Form 1 FY18+ FDR - SAA & RAO

Rev. 4.26.18

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PARTNERSHIP AGREEMENTS
FY18 FINAL DESCRIPTIVE REPORT
State Arts Agencies & Regional Arts Organizations
Grants Numbers xxxxxxx-61-18

These are the instructions and required format for the Final Descriptive Report for State Arts Agencies' (SAA) and
Regional Arts Organizations' (RAO) Partnership Agreements, as well as guidance on completing the Federal Financial
Report.
Final Descriptive Report (FDR)
Use the FDR to report on all activities conducted under the State Arts Plan or Regional Arts Plan (SAA / RAO Arts Plan)
that was approved as part of your NEA Partnership application and that took place within the approved period of
performance for this Partnership Agreement.
It is permissible for items listed on the FDR to fall outside the General Terms and Conditions for Partnership
Agreements (GTCPA) if they have not been designated as part of the required Partnership Agreement match listed on
the FFR. However, any items listed on the FDR that are designated as meeting the match noted on the FFR (whether
it is the minimum required 1 to 1 cost share, or greater) must be compliant with the Partnership Agreement GTCPAs.
The amounts reported on the FDR therefore do not need to be consistent with the amounts reported on the FFR, and
in most cases will exceed them.
Federal Financial Report (FFR)
Use the FFR to report on the expenditure of NEA funds and the required one-to-one cost share.
The FFR reflects the actual expenditure of NEA funds and verifies that your Agency or Organization has met the
required match for the Partnership Award. All costs reported as part of the Federal or Recipient Share on the FFR
must be fully compliant with the GTCPAs.
The FFR is the document we will use to verify that the required cost share has been met, and should only include
allowable expenditures that are specifically funded with NEA grant funds and designated cost share. Any
voluntary cost sharing/match reported beyond the required 1 to 1 match must be in compliance with the GTCPA.
See additional FFR instructions at Federal Financial Report Instructions.
The complete FDR consists of:
•

DATA SEQUENCING FORMS – cover sheets for the DETAIL section and PROJECT ACTIVITY LOCATIONS data.

•

DETAIL – a list of all grants, awards, and activities carried out under the SAA / RAO Arts Plan as approved by the
NEA.

•

PROJECT ACTIVITY LOCATION – a list of locations of project activity for selected grants, awards, and activities
carried out under the SAA / RAO Arts Plan as approved by the NEA (see guidance on page 11).

•

FOLK ARTS PARTNERSHIP NARRATIVE REQUIREMENT – a brief summary of folk arts activities (only applicable
if Folk Arts Partnership funds are included on the grant letter).

If you have questions or would like assistance completing this report, please contact the State and Regional staff at
[email protected] or (202) 682-5430.
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HOW TO SUBMIT THE FINAL REPORTS FOR FY18 AWARDS
1. To the NEA:
NEW for FY18 awards - submit all documents via REACH at https://grants.arts.gov/eGMS-Reach/Login.aspx.
Go to the Reports Tab of your award and click the “pen” next to the report.
When uploading reports, identify your grant number and organization name in the file name; e.g., FDR
xxxxxxx-61-18 ABC SAA/RAO, FFR xxxxxxx-61-18 XYZ SAA/RAO, etc.
You will be able to edit the report as long as it remains in the submitted status.
NEW for FY18 awards - the NEA no longer requires copies of the DETAILs or PROJECT ACTIVITY LOCATION
sections or the related data sequencing forms.

Submit the following to the NEA:


Final Descriptive Report SAA-RAO (this page filled out)



Folk Arts Partnership Narrative (if applicable), and



Federal Financial Report or FFR

Grant #:

SAA / RAO:

.

Submitting this FDR to REACH is a confirmation that you have completed each section/form and submitted the
required items, in their entirety, to NASAA.
2. To the National Assembly of State Arts Agencies (NASAA):

Submit the following to NASAA:

 DETAILS Data Sequencing Form
 DETAILS Section (electronic format)
 PROJECT ACTIVITY LOCATION Data Sequencing Form (if applicable)
 PROJECT ACTIVITY LOCATION Section (if applicable)
For additional instructions on how to submit data to NASAA see nasaa-arts.org/research/federal-reporting/.
NOTE: NASAA does not need the Folk Arts Partnership narrative or the FFR.
3. IMPORTANT: Retain a copy of the entire FDR and FFR for your records. See the General Terms & Conditions
for Partnership Agreements for record retention requirements.

