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Guide to Final Technical Reports

In order to satisfy the terms and conditions required by most awards, the Principal Investigator (PI) must furnish the Sponsor with a final technical report at the end of the project period. Funding agencies consider the technical report to be a useful tool in monitoring and evaluation. Timely submission of these reports is an important responsibility of the Principal Investigator. Failure to do so could result in the agency withholding new funding for Yale University and could jeopardize the PI's ability to obtain future awards from this sponsor-as generally agencies will not make a new award unless all previous awards are in compliance. Check your award notice and/or Yale pink sheets for your reporting requirements.

Generally, the technical report is forwarded to the awarding unit.

In order to track submission of these reports, Grant and Contract Administration requests that a copy of all technical reports and/or transmittal letters be forwarded to grants@yale.edu Phone: 432-2460 for Central Campus or grantsmd@email.med.yale.edu Phone: 785-4689 for the School of Medicine.

Note for NSF Awards: Final technical reports are due within three months of the final grant expiration date and MUST be prepared and submitted to NSF via Fastlane. For password assignment to access NSF FastLane, please contact your GCA Team.

Note for ONR Administered Awards: Generally due by 60 to 90 days after the period of performance has expired, but one should refer to the specific terms and conditions of the award and its governing regulations.

Besides the technical report itself, DoD requires the submission of the "Report Documentation Page" (SF 298 form). In many cases, a copy of the technical report must also be sent to the Office of Naval Research (ONR) at 495 Summer Street, Boston, MA 02210-2109.

ONR Grantees are generally free to submit final technical reports on normal bond paper, but are also charged with including a complete "Report Documentation Page" (SF 298 form) as the last page of each copy of every scientific and technical report prepared under their Grant. The form contains instructions for preparation.

Contractors may have a specific format to comply with for submission of final technical data, such as the DD Form 250, the final Material and Inspection Receiving Report. Look for and read an attachment to the contract called a "CDRL" - a contracts data requirements listing - which is a "one-stop shop" for all required deliverables, their due dates, and their distribution instructions.

Note for PHS Awards:45 CFR Part 74, Subpart J, and 45 CFR Part 92.40 set forth principles and procedures for reporting program performance and allow PHS programs to determine the frequency of such reports, within limits, and to issue instructions for the content of such reports. The original and two copies of a final progress report must be submitted to the PHS awarding office within 90 days after the expiration or termination of a nonconstruction project or a project supporting both construction and nonconstruction activities. The report should be prepared according to instructions provided by the PHS awarding office and should include, at a minimum, a summary statement of progress toward the achievement of the originally stated aims, a list of the results (positive or negative) considered significant, and a list of publications resulting from the project, with plans, if any, for further publication. Three copies of reprints of publications not previously submitted should accompany the progress report.

Last update: August 19, 2009 (mls)