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FAQs

Find answers to questions about grant proposal requirements, deadlines and many other common concerns raised by prospective grantees.

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  1. What are my reporting obligations to RWJF?
  2. How do I submit my reports and products to RWJF?
  3. What financial reports do I need to file?
  4. What annual reporting is required?
  5. What final reporting is required?
  6. What goes in a narrative report?
  7. What is an Annual Narrative Report?
  8. What is a Final Narrative Report?
  9. What is the difference between an Annual Narrative Report and a Final Narrative Report?
  10. What is a bibliography?
  11. Is a bibliography necessary when delivering an annual report?
  12. When does RWJF want products from my project or program?
  13. What kinds of products does RWJF want?
  14. Do you want to see the coverage my project has received?
  15. Are there certain formats I need to use to submit products?
  16. What if the file is larger than 10 megabytes and cannot be e-mailed?
  17. May I request an extension to the end date?
  18. What do I do if I need more time to complete a report or to provide information to RWJF?
  19. When and how do I revise my budget?
  20. What if the principal investigator transfers to a new organization, or the current organization can no longer provide support to the project, or the project itself becomes a separate organization and wishes to complete grant activities under its own name?
  21. What if the project changes scope or objective?
  22. What is a national program? Where can I find a list of all national program offices?
  23. What is required for national program office reporting?
  24. Are there guidelines for announcing the receipt of my RWJF grant?
  25. Can RWJF funds be used for lobbying or political campaign activity?
  26. What is a Grant Results report?

  1. What are my reporting obligations to RWJF? (Answer last updated on Jun 1, 2011)

    Grantees of RWJF are responsible for reporting to the Foundation on a semiannual and annual basis through financial reports, annual narrative reports, annual product update forms, a final narrative report and a bibliography. Required reporting includes:

    If you have questions about RWJF’s reporting requirements, please contact us.

    Grantees of a national program: These RWJF instructions are in addition to and do not replace the reporting requirements of your national program office. For information on those requirements, please contact your national program office.

               

  2. How do I submit my reports and products to RWJF? (Answer last updated on Apr 21, 2009)

    All reports and products are submitted via e-mail to grantreports@rwjf.org. See RWJF Electronic Submission Standards for more information.

    You will be notified when narrative and financial reports are due. We ask that you submit products from your grant as soon as they are available. See RWJF Electronic Submission Standards for more information.

  3. What financial reports do I need to file? (Answer last updated on May 5, 2010)

    In addition to narrative reports, all grantees are required to submit annual and final financial reports. Grantees with awards over $500,000 are asked to submit expenditure reports every six months. RWJF creates a financial reporting form from your budget that you are to use when reporting expenditures to us. You may use the form provided or recreate the format using your own spreadsheet program. Financial reports are due 30 days after the end of each interim and annual budget period and at the end of the grant. Please refer to Financial Guidelines and Reporting Instructions for more information.

  4. What annual reporting is required? (Answer last updated on Dec 14, 2009)

    Grantees of RWJF are responsible for reporting to the Foundation on a semiannual and annual basis through financial reports and annual narrative reports. Effective December 2009, they are to submit the Product Update Form on an annual basis.

    Please refer to Grantee Reporting Instructions: Annual Narrative Reporting  for additional information.

  5. What final reporting is required? (Answer last updated on Dec 14, 2009)

    In addition to annual reporting, grantees of RWJF and grantees of RWJF national programs both are responsible for reporting to the Foundation at the end of their project through a financial report, a narrative report and a bibliography.

    The required documents are:

    If you have questions about RWJF’s reporting requirements, please contact us.

    If you are a grantee of a national program, RWJF reporting requirements are in addition to and do not replace the reporting requirements of your national program office. For national program office reporting requirements, please contact your national program office.

  6. What goes in a narrative report? (Answer last updated on Apr 21, 2009)

    In a narrative report, you answer a series of questions to inform RWJF about how your project is meeting its established goals, activities you have engaged in to date to meet those goals and any that have not been completed on schedule, and other issues you are addressing. We expect you to report to us any changes from the planned activities that were described in your proposal. Upon reading your answers to these questions, your program officer may contact you for additional information. At the end of your grant, we also ask you to submit a bibliography of any materials produced during the grant. For more information, please refer to the Grantee Reporting Instructions. 

  7. What is an Annual Narrative Report? (Answer last updated on Dec 14, 2009)

    Annual Narrative Reports are filed at the end of each year of a multiyear grant, usually at the same time as the annual financial report. Narrative and financial reports are our principal means of staying informed about your project.

    With the annual narrative, send the Product Update Form.

