FY22 Gilman NOFO.pdf

Department of State

Bureau of Educational and Cultural Affairs (ECA) Notice of Funding Opportunity

(NOFO): FY 2022 Benjamin A. Gilman International Scholarship Program

Announcement Type: New Cooperative Agreement

Funding Opportunity Number: SFOP0008663

Assistance Listing (formerly CFDA) Number: 19.011

Key Date/Application Deadline: April 28, 2022

Executive Summary: The U.S. Study Abroad Branch within the Office of Global Educational

Programs of the Bureau of Educational and Cultural Affairs (ECA) announces an open competition to administer the FY 2022 Benjamin A. Gilman International Scholarship Program

(hereinafter referred to as the “Gilman Program”). U.S. public and private academic and cultural institutions, exchange-of-persons, and other not-for-profit organizations meeting the provisions described in Internal Revenue Code section 26 USC 501(c)(3) may submit proposals for the purpose of administering a scholarship program for credit-bearing academic study or internships outside the United States by U.S. undergraduate students with demonstrated financial need. Applicants may submit only one proposal under this competition. If multiple proposals are received from the same applicant, all submissions will be declared ineligible and receive no further consideration in the review process.

A. Program Description: 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.

Purpose: The intent of the International Academic Opportunity Act, the authorizing legislation for the Benjamin A. Gilman International Scholarship Program, is to broaden the U.S. student population that participates in study abroad by focusing on those students who would not otherwise study outside the United States due to financial constraints. Open to U.S. citizens and nationals of the United States, the Gilman Program provides scholarships to enable undergraduate students of limited financial means to pursue credit-bearing academic studies or internships in countries of their choosing. The Gilman Program helps to support the United

States’ national security and economic prosperity by building international competencies and foreign language skills among talented American students through overseas study. The program also encourages American students to study or intern in diverse countries where fewer

Americans study, showcasing America’s rich diversity, culture, and values to a wider number of people in countries overseas and building connections and networks between young Americans and their peers around the world.

The Gilman Program provides merit-based scholarships of up to $5,000 to eligible students to assist with the cost of up to one academic year of undergraduate study abroad. A limited number of supplemental Critical Need Language Awards of up to $3,000 are also provided for the study of critical languages, including, but not limited to: Arabic, Azerbaijani, Bangla, Mandarin

Chinese, Hindi, Indonesian, Japanese, Korean, Persian, Portuguese, Punjabi, Russian, Swahili, Turkish, and Urdu. Program funding also includes 100 awards specifically dedicated to the John

McCain International Scholarship for the Children of Military Families (Gilman-McCain

Scholarship), which will provide scholarships of $5,000 for the children of active-duty military personnel receiving any type of Title IV federal financial aid. Since its inception in 2001, the

Gilman Program has awarded more than 34,000 scholarships to U.S. undergraduate students representing over 1,300 colleges and universities from all 50 states, the District of Columbia, Puerto Rico and U.S. territories for study in approximately 155 countries around the world.

Mission of the Gilman Program:

• Develop a generation of future American leaders who represent the rich diversity of the nation and have the international networks and skills to advance U.S. national security and economic prosperity.

• Expand the U.S. student population that studies and interns abroad, helping more young Americans to gain the professional skills, language abilities, and knowledge of the world needed for successful careers.

• Broaden the destinations where U.S. students study and intern abroad, in order to build relationships, foster mutual understanding, and represent American culture and values, including in developing countries and countries critical to U.S. national security.

ECA seeks to encourage participating U.S. students to choose diverse study abroad destinations;

to study languages, especially critical languages; to engage in credit-bearing coursework from a broad range of disciplines; and to consider career-oriented internships overseas. ECA also seeks to support U.S. students of diverse backgrounds through the application process and throughout their program; to help underrepresented U.S. institutions offer and promote study abroad opportunities for their students; and to support and build networks among Gilman alumni. These objectives should be addressed in proposals.

A1. Recipient Responsibilities:

In a cooperative agreement, the Department is substantially involved in program activities above and beyond routine monitoring. These activities and the roles and responsibilities of the

Department and your organization are outlined in the attached Project, Objectives, Goals, and

Implementation (POGI) document.

B. Federal Award Information:

Type of Award: Cooperative Agreement. ECA’s level of involvement in this program is listed under Substantial Involvement in the POGI.

