Notice of Funding Opportunity for Alumni of U.S. Government Programs | 01 2023

Frequently Asked Questions (FAQs)

1) What is this grant opportunity?

This is a small-grants competition run by the U.S. Mission to Latvia (U.S. Embassy Riga) under the Alumni Engagement Innovation Fund (AEIF) 2023. It supports alumni-led public diplomacy projects that create practical local impact and strengthen the resilience of the U.S.-Latvia partnership.

2) What is the main purpose or theme of the program?

Projects must directly strengthen the resilience of the U.S.-Latvia partnership in community-facing ways. The program is framed around the long-term U.S.-Latvia relationship and current/emerging pressures affecting both countries and the broader transatlantic community.

3) What kinds of challenges or topics are projects expected to address?

The opportunity highlights challenges such as disinformation, hybrid threats, transnational corruption and crime, climate change, and social divisions. Proposed activities should be designed to reinforce shared democratic values and cooperation through practical engagement.

4) Who is eligible to apply?

Only alumni of U.S. government-funded or U.S. government-sponsored exchange programs are eligible to submit proposals. The description references exchange programs listed on alumni.state.gov and J-1-related exchanges via j1visa.state.gov.

5) Is a team required, or can one person apply?

A team is required. Each proposal must be submitted by a team of at least two alumni, and both alumni must be meaningfully involved in planning and implementation.

6) Can team members be alumni from different exchange programs or different countries?

Yes. Teams may include alumni from different programs and even different countries. However, the project should primarily target Latvian audiences and be Latvia-centered in its beneficiaries and outreach.

7) Can U.S. citizens apply as the submitting applicant?

No. U.S. citizen alumni cannot be the submitting applicants. They may participate on a project team, but they cannot submit the proposal themselves.

8) Can an alumni association apply?

Yes. Applications may be submitted by individual alumni or alumni associations, as long as the core eligibility requirements (exchange alumni leadership and at least two alumni on the team) are met.

9) Can an NGO, nonprofit, think tank, or university apply?

Organizations such as nonprofits, NGOs, think tanks, and academic institutions cannot apply in the name of the organization. However, they may serve as local partners to support implementation (for example, by providing venues, expertise, participant recruitment, or other assistance).

10) Where must project activities take place?

All project activities must take place outside the United States and its territories. Activities in the United States are not allowed under this opportunity.

11) Who should the project primarily benefit?

Proposed projects should primarily target Latvian audiences. Even if a team includes alumni from other countries, the main beneficiaries and outreach should be centered on Latvia.

12) What is the typical award size and maximum funding amount?

Typical individual award amounts range from USD 10,000 to USD 35,000. The award ceiling is USD 35,000.

13) Is cost sharing (matching funds) required?

No. Cost sharing is not required. Applicants may include partner contributions if relevant, but matching funds are not an expectation.

14) What are the key dates and timeframes mentioned?

The opportunity was posted in November 2022. Applications were due by February 15, 2023. Funding decisions were expected no later than June 30, 2023. Projects are expected to be completed by May 31, 2024.

15) How long can a project run?

Applicants should design projects that can realistically be implemented within the performance window described (with completion expected by May 31, 2024) and that produce measurable outcomes by the end of the project period.

16) What types of projects are encouraged?

The program emphasizes practical, community-facing public diplomacy. Examples of the kinds of formats implied include workshops, trainings, dialogues, community initiatives, educational programming, and collaborative problem-solving activities, led by alumni using exchange-gained skills and networks.

17) What types of activities are explicitly not allowed or strongly limited?

The NOFO includes several restrictions. It prohibits partisan political activity or lobbying for specific legislation, religious goals, creating media content, and paying journalist salaries. It also includes strict budget allowability limits (see related FAQs on costs).

18) Are any civic or elections-related activities allowed?

Partisan political activity and lobbying for specific legislation are not allowed. The notice indicates some non-partisan civic activities (such as public education, get-out-the-vote efforts, or election monitoring) may be permissible.

19) Can projects focus on tolerance and non-discrimination?

Projects may promote non-discrimination and tolerance for disadvantaged minorities, but proposals must be careful not to promote the agenda of a specific group, practice, or lifestyle over another. The notice indicates that projects on sensitive human rights and tolerance topics may involve additional embassy briefings to clarify boundaries.

20) Can grant funds be used to produce media (films, podcasts, news products) or pay journalists?

No. Funding cannot be used to create media content or to pay journalist salaries. Applicants are expected to avoid budgeting for producing new media products or hiring reporters and instead focus on engagement activities.

21) What costs are explicitly not allowed in the budget?

The notice describes strict budget rules. It will not fund airfare to or from the United States, any activities in the United States, staff salaries, office space, or overhead/operational expenses. It also excludes large durable equipment purchases or construction, alcohol or excessive hospitality/entertainment, academic or scientific research, charitable or development assistance, direct delivery of social services, individual scholarships, purely social travel, gifts or prizes, duplication of existing programs, institutional development of an organization, venture capital or other for-profit efforts (including charging participants a fee), fundraising campaigns, and any religious or partisan political activities.

22) Can the budget include staff salaries or organizational overhead?

