakdowns of the data by subgroups; the PMP lists the demographic questions required to obtain the information necessary to report the disaggregations). Each indicator should also include a target number to be achieved. A target is a planned level of result to be achieved within an explicit timeframe.
- If you do not use the PMP format provided, note that any performance monitoring reference document the applicant submits should include the information in the column headers (Indicator Name, Definition, Target, Survey Question, etc.) in the PMP attachment at a minimum.
- In addition to those indicators outlined in above, the applicant may propose additional custom, program-specific indicators in the PMP (ECA recommends the proposed PMPs include a minimum of one indicator for each custom programmatic objective).
- During the period of performance of the award, the ECA program office may further revise, add, or remove indicators. Therefore, the applicant’s PMP and data collection instruments should be flexible enough to incorporate those once established.
Award recipients are responsible for collecting indicator data only on participant outcomes during the period of performance of the award itself (see the PMP for guidelines as to when these data collection efforts should occur). ECA will measure outcomes of ECA participants at one, three, five, and 10 years after the exchange has ended to capture the long-term outcomes of ECA programming unless otherwise specified in the solicitation. In this instance, the recipient will be responsible for coordinating with ECA on any alumni surveys to de-duplicate questions and minimize potential survey fatigue.
Regardless of the survey platform used, all MODE Framework survey questions outlined above are required (i.e., should be forced response); please see the Consent Language in the MODE Framework Indicator Book for more information on how to convey this to participants/survey respondents.
Program Performance M&E Narrative
Proposals should include information within the program narrative section(s) that outlines how the applicant intends to measure the indicators listed above. This will be separate from the PMP and should include but not be limited to:
- An overview of resources available to the applicant that outline the team structure and responsibilities surrounding performance monitoring.
- The mechanism(s) through which surveys and other data collection tools (if applicable) will be administered, including which platform will be used, and when and how surveys will be advertised to participants – detailing strategies to ensure adequate survey response rates (https://app.box.com/s/pn6tavyg7sh064i502fzap49ox63y38a), and to reduce selection and non-response bias.
- A brief explanation of data analysis and reporting procedures.
- An overview of a proposed learning plan and feedback loops to ensure that the Grant Officer (GO)/Grant Officer Representative (GOR) are informed on performance monitoring issues at regular intervals.
Nonmandatory Use of the Qualtrics MODE Survey Builder Data Collection System
ECA has created a guided tool (the MODE Survey Builder) within the Qualtrics survey platform for ECA implementing partners to generate surveys to facilitate the seamless collection and reporting of MODE Framework data. The MODE Survey Builder offers implementing partners a guided workflow that will generate a ready-to-send MODE survey, allows the addition of custom survey questions, and offers a standard report template for a quick overview of survey results that can be submitted in MyGrants (see section below) to fulfill RPM Reporting Requirements. Use of the Qualtrics survey platform can be utilized at no cost to implementing partners. Additional information about the MODE Survey Builder can be found here: https://app.box.com/s/jjr98hmx6deorxj3lwgaxjrwdfec2r91 and here: https://www.youtube.com/watch?v=Jus4fRqOTcM. You can propose use of an alternate survey tool or use the MODE Survey Builder, but if you are utilizing the MODE Survey Builder, you must indicate such in your proposal.
MyGrants RPM Reporting Requirements
MyGrants is a database solution that serves as the official system of record for all U.S. Department of State and ECA awards. The Results Performance Monitoring (RPM) module within MyGrants is an extension module that enables users to report performance monitoring data in the same system where they currently manage federal assistance actions. As part of ECA’s efforts to streamline data collection and management, the recipient(s) of this award will be required to input performance reporting data outlined in this solicitation into the MyGrants RPM. The data stored in the MyGrants RPM will provide ECA with a bureau-wide, uniform M&E reporting tool that is already linked with other elements of the awards familiar to existing awardees.
7. Allowable Costs
a. Travel: Staff and participant travel. This should include travel expenses for host-country participants. International and domestic airfare; passports; visas; transit costs; ground transportation; travel allowance to cover incidentals; required vaccinations as necessary. Please note that all air travel must be in compliance with the Fly America Act. There is no charge for J-1 visas for participants in Bureau sponsored programs. Staff travel may include costs for a D.C.-based implementers meeting for appropriate staff.
b. Lodging and Per Diem: For U.S.-based programming, applicants should use the published Federal per diem rates for individual U.S. cities. Domestic per diem rates may be accessed at: http://www.gsa.gov/perdiem. Dormitory style housing is appropriate for participants. ECA requests that applicants budget realistic costs that reflect the local economy and do not exceed Federal per diem rates. Foreign per diem rates can be accessed at: https://aoprals.state.gov/content.asp?content_id=184&menu_id=78.
c. Interpreters and translation: When applicants propose to use interpreters, the following expenses should be included in the budget: published Federal per diem rates (both "lodging" and "M&IE") and transportation costs per interpreter. Bureau funds cannot support interpreters who accompany delegations from their home country or travel internationally. Proposals may contain costs to purchase, develop, and translate materials for participants.
d. Sports camps: Costs associated with customized camps including lodging, meals, transportation, and sports apparel for host country youth and chaperone(s) and/or other necessary sports camp related costs when pre-existing camp options are unavailable, per program specific guidelines above. Costs associated with integrating into a pre-existing sports camp including reasonable camp fees for participants and/or other necessary sports camp related costs.
e. Book and Cultural Allowances: Participants are entitled to a cultural allowance up to $200 per person to cover participation in cultural events, plus a book and educational materials allowance not to exceed $100. Interpreters should be reimbursed up to $200 for expenses when they escort participants to cultural events. Program staff, trainers, and consultants are not eligible to receive these benefits.
f. Consultants: Consultants may be used to provide specialized expertise, develop content, or to make presentations. Honoraria rates should not exceed the equivalent of a GS-15/Step 10 daily salary (approximately $736 per day) and can be prorated for less than a full day. Applicants are encouraged to cost-share rates that would exceed $250 per day.
g. Room Rental: The rental of meeting space should not exceed $250 per day. Any rates that exceed this amount require explicit justification or should be cost-shared.
h. Materials: Applicants should expect to submit a copy of all program materials to ECA, and ECA support should be acknowledged on all materials developed with its funding.
i. Equipment: Applicants may propose to use award funds to purchase and ship equipment, such as computers, printers, or sports equipment; these costs should be justified in the budget narrative. Costs for furniture are not allowed.
j. Working Meal: A maximum of one working meal may be authorized per project unless extenuating circumstances exist, in which case prior approval must be obtained from a DOS Grants Officer. Unless additional working meals are approved, applicants agree to reduce the participants’ per diem to cover the cost of any additional working meals. In addition, per capita costs may not exceed $45 excluding room rental. The number of invited guests shall not exceed participants by more than a factor of two-to-one.
