Revised Progress Report Template

Candice Beaubien, MPH, NIAID

Kimberley S. Hagen, EdDAssistant Director, Emory CFAR

Progress Report Purpose:

• To Help NIH– Assess your CFAR’s progress

• To Help You– Collect information shown to be significant in

competitive review

• To Help All of Us– Justify continuing and EXPANDING the CFAR

program

The New Template…

• Allows for analysis of information across CFARs

• Focuses on NEW progress and plans

• Reduces redundancy

• Eliminates unnecessary information

• Makes it easy for an NIH reader to locate desired information within and across reports

Use to Date

• 13/18 (72%) CFARs have used the new format

• Information has been used to generate interest from the National Institute of Diabetes, Digestive and Kidney Diseases (NIDDK) about becoming a funding IC

Writing Rules of Thumb

• Be brief:– The worth of your progress report is NOT

graded by the pound.

• Only report new information: – Recycle trash, not progress report information

• Spell out the value added:– CFARs provide sizzle … sell it!

Definitions

• Project Period:– Three (D-CFAR) to five years of funding from NIH

• e.g. “3rd” project period

• Project Year: – CFAR fiscal year, counted from year of first funding

• e.g. “YR09” (aka 1st year of 3rd project period)

• Reporting Period:– Period of time since last progress report was submitted

• This will be offset from your project year by 2 months

• CFAR User:– Faculty level recipient of CFAR Core services– Non-faculty level international recipient of Core B services

Progress Report Template:

Appendix

Appendix A

• Replaces the FRB Excel Table• Adds columns that categorize the services provided by

each Core supporting a particular FRB project

p. 3

Appendix B• Quantifies Core support for all CFAR users• New: Reduction in Investigator categories from last year

Categories: (NIH FUNDING) 1: NIH AIDS PIs2: NIH PIs – Non AIDS3: NIH New Investigators4: No direct NIH funding history

(SPECIAL EMPHASIS) 5: Core B users6: NIH CFAR supplement recipients7: Underrepresented groups in AIDS research8: Women

p. 4-6

Appendix C• Includes materials from all CFAR-wide and Core-specific

advisory committee meetings, as appropriate– Agendas– Reports– Other (but only if it is really important to include!)

p. 7

Appendix D• Describes the purpose of CFAR-sponsored events• Personalize to fit your CFAR. Only required information is:

– NEW: Roles played by collaborating Cores/SWGs– Number of people attending an event– Number of people affiliated with CFAR attending an event

p. 8-9

Appendix E.1• Describes all Core B activities• Personalize tables to fit your Core B foci

p. 10-12

Appendix E.2• Provide abstracts for previously unreported awards

– Internal to Core B– NIH Administrative Supplements

• Do NOT include abstracts from projects completely external to the CFAR / NIH CFAR– even if Core B assisted during application development or

conducted the review

p. 13

Appendix E.3p. 14-17

• Submit as an Excel table, emailed to Candice with progress report

- Use proper format for award dates (mm/dd/yyyy)- “Funding (Total Cost)” = Direct Cost + Indirect Cost

(if applicable) over total project period- Only list related awards occurring after CFAR award date- Only list related awards for which awardee is PI or Co-PI

Analysis of 2011 Report Submission

• Parameters of analysis– Only included 2000-2010 for current CFARs– Pending awards and publications were not included in analyses– Travel and infrastructure awards excluded– Defunded and terminated pilot projects were excluded

• Caveats to the data– Data underreported– Need to keep track of supplements to show outcomes– No validation of non-NIH awards

• How do CFARs follow up with previous awardees, especially investigators who leave the CFAR institution?

Appendix E.4

• Interim and Final progress reports– One page max per report

– Do not include reports for any project completely external to the CFAR / NIH CFAR

 

p. 18

Appendix E.5

• Current copies of funded award regulatory documents– These include:

• International clearance • IRB approval or exemption • Targeted/planned enrollment report, inclusion report • IACUC • Biohazard

– Put internal Table of Contents in first page to help readers navigate appendix E.5

• If IRB approval is covered under another study, clarify that in the TOC

Alphonse Mephisto, MD, PhDNutritional Requirements of Vegan-Carnivore Chimera IACUC approval (covered under Dr. Moreau’s SCREAM P30 grant)………………………[p. X]

p. 19

Appendix F• Simplified “Table 3”: Now describe all activities of a particular

Science Core in a single table– Provide information about Core user and funding source– Characterize the Core activities provided

• Consulting • Services• Equipment / Space • Training• Materials

• Q: How do we measure “Core Utilization?”

p. 20-21

Appendix G• Include dates: SWGs are assumed to be transient• Describe member expertise and involvement with SWG

p. 23

Appendix H• All other (important) materials not included elsewhere• Delete this appendix if not needed

p. 22

Progress Report Template:

Narrative

Table of Contents

• Standard organizational structure for each section:I. Information from Current Reporting Period

II. Plans for Next Reporting Period

III. Publications (omit for Core A)

• Order:– Core A– Core B– Science Cores– SWGs– Proposed Cores– Proposed SWGs

p. 4-5

Director’s OverviewI.A: Summary of people and projects supported over time

– Record, by project period and project year:

p. 6

Director’s Overview

I.B: Summary of people and projects supported this year

p. 7

Director’s Overview

• Value Added examples required for sections:I.C: Inter-/Intra-/Extra- CFAR Synergy (ALL examples reported here)

I.D.1: To women and underrepresented groups in AIDS research

I.D.2 - I.D.3: To NIH Institutes and Centers

• Value Added example components– BRIEF description of the activity– What the CFAR contribution was– The outcome

p. 8-10

1.

