Annual and Final Report Instructions for Large Systems Projects
These instructions are for project investigators who have already registered their projects and entered basic project information, including a proposal narrative the year your grant was awarded. Annual reports are submitted for each year of project activities until the project is completed. Then a final report is submitted.
Our new electronic reporting system shortens the time from the submission of your project report to posting this information on our website. Annual Reports submitted in the online system do not require submission of any hard (print copies). Final Reports not only must be submitted through the online reporting system, but also a print copy of your report and any additional material, such as publications, slides, etc., must still be sent to your regional SARE office. Mailing/shipping these materials will require an additional step on your part, but we hope in the future to eliminate all paper reporting.
The easiest way to submit your report is to first create the document in any word processing program. If you are submitting an annual report there will be four sections, 1) Summary, 2) Objectives/Performance Targets, 3) Accomplishments/Milestones, and 4) Impacts and Contributions/Outcomes. If you need help in figuring out what to put in those four sections refer to Annual Report Content Instructions.
You do not need to include these titles in your document. The reporting system will add them.
For final reports the sections are 1) Summary, 2) Introduction, 3) Objectives/Performance Targets, 4) Materials and Methods, 5) Results and Discussion/Milestones, 6) Impacts and Results/Outcomes, 7) Economic Analysis, 8) Publications/Outreach, 9) Farmer Adoption, and 10) Areas Needing Additional Study. If you need help figuring out what to put in those 10 sections refer to Final Report Content Instructions
If you do not have information to report for any section, just leave that section blank.
Type the text of your report but do not indent any paragraphs or use any underlining, bolding, italicizing or special characters in the text. If you have subheadings separate them from the paragraph above with two line spacings. If you have bulleted or numbered lists you will need to remove the formatting elements and follow the instructions within the reporting system.
The reporting system is capable of displaying tables, figures, graphs, photos, audio and video files to support your text. You will need to create these as separate files. These are the formats that the system supports:
- Image, .gif,.jpeg,.jpg,.png
- Figure, .ppsx,.ppt,.pptx
- Table, .xls,.xlsx
- Document, .doc,.docx,.pdf,.rtf
- Video, .asf,.asx,.avi,.mov,.mp4,.mpeg
- Audio, .au,.mp3
When you are ready to submit your report electronically you will need to go to www.sare.org/mysare/login.aspx. The first screen you will see is the login page. Type in your Username and Password if you have registered to use the system, if not then click on the Register button and fill out the form. NOTE: You cannot use your email address as your username.
If at any point you are having trouble click on for additional information.
Once you click on the Log In button this will take you to your MySARE page. Under MySARE-Funded Projects click on Submit/Edit My Projects and Reports.
If you submitted an annual report last year you can bypass the Project Overview screen, unless you need to make changes to the participant list or project profile form, and go directly to the Reports section. If you make any changes you will need to click the Submit for Approval button.
If you are submitting an annual or final report, click on the Year Button and choose the appropriate year and then click on the Create New button.
There are two ways to enter text--copy and paste from a document or enter text directly. If you have created your report using a word processor, as suggested above, you should not use the paragraph header box.
To copy and paste, simply copy the text from your computer and paste the information into the appropriate section. After you have added text to a particular section make sure that you click on the Save Text button. This will bring up the Upload File button in case you would like to add any files to support your text.
To enter text directly, just start typing. The text box will automatically wrap lines as you type, like a word processor, so there's no need to press enter at the end of a line.
When you are finished, there are several options at the bottom of the screen, Submit – which will send an email to the Regional Administrator indicating your report is ready for approval, Save Without Submitting – so that you can come back to the report at a later time, Save and Preview – so that you can view your report as it will appear to the public and Cancel – which will delete all your work.
