Closeout: Award Closeout Procedures

The Research Track

Stops on the Track

    Research Navigation


    Before starting and during your research, there are training requirements that must be completed. Training


    Consider funding opportunities when thinking about your research idea. UIC has many opportunities to obtain funding for your project, as well as information on external funding options. Funding


    Some argue that the most important aspect of a research study is its design. Thinking through each step of the research process allows investigators to determine where additional resources may be needed, identify potential deficits in the study plan, and make changes to strengthen a proposal prior to its submission. Proposal Development


    Working through the Office for the Vice Chancellor for Research (OVCR), the Animal Care and Use Committee (ACC) helps you comply with federal regulations, state laws and University policies regarding the involvement of animals in research. Regulatory Research Requirements


    The Office of Business and Financial Services (OBFS) supports the business and financial operations of the University and assists units in their daily operations- including research studies. In research, OBFS is active in the Post-Award period. Common OBFS tasks include setting up anticipation and project accounts, and budgets in Banner. Award/Contract Processing & Acceptance


    UIC has specific personnel who receive, negotiate and accept industry sponsored research awards or contracts on behalf of you and the university.Industry Sponsored Research


    Award administration begins with your notification of the award and continues until the financial and technical closeout of your grant or contract is complete. Administering Research


    Assistance and guidance is available to help you operationalize and carry-out your research protocol. Conducting Research


    Numerous policies govern the management of data and records. The University offers a variety of resources to help you manage your data. Data & Records


    The University encourages your pursuit of scientific understanding and innovation. Services are available to encourage that innovation, help you prepare and publish your study and/or facilitate effective management, transfer, and commercialization of UIC technologies and your intellectual property. Results & Dissemination


    Research responsibilities do not end when results are published. You still have financial, final progress, and invention/patent reports as well as contractual responsibilities to complete. Award Closeout Procedures

    Award Closeout Procedures

Upon completion of an award, it is necessary to "close out" the award. Closeout requirements and deadlines can vary by funding agencies, but generally include submission of final award documentation (ie. progress reports, budgets, technical summaries). Prior to submitting closeout documents, research should be concluded and the award budget must be balanced.

Sponsors vary in their requirements for closing out an award, and such variations may be the deadlines for submission of close out documents and the type of documents required. These requirements are often found in the Notice of Award or in the Terms and Conditions of an agreement.

Most commonly required documents are:

  • Final Financial/Expenditure Reports*
  • Final Progress Report/technical summary
  • Final Invention Statements/Patent Reports
  • Property reports
  • Contract release form (for bilateral agreements)

*Financial reports are prepared and submitted to the sponsor by the Grants and Contracts Office. Property reports, Contract release forms, and other documents that are financial in nature cannot be certified by ORS. Please work closely with the Grants and Contract Office to prepare these documents and obtain signatures.

In most cases, the final progress report/technical summary can be submitted by the Principal Investigator to the sponsor directly. Any hardcopy documents that require institutional signatures must be routed to ORS with a Request for Action form. Once approved, these will be returned to the department/PI for submission to the sponsor.

Do you have an NIH grant?

NIH closeout documents should be submitted in eRA Commons website

Additional information on closeout procedures can be found at: