Prepare Your Progress Report

  1. Please review the instructions and forms on each tab below.
  2. You will need to download, complete, and combine all forms into a single, uploadable PDF document in order to successfully complete your Progress Report.
  3. When preparing you final PDF make sure that the documents are combined in the order outlined below.
  4. Make sure to click “formatting requirements” below before you create your documents for your final PDF.

PR Formatting Requirements

Formatting Requirements for PDF uploads (consistent with NIH PHS 398 Guidelines)

Font

  • Use Arial, Helvetica, Palatino Linotype or Georgia typeface and a font size of 11 points or larger. (A symbol font may be used to insert Greek letters or special characters; the font size requirement still applies.)
  • Type density, including characters and spaces, must be no more than 15 characters per inch.
  • Type may be no more than six lines per inch.
  • Use black ink that can be clearly copied.
  • Print must be clear and legible.

Page Margins

  • Use standard size (8 1⁄2” x 11”) sheets of paper.
  • Use at least one-half inch margins (top, bottom, left, and right) for all pages, including continuation pages.

Pagination

  • The file must be single-sided and single-spaced.
  • For new Grant Applications, please do not add page numbers when you upload your PDFs.
  • For Progress Reports, consecutively number pages throughout the report. Do not use suffixes (e.g. 5a, 5b). Do not include unnumbered pages.

Figures, Graphs, Diagrams, Charts, Tables, Figure Legends, and Footnotes

  • You may use a smaller type size but it must be in black ink, readily legible, and follow the font typeface requirement.

Progress Report Section 1 – Cover Page:

Progress Report Cover Page

Download and complete the LLHF progress report cover page form. Use the instructions provided below to complete your form. Make sure your cover page includes the required digital, e-signatures and dates. If you are missing signatures, your progress report will be considered incomplete by the LLHF.

Download PR Cover Page
Download PR Cover Page Instructions

Progress Report Section 2 – Summary Form:

Progress Report Summary Form
Download and complete the LLHF progress report summary form. Follow the instructions below to complete the form.

Specific Instructions:

  1. Human Subjects/Vertebrate Animals:
    Clearly indicate whether your project uses either Human Subjects and/or Vertebrate Animals. Indicate whether there are changes to the involvement of human subjects or the use of vertebrate animals in the project. Explain any changes in detail in the narrative portion of the progress report.
    You must provide a current copy of the grant specific Institutional Review Board (for Human Subjects) and/or Animal Care and Use Committee Approval, if applicable. If you do not have a copy available at the time that you submit the report, you can email it directly to the LLHF once you receive it.
  2. Key Personnel Report:
    Record all key personnel including the actual percentage of effort (annualized) during the reporting period. Explain in detail any changes to key personnel and staffing from what was proposed in the original application and prior progress reports.
  3. Performance Site(s) and Facilities:
    List all of the facilities being used by the Investigator(s); all facilities publicizing the name of Larry L. Hillblom or the LLHF as sponsor of the research project; and all facilities with “Hillblom” name designation or signage supported by this grant.
  4. Publications, Lectures and Abstracts:
    Provide a list of lectures, abstracts and/or publications by the Principal Investigator and Co-Investigator(s) that are based on research funded by this grant. Please include a link to each publication and/or abstract. Do not include any publications in the progress report PDF, only the list and links are required.
    Please note that the LLHF is concerned that publications based on research funded by us expressly attribute credit to the LLHF for its funding of the research on which the publication is based.
Download PR Summary Form

Progress Report Section 3 – Narrative:

Progress Report Narrative Instructions
Download the LLHF progress report narrative format template (use this template for any continuation pages as well). Follow the instructions below to complete the narrative report.


Specific Instructions for Continuing Grants

A. Summary Narrative (to be completed by the Principal Investigator):

Provide a one page summary for reviewers not trained in science, describing the nature of the research being studied, results to date of your research, progress made in achieving the purpose(s) of the grant, significant challenges, modifications of strategies and implications of your research for future treatment of the disease or persons suffering from the disease.

B. Progress Report Narrative (to be completed by the Principal Investigator):

Provide a detailed progress report and updated research plan (for scientific reviewers) using the outline below:

1. Specific Aims (one page maximum):
List the specific aims or research objectives proposed in the original application (or prior progress report). If the aims or objectives have been modified, give the revised aims and the reason for the modifications. List any new specific aims for the coming year.

2. Studies and Results (two page maximum):
Describe the studies directed toward the specific aims or research objectives during the previous year and the results obtained. To the extent that specific “milestones” were envisioned or specified for the research project, have they been met?

3. Significance (one page maximum):
Summarize the significance of the results to the scientific field and the implications of your research for future treatment of the disease or persons suffering from the disease.

4. Plans (two page maximum):
Summarize plans to address the specific aims and research objectives during the coming year. Describe fully any important modifications to the original plans, including any changes to the use of human subjects and/or vertebrate animals.

5. Timeline (two page maximum):
Provide an outline of the planned timeline for each of the specific aims during the coming year.


Specific Instructions for Final Year Grants

A. Summary Narrative (to be completed by Principal Investigator):

Provide a one page summary for reviewers not trained in science, describing the nature of the research being studied, results to date of your research, progress made in achieving the purpose(s) of the grant, significant challenges, modifications of strategies and implications of your research for future treatment of the disease or persons suffering from the disease.

