Follow-up Process

The review, certification (signing), and return of original FEC reports must be accomplished in a timely manner. Original FECs must be signed and dated by the faculty member by the "Complete By" date and returned to MAA.

• To ensure that they are received in a timely manner, it is recommended that the forms be sent through campus mail promptly after the faculty member has signed them. Additional time may be required for forms coming from off campus.
• It is a good idea, though not required, for faculty to sign the FEC and immediately return the FEC to MAA two weeks before the deadline. This ensures that there is sufficient time to make any needed corrections or clarifications.

Approved Extensions

The department may request an extension for the following reasons:

1. Awaiting receipt of a late award
2. Waiting for OSP to create a new NEA
3. Awaiting approval for a no cost extension

All other requests will be handled on a case-by-case basis.

Requests for an extension must be received by MAA at least five business days before the "Complete By" date printed at the top of the FEC. Requests received after that will not be considered.

The requests for an extension should be in an email to MAA and include the following information:

• Faculty name(s)
• Department
• Cycle dates of FEC(s)
• Reason for delay (i.e. A, B, or C from above)
• Requested extended due date

Follow-up Timetable

The follow-up timetable has five steps.

1. MAA will send an email reminder to all FEC coordinators and department administrators approximately 2 weeks prior to the "Complete By" date.
   1. This is an automated email that is sent to all FEC coordinators and administrators. You will receive this email regardless of FEC status.
2. The "Pending Correction or Not Received " report will be sent to the FEC Coordinator and the department administrator approximately 3 working days following the "Complete By" date.
   • Copies of this report, which lists all faculty members whose forms have not been received in MAA or were signed and received by MAA but were returned to the department for correction, will also be sent to the department chair, the school or college administrator, and the affected faculty member.
3. The department will have two weeks to return these reports, after which a second reminder will be sent to the department Chair (or Dean if there is no Chair) listing faculty whose FEC reports continue to be outstanding.
   • Copies of this report will also be sent to the department FEC coordinator, department administrator, school or college administrator, the Dean or an approved designee at the Vice President level, and the affected faculty member.
4. Approximately 4 weeks following the "Complete By" date, the Dean or the approved designee at the Vice President level will receive a letter stating that MAA has requested all charges be removed from the grant(s).
   • Copies of this report will also be sent to the department FEC coordinator, department administrator, school or college administrator, and the affected faculty member.
5. Departments will remove the charges from the grant(s) and return the unsigned FEC and OSET to MAA.