Frequently Asked Questions

1. What are my reporting obligations to RWJF?
2. How do I submit my reports and products to RWJF?
3. What is a bibliography?
4. Is a bibliography necessary when delivering an annual report?
5. When does RWJF want products from my project or program?
6. What kinds of products does RWJF want?
7. Do you want to see the coverage my project has received?
8. Are there certain formats I need to use to submit products?
9. What if the file is larger than 10 megabytes and cannot be e-mailed?

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1. What are my reporting obligations to RWJF? (Answer last updated on Apr 21, 2009)

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

   • Narrative reports: Grantee Reporting Instructions: Annual Narrative Reporting and Grantee Reporting Instructions: Final Narrative Reporting
   • A financial report (required every six months if your grant budget exceeds $200,000): Financial Guidelines and Reporting Instructions
   • A bibliography (if required): Grantee Reporting Instructions: Bibliography Formatting and Submission. For instructions on submitting products, see RWJF Electronic Submission Standards.
   • A request for an extension to your award dates, if you feel you need one: RWJF Guidelines for Extension of Award
   • A request for an extension in submitting reports or adjusting other due dates: RWJF Guidelines for Extension of Due Dates
   • A request to revise your budget, if your program changes: Budget Revision Guidelines
   • Additional reporting if you manage a national program: National Program Office Reporting Instructions

   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 national program office reporting requirements, please contact your national program office.

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2. How do I submit my reports and products to RWJF? (Answer last updated on Apr 22, 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.

        

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3. What is a bibliography? (Answer last updated on Apr 21, 2009)

   A bibliography is a complete listing of materials from your project, including the following:

   • Publications, such as books, book chapters, journal articles, reports, or Web sites.
   • Proceedings and materials from national/regional events, such as conferences and workshops.
   • Published presentations and testimony.

   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. 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.

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4. Is a bibliography necessary when delivering an annual report? (Answer last updated on Apr 21, 2009)

   No. A bibliography is only necessary when delivering the Final Narrative Report. See Grantee Reporting Instructions: Bibliography Formatting and Submission.

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

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

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6. What kinds of products does RWJF want? (Answer last updated on Apr 21, 2009)

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

   • Published or unpublished journal articles, other articles, books, book chapters, charts and data, reports, syntheses and issue briefs.
   • Educational and instructional materials, interviews, meeting and conference materials, and presentations.
   • Media materials created by you (or through a subcontract you made).
   • Promotions or giveaways.
   • Web sites.

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

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7. Do you want to see the coverage my project has received? (Answer last updated on Apr 21, 2009)

   Yes, RWJF wants copies of your media coverage to be submitted with your Final Narrative Report or Summative Report for a national program.

   However, if your project was all about creating coverage, the coverage should be submitted as a product as soon as it is available. See RWJF Electronic Submission Standards  for more information.

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8. 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.

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9. 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.

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