research grant progress report sample

51+ SAMPLE Research Progress Report in PDF | MS Word | Google Docs | Apple Pages

Research Progress Report | MS Word | Google Docs | Apple Pages

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Research Progress Report Template

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1. research performance progress report, 2. research internship progress report , 3. research administration progress report, 4. research center progress report format, step 1: create a cover page, step 2: make the executive summary, step 3:  define the participants of the research program, step 4:   describe the research project accomplishments, step 5: proofread, revise, and prepare the final research progress report, share this post on your network, you may also like these articles, medical report.

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Research Performance Progress Reports (RPPR)

Sponsor Information

• NIH RPPR Guidance
• NSF Reporting Guidance

The Research Performance Progress Reports (RPPR) is a federal-wide uniform progress report format for submission of required annual or other interim performance reporting on research grant and cooperative agreement awards. It is used by all federal agencies that provide sponsored funding as mandated by the Office of Management and Budget (OMB) and Office of Science and Technology Policy  policy memorandum . 

Each agency has been given the flexibility to develop their own tools and templates for submission of the RPPR. Check with your agency for specific guidance.

The RPPR structure and components are:

• Cover page  including basic institutional and project identifying data
• Accomplishment  from past activity period and goals for the upcoming activity period
• Products  or outcomes from the activity such as technologies and publications
• Participants  including all persons that have contributed significantly to the activity, their role, their activity and their funding support. This section also asks about collaborators, including foreign collaborators
• Impact  of the project and major contributions: e.g. to the discipline, human resources (e.g. teaching, training), public knowledge, social conditions
• Changes  to the project: delay in plans, changes in approach, compliance (animal use, human subject involvement, biohazards), project expenditures
• Special reporting requirements  that are specific to the agency or the contract
• Budget forms

Not all agencies will require all components. Only the Cover Page and the Accomplishments components are mandatory for all agencies. Each agency has the flexibility to choose what other components are relevant to their research; for each component, they may also select what information is required. Please contact your agency official if you are not sure which components you will be required to submit.

Only a Signing Official (SO) or PI are allowed to submit the annual, interim, and final RPPRs. Review  Sponsor Information  for specific sponsor requirements.

If you submit a progress report in RPPR format using electronic tools provided by the agency, most information will pre-populate in subsequent reports along with information and edits previously submitted to the agency through other sources (Grants.gov, MyNCBI, iEdison, etc.). 

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How to Write a Grant Report (Including Grant Reporting Template)

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How to Write Grant Reports [Template]

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October 26, 2023

Table of Contents

You just received news your organization was awarded funding. Exciting!

Howverk, you need to keep grant reporting requirements in mind. Having a grant reporting template on hand can help guide you through the reporting process.

In this article, we are going to share what you need to know about grant reporting and provide you with some templates to help you understand what is expected of you now that you’ve won a grant.

What is a Grant Report?

The grant report is your chance to show the grantmaker that you have put their funds to good use. ‍

A grant report is a review that provides the funder with information on the work they’re supporting. Often it includes key information about how your nonprofit spent the funds they gave you.

Every funder will request information about how their funds are being spent, so it is important to understand reporting requirements.

Pro tip: Keeping track of key information like receipts, invoices, and other documents as you go will then make completing the reports much easier when they come due.

Grant reports offer a great opportunity to showcase the strengths of your organization which will encourage the grantmaker to provide ongoing funding.

Additionally, the process of completing grant reports will help you develop a narrative as well as outcome data that can add value to future documents such as annual reports , newsletters , and future grant applications.

Below is a screenshot of the project narrative which was submitted following the fourth year of a multi-year project. The full sample can be viewed here . We have provided this as a sample of the type of information that may be included in a grant report.

In the following section, we will break down the parts of a report further.

Insights Straight To Your Inbox

Why is a grant report important.

Understanding the importance of a grant report is crucial, not only for compliance with funders' requirements but also for the overall growth and sustainability of your organization.

With this perspective in mind, let's delve deeper into why grant reports hold such unique significance.

Building Trust With Stakeholders

A well-crafted grant report goes beyond mere compliance with the funder's conditions; it plays a crucial role in building trust with stakeholders.

Here’s how grant reporting can help establish this trust with different audiences:

• Board Members , for instance, consistently read the grant reports to gauge the effectiveness of the projects and the extent of the grant's impact.
• These reports also serve as potent tools to inspire and engage potential community partners . They provide a transparent view of your work, thereby fostering partnerships based on shared values and objectives.
• Lastly, your donors , both existing and prospective, might also review these reports. A well-structured and detailed grant report can reassure your current donors about the responsible use of their contributions and may encourage potential donors by demonstrating your organization's capacity to deliver results.

By showcasing the positive outcomes of your project through a grant report, you can also attract other potential funders who may be interested in supporting your cause. ‍

A comprehensive and accurate grant report fosters confidence in your nonprofit’s ability to manage funds and achieve project objectives, thus fortifying relationships with existing stakeholders and attracting new ones.

Ensuring Accountability

Grant reports serve as a mechanism for accountability. Funders provide resources with the expectation that they will be utilized effectively and responsibly to drive change . ‍

By clearly presenting the outcomes of the grant-funded work, a grant report demonstrates your organization's commitment to responsible stewardship of the funds. This transparency communicates and reinforces your nonprofit’s credibility in the sector.

For instance, if a project is experiencing challenges or not meeting its goals, a grant report can help identify the root causes and suggest strategies for improvement. By acknowledging obstacles and providing transparent explanations, you demonstrate your organization's commitment to using funds wisely and taking responsibility when things don't go as planned.

Facilitating Continuous Learning

Grant reports aren't merely for the funder's benefit; they can also be a valuable tool for your nonprofit organization's development. ‍

While these reports can highlight successes, they also can help you identify areas where there is room for improvement.

