1 

AmeriCorps State and National

2021 End-of-Year Project Progress Report Instructions

How will AmeriCorps use the information reported?

The AmeriCorps State and National Project Progress Report (PPR), formerly known as the Grantee 

Progress Report (GPR), provides information for AmeriCorps staff to monitor grantee progress and to 

respond to requests from Congress and other stakeholders. Some information provided in your PPR may 

be used by AmeriCorps to promote service. Program staff will use the information you provide to 

identify trends and issues that may lead to changes in policies and procedures, allocation of training and 

technical assistance, or opportunities for peer learning. 

What are the components of the PPR? 

The PPR consists of four sections: Performance Data Elements, Performance Indicators, Performance 

Measures, and Narratives. 

Please complete the report using eGrants (http://www.nationalservice.gov/egrants/), AmeriCorps’ 

integrated, secure, web-based system for grants management, and follow these instructions. 

Please note: AmeriCorps State and National PPRs are not visible to grantees in eGrants until 4 months 

prior to their due date.

When is the PPR due?

The PPR is due on November 30, 2022. 

If you cannot meet the submission deadline for the progress report, you must request an extension from 

your Portfolio Manager. Requests for extensions may be granted when:

1. The report cannot be finished in a timely manner for reasons legitimately beyond the control 

of the grantee, and

2. AmeriCorps receives a request explaining the need for an extension before the due date of the 

report.

Selecting the Right PPR 

After logging into eGrants, click the “Progress Report” link in the lower right corner of the screen. 
2 

 

You will see a list of possible progress reports for each of your existing grants. Find the grant number 

that includes the 2021-22 program year, and expand the list by clicking on the orange arrow key to the 

right of the grant number. 

Find the progress report with the 11/30/2022 due date labeled "Progress Report Annual," and click on 

the “edit” link. You will be taken to the main progress report screen.

Reporting Period

The reporting period is from the beginning of your 2021 grant year through September 30, 2022. 

• For Performance Data Elements, report all data collected during the time period 10/1/2021-

9/30/2022, regardless of the member cohort or program year to which the data are connected. 

• For Performance Measures, report all data pertaining to your 2021 program year, plus any 

previously unreported data from the previous (2020) program year. Any activities taking place 

during the reporting period that correspond to a later grant year should be reported on the 

subsequent end-of-year PPR. 

Commissions will complete one progress report for each of their AmeriCorps State and National prime 

grants (competitive cost reimbursement, competitive fixed amount, competitive EAP, formula cost 

reimbursement, formula fixed/EAP, etc.) providing information as follows: 

• In each prime grant, the grantee reports on performance measurement data for that prime 

grant. 
3 

• State commissions report on Performance Data Elements and narratives for all grants in the 

formula cost reimbursement prime. 

Data submitted in the progress report must be valid (i.e., the data collected and reported must 

accurately align with the performance measure instructions, approved program design, and grant 

application) and verifiable (i.e., the grantee must be able to demonstrate the data are accurate). Source 

documentation that supports the reported results must be maintained as grant records. 

General Information Tab

The General Information tab displays information for the progress report you have selected. Check the 

due date to ensure you have selected the correct report. If you have not selected the correct report for 

the reporting period and due date, click the “Cancel” button and select the correct report. If you have 

selected the correct report, click the “Begin” button to open the progress report. If you return to this tab 

after starting the report, you will see a “Continue Working” button that allows you to open the report 

that is in progress.

Open amendments on the same grant year as the PPR may interfere with data entry in the PPR. If you 

have amendment(s) currently in process that fit this description, please work with your Portfolio 

Manager to get the amendment(s) awarded or withdrawn before you start entering data into the PPR. 

Also, it is best to avoid initiating amendments on the same grant year while you are entering data into 

the PPR (i.e., after you open the PPR for the first time, but prior to submitting the PPR to AmeriCorps); 

same-year amendments awarded during the PPR data-entry process may result in the need to re-enter 

all of the data from scratch.

A summary table at the bottom of this tab allows you to see all past reports associated with your grant 

and to view or print a PDF version of these reports.

Performance Data Elements Tab

The Performance Data Elements tab contains a list of data elements of interest to AmeriCorps. The 

definition of each Performance Data Element can be found in the 2021 PPR Supplemental Instructions. 

Your responses on this tab should include all data collected for these elements during the time period 

10/1/2021-9/30/2022, regardless of the member cohort or program year to which the data are 

connected.

The following elements are required for all grantees: 

• Number of individuals who applied to be AmeriCorps members

• Number of volunteers recruited or managed

• Dollar amount of resources leveraged by the program

The following elements are required for all grantees for whom the indicator is relevant to their program 

model (“relevant” refers to something that is a significant part of a grantee’s program design and Theory 

of Change): 

• Number of hours served by recruited or managed volunteers

• Number of individuals affected by disaster served 

• Number of individuals assisted in preparing for disasters
4 

• Number of children and youth served

• Number of individuals receiving job training or placement

• Number of individuals receiving independent living services

• Number of veterans served

• Number of veteran family members served

• Number of military family members served

• Number of active duty military members served

• Dollar amount of resources leveraged by national service participants

• Number of acres of public land supported

• Number of individuals receiving opioid/drug intervention services

The following elements are optional for all grantees: 

• Number of previously unemployed AmeriCorps members who gain employment

• Number of veterans serving as AmeriCorps members who gain employment

• Number of AmeriCorps members who earn a high-school diploma or GED

• Number of AmeriCorps members who remain in the education field post-service

The following elements are required only for Economic Mobility Corps grantees:

• Number of certified CDFIs identified to receive AmeriCorps members

• Number of AmeriCorps members placed at one or more certified CDFIs

To complete the Performance Data Elements tab, refer to the definitions in the 2021 PPR Supplemental 

Instructions. Enter the appropriate numerical value for each element for which you are expected to 

report data (see above). If you are not reporting data on an element, enter a zero (0) in that field. The 

progress report cannot be submitted until there is a numerical value, including zero, entered in every 

field on this tab. 

If you wish to provide an explanation about the data you have entered on this tab, clicking on the 

“Grantee Narrative” bar will open a text box for this purpose. This is not required. (Please note: there is 

a 2,000-character limit on the “Grantee Narrative” text box; any text entered above the character limit 

will not be saved.)

Commissions should enter Performance Data Element data for all competitive and formula subgrantees

in the formula cost reimbursement PPR only. Data reported should not be duplicated in any other 

AmeriCorps program progress reports including but not limited to Commission Support Grant, Volunteer 

Generation Fund, Commission Investment Fund, VISTA or AmeriCorps Seniors progress reports.

Click “Next” to proceed to the next tab.
5 

Performance Indicators Tab

The Performance Indicators Tab shows enrollment, retention, 8-day enrollment rates and 30-day exit 

rates for the 2021 program year. These data are pulled from the Portal the first time the tab is opened. 

The data do not refresh when the tab is re-opened. As a result, please do not open this tab until you 

are ready to complete it. Use the horizontal scroll bar at the bottom of the page to see the chart in its 

entirety.

Enrollment and Retention

For enrollment and retention, a “Yes” or “No” appears in the “Meets AmeriCorps Expectations” column. 

AmeriCorps expects grantees to provide an explanation for retention rates below 85% and to achieve 

the highest retention rate possible. For enrollment, any rate below 100% is assessed as not meeting 

AmeriCorps expectations. 

For national/tribal grantees and competitive subgrantees with enrollment rates less than 100% and/or 

retention rates less than 85%: in the “Explanation” column to the right of the “Meets AmeriCorps

Expectations” column, explain why and identify corrective actions that are being planned to improve 

recruitment and retention practices, or any planned reduction in slots requested. Click on the button 

that says, “Enter Explanation,” type your explanation and corrective action plan, and click the “Close” 

button. The progress report cannot be submitted unless all required explanations have been provided. 

(Please note: there is a 1,000-character limit on each explanation; any text entered above the character 

limit will not be saved.)

For formula subgrantees, an explanation is not required for each subgrantee; however, the commission 

must use the “Grantee Narrative” section on this tab to describe its efforts to improve enrollment and 

retention rates in its portfolio. (Please note: there is a 2,000-character limit on the “Grantee Narrative” 

text box; any text entered above the character limit will not be saved.)

