HEP Reporting Requirements

Progress Reports

DO NOT include any personally identifiable information (e.g. birth dates, SSN #s) in your report. Reports may be included in publically searchable databases and we cannot ensure confidentiality of information provided.

Grants, cooperative agreements, and interagency agreements:

On or about October 1, 2015, Progress Reports will be collected in the DOE Office of Science Portfolio Analysis and Management System (PAMS). If you are a Principal Investigator (PI) on a grant, cooperative agreement, or an interagency agreement, then after that date, all annual Progress Reports must be submitted through PAMS.

As before, Progress Reports are due in PAMS ninety (90) days before the end of each budget period. Thirty (30) days prior to the Progress Report due date, PAMS will send the PI an email requesting a Progress Report. The PI subsequently should complete the task in PAMS to submit the report. The DOE Program Manager for the grant, cooperative agreement, or interagency agreements may approve, request changes, or disapprove the report. If a revised budget is required for the next budget period, the DOE Program Manager will initiate a request to the PI and/or the institution’s Sponsored Research Office when approving the Progress Report.

PAMS will follow the format detailed in the federal-wide standard Research Performance Progress Report or RPPR. Please refer to this site for guidelines on the content and supporting material required for the Progress Report.

If you have trouble using PAMS, consult the “External User Guide” on the PAMS website or contact the PAMS Helpdesk at  sc.pams-helpdesk@science.doe.gov.

Laboratory Field Work Proposals (FWP):

PIs at national laboratories (for example, a PI of a laboratory Early Career Award) will continue to submit their progress reports as they have done in the past until further notice.

All PIs must follow the same format as detailed in the federal-wide standard Research Performance Progress Report or RPPR.

Progress reports should be emailed directly to SC.HEPProgressReports@science.doe.gov

Final Reports

DO NOT include any personally identifiable information (e.g. birth dates, SSN #s) in your report. Reports may be included in publically searchable databases and we cannot ensure confidentiality of information provided.

A Final Report that summarizes the entire project must be submitted by the recipient within ninety (90) days after the final project period ends or the award is terminated. Satisfactory completion of an award will be contingent upon the receipt of this report. The Final Report shall follow the same outline as a progress report. A list of manuscripts prepared for publication should be appended. Submit one copy of the Final Report to the DOE Project Officer (Block 11 of the Notice of Financial Assistance Award). The final Scientific/Technical Report must be submitted electronically-via the DOE Energy Link System (E-Link) accessed at http://www.osti.gov/elink-2413.

The report must be accompanied by a completed electronic version of DOE Form 241.3, "U.S. Department of Energy (DOE), Announcement of Scientific and Technical Information (STI)." You can complete, upload, and submit the DOE F.241.3 online via E-Link.

Reports must be submitted in the ADOBE PORTABLE DOCUMENT FORMAT (PDF) and be one integrated PDF file that contains all text, tables, diagrams, photographs, schematic, graphs, and charts. Materials, such as prints, videos, and books, that are essential to the report but cannot be submitted electronically, should be sent to the Contracting Officer at the address listed in Block 12 of the Notice of Financial Assistance Award.

Please note the following:

Your report becomes the public record of the taxpayer-funded research.

  • You are responsible for uploading the report to ELink. As a courtesy, you should send an electronic version to your Grant Monitor.
  • Your final closeout report should cover your research conducted during your last renewal period. Many HEP grants have been renewed multiple times, but only the last renewal period, typically three years, needs to be covered.
  • Your final report should emphasize the last budget year and include important results and highlights from your last renewal period. Consider using the progress report format and limit the length to no more than five pages per Principle Investigator.
  • Include a list of those students partially or fully supported by your grant who were awarded a PhD during your final renewal period.
  • Do not include budget sheets or estimates of unexpended funds.

Final Reports must be submitted within 90 days after the final project period ends.