FY 2026 John McCain Study of the U.S. Institute for Student Leaders on the Rule of Law and Public Service

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

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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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FY 2026 John McCain Study of the U.S. Institute for Student Leaders on the Rule of Law and Public Service Budget Template

BUDGET GUIDELINES
In addition to the budget information required on the SF-424A, applicants must provide the following three elements as part of the
budget submission:
A. Summary Budget (using the OMB cost categories, see SF-425A)
B. Detailed Line Item Budget (Direct and Indirect Costs)
C. Budget Narrative
Summary Budget (TEMPLATE ON TAB 2, autofills from Tab 3 "Detailed Budget")
Detailed Line Item Budget (TEMPLATE ON TAB 3)
Applicants must provide a detailed line item budget (in Microsoft Excel or similar spreadsheet format) outlining specific cost
requirements within each of the summary budget categories. Please note that all items detailed in the template are examples.
 10 font or larger; must fit on 8x11 letter sized paper, not legal size.
 Any cost-sharing should be included in a separate column. See section on cost-sharing for more details.
The budget should be for the entire project period. Successful applicants may be asked to provide a year-by-year budget after the

award is signed.
All sub-award costs should be listed under Contractual, and should also be broken out and organized according to the
subcategories. All sub-awardees must be organizations with Unique Entity Identifiers (UEI) and valid SAM.gov registration

(certain exceptions apply). Sub-award budgets, if available, should be included in separate budget tabs and should be in the same
format as the approved budget according to the OMB budget categories.
All line items must be described in the budget narrative. The budget narrative should justify each cost outlined in the budget as

well as explain the unit cost calculation and methodology.
The budget template on Tab 3 is an example of the required format, but is not exhaustive: your budget might have additional items not
listed. Please edit it to reflect all planned expenditures and add lines as necessary. Please refer to the Program Objectives, Goals, and
Implementation (POGI) document for further informattion on allowable costs specific to this program.
Budget Narrative
Include a budget narrative (preferably in Microsoft Word format) to explain each line item and how the amounts were derived, as well
as the source and description of all cost share offered.
Personnel: Identify staffing requirements by each position title and brief description of duties. List annual salary of each position,
percentage of time and number of months devoted to project (e.g., Administrative Director: $30,000/year x 25% level of effort x 8.5
months; calculation: $30,000/12 = $2,500 x 25% x 8.5 months = $5,312).
Fringe Benefits: Indicate benefit costs separately from salary costs and explain how benefits are computed for each category of
employee - specify type and rate. Fringe rate should be supported by organization's policies and procedures.
Travel: Staff and participant travel, including in-country, domestic U.S., and international travel, if any, and per diem (broken out by lodging
and M&IE (meals and incidentals) for both participant and staff travel). Per diem rates may not exceed the published U.S. government
allowance rates (available from the www.gsa.gov website) without comprehensive justification; however, applicants may use per diem rates
lower than official government rates.
http://www.gsa.gov/portal/category/100000
Explain differences in fares among travelers on the same routes: e.g., project staff member traveling for three weeks whose fare is
higher than that of staff member traveling for four months. All travel must be in compliance with the Fly America Act.
Equipment: Provide justification for any equipment purchase/rental, defined as tangible personal property having a useful life of more
than one year and an acquisition cost of $5000 or more.

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Supplies: Detail items separately using unit costs (and the percentage of each unit cost being charged to the grant) for photocopying,
postage, telephone/fax, printing, and office supplies (e.g., Telephone: $50/month x 50% = $25/month x 12 months).
Contractual: Provide a detailed line item breakdown for each sub-grant/contractual explaining specific services.
Other Direct Costs: These will vary depending on the nature of the project. Justify each in the budget narrative.
Indirect Charges: See 2 CFR 200.56 and 2 CFR 200.414
If your organization has an indirect cost-rate agreement (NICRA) with the U.S. Government, a copy must be included with the

application.
 If your organization does not have a NICRA, you may claim indirect charges in this field at a deminimus rate of 10%.
If Sub-Grantees are claiming indirect costs contained within a NICRA, they should have an established NICRA that is also

submitted with the proposal package.
 Do not account for indirect costs against participant expenses in the budget.
Before grants are awarded, the Bureau reserves the right to reduce, revise, or increase proposal budgets in accordance with
the Bureau’s program needs and availability of funds.
Cost Share
Cost sharing is the portion of program costs not borne by the USG. Refer to the Notice of Funding Opportunity (NOFO) to determine
whether cost-sharing is required or encouraged. In general, applications that include in-kind and/or cash contributions from non-U.S.
Government sources will be more competitive, as cost-sharing demonstrates a commitment to the activities and greater cost
effectiveness.
If cost share is included, it should be listed as a separate column in the budgets. Cost share can be either cash or in-kind (in which
case a U.S. dollar monetary value to each in-kind contribution needs to be assigned). If the proposed project is a component of a
larger program, identify other funding sources for the proposal and indicate the specific funding amount to be provided by those
sources.
Applicants should consider all types of cost sharing. Examples include the use of office space owned by other entities; donated or
borrowed supplies and equipment; (non-federal) sponsored travel costs; waived indirect costs; and program activities, translations, or
consultations. The values of offered cost share should be reported in accordance with 2 CFR 200. Other federal funding does not
constitute cost sharing.
The recipient of an assistance award must maintain written records to support all allowable costs which are claimed as its contribution
to cost share, 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 2 CFR 200. In the event the recipient does not meet the amount of
cost sharing stipulated in their application, the Bureau’s contribution may be reduced in proportion to the recipient’s stated
contribution.
Office of Management and Budget (OMB) 2 CFR 200 and 2 CFR 600
http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl
http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=1&SID=11bc02f059d60b385c07b4c3f6bb602a&ty=HTML&h=L&r=PART&n=pt2.1.600

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SAMPLE Summary BUDGET
Organization Name
John McCain Study of the U.S. Institute for Student
Leaders on the Rule of Law and Public Service
Project Duration (e.g., September 1, 2026 - December 31,
2027)
Federal Funds
1 Personnel 0.00
2 Fringe Benefits 0.00
3 Travel 0.00
4 Equipment 0.00
5 Supplies 0.00
6 Contractual 0.00
7 Construction -
8 Other Direct Costs 0.00
9 Total Direct Costs 0.00
10 Total Indirect Costs 0.00
11 Total Project Cost 0.00

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SAMPLE LINE ITEM BUDGET
Organization's Name
John McCain Study of the U.S. Institute for Student Leaders on the Rule of Law and Public Service
Project Duration (e.g., September 1, 2026 - December 31, 2027)
Unit Cost Requested Federal Cost-Share by
Program Total
Unit Number Amount Rate Funds Applicant
salary
1 Personnel months # units % effort
(monthly)
1.1 U.S.-based Personnel
1.1.1 Project Manager months 0
1.1.2 Project Officer, etc. months 0
1.2 Field Personnel 0.00
1.2.1 Project Manager months 0
1.2.2 Project Officer, etc. months 0
Subtotal Personnel 0 0 0
2 Fringe Benefits amount rate
2.1 U.S.-based Project Manager months 0.00 0
2.2 U.S.-based Project Officer months 0.00
2.3 Field Project Manager months 0.00
2.4 Field Project Officer months 0.00 0
Subtotal Fringe Benefits 0 0 0
unit (trips,
3 Travel # units cost
days)
3.1 International Travel 0
Airfare/Ground Transportation (specify R/T
3.1.1 0 0
or otherwise)
3.1.2 Meals and Incidentals 0 0
3.1.3 Lodging 0 0
Local Travel
3.2
3.2.1 Airfare/Ground Transportation (specify) 0 0
3.2.2 Meals and Incidentals 0 0
3.2.3 Lodging 0 0
Subtotal Travel 0 0 0
4 Equipment (> $5,000 per unit ) # units unit cost
4.1 (description, i.e. generators) 0 0
Subtotal Equipment 0 0 0
5 Supplies (< $5,000 per unit) # units unit cost
5.1 (description, i.e. banners) 0 0
Subtotal Supplies 0 0 0
unit (sub,
6 Contractual (Consultant fees) # units unit cost
consultant)
6.1 Contractual Sub-Awardee (NAME) 0 0
6.2 (description, i.e. consultants) 0 0
Subtotal Contractual 0 0 0