k. Health Benefits: The Bureau offers the Accident and Sickness Program for Exchanges (ASPE) plan for participants in this program when not in their home country or country of domicile. There is no cost to applicants if they opt to use the ASPE plan. If applicants wish to use a different plan, they must demonstrate that such alternate plan provides comparable or more comprehensive coverage. Coverage must begin when participants depart their home countries and not conclude until they return home. If you choose not to use ASPE, your proposal must include a copy of your chosen insurance policy and must include the cost of the insurance in the budget. The insurance you propose to use must meet the requirements of 22 CFR 62.14. Details of the ASPE policy can be provided by your primary point of contact in ECA. The premium is paid by ECA and should not be included in the proposal budget. Applicants must either ensure pre-existing health benefit coverage or secure health benefit coverage for U.S.-based exchange American participants while on the program; and if applicable, for international youth and chaperone(s) participating in a custom sport camp during international-based exchanges, as they are not covered by the Bureau’s ASPE plan. This coverage must meet the requirements of 22 CFR 62.14.
l. Wire Transfer Fees: When necessary, applicants may include costs to transfer funds to partner organizations or individuals overseas. Applicants are urged to research applicable taxes that may be imposed on these transfers by host governments.
m. Sub-awards and Small Grants: Sub-awards may be used and activities must be included in an itemized budget. Approximately $175,000 in small grants to support participant action plans may be budgeted with each small grant being issued for approximately $1,000 to $3,000.
n. Follow-on activities: Including events that bring together program alumni for networking, mentorship, training, and/or a youth alumni representative group.
o. Program monitoring, evaluation, and learning: Costs associated with systems and implementation of MELI to improve programming.
p. Reasonable Accommodations: Cost associated with supporting participants needing reasonable accommodations during exchange programming, recruitment, or follow-on.
q. Staff Salaries and Benefits: Costs necessary for the effective administration of the program may include salaries for the applicant’s employees, fringe benefits, and other direct and indirect costs per detailed instructions in the Application Package.
r. Technology: Costs related to data and project management systems, program website, or online application systems.
s. Other justifiable expenses directly related to supporting program activities.
8. Cost Share
ECA encourages applicants to provide maximum levels of cost sharing and funding in support of its programs. When cost sharing is offered, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its proposal and later included in an approved agreement. Cost sharing may be in the form of allowable direct or indirect costs. For accountability, you must maintain written records to support all costs which are claimed as your contribution, as well as costs to be paid by the Federal government. Such records are subject to audit. The basis for determining the value of cash and in-kind contributions must be in accordance with the Office of Management and Budget’s Guidance 2 CFR Parts 200 and 600, entitled the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. In the event you do not provide the minimum amount of cost sharing as stipulated in the approved budget, ECA's contribution may be reduced in like proportion.
9. Freedom and Democracy Guidelines
Public Law 104-319 provides that "in carrying out programs of educational and cultural exchange in countries whose people do not fully enjoy freedom and democracy," the Bureau "shall take appropriate steps to provide opportunities for participation in such programs to human rights and democracy leaders of such countries." Public Law 106 - 113 requires that the governments of the countries described above do not have inappropriate influence in the selection process. Proposals should reflect advancement of these goals in their program contents, to the full extent deemed feasible.
10. Virtual Exchange Component
When changing political, health, environmental, or other similar circumstances require a suspension or halt of in-person activities and where ECA determines that a virtual alternative is appropriate and viable, award recipients should demonstrate the ability and capacity to transition from in-person to virtual exchanges.
In addition to planning for virtual exchange activities if in-person programming is prohibited, ECA welcomes innovative ideas on how organizations can leverage virtual programming technologies during or in addition to in-person programming. ECA encourages organizations submitting proposals in response to this solicitation to suggest one or more virtual exchange components to complement the in-person exchange. The virtual exchange components could come before, during and/or after the physical exchange. The objective for the virtual exchange components is to augment the impact of the in-person exchange described in this solicitation. ECA encourages organizations to propose virtual exchange ideas that take advantage of ECA’s existing web and social networking platforms. Virtual exchange components would be coordinated with and approved by the ECA program office and U.S. missions abroad on a project-by-project basis.
11. Communications Guidance for ECA Recipients
All ECA Recipients must adhere to the requirements in ECA’s Communications Guidance on the creation of program branding and attribution, websites, social media, and press.
12. Celebration of America’s Semiquincentennial
ECA is excited to play a key role in making the Semiquincentennial – commonly known as “Freedom 250” – a truly global celebration. As the period of performance for this award is scheduled to cover part or all of calendar year (CY) 2026, the applicant may wish to consider ways the program can celebrate Freedom 250. Any Freedom 250 focused activities or plans will be subject to ECA approval and direction, and changes may be requested by ECA. Use of any ECA-provided Freedom 250 brand elements will be subject to advance ECA approval and require adherence to Department of State and ECA guidelines for such branding.
13. Substantial Involvement
In a cooperative agreement, the Department is substantially involved in program activities above and beyond routine monitoring, as follows:
a. For U.S.-based exchanges, identify countries and coordinate international participant selection with U.S. embassies and consulates;
b. Approve final and alternate selection of American participants for U.S.-based and international exchanges;
c. Arrange meetings with U.S. Department of State Officials in Washington, D.C., when feasible; and
d. Approve final selection of sub-award partners and make recommendations for changes or replacements of sub-award partners when program goals are not being met.
D. Application Contents and Format
Please read the complete announcement before sending inquiries or submitting proposals.
Applicants must follow all instructions in the Solicitation Package, including the PSI, which contains guidelines for proposal preparation.
1. Budget Format
Applicants must submit a budget (SF-424A), detailed line-item budget, and a budget narrative. See the PSI section III for more information on the budget requirements.
Budget requests may not exceed $4,000,000. Applicants may provide separate sub-budgets for each program component, phase, location, or activity to provide clarification.
2. Content of Application
Please see the PSI for information about the application and formatting guidelines.
E. Submission Requirements and Deadlines
1. Address to Request Application Package
The entire Solicitation Package may be downloaded from the Grants.gov website at https://www.grants.gov or from the ECA website at https://www.state.gov/eca-grant-opportunities/.
2. Department of State Contacts
For questions about this announcement, contact: Matt Ferner, U.S. Department of State, Office of Sports Diplomacy, ECA/PE/SD, 202-316-3514, FernerMM@state.gov.
All correspondence with ECA concerning this solicitation should reference the title and funding opportunity number listed at the top of this solicitation. Please read the complete announcement before sending inquiries or submitting proposals.