With these insights, you can refine strategies, improve efficiency, and enhance effectiveness, thus fostering growth and continuous learning within your organization.

Securing Future Funding

Finally, an insightful, comprehensive, and fact-based grant report can serve as a powerful tool for securing future funding . ‍

An effective grant report underscores your nonprofit's capacity to deliver on its mission, demonstrating that you are a reliable and effective partner for change.

For example, Central Texas Food Bank shared on its website how they were able to provide 140,000 meals to those in need because of a grant they received from Oracle. The success and impact of this funding can inspire future donations and continued support!

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What Should You Include in a Grant Report?

You will find that each funder or grantmaker will have different grant reporting requirements.

Below, we provide information on the sections that are most commonly requested in grant reports. These sections can be used as a grant reporting template to help you understand the report writing process. Keep in mind that many grantmakers will provide specific templates or at least include instructions of their own.

Grant Summary

The grant summary should provide an overview of the work that has been completed. The summary will help remind the funder about the overall project and should be inspired by your original grant application. Be sure to include basic funding and project information.

Mention any changes between your original application and the work that actually took place. For example, if you planned to reach 3,000 people but only were able to actually reach 2,000, you will need to explain the reason for this change.

We have included a screenshot of grant summary report instructions provided by the Springfield Foundation .

Many funders request a proposed timeline or calendar as part of the grant proposal. ‍

Your grant report should include all major milestones that were a part of the funded project.

Pro tip: If you are submitting a progress report before project completion, make sure to include milestones appropriate at the time of the report.

You can once again reference your original application (if it included milestones), but make sure to make edits as needed so your report is accurate.

Financial Statements

One of the most important parts of the report will be the financial statement , as the funder will want to know how their dollars have been used to benefit your nonprofit and those you serve. The funder may provide specific formatting for you to follow so that they receive standardized data from all funded agencies. ‍

It is important to align your reporting with your original grant budget . However, you want to show all project costs and expenditures which can include additional funding sources.

Some funders may also request financial information for your nonprofit overall to help ensure sound practices.

Project Activities

The project activities of a grant report will break down what took place during your project.

Pro tip: You may be able to reuse or rephrase information from the project description or narrative within your original grant proposal.

Make sure that you include all portions of your project and explain how they fit into the goals and strategic plan of the overall nonprofit.

Another important aspect that you should make sure to mention is partnerships. You will likely have included plans for partnering in your original application, so make sure you highlight those that took place.

While describing the project activities, be sure to feature ways your nonprofit leveraged additional resources such as volunteers.

Grantmakers appreciate the ability to stretch dollars by utilizing these types of resources. Volunteer time can also be included in your financial reporting, as each year, there is an hourly rate value put on volunteer help.

The Heckscher Foundation utilizes a logic model to track project activities and results. You can view the full sample here , and we have provided a sample screenshot below.

Results and Impact

Funders want to know how their support helped your nonprofit make a difference.

Results and impact will be a combination of quantitative and qualitative data. ‍

While the funder will appreciate seeing numbers, they also want to see the bigger picture of the impact. You can reference information from your original application and compare it to demonstrate what you have achieved.

Pro tip: Include stories from program participants to help the grantmaker see who they are helping.

Lessons Learned

Although your grant report should show successes, it is also important to share information about what may not have worked.

Grantmakers understand that projects don’t always work out exactly as planned, and they will appreciate your honesty in sharing the truth.

They also know that one of the ways your nonprofit benefits from their funding is through the learning process. Being honest with the funder about the process will help them build a relationship with your organization.

Future Plans & Sustainability

One important aspect of every project is sustainability. Most grant applications request comments on this topic, so you should be able to reference this information for your report. ‍

The funder wants to know that the work they are supporting will be able to continue in some form or fashion beyond their funding. You may have plans for other funding, new partnerships, adjustments to the project to cover costs, or other ideas.

By sharing your future plans for sustaining the work, you will show the grantmaker that you have a long-term vision. This section can also be a place to discuss additional partnerships and resources that you have or plan to seek. Grantmakers appreciate knowing that they are not your only funding source.

Additional Information

Make sure to include anything else that you feel may be important to the funder in your report.

• Success stories
• Testimonials
• Sample surveys
• News clippings or press coverage

Not every funder will have a formal section for this information, but you can add it as you see fit.

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How to Write a Grant Report in 5 Steps

While it is helpful to create or utilize a grant reporting template to guide your grant reports, there are also a few steps you want to make sure and follow. ‍

• Understand Reporting Requirements: These requirements may be easily available on the grantmaker’s website, or they may have been provided to you when you were awarded funding.
• Track Data Throughout Project: Track metrics from your project or program throughout, not at the end. plan your data collection based on your grant proposal as well as known reporting requirements.
• Follow Report Guidelines: Funders may be strict about report formatting and word counts. Make sure that you properly follow reporting guidelines so that you provide all the requested information.
• Be Honest:  Funders will appreciate your honesty, and it will help your organization either form or maintain a relationship with the grantmaker. ‍
• Meet Deadlines: Deadlines will be provided as part of the reporting requirements. Instrumentl provides tracking tools that can help you easily manage these reporting deadlines.

Recognizing the Audience: Who Are You Reporting To?

As you start to draft your grant report, it is crucial to consider who your audience is.

Pro tip: Remember, your report isn't just for the funder who awarded you the grant. There are multiple stakeholders who will have an interest in the progress of your project.

Each of these audiences has specific expectations and interests, and understanding them can help you tailor your report for greater impact.

Primary Funders and Granting Organizations

Your primary audience is the funder or grantmaking organization that has invested in your project. They will be interested in the measurable outcomes and impact of their funding.

• You should include data that shows progress against your stated goals, explain any deviations, and highlight success stories.
• Funders appreciate transparency and honesty, so don't shy away from discussing challenges and lessons learned.

Internal Stakeholders

These can include your board members , staff, and volunteers who have an interest in the success of your project.

