DOE F 241.3 (10-01)

OMB Control Number  1910-1400  OMB Disclosure Statement on  last page of instructions

INSTRUCTIONS FOR DOE 241.3 FORM

Purpose:

DOE 241.3 Form provides the Department of Energy (DOE) information required to appropriately identify, process, and/or announce and disseminate the results of work funded by DOE.

 

Who uses this form:

DOE Financial Assistance Recipients/Non-Major Contractors should complete the form and submit it along with the scientific and technical report or product via E-Link to the DOE Contracting Officer. It may be of benefit to have the DOE recipient/contractor agreement available for reference in completing this form.

 

When to use:

Submit a DOE 241.3 Form with each scientific and technical report or product being submitted to DOE.

 

Contact Information:

Recipients and contractors should contact the DOE Contracting Officer as indicated in your award document. For general information or assistance with E-Link, fill out our Contact Us form.

 

Data Fields and Information about DOE 241.3 Form

Part I: STI PRODUCT DESCRIPTION

1. STI PRODUCT IDENTIFIERS
    
   1. Report/Product Number(s) - To assist in providing meaningful search results, it is recommended that every product published by the originating organization be assigned a standard product/report number that contains some unique identifier that can be traced to the site of origin. The report number prefix should be formed using 'DOE' and the final seven characters (two letters and five digits) from the applicable contract or grant number followed by a unique suffix (e.g., if the DOE contract/grant requires 3 different technical reports, the suffix would identify the sequence of the particular report/product (1, 2, or 3) being submitted). If there are multiple volumes or parts, additional numbers or letters may also be added to the suffix number. Example: For award number AC02-01FE11111, report number for first of three reports would be DOE/FE/11111-1.
   2. DOE Award/Contract Number(s) - This is a required field. Enter the DOE award/contract number exactly as provided in the award document. The format should always be: two alphabetic characters, two numeric characters, a dash, two-digit year, two alphabetic characters, and a five digit number.
      Examples: FG11-96EK82252, FC25-96EU50430, and AC02-94RS12345.
   3. Other Identifying Number(s) - Additional unique identifying numbers associated with the scientific and technical report/product may be provided (e.g., CRADA numbers, Non-DOE contract numbers, as well as additional DOE award/contract numbers related to the report/product). More than one other identifying number may be provided. Multiple numbers are separated with a semicolon and a space.
2. RECIPIENT/CONTRACTOR (ORGANIZATION) - This is a required field. Provide the name and location of the organization that performed the research or issued the scientific and technical report/product. More than one organization may be provided; separate multiples with a semicolon and a space. Example: University of Tennessee, Knoxville, TN
3. STI PRODUCT TITLE - This is a required field. Provide the title exactly as given on the product itself, including part, volume, edition, and similar information.
4. AUTHOR(s) - This is a required field. Enter the name of the person responsible for writing the report, performing the research, or credited with the content of the report. The form of entry is the last name, first name, middle initial, and additional qualifiers separated by commas, e.g., Smith, Richard, T., Jr. More than one author may be provided; separate multiple entries with a semicolon and a space. If an author does not exist, the word "None" should be entered. Examples: Jones, T.M.; Markay, Arthur R., III; Fields, J.M., ed.
   • Author(s) E-mail Address(es) - This is a required field. Provide the e-mail address for each author. Multiples may be provided; they should be listed in the same order as the authors (Part I. D.) and should be separated by a semicolon and a space.
5. STI PRODUCT TYPE - This is a required field. Select one of the following product types that best describes the product. Refer to the award document for the type which should agree with the technical reporting requirement identified in the reporting requirements checklist; federal assistance reporting checklist; or in the statement of work if the product is a required deliverable that warrants accountability.
   • Technical Report - Identify the type of technical report provided.
     
   • Conference Paper/Proceedings - Provide all available conference information (title, location, and dates, as well as sponsoring organization). An agenda alone is not sufficient for announcement. Also provide any associated journal information for this conference, if applicable.
     