Once the deadline has passed, ECA staff may not discuss this competition with applicants until the proposal review process has been completed.
The terms and conditions published in this solicitation are binding and may not be modified by any ECA representative. Explanatory information provided by ECA that contradicts published language will not be binding.
3. Unique Entity Identifier (UEI) and System for Award Management (SAM.gov)
Required Registrations
All organizations, whether based in the United States or in another country, must have a Unique Entity Identifier (UEI) and an active registration in SAM.gov. A UEI is one of the data elements mandated by Public Law 109-282, the Federal Funding Accountability and Transparency Act (FFATA), for all Federal awards. An applicant must maintain an active registration while it has a proposal under review by the Department and must continue to keep the registration active for the entire duration of the period of performance of any Federal award that results from this NOFO.
The 2 CFR 200 requires subrecipients to obtain a UEI. Please note the UEI for subrecipients is not required at the time of application but will be required before an award is processed and/or directed to a subrecipient.
Note: The process of obtaining or renewing a SAM.gov registration may take anywhere from 4-8 weeks. Please begin your registration as early as possible.
Organizations based in the United States or that pay employees within the United States will need an Employer Identification Number (EIN) from the Internal Revenue Service (IRS) and a UEI prior to registering in SAM.gov.
All federal award recipients must maintain a current registration in the SAM database. Recipients must maintain accurate and up-to-date information in www.SAM.gov until all program and financial activity and reporting are completed on any issued award. Recipients must review and update the information at least annually after the initial registration and more frequently if required information changes or another award is granted. There is no cost associated with registering or updating SAM.gov accounts.
For more detailed instructions for registering with SAM, refer to: https://sam.gov/content/entity-registration
Exemptions
An exemption from the UEI and sam.gov registration requirements may be permitted on a case-by-case basis. See 2 CFR 25.110 for a full list of exemptions.
Organizations requesting exemption from UEI or SAM.gov requirements must email the point of contact listed in the NOFO at least two weeks prior to the deadline in the NOFO providing justification of their request. Approval for a SAM.gov exemption must come from the warranted Grants Officer before the application can be deemed eligible for review.
4. Required Registration with MyGrants
All ECA award recipient organizations and recipient contacts and signatories must be registered with the U.S. Department of State’s MyGrants system by accessing https://mygrants.servicenowservices.com and clicking the “create an account” link. MyGrants is the U.S. Department of State’s grants management system and is supported by the Department’s Integrated Logistics Management System (ILMS). Recipient organizations and recipient contacts and signatories that have previously used MyGrants as a U.S. Department of State award recipient do not need to register again. If the organization is not able to access the system, please contact the ILMS Help Desk for help in gaining access.
Support for Recipient Organizations and recipient contacts and signatories is available 24 hours, 7 days a week (except federal holidays), and can be reached at 1-888-313-ILMS (4567) or through the ILMS Self Service Portal at https://afsitsm.servicenowservices.com/ilms/.
5. Submission Instructions
Method of Submission
Applications may only be submitted electronically through Grants.gov (https://www.grants.gov). Complete solicitation packages are available at Grants.gov in the “Search Grants” portion of the system.
Grants.gov Registration, Application Submission, and Receipt Procedures
Eligible organizations should follow the instructions available in the ‘Get Started’ portion of the site (https://www.grants.gov/applicants/grant-applications/how-to-apply-for-grants.
How to Register to Apply through Grants.gov
Applicants should read instructions carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.
The registration process can take up to four weeks to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required application submission deadlines. Applicants should check with appropriate staff within their organizations immediately after reviewing this NOFO to confirm or determine their registration status with Grants.gov. Organization applicants can find complete instructions here: https://www.grants.gov/applicants/applicant-registration
How to Submit an Application to ECA via Grants.gov
For access to complete instruction on how to apply for Notice of Funding Opportunities on Grants.gov, refer to: https://www.grants.gov/applicants/grant-applications/how-to-apply-for-grants
Grants.gov Support and Submission Issues
Direct all questions regarding Grants.gov registration and submission issues to:
Grants.gov Customer Support
Contact Center Phone: 800 -518-4726
Business Hours: 24 hours a day, 7 days a week; closed on federal holidays.
Email: support@grants.gov
6. Submission Dates and Times
Application Deadline Date.
Tuesdau, May 26, 2026 11:59pm Eastern (Washington DC time)
Applicants have until 11:59 p.m., Washington, DC time of the closing date to ensure that their entire application has been uploaded to the Grants.gov site. There are no exceptions to the above deadline. Applications uploaded to the site after the application deadline date and time will be automatically rejected by the Grants.gov system and will be found technically ineligible.
Therefore, we strongly recommend that you begin the submission process through Grants.gov well in advance of the application deadline.
Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time stamp is generated within the system when the application is successfully received by Grants.gov. The applicant Grants.gov Authorized Organization Representative (AOR) will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of their application. Applicant AORs will also receive the official date/time stamp and Grants.gov Tracking number in an email serving as proof of their timely submission.
When ECA successfully retrieves the application from Grants.gov, Grants.gov will provide an electronic acknowledgement of receipt of the application to the email address of the applicant with the AOR role. Again, proof of timely submission shall be the official date and time that Grants.gov receives your application. Please also be mindful of any Grants.gov generated error messages that may appear during the application process as they may result in some documents not transmitting correctly.
Applicants using slow internet should be aware that transmission can take some time before Grants.gov receives your application. Grants.gov will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the AOR role. The Grants.gov Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.
The Grants.gov website includes extensive information on all phases/aspects of the Grants.gov process, including an extensive section on frequently asked questions, located under the “Applicant FAQs” section of the website. ECA strongly recommends that all potential applicants review thoroughly the Grants.gov website, well in advance of submitting a proposal through the Grants.gov system. ECA will not notify you upon receipt of electronic applications.
PLEASE NOTE: ECA bears no responsibility for applicant timeliness of submission or data errors resulting from transmission or conversion processes for proposals submitted via Grants.gov. Prior to submitting applications through Grants.gov, please ensure you meet all Grants.gov system and software requirements, including Adobe software compatibility. You can verify if your version of the Adobe software is compatible with Grants.gov, by visiting https://grants.gov/applicants/adobe-software-compatibility
It is the responsibility of all applicants submitting proposals via the Grants.gov web portal (https://www.grants.gov) to ensure that proposals have been received by Grants.gov in their entirety, and ECA bears no responsibility for data errors resulting from transmission or conversion processes.
7. Funding Restrictions for this Announcement
a. Funding Restrictions for the United Nations Relief and Works Agency (UNRWA)
None of the funds awarded resulting from this Notice of Funding Opportunity may be made available for subawards, direct financial support, or otherwise used to provide any payment or transfer to United Nations Relief and Works Agency (UNRWA).
b. Prohibition on Funding Activities that Encourage Mass-Migration Caravans towards the United States Southwest Border.