Fiscal Year Funds: 2022

Approximate Total Funding: $16,000,000, pending the availability of FY 2022 funds

Approximate Number of Awards: 1

Approximate Average Award: $16,000,000, pending the availability of FY 2022 funds

Floor of Award Range: None

Ceiling of Award Range: $16,000,000, pending the availability of FY 2022 funds

Anticipated Award Date: August 1, 2022, pending the availability of FY 2022 funds

Anticipated Project Completion Date: October 31, 2025

Additional Information: Pending successful implementation of this program and the availability of funds in subsequent fiscal years, it is ECA's intent to renew this cooperative agreement for two additional, consecutive fiscal years, before openly competing it again.

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

C. Eligibility Information:

C.1. Eligible applicants: U.S. public and private academic and cultural institutions, exchange-of-persons, and other not-for-profit organizations meeting the provisions described in

Internal Revenue Code section 26 USC 501(c)(3) may submit applications for this competition. Applicants must have nonprofit status with the IRS at the time of application. Please see the Proposal Submission Instructions (PSI) for additional information.

All applicants must also have a Unique Entity Identifier (UEI) number and be registered in

SAM.gov (see additional information about this requirement in D.3. and D.5. below).

C.2. Other Eligibility Requirements: The following additional eligibility requirements apply to this NOFO announcement:

a.) Bureau grant guidelines require that organizations with less than four years of experience in conducting international exchanges be limited to $130,000 in Bureau funding. ECA anticipates making cooperative agreement, in an amount of $16,000,000 to support all costs required to implement this exchange program. Therefore, organizations with less than four years of experience in conducting international exchanges are ineligible to apply under this competition.

b.) All proposals must comply with the requirements stated in the NOFO, POGI (if applicable), and the Proposal Submission Instructions (PSI); non-compliance will result in your proposal being declared technically ineligible and given no further consideration in the review process.

c.) 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 Proposal Submission Instructions (PSI) document.

C.3. Cost Sharing or Matching Funds: There is no minimum or maximum percentage of cost sharing required for this competition. However, the Bureau 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.

D. Application and Submission Information:

Please read the complete announcement before sending inquiries or submitting proposals. Once the NOFO deadline has passed, Bureau staff may not discuss this competition with applicants until the proposal review process has been completed.

D.1. Solicitation Package Location: The entire Solicitation Package may be downloaded from the Bureau's website at https://eca.state.gov/organizational-funding or from the Grants.gov website at https://www.grants.gov.

D.2. Content and Form of Submission: Applicants must follow all instructions in the

Solicitation Package, including the Proposal Submission Instruction (PSI) document, which consists of required application forms and standard guidelines for proposal preparation. The application should be submitted per the instructions under D.3p. “Application Deadline and

Method of Submission” section below.

D.3. Unique Entity Identifier Number: You are required to have a Unique Entity Identifier

(UEI) number to apply for a grant or cooperative agreement from the U.S. Government. This number is a nine-digit identification number, which uniquely identifies business entities. Obtaining a UEI number is easy and there is no charge. To obtain a UEI number, access http://www.dnb.com or call 1-866-705-5711. Please ensure that your UEI (Data

Universal Numbering System or DUNS) number is included in the appropriate box of the SF –

424 which is part of the formal application package. For more detailed instructions for obtaining a UEI (DUNS) number, refer to: https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

D.4. Required Proposal Elements: All proposals must contain an executive summary, proposal narrative, budget, and budget narrative.

D.5. Required Registration with the System for Award Management (SAM): All federal award applicants must be registered in the System for Award Management (SAM) database in order to submit a proposal in response to an open competition on Grants.gov.

https://eca.state.gov/organizational-funding https://www.grants.gov/ http://www.dnb.com/ https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

All federal award recipients must maintain a current registration in the SAM database. Recipients must maintain accurate and up-to-date information in www.SAM.gov until all program and financial activity and reporting is completed on any issued award. Recipients must review and update the information at least annually after the initial registration and more frequently if required information changes or another award is granted. There is no cost associated with registering or updating SAM.gov accounts. Failure to register in SAM.gov will render applicants ineligible to receive funding.

