Guidelines for Awards Recipients

Notification
SJV staff will notify Awards applicants of the outcome of their application no later than 15 May. Grantees must complete Federal Financial System (FFS) registration and submit bank account information and then sign and return their cooperative agreement and complete environmental and historic compliance before they can begin receiving funds from their Award.  

Federal Financial System (FFS) Registration

• All Grantees must register in FFS to receive reimbursements electronically to a bank account.
• Fill out an ACH form (http://www.imls.gov/docs/ACH.doc) and register online.
• Keep a copy of the form showing that you registered.
• FAX the ACH form to both the SJV Phoenix office at 602-242-2513 and to the number in Denver on the form.
• SPECIAL NOTE: You only have to register in the FFS once. If you have previously received an Award from the SJV then you should not have to complete this process again. 

Central Contractor Registration
All Awards recipients must also register in the Central Contractor Registration (CCR).

• If you are a US citizen, organization, agency, university, or company you must be registered in CCR. 
• Go to http://www.ccr.gov/ and follow the instructions for registration.
• Save a copy of the information from the web page showing you registered. 
• You must re-register every year in CCR. 
• If there is a change at any time during the year, call or email the SJV Phoenix office with the updated information.
• If your project is being billed to a Mexican citizen, organization, company, university, or agency, you do not need to register in CCR. 

Adjustments to Proposals and Budgets
In the event that the Award is less than the amount requested, applicants are required to submit a revised proposal and budget, reflecting the new Award amount.

Reimbursements
SJV Awards are disbursed by the Sonoran Joint Venture on a reimbursable basis only. In order to receive Award money, grant recipients must submit an invoice and Standard Form -270 to the SJV Coordinator.

Changes to Proposals
Unforeseen circumstances often arise during the course of project implementation. If it becomes necessary to make significant changes to an Awards project, the project officer should contact the SJV Coordinator or SJV Science Coordinator to discuss the changes and how they will affect the project. Grantees should only move forward with changes after speaking with and receiving approval from SJV Staff.

Modifications to the Cooperative Agreement
If there is a significant change to the project, a formal modification must be made to the Cooperative Agreement.  Modifications must also be made if the recipient requests a time extension. Occasionally projects are extended and more money is added. For any such modification the project officer should contact the SJV Coordinator or SJV Science Coordinator to discuss the changes and how to officially make modifications to the cooperative agreement. Grantees should only move forward with changes after speaking with and receiving approval from SJV staff.

Use of SJV Logos
Grantees should use the SJV logo on any publications produced as a result of an SJV Award. Logos are available for download on the SJV website. Contact Jennie Duberstein if you need higher resolution, a slightly different version, or a different graphics format.

Reporting Requirements
All SJV Award recipients are required to submit progress/interim reports every six months after the grant start date until the project is completed.

A final report must be submitted no later than three months after project completion.  The SJV withholds 20% of the grant amount until the final report is received. 
Bird monitoring (or other appropriate) projects must submit data to the Avian Knowledge Network or other linked Regional Node, such as eBird or aVerAves.

Interim Reports
Each SJV Award recipient should submit, at a minimum, one Interim Report. Interim Reports should contain the following information:

• Project name
• Brief project summary (300 words or less)
• Contact information for project officer (name, phone, and email)
• Description of accomplishments to date
• A list of the next steps to be taken
• If there are significant changes from original proposal, please list and explain why the changes were necessary and how these changes help fulfill the mission of the SJV.

Final Reports
Each SJV Award recipient must submit a Final Report no later than three months after the end date of the project (as specified on the cooperative agreement). Each final report should include at a minimum the following information:

• Project name
• Brief project summary (300 words or less)
• Contact information for project officer (name, phone, and email)
• Updated list of project partners and any additional funding received (if significantly different from initial proposal)
• A complete description of accomplishments of the project
• Number of people reached/contacted/affected (if applicable)
• Acres/hectares/miles/kilometers of habitat affected (if applicable)
• Habitats affected (if applicable)
• Species affected (if applicable)
• Description of how data were incorporated into a National or International database (e.g., Avian Knowledge Network, eBird, aVerAves,etc.)
• Copies of any materials produced as a result of the project (brochures, manuals, flyers, posters, etc.)
• Three copies of any publication resulting from the project, even if the publication is after the end of the agreement period.
• If there are significant changes from original proposal, please list and explain why the changes were necessary and how these changes help fulfill the mission of the SJV.
• A minimum of four photos showing the project in action (high resolution digital photos, slides, negatives, or prints are acceptable). Photos of people, birds, habitats, and conservation issues are particularly encouraged.
• Please let us know if you do NOT want your final report put on the SJV Website.

Other information

• The results of any studies or investigations accomplished under this agreement may be published jointly by the Award Recipient and the Joint Venture or by either party separately. Appropriate credits to the Sonoran Joint Venture shall be included in any formally published article providing the Sonoran Joint Venture does not otherwise deem it appropriate to issue a disclaimer. 
• You must provide the Sonoran Joint Venture three copies of any publication resulting from the project even if the publication is after the end of the agreement period. 
• Any research data collected under this agreement shall be jointly owned by the Award Recipient and the Sonoran Joint Venture. Both parties shall have complete and unlimited access to all such data.
• News releases and other publicity issued by either the Award Recipient or the Sonoran Joint Venture will give due credit to the SJV and other cooperators to the project.
• Payment of the final invoice will be made available after the Sonoran Joint Venture accepts the final report/deliverables.

To close out your project send to the SJV office:

• One copy of your final report (or an electronic version).
• Any materials produced as a result of the project and project photos.
• Your final SF 270 with a supporting invoice.
• Please let us know if you would prefer that your final report NOT be posted on the SJV website.

Send to the U.S. Fish and Wildlife Service Regional Office in Albuquerque:

• SF 269 (final Financial Status Report).
• One copy of your final report.