U.S. ELECTION ASSISTANCE COMMISSION 

633 3rd St. NW, Suite 200 

Washington, DC 20001 

HAVCP Service Day Mini-Grant Final Progress Report 

Instructions: The final progress report is your opportunity to share the significant successes of your project 

and present information about the results your project achieved. The report should cover the entire period of 

performance. Submit completed reports by email with the subject line “Service Day Mini-Grant Reports – 

[ORGANIZATON NAME]” to HAVCP@eac.gov. 

Additional guidance can be found on our website: https://www.eac.gov/grants/help-america-vote-collegeprogram 

EAC grants reports will be made publicly available. Therefore, your report narrative should: 

* Be written in clear, concise, and in plain language 

* Not include sensitive confidential information 

Section I: Cover Page 

Grant Information 

1. Entity Name: 

2. Award Number: 

3. Grant Type: Service Day Mini-Grant 

4. Report Type: Final 

5. Reporting Period: February 1, 2024-

Section II: Progress Narrative 

1. Program Activities 

In one to two paragraphs, describe how you served college student participants and explain how you 

implemented the approved Service Day activities. 

Please touch on the following topics where applicable: 

• Assess whether the goals set out in your application narrative were met as intended during 

the grant program. Highlight any needs that were not met or ongoing/under resourced areas 

for future consideration. 

• Describe how this grant program impacted college student participation in elections in your 

area. Highlight your accomplishments and successes. 

• Describe any lessons learned during the grant that may be replicated, expanded and/or help 

others. 

Tel: (301) 563-3919 www.eac.gov Fax: (301) 734-3108 

Toll free: 1 (866) 747-1471 
 

U.S. ELECTION ASSISTANCE COMMISSION 

633 3rd St. NW, Suite 200 

Washington, DC 20001 

(Note: Your activities should align with your expenditures in Section IV and you may use those 

categories as headings in your response as applicable.) 

2. Historically Underrepresented Communities 

In three to five sentences, describe how your program activities served historically underrepresented 

groups or locally underserved communities, including areas of persistent poverty and rural areas. If 

historically underrepresented groups or locally underserved communities were not served by your 

program, explain what changes could have been made to better engage these communities. 

3. College Students Served 

Provide the total number of unique college students served: 

Examples of methods college student participants could have been engaged through Service Day 

programming include: 

• Interacting with staff or volunteers at Service Day promotion tables 

• Attending a training, presentation, or roundtable on Service Day topics 

• Engaging with digital (i.e., social media, website), print (i.e., college newspaper), and/or 

audio (i.e., radio show, podcast) platforms 

4. Matching Requirement 

Describe how you met the 10% matching requirement: 

5. Issues and Changes 

□ Check if no major issues or significant changes occurred during the performance period. 

Briefly describe any major issues encountered in implementing the program as designed. Please 

discuss the implications those issues and any changes you made to overcome them. You may also 

include any suggestions for improving the administration of the Service Day Mini-Grant Program in 

future funding cycles here. 

Tel: (301) 563-3919 www.eac.gov Fax: (301) 734-3108 

Toll free: 1 (866) 747-1471 
 

U.S. ELECTION ASSISTANCE COMMISSION 

633 3rd St. NW, Suite 200 

Washington, DC 20001 

Section III: Expenditures 

6. Fill out the table below with both the Federal and Program Match expenditures for the cumulative 

period of performance. If you do not have expenses for a particular category, please populate the 

field with $0.00. Please verify totals prior to submission. 

Expenditures should be consistent with the activities described in your narrative and with the 

amounts in your financial report. 

Category Federal Program Match 

Personnel 

Fringe 

Equipment 

Training 

Contractual/Consultants 

Supplies 

Other 

Indirect Costs 

TOTALS 

Section IV: Service Day Activity Images 

7. Please send five to 10 images of your organization performing Service Day activities. These images 

will be posted to the U.S. Election Assistance Commission website as a part of this report, so please 

ensure no personally identifying and/or sensitive information is visible. 

□ Check here to indicate consent for the U.S. Election Assistance Commission to use the uploaded 

images for promotional purposes. 

Section V: Certification 

8. Name and Contact of the authorized certifying official. 

First and Last Name: 

Title: 

Phone Number: 

Email Address: 

Signature: 

Tel: (301) 563-3919 www.eac.gov Fax: (301) 734-3108 

Toll free: 1 (866) 747-1471 
 

U.S. ELECTION ASSISTANCE COMMISSION 

633 3rd St. NW, Suite 200 

Washington, DC 20001 

Privacy Act Statement: EAC–4 

SYSTEM NAME: Election Assistance Commission Federal Financial Assistance and HAVA Grantee Files. 

