10 FAM 200
BUREAU OF EDUCATIONAL AND CULTURAL AFFAIRS
10 FAM 210
PROFESSIONAL EXCHANGES
(CT:PEC-74; 03-13-2019)
(Office of Origin: ECA/PE)
10 FAM 211 CITIZEN EXCHANGE PROGRAMS GENERAL
10 FAM 211.1 Policy and Authority
(CT:PEC-23; 03-01-2013)
a. The Office of Citizen Exchanges (ECA/PE/C) promotes
the long-term foreign policy objectives of the United States and encourages
mutual understanding between the people of the United States and the people of
foreign countries. It accomplishes this by awarding institutional grants and
cooperative agreements to U.S. non-profit institutions.
b. Through its grants for professional, cultural and
youth exchanges, ECA/PE/C supports exchange and training programs that
encourage institutional and personal links between U.S. and foreign audiences.
U.S. non-profit organizations work with their partners abroad to design and
implement programs to support mutual understanding and the Departments strategic
goals. Programs funded by institutional grants should operate at two levels:
(1) They should enhance institutional relationships;
and
(2) They should offer practical information to
individuals to assist them and their professional responsibilities. Program
activities may take place in the United States and/or in the target foreign
country(ies).
10 FAM 211.2 Responsibility
(CT:PEC-03; 03-22-2001)
a. The Office of Citizen Exchanges (ECA/PE/C) is
responsible for developing and funding exchange and training programs to
support, complement, and enhance the long-term international goals and
objectives of the United States.
b. ECA/PE/C may provide support to U.S. non-profit
organizations and institutions that satisfy this purpose, with special emphasis
on international educational and cultural exchanges and training.
10 FAM 211.3 Authority
(CT:PEC-67; 02-27-2019)
See 1 FAM 341.2
10 FAM 211.4 Guidelines
(CT:PEC-64; 12-19-2018)
a. The Office of Citizen Exchanges (ECA/PE/C)
collaborates with U.S. non-profit organizations in the conduct of international
exchanges and training programs. The purpose is to introduce U.S. and foreign
leaders and potential leaders to each others social, economic, political and
cultural structures, and to address their mutual professional interests.
Exchanges and training programs may take place in the United States or abroad
and are designed to have a lasting impact on the participants.
b. ECA/PE/C seeks strong proposals from U.S.
universities, nongovernmental organizations, professional associations, and
major cultural institutions in the United States. Projects should have a
professional and cultural focus and should not be technical or academic in
nature. Vocational training (an occupation other than one requiring a baccalaureate
or higher academic degree; i.e., clerical work, auto maintenance, etc., and
other occupations requiring less than 2 years of higher education) and
technical training (special and practical knowledge of a mechanical or
scientific subject which enhances mechanical, narrowly scientific, or
semi-skilled capabilities) are ineligible for support. In addition,
scholarship programs are ineligible for support. Grants will not be given for
projects that advocate the policy views or positions of foreign governments, or
the views of a particular political faction.
c. Programs may have multiple phases, including
seminars, workshops, internships, job-shadowing, individual and group study
tours, visits, conferences (see 10 FAM 233 Guidelines for Conferences), internet-based
training, sub-grants, and materials development. These activities may take
place in the United States and/or abroad. Program activities are completed
based on a timetable established by the grantee and the program officer at the
outset of the grant.
d. Grantee organizations are required to consult
frequently with the ECA/PE/C program officer and an appropriate U.S. embassy
representative on the following:
(1) Recruitment and selection of foreign participants;
(2) Responsibilities of foreign partners; and
(3) Pre-departure, arrival and host community
orientations; itineraries, training schedules and agendas, materials to be
translated, use of subcontractors, and the involvement of local communities and
volunteers.
e. Foreign participants are not required to speak
English to take part in professional-level programs. Interpretation, if
needed, is provided by the Department of States Language Services Division or
by locally based interpreters hired by the grantee organizations. Grantee organizations
foreign partners are responsible for arranging interpretation abroad.
10 FAM 211.5 Structure and
Organization
(CT:PEC-64; 12-19-2018)
a. The Office of Citizen Exchanges (ECA/PE/C) has five
operating divisions and one specialized projects staff:
(1) Europe/Eurasia;
(2) American Republics/East Asia;
(3) Africa/Near East/South Asia;
(4) Cultural;
(5) Youth; and
(6) Special Projects.
b. Divisions award grants in the following categories:
(1) Congressional Earmarks:
ECA/PE/C provides grant awards for program activities mandated by legislation;
(2) Cultural: See 10 FAM 212;
(3) Open Competitions: The
Office of Citizen Exchanges (ECA/PE/C) announces open competitions in the
Federal Register to which all U.S.-qualified non-profit institutions may
apply. Themes are developed in consultation with U.S. embassies abroad and
relevant Department bureaus;
(4) Policy Initiatives:
ECA/PE/C designs and funds specially targeted programs in response to
Administration priorities. The Office may award grants as the result of
competition or through an invitation to a uniquely qualified institution.
(5) Traditional Public-Private
Partnerships: ECA/PE/C supports long-term relationships with several
institutions that have established a unique position among international
exchange institutions. Each of these grantees conducts exchange activities
that are carefully monitored and evaluated;
(6) Youth: Sponsored programs
target high school students, teachers and administrators, young professionals,
and young political leaders. Projects include a wide range of models: an
academic year experience attending school and living with a host family;
short-term, thematic focused exchanges involving groups of students and
teachers for approximately three weeks; virtual exchanges; and study missions.
Primary foci include predominately Muslim countries, the independent states of
the former Soviet Union, as well as Germany, Latin America, and selected
projects focused on other regions.
c. See 10 FAM 230,
Grants Management.
10 FAM 212 CULTURAL PROGRAMS
10 FAM 212.1 Introduction
(CT:PEC-03; 03-22-2001)
Cultural programs of the U.S. Department of State are
administered by the Cultural Programs Division of the Office of Citizen
Exchanges (ECA/PE/C/CU). To support specific Mission Performance Plan (MPP)
and administration objectives, the Cultural Programs Division develops,
coordinates and implements:
(1) Department-sponsored or -assisted arts
presentations;
(2) Participation in international arts festivals and
arts activities pursuant to bilateral cultural agreements;
(3) The Creative Arts Exchanges Program,
(4) The American Artists Abroad Program;
(5) Feature Film Services;
(6) The American Cultural Specialist program in the
arts, literature, and other areas of American culture;
(7) The Jazz Ambassadors Program; and
(8) Special programs, projects and initiatives,
including fund-raising and networking activities.