• They are looking for confirmation that their efforts are making a difference.
• They may also use the information to make strategic decisions, so include details about project implementation, problems encountered, and solutions implemented.

Beneficiary Communities

Beneficiary communities are those directly impacted by your project. They're interested in seeing tangible results and understanding how the project is improving their lives.

Beneficiary communities could be:

• patients at a children’s hospital or
• families served at a food pantry

In your report, articulate the direct benefits they have received, use personal stories to illustrate impacts , and outline plans for the future.

General Public and Other External Stakeholders

The general public and other external stakeholders (like potential donors, partners, or policy-makers) value transparency and accountability. They want to know how your organization uses resources to create change.

• They differ from funders in that they may not be familiar with the details of your project, so be sure to provide context and background information as needed.
• In your report, demonstrate the value your project brings to society, share inspiring stories of change, and highlight your organization’s responsibility and efficiency in utilizing funds.

Below is a screenshot from World Vision’s Grants page on their website. See how they provide transparency and clarity on how much funding they’ve received from grants and how it’s been allocated.

Types of Grant Reports

Let’s delve deeper into the different types of grant reports.

• Progress Reports: Periodic updates that allow funders to track how the grant-funded project is evolving over time.
• Final Reports: Final reports are comprehensive summaries delivered upon the completion of a project. Most often using Logic Models , they serve to provide a detailed account of the project, showcasing its accomplishments, any challenges encountered, and lessons learned.
• Financial Reports: These reports typically include a detailed budget that aligns with the project's timeline and activities. They may also include an explanation of any variances between the proposed and actual budgets.
• Impact and Evaluation Reports: Impact and evaluation reports focus on the outcomes of the project, assessing its effectiveness and measuring its impact. These reports typically go beyond mere numbers, delving into the qualitative aspects of the project's success.

Common Pitfalls: Mistakes to Avoid in Grant Reporting

While grant reporting can provide an opportunity to showcase your project's progress and positive impact, it can also be a minefield of potential mistakes.

Understanding these common pitfalls, their implications, and how to avoid them can greatly enhance the reporting process and outcomes.

Here are the common pitfalls to avoid:

• Overlooking Report Guidelines:  This could include missing important sections, not following the requested format, or failing to address specific questions. Ignoring guidelines can lead to misunderstandings or even disqualification.
• Providing Vague or Irrelevant Details: Funders want concise, relevant information that speaks directly to the project’s outcomes and impact. Avoid the temptation to include every minor detail and avoid jargon.
• Procrastination and Missed Deadlines: Set internal deadlines ahead of the submission due date. This will give you time to review and adjust your report as necessary. With Instrumentl, you can manage your grant calendar efficiently and effectively, keeping track of all your upcoming reports and their due dates in one place. You will also receive alerts and reminders that help you plan and stay on track.
• ‍ Ignoring Negative Outcomes or Challenges: Often, nonprofit organizations are reluctant to report negative outcomes or challenges. However, ignoring these creates a skewed impression of success and prevents learning. Honestly report challenges and the steps taken to address them. This transparency invites valuable input and support from your funders.

Sample Grant Reporting Template

Earlier, we outlined the typical sections or types of information that are likely to be part of your grant report. In this section, we have provided samples for various types of reports that can help you create the right grant reporting template for your nonprofit. We have also created our own sample reporting template for your use as well.

Grant Progress Report Template

This progress report is from the 319 grant program through the state of California. The grantee is completing a water quality project and you can view the entire progress report here .

We have also provided a screenshot of the first part of the report as a point of reference. The screenshot shows a list of items included for review, and upon viewing the link, you will be able to access all the additional information. Note that these 319 grants are provided through the Environmental Protection Agency and then by state governments, so they have relatively detailed reporting requirements.

Some grantmakers may request a grant performance report which will be similar to a progress report.

Quarterly Grant Report Template

One way that a funder may request updates throughout the grant period is through quarterly reports.

Here is a link to quarterly report information from the Human Resources and Services Administration for their Maternal and Child Health program. There are many aspects of this report that are specific to the program, but it provides good insight into the types of data and information that may be requested.

Quarterly reports are more likely to be required for larger grants or government grants, although it will depend on the funder.

Grant Financial Report Template

Here is a grant financial reporting template from the Archstone Foundation. You can read more about this report here . As with each of these samples and templates, it is important to keep in mind that every funder is likely to have their own financial reporting template or financial reporting guidelines.

Note that this report requests expenses for each quarter, but every funder will request different information. Some grantmakers only request your original budget and your final expenses. It is also important to keep in mind that the expense categories will differ between funders and may also be dependent on your grant application.

If your expenses have differed from your original budget, you will likely add some narrative with this report, or there may be another section that will provide an opportunity to explain.

Grant Final Report Template

We have provided a link to a final report template provided by the Santa Barbara Foundation for their Early Care and Education Grant Program. Their grant final report template breaks down the major requirements that we highlight, although they provide specific questions that cover the main topics.

Rather than having sections for grant summary, milestones, results, etc., the funder uses guiding questions to gather the same type of information. Many grantmakers will provide some type of grant final report template to help you complete your reports, or they may accept reports through an online system that has guiding questions built-in.

We have also created our own final grant report template which includes the sections that we touched on in this article overall.

We have created a simplistic spreadsheet for tracking project expenses, but keep in mind that there may be specific sections required based on your project or the requests of the funder. You may also have to provide documentation such as receipts for certain expenditures.

Note that for your results, you want to reference what you proposed in your original grant proposal. The grantmaker may also have provided insight on what types of results they are looking for.

Wrapping Things Up: How to Prepare Grant Reports

We have walked you through what grant reporting is as well as what information is typically requested within grant reports. Hopefully, you have found the background information, as well as our suggested steps, insightful. You can utilize the grants reporting templates to guide your report writing.

