FY 2026 Community College Administrator Program

ECA Performance Monitoring Plan (PMP) (DOCX)

# Performance Monitoring Plan (PMP)

Instructions:

The Monitoring Data for ECA (MODE) Framework provides standard indicators and corresponding survey questions to ensure consistent measures across all ECA programs. The Performance Monitoring Plan (PMP) in this document includes ALL MODE objectives and indicators that were created to collect data from program participants. While ECA recommends the applicant use the format provided, this is not a requirement. However, any performance monitoring reference document the applicant submits should include the information in the column headers (Indicator Name, Definition, Target, Survey Question, etc.) in the table below at a minimum.

To provide a PMP that will meet the solicitation review criteria, the applicant should take the following steps:

• Fill out the Applicant Name, FY and Program Title and Funding Opportunity # fields highlighted above

• Carefully review the solicitation document to identify the MODE indicators that were listed

• Review the additional (those not listed in the solicitation document) MODE Framework indicators listed in the table below to determine if they are relevant (meaning the applicant proposes that data should be collected for those indicators as part of this program)

• Those indicators that were NOT selected in steps 2 and 3 above can be deleted from the table below (to do this, click your mouse somewhere within the row you would like to delete, right-click, select “Delete Cells”, then “Delete Entire Row”. Repeat this process until the only MODE Framework indicators that remain are those identified during steps 1 and 2)

• Applicants may also design custom objectives and/or indicators that are specific to the proposed program and the proposed MODE Framework indicators are insufficient to cover all aspects of the program. Applicants should limit the number of these custom indicators, bearing in mind collection and reporting capacity, and prioritize additional measures identified in the solicitation.

For all indicators in the PMP that remain after steps 2-5 above, insert the target into the appropriate column. A target specifies a feasible and appropriate level of an output or outcome that is hoped for, expected, or intended.

Resources

More resources and guidance documents on the MODE Framework and PMP are available online (https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and). PMP-specific resources include:

• MODE Framework Indicator Book (https://app.box.com/s/9gvvxzxlm6bmvzqengqu8uad40yz2doe ):

MODE Performance Indicator Reference Sheets (https://app.box.com/s/r6x4elenw9pnicdtjyqv6rbyoczhp62t )

• PMP Creation Webinar (https://www.youtube.com/watch?v=WBHC1oLNZvI )

Definitions of PMP Columns

• Performance Indicator: An observable or measurable characteristic that indicates the extent to which a program objective is being achieved.

• Definition: Clarifies all terms necessary and provides details on how to calculate the data collected to measure the change expected.

• Disaggregation (“Disagg”): Lists how the data will be broken down into subgroups (such as: sex, age, state, country, etc.)

• Target: Specific, planned level of result to be achieved within an explicit timeframe

• Data Source and Required Survey Question: Specifies how the data will be obtained (such as a survey, observation, interview, etc.) and the mandatory question linked to the data source. Note that all MODE Framework survey questions are required (i.e. should be forced response); please see the Consent Language in the MODE Framework Indicator Book for an example of how to convey this to participants/survey respondents.

• When to Collect: Specifies when the indicator will be measured, for example: post-program, end of award, etc.

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:

Participant or Exchange Visitor - A person who has directly participated in an ECA-facilitated program (either ECA-funded or BridgeUSA) and been exposed to at least 10 hours of content or otherwise meets the requirements for entry into the Alumni Contact Engagement System (ACES). Participants do not include audiences who may watch, listen to, or otherwise interact with ECA program participants.

Participants of American Spaces programming include any individual who attends a program conducted by an American Space, whether that program is located at an American Space or an outside location. Individuals who attend virtual (online) or blended (partially online, partially in-person) programs are also considered participants.

“Exchange Visitors” on ECA’s Office of Private Sector Exchange (ECA/EC) programs are considered program participants.

• Host community - A community that sponsors, supports, or provides services for exchange programs and/or their participants. Host communities and institutions do not necessarily directly participate in a program. Benefits to this group most often occur through interaction with the participants and/or alumni during or after the program. Host community members comprise two groups:

• Host families who welcomed exchange visitors into their homes;

• Host institutions or businesses who provided professional or academic experiences to exchange visitors.

Virtual exchange - A sustained, multi-way interaction, that is 100% online, used to build networks and shared knowledge around policy priorities. For a program to be considered a virtual exchange, participants must engage with all content virtually. A series of virtual components can be considered an exchange if they are (1) originated as a unit with a collective start and end date and (2) are organized around a unifying theme. Examples of virtual elements include online skill-building workshops, virtual professional placements (internships), and virtual mentorships. A series of massive open online courses (MOOCs) would be considered an exchange if they are offered as a set (of say six classes) and are centered on a specific topic (for example, media literacy). Offering MOOCs as an online resource is not considered a virtual exchange program.

Virtual element - Single, stand-alone components offered as either add-on enrichment to an in-person program or as general outreach by ECA. Examples of virtual elements include online skill-building workshops, virtual professional placements (internships), and virtual mentorships. Offering single MOOCs to the general public or virtual pre-departure orientation webinars are both considered virtual elements. Additionally, online spaces for participants to communicate (such as a program Facebook page) are considered virtual elements.

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ECA Performance Monitoring Plan (PMP) (PDF)

PERFORMANCE MONITORING PLAN (PMP)
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:
1. Fill out the Applicant Name, FY and Program Title and Funding Opportunity # fields highlighted above
2. Carefully review the solicitation document to identify the MODE indicators that were listed
3. 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)
4. 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)
5. 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.
Last Updated: February 2025

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Resources
More resources and guidance documents on the MODE Framework and PMP are available online (https://eca.state.gov/impact/eca-monitoring-
evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and). PMP-specific resources include:
• MODE Framework Indicator Book (https://app.box.com/s/9gvvxzxlm6bmvzqengqu8uad40yz2doe ):
• MODE Performance Indicator Reference Sheets (https://app.box.com/s/r6x4elenw9pnicdtjyqv6rbyoczhp62t )
• PMP Creation Webinar (https://www.youtube.com/watch?v=WBHC1oLNZvI )
Definitions of PMP Columns
• Performance Indicator: An observable or measurable characteristic that indicates the extent to which a program objective is being
achieved.
• Definition: Clarifies all terms necessary and provides details on how to calculate the data collected to measure the change expected.
• Disaggregation (“Disagg”): Lists how the data will be broken down into subgroups (such as: sex, age, state, country, etc.)
• Target: Specific, planned level of result to be achieved within an explicit timeframe
• Data Source and Required Survey Question: Specifies how the data will be obtained (such as a survey, observation, interview, etc.) and
the mandatory question linked to the data source. Note that all MODE Framework survey questions are required (i.e. should be
forced response); please see the Consent Language in the MODE Framework Indicator Book for an example of how to convey this
to participants/survey respondents.
• When to Collect: Specifies when the indicator will be measured, for example: post-program, end of award, etc.
o A post-program collection should occur no later than 6 weeks after the participant has completed the program
o Award recipients are responsible for collecting indicator data on participant outputs and outcomes during the period of
performance of the program itself. Note: The Bureau will measure outcomes of ECA participants at one, three, five, and 10 years
after the program has ended to capture the long-term impact of ECA programming unless otherwise specified in the solicitation
for which you are applying. In this instance, the recipient will be responsible for coordinating with ECA on any alumni surveys to
de-duplicate questions and minimize potential survey fatigue.
Last Updated: February 2025

