Reporting Requirements

Quarterly and final reports are required. The final report is due 12 months after your grant proposal is accepted. Ten percent of the project's funding is held until the final report and project deliverable's are received and accepted. Email to the committee chair is the preferred method for submitting a report.

Quarterly Reports

1. Quarterly Reports are to be submitted to the committee chair by the deadline dates. The preferred method of reporting is email, however US Mail and FAX are also acceptable methods of submission.
2. The deadlines for the Quarterly Reports are: August 15th, November 15th, February 15th, and May 15th.
3. Quarterly Report Format: Please be succinct. The Quarterly Report is typically less than 2 pages in length. The Quarterly Report should contain the following information:
• Submittal Date
• Name of Project and DR#
• Author of Quarterly Report
• Author’s contact information including telephone number and email address.
• Progress towards completion of the project. Report against each milestone in the Project Proposal.
• Discussion of any changes to project that differ from the proposal , e.g. :(a) Date of event; (b) Change in people managing or supporting the project;  (c) Change in scope of Project;  (d) Change in financial assumptions due to change in scope of project
• Budget Update: (a) Changes to the original budget; (b) Spending against original budget, amount spent by budget category.
• Risks and/or problems, and Action taken to mitigate situation, e.g.:(a) Delays in project; (b) Difficulty in getting volunteers.

Final Report

1. Final reports are to be submitted to the committee chair at the completion of the project or within 12 months of the date you were notified that you received a grant, whichever is shorter.
2. The preferred method of reporting is an attachment to email, name the attached file "DRxxx Final Report.doc". US or Express Mail and FAX are also acceptable methods of submission.
3. The final Report must include the DR#.
4. Deliverables can be sent by mail to the committee chair separately, but must be clearly marked "DR# XXX ATTACHMENT ABC". It is preferred that deliverables be presented in a format that is "web ready" to facilitate sharing of the information with other SWE sections who may want to replicate the projects. However, electronic WORD or Text files are also acceptable.
5. The final report MUST recognize SWE and the donor from whom you received the funds.
6. The final 10% of your funding will be held until the final report and deliverables are received and accepted.
7. The final reports will be posted on the SWE web site to promote replication of your project.
8. Final Report Format:

• Final Report Cover Sheet

• Recognition of SWE and the Donor
• Narrative Description, including program goals, schedule, program conduct and content.
• Measured results (number and mix of attendees, surveys, other measures of impact, etc.) including comparisons to prior data or prior expectations, what constitutes success, use charts where appropriate.
• Publicity or other public attention. (Attach copies of press clippings, list of dates and stations of TV radio publicity with short description.)
• Description of deliverables. If not included in this file, describe format, title, etc. (i.e. a video titled "xyz" or a series of web pages at http://www…. )
• Lessons learned, problems encountered and future plans (what you would do differently if you did this again.) If the project design you followed differed significantly from the original plan describe the nature of and the reasons for the changes.
• Budget and Actuals, include all funding sources for income and expenses and show amount paid by the Grant and the balance due.
9. Appendices
• Deliverables
• Press Releases
• Publicity Received, e.g. newspaper articles, newsletter announcements.

Updated on ... July 03, 2001