   • Journal Article - Select one of the following and provide all available journal article information:
     • Full-Text - Submission contains both citation data and full-text of the journal article. Full-text can be either a pre-print or post-print, but not the copyrighted article.
     • Announcement Citation Only - If providing journal citation data, but full-text article is not being uploaded.
   • Other - Excluding software products, please specify other types of STI products not listed here. Example: thesis. Use the DOE F 241.4 for software products.
   Availability - Refer requests to [if applicable]. For example: a URL with additional help or contact information about this document.
6. STI PRODUCT ISSUE DATE/DATE OF PUBLICATION - This is a required field. Specify the date the document was published, either in format mm/dd/yyyy (example: 01/01/2001), or in format yyyy (example: 1995). If you use the yyyy format, use the drop-down menu to input additional date information.
7. STI PRODUCT REPORTING PERIOD - Specify the beginning and ending dates of the period covered by the STI product. Format is mm/dd/yyyy. Example: 01/01/2001
8. SPONSORING DOE PROGRAM OFFICE - Select the name or acronym of the DOE program office (e.g., Office of Science or SC) providing the funding for the work described in the STI product from the list provided. For projects funded by more than one program office, indicate all sources of the DOE funding in descending order of dollar amount of funding appropriated. Separate multiple program offices with a semicolon and a space. If no sponsoring DOE program office is provided, "DOE" will be the sponsor.
9. SUBJECT CATEGORIES - Select one or more categories from the list provided. Select them in order of relevance to the product. Please review the current list of subject categories and their definitions at Authorities-->Subject.
   • Keywords - These are phrases identifying major concepts in the STI product. More than one keyword may be entered; separate multiple keywords with a semicolon and a space. To fill this field, you can cut and paste from any word processing file.
10. DESCRIPTION/ABSTRACT - Provide a clear, concise, and publicly releasable English language summary of the information content of the STI product. The abstract length should be no more than 5,000 characters. To fill this field, you can cut and paste from any word processing file. Copying or pasting text from any word processing file should be of the UTF8 character set. If your text includes any special characters please confirm that no erroneous text was added after the pasting.
11. INTELLECTUAL PROPERTY/DISTRIBUTION LIMITATIONS - This is a required field.  STI products should be written for public release; therefore, STI products should not contain proprietary, classified or any information subject to export control. Recipients/contractors are responsible for notifying their DOE contracting officer if the document contains any other type of data before submitting to the DOE address in the award document.
    • Unlimited Announcement - The unrestricted, unlimited distribution of the product will be made publicly available. The government assumes no liability for disclosure of such data.
    • Copyrighted Material - A copyright restriction on part or all of the contents of the STI product may affect the reproduction and distribution of the product by DOE/OSTI. Any restriction as retained in the award document must be specified.
    • Patentable Material - Provide all applicable patent information.
    • Protected Data - You must also select CRADA or cite the data clause paragraph in your award document which allows trade secret like protection (e.g. Energy Policy Act (EPAct), clean coal, electric vehicles, steel initiative, etc.). Then, specify the release date which must be no more than five years.
    • Small Business Innovation Research (SBIR ) Data - Specify the release date which should be no more than four years from the date that the STI product was provided by DOE to OSTI.
    • Small Business Technology Transfer ( STTR ) Data - Specify the release date which should be no more than four years from the date that the STI product was provided by DOE to OSTI.
    • Office of Nuclear Energy Applied Technology pursuant to 10CFR810.
12. RECIPIENT/CONTRACTOR POINT OF CONTACT - Provide the organization or individual(s) name(s) with corresponding contact information that will be included as the point of contact and can respond to external questions about the content of the STI product.

 

Part II. STI PRODUCT MEDIA/FORMAT AND TRANSMISSION (To be completed by Recipient/Contactor)

1. Media/Format Information
   1. Medium. This is a required field. Select one of the medium options provided.  When an announcement record only is submitted, select "No Full Text".
   2. Size of STI Product. Provide the total number of images or other designation which gives an indication of the information product (e.g., 20 images; 5 Megabytes; 5-3.5 inch diskettes; 200 pages).
   3. File Format. This is a required field if the STI product is electronic full text.  Select one of the options provided.
   4. Computer Medium or Audiovisual Material (do not include software packages)
      1. Indicate the quantity and type of medium, e.g., 2 videocassettes, 1 magnetic tape.
      2. Indicate the machine with which the medium is compatible, i.e., with which it can be used (e.g., VHS; IBM PC-compatible, hard disk, 8 Megs.)
      3. Enter any other information that would be helpful to the user of the STI product (e.g., programming language, file format, etc.)
2. Transmission Information STI Product is Being Transmitted:
   • This is a required field if the full-text STI product is being transmitted electronically (uploaded) using E-Link. Click on the 'Upload File' button to upload a file from your PC to E-Link. Valid file formats are: Adobe Portable Document Format (.PDF) or MS Word (.DOC) only.
3. Location Digital Object Identifier:
   • A Digital Object Identifier (DOI), is a unique string created to identify a piece of intellectual property in an online environment. Enter the complete DOI for this STI Product, if one exists. Valid format is 10.xxxxxxxxxxxxx/yyyyyyyyyyyyy - see CrossRef.Org [exit federal site] for more information.

NOTE: If the medium of the STI product is not an 'electronic document' (e.g., it is a computer medium, audiovisual material, or paper), a copy of this electronic DOE 241.3 Form should be printed before submitting it electronically to DOE. Then the paper copy of the DOE 241.3 Form and the STI product should be mailed to the DOE Contracting Officer at the address indicated in the award document.
 

• PRINT - Before submitting, please review carefully and print your information before submitting the form. You will not be able to view or edit information once you submit the form.
• SUBMIT - When the form is complete, select the "Submit" button. The system will do several more validations on the fields that you entered. Any errors will be listed at this time, which you can correct. If the information is complete and correct, you will move to a screen with a summary of your input. The summary screen should be printed for your records, and enclosed with your STI product if you are mailing it to the contracting office. You will see an upload button if you are submitting your STI product electronically. Upon successful submission of the form, an email will automatically be sent to your contracting officer notifying them of your submission.
• TIMING OUT - The form has a time limit of an hour, so if you take more than an hour to fill out the form, you will get a timeout message. If you get a timeout message, you can select the "Back" button on your browser, and resubmit the form.
• RESET - This action clears any information input to the form and makes it ready for new input.

OMB BURDEN DISCLOSURE STATEMENT

Public reporting burden for this collection of information is estimated to average 30 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to Office of Information, Records and Business Management, SO-31, GTN, U.S. Department of Energy, Paperwork Reduction Project (1910-1400), Washington, DC 20585 and to the Office of Management and Budget (OMB) Paperwork Reduction Project (1910-1400), Washington, DC 20503.