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.
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Definition: Clarifies all terms necessary and provides details on how to calculate the data collected to measure the change expected.
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Disaggregation (“Disagg”): Lists how the data will be broken down into subgroups (such as: sex, age, state, country, etc.)
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Target: Specific, planned level of result to be achieved within an explicit timeframe
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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.
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When to Collect: Specifies when the indicator will be measured, for example: post-program, end of award, etc.
- A post-program collection should occur no later than 6 weeks after the participant has completed the program
- 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:
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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.
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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.
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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.
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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.
PMP Table
Last Updated: February 2025
Columns: Performance Indicator | Definition | Disagg. | Target | Data Source and Required* Survey Question | When to Collect
Demographic Questions
-
Performance Indicator: Home Country (Demographic)
Definition: Used to identify subgroups for Country of Origin disaggregation. (Foreign participants only)
Disagg.: N/A
Target: N/A
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: What is your home country? [Drop Down: List of program countries] – See Appendix C in the Indicator Book
When to Collect: Post-Program -
Performance Indicator: Home State (Demographic)
Definition: Used to identify subgroups for Home State disaggregation. (American participants only)
Disagg.: N/A
Target: N/A
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: What is your home state? [Drop Down: List of U.S. States] – See Appendix D in the Indicator Book
When to Collect: Post-Program -
Performance Indicator: Age (Demographic)
Definition: Used to identify subgroups for Age disaggregation.
Disagg.: N/A
Target: N/A
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
When to Collect: Post-Program -
Performance Indicator: Sex (Demographic)
Definition: Used to identify subgroups for Sex disaggregation.
Disagg.: N/A
Target: N/A
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: Please select your biological sex classification:
• Female
• Male
When to Collect: Post-Program -
Performance Indicator: Race (Demographic)
Definition: Used to identify subgroups for Race disaggregation. (American participants only)
Disagg.: N/A
Target: N/A
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
When to Collect: Post-Program -
Performance Indicator: Participant Type (Demographic)
Definition: Used to identify the subgroup “Reciprocal” for Participant Type disaggregation. (American participants only)
Disagg.: N/A
Target: N/A
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
When to Collect: 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
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
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)
Survey Question: 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)
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
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)
Survey Question: 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)
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
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)
Survey Question: 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)
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
Definition: Host country - The country in which the participant traveled to for their exchange program.
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)
Survey Question: 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
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
Definition: Participant or Exchange Visitor – See Definitions of Key Terms; Virtual exchange - See Definitions of Key Terms; Virtual element - See Definitions of Key Terms
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)
Survey Question: 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)
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: Did your views of the American people change as a result of your program participation?
• Yes
• 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)
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
[Scale: No Change, Minimal Change, Moderate Change, Substantial Change]
When to Collect: Post-Program -
Performance Indicator: E1.1.19: Percent of participants agreeing with statements in support of democratic values (core indicator)
Definition: 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.
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)
Survey Question: 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
-
Performance Indicator: E2.0.01: Percent of foreign participants that volunteer in their host communities
Definition: 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
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
Definition: 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
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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 -
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)
Definition: 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.
Disagg.: • Sex • Age • Country of origin • Home state • Race
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
-
Performance Indicator: E3.0.02: Percent of foreign participants who report increasing their network of Americans (core indicator)
Definition: 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.
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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
• Both personal and professional
When to Collect: Post-Program -
Performance Indicator: E3.0.04: Percent of foreign participants who report increasing their network of third country nationals
Definition: 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.
Disagg.: • Sex • Age • Country of origin
Target: To be completed by the applicant
Data Source and Required Survey Question:* Survey (self-reported data)
Survey Question: 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 -
Performance Indicator: E3.0.07: Percent of participants who identify as a Department of State program participant (core indicator)
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
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)
Survey Question: 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
Definition: 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).
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)
Survey Question: 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]
• 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
Definition: 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.
