FY24 Amended UGRAD - NOFO.pdf

U.S. Department of State Bureau of Educational and Cultural Affairs (ECA) Amendment to Notice of Funding Opportunity (NOFO) Funding Opportunity Title: FY 2024 Global Undergraduate Exchange Program Announcement Type: New Cooperative Agreement Funding Opportunity Number: SFOP0010299 Assistance Listing (formerly CFDA) Number: 19.009 Deadline for Applications: May 28, 2024

Executive Summary: The Office of Academic Exchange Programs of the Bureau of Educational and Cultural Affairs announces an open competition for the administration of the FY 2024 Global Undergraduate Exchange Program (Global UGRAD). The total amount of funding for this award will be up to $6,770,000, pending the availability of FY 2024 funds. U.S. public and private non-profit organizations meeting the provisions described in IRS regulation 26 CFR 1.501(c) (3) may submit proposals to cooperate with the Bureau in the administration and implementation of the Global UGRAD Program. Organizations with less than four years of experience in conducting international exchange programs are not eligible for this competition.

See Section C.3. Other Eligibility Requirements for further information.

The Global UGRAD Program selects outstanding underserved students from East Asia and the Pacific, Europe and Eurasia, the Near East, South and Central Asia, Sub-Saharan Africa, and the Western Hemisphere to receive scholarships for one semester of non-degree study at U.S.

institutions of higher education. Some students may also participate in one additional semester of pre-academic English language training. Funding should support approximately 245 participants, pending the availability of FY 2024 funds. Every effort should be made to maximize the number of scholarships awarded.

Proposals should demonstrate flexibility and creativity in program planning and administration.

This NOFO has been amended to extend the deadline for submission of applications due to an unexpected change in the May grants.gov maintenance window and unavailability of the submission system. The original deadline date was May 20, 2024. The new deadline for submission of proposals is May 28, 2024.

A. PROGRAM DESCRIPTION

A.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.

A.2. Purpose The Global UGRAD Program is designed to promote mutual understanding by awarding outstanding, underserved undergraduate students from East Asia and the Pacific, Europe and Eurasia, the Near East, South and Central Asia, Sub-Saharan Africa, and the Western Hemisphere full scholarships for one semester of non-degree undergraduate study at accredited four-year colleges and universities, as well as community colleges, which represent the institutional and geographic diversity of the United States. During their programs, students enhance their academic education with community service activities and professional development workshops. At the end of their academic program, students are required to return to their home countries.

A.3. Program Specific Guidelines Applicant organizations must demonstrate the ability to administer all aspects of the Global UGRAD Program, including administering scholarships for one semester of non-degree undergraduate study for visiting students at accredited institutions of higher education in the United States. Additional responsibilities include, but are not limited to:

• the development of promotional, recruitment, and application materials, and the provision of these materials to Public Affairs Sections (PAS) of U.S. embassies and Fulbright Commissions in participating countries;

• the development and technical management of an online application system;

• the recruitment and selection of appropriate host institutions throughout the United States;

• the coordination of TOEFL testing, provision of TOEFL vouchers, and receipt of TOEFL scores for students nominated to participate in the AY 2024-2025 program;

• the review of all nominations for program eligibility;

• the placement of student nominees at host institutions;

• the development and oversight of in-person or virtual pre-departure and arrival orientation workshops;

• the management of travel arrangements for participants;

• the administration of virtual pre-academic English language programming;

• monitoring and support of program participants;

• the development and execution of emergency planning protocols to ensure the physical and mental health, safety, and security of all participants;

• the oversight and planning of community service and professional development activities;

• the development and implementation of in-person or virtual re-entry workshops;

• the development and administration of a communications strategy, which includes identification of impact stories, in coordination with the program office;

• the management of program finances;

• the evaluation of all program components; and

• development of alumni tracking, programming, and follow-on activities, in collaboration with the Bureau, including the registering of program alumni with the Bureau’s Office of Alumni Affairs and the International Exchange Alumni website.

