Post-Award Administration (Pathway)

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 ADA grant requirements, such as Final Reports for previous Association awards, must also be fulfilled by that time.

Upon activation, the terms of the award will be governed in accordance with 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 pathway@diabetes.org as soon as possible to avoid a delay in executing the Award Agreement.

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, click the Requirements tab and then click the "Intent to Fund" link under the New Requirements drop down menu. The following documentation must be attached with the online submission:

Principal Investigator Photo

Provide a digital photograph of PI and Fellow/Student/Intern (if applicable, Training Awards only) working in a laboratory or clinical setting. Image must be a jpg file, 250x300 pixels with a minimum resolution of 300 DPI, and must utilize the following naming convention: "Grant reference number_PI Last Name" (example: 1-14-BS_Smith.jpg). Photographs may be used in the Association's annual Research Report, monthly Research Updates, online ADA-Funded Research Database, on the Association's website(s), and/or in other hardcopy or online publications.

Proof of IACUC and/or IRB approval(s)

Prior to award activation, Institutional Animal Care and Use Committee (IACUC) and/or Institutional Review Board (IRB) approval(s) must be obtained 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.

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. 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 requirement 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.

Questions?

For questions about Intent to Fund requirements, contact pathway@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:

• Stipulations Governing Research Grants (Updated December 2014) 
• Intellectual Property Policy (Updated December 2014) 
• Data and Resource Sharing Policy (Updated January 2018)

All Pathway-supported investigators are required to submit a Mid-Year Scientific Progress Report and an Annual progress report each year of the award. Please note that a Renewal Notification will not be issued, and continued funding may be delayed, unless the requirements listed below are received by the deadline date.

Progress Report Deadlines

Funding Start Date: January 1
Mid-Year Scientific Report Deadline: May 1
Annual Scientific Report Deadline: November 1
Annual Financial Report Deadline: February 1

Reporting Process

All Progress Report requirements must be submitted online through the Association's Grant Management Site. The Mid-Year, Scientific and Financial Progress Report forms for the specific year of your award (Year 1, Year 2, etc) will be activated approximately one month 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 Requirements tab, select "New Requirement" on the drop down menu on the top right, 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.

In the event the complete Mid-Year Scientific Progress Report and Annual Progress Report (scientific and financial portions) are not received within 60 days of the due date, the current award year total will be reduced by 5%. The reduction, if any, will be deducted from the next scheduled payment(s). If the complete Progress Report is not received within 90 days of the due date, the award will be terminated. Hard copies and forms submitted via email will not be accepted.

Scientific Report Requirements

The following documentation must be uploaded and submitted via the online Progress Report form:

Mid-Year Progress Report (First Year Awardees):

• Progress/Accomplishments via online form
• Scientific Report: Details scientific accomplishments up to date
• Funding Worksheet: Details all pending, current and completed funding (federal and collaborative) sources of support
• Publications: Citations of all submitted manuscripts and published papers relevant to the award must be listed and uploaded on the Mid-Year Progress Report
• Pathway Symposium Presentation: As part of the Mid-Year Progress Report, a presentation at the Pathway Symposium highlighting the progress of the projects is required. Presentations must be uploaded in Power Point format and cannot exceed 20 slides. The content should be targeted to a general audience. Please refer to the Pathway Symposium letter for additional details.

Mid-Year Progress Report (Ongoing Awardees):

• Progress/Accomplishments via online form
• Publications: Citations of all submitted manuscripts and published papers relevant to the award must be listed and uploaded on the Mid-Year Progress Report

Annual Progress Report

• Scientific Accomplishments and Collaboration: Details scientific accomplishments for the year and deliverables for the coming year
• Funding Worksheet: Details all pending, current and completed funding (federal and collaborative) sources of support
• Updated Curriculum Vitae (CV)
• Publications: All submitted manuscripts and published papers relevant to the award must be uploaded to the Progress Report
• Institutional Assurance(s): Proof of IRB/IACUC renewal(s) must be submitted as applicable
• Patent Disclosure Form

Financial Report Requirements

The following documentation must be uploaded and submitted via the online Annual Financial Report form:

• Financial Report: Use either the 5 Year Financial Report OR 7 Year Financial Report based on the terms of your award. The Financial Report must be submitted as an Excel file. PDF copies of the Financial Report will not be accepted.
• Signature Page: The Signature Page must be signed by the Principal Investigator, Department Chair, and Financial Officer.

Questions?
For questions about Progress Reports, please contact pathway@diabetes.org.

All Association-supported researchers are required to complete a Final Report following the close of the award. Final Reports are due to the Association 60 days following the project end date.

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 Report (Cumulative) Deadlines

Funding End Date: December 31
Final Financial Report Deadline: March 1

Reporting Process

All Final Cumulative Report requirements must be submitted online through the Association's Grant Management Site. All Final Report forms will be activated approximately one month 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 Requirements tab, select "New Requirement" on the drop down menu on the top right, and 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 your complete 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.

Final Report Requirements

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):

• Curriculum Vitae (CV): CV should be updated with all recent grants and publications.
• Final Financial Report: Use either the 5 Year Financial Report or 7 Year Financial Report based on the terms of your award. The Final Financial Report must be submitted as an Excel file. PDF copies of the Financial Report will not be accepted
• Subsequent Funding Worksheet: Supplementary worksheet to detail federal, collaborative and other lines of funding.
• Signature Page: The Signature Page must be signed by the Principal Investigator, Department Chair, and Financial Officer.
• List of Publications: Provide citation details for all publications associated with your ADA award. A publication associated with your ADA award is defined as a publication which is a direct result of, or includes findings related to, your ADA-funded research.
• Publications: A PDF copy of all submitted manuscripts and published papers relevant to the ADA award should be uploaded with the Final Report.
• Patent Disclosure Forml;: This form must be completed for all awards where a discovery or invention has been patented, or a patent application has been submitted.

*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 Pathway@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 Pathway@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). Please carefully review and follow the Institutional Transfer Guidelines (PDF) and complete the Financial Portion (MS Excel) of the Final Report (to be completed by grant administrator or fiscal officer).

Note: The award will be placed on hold until the transfer is complete.

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 pathway@diabetes.org.
 

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, if submitted at least 2 months prior to the scheduled end date. 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.

Please complete all the requirements needed in our NCE Request Form.
 

In the event an ADA-funded award must be relinquished, please carefully read and follow the Award Relinquishment Procedure (PDF). A complete Final Report, including the Scientific Portion (MS Word) (to be completed by PI)and the Financial Portion (MS Excel) 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. Payment for the quarter in which the relinquishment occurs will 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 Pathway@diabetes.org with any questions.
 

The Association's Intellectual Property Policy (PDF) applies to all Pathway award types. Patents resulting from a Pathway 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.