how to do a proposal file update in research.gov

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2. Standards for Conduct of Research
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4. Funding Sources & Opportunities
5. Proposal Development
6. Budget Development
7. Procedures for the Submission of Proposals
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9. Award Management
10. Research Related Regulations, Policies & Procedures
11. Other Conduct of Research Issues
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13. Glossary
Regulations Library

NSF Proposal File Updates & Budget Revisions

To clarify the steps needed for the PI to initiate and route a Proposal File Update or Budget Revision in Research.gov. Please note that only the PI or co-PI can initiate a proposal file update or budget revision.

Applicability

Proposal file updates allow the PI or co-PI to request the replacement of files or revision of other proposal attributes, associated with a previously submitted proposal.

A request for a proposal file update will be accepted if submitted prior to:

The NSF deadline;
Initiation of external peer review in cases where a target date is utilized; and
Initiation of external peer review in the case of an unsolicited proposal.

Changes in the content of the proposal should not be requested after the timeframes specified above.

A request for a proposal file update after the timeframes specified above will require acceptance by the cognizant NSF program officer.

NSF will consider only one request for a proposal file update per proposal at a time. It is anticipated that it will be a rare occurrence for more than one file update request to be submitted for a proposal.

When a request is accepted, the proposed files or revisions to proposal attributes will immediately replace the existing files and become part of the official proposal. See PAPPG, Chapter III.C

PI Instructions

To create an update/budget revision, PI's can access the Proposal File Updates (PFUs) and Budget Revisions through the links found on the Submitted Proposals Module in Research.gov.

Only PI's and co-PI's have the ability to initiate these requests.

The PAPPG states that "Authorized individuals in the organization's SPO can initiate requests" however in Research.gov it says "the option to prepare a PFU/Budget Revision will be displayed on the main proposal page of the submitted proposal, for the Principal Investigator (PI)and co-PI(s) associated with the proposal ".

Editing a Proposal:

About Proposal Preparation and Submission

For single submission or single submission with subawards (collaborative) proposals, all edits must be done via the Initiate PFU/Budget Revision button on the submitted proposal form.
For separately submitted collaborative proposals after a lead or non-lead organization proposal is submitted, it will receive a status of Submission Pending if there are other proposals in the collaboration that have yet to submit. When a lead/non-lead organization proposal has a status of Submission Pending, there will be an Edit Proposal button visible to the PI/co-PI's, SPO, AOR, and OAU of the proposal. Clicking the Edit Proposal button removes the proposal from the Submission Pending status and returns it to an In-progress status and will require a new submission by the AOR.
For separately submitted collaborative proposals, if all proposals in the collaborative set have been submitted, then the proposal can be edited via the Initiate PFU/Budget Revision button on the submitted proposal form.
For single submission or single submission with subawards (collaborative) proposals, all edits must be done via the Initiate PFU/Budget Revisions radio button on the submitted proposal form.

Then in the list of submitted proposals, the proposal to be updated will have a link under the proposal number that says Associated Actions: Proposal File Update

Allowing an OAU/Dept Admin to Work on your Proposal File Update/Budget Revision:

How to Add or Remove an Other Authorized User (OAU)

Providing AOR Submit Access for a Proposal File Update/Budget Revision:

How a PI/co-PI Shares Proposal and Proposal File Update/Budget Revision Access with the SPO/AOR in Research.gov

FOR OSP USE

Submitting the Proposal File Update/Budget Revision:

How OSP Submits Proposal File Updates/Budget Revisions

If your update/budget revision is in Fastlane :

If your update/budget revision is in Research.gov :

Related Policies and Procedures

NSF Fastlane/Research.gov Access

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About Supplemental Funding Request Preparation and Submission

Uploading documents, supplemental funding request sections, supplemental funding request submission, supplemental funding request withdrawal.

In Progress Statuses
Submitted Statuses
Updates/Budget Revision Statuses

Access and User Roles

Demo site features, links to resources.

The Research.gov Supplemental Funding Request Submission System modernizes supplemental funding request preparation and submission capabilities by improving the user experience while also reducing administrative burden through an intuitive interface and expanded automated compliance checking. Awardees can submit a supplemental funding request in Research.gov for any award, regardless of which proposal submission system (Research.gov, FastLane, or Grants.gov) was used. NSF transitioned the preparation and submission of all supplemental funding requests from FastLane to Research.gov, and the FastLane functionality for the preparation and submission of supplemental funding requests has been decommissioned. Please see the FastLane Decommissioning page for details. For more information about supplemental funding requests, please see PAPPG Proposal & Award Policies & Procedures Guide (PAPPG) Chapter VI.E.5.

Although a Program Officer concurrence email is not required to be uploaded in Research.gov when submitting a supplemental funding request, NSF strongly recommends that the Principal Investigator (PI) or co-PI contact the NSF cognizant Program Officer before preparing and submitting a supplemental funding request for an award.

Access the Research.gov Supplemental Funding Request Submission System

Explore the Research.gov Supplemental Funding Request Preparation Demo Site (User prompted to sign into Research.gov if not already signed in.)

Research.gov Supplemental Funding Request Submission System Benefits

Fast and easy supplemental funding request setup wizard
Expanded compliance checking ( View Research.gov compliance checks )
Immediate compliance feedback in each supplemental funding request section
Unaltered PDF uploads
Minimized return without review of supplemental funding requests due to compliance issues
On-screen references to relevant sections of the PAPPG
Better management of personnel and subawards
Improved performance and less system downtime

Help NSF Refine the Research.gov Supplemental Funding Request Submission System

NSF wants your feedback! Vital feedback from the community helps ensure the system is working as intended and to identify areas of improvement.

Ways to provide feedback and stay informed:

Send feedback to NSF via the Research.gov's Feedback page
Join the NSF System Updates listserv! Sign up to receive Research.gov updates by sending a blank email to [email protected]

Contacts for Questions

For program-specific questions, please contact the cognizant NSF Program Officer
Email the NSF IT Service Desk at [email protected]
Call the NSF IT Service Desk at 1-800-381-1532
Email the NIH Help Desk at [email protected]
Create a ticket: https://support.nlm.nih.gov/support/create-case/
Policy-related questions should be directed to [email protected]

Proposal Submission Capabilities

New = New update as of May 2, 2022

This table will be updated as additional capabilities are added.
Proposers must follow the guidance specified in the funding opportunity regarding which system(s) (i.e., Research.gov, FastLane, or Grants.gov) may be used to prepare and submit proposals.
NSF strongly encourages the use of Research.gov where possible and wants feedback from the research community so NSF can make improvements. Feedback may be submitted on the Research.gov Feedback page.
Additional information about the Research.gov Proposal Submission System and the Research.gov proposal preparation demo site, such as Frequently Asked Questions (FAQs) by topic, is available on the Research.gov About Proposal Preparation and Submission page.

Letter of Intent FAQs

Who can initiate and submit a Letter of Intent (LOI) in Research.gov?

A user with the Principal Investigator (PI), Sponsored Project Officer (SPO), or Authorized Organizational Representative (AOR) role can initiate and submit an LOI in Research.gov. For a funding opportunity that requires AOR submission, the PI or SPO must share the LOI with the AOR.

How do I associate my LOI to my full proposal?

For solicitations that require or request submission of an LOI, there is a field on the full proposal Cover Sheet titled "Letter of Intent ID Number." Enter your LOI number in this field and then save the Cover Sheet. A green confirmation message will display and will include your LOI title below the LOI ID number field. Additionally, there will be a blue information message at the top of the full proposal Cover Sheet confirming the successful association of your LOI and your full proposal. If the LOI ID number you entered is invalid or is for an LOI for which you do not have access, you will receive an error message and the LOI will not be associated to your full proposal.