The Chief of the Cultural Programs Division reports
directly to the Director of the Office of Citizen Exchanges.
10 FAM 212.2 Authority
(CT:PEC-03; 03-22-2001)
a. The Mutual Educational and Cultural Exchange Act of
1961 (Public Law 87-256), as amended, gives the Department authority to finance
tours abroad by creative and performing artists and experts in the arts and
culture from the United States.
b. Executive Order 11380 of November 8, 1967, amended
by Executive Order 11034, states that proceeds generated by receipts from
performances authorized by Public Law 87-256 section 102(a)(2)(ii) can be
credited to the Departments appropriation (E.O. 12048).
10 FAM 212.3 Responsibilities
(CT:PEC-16; 06-23-2010)
ECA/PE/C has the following responsibilities:
(1) To establish policy and procedures for and to plan
programs outside the United States for U.S. performing artists, American
Cultural Specialists, the Jazz Ambassadors, recipients of Creative Arts
Exchanges, American Artist Abroad grants, Feature Film Services, and similar
programs;
(2) To select U.S. performing artists, visual artists,
American Cultural Specialists, and film programs for programming under
Department auspices;
(3) To develop and implement procedures to evaluate
the artistic quality of such programs;
(4) To organize tours abroad under Department auspices
by U.S. performing artists, and American Cultural Specialists, furnishing
logistical and other support, as required;
(5) To facilitate and support exhibitions of foreign
art in the United States when the Department is required to furnish such
support under the terms of bilateral cultural agreements or to meet other
objectives of the administration or U.S. missions abroad; and
(6) To develop means of informing field posts and
binational centers of U.S. performing arts and exhibitions available for
international tours or one-country exposure.
10 FAM 212.4 Cultural Programs
Staff
(CT:PEC-16; 06-23-2010)
The ECA/PE/C/CU staff annually prepares the following:
(1) A cultural agenda of arts programs to be supported
by ECA/PE/C/CU, based on an analysis of requests for programming support in the
arts and culture submitted by posts abroad in their annual program plan
submissions; and
(2) A Program Planning Report responding to requests
made by posts in their program plan submissions for American Cultural
Specialists and outlining planned ECA/PE/C/CU support for such requests.
10 FAM 212.5 Posts Abroad
(CT:PEC-03; 03-22-2001)
Posts abroad have the following authority:
(1) To enter into contracts or other arrangements with
sponsors who assist in presenting and furnishing support for U.S. performing artists,
American Cultural Specialists, and exhibitions of U.S. art traveling under
Department auspices;
(2) To recruit for programming within their countries,
U.S. visual and performing artists, experts in the arts and culture and
exhibitions of U.S. art on tour abroad, and to utilize sponsor contracts in
connection with such programs; and
(3) To establish mutually beneficial relationships
with binational centers (BNCs), which are private, non-profit, autonomous
organizations dedicated to promoting mutual understanding between the United
States and the country in which they operate. BNCs facilitate contacts and the
work of the U.S. mission, providing outreach in cities where there is no
official U.S. representation; teach English; introduce and promote U.S.
culture; maintain U.S.-oriented libraries; advise students about study in the
United States and offer a cost-effective venue for cultural programming.
10 FAM 213 JAZZ AMBASSADORS PROGRAM
10 FAM 213.1 General
(CT:PEC-03; 03-22-2001)
ECA/PE/C/CU administers the Jazz Ambassadors program which
selects highly talented U.S. jazz musicians through a nationwide live
competition administered by the Kennedy Center. Those selected must be
available to travel to posts abroad for performances, workshops, master classes
and to serve as spokespersons for the United States in the areas of music,
intellectual property-right issues, arts management, multiculturalism, and U.S.
society and values. The itineraries of Jazz Ambassadors are arranged on the
basis of mission performance plan and individual requests.
10 FAM 213.2 Selection Procedures
(CT:PEC-03; 03-22-2001)
Jazz Ambassadors are chosen through auditions organized by
the Kennedy Center. Auditions consist of 20 minutes of uninterrupted playing
time. Jurors are chosen by the Kennedy Center. Auditioners are responsible
for covering all their own expenses, including travel to and from the audition
sites.
10 FAM 213.3 Finances
(CT:PEC-03; 03-22-2001)
For those individuals selected as Jazz Ambassadors, the
program pays scheduled international travel and an honorarium. U.S. missions
hosting Jazz Ambassadors are responsible for per diem, in-country travel, and
any incidental expenses incurred in connection with hall rentals, advertising,
etc.
10 FAM 214 FEATURE FILM SERVICES
10 FAM 214.1 General
(CT:PEC-16; 06-23-2010)
ECA/PE/C/CUs Feature Film Service provides 35mm feature
films at no programming cost for prestigious ambassadorial screenings,
post-sponsored film festivals, international film festivals and other film
events. It does so at post request and with private-sector support from the
Motion Picture Association of America, the Academy of Motion Picture Arts and
Sciences, and others in the film-making community through the Feature Film
Service ECA liaison.
10 FAM 214.2 Purpose
(CT:PEC-03; 03-22-2001)
The features films provided are recent or classic
Hollywood commercial releases or films by independent U.S. film makers. They
can be screened at theaters, auditoriums, or film archives for hundreds and
sometimes thousands of people. The film programs help:
(1) Posts promote intellectual property rights and
fight piracy of film, video and other cultural properties;
(2) Posts promote priority policy issues such as civic
education, rule of law, free press, etc.;
(3) U.S. film companies open new theatrical and
television distribution markets abroad;
(4) Independent film makers gain exposure abroad for
their films; and
(5) Counter a negative and unbalanced image of the
U.S. that certain films and other media may project.