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Definitions of Key Terms
Each indicator in the table below includes a list of relevant terms in the indicator column. While terms vary across indicators, there are a few key
terms that apply to a high number of indicators. Those terms are listed below to save space in the table:
• Participant or Exchange Visitor - A person who has directly participated in an ECA-facilitated program (either ECA-funded or
BridgeUSA) and been exposed to at least 10 hours of content or otherwise meets the requirements for entry into the Alumni Contact
Engagement System (ACES). Participants do not include audiences who may watch, listen to, or otherwise interact with ECA program
participants.
o 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.
o “Exchange Visitors” on ECA’s Office of Private Sector Exchange (ECA/EC) programs are considered program participants.
• Host community - A community that sponsors, supports, or provides services for exchange programs and/or their participants. Host
communities and institutions do not necessarily directly participate in a program. Benefits to this group most often occur through
interaction with the participants and/or alumni during or after the program. Host community members comprise two groups:
o Host families who welcomed exchange visitors into their homes;
o Host institutions or businesses who provided professional or academic experiences to exchange visitors.
• Virtual exchange - A sustained, multi-way interaction, that is 100% online, used to build networks and shared knowledge around policy
priorities. For a program to be considered a virtual exchange, participants must engage with all content virtually. A series of virtual
components can be considered an exchange if they are (1) originated as a unit with a collective start and end date and (2) are organized
around a unifying theme. Examples of virtual elements include online skill-building workshops, virtual professional placements
(internships), and virtual mentorships. A series of massive open online courses (MOOCs) would be considered an exchange if they are
offered as a set (of say six classes) and are centered on a specific topic (for example, media literacy). Offering MOOCs as an online
resource is not considered a virtual exchange program.
• Virtual element - Single, stand-alone components offered as either add-on enrichment to an in-person program or as general outreach by
ECA. Examples of virtual elements include online skill-building workshops, virtual professional placements (internships), and virtual
mentorships. Offering single MOOCs to the general public or virtual pre-departure orientation webinars are both considered virtual
elements. Additionally, online spaces for participants to communicate (such as a program Facebook page) are considered virtual elements.
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
Demographic Questions
Home Country Used to identify subgroups for Country of Origin N/A N/A Survey (self-reported data) Post-
(Demographic) disaggregation. (Foreign participants only) Program
What is your home country?
[Drop Down: List of program
countries] – See Appendix C in
the Indicator Book
Home State Used to identify subgroups for Home State disaggregation. N/A N/A Survey (self-reported data) Post-
(Demographic) (American participants only) Program
What is your home state?
[Drop Down: List of U.S.
States] – See Appendix D in the
Indicator Book
Age Used to identify subgroups for Age disaggregation. N/A N/A Survey (self-reported data) Post-
(Demographic) Program
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
Sex Used to identify subgroups for Sex disaggregation. N/A N/A Survey (self-reported data) Post-
(Demographic) Program
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
Please select your biological
sex classification:
• Female
• Male
Race Used to identify subgroups for Race disaggregation. N/A N/A Survey (self-reported data) Post-
(Demographic) (American participants only) Program
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
Participant Type Used to identify the subgroup “Reciprocal” for Participant N/A N/A Survey (self-reported data) Post-
(Demographic) Type disaggregation. Program
(American participants only) Did you participate in a
reciprocal exchange?
Award recipients will need to identify whether a participant A reciprocal participant is an
is designated as 'Foreign', 'American', or 'Reciprocal' as American who travels to an
part of the disaggregations. The assumption is that those exchange participant's home
who answer the "Home Country" question can be country to assist the participant
designated as a 'Foreign participant', those who answer with their individual project
"Home State" can be designated as an 'American
participant', and those who answer the associated question • Yes
with a "yes" can be designated as a 'Reciprocal participant' • No
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
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
E1.1.01: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
of participants Terms • Age completed Program
reporting that
• Country of origin
by the Do you agree with the
their program Counting Frequency applicant following statement?
• Home state
experience Each respondent should only be counted once in the
• Race
offered reporting year following their program completion. My program offered
• Participant type:
opportunities to opportunities for making
American, foreign,
engage with Calculations cultural connections and
reciprocal
other cultures To calculate percentage, numerator will be number of sharing. For example:
respondents who answered “yes” while the denominator Conversations about each
others’ countries, attending
will be the total number of question respondents. Divide
cultural events, etc.
the numerator by the denominator and then multiply by 100
• Yes
for the percent value.
• No
E1.1.04: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
participants with • Country of origin by the Did your views of the United
more favorable Counting Frequency • Home state applicant States government change as a
opinions of the Each respondent should only be counted once in the • Race result of your program
United States reporting year following their program completion. • Participant type: participation?
Government
American, foreign,
• Yes
(core indicator)
Calculations reciprocal • No
To calculate percentage, numerator will be number of
respondents who select “much more favorable” OR If YES:
“somewhat more favorable” on the survey question. The
denominator will be the total number of question How did your views of the
respondents. Divide the numerator by the denominator and United States government
then multiply by 100 for the percent value. change? Are your views:
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
• Much less favorable
• Somewhat less favorable
• Somewhat more favorable
• Much more favorable
E1.1.09: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
participants who • Country of origin by the Before this exchange program,
traveled abroad Abroad – A country outside of one’s home country • Home state applicant had you traveled outside of
for the first time
• Race
your home country?
because of their Counting Frequency • Participant type: • Yes
program
Each respondent should only be counted once in the American, foreign, • No
(core indicator)
reporting year following their program completion. reciprocal
If YES:
Calculations
To calculate percentage, numerator will be number of Why did you travel outside of
respondents who answered “no” to the first question while your home country? Select all
the denominator will be the total number of question that apply.
respondents. Divide the numerator by the denominator and • Tourism
then multiply by 100 for the percent value. • 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]
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
E1.1.10: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
foreign • Country of origin by the Before this exchange program,
participants who Counting Frequency applicant had you traveled to the United
traveled to the Each respondent should only be counted once per reporting States?
United States year following their program completion. • Yes
for the first time
• No
during their Calculations
program To determine the percent value, numerator is number of If YES:
(core indicator)
respondents who reply “no” to the first question while
denominator will be the total number of question Why did you travel to the
respondents. Divide the numerator by the denominator and United States? Select all that
then multiply by 100 for the percent value. 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]
E1.1.11: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
American
• Home state
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
participants Host country - The country in which the participant • Race by the How much did participation in
indicating a traveled to for their exchange program. • Participant type: applicant the exchange program change
change in their American, your understanding or
understanding of Counting Frequency reciprocal knowledge of the following
their host Each respondent should only be counted once in the topics?
country's culture reporting year following their program completion. • Host country political system
and values • Host country economy
Calculations • Foreign affairs of my host
Responses to each item should be scored in the following country
manner: • Domestic affairs in my host
No Change – 1 country
Minimal Change – 2 • Host country values and
culture
Moderate Change – 3
• Daily life in my host country
Substantial Change – 4
• Freedom of speech and press
in my host country
The response scores for each item should be summed and
• Voluntary community
divided by the number of items they responded to in order
service in my host country
to give an average question score for each respondent.
[Scale: No Change, Minimal
To determine the percent value, the numerator is the
Change, Moderate Change,
number of respondents whose average question score is 2
Substantial Change]
or greater while the denominator will be the total number
of question respondents. Divide the numerator by the
denominator and then multiply by 100 for the percent
value.
E1.1.12: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
foreign • Country of origin by the Thinking about the participants
participants Third-party country - A country that is not the applicant you met from other countries
indicating a participant/alumni’s home or host country. Generally, this (not your home country or the
change in refers to the home countries of fellow participants. U.S.), how much did
understanding of participation in the program
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
third-party Counting Frequency change your understanding or
countries’ Each respondent should only be counted once in the knowledge of the following
cultures and reporting year following their program completion. topics related to those
values countries?
Calculations • Political system
Responses to each item should be scored in the following • Economy
manner: • Foreign affairs
No Change – 1 • Domestic affairs
Minimal Change – 2 • Values and culture
Moderate Change – 3 • Daily life
Substantial Change – 4 • Freedom of speech and press
• Voluntary community
The response scores for each item should be summed and service
divided by the number of items they responded to in order
to give an average question score for each respondent. [Scale: No Change, Minimal
Change, Moderate Change,
Substantial Change]
To determine the percent value, numerator is number of
respondents whose average question score is 2 or greater
while the denominator will be the total number of question
respondents. Divide the numerator by the denominator and
then multiply by 100 for the percent value.
E1.1.13: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
of foreign Terms • Age completed Program
participants who • Country of origin by the Compared to before your
are more likely Counting Frequency applicant program participation, how
to recommend Each respondent should only be counted once in the likely are you now to
the United reporting year following their program completion. recommend the United States as