Will I be required to associate my LOI to my full proposal in Research.gov when the solicitation requires the submission of an LOI?

Yes. Follow the solicitation requirements and enter the LOI Number on the full proposal Cover Sheet. Although the system allows this entry to be optional, the cognizant Program Office will verify compliance of the submitted full proposal with the solicitation.

How do I remove an LOI Number that is associated with a full proposal?

To remove an LOI number that is associated with a full proposal, go to the full proposal Cover Sheet, clear the Letter of Intent Number field, and then save the Cover Sheet.

When associating an LOI to a full proposal, what is considered a valid LOI?

A valid LOI must meet the following criteria:

Exists in the user's Submitted LOI list
Is not associated with another submitted full proposal
Belongs to the same organization as the full proposal
Was created using the same solicitation as the full proposal

What information does Research.gov require for an LOI?

Research.gov will require that each LOI has an LOI Title, a Project Synopsis, and an associated PI.

The following LOI attributes are solicitation-dependent:

Number of Senior Personnel
Number of Participating Organizations
Organization and Project Information
Additional information permitted in the Other Comments section

Can an LOI prepared in FastLane be associated with a full proposal prepared in Research.gov?

No, an LOI prepared in Research.gov can only be associated with a Research.gov full proposal. Likewise, an LOI prepared in FastLane can only be associated with a FastLane full proposal.

Can an LOI be associated to a collaborative proposal in Research.gov?

Yes, an LOI can be associated to a single submission collaborative proposal with subaward or to a lead organization proposal that is part of a separately submitted collaborative proposal from multiple organizations. An LOI cannot be associated with a non-lead organization separately submitted collaborative proposal.

Supplemental Funding Request FAQs

What is the Research.gov Supplemental Funding Request Submission System and what are key benefits of using the new system?

The Research.gov Supplemental Funding Request Submission System provides the ability to create, submit, track, and update supplemental funding requests, including Career-Life Balance requests, associated with active NSF awards. Supplemental funding requests can be submitted in Research.gov regardless of which system (Research.gov, FastLane or Grants.gov) was used to submit the proposal. This furthers an NSF goal of providing quick access to supplemental funding request information and grants management services in one location in Research.gov. NSF goals for the system are to provide a modernized, intuitive environment for supplemental funding request preparation and submission; reduce administrative burden via real-time compliance checking; provide online help tips and guidance; and incorporate a wizard that walks users through the supplemental funding request setup process.

Can I submit a supplemental funding request update in Research.gov?

Yes. Research.gov accepts supplemental funding request updates/budget revisions for supplemental funding requests submitted in Research.gov.

What is a supplemental funding request Temporary ID Number?

A supplemental funding request Temporary ID Number is a unique identifier that is generated by the system to keep track of and manage supplemental funding requests before they are submitted. Once submitted to NSF, the supplemental funding request is assigned a permanent supplemental funding request ID. The permanent supplemental funding request ID will be different from the ID of the award to be supplemented.

What is the difference between a compliance “Error” and a “Warning”?

Automated compliance checks triggering an error message will stop supplemental funding request submission to NSF, whereas checks triggering a warning message will still allow supplemental funding request submission. Expanded compliance checking in Research.gov helps to reduce administrative burden for the research community and NSF staff, as well as minimizes the return without review of supplemental funding requests. Refer to the Automated Compliance Checking of NSF Proposals page for the current Research.gov automated supplemental funding request checks. Awardees who receive a compliance error or warning message should check the Automated Compliance Checking of NSF Proposals page, program page, and solicitation for specific supplemental funding request requirements. Awardees should also review the topic-specific supplemental funding request FAQs. For example, the Uploading Documents FAQ topic includes document formatting FAQs, and the Supplemental Funding Request Sections FAQ topic includes Cover Sheet and Budget FAQs.

How do I view the supplemental funding request "Error" and "Warning" messages?

The Actions section on the supplemental funding request main page has a new Check Error(s) and Warning(s) button. After clicking this button, the Check Error(s) and Warning(s) page will display to show the identified automated compliance error and warning messages for the proposal. Individuals with a PI, co-PI, SPO, AOR, or Other Authorized User (OAU) role on the proposal can view the error and warning messages. If there are no errors or warnings, this page will display a green success message. Please refer to the Automated Compliance Checking of NSF Proposals page for a listing of the current compliance checks.

Is Program Officer concurrence required before submitting a supplemental funding request?

Although a Program Officer concurrence email is not required to be uploaded in Research.gov when submitting a supplemental funding request, NSF strongly recommends that the PI or co-PI contacts the NSF cognizant Program Officer before preparing and submitting a supplemental funding request for an award.

Is there a limit in Research.gov on how many supplemental funding requests I can prepare and submit for my award?

No. There is no system limit on the number of supplemental funding requests that can be prepared and submitted in Research.gov for an active award. In-progress supplemental funding requests for the specified award will be displayed on the In Progress Supplemental Funding Requests page. Submitted supplemental funding requests for the specified award will be displayed on the Submitted Supplemental Funding Requests page.

Can I submit a supplemental funding request for a closed or cancelled award?

No. Supplemental funding requests and supplemental funding request updates/budget revisions cannot be submitted for an award that is closed or cancelled.

Can I delete or withdraw a submitted supplemental funding request?

Submitted supplemental funding requests cannot be deleted but they can be withdrawn from NSF. To initiate a supplemental funding request withdrawal, the PI, SPO or AOR can navigate to their Submitted Supplemental Requests list, select the appropriate supplemental funding request for withdrawal, and click on the Withdraw Supplemental Request button in the Actions section of the supplemental funding request main page. For more information, see the Supplemental Funding Request Withdrawal FAQ topic .

I am using Chrome and trying to download the PDF of my supplemental funding request, but I am encountering an error. What can I do?

Individuals who are using Chrome will encounter a networking error when attempting to use the download file functionality. We recommend clicking on the Print icon and Save as PDF or using a different browser.

Accessing the Research.gov Supplemental Request Funding Submission System

How do I access the Research.gov Supplemental Funding Request Submission System

To access the Research.gov Supplemental Funding Request Submission System:

Open Research.gov and, select Sign In at the top of the page.
After entering credentials to sign in to Research.gov, you will be navigated to the Research.gov homepage.
Under Awards & Reporting, click the Supplemental Funding Requests (including Career-Life Balance) link to go to the supplemental funding request preparation landing page.

Can InCommon access login credentials be used by a user to access the Research.gov Supplemental Funding Request Submission System?

Yes, InCommon access login credentials can be used. From the Research.gov Sign In page, select your organization from the organization drop-down menu to be taken to the InCommon Log In page for your organization. (Note: Only InCommon Federation participants can use their organization-issued credentials to sign in to Research.gov. If you are signing in with your organization-issued credentials, you will be prompted to link your credentials to your NSF ID if they are not already linked.)

Can Login.gov credentials be used to access the Research.gov Supplemental Funding Request Submission System?

Yes, Login.gov credentials can be used. After entering your Login.gov credentials on the Research.gov Sign In page, you will be prompted to link your Login.gov credentials to your NSF ID if they are not already linked.

Permissions

What permissions does an SPO have?

An SPO is able to review and edit supplemental funding requests, supplemental funding request updates, and revised budgets after the PI or co-PI shares supplemental funding request access. The SPO can also initiate supplemental funding request withdrawal requests for approval and submission by the AOR.

What permissions does an AOR have?

An AOR is authorized to sign on behalf of the organization. The AOR is able to view, edit, and submit supplemental funding requests after they are shared by the PI or co-PI. The AOR can also initiate and submit supplemental funding request withdrawals. In addition, the AOR reviews supplemental funding request withdrawal requests initiated by PIs and SPOs and submits the approved withdrawals to NSF.

Can individuals with other user roles (e.g., SPO or AOR) initiate supplemental funding requests in Research.gov?

Only a PI or co-PI with an active award can initiate a supplemental funding request for that award in Research.gov; however, individuals with other roles (i.e., SPO, AOR, and OAU) who are granted access to the supplemental funding request by the PI will be able to prepare and edit the supplemental funding request.

As a user with the OAU role, am I required to have any additional organization-approved roles to assist with preparing supplemental funding requests in Research.gov?

No, users with the OAU role can assist with supplemental funding request preparation in Research.gov without being required to also have another organization-approved role (e.g., View Only role)OAUs can assist with preparing supplemental funding requests by selecting the Work with In Progress Supplemental Requests link under In Progress Supplements on the supplemental funding request preparation landing page.

Users without the OAU role can request this role from their organization by following the instructions in the Add a New Organizational Role section of the Account Management Guide .

Can Other Senior Personnel view, access, or edit supplemental funding requests in Research.gov?

No, individuals added to a Research.gov supplemental funding request as Other Senior Personnel cannot view, access, or edit the supplemental funding request.

How does a PI or co-PI provide the SPO/AOR access to a supplemental funding request?

A PI or co-PI can share a supplemental funding request with the SPO/AOR even before required supplemental funding request data is entered or uploaded and sections are completed. On the supplemental funding request main page, select the Share Supplemental Request with SPO/AOR button in the Actions section and then choose the type of access to provide the SPO/AOR: No access, View-only access, Edit access, or Edit access with Allow supplemental request submission (AOR only). The Allow supplemental request submission (AOR only) checkbox is automatically checked as the default when the Edit access radio button is selected. However, the PI or co-PI can remove the check from the Allow supplemental funding request submission (AOR) checkbox and then add it again for supplemental funding request submission.

When a supplemental funding request is prepared, will all personnel from my award be automatically added to the supplemental funding request?

No. The only personnel automatically added to the supplemental funding request from the award are the PI, postdoctoral fellow (fellowship awards only), and co-PI(s). Users do have the ability to add OAUs and Other Senior Personnel to the supplemental funding request. However, new co-PI(s) not included on the award cannot be added on the supplemental funding request.

If a PI transfer for an award occurs, will the PI/co-PI be able to prepare and submit a supplemental funding request for that award?

No. If a PI transfer for an award is completed, the award will be closed and a new award and award number will be issued. The new award number can be used by the PI to prepare and submit a supplemental funding request for the new award. The new award must be active in order for a supplemental funding request to be submitted.

Supplemental Funding Requests for Postdoctoral Fellowship Awards

Can a supplemental funding request be submitted for a postdoctoral fellowship award?

Yes. Supplemental funding requests can be prepared for active postdoctoral fellowship awards. Either the postdoctoral fellow or a co-PI on the award can initiate a supplemental funding request but the postdoctoral fellow must submit the supplemental funding request. Career-Life Balance (CLB) supplemental support can be requested in Research.gov provided that the postdoctoral fellowship award, funded through one of NSF’s postdoctoral fellowship programs, is made to an organization and not directly to the fellow. NSF postdoctoral fellows who receive funding directly from NSF rather than through an organization are ineligible to receive CLB supplements.

How do I initiate a supplemental funding request for a postdoctoral fellowship award?

You must have the Proposed Postdoctoral Fellow role to initiate a supplemental funding request for an active postdoctoral fellowship award. A Proposed Postdoctoral Fellow role is different than a PI role. The fellowship award(s) will only display and be available to select if it is active and you have the Proposed Postdoctoral Fellow role.

What happens if I have user roles in addition to the Proposed Postdoctoral Fellow role?

When a user is affiliated with an organization and has multiple organization-approved roles such as PI, co-PI, SPO, OAU, or AOR as well as the role of a Proposed Postdoctoral Fellow, all active awards that you are listed as a PI, co-PI, or postdoctoral fellow will be displayed and available for selection on the Prepare New Supplemental Funding Request – Select Award page.

Are personnel documents required to be uploaded for a postdoctoral fellow or co-PI listed in a supplemental funding request for a postdoctoral fellowship award?

Research.gov will not enforce that personnel documents (i.e., Biographical Sketch, Current and Pending (Other) Support, and Collaborators and Other Affiliations) are uploaded for a postdoctoral fellow or co-PI in a supplemental funding request. However, updated personnel documents should be uploaded in the supplemental funding request for the postdoctoral fellow and co-PI if there were any personnel document updates since the awarded postdoctoral fellowship proposal was submitted.

Supplemental Funding Requests for SBIR/STTR Awards

Can I prepare a supplemental funding request for my SBIR or STTR Phase I or Phase II award?

Yes. Supplemental funding requests, including Career-Life Balance requests, can be submitted for active SBIR or STTR Phase I or Phase II awards by the PI or co-PI. Please contact the NSF cognizant Program Officer before preparing and submitting a supplemental funding request for the SBIR or STTR award.

Supplemental Funding Requests for Separately Submitted Collaborative Awards from Multiple Organizations

How do I prepare a supplemental funding request for a lead organization award in a separately submitted collaboration from multiple organizations?

To prepare a supplemental funding request for a lead organization award in a separately submitted collaboration from multiple organizations, the PI or co-PI of the lead organization navigates to the Prepare New Supplemental Funding Request page and selects the lead award in the Research.gov Supplemental Funding Request Preparation Wizard. The PI/co-PI(s) of the non-lead organization award(s) cannot prepare a supplemental funding request for the lead organization award.

How do I prepare a supplemental funding request for a non-lead organization award in a separately submitted collaboration from multiple organizations?

To prepare a supplemental funding request for a non-lead organization award in a separately submitted collaboration from multiple organizations, the PI or co-PI of the non-lead organization navigates to the Prepare New Supplemental Funding Request page and selects the non-lead award in the Research.gov Supplemental Funding Request Preparation Wizard. The PI/co-PI(s) of the lead organization award and of other non-lead organization awards in the collaboration cannot prepare a supplemental funding request for a non-lead organization.

Does the supplemental funding request apply to all awards within the separately submitted collaboration from multiple organizations?

No. A submitted supplemental funding request will only apply specifically to the award for which the supplemental funding request was submitted and not to each award in the separately submitted collaboration from multiple organizations. If the supplemental funding request is awarded, the additional funding will only be applied to the award for which the supplemental funding request was submitted.

Proposal FAQs

Can a PDF document be uploaded if it does not adhere to PAPPG formatting requirements?

Research.gov runs selected automated checks for PAPPG formatting compliance when a PDF document is uploaded. If non-compliance is detected, a warning or error message will display that identifies the issue(s). Some issues stop document upload (i.e., compliance errors), such as a violation of page length, while others allow document upload to complete (i.e., compliance warnings), such as violations of line spacing. For complete information, see the PAPPG, Chapter II.C. proposal preparation instructions  and the Automated Compliance Checking of NSF Proposals page. If unexpected errors occur when uploading a PDF document, please contact the NSF IT Service Desk at 1-800-381-1532 for assistance. The PDF can be analyzed, and a solution can be identified. The NSF IT Service Desk is available by phone from 7:00 AM to 9:00 PM ET Monday - Friday except federal holidays or via email to [email protected] .

Which PDF upload document formatting requirements are currently checked in Research.gov?