For more detailed instructions for registering with SAM, refer to: https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

D.6. Federal Awardee Performance & Integrity Information System (FAPIIS): Prior to making a Federal Assistance award over $250,000, the Federal agency is required to review and consider any information about the applicant that is in FAPIIS (see 41 U.S.C. 2313) and accessible through SAM.gov. If an Applicant is currently in FAPIIS, they can comment on any information about its organization that a Federal awarding agency previously entered. The

Federal awarding agency will consider any comments by the applicant, in addition to the other information in FAPIIS, in making a judgment about the applicant’s integrity, business ethics, and record of performance under Federal awards when completing the review of risk posed by applicants as described in 2 CFR §200.205 Federal awarding agency review of risk posed by applicants.

D.7. Required Registration with SAMS Domestic: All ECA award recipient organizations and recipient contacts and signatories must be registered with the U.S. Department of State’s

SAMS Domestic by accessing https://mygrants.servicenowservices.com and clicking the “create an account” link. SAMS Domestic 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

SAMS Domestic as a U.S. Department of State award recipient do not need to register again. If the organization is not able to access the system, please contact the ILMS Help Desk for help in gaining access.

Support for Recipient Organizations and recipient contacts and signatories is available 24 hours, 7 days a week (except federal holidays), and can be reached at 1-888-313-ILMS (4567) or through the ILMS Self Service Portal at https://afsitsm.servicenowservices.com/ilms/.

In the event the ILMS Help Desk is unable to provide you with assistance in a timely manner, please contact ECA_SAMSDomestic@state.gov and copy the program officer associated with the solicitation.

Please take into consideration the following information when preparing your proposal narrative:

D.8. For Informational Purposes Only - Adherence To All Regulations Governing The J

Visa: The Bureau of Educational and Cultural Affairs places critically important emphases on the security and proper administration of the Exchange Visitor (J visa) Programs and adherence http://www.sam.gov/ https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://mygrants.servicenowservices.com/ https://afsitsm.servicenowservices.com/ilms/ mailto:ECA_SAMSDomestic@state.gov 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 Designation, Private Sector Programs Division

U.S. Department of State

SA-4E (Bldg. 3)

2430 E Street, NW

Washington, DC 20037

Please refer to Solicitation Package for further information.

D.9. Diversity, Equity and Inclusion (DEI) and Freedom and Democracy

Guidelines: Pursuant to the Bureau's authorizing legislation, “Diversity” should be interpreted in the broadest sense and encompass differences including race, color, national origin, sex, age, religion, geographic origin, socio-economic status, disability, sexual orientation or gender identity. Proposals should demonstrate how diversity, equity, and inclusion will enhance the program’s goals and objectives and the participants’ exchange experience. Proposals should demonstrate how the program will further engage diverse and underserved communities. Programs must maintain a non-political character and should be balanced and representative of the diversity of political, social and cultural life in the United States and abroad. Please refer to the “Support of Diversity, Equity, and Inclusion” review criterion of this document for more information on how this will be reviewed as a part of any application. Please also refer to the “Diversity, Equity, and Inclusion” section in the “Proposal Submission

Instructions” document for specific suggestions on incorporating DEI into the proposal.

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.

D.10. Program Performance Monitoring and Evaluation (M&E)

A performance monitoring framework is vital to tracking the performance and the direction, pace, and magnitude of change that result from ECA programs. This section pertains to performance monitoring in particular – as this type of monitoring is distinct from grants monitoring or other program monitoring discussed elsewhere in this solicitation. Performance monitoring is designed to assess progress against established goals and objectives across the

Bureau and as established for each award.

The Bureau recommends the use of a Performance Monitoring Plan (PMP) to establish your performance monitoring plans for each award. 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. These corresponding http://j1visa.state.gov/ data collection questions help ensure that the data is being collected in a uniform way across the entire Bureau.