States as a good a good place to study?
place to study Calculations • Much more unlikely
To determine the percent value, numerator is number of • Somewhat more unlikely
respondents who reply “much more likely” or “somewhat • Somewhat more likely
more likely” while denominator will be the total number of Much more likely
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
question respondents. Divide the numerator by the
denominator and then multiply by 100 for the percent
value.
E1.1.16: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
virtual exchange
• Country of origin
by the In the future, are virtual
(VE) Virtual exchange - See Definitions of Key Terms applicant exchanges likely to be your
• Home state
participants who
• Race
only way to interact with
report VE as Virtual element - See Definitions of Key Terms citizens from other countries?
• Participant type:
their only likely • Yes
American, foreign,
way to interact Counting Frequency • No
reciprocal
with citizens Each respondent should only be counted once per reporting • I don’t know
from other
year following their program completion.
countries in the
future
Calculations
To calculate percentage, numerator will be number of
respondents who answered “yes” while the denominator
will be the total number of question respondents. Divide
the numerator by the denominator and then multiply by 100
for the percent value.
This indicator counts participants involved in virtual
exchange programs (see definition above) and WILL NOT
count participants engaging with virtual program elements
as part of a non-virtual program.
E1.1.17: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
foreign • Country of origin by the Did your views of the American
participants with Counting Frequency applicant people change as a result of
more favorable Each respondent should only be counted once in the your program participation?
opinions of the reporting year following their program completion. • Yes
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
American • No
people Calculations
(core indicator) To determine the percent value, numerator is number of If YES:
respondents who reply “much more favorable” OR
“somewhat more favorable” while the denominator will be How did your views of the
the total number of question respondents. Divide the American people change? Are
numerator by the denominator and then multiply by 100 for your views:
the percent value.
• Much less favorable
• Somewhat less favorable
• Somewhat more favorable
• Much more favorable
E1.1.18: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
foreign
• Country of origin
by the How much did participation in
participants Counting Frequency applicant the program change your
indicating an Each respondent should only be counted once in the understanding or knowledge of
increase in reporting year following their program completion. each of the following topics?
understanding of • United States democracy
United States Calculations • United States economy
culture and Responses to each item should be scored in the following • Foreign affairs of the United
values
manner: States
(core indicator)
No Change – 1 • Domestic affairs in the
Minimal Change – 2 United States
Moderate Change – 3
• United States values and
Substantial Change – 4
culture
• Daily life in the United
The response scores for each item should be summed and
States
divided by the number of items they responded to in order
• Freedom of speech and press
to give a total question score for each respondent.
in the United States
• Voluntary community
service in the United States
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
To determine the percent value, numerator is number of
respondents whose total question score is 2 or greater while [Scale: No Change, Minimal
the denominator will be the total number of question Change, Moderate Change,
respondents. Divide the numerator by the denominator and Substantial Change]
then multiply by 100 for the percent value.
E1.1.19: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
participants • Country of origin by the To what extent do you agree or
agreeing with Democratic values - The ideas or beliefs that make a applicant disagree with the statements
• Home state
statements in society fair, including: democratic decision-making, below?
• Race
support of freedom of speech, and equality before the law. • Voting is important because
• Participant type:
democratic real decisions are made in
American, foreign,
values Counting Frequency elections
Each respondent should only be counted once in the reciprocal
(core indicator)
• Free and fair elections are
reporting year following their program completion.
the cornerstone of
democracy
Calculations
Responses to each item should be scored in the following • An independent media is
manner: important to the free flow of
Strongly disagree – 1 information
Disagree – 2 • All citizens in a country
Neither disagree nor agree – 3 should have equal rights and
Agree – 4
protections under the law,
Strongly agree – 5
regardless of circumstances
Don’t know/can’t ascertain – 0
• The rule of law is
fundamental to a functioning
To determine the percent value, numerator is the number of
democracy
respondents whose average question score is greater than or
equal to 4 on a 1-5 scale while the denominator will be the • Individuals have the right to
total number of question respondents. Divide the numerator free speech and to voice
by the denominator and then multiply by 100 for the opposition
percent value.
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
• 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]
ECA Objective 2: Increase the impact that participants and alumni have on their communities / countries
E2.0.01: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
of foreign Terms • Age completed Program
participants that • Country of origin by the Did you volunteer your time
volunteer in Volunteer - To offer one’s time or services to an applicant during your exchange?
their host organization or community effort for free. Volunteering • Yes
communities does not include time spent working as part of a • No
professional placement. • My program did not offer the
opportunity to volunteer
Host community - See Definitions of Key Terms
Counting Frequency
Each respondent should only be counted once in the
reporting year following their program completion.
Calculations
To calculate the percentage, the numerator will be the
number of respondents who answered “yes” while the
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
denominator will be the total number of question
respondents. Divide the numerator by the denominator and
then multiply by 100 for the percent value.
E2.0.04: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Number of Terms • Age completed Program
hours that
• Country of origin
by the How many hours did you spend
foreign Volunteer - To offer one’s time or services to an applicant volunteering during your
participants organization or community effort for free. Volunteering exchange program? (Please
spend does not include time spent working as part of a note that volunteer hours do
volunteering in professional placement. not include time spent working
their host
as part of your professional
Host community - See Definitions of Key Terms placement.)
communities
Counting Frequency Fill in the blank: __________
Each respondent should only be counted once in a [validate as numeric]
reporting year following their program completion.
Calculations
Participants will complete a survey question that will
request the number of hours of time spent volunteering
during their exchange program.
The total number of hours for all participants should be
reported.
ECA Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits communities/countries
E2.2.01: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
participants who • Country of origin by the As a result of your program
have more Home community - The community that the program applicant participation, how has your
• Home state
confidence in participant originates from and will return to at the confidence in each of the
• Race
their ability to conclusion of the program. following changed?
have an impact
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
in their home Home country - The country in which the program • Participant type: • I have the ability to make a
country participant resides prior to their program participation. American, foreign, difference in the community
(core indicator) reciprocal where I live
Counting Frequency • I have the ability to make a
Each respondent should only be counted once in the difference in the country
reporting year following their program completion. where I live
• I have the ability to make a
Calculation difference in the global
To determine the percent value, numerator is number of community
respondents that responded “more confident” to the
statement about their ability to make a difference in the
[Scale: I am less confident; No
‘community where I live’ and/or ‘country where I live’
change in confidence, I am
while the denominator will be the total number of question
more confident]
respondents. Divide the numerator by the denominator and
then multiply by 100 for the percent value.
ECA Objective 3: Strengthen engagement among participants, alumni, beneficiaries, and institutions
E3.0.02: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
foreign
• Country of origin
by the Are you still in contact with any
participants who Network - An interconnected or interrelated group or applicant Americans you met during your
report increasing system. In the context of MODE, this refers to an program?
their network of interconnected or interrelated group intentionally • Yes
Americans convened, sustained, or otherwise facilitated through ECA • No
(core indicator) programming.
If YES:
Counting Frequency
Each respondent should only be counted once in the Are the contacts you maintain
reporting year following their program completion. with Americans personal,
professional, or both?
Calculations • Personal
• Professional
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
To determine the percent value, numerator is number of • Both personal and
respondents who reply “yes” to the first question item professional
while the denominator will be the total number of question
respondents. Divide the numerator by the denominator and
then multiply by 100 for the percent value.
E3.0.04: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
foreign • Country of origin by the Are you still in contact with any
participants who Network- An interconnected or interrelated group or applicant individual not from the U.S.
report increasing system intentionally convened, sustained, or otherwise and not from your own country
their network of facilitated through ECA programming. that you met during your
third country program?
nationals Third-country national - A third country stakeholder is •Yes
defined as a person or institution who does not have the •No
same nationality and is not from the country in which the
If YES:
exchange took place or from the country of a participant of
the exchange.
Are the contacts you maintain
with these individuals personal,
Counting Frequency
professional, or both?
Each respondent should only be counted once in the
•Personal
reporting year following their program completion.
•Professional
•Both personal and professional
Calculations
To determine the percent value, numerator is number of
respondents who reply “yes” to the first question item
while the denominator will be the total number of question
respondents. Divide the numerator by the denominator and
then multiply by 100 for the percent value.
E3.0.07: Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
Percent of Terms • Age completed Program
participants who
• Country of origin
by the
identify as a Counting Frequency applicant
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
Department of Each respondent should only be counted once in the • Home state Do you consider yourself a
State program reporting year following their program completion. • Race participant of a U.S.
participant • Participant type: Department of State program?
(core indicator) Calculations American, foreign, • Yes
To calculate percentage, numerator will be number of reciprocal • No
participants who answered “yes” in response to the survey
