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Notice2023-25820

Help America Vote College Program

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Published

November 22, 2023

Issuing agencies

Election Assistance Commission

Abstract

Through this Notice, EAC is announcing the fiscal year (FY) 2023 Help America Vote College Program (HAVCP) Notice of Funding Opportunity (NOFO).

Full Text

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<title>Federal Register, Volume 88 Issue 224 (Wednesday, November 22, 2023)</title>
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[Federal Register Volume 88, Number 224 (Wednesday, November 22, 2023)]
[Notices]
[Pages 81381-81385]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-25820]

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ELECTION ASSISTANCE COMMISSION

Help America Vote College Program

AGENCY: Election Assistance Commission.

ACTION: Notice of funding opportunity.

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SUMMARY: Through this Notice, EAC is announcing the fiscal year (FY)
2023 Help America Vote College Program (HAVCP) Notice of Funding
Opportunity (NOFO).

DATES: Proposals must be submitted no later than 11:59 p.m. eastern
time on Monday, December 18, 2023.

ADDRESSES: Proposals must be submitted to <a href="https://www.Grants.gov">https://www.Grants.gov</a>.

FOR FURTHER INFORMATION CONTACT: Election Assistance Commission Office
of Grants Management, Risa Garza, (202) 740-1483, or at <a href="/cdn-cgi/l/email-protection#e8a0a9beabb8a88d898bc68f879e">[email&#160;protected]</a>.

A. Program Description

Assistance Listing Number: 90.400.
Funding Opportunity Number: EAC-23-001.
Funding Opportunity Title: Help America Vote College Program Poll
Worker Grant Program.
1. Purpose of the Program. The Help America Vote College Program
(HAVCP) was established in 2004, and through fiscal year 2009,
distributed over $2.3 million to colleges and non-profits to recruit,
train and support students serving as poll workers on Election Day.
The purpose of this grant program is to: (1) Encourage students
enrolled at institutions of higher education (including community
colleges) to assist State and local governments in the administration
of elections by serving as nonpartisan poll workers or assistants; (2)
Encourage college students to become cognizant of the elections process
and civic education, and to assist in the administration of elections
in their community; and (3) Encourage state and local governments to
use the services of the students participating in the program.
College Student means any individual enrolled either on a part-time
or full-time basis in any undergraduate, graduate, or professional
college accredited by an agency recognized by the U.S. Department of
Education in the United States.
2. Statutory and Regulatory Authority. The U.S. Election Assistance
Commission (EAC) anticipates the availability of $1 million dollars in
discretionary grant funding, enacted in the 2023 Consolidated
Appropriations Act (Pub. L. No: 117-328), to support the Help America
Vote College Program (HAVCP) authorized in the Help America Vote Act of
2002 (HAVA), Public Law 107-252, Title V, Help America Vote College
Program. Awards will be administered by the EAC.
3. Performance Measurements. Grant recipients will be required to
report on one to three performance measures, one required universal
measure and one to two optional measures selected by the applicant.
Every recipient must report on the number of college students served.
Selected performance measures should accurately reflect grant
recipients' accomplishments, improve EAC's ability to report on the
impact of its grant programs, and standardize measures across programs
where appropriate.
Applicants must provide specific details about the procedures for
tracking performance outcome measures and other participant data, such
as demographic information and training

[[Page 81382]]

provided, and describe staffing, technology, computer applications, and
other resources already available to accomplish this task. Applicants
should also provide a specific plan for procuring the resources needed
to meet this requirement if the resources are not already possessed by
or accessible to the applicant.
Applicants are encouraged to align their goals with specific
activities. Sample activities may include project administration and
ramp-up; partnership engagement, outreach, and recruitment; enrollment
and training; poll-worker placement; and follow-up with students to
track outcomes.
For planning purposes, the applicant should identify key
deliverables and the timeframe for achieving each deliverable,
including any milestones to indicate the progression of activities. The
applicant should also provide the name of the lead or supporting
institution engaged in each activity or producing each deliverable,
including any partner organizations.