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)
Survey Question: 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
-
Performance Indicator: E4.0.01: Percent of participants reporting increases in their job skills as a result of their program participation
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
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)
Survey Question: [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 -
Performance Indicator: E4.0.03: Percent of participants reporting an increase in soft skills as a result of their program participation
Definition: 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.
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)
Survey Question: 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 -
Performance Indicator: E4.0.05: Percent of participants who report an increase in technical skills as a result of their program participation
Definition: 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.
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)
Survey Question: 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
• 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 -
Performance Indicator: E4.0.09: Percent of participants reporting an increase in language skills as a result of their program participation
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
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)
Survey Question: 1. 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 -
Performance Indicator: E4.0.14: Percent of participants reporting new digital skills/competencies gained from virtual exchange (VE) programming
Definition: 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
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)
Survey Question: 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)
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
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
Survey Question: N/A
When to Collect: Annually -
Performance Indicator: E4.1.02: Total number of program cohorts (core indicator)
Definition: 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.
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
Survey Question: N/A
When to Collect: Annually -
Performance Indicator: E4.1.03: Number of ECA-supported international scholarships provided
Definition: Scholarships - Monetary assistance provided by ECA for students and/or professionals to attend college or university abroad.
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
Survey Question: N/A
When to Collect: Semi-Annually -
Performance Indicator: E4.1.04: Number of professional placements
Definition: 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.
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
Survey Question: N/A
When to Collect: Semi-Annually -
Performance Indicator: E4.1.05: Number of participants in programs with a media literacy component
Definition: Participant or Exchange Visitor – See Definitions of Key Terms; 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.
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
Survey Question: N/A
When to Collect: Semi-Annually -
Performance Indicator: E4.1.06: Number of participants in programs with formal, dedicated language learning activities
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
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
Survey Question: N/A
When to Collect: Semi-Annually -
Performance Indicator: E4.1.07: Number of instruction methodology trainings
Definition: 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.
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
Survey Question: N/A
When to Collect: Semi-Annually
- Performance Indicator: E4.1.08: Number of language teaching fellows enrolled
Definition: 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.
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
Survey Question: N/A
When to Collect: Semi-Annually
-
Performance Indicator: E4.1.11: Number of American reciprocal exchange participants
Definition: Reciprocal Exchange Participant - An American who travels to an exchange participant’s home country to assist the participant with their individual project.
Disagg.: • Sex • Age • Home state • Race by the applicant
Target: To be completed by the applicant
Data Source and Required Survey Question:* Administrative data from award recipients - not collected from the participant surveys
Survey Question: N/A
When to Collect: Annually -
Performance Indicator: E4.1.13: Number of fellows completing language teaching fellowships
Definition: 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.
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
Survey Question: N/A
When to Collect: Semi-Annually
-
Performance Indicator: E4.1.14: Number of virtual exchange (VE) programs
Definition: 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
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
Survey Question: N/A
When to Collect: Annually -
Performance Indicator: E4.1.15: Number of participants in virtual exchange (VE) programs
Definition: Participant or Exchange Visitor – See Definitions of Key Terms; Virtual Exchange - See Definitions of Key Terms; Virtual elements - See Definitions of Key Terms
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
Survey Question: N/A
When to Collect: Annually
This indicator counts participants involved in virtual exchange programs (see definition above) and WILL NOT count participants engaging with virtual program elements. Each participant should only be counted once per semi-annual reporting cycle following their program completion.
- Performance Indicator: E4.1.16: Number of audience members attending cultural events
Definition: 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.
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
Survey Question: N/A
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
Definition: 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.
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)
Survey Question: 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)
Definition: Participant or Exchange Visitor – See Definitions of Key Terms
Disagg.: N/A
Target: 60%
Data Source and Required Survey Question:* Survey Records
Survey Question: N/A
When to Collect: Post-Program
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.