None of the funds awarded under this grant may be made available to encourage, mobilize, publicize, or manage mass-migration caravans towards the United States southwest border. Funds may not be made available for legal counseling on the United States asylum process; and/or for referrals to legal or representation in the United States.
Funds may only be used for cash cards for use in the country in which they are provided or to facilitate assisted voluntary returns and other purposes that do not encourage, mobilize, publicize, or manage mass migration caravans towards the United States southwest border. The provision of humanitarian assistance is permitted.
c. Iran Programming
A critical component of current U.S. government Iran policy is the support for indigenous Iranian voices. The State Department has made the awarding of grants for this purpose a key component of its Iran policy. As a condition of licensing these activities, the Office of Foreign Assets Control (OFAC) has requested the Department of State to follow certain procedures to effectuate the goals of Sections 481(b), 531(a), 571, 582, and 635(b) of the Foreign Assistance Act of 1961 (as amended); 18 U.S.C. §§ 23 9A and 2339B; Executive Order 13224; and Homeland Security Presidential Directive 6. These licensing conditions mandate that the Department conduct a vetting of potential Iran grantees and sub-grantees for counter-terrorism purposes. To conduct this vetting the Department will collect information from grantees and sub-grantees regarding the identity and background of their key employees and Boards of Directors.
Note: To assure that planning for the inclusion of Iran complies with requirements, please contact Matt Ferner, 202-316-3514 and fernermm@state.gov for additional information.
d. Palestinian Authority, West Bank, and Gaza Programming
All awards made under this competition must be executed according to all relevant U.S. laws and policies regarding assistance to the Palestinian Authority, and to the West Bank and Gaza. Organizations must consult with relevant Public Affairs Offices before entering into any formal arrangements or agreements with Palestinian organizations or institutions.
Note: To assure that planning for the inclusion of the Palestinian Authority complies with requirements, please contact Matt Ferner, 202-316-3514 and fernermm@state.gov for additional information.
e. Certification Regarding Compliance with Applicable Federal Anti-Discrimination Laws
If the place of performance or delivery of any award made under this NOFO will be within the United States, applicants are advised that they will be required to certify the following at the time of award:
i. Its compliance in all respects with all applicable Federal anti-discrimination laws is material to the government’s payment decisions for purposes of section 3729(b)(4) of title 31, United States Code and;
ii. It does not operate any programs promoting Diversity, Equity, and Inclusion that violate any applicable Federal anti-discrimination laws. A program promoting Diversity, Equity, and Inclusion means a program whose purpose is to promote preferences based on race, color religion, sex, or national origins, such as in training or hiring.
f. Certification Regarding Compliance with 20 U.S.C. 1011f and Any Other Applicable Foreign Funding Disclosure Requirements for Institutions of Higher Education (IHE).
Applicants are advised that IHEs must certify the following at the time of award, and that this certification requirement must be included in any subaward agreements to IHEs:
- Its compliance in all respects with section 1011f of title 20, United States Code, and any other applicable foreign funding disclosure requirements is material for purposes of section 3729 of title 31, United States Code, and for receipt of appropriate Federal grant funds.
g. Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by American Security Drone Act-Covered Foreign Entities
(a) Definitions.
- American Security Drone Act-covered foreign entity means an entity included on a list developed and maintained by the Federal Acquisition Security Council (FASC) and published in the System for Award Management (SAM) at https://www.sam.gov
- FASC-prohibited unmanned aircraft system means an unmanned aircraft system manufactured or assembled by an American Security Drone Act-covered foreign entity.
- Unmanned aircraft means an aircraft that is operated without the possibility of direct human intervention from within or on the aircraft .
- Unmanned aircraft system means an unmanned aircraft and associated elements (including communication links and the components that control the unmanned aircraft) that are required for the operator to operate safely and efficiently in the national airspace system.
(b) Prohibition.
Recipients of funding under this Notice of Funding Opportunity (including subawards and subcontracts issued by the recipient) will be prohibited from:
- delivering any FASC-prohibited unmanned aircraft system, which includes unmanned aircraft (i.e., drones) and associated elements;
- Operating a FASC-prohibited unmanned aircraft system in the performance of the award; and
- Using Federal funds for the purchase or operation of a FASC-prohibited unmanned aircraft system .
(c) Exemptions, exceptions, and waivers.
The prohibitions described above will not apply if the agency determines that an exemption, exception, or waiver applies and the award indicates that such a determination has been made. [See sections 1823 through 1825 and 1832 of Public Law 118-31 (41 U.S.C. 3901 note prec.) for statutory requirements pertaining to exemptions, exceptions, and waivers.].
8. Other Submission Requirements
a. Applications must be submitted electronically through Grants.gov.
b. All proposals must contain a SF-424, executive summary, proposal narrative, budget (SF-424A), detailed line-item budget, and budget narrative.
c. Key Personnel
ECA recommends that the applicant identify intended key personnel positions via an asterisk (*) or other marking in the proposal budget, budget narrative, or a separate appendix. If not provided in the application, recipients must submit the names, titles, roles and experience/qualifications of key personnel involved in the program to the Grants Officer and GOR within 30 days of an award being issued. Applicants should also identify what proportion of their time will be used in support of the program. Additional information regarding key personnel requirements can be found in the State Department’s Standard Terms and Conditions.
d. Intergovernmental Review of Applications
Executive Order 12372 does not apply to this program.
F. Application Review Information
1. Review Process
ECA will check that all proposals meet the technical requirements in this solicitation. Proposals that do not meet the guidelines, including those under the eligibility section above or in the PSI, will be ineligible for further review.
All eligible proposals will be reviewed by the program office before being reviewed by an ECA grant panel. Applications may also be reviewed by Public Diplomacy sections overseas, State Department regional bureaus, or other State Department offices, as appropriate. All reviewers, including the ECA grant panels, will review any eligible proposals based on the criteria below.
Proposals recommended by an ECA grant panel will be reviewed for compliance with Federal and Bureau regulations and assessed for risk. Final funding decisions are made by the ECA’s Assistant Secretary. Only an ECA Grant Officer has the final authority to issue assistance awards.