10 FAM 214.3 Film Requests
(CT:PEC-61; 11-26-2018)
Posts should e-mail film requests to ECA/PE/C/CU at least
3 months in advance. Since ECA/PE/C/CU negotiates with film companies to
borrow prints at no cost, posts should provide a solid justification for their
requests. Posts also must agree to the following measures to protect the
prints from damage or piracy:
(1) The prints will be secured at the embassy;
(2) A public diplomacy officer will accompany the
films at all times;
(3) The projection equipment will be high quality in
good repair.
(4) No admission will be charged; and
(5) No video recorders will be permitted in the
screenings.
10 FAM 215 CREATIVE ARTS GRANTS
10 FAM 215.1 General
(CT:PEC-03; 03-22-2001)
a. ECA/PE/C/CU supports programs that promote
communication between the United States and other countries of the world.
Creative Arts Exchanges projects communicate U.S. artistic and cultural values
and achievements and highlight U.S. leadership to audiences in other countries.
They also provide U.S. audiences exposure to and linkage with counterpart
organizations and individuals in other countries.
b. Creative Arts Exchanges grants accomplish their
objectives through programs operating through and in support of public diplomacy
officers posted at U.S. embassies, consulates, and other offices.
10 FAM 215.2 Creative Arts Grants
Program
(CT:PEC-16; 06-23-2010)
a. Creative Arts Exchanges grants are awarded to U.S.
non-profit organizations for projects that link their international exchange
interests with counterpart institutions in other countries in support of the
objectives of the Bureau of Educational and Cultural Affairs.
b. These grants are intended to stimulate and encourage
increased private-sector commitment, activity, and resources in the field of
the arts and culture and to link the international exchange interests of U.S.
private-sector non-profit institutions with counterpart institutions and
organized groups in other countries through posts around the world.
c. High priority is given to project proposals that
establish or promote linkages between U.S. and foreign professional
organizations and major cultural institutions.
d. Projects must include an international
people-to-people component, have a professional and cultural focus, and
demonstrate a substantial contribution to long-term communication and
understanding between the United States and other countries.
e. The Office of Citizen Exchanges Programs requires
co-funding by grantees in all projects.
f. ECA/PE/C/CU encourages project proposals from U.S.
non-profit organizations in the areas of literature, visual arts, theater,
music, dance, folk arts and/or crafts, museum exchanges, and historic
conservation. Proposed arts exchanges may operate either to or from the United
States, but preferably in both directions. Proposals leading to institutional
linkages will receive priority consideration in the review process.
g. Arts projects co-sponsored through ECA/PE/C/CU
should ideally enlist the participation of U.S. public diplomacy officers in
U.S. embassies in the countries involved. In the case of proposals to bring
creative arts professionals to the United States, embassy public diplomacy
officers should nominate candidates for the proposed activities, while creative
arts grantees in the United States will make the final selection of
award-winning candidates. The Cultural Programs Division seeks
professionalism, fairness, and a measure of balance in the distribution of
awards among world areas.
10 FAM 215.3 Grant Program
Restrictions
(CT:PEC-16; 06-23-2010)
a. With the exception of the American Artists Abroad
Program, the Cultural Programs Division does not accept proposals for grants
that would support performing arts tours; film festivals; independently
operating international competitions; or exhibits or academic arts programs
(except where conducted as an integral part of a museum program).
b. The Creative Arts Exchanges Grants Program of the
Office of Citizen Exchanges does not ordinarily support projects whose focus is
purely technical, research projects, professional training, youth or
youth-related activities, or publications funding. Student and/or
teacher/faculty exchanges or projects that are scholarly or academic in purpose
should in most cases be directed to ECAs Office of Academic Exchange
Programs. Youth and youth-related projects should be directed to ECAs Office
of Citizen Exchanges, Youth Exchanges Division (ECA/PE/C/PY).
10 FAM 216 INTERNATIONAL VISITOR
LEADERSHIP Program
10 FAM 216.1 Purpose
(CT:PEC-16; 06-23-2010)
This is a consolidated guide for the selection, briefing,
and programming of all participants in the International Visitor Leadership
Program administered by ECAs Office of International Visitors (ECA/PE/V).
10 FAM 216.2 Authority
(CT: PEC-03; 03-22-2001)
International Visitor Leadership Programs are conducted
under the authority of the Mutual Educational and Cultural Exchange Act of
1961, as amended (22 U.S.C. 2451 et seq.).
10 FAM 216.3 Objectives
(CT:PEC-16; 06-23-2010)
The International Visitor Leadership Program is designed
to build mutual understanding between the United States and other countries
through carefully designed visits that reflect the participants professional
interests and support U.S. foreign policy goals. Participants are established
or potential foreign leaders in government, public policy, media, education,
labor, the arts, and other key fields. Selected by U.S. embassies abroad,
these visitors come to the United States to meet and confer with their
professional counterparts and to gain an appreciation of the ethnic, cultural,
political, and socio-economic diversity of the United States.
10 FAM 216.4 Operating Basis
(CT:PEC-23; 03-01-2013)
A Director and Deputy Director head the International
Visitor Leadership Program that is comprised of three divisions:
Regional Programs
Voluntary Visitors
Community Resources
10 FAM 216.5 Definition of Terms
(CT:PEC-16; 06-23-2010)
Councils for International Visitors
(CIVs): Community-based non-profit organizations across the United
States that arrange professional and cultural programs for ECA/PE/V
International visitors.
ECA/PE/V program officer: The
ECA individual responsible for overseeing the work of the National Program
Agency officers, including program scope, content, and budget. In the case of
voluntary visitors, the ECA/PE/V/F program officer may also fulfill the role of
the National Program Agency.
English-language officer (ELO):
An individual under contract to the Department of States Office of Language
Services (A/OPR/LS), assigned to accompany English-speaking participants to
facilitate the visitors travel and help interpret American society and
culture.
Individual project: A single
participant. While an individual project is sometimes warranted, this project
type should be used sparingly and judiciously due to the higher overall costs.
The project may be conducted in English or the language of the participants
country.
Individuals Traveling Together Project
(ITT): A group of two to three (2-3) participants from the same country
or different countries. An ITT may be conducted in English or the language of
the participating country(ies).