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DETAIL SECTION INSTRUCTIONS
To complete the DETAIL section, create an electronic data file that includes all fields that constitute an award record per
the FDR Detail Data Fields List in "Table 1."
Instructions and definitions for each field are given below. The definitions, for the most part, come from the National
Standard for Arts Information Exchange (here labeled as National Standard Grants Management System (GMS)). All
National Standard GMS fields are 2-digit codes. For codes 9 and under enter a zero in front of the digit, e.g. 01,02,03,
etc.
The structure of the data file should be explained in the FDR Data Sequencing Form to allow NEA to certify your data
file.
1. For each grant, award, and/or activity that you are reporting, complete a record that includes all of the data
fields from the FDR Data Fields List (Table 1):
a. For each field that requires a numeric code, fill in only one 2-digit number.
b. If data is not available enter "-1" or leave blank. Do not use zero for this purpose. Zero should only be
used numerically.
2. List the records for each grant, award, and/or activity on which you are reporting as described below:
a. Activity for which there is an application and award process, regardless of the funding source.
Information on non-funded applications is not a part of NEA reporting requirements.
b. Other program activities of your agency or organization (for example, publication of a newsletter,
sponsorship of a statewide meeting, technical assistance, etc.).
Records may be listed in any order. You may find it convenient to list applications and awards by arts discipline, grant
program, or alphabetically. However, the individual data fields must be in the prescribed sequence.
Reminder: the DETAIL section is submitted in electronic format.
Additional instructions are available at nasaa-arts.org/research/federal-reporting/.

DETAIL SECTION DEFINITIONS
Organizational / Individual Information
1. Applicant Name (National Standard Grants Management System (GMS) field #1)
Name of the organization or individual that applied for funds from your "Arts Agency." If your "Arts Agency" itself
used funds to carry out a non-administrative program activity, enter name of your "Arts Agency."
2. Applicant Address
Street address or Rural Route Number of applicant. Provide mailing address only if street address is not currently
being collected. Applicants based at an individual’s personal address skip to question #3.
3. Applicant City (National Standard GMS field #1)
City where "Applicant Name" is located.

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4. Applicant State (National Standard GMS field #1)
Two-character state abbreviation of state or jurisdiction in which "Applicant City" is located. Enter “FO” if grant is
awarded outside the United States.
5. Applicant ZIP Code (National Standard GMS field #1)
ZIP Code for address of "Applicant Name". Leave this field blank if grant is awarded outside the United States.
6. Applicant Status (National Standard GMS field #1.A)
Legal status of "Applicant Name." Choose the one item which best describes the applicant.
01 Individual
02 Organization - Nonprofit
03 Organization - Profit
04 Government - Federal
05 Government - State

06 Government - Regional
07 Government - County
08 Government - Municipal
09 Government - Tribal
99 None of the Above

7. Applicant Data Universal Numbering System (DUNS) number
DUNS number of “Applicant Name”. In compliance with the Federal Funding Accountability and Compliance Act
SAAs and RAOs may not make awards to an entity (non-profit, government, or business) that does not have a DUNS
number. Grantees who are individuals are exempted from this requirement. Enter “IND” if the grant was awarded to
a grantee with a legal status of “Individual” (see question #7).
8. Applicant Institution (National Standard GMS field #1.B)
Choose the one item which best describes the applicant.
01 Individual - Artist
02 Individual - Non-artist
03 Performing Group
04 Performing Group - College/University
05 Performing Group - Community
06 Performing Group - Youth
07 Performance Facility
08 Museum - Art
09 Museum - Other
10 Gallery/Exhibition Space
11 Cinema
12 Independent Press
13 Literary Magazine
14 Fair/Festival
15 Arts Center
16 Arts Council/Agency
17 Arts Service Organization
18 Union/Professional Association
19 School District
20 Parent-Teacher Organization
21 Elementary School
22 Middle School
23 Secondary School
24 Vocational/Technical School
25 Other School
26 College/University

