Help America Vote College Program 

Agency: Election Assistance Commission (EAC) 

Action: Notice of Funding Opportunity 

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 PM Eastern Time on Monday, December 

18, 2023. 

Addresses: Proposals must be submitted to https://www.Grants.gov. 

For Further Information Contact: Election Assistance Commission Office of Grants 

Management at HAVCP@eac.gov 

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 (Public Law 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 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 

https://www.eac.gov/grants/help-america-vote-college-program. 

Application information is also available at https://www.grants.gov/. 

2. Content and Form of Application Submission. The deadline for receipt of applications is 11:59 

PM Eastern Time on Monday, December 18, 2023. Please submit an e-mail stating your intent to 
 

 

 

 

apply to HAVCP@eac.gov. 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 Grants.gov Attachments Form: 

• HAVCP Application – Fillable form including Project Narrative and Budget Narrative 

• Budget Worksheet 

• Indirect Cost Rate Agreement (if applicable) 

EAC urges applicants to create accounts and submit their Grants.gov 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. 

To be considered timely, the full application must be submitted in Grants.gov by the application 

deadline. Failure to begin the SAM.gov or Grants.gov 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 Grants.gov to submit and receive applications. Applicants must ensure successful 

submission no later than 11:59 PM Eastern Time on Monday, December 18, 2023. Grants.gov 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, Grants.gov 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 https://sam.gov/content/entity-registration. 

(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 PM Eastern 

Time on Monday, December 18, 2023. Please submit an e-mail stating your intent to apply to 
 

 

 

 

 

HAVCP@eac.gov. 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 Grants.gov. 

To request an accessible, hard copy of the application, please contact the EAC at 

HAVCP@eac.gov. 

Interested applicants should submit an e-mail by HAVCP@eac.gov 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: 

• is an eligible organization, 

• submitted an application by the submission deadline, and 

• 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: 

• A sound and relevant program that meets the unique needs of the communities 

served; 

• 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; 

• 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; 

• The extent to which the proposed program considers information found in EAC’s 

Guidebook for Recruiting College Poll Workers; and, 

• 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) 

Successful applications will address the following elements of organizational capacity: 

• Demonstrated relationships/partnerships with relevant state and local entities 

needed to make the project successful; 

• Ability to manage a federal grant as evidenced by previous federal grants 

experience or similar size and complexity grant; 

• 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, 

• 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: 

• Costs are clearly justified based on the proposed activities and project scope; 

• Budget and budget narrative are accurate and complete (See Appendix C); and, 

• Cost sharing is clearly and accurately identified. 

Possible 

Points 

Criteria 

11-15 Clearly and completely meets all 3 criteria. 

6-10 Addresses 2 out of 3 criteria and/or contains some calculation errors. 

0-5 Addresses 1 out of 3 criteria and/or is confusing or incomplete. 

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 inkind 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: https://www.eac.gov/grants/helpamerica-vote-college-program 

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 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 HAVCP@eac.gov or 202-734-0639. The program website also provides up to 

date contact information at https://www.eac.gov/grants/help-america-vote-college-program. 
 

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 firsttier 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 www.FSRS.gov 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.