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7 Construction Not Allowable
8 Other Direct Costs unit # units unit cost
8.1 Follow-on activities 1 0 0
8.2 (description, i.e. telecommunications) 0 0
Subtotal Other Direct Costs 0 0 0
9 Total Direct Costs 0 0 0
Total Indirect Costs (Indicate:
10 NICRA Provisional, Final, Pre base NICRA %
determined or 10% deminimus Rate
based on MTDC)
0 0 0
11 Total Project Cost (must match award amount) 0 0 0

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> Download XLSX file: FY26 McCain SUSI_Budget Template.xlsx

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FY 2026 John McCain Study of the U.S. Institute for Student Leaders on the Rule of Law and Public Service NOFO

U.S. Department of State
Bureau of Educational and Cultural Affairs (ECA)
Notice of Funding Opportunity (NOFO)
FY 2026 John McCain Study of the U.S. Institute for Student Leaders
on the Rule of Law and Public Service
Funding Opportunity Number: DFOP0017914
Application Deadline: May 11, 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 John McCain Study of the U.S. Institute for
Student Leaders on the Rule of Law and Public Service
Funding Opportunity Number DFOP0017914
Announcement Type New Cooperative Agreement
Deadline for Applications May 11, 2026 11:59pm Eastern (Washington DC time)
Assistance Listing Number 19.009
Length of Performance Period 18 to 24 months
Number of Awards Anticipated 1 award
Award Amount Approximately $400,000
Total Available Funding $400,000, pending availability of funds

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Type of Funding FY26 Educational and Cultural Exchange Programs
(ECE) Funds
Funding Instrument Type Cooperative Agreement
Anticipated Award Date September 1, 2026
This notice is subject to availability of funding. Issuance of the NOFO does not constitute an
award commitment on the part of the Government.
ECA reserves the right to reduce, revise, or increase proposal budgets in accordance with
the needs of the program and the availability of funds.
Pending satisfactory implementation of this program and the availability of funds in the
subsequent fiscal year, it is ECA's intent to renew this award for one additional, consecutive fiscal
year, before openly competing it again.
2. Executive Summary.
Priority Region: Participants will represent priority countries from all six world regions.
The Office of Academic Exchange Programs, ECA, invites proposal submissions for the design
and implementation of the John McCain Study of the U.S. Institute for Student Leaders on the
Rule of Law and Public Service (McCain SUSI). The SUSI will take place over five weeks in
summer 2027. See details in section C. Program Description.
The McCain SUSI is an intensive academic exchange program that provides a group of
approximately 20 foreign undergraduate students and recent graduates from military and law
enforcement colleges and universities with a deeper understanding of American leadership and
how it has shaped global stability and security.
The McCain SUSI will include an approximately four-week academic residency at a
U.S. educational institution and an approximately one-week integrated academic field experience
that will bring participants to a U.S. region distinct from their residency location. The
program should include opportunities for continued follow-on engagement once participants
return home.
The award recipient will be responsible for planning, overseeing, and implementing the
program. Only one proposal will be considered by ECA from each applicant organization.
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
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Please see the Proposal Submission Instructions (PSI) for additional information.
2. Cost Sharing.
There is no minimum or maximum percentage of cost sharing required for this program.
3. Other Eligibility Requirements.
a. All organizations must have a Unique Entity Identifier (UEI) issued via SAM.gov as well
as a valid registration in SAM.gov. Please see Section E. Submission Requirements and
Deadlines for more information.
b. ECA’s Grant Guidelines require that organizations demonstrate at least four years of
experience in conducting international exchanges to be eligible for awards exceeding
$130,000 in ECA funding. As noted in Section A. Basic Information, ECA anticipates
issuing one award, for approximately $400,000. Therefore, organizations
must demonstrate four years of experience in conducting international exchanges in your
proposal to be eligible to apply under this competition.
c. All proposals must comply with the requirements stated in the NOFO and the PSI; not
doing so may result in your proposal being declared technically ineligible and given no
further consideration in the review process.
d. All proposals must contain a SF-424, executive summary, proposal narrative, budget (SF
424A), detailed line-item budget, and budget narrative.
e. Only one proposal will be considered by ECA from each applicant organization. In cases
where more than one submission from an applicant appears in grants.gov, ECA
will only consider the submission made closest in time to the NOFO deadline; that
submission would constitute the one and only proposal ECA would review from that
applicant.
Please note: Applicant organizations are defined by their legal name, and EIN number
as stated on their completed SF-424 and additional supporting documentation outlined in
the PSI document.
f. Applicants who are current recipients of awards directly from ECA should make sure the
application discusses one or more award that will be open with ECA at the start of
the anticipated period of performance for this NOFO. Applicants who do not have current
awards directly with ECA, please review the information in the PSI, section D, with
additional information that must be provided in your application for it to be eligible.
C. Program Description
1. Authority.
Overall grant making authority for this program is contained in the Mutual Educational and
Cultural Exchange Act of 1961, Public Law 87-256, as amended, also known as the Fulbright-
Hays Act. The purpose of the Act is "to enable the Government of the United States to increase
mutual understanding between the people of the United States and the people of other countries...;
to strengthen the ties which unite us with other nations by demonstrating the educational and
cultural interests, developments, and achievements of the people of the United States and other
3

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nations...and thus to assist in the development of friendly, sympathetic and peaceful relations
between the United States and the other countries of the world." The funding authority for the
program above is provided through legislation.
2. Purpose.
The McCain SUSI is an intensive academic exchange program that provides a group of
approximately 20 foreign undergraduate students and recent graduates who are pursuing careers
in the military and law enforcement with a deeper understanding of American leadership and how
it has shaped global stability and security. The goal is to deliver quality U.S. studies content and
build productive relationships with emerging leaders in defense and law enforcement entities
around the world. The program will provide participants with an appreciation of the country’s
founding principles and democratic values. The McCain SUSI should celebrate American
achievements and innovations through academic sessions, coursework, and site visits.
3. Program Specific Guidelines.
The McCain SUSI should be approximately five weeks in length. Participants should
spend approximately four weeks at an accredited U.S. college or university campus for an
intensive academic residency and approximately one week on an academic field experience. The
academic field experience should bring participants to a U.S. region distinct from their residency
location. Once participants return home, the program should provide opportunities for continued
follow-on engagement activities.
The Academic Residency component should:
1. Consist of a carefully integrated series of academic sessions that may include lectures,
case studies, panel presentations, seminar discussions, debates, simulations, individual and
group classroom activities, site visits, interactive workshops, and reading
assignments. Sessions should be interactive, encourage critical thinking, and allow time
for the exchange of views among participants and presenters.
2. Include engagement with American military, veterans, and law enforcement professionals;
discussions about American stability and security efforts globally; and an overview of the
U.S. government, military, and law enforcement institutions.
3. Include engagement with local American communities, which may include home
hospitality and holiday celebrations.
3. Be tailored for the particular group of foreign students and include discussions of issues
relevant to the McCain SUSI theme or countries/regions represented. It must not replicate
an existing lecture, course, survey, or graduate seminar designed for degree candidates.
4. Encourage active student participation in the educational process. The curriculum design
should consider that participants may have little or no prior knowledge of the United
States and different levels of English proficiency.
7. Include cultural site visits that will reinforce the academic curriculum and deepen
participants’ understanding of historical and contemporary
milestones demonstrating America’s great legacies, including landmarks and monuments.
8. Be intensive, yet leave sufficient free time for individual interests and exercise. The
program schedule should include adequate time for reading and preparation of class
assignments. Supervised, optional cultural and weekend activities (such as group nights at
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the theater, concerts, and sporting events) where participants can celebrate and experience
American culture.
The academic field experience for the McCain SUSI should:
1. Directly complement and reinforce the academic residency.
2. Be arranged and led by the academic director and principal staff.
3. Be approximately one-week-long. It should expose the participants to a region distinct
from that of their academic residency. If appropriate, the academic field experience
segment may be interspersed with the academic residency, though the total time allotted
for the academic field experience should be approximately seven days.
4. Include an appropriate mix of professional-level meetings relevant to the McCain
SUSI’s objectives, visits to American cultural institutions, and recreational activities.
The proposal must specify the proposed academic field experience location(s). Please note, staff
escorts travelling on the academic field experience must have demonstrated qualifications to
accompany exchange visitors such as experience working with international audiences,
accompanying international or domestic group travel, and/or managing health, safety, and
emergency situations during travel.
Please note: The Office of Academic Exchange Programs may request that the award
recipient modify the academic residency and/or academic field experience to protect the health,
safety, or well-being of participants.
Program Administration
ECA intends to issue one cooperative agreement of up to $400,000 that will support the design,
oversight, and implementation of the McCain SUSI in FY 2026 with a one renewal year in FY
2027, pending satisfactory implementation of the program and the availability of funds.
The award recipient is responsible for the conception and structure of the program. It is essential
that proposals provide a full, detailed, and comprehensive narrative describing how the recipient
will achieve the objectives of the program. All proposals will demonstrate the institution’s
administrative and program management capacities, thematic expertise, and/or experience
working with students with military and/or law enforcement backgrounds.
Program Dates
Pending the availability of funds, the anticipated award for the cooperative agreement will begin
on or about September 1, 2026, and end on or about September 1, 2028. The McCain SUSI
should last approximately 35 days (plus arrival and departure days). The summer 2027 exchange
will begin no earlier than June 1, 2027, and should conclude no later than August 15, 2027.
Participants
Participants in the McCain SUSI will be selected based on merit and will be highly
motivated undergraduate students and recent graduates from military and law enforcement
colleges and universities. Participants will ideally have limited to no international experience and
must be proficient in English; interpretation will not be available.
5