For this proposal and the resulting cooperative agreement(s)/grant(s), the Bureau recommends the applicant include the programmatic objectives and indicators listed below:

• Objective 1: Advance participant and beneficiary cross-cultural competence and global perspective

• Sub-Objective 1.1: Promote cultural exchanges and enhance understanding between participants and their host communities

• E1.1.04: Percent of participants with more favorable opinions of the United States Government

• E1.1.09: Percent of participants who traveled abroad for the first time because of their program

• E1.1.11: Percent of American participants indicating a change in their understanding of their host country's culture and values

• E1.1.19: Percent of participants agreeing with statements in support of democratic values

• Objective 2: Increase the impact that participants and alumni have on their communities / countries

• Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits communities/countries

• E2.2.01: Percent of participants who have more confidence in their ability to have an impact in their home country

• Objective 3: Strengthen engagement among participants, alumni, beneficiaries, and institutions

• E3.0.07: Percent of participants who identify as a Department of

State program participant

• Objective 4: Strengthen personal, professional, and technical abilities and aptitudes of participants and beneficiaries

• E4.0.03: Percent of participants reporting an increase in soft skills as a result of exchange program participation

• E4.0.05: Percent of participants who report an increase in technical skills as a result of exchange program participation

• Sub-Objective 4.1: Participants engage in language, academic, professional, and cultural exchange programs

• E4.1.01: Total number of participants

• E4.1.03: Number of ECA-supported international scholarships provided to American students

• Objective 6: Increase Capacity of ECA partner institutions to achieve program strategic goals

• Sub-Objective 6.1: Increase capacity of implementing partners and educational institutions for the internationalization of programs

• E6.1.02: Number of exchange participants from or hosted by

Minority-Serving Institutions participating in ECA (both funded and private sector) exchanges

• Objective 8: Enhance the quality and effectiveness of ECA programs by leveraging the Bureau’s resources, policy, and stakeholder relationships

• E8.0.01: Dollar amount ($) spent on monitoring and evaluation activities

• E8.0.03: Response rate for participant surveys

ECA recommends that applicants use the indicators listed in this section as the minimum requirement for measurement. Applicant-designed objectives and indicators that are specific to the proposed program and this proposal should be added as necessary to sufficiently measure the relevant proposed program outputs, outcomes, and impact over the course of the proposed period of performance

PMPs

Please see below for a sample PMP and accompanying instructions. While ECA recommends the applicant use the format provided, this is not a requirement. However, all content present below should be included in any presentation of a PMP that the applicant submits. Successful

PMPs should include the following:

• Programmatic objectives, which are statements of the condition(s) or state(s) 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 Functional Bureau Strategy, MODE Results Framework (both found here: https://eca.state.gov/about-bureau) or other applicant-designed program-specific objectives. For more information on

SMART see the ECA Evaluation Division’s website: https://eca.state.gov/impact/eca-evaluation-division/capacity-building. ECA recommends the proposed PMPs include a minimum of one programmatic objective for each goal included in the PMP.

• Performance indicators are measures used to gauge progress toward programmatic objectives. Indicators should be as specific as possible (following the

SMART principles) and include any proposed disaggregations.

o In addition to those outlined above, the applicant may propose additional program-specific indicators in the PMP.

o ECA recommends the proposed PMPs include a minimum of one indicator for each programmatic objective.

o Baseline data (whether collected specifically for the program at the beginning of the award or from a previously existing source) for each indicator shall be included where relevant, as well as the target number to be achieved for each indicator.

The onus will be on the Bureau to measure outcomes of ECA participants at one-, three-, and five-years after their exchange has ended to capture the long-term impact of ECA programming. Award recipients are responsible for collecting indicator data on participant outcomes only during the period of performance of the exchange itself (see the PMP for guidelines as to when these data collection efforts should occur).

PROGRAM PERFORMANCE M&E NARRATIVE

https://eca.state.gov/about-bureau https://eca.state.gov/impact/eca-evaluation-division/capacity-building https://eca.state.gov/impact/eca-evaluation-division/capacity-building

ECA recommends that there be a narrative section within the program narrative sections of the proposal that outlines how the applicant intends to measure the indicators outlined in the PMP.

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 applicant’s 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, how they will be advertised to participants and when – detailing strategies to ensure adequate survey response rates and reduce selection and non-response bias.

• A brief explanation of data analysis and reporting procedures

• An overview of proposed learning plan and feedback loops to ensure that the GO/GOR are informed on performance monitoring issues at regular intervals

RESULTS PERFORMANCE MONITORING REPORTING REQUIREMENTS

The State Assistance Management System Domestic (SAMS-D) 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 SAMS-D 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, any recipients of this award will be required to input performance reporting data outlined in this solicitation into the SAMS-D RPM. The data stored in the SAMS-

D RPM will provide ECA with a bureau-wide, uniform M&E reporting tool that is already linked with other elements of the awards and that existing awardees are familiar with. There is a one-time 3-hour required SAMS-D RPM module training that designated staff of award recipient organizations will need to attend to gain access to the system. Also as part of the reporting requirements, award recipients will also be required to provide ECA with the raw data for surveys in a CSV file through SAMS-D.