2. Review Criteria
An ECA grants panel will competitively evaluate all technically eligible applications according to the criteria stated below. These criteria are not rank ordered, and all carry equal weight in the proposal review.
a. Quality of Program Idea: Proposals must present a clear, compelling, and original concept, with substantive detail, that directly addresses the solicitation. Program proposals should demonstrate thematic relevance, foster lasting relationships among participants, include age-appropriate content, support U.S. foreign policy goals and, where possible, align with upcoming major sporting events hosted in the United States.
b. Program Planning/Ability to Achieve Objectives: Proposals should include a detailed agenda and work plan with a clear timetable for major tasks, demonstrating how program goals and objectives will be achieved. Proposals must specify whether participants will be integrated into existing youth sports camps and/or attend camps customized by the applicant, and outline locations, themes, and sports based on the applicant's expertise and/or partnerships. For U.S.-based exchanges, proposals must describe in detail the substance of workshops, training sessions, and other activities; present a comprehensive strategy to recruit American youth athletes; and address interpretation needs for participants. For international-based exchanges, proposals must include a clear plan for recruitment, selection, and management of sub-award recipients. Program planning should demonstrate flexibility to adapt camp options, locations, and participant numbers in response to ECA priorities and evolving circumstances, and should maximize peer-to-peer interaction and meaningful engagement with host country peers.
c. Institutional Capacity: Applicants must demonstrate the organizational capacity to implement the program, including relevant experience with youth exchanges, sports programming, and responsible fiscal management. Proposals should include information on key personnel, partners, and ability to recruit, select, and manage sub-award recipients, as well as a record of successful coordination with U.S. and international sports entities. Letters of support from proposed partners and existing youth sports camp implementers (if applicable) are required.
d. Cost-effectiveness and cost share: Proposals should minimize overhead costs and ensure all costs are necessary and appropriate. Competitive proposals will maximize cost share through private sector support and institutional direct funding contributions. Applicants should demonstrate efficient use of ECA funds.
e. Follow-on Activities, Media and Communication Strategy, and Multiplier Effect: Proposed programs should strengthen long-term relationships between Americans and their international peers, including the establishment of long-term institutional linkages. Applicants should demonstrate a well-developed plan for supporting, implementing, and monitoring participant action plans, including management of small grants and robust data tracking of alumni outcomes. Proposals should include strategies for engaging alumni from previous or other ECA-funded exchange programs, in consultation with the ECA Program Office and relevant U.S. embassies or consulates. Proposals should provide a plan for continued follow-on activities without Bureau support, ensuring programs are not isolated events. Proposals should also include a robust media and communication plan to promote the program, highlight participant experiences, and leverage the narrative power of sports.
g. Performance Monitoring and Evaluation (M&E): Proposals should have a fully developed M&E plan that includes goals, objectives, and indicators. The plan should be feasible and aligned with the M&E section of this solicitation. Proposals should include a realistic learning plan that outlines how your organization plans to review, understand, and incorporate M&E data into programmatic decisions and practices. All submitted M&E plans will be reviewed to ensure the applicant has provided at least the required information outlined in the M&E section of this solicitation and demonstrated the applicant’s capacity to carry out the M&E plan.
3. Indirect Costs
If two or more applications receive equivalent scores based on the evaluation criteria outlined in this NOFO, preference will be given to the applicant with the lower indirect cost rate, as consistent with Executive Order 14332, Section 4(b)(iii). This preference will only be applied as a tie-breaking mechanism and does not supersede the primary evaluation criteria.
4. Risk Review
Under the merit review as required by 2 CFR 200.206, prior to making a Federal Award, the Department will review and consider the following risk factors:
- Financial stability
- Management systems and standards
- History of performance
- Audit reports and findings
- Ability to effectively implement requirements
5. Responsibility/Qualification Information in SAM.gov.
The Federal awarding agency, prior to making a Federal award with a total amount of Federal share greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the U.S. government designated integrity and performance system accessible through SAM.gov (see 41 U.S.C. 2313) (see 41 U.S.C. 2313)
An applicant can review and comment on any information in the responsibility/qualification records available at SAM.gov.
Before making decisions in the risk review required by 2 CFR 200.206, the Department will consider any comments by the applicant, along with information available in the responsibility/qualification records in SAM.gov.
G. Award Notices
Final awards cannot be made until funds have been appropriated by Congress, allocated and committed through internal ECA procedures. The award or cooperative agreement will be signed by an authorized Grants Officer in ECA’s Grants Division and transmitted to the recipient’s responsible officer (as identified in the application) for review and countersignature. The recipient may only start incurring project expenses beginning on the start date shown on the fully signed award document.
Issuance of this NOFO does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals. Further, the U.S. government reserves the right to reject any or all proposals received. If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding.
Unsuccessful applicants:
Unsuccessful applicants will receive notification of the results of the application review from the ECA program office coordinating this competition following the completion of the review process.
Payment Method:
Payments under this award will be made through the U.S. Department of Health and Human Services (HHS) Payment Management System (PMS).
H. Post-Award Requirements and Administration
1. Administrative and National Policy Requirements
Before submitting an application, applicants should review all the terms and conditions and required certifications which will apply to this award, to ensure that they will be able to comply.
In accordance with the Office of Management and Budget’s guidance located at 2 CFR part 200, all applicable Federal laws, and relevant Executive guidance, the Department of State will review and consider proposals for funding, as applicable to specific programs, pursuant to this NOFO in accordance with the following:
- Guidance for Grants and Agreements in Title 2 of the Code of Federal Regulations (2 CFR), as updated in the Federal Register’s 89 FR 30046 on April 22, 2024, particularly on:
- Selecting recipients most likely to be successful in delivering results based on the program objectives through an impartial process of evaluating Federal award applications (2 CFR part 200.205),
- Promoting the freedom of speech and religious liberty in alignment with Promoting Free Speech and Religious Liberty (E.O. 13798) and Improving Free Inquiry, Transparency, and Accountability at Colleges and Universities (E.O. 13864) (§§ 200.300, 200.303, 200.339, and 200.341),
- Providing a preference, to the extent permitted by law, to maximize use of goods, products, and materials produced in the United States (2 CFR part 200.322), and
- Terminating agreements pursuant to the U.S. Department of State Standard Terms and Conditions, including, to the greatest extent authorized by law, if an award no longer effectuates the program goals or agency priorities (2 CFR part 200.340). For the avoidance of doubt, the Department has sole discretion over the determination that an award no longer effectuates program goals or agency priorities, and this provision permits awards to be terminated at the Department’s convenience, including when it determines that the award no longer advances the national interest.
- 2 CFR 25 - UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT
- 2 CFR 170 - REPORTING SUBAWARD AND EXECUTIVE COMPENSATION INFORMATION
- 2 CFR 175 - AWARD TERM FOR TRAFFICKING IN PERSONS
- 2 CFR 182 - GOVERNMENTWIDE REQUIREMENTS FOR DRUG-FREE WORKPLACE (FINANCIAL ASSISTANCE)
- 2 CFR 183 - NEVER CONTRACT WITH THE ENEMY
- 2 CFR 600 – DEPARTMENT OF STATE REQUIREMENTS
- U.S. DEPARTMENT OF STATE STANDARD TERMS AND CONDITIONS
- Recipients must comply with all applicable Executive Orders
A searchable list can be found in the Federal Register: https://www.federalregister.gov/
2. Reporting
Recipients will be required to submit financial reports and program reports. The award document will specify what reports are required and how often these reports must be submitted. All reports must be submitted in a timely manner.