The supplemental funding request must conform to the formatting requirements specified in PAPPG Chapter II.C.2. including the font and margin requirements detailed in PAPPG Chapter II.C.2.a. Refer to the Automated Compliance Checking of NSF Proposals page for the complete list of current compliance checks for supplemental funding requests.

Line and Margin Requirements per PAPPG Chapter II.C.2 :

No more than six lines of text within a vertical space of one inch.
Margins, in all directions, must be at least an inch. No PI-supplied information may appear in the margins.
Paper size must be no larger than standard letter paper size (8½ by 11").

What are some common margin issues to be aware of to ensure my supplemental funding request is compliant with PAPPG requirements?

Some potential margin issue root causes may be:

Text in headers/footers and page numbers: Be sure that the document has no text in the header or footer including page numbers. Research.gov will automatically paginate and add page numbers for you when the supplemental funding request PDF is generated, so page numbers should be removed.
Document elements not visible or not obvious on inspection: Items such as a space character in the header/footer or code inserted when using LaTeX to create the source file can trigger a margin error.
Inserted images, figures, shapes, and hyperlinks: Margins can be set to one inch, but an image, figure, shape, or hyperlink can violate the margin rule. Setting the margin rule to one inch would not automatically correct the images, figures, shapes or hyperlinks within margins. Be sure to review all inserted images, figures, shapes, or hyperlinks that may be causing a margin issue.
Fully justified text (i.e., both the left and right sides of the text have clean edges) may result in right margin issues for some PDF conversions. Some characters, such as commas, can bleed into the margins. If you want to maintain justified text and encounter margin issues, experiment by increasing the right margin settings (e.g., 1.02 - 1.05). Settings will vary and are dependent on the user's software. As an alternative, consider using left justification.
Some PDF conversion software can overwrite metadata and alter the formatting of files, and the NSF IT Service Desk has seen issues with Quartz PDF Context that is prevalent in Macs. Please use alternative methods to perform the PDF conversion.
The PDF conversion process from older versions of Microsoft Word may alter the margins set in the original document. Please use alternative methods to perform PDF conversions. Other options may include increasing margins or using a more recent Microsoft Word version.
Be wary of the use of heading styles in Microsoft Word: Using the heading style in Word will automatically add features to the document that collapse and expand text, and users may inadvertently collapse and hide non-compliant content. Starting a page with heading style text can cause top margin issues. It is helpful to check if any content is hidden by pressing Control-A to select the entire document and changing the style to "Normal" to identify hidden content.
Special characters, equations, or use of bolded font in the first line of text on a page: Documents with special characters, equations, or bolded font in the first line of a page can cause a top margin issue in some versions of Microsoft Word. Inserting an entire blank line or two before the text may resolve this issue. For equations, consider using an image of an equation instead of an equation inserted by Equation Editor.
Margins less than 72 points: Ensure your document margins are compliant before exporting the document to PDF. The system recognizes one inch as 72 points. If you notice margin issues for your PDF document, try exporting the PDF to Microsoft Word format to correct the margins to one inch. Then save the file as a PDF and upload it again.

Why is there a line spacing warning when I am using a compliant font type and font size? Please note: Line spacing warnings will not prevent supplemental funding request submission.

For line spacing, there should be no more than six lines of text within a vertical space of one inch. Some potential line spacing root causes may be:

Documents originating in LaTeX sometimes will trigger the line spacing warning even though the font type and font size are compliant.
Some PDF generators change the size of document content slightly.
In some versions of Microsoft Word, Arial 10 and Courier New 10 will produce line spacing errors. In this instance, try changing the line spacing to 1.05 as a workaround. Also consider experimenting with a different font or increasing the font to 11 or more. Please note that caption fonts smaller than 10 will trigger line spacing warnings.

In Microsoft Word, the number of lines per inch is dynamic based on font size. An option in Word to try is to format the paragraphs to specify an exact point size to use between lines. Here's how to do this:

Open the document Layout tab
Open paragraph settings by clicking the arrow icon below the Spacing Before and After options
Select the Indents and Spacing tab
In the Spacing section, go to Line Spacing and select Exactly in the dropdown menu and then 12 pt in the At field.

Why is there a URL error when I do not see any URLs in my document?

Search on key domain suffixes such as .gov, .edu, .com, .io, .biz, etc.

Search for "www" or "http" text.

Hidden or embedded URLs can be prevalent when using citations. Citations created by Zotero or Paperpile, for example, can create hidden clickable links. Avoid using third party citation software and type out the citation.

What known issues should I be aware of regarding other validation errors when exporting a file to PDF?

The following are some examples of known issues:

Outdated software used for exporting the file to PDF (recommend using PDF version 1.5 or higher).
OpenOffice inserts an unallowable font for superscript and subscript.
Google Docs may not properly export bulleted text.
Google Docs Print→Save as PDF is not supported. Use File→Download→PDF Document.
Microsoft Office for Macs Save as PDF functionality and Best for Printing may not be supported. Instead, select the Best for electronic distribution and accessibility (uses Microsoft online service) option.
For Microsoft Office, do not use Print as PDF to create a PDF. Instead, use Export and Create PDF.

Are there any resources for LaTeX users?

Yes, a repository of compliant LaTeX/TeX sample input files has been created at https://github.com/nsf-open/nsf-proposal-latex-samples as a resource for LaTeX/TeX users to reference for their own documents. The NSF IT Service Desk cannot troubleshoot LaTeX files or converting LaTeX files to PDF.

I am getting a warning message when uploading my Collaborators and Other Affiliations (COA) template that not all cells could be saved. When I look at my uploaded PDF file, I see missing data. What is causing this?

The following are some examples of possible COA missing data causes:

Cell contents exceed the cell limit of 255 characters including spaces.
Data is missing, especially in column A for tables 2-5.
Last Active column is entered using a date format other than MM/DD/YYYY.
Cutting and pasting from other programs or files with formatting has produced errors or brought in invalid fonts and borders that trigger warning(s) on upload.

NSF continues to invest in expanding automated compliance checking capabilities to reduce administrative burden on both the research community and NSF staff. Additional information is available on the Automated Compliance Checking of NSF Proposals page.

Can senior personnel documents (e.g., biographical sketch) be reordered in the PDF?

There is not currently a way to modify the order of senior personnel documents in the PDF. However, NSF will discuss a possible future enhancement to allow reordering of senior personnel documents in the PDF.

I'm trying to upload a PDF to the Other Supplementary Documents section but I'm receiving an error message saying the system has encountered an error. What do I do?

A PDF file that is a certified signed document or is password protected will produce this error. Open the PDF file with a browser and print it with the destination set as Adobe PDF (not Save PDF or Save As). If this does not resolve the issue, please contact the Help Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via email to [email protected] for assistance.

Will the system require me to submit my supplemental funding request by a specified time?

No, the system does not have a validation requiring you to submit your supplemental funding request by a specified time. Refer to the funding opportunity or contact the cognizant Program Officer for any programmatic guidance on supplemental funding request submission that must be followed.

Why does it say Pending under the Supplemental Funding Request Number column after I submit my supplemental funding request?

If Pending is displayed, this means that a Supplemental Funding Request Number has not yet been generated for your supplemental funding request. Try refreshing the page and if that does not work, please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via [email protected] for assistance.

I don't see a submit button. How do I submit the supplemental funding request?

Only the AOR can submit a supplemental funding request to NSF. A PI or co-PI must first use the Share Supplemental Request with SPO/AOR button to provide the AOR with submit supplemental request access. Then the AOR will see the Initiate Supplemental Request Submission button enabled in the Actions section on the main supplemental funding request page. The AOR will click the Initiate Supplemental Request Submission button to start supplemental funding request submission.