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McCain SUSI participants may represent all six world regions. U.S. missions in eligible
countries will nominate candidates and ECA will confirm eligibility. The recipient will
NOT participate in the selection of participants. ECA will send a final list of participants to the
award recipient.
4. Recipient Responsibilities.
The responsibilities of the recipient organization are as follows:
A. Program Planning and Management
B. Program Administration
C. Logistical Coordination
D. Alumni Outreach/Follow-on Activities
A. Program Planning and Management
1. Provide overall coordination and management of the John McCain Study of the U.S.
Institute for Student Leaders on the Rule of Law and Public Service (McCain SUSI);
2. Design, oversee, and implement the McCain SUSI in the United States for an
approximately four-week academic residency on a U.S. college or university campus and
an approximately one-week academic field experience. The McCain SUSI will include
approximately 20 undergraduate students and recent graduates from military and law
enforcement colleges and universities;
3. Oversee the program curriculum and other activities, ensuring that they align with
Department goals and objectives;
4. Prepare DS-2019 forms for all participants and send these forms to the U.S. embassy or
consulate well in advance of program start dates to allow for J-1 visa interview
scheduling;
5. Enroll participants in ECA’s health benefits program, Accident and Sickness Program for
Exchanges (ASPE), and/or other health benefits plan as directed by ECA for the duration
of the program and issue health benefits identification cards for each participant;
6. Ensure that each participant completes and signs all required pre-program forms provided
by ECA;
7. Develop health and safety protocols to protect the welfare of all participants;
8. In coordination with U.S. embassies and consulates, arrange and purchase international
round-trip travel for participants;
9. In coordination with U.S. embassies and consulates, arrange and purchase any pre-
program travel related to visa issuance;
10. In conjunction with U.S. embassies and consulates, make logistical and administrative
arrangements for participants, such as pre-departure information, airport pick-up and drop-
off, lodging and meals, domestic travel, medical treatment, and program funds
disbursement, including travel allowances; communicate this information to participants
prior to the program start date;
11. Promptly inform ECA of any serious incidents or issues involving participants that may
affect their participation in the program (including, but not limited to, medical
emergencies and medical evacuations for mental or physical health issues; natural
disasters; arrests or other serious legal issues or misconduct accusations). Consult with
ECA on the response to any serious incidents and on crisis management decision-making
6

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and operations, including responding to related queries from the media or
others. Provide timely progress reports on any necessary follow-up action;
12. Develop and implement, in coordination with ECA, a communications and digital media
strategy to promote the program;
13. Ensure strict compliance with State Department branding and signage requirements at
events, in remarks, in program documentation, and in online content;
14. Provide participants with follow-on guidance and resources and facilitate continued
interaction among participants after the program;
15. Create and maintain a database of program alumni that includes alumni success stories;
share these stories with ECA throughout the year;
16. Conduct program performance monitoring and evaluation according to the MODE
framework requirements as outlined in section C.5. Program Performance Monitoring and
Evaluation (M&E) of the NOFO;
17. Manage and distribute ECA funds for this activity;
18. Submit required financial and program reports to ECA on time and provide weekly
updates to the program office during the implementation period;
19. Provide reasonable accommodations for participant needs, including disabilities and
medical or dietary restrictions, as necessary;
20. Prepare and print certificates of completion for participants who successfully complete
their respective programs; and
21. Assume overall responsibility for complying with all applicable tax treaties and Federal,
state, and local laws on tax withholding and reporting for participants.
B. Program Administration
Applicants should discuss their capacity to successfully manage international exchange programs,
including institutional strengths such as relevant experience, departments, and major
administrative units. Proposals should include a staffing plan that details how staff will fulfill
responsibilities.
The award recipient must designate an academic director who will be in-person through the
academic program in its entirety to ensure the continuity, coherence, and integration of all aspects
of the academic program, including the academic field experience. The academic director will
design the syllabus, ensuring activities align with the themes and goals of the overall
program. The academic director must demonstrate experience for their role in planning and
implementing the program, overseeing its day-to-day management, and monitoring program
participants. In addition, a designated administrative director or coordinator must demonstrate
experience for their role in overseeing all administrative support services, including program
participant supervision, participant health and safety, budget, logistics, reporting, and other
administrative arrangements. Typically, the administrative director serves as ECA’s primary point
of contact. The administrative director should plan to attend an administrative briefing that will
take place either virtually or in-person in Washington, DC, at least six weeks before the start of
the program.
Other staff may be designated as appropriate. Applicant organizations may choose to incorporate
qualified “cultural ambassadors,” “graduate mentors,” or another appropriate name. The
“ambassadors” must exhibit cultural sensitivity, an understanding of the program’s objectives, and
7

