FY2025 YES Overseas NOFO.pdf

U.S. Department of State Bureau of Educational and Cultural Affairs (ECA)

Notice of Funding Opportunity (NOFO)

FY 2025 Kennedy-Lugar Youth Exchange and Study (YES) Program: Overseas Components

Funding Opportunity Number: DFOP0017284 Application Deadline: August 15, 2025

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 FY 2025 Kennedy-Lugar Youth Exchange and Study

(YES) Program: Overseas Components

Funding Opportunity Number DFOP0017284

Announcement Type New Cooperative Agreement

Deadline for Applications August 15, 2025, 11:59pm Eastern (Washington, DC time)

Assistance Listing Number 19.415

Length of Performance Period 36 months; September 2025 - August 2028

Number of Awards Anticipated 1 award

Award Amount Approximately $11,761,350

Total Available Funding Approximately $11,761,350, pending availability of funds

Type of Funding FY 2025 Educational and Cultural Exchange Programs (ECE) Funds

Funding Instrument Type Cooperative Agreement

Anticipated Award Date September 22, 2025

This notice is subject to availability of funding. Issuance of the NOFO does not constitute an award commitment on the part of the Government.

ECA reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program and the availability of funds.

Pending satisfactory implementation of this program and the availability of funds in subsequent fiscal years, it is ECA's intent to renew this award for two additional, consecutive fiscal years, before openly competing it again.

2. Executive Summary.

Priority Region: 30 countries of strategic importance

The Kennedy-Lugar Youth Exchange and Study (YES) program strengthens national security by engaging emerging young leaders from the United States and from countries of strategic importance. YES is a merit-based, academic-year program consisting of two exchange cohorts:

YES and YES Abroad. YES brings approximately 450 high school participants to the United States each year from approximately 30 countries of strategic importance. Participants live with volunteer Americans host families in all 50 states, study in U.S. high schools, engage in community service activities, and learn leadership skills for an academic year. YES Abroad sends approximately 60 American high school participants abroad each year to select YES countries for a similar program.

The FY 2025 Kennedy-Lugar YES Program: Overseas Components cooperative agreement, which is the subject of this NOFO, will fund the recruitment, selection, orientation, travel, liaison activities with natural parents, and alumni support for international and U.S. participants. This award will also fund the placement and support of U.S. participants abroad. Participant placement and support for the international participants in the United States will be conducted under separate awards. The exchanges for both cohorts will take place during the 2026-27 academic year.

The YES and YES Abroad programs strengthen U.S. national security by developing the next generation of leaders from the United States and 30 countries of strategic importance in all world regions. The YES inbound program exposes participants to American culture and values and cultivates their lifelong affinity for the United States. YES Abroad develops the cultural, linguistic, and leadership skills of American youth, making them more competitive in the workforce. YES boosts the U.S. economy because the bulk of the program funding is spent in

American host communities, most often in small towns and rural areas, across all 50 states.

B. Eligibility

3. Eligible Applicants.

The following organizations are eligible to apply:

• U.S. Not-for-profit organizations, including think tanks and civil society/non-governmental organizations

• U.S. Not-for-profit Public and private educational institutions

Please see the Proposal Submission Instructions (PSI) for additional information.

4. Cost Sharing.

There is no minimum or maximum percentage of cost sharing required for this program.

5. 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 $11,761,350. 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 an SF-424, executive summary, proposal narrative, budget (SF 424A), detailed line-item budget, and budget narrative.

e. Sub-awards: Due to the scope and geographic breadth of this cooperative agreement, ECA anticipates that applicants may propose multiple organizations as sub-award recipients. This approach is encouraged, if necessary, to strengthen the primary award recipient’s capacity in each country. Each sub-award recipient must have significant previous experience in youth exchange within the respective country(ies) where it will implement the program. The applicant will, however, be fully responsible for the oversight of its sub-award recipients. Further information on sub-awards is provided in the OMB Guidance 2 CFR Parts 200 and 600, entitled the Uniform Administrative

Requirements, Cost Principles, and Audit Requirements for Federal Awards referenced in section F.2.

f. 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.

g. Proposed programs may not include multiple academic year exchanges.

h. Proposals must identify sub-award recipients, if anticipated, and include letters of commitment from such implementing partners.

i. Proposals must include all program components and activities outlined in this NOFO, must include all countries listed and may not include countries not listed, or they will be considered unresponsive to the solicitation and be deemed ineligible.

C. Program Description

The YES inbound cohort brings approximately 450 competitively selected high school participants from countries of strategic importance to study in the United States for an academic year.