question. The denominator will be the total number of
question respondents. Divide the numerator by the
denominator and then multiply by 100 for the percent
value.
ECA Sub-Objective 3.1: Alumni subscribe to platforms for resources and information-sharing
E3.1.02: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
of participants Terms • Age completed Program
who learned • Country of origin by the Through your program
about new Resource – Information that is new and potentially useful • Home state applicant experience, did you learn about
resources to the participant. Can include information guidance that is any of the following
• Race
either personal or professional. Does not include persons. Department of State-managed
• Participant type:
Can be information provided during any portion of the resources? Select all that apply.
American, foreign,
program process (pre-program, during the program, or • Small grants applications from
reciprocal
immediately post-program – such as a Congress or the U.S. Government [Carry
concluding event). forward selection to next
question]
• Alumni Engagement
Counting Frequency Innovation Fund (AEIF)
Each respondent should only be counted once in the applications [Carry forward
reporting year following their program completion. selection to next question]
• Citizen Diplomacy Action
Calculations Fund applications [ask of
To calculate percentage, numerator will be number of American alumni only] [Carry
respondents who select at least one of the survey question forward selection to next
response options EXCEPT “None of the above” to the first question]
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
question, while the denominator will be the total number of • Project Development toolkits
question respondents. Divide the numerator by the [Carry forward selection to next
denominator and then multiply by 100 for the percent question]
value. • 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?
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
• Yes
• No
E3.1.05: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
of participants Terms • Age completed Program
who are • Country of origin by the Are you connected with the
connected to Digital platform - A digital place, opportunity, or event for applicant Department of State
• Home state
ECA through a public discussion or interpersonal engagement intentionally International Exchange Alumni
• Race
U.S. Department convened, sustained, or otherwise facilitated through ECA Network on the following
• Participant type:
of State- programming. digital platforms?
American, foreign,
managed • Registered on the
reciprocal
platform Counting Frequency alumni.state.gov website
Each respondent should only be counted once in the (https://alumni.state.gov)
reporting year following their program completion. • Follow @Exchangealumni on
Twitter,
Calculations • Connected with Alumni
To calculate percentage, numerator will be number of Affairs on LinkedIn
respondents who select “yes” to at least one of the survey (https://www.linkedin.com/in/al
question response options while the denominator will be umni-affairs-9b871b103)
the total number of question respondents. Divide the
numerator by the denominator and then multiply by 100 for [Scale: Yes/No/I don’t know]
the percent value.
ECA Objective 4: Strengthen personal, professional, and technical abilities and aptitudes of participants and beneficiaries
E4.0.01: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported) Post-
of participants Terms • Age completed Program
reporting
• Country of origin
by the [NOTE: This question is also
increases in Counting Frequency applicant included in Indicators E4.0.03
• Home state
their job Each respondent should only be counted once in the and E4.0.05. If these are to be
• Race
skills as a result reporting year following their program completion. included in a survey, this
of their program
• Participant type: question can be asked once,
participation Calculations American, foreign, with up to two follow-up
To determine the percent value, numerator is number of reciprocal questions based on an
affirmative response.]
respondents who reply “yes” while the denominator will be
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
the total number of question respondents. Divide the
numerator by the denominator and then multiply by 100 for Did you increase your personal
the percent value. and/or professional skills as a
result of your participation in
this program?
• Yes
• No
E4.0.03: Percent Soft skills - Qualities and behaviors an individual • Sex To be Survey (self-reported) Post-
of participants demonstrates to interact with others effectively. Examples • Age completed Program
reporting an include communication, listening, self-awareness, • Country of origin by the NOTE: Question 1 is also
increase in soft awareness of others, self-initiative, cognitive competence applicant included in Indicator 4.0.01
• Home state
skills as a result skills, self-confidence, resourcefulness/resilience, and and 4.0.05. If at least two of
• Race
decision-making and problem-solving skills. those questions are to be
of their program
• Participant type: included in a survey, question 1
participation
Participant or Exchange Visitor – See Definitions of Key American, foreign, can be asked once, with up to
Terms reciprocal two follow-up questions based
on an affirmative response.
Counting Frequency
Each participant should only be counted once in the Did you increase your personal
reporting year following their program completion. and/or professional skills as a
result of your participation in
Calculations this program?
To determine the percent value, numerator is number of • Yes
respondents who select at least one answer option except • No
for “none of the above skills” in the second question while
the denominator will be the total number of question If YES:
respondents. Divide the numerator by the denominator and
then multiply by 100 for the percent value. Please select the personal skills
you increased. Select all that
apply.
• Leadership skills
• Communication skills
• Listening skills
• Self-awareness
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
• Self-initiative
• Self-confidence
• Resourcefulness
• Decision-making skills
• Problem-solving skills
• Other: ______ [write-in]
• None of the above skills
E4.0.05: Percent Technical skills - Knowledge and ability to perform • Sex To be Survey (self-reported data) Post-
of participants specific tasks. Examples of technical skills include project • Age completed Program
who report an management, entrepreneurship, journalism, teaching • Country of origin by the NOTE: Question 1 is also
increase in instruction, science, technology, engineering and applicant included in Indicator 4.0.01
• Home state
technical skills mathematics (STEM) competence. and 4.0.03. If at least two of
• Race
these questions are to be
as a result of
Participant or Exchange Visitor – See Definitions of Key • Participant type: included in a survey, question 1
their program
Terms American, foreign, can be asked once, with up to
participation
reciprocal two follow-up questions based
Counting Frequency on an affirmative response.
Each respondent should only be counted once in the
reporting year following their program completion. Did you increase your personal
and/or professional skills as a
Calculations result of your participation in
To determine the percent value, numerator is number of this program?
respondents who select at least one answer option EXCEPT • Yes
for “none of the above skills” in the second question while • No
the denominator will be the total number of question
respondents. Divide the numerator by the denominator and If YES:
then multiply by 100 for the percent value.
Please select the professional
skills you increased. Select all
that apply.
• Project management skills
• Business management skills
• Entrepreneurship skills
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
• Journalism skills
• Teaching skills
• Science competence
• Technology competence
• Engineering competence
• Mathematics competence
• Other: ______ [write-in]
• None of the above skills
E4.0.09: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported) Post-
of participants Terms • Age completed Program
reporting an • Country of origin by the 1. Did you improve your
increase in Counting Frequency applicant language skills in a foreign
• Home state
language skills Each respondent should only be counted once in the language as a result of the
• Race
as a result of reporting year following their program completion. program?
• Participant type:
their program
• Yes
American, foreign,
participation Calculations • No
To determine the percent value, numerator is number of reciprocal
respondents who answered yes in question 1, while the If YES to question 1, ask
denominator will be the total number of question questions 2 and 3:
respondents. Divide the numerator by the denominator and 2. Which of the following
then multiply by 100 for the percent value 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
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
• 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.]
3. 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
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
• Able to speak fluently and
accurately in all situations
• Proficiency equivalent to
that of a native speaker
E4.0.14: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported) Post-
of participants Terms • Age completed Program
reporting new • Country of origin by the As a result of your participation
digital applicant in the program, did you gain
Digital skill/competencies – Digital skills are defined as a • Home state
skills/competenc new digital
range of abilities to use digital devices, communication • Race
skills/competencies?
ies gained from
applications, and networks to access and manage • Participant type:
• Yes
virtual exchange
information, and to participate in a virtual program. Skills American, foreign,
(VE) • No
include: knowledge about various low and high-tech reciprocal
programming
technologies (such as the internet, digital video, software
programs, etc.), knowledge of how various technologies
can be used to communicate with others, knowledge
required by teachers for integrating technology into their
classrooms, and/or creating content for various
technologies.
Virtual Exchange - See Definitions of Key Terms
Virtual Elements - See Definitions of Key Terms
Counting Frequency
Each respondent should only be counted once in the
reporting year following their program completion.
Calculations
To determine the percent value, numerator is number of
respondents who respond “yes” to the question, while the
denominator will be the total number of question
respondents. Divide the numerator by the denominator and
then multiply by 100 for the percent value.
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
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
E4.1.01: Total Participant or Exchange Visitor – See Definitions of Key • Sex To be Administrative data from award Annually
number of Terms • Age completed recipients - not collected from
participants • Country of origin by the the participant surveys
(core indicator) Counting Frequency • Home state applicant
Each participant should only be counted once per semi-
• Race
annual reporting cycle following their program completion.
• Participant type:
American, foreign,
reciprocal
E4.1.02: Total Program cohort - A group of participants hosted separately • Cohort type: To be Administrative data from award Annually
number of under a program umbrella and following a set course of inbound, completed recipients - not collected from
program cohorts activities and/or study. For instance: outbound, virtual by the the participant surveys
(core indicator) • IVLP is a program – each individual IVLP project applicant
conducted in a year would be considered a separate
cohort.
• PFP is a program – the two groups of participants
PFP brings to the US each year are each considered
separate cohorts.
• Arts Envoy is a program- each group of artists that
travels is considered a separate cohort. A band or
group of musicians would be considered a cohort
but each individual should be counted separately as
a participant.
Counting Frequency
Last Updated: February 2025