The Allow supplemental request submission (AOR only) checkbox is automatically checked as the default when the Edit access radio button is selected by the PI/co-PI. However, the PI/co-PI can remove the check from the Allow proposal submission (AOR) checkbox. The PI/co-PI should ensure that the Allow proposal submission checkbox is selected when the supplemental funding request is ready for submission by the AOR.

Editing a Supplemental Funding Request

How do I make changes to my supplemental funding request after it is submitted?

Revisions to submitted supplemental funding requests (e.g., uploaded documents and budget amounts) can be made using a supplemental funding request update initiated by the PI. Edits must be done via the Update Supplemental Request/Revise Budget Information button on the Submitted Supplemental Funding Request page. How you edit your supplemental funding request depends on its status (see the submitted status table at the end of these FAQs). Supplemental funding request updates follow the same process in Research.gov as proposal file updates use for proposals.

How do I withdraw a supplemental funding request that has been submitted to NSF?

To withdraw a submitted supplemental funding request in Research.gov, the PI, SPO, or AOR navigates to the Supplemental Funding Requests list, selects the supplemental funding request they want to withdraw, and clicks on the Withdraw Supplemental Request button in the Actions section of the supplemental funding request main page to initiate the withdrawal process.

When can a supplemental funding request be withdrawn?

A submitted supplemental funding request may be withdrawn at any time before a funding recommendation is made by the cognizant NSF Program Officer.

Who can withdraw a submitted supplemental funding request?

The supplemental funding request's PI, SPO or AOR may initiate a withdrawal request but only the AOR can approve the request and submit the withdrawal to NSF.

How long does it take to withdraw a supplemental funding request?

Submitted supplemental funding request are withdrawn from NSF as soon as the AOR approves the withdrawal in Research.gov.

Can my withdrawal request be deleted if I change my mind?

A pending supplemental funding request withdrawal request initiated by the PI or SPO can be deleted at any time before the AOR approves the withdrawal in Research.gov.

Can I update my submitted supplemental funding request using a supplemental request update/budget revision while there is a pending withdrawal request?

No, supplemental funding requests with a pending withdrawal request cannot be updated using the supplemental request update/budget revision process. The pending withdrawal request must first be deleted (PI or SPO action) or rejected (AOR action) before a supplemental request update/budget revision can be prepared to edit the submitted supplemental funding request.

Can I withdraw my submitted supplemental funding request if the award the supplemental funding request was submitted to was closed/cancelled?

No, you cannot withdraw a supplemental funding request if the award is closed or cancelled. The supplemental funding request can only be withdrawn if the award is active and the cognizant NSF Program Officer has not made a funding recommendation for the supplemental funding request.

How do I know my supplemental funding request has been withdrawn?

Withdrawn supplemental funding requests are indicated by a supplemental request status of Withdrawn on the Submitted Supplemental Funding Requests list. In addition, the PI, SPO, and AOR will receive an email and system notification to confirm the supplemental funding request withdrawal.

What happens to an in-progress, unsubmitted supplemental request update/budget revision when there is a pending withdrawal request?

If there is an in-progress supplemental request update/budget revision that was started prior to initiation of a withdrawal request, the in-progress supplemental request update/budget revision becomes read-only and cannot be submitted unless the supplemental funding request withdrawal request is deleted or rejected. A new supplemental request update/budget revision cannot be prepared when there is a pending withdrawal request or after a supplemental funding request has been withdrawn.

Can I re-submit a withdrawn supplemental funding request?

No. Once a supplemental funding request is withdrawn, it cannot be re-submitted to NSF by the organization. However, the PI,SPO and AOR may still view and print the withdrawn supplemental funding request in Research.gov.

Proposal FAQs

Cover Sheet

Can I extend the award end date of my award when submitted a supplemental funding request?

Yes. To request an extension of the current award end date, you must enter a value in the Requested Additional Duration section in terms of months. The NSF Grants and Agreements Officer will issue an amendment to the award if the supplemental funding request is approved, including the award end date extension. If no extension to the current award end date is needed, the Requested Additional Duration section should be blank.

What is the difference between the Award Amount in the award and the Supplemental Request Amount in the supplemental funding request?

The Award Amount is the current amount of the award and includes the original award amount plus the total amount for any awarded supplemental funding requests. The Supplemental Funding Request Amount is the total requested amount for the supplemental funding request only and does not include the original award amount.

What is the limit on budget years in a subaward budget?

The number of years in a subaward budget must be equal to or less than the number of years in the prime organization budget. If the number of years in a subaward budget exceeds the number of years in the prime organization budget, an automated compliance error will be generated and the supplemental funding request will be stopped from being submitted to NSF.

Single Copy Documents

What are Single Copy documents?

Certain categories of information that are submitted in conjunction with a supplemental funding request are for "NSF Use Only" and not provided to reviewers for use in the review of the supplemental funding request. The Single Copy Document in supplemental funding requests include Collaborators and Other Affiliations Information. Please see PAPPG, Chapter II.D.1. for additional information about Single Copy Documents.

Postdoctoral Mentoring Plan

When is a Postdoctoral Mentoring Plan required to be provided in a supplemental funding request?

The postdoctoral mentoring plan must be uploaded in a supplemental funding request when both of the following conditions are true:

Funds are included in the Postdoctoral Fellow budget line in the supplemental funding request
A postdoctoral mentoring plan was not uploaded in the original awarded proposal

Although Research.gov does not enforce submission of a postdoctoral mentoring plan through an automated compliance check, Program staff will check that a postdoctoral mentoring plan is included if it is required.

In Progress Supplemental Funding Request Statuses

= Has access

Submitted Supplemental Funding Request Statuses

Supplemental request update/budget revision statuses.

Demo Site FAQs

What are the benefits of using the Research.gov supplemental funding request demo site?

The supplemental funding request demo site provides the research community an opportunity to initiate and edit supplemental funding requests as well as check compliance of uploaded documents (e.g., Collaborators and Other Affiliations and Biographical Sketch) before preparing supplemental funding requests in the actual Research.gov Supplemental Funding Request Submission System. The supplemental funding request demo site also is accessible by NSF staff.

What can users do in the supplemental funding request demo site?

All demo site users are able to perform the supplemental funding request preparation functions that a PI is able to perform in the actual Research.gov Supplemental Funding Request Submission System, such as initiating and editing supplemental funding requests, uploading supplemental funding request documents, and adding budgets. The demo site does not support supplemental funding request submission and will not trigger any system-generated email notifications (e.g., sharing supplemental request access with SPO/AOR emails).

Note that demo site supplemental funding requests are not available in the actual Research.gov Supplemental Funding Request Submission System, and information cannot be transferred between the demo site and the actual Research.gov Supplemental Funding Request Submission System.

Can I prepare practice supplemental funding requests in the demo site if I don't have any active awards for which I was a PI, co-PI, or postdoctoral fellow?

Yes. The demo site will generate "dummy" awards that can be used to prepare a supplemental funding request in the demo site. These demo site "dummy" awards can only be used in the demo site and not in the actual Research.gov Supplemental Funding Request Submission System.

Can I prepare a supplemental funding request in the demo site for an actual award?

Yes. The user's actual awards as well as "dummy" awards generated by the demo site will display for selection to try out preparing a supplemental funding request.

How do I provide feedback about the supplemental funding request demo site?

