CRIS

  • CRIS Life-Cycle Overview
  • Initiating A New CRIS Project
  • Hatch Project (umbrella)
  • NIFA Grant
  • Multistate
  • McIntire-Stennis
  • Animal Health
  • Annual Progress Report (AD-421)
  • Getting An Extension
  • Project Termination
  • Final CRIS Report
  • Getting More CRIS Help

  • CRIS Life-Cycle Overview

    All CRIS projects (excluding the USDA/NIFA grant based CRIS projects) have a 5 year lifespan. Projects cannot be renewed for an additional five years, but will need to be rewritten and submitted to the USDA as new project.

    Initiating A New CRIS Project

    Initiating A New CRIS Project (Detailed Instructions)

    Quick Start

    Which type of CRIS project do you want to start?

    • Hatch - Are you creating an umbrella CRIS project?
    • NIFA Grant - Are you required to complete the AD-416 and AD-417 forms for a NIFA grant proposal?
    • Mulistate - Are you joining a Regional project that is already established by another Institution or another PI at UF?
    • McIntire-Stennis - Are you creating a Forestry related CRIS project?
    • Animal Health - Are you creating an Animal Health type project?

    Annual Progress Report (AD-421)

    Annual Progress Report (AD-421) (Detailed Instructions)

    Hatch, Multistate and McStennis projects annual report will become due on 9/30 each year. Grant projects annual report will become due on the anniversary date of the project each year. Projects will require a progress report be completed annually via the CRIS system using the AD-421 forms. Once the form has been completed by the faculty member, they must notify the CRIS Coordinator. The CRIS Coordinator then reviews and submits AD-421 report to the USDA.

    Assisted Search

    Search the CRIS database using a fill-in form. A number of help screens, automatic wildcarding, and built-in search logic are provided. Find CRIS project information for entire unit or individual project using individual data fields.

    Download Instructions (PDF) CRIS Assisted Search Website

    Review Tracker

    The FAES CRIS Review Tracker is a web application designed to assist PI's, Unit Heads, and Reviewers with managing the review of CRIS projects. This system should provide a streamlined alternative to the current in-house methods of project review. The FAES CRIS Review Tracker is a complete workflow administration tool that provides process management for all aspects of CRIS project review.

    The FAES CRIS Review Tracker can be accessed by visiting this URL: http://research.ifas.ufl.edu/crisTracking/. It is highly recommended that you bookmark this location for easier access in the future.

    Download Instructions (PDF) FAES CRIS Review Tracker Website

    Getting An Extension

    One-year extensions provide extra time for finishing project-related work and submitting replacement projects for approval as necessary.

    Get An Extension On Your CRIS Project

    Project Termination

    A final comprehensive report will be required once the project expires in order to terminate the CRIS project. This final report can also be completed using the AD-421 form found on the CRIS system. Once the form has been completed by the faculty member, they must notify the CRIS Coordinator. The CRIS Coordinator then reviews and submits AD-421 report to the USDA.

    Complete Project Termination

    Final CRIS Report

    A final comprehensive report will be required once the project expires in order to terminate the CRIS project. This final report can also be completed using the AD-421 form found on the CRIS system. Once the form has been completed by the faculty member, they must notify the CRIS Coordinator. The CRIS Coordinator then reviews and submits AD-421 report to the USDA.

    Learn More About The Final CRIS Report

  • Initiating A New CRIS Project

    1. Submitting A Proposal

    Proposals for projects must be submitted for review to your unit leader before being established in the CRIS database system. Project statements must be prepared according to the format and procedures of Internal Management Memorandum 6C1-6.120-3 and given to the faculty member's home unit leader. Well written concise projects need not be 30 page dissertations.

    The principal investigator investigator will select at least three peer reviewers who will provide a confidential review of the proposed project. One reviewer may be the unit leader him/herself. Reviewers will be provided a copy of the project statement along with an excerpt from the above IMM on which to base their comments. Reviewers may be scientists in other states/institutions. The faculty member will edit the project to reflect the input of the reviewers including the unit leader's comments and resubmit the project to the unit leader for approval.

    2. Completing The Forms

    Upon approval, the faculty member will prepare CRIS Forms AD-416, AD-417 and the Assurance Statement using the Web fill-in forms. The unit leader will sign the Project Transmittal form and CRIS forms or send an email to the CRIS Coordinator, Dean for Research Office, McCarty Hall (PO Box 110200) to inform them of their approval of the project.

    Which type of CRIS project do you want to start?

    • Hatch - Are you creating an umbrella CRIS project?
    • NIFA Grant - Are you required to complete the AD-416 and AD-417 forms for a NIFA grant proposal?
    • Mulistate - Are you joining a Regional project that is already established by another Institution or another PI at UF?
    • McIntire-Stennis - Are you creating a Forestry related CRIS project?
    • Animal Health - Are you creating an Animal Health type project?

    3. CRIS Coordinator

     

    Submit required materials from each checklist to the CRIS Coordinator (Conroy Smith) in PDF format. The CRIS coordinator with FAES authorization will assign a CRIS project number and formally submit your project for review and approval to USDA/NIFA via the CRIS website.

    4. Project Approval

    Once the USDA/NIFA has approved a project, the CRIS Coordinator will receive a letter of approval from the USDA/NIFA. The CRIS Coordinator enters the project information into the PeopleSoft system, and assigns the CRIS Value (except for the USDA/NIFA grant based CRIS projects) which is used to track all research expenses to each individual CRIS project for AD-419 financial report purposes. Later, a letter with all project information including CRIS project number, CRIS value, project start date, and project termination date is sent to the faculty member, fiscal contact, unit leader, and IFAS budget office for salary distribution and reporting purposes.

  • Hatch Project (umbrella)

    Are you creating an umbrella CRIS project?

    Step-by-step Instructions

    1. Complete all of the internal forms required for creating a Hatch project:
      1. Project Statement (as an adobe PDF document - this is also known as "The Outline" in the CRIS system)
      2. Project Statement Transmittal form (Signed by PI, Unit Leader, and listing the 3 reviewers)
      3. Send the Project Statement and Project Statement Transmittal form to the CRIS Coordinator, Conroy Smith.
    2. Complete all of the online forms for a Hatch project (AD-416, AD-417, and assurance statement):
      1. Go to the USDA/CRIS Website
      2. Click “Work Unit Description (AD-416 / AD-417)”
      3. Click on Florida
      4. Type “seashell” and click “Proceed”
      5. Type the PI’s last name and click “Proceed”
      6. Select “Hatch” and click “New”
      7. Complete the first page of the AD-416 form
      8. Click “Check and Save”
      9. Click “Go to Screen 2”
      10. Complete the second page of the AD-416 form
      11. Click “Check and Save” and click “Confirm Information”
      12. Click “Outline” (this is a pdf version of the Project Statement) and upload the project statement
      13. Click “AD-417”
      14. Complete the AD-417
      15. Click “Check data” and click “Save information”
      16. Click “Return”
      17. Click “CSREES-2008 Assurance Statement”
      18. Complete the Assurance Statement
      19. Click “Check data” and click “Save information”
      20. Please notify the CRIS Coordinator, Conroy Smith, that the forms are complete
      21. The CRIS Coordinator will then process and submit your project to USDA.

    Form Check List

  • NIFA Grant

    Step-by-step Instructions

    Submit CRIS forms online:

    1. Go to the USDA/CRIS Website
    2. Click "Work Unit Description (AD-416 / AD-417)"
    3. Click on Florida
    4. Type "seashell" and click "Proceed"
    5. Type the PI's last name and click "Proceed"
    6. Select the type of grant and click "New"
    7. Complete the first page of the AD-416 form
      1. Be sure to insert the Proposal number on the first page of the AD-416
    8. Click "Check and Save"
    9. Click "Go to Screen 2"
    10. Complete the second page of the AD-416 form
    11. Click "Check and Save" and click "Confirm Information"
    12. Click "Outline" and upload the project statement
    13. Click "AD-417"
    14. Complete the AD-417
    15. Click "Check data" and click "Save information"
    16. Click "Return"
    17. Please notify the CRIS Coordinator, Conroy Smith, that the forms are complete
      1. Provide USDA/NIFA Award Face Sheet or notification that includes the following information:
        1. Proposal Number
        2. Start Date
        3. End Date
    18. The CRIS Coordinator will then process and submit your project to USDA

    Form Check List

  • Multistate

    Are you joining a Regional project that is already established by another Institution or another PI at UF?