27 Library
28 Historical Society
29 Humanities Council
30 Foundation
31 Corporation
32 Community Service Organization
33 Correctional Institution
34 Health Care Facility
35 Religious Organization
36 Seniors’ Center
37 Parks and Recreation
38 Government - Executive
39 Government - Judicial
40 Government - Legislative (House)
41 Government - Legislative (Senate)
42 Media - Periodical
43 Media - Daily Newspaper
44 Media - Weekly Newspaper
45 Media - Radio
46 Media - Television
47 Cultural Series Organization
48 School of the Arts
49 Arts Camp/Institute
50 Social Service Organization
51 Child Care Provider
99 None of the Above

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9. Applicant Discipline (National Standard GMS field #1.C)
Choose the one item which best describes the applicant‘s primary area of work in the arts.
01 Dance - include ballet, ethnic/jazz-folk-inspired, and modern; do not include mime (see "Theatre" 04 for mime).
02 Music - include band, chamber, choral, new, ethnic-folk inspired, jazz, popular, solo/recital, and orchestral.
03 Opera/Music Theatre - include opera and musical theater.
04 Theatre - include theatre general, mime, puppet, theatre for young audiences and storytelling as performance.
05 Visual Arts - include experimental, graphics, painting, and sculpture.
06 Design Arts - include architecture, fashion, graphic, industrial, interior, landscape architecture, and
urban/metropolitan.
07 Crafts - include clay, fiber, glass, leather, metal, paper, plastic, wood, and mixed media.
08 Photography - include holography.
09 Media Arts - include film, audio, video, and work created using technology or experimental digital media.
10 Literature - include fiction, non-fiction, playwriting, and poetry.
11 Interdisciplinary - pertaining to art forms/art works that integrate more than one arts discipline to form a single
work (e.g., collaboration between/among the performing and/or visual arts). Include performance art. Do not
include Multidisciplinary work, described below in code 14.
12 Folklife/Traditional Arts - pertaining to oral, customary, material, and performance traditions informally learned
and transmitted in contexts characteristic of ethnic, religious, linguistic, occupational, and/or regional groups.
Do not include folk-inspired forms. (For example, interpretations of ethnic/folk dance or music by artists outside
the particular ethnic/folk tradition should be coded 01 or 02, respectively.)
13 Humanities - pertaining but not limited to the following fields: history, philosophy, languages, literature,
linguistics, archaeology, jurisprudence, history and criticism of the arts, ethics, comparative religion, and those
aspects of the social sciences employing historical or philosophical approaches. This last category includes
cultural anthropology, sociology, political theory, international relations, and other subjects concerned with
questions of value and not with quantitative matters.
14 Multidisciplinary - pertains to grants (including general operating support) that include activities in more than
one of the above disciplines; use this code to describe only those grants in which the majority of activities
cannot be attributed to one discipline. If the majority of supported activities are clearly within one discipline,
that discipline should be used instead of Multidisciplinary. Do not include "interdisciplinary" activities or
events - see Interdisciplinary, code 11.
15 Non-arts/Non-humanities - none of the above.

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Award Overview
10. NEA Primary Strategic Outcome/Objective
Choose one item that best describes the PRIMARY strategic outcome associated with the award. A detailed
description of these outcomes/objectives (except Understanding) is provided at https://www.arts.gov/grantsorganizations/art-works/objectives.
A: Creation: The Portfolio of American Art is Expanded
B: Engagement: Americans Throughout the Nation Experience Art
C: Learning: Americans of All Ages Acquire Knowledge or Skills in the Arts
D: Livability: American Communities are Strengthened Through the Arts
E: Understanding: Public knowledge and understanding about the contributions of the arts are enhanced. NEA
outcome for Understanding: evidence of the value and/or impact of the arts is expanded and promoted.
11. Discipline of Project (National Standard GMS field #38)
Of the 15 items listed under #9, Applicant Discipline, choose the one item that best describes the discipline with
which funded activities are involved. If funded activities are of a technical assistance or service nature, use the arts
discipline that will benefit from the award.
12. Type of Activity (National Standard GMS field #39)
Choose the one item from either Column A or Column B that best describes the funded activities.