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a willingness to accompany the foreign students throughout the McCain SUSI. Program
coordinators and/or graduate student assistants may be employed to carry out clerical duties and
to assist with the day-to-day concerns and needs of participants, but they should not be the
principal point of contact for participants’ administrative concerns.
C. Logistical Coordination
1. Participant health and safety is an ECA priority. The recipient should consider the
health, safety, and welfare of participants at all times. This includes assisting participants
to understand the ECA-sponsored ASPE health benefits program and to navigate the
complex healthcare system in the United States. The recipient and any sub-recipients
should also help participants understand and navigate any national, state, local, and
campus health or safety policies.
2. Housing and meal arrangements are an important dimension of program planning and
must be discussed in detail in the proposal. In general, participants should be housed on
campus in university dorms, similar designated university housing, or other suitable
locations, ideally within walking distance to daily classes. Participants would ideally have
access to kitchen facilities, either in their own rooms or in a common room. A cafeteria
meal plan combined with a cash allowance for food that will permit participants to cook or
eat at local restaurants is strongly recommended. Institute staff should consider any
dietary, religious, medical, or living requirements and be prepared to discuss any
challenges with the participants. Institute staff should consider conducting a pre-arrival
survey of participant dietary and/or religious needs to better accommodate their needs. To
the extent permitted by budget limitations, participants should receive up to the U.S.
government per diem rate for meals and incidental expenses at the various program
locales. See http://www.gsa.gov/perdiem for current U.S. government per diem rates.
3. Participant forms are required from each participant. Required forms include, but are
not limited to, the McCain SUSI terms and conditions, a medical form, and a media
release form. The recipient is responsible for disbursing and collecting signed forms from
participants. The recipient should notify ECA of any potential concerns or issues. All
forms should be safeguarded since they contain Personally Identifiable Information (PII).
4. Virtual pre-departure orientation (PDO) workshops should be organized by the
recipient for all participants to prepare for the program. Topics may include, but are not
limited to: introduction to program themes, setting expectations, U.S. cultural norms,
cross-cultural adjustment, health and safety guidelines and practices, and logistics. Pre-
departure materials should be available to participants online or emailed at least six weeks
before the start of the program.
5. An administrative orientation to the United States and to the campus for the participants
should address administrative details of the program, identify campus and local resources,
review safety and security procedures, and provide general information that
will facilitate the participants’ adjustment to daily life in a new environment. Important
topics will be campus safety and general security tips, medical issues and
protocols, transportation, per diem, and availability of foods to which participants are
accustomed or that meet specific dietary requirements.
6. An academic orientation should provide participants with a concise overview of the
program, including principal objectives and major themes. The academic director should
discuss guidelines for behavior that encourage active participation, respect for the views of
8