    Step-by-step Instructions

    To view the proposal:
    1. Go to the National Information Management Support System at http://nimss.umd.edu.
    2. Insert your login and password (if you do not have a login ID, you will need to register, also at the above url).
    3. In the Top Menu, select "Project", the select "View Projects"
    4. Enter the project number
    To create an Appendix E for a Proposed Project:
    1. Go to the National Information Management Support System at http://nimss.umd.edu.
    2. Insert your login and password (if you don't have a login ID, you'll need to register, also at the url above).
    3. In the top menu, select "Participants", then select "Draft/Edit"
    4. On the left side menu, select "Draft New"
    5. Select the project number
    6. Fill out the form
    7. Click on "Submit"
    To create a Multistate project:

    After your participation has been approved in NIMMS, you will need to complete a few forms online to create a Multistate project in CRIS.

    1. Complete all of the online forms for a Hatch project (AD-416, AD-417, and assurance statement)
      1. Go to the USDA/CRIS Website
      2. Click "Work Unit Description (AD-416/AD-417)"
      3. Click on Florida
      4. Type "seashell" and click "Proceed"
      5. Type the PI's last name and click "Proceed"
      6. Select "Hatch/Multistate" and click "New"
      7. Complete the first page of the AD-416
        • Title
        • Multistate Project Number
        • Start Date
        • End Date
      8. Click "Check and Save" and click "Go to Screen 2"
      9. Complete the second page of the AD-416
        • Objectives: (This is where you enter only the objectives listed in the Appendix E)
      10. Click "Check and Save" and click "Confirm Information"
      11. Click "Return"
      12. Click "AD-417"
      13. Complete the AD-417
      14. Click "Check data" and click "Save Information"
      15. Click "Return"
      16. Click "CSREES-2008 Assurance Statement"
      17. Complete the Assurance Statement
      18. Click "Check data" and click "Save Information"
      19. Please notify the CRIS Coordinator, Conroy Smith, that the forms are complete
      20. The CRIS Coordinator will then process and submit your project to USDA.

    Form Check List

  • McIntire-Stennis

    Are you creating a Forestry related CRIS project?

    Step-by-step Instructions

    1. Complete all of the internal forms required for creating a McIntire-Stennis project:
      1. Project Statement (as an adobe PDF document - this is also known as "The Outline" in the CRIS system.) For McIntire-Stennis projects, the project statement must include a project timeline and project financial support and budget. Please see essentials of a McIntire-Stennis project statement document.
      2. Project Statement Transmittal form (Signed by PI, Unit Leader, and listing the 3 reviewers)
      3. Send the Project Statement and Project Statement Transmittal form to the CRIS Coordinator, Conroy Smith.
    2. Complete all of the online forms for a McIntire-Stennis project (AD-416, AD-417, and assurance statement):
      1. Go to the USDA/CRIS Website
      2. Click "Work Unit Description (AD-416 / AD-417)"
      3. Click on Florida
      4. Type "seashell" and click "Proceed"
      5. Type the PI's last name and click "Proceed"
      6. Select "McIntire-Stennis" and click "New"
      7. Complete the first page of the AD-416 form
      8. Click "Check and Save"
      9. Click "Go to Screen2"
      10. Complete the second page of the AD-416 form
      11. Click "Check and Save" and click "Confirm Information"
      12. Click "Outline" (this is a pdf version of the Project Statement) and upload the project statement
      13. Click "AD-417"
      14. Complete the AD-417
      15. Click "Check data" and click "Save information"
      16. Click "Return"
      17. Click "CSREES-2008 Assurance Statement"
      18. Complete the Assurance Statement
      19. Click "Check data" and click "Save information"
      20. Please notify the CRIS Coordinator, Conroy Smith, that the forms are complete
      21. The CRIS Coordinator will then process and submit your project to USDA.