The Give Feedback button is displayed on all demo site supplemental funding request pages for supplemental funding requests created in the demo site. When this button is clicked, a new browser tab will open and displays the Research.gov Feedback page. Select the Supplemental Funding Request Demo Site option under Site Area to submit feedback about the demo site. Demo site feedback from users will help NSF improve the site, as well as identify potential enhancements to improve the user experience when preparing supplemental funding requests in the Research.gov Supplemental Funding Request Submission System.

How does the research community access the supplemental funding request demo site?

External users can access the demo site by following these steps:

Navigate to Research.gov .
Click "Sign In" located at the top right of the Research.gov page.
Sign in to Research.gov using your primary email address, NSF ID, your organization-issued credentials, or Login.gov credentials. Note: Only InCommon Federation participants can use their organization-issued credentials to sign in to Research.gov. If you are signing in with your organization-issued credentials, you will be prompted to link your credentials to your NSF ID if they are not already linked. If you are signing in with Login.gov credentials, you will be prompted to link your credentials to your NSF ID if they are not already linked.
From the top menu bar, select Awards & Reporting, then select Demo: Supplemental Funding Requests.
From the the Research.gov homepage, select Demo Site: Supplemental Funding Requests (Training) under Awards & Reporting.

How do I access the demo site if I am a new researcher and don't have an NSF ID?

To access the demo site, you will first need to create an NSF account and obtain an NSF ID by clicking Register on Research.gov. View the Register for a New NSF Account video tutorial for a walk-through of steps. Additional information is available on the Research.gov About Account Management page. Users with an existing NSF account (i.e., nine-digit NSF ID) will use that account to access the demo site. After signing in to Research.gov, you will land on the Research.gov homepage, where there are two ways to access the demo site.

I signed in to Research.gov with my NSF ID but I'm not affiliated with an organization and I don't have any organization-approved user role. Will this be an issue in accessing the demo site?

No, you are able to access the demo site if you have an NSF ID and can sign in to Research.gov. All demo site users are given the PI role for demo site use only and are not required to obtain a special user role to access the demo site. All demo users have the National Science Foundation as their organization for purposes of the demo site. The demo site PI role will not be available in the user's NSF account profile for use on the actual Research.gov Supplemental Funding Request Submission System.

Will any of my organization-approved user roles or affiliated organization(s) that I have in my NSF account profile be available to me in the demo site?

The organization(s) that you are affiliated with in your NSF account profile for your organization-approved roles will be incorporated when you are in the supplemental funding request demo site but the user role(s) that you have will not be available in the demo site. All users who access the demo site are given the role of PI, and unaffiliated users including NSF staff will be assigned National Science Foundation as their organization. Users with an affiliated organization in their NSF account profile will have that organization and the NSF organization incorporated in the demo site. All affiliated organizations will be included if the user is affiliated with multiple organizations

What user roles are supported in the supplemental funding request demo site?

All demo site users have the PI role and can perform the same PI functions as in the actual Research.gov Supplemental Funding Request Submission System. The Proposed Postdoctoral Fellow role must be specifically added to prepare a supplemental funding request for a fellowship award in the demo site. The demo site does not include the OAU, SPO or AOR roles.

If I add an OAU to a supplemental funding request by entering the individual's NSF ID in the demo site, will they be able to access the supplemental funding request if they sign into the demo site?

Yes. Any individual added to a demo supplemental funding request as an OAU by entering the individual's NSF ID will be able to access that supplemental funding request in the demo site from the In Progress Supplemental Funding Request section on the Supplemental Funding Request Demo Site homepage. The permissions and available functions for the OAU in the demo site are identical to the permissions and available functions for the OAU in the actual Research.gov Supplemental Funding Request Submission System.

If I share supplemental funding request access (i.e., view, edit, and/or submit) with an SPO/AOR in the demo site, will the SPO/AOR be able to view, edit, and/or submit the supplemental funding request?

No. All demo site users have the PI role and can perform the same PI functions as in the actual Research.gov Supplemental Funding Request Submission System. You will be able to go through the process of sharing supplemental funding request access (view, edit and/or submit) with the SPO/AOR, but the SPO/AOR will not be able to view, edit, and/or submit the supplemental funding request since SPO and AOR roles and supplemental funding request submission are not supported in the demo site. In addition, no system-generated email notifications will be created or sent to the SPO/AOR in the demo site.

How do I prepare a supplemental funding request in the demo site for a postdoctoral fellowship award?

You must first have the Proposed Postdoctoral Fellow role to initiate a supplemental funding request for a fellowship award in the demo site. A Proposed Postdoctoral Fellow role is different than a PI role. Demo site postdoctoral fellowship awards will only display and be available for selection for users preparing a supplemental funding request in the demo site as a Proposed Postdoctoral Fellow.

After signing in to the Research.gov supplemental funding request demo site, a message box will display with demo site information. From within the message box, click the Add a New Role hyperlink. Proceed to complete the required information as appropriate. Once the role has been added, allow up to 60 minutes for the system to process the request. Then you will need to sign out of Research.gov and sign back in again before initiating and preparing a supplemental funding request for a postdoctoral fellowship award.

Will I be able to add real subaward organization(s) in a demo site supplemental funding request?

Yes. You can add real subaward organization(s) to any supplemental funding request that’s created in the demo site. However, no system-generated email notifications will be created or sent to personnel affiliated to the subaward organization(s) when their organizations are added to your demo supplemental funding request.

Are system-generated email notifications going to be sent as a result of performing certain actions in the demo site?

No. All system-generated email notifications are disabled in the demo site.

Why can't I submit supplemental funding requests in the demo site?

The supplemental funding request demo site currently only supports the initiation, preparation, and editing of supplemental funding requests.

How long will my demo supplemental funding request be available in the demo site?

Supplemental funding requests created in the demo site will be available for six months and then will be deleted by NSF. Neither NSF nor users will be able to access deleted demo supplemental funding request data. If your demo supplemental funding request was created within the previous six months and your supplemental funding request data is not visible, please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via [email protected] for assistance.

Are supplemental funding request compliance checks enabled in the demo site?

Yes. All compliance checks that are enabled in the actual Research.gov Supplemental Funding Request Submission System also apply to supplemental funding requests in the demo site. The demo site can be used to check compliance of uploaded supplemental funding request documents (e.g., Collaborators and Other Affiliations and Biographical Sketch). Refer to the Automated Compliance Checking of NSF Proposals page for the current automated supplemental funding request checks.

Does the supplemental funding request data I create in the demo site appear or transfer into the actual Research.gov Supplemental Funding Request Submission System?

No. Supplemental funding request data created in the demo site will not be displayed in and cannot be transferred to the actual Research.gov Supplemental Funding Request Submission System. Supplemental funding request data created in the demo site is only available in the demo site.

Will other users in the demo site be able to see the supplemental funding requests I create in the demo site?

If any of your active awards lists you as a PI, co-PI, or Postdoctoral Fellow and the selected award also has co-PI(s), those co-PI(s) would be included in the demo supplemental funding request. In this scenario, these co-PIs will be able to access, view, or edit the supplemental funding request in the demo site for the selected award.

Other individuals can also view or edit a supplemental funding request that you create in the demo site if you add the individual to the supplemental funding request as an OAU by entering their NSF ID.