For planning purposes, applicants can expect to provide ECA with an electronic copy of the following required reports:
a. Performance Progress Reports (PPRs) shall be required at a minimum annually and no more frequently than quarterly. Annual, quarterly, or semi-annual reports shall be due 30 days after the reporting period. All reports and supporting documentation must be uploaded by the recipient as a Post Award Activity under the corresponding record for this award in MyGrants.
b. The Federal Financial Reports (FFR SF-425/SF-425a) must be submitted through the U.S. Department of Health and Human Services’ Payment Management System (PMS). The electronic version of the FFR can be accessed at: https://www.grants.gov/forms/forms-repository/post-award-reporting-forms. Once a financial report has been approved by the Department, the recipient must upload the approved report to MyGrants, in the same manner specified for the programmatic reports. Failure to comply with these reporting requirements may jeopardize the recipient's eligibility for future awards.
c. Required MODE data (see Program Performance Monitoring and Evaluation section) shall be required at a minimum annually and no more frequently than quarterly. MODE data reporting shall be due 30 days after the reporting period. The frequency of these reports will be determined by MELI and the Program Officer. Either a standard report template (if using the MODE Survey Builder) or aggregate data and the raw data file (if Recipient uses their own survey platform) must be uploaded by the Recipient as an RPM Performance Report under the corresponding record for this award in MyGrants.
d. A final program and financial report no more than 120 days after the period of performance of the award ends or termination of the award.
e. Program Data Requirements: Award recipients will be required to maintain specific data on program participants and activities in an electronically accessible database format that can be shared with ECA as required. At a minimum, the data must include the following:
- Name, address, contact information and biographic sketch of all persons who travel internationally on funds provided by the agreement or who benefit from the award funding but do not travel.
- Itineraries of international and domestic travel, providing dates of travel and cities in which any exchange experiences take place. Final schedules for in-country and U.S. activities must be received by the ECA Program Officer at least three workdays prior to the official opening of the activity.
Applicants should be aware of the post award reporting requirements reflected in 2 CFR 200 Appendix XII—Award Term and Condition for Recipient Integrity and Performance Matters.
3. Branding and Marking
The Department of State, its programs, and U.S. Government funding and assistance should be easily identifiable to the Department's global audiences.
Recipients of federal assistance awards must follow the branding guidance published at Guidance for Contracts and Grants - U.S. Department of State Brand System. Branding policy exceptions are outlined in the U.S. Department of State Foreign Affairs Manual 10 FAM 416, Policy Exceptions.
For more information, visit: https://brand.america.gov/
I. Other Information
Adherence To All Regulations Governing the J Visa
ECA places critically important emphasis on the security and proper administration of the Exchange Visitor (J visa) Programs and adherence by award recipients and sponsors to all regulations governing the J visa. Therefore, proposals should demonstrate the applicant's capacity to meet all requirements governing the administration of the Exchange Visitor Programs as set forth in 22 CFR 62, including the oversight of Responsible Officers and Alternate Responsible Officers, screening and selection of program participants, provision of pre-arrival information and orientation to participants, monitoring of participants, proper maintenance and security of forms, record-keeping, reporting and other requirements.
The award recipient will be responsible for issuing DS-2019 forms to participants in this program.
A copy of the complete regulations governing the administration of Exchange Visitor (J) programs is available at http://j1visa.state.gov or from:
Office of Private Sector Exchange Designation
U.S. Department of State
SA-5, Floor C2, Room C2L13
2200 C Street, NW
Washington, DC 20522
PROJECT OBJECTIVES, GOALS, AND IMPLEMENTATION (POGI)
FY 2026 Sports Visitor Program
Funding Opportunity Number: DFOP0018011
Office of Sports Diplomacy
POGI Applicability / Discrepancy Rule
The POGI guidelines apply specifically to the Notice of Funding Opportunity (NOFO) issued by the Office of Sports Diplomacy for the FY 2026 Sports Visitor Program. Proposals must conform to the solicitation, the guidelines in this document, and the standard Proposal Submission Instructions (PSI). Any application not adhering to these conditions may be deemed technically ineligible.
These guidelines are in addition to the requirements outlined in the solicitation and PSI. In the event of a discrepancy between documents, the solicitation takes precedence.
I. STATEMENT OF WORK
The Bureau of Educational and Cultural Affairs (ECA) is supporting the participation of American and international youth athletes and adult coaches/chaperones in thematic sports-based exchanges to develop leadership skills, build lasting bilateral relationships, and examine the positive impact of U.S. legislation on sports and society.
Recipient Responsibilities
The recipient organization will be responsible for the following, in close consultation with ECA and U.S. embassies and consulates, as appropriate:
1. Participant Recruitment, Review, and Selection
Proposals must include a detailed description of the proposed plans/processes to accomplish all elements outlined below, as well as a sample application form in the appendices.
a. Application – Develop an online application form for merit-based open competition for American youth and coaches/chaperones. The ECA Program Office must approve the application form prior to it going live. Additionally, the application form and subsequent program applicant data must be housed on a secure, private, password protected platform or website that is accessible only to the award recipient and the ECA Program Office. The award recipient should prepare an identical paper-based version of the application for those program applicants who have limited internet access;
b. Promotion and Recruitment – Develop a strategic outreach plan and timeline to promote the opportunity and manage all aspects of an open, competitive, merit-based recruitment;
c. Review – Conduct a transparent review process, with consistent and clearly defined scoring criteria for all applicants; and
d. Selection – Provide ECA Program Office with final list of U.S. citizen participants with short biographies for approval by agreed upon deadline (determined after the award has been made).