Participants live with volunteer host families, attend high school, engage in activities to learn about American society and values, acquire leadership skills, and educate Americans about their countries and cultures.

The YES Abroad cohort does the same by sending approximately 60 competitively selected American high school participants and recent graduates to study abroad in certain YES countries for an academic year.

Participating countries and their prescribed allotments are outlined under the Recruitment Targets section that follows and are subject to change.

The FY 2025 Overseas Components cooperative agreement recipient will be responsible for YES and YES Abroad participant recruitment, selection, orientation, and travel; liaison with natural parents; alumni support; and the placement, monitoring and support of YES Abroad participants. Placement and support of the YES participants in the United States will be conducted under separate awards, as explained below, however you will have a role of coordinating with the placement organizations to relay information about the participants to overseas staff and the participants’ families.

Under the terms of the program, participants must return to their home countries following the conclusion of their exchange programs. For the international participants, the recipient will be expected to assist and represent the U.S. Department of State in adhering to all requirements and regulations of the J-1 Secondary School Student visa program as per eCFR :: 22 CFR Part 62 -- Exchange Visitor Program. In conducting the YES Abroad program, which is not subject to J-1 visa regulations, the recipient will be expected to uphold similar standards to ensure the safety and well-being of participants.

The recipient should conduct broad outreach and recruitment that addresses priorities of the U.S. Department of State and the U.S. embassies abroad for both programs. You will select participants on the basis of merit and personal character. In consultation with ECA, you will establish methods, including minimum English language test scores and academic standards, to ensure participants meet U.S. high school enrollment requirements. You will administer a series of tests and activities and in-person interviews to evaluate applicants on their ability to adjust to https://www.ecfr.gov/current/title-22/part-62 https://www.ecfr.gov/current/title-22/part-62 new cultures. In consultation with ECA and the U.S. embassies, you will establish citizenship/residence requirements for YES participants.

You will conduct activities for YES participants as outlined below in direct coordination with U.S.

Placement Organizations (POs) responsible for placement and support of these participants working under separate placement awards. The success of the participants and the program depends on your organization working efficiently with ECA and the POs for the duration of the award. While the recipient will be responsible for the coordination of many overarching activities involved in the implementation of the YES program, the POs will recruit, screen, and select and vet U.S. host families for participants; select schools and secure school enrollments for participants; conduct in-person host family and student community-based orientations; monitor and support participants throughout the school year; and organize enhancement activities for participants. Under this award, the recipient will maintain an Operational Guidelines manual for POs that gives them instructions to ensure the coordination of tasks.

1. Authority.

Overall grant making authority for this program is contained in the Mutual Educational and Cultural Exchange Act of 1961, Public Law 87-256, as amended, also known as the Fulbright-Hays Act. The purpose of the Act is "to enable the Government of the United States to increase mutual understanding between the people of the United States and the people of other countries...; to strengthen the ties which unite us with other nations by demonstrating the educational and cultural interests, developments, and achievements of the people of the United States and other nations...and thus to assist in the development of friendly, sympathetic and peaceful relations between the United States and the other countries of the world." The funding authority for the program above is provided through legislation.

2. Purpose.

The Kennedy-Lugar YES program brings high school participants from approximately 30 countries of strategic importance to study for an academic year in the United States, while sending

American high school participants to select YES countries, in support of the foreign policy goals of promoting civil society, leadership development, and mutual understanding between

Americans and the people of participating countries. Participants live with host families, attend high school, and engage in leadership development and civic education activities. The YES

Program: Overseas Components award supports recruitment and selection of approximately 450 international participants, as well as the placement, support, and monitoring of approximately

60 YES Abroad American participants.

3. Program Specific Guidelines.

Program Timetable Funding for the YES inbound cohort will support 2026-2027 academic year exchanges taking place between August 2026 and June 2027. All participants must be enrolled in accredited U.S.

schools and placed with host families. Funding for YES Abroad will support academic year exchanges between July 2026 and June 2027 with specific dates depending on the host countries’ academic schedules. A notional timetable follows:

• September 22, 2025: Cooperative Agreement awarded, pending the availability of FY 2025 funds

• Late Summer 2025-Late 2025: Student outreach and recruitment conducted

• January-February 2026: Selection of inbound student finalists and alternates

• January-February 2026: Annual meeting of YES program implementers in Washington, DC

• February-April 2026: Inbound participants’ applications submitted to POs

• February-April 2026: YES Abroad participants selected

• June-August 2026: Participant Pre-Departure preparation and orientations

• July-August 2026: Staggered YES Abroad student travel. YES Abroad host family and school placement information to be submitted two weeks prior to departure