Grant reporting can seem daunting, but it is a necessary part of the grant writing process. Well-written reports will help you form and continue lasting relationships with funders to help your organization thrive and grow.

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After Submission

Post-award actions, pre-meeting, post-meeting, manage accounts.

• Submit Reports

Research Performance Progress Reports (RPPR)

Information and resources on how to submit the three variations of the Research Performance Progress Report can found on this page.

All progress reports for NIH grants must be submitted electronically using the Research Performance Progress Report (RPPR) module in eRA Commons (See OER’s  RPPR webpage  for details). Progress reports document the recipient’s accomplishments and compliance with terms of award.

There are three types of RPPRs:

• Annual RPPR  – Used to describe a grant’s scientific progress, identify significant changes, report on personnel, and describe plans for the subsequent budget period or year.
• Interim RPPR  – Used when submitting a renewal (Type 2) application. If the Type 2 is not funded, the Interim RPPR will serve as the Final RPPR for the project. If the Type 2 is funded, the Interim RPPR will serve as the annual RPPR for the final year of the previous competitive segment. The data elements collected on the Interim RPPR are the same as for the Final RPPR, including project outcomes.
• Final RPPR  – Used as part of the grant closeout process to submit project outcomes in addition to the information submitted on the annual RPPR, except budget and plans for the upcoming year.

Basic Tasks (step-by-step instructions from the online help)*

• For Program Directors/Principal Investigators to initiate an RPPR
• For Signing Officials to submit an RPPR in eRA Commons
• For Signing Officials to delegate submission of an RPPR
• Submitting Your Interim Research Performance Progress Report
• Submitting Your Final Research Performance Progress Report

* You must be logged into  eRA Commons  with appropriate role(s) to complete these activities. 

Main Screenshots

Figure 1:  After logging in to eRA Commons, navigate to Status by clicking the Status button on the Home screen. 

Figure 2:  A signing official (SO) accesses an RPPR via the three-dot ellipsis menu in search results in the Status module. 

Figure 3:  A principal investigator (PI) accesses an RPPR via the RPPR button in the Status module. 

Figure 4:  The Annual RPPR form and navigation tabs

Interim RPPR Scenarios  

* If the competing renewal application is funded, the Interim RPPR is accepted as the Annual RPPR . If, however, the renewal is NOT funded, the Interim RPPR is accepted as the Final RPPR . 

Additional Resources

• RPPR Instruction Guide
• RPPR Resources Page
• RPPR Webpage  (OER)
• Grants Closeout FAQs      
• RPPR Phase II Training for Grantees Webinar (Video) (November 2014)
• RPPR Phase II Training for Grantees Webinar Questions (Video) (November 2014)
• RPPR Phase II Training for Grantees (PowerPoint) (November 2014)
• RPPR: Who Can Do What?  (PDF - 76KB) (September 2018) 
• eRA Commons Roles & Privileges At a Glance  (PDF - 25 KB)

Policy Links

• NIH Grants Policy Statement: RPPR
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• How to report grant progress

Each year, we ask our grantholders to complete an annual progress report on their funded work so we can monitor and evaluate the research and other activities we support.

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We send you an automated email every year asking you to submit your progress report on the Wellcome Funding platform.

We do not expect you to submit a report if you are:

• in the process of applying for an extension of six months or more
• on any type of leave from your grant

Sample annual progress reports  

We’re currently reviewing the questions we ask in our annual progress reports. We’ll publish new versions of our sample annual report forms on this page in August 2024.

View our 2023 sample annual progress report forms to see the kind of information you need to provide:

• sample annual progress report form [PDF 835KB]
• sample annual progress report form for basic and clinical PhD programmes [PDF 638KB]
• sample annual progress report form for Wellcome Centres [PDF 725KB]
• sample annual progress report form for Africa and Asia Programmes [PDF 808KB]

End-of-grant reporting  

Annual progress reports are different form end-of-grant reports. Read how to complete an end-of-grant report .

Questions about annual reporting  

If you have any questions about your annual progress report, or need help to complete the form, contact our funding information officers.

[email protected]

Phone us on +44 (0)20 7611 5757

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Grants Management Division

Research performance progress report format and instructions.

The RPPR is used by recipients to submit progress reports to NIST on their grant awards and cooperative agreements. The RPPR instructions provide guidance on the data elements and information required of the report. Recipients should refer to the individual award terms and special award conditions (SACs) to determine if the RPPR is the required format for submitting progress reports to NIST. Further, the award terms and SACs will specify the frequency at which progress reports are due and the specific sections/data elements required in each RPPR submission. 

• RESEARCH PERFORMANCE PROGRESS REPORT FILLABLE
• RESEARCH PERFORMANCE PROGRESS REPORT INSTRUCTIONS AND PRIVACY STATEMENT

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Research Performance Progress Report Guidelines for NIJ Awardees

Follow specific guidance.

Be sure to follow any specific guidance provided by NIJ regarding the format and content of your progress reports. Respond to any special reporting requirements specified in the award terms and conditions, as well as any award specific reporting requirements.

The Research Performance Progress Report (pdf, 26 pages) (RPPR) has adopted a uniform format for reporting performance progress on federally funded research projects. All organizations or individuals receiving funds from NIJ for research, development, and evaluation projects must submit their semi-annual progress reports using the format outlined below based on the following categories of the RPPR:

Accomplishments

What are the major goals of the project? List the major goals of the project as stated in the approved application or as approved by the agency. If the application lists milestones/target dates for important activities or phases of the project, identify these dates, and show actual completion dates or the percentage of completion. Generally, the goals will not change from one reporting period to the next. However, if the awarding agency-approved changes to the goals during the reporting period, list the revised goals and objectives. Also explain any significant changes in approach or methods from the agency approved application or plan.