PERFORMANCE MONITORING PLAN

Applicant Name: Example Organization

Fiscal Year and

Program Title:

FY## Example Program

Funding Opportunity

SFOP000XXXX

Instructions: A performance monitoring plan (PMP) describes the proposed indicators to be captured that demonstrate progress toward achieving the objectives of the program. The table below includes the recommended programmatic objectives and indicators as indicated in the solicitation document. Within this table, please provide any additional applicant-designed objectives and indicators that are specific to the proposed program that measure the relevant outputs, outcomes, and impact over the course of the award’s proposed period of performance. (Note: the placement of two rows for applicant-designed indicators is arbitrary – the applicant can add or delete rows as necessary).

While ECA recommends the applicant use the format provided, this is not a requirement.

However, all content present below should be included in any presentation of a PMP that the applicant submits. Successful PMPs should include the following:

Completion: All components of the PMP are included.

Inclusion of ECA Standard indicators: Includes the standardized ECA indicators pre-populated in the PMP template and listed in the solicitation without any adapting of the definitions, data sources, collection timelines and responsible entities.

Baselines and targets: Baselines and targets are included and realistic. If there is no baseline to report, there should be a plan for how to obtain or produce the value in the future.

If the applicant chooses to include any applicant-designed objectives and indicators, successful applicants will include the following elements:

SMART Objectives and Indicators: Objectives and Indicators should follow SMART principles (https://eca.state.gov/files/bureau/a_good_start_with_smart.pdf).

Details of indicators: All basic information of the indicators (definition, data source and question, collection timeline and responsible entity) should be included. The definitions of the standardized ECA indicators should be used as examples of what to include and the format.

Depth of indicators: Outcomes should be used where possible to demonstrate if a program is meeting its objectives. While outputs are important to understand if a program achieved what it was meant to do, outcomes demonstrate the larger effect of the program.

Indicator Structure: Ensures that the indicator does not measure multiple things

(participants AND host families), does not start with a direction (“Increase” is a result, “Number of” is an indicator), and should reports numeric data (“good test results” is not an indicator)

Redundancy: There should be a clear and distinct reason for each indicator, and the indicator should not overlap with ECA standard indicators. Each indicator should be clearly linked to either an ECA standard objective or a custom objective.

Consistency with ECA Indicators: Key terms are defined the same way. Disaggregations align where appropriate, and calculations follow the same structure.

Definitions of PMP Columns

Performance Indicator: An observable or measurable characteristic that indicates the extent to which a program objective is being achieved. Specify if the indicator is an ECA standard indicator or a custom indicator.

https://eca.state.gov/files/bureau/a_good_start_with_smart.pdf

Definition: Clarifies all terms necessary, provides details on how to calculate the data collected to measure the change expected, and includes any disaggregation (male/female; country; region;

age; etc.) that needs to be reported for the indicator.

Baseline: The value of an indicator before the implementation of a program

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

Data Source and Question: Specifies how the data will be obtained (such as a survey, observation, interview, etc.) and the mandatory question linked to the data collection.

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 earlier than before the participant departs the United States and no later than 6 weeks after an activity has ended

• Award recipients are responsible for collecting indicator data on participant outputs and outcomes during the period of performance of the exchange itself. Any anticipated data collection that occurs post-program should include specific details of when the data collection will occur. Note: The onus will be on the

Bureau to measure outcomes of ECA participants at one-, three-, and five-years after their exchange has ended to capture the long-term impact of ECA programming.

Entity Responsible: Person or entity responsible for collecting the data

Performance

Indicator

Definition Baselin e

Target Data Source and

Question

When to

Collect

Entity

Responsi ble

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

E1.1.04: Perc ent of participants with more favorable opinions of the United

States

Government

Participant - A person who has directly participated in an ECA exchange program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

“Exchange

Visitors.”

Counting

Frequency

0 To be complet ed by the applica nt

Survey (self-reported data)

Did your views of the

United States government change as a result of your exchange program participation?