B. Federal Award Information

Poll-Worker Program

Funding Instrument: Discretionary.
Award Minimum: $45,000.
Award Maximum: $100,000.
Grant Period: 2 Years.
Anticipated Funding Available: $850,000.
1. Funding Type. Funding will be provided in the form of a
discretionary grant. EAC will authorize the Treasury Department to
disburse funding identified in the agreement through the Payment
Management System (PMS) to the applicant as an advance to be drawdown
as expenses arise. Per 2 CFR 200, the timing and amount of advance
payments must be as close as is administratively feasible to the actual
disbursements by the non-federal entity for direct program or project
costs and the proportionate share of any allowable indirect costs. The
non-federal entity must make timely payment to contractors in
accordance with the contract provisions. Grantees will be able to
request payments as often as practical for their program. Cash and in-
kind match expenditures require the same documentation as federal funds
under 2 CFR 200. Grantees must request a drawdown of funds for incurred
costs using the electronic Payment Management System (PMS). Prior to
initial drawdown of funds, all Grantees must have secured online access
to Payment Management System and EAC's grants management software.

C. Eligibility Information

1. Eligible Applicants. EAC encourages applicants to forge robust
partnerships to implement the grant and to sustain activities beyond
the grant period of performance. The recommended partners for the HAVCP
are institutions of higher education as defined in section 101(a) of
the Higher Education Act of 1965 (20 U.S.C. 1001); Nonprofit
Organizations; Community and Technical Colleges and Systems;
Historically Black Colleges and Universities (HBCUs); Hispanic-Serving
Institutions (HSIs); Tribal Colleges and Universities (TCUs); State and
Local Election Offices; and Other Minority Serving Institutions Program
(MSIs) as designated by the Higher Education Act's Title III and V
funding.
Priority Consideration. All selection criteria and application
quality being equal, EAC will give priority consideration to projects
from institutions and organizations that engage historically
underrepresented groups, as defined by the federal government as poll
workers.
2. Cost Sharing or Matching. At the time of award, applicants must
demonstrate either cash and/or in-kind and on-hand and/or commitments,
or a combination thereof, to meet the required 10 percent match, based
on the amount of federal grant funds requested. Match must be met by
the project end period.
EAC encourages applicants to leverage additional resources beyond
the required match to supplement grant activities. Both matching and
leveraged resources can come from a variety of sources, including, but
not limited to the private sector (e.g., businesses or industry
associations); the philanthropic community (e.g., foundations); and the
non-profit sector (e.g., community organizations or education and
training institutions). Non-federal, public-sector funds (e.g., from
States or local governments) may be used for matching funds, if
necessary. Federal funds from other federal agencies are not a
permissible source of match, unless specifically authorized by the
award pursuant to 2 CFR 200.306. Applicants may consult with EAC on
sources of match to determine permissibility.
3. Other Requirements/Limitations. Applicants may not use any part
of an award from the EAC to fund religious instruction, worship or
proselytizing, voter registration, get out the vote (GOTV) drives, or
other political activities that could be construed as lobbying. Project
funds must be used for tasks and activities carried out without
partisan bias and without promoting any political point of view
regarding any election issue or candidates.
Applications that propose voter registration or GOTV efforts will
be considered non-responsive and will not be eligible for funding under
this announcement.
Grantees may recover indirect costs under this grant up to 10
percent of the total federal share of the grant. If an applicant has an
approved federal indirect cost rate higher than 10 percent, the
remainder of the indirect costs can be used as a matching contribution.
Any organization described in section 501(c)(4) of the Internal
Revenue Code of 1986, 26 U.S.C. 501(c)(4) that engages in lobbying
activities is not eligible to apply.
The applicant nor its principals cannot be presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any federal
department or agency. Federal regulations prohibit supplanting of
funds, such as replacing routine and/or existing state or local
expenditures with the use of federal grant funds and/or using federal
grant funds for cost of activities that constitute general expenses
required to carry out the overall responsibilities of state or local
government.