What was accomplished under these goals? For this reporting period, describe: 1) major activities; 2) specific objectives; 3) significant results, including major findings, developments, or conclusions (both positive and negative); and 4) key outcomes or other achievements. Include a discussion of stated goals not met. As the project progresses, 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 research is 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 have the results been disseminated to communities of interest? If there is nothing significant to report during this reporting period, state "Nothing to Report."

Describe how the results have been disseminated to communities of interest. Include any outreach activities that have been undertaken to reach members of communities who are not usually aware of these research activities, for the purpose of enhancing public understanding and increasing interest in learning and careers in the sciences, technology, and the humanities.

What do you plan to do during the next reporting period to accomplish the goals? If there are no changes to the agency-approved application or plan for this effort, state "No Change."

Describe briefly, what you plan to do during the next reporting period to accomplish the goals and objectives. 

Publications, conference papers, and presentations Report only the publication resulting from the work under this award. There is no restriction on the number. However, agencies are interested in only those publications that most reflect the work under this award in the following categories:

Journal publications List peer-reviewed articles or papers appearing in scientific, technical, or professional journals. Include any peer-reviewed publication in the periodically published proceedings of a scientific society, a conference, or the like. A publication in the proceedings of a one-time conference, not part of a series, should be reported under "Books or other non-periodical, one-time publications." 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 (book, thesis or dissertation, other); 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.

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 have resulted from the research activities. Describe the technologies or techniques and how they are being shared.

Inventions, patent applications, and/or licenses Identify inventions, patent applications with date, and/or licenses that have resulted from the research. 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 significant products that were developed under this project. Describe the product and how it is being shared. Examples of other products are:

• Physical collections;
• Audio or video products;
• Software or NetWare;
• Educational aids or curricula;
• Instruments or equipment;
• Data & Research Material (e.g., cell lines, DNA probes, animal models); and

Participants & Other Collaborating Organizations

Agencies need to know who has worked on the project to gauge and report performance in promoting partnerships and collaborations.

What individuals have worked on the project?

Provide the following information for: (1) principal investigator(s)/project director(s) (PIs/PDs); 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).

• Provide the name and identify the role the person played in the project . Indicate the nearest whole person month (Calendar, Academic, Summer) that the individual worked on the project. Show the most senior role in which the person has worked on the project for any significant length of time. For example, if an undergraduate student graduates, enters graduate school, and continues to work on the project, show that person as a graduate student, preferably explaining the change in involvement.
• Describe how this person contributed to the project and with what funding support . If information is unchanged from a previous submission, provide the name only and indicate “no change”.
• Identify whether this person is collaborating internationally . Specifically is the person collaborating with an individual located in a foreign country and whether the person had traveled to the foreign country as part of that collaboration and duration of stay. The foreign country(ies) should be identified.

What other organizations have been 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 have been involved with the project. Partner organizations may provide financial or in-kind support, supply facilities or equipment, collaborate in the research, exchange personnel, or otherwise contribute.

Provide the following information for each partnership:

• Organization Name:
• Location of Organization: (if foreign location list country)
• 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);
• Collaborative research (e.g., partner’s staff work with project staff on the project); and
• Personnel exchanges (e.g., project staff and/or partner’s staff use each other’s facilities, work at each other’s site).
• More detail on partner and contribution (foreign or domestic).

Have other collaborators or contacts been involved?

Some significant collaborators or contacts within the recipient’s organization may not be  covered by “What people have worked on the project?” Likewise, some significant collaborators or contacts outside the recipient’s organization may not be covered under “What other organizations have been involved as partners?”  For example, describe any significant:

• collaborations with others within the recipient’s organization; especially interdepartmental or interdisciplinary collaborations;
• collaborations or contact with others outside the organization; and
• country(ies) of collaborations or contacts.

It is likely that many recipients will have no other collaborators or contacts to report.

What is 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 and/or pedagogical methods in the principal disciplinary field(s) of the project. Summarize using language that an intelligent lay audience can understand ( Scientific American style). How the field or discipline is defined is not as important as covering the impact the work has had on knowledge and technique. Make the best distinction possible, for example, by using a "field" or "discipline," if appropriate, that corresponds with a single academic department (e.g., physics rather than nuclear physics).

What is 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 is the impact on the development of human resources? If there is nothing significant to report during this reporting period, state "Nothing to Report." Describe how the project made an impact or is likely to make an impact on human resource development in the sciences, engineering, and technology. For example how has the project:

• provided opportunities for research and teaching in the relevant fields;
• improved the performance, skills, or attitudes of members of underrepresented groups that will improve their access to or retention in research, teaching, or other related professions;
• developed and disseminated new educational materials or provided scholarships; or
• provided exposure to the sciences and technology for practitioners, teachers, young people, or other members of the public?

What is the impact on physical, institutional, and information resources that form infrastructure?  If there is nothing significant to report during this reporting period, state "Nothing to Report." Describe ways, if any, in which the project made an impact, or is likely to make an impact, on

• physical resources such as facilities, laboratories, or instruments;
• institutional resources (such as establishment or sustenance of societies or
• organizations); or
• information resources, electronic means for accessing such resources, or for scientific communication, etc.

What is 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 in which the research has led to the initiation of a start-up company; or
• adoption of new practices.

What is the impact on society beyond the sciences 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 the sciences, 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.

What dollar amount of the award's budget is being spent in foreign country(ies)? Describe what percentage of the award's budget is being spent in foreign country(ies). If more that one foreign country, identify the distribution among the foreign countries.

Changes/Problems

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 have a significant impact on expenditures Describe changes during the reporting period that may have 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, and/or biohazards Describe significant deviations, unexpected outcomes, or changes in approved protocols for the use or care of human subjects, vertebrate animals, and/or biohazards during the reporting period. If required, were these changes approved by the applicable institution committee and reported to the agency? Also, specify the applicable Institutional Review Board/Institutional Animal Care and Use Committee approval dates.

