Southern SARE requires an annual report for each year the project is open, and a final report, which is due 45 days after the project ends, along with any outreach materials that were developed. These reports are stored in the SARE projects database and are accessible to the public for searching, review and use.
Annual reports are due by April 1 every year the grant project is active, except for the year a grant project is scheduled to end. Final reports are due 45 days after the project ends. Reports are reviewed by the relevant regional SARE office before being posted to the SARE website. Be sure to submit your reports on time.
Late annual or final reports will result in subaward invoices being held for payment until the delinquent report is received and approved. If the PI has more than one subaward, all invoices for the PI’s active subawards will be held until the delinquent annual and/or final reports are submitted and approved.
The SARE Grant Management System is a progressive style of reporting, which means you can log into your project at any point during the duration of your grant to update information related to project participants, research updates/results, outreach activities and project products. The reporting system is the same regardless of what type of grant you have received.
This video provides an overview of grant reporting requirements and the process for updating grants in the Southern Sustainable Agriculture Research and Education Program’s Grant Management System.
The online reporting system is divided into the following sections:
- Abstract: Provides details about what your project was about and the results.
- Project objectives: The objectives of your project outlined in your proposal.
Individuals who play a significant role in conducting project research and educational activities.
Provides a detailed description of project design, research methods and materials, and all research findings.
- Materials and methods: Describes the process involved in conducting the project and the logic behind the choices you made.
- Number of farmers who participated in the research
- Results and discussion: What results did you achieve and how were they measured? How do the results compare with conventional systems previously used?
Educational and Outreach Activities
These can include consultations, factsheets, curricula, on-farm demonstrations, online trainings, published articles, tours, webinars or workshops. The information includes the number of farmers/ranchers and the number of agricultural professionals who participated in the activity.
Describes how farmers or others who participated in the project gained knowledge, attitude, skills and/or awareness as a result of the project.
Describes and assesses how your project has affected agricultural sustainability or will contribute to future sustainability. It includes the number of farmers who changed or adopted a practice, number of new working collaborations and any recommendations for future study.
An optional aspect of project reporting that allows you to list those who participated in educational or research activities for post project evaluation.
Project products may be added to the report. These are outreach materials that have been developed as part of the grant project. They can include publications, photos, videos, manuscripts, presentations, fact sheets, bulletins, case studies, surveys, or any other information that would be useful for audiences. An image release form must accompany the report if photos, videos, or other multimedia products depicting minors are part of annual and/or final reports.
Some Basic Tips to Submitting Reports
- You can write your report directly in the editor or cut and past text from Word or other word processors into the report.
- Links may be inserted into the text, but external links often lead to broken links. We recommend uploading related content when possible instead of linking offsite.
- Tables can be created using the editor's table feature or copied and pasted from Word or other word processors.
- Images or graphs added to the body of your report will display inline with the text. Figures and graphs must be converted to images and saved as a JPEG, GIF or PNG file to display as images in the report.
- Information products should be uploaded when possible. Maximum file size is 150 MB. Refer to the help instructions for allowable file types.
If you run into problems submitting your reports or products, contact firstname.lastname@example.org.