D. Application and Submission Information

1. Address to Request Application Package. The FY 2023 HAVCP
Application Kit, copies of necessary forms and samples, and the program
regulations are available at <a href="https://www.eac.gov/grants/help-america-vote-college-program">https://www.eac.gov/grants/help-america-vote-college-program</a>.
Application information is also available at <a href="https://www.grants.gov/">https://www.grants.gov/</a>.
2. Content and Form of Application Submission. The deadline for
receipt of applications is 11:59 p.m. Eastern Time on Monday, December
18, 2023. Please submit an email stating your intent to apply to <a href="/cdn-cgi/l/email-protection#8ac2cbdcc9dacaefebe9a4ede5fc">[email&#160;protected]</a>. This notice of intent is not required but helps EAC better
plan the review of applications.
Submit the following application components as uploads to the
<a href="http://Grants.gov">Grants.gov</a> Attachments Form:
<bullet> HAVCP Application--Fillable form including Project Narrative
and Budget Narrative
<bullet> Budget Worksheet
<bullet> Indirect Cost Rate Agreement (if applicable)
EAC urges applicants to create accounts and submit their <a href="http://Grants.gov">Grants.gov</a>
submissions prior to the due date with sufficient time to correct any
errors and resubmit by the submission deadline if a rejection
notification is received.

[[Page 81383]]

To be considered timely, the full application must be submitted in
<a href="http://Grants.gov">Grants.gov</a> by the application deadline. Failure to begin the <a href="http://SAM.gov">SAM.gov</a> or
<a href="http://Grants.gov">Grants.gov</a> registration process in sufficient time (i.e., waiting until
the date identified in this solicitation) is not an acceptable reason
for late submission. EAC uses <a href="http://Grants.gov">Grants.gov</a> to submit and receive
applications. Applicants must ensure successful submission no later
than 11:59 p.m. Eastern Time on Monday, December 18, 2023. <a href="http://Grants.gov">Grants.gov</a>
will subsequently validate the application. The process can be
complicated and time-consuming. You are strongly advised to initiate
the process as soon as possible and to plan for time to resolve
technical problems. Note that validation does not mean that your
application has been accepted as complete or has been accepted for
review by the agency. Rather, <a href="http://Grants.gov">Grants.gov</a> verifies only the submission
of certain parts of an application.
3. Unique Entity Identifier and System for Award Management (SAM).
(a) At the time of application, each applicant must have an active
registration in the System for Award Management (SAM) before submitting
its application in accordance with 2 CFR part 25, Universal Identifier
and System for Award Management. To register in SAM, entities will be
required to obtain and create a Unique Entity Identifier (UEI).
Instructions for obtaining the UEI are available at <a href="https://sam.gov/content/entity-registration">https://sam.gov/content/entity-registration</a>.
(b) Each applicant must maintain an active SAM registration, with
current, accurate, and complete information, at all times during which
it has an active federal award or an application under consideration by
a federal awarding agency.
(c) Each applicant must ensure they complete the Financial
Assistance General Representations and Certifications in SAM.
(d) Applicants must provide a valid UEI in its application, unless
determined exempt under 2 CFR 25.110, Exceptions.
(e) The Agency will not make an award until the applicant has
complied with all SAM requirements including providing the UEI. If an
applicant has not fully complied with the requirements by the time the
Agency is ready to make an award, the Agency may determine that the
applicant is not qualified to receive a federal award and use that
determination as a basis for making a federal award to another
applicant.
4. Submission Dates and Times. The deadline for receipt of
applications is 11:59 p.m. Eastern Time on Monday, December 18, 2023.
Please submit an email stating your intent to apply to <a href="/cdn-cgi/l/email-protection#c58d8493869585a0a4a6eba2aab3">[email&#160;protected]</a>.
This notice of intent is not required but helps EAC better plan the
review of applications.
See Section (2) Content and Form of Application Submission for
detailed submission requirements.
5. Intergovernmental Review. Executive Order 12372,
``Intergovernmental Review of Federal Programs,'' is not required for
this program.
6. Funding Restrictions. Applications must be for eligible purposes
described in this Notice.
7. Other Submission Requirements. Applications must be submitted
electronically at <a href="http://Grants.gov">Grants.gov</a>. To request an accessible, hard copy of
the application, please contact the EAC at <a href="/cdn-cgi/l/email-protection#4e060f180d1e0e2b2f2d60292138">[email&#160;protected]</a>.
Interested applicants should submit an email by <a href="/cdn-cgi/l/email-protection#4e060f180d1e0e2b2f2d60292138">[email&#160;protected]</a>
stating your organization's intent to apply. This notice of intent is
not required but helps us better plan the review of applications.