Change of primary performance site location from that originally proposed Identify any change to the primary performance site location identified in the proposal, as originally submitted.

Special Reporting Requirements

Respond to any special reporting requirements specified in the award terms and conditions, as well as any award specific reporting requirements.

Budgetary Information

For forensic science awardees only. The Office of Investigative and Forensic Sciences requires this category in the RPPR be included in semi-annual and final progress reports.

Please only describe any major purchases and any budget modification GAMs that were submitted. You do not have to complete "RESEARCH & RELATED BUDGET - SECTION A & B" beginning on page 12.

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5 Steps to Creating Effective Grant Progress Reports

Impact is a buzz word in grantmaking, and it is truly invaluable for funders to know how their grants have made a difference so they can continually improve how they give out money. but just as foundations have begun to make the grant application simpler and more straightforward to reduce barriers to funding, progress reports need to be kept clear and easy to complete. here's how to request the stats that you really need to tell your mission story and educate your team on successes and opportunities. .

Grant progress reports can tell us a lot of things: if a project is on track, how funding is being used, and what your grantees have accomplished while receiving your support. But these reports can also provide valuable information that help the organization at large learn how to create and nurture programs and how to better serve the populations we aim to uplift. The trouble is, coming up with a grant progress report that's helpful for you but simple for grantees isn't always easy. Here are five tips to help both you and your grantees generate progress reports that tell a bigger, more impactful story and identify new opportunities for the future. 

1. Start With the Positives

The grants progress report is your grantees’ time to shine: Encourage them to describe what their program has accomplished at this particular stage in its lifecycle. This could take the form of quantitative data (for instance, the number of meals served, the age range of children participating in a program, an increase in GPA in tutored people) or qualitative descriptions (see tip #4 for more information on this). If grantees are able to visualize this data with a chart or graph, all the better! They should give stakeholders plenty to reflect on — and take an opportunity to show off their accomplishments!

2. Address Any Hurdles

Every program experiences problems  —  that’s just a fact of life. A grant progress report is a good opportunity for grantees to address those problems before they grow into serious issues and propose solutions. You may even be able to help by sharing how another grantee tackled a similar problem, or by connecting them with a resource they are not aware of. Creating this type of transparency between your organization and grantees can only better the relationship and contribute to their ability to deliver on intended results. 

3. Propose Changes

Grantees should review their original grant application to determine if any changes need to be made to their processes, timeline, or objectives. Remember: there’s nothing wrong with making adjustments  —  if a program element is not working, it’s far better to change it at this point in the project’s lifecycle than to prevent a project from reaching its full potential. Grantees should list these proposed changes and be upfront about any major impacts (financial or otherwise) that could potentially arise as a result. 

4. Tell The Program’s Story

Data and numbers can only say so much. Sometimes, in order to better understand the impact of a program, one needs to use pictures, quotes, or other creative forms of storytelling. Here are some prompts to get your grantees’ words flowing: 

• How has this project affected participating individuals? How has it affected a community or larger population?
• What have participants said about the program? How do they describe the benefits?
• Is there a story that sticks out in your mind, of a person who benefited from the program, a connection made, a life change?  

A well-told story can stick in stakeholders’ minds better than raw data. But take care to protect participants’ privacy or get permissions when using a participant’s full name, photograph, or other identifying features. 

5. List Conclusions...and What’s Next

It’s helpful to end a grant progress report with a summary describing one’s conclusions: How would you rate your program’s success so far? What are the lessons that you have learned? And what are the next steps that you intend to take? Grantees should end on a positive note and take pride in the important work that’s been accomplished so far. 

If you or your grantees have ever dreaded this part of the grantmaking process, take heart in the growing popularity of grants management systems that let grantees compile, report, and submit grant progress reports using a single online hub. Modern grants management software allows grantees to track their progress on a streamlined web-based platform that make creating reports quick and easy. Look for systems that offer convenient access to a grant’s full records, such as the original application, and let stakeholders track progress at any phase of a project’s cycle. 

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Sample Project Outcomes

A key component of an interim or final Research Performance Progress Report (RPPR) is the Project Outcomes summary (Section I). Project Outcomes provide information regarding the cumulative outcomes or findings of the project and are made public through NIH RePORTER.

As noted in the RPPR Instruction Guide , Project Outcome summaries should not exceed half a page and must be written according to the following guidelines:

• Is written for the general public in clear, concise, and comprehensible language
• Is suitable for dissemination to the general public, as the information may be available electronically
• Does not include proprietary, confidential information or trade secrets

Recipients conducting NIH-defined Phase III Clinical Trials must also include results of valid analyses by sex/gender, race, and ethnicity in the Project Outcome Summary (see Example 1 below).  For more information on valid analysis, see the  Analyses by Sex or Gender, Race and Ethnicity for NIH-defined Phase III Clinical Trials (Valid Analysis)  page. 

Example 1: Project Outcomes Summary for “The VITamin D and OmegA-3 TriaL (VITAL)”

Note: this example includes the results of valid analyses by sex/gender, race, and ethnicity required for NIH-defined Phase III Clinical Trials.

Project:  “The VITamin D and OmegA-3 TriaL (VITAL) Contact PI:   JoAnn E. Manson Organization:  Brigham and Women’s Hospital, Harvard Medical School

The VITAL trial investigated whether taking high-dose vitamin D and/or omega-3 fatty acid supplements daily impacts the risk of cancer or cardiovascular disease among generally healthy midlife and older adults. Study participants were followed for an average of five years.

We found that overall, neither vitamin D supplementation (2000 IU daily) nor omega-3 fatty acid supplementation (1 g daily) reduced the risk of total invasive cancer. However, vitamin D supplementation did result in a 17% overall reduction in cancer death, although this was not statistically significant. With vitamin D supplementation, there were no differences between men and women in the cancer risk findings. However, a small and borderline significant 23% decrease in total cancer incidence was observed among African-American participants.  In the overall cohort, advanced cancers (metastatic plus fatal cancers) were significantly decreased. With omega-3 fatty acid supplementation, women had a small nonsignificant reduction in risk of total invasive cancer, while men had no risk reduction.