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Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
Each cohort should only be counted once per semi-annual
reporting cycle following its completion.
E4.1.03: Scholarships - Monetary assistance provided by ECA for • Amount: $0-5000; To be Administrative data from award Semi-
Number of students and/or professionals to attend college or university $5001- $10,000; completed recipients - not collected from Annually
ECA-supported abroad. $10,001+ by the the participant surveys
international • Participant type: applicant
scholarships Counting Frequency
American, foreign
All scholarships should be counted even if more than one
provided
scholarship goes to the same individual. Scholarships
should be counted once per semi-annual reporting cycle
during which they were awarded.
E4.1.04: Professional placement - A position placement a participant • Host type: family, To be Administrative data from award Semi-
Number of holds during their exchange program with a host institution business/professio completed recipients - not collected from Annually
professional for the purpose of professional development. These are nal organization, by the the participant surveys
placements most commonly internships, but can also include job academic applicant
shadowing, mentoring or a professional project as well.
institution,
government
Host institution - An institution that provides support to or
agency
benefits from the participation of program participants.
Benefits to this group most often occur through interaction
with the participants and/or alumni during or after the
program.
Professional development - The act of learning and/or
improving skills in order to better meet professional goals.
Professional development activities can include formal
coursework, attending conferences, and informal learning
opportunities situated in practice; i.e. informal peer-to-peer
interaction and learning, or opportunities through
knowledge sharing.
Counting Frequency
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
Each placement should only be counted once the placement
has been completed and only once per semi-annual
reporting cycle. If a participant holds more than one
placement during their exchange program, each placement
should be counted.
E4.1.05: Participant or Exchange Visitor – See Definitions of Key • Sex To be Administrative data from award Semi-
Number of Terms • Age completed recipients - not collected from Annually
participants in • Country of origin by the the participant surveys
programs with a Media literacy component- An educational portion of a applicant
• Home state
media literacy program that focuses on the ability to identify different
• Race
component types of media and the messages they are sending. It
• Participant type:
includes activities such as a training, a talk or seminar on
American, foreign,
media literacy or how to teach media literacy, training for
journalism, connecting participants with media experts or reciprocal
providing resources for media literacy.
Counting Frequency
Each participant should only be counted once per semi-
annual reporting cycle following their program completion.
E4.1.06: Participant or Exchange Visitor – See Definitions of Key • Sex To be Administrative data from award Semi-
Number of Terms • Age completed recipients - not collected from Annually
participants in • Country of origin by the the participant surveys
programs with Counting Frequency applicant
• Home state
formal, Each participant should only be counted once per semi-
• Race
dedicated annual reporting cycle following their program completion
• Participant type:
language
American, foreign,
learning
reciprocal
activities
E4.1.07: Training - An organized activity that is designed and N/A To be Administrative data from award Semi-
Number of implemented to build capacity and has specific learning completed recipients - not collected from Annually
instruction objectives – expected knowledge, skills and/or by the the participant surveys
methodology competencies to be gained by participants. Trainings of any applicant
length with this purpose should be counted. Building
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
trainings capacity means that recipients of training gain increased
implemented knowledge, skills, and/or competencies.
This indicator specifically measures “instruction
methodology” related trainings.
Instruction methodology trainings – Those trainings related
to furthering skills in teaching.
Counting Frequency
Each training should only be counted once per semi-annual
reporting cycle.
E4.1.08: Fellowship - A program that allows students and recent • Sex To be Administrative data from award Semi-
Number of graduates to work with an institution on a specific project • Age completed recipients - not collected from Annually
language to be completed during a set period of time. Fellowships • Home state by the the participant surveys
teaching fellows are explicitly designed to produce academic research applicant
• Race
enrolled and/or increase professional development of the fellow.
Language teaching fellow - Through the English Language
Fellow (EL Fellow) and Virtual Educator Programs, highly
qualified U.S. educators in the field of Teaching English to
Speakers of Other Languages (TESOL) participate in 10-
month-long fellowships at academic institutions throughout
the world.
Counting Frequency
The number of fellows enrolled in the current reporting
year should be counted. Fellows are considered enrolled if
they have started their program. Fellows should only be
counted once per semi-annual reporting cycle even if they
participate in multiple fellowships concurrently.
E4.1.11: Participant or Exchange Visitor – See Definitions of Key • Sex To be Administrative data from award Annually
Number of Terms • Age completed recipients - not collected from
American • Home state the participant surveys
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
reciprocal Reciprocal Exchange Participant - An American who • Race by the
exchange travels to an exchange participant’s home country to assist applicant
participants the participant with their individual project.
Counting Frequency
Each participant should only be counted once per semi-
annual reporting cycle following their program completion
E4.1.13: Fellowship - A fellowship is a program that allows students • Sex To be Administrative data from award Semi-
Number of and recent graduates to work with an institution on a • Age completed recipients - not collected from Annually
fellows specific project to be completed during the fellowship • Home state by the the participant surveys
completing period. Fellowships are explicitly designed to produce applicant
• Race
language academic research and/or increase professional
development of the fellow.
teaching
fellowships
Language teaching fellow - Through the English Language
Fellow (EL Fellow) and Virtual Educator Programs, highly
qualified U.S. educators in the field of Teaching English to
Speakers of Other Languages (TESOL) participate in 10-
month-long fellowships at academic institutions throughout
the world.
Counting Frequency
The number of fellows enrolled in the current reporting
year should be counted. Fellows should only be counted
once per semi-annual reporting cycle even if they
participate in multiple fellowships concurrently
E4.1.14: Virtual Exchange - See Definitions of Key Terms N/A To be Administrative data from award Annually
Number of completed recipients - not collected from
virtual exchange Program - The overarching umbrella under which all by the the participant surveys
(VE) programs activities take place. Or alternatively, it is the official name applicant
that is listed in ACPD’s comprehensive annual report on
public diplomacy and international broadcasting
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
Program components - The individual program activities
that cohorts participate in.
Counting frequency
Each program should only be counted once in the annual
reporting cycle (by tasker
E4.1.15: Participant or Exchange Visitor – See Definitions of Key • Sex To be Administrative data from award Annually
Number of Terms • Age completed recipients - not collected from
participants in • Country of origin by the the participant surveys
virtual exchange Virtual Exchange - See Definitions of Key Terms applicant
• Home state
(VE) programs
• Race
Virtual elements - See Definitions of Key Terms
• Participant type:
American, foreign,
Counting Frequency
Each respondent should only be counted once in the reciprocal
reporting year following their program completion.
Calculations
This indicator counts participants involved in virtual
exchange programs (see definition above) and WILL NOT
count participants engaging with virtual program elements.
Each participant should only be counted once per semi-
annual reporting cycle following their program completion
E4.1.16: Audience member - A person who attends an event and is N/A To be Administrative data from award Followin
Number of not a program participant. completed recipients - not collected from g each
audience by the the participant surveys event
members Cultural events - Can include events such as concerts or applicant
attending movie screenings; these can be hosted in the United States
or abroad but must be done in conjunction with an ECA
cultural events
program.
Counting Frequency
Audience members should be counted following each
event.
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
ECA Sub-Objective 4.2: Increase ability of participants to recognize and counter disinformation
E4.2.01: Percent Participant or Exchange Visitor – See Definitions of Key • Sex To be Survey (self-reported data) Post-
of participants Terms • Age completed Program
that report
• Country of origin
by the How would you rate your
increased ability Disinformation - False or misleading information that is applicant ability to do each of the
• Home state
to counter spread deliberately to deceive. Disinformation can include following now compared to
• Race
disinformation authentic information or true facts that are used in the before program participation?
wrong context to make false connections, or it can be • Participant type: For each, please indicate if your
outright false information or propaganda. American, foreign, ability increased, stayed the
reciprocal same, or decreased.
Counting Frequency • Validate information I see in
Each respondent should only be counted once in the the media
reporting year following their program completion. • Identify accurate information
• Think critically about
Calculations information I see online
To determine the percent value, numerator is number of • Evaluate everyday
respondents that replied “Increased” for at least one information I receive from
question item while the denominator will be the total multiple sources
number of question respondents. Divide the numerator by • Identify false information
the denominator and then multiply by 100 for the percent
value. [Scale: Decreased, Stayed the
same, Increased]
ECA Objective 8: Enhance the quality and effectiveness of ECA programs by leveraging the Bureau’s resources, policy, and stakeholder relationships
E8.0.03: Participant or Exchange Visitor – See Definitions of Key N/A 60% Survey Records Post-
Response rate Terms Program
for participant
surveys Counting Frequency
(core indicator) 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
Last Updated: February 2025