• Yes

• No

If YES:

How did your views of the United States

Post-

Progra m

Award recipient

Each respondent should only be counted once in the reporting year following their program completion.

Calculations

To calculate percentage, numerator will be number of respondents who select “much more favorable” OR

“somewhat more favorable” on the survey question. The denominator will be the total number of survey respondents.

Divide the numerator by the denominator and then multiply by 100 for the percent value.

government change? Are your views:

• Much less favorable

• Somewhat less favorable

• Somewhat more favorable

• Much more favorable

E1.1.09: Perc ent of participants who traveled abroad for the first time because of their program

Participant - A person who has directly participated in an ECA exchange program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

Abroad – A country outside of one’s home country

0 To be complet ed by the applica nt

Before this exchange program, had you traveled outside of your home country?

Why did you travel outside of your home country? Select all that apply.

• Tourism

Post-

Progra m

Each respondent should only be counted once in the reporting year following their percentage, numerator will be number of respondents who answered “no” to the first question while the denominator will be the total number of survey respondents.

Divide the numerator by the denominator and then multiply by 100 for the percent value.

• Visit friends/family

• Participati on in another

U.S. Department of State exchange program

(including U.S.

Embassy-sponsored exchanges)

• Participati on in a non-U.S.

Department of

State exchange

• Study

• Work

• Other:

______ [write-in]

E1.1.11: Perc ent of

American participants indicating a change in their understanding of their host country's culture and values

Participant - A person who has directly participated in an ECA exchange program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

Host country - The country in which the participant traveled to for their exchange program.

0 To be complet ed by the applica nt

How much did participation in the exchange program change your understanding or knowledge of the following topics?

• Host country political system

• Host country economy

Post-

Progra m

Each respondent should only be counted once in the reporting year following their

Responses to each item should be scored in the following manner:

No change – 1

Minimal change – 2

Moderate change –

Substantial change –

The response scores for each item should be summed and divided by the number of items they responded to in order to give an average question score for each respondent.

To determine the percent value, the numerator is the number of respondents whose average question score is 2 or greater while the denominator will be the total number of survey respondents.

Divide the

• Foreign affairs of my host country

• Domestic affairs in my host country

• Host country values and culture

• Daily life in my host country

• Religious and ethnic diversity in my host country

• Freedom of speech and press in my host country

• Voluntary community service in my host country

[Scale: No change, Minimal change, Moderate change, Substantial change] numerator by the denominator and then multiply by 100 for the percent value.

E1.1.19: Perc ent of participants agreeing with statements in support of democratic values

Participant - A person who has directly participated in an ECA exchange program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

Democratic values -

The ideas or beliefs that make a society fair, including:

democratic decision-making, freedom of speech, equality before the law, social justice, equality, social justice.

Count Frequency should only be counted once in the reporting year following their

Responses to each item should be scored in the following manner:

Strongly disagree –

0 To be complet ed by the applica nt

To what extent do you agree or disagree with the statements below?

• Voting is important because real decisions are made in elections

• Free and fair elections are the cornerstone of democracy

• An independent media is important to the free flow of information

• All citizens in a country should have equal rights and protections under the law, regardless of circumstances

• The rule of law is fundamental to a functioning democracy

• Individual s have the right to free speech and to voice opposition

Post-

Progra m

Disagree – 2

Neither disagree nor agree – 3

Agree – 4

Strongly agree – 5

I don’t know/I can’t ascertain – 0 percent value, numerator is the number of respondents whose average question score is greater than or equal to 4 on a 1-

5 scale while the denominator will be the total number of survey respondents.

Divide the numerator by the denominator and then multiply by 100 for the percent value.

• Organizati ons have the right to free speech and to voice opposition

• Democrati c principles enhance the workplace.

Supervisors should incorporate democratic principles into their management practices

[Scale: Strongly disagree, Disagree, Neither disagree nor agree, Agree, Strongly agree, I don’t know/I can’t ascertain]

ECA Objective 2: Increase the impact that participants and alumni have on their communities / countries

ECA Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits communities/countries

E2.2.01: Perc ent of participants who have more confidence in their ability to have an impact in their home country

Participant - A person who has directly participated in an ECA exchange program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

Home community -

The community that the program

0 To be complet ed by the applica nt

As a result of your program participation, how has your confidence in each of the following changed?

