PI Handbook

Here we give basic reporting information and FAQs for our funded projects.

Reporting-Sustained Projects

Sustained Projects:

 Work Plans and Progress Reports:
The Work Plan is due in February of each year, and the Progress Report is due in October unless otherwise notified by Program Managers.

For all OOMD awards:

See Guidelines (below) for instructions on how to prepare and submit your report. The lead PI is responsible for sending a report on behalf of all project collaborators to climate.observation@noaa.gov. If there are any issues with the information in the table, please notify Emily Smith (emily.a.smith@noaa.gov). Please note that final reports will be posted on the public-facing OOMD website.

  • Submit one report inclusive of entire project team’s activity submitted by the lead PI
  • Send e-mail to climate.observation@noaa.gov in addition to submitting to the PM
  • Follow report preparation and submission guidance in section 1 “Work Plan”
    • Include bulleted list of accomplishments
  • Read through guidance in section 4 “Frequently Asked Questions” before contacting program staff

Work Plan Guidelines (see template)

The work plan should be one single file (MS Word only)

When emailing the report (climate.observation@noaa.gov), please state PI name and Report Year in the subject line.

Length and Style: Limit your work plan to no more than 8 pages beyond the Project Summary, plus figures, tables, a timeline, and an additional cover page. Highly complex projects containing many components may require more space.  If additional space is required, please discuss this with your program manager and exercise restraint in length. Use Times New Roman, 12pt font size, left justified for the text in the main body of the report, and blocked paragraphs (no indent) with a blank line between them. Use the work plan template on the next pages (delete this first page and overwrite the instructions under each heading).  Please submit your report files as .doc files instead of pdfs.

The report must include the following elements:

  1. Project Summary
  2. Work Plan and Deliverables
  3. Budget Synopsis

Progress Report Guidelines (see template)

The report should be one single file (MS Word only)

When emailing the report (climate.observation@noaa.gov), please state PI name and Report Year in the subject line.

The report must include the following elements:

  1. Project Summary--The objective of the project summary is to explain NOAA’s investment in your project.
  2. Scientific and Observing System Accomplishments--This section should be written as a narrative that informs in greater depth on issues and findings than statistics provide.
  3. Outreach and Education
  4. Publications and Reports
    1. Publications by Principal Investigators
    2. Other Relevant Publications
  5. Data and Publication Sharing
  6. Project Highlight Slides

Reporting-Competitive Grants

Annual Reports and Progress Reports:

Send e-mail to climate.observation@noaa.gov in addition to submitting to Grants Online.

In addition to emailing their report to the Program Managers, grantees MUST also submit their report via the NOAA Grants Online system. The Program Manager cannot approve your continuation of funding without the Grants Online report submission and approval. The Grants Online System will send an automated report request to a representative at the grant recipient organization 30 days before the official due date (note: Grants Online due dates may differ slightly from those in the table included here; please consider the Grants Online due dates as official). Grants Online will continue to send emails regarding your report notifying all relevant parties in your organization and at NOAA that your report is delinquent and your funding continuation will not be processed.

For grants, please note the grant ID # (NA...) in the subject line of your e-mail. Please note that final reports will be posted on the public-facing OOMD website.


No-cost Extension Requests
If a PI would like to request a no-cost extension (NCE), he must have his authorized representative perform the following task.

  • Access grants online (GOL).
  • Create an award action request (AAR)
  • Select the AAR for the no-cost extension. The recipient should select the one that states "prior approval waived"
  • Keep in mind that PI doesn't have access to this function.  He must ask his Authorized Representative to submit this action to the Federal Program Office.
  • The action must be completed and submitted 30 days prior to the end of the grant award.
  • Failing to correctly submit a No-Cost Extension request will result in the expiration of the award and the closure of any leftover funds by NOAA’s Grants Management Division. For all awards, also send the request directly to the responsible Program Manager. A second no-cost extension may be granted in view of exceptional circumstances at the discretion of the Program Managers.

Journal Publications from Funded Projects

Send advance notice 2-3 weeks before major papers are published to your PM and to climate.observation@noaa.gov

Acknowledgements
We request that you acknowledge OOMD program support (including the award number, if applicable) in all publications supported by OOMD. A suggested statement: “This study was supported by NOAA’s Climate Program Office’s Ocean Observing and Monitoring Division.” 

Compliance with the Public Access to Research Results (PARR)
All materials published after October 1, 2015 by NOAA employees (both federal and contract workers) or research funded by NOAA are required to be included in the repository.  For more information on what documents the library accepts for the repository, please visit our NOAA IR Document Policy.

NOAA authors- federal employees and contractors- may submit their publications for inclusion in the Institutional Repository through the NOAA Institutional Repository Submission Page . Authors who received NOAA funding and do not have a NOAA.gov email address may submit their publications by email to noaa.repository@noaa.gov.

Prior notice for major papers and events
Send OOMD program management (climate.observation@noaa.gov) notice of upcoming major papers (and press releases) for OOMD funded work 2-3 weeks prior to their publication date (this is intended for major findings or papers in journals like Science, Nature, etc.). Such publications will be promoted to NOAA leadership and in some cases, to Department of Commerce or Executive Branch offices.