International visitor: All
participants in the International Visitor Leadership Program are known as
international visitors (IVs). Where the terms participant or visitor are used
in this text, they are interchangeable.
Interpreter: A
language-qualified individual under contract to the Department of States
Office of Language Services (A/OPR/LS), assigned to accompany and interpret for
visitors requiring such services. Interpreters also facilitate visitors
travel and help interpret American society and culture.
Local sponsor: An individual
or entity in an American community arranging a visitors program in that
locality. The local sponsor is typically a member of National Council for
International Visitors (NCIV).
Multi-regional project (MRP):
A group of 12 or more participants from at least two regions of the world. The
Office of International Visitors initiates all MRPs and shares the list of
upcoming projects with missions prior to the nomination deadline. All MRPs are
conducted in English.
National Council for International
Visitors (NCIV): A private, non-profit association that provides
professional training and development programs for the CIVs under a cooperative
agreement with ECA.
National Program Agency: A
private, non-profit organization responsible for planning and implementing
International Visitor Leadership projects under the direction of ECAs Office
of International Visitors.
Regional project (RP): A group
of six or more participants from multiple countries in the same geographic
region. The Office of International Visitors initiates all RPs and shares the
list of upcoming projects with missions prior to the nomination deadline.
Typically, all countries within the geographic region may nominate candidates
for an RP. An RP may be conducted in English or the language of the region.
Single-project (SCP): A group
of four or more participants from the same country. An SCP may be conducted in
English or the language of the country.
Sub-regional project (SRP): A
group of four or more participants from two or more countries within a
geographically defined sub-region or region. An SRP may be conducted in
English or the language of the participating countries.
Voluntary visitor (VolVis):
Individuals or groups nominated by missions to participate in short-term
projects of 2 to 10 days. The Office of International Visitors cannot pay
international airfare costs for voluntary visitors but may provide funds for
domestic travel and per diem.
10 FAM 216.6 Selection and
Nomination
10 FAM 216.6-1 General
(CT:PEC-16; 06-23-2010)
U.S. missions abroad nominate international visitors
through embassy-wide selection committees (except in the case of voluntary
visitors). Final selection is contingent upon the concurrence of ECAs Office
of International Visitors (ECA/PE/V).
10 FAM 216.6-2 Announcements to
Missions
(CT:PEC-16; 06-23-2010)
a. Mission allocations: Prior
to the beginning of the fiscal year, missions will receive guidance or
tentative International Visitor allocations from ECA/PE/V/R, pending receipt of
the ECA Bureaus Congressional appropriation. Once the appropriation is
received, the Bureau will make final International Visitor allocations.
b. Multi-regional and regional
projects: Prior to the nomination deadline, ECA/PE/V will send missions
lists of proposed multi-regional and regional projects. Project themes are
based upon mission strategic plans (MSPs) and current foreign policy
priorities.
c. Voluntary visitors: The
responsibility for initiating all Voluntary Visitor (ECA/PE/V/F) programs
generally rests with missions.
d. Other projects: The responsibility
for initiating other programs, including single-country projects, individuals
and individuals traveling together generally rests with missions.
10 FAM 216.6-3 Selection
Committee
(CT:PEC-74; 03-13-2019)
The missions selection committee should:
(1) Be chaired by the Deputy Chief of Mission or
public affairs officer on behalf of the ambassador and should include
appropriate representatives of all mission elements that contribute a
substantial number of nominations;
(2) Avoid duplication with other exchange programs
conducted by the U.S. Government or private U.S. organizations located in the
host country; and
(3) Nominate participants for the International Visitor Leadership Program (IVLP)
in accordance with the selection criteria set forth below.
10 FAM 216.6-4 Criteria for
Selection
(CT:PEC-23; 03-01-2013)
Selections should be consistent with the mission strategic
plan and below criteria. The Mission should give priority to influential or
potentially influential decisionmakers, opinion leaders, and individuals of
exceptional talent, achievement or promise. Nominees should have a serious
purpose, a desire to learn, positive motivation, and have an open mind while
visiting the United States. Other considerations:
(1) Personal factors:
Candidates should be established or potential leaders in their fields. They
must be physically and mentally able to fulfill the conditions of a program
with extensive travel and a typically busy schedule. Candidates should be
persons who will gain from their U.S. programs and continue as valuable mission
contacts. Missions must provide justification for any exception to the
foregoing for ECAs consideration;
(2) Citizenship: Candidates
must, as a rule, be citizens of the country from which they are nominated. In
special cases, resident noncitizens may be nominated, if their selection can be
shown to contribute to the achievement of MSP objectives. Persons holding U.S.
green cards or citizenship, including dual, are not eligible;
(3) Personal knowledge: The
candidate must be personally known to the nominating officer. While missions
sometimes use the IVLP strategically to seek out new contacts in key sectors,
acquaintance with the candidate needs to precede the nomination;
(4) Visa eligibility: A candidate
must be eligible for a U.S. exchange visitor visa (J-1). Name checks are
required. Before submitting a nomination to ECA/PE/V, the mission should make
a preliminary determination whether there are any grounds for ineligibility
(security or other) for a U.S. visa. A consular officer must make a final
determination of visa eligibility when the visa application is submitted;
(5) Previous U.S. Government grant or
funding: A candidate who has visited the United States on a grant or
other funding awarded by any U.S. Government agency within the past 5 years
normally should not be nominated. ECA/PE/V will consider exceptions to this
rule, under extraordinary circumstances, with appropriate justification;
(6) Previous visits to United States:
The mission should give preference to persons who have not previously visited
the United States. Missions considering possible nominees who have visited the
U.S. should take into account the timing, duration, and extent of the previous
visit(s). A foreign national who has had an extensive and varied stay in the
United States should be nominated only if exceptional circumstances prevail,
and with appropriate justification;
(7) Military personnel: The
International Visitor Leadership Program is civilian in nature and therefore
not generally intended for foreign military personnel. In certain
circumstances and with appropriate justification, ECA/PE/V may approve a
military candidate if doing so would be in the best interest of the United
States and furthers the objectives of the Mutual Educational and Cultural
Exchange Act. Military officers holding civilian positions are generally most
appropriate. Participants who are military officers may not wear uniforms
during the program, including at meetings at the Pentagon or other military
establishments;
(8) Nomination of VIPs: The
International Visitor Leadership Program is not intended to provide VIP or
protocol treatment;
(9) Nomination of ministerial-level
officials: The program is not intended for current members of
government at cabinet and sub- cabinet levels. If particular country
situations warrant the nomination of a candidate at these levels, however, the
mission must submit full justification at the time of nomination. On an
exceptional basis, ECA may approve business class travel for candidates of
ministerial level. Additional costs will be charged against the missions
allocation. The IVLP is not intended for anyone whose purpose for visiting the
United States is the transaction of government-to-government business; and
(10) Consultation with host-country government: The mission may consult with the foreign
government during the nominating process, as necessary.
