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Congratulations on your award!
To move forward in the funding process, Association-supported investigators must submit the pre-award Intent to Fund requirements and any required documentation prior to award activation. Please note that an Award Agreement Letter will not be forwarded to you, and your final funding decision may be delayed unless the requirements are received by the deadline date. All other outstanding American Diabetes Association (ADA) grant requirements, such as Final Reports for previous Association awards, must also be fulfilled by that time.
The Intent to Fund Requirement Form and all required file(s) must be submitted through the Association's online Grant Management Site. To complete the Requirement form, log-in to the Grant Management Site with the username and password used to submit the grant. Upon logging in, select your profile in the top right corner, enter your profile then select “Applications” on the left side panel. Select the corresponding application, then click the Intent to Fund Details tab. The following documentation must be attached with the online submission:
Principal Investigator Photo
Provide a high resolution (>1 MB, >300 dpi) front-facing headshot of the Principal Investigator; labeled with the following naming convention: "Grant reference number_PI Last Name" (example: 1-17-ACE_Smith.jpg). This photo may be used in the Association's annual research report, monthly research updates, online researcher database, on the Association's website(s), and/or in other hardcopy or online publications.
Proof of IACUC and/or IRB approval(s)
Institutional Animal Care and Use Committee (IACUC) and/or Institutional Review Board (IRB) approval(s) must be obtained within 90 days of award activation, as applicable to the proposal. Upload proof of any new IACUC and/or IRB approvals that have not been previously submitted to the Association, either at the time of application or as an addendum. If you need to update or edit your approval(s) after the start of your award, please navigate to the “Reports” tab on your award and at the bottom of the tab, next to “Ethical Report,” select the “Create Ethical Report” button. Follow the instructions on how to upload your updated documents. Please contact grantadministration@diabetes.org for any questions.
Proof of ADA membership
In accordance with the Award Stipulations, Principal Investigators are required to become members of the American Diabetes Association's Professional Section and maintain such membership for the duration of the award. Membership fees cannot be paid with ADA award funds unless you are an ADA Postdoctoral Fellowship Awardee. Refer to ADA's Membership site for further details and assistance in looking up your existing ID number.
Research Profile
Respond to a series of essay questions about your research via the online Intent to Fund Details form. The responses to this form will be uploaded to ADA's Funded Research Database and may be used as the basis for press releases and possible feature stories in future Association publications so please avoid including any confidential information.
Upon activation, the terms of the award will be governed in accordance to the Association's Award Stipulations. Your institution's grant administration officer should download and review the Award Stipulations and Intellectual Property Policy. If there are any concerns or conflicts regarding Association grant policies, contact grantadministration@diabetes.org as soon as possible to avoid a delay in executing the Award Agreement.
Questions?
For questions about Intent to Fund requirements, contact grantadministration@diabetes.org.
The Award Letter serves as the agreement between the Grantee Institution, Grantee and the American Diabetes Association regarding the conferral and acceptance of an Association Grant. Funding approval for subsequent years is renewed on a yearly basis. Issuance of Award Letters is subject to Grantee’s timely filing of pre-award requirements. Failure to file pre-award requirements in a timely manner, or to adequately address administrative concerns, may result in reduction(s), revocation, suspension or termination of the Grant at the Association’s sole discretion.
By signing the Award Letter, the awardee acknowledges and represents that any and all waivers and releases the awardee grants are done knowingly and with no representation of inducement by the Association, apart from those contained in the letter and the Association’s research pages [diabetes.org/news-research and diabetes.org/grants].
The Principal Investigator is responsible for ensuring ongoing compliance with the terms of the award; refer to PDF files for complete stipulations and policies. A summary of award terms and reporting requirements can be found under Reporting Requirements.
Association-funded grants are governed in accordance with the following policy documents:
All Association-supported investigators are required to submit Annual Progress Reports each year of the award in order to continue funding based upon the project's reported status and results. Please note that a Renewal Notification will not be issued, and continued funding may be delayed, unless the requirements listed below are received by their deadline date.
Scientific Progress Reports are due 60 days prior to the grant’s renewal date. Financial Reports are due 30 days after the grant’s renewal date. A grant’s renewal date is defined as the date one year after the grants start date. For example, if a grant started April 1, 2025, the renewal date is April 1, 2026. The Scientific Progress Report will be due on February 1, 2026, and the Financial Report would be due May 1, 2026.
All Progress Report requirements must be submitted online through the Association's Grant Management Site. The Scientific and Financial Progress Report forms for the specific year of your award (Year 1, Year 2, etc) will be activated approximately 60 days prior to the requirement deadline. Investigators will receive an email notification when the forms are available online.
To complete the online form and upload required files, log-in to the Grant Management Site with the username and password associated with the award. If you don't remember your password, access the "Forgot Password?" link on the log-in screen to receive an email with your account details. Upon logging in, click the Activities tab and then click the "Progress Report" or "Financial Report" link. Please carefully review the first page of the online Progress Report to ensure you are in compliance with all Association requirements.
