The Department of Healthcare Access and Information (HCAI) on Aug. 15 outlined application details, eligibility and timelines for the Health Careers Exploration Program (HSEP), a statewide grant program intended to encourage underrepresented and disadvantaged Californians to pursue health careers.

HSEP, created under Health and Safety Code Section 127,885, will accept nonprofit applicants in California and award one-year grants to support conferences, workshops and hands-on experiences aimed at expanding the health workforce pipeline. "Our vision is a healthier California where all receive equitable, affordable, and quality health care," said Wahida Nawad, grants management section chief at HCAI, during the webinar.

The program offers two award categories. Category A (conferences/workshops) requires a minimum of 100 participants and awards either $12,000 or $20,000; the higher amount is available if at least 50% of programming focuses on behavioral health or caring for older adults. Category B (hands-on experiences) requires a minimum of 50 participants and awards either $15,000 or $25,000, with the same 50% focus condition to qualify for the larger award. "If you have 50% of the training taking place in behavioral health or caring for older adults ... that equals 50% ... that's just to give your score a little turbo boost," said Clinton Ramson, HCAI program manager.

The application cycle opened Aug. 15 and closes Oct. 17 at 3 p.m. Pacific. "The application will close October 17 at 3PM," said Elvira Sanchez, HSEP program officer. HCAI anticipates announcing awards in early January 2026, with grant agreements starting in February 2026; each award covers one year and is scheduled to end in January 2027.

Eligibility and allowable uses

HCAI will accept applications only from public and private nonprofit organizations with tax-exempt status under Internal Revenue Code section 501(c)(3); applications from individuals and for-profit organizations are not eligible. The agency confirmed universities, colleges and public high schools are eligible to apply. Applicants should note that two applications that would cause overlapping grant periods would not be permitted: current recipients may reapply, but the new grant period cannot overlap the existing grant term.

Grant budgets must list allowable expense categories (advertising, meals, supplies, transportation, facility costs and indirect costs). Indirect costs may not exceed 15% of the total grant amount. HCAI staff advised that grantees have discretion to allocate funds among allowable categories (for example, stipends, presenters or meals), but funds cannot exceed the awarded amount.

Application process and required documents

The application includes 12 sections: general information, program information, partnering organizations, program sites, health-care percentages, program proposal and objectives, qualitative questions, organizational experience and services, program budget, contract administration and assurances. HCAI will screen applications for required information and may reject applications containing false or misleading information. Scoring uses criteria in the grant guide; the webinar noted a maximum of 172 points is possible.

HCAI emphasized administrative requirements that often delay payments: awardees must provide a current, exact payee address matching IRS records and a completed STD 204 payee data record; the State Controller's Office mails paper checks to the address on file. HCAI will deliver grant documents by DocuSign and expects awardees to sign electronically by the deadline; failure to sign may jeopardize the award. HCAI also reserves the right to recover funds if grantees fail to perform.

Questions and clarifications from the webinar

During the Q&A, HCAI staff answered common applicant questions: applicants may apply for both categories A and B; public high schools and universities are eligible; individuals are not eligible; and multiple applications from the same parent organization could cause problems if they share a single federal tax ID (FEIN). Clinton Ramson noted that separate FEINs make multiple awards more likely to be allowable, while the same FEIN can present accounting conflicts.

HCAI staff recommended applicants begin applications well before the Oct. 17 deadline to allow time for technical issues. "Please do not wait until the deadline, October 17, to start your application," Elvira Sanchez said during the session. Staff also advised applicants to provide a direct contact person (name, direct email and phone number) in the contract administration section.

Where to get materials and help

The grant guide, application materials and resources are posted on HCAI's website at hchi.ca.gov on the HSEP resources page; HCAI said webinar slides and the recording will be posted within seven to 10 business days. For application questions that are specific to an organization, HCAI asked applicants to email the HIPCOP inbox (hipcop@hchi.ca.gov) and, if available, include the application number in the subject line (example format mentioned during the webinar: 24-HCEP-000#).

Context and next steps

HSEP is one of HCAI's workforce development programs aimed at increasing a culturally and linguistically representative workforce in medically underserved areas. The agency will evaluate applications using the published criteria; awards are competitive and contingent on the application review. Applicants should prepare required administrative paperwork in advance, plan programs to meet participant-minimum thresholds for their chosen category, and follow reporting and deliverable schedules specified in the grant agreement.

HCAI reminded attendees that the Oct. 17, 3 p.m. deadline is the official close time; the website may show a later time as a technical cushion but staff availability to answer questions declines sharply at and after closing.

For more information, applicants may consult the HSEP grant guide on hchi.ca.gov or email hipcop@hchi.ca.gov.