10 FAM 216.6-5 Nominating
Procedures
(CT:PEC-74; 03-13-2019)
a. Unless otherwise instructed by ECA/PE/V, the
deadline for submission of IVLP slates and nominating data is June 1 of the
prior fiscal year.
b. The mission selection committee reviews nominations
from all interested sections, chooses a prioritized slate of candidates and
obtains the ambassadors concurrence.
c. The mission submits all biographic and Student and
Exchange Visitor Information System (SEVIS) information,
justifications, program objectives and recommendations via Post Electronic Visitor Database (EVDB) by the due
dates established by ECA/PE/V. In the rare case that there is any classified
nomination information, it must be submitted through classified e-mail or
cable. ECA/PE/V cannot consider nominations without complete data.
d. Voluntary visitor nominations. Nominations may be
made throughout the fiscal year. Missions submit nomination information via Post
Electronic Visitor Database (EVDB) 6 to 8
weeks prior to the desired program date.
10 FAM 216.7 Factors Affecting
Timing of Visit
10 FAM 216.7-1 Travel in Current
Fiscal Year
(CT:PEC-16; 06-23-2010)
Each international visitor is expected to travel to the
United States in the fiscal year for which he or she was nominated. If any
nominee cannot travel in that year, he or she can be re-nominated for the
following fiscal year.
10 FAM 216.7-2 Attendance at
Conferences
(CT:PEC-16; 06-23-2010)
a. While funds for IVLP cannot be used solely or
primarily to fund attendance at conferences in the United States, programs may
include attendance at conferences relating to participants professional
interests as part of a larger and broader program.
b. For voluntary visitors, ECA/PE/V/F cannot make
arrangements for nor cover costs connected with attendance at a conference.
However, ECA/PE/V/F may provide programming before and/or after a participants
attendance at such an event.
10 FAM 216.7-3 Climatic and
Timing Factors
(CT:PEC-16; 06-23-2010)
In determining timing of the visit, missions should take
into account considerations such as the U.S. academic year, legislative and
court calendars, cultural and artistic activities, major holiday periods, and
summer vacations.
10 FAM 216.7-4 Avoidance of Peak
Travel Periods and Clustering of Travel
(CT:PEC-16; 06-23-2010)
Missions should spread visitor travel through the fiscal
year and make every effort to ensure that visitors do not arrive in the United
States in clusters, which can seriously overburden resources in Washington and
other local communities, as well as the availability of Interpreters.
10 FAM 216.7-5 Special Procedures
for Appointments at Federal Agencies
(CT:PEC-16; 06-23-2010)
Many Federal agencies, notably the Department of Defense,
Department of Homeland Security and FBI, require substantial lead-time and/or
special procedures for arranging appointments for IVLP participants.
Procedures may include the need to obtain the concurrence of the agencys field
office abroad in the country or region from which the visitor comes.
10 FAM 216.8 Planning of IVLP
Projects
10 FAM 216.8-1 Approval of
Nomination
(CT:PEC-16; 06-23-2010)
After reviewing a nomination, ECA/PE/V advises the mission
in writing if the nomination is approved. Once the appropriate ECA/PE/V
division/branch concurs, the ambassador may issue a letter of invitation to the
nominee.
10 FAM 216.8-2 Assignment to
National Program Agency
(CT:PEC-23; 03-01-2013)
As soon as the mission indicates the participants
proposed travel period, ECA/PE/V will request a program date from a National
Program Agency (NPA). Once a program date is secured, the mission will receive
written confirmation from the ECA/PE/V program officer. Date requests should
be submitted as early as possible during the fiscal year, as program dates fill
quickly and may not be available. During busy programming timeframes, it will
be necessary to negotiate dates that are acceptable to all parties. In the
case of an approved Voluntary Visitor program, ECA/PE/V/F will assign an
ECA/PE/V/F program officer who will either arrange the program in-house or
oversee the work of an NPA.
10 FAM 216.8-3 Assignment of
English-Language Officer or Interpreter
(CT:PEC-23; 03-01-2013)
a. Interpreter: As soon
as a program date and NPA or in-house officer is established, ECA/PE/V will
arrange for an interpreter, as required. The ECA program officer will
request the services of an interpreter when a participant does not have an
English proficiency of at least S 3/R 3 on the FSI scale. Section
62.10(a)(2) of the Exchange Visitor Program regulations require that an
exchange visitor possesses sufficient proficiency in the English language to
participate in his or her program. Proficiency in English of at least S
3/R 3 is required for participants in multi-regional and some regional and
sub-regional projects.
b. English-language officer (ELO):
ELOs are assigned to accompany English-speaking visitors under the following
circumstances:
(1) For all multi-regional projects (MRPs) and all
regional group projects (RPs) conducted in English;
(2) When a visitors rank/position recommends such
assistance;
(3) When a visitor lacks international experience or
is from a culture substantially different from the United States;
(4) When a visitor is unsure about his or her ability
to travel alone; or
(5) When the assistance of an ELO will facilitate a
groups program and movement.
10 FAM 216.8-4 International
Travel
(CT:PEC-67; 02-27-2019)
Through its grants for professional, cultural, and youth
exchanges, the Bureau of Educational and Cultural Affairs (ECA/PE/C) supports
exchange programs that encourage institutional and personal links between U.S.
and foreign audiences.
