Reporting
Review various closeout reporting requirements for the end of an award and closeout of research projects.
Contents
Human Subjects Research
External Sponsor Reporting
External – Other Reporting
Federal Sponsor Final Technical/Progress Report Submission
PIs should confirm all closeout requirements from the award terms and conditions. PIs should complete an Extension form and submit it along with an Award Modification in SAGE if they need to request more time to complete a sponsored award.
Unless the sponsor grants an extension, PIs must submit all final performance documentation according to award terms and conditions.
PIs and Administrators should become familiar with GIM 39 and review the End of Award Recommendations.
If OSP is aware that final reporting has become delinquent, OSP will escalate to the Chair and Dean.
Contact closeout@uw.edu with questions.
Internal- UW Reports
Final reporting for:
- Human Subjects: Close an IRB application
- : If innovations were made, fill out the eROI form and submit to CoMotion.
- Financial Conflict of Interest (FCOI) GIM 10: All reporting complete as required under Management Plan
- Office of Animal Welfare (OAW)
- & posted in UW systems
Human Subjects Research
The completion of your non-exempt human subjects research must be reported in a timely manner to the IRB(s) that reviewed and approved your research. “Completion” is defined as:
- All subjects have completed all study-related interventions and procedures, including any follow-up.
- You have obtained all private identifiable data and/or specimens from all subjects.
- You have completed the analysis of all private identifiable data and specimens, as described in your IRB application.
To close a UW IRB application: Complete the Zipline Status Report form and upload it to Zipline.
See this Guidance聽for a more detailed description, including the three most common closure mistakes made by researchers.
External – Sponsor Reporting
Most sponsors require these final reports:
If there was equipment purchased you may also need to complete .
Check your award for specialized final reporting requirements, such as a list of publications, property report 聽or security report.
Federal Contracts
OSP signs and submits the completed federal contract forms.
Examples of required federal contract closeout forms:
- All Work Completed Assurance/Deliverables Met
- Contractor’s Certification Concerning Royalties, Patents, and Copyrights
- Property Clearance Report
- Release of Claims and Final Invoice
Email these forms to OSP for review and signature via closeout@uw.edu.
Technical/Scientific (Performance/Progress report)
In all cases:
- Review your award for specific closeout requirements and deadlines.
- Submit all required reports following sponsor instructions.
Federal Sponsor Final Technical/Progress Report Submission
Make it a priority to submit technical/progress reports to sponsors on time.
Federal Sponsor Systems
AHRQ - Agency for Healthcare Research and Quality
Review the template and further instructions from AHRQ鈥檚 Post Award Management site.
Submit the final report via email to grantfpr@ahrq.gov.
CDC - Centers for Disease Control
Review and submit the final report to the Grants Management Officer.
.
DoD - Department of Defense
Review the terms in your award.
Is the Office of Naval Research (ONR) Seattle Regional office administering your grant or contract for DoD? Forward a copy of all closeout forms and documentation to ONR.
Possible requirements:
- , summarizes award information, includes the abstract and any distribution limitations,
- When the DFARS Clause 252.246-7000 is included in the contract use .
DOE - Department of Energy
- Complete and submit the final report electronically via .
- Upload the report in PDF format.
- Forward submission confirmation and Office of Scientific and Technical Information (OSTI) ID to closeout@uw.edu
ED - Department of Education
cover sheet is required with final technical report submission and needs:
- Grant and Contract Accounting (GCA) concurrence on Budget Expenditures section
- OSP sign-off/approval of the report after GCA concurrence
PI Submits via the .
HRSA - Health Resources and Services Administration
Submit all progress reports, including the final report, via the
NASA- National Aeronautics and Space Administration
Submit via email to the NASA Shared Center: NSSCcloseout@mail.nasa.gov
NIH - National Institutes of Health
Instructions:
Initiate an or Final RPPR via .
Use plain language when filling out the Project Outcomes. NIH will review & approve this section before it will be made publicly available through the NIH .
When applicable use聽
- Complete HSS records & mark 鈥楻eady for Submission鈥�
- If the Submit button is active for the PI, PI submits the HSS record
- If the Submit button is聽not聽active for the PI, twice a week (Tues & Thurs) OSP will submit all HSS records 鈥楻eady for Submission鈥�.
- Send special requests for HSS submission to聽osp@uw.edu.
- Once HSS records have been submitted, you should see the HSS data within the RPPR.
- Do not submit the RPPR until after HSS updates appear within the RPPR.
- NIH 鈥撀�
Upon completion, notify closeout@uw.edu and attach a copy of the submission confirmation.
If the Project Outcomes of an I-RPPR/F-RPPR didn’t use plain language, shared proprietary information, or included Personally Identifiable Information (PII), NIH will request a revised Project Outcomes.
To complete the request, navigate to the award in the Commons. Select IRAM/FRAM from additional actions.
Enter revised Project Outcomes in the IRAM/FRAM Project Outcomes text box. Do not upload it as an attachment.
Learn more about the NIH RPPR:
NSF - National Science Foundation
Log into and select “Awards and Reporting”.
Substance Abuse and Mental Health Services Administration - SAMHSA
Follow the terms of your award and review:
Final Invention Statement
The Principal Investigator (PI) must complete a with UW CoMotion before reporting inventions to our sponsors. The UW cannot guarantee review or protections without this.
No Inventions?
If required by the sponsor, the PI still submits an invention statement confirming 鈥渘o inventions鈥�. After the PI indicates 鈥渘o inventions鈥� on a sponsor final invention statement form, the PI must forward the form to OSP to confirm with CoMotion. The PI may forward the form directly to CoMotion for verification if OSP does not need to sign and submit the form.
Contact closeout@uw.edu if the sponsor requires institutional signature or submission in sponsor systems.
Federal Sponsor Final Invention Statement Submission Steps
| Sponsor | Where to Submit | PI Guidance |
|---|---|---|
| AHRQ | grantfpr@ahrq.hhs.gov | Submit pdf of to grantfpr@ahrq.hhs.gov |
| CDC | Grants Management Officer | Review and submit the final report to the Grants Management Officer.
. |
| NIH | eRA Commons | Submit via .
|
| NSF | NSF does not have a standard Final Invention Statement. CoMotion reviews your ROI and submits invention reports via , as necessary. |
|
| DOE | Fill out
Check your award documents for submission requirements. |
|
| DoD | Complete and forward to OSP via closeout@uw.edu for review and signature.
Check your award documents for submission requirements. |
|
| NASA | PIs: Create an account at Submit NASA invention reports:
|
Final Financial Report
For federal awards, Grant & Contract Accounting (GCA) submits the Federal Financial Report (FFR). Many other non-federal awards also require a . Review the terms and conditions of your award.
After GCA sends the final financial report to the sponsor, they create an Award Portal ticket to notify the Principal Investigator and the contacts listed in that the financial report has been submitted to the sponsor and attach a copy of the submitted financial report for reference.
External – Other Reporting
Clinicaltrials.gov
PI/research team submits summary results to within one year of primary completion of the clinical trial. Review Dissemination of Results for more information.
FCOI reporting to DHHS
Office of Research submits FCOI management plans to sponsors and if PHS-Investigator, the FCOI information on its website.
iEdison Reporting
CoMotion reports innovations generated on a federally funded project.