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Progress Reports

Questions and Answers

Table of Contents

Note: For information on the Preliminary Studies/Progress Report section of a renewal grant application, go to How to Renew Your Application in the Strategy for NIH Funding. This page is about progress reporting on a noncompeting grant.

Public Access

Final Progress Report

Who must submit a progress report?

All grantees must submit a progress report through their institutional business office.

Note: this page is not about the Preliminary Studies/Progress Report section of a renewal grant application. For information on that topic, go to How to Renew Your Application in the Strategy for NIH Funding.

How do I know what type of progress report to submit?

You have two types of progress reports:

For training, multiproject, foreign, and small business awards, use the PHS 2590. Other institutes may ask you to send an RPPR but NIAID does not.

For fellowships, use the RPPR.

For other grants, look at your Notice of Award. If it does not state you must use the PHS 2590, use the RPPR.

How often must I submit a progress report?

Unless you have a multiyear award, you submit progress reports once a year.

Exact timing depends on your grant—see Standard Reports for NIH-Funded Grants for details.

Multiyear awards receive all funding in the first year and have different rules. For more information, go to NIH Instructions for Progress Reports for Multiyear Funded (MYF) Awards.

Does NIH notify me when my progress report is due?

No. NIH notifies you only if you're late. You are responsible for submitting your progress report on time.

Who sends the progress report?

Institutional business officials submit progress reports to NIAID.

For RPPR submissions, institutions may delegate this task to the PI. For more information, see the Research Performance Progress Report (RPPR) SOP.

Who reviews my progress report at NIH?

Your program officer reviews it for the science to determine whether NIAID will continue funding your project. Your grants management specialist performs an administrative and sometimes a fiscal evaluation.

What is the page limit for the Progress Report Summary?

The entire Progress Report for regular projects, not including the list of publications and the Inclusion Enrollment Report Table, should not exceed two pages.

Should I include abstracts in the publication section of my progress report?

No, do not include abstracts in the publications section.

Is it true that PI signatures are not required on progress reports?

Yes. Grantee institutions must keep on file a PI signature assurance for each progress report. This assurance serves as the signature.

What can happen if my progress report is late?

If the report is late, we may delay funding your award.

If your report is extremely late, you risk losing funding for the period of time between the end of the current budget period and when we finish processing your report.

The titles of our patents are too long to fit in the box provided on the HHS 568 form. Could NIAID suggest a way to address this issue?

Staff in NIH's Office of Policy for Extramural Research Administration need the correct full name because they check the title against their records. If the HHS 568 form fields are too short, do the following:

  1. Type "See attached list" in the first line of that section.
  2. Create the list in your word processing program. Identify the grant by number and include the information required by the three columns on the form.
  3. Print out the form and the attachment and send them in together.

Do I need to submit a copy of our progress report along with the original?

No, you do not need to submit a copy of your progress report.

Do subawardees need to submit a progress report?

No. Only grantee institutions send progress reports to NIH.  They are responsible for their subawardees' research, spending, and reporting requirements.

Though subawardees do not submit progress reports, the grantee may ask for information to include in its own report.

For more information, go to our Subawards (Consortium Agreements) for Grants SOP.

On a paper progress report for a grant with multiple subawards, should we report progress for each subaward or group them in one section?

You can prepare your progress report either way; just be sure to break out the budget data.

If a principal investigator will be on maternity leave when her progress report is due, can she ask for an extension?

That depends on the progress report due date, the award budget start date, and the timing of the investigator's absence. Contact your assigned grants management specialist as early as possible to see whether an extension is possible.

Public Access

How do I demonstrate compliance with NIH's public access policy?

That depends on whether you're sending a Research Performance Progress Report (RPPR) or a PHS 2590 progress report.

For RPPR, confirm the information under the Progress Report Additional Materials (PRAM) link in eRA Commons. This information will automatically populate in your RPPR. Read the Research Performance Progress Report (RPPR) SOP.

For PHS 2590, print out your My NCBI PDF and include it in the Publications section of your report. You can access this PDF from the eRA Commons—go to My Bibliography: Award Compliance Reports in PDF for eRA Commons Users for instructions. For more information, read the PHS 2590 Progress Report SOP.

I'm coauthor on a noncompliant publication. What do I do?

Contact the first author or complete the public access requirements yourself.

Any author may submit final peer-reviewed manuscripts to PubMed Central. PMC will notify you if another author has already submitted the manuscript.

Am I responsible for compliance if somebody else publishes a paper based on research from my grant?

Yes. If a published paper is the result of direct costs from your grant award, you are responsible for its complying with the public access policy—even if you’re not an author.

You may want to check the My Bibliography compliance wizard to see which papers have been affiliated with your awards, and get in touch with authors for noncompliant papers before your progress report is due.

For instructions, read Managing Compliance With the NIH Public Access Policy on the My Bibliography information page.

Whom do I contact if I have further questions about public access?

Email PublicAccess@nih.gov with questions and use NIH's public access Overview Web site for more information and a link to FAQs.

Don't hesitate to contact your program officer, too. But since our instructions come from NIH, you may want to go directly to the source.

Final Progress Report

Does NIH notify me about submitting a final report?

No. NIH does not notify you about submitting a final report, so remember to send it no later than 90 days after your grant end.

How do I prepare the final progress report for closeout of my grant?

There isn't a form for the final progress report, but you can find the required information at File Your Final Reports at Award End in the Strategy for NIH Funding. It is also included in your Notice of Award.

Do I need to submit a final progress report if I am applying for a renewal?

No. If you submit a renewal application before the due date of your progress report, you do not need to submit a final progress report because you must document progress in your renewal application.

For more on renewals, read How to Renew Your Application in the Strategy for NIH Funding.

Do I need to submit a final progress report if I request a no-cost extension in my last year of the award?

Yes, but you'll send it within 90 days after the end of your no-cost extension. Read the following pages for more information:

Also note that if you submit a renewal application before the due date of your progress report, you do not need to submit a final progress report for your grant.

For more on renewals, read How to Renew Your Application in the Strategy for NIH Funding.

What if my question wasn't answered here, or I'd like to suggest a question?

Email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. We answer questions by email and post them here. Thanks for helping us clarify and expand our knowledge base.

Last Updated August 14, 2013

Last Reviewed May 07, 2013