    Form Check List

  • Animal Health

    Are you creating an Animal Health type project?

    Step-by-step Instructions

    1. Complete all of the internal forms required for creating a Animal Health project:
      1. Project Statement (as an adobe PDF document - this is also known as "The Outline" in the CRIS system)
      2. Project Statement Transmittal form (Signed by PI, Unit Leader, and listing the 3 reviewers)
      3. Send the Project Statement and Project Statement Transmittal form to the CRIS Coordinator, Conroy Smith.
    2. Complete all of the online forms for a Animal Health project (AD-416, AD-417, and assurance statement):
      1. Go to the USDA/CRIS Website
      2. Click "Work Unit Description (AD-416 / AD-417)"
      3. Click on Florida
      4. Type "seashell" and click "Proceed"
      5. Type the PI's last name and click "Proceed"
      6. Select "Animal Health" and click "New"
      7. Complete the first page of the AD-416 form
      8. Click "Check and Save"
      9. Click "Go to Screen2"
      10. Complete the second page of the AD-416 form
      11. Click "Check and Save" and click "Confirm Information"
      12. Click "Outline" (this is a pdf version of the Project Statement) and upload the project statement
      13. Click "AD-417"
      14. Complete the AD-417
      15. Click "Check data" and click "Save information"
      16. Click "Return"
      17. Click "CSREES-2008 Assurance Statement"
      18. Complete the Assurance Statement
      19. Click "Check data" and click "Save information"
      20. Please notify the CRIS Coordinator, Conroy Smith, that the forms are complete
      21. The CRIS Coordinator will then process and submit your project to USDA.

    Form Check List

  • Annual Progress Report (AD-421)

    Hatch Regular, Multistate, McIntire-Stennis, Animal Health, Grants

    • Navigate to: http://cwf.uvm.edu/cris
    • Click "Accomplishments Report (AD-421)"
    • Click on Florida
    • Type "seashell" and click "Proceed"
    • Type the PI's last name and click "Proceed"
    • Make sure to Choose Annual Report unless this is indeed the Final Report
    • Complete all required chart fields
    • Please notify the CRIS Coordinator, Conroy Smith, once it has been completed
    • CRIS Coordinator will review and submit to the USDA

  • Getting An Extension

    One-year extensions provide extra time for finishing project-related work and submitting replacement projects for approval as necessary.

    Hatch Regular, McIntire-Stennis, Animal Health

    • Must request that CRIS Coordinator submit an extension request to CRIS/USDA
      • Must change termination date in CRIS system
    • Can be extended for a second year:
      • Must submit Justification Memo to CRIS Coordinator
      • CRIS Coordinator submits extension request with justification memo to CRIS/USDA
      • Must receive USDA approval

    Hatch Multistate

    • Cannot be extended past the termination date
    • Exceptions:
      1. Regional project has been extended by the USDA/NIFA
        • Must provide proof of regional project extension (NIFA extension letter) to CRIS Coordinator
        • CRIS Coordinator submits extension request and NIFA extension letter to USDA/CRIS
        • Project is extended as a Multistate regional project
      2. Can be extended for a one year period as a Hatch Regular project
        • Must submit Justification Memo to CRIS Coordinator
        • CRIS Coordinator submits extension request with justification memo to CRIS/USDA
        • Must receive USDA approval

    NIFA Grants

    • Cannot be extended past the termination date (Unless grant has been extended)
    • If grant has been extended:
      1. Provide proof of extension or grant NOA to the CRIS Coordinator
      2. CRIS Coordinator submits extension request and NOA to USDA/CRIS
      3. Project is extended once it receives USDA approval

     

  • Project Termination

    A final comprehensive report will be required once the project expires in order to terminate the CRIS project. This final report can also be completed using the AD-421 form found on the CRIS system. Once the form has been completed by the faculty member, they must notify the CRIS Coordinator. The CRIS Coordinator then reviews and submits AD-421 report to the USDA.

     

    Hatch Regular, Multistate, McIntire-Stennis, Animal Health, Grants

    • Navigate to: http://cwf.uvm.edu/cris
    • Click "Accomplishments Report (AD-421)"
    • Click on Florida
    • Type "seashell" and click "Proceed"
    • Type the PI's last name and click "Proceed"
    • Make sure to Choose Final Report NOT Annual Report
    • Complete all required chart fields
    • Please notify the CRIS Coordinator, Conroy Smith, once it has been completed
    • CRIS Coordinator will review and submit to the USDA

     

  • Final CRIS Report

    A final comprehensive report will be required once the project expires in order to terminate the CRIS project. This final report can also be completed using the AD-421 form found on the CRIS system. Once the form has been completed by the faculty member, they must notify the CRIS Coordinator. The CRIS Coordinator then reviews and submits AD-421 report to the USDA.

    General CRIS Policies

    • All research should be documented in the USDA/CRIS system.
    • Research Projects must support IFAS, and the National Institute of Food and Agriculture's (NIFA) mission statements, and specific goals.
    • Faculty with any level of research FTE appointment (1-100 fte) should be the principal investigator on at least one CRIS project covering their research activities.
    • New IFAS research faculty should develop an Experiment Station Project within the first 3-6months of employment. Prior to establishing an Experiment Station Project, research and funds expended will be documented under the Unit's non-projected number (xxx)-00001.
    • As appropriate, research faculty may be added to a current project as follows:
      1. if the project is in his/her Unit, the Unit Head may submit a letter of request to the Dean for Research Office, 1022 McCarty Hall, P.O. Box 110200.
      2. if the project is in a different Unit, the researcher should submit an addendum and CRIS forms AD-416 and AD-417 to the Dean for Research Office, 1022 McCarty Hall, P.O. Box 110200.
    • All faculty with research appointments of any level are required to file individual AD-421 annual progress reports for their research activity into the CRIS system.

    College of Veterinary Medicine CRIS Policies

    Under current State and Federal accountability guidelines, all research must be documented. For accountability of expenditures for all research funds, IFAS research faculty in the College of Veterinary Medicine must have their research documented in both IFAS and the College of Veterinary Medicine.

    1. For IFAS/College of Veterinary Medicine faculty, a "Project" or "Program of Work" can be developed following current College of Veterinary Medicine guidelines. The objective of this plan is to help develop and guide the faculty member's research program over a three to five year period. This plan should detail experiments that will be conducted in a given subject matter area related to the faculty member's long-range goals.
      • This Program of Work is submitted by the faculty member to the appropriate administrator within the College of Veterinary Medicine.
      • The College of Veterinary Medicine administrator will then arrange for a peer review evaluation by obtaining input from two to three faculty members. These faculty members will read the project and provide written comments and evaluation.
      • The College of Veterinary Medicine administrator will collect the written comments, and follow-up with the author concerning appropriate revision.
      • Following acceptance of the revised copy, the College of Veterinary Medicine administrator will forward the Project to the IFAS Dean for Research Office for final approval and submission to CRIS.
    2. Grants (other than NIFA grants)

      Although grant money will be accounted for under College of Veterinary Medicine projects, it is necessary to account for expenditures of related IFAS funds also.

    3. Accounting

      Provide to the appropriate persons the IFAS/FAES project number to associate with the grant.

    4. USDA/NIFA Competitive and Special Grants

      These are "stand alone" CRIS projects. Although the grant monies will be released to the College of Veterinary Medicine, related expenditures of IFAS/FAES funds (such as salary, etc.) must be accounted for under an IFAS/FAES project number.

      To document the NIFA grant in IFAS/FAES, submit a memo and a copy of the CRIS AD-416 and 417 forms, signed by your authorized administrator, to the IFAS Dean for Research Office. A copy of the grant is NOT required. The project will be considered "pending" until the grant funds are released and a copy of the official Notice of Award is submitted to the IFAS Dean for Research Office.

     

  • Getting More CRIS Help

    Conroy Smith

    CRIS Coordinator

    Dean for Research Business Office

    Phone: 352-392-3150

    Nancy Wilkinson

    Director of Finance

    Dean for Research Business Office

    Phone: 352-273-3498