    Please refer to Grantee Reporting Instructions: Annual Narrative Reporting for additional information.

     

       

  8. What is a Final Narrative Report? (Answer last updated on Apr 21, 2009)

    Your Final Narrative Report covering the entire grant period is filed at the end of your grant. For multiyear grants, it takes the place of the annual narrative report in the last year of the grant. If your grant is one year or less, you will file only a Final Narrative Report. It is a substantive record of the accomplishments of the project, how they met the goals set forth in your proposal and the activities you conducted to reach these accomplishments. Information from your Annual Narrative Report and Final Narrative Report may be used to summarize the results or findings of the project, both in an RWJF Grant Results report (see Grant Results for more information) and in other Foundation-related publications published after the grant has closed.

  9. What is the difference between an Annual Narrative Report and a Final Narrative Report? (Answer last updated on Apr 21, 2009)

    Annual Narrative Reports are filed at the end of each year of a multiyear grant, usually at the same time as the Annual Financial Report. For projects lasting more than one year, Annual Narrative Reports help us to stay informed about your project. During the course of your grant, the Annual Narrative Reports you submit are treated as confidential documents.

    Your Final Narrative Report covering the entire grant period is filed at the end of your grant. For multiyear grants, it takes the place of the Annual Narrative Report in the last year of the grant. If your grant is one year or less, you will file only a Final Narrative Report.

    It is a substantive record of the accomplishments of the project, how they met the goals set forth in your proposal, and the activities you conducted to reach these accomplishments. Information from your Annual Narrative Report and Final Narrative Report may be used to summarize the results or findings of the project, in an RWJF Grant Results report (see Grant Results for more information) and in other Foundation-related publications published after the grant has closed. 

  10. What is a bibliography? (Answer last updated on Dec 14, 2009)

    A bibliography is NOT a comprehensive listing of every product created during your project. It is a record of specific products that are available to the public. It provides the information necessary for the public to access your products. It includes the following:

    • Articles by project/program staff published in journals, magazines, newsletters and newspapers, and special issues of journals
    • Books & Chapters
    • Communications & Advocacy: Materials to communicate the project’s/program’s findings, results, recommendations or solutions to the media and broader public, and to advocate for change; includes Web sites.
    • Education & Training: Materials created by the project/program and used to instruct or deliver educational content
    • Meeting & Conference materials, including proceedings, transcripts and supporting materials from sponsored meetings / workshops; presentations made by project/program staff at outside conferences; and testimony given to government legislative or regulatory bodies
    • Reports (including monographs): Analysis, synthesis, evaluation, research findings, results of the work, conclusions, recommendations, strategy, lessons learned, data analysis

    If you produced any of these materials, a bibliography must be provided with your Final Narrative Report.

    The Bibliography is a separate document from your Final Narrative Report, however it is submitted when you file your Final Narrative Report:

    Please see, Grantee Reporting Instructions: Bibliography Formatting and Submission, which includes categories of entries and entry formats for the bibliography.
     

  11. Is a bibliography necessary when delivering an annual report? (Answer last updated on Dec 14, 2009)

    No. A bibliography is only necessary when delivering the Final Narrative Report. With the annual narrative, send the Product Update Form. See Grantee Reporting Instructions: Bibliography Formatting and Submission.

  12. When does RWJF want products from my project or program? (Answer last updated on Apr 21, 2009)

    RWJF wants you to send electronic versions of your products as soon as they are completed, not when you file your reports. You should e-mail them to grantreports@rwjf.org. You should also send products published after your grant closes. See RWJF Electronic Submission Standards for more information.

  13. What kinds of products does RWJF want? (Answer last updated on Dec 14, 2009)

    RWJF wants you to send all the products you have completed throughout your grant, including the following:

    • Articles by project/program staff published in journals, magazines, newsletters and newspapers, and special issues of journals
    • Books & Chapters
    • Communications & Advocacy: Materials to communicate the project’s/program’s findings, results, recommendations, or solutions to the media and broader public, and to advocate for change; includes Web sites
    • Education & Training: Materials created by the project/program and used to instruct or deliver educational content
    • Meeting & Conference materials, including proceedings, transcripts and supporting materials from sponsored meetings / workshops; presentations made by project/program staff at outside conferences; and testimony given to government legislative or regulatory bodies
    • Reports (including monographs): Analysis, synthesis, evaluation, research findings, results of the work, conclusions, recommendations, strategy, lessons learned, data analysis

    Do not send works-in-process or items not listed above. See RWJF Electronic Submission Standards  for more information.

     

  14. Do you want to see the coverage my project has received? (Answer last updated on Dec 14, 2009)

    Yes, RWJF wants a specific selection of your media coverage. See Electronic Submission Standards for details about submitting coverage.

  15. Are there certain formats I need to use to submit products? (Answer last updated on Apr 21, 2009)

    Yes, you must submit your products to RWJF in certain formats and using certain naming conventions. To learn about them, see RWJF Electronic Submission Standards.

  16. What if the file is larger than 10 megabytes and cannot be e-mailed? (Answer last updated on Apr 21, 2009)

    You can compress the file (using ‘zip’ software) and e-mail it. You can also submit the file on a flash drive, CD or DVD, and mail it to RWJF. Flash drives, CDs or DVDs will not be returned. See RWJF Electronic Submission Standards  for more information.

  17. May I request an extension to the end date? (Answer last updated on Jan 26, 2010)

    Please refer to the RWJF Guidelines for Extension of Award for how to submit a request for an extension to your award dates, if you feel you need one. Please note that extensions to awards are reviewed for both financial and programmatic appropriateness and are not automatically granted.

  18. What do I do if I need more time to complete a report or to provide information to RWJF? (Answer last updated on Apr 21, 2009)

    To request a change in the due date for submission of reports and/or project deliverables, follow the instructions at RWJF Guidelines for Extension of Due Dates.

  19. When and how do I revise my budget? (Answer last updated on Jun 1, 2011)

    Your budget will need to be revised if you anticipate spending in excess of 110 percent of an approved budget category; when you need to add a line item or adjust your line-item distribution because of a change in your project; or if you wish to carry over unspent funds from a prior period. See Budget Revision Guidelines for grants over $500,000, grants awarded prior to 1/1/2011, technical assistance and direction grants, and expenditure responsibility grants or for budgets under $500,000 for more information.

  20. What if the principal investigator transfers to a new organization, or the current organization can no longer provide support to the project, or the project itself becomes a separate organization and wishes to complete grant activities under its own name? (Answer last updated on Dec 14, 2009)

    You may shift the responsibility for conducting grant activities from one grantee organization to another if the present grant has a balance of $20,000 or more in uncommitted/unexpended funds, and if both organizations involved agree to the transfer. Please refer to Transfer Grant Guidelines for more information.

  21. What if the project changes scope or objective? (Answer last updated on Jun 1, 2011)

    If you are contemplating any changes in project scope or objectives, contact your RWJF program officer and (if applicable) national program office. Such changes must be approved in advance and in writing. Any changes that impact the budget may require a budget revision. See Budget Revision Guidelines for grants over $500,000, grants awarded prior to 1/1/2011, technical assistance and direction grants, and expenditure responsibility grants or for budgets under $500,000 for more information.

  22. What is a national program? Where can I find a list of all national program offices? (Answer last updated on Apr 21, 2009)

    A national program consists of a cluster of grantees and other interested parties that work together to create impact in one of the Foundation's program areas. The Robert Wood Johnson Foundation currently supports more than 85 national programs. You can review a list of national programs or learn more about the operations of a national program.

  23. What is required for national program office reporting? (Answer last updated on Apr 21, 2009)

    National program offices should refer to NPONet (log in required) for complete national program reporting instructions. If you are a national program office of the Foundation and do not have access to NPONet, please contact us to request access.

    If you are the grantee of an RWJF national program, please complete the same Annual Grant Reporting, Final Grant Reporting and Budget Information reporting as other grantees.

     

  24. Are there guidelines for announcing the receipt of my RWJF grant? (Answer last updated on Apr 21, 2009)

    News releases announcing the receipt of your RWJF grant and/or grant renewal require advance approval from the Foundation. Announcement guidelines are included in your grant award letter. If you have questions, please contact the communications officer for your grant.

  25. Can RWJF funds be used for lobbying or political campaign activity? (Answer last updated on Apr 21, 2009)

    RWJF grant funds cannot be used to fund lobbying or political campaign activities. Both of these activities are prohibited by the legal agreements established between the Foundation and the grantee at the beginning of the grant. Sometimes grantees ask if they may lobby with non-RWJF funds. Grantees are free to carry on whatever activities they are otherwise permitted to conduct with other sources of support.

  26. What is a Grant Results report? (Answer last updated on Apr 22, 2009)

    The Foundation's Grant Results Reporting Unit engages writers to produce short reports on the majority of the Foundation's recently closed grants and longer reports on national programs. If a report is assigned on your project, you will receive an e-mail from the Grant Results Reporting Unit notifying you about the report and the name of the writer who has been assigned to produce it. Please refer to Grant Results for additional information. 

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