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other participants, concise comments and questions that keep the students on-topic, and
other parameters that will promote effective discussion throughout the program.
7. Opening and closing events (e.g., luncheon, dinner, or reception) should formally
inaugurate and close the program. These events typically include representatives from the
Institute as well as individuals from the larger community.
8. Access to resources should be arranged, including campus libraries, computer and
internet facilities, gymnasium or fitness center, health services, on-campus disability
resources, counseling services, and local and national newspapers, periodicals, radio, and
television. Institutes should conduct a formal orientation to university library services
during the first week of the program and should provide participants with computer
training and technical support, as needed. Reasonable accommodations should be made
for any participants with disabilities. Applicants should budget approximately $2,000 for
reasonable accommodations for participants with disabilities.
9. Monitoring and evaluation should be conducted according to the MODE framework
requirements as outlined in section C.5. Program Performance Monitoring and Evaluation
(M&E) of the NOFO. The recipient should ensure participants have time reserved to
complete required survey(s). Copies of surveys should be available to the ECA program
officer upon request. Additionally, the recipient will be responsible for collecting alumni
success stories to share with the ECA program office.
10. Travel allowances should be disbursed to each participant to support in-transit costs
incurred during travel to and from the United States, including visa travel. The ECA
program office suggests approximately $125 per participant (roundtrip) for visa travel and
incoming/outgoing allowances. Potential costs include accommodations, visa travel per
diem, transit fares, or baggage fees.
D. Alumni Outreach/Follow-on Activities
Proposals should provide plans for continued follow-on activities (with minimal ECA support)
that ensure ECA-supported programs are not isolated events. Proposed activities for alumni must
reflect the goals and objectives of the program. The proposal should include an outline of follow-
on programming (including a timeline), information on how it will be coordinated with existing
alumni efforts, and a description of how the applicant will foster and maintain long-term linkages
with alumni. Examples of successful past follow-on activities include, but are not
limited to: structured mentoring programs, alumni reunions or workshops, monthly web
discussions, reverse exchanges for Americans, and/or distance learning opportunities for
alumni. Applicants should incorporate the online community on the International Exchange
Alumni website (https://alumni.state.gov) into their alumni outreach plans.
Follow-on activities should be well-developed but also remain flexible enough to allow for
changes based on participants’ needs. Alumni activities should be financed using the line item
budgeted for follow-on activities (up to $5,000) and the applicant organization may contribute
additional funds through cost sharing. Please refer to the PSI for additional information.
5. 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
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change that result from ECA programs.
ECA created the Monitoring Data for ECA (MODE) Framework to measure the performance of
ECA programs. The MODE Framework provides standard indicators and corresponding
survey questions to ensure consistent measures across all ECA programs. More resources
and guidance documents on the MODE Framework are available online at:
https://www.state.gov/eca-monitoring-evaluation-learning-and-innovation-meli-unit/.
The proposal must include the MODE Framework objectives and indicators listed below (note
that, because not all MODE objectives and indicators are relevant for a program, the numbering
below will not be sequential). In addition to the ECA-required objectives and indicators,
applicants may also select additional MODE Framework indicators (see the Indicator Book on
the MODE Framework website), or design custom objectives and indicators that are specific to
the proposed program and this proposal.
• Demographic Questions as outlined in the Indicator Book on page v and Performance
Monitoring Plan (PMP) (See the MODE Resource Guide -
https://app.box.com/s/qjo8icwj46tc8h1i1qtg80zl7ibwgtua – found on our website
https://www.state.gov/eca-monitoring-evaluation-learning-and-innovation-meli-unit/)
• Objective 1: Advance participant and beneficiary cross-cultural competence and global
perspective
ο Sub-Objective 1.1: Promote cultural exchanges and enhance understanding
between participants and their host communities
♣ E1.1.01: Percent of participants reporting that their program experience
offered opportunities to engage with other cultures
♣ E1.1.04: Percent of foreign participants with more favorable opinions
of the United States Government (core indicator)
♣ E1.1.09: Percent of participants who traveled abroad for the first time
because of their program (core indicator)
♣ E1.1.10: Percent of foreign participants who traveled to the United
States for the first time during their program (core indicator)
♣ E1.1.12: Percent of foreign participants indicating a change in
understanding of third-party countries’ cultures and values
♣ E1.1.17: Percent of foreign participants with more favorable opinions
of the American people (core indicator)
♣ E1.1.18: Percent of foreign participants indicating an increase in
understanding of United States culture and values (core indicator)
♣ E1.1.19: Percent of foreign participants agreeing with statements in
support of democratic values (core indicator)
• Objective 2: Increase the impact that participants and alumni have on their
communities / countries
♣ E2.0.01: Percent of foreign participants that volunteer in their host
communities
♣ E2.0.04: Number of hours that foreign participants spend volunteering
in their host communities
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ο Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits
communities/countries
♣ E2.2.01: Percent of participants who have more confidence in their
ability to have an impact in their home country (core indicator)
• Objective 3: Strengthen engagement among participants, alumni, beneficiaries, and
institutions
♣ E3.0.02: Percent of foreign participants who report increasing their
network of Americans (core indicator)
♣ E3.0.07: Percent of participants who identify as a Department of State
program participant (core indicator)
• Objective 4: Strengthen personal, professional, and technical abilities and aptitudes of
participants and beneficiaries
♣ E4.0.01: Percent of participants reporting increases in their job skills as
a result of their program participation
♣ E4.0.03: Percent of participants reporting an increase in soft skills as a
result of their program participation
ο Sub-Objective 4.1: Participants engage in language, academic, professional,
and cultural exchange programs
♣ E4.1.01: Total number of participants (core indicator)
♣ E4.1.02: Total number of program cohorts (core indicator)
• Objective 8: Enhance the quality and effectiveness of ECA programs by leveraging
the Bureau’s resources, policy, and stakeholder relationships
♣ E8.0.03: Response rate for participant surveys (core indicator)
Performance Monitoring Plans (PMPs)
ECA recommends the use of a PMP to serve as the primary reference document for performance
monitoring for this award. If used, the PMP is an important part of any proposal, as it outlines
how the applicant plans to track progress towards the proposed program’s goals and objectives
through indicators and corresponding data collection questions. A PMP document that includes
all MODE Framework indicators is a part of this solicitation’s attachments. Specific instructions
on how to modify the PMP to be responsive to this solicitation are included in that document;
there is also a support video available for more information on how to fill out the PMP:
https://www.youtube.com/watch?v=WBHC1oLNZvI. While ECA recommends the applicant use
the PMP format provided, this is not a requirement. If a PMP is not included in the proposal,
applicants should provide similar information to that found in the suggested PMP format, in a
presentation of your choice. Successful PMPs (or similar documentation) should include the
following:
• Objectives. Programmatic objectives are statements of the condition(s) that state what the
program is designed to achieve. Objectives are therefore bound by the resources and
timeframe of the program and must be specific, measurable, attainable, relevant and time-
bound (SMART). In addition to those outlined above, the applicant may propose other
program objectives from the MODE Framework or other applicant-designed program-
specific objectives.
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• Indicators. Performance indicators are measures used to gauge progress toward
programmatic objectives and sub-objectives. Indicators should be as specific as possible
(following the SMART principles) and include any proposed disaggregations (meaning,
breakdowns of the data by subgroups; the PMP lists the demographic questions required to
obtain the information necessary to report the disaggregations). Each indicator should also
include a target number to be achieved. A target is a planned level of result to be achieved
within an explicit timeframe.
• If you do not use the PMP format provided, note that any performance monitoring
reference document the applicant submits should include the information in the
column headers (Indicator Name, Definition, Target, Survey Question, etc.) in the
PMP attachment at a minimum.
• In addition to those indicators outlined in above, the applicant may propose
additional custom, program-specific indicators in the PMP (ECA recommends the
proposed PMPs include a minimum of one indicator for each custom programmatic
objective).
• During the period of performance of the award, the ECA program office may further
revise, add, or remove indicators. Therefore, the applicant’s PMP and data collection
instruments should be flexible enough to incorporate those once established.
Award recipients are responsible for collecting indicator data only on participant outcomes during
the period of performance of the award itself (see the PMP for guidelines as to when these data
collection efforts should occur). ECA will measure outcomes of ECA participants at one, three,
five, and 10 years after the exchange has ended to capture the long-term outcomes of ECA
programming unless otherwise specified in the solicitation. In this instance, the recipient will be
responsible for coordinating with ECA on any alumni surveys to de-duplicate questions and
minimize potential survey fatigue.
Regardless of the survey platform used, all MODE Framework survey questions outlined above
are required (i.e., should be forced response); please see the Consent Language in the MODE
Framework Indicator Book for more information on how to convey this to participants/survey
respondents.
Program Performance M&E Narrative
Proposals should include information within the program narrative section(s) that outlines how
the applicant intends to measure the indicators listed above. This will be separate from the PMP
and should include but not be limited to:
• An overview of resources available to the applicant that outline the team structure and
responsibilities surrounding performance monitoring.
• The mechanism(s) through which surveys and other data collection tools (if applicable)
will be administered, including which platform will be used, and when and how surveys
will be advertised to participants – detailing strategies to ensure adequate survey response
rates (https://app.box.com/s/pn6tavyg7sh064i502fzap49ox63y38a), and to reduce
selection and non-response bias.
• A brief explanation of data analysis and reporting procedures.
