Technical Reporting Requirements

1. Monthly/Quarterly/Semi-annual or reports other than annual and final are based on the terms and conditions outlined in the award agreement. Please refer to the award agreement for specific formatting requirements.
2. Annual reports must provide a complete summary of the research accomplishments to date with respect to the approved Statement of Work. Journal articles can be substituted for detailed descriptions of specific aspects of the research, but the original articles must be attached to the report as an appendix and appropriately referenced in the text. The importance of the report to decisions relating to continued support of the research cannot be over-emphasized. A report shall be submitted within 30 calendar days of the anniversary date of the award and yearly thereafter. A final report will be submitted upon completion of the research (see para b. below for additional requirements for a final report).
3. A final report summarizing work conducted over the entire research period, citing data in annual reports and appended publications shall be submitted at the end of the award performance period. Journal publications can be substituted for detailed descriptions of specific aspects of the research, but an original copy of each publication must be attached as an appendix and appropriately referenced in the text. The final report shall be submitted within 120 calendar days of the award performance end date.
   
   All final reports must include a bibliography of all publications and meeting abstracts and a list of personnel (not salaries) receiving pay from the research effort.
4. There is no page limitation for the reports; each report shall be of sufficient length to provide a thorough description of the accomplishments with respect to the approved Statement of Work. Reports are to be submitted electronically (PDF) to: https://ebrap.org/.
5. All reports shall have the following elements in this order: front cover, Standard Form (SF 298), table of contents, introduction, keywords, accomplishments, impact, changes/problems, products, participants and other collaborating organizations, special reporting requirements, and appendices. Pages shall be consecutively numbered throughout the report. DO NOT RENUMBER PAGES IN THE APPENDICES BUT DO INCLUDE THE APPENDICES IN THE PAGE COUNT IN BLOCK 18 ON THE SF 298. Mark all pages of the report which contain proprietary or unpublished data that should be protected. DO NOT USE THE WORD "CONFIDENTIAL" WHEN MARKING DOCUMENTS. DO NOT USE WATERMARKS WHEN MARKING DOCUMENTS.
6. DO NOT INCLUDE PATENTS AND REPORTS OF INVENTIONS in the report. Patents and Reports of Inventions should be sent directly to the Corresponding Officer and the Contracting Specialist.

FRONT COVER: The report type (e.g., grant, contract, SBIR, MIPR, etc.) and the distribution statement required will determine which Cover is appropriate for the report. Distribution statements are defined as follows:

1. DISTRIBUTION STATEMENT A: Approved for public release; distribution is unlimited.
   1. This statement may be used only on unclassified technical documents that have been cleared for public release by competent authority in accordance with DoD Directive 5230.9. Technical documents resulting from contracted fundamental research efforts will normally be assigned Distribution Statement A, except for those rare and exceptional circumstances where there is a high likelihood of disclosing performance characteristics of military systems, or of manufacturing technologies that are unique and critical to Defense, and agreement on this situation has been recorded in the contract or grant.
   2. Technical documents with this statement may be made available or sold to the public and foreign nationals, companies, and governments, including adversary governments, and may be exported.
2. DISTRIBUTION STATEMENT B: Distribution authorized to U.S. Government agencies only (fill in reason) (date of determination). Other requests for this document shall be referred to (insert controlling DoD office)
   1. This statement may be used on unclassified technical documents.
   2. Reasons for assigning distribution statement B include: Foreign Government Information - To protect and limit distribution in accordance with the desires of the foreign government that furnished the technical information. Information of this type normally is classified at the CONFIDENTIAL level or higher in accordance with DoD 5200.1-R. Proprietary Information - To protect information not owned by the U.S. Government and protected by a contractors "limited rights" statement, or received with the understanding that it not be routinely transmitted outside the U.S. Government.
3. DISTRIBUTION STATEMENT for SBIR-STTR: Distribution authorized to U.S. Government Agencies only, Proprietary Information. The data delivered to the Government is marked with the SBIR Data Rights Notice; the Government may use the data for government purposes only, and cannot disclose the data outside the Government (except for use by support contractors) for a specified period of time.
4. DISTRIBUTION STATEMENT for Military Interdepartmental Purchase Request(MIPR): use the cover for either A or B depending on the material in the report.

From the list below select the appropriate fillable packet containing the Front Cover template and Standard Form 298 for your required report type and Distribution Statement.

Please convert all documents to PDF before submitting.