• I have the ability to make a difference in the community where I live

• I have the ability to make a

Post-

Progra m participant originates from and will return to at the conclusion of the program.

Home country - The country in which the program participant resides.

should only be counted once in the reporting year following their

Calculation percent value, numerator is number of respondents that responded “more confident” to the statement about their ability to make a difference in the

‘community where I live’ while the denominator will be the total number of survey respondents.

Divide the numerator by the denominator and then multiply by 100 for the percent value.

difference in the country where I live

• I have the ability to make a difference in the global community

[Scale: I am less confident; No change in confidence, I am more confident]

ECA Objective 3: Strengthen engagement among participants, alumni, beneficiaries, and institutions

E3.0.07: Perc ent of participants

Participant - A person or group of persons that has

0 To be complet ed by

Post-

Progra m who identify as a

Department of State program participant directly participated in an ECA exchange program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

Alumni - Program participants who have been exposed to at least 36 hours of an exchange or a cultural exchange element with the possibility of sustained networking.

should only be counted once in the reporting year following their percentage, numerator will be number of participants who answered “yes” in response to the survey question. The denominator will be the total number of survey respondents.

Divide the numerator by the denominator and the applica nt

Do you consider yourself a participant of a U.S.

Department of State program?

then multiply by 100 for the percent value.

ECA Objective 4: Strengthen personal, professional, and technical abilities and aptitudes of participants and beneficiaries

E4.0.03:

Percent of participants reporting an increase in soft skills as a result of exchange program participation

Soft skills -

Qualities and behaviors an individual demonstrates to interact with others effectively.

Examples include communication, listening, self-awareness, awareness of others, self-initiative, cognitive competence skills, self-confidence, resourcefulness/resil ience, and decision-making and problem-solving skills.

Participant - A person who has directly participated in an ECA exchange program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

Each participant should only be counted once in the reporting year following their

0 To be complet ed by the applica nt

Survey (self-reported)

NOTE: Question 1 is also included in

Indicator 4.0.01 and

4.0.05. If at least two of

those questions are to be included in a survey, question 1 can be asked once, with two multiple follow-up questions based on an affirmative response.

Did you increase your personal and/or professional skills as a result of your participation in this program?

Please select the personal skills you increased.

Select all that apply.

• Leadershi p skills

• Communi cation skills

• Listening skills

• Self-awareness

• Self-initiative

• Self-confidence

Post-

Progra m percent value, numerator is number of respondents who select at least one answer option except for “none of the above skills” in the second question while the denominator will be the total number of survey respondents.

Divide the numerator by the denominator and then multiply by 100 for the percent value.

• Resourcef ulness

• Decision-making skills

• Problem-solving skills

• Other:

______ [write-in]

None of the above skills

E4.0.05:

Percent of participants who report an increase in technical skills as a result of exchange program participation

Technical skills -

Knowledge and ability to perform specific tasks.

Examples of technical skills include project management, project management, entrepreneurship, journalism, teaching instruction, science, technology, engineering and mathematics

(STEM)

competence.

Participant - a person or group of persons that has directly participated in, and benefits

0 To be complet ed by the applica nt

NOTE: Question 1 is also included in

Indicator 4.0.01 and

4.0.03. If at least two of

these questions are to be included in a survey, question 1can be asked once, with two multiple follow-up questions based on an affirmative response.

Did you increase your personal and/or professional skills as a result of your participation in this program?

• Yes

• No

Post-

Progra m from, an ECA exchange program.

Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

should only be counted once in the reporting year following their percent value, numerator is number of respondents who select at least one answer option

EXCEPT for “none of the above skills” in the second question while the denominator will be the total number of survey respondents.

Divide the numerator by the denominator and 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

• Entrepren eurship skills

• Journalis m skills

• Teaching skills

• Science competence

• Technolo gy competence

• Engineeri ng competence

• Mathemat ics competence

• Other:

______ [write-in]

None of the above skills

ECA Sub-Objective 4.1: Participants engage in language, academic, professional, and cultural exchange programs

E4.1.01: Tot al number of participants

Participant - A person who has directly participated in an ECA exchange

0 To be complet ed by the

Administrative data from award recipients

Annuall y program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

Each participant should only be counted once per semi-annual reporting cycle following their program completion.

applica nt

E4.1.03:

Number of

ECA-

supported international scholarships provided to

American students

Scholarships -

Monetary assistance provided by ECA for students to either study abroad or in the United States.

