Creating a New Closeout Report Form
Log In: To get started, go to dodeagrants.org, click on the Grantee Login button in the top right corner of the homepage, and sign into your account.
Note: If you do not have credentials yet, click on the Create New Account tab to create a login.
Reporting Page: Select Reporting in the horizontal navigation menu across the top of your account page.
Add New Report: Select the Add New Report button in the top center of the page above the filters. Then select Closeout Reporting from the dropdown menu that appears.
Tip: To access guidance documents and webinars on creating reports, select the Reporting Resources button in the top right corner of the page.
Filling out the Form
Basic Information
Reporting Year, Grant Year, and Report Date: These first three lines are prefilled and are not editable.
Grantee: From the dropdown menu, choose the grantee for which you are reporting.
Note: This menu displays only grantees currently associated with your DoDEA grants account. To have a grantee added to your account, please contact the DoDEA Evaluation Technical Assistance Center (ETAC) at support@dodeagrants.org.
Project Name: Enter the Project Name and choose the primary Project Focus Area from the dropdown menu.
Federal Grant ID: Select the correct Grant ID from the dropdown menu.
Note: This menu displays only Grant IDs associated with the selected grantee. If you do not see the correct grant number listed, please contact DoDEA ETAC for assistance at support@dodeagrants.org.
Name of Reporter: This field is prefilled with information gathered from the user profile upon login, and is not editable.
Contact Information: Enter a phone number, district mailing address, and email address that DoDEA can use for future correspondence.
Attachments
SF-425 Attachment: Use the Select Files button to upload a completed SF 425 form for the closeout year in PDF or Microsoft Word format.
Note: For further guidance on filling out a SF 425 form, read Completing an Annual Federal Financial Report.
Final Evaluation Report Attachment: Repeat this process to attach the Final Evaluation Report for the closeout year in PDF or Microsoft Word format.
Note: For further guidance on preparing this attachment, read Completing an Annual Evaluation Report.
Saving Your Progress
Save Frequently: Click the Save button at the bottom left of the page throughout your session to preserve your progress. After saving, you can continue to fill out and edit fields, or exit the form and return to it later.
Confirmation Message: After you have clicked Save, a green confirmation message will appear at the top left of the page.
Note: The title of the report appears in blue hyperlinked text within the green confirmation message. Make a note of this title to locate the report more easily in the future. Click the hyperlinked title to open and view the saved report.
Revisit and Edit as Needed: To learn more about using filters to find forms for viewing and editing, read Navigating the Reporting Dashboard.
Submitting a Report
Submit: Once you have completed the form, checked over your entries, and are ready to send the document to DoDEA Grants staff for review, click Submit at the bottom left of the page.
Note: Clicking Submit will lock the form for further editing and send it to DoDEA Grants staff. You CANNOT retract or edit a form after it has been submitted. Forms are not submitted to DoDEA Grants staff for review until Submit has been clicked.
Confirmation Message: After you have clicked Submit, a green confirmation message with the hyperlinked title of the report will appear at the top left of the page.
Download: To download a submitted or saved report as a PDF, locate it under the Closeout Report tab of the Reporting page and click the Download symbol across from the title.
Edits and Updates to Submitted Reports: If you need to make an update to a submitted report, please contact ETAC at support@dodeagrants.org.