• Basic Award/Contract Front Cover and SF298 - Unlimited Distribution A: .DOC (51KB) | .PDF (138KB)
• Basic Award/Contract Front Cover and SF298 - Limited Distribution B: .DOC (58KB) | .PDF (105KB)
• MIPR Front Cover and SF298 - Unlimited Distribution A: .DOC (49KB) | .PDF (83KB)
• MIPR Front Cover and SF298 - Limited Distribution B: .DOC (48KB) | .PDF (106KB)
• SBIR Front Cover and SF298 - Unlimited Distribution A: .DOC (49KB) | .PDF (110KB)
• SBIR Front Cover and SF298 - Limited Distribution B: .DOC (50KB) | .PDF (130KB)
• STTR Front Cover and SF298 - Unlimited Distribution A: .DOC (49KB) | .PDF (138KB)
• STTR Front Cover and SF298 - Limited Distribution B: .DOC (51KB) | .PDF (122KB)

The abstract in Block 14 must state the purpose, scope, major findings and be an up-to-date report of the progress in terms of results and significance. Subject terms are keywords that may have been previously assigned to the proposal abstract or are keywords that may be significant to the research. The number of pages shall include all pages that have printed data (including the front cover, SF 298, table of contents, and all appendices). Please count pages carefully to ensure legibility and that there are no missing pages as this delays processing of reports. Page numbers should be typed: please do not hand number pages.

REPORT OUTLINE

The text of the report must include all sections addressed in the table of contents to include the following. DO include the bolded section headings, but DO NOT include the italicized descriptions of section contents in your submitted reports.

1. INTRODUCTION: Narrative that briefly (one paragraph) describes the subject, purpose and scope of the research.
2. KEYWORDS: Provide a brief list of keywords (limit to 20 words).
3. ACCOMPLISHMENTS: The PI is reminded that the recipient organization is required to obtain prior written approval from the awarding agency Grants Officer whenever there are significant changes in the project or its direction.
   • What were the major goals of the project?
     • List the major goals of the project as stated in the approved SOW. If the application listed milestones/target dates for important activities or phases of the project identify these dates and show actual completion dates or the percentage of completion.
   • What was accomplished under these goals?
     • For this reporting period describe: 1) major activities; 2) specific objectives; 3) significant results or key outcomes, including major findings, developments, or conclusions (both positive and negative); and/or 4) other achievements. Include a discussion of stated goals not met. Description shall include pertinent data and graphs in sufficient detail to explain any significant results achieved. A succinct description of the methodology used shall be provided. As the project progresses to completion, the emphasis in reporting in this section should shift from reporting activities to reporting accomplishments.
   • What opportunities for training and professional development has the project provided?
     • If the project was not intended to provide training and professional development opportunities or there is nothing significant to report during this reporting period, state "Nothing to Report."
     • Describe opportunities for training and professional development provided to anyone who worked on the project or anyone who was involved in the activities supported by the project. "Training" activities are those in which individuals with advanced professional skills and experience assist others in attaining greater proficiency. Training activities may include, for example, courses or one-on-one work with a mentor. "Professional development" activities result in increased knowledge or skill in one's area of expertise and may include workshops, conferences, seminars, study groups, and individual study. Include participation in conferences, workshops, and seminars not listed under major activities.
   • How were the results disseminated to communities of interest?
     • If there is nothing significant to report during this reporting period, state "Nothing to Report."
     • Describe how the results were disseminated to communities of interest. Include any outreach activities that were undertaken to reach members of communities who are not usually aware of these project activities, for the purpose of enhancing public understanding and increasing interest in learning and careers in science, technology, and the humanities.
   • What do you plan to do during the next reporting period to accomplish the goals?
     • If this is the final report, state "Nothing to Report."
     • Describe briefly what you plan to do during the next reporting period to accomplish the goals and objectives.
4. IMPACT: Describe distinctive contributions, major accomplishments, innovations, successes, or any change in practice or behavior that has come about as a result of the project relative to:
   • What was the impact on the development of the principal discipline(s) of the project?
     • If there is nothing significant to report during this reporting period, state "Nothing to Report."
     • Describe how findings, results, techniques that were developed or extended, or other products from the project made an impact or are likely to make an impact on the base of knowledge, theory, and research in the principal disciplinary field(s) of the project. Summarize using language that an intelligent lay audience can understand (Scientific American style).
   • What was the impact on other disciplines?
     • If there is nothing significant to report during this reporting period, state "Nothing to Report."
     • Describe how the findings, results, or techniques that were developed or improved, or other products from the project made an impact or are likely to make an impact on other disciplines.
   • What was the impact on technology transfer?
     • If there is nothing significant to report during this reporting period, state "Nothing to Report."
     • Describe ways in which the project made an impact, or is likely to make an impact, on commercial technology or public use, including:
       • transfer of results to entities in government or industry;
       • instances where the research has led to the initiation of a start-up company; or
       • adoption of new practices.
   • What was the impact on society beyond science and technology?
     • If there is nothing significant to report during this reporting period, state "Nothing to Report."
     • Describe how results from the project made an impact, or are likely to make an impact, beyond the bounds of science, engineering, and the academic world on areas such as:
       • improving public knowledge, attitudes, skills, and abilities;
       • changing behavior, practices, decision making, policies (including regulatory policies), or social actions; or
       • improving social, economic, civic, or environmental conditions.
5. CHANGES/PROBLEMS: The Project Director/Principal Investigator (PD/PI) is reminded that the recipient organization is required to obtain prior written approval from the awarding agency Grants Officer whenever there are significant changes in the project or its direction. If not previously reported in writing, provide the following additional information or state, "Nothing to Report," if applicable:
   • Changes in approach and reasons for change
     • Describe any changes in approach during the reporting period and reasons for these changes. Remember that significant changes in objectives and scope require prior approval of the agency.
   • Actual or anticipated problems or delays and actions or plans to resolve them
     • Describe problems or delays encountered during the reporting period and actions or plans to resolve them.
   • Changes that had a significant impact on expenditures
     • Describe changes during the reporting period that may have had a significant impact on expenditures, for example, delays in hiring staff or favorable developments that enable meeting objectives at less cost than anticipated.
   • Significant changes in use or care of human subjects, vertebrate animals, biohazards, and/or select agents
     • Describe significant deviations, unexpected outcomes, or changes in approved protocols for the use or care of human subjects, vertebrate animals, biohazards, and/or select agents during the reporting period. If required, were these changes approved by the applicable institution committee (or equivalent) and reported to the agency? Also specify the applicable Institutional Review Board/Institutional Animal Care and Use Committee approval dates.
   • Significant changes in use or care of human subjects
   • Significant changes in use or care of vertebrate animals.
   • Significant changes in use of biohazards and/or select agents
6. PRODUCTS: List any products resulting from the project during the reporting period. If there is nothing to report under a particular item, state "Nothing to Report."
   • Publications, conference papers, and presentations
     Report only the major publication(s) resulting from the work under this award.
     • Journal publications. List peer-reviewed articles or papers appearing in scientific, technical, or professional journals. Identify for each publication: Author(s); title; journal; volume: year; page numbers; status of publication (published; accepted, awaiting publication; submitted, under review; other); acknowledgement of federal support (yes/no).
     • Books or other non-periodical, one-time publications. Report any book, monograph, dissertation, abstract, or the like published as or in a separate publication, rather than a periodical or series. Include any significant publication in the proceedings of a one-time conference or in the report of a one-time study, commission, or the like. Identify for each one-time publication: Author(s); title; editor; title of collection, if applicable; bibliographic information; year; type of publication (e.g., book, thesis or dissertation); status of publication (published; accepted, awaiting publication; submitted, under review; other); acknowledgement of federal support (yes/no).
     • Other publications, conference papers, and presentations. Identify any other publications, conference papers and/or presentations not reported above. Specify the status of the publication as noted above. List presentations made during the last year (international, national, local societies, military meetings, etc.). Use an asterisk (*) if presentation produced a manuscript.
   • Website(s) or other Internet site(s)
     List the URL for any Internet site(s) that disseminates the results of the research activities. A short description of each site should be provided. It is not necessary to include the publications already specified above in this section.
   • Technologies or techniques
     Identify technologies or techniques that resulted from the research activities. In addition to a description of the technologies or techniques, describe how they will be shared.
   • Inventions, patent applications, and/or licenses
     Identify inventions, patent applications with date, and/or licenses that have resulted from the research. State whether an application is provisional or non-provisional and indicate the application number. Submission of this information as part of an interim research performance progress report is not a substitute for any other invention reporting required under the terms and conditions of an award.
   • Other Products
     Identify any other reportable outcomes that were developed under this project. Reportable outcomes are defined as a research result that is or relates to a product, scientific advance, or research tool that makes a meaningful contribution toward the understanding, prevention, diagnosis, prognosis, treatment, and/or rehabilitation of a disease, injury or condition, or to improve the quality of life. Examples include:
     • data or databases;
     • biospecimen collections;
     • audio or video products;
     • software;
     • models;
     • educational aids or curricula;
     • instruments or equipment;
     • research material (e.g., Germplasm; cell lines, DNA probes, animal models);
     • clinical interventions;
     • new business creation; and
     • other.
7. PARTICIPANTS & OTHER COLLABORATING ORGANIZATIONS
   • What individuals have worked on the project?
     • Provide the following information for: (1) PDs/PIs; and (2) each person who has worked at least one person month per year on the project during the reporting period, regardless of the source of compensation (a person month equals approximately 160 hours of effort). If information is unchanged from a previous submission, provide the name only and indicate "no change."
       