No. Staff salaries, office space, and overhead/operational expenses are listed as unallowable costs.

23) Can we charge participants a registration fee to cover costs?

No. The notice excludes for-profit efforts and explicitly includes charging participants a fee as an example of an unallowable approach.

24) Can funds be used for construction, renovations, or major equipment purchases?

No. Construction and large durable equipment purchases are listed as excluded costs.

25) Can the grant pay for alcohol, hospitality, or entertainment?

Alcohol and excessive hospitality/entertainment are listed as unallowable. Applicants should keep any event-related costs reasonable and compliant with the restrictions described.

26) Can the project include academic or scientific research?

No. Academic or scientific research is listed as an excluded use of funds.

27) Can the grant be used for charitable assistance, development aid, or direct social services?

No. The notice excludes charitable or development assistance and direct delivery of social services.

28) Can we provide scholarships, gifts, or prizes to participants?

No. Individual scholarships, gifts, and prizes are listed among excluded costs.

29) Can the proposal replicate an existing program?

No. Duplication of existing programs is listed as an excluded approach.

30) Can the grant be used for institutional development or capacity-building of an organization?

No. Institutional development of an organization is listed as an excluded cost/approach.

31) Are fundraising campaigns allowed as part of the project?

No. Fundraising campaigns are listed as an excluded use of funds.

32) What are the non-discrimination expectations?

The notice includes standard U.S. government expectations around equal opportunity and non-discrimination for both employment practices and beneficiary access, without regard to race, religion, ethnicity, gender, sexual orientation, or political affiliation.

33) Do applicants need a UEI and SAM.gov registration?

It depends on how the award is processed. If the grant is processed to an individual, a UEI and SAM.gov registration are not required. If an organizational partner is used for processing the grant, that organization must have a UEI and an active SAM.gov registration.

34) What templates and forms are required for submission?

Applications must use the official AEIF 2023 templates (application and budget forms provided via the Google Drive link referenced in the announcement). Required documents include the appropriate SF-424 form (SF-424 for organizations or SF-424-I for individuals), SF-424A (budget information), SF-424B (assurances), and the AEIF 2023 proposal form.

35) What language and currency requirements apply?

Submissions must be in English. Budgets must be in U.S. dollars and use the designated budget format. Pages should be numbered.

36) What should the proposal narrative include?

The narrative is expected to include: project team details (roles, qualifications, time commitment, and exchange background), a concise summary, clear goals and SMART objectives, methods/design/timeline (including beneficiaries and a sustainability or continuation plan where applicable), local partners, a communication and outreach plan that includes U.S. Embassy/AEIF/ExchangeAlumni branding, and a monitoring and evaluation plan (outputs, outcomes, indicators, baselines/targets where feasible, and data collection methods).

37) What level of budget detail is expected?

A detailed line-item budget and a budget justification narrative are required. The budget should be specific enough for reviewers to assess whether costs are reasonable, allowable, and directly tied to the project activities.

38) How are proposals evaluated?

Proposals are reviewed based on alignment with the theme and local context, clarity and credibility of the implementation plan, likelihood of sustained community influence after the grant ends, meaningful alumni leadership (including at least two alumni actively involved), community buy-in through local partners, the strength and feasibility of monitoring and evaluation, the communication plan (including embassy recognition), and budget realism and compliance with restrictions.

39) Can an applicant submit more than one proposal?

No. Applicants may submit only one proposal.

40) When can a grantee start spending money?

Recipients may only begin incurring expenses after the official start date shown on the signed award document.

41) Is funding guaranteed if we apply?

No. Funding is not guaranteed. The notice states awards depend on available funding, and the Department of State may reject any or all proposals. Only successful applicants will be contacted.

42) Will there be additional or future funding after the award?

The Department of State is not obligated to provide future or additional funding beyond the award.

43) How is the grant paid out?

Payment is split into two disbursements: 80 percent after the agreement is finalized and signed, and 20 percent after final reports are submitted and approved.

44) What reporting is required?

Grantees must submit program and financial reports as required by the award document. A final descriptive report is due within 30 days of project completion, along with supporting financial documentation (such as invoices and agreements) to demonstrate transparent use of funds.

45) Who administers and manages the award?

The grant is formally issued and managed by a Grants Officer.

46) How do we submit the application, and where do questions go?

Proposals were to be emailed to EmbassyRiga@state.gov by the stated deadline (February 15, 2023). Procedural questions are also directed to EmbassyRiga@state.gov.

47) What are the branding and visibility expectations?

The communication and outreach plan is expected to include U.S. Embassy/AEIF/ExchangeAlumni branding, and reviewers consider whether embassy recognition is built into the project visibility and timeline.

48) What makes a proposal ineligible?

Based on the notice, common ineligibility triggers include: not clearly addressing the required theme (strengthening resilience of the U.S.-Latvia partnership), proposing any activities in the United States or its territories, failing to meet alumni/team requirements (including the two-alumni team requirement and the restriction on U.S. citizen alumni as submitters), submitting more than one proposal, and including prohibited activities or unallowable budget items (such as salaries, overhead, media production, religious or partisan political activities, and other excluded costs).