For this indicator, only the number of scholarships provided to

American students is counted.

All scholarships should be counted even if more than one scholarship goes to the same individual.

Scholarships should be counted once per semi-annual reporting cycle

0 To be complet ed by the applica nt

Administrative data from award recipients

Semi-

Annuall y during which they were awarded.

ECA Objective 6: Increase capacity of ECA partner institutions to achieve program strategic goals

ECA Sub-Objective 6.1: Increase capacity of implementing partners and educational institutions for the internationalization of programs

E6.1.02: Nu mber of exchange participants from or hosted by

Minority-

Serving

Institutions participating in ECA (both funded and private sector) exchanges

This indicator counts the number of exchange participants

(American and foreign), from or hosted by minority serving institutions

(MSIs), participating in BOTH ECA’s funded programs and the private-sector non-funded programs.

Participant - A person who has directly participated in an ECA exchange program. Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

“Exchange

Visitors.”

Count Frequency

Each respondent should only be counted once in the reporting year following their program completion.

0 To be complet ed by the applica nt

Administrative Records

Provide the number of program participants from or placed at the following (see MSI category options).

If you do not have participants from/placed at one of the MSI categories, enter “0.”

• Historicall y Black Colleges and Universities

• Hispanic

Serving

Institutions

• Tribal

Colleges and

Universities

• Total

[Include two answer options as applicable:

one for participants who are from one of the MSI categories and one for foreign participants who were placed at one of the

MSI categories]

Semi-annuall y

Award recipient

ECA Objective 8: Enhance the quality and effectiveness of ECA programs by leveraging the

Bureau’s resources, policy, and stakeholder relationships

E8.0.01: Doll ar amount ($) spent on

Award recipient -

An entity that undertakes the work

N/A N/A Administrative records

Semi -

Annuall y

Recipient monitoring and evaluation activities of the ECA Bureau programs, using

ECA funding under a formal legal agreement. For ECA

Exchange Visitor

Programs, these entities are called

Exchange Sponsors, which are not ECA-funded, and consist of public, private, or nonprofit entities designated by the

Department of State to support persons involved in exchange program activities or events.

Each award recipient should provide estimated monitoring and evaluation expenses for each

ECA award once per reporting period.

Calculation

This figure can include fees to any sub-contractors conducting M&E on behalf of the ECA program. This can also include the salaries of award recipient and ECA personnel, but only for the time they spend on M&E of

ECA awards. For salaries, can

What is the total dollar amount related to monitoring and evaluation for this ECA award (for programmatic, non-financial reasons) during this reporting period?

Please estimate to the nearest dollar.

Fill in the blank:

__________ [validated as numeric]

See “M&E Budget

Tracking Guidance” document on the MELI website for the list of activities that constitute monitoring and evaluation estimate the number of hours spent on

M&E activities for the reporting period and multiply by the salary figures.

E8.0.03:

Response rate for participant surveys

Participant - A person who has directly participated in an ECA program.

Note that participants also include ECA’s

Office of Private

Sector Exchange’s

(ECA/EC)

Response rates will be calculated and reported semi-annually on surveys that closed (i.e.

ceased allowing respondents to respond) in that six-month period, even if the survey opened in the previous six-month period. This may be a single survey or an aggregation, if more than one survey closed in that six-month period. Each survey invitation should be counted once, and each response (if received) should be counted once.

N/A N/A Survey Records Semi-

Annuall y

Recipient

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.

Applicant Objective 1: To be completed by the applicant

Indicator To be completed by the applicant

To be complet ed by the applica nt

To be complet ed by the applica nt

To be completed by the applicant

To be complet ed by the applica nt

To be completed by the applicant

Applicant Objective 2: To be completed by the applicant

Indicator To be completed by the applicant

To be complet ed by the applica nt

To be complet ed by the applica nt

To be completed by the applicant

To be complet ed by the applica nt

To be completed by the applicant

Program Goal: Allow American undergraduate students of limited financial means to study or intern abroad, gain proficiency in diverse languages and cultures, and provide them with skills that are critically important to their academic and career development.

D.11. 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.