Failure to demonstrate adequate research or financial progress as determined by Association staff, may result in reduction(s), nonrenewal, suspension or termination of the Grant at the Association’s sole discretion. In the event the complete Annual Progress Report (scientific and financial portions) are not received within 60 days of the due date, the Association reserves the right to reduce Grant Funds by five percent (5%) for any year of the Grant. Any reduction amount shall be deducted from the next scheduled payment(s). Should an annual Progress Report not be received and deemed complete by the Association within ninety (90) days after its due date, the Grant may be terminated immediately by the Association without further notice. Hard copies and forms submitted via email will not be accepted.
The following documentation must be uploaded and submitted via the online Progress Report form:
Annual Scientific Progress Report
The following documentation must be uploaded and submitted via the online Annual Financial Report form:
Questions?
For questions about Progress Reports, please contact grantadministration@diabetes.org.
All Association-supported researchers are required to complete a Final Report following the close of the award. The American Diabetes Association examines these reports to evaluate and publicize positive results resulting from ADA-funded research. Timely submission of Final Reports is highly important, as these are used to determine the effectiveness of the Association's Research Program—both as a department and as an organization striving to find a cure for diabetes.
Final Reports are due to the Association 60 days following the project end date. For example, if a grant ends on March 31, 2024, then the Final Report will be due June 1, 2024.
All Final Cumulative Report requirements must be submitted online through the Association's Grant Management Site. All Final Report forms will be activated approximately 60 days prior to the requirement deadline. Investigators will receive an email notification when the forms are available online.
To complete the online form and upload required files, log-in to the Grant Management Site with the username and password associated with the award. If you don't remember your password, access the "Forgot Password?" link on the log-in screen to receive an email with your account details. Upon logging in, click the Activities tab then click the "Final Report" link.
Required items must be submitted to the Association no later than the Final Report deadline. Hard copies of the Final Report will not be accepted. In the event a complete Final Report is not received on or before the due date, the investigator's eligibility for future Association awards may be restricted or all-together denied.
The following documentation must be uploaded and submitted via the online Final Report form. With the exception of the financial portion, the Final Report should be completed by the Principal Investigator (PI):
*Please note: In an effort to continuously promote the work of funded researchers and conduct a program assessment of the Research Program, the Association will contact grant recipients to request updated information within 5 years following the close of the award. If your contact details change or you move to a different institution, please contact grantadministration@diabetes.org with your updated information. Your participation is integral to the growth of our funding program. Thank you for your assistance.
Questions?
For questions about Final Reports, please contact grantadministration@diabetes.org.
When a Principal Investigator changes institutions, the ADA award cannot remain at the former institution. It can either be transferred to the new institution or must be relinquished (see Award Relinquishment). The award will be placed on hold until the transfer is complete. Please carefully review and follow the Institutional Transfer Guidelines (PDF) and complete the Financial Portion of the Final Report (to be completed by grant administrator or fiscal officer).
Additionally, please note that institutional transfers are not permitted for awards that have already been approved for a no-cost extension and Postdoctoral Fellowship awards unless the current mentor is also transferring.
All unused funds MUST be submitted by the former institution and will be forwarded to the new institution on the PI’s behalf. If there is a balance to be paid to the prior institution, it will be deducted from the next scheduled payment(s) to be paid to the new institution. Under no circumstances will the budget for an award be increased beyond the terms originally applied for and approved by the Association. If you have any questions, please contact Research Programs staff at grantadministration@diabetes.org.
A single, one-time, no-cost extension (NCE) may be requested, allowing for an extension of the project period without additional funding. This extension is usually up to 12 months and doesn't change the project's original scope. Grants must be in their final year to request a No-Cost Extension (NCE). A NCE will be considered upon written request to the Association, and must be requested and submitted between 60 to 120 days prior to the end of your award. If the renewal notification for the final year stated that you will not be considered for an NCE, you are not eligible to apply for such a request. To request a NCE, please contact the Association at grantadministration@diabetes.org.
Please complete all the requirements needed in our NCE Request Form.
In the event an ADA-funded award must be relinquished, please reach out to us at GrantAdministration@diabetes.org and we will open an Award Relinquishment requirement in your SmartSimple Portal. Please carefully read and follow the Award Relinquishment Procedures (PDF). A complete Final Report, including the Scientific Portion (to be completed by PI) and the Financial Portion of the Final Report (to be completed by grant administrator or fiscal officer) must be submitted to the ADA within 60 days of the award relinquishment date. PI salary payment for the quarter in which the relinquishment occurs should be pro-rated by dividing the scheduled quarterly payment due by the number of days in the applicable quarter. The commitment for the remainder of award period is automatically null and void effective on the relinquishment date. Any remaining unexpended funds by the award relinquishment date must be returned to the Association. Contact grantadministration@diabetes.org with any questions.
The Association's Intellectual Property Policy (PDF) applies to all Core and Targeted award types. Patents resulting from a Core or Targeted award must be reported to the Association. To report a patent, download and complete the Patent Disclosure Form. Submit the completed form and all required documentation to the Association per the instructions on the form.
The Principal Investigator of a Junior Faculty Development or Minority Junior Faculty Development Awards is eligible for up to an additional $10,000 per year toward repayment of the principal loans for their doctoral degree (MD, PhD, DO, DPM or the equivalent). All eligible investigators should follow the Student Loan Repayment Procedure (PDF) and should submit the information once the Annual Progress Report (scientific and financial portions) has been submitted and approved by ADA staff.
All Association funded grants are governed in accordance with the following policy documents (PDF file format):