• August 2026: Staggered inbound student travel

• August 2026: Arrival workshop for YES inbound participants with disabilities

• August 31, 2026: All placement information (host family names and addresses, confirmed school enrollments, etc.) to be submitted to Department of State for inbound participants

• July-Early September 2026: YES and YES Abroad travel

• Jul7 2026-June 2027: Ongoing oversight and participant monitoring

• June 2027: Participant return travel (Varies May-July for YES Abroad)

• June 2027-Summer 2028: Alumni programming

• August 31, 2028: Cooperative Agreement end date

Recruitment Targets The recruitment targets for each country are tentative and may differ from finalist allocations. Finalist allocations are dependent on the availability of funding, legislative mandate, policy considerations, security situations, applicant pools, and PO placement commitments. For planning purposes, use the following country targets which are based on approximately 450 total inbound participants and are subject to change. The proposal should demonstrate current capacity to recruit these target numbers in these countries.

YES Program Albania (11) Israel (13) North Macedonia (16) Bahrain (6) Jordan (19) Pakistan (25) Bangladesh (19) Kenya (14) Saudi Arabia (8)

Bosnia and Herzegovina (19) Kosovo (16) Senegal (10)

Bulgaria (19) Lebanon (12) Sierra Leone (8) Cameroon (8) Liberia (8) Suriname (6) Egypt (20) Libya (8) Thailand (14) Ghana (16) Mali (11) Tunisia (16) India (25) Morocco (18) Türkiye (25) Indonesia (25) Nigeria (15) West Bank (20)

YES Abroad Program The approximately 60 YES Abroad participants should be assigned fairly evenly among host countries with no fewer than three participants assigned to each of the following countries:

Bosnia and Herzegovina Jordan Senegal

Bulgaria Morocco Thailand India North Macedonia Türkiye Indonesia

Note: ECA reserves the right to reduce, revise, or increase proposed project configurations, budgets, and participant numbers in accordance with the program’s needs and the availability of funds. In addition, ECA reserves the right to adjust and/or add host countries should conditions change in a host country and/or if other countries and/or regions are identified as viable alternatives and/or Department priorities. You must propose how you will recruit the target number in each of the countries listed, assuming conditions permit recruitment in each country, and you may not deviate from the recruitment targets without prior written approval from the

ECA Program Office.

Note: It is ECA’s intent that applicants and their natural families incur minimal out-of-pocket costs related to their application or participation, whether or not they are selected for the YES or YES Abroad programs. Participants will receive stipends from their POs for pocket money during the program. The award recipient and any sub-award recipient(s) must not charge participants or their parents for application or program fees.

4. Recipient Responsibilities.

The following general recipient responsibilities apply to both the YES inbound and YES Abroad cohorts.

a. U.S. Department of State and Embassy Liaison and Consultation Your organization will work closely with the ECA Program Office in carrying out all aspects of the programs. At times of heightened activity, you should anticipate daily communication.

You must delineate points of contacts for various functions and establish appropriate chains of communications for any situation.

Your organization will ensure all overseas program representatives establish a positive and effective working relationship with the respective U.S. embassy’s/consulate’s Public

Diplomacy Section (PDS). Meet with the PDS of each U.S. embassy within 30 days of the award to discuss the geographic and other priorities for participant recruitment in each country, and, if applicable, the processes for placement of YES Abroad participants. Promptly notify ECA of any embassy requests that impact budget or capacity concerns. Summarize the results of these meetings and subsequent meetings for submission to the ECA program office, as requested.

Your organization will facilitate PDS involvement in YES recruitment, selection, orientations, and alumni activities, as well as briefings and joint activities for YES Abroad participants, as determined through discussions between your organization’s in-country representatives and PDS. During the program-planning phase, implementing organizations should discuss and obtain any requested concurrence on YES Abroad participant placement, including the locations (region or neighborhood) of host family or other long-term accommodations and schools, if applicable.

The recipient must have at least monthly contact with PDS personnel regarding recruitment and selection, security, travel, participant issues and successes, advance invitation to orientations or events, alumni activities, and other matters that may be of concern. In situations where the political situation prevents or limits your organization’s implementation of program activities within a particular country, make special provisions to conduct program functions. Conduct all these functions efficiently and cost-effectively.

b. Overseas Infrastructure and Communications Your organization shall maintain the appropriate infrastructure in participant countries to carry out the in-country functions of a youth exchange program. Ongoing communications with natural parents, follow-on activities with alumni, and relations with foreign government officials require that your organization maintain a year-round presence in participant countries, which will be referred to herein as the “in-country representative”.

c. Issuing DS-2019 Forms and Adherence to J-1 Visa Exchange Visitor Program Regulations All international participants will travel on a U.S. government designation for the J-1 Visa Exchange Visitor program. Designate an Alternate Responsible Officer (ARO) and a back-up for compliance with all relevant Student Exchange Visitor Information System (SEVIS) requirements, including issuing DS-2019 forms for international participants and alternates;

creating and updating participants’ SEVIS status and maintaining all SEVIS records; and submitting placement and change of placement reports to ECA’s Youth Programs Division’s Responsible Officer. Provide assistance to ECA with SEVIS-related matters as requested.

d. Program and Promotional Materials The recipient must design and develop materials that support all components of the program and inform and orient program constituents overseas and in the United States (i.e., application forms and resources; participant, host family, and school administrator handbooks; operational guidelines; pre-departure orientation (PDO) materials; etc.). ECA may request that additional program materials be developed as deemed necessary. Whenever possible, current materials should be amended to fit changing needs and circumstances overseas and in the United States.

See section C.13, Communications Guidance for ECA Recipients, for further detail.

e. Online Presence Social Media, Mobile Technologies, and Department of State Online Communities: Your organization must dedicate staff to coordinate and maintain content for program websites and social media platforms that market the program; disseminate information to U.S. and foreign publics; serve as a secure participant application and resource tool for prospective applicants; and develop and implement strategies for the effective use of mobile technologies and other social media.

U.S. Department of State Web Resources Outreach Resources: Support ECA promotional campaigns by providing information to ECA and updating promotional materials as needed.

Develop and implement a strategy to leverage mobile and online technologies and networks, and the Department’s digital properties, in consultation with ECA’s Program Office and in coordination with its Alumni Affairs and Web and Social Media teams, as appropriate. These should include ECA’s International Exchange Alumni website, and other platforms that are key resources to promote the program, augment the impact of the in-person exchange, and engage program alumni.

Online Communities: All organization staff, program personnel, and regional and local volunteers associated with the YES and YES Abroad programs are expected to be knowledgeable about the Department of State’s resources including but not limited to alumni.state.gov, and to facilitate member registration on the website.

f. Personally Identifiable Information (PII) In the course of any activities involving the gathering and maintaining of records with personal information, develop and ensure appropriate protocols and processes to protect PII of individuals, including applicants, participants, alumni, host families, staff, and volunteers associated with the program. Ensure staff members who handle records containing PII receive PII safeguarding training and adhere to legal, regulatory, and Department of State policy requirements regarding privacy. Take appropriate action when you discover or suspect failure to follow the rules of behavior for handling PII. Conduct an administrative fact-finding review to obtain all pertinent information relating to a suspected or confirmed exposure of PII. Within 24 hours of any breach, notify and cooperate with ECA’s Grants Office to properly escalate, refer, and respond to a data exposure.

g. Medical Screening Arrange in-country medical assessment to ensure that participants are healthy and have immunizations necessary for program participation prior to leaving their home countries. Review medical documents in the United States to confirm that all requirements have been met. To the extent possible, identify and inform the ECA Program Office of pre-existing physical and mental health conditions that may have implications for insurability and participant support in the United States. Perform a special review carried out by a medical doctor and including ECA staff to confirm that applicants with disabilities are medically fit to travel and to fully participate in the program.

h. Travel Arrange roundtrip international airline tickets originating from participants’ home communities to their host communities and assist with passports and visas. Arrange travel in the most efficient and cost-effective manner possible and in accordance with the Fly America Act and all other U.S. Government (USG) travel regulations. Select and vet adult flight escorts for their ability to manage a group of teenage travelers and provide them training to ensure their competence and independence while traveling. When possible, you are encouraged to assign as escorts staff or alumni who can also serve as trainers and facilitators at orientations. Alternatively, escorts might attend meetings and/or engage in representational activities that support the YES and YES Abroad programs.

Develop detailed written standard travel procedures, with POs’ input, for YES inbound participants. Procedures should detail how group flights are scheduled, how individual participants are assigned to a flight, how date-change requests from POs should be made, and how and when itineraries will be provided to POs. Travel must include domestic travel from and to locations that are outside main capital cities, i.e., full roundtrip itineraries. These procedures should also explain PO travel obligations, including the deadline by which arrival airport codes are due from the POs. Present a detailed description of the support provided to participants while they are en route, including airport staffing and emergency communication procedures.

Coordinate travel for participants who are unable, for any reason, to travel with an escorted group, including those who are repatriated prior to the end of the exchange. Budget for escorted travel of approximately ten (10) individual participants returning early from the YES inbound or YES Abroad programs when the escort is deemed necessary due to health, behavior, or security risk. Coordinate beginning and end-of-program travel dates prior to making commitments or contracts with travel agencies or program venues for both YES inbound and YES Abroad with ECA.

It is anticipated that participants (YES inbound and YES Abroad participants) may not all be covered under the same health benefits plan. In cases of serious family crises while on the exchange, such as the death of an immediate family member, some health benefit policies may offer coverage for emergency round-trip travel to the home location, while others do not. This health benefit will be used when available. Similar travel should be budgeted for approximately five (5) participants (not to exceed 1% of total participant numbers) who might face such a family crisis without this health benefit provision, and/or to supplement capped health benefits that are insufficient to cover the full cost of the emergency travel. In rare cases, this budget line may be used to support travel of a natural family member to be with the student in the case of life-threatening illness or accident. The recipient will coordinate with ECA on the precise circumstances that would be considered protocols for this expense and language to be used to communicate the provision properly to partners and participant.

Participant Travel Documents Obtain and retain for three years, copies of the following documents for each participant:

• Name/photo page of international passport;

• Visa page in passport; and

• DS-2019 with stamp issued at U.S. port of entry (for YES inbound participants).

i. Participant and Alumni Highlights Provide ECA timely reports of significant participant and alumni accomplishments demonstrating program impact.

j. On-Program Participant Support Liaison Designate a staff member(s) as a “Participant Support Liaison” to serve as a point of contact for ECA on all YES inbound and YES Abroad student support issues. The liaison serves as a channel of communication between the POs and the Overseas Partners for YES participants.

k. Support for Participants and Alumni with Disabilities Designate a staff member to have primary responsibility for working with participants with disabilities. The responsibilities of this person will include, but not be limited to, developing a strategy and staff expertise in recruiting and supporting participants and alumni with disabilities; providing resources and overseeing identification and procurement of reasonable accommodations (equipment, materials, and services); developing training opportunities for program implementers; and coordinating placement needs assessments for POs and participant orientation upon arrival.

l. Communication of Participant Concerns Provide on-program support for YES Abroad participants and communication with natural families and overseas placement partners. For YES participants, in coordination with POs, provide communication about participants’ well-being to your in-country representatives and participants' natural parents. Efforts must correspond to the Federal Regulations as outlined in 22 CFR 62 and be closely coordinated with ECA. Report immediately to the ECA Participant

Monitoring Unit any situation that affects the safety, health, or well-being of a participant, or any disciplinary action at the second warning/probation level that could ultimately result in the participant’s repatriation. Only the ECA Youth Programs Division can make the decision to terminate the program and repatriate a participant; under no circumstances will the organization, its employees, volunteers, or third parties acting on its behalf inform participants that they will terminate their program and repatriate them without specific directions from the ECA.

m. Communication with Natural Families

Communicate and liaise with the participants’ natural families during the program year. A participant’s family must be informed in a timely manner of problems that arise with the student, including academic deficiencies, behavioral concerns, health and safety issues, transfers to a new host family or school, and any situations that may necessitate early termination from the program. Provide on-program support for participants, staff, and volunteers in dealing with natural parents about student problems that arise during the program.

n. Student Participant Likeness (Photo and Video) Usage Request and maintain documentation of permission from each student participant and their natural family (if a minor) to have photographic or video images of the participant taken and reproduced in ECA-approved printed and electronic promotional materials.

o. Alumni Engagement Provide opportunities and training for alumni to widely share their U.S. experience and skills learned on program and apply them at home. Organize and facilitate alumni activities that promote YES program goals and coordinate the participation and travel of alumni as needed. Maintain a database to track alumni that must be compatible with ECA’s database systems and share alumni information with ECA's Alumni Office and respective U.S.

Embassies/Consulates. Collaborate with organizations that may conduct other ECA-funded workshops or programs for YES participants or alumni. Inform participants/alumni about and provide instruction on registering on ECA’s International Exchange Alumni website. Your organization’s country representative should support alumni in maintaining or, where feasible, assist them in forming YES Alumni associations to help organize and expand their efforts.

Coordination of Additional Alumni Opportunities Develop and provide additional activities, as resources allow, to keep alumni engaged with the Department and sharing their U.S. experience. These activities should include:

1) A small grants competition for which alumni may submit proposals for group and individual grants to execute a project that advances YES program goals in their home country. Alumni competitions should be publicized widely throughout all YES countries to reach as many alumni as possible.

2) YES alumni workshop(s) for competitively selected YES and YES Abroad alumni inbound as well as webinars and other online training resources that can reach larger alumni audiences. Such workshops and online resources should be developed on themes relevant to program goals or U.S. Department of State foreign policy objectives. When developing alumni workshops that are for small, select groups, follow-on plans should include sharing information learned to a larger alumni audience. Strategies may include but are not limited to written reports, presentations, and training-of-trainers activities. Workshops must have clear and substantive purposes, with measurable outcomes and results and clear follow-on activities.

3) Alumni photo and video contests to build a multimedia reserve to publicize and market the YES and YES Abroad programs.

Information Management Maintain a participant placement information database accessible to ECA and POs that is compatible with ECA’s database for quick uploading of information and tracks applicants through the stages of recruitment, selection as finalists, placement, and transition to alumni status. Regularly maintain and update for accurate report generation. Staff should only access records on a “need to know” basis and specific to their performance of their official duties. Database staff must not disclose sensitive PII to individuals or outside entities unless they are authorized to do so as part of their official duties and doing so is in accordance with the provisions of the Privacy Act of 1974, as amended, and Department of State privacy policies. Data should not be corrected, altered, or updated in official records except, when necessary, as part of staff’s official duties.

p. Financial Management Manage fiscal data and accounting for award funding, as required by federal law, including cost-sharing and any funds provided to approved sub-award recipients, as applicable.

q. Sub-award Management If sub-award recipients are involved, ensure they have received a copy of the parts of the solicitation that are relevant to their duties and are versed in all requirements, your organization’s expectations, J-1 visa regulations, and OMB Guidance 2 CFR Parts 200 and

600. Provide oversight to sub-recipients to ensure quality performance of the duties covered in their sub-awards.

r. Monitoring and Evaluation See Section C.6. Program Performance Monitoring and Evaluation (M&E).

Specific Responsibilities for YES Inbound Program

a. Recruitment and Selection Develop an outreach plan that addresses U.S. mission goals and priorities. Outreach may be conducted at any time during the activity period of this award. Recruit and screen applicants and select YES finalists and alternates through an open, transparent, merit-based competition. Develop a standard recruitment and merit-based selection process to use in all countries and maintain statistics at each stage by country, region, and prior participation in ECA's English Access Program. Application forms used in all countries must be uniform except for country-specific requirements that should be kept separate from the standardized application form. Application fees are not allowable. The recruitment process must be open to make it possible for any student who meets the eligibility criteria to apply. You must demonstrate a plan for outreach and providing necessary accommodations in the recruitment of eligible individuals with disabilities. Participants with special needs (e.g., asthma, diabetes, etc.) should also be identified as should participants needing additional pre-program English language instruction.

Ensure that all finalists meet established age, academic, and English proficiency requirements to facilitate enrollment in U.S. high schools. Finalists must generally be citizens or permanent residents of the countries from which they are chosen. ECA must approve the selection of all non-citizens, including permanent residents, or provide general guidance to be followed in particular countries. Given budget constraints and/or security concerns, it may not be possible to conduct recruitment activities in all regions of each country. Devise contingency plans for recruitment in countries where challenging governments may impede the standard selection process.

In order to allow the POs sufficient time for placement, they should receive finalists' applications in winter 2025-26. For this reason, recruitment must begin as early as feasible. The recipient must work with each in-country representative to streamline activities and procedures in order to prepare finalist applications at the earliest date without diminishing the quality of selection.

Criteria for YES Inbound Participants

1) Citizen or a permanent resident of the country of application

2) Ages 15-18.5 at the program start date (specific age requirements may be set in each country based on local educational system restrictions)

3) Sufficient ability to speak and study in English; the recipient must be familiar with

English language testing resources and general levels required for U.S. high school admission, and establish minimum test scores to be met by all selected participants

4) Preference will be given to applicants who have not previously studied in the United States or spent more than 50% of the last five years outside the country of application

5) Commitment to cultural immersion in the United States through a home-stay experience

6) Ability to meet cross-cultural challenges with maturity, humor, and an open mind

7) Plans for sharing their U.S. experience with their home school and community upon return home

b. Recruitment and Support of Participants with Disabilities Recruit and provide necessary support and accommodation for approximately 20 participants with disabilities. Participants with disabilities must meet the same standards as all other applicants but may receive reasonable accommodations for testing. Implement a review process carried out by a medical doctor to adequately assess the unique needs of each student and confirm that applicants with disabilities are medically fit to travel and participate in the program. Ensure that interviews, orientations, and other pre- and post-program activities include reasonable accommodations. Coordinate participant assignments with each PO to ensure that they have the resources and capacity to place and support the participant(s). Provide each PO with written, detailed, and accurate support and accommodation needs assessment results for each participant prior to student travel. Serve as a resource through the year in providing funds for reasonable accommodations, guidance, and assistance to POs in meeting these participants' needs.

c. Arrival Orientation(s) for Participants with Disabilities Plan and develop a separate arrival workshop and assessment event(s) to take place prior to the participants' arrival to their host communities, and that will include further professional review of each student to confirm and refine a support plan to be coordinated with each respective PO. Arrange associated travel for participants. The workshop will also present the history of the Americans with Disabilities Act (ADA) and resources available to people with disabilities in America and will provide independence training and tools for these participants. Coordinate dates and location with ECA, overseas implementers, and POs.

d. Pre- and On-Program English Assistance Provide pre-program English language instruction and enhancement activities for countries where the standard of English instruction does not result in an adequate pool of qualified applicants. This pre-program English assistance also helps to ensure that the weaker language qualifications of participants from more remote areas will not preclude their selection. Coordinate with ECA and each respective U.S. Embassy recruitment plans and efforts to build on existing USG-funded English language programs for youth. Your proposal should suggest planned efforts to include these English-language participants in YES.

While all participants selected to come to the United States must successfully demonstrate English proficiency and pass with establish minimal English test results, it is anticipated that a small number may have difficulty with the immersion in their host community and classroom settings. Your organization must work with and provide funds to POs as appropriate for YES participants who the PO determines need additional English language support. Upon the request from the PO, you will coordinate with them to develop a plan for individualized instruction to meet each participant's specific needs.

e. Passports, Visa, and Other Travel Documentation Assist all YES inbound participants in obtaining passports, U.S. visas, and any necessary transit visas, in coordination with the respective U.S. embassies. Your organization must work with the U.S. Embassy in each country to ensure timely processing of U.S. visas for all participants. Collect and process all student data in the SEVIS and prepare DS-2019 forms for finalists and alternates. Maintain and update SEVIS records as required, including appropriate finalization of SEVIS records when participants' programs end and for those who do not ultimately participate. Data on participants must also be submitted to ECA’s database.

f. Coordination of Participant Information and PO Assignment Develop and implement a plan for the equitable, transparent, and timely distribution of finalist documentation to the POs, taking into consideration such factors as sex, age, country of origin, need for English language instruction, and disabilities. Ensure that host family and school placement information is available to overseas implementers. Throughout the exchange, in coordination with POs, oversee informational changes in school or family addresses and local coordinator assignments in the program database. Your organization will be responsible for reporting such changes within ten days to ECA or as stipulated by the J-1 regulations.

g. Pre-Departure Orientations (PDOs) Provide uniform PDOs to prepare participants for life in the United States. Uniformity is essential because it reinforces participants’ identity as participants in a U.S. government scholarship program and enables the dissemination of information, policies, and procedures critical to their success. PDO topics should include sessions on living with a host family, U.S.

high school education culture and customs, student safety resources, sexual harassment resources, obeying rules, personal responsibility, realistic expectations, mental health, on-program participant support, budgeting, and community service.

Invite U.S. embassy personnel to PDOs with sufficient notice. In countries where your organization cannot conduct pre-departure orientation sessions due to security concerns, make provisions for these orientations to be conducted by U.S. Embassy staff, in a neighboring country, or, with the agreement of ECA, in the United States immediately after the participants arrive. Provide orientations for the natural parents prior to the participants' departure for the United States.

h. Distribute PO-specific materials prior to or during the PDOs.

i. ECA Academic Year Programs Meeting Participate with at least one to two program representatives in the ECA academic year programs Annual Meeting to be held for two days in Washington, DC.

j. End-of Year Re-Entry Support Develop and implement re-entry resource materials and activities that address topics of reverse culture shock, the U.S. Department of State’s alumni programs, potential programs provided by U.S. embassies, in-country alumni programs, and skills and leadership development for becoming effective YES alumni.