---

Performance Definition Disagg. Target Data Source and Required* When to
Indicator Survey Question Collect
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.
Last Updated: February 2025

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FY26 Community College Administrator Program NOFO

U.S. Department of State
Bureau of Educational and Cultural Affairs (ECA)
Notice of Funding Opportunity (NOFO)
FY2026 Community College Administrator Program
Funding Opportunity Number: DFOP0017811
Application Deadline: April 20, 2026
A. Basic Information
B. Eligibility
C. Program Description
D. Application Contents and Format
E. Submission Requirements and Deadlines
F. Application Review Information
G. Award Notices
H. Post-Award Requirements and Administration
I. Other Information
A. Basic Information
1. Overview.
Funding Opportunity Title FY26 Community College Administrator
Program
Funding Opportunity DFOP0017811
Number
Announcement Type New Cooperative Agreement
Deadline for Applications April 20, 2026, 11:59pm Eastern (Washington
DC time)
Assistance Listing Number 19.408

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Length of Performance 36 months
Period
Number of Awards One
Anticipated
Award Amount $550,000, pending the availability of funds
Total Available Funding $550,000, pending availability of funds
Type of Funding FY26 Educational and Cultural Exchange
Programs (ECE) Funds
Funding Instrument Type Cooperative Agreement
Anticipated Award Date June 15, 2026
This notice is subject to availability of funding. Issuance of the NOFO does not
constitute an award commitment on the part of the Government.
ECA reserves the right to reduce, revise, or increase proposal budgets in
accordance with the needs of the program and the availability of funds.
2. Executive Summary.
The Community College Administrator Program’s (CCAP) goal is to advance U.S.
global leadership in vocational-technical education, support systemic education
policy change in priority countries, and foster strategic partnerships that advance
U.S. interests in trade and commerce. By showcasing America’s specialized
approach to vocational-technical education, CCAP will help reduce reliance on
foreign aid and cultivate trade and business relationships that strengthen U.S.
supply chains and economic interests. CCAP will introduce approximately 20 foreign
higher education officials and senior administrators to the U.S. community college
model through a maximum six-week program, to be implemented approximately
between October 2026 and June 2027. The program consists of a virtual exchange
and up to four weeks of in-person programming in the United States, featuring site
visits, industry engagement, and a one-week executive dialogue. Cohorts include
government or high-level officials with higher education planning responsibilities
and senior administrators from post-secondary vocational and technical institutions,
selected from one or more countries. The program will examine the key tenets of
community college administration and cutting-edge programs at U.S. community
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colleges that address local educational and labor market needs. In support of U.S.
foreign policy, the program will build participant higher education policy knowledge
regarding community college administration in key areas including, but not limited
to, developing talent pipelines, curriculum development, program assessment,
finance and fundraising, and private sector partnerships. The successful applicant
will provide responsive and flexible programming and exhibit an ability to tailor
activities to U.S. priorities for vocational-technical education that leads to
measurable positive policy change. ECA, in consultation with regional bureaus, U.S.
embassies, and Fulbright commissions, will finalize the structure of the program
which will be tailored to foreign policy priorities and focus on strategic sectors
appropriate to meet program goals and objectives.
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. Organizations should maximize cost-efficient models while ensuring
appropriate staffing to maintain participant health and safety as well as appropriate
financial and administrative standards.
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 $550,000.
Therefore, organizations must demonstrate four years of experience in
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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 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 details 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 in order 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.
CCAP will examine the key tenets of community college administration and cutting-
edge programs at U.S. community colleges that address local educational and labor
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market needs. The program fosters a global network between and among U.S. and
foreign administrators in vocational-technical education, building connections to
support U.S. competitiveness. CCAP introduces foreign higher education leaders to
the key tenets of U.S. community college administration and innovative approaches
to addressing labor market demands. Participants apply these practices in their
home countries, expanding American influence and supporting U.S. competitiveness
in critical fields with priority economic partners.
3. Program Specific Guidelines.
CCAP will introduce approximately 20 foreign higher education leaders to the U.S.
community college model through a maximum six-week program. The program
includes a virtual exchange and up to four weeks of in-person programming in the
United States, to include a one-week executive dialogue. Each CCAP cohort should
include approximately five government or other high-level officials with higher
education planning responsibilities and approximately 15 senior administrators
from post-secondary vocational-technical institutions. Cohorts will consist of
participants from one or more countries selected by the U.S. Department of State.
The successful proposal should emphasize how the applicant will incorporate
specific knowledge of both the United States and a participating country’s
educational system, labor market demands, and current initiatives in vocational-
technical education in order to tailor the program’s curriculum and activities to best
provide participants with tools to implement positive policy change.
Pre-Program Planning and Preparation: The proposal should include a plan
describing how the applicant will successfully acquire the necessary expertise in the
selected country’s vocational-technical educational system to successfully tailor the
program’s curriculum for maximum impact. During this phase of the program, the
implementing partner will communicate with Public Diplomacy Sections of U.S.
embassies and/or with Fulbright commissions to determine the institutions and
regions in the selected country or countries that will be targeted by the program
recruitment. Programmatic focus areas that advance U.S. opportunities for U.S.
business and trade should be prioritized. If necessary, an exploration and planning
trip in the selected country or countries can be included but it is not required.
Virtual Engagement: Senior administrators will engage in a pre-departure virtual
academic symposium designed to build foundational knowledge prior to the in-
person exchange. Virtual sessions will focus on vocational-technical education
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management and the U.S. community college model as a cost-effective mechanism
for meeting local labor market demands. The symposium will include both
synchronous and asynchronous sessions that could be delivered all at once or in set
increments prior to the start of the program. The government/high-level officials
would join only for the executive dialogue but have access to all virtual components
and other program resources.
In-Person Programming:
The in-person programming will take place between October 2026 and June 2027.
• Seminar: Senior administrators will attend a two to four-week academic
seminar featuring site visits to U.S. community colleges, industry engagement,
and development of concrete project plans. The project plans will give
participants the opportunity to adapt lessons learned into implementable
plans that are relevant to their home institution’s context. The seminar’s
content should be tailored to the specific needs of the participants and reflect
American interests in education and trade.
• Executive Dialogue: Both senior administrators and government/high-level
officials will participate simultaneously in a one-week intensive session
focused on the development of vocational-technical education policies that
address current and emerging labor market demands. The sessions should
include strategies for effective partnership between government, industry,
and higher education to develop pipelines of trained talent that support U.S.
commercial diplomacy. The successful applicant will demonstrate a
commitment to including high-level participation from its U.S. institutions as
well as other relevant community college and industry experts.
Long-term policy change is best accomplished by ensuring that participants have a
robust engagement with high-level American administrators during the Executive
Dialogue. It is crucial that the participants are connected with well-established
vocational-technical administrators and experts in the United States to discuss
complex administration and policy objectives relevant to in-country demands and
challenges.
Follow-on Activities: Proposals should describe how long-term links with alumni
will be fostered and maintained among the cohort. Alumni implement concrete
project plans that advance vocational-technical education and workforce readiness
strategies that align with U.S. interests. Activities should include opportunities for
alumni to present on these projects and continue engagement amongst each other
and U.S. institutions. Successful applicants will describe activities that also leverage
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active involvement of Posts in cultivating ongoing relationships with the U.S.
Chamber of Commerce, industry representatives, and other key stakeholders that
promote U.S. trade and business.
4. Recipient Responsibilities.
The responsibilities of the recipient organization for CCAP are as follows:
A. Program Planning and Logistics
• Design a plan to research the post-secondary vocational-technical education
system, employability needs, and higher education priorities in participants’
country or countries, including how these factors relate to American interests
in trade and education.
• Customize the design and contents of the virtual academic symposium, the
two to four-week academic seminar, and the executive dialogue based on the
country research.
• Design and facilitate a two to four-week in-person seminar that includes at
least 30 hours of programming per week and addresses different topics
related to community college administration.
• Develop a week-long executive dialogue for approximately 20 participants,
including approximately five foreign government/high-level officials and
approximately 15 senior higher education administrators.
• Propose a program structure that allows participants to design projects
informed by their U.S. exchange that are responsive to in-country policy or
institutional needs that will be presented at the end of the program.
• Issue DS-2019 forms at least 60 days before departure to the U.S. and
manage and monitor the J-1 visa status and SEVIS status of the participants.
• Arrange round-trip travel for the participants from their home cities to their
U.S. host institution and arrange for housing in the United States.
• Enroll participants in ECA’s Accident and Sickness Program for Exchanges
(ASPE) health benefits plan or other health insurance that meets or exceeds
