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Performance Reporting Requirements
Formerly ENCLOSURE 2 - Revised July 1998 OMB No. 3136-0134, expires
6/30/09
The requirements in this document apply to MOST awards issued by
NEH. Please refer to the "Remarks" section on the Official Notice of
Action form of your award package to ensure that these requirements
apply to your grant.
If you have questions concerning these grant requirements, they
can be addressed to the grant administrator assigned to your
grant, whose name appears in the award documents under "Endowment
Administration of The Award." You can also reach the Office of Grant Management
by telephone at 202/606-8494, or fax at 202/606-8633, or via the
Internet at grantmanagement@neh.gov.
Enclosure 2 Performance Reporting Requirements
GENERAL REPORTING REQUIREMENTS
Grantees are required to submit a report of project
accomplishments at the conclusion of the grant. Frequently,
performance reports are also required during the course of a
project. When events that have a significant impact on the project
occur between scheduled performance reporting dates, these should be
reported to the Endowment immediately.
If a grantee is required to submit interim performance reports,
the due dates for these reports will be listed on the last page of
the grant award. The final performance report is due within ninety
days after the end of the grant period. (When a grantee has
submitted an application for a continuation of a project, the
appropriate Endowment program should be contacted to determine if
the application may serve as a final report of accomplishment for
the earlier grant.)
Two copies of each report should be submitted through the
institutional grant administrator of the grantee organization (if
applicable) and forwarded only to the
Office of Grant Management
Room 311
National Endowment for the Humanities
1100 Pennsylvania Avenue, N.W.
Washington, D. C. 20506.
PURPOSE OF REPORTS
Interim performance reports serve as a measure of progress
achieved on a project and help to identify programmatic and
administrative problems that may need to be resolved. Final
performance reports become a permanent record of project
accomplishments. These reports provide information that the
Endowment staff uses to evaluate the significance and impact of NEH
grants.
FORMAT OF REPORTS
Performance reports should be arranged as follows:
- Cover Page
- Narrative Description
- Appendices (as needed)
1. COVER PAGE
Provide the following information in the order requested:
- type of report (interim or final performance report),
- grant number,
- title of project,
- name of project director(s),
- name of grantee institution (if applicable),
- date report is submitted.
2. NARRATIVE DESCRIPTION
The items listed are provided as guidance to the project director
in developing the narrative description of project activities.
Because projects vary considerably, not all items will be relevant
to a particular project. Please feel free to organize this portion
of the report in the way that most clearly presents what has taken
place during the grant period.
Interim Performance Reports
- Compare actual accomplishments with goals established for the
report period. Whenever possible, describe the work accomplished
in both quantitative and qualitative terms. If project goals have
not been met, explain the reason for this, what steps have been
taken to get the project back on schedule, and whether it seems
likely that the project will be completed by the expiration date
of the grant. Favorable developments that will enable project
goals to be realized sooner or at less cost than anticipated
should be described.
- Describe any changes that have been made or are anticipated in
the project work plan or methodology.
- If the role of consultants, as outlined in the approved
project plan, has changed, explain how and why it has changed.
- If applicable, describe how automation contributed to the
project and whether hardware, software, or staffing problems have
been encountered.
- If federal matching funds are a component of the award and the
full amount of gifts has not yet been raised, provide information
on ongoing fund-raising activities and the prospects for raising
additional gifts.
The narrative description of an interim performance report should
average between one and three pages in length.
Final Performance Report
Using the project description and plan of work that were approved
by NEH as a point of departure, the final performance report should
address the following subjects:
- Project Activities
- Provide a description of the major activities that occurred
during the grant period.
- Indicate the reasons for omissions and changes in project
activities.
- If project performance was affected by changes in key
project personnel, explain why the changes were made and how
performance was affected.
- When federal matching funds were a component of the award,
summarize fund-raising experiences and the major factors
believed to be responsible for success or failure in raising
third-party support.
- For projects involving computer applications, describe any
changes that were made in the method of data entry, the specific
data to be encoded, software, hardware, file systems, or search
strategies.