02
04
05
06
07

Column A
audience services - e.g., ticket subsidies,
busing senior citizens to an arts event
creation of a work of art - include
commissions
concert/performance/reading - include
production development
exhibition - include visual arts, film, and
video; exhibition development
facility construction, maintenance,
renovation

Column B
01 acquisition - expenses for additions to a collection
03 fellowship - i.e., to individuals

08 fair/festival
10 institution/organization establishment - for
creation or development of a new
institution/organization
12 arts instruction - include lessons, classes and
other means used to teach knowledge of
and/or skills in the arts
16 recording/filming/taping - do not include
creating art works or
identification/documentation for archival or
educational purposes
18 repair/restoration/conservation
20 school residency - artist activities in
educational setting wherein one or more core
student groups receive repeated artist
contact over time

09 identification/documentation - e.g., for archival &
educational purposes
11 institution/organization support - general
operational support
13 marketing - all costs for
marketing/publicity/promotion specifically
identified with the project
14 professional support, administrative - payments for
administrative salaries, wages, and benefits
specifically identified with the project
15 professional support, artistic - payments for artistic
salaries, wages, and benefits specifically identified
with the project
17 publication - e.g., manuals, books, newsletters
19 research/planning - include program evaluation,
strategic planning, and establishing
partnerships/collaborations between agencies
23 equipment acquisition
26 regranting

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Column A
21 other residency - artist activity in a nonschool setting wherein one or more core
student groups receive repeated artist
contact over time
22 seminar/conference
24 distribution of art - e.g., films, books, prints
(do not include broadcasting)

Column B
27 translation

25 Apprenticeship

29 professional development/training - activities
enhancing career advancement
33 building public awareness - activities
designed to increase public understanding of
the arts or to build public support for the arts

34 technical assistance - with
technical/administrative functions
37 public art/percent for art

28 writing about art (criticism)
30 student assessment - measurement of student
progress toward learning objectives. Not to be used
for program evaluation.
31 curriculum development/implementation - include
design, implementation, distribution of instructional
materials, methods, evaluation criteria, goals,
objectives
32 stabilization/endowment/challenge - grant funds
used to reduce debt, contribute to endowments,
build cash reserves, enhance funding leverage or
stabilization
35 website/internet development - include the
creation or expansion of existing web sites (or
sections of web sites) and mobile and tablet
applications as well as the development of digital
art collections, databases, discussion areas or other
interactive technology services delivered via the
Internet
36 broadcasting - include broadcasts via television,
cable, radio, the Web or other digital networks
99 none of the above

13. Arts Education (National Standard GMS Field #39C)
Did this project include an organized and systematic educational effort with the primary goal of increasing an
identified learner’s knowledge of and/or skills in the arts with measurable outcomes. Choose the one item which
best describes the funded activities.
01
02
99

50% or more of the funded activities are arts education
Less than 50% of the funded activities are arts education
None of this project involves arts education

Population Benefited
Provide data for individuals who directly benefited during the period of support. If actual figures or reliable estimates
cannot be secured, Leave these fields blank or enter a “-1” to indicate that data are not available.
14. Adults and Youth Engaged in “In-Person” Arts Experiences
Enter the number of people who directly engaged with the arts, whether through attendance at arts events or
participation in arts learning or other types of activities in which people were directly involved with artists or the
arts. Do not count individuals reached through TV, radio or cable broadcast, the Internet, or other media. Include
actual audience numbers based on paid/free admissions or seats filled. Avoid inflated numbers, and do not doublecount repeat attendees.
14a. Adults engaged
14b. Children/Youth engaged (0-18 years)
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15. Artists Directly Involved (National Standard GMS field #128)
Number of artists directly involved in providing artistic services specifically identified with the award. Include living
artists whose work is represented in an exhibition regardless of whether the work was provided by the artist or by
an institution. If no artists were directly involved in providing artistic services enter 0.
For the next three questions, select all categories that, by your best estimate, made up 25% or more of the population
that directly benefited from the award during the period of support. These responses should refer to populations
reached directly, rather than through broadcasts or online programming.
16. Population Benefited by Race / Ethnicity (select all that apply)
N American Indian/Alaska Native
A Asian
B Black/African American
H Hispanic/Latino
P Native Hawaiian/Other Pacific Islander
W White
G No single racial/ethnic group made up more than 25% of the population directly benefited
17. Population Benefited by Age (select all that apply)
01 Children/Youth (0-18 years)
02 Young Adults (19-24 years)
03 Adults (25-64 years)
04 Older Adults (65+ years)
09 No single age group made up more than 25% of the population directly benefited
18. Population Benefited by Distinct Groups (select all that apply)
D Individuals with Disabilities
I Individuals in Institutions (include people living in hospitals, hospices, nursing homes, assisted care facilities,
correctional facilities, and homeless shelters)
P Individuals below the Poverty Line
E Individuals with Limited English Proficiency
M Military Veterans/Active Duty Personnel
Y Youth at Risk
G No single distinct group made up more than 25% of the population directly benefited

Financial Information
19. Grant Amount Requested (National Standard GMS field #81)
Amount requested by "Applicant Name" in support of this grant. If formal grant award process did not take place,
include the amount allocated by "Arts Agency".
20. Grant Award (National Standard GMS field #24)
Dollar amount of grant awarded. If formal grant award process did not take place, enter amount allocated by "Arts
Agency". If the application or activity was not funded, enter 0.
21. Grant Amount Spent (National Standard GMS field #124)
Actual grant amount spent by "Applicant Name."
22. Actual Total Cash Expenses (National Standard GMS field #100)
Actual total of all cash payments made by "Applicant Name" specifically identified with the grant. This should equal
the total of National Standard GMS fields #89-99.
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23. Actual Total Cash Income (National Standard GMS field #125)
Actual total of all cash income specifically identified with the grant including "Grant Amount Spent." This should
equal the total of National Standard GMS fields #113-122 and #124.
24. Actual Total In-Kind Contributions (National Standard GMS field #112)
The actual total value of expenses specifically identified with the grant that is provided to "Applicant" by volunteers
or outside parties at no cash cost to "Applicants." This should equal the total of National Standard GMS fields
#101-111. If there were no in-kind contributions enter 0.
25. NEA Share
Amount of Partnership Agreement grant funds included in "Grant Amount Spent." If no Partnership Agreement
grant funds were included enter 0.
26. SAA / RAO Share
State funds included in "Grant Amount Spent."
27. Other Share
Other funds, such as private contributions, included in “Grant Amount Spent.” Applicant match should not be
entered under “Other Share.” If no “Other” funds were included enter 0.
28. SAA / RAO Unique Identifier
Agency’s in-house application/grant identifier. Each grant, award, and/or activity on which you are reporting should
have a unique identifying number. This field will be used to join the FDR DETAIL data to the Project Activity Location
data.

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TABLE 1 – NEA FDR DETAIL DATA FIELDS LIST