       Example:
       

       Name:	Mary Smith
       Project Role:	Graduate Student
       Researcher Identifier (e.g. ORCID ID):	1234567
       Nearest person month worked:	5
       Contribution to Project:	Ms. Smith has performed work in the area of combined error-control and constrained coding.
       Funding Support:	The Ford Foundation (Complete only if the funding support is provided from other than this award).

   • Has there been a change in the active other support of the PD/PI(s) or senior/key personnel since the last reporting period?
     • If there is nothing significant to report during this reporting period, state "Nothing to Report."
     • If the active support has changed for the PD/PI(s) or senior/key personnel, then describe what the change has been. Changes may occur, for example, if a previously active grant has closed and/or if a previously pending grant is now active. Annotate this information so it is clear what has changed from the previous submission. Submission of other support information is not necessary for pending changes or for changes in the level of effort for active support reported previously. The awarding agency may require prior written approval if a change in active other support significantly impacts the effort on the project that is the subject of the project report.
   • What other organizations were involved as partners?
     • If there is nothing significant to report during this reporting period, state "Nothing to Report."
     • Describe partner organizations - academic institutions, other nonprofits, industrial or commercial firms, state or local governments, schools or school systems, or other organizations (foreign or domestic) - that were involved with the project. Partner organizations may have provided financial or in-kind support, supplied facilities or equipment, collaborated in the research, exchanged personnel, or otherwise contributed.
       Provide the following information for each partnership:
       • Organization Name:
       • Location of Organization: (if foreign location list country)
       • Partner's contribution to the project (identify one or more)
         • Financial support;
         • In-kind support (e.g., partner makes software, computers, equipment, etc., available to project staff);
         • Facilities (e.g., project staff use the partner's facilities for project activities);
         • Collaboration (e.g., partner's staff work with project staff on the project);
         • Personnel exchanges (e.g., project staff and/or partner's staff use each other's facilities, work at each other's site); and
         • Other.
8. SPECIAL REPORTING REQUIREMENTS
   • COLLABORATIVE AWARDS: For collaborative awards, independent reports are required from BOTH the Initiating PI and the Collaborating/Partnering PI. A duplicative report is acceptable; however, tasks shall be clearly marked with the responsible PI and research site. A report shall be submitted to https://ebrap.org for each unique award.
   • QUAD CHARTS: If applicable, the Quad Chart (available on https://usamraa.health.mil) should be updated and submitted with attachments.
9. APPENDICES: Attach all appendices that contain information that supplements, clarifies or supports the text. Examples include original copies of journal articles, reprints of manuscripts and abstracts, a curriculum vitae, patent applications, study questionnaires, and surveys, etc. Reminder: Pages shall be consecutively numbered throughout the report. DO NOT RENUMBER PAGES IN THE APPENDICES.

ADDITIONAL NOTES:

MARKING OF PROPRIETARY INFORMATION: Data that was developed partially or exclusively at private expense shall be marked as "Proprietary Data" and Distribution Statement B included on the cover page of the report. Federal government approval is required before including Distribution Statement B. The recipient/PI shall coordinate with the COR/GOR to obtain approval. REPORTS NOT PROPERLY MARKED FOR LIMITATION WILL BE DISTRIBUTED AS APPROVED FOR PUBLIC RELEASE. It is the responsibility of the Principal Investigator to advise the COR/GOR when restricted limitation assigned to a document can be downgraded to "Approved for Public Release." DO NOT USE THE WORD "CONFIDENTIAL" WHEN MARKING DOCUMENTS. DO NOT USE WATERMARKS WHEN MARKING DOCUMENTS.