2.

3.

Director’s Overview

• I.F: Changes made during current reporting period:– That have already taken place – and have not been reported in a previous report

• II: Plans for next reporting period– Summarize strategic planning process leading up to next year– Bullet point list of major changes that came out of strategic

planning, referencing the Core where details may be found

• III: Brief list of most significant publications– Exception to no redundancy rule: Items on this list WILL

duplicate the top pubs reported in the Cores– Divide list into:

• Those that acknowledge the CFAR base grant number• Others

p. 11-12

Core A

• I: Information from current reporting periodA. Summary of CFAR-sponsored activities

• high impact highlights from items included in Appendix D

B. New progress in meeting Core A specific aims • 1-3 examples for each aim

C. Other Core A achievements• as appropriate

D. Changes to Core A that were made during current period• describe impetus for and benefits of each change to leadership, specific

aims, activities, policies & procedures, other)

A. II: Plans for next reporting periodA. Based on advisory committees, user feedback, and/or Core

evaluation– Based on other impetus

p. 13-14

Core B

I.A: Quantify Core B users and projects

p. 15-16

Core B

I.A: Provide a snapshot of Core B activities– Funding, Mentoring, Other…– Details go in Appendix E.1

p. 16-17

Core B

I.B: Recruitment, retentions, and promotions– Clarify CFAR Value Added component #2 (what the CFAR’s

contribution was [to a recruitment, retention, or promotion])

I.C: Progress in meeting Core B specific aims– Provide 1-3 examples for each aim

I.D: Other Core B achievements– This is a good place to discuss support for members and other

people who don’t “count” as CFAR Users • e.g. post-docs, grad students, undergraduates, community members

– Provide all 3 components for each I.D Value Added example• 1) Description of situation, 2) CFAR contribution, 3) Outcome

I.E: Changes to Core B that were made during current period• describe impetus for and benefits of each change to leadership, specific

aims, activities, policies & procedures, other)

p. 17

Core B

• II: Plans for next reporting period– describe the change, impetus, and anticipated effect

• III: List of new publications Core supported work– Divide list into:

• Those that acknowledge the CFAR base grant number• Others

p. 19

Science Cores

• I.A & I.B: Summary of Projects Supported– Each project referred to in a Core’s most recent year entries should

be fully described in that Core’s Appendix F• E.g. Appendix F.6: Core H

Narrative p. 20-22Appendix p. 20-21

Science Cores• I.A & I.B: Summary of People supported

– Each individual served by the Core at least once in the current period should have that Core marked in Appendices B1-B8.

Narrative p. 21-22Appendix p. 5

Science Cores• I.B cont.: New: Describe the Core’s “top” projects

– Defined as those that either took the most Core effort was the most scientifically significant or both

p. 22

• I.C: New: Examples of inter-/intra-/extra-CFAR synergy– All examples go in the Director’s Overview– In Core sections write one of the two sentences below:

– “Please see the Director’s Overview (section I.C) for examples of the Core’s synergy.”

– “The Core has no examples of synergy that are new since the last progress report was submitted.”

Science Cores• I.D: Progress in meeting Core specific aims

– 1-3 most significant examples for each aim

• I.E: Other Core achievements– As with Core B, this is a good place to discuss support for

members and other people who don’t “count” as CFAR Users • e.g. post-docs, grad students, undergraduates, community members

– Provide all 3 components for each I.D. Value Added example• 1) Description of situation, 2) CFAR contribution, 3) Outcome

• I.F: Program Income– Definition of “program income” [Ann… need help on this]

• I.G: Changes to Core in current reporting period– As in Cores A & B, describe impetus for and benefits of each

change to leadership, specific aims, activities, policies & procedures, other

p. 22

Science Cores• II: Changes to be implemented in next reporting period

A. Based on input from advisory committees, user feedback, and/or Core evaluation

B. Based on other impetus

• III: New publications – Describing work supported by the Core– Include PMCID # if available– Divide into two lists:

• Acknowledges the CFAR• Other

p. 23

Current SWGs• I.A: Information from Current Reporting Period

p. 24-25

• I.B: Examples of synergy— Refer to Director’s Overview or state no new examples

• I.C: Progress in meeting SWG goals— For each, include outcome measure and degree met

• I.D: Other SWG achievements— Value Added examples: include all 3 components

• I.E: Changes made during Current Reporting Period—Describe change, impetus, and anticipated effect

Current SWGs

• II. Plans for next reporting period– Duration: How much longer is SWG expected to exist?– Termination: What event will signal the SWG is ready to

terminate?

• III. Publications– Acknowledging the CFAR– Other

p. 25

New Cores• A. Justification

– Purpose of Core– Process of, and rationale for, deciding to add the Core– Value Added the Core will provide

• B. Key Personnel– Attach 4 page biosketch for each person listed

• C. Specific Aims– Include an objective/subjective measure of success for each

• D. Activities– Consultation, Shared Equipment, Shared Space, Materials, Develop– mental Services, Requested Services, Training

• E. Performance Sites• F. Available Resources

– Facilities– Environment– Major equipment

p. 26-27

New SWGs• A. Justification

– Purpose of SWG– Process of, and rationale for, deciding to add the SWG– Value Added the SWG will provide

• B. Key Personnel– Attach 4 page biosketch for each person listed

• C. Goals– Include an objective/subjective measure of success for each

• D. Activities– Including planned interactions with CFAR Cores. For example:

• During SWG planning• During SWG-related application planning• During implementation of SWG-related studies

p. 28