Specific Responsibilities for YES Abroad Program

a. U.S. Marketing Develop and implement a comprehensive and robust outreach and marketing plan for recruitment; a program and application website; and printed informational materials, handbooks, etc. Outreach may be conducted at any time during the activity period of this award. Provide informational materials to POs upon request. (Although POs are not responsible for recruitment, ECA encourages them to distribute information and materials about the YES Abroad program.)

b. YES-specific Staff/Volunteer Training and Orientation Ensure that all overseas implementing staff and volunteers who have regular contact with the participants have undergone screening for suitability and are trained. This training should be designed to provide the methods and tools necessary for monitoring, supporting, and counseling YES Abroad participants, their host families, and school personnel with sensitivity to cross-cultural issues unique to this exchange population. The training must ensure understanding of the goals, expectations, and requirements of the YES Abroad program. Ensure the proper reporting procedures are developed and that staff and volunteers understand their roles in communication participant and placement concerns that may arise.

c. Recruitment Develop an extensive, nationwide recruitment and a merit-based selection process that seeks to achieve a strong applicant pool from across the United States; and maintain statistics at all levels.

d. Selection Implement a fair and objective multi-stage process of evaluating applications and selecting participants.

Criteria for YES Abroad Participants

1) U.S. citizen

2) At least 15 years of age but not more than 18.5 years of age as of the program start date (age range eligibility may be narrower depending upon specific country high school and Ministry of Education requirements)

3) May not be a family member of U.S. Department of State employees or a family member of award recipient employees whose official duties involve ECA Youth Programs Division-funded programs

4) Demonstrated maturity, good character, and scholastic aptitude

5) Commitment to cultural immersion in a host culture through a home-stay experience

6) Interest in learning the predominant language of the host culture

7) Ability to meet cross-cultural challenges with maturity, humor, and an open mind

8) Ability to develop and articulate ideas and plans for sharing their overseas experience in their U.S. home school and community

e. Pre-Exchange Student Resources Develop and distribute language and cultural resource packets for finalists upon notification of acceptance into the program. Materials should outline the goals and requirements of the YES Abroad program.

f. Passports and Visas

Obtain all required documents from finalists and alternates in a timely way and facilitate their passport and visa application processes to the greatest extent possible to ensure they have the required travel documents to travel on-time.

g. Pre-Departure Orientations Provide pre-departure orientations prior to the participants' departures from their home countries. Orient host institutions, staff, families, and participants about the purpose and the foreign policy context for the YES Abroad program, as well as its goals and expectations, rules, and practical information. The orientation should include an introduction to personal and cultural adjustment issues, as well as prepare participants to have an awareness of and sensitivity to aspects of their host cultures that will require their adaptation. Train host country support staff to communicate cultural differences that Americans must navigate to have a successful exchange. The pre-departure preparation should also include a general political, historical, educational, and cultural introduction to the host countries; information related specifically to the objectives and themes of the program; and practical/ administrative information. Prepare participants for encountering a variety of interpretations of U.S. policy positions and interpretations of U.S. history while living abroad.

h. Participant Tax Liabilities Assume overall responsibility for compliance with all applicable tax treaties and Federal, State, and local tax withholding and reporting for American YES Abroad participants.

i. School Enrollment Identify and enroll participants in private or public high schools that enroll a high proportion of host country nationals and are accredited by the Ministry of Education of the host country. Your budget may include costs for tuition, room, and board in dormitories, if needed, with prior approval from ECA. If the only appropriate school requires dormitory living during the week, participants may be placed in this setting; however, in such cases, the in-country implementer must identify a suitable family who can consistently host the student on weekends and holidays to allow the student to have a host family experience.

j. Host Family Placement and Orientation Host Family Selection:

Develop a plan for monitoring participants’ safety and welfare that parallels, to the extent possible, the standards for J-1 visa regulations for international academic year participants found in 22 CFR 62. This includes, among other points, the identification and use of appropriate means of verifying the integrity and suitability of each host family.

Your budget may include reasonable stipend payments to host families to cover actual costs of food and expenses incurred by hosting a student. The location (city) and neighborhood of host-family and/or dormitory housing arrangements must be approved by the PDS of the relevant U.S. embassy and by ECA. Provide an orientation for host families before the participants’ arrival that covers program goals and policies as well as cultural information to facilitate adjustment and communications across cultures.

Host Family Orientation: Prior to the participants' arrival, conduct an in-person orientation for all screened and selected host families and provide them with the information and reference materials necessary to host and support a YES participant. (Note: Previous interviews during the screening and selection process do not constitute this YES-specific orientation.) Host family orientations should not include other non-YES host families to ensure that adequate attention is given to YES program-related and cross-cultural issues.

k. Placement Reports Provide ECA with confirmation of Embassies’ concurrence with general school and housing placement strategy and…