the J-1 visa requirements and assists participants with accessing necessary
health care and assist with claims as necessary.
• Manage financial aspects of the program including participant maintenance
allowances, housing expenses, accident and sickness benefits, any sub-
recipient agreements, and other activity costs.
• Develop a plan for sustained professional mentoring opportunities prior,
during, and post-program to support participants in implementing their plans
for institutional change (may include virtual platforms).
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• Be responsible for the ongoing management and administrative oversight of
participating U.S. colleges/universities, and the coordination with U.S.
embassies, Fulbright commissions, and ECA.
• Develop pre-departure orientation materials and ensure that the U.S.
embassy and/or Fulbright commission receives them for distribution to the
participants, approximately two months prior to the start of the program.
• Coordinate with ECA regarding alumni management tracking and reporting.
Adhere to U.S. Department of State and ECA branding and communication
guidelines.
B. Virtual Programming
• Design a virtual academic symposium that will give participants an overview
of the vocational-technical education system in the United States and initial
opportunities for cultivating trade and business relationships that strengthen
U.S. supply chains and economic interests.
• Ensure participants receive foundational academic content related to U.S.
educational systems, business, and policy that allows them to maximize their
in-person program.
• Explain how technologies and/or other flexibilities may be used to pivot the
in-person program into a virtual format, if needed.
C. Participant and Program Monitoring and Reporting
• Prepare a pre-program survey instrument to identify participants’ interests
related to community college administration. Provide survey results to ECA
program officer. Use this feedback to shape the proposed programming for
the cohort.
• Explain how technologies and/or other flexibilities may be used to pivot the
in-person program into a virtual format, if needed.
• Assess participants’ learning during the program and adjust as needed to
maximize participants’ understanding of relevant aspects of U.S. community
college administration.
• Monitor participants’ adjustment and engagement with the program; consult
with ECA’s program officer regarding any participant-related issues and
emergencies.
• Assess the participants’ institution-specific projects presented at the end of
the program and provide updates to ECA about changes alumni have
implemented as a result of their participation in the program.
• Report any physical or mental health emergencies to the ECA’s program
officer and ASPE Coordinator within 24 hours.
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• Report programmatic, financial, and statistical information to ECA’s program
and grants officers.
• Assume overall responsibility for complying with all applicable tax treaties and
federal, state, and local laws on tax withholding and reporting for participants.
5. Goals and Objectives.
1. Strengthen a U.S. Aligned Global Workforce: Equip foreign administrators and
policymakers to implement vocational-technical education policies that align
with U.S. interests.
2. Promote American Leadership: Showcase the U.S. community college model
as a global leader in vocational-technical education and workforce readiness.
3. Advance U.S. Foreign Policy Goals: Use education and exchange to reinforce
American standards for business, education, industry and trade, countering
PRC and other malign influence.
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 –
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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
o
 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)
 E1.1.13: Percent of foreign participants who are more likely to
recommend the United States as a good place to study
 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)
• Objective 2: Increase the impact that participants and alumni have on their
communities / countries
Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits
communities/countries
o
 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)
 E3.0.07: Percent of participants who identify as a Department of State
program participant (core indicator)
Sub-Objective 3.1: Alumni subscribe to platforms for resources and
information-sharing
o
 E3.1.02: Percent of participants who learned about new resources
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• Objective 4: Strengthen personal, professional, and technical abilities and
aptitudes of participants and beneficiaries
 E4.0.01: Percent of participants reporting increases in their job skills as a
result of their program participation
 E4.0.03: Percent of participants reporting an increase in soft skills as a
result of their program participation
 E4.0.05: Percent of participants who report an increase in technical skills
as a result of their program participation
Sub-Objective 4.1: Participants engage in language, academic, professional,
and cultural exchange programs
o
 E4.1.01: Total number of participants (core indicator)
 E4.1.02: Total number of program cohorts (core indicator)
• Objective 8: Enhance the quality and effectiveness of ECA programs by
leveraging the Bureau’s resources, policy, and stakeholder relationships
 E8.0.03: Response rate for participant surveys (core indicator)
Performance Monitoring Plans (PMPs)
ECA recommends the use of a PMP to serve as the primary reference document for
performance monitoring for this award. If used, the PMP is an important part of any
proposal, as it outlines how the applicant plans to track progress towards the
proposed program’s goals and objectives through indicators and corresponding
data collection questions. A PMP document that includes all MODE Framework
indicators is a part of this solicitation’s attachments. Specific instructions on how to
modify the PMP to be responsive to this solicitation are included in that document;
there is also a support video available for more information on how to fill out the
PMP: https://www.youtube.com/watch?v=WBHC1oLNZvI. While ECA recommends
the applicant use the PMP format provided, this is not a requirement. If a PMP is
not included in the proposal, applicants should provide similar information to that
found in the suggested PMP format, in a presentation of your choice. Successful
PMPs (or similar documentation) should include the following:
• Objectives. Programmatic objectives are statements of the condition(s) that
state what the program is designed to achieve. Objectives are therefore bound
by the resources and timeframe of the program and must be specific,
measurable, attainable, relevant and time-bound (SMART). In addition to those
outlined above, the applicant may propose other program objectives from the
MODE Framework or other applicant-designed program-specific objectives.
• Indicators. Performance indicators are measures used to gauge progress
toward programmatic objectives and sub-objectives. Indicators should be as
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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:
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• 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
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tool that is already linked with other elements of the awards familiar to existing
awardees.
7. Allowable Costs.
Allowable costs for the program include the following:
• Round-trip travel domestic and international travel for all participants from
home city to the United States, coach class via American carrier and following
“Fly America” regulations.
• Tuition or instructional fees, if necessary.
• Maintenance allowances (estimate and explain an appropriate stipend
level). Maintenance allowances should be sufficient to enable participants to
meet the costs of lodging, food, and incidental purchases throughout the
period of the Cooperative Agreement in the locations where the participants
will be residing.
• Educational materials including books, laptop rental, and other professional
equipment necessary to facilitate full participation (estimate and explain an
appropriate stipend level).
• Executive dialogue and program overview materials and expenses for
orientation and closing events.
• Honoraria for outside speakers, if necessary.
• Ground transportation.
• Advising and monitoring of participants.
• Interpretation and/or translation services.
• Costs of academic and cultural support and enrichment activities.
• Program Performance Monitoring and Evaluation.
• Withholding of taxes, as necessary.
• Institutional costs associated with registering participants in SEVIS, as
applicable. Individual participants will not be charged SEVIS application fees
because they will be issued DS-2019s on a government-sponsored program
number.
• Staff salaries and benefits (each staff member and his/her position must be
listed separately). Please also note the percentage of his/her total time spent
on the program.
• Communication costs (e.g., fax, telephone, postage, communication
equipment, etc.).
• Office supplies.
• Printing and duplication costs.
• Administration of tax withholding and reporting as required by Federal, State,
and local authorities and in accordance with relevant tax treaties.
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• OMB Guidance 2 CFR Parts 200 Subpart F Single Audit.
• Other direct costs.
• Indirect costs.
8. Cost Share.
ECA encourages applicants to provide maximum levels of cost sharing and funding
in support of its programs. When cost sharing is offered, it is understood and
agreed that the applicant must provide the amount of cost sharing as stipulated in
its proposal and later included in an approved agreement. Cost sharing may be in
the form of allowable direct or indirect costs. For accountability, you must maintain
written records to support all costs which are claimed as your contribution, as well
as costs to be paid by the Federal government. Such records are subject to audit.
The basis for determining the value of cash and in-kind contributions must be in
accordance with the Office of Management and Budget’s Guidance 2 CFR Parts 200
and 600, entitled the Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards. In the event you do not provide the
minimum amount of cost sharing as stipulated in the approved budget, ECA's
contribution may be reduced in like proportion.
9. Freedom and Democracy Guidelines.
Public Law 104-319 provides that "in carrying out programs of educational and
cultural exchange in countries whose people do not fully enjoy freedom and
democracy," the Bureau "shall take appropriate steps to provide opportunities for
participation in such programs to human rights and democracy leaders of such
countries." Public Law 106 - 113 requires that the governments of the countries
described above do not have inappropriate influence in the selection process.
Proposals should reflect advancement of these goals in their program contents, to
the full extent deemed feasible.
10. Virtual Exchange Component.
Proposals should demonstrate the organization’s capacity to provide innovative
options for virtual activities to substitute for in-person engagement for program
participants. Organizations should consider how they will implement virtual
exchange activities, given the potential limits to internet access from participants in
some locations and while continuing to advance foreign policy objectives and
achieve lasting benefits for U.S. citizens and international participants.
In addition to planning for virtual exchange activities if in-person programming is
prohibited, ECA welcomes innovative ideas on how organizations can leverage
virtual programming technologies as stated above in section C. Program
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Description.