U.S. Department of State — Bureau of Educational and Cultural Affairs (ECA)
Notice of Funding Opportunity (NOFO)
FY26 Global Undergraduate Exchange Program
Funding Opportunity Number: DFOP0017975
Application Deadline: June 2, 2026
A. Basic Information
- Funding Opportunity Title: FY 2026 Global Undergraduate Exchange Program
- Funding Opportunity Number: DFOP0017975
- Announcement Type: New Cooperative Agreement
- Deadline for Applications: June 2, 2026, 11:59pm Eastern (Washington DC time)
- Assistance Listing Number: 19.009
- Length of Performance Period: 36 months
- Number of Awards Anticipated: 1 award
- Award Amount: Approximately $4,800,000
- Total Available Funding: $4,800,000, pending availability of funds
- Type of Funding: FY 2026 Educational and Cultural Exchange Programs (ECE) Funds
- Funding Instrument Type: Cooperative Agreement
- Anticipated Award Date: August 14, 2026
2. Overview / Conditions
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 Academic Exchange Programs of the Bureau of Educational and Cultural Affairs announces an open competition for the administration of the FY 2026 Global Undergraduate Exchange Program (Global UGRAD). The total amount of funding for this award will be up to $4,800,000, pending the availability of FY 2026 funds.
The Global UGRAD Program places small cohorts of participants at a broad range of colleges and universities, including community colleges, land-grant institutions, rural campuses, and Senior Military Institutions, giving participants a “real American” experience in small towns and rural communities. Participants build skills in strategic U.S. priority fields such as business, entrepreneurship, semiconductors, AI, engineering, critical minerals, manufacturing, and supply chain resilience. All participants are required to study U.S. history, civic engagement, and American culture, deepening their understanding of American excellence, innovation, and culture. Funding should support approximately 160 participants, pending the availability of FY 2026 funds. Every effort should be made to maximize the number of scholarships awarded; staffing levels should be adequate to ensure that participant health and safety are prioritized.
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 $4,800,000. 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. 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
The Global UGRAD Program brings future leaders to the United States to deepen their understanding of the United States, experience U.S. higher education, improve their English language skills, and gain critical professional development skills. The program builds a U.S. network of emerging international innovators and partners with a deep understanding of American excellence, innovation, and culture. By building long-term relationships with future leaders and influencers in critical regions across the globe, Global UGRAD creates a beneficial network of future leaders with an affinity for the United States who promote America as the preferred partner for future engagement.
3. Program Specific Guidelines
Program Specific Guidelines are outlined in the attached POGI document.
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 goals and objectives of the Global UGRAD Program are to:
1.) Provide an exchange experience to drive academic and professional competencies for students from Global UGRAD countries in critical world regions;
2.) enhance students’ academic knowledge and professional skills in strategic U.S. priorities in fields such as business, entrepreneurship, semiconductors, AI, engineering, critical minerals, manufacturing, and supply chain resilience;
3.) cultivate students’ understanding and appreciation of the United States, its political traditions, and societal strengths;
4.) facilitate opportunities for students to establish social and professional networks with U.S. host institutions, local communities, and commercial sectors; and
5.) equip students for civic engagement when they return to their home communities.
The program supports U.S. foreign policy goals and strengthens America’s global leadership by advancing participants’ understanding of American values, institutions, and democratic norms. By building long-term relationships with future leaders and influencers in critical regions across the globe, Global UGRAD creates a beneficial network of future leaders with an affinity for the United States who promote America as the preferred partner for future engagement. The program’s activities prepare participants to return to their home countries and take on leadership roles in civil society, critical industries, and government. By equipping participants with skills in entrepreneurship, STEM, and business, the program supports U.S. prosperity by creating pathways for future collaborations with Americans in strategic sectors.
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)
- E1.1.12: Percent of foreign participants indicating a change in understanding of third-party countries’ cultures and values
- 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
- E2.0.01: Percent of foreign participants that volunteer in their host communities
- E2.0.04: Number of hours that foreign participants spend volunteering in their host communities
- 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)
- 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)
- E3.0.04: Percent of foreign participants who report increasing their network of third country nationals
- 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
- E4.0.03: Percent of participants reporting an increase in soft 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)
- E4.1.03: Number of ECA-supported international scholarships provided
- 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 toward 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.
