GRADUATE FELLOWS
REPORTING REQUIREMENTS

Attached are Graduate Fellow report forms that will you will need to complete and submit to the Board of Regents during the term of your contract.  

Summary of enclosed forms:

Form 2C:   Cover report form.  This form is submitted along with Forms 2C-2 and 2C-3.  

Form 2C-1:  Results of Recruitment Activities.  This form is only submitted once and is due October 1st of the first year the contract is issued. 

Form 2C-2:  Annual Progress and Financial Status Report.  Submit along with Form 2C.  Due each year of the contract, on May 30th.

Forms 2C-3:  Status Report forms and instructions.  Submit along with Form 2C.  Biannual report due each year of the contract, on October 1st and January 31st.  

Form 2C-4:  Final Project and Expenditures Reports.  Due the year of the termination of contract. The Project Report must be submitted within 30 days, and the Expenditures Report within 90 days of the termination of the contract.  

Submit all forms to:

Carrie Robison
Associate Commissioner for Sponsored 
Programs Administration
Louisiana Board of Regents 
1201 Third Street
Claiborne Building
Baton Rouge, LA 70801-1389

GRADUATE FELLOWS PROJECT REPORT
FORM 2C

(Submit this cover form along with the appropriate status report form 2C-3) 

LEQSF Contract No.: ___________________________   Date: __________________________

Project Director(s): _____________________________   _______________________________

Institution: ____________________________________________________________________

Project Title: ___________________________________________________________________

______________________________________________________________________________

Contract Term: ______________________________ to ________________________________

Current Reporting Period: _____________________  to ________________________________
	
Signatures Required:  

	Project Director(s) ____________________________

			       ____________________________
		
	Authorized Institutional Representative: ____________________________

	Authorized Fiscal Agent: _______________________________________

RESULTS OF RECRUITMENT ACTIVITIES
FORM 2C-1	

(This form needs to be completed only once and is due October 1st of the first year the contract is issued)

LEQSF Contract No.: ___________________________   Date: __________________________

Project Director(s): _____________________________   _______________________________

Institution: ____________________________________________________________________

Project Title: ___________________________________________________________________

______________________________________________________________________________

Contract Term: ______________________________ to ________________________________

Current Reporting Period: _____________________  to ________________________________

Data to be submitted:

On a separate page, describe in detail all recruitment activities.  
Include copies of any brochures, posters, booklets, announcements, and/or other appropriate materials used in your recruitment.
Provide comprehensive background information for each student recruited.
At a minimum, provide GPA, GRE scores, and undergraduate major of each student. Also provide any other information about each student you deem pertinent.

Signatures Required:  

	Project Director(s) ____________________________

			       ____________________________
		
	Authorized Institutional Representative: ____________________________

ANNUAL PROGRESS AND FINANCIAL STATUS REPORT
FORM 2C-2	

(Must be submitted to Board of Regents May 30th each year of the contract)

LEQSF Contract No. ___________________________   Date: __________________________

Project Director(s) _____________________________   _______________________________

Institution: ____________________________________________________________________

Project Title: ___________________________________________________________________

______________________________________________________________________________

Contract Term: ______________________________ to ________________________________

Current Reporting Period: _____________________  to ________________________________

Data to be provided by Project Director:

	On a separate page, give a brief progress report on this contract, including:  

A current list of graduate fellowship recipients on this contract.
Provide any background information not previously supplied.
Explain if a recipient has withdrawn from the program.
Provide information, if any, regarding unfilled positions
Discuss, if necessary, any problems you are having with the contract.

Data to be provided by Fiscal Agent:

Amount of funds carried forward from preceding fiscal years (if any)
Amount of the grant for the reporting period
Amount expended to date 
Amount encumbered
Amount of the grant unobligated
	
Signatures Required:  

	Project Director(s) ____________________________

			       ____________________________
		
	Authorized Institutional Representative: ____________________________

	Authorized Fiscal Agent: _______________________________________

INSTRUCTIONS FOR COMPLETING STATUS REPORT
FORM 2C-3	

Attached is the Graduate Fellows Status Report Form 2C-3.  This report is to be completed twice each year by the project director - January 31st (for the Spring semester)  and October 1st (for the Fall semester).   Payment will not be made until this correctly completed document, as well as an invoice, are received at the Board of Regents offices.

To complete the status form:

Fill in the current Fiscal Year in the payment box (example: 2001-02).  

List full name of each recipient.  

In the box under the column entitled “Award”, the institution must assign each recipient a consecutive alphabetical designation beginning with the letter A.  Thus, the first student
would be Award A, the second student Award B, etc.   Additionally, the appropriate Arabic numeral must be typed beside each alphabetic letter in each block to indicate the payment number.  Example: A3 typed in the block under first payment under the second fiscal year would indicate that the third payment for Award A is being requested for, and will be made to, the student whose name is listed in that row.

Other Codes:
	X - an award has yet to be made
	L -  recipient was granted a leave of absence
	D - recipient dropped out
	G - recipient graduated
	O - other reason for student’s absence from program - which must be explained in an              attachment

Successive status reports submitted after the initial report must be cumulative.

Sample Completed Status Report:

Fellowship Recipients? Full Name (s)	

Award 	

Biannual Payment	
1997-98	
1998-99	
1999-2000	
2000-2001	
2001-2002	
			
First 
Pmt.	
Second Pmt.	
First Pmt.	
Second Pmt.	
First Pmt.	
Second Pmt.	
First Pmt.	
Second Pmt.	
First Pmt.	
Second Pmt.	

Jane Doe	
A	
7,500	
A1	
A2	
A3	
A4	
:L	

	

Jack Jones	
B	
8,000	
X	
X	
B1	
B2	
B3	

	

	

	

	

	

	

						STATUS REPORT FOR LEQSF GRADUATE FELLOWS PROGRAM
FORM 2C-3

	 

Fellowship Recipient’s Full Name	

Award	

Biannual Payment	

	

			
First Pmt.	
Second Pmt.	
First Pmt.	
Second Pmt.	
First Pmt.	
Second Pmt.	
First Pmt.	
Second Pmt.	
First Pmt.	
Second
Pmt.	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

	

		

	

	

	

Fellowships Awarded Per Payment Period