The following paragraph clarifies the regulations that apply
to participants traveling between their home countries and the United States
for the purpose of encouraging mutual understanding.]
a. Class and routing:
Participants, except voluntary visitors, receive round-trip international
travel tickets from the mission that are funded by ECAs Office of
International Visitors (ECA/PE/V). The usual arrangement for international
travel is economy class, using the most direct route from the visitors home to
Washington, DC, or to the city in which the program begins. Although voluntary
visitors are not eligible to receive funds for international airfare from
ECA/PE/V, they may receive funds for international travel tickets from other
U.S. Government sources, if such funds are determined to be legally available
and authorized for such a purpose.
b. Use of U.S. Carriers: In
accordance with the Fly America Act, as amended (49 U.S.C. 40118), U.S.
Government-financed air travel must be on U.S. flag carriers, where available.
As a practical matter, this often means that stopovers are not possible en
route to or from the United States.
10 FAM 216.8-5 Travel Allowances
and per diem
(CT:PEC-16; 06-23-2010)
a. International travel allowance:
Missions may provide an incoming travel allowance, charged to the IVLP fiscal
data, for incidental expenses while traveling by air to the United States. The
National Program Agency provides a similar allowance for return travel home.
Voluntary visitors are not eligible to receive a travel allowance.
b. Per diem: Visitors receive
a per diem allowance for travel in the United States, its territories and
possessions. For voluntary visitors, missions may request per diem for up to
ten calendar days, with appropriate justification.
c. Per diem rates: Per diem
rates are determined by ECA on an annual basis in order to provide for
moderately priced hotel accommodations and meals, local transportation,
laundry, tips, local telephone calls and other incidental living expenses.
10 FAM 216.8-6 Cultural and
Educational Allowances
(CT:PEC-16; 06-23-2010)
International visitors routinely receive cultural and
educational allowances for attendance at arts and sports events and for
purchases of books and other educational media. Voluntary visitors receive
only cultural and educational allowances on a case-by-case basis.
10 FAM 216.8-7 Conference Fees
and Related Expenses
(CT:PEC-23; 03-01-2013)
If recommended by a mission or by ECA/PE/V, international
visitors may receive allowances to cover fees for attendance at conferences,
seminars, workshops or professional meetings. These
allowances are not available to voluntary visitor participants.
10 FAM 216.8-8 Travel in the
United States
(CT:PEC-16; 06-23-2010)
Visitors are provided tickets for program travel in the
United States, its territories and possessions, via economy class air travel or
an equivalent alternative by rail, bus, or auto. Tickets are provided by the
Departments designated representative and purchased by the National Program
Agency. Voluntary visitors receive domestic tickets on a case-by-case basis.
10 FAM 216.8-9 Health and
Accident Insurance
(CT:PEC-23; 03-01-2013)
a. ECA provides essential health coverage for most
visitors through the Accident and Sickness Program for Exchanges (ASPE) (see 10 FAM 240).
ASPE is a self-funded program subject to specific limitations. For questions
concerning ASPE coverage, please contact Diana S Martinson or visit Diplopedia
and type in the word "ASPE". Any international visitor on a J visa
must have health insurance as required under the Exchange Visitor Program regulations.
For details, see 22 CFR 62.14.
b. Voluntary visitors are not eligible for health and
accident coverage provided by ASPE. Voluntary visitors along with family
members on J visas must have health insurance as required under the Exchange
Visitor Program regulations. For details, see 22 CFR 62.14. All other
visitors and accompanying family members should be encouraged to obtain their
own health insurance coverage.
10 FAM 216.8-10 Other Travel
Excluded
(CT:PEC-16; 06-23-2010)
ECA/PE/V funds do not cover side trips to Canada, Mexico,
or other countries before, during or after an IVLP in the United States, its
territories or possessions. Any such travel must be at the expense of the
participant and must not disrupt the program. Similarly, the Department cannot
authorize or finance a side trip for interpreters or ELOs to accompany the
visitors.
10 FAM 216.9 Missions
Administrative Procedures
10 FAM 216.9-1 Letter of
Invitation
(CT:PEC-16; 06-23-2010)
Missions should not make program commitments to a nominee
until the responsible ECA/PE/V division/branch approves the nomination. When
the mission receives written approval, the ambassador should send a letter to
the IV inviting him or her to participate in the program. If the nominee accepts,
the Public Affairs staff should collaborate with the nominating officer at the
mission and the responsible ECA/PE/V program officer to develop program
objectives and recommendations.
10 FAM 216.9-2 Proposed Travel
Date and Biographic/Program Data
(CT:PEC-16; 06-23-2010)
a. If the invitation is accepted, the mission should
propose a travel date convenient to the nominee and submit updated biographic
and program data through the post EVDB Web. If the proposed program date is
acceptable, ECA/PE/V will advise the mission. If not, the responsible ECA/PE/V
program officer will suggest alternate dates or the nominee can be put on a
waitlist for the desired date.
b. In the case of multi-regional and regional group
projects, the mission should confirm the nominees availability for the
pre-established program dates and submit the biographic and program data
through post EVDB Web.
c. For voluntary visitors, complete biodata, funding
requirements and requested program dates should be included in the initial post
EVDB Web submission. If the proposed program date and requested funding is
acceptable, ECA/PE/V/F will advise the mission. If not, the responsible
ECA/PE/V/F branch chief will contact the mission regarding alternate dates
and/or funding requirements.
10 FAM 216.9-3 Fiscal and
Transportation Procedures for VisitorsInternational Transportation
(CT:PEC-16; 06-23-2010)
a. Procurement of tickets: The
mission procures a round trip international ticket, including a confirmed
reservation to the city in the United States where the program begins, and from
the final program stop in the United States to the home country. The mission
charges international travel tickets and allowances to fiscal data that
ECA/PE/V provides to all missions at the beginning of the fiscal year.
b. Disbursement of travel allowance:
The mission disburses the incoming travel allowance just prior to the
participants departure. If providing the allowance by check, obtained in
advance from the appropriate regional finance center, the mission should assist
the participant in cashing the check, so that he or she has U.S. currency for
expenses en route and immediately upon arrival in the United States. Where
missions are unable to disburse the travel allowance, participants may receive
the full amount of the allowance upon arrival in the United States.
