User Manual for Report Submissions
·
Please note: Masculine pronouns are used
throughout this manual, but everything applies to both male and female
applicants.
Last updated: August, 2009
Table of Contents
1. How to
Open the Reporting System?
1. How to Open the Reporting System?
Login with the UserID provided by the BSF (to retrieve your password click here)
If you receive this menu, choose 'My Grants' [1]. If you are working on submitting a proposal or reviewing another proposal, you will have the link 'Menu (PI)' [2] on the left side of the screen. This will bring you to the current menu.
After clicking 'My Grants', you will receive a list of all applications submitted by you.
Under the section 'Active Grant', click the 'Open' button in the Reports column.
This will bring you to the Reports page for that grant:
2. Reports Menu
This page is divided into two sections: Science reports and Fiscal reports. If any of the rows are marked in red, that report is overdue and should be submitted as soon as possible.
Science reports: Information is given for each year of the grant. It shows the due date of the report, whether or not the report has been submitted online by the investigators, whether or not it has been approved online by the research authority, and the date it was approved by the BSF. The buttons in the last column will allow you to view a report that has been submitted and to submit a new report.
Fiscal reports: Information is given for each investigator, for each year, who is receiving money for this grant, other than for travel. The due date is shown, along with the dates it was received in the BSF office and checked and approved by the BSF.
Submission of fiscal reports is done on paper and not online. The forms can be downloaded from the Download Forms and Guidelines link on the left side.
3. Annual Science Report
Annual reports are submitted using the page shown below:
The sections need to be filled in as follows:
- Briefly describe any results of the project since the last annual report (1-3 pages).
- Give a short description of the cooperation between the PI’s. Please give as much detail as possible, including meetings that took place, specific contributions of each PI, etc.
- A list of published (or accepted for publication) papers which resulted from the research and were jointly authored by both Israeli and American PI’s. Use the ‘Add’ button to list each publication. (See ‘List of Joint Publications’)
- Show your planned time schedule and work plan for the following year of the research project.
- Save the information. You can update it later before submitting. (See ‘Approving a Report’)
- This section lists each investigator and his/her institution, and shows if they have approved the report yet. The initiator needs to approve the report after all other investigators have approved.
- Once all investigators have approved the report, the initiator will need to click the ‘Submit’ button. This will notify the research authority that they need to approve the report. The research administrator will be able to reopen the report in order to make changes if needed. Once the report is approved by the research authority, it will be submitted to the BSF.
An email will be sent to the address listed next to the button. If this is not the correct person, please notify him.
The last section on the page will show the status of submission and approvals.
*Once an investigator has approved the
report, he cannot make any further changes.
4. Final Science Report
This page is used to submit the science report for the final year of the grant.
The sections need to be filled in as follows:
- Upload a summary (Abstract) of the report in either DOC or PDF format. This report will appear on the BSF website. Please describe in up to 250 words the research project as well as the results and achievements that have come from the grant.
- Publications
- List all published – or accepted for publication – papers that have emanated from this research grant, authored by both the Israeli and American PI’s. (See ‘List of Joint Publications’) All publications that were entered in previous years will already appear in this list.
- Show the numbers of various publications that have emanated from this research grant.
- If there are papers that have resulted from this grant that are not jointly authored by the PI’s, upload a separate list here.
- Upload any Masters and/or Ph.D. theses that have emanated from this grant.
- Cooperation between the PI’s
- Write in the appropriate
- Give a detailed description of the cooperation, including specific contributions of each investigator. If there are not yet any joint publications, use this section to explain why. Use this section to describe other forms of cooperation, such as joint organization of a workshop, joint authorship of a book, etc.
- Enter the number of patents (submitted and/or licensed) that were accomplished, at least in part, by the grant.
- Please write any comments or suggestions regarding the administration of the grant by the BSF office.
- Upload the final science report in DOC or PDF format. The report should be written in a form of a scientific paper prepared for publication, describing the aims of the research projects, the methods used, the results and the conclusions, if any. There is no page limit on the report. The report will not be circulated without the consent of the 'initiator' of the grant application.
- Use the ‘Save’ button to save all of the above information. You can update as needed before submitting.
- This section lists each investigator and his/her institution, and shows if they have approved the report yet. The initiator needs to approve the report after all other investigators have approved it. (See ‘Approving a Report’)
- Once all investigators have approved the report, the initiator will need to click the ‘Submit’ button. This will notify the research authority that they now need to approve the report. The research administrator will be able to reopen the report in order to make changes if needed. Once the report is approved by the research authority, it is submitted automatically to the BSF.
An email will be sent to the address listed next to the button. If this is not the correct person, please notify him.
The last section on the page will show the status of submission and approvals.
*Once an investigator has approved the
report, he cannot make any further changes.
5. List of Joint Publications
The publications you add each year will be added to the previous year’s list. You can add only publications that were jointly written by the PI’s from both countries and/or members of their groups. If a publication was authored by PI’s from only one country, it should be added in the final report, in the list in section C-3, shown previously.
Clicking on the Add button will open the following:
All sections are mandatory. Please fill in each section and then click the ‘Save’ button. You will then be able to upload the article if you have it available.
Check all PI’s who co-authored the publication
(or whose team member was involved).
You can continue adding further publications by clicking the ‘Add’ button as many times as needed.
By clicking the ‘Edit’ button, a larger window will open, and you will be able to edit all the information, including the file that was uploaded. When finished updating, you will need to click the ‘Update’ button.
Use the ‘Delete’ button if you want to remove any publications from the list.
6. Approving a Report
The report must be approved by all PI’s of the grant. Each PI must login using his UserID and Password (to retrieve your password click here).
The initiator is the final investigator to approve.
Only the approval of the initiating research authority is needed (the Research authority that submitted the application). The research administrator will be able to reopen the report in order to make changes if needed.
Investigators approval:
When a PI logs on, next to his name an ‘Approve’ button will appear.
After the PI approves, he will not be able to make any further changes.
Initiator:
After all other PI’s have approved, the initiator must click the ‘Submit’ button. This will send an email to the administrator listed next to the button, to notify him that his approval is needed.
If the ‘Submit’ button is disabled, check if all PI’s have approved.
A notification email will be set to the initiator after the research authority approves the report.