Attachment_30_-_Annual_Report_Template_Instructions.pdf

SEER Contract: Annual Task Order Progress Report Template

The SEER Contract Annual Task Order Progress Report provides summary of work and achievements for each SEER registry during the calendar year (CY).

The annual report will be based on the calendar year, rather than the contract year, to capture research activities & registry information in a universally understood time period. The report will be due on February 1 of the following year.

Formatting Requirements

Font: 12 pt Calibri Margins: 1 inch margins, all sides Spacing: Single spacing Page Length: 7-8 pages for word document, not including the Excel template. See sections for recommended page length.

Directions: Complete information requested in both the word document and the excel template. Include section headers highlighted and bolded below. Bullet points are encouraged.

Summaries for sections do not need to be in paragraph formatted prose. Instructions for the Excel Template tabs are included in the Excel.

Section 508 Compliance: All documents, excel templates, and additional attachments need to meet Section 508 Compliance standards.

Section 1: Organization and Staffing

Page recommendation for Section 1: Registry Mission & Objectives and Relationship to Department of Health & Cancer Center (including legislative language) should be two to three pages long.

Registry Mission & Objectives: Summarize your registry’s mission and objectives.

Personnel: Provide a summary of personnel changes over the reporting year, including:

1. Number of personnel hired and lost and the positions associated with those personnel

2. Any transfers or movement of personnel within the registry and their position

3. If positions have not been filled, provide:

a. Expected role

b. Expected level of effort for SEER Contract

c. Duration that the role has not been filled

d. Summary of recruitment efforts for that position

4. If you have personnel that are out for any reason and are not drawing on SEER funding, please indicate the duration that personnel are out (no reason needed).

Attach an organization chart of your registry into the supplemental information section. The remaining personnel information will be submitted in the Excel template.

Relationship to Department of Health and Cancer Center: Describe your relationship with the Department of Health, including any statutory language and regulations for registry data collection within your state or catchment area.

In addition, include:

1. Any changes in legislation in the past three years

2. Any anticipated changes in legislation and potential timelines for implementation (if applicable)

Describe your relationship (if any) with an NCI Designated Cancer Center. Examples may include: co-location, joint appointments with both the registry and cancer center, key examples of important collaborations or research projects.

Section 2: Core Registry Operations

Page recommendation for Section 2: Major Successes and Progress, Key Challenges and Potential Solutions, and Required Data Collection and Transmission Elements should be approximately three pages in length.

Major Successes and Progress: Provide bullet points of efforts that have been a major success within your registry and activities within the last year that have made substantial progress.

Examples include: rapid case ascertainment, biorepository efforts, and patient contact studies.

Key Challenges and Potential Solutions: Provide bullet points of areas or projects that have had challenges over the past year. Explain any potential solutions or solutions that are in progress.

Examples include: risk of losing state funding, training issues, or large influx of source records (i.e. pathology reports).

Required Data Collection and Transmission Elements: All registries are expected to follow the collection specifications available in the “SEER Collect” column of the Required Status Table (Item # Order) of the Chapter VIIL, Data Standards and Data Dictionary, NAACCR Standards for Cancer Registries (Volume II).

Registries are expected to transmit data according to the SEER Data Submission Requirements available at https://seer.cancer.gov/tools/submission.html.

Provide confirmation that you follow these collection and transmission specifications. In addition, if the registry deviates from the collection and transmission requirements, summarize the differences and make sure to include:

1. The list of data items and diagnosis years for which the data items have not been transmitted

2. The reason the registry diverges from the general submission rules

3. The estimated timeline for gathering and submitting those data elements not currently collected.

Section 3: Data Dissemination and Research Support

Page recommendation for Section 4: Data Sharing & Re-Release should be approximately one page.

Data Sharing and Re-Release: Provide the guidance for linked data sharing and re-release of data that your registry has. If you have a specific policy for data sharing & re-release, including data sharing or data use agreements, attach it to the annual report (attachments do not count towards total page count). The guidance or protocol may include differences for specific types of data including:

1. De-identified data

2. Potentially identifiable data (i.e. genomic data, genetic data)

3. Identifiable data (i.e. Virtual Pooled Registry linkages)

Also include any potential or known barriers/restrictions to data sharing and re-release of de-identified data, not limited to legislative language or agreements with partners.

Publications: Review the SEER Publications Database for publications that include at least one SEER registry personnel (either directly supported or through cost share) and/or utilize SEER data. Identify any missing peer-reviewed publications, white papers, or other publications by the registry (i.e. registry reports that are utilized by the State Department of Health). Submit the list of publications using EndNote or RefMan (RIS) export formats. The references should include:

1. Authors

2. Title https://seer.cancer.gov/tools/submission.html https://seer.cancer.gov/tools/submission.html

3. Year of Publication

4. Journal Information

5. PubMed ID, DOI, PMCID, or link to publication

Registry PIs can log in to the database at https://seer.cancer.gov/publication-database. The website will go live on May 2, 2019. For any log in requests for additional SEER personnel, contact Jessica Boten, Jessica.boten@nih.gov.

Note: If you do not have bibliographic software at your institution, complete Tab “9 Publications” in the Excel Template. You will either submit the EndNote or RefMan file format OR complete the tab “9 Publications”.

Section 4: Supplemental Information

Provide any additional information in bullet form that you would like to share with the SEER Program. Page Recommendation for Section 5 is one page.

Add a list of attachments in the supplemental information, which should include the organizational chart, data sharing & re-release polices, data use agreements, and publication lists (in EndNote or RefMan export formats).

https://seer.cancer.gov/publication-database https://seer.cancer.gov/publication-database mailto:Jessica.boten@nih.gov mailto:Jessica.boten@nih.gov