Frequently Asked Questions for Hatch Projects

1. What is a Hatch Project?

A Hatch Project is fundamentally a “plan of work” for Alabama Agricultural Experiment Station (AAES) faculty and serves as an umbrella for all research activities of AAES faculty members. The funding sources (i.e., federal Hatch/Multistate funds and the required state matching dollars) require AAES faculty to have plans of work in the form of a Hatch Project. Such projects provide a means for administrative oversight of (1) progress on research conducted at AAES facilities and (2) suitability of research conducted through the AAES in line with the experiment station mission of agricultural research. Hatch Projects are initiated by faculty members, reviewed by departmental Hatch Project committees, approved by the AAES Director, and then filed with the CRIS system for U.S. Department of Agriculture approval. Upon USDA approval, a Hatch Project becomes official.

2. Why do I need a Hatch Project?

You need a Hatch Project if you are a faculty member with an AAES appointment. Through Hatch funding, AAES provides opportunities for funding research projects, travel, and equipment. A Hatch Project or official participation in a Multistate Project is required of AAES faculty for application for such funding.

3. How do I get a Hatch Project?

The first step in getting a Hatch Project approved is submitting a proposal or plan of work to your departmental Hatch Project committee. Once the project proposal is reviewed through the departmental Hatch Project committee, the proposal is submitted to the AAES for review and approval. The Hatch Project is then reviewed by ad hoc reviewers as requested by the AAES Director. Afterward, the Hatch Project is approved or disapproved by the AAES Director. Upon approval, the P.I. is asked to file AD-416/417 forms, using the CRIS system, and CSREES-2008 Assurances Forms. After completion of these forms, the P.I. informs the AAES administrator, who submits the project to USDA for approval. In most cases, USDA approves the projects, but the approval process can take several months.

4. Do I receive funding for my Hatch Project?

No. Hatch Projects are "plans of work." Proposing and receiving approval for a Hatch Project is not directly linked with award of funding to conduct the proposed research. Funds for conducting research of Hatch Projects should be sought through various other sources such as AAES seed funding and research grants from federal, regional, state, and local funding agencies.

5. When am I considered to have an official Hatch Project?

A Hatch Project is not official until it is approved by USDA, which is the final step in getting a Hatch Project (see question 3). The Hatch Project approval process takes a significant amount of time, so please start early.

6. How do I know my Hatch Project is still active?

Usually, Hatch Projects are active for five years. It is the responsibility of faculty members to make sure that their Hatch Projects are active. To check on the status of Hatch Projects, use the CRIS system http://cwf.uvm.edu/cris/ , click on "Accomplishments Report (AD-421)", click “Alabama” on the U.S. map, select “Agricultural Experiment Sta., Auburn University,” enter the password (click here to obtain the password or contact John Liu), and enter your last name. All of your projects should be listed, along with starting and termination dates. Your project should be active if you are not past the termination date.

7. How do I generate an annual report of my Hatch Project?

You must make an annual report (Accomplishments Report AD-421) through the CRIS system if you have a Hatch Project, AAES-supported research project, or USDA-supported project.

8. Why should I file a CRIS report?

Federal laws and regulations require an annual report of all federally approved research projects including Hatch Projects, AAES-funded projects, and USDA-funded projects. If you fail to make a report, your project is flagged in the CRIS system for a report.

9. Do I need to file a report for this year?

CRIS reports are due annually, usually before April 1, but sometimes as early as February 1. The CRIS report period covers January 1 through December 31 of the year. If you have a project active in this period, you are likely required to file a report. To determine if you need to report, use the CRIS system at http://cwf.uvm.edu/cris/, click on "Accomplishments Report (AD-421)", click “Alabama” on the U.S. map, select “Agricultural Experiment Sta., Auburn University,” enter the password click here to obtain the password or contact John Liu), and enter your last name. All of your projects should be listed, with starting dates and termination dates and when the last report was made.

10. How do I know if my CRIS report is a Progress Report or a Final Report?

Access the CRIS system at http://cwf.uvm.edu/cris/, click on "Accomplishments Report (AD-421)", click “Alabama” on the U.S. map, select “Agricultural Experiment Sta., Auburn University,” enter the password click here to obtain the password or contact John Liu), and enter your last name. All of your projects should be listed, with starting dates and termination dates. If the termination date has passed, the project report should be a Final (termination) Report. If the project is still active, the report is a Progress Report.

11. When do I file my CRIS report?

CRIS annual reports are usually due at the beginning of the year, but vary from year to year between February 1 to April 1. You should be reminded of the due date one month before it is due.

12. What happens if I do not make a CRIS annual report?

It is the responsibility of all AAES faculty members to make timely annual reports of their projects. To assure a timely report, the following guidelines have been established:

1. Thirty (30) days before the due date, an e-mail reminder will be sent out to all AAES faculty.
2. Seven (7) days before the due date, an e-mail reminder will be sent out to all AAES faculty, and to all department heads and relevant associate deans for research, alerting them that reports are due within a week.
3. On the due date, a list of projects that have not been reported will be generated. The list will be sent to each department head and associate dean for research in relevant colleges asking them to inform the involved faculty to take action.
4. A final e-mail warning will be sent to the involved individual faculty members three (3) weeks after the due date.
5. If projects are not reported 30 days after the due date, the involved faculty member and his/her department head/chair/associate dean will be asked to meet with the AAES Assistant Director to discuss the steps toward completion of the report. Consequences may include loss of eligibility for AAES funding, withdrawal of AAES funding, incorporation of reporting noncompliance into faculty performance evaluations, or suspension of pay for any part of a salary paid from AAES funds.