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• An overview of a proposed learning plan and feedback loops to ensure that the Grant
Officer (GO)/Grant Officer Representative (GOR) are informed on performance
monitoring issues at regular intervals.
Nonmandatory Use of the Qualtrics MODE Survey Builder Data
Collection System
ECA has created a guided tool (the MODE Survey Builder) within the Qualtrics survey platform
for ECA implementing partners to generate surveys to facilitate the seamless collection and
reporting of MODE Framework data. The MODE Survey Builder offers implementing partners a
guided workflow that will generate a ready-to-send MODE survey, allows the addition of custom
survey questions, and offers a standard report template for a quick overview of survey results that
can be submitted in MyGrants (see section below) to fulfill RPM Reporting Requirements. Use
of the Qualtrics survey platform can be utilized at no cost to implementing partners. Additional
information about the MODE Survey Builder can be found here:
https://app.box.com/s/jjr98hmx6deorxj3lwgaxjrwdfec2r91 and here:
https://www.youtube.com/watch?v=Jus4fRqOTcM. You can propose use of an alternate survey
tool or use the MODE Survey Builder, but if you are utilizing the MODE Survey Builder, you
must indicate such in your proposal.
MyGrants RPM Reporting Requirements
MyGrants is a database solution that serves as the official system of record for all U.S.
Department of State and ECA awards. The Results Performance Monitoring (RPM) module
within MyGrants is an extension module that enables users to report performance monitoring data
in the same system where they currently manage federal assistance actions. As part of ECA’s
efforts to streamline data collection and management, the recipient(s) of this award will be
required to input performance reporting data outlined in this solicitation into the MyGrants RPM.
The data stored in the MyGrants RPM will provide ECA with a bureau-wide, uniform M&E
reporting tool that is already linked with other elements of the awards familiar to existing
awardees.
6. 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.
7. Freedom and Democracy Guidelines.
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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.
8. Virtual Exchange Component.
When changing political, health, environmental, or other similar circumstances require a
suspension or halt of in-person activities and where ECA determines that a virtual alternative
is appropriate and viable, award recipients should demonstrate the ability and capacity to
transition from in-person to virtual exchanges. 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.
9. 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.
10. Celebration of America’s Semiquincentennial.
ECA is excited to play a key role in making the Semiquincentennial – commonly known as
“Freedom 250” – a truly global celebration. As the period of performance for this award is
scheduled to cover part or all of calendar year (CY) 2026, the applicant may wish to consider
ways the program can celebrate Freedom 250. Any Freedom 250 focused activities or plans will
be subject to ECA approval and direction, and changes may be requested by ECA. Use of any
ECA-provided Freedom 250 brand elements will be subject to advance ECA approval and require
adherence to Department of State and ECA guidelines for such branding.
11. Substantial Involvement.
In a cooperative agreement, the Department is substantially involved in program activities above
and beyond routine monitoring, as follows:
1. ECA will make determinations on eligible countries, make all final participant
selections, and provide a list of selected finalists to the implementing partner; and
2. ECA may request that the recipient make modifications to the academic residency and/or
educational travel components of the program to protect the health, safety, or well-being
of participants.
3. ECA will review and approve all public-facing materials prior to dissemination as part of a
communication plan that will be developed in partnership with the applicant.
D. Application Contents and Format
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Please read the complete announcement before sending inquiries or submitting proposals.
Applicants must follow all instructions in the Solicitation Package, including the PSI, which
contains guidelines for proposal preparation.
1. Budget Format.
Applicants must submit a budget (SF-424A), detailed line-item budget, and a budget narrative.
See the PSI section III for more information on the budget requirements.
Applicants may provide separate sub-budgets for each program component, phase, location, or
activity to provide clarification.
The provided budget format is provided as an aid in organizing the budget, it is suggested but not
required as a submission format for your proposal budget.
2. Content of Application.
Please see the PSI for information about the application and formatting guidelines.
E. Submission Requirements and Deadlines
1. Address to Request Application Package.
The entire Solicitation Package may be downloaded from the Grants.gov website at
https://www.grants.gov or from the ECA website at https://www.state.gov/eca-grant-
opportunities/.
2. Department of State Contacts
For questions about this announcement, contact: Tania Jazynka and Brittany Bursa, U.S.
Department of State, Office of Academic Exchange Programs, ECA/A/E/USS, at 202-718-8378
and 202-430-4019, and at JazynkaT@state.gov and BursaBL@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).
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Required Registrations
All organizations, whether based in the United States or in another country, must have a Unique
Entity Identifier (UEI) and an active registration in SAM.gov. A UEI is one of the data elements
mandated by Public Law 109-282, the Federal Funding Accountability and Transparency Act
(FFATA), for all Federal awards. An applicant must maintain an active registration while it has a
proposal under review by the Department and must continue to keep the registration active for the
entire duration of the period of performance of any Federal award that results from this NOFO.
The 2 CFR 200 requires subrecipients to obtain a UEI. Please note the UEI for subrecipients is
not required at the time of application but will be required before an award is processed and/or
directed to a subrecipient.
Note: The process of obtaining or renewing a SAM.gov registration may take anywhere from
4-8 weeks. Please begin your registration as early as possible.
Organizations based in the United States or that pay employees within the United States will need
an Employer Identification Number (EIN) from the Internal Revenue Service (IRS) and a UEI
prior to registering in SAM.gov.
All federal award recipients must maintain a current registration in the SAM database. Recipients
must maintain accurate and up-to-date information in www.SAM.gov until all program and
financial activity and reporting are completed on any issued award. Recipients must review and
update the information at least annually after the initial registration and more frequently if
required information changes or another award is granted. There is no cost associated with
registering or updating SAM.gov accounts.
For more detailed instructions for registering with SAM, refer to: https://sam.gov/content/entity-
registration
Exemptions
An exemption from the UEI and sam.gov registration requirements may be permitted on a case-
by-case basis. See 2 CFR 25.110 for a full list of exemptions.
Organizations requesting exemption from UEI or SAM.gov requirements must email the point of
contact listed in the NOFO at least two weeks prior to the deadline in the NOFO providing
justification of their request. Approval for a SAM.gov exemption must come from the warranted
Grants Officer before the application can be deemed eligible for review.
4. Required Registration with MyGrants.
All ECA award recipient organizations and recipient contacts and signatories must be registered
with the U.S. Department of State’s MyGrants system by accessing
https://mygrants.servicenowservices.com and clicking the “create an account” link. MyGrants is
the U.S. Department of State’s grants management system and is supported by the Department’s
Integrated Logistics Management System (ILMS). Recipient organizations and recipient contacts
and signatories that have previously used MyGrants as a U.S. Department of State award recipient
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do not need to register again. If the organization is not able to access the system, please contact
the ILMS Help Desk for help in gaining access.
Support for Recipient Organizations and recipient contacts and signatories is available 24 hours, 7
days a week (except federal holidays), and can be reached at 1-888-313-ILMS (4567) or through
the ILMS Self Service Portal at https://afsitsm.servicenowservices.com/ilms/.
5. Submission Instructions.
Method of Submission
Applications may only be submitted electronically through Grants.gov (https://www.grants.gov).
Complete solicitation packages are available at Grants.gov in the “Search Grants” portion of the
system.
Grants.gov Registration, Application Submission, and Receipt Procedures
Eligible organizations should follow the instructions available in the ‘Get Started’ portion of the
site (https://www.grants.gov/applicants/grant-applications/how-to-apply-for-grants.
How to Register to Apply through Grants.gov
Applicants should read instructions carefully and prepare the information requested before
beginning the registration process. Reviewing and assembling the required information before
beginning the registration process will alleviate last-minute searches for required information.
The registration process can take up to four weeks to complete. Therefore, registration should be
done in sufficient time to ensure it does not impact your ability to meet required application
submission deadlines. Applicants should check with appropriate staff within their organizations
immediately after reviewing this NOFO to confirm or determine their registration status with
Grants.gov. Organization applicants can find complete instructions here:
https://www.grants.gov/applicants/applicant-registration
How to Submit an Application to ECA via Grants.gov
For access to complete instruction on how to apply for Notice of Funding Opportunities on
Grants.gov, refer to: https://www.grants.gov/applicants/grant-applications/how-to-apply-for-
grants
Grants.gov Support and Submission Issues
Direct all questions regarding Grants.gov registration and submission issues to:
Grants.gov Customer Support
Contact Center Phone: 800 -518-4726
Business Hours: 24 hours a day, 7 days a week; closed on federal holidays.
Email: support@grants.gov
6. Submission Dates and Times.
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Application Deadline Date.
Monday, May 11, 2026 Eastern (Washington, DC time)
Applicants have until 11:59 p.m., Washington, DC time of the closing date to ensure that their
entire application has been uploaded to the Grants.gov site. There are no exceptions to the above
deadline. Applications uploaded to the site after the application deadline date and time will be
automatically rejected by the Grants.gov system and will be found technically ineligible.
Therefore, we strongly recommend that you begin the submission process through
Grants.gov well in advance of the application deadline.
Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time
stamp is generated within the system when the application is successfully received by Grants.gov.
The applicant Grants.gov Authorized Organization Representative (AOR) will receive an
acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov
with the successful transmission of their application. Applicant AORs will also receive the
official date/time stamp and Grants.gov Tracking number in an email serving as proof of their
timely submission.