Corresponds to
National Standard GMS Field

Field Name
1

Applicant Name

GMS #1

2

Applicant Address 1

GMS #1

3

Applicant City

GMS #1

4

Applicant State

GMS #1

5

Applicant ZIP Code

GMS #1

6

Applicant Status

GMS #1A

7

Applicant DUNS

n/a

8

Applicant Institution

GMS #1B

9

Applicant Discipline

GMS #1C

10

NEA Primary Strategic Outcome/Objective

11

Project Discipline

GMS #38

12

Type of Activity

GMS #39

13

Arts Education

GMS #39C

14a

Adults engaged: In-person arts experience

14b

Children engaged: In-person arts experience

15

Actual Artists Benefited

16

Population Benefited by Race

17

Population Benefited by Age

18

Population Benefited by Distinct Groups

19

Grant Amount Requested

GMS #81

20

Grant Award

GMS #24

21

Grant Amount Spent

GMS #124

22

Actual Total Cash Expenses for Project

GMS #100

23

Actual Total Cash Income for Project

GMS #125

24

Actual Total In-Kind Contributions for Project

GMS #112

25

NEA Share of Grant Award

n/a

26

SAA / RAO Share of Grant Award

n/a

27

Other Share of Grant Award

n/a

28

SAA / RAO Unique Identifier

n/a

n/a

GMS #128

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PROJECT ACTIVITY LOCATION SECTION INSTRUCTIONS
The PROJECT ACTIVITY LOCATION section is required only if the funded activity is best described using one of
descriptors from Column A of Field 12 (Type of Activity) in the Detail section of this report. The descriptors in Column A
for Field 12 are: 02, 04, 05, 06, 07, 08, 10, 12, 16, 18, 20, 21, 22, 24, 25, 29, 33, 34, and 37.
To complete the PROJECT ACTIVITY LOCATION section, create an electronic data file that includes either:
• venue address information or
• venue geographic location information (latitude and longitude) for the activity.
To find the latitude and longitude of a location using Google Maps, just right-click the location and select "What's
here?". The latitude and longitude coordinates will appear in the search bar.
Table 2 is a chart of the FDR project activity location section data fields. Records may be listed in any order. However,
the individual data fields must be in the prescribed sequence.
The structure of the data file should be explained in the PROJECT ACTIVITY LOCATION Data Sequencing Form to allow
NEA to certify your data file. If data is not available enter "-1" or leave blank. Do not use zero for this purpose. Zero
should only be used numerically.
Reminder: the PROJECT ACTIVITY LOCATION section is submitted in electronic format.
Additional instructions are available at nasaa-arts.org/research/federal-reporting/.

PROJECT ACTIVITY LOCATION SECTION DEFINITIONS
1. Venue Address (Latitude and Longitude can be provided in lieu of Venue Address, City, State & Zip)
Street address or Rural Route Number of venue. Provide mailing address only if street address is not currently being
collected. Venues based at an individual’s personal address skip to question #3.
2. Venue City
City where the venue is located.
3. Venue State
State where the venue is located.
4. Venue Zip
ZIP Code for address of the venue. Leave this field blank if the venue is outside the United States.
5. Venue Latitude (Venue address can be provided in lieu of Latitude and Longitude)
Geographic coordinate for the latitude of the venue. Use Decimal Degrees, without the degree symbol (DDD.DDDDD).
For example, the latitude of the NEA's current building is 38.883671.
6. Venue Longitude (Venue address can be provided in lieu of Latitude and Longitude)
Geographic coordinate for the longitude of the venue. Use Decimal Degrees, without the degree symbol
(DDD.DDDDD). For example, the longitude of the NEA's current building is -77.021439.
7. Number of days on which activities occurred
Estimated number of days during the funded grant period on which activities occurred at this venue. For projects that
involve a permanent installation, enter 999.
8. SAA / RAO Unique Identifier
Agency’s in-house application/grant identifier for each record. This field will be used to join the Project Activity
Location data to the FDR DETAIL data.

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TABLE 2 – NEA FDR PROJECT ACTIVITY LOCATION SECTION DATA FIELDS LIST
Field Name
1

Venue Address

2

Venue City

3

Venue State

4

Venue ZIP

5

Venue Latitude

6

Venue Longitude

7

Number of days on which activities occurred at this venue

8

SAA / RAO Unique Identifier

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NEA FINAL DESCRIPTIVE REPORT: DETAIL DATA SEQUENCING FORM
SAA / RAO:
NEA Grant #:
Total # of grants/records in file:
Name of File:
Software used to produce the file:

Export Format of File--select one
ASCII text delimited (preferred)
ASCII tab delimited
Access
Excel
Other:

List of fields IN THE EXACT ORDER in which they appear in the data file:

1
2
3
4
5
6
7
8
9
10
11
12
13
14a
14b
15
16
17
18
19
20

FieldName

Type* MaxLength

21
22
23
24
25
26
27
28

FieldName

Type* MaxLength

*Text/character, numeric, or logical

Contact information for questions about the content or format of the data file:
Name:
Title:
Phone:
E-mail:

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NEA FINAL DESCRIPTIVE REPORT: PROJECT ACTIVITY LOCATION DATA SEQUENCING FORM
SAA / RAO:
NEA Grant #:
Total # of locations/records in file:
Name of File:
Software used to produce the file:

Export Format of File--select one
ASCII text delimited (preferred)
ASCII tab delimited
Access
Excel
Other:

List of fields IN THE EXACT ORDER in which they appear in the data file:

1
2
3
4
5
6
7
8

FieldName

Type* MaxLength

*Text/character, numeric, or logical

Contact information for questions about the content or format of the data file:
Name:
Title:
Phone:
E-mail: