Receiving a grant for research is only the first step for scientists. After receiving a grant, the scientist's cooperation with the grantors does not end. An important step is to confirm the appropriateness of the use of funds and to prepare a report. What aspects should be taken into account when compiling it? How to do it correctly? Let's consider this in our article today.
What is grant reporting and why is it necessary?
Grant reporting is a mandatory process whereby the recipient submits a report to the grantor on how the allocated funds were used, what results were achieved and whether the set goals were achieved.
The functions of grant reporting are as follows:
- transparency – ensures openness towards the grant provider
- control – confirms that funds have been used appropriately
- legality – records compliance with the established requirements of the grant agreement
- evaluation – demonstrates whether the stated project results have been achieved
If reporting requirements are not met, researchers risk damaging their reputation and negatively affecting their ability to obtain grants in the future. Below, we will look at some recommendations to help you prepare a high-quality and successful grant report.
Preparing a grant report: what aspects to consider?
Description of the results obtained
One of the key points of the report should be a description of the project results. It is necessary to indicate whether the hypotheses were confirmed or refuted, the amount of data collected, the number of participants in the experiment, etc. In addition, it is not worth using general phrases such as ‘the study was conducted’. Instead, provide specific data and use graphs, charts or figures. Also, compare the planned and actual data.
Grouping expenses
To ensure transparency of the funds used, carefully review the budget categories specified in the grant agreement and create a separate table listing all expenses. Before making each payment, check whether it complies with the specified classifications and approve all unplanned expenses.
To systematise all data, keep a separate list of expenses with the category code for each document. If in doubt, contact the grant manager or the grantor's finance department; they will help you classify each expense correctly.
Correspondence between expenses and results
In the report for the budget item, be sure to indicate which task it contributed to and what result it helped to achieve. For example: “The purchase of licensed software worth UAH 12,000 made it possible to automate the processing of experimental data, reduce analysis time by 30% and increase the accuracy of the results obtained”. In addition, expenses should be planned in such a way that each of them has a measurable contribution to the project task. This principle will help demonstrate the expediency of the funds used and increase the trust of the grantor.
Publications in scientific journals
One of the key elements of reporting is publications. One of the common requirements of grantors is articles in Scopus or Web of Science scientific journals. In these works, the scientist must present the main results obtained during the research for which funding was provided. This needs to be planned in advance, as the publication process can take about a year, so take into account possible delays. We recommend choosing open access journals if this is a requirement of the grantor, and be prepared to pay a fee for publishing the article.
Preparing a grant report is no less important than conducting the research itself. Planning publications, keeping accurate records of expenses, and monitoring deadlines will contribute to the successful implementation of the project. It will also help maintain the trust of grantors and your professional reputation.
Scientific Publications is ready to help with reporting on the grant received. We provide full support for publication in prestigious scientific journals. Our specialists will audit your article and accompany you throughout the entire publication process. Would you like a free consultation? Fill out the form below, and our manager will answer all your questions. Together towards new scientific achievements!