SYSTEM LOCATION: Located in hard copy files at 1201 New York Avenue, NW., Suite 300, 

Washington, DC 20005; in electronic format on secured servers, data disks, and encrypted thumb drives 

with controlled access. 

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals with whom EAC does 

business for purposes of providing Federal financial assistance and awarding grants. 

CATEGORIES OF RECORDS IN THE SYSTEM: Grantee, federal financial assistance, and peer reviewer 

applications, financial and banking information, correspondence, and legal memoranda. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: The Budget and Accounting Procedures Act of 

1950, as amended. 31 U.S.C. 3511, et seq. 

PURPOSE: The information in this system is used to issue grant solicitations, analyze grant applications, 

make award decisions, and manage and oversee grantees. Information in this system is also used to perform 

all administrative functions related to EAC's other Federal financial assistance programs. 

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF 

USERS AND THE PURPOSES OF SUCH USES: Data in this system is used to administer all aspects of 

EAC's federal financial assistance and grant-making programs; and to conduct statistical research or analyze 

trends associated with these activities. Data may also be used to assist with Congressional oversight of 

Federal funds administered by EAC. Data may be shared with the Department of Health and Human 

Services (HHS) to enable HHS to service EAC grant recipients. Data may be disclosed to the Department of 

Justice, the U.S. Department of the Treasury, or the Government Accountability Office (GAO) in 

connection with payment and debt collection activities. Information may also be disclosed to GAO in 

connection with grant administration and audit activities within GAO's jurisdiction; and to the National 

Institute of Standards and Technology (NIST) in conjunction with joint EAC/NIST grant activities. Access 

to records in the system is limited to authorized personnel whose official duties require such access. 

Permission level assignments allow users access only to those functions for which they are authorized. 

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND 

DISPOSTING OF RECORDS IN THE SYSTEM: 

STORAGE: Records are maintained in file folders in locked file cabinets in financial management, grants, 

testing and certification, and research policies and programs staff offices. Electronic records are maintained 

in a secure password protected environment and maintained with safeguards meeting the security 

requirements of the Federal Information Security Management Act (FISMA) of 2002. 

SAFEGUARDS: EAC staff maintain hard copy files in locked file cabinets in controlled access offices by 

Grants; Research, Policy, and Programs; Testing and Certification; and financial management staff. 

Electronic data is stored on magnetic media in a computer system with controlled access that requires 

passwords and identity authentication for users. EAC staff maintain electronic files in a controlled access 

environment. System managers determine user permission levels based on staff duties and responsibilities. 

Only those staff authorized to perform tasks associated with information contained in this system of records 

have permission to access and maintain these files. Network users are also notified when they login to EAC 

systems that improper use of EAC electronic systems may violate applicable law and subject employees to 

disciplinary action. EAC staff who access electronic files remotely may only do so by connecting to EAC's 

servers via a secure remote password-protected connection. 

RETRIEVABILITY: Records are retrieved by name and by Tax Identification Number. 

RETENTION AND DISPOSAL: Records in this system are maintained in accordance with the applicable 

National Archives and Records Administration Records Schedule. 

Tel: (301) 563-3919 www.eac.gov Fax: (301) 734-3108 

Toll free: 1 (866) 747-1471 
 

 

 

 

U.S. ELECTION ASSISTANCE COMMISSION 

633 3rd St. NW, Suite 200 

Washington, DC 20001 

SYSTEM MANAGER(S) AND ADDRESS: Executive Director, U.S. Election Assistance Commission, 

1201 New York Avenue, NW., Suite 300, Washington, DC 20005. After receipt, the Executive Director will 

direct records requests to the appropriate division staff with responsibility for the specific Federal financial 

management or grants records that are the subject of the request. 

NOTIFICATION PROCEDURE: See Preliminary Statement. 

RECORD ACCESS PROCEDURES: See Preliminary Statement. 

CONTESTING RECORD PROCEDURES: See Preliminary Statement. 

RECORD SOURCE CATEGORIES: Information in this system is obtained from documents submitted by 

individuals covered by the system as well as documents issued by EAC financial management staff. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: None. 

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 1 hour 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 answer 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. 

Tel: (301) 563-3919 www.eac.gov Fax: (301) 734-3108 

Toll free: 1 (866) 747-1471