NSF Proposal and Award Policies and Procedures Guide (PAPPG)

FAQs on Proposal Preparation and Award Administration Related to the PAPPG

NSF Biographical Sketch and and Current and Pending (Other) Support pages

Automated Compliance Checking of NSF Proposals page

FastLane Decommissioning page

Grants.gov Proposal Processing in Research.gov page

Research.gov About Account Management page

Research.gov Account Management – Reviewer page

Research.gov About Proposal Preparation and Submission page

Research.gov Research.gov About Supplemental Funding Request Preparation and Submission page

Research.gov Proposal Preparation Demo Site (User prompted to sign into Research.gov if not already signed in)

Research.gov Supplemental Funding Request Demo Site (User prompted to sign into Research.gov if not already signed in)

Resources for LaTeX Users: https://github.com/nsf-open/nsf-proposal-latex-samples

SciENcv: Science Experts Network Curriculum Vitae

An official website of the United States government

Here's how you know

Official websites use .gov A .gov website belongs to an official government organization in the United States.

Secure .gov websites use HTTPS. A lock ( Lock Locked padlock ) or https:// means you've safely connected to the .gov website. Share sensitive information only on official, secure websites.

Submitting Your Proposal

This page highlights key information about submitting your proposal to the U.S. National Science Foundation.

Refer to the Proposal and Award Policies and Procedures Guide (PAPPG) I.G for complete guidance on how to submit a proposal to NSF.

Most proposals to NSF can be submitted either through Research.gov or Grants.gov . A small number of proposals to NSF, which are submitted in response to a broad agency announcement, should instead be submitted through Baam.nsf.gov .

Submitting through Research.gov

Research.gov allows you to create, submit, track and update a proposal to NSF.

The links below will guide you in how to register in and submit a proposal via Research.gov:

1. Registering an organization on Research.gov

You will need to register your organization on Research.gov before you can prepare your proposal.

2. Registering for an NSF ID

You will need an NSF ID to prepare your proposal in Research.gov.

3. Preparing and submitting a proposal in Research.gov

Research.gov features how-to guides and tutorials on preparing and submitting a proposal through the site. These resources cover topics such as:

Starting a new proposal.
Uploading senior personnel information and documents.
How to prepare your proposal budget.
Adding or removing subaward organizations.
Submitting letters of intent and proposals.
And others.

4. Proposal compliance checks

Research.gov performs automatic compliance checking on proposals being prepared for submission. See the list of compliance checks the system performs on different types of proposals to NSF.

Submitting through Grants.gov

Grants.gov allows you to create and submit proposals to NSF. The links below will guide you in how to register an organization and submit a proposal using Grants.gov:

1. Registering an organization on Grants.gov

You will need to register your organization on Grants.gov before you can prepare your proposal.

You will need an NSF ID to prepare your proposal in Grants.gov.

3. Preparing and submitting an NSF proposal in Grants.gov

The NSF Grants.gov Application Guide provides detailed guidance on how to prepare and submit a proposal to NSF using Grants.gov. The guide includes information on topics such as:

Uploading proposal files.
Completing the NSF cover page.

See the list of automatic compliance checks performed by Research.gov on proposals prepared in Grants.gov.

Submitting through Baam.nsf.gov

NSF's BAAM system can be used to prepare, submit and track proposals that are submitted in response to one of NSF's broad agency announcements . The BAAM system uses a simple application process that's designed to save time and effort.

Before you can apply using Baam.nsf.gov, you must have:

A Login.gov account.

Now Available in Research.gov: Three New Proposal Types and Proposal Withdrawal Functionality

Dear Colleagues,

Please see the message below from NSF indicating new proposal types being added to Research.gov, as well as proposal withdrawal functionality. There are links below with additional information and instructions on how to find and use the new features.

This is in line with the eventual full transition of all proposal functions from Fastlane to Research.gov.

Please contact the ERA Team ( [email protected] ) if you have any questions or concerns.

The ERA Team

>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>

Dear Colleagues:

Effective March 22, the National Science Foundation (NSF) enabled three new proposal types in the Research.gov Proposal Submission System and in the recently launched Research.gov Proposal Preparation Demo Site. These are the Facilitation Awards for Scientists and Engineers with Disabilities (FASED), Equipment, and Travel proposal types. New automated compliance checks and associated error and warning messages for these proposal types were also implemented. In addition, proposal withdrawal functionality was added for both single submission (with or without subawards) and separately submitted collaborative proposals from multiple organizations. New training resources have also been added to the Research.gov About Proposal Preparation and Submission page.

FASED, Equipment, and Travel Proposals

Proposers can now select a FASED, Equipment, or Travel proposal type in the Research.gov Proposal Submission System proposal setup wizard, in addition to the existing Research.gov proposal type options:
Rapid Response Research (RAPID)
EArly-concept Grants for Exploratory Research (EAGER)
Research Advanced by Interdisciplinary Science and Engineering (RAISE)
All supported proposal types are available in the Research.gov Proposal Preparation Demo Site.
New automated compliance checks for FASED, Equipment, and Travel proposal types have been added to Research.gov and are listed on the Research.gov Automated Proposal Compliance Checks for Proposals dated March 22, 2021 on the Automated Compliance Checking of NSF Proposals page.
A reminder: Error messages prohibit proposal submission to NSF, whereas warning messages still permit proposal submission.
Refer to the Proposal & Award Policies & Procedures Guide (PAPPG) (NSF 20-1) for FASED, Equipment, and Travel proposal requirements.

Proposal Withdrawal Functionality

Proposing organizations can now withdraw both single submission (with or without subawards) and separately submitted collaborative proposals from multiple organizations in Research.gov.
Organizations no longer need to contact the NSF Help Desk to initiate Research.gov proposal withdrawal actions.
A new Proposal Withdrawal section has been added to the Frequently Asked Questions (FAQs) on the Research.gov About Proposal Preparation and Submission page left navigation menu.
Refer to PAPPG Chapter IV.A. for proposal withdrawal requirements.

Training Resources

New and updated system-related FAQs by topic are available on the Research.gov About Proposal Preparation and Submission page left navigation menu.
The video highlights key proposal preparation steps including:
Setting up a proposal
Uploading a document and compliance messaging
Preparing Proposal File Update/Budget Revisions
A new How-to Guides section has been added to the Research.gov About Proposal Preparation and Submission page left navigation menu. The initial topic-specific guide is posted, and new guides will be added to this section going forward.

NSF Proposal Guide

There are significant changes coming in january 2023 for nsf proposals that principal investigators and aggregators need to be aware of..

Summary of significant changes to NSF’s Grant Proposal Guidelines 23-1 effective January 2023

Principal Investigators submitting to NSF are expected to have familiarity with 23-1.

Summary of significant changes:

Beginning in January 2023, all new proposals must be submitted in Research.gov. UMass requires that all NSF proposals use Research.gov and not grants.gov.
Current and pending forms and Biographical Sketches are now required to be created in SciENcv. The NSF templates for these forms is no longer permitted.
In addition to the current and pending forms and Biographical Sketches in SciENcv, NSF requires that PIs certify in SciENcv that their Biographical Sketch and Current and Pending Support documents are accurate, current, and complete.
There is a new proposal section if you propose to conduct research in the field: Plan for Safe and Inclusive Field/Vessel/Aircraft Research (PSI-FVAR).
Concept outlines are submitted by the prospective PI via use of the Program Suitability and Proposal Concept (ProSPCT).

More details on these changes

Proposals and the budgets for projects being submitted to all sponsors should be developed by principal investigators (PIs) with the assistance of their department or college administrator, or a Pre -Award Research Administrator in the Office of Pre-Award Services (OPAS). Proposals must be submitted to OPAS following the 5 day proposal submission procedure . As stated in this procedure, the proposals may include a draft technical section but must be complete in all other respects. Before routing the proposal in Kuali, the PI must allow SRO/AOR access in Research.gov to the level of "view/edit/submit". Proposals are routed to relevant signatories and finally to the Office of Pre-Award Services (OPAS) for review. OPAS will submit the proposal to the NSF via Research.gov.