2. Preparation
a. Develop pre-departure orientation (PDO) materials and detailed program schedules for each program well ahead of program start date, conducting virtual or in-person PDOs for participants, coaches/chaperones, parents, and Public Diplomacy Sections, as appropriate;
b. Develop educational and programming materials including (but not limited to) pre- and post-program virtual thematic sessions and a thematic-based curriculum;
c. Arrange for all logistical and administrative components for participants such as airport pick-up and drop-off, ground transportation during the program, medical treatment, meals, and the disbursement of program funds;
d. Arrange housing for the participants in a dormitory, hotel, homestay, or some combination thereof and ensure appropriate staffing to monitor the housing arrangement throughout the exchange;
e. If housing participants in a homestay: carefully recruit, screen, and select local host families to offer a minimum of one weekend homestays (lodging and meals). Criminal background checks, including a search of the Department of Justice’s National Sex Offender Public Registry, must be conducted for members of host families (and others living in the home) who are 18 years or older;
f. Monitor housing arrangements to ensure the health, safety, and wellbeing of participants;
g. Design and regularly review comprehensive safeguarding policies and procedures to protect the health, safety, and well-being of all program participants;
h. Issue participant DS-2019 forms for U.S.-based exchange foreign participants and make necessary pre-departure travel arrangements including passport and foreign visa assistance, immunizations, and other arrangements as needed for international-based exchange American participants;
i. Enroll U.S.-based exchange foreign participants and international-based exchange American participants in the Bureau’s Accident and Sickness Program for Exchanges (ASPE) health benefit program for the duration of the exchanges, issue health benefit identification cards for each participant, and assist with claims as necessary. The ECA Program Office will instruct the award recipient how to access informational brochures and claim forms;
j. Either ensure pre-existing health benefit coverage or secure health benefit coverage for U.S.-based exchange American participants, and if applicable, for international youth and chaperone(s) participating in a custom sport camp during international-based exchanges, as they are not covered by the Bureau’s ASPE plan, that meets requirements outlined in 22 CFR 62.14;
k. Prepare emergency contact information cards and distribute cards to all participants prior to traveling;
l. Secure professional interpreters as necessary for exchanges as outlined in the solicitation;
m. Collect medical documentation to ensure that each participant meets medical and health standards and has required immunizations for travel;
n. Manage/arrange all round-trip international travel arrangements (complying with the Fly America Act) for U.S. based exchange foreign participants and international-based exchange American participants;
o. Manage/arrange within-country travel for all participants during the exchange, and if applicable, for international youth and chaperone(s) participating in a custom sport camp during international-based exchanges;
p. Hire and train staff, as needed, and assign an appropriate number of staff to accompany participants for each exchange, including one staff person on each sub-award recipient-led international-based exchange, to ensure participant health and safety and that each exchange is pedagogically enriching and in line with U.S. foreign policy goals. Criminal background checks, including a search of the U.S. Department of Justice’s National Sex Offender Public Registry, must be conducted for all program staff; and
q. Orient staff and those participating from the U.S. host communities, including host families (if applicable), to the goals of the program and to the cultures and sensitivities of the exchange visitors.
3. Exchange Activities
a. Design, plan, and implement substantive exchanges designed to achieve the goals outlined in the NOFO. Exchanges must integrate with an existing youth sports camp and/or outline the creation of a customized youth sports camp and generate meaningful and consistent exposure between participants and host-country peers;
b. Develop, and implement, a comprehensive plan to monitor the participants’ safety and well-being during the exchange;
c. Conduct a welcome orientation for participants upon their arrival in the host-country to review program goals, objectives, and expectations. For U.S.-based exchanges, welcome orientations should be held jointly with competitively selected American participants;
d. Arrange appropriate community, cultural, social, and civic activities;
e. Engage participants in at least one facilitated community service activity during the exchange. The program should provide context for the participants – identifying community needs, volunteerism, charitable giving, etc. – and a debriefing so that the service activity is not an isolated event and will help participants apply the experience at home;
f. Plan, oversee, implement, and/or sub-contract for concurrent and relevant programming for the coaches/chaperones during the exchanges;
g. Make appropriate accommodations and arrangements for participants’ religious observances and dietary restrictions, as needed (e.g., allotting time for prayer or services, providing halal meals, etc.);
h. Send the ECA Program Office two weekly email reports including, but not limited to, program updates, highlights, lowlights, and/or any changes to the program schedule during each exchange;
i. Inform and consult with the ECA Program Office about any program or participant problems, emergencies, or other issues as well as the progress of necessary corrective action; and
j. Provide a closing session to summarize exchange activities, prepare participants for their return home, and present opportunities for alumnae engagement.
4. Follow-on Activities
a. Support participants in the development and implementation of follow-on action plans and activities in the participants’ home countries by facilitating continued engagement among the participants; advising; and supporting them in the implementation of community service projects; and offering opportunities to reinforce the ideas, values and skills learned during the exchange. Follow-on activities may include a virtual component;
b. Announce, disperse, support, and monitor ECA alumni follow-on small grants;
c. Connect newly returned program participants with alumni from previous program years, the wider Sports Visitor Program network, and from other U.S. Government sponsored programs to help reintegrate them into their home communities post-exchange, and to build and strengthen the alumni network; and
d. (optional) Arrange site visits by project staff, trainers, or educators to further the training started during the exchange. Proposed visits must be discussed in adequate detail within the proposal.
5. Performance Monitoring and Evaluation
a. Design a Performance Monitoring Plan (PMP) that outlines plans to track progress towards the proposed program’s goals and objectives through indicators and corresponding data collection questions, as outlined in the Program Performance Monitoring and Evaluation section of the NOFO;
b. Track and report on specific program and budget metrics including: partners per program (specifically K-12 and higher education, NGO and businesses), program costs (total per exchange and per participant, money spent in communities), current financials and projected spend plan based on future programming, the impacts of alumni action plans and success stories, and relevant media;
c. Ensure pre-travel and post-program surveys or interviews are conducted, translated into all appropriate languages, and shared with the ECA Program Office for purposes of monitoring and evaluation and program improvement; and
d. Design and implement a data management system to securely track and store accurate programmatic quantitative data (e.g., participant numbers by country, number of follow-on small grant applications and awarded grants, follow-on grant impact data) and qualitative data (e.g., recorded participant quotes, email testimonials from participants, follow-on small grant success stories) for the creation of engaging and accessible reports, highlights, and program reviews with the ECA Program Office. Proposal should demonstrate staff capacity to manage this type of system and applicants are encouraged to consider use of AI to strengthen implementation systems. Proposals should attach examples of prior work in this area.