E. Application Review Information

1. Criteria. All complete and eligible applications will be
evaluated and scored based on the criteria outlined in this section.
The review and selection process are intended to produce a
diversified set of high-quality programs that represent the priorities
described in this Notice. The determinations made by the EAC may be
different from what the applicant self-determined upon submission of
its application. The stages of the review and selection process follow:
The EAC will conduct an initial Compliance and Eligibility Review
to determine if an application meets the eligibility requirements
published in this Notice and advances to the next stage of the review
process.
An application is compliant if the applicant:
<bullet> is an eligible organization,
<bullet> submitted an application by the submission deadline, and
<bullet> requested federal funds in the range provided by the Notice.
Reviewing for eligibility is intended to ensure that only
applications eligible for award are further reviewed. However,
determinations of eligibility can take place at any point during the
application review and selection process. Applicants that are
determined to be ineligible will not receive an award.
2. Review and Selection Process. The EAC will assess the
applications based on the Program Design/Strategy, Organizational
Capability, and Budget selection criteria using the scoring rubric
below. The EAC will also consider the priorities and strategic
considerations detailed in this Notice. All staff reviewing
applications will be screened for conflicts of interest. Final funding
decisions will be made by the Election Assistance Commission.

HAVCP Scoring Criteria

Total Points Available: 100.
Each application is scored by three staff members. Average scores
and priority points are used to present recommendations to the Election
Assistance Commission Executive Director and Commissioners.
Program Design and Strategy (Possible Points: 50)
Successful applications will address the following elements of
program design and strategy:
<bullet> A sound and relevant program that meets the unique needs
of the communities served;
<bullet> A clear description of the tools used to measure program
outcomes and how data will be collected and used to modify and improve
strategies, products, and services;
<bullet> The applicant's approach and expertise in using innovative
solutions to implement new or expand existing efforts to increase the
number of college poll workers, including efforts focused on recruiting
historically underrepresented individuals as poll workers;
<bullet> The extent to which the proposed program considers
information found in EAC's Guidebook for Recruiting College Poll
Workers; and
<bullet> The scope of the project, including the number of targeted
college poll workers.

------------------------------------------------------------------------
Possible points Criteria
------------------------------------------------------------------------
41-50..................................... Clearly and completely
addresses all 5 criteria.
31-40..................................... Addresses 4 out of 5
criteria and/or missing
some elements of clarity or
completeness.
21-30..................................... Addresses 3 out of 5
criteria and/or missing
some elements of clarity or
completeness.
11-20..................................... Addresses 2 out of 5
criteria and/or is
confusing or incomplete.
0-10...................................... Meets 0-1 out of the 5
required criteria and
missing significant
descriptions and clarity.
------------------------------------------------------------------------

Organizational Capacity (Possible Points: 35)

[[Page 81384]]

Successful applications will address the following elements of
organizational capacity:
<bullet> Demonstrated relationships/partnerships with relevant
state and local entities needed to make the project successful;
<bullet> Ability to manage a federal grant as evidenced by previous
federal grants experience or similar size and complexity grant;
<bullet> Experience with managing volunteer recruitment efforts
including experience working with historically underrepresented groups,
as defined by the federal government, within the college student body,
as appropriate for the proposed program model; and
<bullet> Experience of the organization and staff as evidenced by
brief staff biographies and other past organizational programs.

