Monthly Reporting Forms
General information about the MRF process is below the forms.
Forms & General Information
MRF Template
How to Use Template: This is the template Google Sheet. You will need to make a copy to make changes.
Open the Google Sheet. File > Make a Copy
Tip! You may want to save all your MRFs in one location
Both Sides! You must complete the front and back. Forms missing one side will not be accepted.
Formulas: There are formulas to calculate your hours for you! Daily, weekly, and monthly totals will all auto-populate
Format of Hours: Type the time (1:35) and the meridian time (a.m. or p.m.) into the time in/out cell – For example 1:35 pm turns into 13:35:00. The cells will format in the way it is needed for the formula
MRF Submission Form
How to Use Form: Once you filled out the MRF and you signed it you will use this Google form to submit it to CIMR
File Types: You can upload most file types (Excel, PDF, Photo, etc.)
Which Month?: The form will ask you "Month of MRF being Submitted." Please select the month the MRF is due.
General Info
What is the MRF?
Monthly Reporting Form (MRF) is a tool to report your RLC hours to CIMR
If you are placed at OHSU: You will also need to log RLC hours in Volgistics
Why do we need a record of all hours completed
CIMR staff has to report accurate information to our grant funders, which includes the number of RLC hours completed by Trainees
CIMR will send reminders but they are a courtesy, you are responsible for submitting your RLC and determining who will sign it each month
Important Parts of the MRF
RLC Hours
Each MRF logs one month of RLC Hours
Reporting periods are from the 16th of one month to the 15th of the next
Example: The August MRF logs RLC hours from 7/16-8/15*
The only exception will be the first and last MRFs
You will need to log dates & times
Research Mentor Signature
Certifies the RLC hours worked
CIMR will email your RLC to collect this each month
What Counts as Hours
In-person/remote research or work assigned by RLC
Literature reviews as approved by RLC
Required lab meetings and training
Fieldwork
And more!!
If your RLC asks you to do something, that counts as RLC Hours.
Do not log hours for other program elements such as advising, mentoring, workshops, events, or enrichment.
The MRF Process
Step #1
Log hours throughout the month
If you work more than the guideline - log all the hours
If you have fewer hours than anticipated - log all the hours
No amount of time spent on RLC activities is too little to count
Your time is important
We need accurate information to meet reporting requirements
Take breaks and meals!
If you complete zero hours in any given reporting period, submit an MRF that reflects 0 hours
Rationale: The program has no way to differentiate between a missing MRF and a reporting period with 0 hours
Step #2
Determine the RLC member signing your MRF
Determine who from your RLC will sign your MRF that month.
Regular Signer: There will be a member of the RLC that is your main contact for day-to-day work
Usually the PI (we will often refer to them as your research mentor)
They will be your “Regular RLC Signer”
Backup Signer: Your Regular RLC Signer may be unavailable to sign your MRF (in our experience this will happen at least once)
When this happens, your MRF can be signed by your “Back-Up RLC Signer”
Before the 15th* you should confirm with your Regular RLC Signer if they can sign your MRF this month or if you will be utilizing the Back-Signer.
We will send your MRF to the RLC around the 23rd of the month.
Step #3
Sign and submit your MRF
Sign it by typing your name in the Google Sheet (front of the form)
Submit it using the Google Form
The form asks you:
Your Information (including program)
Who is signing your MRF (name and email)
Which month the MRF is for
To upload the signed MRF
You must submit the front and back!
Late MRFs!
What happens if my MRF is late?
MRFs are due the 15th of the month*
Stipends are issued on the last business day of each month
If your MRF is not received by the 2nd to last Monday of the month, your stipend will be delayed until it is submitted
Excessively late MRFs and/or a pattern of late MRFs may result in changes to Scholar standing/status
A once-a-term exception can be made! Check the Financial Support - Stipends for more information
*Unless otherwise stated
Exceptions to Stipend Delays
Information on steps 4-5 are below.
An exception is when Trainees receive their stipend without submitting the corresponding MRF.
Trainees can receive an exception once a term.
DREAM understands that Trainees might need their stipends processed but are unable to fill out and submit the MRF.
We also know sometimes asking for more time or help is overwhelming. As such, once a term a Scholar can ask to get their stipend processed without submitting their MRF (terminology: stipend exception).
Trainees must not have any other missing MRFs to be eligible for an exception.
Just email us or reply to an MRF email and just say “I need more time for this month’s MRF” without any further explanation.
Please note, DREAM will be able to provide more individualized support with more inforamtion. Trainees can also use vague wording such as medical issue (Rather than a diagnosis) when getting assistance from DREAM.
What Happens When you ask for an Exception?
Staff will confirm the exception and provide any relevant information.
The MRF in question will need to be signed and submitted by next month.
For example, if you request an exception for the November MRF (November stipend) it would be due on 12/15.
DREAM can provide secondary exceptions or make other types of exceptions within the bounds of our funding rules. Reach out and we can find solutions.
Step #4
Stipend Processing
Stipends are generally processed on the last business day of the month.
Please see the Financial Support - Stipends for more information
Step #5
CIMR will send the MRF to your RLC for signature
You will receive a copy of your MRF once it has been signed by your RLC.
It is your responsibility to track your hours. It will help you know how close to the program requirement you are.
It is a good idea to store your MRFs, it will help you track your hours
If you notice your MRF has not been signed by your RLC you can reach out to them but we will also be doing that. We may also ask you to check in with your Research Mentor