Taking daily moderate-to-high dose vitamin D supplements did not reduce the risk of major cardiovascular events such as stroke, heart attack, or cardiovascular death. These results were not significantly different when comparing men and women or when comparing participants from different racial or ethnic groups.

Similarly, omega-3 fatty acid supplementation did not result in reduced risk of major cardiovascular events for the overall study population. However, there were some differences by subgroup and the type of cardiovascular event. Among those with lower-than-average fish intake at baseline, omega-3 fatty acid supplementation reduced the risk of major cardiovascular events by 19%. When heart attack was analyzed separately, omega-3 fatty acid supplementation resulted in a 28% reduction in the risk of heart attack (similar reduction in men and women), with the greatest benefit (77% reduction) observed among African-Americans. A significant reduction in heart attack was also observed among those with lower-than-average dietary fish intake and those with two or more risk factors for heart attack.

Example 2: Project Outcomes Summary for “Heart Rate Recovery and Mortality” (R01HL066004)

Project:  “Heart Rate Recovery and Mortality” Contact PI:   Michael S Lauer, MD Organization:  Cleveland Clinic

During exercise, heart rate increases to meet increasing muscle demands for blood.  Immediately after exercise, heart rate decreases.  We call the decrease in heart rate after exercise “heart rate recovery.”  Scientists believe that heart rate recovery reflects the the “autonomic nervous system,” the part of the nervous system that we are not aware of.  It regulates “automatic” functions like heart rate, blood pressure, and breathing.  It turns out that heart rate falls faster in people who are in good physical shape.  In work we did before getting this grant, we found that slower falls in heart rate predicted a higher risk of early death.  In this project, we analyzed data from tens of thousands of Cleveland Clinic patients who had exercise tests as part of their routine care.  Our technicians recorded heart rate every few minutes during exercise and one minute after exercise.  These were some of our main findings:

• We confirmed that heart rate recovery predicts death.
• Heart rate recovery is lower in people with diabetes and in people who have more severe heart disease; even so, low heart rate recovery predicts death in people with diabetes and in people with severe heart disease.
• Heart rate recovery is lower in older adults, and predicts death in older adults.
• Heart rate recovery is lower in people who are poor (in terms of money).  We thought this might be true because some scientists think that people who are poor may suffer from problems with their nervous systems.  Our finding may help us understand why poor people have higher risks of early death.
• We found that extra heart beats after exercise also predicts death.  This finding may shed light on why people with low heart rate recovery have a higher risk of death: their nervous system problems may increase the risk of electrical problems with their hearts.   

This page last updated on: October 5, 2022

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Progress Reports

Many National Institute of Mental Health (NIMH) grants are funded for more than one year. If your grant is funded for more than one year, you must complete an annual progress report—also known as a Research Performance Progress Report (RPPR)  . All progress reports for NIH grants must be submitted electronically using the RPPR module in eRA Commons (see the NIH Office of Extramural Research RPPR webpage  for details). Progress reports document recipient accomplishments and compliance with the terms of the award. There are three types of RPPRs, all of which use the NIH RPPR Instruction Guide  .

• Annual RPPR – Used to describe a grant’s scientific progress, identify significant changes, report on personnel, and describe plans for the subsequent budget period or year.
• Final RPPR – Used as part of the grant closeout process to submit project outcomes in addition to the information submitted on the annual RPPR, except for budget and plans for the upcoming year.
• Interim RPPR – Used when submitting a renewal (Type 2) application. If the Type 2 is not funded, the Interim RPPR will serve as the Final RPPR for the project. If the Type 2 is funded, the Interim RPPR will serve as the annual RPPR for the final year of the previous competitive segment. The data elements collected on the Interim RPPR are the same as for the Final RPPR, including project outcomes.

NIMH must approve the progress report before funds can be released for the next budget period.

The focus of this page is R01 annual progress reports, but in most cases, the information on this page also applies to any NIMH grant mechanism requiring a progress report. Some mechanisms allow the use of the Streamlined Non-Competing Award Process (SNAP). 

On this page:

What should be included in a progress report?

Can i use a snap (streamlined non-competing award process), when are progress reports due, how are progress reports reviewed, forms and instructions.

Applicants should refer to the RPPR instructions for detailed instructions for all sections required for the progress report. The following is helpful information about select required items.

Section B: Accomplishments

The RPPR Accomplishments section allows NIH to assess whether satisfactory progress has been made during the reporting period. Including:

• What were the major goals and objectives of the project?
• What was accomplished under these goals?
• What opportunities for training and professional development did the project provide?
• How were the results disseminated to communities of interest?
• What do you plan to do during the next reporting period to accomplish the goals and objectives?

Program officers look to this section for critical information concerning the project's continued viability. Please note that you should report ONLY research progress directly related to the grant in question. The Progress Report should NOT summarize all of your lab's research activities from the past year. 

Section C: Products

section allows NIH to assess and report publications and other products to Congress, communities of interest, and the public. In this section, the recipient will report on the following:

• Publications, conference papers, and presentations
• Website(s) or other Internet site(s)
• Technologies or techniques
• Inventions, patent applications, and/or licenses
• Other products, such as data or databases, physical collections, audio or video products, software, models, educational aids or curricula, instruments or equipment, research material, interventions (for example, clinical or educational), or new business creation

Citations may be sent by providing links to a journal. You can also link to your manuscripts from the National Library of Medicine's  PubMed Central   website. As a principal investigator, you can upload your manuscripts at  NIH Manuscript Submission   or have others submit them on your behalf.