- Briefly describe any efforts that were made to publicize the
results of the program.
- Accomplishments
- Compare the accomplishments of the project in quantitative
and qualitative terms with the objectives proposed in the
application.
- When project goals were not achieved, indicate what plans
there are to complete the project after the grant period, how
project activities will be funded, and when they are likely to
be completed.
- Audiences
- Describe the audiences for the project. Indicate the nature,
size, geographic reach, sex and age of the audience and assess
the impact that the project had on this audience. What kinds of
new or previously underserved audiences did the project attract?
It is particularly important to compile quantitative information
for this section of the report. Please include data on all
screenings and broadcasts, if applicable.
- How much of an increase in visitor flow or membership did
your organization experience as a result of the project?
- In the case of grants whose purpose was to affect a number
of other institutions, include in the report a complete list of
participants and appropriate statistical profiles that show the
impact of the project by geographical region (if possible), kind
of institution, and level and type of participant.
- Evaluation
- Was an evaluation of the project performed? If so, briefly
describe how the evaluation was performed and by whom.
- Describe the results of the evaluation and your own
assessment of the program. Discuss both the weaknesses and the
strengths of the program. A discussion that includes how
problems were dealt with will be more helpful to NEH staff than
one that focuses exclusively on the project's successes.
- How did the public respond to the project? What did they
like or not like? What anecdotes, statistical summaries,
feedback from web sites, viewer remarks, or examples of media
coverage can you provide that would help to assess the project's
success?
- Continuation of the Project
- Indicate if there are any plans to continue the project
after the grant period because of the success of the program and
the interest it has generated.
- When there was a commitment on the part of the grantee
institution to continue a program after the grant period,
explain how the commitment will be honored. If the program will
not be continued, provide a detailed explanation for the change
in plans.
- What kinds of new collaborative partnerships were formed (or
strengthened) between your institution and other organizations
(e.g., museums, historical societies, schools, universities,
community groups, special interest groups, etc.) as a result of
the project? Will these new partnerships continue and, if so,
how?
- Long Term Impact
- What kinds of long-term impact (such as spin-off programs,
use in the classroom or other indicators of continuing interest)
will result from the project? * How did the project affect your
institution's ability to attract additional non-federal
financial support, either for the project or for activities that
grew out of the project?
- What effect did the project have on the public's perception
of your institution and on your plans for future projects?
- Grant Products
- Indicate what grant products were produced during the course
of the project and any future publication or distribution plans
for materials resulting from grant activities.
Normally, the information that is to be included in a final
narrative description can adequately be covered in a report that
does not exceed ten typewritten pages.
3. APPENDICES
Enclose with the report one copy of any supporting material that
would contribute to an understanding of the project and its
accomplishments to date. This would include:
- representative samples of completed work,
- preliminary products such as conference or workshop papers,
- course syllabi and manuals,
- written evaluations of a project,
- consultant reports, if required,
- articles submitted to journals,
- illustrated field reports,
- copies of published announcements or other formal efforts to
recruit participating scholars,
- copies of any mailing, fliers, newspaper releases or articles,
or other media coverage.
It is not necessary to append work in progress, such as draft
chapters of a book or other manuscript materials. However, unless
otherwise specified in the conditions of the grant award, two copies
of any publication, film, videotape, or slide presentation resulting
from the grant should be forwarded to the Endowment with the final
report.
OMB Required Burden Statement: NEH estimates the average time to
complete this form is two hours per response. This estimate includes
the time for reviewing instructions, researching, gathering, and
maintaining the information needed; and completing and reviewing the
final performance report. Please send any comments regarding this
estimated completion time or any other aspect of this form,
including suggestions for reducing completion time, to the Director,
Office of Publications and Public Affairs, National Endowment for
the Humanities, Washington, D.C. 20506; and to the Office of
Management and Budget, Paperwork Reduction Project (3136-0134),
Washington, D.C. 20503. According to the Paperwork Reduction Act of
1995, no persons are required to respond to a collection of
information unless it displays a valid OMB control number. |