10 FAM 216.9-4 Fiscal and Travel
Procedures for Voluntary Visitors
(CT:PEC-16; 06-23-2010)
ECA/PE/V does not provide funding for voluntary visitor
international travel to the United States to participate in the IVLP.
10 FAM 216.9-5 Travel
Documentation
(CT:PEC-23; 03-01-2013)
a. The mission must ensure that the participant has a
valid passport to travel to the United States and that the passport will not
expire for at least 6 months after his or her return at the end of the IVLP.
b. Missions must also ensure that participants possess
a valid Form DS-2019, Certificate of Eligibility for International Exchanges.
ECA/PE/V prepares these forms in Washington through the Student and Exchange
Visitor Information System (SEVIS) and mails them to missions via express
carriers 30-60 days in advance of the project start date. Forms DS-2019 can be
issued only for confirmed participants, not for alternate candidates.
c. A program participant must obtain from a U.S.
consular officer a J-1, Exchange Visitor Visa (Section 101(a)(15)(J) of the
Immigration and Nationality Act, as amended) valid for multiple entries, if
possible. To apply for the visa, the participant, with mission assistance if circumstances
warrant, submits the following documents:
(1) A completed Form DS-257, Application for
Non-Immigrant Visa and Alien Registration;
(2) A valid passport; and
(3) A passport-type photograph, signed on the back.
d. Upon arrival in the United States, the international
airline will provide participants with a copy of the I-94 Arrival/Departure
Record card, which participants must complete in English. The mission
should advise their participant that a Customs and Border Protection (CBP)
officer at the U.S. port of entry will determine admissibility. The CBP officer
will stamp the I-94 card and enter the authorized length of stay on the I-94
and attach the card to the participants passport. This card will be
surrendered to the airline at the international departure airport to complete
the arrival/departure procedure.
10 FAM 216.9-6 Medical
Requirements
(CT:PEC-23; 03-01-2013)
International visitors must be physically and mentally
able to fulfill the conditions of the program.
10 FAM 216.9-7 Transit and Exit
Formalities From Homeland
(CT:PEC-16; 06-23-2010)
Missions should ensure that participants have met all the
exit requirements of their governments and have secured any necessary transit
visas for travel to and from the United States.
10 FAM 216.10 Briefing Visitors
(CT:PEC-16; 06-23-2010)
The responsible officer at the mission should ensure that
the participant is briefed on the following subjects sufficiently in advance of
departure for the United States to allow time for preparation and any
additional clarification.
10 FAM 216.10-1 Orientation
(CT:PEC-16; 06-23-2010)
The participant should receive basic information about the
United States and its institutions, including background material available at
mission and the publication entitled Guide for International Visitors.
10 FAM 216.10-2 Additional
Points of Clarification
(CT:PEC-23; 03-01-2013)
a. Non VIP character of the program:
Missions should explain that the program is designed to provide informal
opportunities for learning and for an exchange of ideas. The participant
should not expect VIP treatment, such as appointments with top-level officials
(e.g., President, Secretary of State, and cabinet members), except in unusual
cases.
b. Program diversity: The
International Visitor Leadership Program (IVLP) is a people-to-people exchange
with both substantive professional and cultural aspects. It is designed to
offer broad exposure to the geographic, ethnic, socio-economic and political
diversity of the United States.
c. Punctuality: Visitors
should understand the importance of maintaining schedules, keeping
appointments, and observing the punctuality prevalent in the United States.
d. Carrying identification: Participants should carry appropriate identification and
visa documentation (i.e., passports, Forms DS-2019 and I-94) at all times.
e. Financial benefits for
international visitors: Benefits may include cultural and educational
allowances, domestic air travel, ground transportation, incoming and outgoing
allowances, international travel, per diem, health/accident insurance, and
conference-related expenses. See 10 FAM 216.8,
which describes the benefits in greater detail.
f. Customs duties on gifts:
(1) The mission should explain U.S. customs
requirements, which might impose duty on articles, including gifts, brought
into the United States; and
(2) Additionally, the mission should advise
participants to familiarize themselves with customs requirements of their own
country, which might delay their reentry and entail considerable personal
expense.
g. Accompanying persons not permitted:
The spouse, other family members, friends or assistants may not accompany a
participant under this program unless fully qualified as an International
visitor and duly nominated in his or her own right.
h. Meetings off the record:
Unless otherwise specified, all meetings during the IVLP are off the record.
Off the record is defined as unofficial, confidential communication that is
only used to impart background information to international visitors.
10 FAM 216.10-3 Responsibilities
of Individuals and Entities Involved in the IVL Program
(CT:PEC-16; 06-23-2010)
a. The ECA/PE/V program officer has overall responsibility
for development of the IVLP and functions as the missions and ECAs direct
representative in all matters dealing with the IVLP experience.
b. National Program Agencies (NPAs) have day-to-day
responsibility for implementation of the program; they are, in turn,
responsible to the ECA/PE/V program officer who oversees their work. In many
ECA/PE/V/F projects, the program officer also takes on the role of a National
Program Agency.
c. Councils for International Visitors (CIVs) arrange
local programs according to the goals of the project.
d. The English-language officer (ELO) or interpreter
works under contract for the Department of State, not for the participant. The
interpreters main responsibility is to provide language interpretation. The
ELO or interpreter also facilitates the participants contacts with interlocutors
and assists in achieving program objectives. He or she oversees travel
arrangements, confirms reservations, and is responsible for explaining and
maintaining daily schedules. Neither the ELO nor the interpreter is expected
to defray any of the participants expenses, nor should the participant pay any
of the ELOs or interpreters expenses.
10 FAM 216.10-4 Administrative
Details
(CT:PEC-16; 06-23-2010)
In preparation for departure, participants should have the
following documents in hand:
(1) Round-trip international ticket, including transit
visa, if required;
(2) Travel allowance;
(3) Form DS-2019, passport, and J-1 visa (preferably
multiple entry);
(4) Telephone number of the Departments Operations
Center;
(5) Name and home telephone number of ECA/PE/V program
officer;
(6) Name, address and telephone number of Washington
National Program Agency; and
(7) Name, address and telephone number of the hotel in
Washington or the first program site.