B. Progress Report Narrative (to be completed by Principal Investigator):

Provide a detailed progress report and updated research plan (for scientific reviewers) using the outline below:

1. Specific Aims (one page maximum):

List the specific aims or research objectives proposed in the original application (or prior progress report). If the aims or objectives have been modified, give the revised aims and the reason for the modifications.

In addition, please summarize what you have accomplished during the grant period.  Did you complete the aims of your initial proposal to the Hillblom Foundation? If not, please explain the nature of any changes, pro or con (i.e. new discoveries or reasons for modifying the aims).

2. Studies and Results (two page maximum):

Describe the studies directed toward the specific aims or research objectives during the previous year and the results obtained. To the extent that specific “milestones” were envisioned or specified for the research project, have they been met?

3. Significance (one page maximum):

Summarize the significance of the results to the scientific field and the implications of your research for future treatment of the disease or persons suffering from the disease.  Describe any scientific benefits that have been achieved as a result of your research.  Has the research funded by this grant provided new insight or knowledge with respect to the disease being studied?

 4. Plans (two page maximum):

Describe fully any important modifications to the original plans and summarize plans to address the specific aims and research objectives for the future (if you plan to continue your research).  (Fellowship and Start-Up Grantees Only:  in addition, please utilize these pages to summarize your future plans, career objectives and any new research projects that you will be working on, once you have completed your LLHF grant.)


Download PR Narrative Template

Progress Report Section 4 – Budget and Salary Support:

Progress Report Budget Form and Salary Support

NOTE: This section is not required if this is your last progress report and the grant is ending this year.

Download the LLHF progress report budget form, budget form instructions, and the salary support form below. Please make note of the specific instructions as well.

Specific Instructions:

A. LLHF Budget Form:
Provide a detailed budget and budget justification (use a maximum of three additional pages for the justification) for the projected budget for next year, if applicable.  Make sure to download and follow all instructions provided in the LLHF progress report budget form instructions. Remember that each LLHF funding mechanism has specific budget restrictions and requirements. Where there are differences between the funding mechanism instructions and these budget form Instructions, the instructions for the funding mechanism take precedence.

B. LLHF Salary Support Form:
Download the LLHF progress report salary support form and attach it to the end of your budget form pages. Provide an updated list of all salary support for key personnel, listing all current active and pending funding.

Download PR Budget Form
Download Budget Request Instructions
Download PR Salary Support Form

Progress Report Section 5 – Accounting:

Progress Report Accounting Form
Download the LLHF progress report accounting form and accounting form instructions below.  Please make note of the specific instructions as well.

Specific Instructions for Continuing Grants

A. LLHF PR Accounting Form:
This is a preliminary accounting report to be completed by the grantee (Department or Unit Finance Office) and included with the progress report. Provide a detailed preliminary expenditure report for actual expenses for the reporting period (to date). Follow all the instructions provided in the LLHF accounting form instructions document.

B. Official Accounting Report to be Completed by Grantee Institution (Accounting or Finance Office):
Within 60 days after submitting your progress report (or at the end of the budget period), provide an official, signed and itemized finalized expenditure report (financial status report) for the reporting period, which shall include a comparison of budgeted to actual expenses for each budget category defined in the approved grant budget.

Note: DO NOT use the LLHF PR Accounting Report Form. This is a separate report that should be done on institution letterhead and should be prepared and signed by the finance department.

Email the completed financial report to:
Nicolette Iacona at nicolette@llhf.org


Specific Instructions for Final Year Grants

A. LLHF PR Accounting Form:
This is a preliminary accounting report to be completed by the grantee (Department or Unit Finance Office) and included with the progress report. Provide a detailed preliminary expenditure report for actual expenses for the reporting period (to date). Follow all the instructions provided in the LLHF accounting form instructions document.

B. Official Accounting Report to be Completed by Grantee Institution (Accounting or Finance Office):

At the end of your multi-year grant, include all expenditures (itemized) of grant funds for the entire three (3) or four (4) year term of the grant in a signed, final financial status report. Indicate whether there are remaining funds that have not been utilized for your project, which should be returned to the LLHF.

Note: DO NOT use the LLHF PR Accounting Report Form. This is a separate report that should be done on institution letterhead and should be prepared and signed by the finance department.

As written in the original, signed grant agreement, “the grantee shall return to LLHF any portion of the amount granted which is not used for the purposes of the Grant set forth in Section 2 of this Agreement within sixty (60) days after the conclusion or termination of the grant.”

Please mail the completed financial report and/or remaining funds to:

Larry L. Hillblom Foundation
755 Baywood Drive, Suite #180
Petaluma, CA 94954
Attention:  Nicolette Iacona (nicolette@llhf.org)

Download LLHF PR Accounting Form
Download LLHF PR Accounting Form Instructions

Progress Report Step 6 – Additional Notes:

Fellowships Grants Only:

Your Mentor is required to review, sign and date the final page of the progress report, which thereby confirms that he or she has reviewed and approved the content outlined within your written report.

Download the mentor signature page and add it to the end of your progress report PDF file.

Download Mentor Signature Form

Submit Your Progress Report

Once you have completed the required sections and created a single PDF that is ready for upload, you may proceed to the final step.  Clicking this link will take you to a short form where you can submit your progress report.

Submit Completed Progress Report