Closeout

This screen displays all grant applications assigned to you or being tracked in your portfolio that haven’t been assigned to another phase yet and:

  • Require program closeout action, even if it is not yet officially opened for closeout (does not apply to fellowships, supplements, and any grants with a project period end date before 1 October, 2014)
  • Today’s date is after the project period end date
  • Have an application status code of:
    • 05 (Awarded Non-Fellowship), or
    • 03 (Award Terminated)
  • Can be any FY

ClosedFor NIH users:

Closeout screen for NIH Users

ClosedFor SAMHSA users:

Closeout screen for SAMHSA users

Multi-Select

Use the checkboxes on the left side of the grid to select grant records you want to take action on.

You can select records row by row, and/or click the select menu above the checkboxes to choose one of these multi-select options:

multi-select options

  • Check All — Select all records on all pages of the portfolio, including any records that are hidden by the filter function.
  • Check All Visible — Select only the records are visible on this page of the portfolio: Records that are hidden by the filter function are not selected.

The counter above the grid will tell you how many you've selected:
selected row count

IMPORTANT: Note that any selections you make are persisted as long as you remain in this portfolio screen: You can move through the pages of the portfolio, selecting records on multiple pages, and all the records will stay selected until you navigate away from this portfolio screen or perform one of these deselect actions:

  • Uncheck All — Clear all selections on all pages of this portfolio screen, including any records that are hidden by the filter function.
  • Uncheck All Visible — Deselect only the selections that are visible on this page of the portfolio: Selected records on other pages and those that are hidden by the filter function are not deselected.
  • Or click row-by-row to deselect individual records.

Actions

After you've made your selections, click Actions to open the Actions menu, as shown here:

For SAMHSA:

Actions menu for SAMHSA

For NIH:

Actions menu for NIH

Then click to perform one of these actions on the selected grant records:

These actions will apply to all the records you have selected, even if some of them are not currently visible in the screen because you are filtering the results. Remember to deselect records you don't want to act on.

  • Refresh — Refresh the Grant List.
  • Generate Correspondence — (SAMHSA only:) SAMHSA users can choose this action to send correspondence to the selected grantees. See Generate Correspondence screen.
  • Manage Delegation (OT Only) — (NIH OTA awards only) NIH POs can select this action to delegate their OTA awards to other POs and to manage delegated awards. Opens the Manage Delegation screen.
  • Untrack Checked (Remove from My Portfolio) — Stop tracking the selected grants.

NOTE: These actions will apply to all the records you have selected, even if some of them are not currently visible in the screen because you are filtering the results. Remember to deselect records you don't want to act on.

ClosedWorking with the portfolio list view

The legend at bottom of the screen explains icons in the portfolio grid: legend

Filter: Enter text in the Filter box to quickly find any grant record in your portfolio. Enter partial or complete PI name or grant number and the system will only display the grant records that match the filter text. Filtering looks for matches throughout the portfolio, including the fields in the Summary View, even when the Summary Views are closed — See Summary View for more information.

NOTE: You can enter multiple words, letter strings and/or number strings to narrow the search. Multiple search elements will be combined into an "AND" search statement. Filtering is most successful if you enter a distinctive word or string of letters or numbers. Filtering for short or common words will probably yield too many hits.

Click links or icons in the portfolio grid to perform the following actions:

  • Click the + icon plus icon in the first column of the grid to open a summary view of the grant. See Summary View for more information.
  • Click a column header to sort by that property, and click the arrow icon in the header to switch between ascending and descending sort.
  • Click the PI Name or the person icon person icon to view the QVR Person Information report for the PI.
  • Click the mail icon mail icon to send email to the PI. The email is automatically addressed to the PI, with a cc to the assigned GMS and the institution Signing Official or Business Office address. The subject line of the email includes the full grant number.
  • When you find a grant record in any Portfolio or search results screen, you can click the grant number or the book icon book icon to open the Program Notebook, where you can add notes and save documents related to the grant record. See Program Notebook.
  • Click the folder icon folder icon to open the grant's Grant Folder. See Grant Folder for more information.
  • And click the document icon next to the grant folder document icon to open the grant application PDF (for competing applications) or the RPPR (for non-competing applications, if available).
  • In the Checklist column, click the Checklist link to open the grant record's Program Checklist. See Checklists for more information.
  • In the Approval column, click the approval status (Unsigned, Signed) to open the Approve/Disapprove Grant screen where you can sign or unsign the award. See Approval/Sign-off for more information.
  • The my grant icon My Grant icon identifies the grants that are assigned to you.
  • The UT link indicates grant records that you are currently tracking. Click the UT link to stop tracking the record.

Display Preferences

click the small arrow click the small arrow to open the Display Preferences pane and configure how the grants in this portfolio screen are filtered and sorted.