10 FAM 216.10-5 Public
Appearances
(CT:PEC-16; 06-23-2010)
ECA/PE/V will arrange speaking opportunities in the United
States for some visitors, as appropriate, and if agreed to in advance by the
participants.
10 FAM 216.11 Entry into the
United States
(CT:PEC-16; 06-23-2010)
a. All persons entering the United States are subject
to inspection by the following Federal officials:
(1) Public Health; and
(2) Immigration and Customs Enforcement officer
concerning passport, Forms DS-2019 and I-94.
b. All baggage and parcels are subject to inspection.
c. Participants should be aware that security measures
at airports have increased significantly, but that the extent to which
individual passengers may be subjected to various procedures varies widely from
airport to airport. Neither rank, social status, citizenship, nor the fact
that they are guests of the U.S. Government has any effect on the degree to
which they or their fellow passengers may be scrutinized. The State Department
and the interpreter or ELO have no authority to require any airport to waive
security procedures
10 FAM 216.11-4 Local
Pre-Departure Publicity
(CT:PEC-03; 03-22-2001)
With sensitivity to local customs and political
situations, the mission may arrange local pre-departure or mission return
publicity.
10 FAM 216.12 Programming in the
United States
10 FAM 216.12-1 Reception
(CT:PEC-16; 06-23-2010)
a. At port of entry: ECA/PE/V
provides reception service at certain ports of entry. Professional reception
officers at these airports will guide the participants to their next flight, or
arrange transportation into the city. Voluntary visitors are met only on an
exceptional basis.
b. In Washington, DC: Mission
should verify with the ECA/PE/V program officer whether an ELO and/or
interpreter or a Meridian International Center Reception officer will meet
participants upon arrival in Washington, DC, and arrange transportation to the
hotel. Participants who do not have an assigned ELO or interpreter should be
advised to go directly to the hotel. All participants should ask for their
program package at the hotel upon check-in. The participant who is not being
met must pay for taxi, limousine, or other local transportation costs upon
arrival.
10 FAM 216.12-2 Program Duration
and Design
(CT:PEC-16; 06-23-2010)
Most of the International Visitor Leadership Program, with
the exception of Voluntary Visitor programs, have a duration of 3 weeks.
Visitors typically spend 1 week or less in Washington, DC, and travel to three
or four additional U.S. communities, including both small towns and large urban
areas. In each location, National Program Agencies or councils for
international visitors arrange professional appointments for visitors in their
fields of interest. Cultural events and home hospitality allow the visitors to
experience American culture and social life.
10 FAM 216.12-3 Program
Evaluation and Debriefing
(CT:PEC-16; 06-23-2010)
a. National Program Agency:
For MRPs and RPs, the National Program Agency (NPA) must provide a project
evaluation to the ECA program officer no later than ten days after the
projects conclusion.
b. English-language officer or
interpreter: Every ELO/I is required to submit a report on the
assignment. The report should focus on those aspects of the program in each
community that are noteworthy, on what made them so, and on the individuals and
institutions that appeared to have the greatest impact on the success or
failure of the program in meeting its goals.
c. ECA program officer evaluations:
At the conclusion of some IVL projects the ECA program officer conducts an
evaluation session to obtain formal feedback on the results of the program.
Based on the oral and written feedback from participants as well as the NPA and
ELO/I reports, the ECA program officer prepares an evaluation cable for each
regional and multi-regional group project. This evaluation is sent to
participating missions following the conclusion of the project.
d. Mission program evaluations:
The Office of International Visitors requires a report from the overseas
mission on the visitors program based primarily on a debriefing of the visitor
within 2 months of the visitors return home. The key focus is to determine
the impact and results of the program, how effectively the project met the
foreign policy objectives of the nominating mission, the impact on the visitor,
and how he or she will use the information in his or her professional life. It
is useful to know whether the participant plans to maintain contact with
American colleagues met on the program and whether the visit has strengthened
the relationship between the mission and the IV.
e. Mission results reports:
Missions should remain in regular contact with returned international visitors
and routinely share later results of the program and significant updates on
IVLP alumni with the Office of International Visitors.
10 FAM 216.13 Financial Procedures
(CT:PEC-16; 06-23-2010)
The National Program Agency to which a project is assigned
makes the following disbursement from program funds as directed by ECA/PE/V:
(1) Per diem: The National
Program Agency issues the per diem checks to each participant at the beginning
of the program, as authorized by ECA/PE/V. If the program should begin before
the participant arrives in Washington, the National Program Agency will either
send the initial per diem check to the participants first stop in the United
States or reimburse the participant upon arrival in Washington;
(2) Conference fees: If
attendance at a conference is authorized in a project, the National Program
Agency will pay the fees directly to the institution, as authorized by
ECA/PE/V;
(3) Cultural and educational
allowances: At the beginning of the visit, the National Program Agency
will provide an eligible participant the standard cultural allowance, as
authorized by ECA/PE/V. The agency may deduct any amounts used to purchase
advance tickets for cultural events. A higher amount can be authorized if an
allowance in excess of the standard amount is required for a specific project.
If authorized by the ECA/PE/V program officer, the National Program Agency may
also purchase books or other educational media for eligible participants using
the educational allowance;
(4) U.S. domestic travel: The
National Program Agency purchases domestic air tickets and ground
transportation for the participant and reimburses the participant for costs
such as travel to and from airports and airline baggage fees not to exceed two
checked bags, as authorized by ECA/PE/V. For reimbursement, the participant,
ELO or interpreter must submit an itemized account of such expenditures; and
(5) Accommodation arrangements:
(a) Hotels: The National
Program Agency and/or local sponsor will arrange accommodations for the
participant at a moderately priced hotel at each stop on the itinerary, as
authorized by ECA/PE/V. Members of the same group traveling together on a
program may have private rooms or share accommodations, depending upon the
availability of accommodations and individual preferences. Visitors may not
share hotel rooms in Washington, DC or New York City; and
(b) Home stays: If the
participant concurs, the program agency can arrange one or more short home
stays in either urban or rural areas to provide a closer view of American
family life in the United States.
10 FAM 217 THROUGH 219 UNASSIGNED