------------------------------------------------------------------------
Possible points Criteria
------------------------------------------------------------------------
25-35..................................... Clearly and completely meets
all 4 criteria.
17-24..................................... Addresses 3 out of 4
criteria and/or some areas
of experience are weak or
missing information.
9-16...................................... Addresses 2 out of 4
criteria and/or is
confusing or incomplete.
Lacking significant
partnerships and
experience.
0-8....................................... Meets 0-1 out of the 4
required criteria and does
not have the experience or
partnerships necessary to
manage a federal grant
program.
------------------------------------------------------------------------

Budget/Cost Effectiveness (Possible Points: 15)
Successful applications will address the following elements of
budget and cost effectiveness:
<bullet> Costs are clearly justified based on the proposed
activities and project scope;
<bullet> Budget and budget narrative are accurate and complete (See
Appendix C); and
<bullet> Cost sharing is clearly and accurately identified.

Priority Consideration. All selection criteria and application
quality being equal, EAC will give priority consideration to projects
from institutions and organizations that engage historically
underrepresented groups, as defined by the federal government, as poll
workers.
(a) The term ``equity'' means the consistent and systematic fair,
just, and impartial treatment of all individuals, including individuals
who belong to underserved communities that have been denied such
treatment, such as Black, Latino, and Indigenous and Native American
persons, Asian Americans and Pacific Islanders and other persons of
color; members of religious minorities; lesbian, gay, bisexual,
transgender, and queer (LGBTQ+) persons; persons with disabilities;
persons who live in rural areas; and persons otherwise adversely
affected by persistent poverty or inequality.
(b) The term ``underserved communities'' refers to populations
sharing a particular characteristic, as well as geographic communities,
that have been systematically denied a full opportunity to participate
in aspects of economic, social, and civic life, as exemplified by the
list in the preceding definition of ``equity.'' Source
3. Applicant Clarification. The EAC may ask applicants for
clarifying information during the Clarification Stage of the review
process. An Operational and Financial Management Survey will also be
requested at this time. The EAC staff will use this information to make
funding recommendations. A request for clarification does not guarantee
an award. Applicants may be recommended for funding even if they are
not asked for clarifying information. An applicant's failure to respond
to a request for clarification adequately and in a timely manner may
result in the removal of its application from consideration.
4. Pre-Award Risk Assessment. The EAC staff will assess the risks
posed by applicants to determine an applicant's ability to manage
federal funds. This assessment is in addition to the Compliance and
Eligibility Review and the Application Review. Results from this
assessment will inform funding decisions. If the EAC determines that an
award will be made to an applicant with assessed risks, special
conditions that correspond to the degree of assessed risk may be
applied to the award. Additionally, if the EAC concludes that the
reasons for applicants having poor risk assessment are not likely to be
mitigated, those applications may not be selected for funding.

F. Federal Award Notices

Applicants will be notified in writing of the status of their
application:
(a) Eligible and selected for funding;
(b) Eligible bur offered less than requested;
(c) Eligible but not selected for funding; or
(d) Ineligible for the award.
Applicants who are awarded funding will receive a Notice of Grant
Award from the EAC with award terms and conditions as well as other
grant documents. The Notice will inform grantees of the effective date
for grant activities and disbursement.
1. Funding Type. Funding will be provided in the form of a
discretionary grant. EAC will authorize the Treasury Department to
disburse funding identified in the agreement through the Payment
Management System (PMS) to the applicant as an advance to be drawdown
as expenses arise. Per 2 CFR 200, the timing and amount of advance
payments must be as close as is administratively feasible to the actual
disbursements by the non-federal entity for direct program or project
costs and the proportionate share of any allowable indirect costs. The
non-federal entity must make timely payment to contractors in
accordance with the contract provisions. Grantees will be able to
request payments as often as practical for their program. Cash and in-
kind match expenditures require the same documentation as federal funds
under 2 CFR 200. Grantees must request a drawdown of funds for incurred
costs using the electronic Payment Management System (PMS). Prior to
initial drawdown of funds, all Grantees must have secured online access
to Payment Management System and EAC's grants management software.
2. Administrative and National Policy Requirements. EAC Terms and
Conditions. All awards made under this Notice will be subject to the
EAC's General Terms and Conditions and the Program-Specific Terms and
Conditions for the program (where applicable). These Terms and
Conditions contain detailed, mandatory compliance and reporting
requirements. The full Terms and Conditions may be viewed on the EAC
website here: <a href="https://www.eac.gov/grants/help-america-vote-college-program">https://www.eac.gov/grants/help-america-vote-college-program</a>.
3. Reporting. Recipients are required to provide federal financial
reports (FFR) and progress reports (PR) semi-annually through EAC's
web-based grants management system. All reports must be accurate,
complete, and submitted on time.
In addition, at the end of the award period, recipients must submit
final