Responsibilities in support of the program taking place in AY 2024-2025 may include, but are not limited to:

• the development of promotional and application materials, and the provision of these materials to PASs of U.S. Embassies and Fulbright Commissions in participating countries;

• the development and technical management of an online application system;

• the development and delivery of messaging for applicants and participants related to financial planning and the pre-departure reimbursement process;

• the electronic sharing and transfer of application materials to ECA and, upon request and if necessary, to other organizations involved in the management of an anticipated FY 2024 Global UGRAD Program;

• the coordination of TOEFL testing, provision of TOEFL vouchers, and receipt of TOEFL scores for students nominated to participate in the AY 2024-2025 program; and

• the review of all nominations for program eligibility.

PASs of U.S. embassies and bi-national Fulbright Commissions will be responsible for the recruitment and nomination of student participants. The Bureau, in conjunction with PASs, will be responsible for final selection of all program applicants. Applicant organizations must demonstrate flexibility and the willingness to work with any and all countries in the identified regions. ECA reserves the right to add or remove participating countries depending on Bureau priorities and the availability of funds.

The recipient organization must ensure that all program and promotional materials, including verbal presentations, state prominently that the Global UGRAD Program “is a program of the Bureau of Educational and Cultural Affairs of the United States Department of State.”

Promotional materials must be approved by the Bureau and follow Department of State branding guidelines. Only the Bureau of Educational and Cultural Affairs may issue the certificates of program completion to the Global UGRAD participants.

The award recipient will serve as the principal liaison with Global UGRAD Program host institutions and the Bureau. Further details on specific program responsibilities can be found in the Project Objectives, Goals, and Implementation (POGI) document, which is part of the formal solicitation package available from the Bureau. Interested organizations should read the entire announcement for all information prior to preparing proposals.

Pending the availability of FY 2024 funds, it is ECA’s intent to award one cooperative agreement for this program. Should an applicant organization wish to work with other organizations in the implementation of this program, ECA requests that sub-award agreement(s) be developed.

A.4. Recipient Responsibilities The responsibilities of the recipient organization are as follows:

1. Implementing all aspects of the Global UGRAD Program, including administering scholarships for one semester of non-degree undergraduate study for visiting students at accredited institutions of higher education in the United States;

2. Developing promotional and application materials, and providing these materials to

PASs of U.S. embassies;

3. Recruiting and selecting appropriate host institutions throughout the United States;

4. Placing student nominees at host institutions;

5. Developing and overseeing in-person or virtual pre-departure orientation workshops, and virtual arrival orientation workshops;

6. Managing student travel arrangements;

7. Development and execution of emergency planning protocols to ensure the health, safety, and security of all participants;

8. Development and administration of an outreach plan, which includes impact stories, in coordination with the program office;

9. Administering pre-academic English language programming;

10. Monitoring and supporting program participants;

11. Overseeing and planning of community service and professional development activities for program participants;

12. Managing program finances;

13. Evaluating all program components;

14. Developing and implementing in-person re-entry workshops, with the option to host them virtually;

15. Development of alumni tracking, engagement, and follow-on activities, including registering alumni with ECA’s Office of Alumni Affairs and the International Exchange

Alumni website; and

16. Responding promptly and fully to requests from PASs and the Bureau.

Satisfactory performance is a condition of continued administration of the program.

A.5. Substantial Involvement:

In a cooperative agreement, the Office of Academic Exchange Programs (ECA/A/E) is substantially involved in program activities above and beyond routine monitoring. These activities are outlined in the attached 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: FY 2024 Approximate Total Funding: $6,770,000, pending the availability of funds.

Approximate Number of Awards: 1 Approximate Average Award: $6,770,000, pending the availability of funds.

Minimum “Floor” of Award: $6,770,000, pending the availability of funds.

Maximum “Ceiling” of Award: $6,770,000, pending the availability of funds.

Anticipated Award Date: July 25, 2024, pending the availability of funds.

Anticipated Project Completion Date: June 30, 2027.

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.

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

1.) ECA’s grant guidelines require that organizations with less than four years of experience in conducting international exchanges be limited to $130,000 in ECA funding. ECA anticipates making one cooperative agreement, in an amount of $6,770,000, pending the availability of funds, 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.