Also give us prior notice for any other major events of relevance to your OOMD project (special sessions/meetings that you are convening, special issues that will appear, etc.) that demonstrate your OOMD work and accomplishments.

If we receive prior notice we are able to alert CPO and OAR communication offices in a way that ensures maximum coverage for your papers/events. Also, please let us know if your work/event receives news coverage so we can highlight such coverage on the OOMD webpage and in the newsletter.

FAQs

This informal guidance regarding administrative issues is based on program management’s past experience. However, NOAA’s current rules and regulations and special award conditions will take precedence if different from what is stated in this document.

General
I am having trouble accessing my Grants Online account or performing actions on this account; whom should I contact?
You should call the Grants Online Help Desk at 1-877-662-2478.

I need to re-budget some of the costs for my award; whom should I contact?
For grants, you should submit an award action request (AAR) through Grants Online to rebudget. This request should include a new budget table, a new budget description, and a letter explaining the need for and nature of the budgetary change and a statement ensuring that the rebudgeting will help and not interfere with the team meeting the project’s objectives.


Reports 
What is the process for submitting a report?
Anyone who receives funding of any non-zero amount from the OOMD program, whether they are federal or non-federal staff, are required to submit a report on annual accomplishments. Note that all report requirements including formatting and content, described elsewhere in this document, pertain to all of the following. Here are the explicit submission process expectations:

  • If you are a federal project lead -- It is your responsibility to submit a comprehensive report covering your and any related co-investigators work to climate.observation@noaa.gov.
  • If you are a non-federal project lead -- It is your responsibility to submit a comprehensive report covering your and any related co-investigators work to Grants Online and also to send that report to climate.observation@noaa.gov.
  • If you are a federal co-investigator (but not project lead) -- It is your responsibility to contribute to the report the lead investigator is preparing for the project. You do not have to submit a report to Grants Online or by e-mail.
  • If you are a non-federal co-investigator (but not the project lead) -- It is your responsibility to contribute to the report the lead investigator is preparing for the project, and to submit that identical report to Grants Online to fulfill your reporting requirements. You do not have to submit the report by e-mail.

I have questions regarding how to prepare and submit my progress report, due dates or any other information in the table; whom should I contact?
You should contact your Program Manager (see list below).

My award is a grant. How many progress reports should I expect to submit?
Generally, for 3-year grants there is a first progress report 9 months after the start of the project, a second year progress report 12 months after that, and a third progress report 12 months later. A Final Comprehensive report is due 3 months after the end of the project. This may be different for particular awards.

What happens if I don’t submit a report for my grant?
Grants Online will continue to send emails regarding your report notifying all relevant parties in your organization and at NOAA that your report is delinquent and your funding continuation will not be processed.

Failure to submit required reports is subject to enforcement action by NOAA and may impact the eligibility of your institution to receive future funding.

My project is funded through a Cooperative Institute (CI); do I still need to submit a report directly to the OOMD program?
Yes, we ask that you submit a report according to the instructions in this document in addition to any report prepared for your respective CI, following any special award condition requirements.

Continuation of Funding and requesting No-cost Extensions
I have submitted my report but I still have not received continuation of funding for my project; whom should I contact regarding my funding?
After you submit your progress report, it may still take several months for the funding to arrive at your institution. You can contact Diane Brown (diane.brown@noaa.gov) for information regarding the status of funding for your project.

I asked for a no-cost extension before the deadline. This was approved, but I still don’t see a change in the project duration in Grants Online; why is that?
There may be a lag between the no-cost extension approval and the change in the final date of the project in the Grants Online System. Ask the program manager responsible for your award to double check that the no-cost extension has indeed been approved and if so, just wait for it to appear in Grants Online. You can also call the Grants Online help desk with questions.

I asked for a no-cost extension after the deadline; is this likely to be approved?
No, no-cost extension requests that are made after the prior 30-day deadline will not be approved.
 

Contact Us

 

To email the entire OOMD staff use: climate.observation@noaa.gov

David Legler (Division Chief), david.legler@noaa.gov

Monique Baskin (Arctic Program Manager) monique.baskin@noaa.gov

Steve Piotrowicz (Oceans Program Manager) steve.piotrowicz@noaa.gov

Emily Smith (Oceans Program Manager), emily.a.smith@noaa.gov

Kathy Tedesco (Oceans Program Manager), kathy.tedesco@noaa.gov

Sid Thurston (Oceans Program Manager), sidney.thurston@noaa.gov

James Todd (Oceans Program Manager), james.todd@noaa.gov



 

CPO Administrative Staff

Diane Brown (Grants Administration Team Leader), diane.brown@noaa.gov

Grants Online: https://grantsonline.rdc.noaa.gov

Grants Online Help: Toll free: 1-877-662-2478 | Local (DC area): 301-444-2112 | Email: GrantsOnline.HelpDesk@noaa.gov | Hours: Monday-Friday, 8:00 am to 6:00 pm Eastern

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