8-Day Enrollment and 30-day Exit

For 8-day enrollment and 30-day exit rates, a “Yes” or “No” appears in the “Compliant” column. Any rate 

below 100% is not compliant. 

For national/tribal grantees or state subgrantees with enrollment or exit rates below 100% for reasons

entirely beyond the grantee or subgrantee’s control, provide an explanation in the “Grantee Narrative” 

section. Based on this explanation, your Portfolio Manager may change the compliance status to “Yes.”

(Please note: there is a 1,000-character limit on each explanation; any text entered above the character 

limit will not be saved.) No other explanations are required.

Click “Next” to go to the next tab.

Performance Measures Tab

The Performance Measures tab asks grantees to enter performance measure data for the 2021 program 

year and to compare achieved (actual) values to the targets set in the grant application. Your responses 

on this tab should include all data pertaining to your 2021 program year (i.e., the outputs and 

outcomes accomplished by your 2021 cohort of AmeriCorps members), plus any previously 

unreported data from the previous (2020) program year. Any activities taking place during the 
6 

reporting period that correspond to a later grant year (2022 or beyond) should be reported on the 

subsequent end-of-year PPR. 

National/Tribal PPR and State Competitive PPR 

Each performance measure panel contains a chart showing each output and outcome for the 

performance measure, as well as the MSYs and members allocated to the measure. Grantees will report 

on output and outcome data only; MSY and member data are not required. Please enter zeroes in the 

"Actual" boxes for MSYs and members on this tab. Failure to do so will result in the PPR being returned 

for correction. Use the horizontal scroll bar at the bottom of the page to see the chart in its entirety. 

For each output and outcome, enter a numerical value documenting progress toward the target. Round 

any decimals to the nearest whole number. When you have entered all data for one performance 

measure, check the “Done with Section” box. This action will cause a green checkmark to appear on the 

accordion panel when it is collapsed, signaling that you are done entering data in this panel. If you leave 

any fields blank or include any characters other than numbers (commas, decimals, percent symbols, etc.) 

these fields will default to values of zero when you move to the next tab or save the report.

Once data have been entered for each performance measure, click the “Calculate” button at the bottom 

of the page. This action will enable eGrants to calculate the numerical difference between each 

performance measure target and actual, as well as the percent of the target that was reached. In each 

performance measure panel, these values will appear in the “Diff” and “% of Target” columns. A “Yes” or 

“No” will automatically appear in the “Met Target” column.

An explanation is required for any output or outcome measure for which one or more of the following is 

true:

• The actual is lower than the target value;* 

• The actual greatly exceeds the target value (i.e., by 400% or more); 

• Program activities and/or data collection are still ongoing for this measure, even if targets have 

already been met; and/or

• Data from the previous grant year that were not reported on the previous end-of-year PPR have

been included in the reported actual 

The content of the explanations should be as follows: 

Situation Required Explanation

Actual that is lower 

than the target value* 

Reason(s) why the target was not met, and corrective action plan for how 

the program intends to meet this target in the next program year. If 

activities are still ongoing, please see below for the required explanation 

content.

Actual that exceeds the 

target value by 400% or 

more

Reason(s) why the actual value is significantly higher than originally 

projected. It must be clear in the explanation that no data were doublecounted and that all data are directly attributable to program activities.

Ongoing program 

activities and/or data 

collection, even if the 

target is already met

State that activities are still ongoing and explain when program activities 

will be completed and a full set of data will be available. Any output or 

outcome data that are not reported in this PPR will need to be included in 

next year’s end-of-year PPR.
7 

Data included that 

were not reported in

the previous grant year

Indicate what numerical portion of the actual value corresponds to the 

current grant year vs. the previous grant year. Only data that were NOT 

already reported on the previous year’s end-of-year PPR should be included 

here.

*If you include performance measurement data from the previous year that were not reported in the 

prior end-of-year PPR (i.e., noted as “ongoing” on prior report due to continuing program activities

and/or data collection), it may appear that targets for the current year were met when they actually 

were not. Explanations should be provided for any output or outcome where the actual value for the 

CURRENT grant year is lower than the target value.

To enter an explanation, click on the “Enter Explanation” button in the “Explanation/Corrective Action” 

column. Clicking this button opens a text box where the explanation should be entered. (Please note: 

there is a 1,000-character limit on each explanation; any text entered above the character limit will not 

be saved.) 

If the explanation entered for one output or outcome target applies to other targets for the measure 

(e.g., an output and outcome were unmet for the same reason), clicking the “Copy” button will 

automatically copy the explanation to the other outputs and outcomes in the measure. If you wish to 

provide a different explanation for other outputs or outcomes in the measure, enter those explanations 

by clicking on the “Enter Explanation” button for those outputs or outcomes. 

Performance measurement data reported in this PPR should not be duplicated in any other AmeriCorps

progress reports submitted by your organization, including but not limited to other AmeriCorps State 

and National, Commission Support Grant, Commission Investment Fund, Volunteer Generation Fund, 

VISTA, or AmeriCorps Seniors progress reports.

State Formula PPR

Follow the instructions for National/Tribal and State Competitive PPRs above, but with the following 

exceptions:

• Actuals are not required for applicant-determined performance measures. No fields will be 

available to enter these numbers (see screenshot below). An applicant-determined measure is 

O1A
8 

any performance measure that does not contain a national performance measure output or 

outcome.

• In lieu of providing actuals for applicant-determined measures, the commission must select

either “Yes” or “No” in the “Met Target” column (see screenshot below). Select “No” in any 

situation where the subgrantee’s actual for the CURRENT grant year is less than the target, even 

if activities are still ongoing, and even if the subgrantee also provided prior-year data. 

• Explanations are only required for the following situations:

Situation Required Explanation

Actual that exceeds 

the target value by 

400% or more

Reason(s) why the actual value is significantly higher than originally 

projected. It must be clear in the explanation that no data were 

double-counted and that all data are directly attributable to program 

activities.

Ongoing program 

activities and/or data 

collection, even if the 

target is already met

State that activities are still ongoing. Any output or outcome data 

that are not reported in this PPR will need to be included in next 

year’s end-of-year PPR.

Data included that 

were not reported in 

the previous grant 

year

Indicate what numerical portion of the actual value corresponds to 

the current grant year vs. the previous grant year. Only data that 

were NOT already reported on the previous year’s end-of-year PPR 

should be included here.
9 

Provide these explanations in the “Grantee Narrative” text box, clearly indicating which explanation 

corresponds to which subgrantee. If you run out of space, additional text may be entered in the “Other 

Explanations” field on the Narratives tab. (Please note: there is a 2,000-character limit on the “Grantee 

Narrative” text box; any text entered above the character limit will not be saved. The “Other 

Explanations” narrative field has a 32,000-character limit.)

The progress report cannot be submitted unless all required data has been entered.

Click “Next” to go to the next tab.

Narratives Tab

The Narratives tab asks grantees to reflect on activities and accomplishments during the 2021 program 

year. State Commissions should enter narrative responses in the formula cost reimbursement PPR only; 

enter "See Formula Report" for the narratives on the other commission prime PPRs. State Commissions 

should not provide information from every subgrantee when responding to narrative questions; rather, 

they should provide high-level analysis of their portfolio supplemented by relevant examples. 

Click on the accordion panels to enter narratives. When accordion panels are closed, green checkmarks 

indicate that text has been entered in the text box. Text must be entered in every narrative field before 

submitting the PPR. For fields that are not required, if not providing narrative, enter “N/A” in the text 

box.

Provide the following narratives (please limit your remarks in each section to 1,500 words or less)*: 

Data Quality (Required)

National/Tribal Grantees: Describe the specific steps you took to verify data from sites reported 

in this PPR.

State Commissions: Describe the specific steps you took to verify the subgrantee data reported 

in this PPR. 

Performance Management (Required)

National/Tribal Grantees: Describe how you have used the data you have collected about your 

processes or outcomes (including performance measurement and evaluation data) during the 

reporting period to improve your program. Based on the data you have collected, what has 

worked well in your program during the reporting period, and what changes will you make in 

the coming year to improve processes and/or outcomes to better address identified community 

needs?

State Commissions: Describe how you have supported subgrantees during the reporting period 

to use data they have collected about their processes or outcomes (including performance 

measurement and evaluation data) to improve their programs. Provide examples of how 

subgrantees have used data during the reporting period, and/or plan to use data in the coming 

year, to make improvements to program processes and/or outcomes to better address their 

identified community needs.
10

TTA and Monitoring (Required for National/Tribal grantees only; Commissions provide this information 

in the Commission Support Grant PPR) 

National/Tribal Grantees: 

• Describe the training and technical assistance you provided to your sites during the 

reporting period.

• Describe how you monitored your sites during the reporting period. Discuss any significant 

issues or trends you have identified through programmatic and fiscal monitoring and how 

you are responding to them.

State Commissions: enter N/A

Other Explanations (Optional)

If required narrative explanations in other sections of the PPR exceeded character limits, provide 

overflow explanations here.

Click “Next” to go to the next tab.

*The PDF printout of the PPR often truncates the narratives entered in the Progress Report interface. 

However, the Progress Report screens themselves will accept 32,000 characters per narrative field and 

will save the entire narrative entered up to that limit, even if the narrative does not display fully in the 

PDF.

Summary Tab

This tab provides a summary of the data entered in previous tabs. Pie charts and an MSY/Member 

summary chart show resource allocations and member activities. Graphs show performance against 

National Performance Measure targets. For commissions, these data are aggregated at the prime level. 

The subgrantee performance summary provides a quick visual reference for subgrantee performance.

From this tab, you can view or print all text and data entered into the PPR by clicking “Print Overall GPR 

Summary.” 

For national/tribal grantees, to print a visual summary similar to the summary screen, click, “Print 

Grantee Report.” 

For state commissions, to view or print a summary of all data entered for a single subgrantee, select a 

subgrantee in the “Select Subgrantee” dropdown box and click “Print Subgrantee Report.”

To comment on this summary, enter text in the “Overall Grantee Note” text box. (Please note: there is a 

3,980-character limit on the “Overall Grantee Note” text box; any text entered above the character limit 

will not be saved.)

Submitting the PPR

When all data have been entered into the progress report, go to the Summary Tab and click the 

“Grantee – Submit to AmeriCorps” button. If you encounter an error when trying to submit, check to see 

if you have a Final PPR (Progress Report Lite Quarterly) whose reporting period ends on/before the 
11

reporting period of the end-of-year PPR. If so, the Final PPR needs to be submitted before the end-of-year 

PPR can be submitted.

REVIEWING FEEDBACK AND RESPONDING TO CLARIFICATION ITEMS IN THE PPR

For each tab where data are entered, the AmeriCorps Portfolio Manager reviews data and determines 

whether clarification is necessary. If no clarification is required, the Portfolio Manager closes out the 

PPR. If clarification is required, the Portfolio Manager checks the “Clarification Required” box on each 

tab that requires clarification and returns the PPR for rework.

The following text fields for feedback and clarification appear on all tabs where data are entered:

• Program Officer Feedback – May contain feedback from the AmeriCorps Portfolio Manager. 

Grantees are not required to provide clarification regarding this feedback.

• Program Officer Clarification Items – Contains clarification items from the AmeriCorps Portfolio 

Manager. Grantees are required to respond to these clarification items by making the necessary 

changes/corrections to the PPR content.

• Grantee Clarification Items – Grantees use this text field to enter their responses to the 

clarification items that appear in the Program Officer Clarification Items field. (Please note: 

there is a 1,984 character limit on the “Grantee Clarification” text box; any text entered above 

the character limit will not be saved.)

Charts on the Performance Indicators tab and the Performance Measures tab may also contain 

clarification columns to signal specific items on the chart that require clarification. 

After responding to all clarification items, the grantee returns the report to AmeriCorps by clicking the 

“Grantee – Submit to AmeriCorps” button on the Summary tab.

If the progress report does not require clarification or all clarification items have been satisfactorily 

addressed, the AmeriCorps Portfolio Manager will set the PPR status to “Reviewed.” The grantee will 

receive email notification and will be able to review any feedback provided in the progress report when 

the report is in Reviewed status.