When ECA successfully retrieves the application from Grants.gov, Grants.gov will provide an
electronic acknowledgement of receipt of the application to the email address of the applicant
with the AOR role. Again, proof of timely submission shall be the official date and time that
Grants.gov receives your application. Please also be mindful of any Grants.gov generated error
messages that may appear during the application process as they may result in some documents
not transmitting correctly.
Applicants using slow internet should be aware that transmission can take some time before
Grants.gov receives your application. Grants.gov will provide either an error or a successfully
received transmission in the form of an email sent to the applicant with the AOR role. The
Grants.gov Support Center reports that some applicants end the transmission because they think
that nothing is occurring during the transmission process. Please be patient and give the system
time to process the application.
The Grants.gov website includes extensive information on all phases/aspects of the Grants.gov
process, including an extensive section on frequently asked questions, located under the
“Applicant FAQs” section of the website. ECA strongly recommends that all potential applicants
review thoroughly the Grants.gov website, well in advance of submitting a proposal through the
Grants.gov system. ECA will not notify you upon receipt of electronic applications.
PLEASE NOTE: ECA bears no responsibility for applicant timeliness of submission or data
errors resulting from transmission or conversion processes for proposals submitted via
Grants.gov. Prior to submitting applications through Grants.gov, please ensure you meet all
Grants.gov system and software requirements, including Adobe software compatibility. You can
verify if your version of the Adobe software is compatible with Grants.gov, by visiting
https://grants.gov/applicants/adobe-software-compatibility
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It is the responsibility of all applicants submitting proposals via the Grants.gov web portal
(https://www.grants.gov) to ensure that proposals have been received by Grants.gov in their
entirety, and ECA bears no responsibility for data errors resulting from transmission or
conversion processes.
7. Funding Restrictions for this Announcement.
a. Funding Restrictions for the United Nations Relief and Works Agency (UNRWA)
None of the funds awarded resulting from this Notice of Funding Opportunity may be
made available for subawards, direct financial support, or otherwise used to provide any
payment or transfer to United Nations Relief and Works Agency (UNRWA).
b. Prohibition on Funding Activities that Encourage Mass-Migration Caravans towards
the United States Southwest Border.
None of the funds awarded under this grant may be made available to encourage,
mobilize, publicize, or manage mass-migration caravans towards the United States
southwest border. Funds may not be made available for legal counseling on the United
States asylum process; and/or for referrals to legal or representation in the United States.
Funds may only be used for cash cards for use in the country in which they are provided
or to facilitate assisted voluntary returns and other purposes that do not encourage,
mobilize, publicize, or manage mass migration caravans towards the United States
southwest border. The provision of humanitarian assistance is permitted.
c. Iran Programming
A critical component of current U.S. government Iran policy is the support for indigenous
Iranian voices. The State Department has made the awarding of grants for this purpose a
key component of its Iran policy. As a condition of licensing these activities, the Office of
Foreign Assets Control (OFAC) has requested the Department of State to follow certain
procedures to effectuate the goals of Sections 481(b), 531(a), 571, 582, and 635(b) of the
Foreign Assistance Act of 1961 (as amended); 18 U.S.C. §§ 23 9A and 2339B; Executive
Order 13224; and Homeland Security Presidential Directive 6. These licensing conditions
mandate that the Department conduct a vetting of potential Iran grantees and sub-grantees
for counter-terrorism purposes. To conduct this vetting the Department will collect
information from grantees and sub-grantees regarding the identity and background of their
key employees and Boards of Directors.
Note: To assure that planning for the inclusion of Iran complies with requirements, please
contact Tania Jazynka at 202-718-8378 or JazynkaT@state.gov for additional information.
d. Palestinian Authority, West Bank, and Gaza Programming.
All awards made under this competition must be executed according to all relevant U.S.
laws and policies regarding assistance to the Palestinian Authority, and to the West Bank
and Gaza. Organizations must consult with relevant Public Affairs Offices before entering
into any formal arrangements or agreements with Palestinian organizations or institutions.
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Note: To assure that planning for the inclusion of the Palestinian Authority complies with
requirements, please contact Tania Jazynka at 202-718-8378 or JazynkaT@state.gov for
additional information.
e. Award Activities in a Designated Area of Combat Operations: SPOT Reporting.
Each award within areas of combat operations or future contingency operation,
as designated by the Secretary of Defense (currently Iraq and Afghanistan), over $150,000
or providing for performance over 30 days must be registered in the Department of
Defense maintained Synchronized Pre-deployment and Operational Tracker (SPOT)
system. Each award shall be registered in SPOT before personnel deployment. The DOS
SPOT Program Manager can assist with entering awards in SPOT. Please send an email
to GAOPS@state.gov for information. Information on how to register in SPOT and how
to report the total number of recipient personnel deploying under each award will be
contained in a Special Provision within each award.
Recipients that do not utilize personnel who are performing a private security function, or
require access to U.S. facilities, services, or support, can be entered through the SPOT
aggregate functionality.
• The recipient will request an aggregate count template from the GO or GOR, who
will obtain the template from the Department’s SPOT Program Manager
(GAOPS@state.gov) by submitting an ILMS Service Now ticket here:
http://ilmshelp.state.sbu/ Select “Global Acquisition Request” from the support
ticket selection tiles.
• The recipient will complete the template and return to the Department’s SPOT
Program Manager via Service Now. The SPOT Program Manager will enter the
aggregate count data into the SPOT reporting system. The recipient is responsible
for updating the aggregate count every quarter by providing updated information
via the “Aggregate Count” template to Department SPOT Program Manager for
each SPOT award.
Recipients utilizing personnel who ARE performing a private security function; or require
access to U.S. facilities, services, or support; or who may be eligible for special refugee or
immigration status under U.S. regulation must be entered into SPOT individually with all
required personal information.
The recipient must enter this information into the SPOT database directly. Unlike the
aggregate count process, the Department’s SPOT Program Manager does not enter this
information into SPOT on behalf of the recipient.
• The recipient starts the process by referring to the DOS Business Rules and
registering for an account in SPOT by contacting the DoD SPOT Help desk here:
https://spot.dmdc.mil/. Include GAOPS@state.gov when reaching out to DoD.
Recipients with personnel outside of Iraq and/or Afghanistan have no mandate for SPOT
use. However, if there are awards needing to interact with DoD elements where a SPOT
LOA would benefit, then please send an email to GAOPS@state.gov for information, and
to consider setting up the awards in SPOT for that purpose. Ensue your GO and GOR are
on the email to GAOPS.
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Recipient performance may require the use of armed private security personnel l, whether
employed directly or via contract, are required to adhere to post policies and procedures
regarding private security contractors. As specific post policies and procedures differ in
scope and applicability, recipients are advised to review post policies carefully and direct
any questions to the Embassy Regional Security Office through the GO or GOR.
f. Certification Regarding Compliance with Applicable Federal Anti-Discrimination
Laws
If the place of performance or delivery of any award made under this NOFO will be within
the United States, applicants are advised that they will be required to certify the following
at the time of award:
i. Its compliance in all respects with all applicable Federal anti-discrimination laws is
material to the government’s payment decisions for purposes of section 3729(b)(4) of
title 31, United States Code and;
ii. It does not operate any programs promoting Diversity, Equity, and Inclusion that
violate any applicable Federal anti-discrimination laws. A program promoting
Diversity, Equity, and Inclusion means a program whose purpose is to promote
preferences based on race, color religion, sex, or national origins, such as in training or
hiring.
g. Certification Regarding Compliance with 20 U.S.C. 1011f and Any Other Applicable
Foreign Funding Disclosure Requirements for Institutions of Higher Education
(IHE).
Applicants are advised that IHEs must certify the following at the time of
award, and that this certification requirement must be included in any
subaward agreements to IHEs:
• Its compliance in all respects with section 1011f of title 20, United States Code, and
any other applicable foreign funding disclosure requirements is material for purposes
of section 3729 of title 31, United States Code, and for receipt of appropriate Federal
grant funds.
h. Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by
American Security Drone Act-Covered Foreign Entities
(a) Definitions.
American Security Drone Act-covered foreign entity means an entity included on a list
developed and maintained by the Federal Acquisition Security Council (FASC) and
published in the System for Award Management (SAM) at https://www.sam.gov
FASC-prohibited unmanned aircraft system means an unmanned aircraft
system manufactured or assembled by an American Security Drone Act-covered foreign
entity.
Unmanned aircraft means an aircraft that is operated without the possibility of direct
human intervention from within or on the aircraft.
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Unmanned aircraft system means an unmanned aircraft and associated elements (including
communication links and the components that control the unmanned aircraft) that are
required for the operator to operate safely and efficiently in the national airspace system.
(b) Prohibition.
Recipients of funding under this Notice of Funding Opportunity (including subawards and
subcontracts issued by the recipient) will be prohibited from:
(1) delivering any FASC-prohibited unmanned aircraft system, which
includes unmanned aircraft (i.e., drones) and associated elements;
(2) Operating a FASC-prohibited unmanned aircraft system in the performance of
the award; and
(3) Using Federal funds for the purchase or operation of a FASC-
prohibited unmanned aircraft system.
c) Exemptions, exceptions, and waivers.
The prohibitions described above will not apply if the agency determines that an
exemption, exception, or waiver applies and the award indicates that such a determination
has been made. [See sections 1823 through 1825 and 1832 of Public Law 118-31 ( 41
U.S.C. 3901 note prec.) for statutory requirements pertaining to exemptions, exceptions,
and waivers.].
8. Other Submission Requirements.
a. Applications must be submitted electronically through Grants.gov.
b. All proposals must contain a SF-424, executive summary, proposal narrative, budget
(SF-424A), detailed line-item budget, and budget narrative.