2.) All proposals must comply with the requirements stated in the NOFO, POGI, and the PSI;

non-compliance will result in your proposal being declared technically ineligible and given no further consideration in the review process.

3.) In order to be eligible to receive an award, all organizations must have a Unique Entity Identifier (UEI) number issued via www.SAM.gov as well as a valid registration on www.SAM.gov. Please see Section D.3 & D.5. for more information.

4.) 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.

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

However, ECA encourages applicants to provide maximum levels of cost sharing and funding in support of its programs. When cost sharing is offered, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its proposal and later included in an approved agreement. Cost sharing may be in the form of allowable direct or indirect costs. For accountability, you must maintain written records to support all costs which are claimed as your contribution, as well as costs to be paid by the Federal government. Such records are subject to audit. The basis for determining the value of cash and in-kind contributions must be in accordance with the Office of Management and Budget’s Guidance 2 CFR Parts 200 and 600, entitled the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. In the event you do not provide the minimum amount of cost sharing as stipulated in the approved budget, ECA's contribution may be reduced in like proportion.

D. APPLICATION AND SUBMISSION INFORMATION

Please read the complete announcement before sending inquiries or submitting proposals.

Once the NOFO deadline has passed, ECA 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 ECA'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 PSI document, which consists of required application forms and standard guidelines for proposal preparation.

http://www.sam.gov/ http://www.sam.gov/ https://eca.state.gov/organizational-funding https://www.grants.gov/

The application should be submitted per the instructions under D.16. “Application Deadline and Method of Submission” section below.

D.3. Unique Entity Identifier Number All organizations are required to have a Unique Entity Identifier (UEI) number to apply for a grant or cooperative agreement from the U.S. Government. A UEI is one of the data elements mandated by Public Law 109-282, the Federal Funding Accountability and Transparency Act (FFATA), for all Federal awards. Note: As of April 2022, a DUNS number is no longer required for federal assistance applications. A UEI is issued as part of the required SAM.gov registration below in section D.5.

The 2 CFR 200 requires that sub-grantees obtain a UEI number. Please note the UEI for sub-grantees is not required at the time of application but will be required before an award is processed and/or directed to a sub-grantee.

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 organizations 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. Note: The process of obtaining or renewing a SAM.gov registration may take anywhere from 4-8 weeks. Please begin your registration as early as possible. Failure to register in SAM.gov will render applicants ineligible to receive funding.

All federal award recipients must maintain a current registration in the SAM database.

Recipients must maintain accurate and up-to-date information in www.SAM.gov until all program and financial activity and reporting is completed on any issued award. Recipients must review and update the information at least annually after the initial registration and more frequently if required information changes or another award is granted. There is no cost associated with registering or updating SAM.gov accounts.

For more detailed instructions for registering with SAM, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

Organizations based in the United States or that pay employees within the United States will need an Employer Identification Number (EIN) from the Internal Revenue Service (IRS) and a UEI number prior to registering in SAM.gov.

D.6. Responsibility/Qualification Information in SAM.gov (formerly, FAPIIS) 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

1.) The Federal awarding agency, prior to making a Federal award with a total amount of Federal share greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the U.S. government designated integrity and performance system accessible through SAM.gov (see 41 U.S.C. 2313);

2.) An applicant, at its option, may review and comment on any information about itself that a Federal awarding agency previously entered. Currently, federal agencies create integrity records in the integrity module of the Contractor Performance Assessment and Reporting System (CPARS) and these records are visible as responsibility/qualification records in SAM.gov;

3.) The Federal awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, 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 §200.206 Federal awarding agency review of risk posed by applicants.

D.7. Required Registration with MyGrants All ECA award recipient organizations and recipient contacts and signatories must be registered with the U.S. Department of State’s MyGrants by accessing https://mygrants.servicenowservices.com and clicking the “create an account” link. MyGrants is the U.S. Department of State’s grants management system and is supported by the Department’s Integrated Logistics Management System (ILMS). Recipient organizations and recipient contacts and signatories that have previously used MyGrants as a U.S. Department of State award recipient do not need to register again. If the organization is not able to access the system, please contact the ILMS Help Desk for help in gaining access.