[[Page 81385]]

financial and progress reports that are cumulative over the entire
award period and consistent with close-out requirements. The final
reports are due 120 days after the performance period ends.
Once the grant is awarded, recipients will be expected to have in
place data collection and data management policies, processes, and
practices that provide assurance they are reporting high quality
performance measure data. Failure to submit accurate, complete, and
timely required reports may affect the recipient's ability to secure
future EAC funding.

G. Federal Awarding Agency Contact

For general questions about this announcement, please contact the
EAC Office of Grants Management at <a href="/cdn-cgi/l/email-protection#b6fef7e0f5e6f6d3d7d598d1d9c0">[email&#160;protected]</a> or 202-734-0639. The
program website also provides up to date contact information at <a href="https://www.eac.gov/grants/help-america-vote-college-program">https://www.eac.gov/grants/help-america-vote-college-program</a>.

H. Other Information

1. Paperwork Reduction Act. In accordance with the Paperwork
Reduction Act of 1995 (44 U.S.C. chapter 35), the information
collection requirements associated with the programs, as covered in
this Notice, have been approved by the Office of Management and Budget
(OMB) under OMB Control Number 3265-0025. Public burden reporting for
this collection of information is estimated to average 17 hours per
response for individuals completing all parts of this form, including
time for reviewing instructions, searching existing data sources,
gathering, and maintaining the data needed, and completing and
reviewing the collection of information. You are not required to
respond to these questions unless this number is displayed. Send
comments regarding the burden estimate or any other aspect of this
collection of information, including suggestions for reducing this
burden, U.S. Election Assistance Commission, 633 3rd Street NW, Suite
200, Washington, DC 20001.
2. Federal Funding Accountability and Transparency Act. All
applicants, in accordance with 2 CFR part 25, must be registered in SAM
and have a UEI number as stated in Section D.3. of this Notice. All
recipients of federal financial assistance are required to report
information about first-tier sub-awards and executive total
compensation in accordance with 2 CFR part 170, Reporting subaward and
executive compensation information.
3. Issuance of Federal Awards. The Election Assistance Commission
is not obligated to make any federal awards as a result of this
announcement.
4. EAC Terms and Conditions. All awards made under this Notice will
be subject to the EAC's General Terms and Conditions and the Program-
Specific Terms and Conditions for the program (where applicable). These
Terms and Conditions contain detailed, mandatory compliance and
reporting requirements.
5. Effects of Nondisclosure. The information requested is
voluntary; however, to be a recipient of this grant program, disclosure
of personal or sensitive information is required to receive federal
benefits.
6. Use of Material. To ensure that materials generated with HAVA
funding are available to the public and readily accessible to
recipients and non-recipients, the EAC reserves a royalty-free,
nonexclusive, and irrevocable right to obtain, use, modify, reproduce,
publish, or disseminate publications and materials produced under the
award, including data, and to authorize others to do so (2 CFR
200.315).
7. Uniform Guidance. All awards made under this Notice will be
subject to the Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards (Uniform Guidance), in 2 CFR
part 200.
8. Federal Funding Accountability and Transparency Act. Grant
recipients will be required to report at <a href="http://www.FSRS.gov">www.FSRS.gov</a> on all subawards
over $30,000 and may be required to report on executive compensation
for recipients and subrecipients. Recipients must have the necessary
systems in place to collect and report this information. See 2 CFR part
170 for more information and to determine how these requirements apply.

Camden Kelliher,
Deputy General Counsel, U.S. Election Assistance Commission.
[FR Doc. 2023-25820 Filed 11-21-23; 8:45 am]
BILLING CODE 4810-71-P

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