11. Communications Guidance for ECA Recipients.
All ECA Recipients must adhere to the requirements in ECA’s Communications
Guidance on the creation of program branding and attribution, websites, social
media, and press.
12. Substantial Involvement.
In a cooperative agreement, the Department is substantially involved in program
activities above and beyond routine monitoring, as follows:
• Liaison with U.S. embassies to develop program and participant
recruitment
• Recruitment, selection, and notification of program participants as
approved by ECA.
• Approval of program print and online materials and highlight stories
prior to publication or completion.
a. Approval of social media platforms and content.
b. Approval of overall program timeline and implementation plan.
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
Proposal Submission Instruction (PSI) document, which contains guidelines for
proposal preparation.
1. Budget Format.
Applicants must submit a budget (SF-424A), detailed line-item budget, and a budget
narrative.
Applicants may provide separate sub-budgets for each program component, phase,
location, or activity to provide clarification.
2. Content of Application.
Please see the Proposal Submission Instructions (PSI) for information about the
application and formatting guidelines.
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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: Mary Johnson, U.S. Department of
State, Office of Academic Exchange Programs, ECA/A/E, 202-975-3066,
JohnsonMM4@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.
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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 is 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 a 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
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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
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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
Monday, April 20, 2026, 11:59pm Eastern (Washington DC time)
Applicants have until 11:59 p.m., Washington, DC time of the closing date to ensure
that their entire application has been uploaded to the Grants.gov site. There are no
exceptions to the above deadline. Applications uploaded to the site after the
application deadline date and time will be automatically rejected by the Grants.gov
system and will be found technically ineligible.
Therefore, we strongly recommend that you begin the submission process
through Grants.gov well in advance of the application deadline.
Proof of timely submission is automatically recorded by Grants.gov. An electronic
date/time stamp is generated within the system when the application is successfully
received by Grants.gov. The applicant Grants.gov Authorized Organization
Representative (AOR) will receive an acknowledgement of receipt and a tracking
number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of their
application. Applicant AORs will also receive the official date/time stamp and
Grants.gov Tracking number in an email serving as proof of their timely submission.
When ECA successfully retrieves the application from Grants.gov, Grants.gov will
provide an electronic acknowledgement of receipt of the application to the email
address of the applicant with the AOR role. Again, proof of timely submission shall
be the official date and time that Grants.gov receives your application. Please also
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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
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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. 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:
1) 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;
2) 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.
d. 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:
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• 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.
e. 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.
f. 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
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FASC-prohibited unmanned aircraft system means an unmanned aircraft
system manufactured or assembled by an American Security Drone Act-
covered foreign entity.
Unmanned aircraft means an aircraft that is operated without the possibility of
direct human intervention from within or on the aircraft .
Unmanned aircraft system means an unmanned aircraft and associated
elements (including communication links and the components that control
the unmanned aircraft) that are required for the operator to operate safely
and efficiently in the national airspace system.
(b) Prohibition.
Recipients of funding under this Notice of Funding Opportunity (including
subawards and subcontracts issued by the recipient) will be prohibited from:
(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.
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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.
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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, program management and planning: Your
proposal should exhibit originality, substance, precision, and relevance to
ECA's mission as well as the program goals. A detailed agenda and work plan
that demonstrate your institution's ability to carry out the program should
follow the program guidelines described in this solicitation. The proposal
should adhere to the program overview and guidelines described above and
demonstrate an ability to learn about a country’s priorities for vocational-
technical education to inform the program design and programming.
b. Institutional Capacity and Track Record: Proposed personnel and
institutional resources should be adequate to efficiently achieve the
program’s goals. The proposal should describe the applicant’s knowledge of
or prior experience with international students and visitors, the applicant’s
experience in community college administration education, and the
applicant’s experience in providing professional development to community
college administrators. Your proposal should demonstrate an institutional
record of successful exchange programs, including responsible fiscal
management and full compliance with all reporting requirements for past ECA
grants or cooperative agreements and subawardees.
c. Multiplier effect: The proposal should provide a plan to strengthen long-
term partnership between the United States and participating countries,
including maximum sharing of information and creating individual
linkages. The proposal should also discuss plans for follow-up with
participants after their return home as a means of establishing longer-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.
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e. Cost-effectiveness and Cost-sharing: Your proposal should keep the
overhead and administrative costs, including salaries and honoraria, as low as
possible. All other items should be necessary and appropriate. Your proposal
should maximize cost share 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:
a. Financial stability
b. Management systems and standards
c. History of performance
d. Audit reports and findings
e. Ability to effectively implement requirements
3. Responsibility/Qualification Information in SAM.gov.
The Federal awarding agency, prior to making a Federal award with a total amount
of Federal share greater than the simplified acquisition threshold, is required to
review and consider any information about the applicant that is in the U.S.
government designated integrity and performance system accessible through
SAM.gov (see 41 U.S.C. 2313) (see 41 U.S.C. 2313);
An applicant can review and comment on any information in the
responsibility/qualification records available in 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.
B. Award Notices
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Final awards cannot be made until funds have been appropriated by Congress,
allocated and committed through internal ECA procedures. Successful applicants
will receive a Federal Assistance Award (FAA) from an authorized Grants Officer in
ECA’s Grants Division. The FAA and the original proposal with subsequent
modifications (if applicable) shall be the only binding authorizing document between
the recipient and the U.S. Government. The FAA will be signed by a Grants Officer
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).
C. 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
o
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
o
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
o
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
o
Standard Terms and Conditions, including, to the greatest extent
authorized by law, if an award no longer effectuates the program goals
or agency priorities (2 CFR part 200.340). For the avoidance of doubt,
the Department has sole discretion over the determination that an
award no longer effectuates program goals or agency priorities, and
this provision permits awards to be terminated at the Department’s
convenience, including when it determines that the award no longer
advances the national interest.
• 2 CFR 25 - UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT
• 2 CFR 170 - REPORTING SUBAWARD AND EXECUTIVE COMPENSATION
INFORMATION
• 2 CFR 175 - AWARD TERM FOR TRAFFICKING IN PERSONS
• 2 CFR 182 - GOVERNMENTWIDE REQUIREMENTS FOR DRUG-FREE WORKPLACE
(FINANCIAL ASSISTANCE)
• 2 CFR 183 - NEVER CONTRACT WITH THE ENEMY
• 2 CFR 600 – DEPARTMENT OF STATE REQUIREMENTS
• U.S. DEPARTMENT OF STATE STANDARD TERMS AND CONDITIONS
2. Reporting.
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Recipients will be required to submit financial reports and program reports. The
FAA will specify 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. Quarterly and semi-annual
reports shall be due 30 days after the reporting period. Annual reports are due
90 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. 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 ECA/P/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 is due no more than 120 days after the
period of performance of the award ends or termination of the award.
e.Program Data Requirements: Award recipients will be required to maintain
specific data on program participants and activities in an electronically accessible
database format that can be shared with ECA as required. At a minimum, the
data must include the following:
i. Name, address, contact information and biographic sketch of all
persons who travel internationally on funds provided by the
agreement or who benefit from the award funding but do not
travel.
ii. Itineraries of international and domestic travel, providing dates
of travel and cities in which any exchange experiences take
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place. Final schedules for in-country and U.S. activities must be
received by the ECA Program Officer at least three workdays
prior to the official opening of the activity.
Applicants should be aware of the post award reporting requirements reflected
in 2 CFR 200 Appendix XII—Award Term and Condition for Recipient Integrity and
Performance Matters.
3. Branding and Marking
The Department of State, its programs, and U.S. Government funding and
assistance should be easily identifiable to the Department's global audiences.
Recipients of federal assistance awards must follow the branding guidance
published at Guidance for Contracts and Grants - U.S. Department of State Brand
System. Branding policy exceptions are outlined in the U.S. Department of State
Foreign Affairs Manual 10 FAM 416, Policy Exceptions.
For more information, visit: https://brand.america.gov/
D. 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
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U.S. Department of State
SA-5, Floor C2, Room C2L13
2200 C Street, NW
Washington, DC 20522
32