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

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

D.8. Adherence To All Regulations Governing the J Visa ECA places critically important emphasis on the security and proper administration of the Exchange Visitor (J visa) Programs and adherence by award recipients and sponsors to all regulations governing the J visa. Therefore, proposals should demonstrate the applicant's capacity to meet all requirements governing the administration of the Exchange Visitor Programs as set forth in 22 CFR 62, including the oversight of Responsible Officers and https://mygrants.servicenowservices.com/ https://afsitsm.servicenowservices.com/ilms/

Alternate Responsible Officers, screening and selection of program participants, provision of pre-arrival information and orientation to participants, monitoring of participants, proper maintenance and security of forms, record-keeping, reporting and other requirements.

The award recipient will be responsible for issuing DS-2019 forms to participants in this program.

A copy of the complete regulations governing the administration of Exchange Visitor (J) programs is available at http://j1visa.state.gov or from:

Office of Private Sector Exchange Designation U.S. Department of State SA-5, Floor C2, Room C2L13 2200 C Street, NW Washington, DC 20522

Please refer to Solicitation Package for further information.

D.9. Diversity, Equity, Inclusion, and Accessibility (DEIA) and Freedom and Democracy Guidelines Pursuant to ECA's authorizing legislation, “diversity” should be interpreted in the broadest sense and encompass differences including race, ethnicity, color, national origin, sex, age, disability, sexual orientation, gender identity or expression, religion, geographic location, education, income, socio-economic status, and other diversity dimensions, that may hinder inclusion. Proposals should demonstrate how diversity, equity, inclusion, and accessibility 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 DEIA” 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, Inclusion, and Accessibility” section in the “Proposal Submission Instructions” document for specific suggestions on incorporating DEIA 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," ECA "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.

http://j1visa.state.gov/

D.10. Program Performance Monitoring and Evaluation (M&E) Distinct from grants or cooperative agreement monitoring and participant monitoring, performance monitoring is designed to assess progress against a program’s goals and objectives. A performance monitoring framework is vital to tracking the direction, pace, and magnitude of change that result from ECA programs.

ECA created the Monitoring Data for ECA (MODE) Framework to measure the performance of ECA programs. The MODE Framework provides standard indicators and corresponding survey questions to ensure consistent measures across all ECA programs. More resources and guidance documents on the MODE Framework are available online at:

https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and.

For this proposal, ECA requires the applicant include the MODE Framework objectives and indicators listed below (note that, because not all MODE objectives and indicators are relevant for a program, the numbering below will not be sequential). In addition to the ECA-required objectives and indicators, applicants may also select additional MODE Framework indicators (see the Indicator Book on the MODE Framework website), or design custom objectives and indicators that are specific to the proposed program and this proposal.

• Demographic Questions as outlined in the Indicator Book on page vi, and Performance Monitoring Plan (PMP) (https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and)

• Objective 1: Advance participant and beneficiary cross-cultural competence and global perspective o Sub-Objective 1.1: Promote cultural exchanges and enhance understanding between participants and their host communities.

▪ E1.1.01: Percent of participants reporting that their program experience offered opportunities to engage with other cultures

▪ E1.1.04: Percent of participants with more favorable opinions of the United States Government (core indicator)

▪ E1.1.09: Percent of participants who traveled abroad for the first time because of their program (core indicator)

▪ E1.1.10: Percent of foreign participants who traveled to the United States for the first time during their program (core indicator)

▪ EE1.1.12: Percent of foreign participants indicating a change in understanding of third-party countries’ cultures and values

▪ E1.1.17: Percent of foreign participants with more favorable opinions of the American people (core indicator)

▪ E1.1.18: Percent of foreign participants indicating an increase in understanding of United States culture and values (core indicator) https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and

▪ E1.1.19: Percent of participants agreeing with statements in support of democratic values (core indicator)

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

▪ E2.0.01: Percent of foreign participants that volunteer in their host communities

▪ E2.0.04: Number of hours that foreign participants spend volunteering in their host communities o Sub-Objective 2.2: Foster participants’ belief that civic engagement benefits communities/countries

▪ E2.2.01: Percent of participants who have more confidence in their ability to have an impact in their home country (core indicator)

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

▪ E3.0.02: Percent of foreign participants who report increasing their network of Americans (core indicator)

▪ E3.0.04: Percent of foreign participants who report increasing their network of third country nationals

▪ E3.0.07: Percent of participants who identify as a Department of State program participant (core indicator)

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

▪ E4.0.03: Percent of participants reporting an increase in soft skills as a result of their program participation o Sub-Objective 4.1: Participants engage in language, academic, professional, and cultural exchange programs

▪ E4.1.01: Total number of participants (core indicator)

▪ E4.1.02: Total number of program cohorts (core indicator)

▪ E4.1.03: Number of ECA-supported international scholarships provided

• Objective 6: Increase Capacity of ECA partner institutions to achieve program strategic goals o 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 (core indicator)

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

▪ E8.0.03: Response rate for participant surveys (core indicator)

Performance Monitoring Plans (PMPs) ECA recommends the use of a PMP to serve as the primary reference document for performance monitoring for this award. If used, the PMP is an important part of any proposal, as it outlines how the applicant plans to track progress towards the proposed program’s goals and objectives through indicators and corresponding data collection questions. A PMP document that includes all MODE Framework indicators is a part of this solicitation’s attachments. Specific instructions on how to modify the PMP to be responsive to this solicitation are included in that document. While ECA recommends the applicant use the PMP format provided, this is not a requirement. If a PMP is not included in the proposal, applicants should provide similar information to that found in the suggested PMP format, in a presentation of your choice. A training on how to complete a PMP is available here:

https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and . Successful PMPs (or similar documentation) should include the following:

• Objectives. Programmatic objectives are statements of the condition(s) that state what the program is designed to achieve. Objectives are therefore bound by the resources and timeframe of the program and must be specific, measurable, attainable, relevant and time-bound (SMART; see the ECA Monitoring, Evaluation, Learning, and Innovation (MELI) Unit’s pages on the ECA website for more information:

https://eca.state.gov/impact/eca-evaluation-division/capacity-building). In addition to those outlined above, the applicant may propose other program objectives from the MODE Framework, the Functional Bureau Strategy (https://eca.state.gov/about-bureau), or other applicant-designed program-specific objectives.

• Indicators. Performance indicators are measures used to gauge progress toward programmatic objectives and sub-objectives. Indicators should be as specific as possible (following the SMART principles) and include any proposed disaggregations (meaning, breakdowns of the data by subgroups, such as gender or country; the PMP lists the demographic questions required to obtain the information necessary to report the disaggregations). Each indicator should also include a target number to be achieved. A target is a planned level of result to be achieved within an explicit timeframe.

o If you do not use the PMP format provided, note that any performance monitoring reference document the applicant submits should include the information in the column headers (Indicator Name, Definition, Target, Survey Question, etc.) in the PMP attachment at a minimum.

o In addition to those indicators outlined in above, the applicant may propose additional custom, program-specific indicators in the PMP (ECA recommends the proposed PMPs include a minimum of one indicator for each custom programmatic objective).

o During the period of performance of the award, the ECA program office may further revise, add, or remove indicators. Therefore, the applicant’s PMP and data collection instruments should be flexible enough to incorporate those once established.

https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-evaluation-division/capacity-building https://eca.state.gov/about-bureau https://eca.state.gov/about-bureau

Award recipients are responsible for collecting indicator data only on participant outcomes during the period of performance of the award itself (see the PMP for guidelines as to when these data collection efforts should occur). ECA will measure outcomes of ECA participants at one, three, five, and 10 years after the exchange has ended to capture the long-term impact of ECA programming unless otherwise specified in the NOFO and/or POGI. In this instance, the recipient will be responsible for coordinating with ECA on any alumni surveys to de-duplicate questions and minimize potential survey fatigue.

Award recipients will be required to submit an upload of the raw data (in CSV format) along with the MyGrants RPM reporting (see below). Regardless of the survey platform used, all MODE Framework survey questions outlined above are required (i.e., should be forced response); please see the Consent Language in the MODE Framework Indicator Book for more information on how to convey this to participants/survey respondents.

Program Performance M&E Narrative The applicant should include information within the program narrative section(s) of the proposal that outlines how the applicant intends to measure the indicators listed above. This will be separate from the PMP and should include but not be limited to:

• An overview of resources available to the applicant that outline the team structure and responsibilities surrounding performance monitoring.

• The mechanism(s) through which surveys and other data collection tools (if applicable) will be administered, including which platform will be used, and when and how surveys will be advertised to participants – detailing strategies to ensure adequate survey response rates (https://eca.state.gov/files/bureau/eca_eval_division_survey_response_rates.pdf), and to reduce selection and non-response bias.

• A brief explanation of data analysis and reporting procedures.

• An overview of a proposed learning plan and feedback loops to ensure that the Grant Officer (GO)/Grant Officer Representative (GOR) are informed on performance monitoring issues at regular intervals.

MyGrants RPM Reporting Requirements MyGrants is a database solution that serves as the official system of record for all U.S.

Department of State and ECA awards. The Results Performance Monitoring (RPM) module within MyGrants is an extension module that enables users to report performance monitoring data in the same system where they currently manage federal assistance actions. As part of ECA’s efforts to streamline data collection and management, the recipient(s) of this award will be required to input performance reporting data outlined in this solicitation into the MyGrants RPM. The data stored in the MyGrants RPM will provide ECA with a bureau-wide, uniform M&E reporting tool that is already linked with other elements of the awards familiar to existing awardees.

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

D.11. Virtual Exchange Component The Global UGRAD program will be carried out as an in-person academic exchange program. In the event that 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 necessary, award recipients should demonstrate the ability and capacity to transition from in-person to virtual activities.

In addition to planning for a pivot to virtual exchange activities as contingencies if in-person programming is prohibited, ECA welcomes innovative ideas on how organizations can leverage virtual programming technologies during or in addition to in-person programming. ECA encourages organizations submitting proposals in response to this solicitation to suggest one or more virtual exchange components to complement the in-person exchange. The virtual exchange component(s) could come before, during and/or after the physical exchange. The objective for the virtual exchange component(s) is to augment the impact of the in-person exchange described in this solicitation. ECA encourages organizations to propose virtual exchange ideas that take advantage of ECA’s existing web and social networking platforms.

Virtual exchange components would be coordinated with and approved by the ECA program office and U.S. missions abroad on a project-by-project basis.

D.12. Communications Guidance for ECA Recipients All ECA Recipients must adhere to the requirements in ECA’s Communications Guidance on the creation of program branding and attribution, websites, social media, and press.

D. 13. Celebration of America’s Semiquincentennial ECA is excited to play a key role in making the Semiquincentennial – commonly known as “America250” – a truly global celebration. As the period of performance for this award is scheduled to cover part or all of calendar year (CY) 2026, the applicant may wish to consider ways the program can celebrate America250. Any America250 focused activities or plans will be subject to ECA approval and direction, and changes may be requested by ECA. Use of any ECA-provided America250 brand elements will be subject to advance ECA approval and require adherence to Department of State and ECA guidelines for such branding.

D.14. Budget Format Applicants must submit SF-424A – “Budget Information – Non-Construction Programs” along with a comprehensive budget for the entire program. There must be a summary budget, a detailed budget, and a budget narrative. Applicants may provide separate sub-budgets for each program component, phase, location, or activity to provide clarification.

D.14.a. Allowable costs for the program include the following:

1.) Participant Support Costs 2.) Non-Participant Support Costs https://eca.state.gov/comms-guidance

Please refer to the Solicitation Package for complete budget guidelines and formatting instructions.

D.15. Key Personnel ECA recommends that the applicant identify intended key personnel positions via an asterisk (*) or other marking in the proposal budget, budget narrative, or a separate appendix. If not provided in the application, recipients must submit the names, titles, and brief biographical sketches of key personnel to the Grants Officer and GOR within 30 days of an award being issued. Additional information regarding key personnel requirements can be found in the State Department’s Standard Terms and Conditions, VI. Recipient Responsibility and Compliance with Federal Requirements (link to: https://www.state.gov/about-us-office-of-the-procurement-executive/).

D.16. Application Deadline and Method of Submission Application Deadline Date: Tuesday, May 28, 2024 Method of Submission: Applications may only be submitted electronically through Grants.gov (https://www.grants.gov). Complete solicitation packages are available at Grants.gov in the “Search Grants” portion of the system.

D.17. Grants.gov Registration, Application Submission, and Receipt Procedures Eligible organizations should follow the instructions available in the ‘Get Started’ portion of the site (http://www.grants.gov/web/grants/applicants/apply-for-grants.html).

D.17.a. How to Register to Apply through Grants.gov Applicants should read instructions carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required application submission deadlines. Applicants should check with appropriate staff within their organizations immediately after reviewing this NOFO to confirm or determine their registration status with Grants.gov. Organization applicants can find complete instructions here:

https://www.grants.gov/web/grants/applicants/organization-registration.html

D.17.b. How to Submit an Application to ECA via Grants.gov For access to complete instruction on how to apply for Notice of Funding Opportunities on Grants.gov, refer to: https://www.grants.gov/web/grants/applicants/apply-for-grants.html

D.17.c. Grants.gov Support and Submission Issues Direct all questions regarding Grants.gov registration and submission issues to:

https://www.state.gov/about-us-office-of-the-procurement-executive/ https://www.state.gov/about-us-office-of-the-procurement-executive/ https://www.grants.gov/ http://www.grants.gov/web/grants/applicants/apply-for-grants.html https://www.grants.gov/web/grants/applicants/organization-registration.html https://www.grants.gov/web/grants/applicants/apply-for-grants.html

Grants.gov Customer Support Contact Center Phone: 800 -518-4726 Business Hours: 24 hours a day, 7 days a week; closed on federal holidays.

Email: support@grants.gov

D.17.d. Timely Receipt Requirements and Proof of Timely Submission Applicants have until 11:59 p.m., Washington, DC time of the closing date to ensure that their entire application has been uploaded to the Grants.gov site. There are no exceptions to the above deadline. Applications uploaded to the site after the application deadline date and time will be automatically rejected by the Grants.gov system and will be found technically ineligible.

Therefore, we strongly recommend that you not wait until the application deadline to begin the submission process through Grants.gov.

Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time stamp is generated within the system when the application is successfully received by Grants.gov. The applicant Authorized Organization Representative (AOR) will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of their application. Applicant AORs will also receive the official date/time stamp and Grants.gov Tracking number in an email serving as proof of their timely submission.

When ECA successfully retrieves the application from Grants.gov, Grants.gov will provide an electronic acknowledgement of receipt of the application to the email address of the applicant with the AOR role. Again, proof of timely submission shall be the official date and time that Grants.gov receives your application. Please also be mindful of any Grants.gov generated error messages that may appear during the application process as they may result in some documents not transmitting correctly.

Applicants using slow internet should be aware that transmission can take some time before Grants.gov receives your application. Grants.gov will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the AOR role. The Grants.gov Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.

The Grants.gov website includes extensive information on all phases/aspects of the Grants.gov process, including an extensive section on frequently asked questions, located under the "Applicant FAQs" section of the website. ECA strongly recommends that all potential applicants review thoroughly the Grants.gov website, well in advance of submitting a proposal through the Grants.gov system. ECA will not notify you upon receipt of electronic applications.

mailto:support@grants.gov

PLEASE NOTE: ECA bears no responsibility for applicant timeliness of submission or data errors resulting from transmission or conversion processes for proposals submitted via Grants.gov.

Prior to submitting applications through Grants.gov, please ensure you meet all Grants.gov system and software requirements, including Adobe software compatibility. You can verify if your version of Adobe software is compatible with Grants.gov, by visiting https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html.

It is the responsibility of all applicants submitting proposals via the Grants.gov web portal to ensure that proposals have been received by Grants.gov in their entirety, and ECA bears no responsibility for data errors resulting from transmission or conversion processes.

D.18. Intergovernmental Review of Applications Executive Order 12372 does not apply to this program.

E. APPLICATION REVIEW INFORMATION

E.1. Review Process ECA will check that all proposals meet the technical requirements in this solicitation. Proposals that do not meet the guidelines, including those under the eligibility section above or in the PSI, will be ineligible for further review.

All eligible proposals will be reviewed by the program office before being reviewed by an ECA grant panel and may be reviewed by Public Diplomacy sections overseas, State Department regional bureaus, or other State Department offices, as appropriate. All reviewers, including the ECA grant panels will review any eligible proposals based on the criteria below.

Recommended proposals will be reviewed for compliance with Federal and Bureau regulations and guidelines, and assessed for risk. Final funding decisions are made by the U.S. Department of State's Assistant Secretary for Educational and Cultural Affairs. Only an ECA Grant Officer has the final authority to issue assistance awards.

E.2. Review Criteria An ECA grants panel will competitively evaluate all technically eligible applications according to the criteria stated below. These criteria are not rank ordered, and all carry equal weight in the proposal evaluation.

1.) Quality of the program idea and Program Planning: Proposals should be original, well-defined, and relevant to ECA's mission. Proposals should have a detailed agenda and work plan that demonstrates your institution's ability to carry out the program. The plan should follow the program guidelines described in this solicitation.

2.) Ability to achieve program objectives and Multiplier effect/impact: Proposals should demonstrate how your institution will meet the program's objectives and plan. The https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html objectives should be reasonable, feasible, and flexible. Proposals should strengthen long-term mutual understanding between countries, including sharing of information and creating long-term institutional and individual linkages.

3.) Support of DEIA: Proposals should show how the program and your institution supports ECA's policy on diversity. Proposals should have a clear DEIA plan that is integrated into all aspects of program administration, design, content, and implementation. Proposals should demonstrate how DEIA will enhance the program’s goals, objectives, and the participants’ exchange experience. Proposals should demonstrate how the program will further engage diverse and underserved communities. It is important that proposals have a clearly articulated DEIA plan and not simply express general support for the concept of DEIA.

4.) Institutional Capacity and Institution’s Record/Ability: Proposals should include the necessary personnel and institutional resources to achieve the program results.

Proposals should demonstrate an institutional record of successful exchange programs and responsible fiscal management. ECA will consider the past performance of prior recipients, including the timely submission of reports, and the demonstrated potential of new applicants.

5.) Follow-on Activities: Proposals should provide a plan for continued follow-on activity after the ECA supported program ends, ensuring that programs are not isolated events.

6.) Performance Monitoring and Evaluation (M&E): Proposals should have a fully developed M&E plan that includes goals, objectives, and indicators. The plan should be feasible and aligned with the M&E section of this solicitation. Proposals should include a realistic learning plan that outlines how your organization plans to review, understand, and incorporate M&E data into programmatic decisions and practices. All submitted M&E plans will be reviewed to ensure the applicant has provided at least the required information outlined in the M&E section of this solicitation and demonstrated the applicant’s capacity to carry out the M&E plan.

7.) Cost-effectiveness and Cost sharing: Proposals should keep the overhead components of the proposal, including salaries and honoraria, as low as possible. All costs should be necessary and appropriate. Proposals should maximize cost share through other private sector support and institutional direct funding contributions.

F. FEDERAL AWARD ADMINISTRATION INFORMATION

F.1. Award Notices Final awards cannot be made until funds have been appropriated by Congress, allocated and committed through internal ECA procedures. Successful applicants will receive a Federal Assistance Award (FAA) from the ECA’s Grants Division. The FAA and the original proposal with subsequent modifications (if applicable) shall be the only binding authorizing document between the recipient and the U.S. Government. The FAA will be signed by an authorized Grants Officer and transmitted to the recipient’s responsible officer as identified in the application.

Unsuccessful applicants will receive notification of the results of the application review from the ECA program office coordinating this competition following the completion of the review process.

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