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. 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: Stephanie Sanders, U.S. Department of State, Office of Academic Exchange Programs, Multi-Regional Programs Branch, ECA/A/E/MR, 202-634-0616, SandersSS@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.
June 2, 2026, 11:59pm Eastern Time (Washington, DC)
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. 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 ECA/A/E/MR Program Officer, Stephanie Sanders, 202-634-0616, SandersSS@state.gov for additional information.
d. 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.
e. 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.
f. Certification of Trafficking in Persons Compliance and Compliance Plan
Applicants are advised that they will be required to certify the following at the time of award for awards where the estimated value of services to be performed outside the United States exceeds $500,000:
- To the best of the recipient’s knowledge, neither the recipient, nor any subrecipient, contractor, or subcontractor of the recipient or any agent of the recipient or of such a subrecipient, contractor, or subcontractor, is engaged in any of the activities described in 2 CFR 175(a);
The recipient has implemented a Trafficking in Persons compliance plan to prevent activities described in 2 CFR 175(a) and is compliant with it; and compliance plan must be consistent with the requirements of 2 CFR 175(b)(4) and (5).
- That the recipient has procedures to prevent activities described in 2 CFR 175(a) and to monitor, detect, and terminate any subrecipient, contractor, subcontractor, or employee of the recipient engaging in them.
Recipients do not need to submit a copy of the plan. However, they must provide it to the Grants Officer upon request, and as appropriate, must post the useful and relevant contents of the plan or related materials on their website and at the workplace. Recipients must re-certify on an annual basis for the entire award period of performance.
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
FA S C-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:
(1) delivering any FASC-prohibited unmanned aircraft system, which includes unmanned aircraft (i.e., drones) and associated elements;
(2) Operating a FASC-prohibited unmanned aircraft system in the performance of the award; and
(3) 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 guidelines 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 the program idea and Program planning: Proposals should be original, well-defined, and relevant to ECA's mission. Proposals should have a detailed agenda and work plan that demonstrates your institution's ability to carry out the program. The plan should follow the program guidelines described in this solicitation and should be likely to provide maximum impact in achieving the proposed results.
b. Institutional Capacity and Institution’s Record/Ability: Proposals should include the necessary personnel and institutional resources to achieve the program results. The organization has expertise in exchange programs and the proposal demonstrates it has internal controls in place to manage federal funds. Proposals should demonstrate an institutional record of successful exchange programs and responsible fiscal management. ECA will consider the past performance of prior ECA recipients, including the timely submission of reports, and the demonstrated potential of new applicants.
c. Multiplier effect/impact and Follow-on Activities: Proposals should provide a plan for continued follow-on activity after the ECA supported program ends, ensuring that programs are not isolated events. Proposals should strengthen long-term mutual understanding between countries, including sharing of information and creating long-term institutional and individual linkages.
d. 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.
e. Cost-effectiveness and Cost sharing: Proposals should keep the overhead components of the proposal, including salaries and honoraria, as low as possible. All costs should be necessary and appropriate. Proposals should maximize cost sharing through other private sector support and institutional direct funding contributions.
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)
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:
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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.
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2 CFR 25 - UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT
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2 CFR 170 - REPORTING SUBAWARD AND EXECUTIVE COMPENSATION INFORMATION
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2 CFR 175 - AWARD TERM FOR TRAFFICKING IN PERSONS
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2 CFR 182 - GOVERNMENTWIDE REQUIREMENTS FOR DRUG-FREE WORKPLACE (FINANCIAL ASSISTANCE)
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2 CFR 183 - NEVER CONTRACT WITH THE ENEMY
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2 CFR 600 – DEPARTMENT OF STATE REQUIREMENTS
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U.S. DEPARTMENT OF STATE STANDARD TERMS AND CONDITIONS
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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 reports shall be due 90 days after the reporting period; 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.
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
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