Program Directors or Principal Investigators (PD/PIs) and recipient organizations are expected to make the results and accomplishments of their activities available to the research community and the public at large. For additional information, please see NIH Sharing Policies  . If the initial research plan addressed or the terms of award requires a formal plan for sharing final research data, model organisms, Genome-Wide Association Studies data, or other such project-specific data, describe the progress in implementing that plan.

Non-Compliant Publications

Publications that fall under the NIH Public Access Policy and are non-compliant must be reported. NIH awardees are responsible for public access compliance with all publications in section C1. Generally, it takes weeks to bring non-compliant publications into compliance; PD/PIs are advised to do so as soon as possible to ensure their award is renewed promptly. For more information, see Managing Compliance with the NIH Public Access Policy  in My NCBI and the NIH Public Access website.

Section D: Participants

Provide or update the information for PIs and each person who has worked at least one person month per year on the project during the reporting period. Provide the name and identify the role the person played in the project. Indicate the person’s months, rounded to the nearest one-tenth that the individual worked on the project. Section D also includes Personnel Updates regarding effort changes, new key personnel, and any changes in other support.

Section F: Changes

Significant changes in objectives and scope require prior approval of the agency.

This section describes significant deviations, unexpected outcomes, or changes in approved protocols for human subjects, vertebrate animals, biohazards, and/or select agents during the reporting period.

Changes in Human and Animal Subject Usage

You are required to seek approval for any significant change in the use of human or animal subjects. This includes a change or addition of an animal species to your protocol.

You may not engage in research involving human subjects without express approval from NIMH. If your original grant application did not propose the use of human subjects, you must contact your program officer and request permission before using grant funds to support such research. Do not report your research activities involving human subjects if the grant did not directly support that research.

Section G: Special Reporting Requirements

Human subject inclusion enrollment reporting.

If your grant has proposed using human subjects, you must update the inclusion enrollment with the total cumulative enrollment data collected to date on the inclusion enrollment report(s) for each study record. Recipients may have more than one inclusion enrollment report.

Each inclusion enrollment report must have a unique title. If new clinical studies have started and planned enrollment was not previously provided, create a new Planned Enrollment record in the Human Subjects System (HSS).

Recipients are required to access HSS to update inclusion enrollment reports. Recipients can access HSS through the Human Subjects link in the RPPR or the eRA Commons Status page. Inclusion enrollment data updates must be submitted in the Human Subjects System before submitting the RPPR.

SECTION III – STANDARD TERMS AND CONDITIONS of the Notice of Award indicates if the grant is subject to SNAP.

Annual RPPR due dates:

• Streamlined Non-Competing Award Process (SNAP) RPPRs are due approximately 45 days before the next budget period start date.
• Non-SNAP RPPRs are due approximately 60 days before the next budget period start date.
• Multi-year funded (MYF) RPPRs are due annually on or before the anniversary of the budget or project period start date of the award.
• The exact start date for a specific award may be found in the grants status in eRA Commons.

Interim and Final RPPR Dues Dates:

• 120 days from the period of performance end date for the competitive segment

NIH will send an email notification two months before the due date, and you will receive another notification two weeks after the deadline if you still haven't submitted the report. It is your responsibility to submit these reports on time.

A late progress report can delay and possibly reduce your award.

Unlike the initial funding request, non-competing continuation applications (i.e., progress reports) are NOT peer reviewed. Instead, an administrative review is done by NIMH staff. This review is done in parallel by the program officer and the grants management specialist assigned to your grant.

The program officer is responsible for assessing the scientific progress of your grant. The Grants Management Specialist conducts a fiscal and regulatory review. Both must agree before the progress report is approved and ready for the next funding period.

There is no RPPR form available for download. Submit RPPR data through the eRA Commons  . The links for each type of RPPR are accessed through the Commons Status tab.

Learn more in the NIH RPPR Instruction Guide  .

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Equity in Grant-Making: A Review of Barriers and Strategies for Funders Considering Improvement Opportunities

Publication info, research methodology, description.

In 2023 the Chief Evaluation Office partnered with the Employment and Training Administration (ETA) to fund a study focused on exploring approaches to measure and increase equity in ETA’s discretionary grant-making programs. This study sought to explore how grant-makers – such as Federal agencies, State and local government agencies, and philanthropic organizations – define, assess, and increase equity in their grant-making process.

This study explores research and strategies related to equity in the discretionary grant-making process based on a review of publicly available literature and Federal agency Equity Action Plans as well as interviews with Federal and philanthropic grant-makers. The report describes how funders define equity in the context of awarding grants, common barriers and promising action steps to increase equity in each stage of the grant-making process (pre-award, collection of applications, funding of awards, and post-award), and measurement strategies to help funders track their progress.

This report can support a variety of grant-makers examining equity, whether at government agencies (including at Federal, State, and local levels) or foundations. Recognizing that grant-making organizations vary in size, policy area, and scope, the study team provides findings and suggestions that funders can tailor to meet their context and goals. The findings focus on domestic (U.S.-based) grant-making, though international or transnational grant-makers may also find useful insights.

Key takeaways include:

• When selecting strategies to increase equity, grant-makers may invest time and resources to communicate the new approach to potential applicants and build trust, particularly with organizations and groups that provide services to underrepresented communities. For example, reviewed resources encourage funders to expand the networks they use to announce new funding opportunities and participate in community events. These trust-building activities may encourage new organizations to apply for grant programs and create space to provide feedback on challenging or inequitable aspects of the grant-making process. 
• Study interviewees also emphasized the value of continued internal communications with funding staff to build organizational motivation to implement and refine equity initiatives. Communication efforts include describing goals and progress, holding training sessions to increase awareness of action steps, and sharing tools to streamline implementation and affect change. 
• By implementing strategies to increase equity in grant-making, funders take a critical step toward addressing systemic inequities in the type of organizations, individuals, and communities that receive grant funding.