• HOME
• ABOUT AYK-SSI
• RESEARCH AND FUNDING
• PROJECT DATABASE
• SCIENCE PLANNING

 

 

 

 

 

 

 

AYK SSI Project Reporting Requirements

Overview:

Compliance with these reporting requirements is essential to ensure that research projects funded by the AYK Sustainable Salmon Initiative are meeting their objectives.  Because final reports and final products are the principal record of what has been accomplished with AYK SSI research funds, it is imperative that final reports:  

• clearly describe the extent to which project objectives have been achieved
• meet normal scientific standards of completeness and detail that permit an independent scientific reader to evaluate the reliability and validity of the methods, data, and analyses.
• ensure all data (including meta-data) gathered are made accessible.

Semiannual Performance Reports, Final Report Summaries and Final Report Products will be posted to the AYK SSI website as part of our efforts to ensure that the results of our research are available to the research community and public in a timely way.

Semiannual Performance (Progress) Reports:

Purpose:  The purpose of the semiannual performance report is to provide a brief status report that describes the project accomplishments to date and identifies delays or barriers to achieving the project objectives. It also describes financial implications of such delays or barriers.

AYK SSI principal investigators are to use the current required Southeast Sustainable Salmon Fund (SSSF) / Pacific Coastal Salmon Recovery Fund (PCSRF) Semiannual Performance Report form (see Attachment #1).

Final Report and Final Product:

Purpose:   The final report (Attachment #2) is a summary document that identifies the research approach, research findings, and an evaluation of the project.  
The final product (choose between Attachments #3 or #4) serves as the principle record of what has been accomplished with AYK SSI research funds. As such, these reports must comprehensively address each objective as listed in the project’s proposed objectives and relate them to a complete description of the project’s findings. 
The principal investigator(s) for a project is (are) responsible for the production and submission of a final report AND a final product, which must be submitted at the same time.

1) Principal investigators are required to submit a Final Report using the SSSF / PCSRF final report form (see Attachment #2);  
2) Principal investigators are required to submit a draft AYK SSI Final Product using one of the two formats described below, as selected by the principal investigator.

OR

NOTE: Both formats require use of the AYK SSI Final Product title page
(see Attachment #5).

Submission of Draft Final Report
The principal investigator shall submit 4 paper copies and 1 electronic copy of the draft final report to the AYK SSI Program Office (Bering Sea Fishermen’s Association, 110 W. 15th Avenue, Anchorage, AK  99501) by the reporting deadline specified in the project contract.

Compliance Review of Semiannual Performance Reports:  

AYK SSI staff will review semiannual performance reports within one month of submission to AYK SSI.  These reports are to identify significant changes to objectives and/or budgets and to identify delays or impediments to achieving the project objectives. Significant delays or changes identified by the Research Coordinator will be conveyed in writing to the AYK Scientific Technical Committee (STC).

Review of Final Report Summary and Draft Final Product:    

1. Within six weeks of receipt, AYK SSI staff will complete a review of the project final report and final product to ensure that project objectives have been met and that the report conforms to AYK SSI reporting requirements.
2. If the final report significantly deviates from AYK SSI reporting requirements (e.g., missing or incomplete section), staff will provide a list of deficiencies to the project PI’s to guide a revision. If it cannot be determined from the report whether the objectives have been met, this deficiency shall be noted to the project’s PI’s and the report returned for revision.
3. If the project’s objectives have not been met, the report will be forwarded along with a summary of staff comments, to the STC for review, comment and recommended action.

4. PI’s will be asked to make modifications to address deficiencies identified by the AYK SSI and required to resubmit their reports for final acceptance (as above, 1 electronic and 4 paper copies of the FINAL revised document must be sent to the AYK SSI Program Office/Bering Sea Fishermen’s Association, 110 W. 15th Avenue, Anchorage, AK  99501).
5. Upon acceptance of the final report and final product, AYK staff shall notify the principal investigator in writing and the remaining 10% of the total contract amount will be paid.

Final payment in conjunction with the Final Report / Delinquent Reports:

Pending submission and approval of the final report, 10% of the total contract funds will be withheld (to be included as a clause within contracts).   If final reports or products are delinquent, PI’s are not permitted to be considered for additional AYK SSI funding until all delinquent reports and products have been submitted and accepted as final.  

Project Data Submission, Access, and Storage:

Data collected under AYK SSI funding are considered public information and its accessibility to other researchers and the public, when requested, is an important component of the AYK SSI research program. It is also important that PI’s have first opportunity, within a reasonable time period, to analyze and publish the results of their research. There are two components of AYK SSI data reporting: project data summary and full project data resulting from the research.

• Project Data Summary:  A summary of the data collected during the project shall be included as a part of the project final report in order to preserve the opportunity for other researchers and the public to access these data in the future. The summary shall: (1) provide a complete metadata description (“data about data”) in a format compliant with the Federal Geographic Data Committee (FGDC) standards (see <http://gisdata.usgs.net/metalite/> ; and/or the AYK SSI Data Manager will provide data information sheets to help the PI to encapsulate this information; (2) indicate the format of the available data collections; (3) identify the archive in which the data will be stored or the custodian of the data (including contact name, organization, address, phone/fax, e-mail, and web address (if applicable) where data may be acquired. If the PI does not have access to an established appropriate data archive in which to store data, the AYK SSI Data Manager will work with PI to access and archive or store data with the AYK SSI.

2.   Full Project Data:   We encourage data from routine research activities (data which do not require processing or manipulation) to be available regularly and in real or near-real time. The PI retains exclusive publication use of the data and developed models during the first year after the project final report has been accepted.  Full project data, including a data summary and full metadata in the format described above, will be available to other users after that period. An electronic copy and two paper copies of complete project data will be submitted to the AYK SSI along with the final report. As a condition of the project contract, it is required that all data requests by other researchers and the public be fulfilled in a timely way. 

DATA CITATION POLICY

Following academic courtesy standards, PI(s) publishing manuscripts in open literature, including refereed scientific journals, or making other public presentations, will acknowledge that the research was conducted with AYK SSI funding.  Acknowledgement sections should include a statement comparable to the following:  This project was funded through funding by the Arctic-Yukon-Kuskokwim Sustainable Salmon Initiative   http://www.aykssi.org/

Attachment #1 - Semiannual Performance Report form

Attachment #2 - Final Report Form

Attachment #3 - Final Product Format if Manuscript Draft

Attachment #4 - Final Product Format When Not A Manuscript Draft

Attachment #5 - Final Product Title Page