6. Administrative
a. Provide programmatic and administrative oversight of the programs;
b. Manage all financial aspects of the program, including stipend disbursements to the participants, as applicable;
c. Manage all sub-awards, both programmatically and financially; develop and implement a thorough plan for oversight with a special focus on ensuring the safety and well-being of all participants; coordinate logistical and administrative arrangements for participants; and provide programmatic and administrative management of the programs including ongoing oversight of the sub-award recipient organizations;
d. Clearly outline and describe the roles and responsibilities of all proposed partner organizations in terms of project logistics, management, and oversight;
e. Prepare necessary educational and promotional materials that support the program. All materials and correspondence related to the program will acknowledge this as a program of the Bureau of Educational and Cultural Affairs of the U.S. Department of State. The Bureau will retain copyright use of and be allowed to distribute materials related to this program as it sees fit. All ECA Award Recipients must adhere to the requirements in ECA’s Communications Guidance on the creation of program branding and attribution, websites, social media, and press;
f. Collaborate with ECA and current implementing partner on transfer of program data, databases, websites, and other relevant information for the seamless transfer of program and administrative responsibilities;
g. Provide timely regular progress reports to ECA and comply with financial and program reporting requirements;
h. Participate in regular program reviews with the ECA Program Office to assess program implementation;
i. Prepare and share program and/or alumni highlights and success stories in a timely fashion with the ECA Program Office;
j. Submit proposed changes to staffing plans and/or key personnel to the ECA Program and Grants Officers for approval;
k. Respond fully and promptly to requests for program information from the ECA Program Office;
l. Design and maintain engaging and high-quality program website;
m. Secure professional photography for key portions of each exchange and upload photos to an online platform accessible to ECA and posts; and
n. Develop and implement a high-quality communication plan that highlights program goals and impacts through appropriate media formats including, but not limited to: program branding, press strategy, press/media packets, blog posts, photo and video highlights, media pitches and social media plan.
Substantial Involvement:
In a cooperative agreement, the Department of State is substantially involved in program activities above and beyond routine monitoring. See Department of State responsibilities in the NOFO.
II. PROGRAM SPECIFIC GUIDELINES
See Program Specific Guidelines section in the NOFO. In addition:
Participant Monitoring: The award recipient will develop and implement a comprehensive plan to monitor the participants’ safety and well-being while on the exchange and to create opportunities for participants to share potential issues and resolve them promptly. The award recipient will be required to provide proper adult supervision to ensure that the program participants have safe and enriching programs. Staff, in coordination with the adult coaches/chaperones, will assist the youth with cultural adjustments, provide societal context to enhance learning, and counsel students as needed.
Criminal background checks, including a search of the Department of Justice's National Sex Offender Public Registry, must be conducted for all program staff who will have contact with participants.
Award recipients must immediately inform the ECA Program Office about any significant health or safety issues affecting program participants as they arise. Regardless of the level of severity, or how easily it can be resolved, it is essential that the ECA Program Office be notified for awareness.
Participants must be given emergency contact information cards prior to their travel.
III. PROPOSAL CONTENTS
Applicants must submit a complete and thorough proposal that addresses the program’s objectives and requirements. Proposals should be clear, concise, and responsive to the criteria outlined in the solicitation and PSI.
Since there is no opportunity for applicants to meet with reviewing officials, the proposal should respond to the criteria set forth in the solicitation and other guidelines as clearly as possible.
NOTE: Proposals submitted through Grants.gov may only be submitted in the following formats:
- Microsoft Word
- Microsoft Excel
- Adobe Portable Document Format (PDF) - Prior to submitting applications through Grants.gov, please ensure you meet all Grants.gov system and software requirements, including Adobe software compatibility. You can verify if your version of Adobe software is compatible with Grants.gov, by visiting https://www.grants.gov/applicants/adobe-software-compatibility.html.
- ASCII Text
- Joint Photographic Experts Group (JPEG images)
Narrative: In no more than 20 double-spaced, single-sided pages (with one-inch margins, size 12 font), provide a detailed description of the project addressing the areas listed below. In the narrative, applicants should not only describe major programs activities but also explain and justify their programmatic choices.
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Vision (statement of need, objectives, goals, benefits): Describe the project objectives and the desired outcomes, i.e., the knowledge, skills, and/or attitudinal changes that the participants will acquire.
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Participating Organization(s): Identify existing youth sports camps (if using) and other critical partner organizations (and/or consultants) for the exchanges, their roles, and the reasons for including them. Applicants must also detail the division of program responsibilities between the award recipient and the partner organization(s). Applicants should also indicate how they will monitor the performance of their overseas partner(s), where applicable. See International-Based Exchanges – Sub-Award Solicitations, Partners, Locations, and U.S. Embassy Involvement in the NOFO for further information on sub-award requirements.
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Recruitment and Selection: Describe how the applicant will conduct open recruitment and competitive selection of American youth and coaches/chaperones. Present a plan for advertising the program and outline within the proposal both the process and the criteria by which finalists will be selected for U.S.-based exchanges. For International-based exchanges, present the guidance and criteria you would provide to sub-award recipients for recruiting and selecting American participants. See U.S.-Based Exchanges for High School-Age Participants, International-Based Exchanges for High-School-Age Participants, International-Based Exchanges for College-Age Participants in the NOFO for further information on recruitment and selection.
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Program Activities: Describe the components of the exchange and how they respond to the program as outlined in the NOFO. Applicants should clearly detail which existing youth sports camps they are proposing to include and/or outline the creation of customized youth sports camps.
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Travel, Housing, and Other Logistics: Describe in detail how the applicant will arrange and manage international travel (in compliance with the Fly America Act); in-country or domestic travel; lodging arrangements or homestays, if used (be specific about the recruitment, screening, and monitoring processes); ground transportation; stipend disbursement; and other relevant administrative matters.
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Participant Monitoring: Detail a plan to assure the well-being, safety, and security of program participants during all stages of the program. A competitive monitoring plan should include the following: a. The information provided in PDO materials on safety and the avenues for youth to communicate concerns to staff; b. The staff supervision plan for when the participants are in hotels and/or dormitories; c. Screening of host families, if used, including criminal background checks for all household members over the age of 18 and monitoring of participants while they are in homestays; and d. A comprehensive emergency action plan.
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Program Performance Monitoring: Include a plan describing how the applicant organization will work with ECA to measure and meet program monitoring goals. See Program Performance Monitoring and Evaluation (M&E) of the NOFO solicitation for more information.
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Institutional Capacity and Project Management: Outline the applicant’s capacity to conduct programs of this nature, focusing on three areas of competency: provision of sport-based programs, youth exchanges and age-appropriate programming for youth, and key personnel. Describe the program staffing (individuals by name and responsibilities), qualifications, structure, and resources. If applicable, include this information for partner organizations as well.
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Follow-on Activities and Media/Communications: Describe plans to provide and manage follow-on activities and support alumni action plans upon return to their home communities, as well as details of a robust media and communications strategy.
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Work Plan/Schedule: Outline the phases of the project planning and implementation for the entire award period. Provide a draft schedule of daily activities of the exchanges in an appendix.
IV. OTHER AWARD INFORMATION
Adherence To All Regulations Governing The J Visa
Proposals must demonstrate the applicant’s capacity to meet all requirements governing the administration of Exchange Visitor (J) Programs as outlined in 22 CFR 62. For more information, visit http://j1visa.state.gov.
V. APPLICATION SUBMISSION
The solicitation document specifies the deadline and method for proposal submission. There are NO EXCEPTIONS to this deadline.
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