c. Key Personnel
ECA recommends that the applicant identify intended key personnel positions via an
asterisk (*) or other marking in the proposal budget, budget narrative, or a separate
appendix. If not provided in the application, recipients must submit the names, titles,
roles and experience/qualifications of key personnel involved in the program to the
Grants Officer and GOR within 30 days of an award being issued. Applicants should
also identify what proportion of their time will be used in support of the program.
Additional information regarding key personnel requirements can be found in the State
Department’s Standard Terms and Conditions.
d. Intergovernmental Review of Applications
Executive Order 12372 does not apply to this program.
F. Application Review Information
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1. Review Process.
ECA will check that all proposals meet the technical requirements in this solicitation. Proposals
that do not meet the guidelines, including those under the eligibility section above or in the PSI,
will be ineligible for further review.
All eligible proposals will be reviewed by the program office before being reviewed by an ECA
grant panel. Applications may also be reviewed by Public Diplomacy sections overseas, State
Department regional bureaus, or other State Department offices, as appropriate. All reviewers,
including the ECA grant panels, will review any eligible proposals based on the criteria below.
Proposals recommended by an ECA grant panel will be reviewed for compliance with Federal and
Bureau regulations and guidelines and assessed for risk. Final funding decisions are made by the
ECA’s Assistant Secretary. Only an ECA Grant Officer has the final authority to issue assistance
awards.
2. Review Criteria.
An ECA grants panel will competitively evaluate all technically eligible applications according to
the criteria stated below. These criteria are not rank ordered, and all carry equal weight in the
proposal review.
a. Quality of the program idea and ability to achieve
program objectives: Proposals should be original, well-defined, and relevant to ECA's
mission. A detailed staff work plan should demonstrate substantive undertakings and
logistical capacity. Proposals should clearly state the program’s aims and purpose
and demonstrate how your institution will meet them. The objectives should be
reasonable, feasible, and flexible.
b. Institution's Record/Ability: Proposals should demonstrate an institutional record of
successful exchange programs and responsible fiscal management (past exchange
programs need not have been ECA-funded). ECA will consider the past performance of
prior ECA recipients, including the timely submission of reports, and the demonstrated
potential of new applicants. Proposed personnel and institutional resources should be
fully qualified to achieve the project’s goals.
c. Follow-on Activities: Proposals should discuss provisions made for follow-up with
returned participants to establish longer-term individual and institutional
linkages. Proposals should also provide a plan for continued follow-on activities (with
minimal ECA support), ensuring that ECA-supported programs are not isolated
events. Please see Recipient Responsibilities under section C.4.
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/Cost Share: Proposals should keep the overhead components of the
proposal, including salaries and honoraria, as low as possible. All costs should be
necessary and appropriate. Proposals should maximize cost 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
5. Responsibility/Qualification Information in SAM.gov.
The Federal awarding agency, prior to making a Federal award with a total amount of Federal
share greater than the simplified acquisition threshold, is required to review and consider any
information about the applicant that is in the U.S. government designated integrity and
performance system accessible through SAM.gov (see 41 U.S.C. 2313) (see 41 U.S.C. 2313)
An applicant can review and comment on any information in the responsibility/qualification
records available at SAM.gov.
Before making decisions in the risk review required by 2 CFR 200.206, the Department will
consider any comments by the applicant, along with information available in the
responsibility/qualification records in SAM.gov.
G. Award Notices.
Final awards cannot be made until funds have been appropriated by Congress, allocated and
committed through internal ECA procedures. The award or cooperative agreement will be signed
by an authorized Grants Officer in ECA’s Grants Division and transmitted to the recipient’s
responsible officer (as identified in the application) for review and countersignature. The
recipient may only start incurring project expenses beginning on the start date shown on the fully
signed award document.
Issuance of this NOFO does not constitute an award commitment on the part of the U.S.
government, nor does it commit the U.S. government to pay for costs incurred in the preparation
and submission of proposals. Further, the U.S. government reserves the right to reject any or all
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proposals received. If a proposal is selected for funding, the Department of State has no
obligation to provide any additional future funding.
Unsuccessful applicants:
Unsuccessful applicants will receive notification of the results of the application review from the
ECA program office coordinating this competition following the completion of the review
process.
Payment Method:
Payments under this award will be made through the U.S. Department of Health and Human
Services (HHS) Payment Management System (PMS).
H. Post-Award Requirements and Administration
1. Administrative and National Policy Requirements.
Before submitting an application, applicants should review all the terms and conditions and
required certifications which will apply to this award, to ensure that they will be able to comply.
In accordance with the Office of Management and Budget’s guidance located at 2 CFR part 200,
all applicable Federal laws, and relevant Executive guidance, the Department of State will review
and consider proposals for funding, as applicable to specific programs, pursuant to this NOFO in
accordance with the following:
• Guidance for Grants and Agreements in Title 2 of the Code of Federal Regulations (2
CFR), as updated in the Federal Register’s 89 FR 30046 on April 22, 2024, particularly
on:
Selecting recipients most likely to be successful in delivering results based on the
o
program objectives through an impartial process of evaluating Federal award
applications (2 CFR part 200.205),
Promoting the freedom of speech and religious liberty in alignment with Promoting
o
Free Speech and Religious Liberty (E.O. 13798) and Improving Free Inquiry,
Transparency, and Accountability at Colleges and Universities (E.O. 13864) (§§
200.300, 200.303, 200.339, and 200.341),
Providing a preference, to the extent permitted by law, to maximize use of goods,
o
products, and materials produced in the United States (2 CFR part 200.322), and
Terminating agreements pursuant to the U.S. Department of State Standard Terms and
o
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
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• 2 CFR 170 - REPORTING SUBAWARD AND EXECUTIVE COMPENSATION
INFORMATION
• 2 CFR 175 - AWARD TERM FOR TRAFFICKING IN PERSONS
• 2 CFR 182 - GOVERNMENTWIDE REQUIREMENTS FOR DRUG-FREE
WORKPLACE (FINANCIAL ASSISTANCE)
• 2 CFR 183 - NEVER CONTRACT WITH THE ENEMY
• 2 CFR 600 – DEPARTMENT OF STATE REQUIREMENTS
• U.S. DEPARTMENT OF STATE STANDARD TERMS AND CONDITIONS
• Recipients must comply with all applicable Executive Orders A searchable list can be
found in the Federal Register: https://www.federalregister.gov/
2. Reporting.
Recipients will be required to submit financial reports and program reports. The award document
will specify what reports are required and how often these reports must be submitted. All reports
must be submitted in a timely manner.
For planning purposes, applicants can expect to provide ECA with an electronic copy of the
following required reports:
a. Performance Progress Reports (PPRs) shall be required at a minimum annually and no
more frequently than quarterly. Annual reports shall be due 90 days after the reporting
period; quarterly or semi-annual reports shall be due 30 days after the reporting period. All
reports and supporting documentation must be uploaded by the recipient as a Post Award
Activity under the corresponding record for this award in MyGrants.
b. The Federal Financial Reports (FFR SF-425/SF-425a) must be submitted through the U.S.
Department of Health and Human Services’ Payment Management System (PMS). The
electronic version of the FFR can be accessed at: https://www.grants.gov/forms/forms-
repository/post-award-reporting-forms. Once a financial report has been approved by the
Department, the recipient must upload the approved report to MyGrants, in the same manner
specified for the programmatic reports. Failure to comply with these reporting requirements
may jeopardize the recipient's eligibility for future awards.
c. MODE data (see Program Performance Monitoring and Evaluation section) shall be
required at a minimum annually and no more frequently than quarterly. MODE data
reporting shall be due 30 days after the reporting period. The frequency of these reports will
be determined by MELI and the Program Officer. Either a standard report template (if using
the MODE Survey Builder) or aggregate data and the raw data file (if Recipient uses their
own survey platform) must be uploaded by the Recipient as an RPM Performance Report
under the corresponding record for this award in MyGrants.
d. A final program and financial report no more than 120 days after the period of
performance of the award ends or termination of the award.
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3. Branding and Marking
The Department of State, its programs, and U.S. Government funding and assistance should be
easily identifiable to the Department's global audiences.
Recipients of federal assistance awards must follow the branding guidance published at Guidance
for Contracts and Grants - U.S. Department of State Brand System. Branding policy exceptions
are outlined in the U.S. Department of State Foreign Affairs Manual 10 FAM 416, Policy
Exceptions.
For more information, visit: https://brand.america.gov/
I. Other Information
Adherence To All Regulations Governing the J Visa
ECA places critically important emphasis on the security and proper administration of the
Exchange Visitor (J visa) Programs and adherence by award recipients and sponsors to all
regulations governing the J visa. Therefore, proposals should demonstrate the applicant's capacity
to meet all requirements governing the administration of the Exchange Visitor Programs as set
forth in 22 CFR 62, including the oversight of Responsible Officers and Alternate Responsible
Officers, screening and selection of program participants, provision of pre-arrival information and
orientation to participants, monitoring of participants, proper maintenance and security of forms,
record-keeping, reporting and other requirements.
The award recipient will be responsible for issuing DS-2019 forms to participants in this program.
A copy of the complete regulations governing the administration of Exchange Visitor (J)
programs is available at http://j1visa.state.gov or from:
Office of Private Sector Exchange Designation
U.S. Department of State
SA-5, Floor C2, Room C2L13
2200 C Street, NW
Washington, DC 20522
For Informational Purposes Only - 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. A copy of the complete regulations governing the administration
of Exchange Visitor (J) programs is available at http://j1visa.state.gov or from:
Office of Private Sector Exchange Designation
U.S. Department of State
SA-5, Floor C2, Room C2L13
2200 C Street, NW
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Washington, DC 20522
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