OPAS reviews each proposal for compliance with both sponsor and University policies. OPAS also reviews the proposal to verify that only allowable costs have been requested and only approved University and/or other vetted personnel such as subcontractors, consultant, fee for services providers are included in the proposal.

When preparing an NSF proposal, please refer to NSF 22-1 Checklist for proposals due on or after October 4, 2021.

Research.gov Registration

Effective March 26, 2018, NSF introduced a new centralized and streamlined account registration process in Research.gov for the research community that provides each new user with a single profile and unique identifier (i.e., NSF ID) for signing in to Research.gov for proposal and award activities. For the complete NSF guidance on Account Management, please see the Research.gov Accounts Management page .

All Research.gov accounts now must be assigned roles. Guidance on selecting a role is below:

For New Principal Investigator Accounts:

To register a new PI account, go to Research.gov, and click on “register” in the top right corner. Fill out all the information (ORCID is not required), and hit submit. You will be sent an email with a temporary password. Sign into Research.gov, and enter in the temporary password. Once you sign in, you will be prompted to change your password. Please review password complexity requirements before creating a new password.

Once the password has been changed, you will need to add a role for yourself.

To select a principal investigator role, Select “Add Investigator Role” under “Prepare Proposals and Manage Awards”. Select “Yes, prepare and manage proposals with an organization” and “Submit”. Enter in the UMass Unique Entity Identifier (UEI) number VGJHK59NMPK9. Verify that the organization selected is “University of Massachusetts Amherst”, if so, click “Next”, and fill out the contact details there. Choose Role as PI/co-PI. Click on next. Review the information, and if it is correct, click on submit.

For more information, please see these NSF pages:

Register for an NSF Account to Begin Using Research.gov - Account Management Guide
View and Edit my NSF Account Profile Information - Account Management Guide

For Other Authorized User Accounts (Business Managers):

Business Managers can be added as an Other Authorized User (OAU) role to assist in proposal preparation.

To register a new OAU account, go to Research.gov, and click on “register” in the top right corner. Fill out all the information (ORCID is not required), and click on submit. You will be sent an email with a temporary password. Sign into Research.gov, and enter in the temporary password. Once you sign in, you will be prompted to change your password. Please review password complexity requirements before creating a new password.

Once the password has been changed, the Business Manager will need to email [email protected] to request that they be given an OAU role. The UMASS Research.gov Administrator will then approve the OAU request.

Existing users can log in here

Adding an OAU to a proposal:

Once the Business Manager has been registered in Research.gov, and their OAU status has been approved by UMASS Research.gov Administrator, the PI can then add an OAU to a specific proposal. The PI should select the proposal they want to work on, then click “Manage Personnel” under “Personnel Access” on the left hand side of the screen. “Add Other Authorized User”, and find the correct person through their email or NSF ID. Please note, if the Business Manager has not be registered in Research.gov, and requested that [email protected] assign them the OAU role, then the Business Manager will not show up as a selection when searching for the OAU.

A full list of FAQ’s has been posted by NSF

Since OPAS is no longer able to create accounts in Research.gov, the majority of registration related questions should be directed to NSF’s Help Desk: 1-800-673-6188.

Timeline of Research.gov proposal functions and a list of what types of proposals Research.gov will accept at this time
FAQ’s regarding the research.gov proposal preparation site
NSF Proposal Guidance
Research.gov home page
Research.gov User Sign In
NSF Home Page
Grant Proposal Guide, NSF 22-1,effective October 4, 2021
How a Principal Investigator Initiates a New Proposal in Research.gov

Education Specific Guidance

Learn more about NSF’s funding opportunities in education at the Community for Advancing Discovery Research in Education (CADRE). Read NSF resources on proposal preparation, submission and review; explore resources to help you write your proposal; and learn about previously funded DRK-12 work. It’s a mix of broad NSF related guidance not tied to discipline, but also includes, of course, a good deal of discipline specific information since CADRE focuses on education.

http://cadrek12.org/resources/nsf-proposal-writing-resources

Specific NSF Program Guidance

NSF Career Program
NSF REU Supplements
NSF Graduate Research Fellowship Programs

Students apply for NSF Graduate Research Fellowships directly as individuals. OPAS does not have a role in the application process. The GRF money comes to UMASS in the form of one grant with the Dean of the Graduate School as the Principal Investigator of record. The Graduate School then uses that grant to pay the fellowship stipend to the student. Information about the GRFP may be found at this website: http://www.nsfgrfp.org/

Questions may be directed to Heidi Bauer-Clapp ( [email protected] ), who works in the Graduate School and is the campus expert on GRFs and other fellowship applications.

NSF Budget Revisions

Revised budgets for NSF proposals are handled through Research.gov. If your budget results in a cut of 10% or more, you will need to prepare and route a revised Kuali Record to OPAS. If the cut is under 10%, a revised Kuali Record is not required, however, please email your OPAS NSF Proposal Administrator to let them know you will be sending through a revised budget.

Updating an NSF proposal in Research.gov

Proposal File Updates (PFUs) and Budget Revisions links can be found on the Submitted Proposals page. They are allowed if submitted prior to the deadline date, initiation of external peer review in cases where a target date is utilized; and initiation of external peer review in case of an unsolicited proposal. If the criteria are met, the option to prepare a PFU/Budget Revision will be displayed within the specific submitted proposal.

Editing a Proposal:

How can I make changes to my proposal after it is submitted?

How you edit your proposal will depend on the status of your proposal and whether it is a single submission or separately submitted collaborative proposal.

For single submission or single submission with subawards (collaborative) proposals, all edits must be done via the Initiate PFU/Budget Revision button on the submitted proposal form .
For separately submitted collaborative proposals after a lead or non-lead organization proposal is submitted, it will receive a status of Submission Pending if there are other proposals in the collaboration that have yet to submit. When a lead/non-lead organization proposal has a status of Submission Pending, there will be an Edit Proposal button visible to the PI/co-PIs, SPO, AOR, and OAU of the proposal. Clicking the Edit Proposal button removes the proposal from the Submission Pending status and returns it to an In-progress state. Proposals that are removed from the submission pending status will require a new submission by the AOR.
For separately submitted collaborative proposals, if all proposals in the collaborative set have been submitted, then the proposal can be edited via the Initiate PFU/ Budget Revision button on the submitted proposal form.
For single submission or single submission with subawards (collaborative) proposals, all edits must be done via the &ldquo"Initiate PFU/Budget Revision&rdquo" button on the submitted proposal form.
See PAPPG, Chapter III.C for additional information on Proposal File Updates.

Submitting:

When you log in to submit in research.gov, choose Submitted Proposals on the Proposal Preparation screen.

Then in the list, the proposal to be updated will have a link under the Submitted Proposals number that says Associated Actions: “Proposal File Update.” (like in the screen shot below)

Click and follow through like a normal submission.

Transferring NSF Awards

Initiating the request.

In general, NSF accepts proposals from, and makes awards to institutions, rather than to individuals.

When a PI plans to leave an organization during the course of a grant, the organization has the prerogative to nominate a substitute PI or request that the grant be terminated and closed out. In those cases where the PI’s original and new organizations agree, NSF will facilitate a transfer of the grant and the assignment of remaining unobligated funds to the PI’s new organization.

All transfers begin at the institution the PI is leaving, and it is his/her responsibility to initiate the process. University of Massachusetts Amherst PI’s must follow the procedures as outlined in the Transfer guidelines . Formal notification of the impending transfer can be electronically initiated by either the PI or the PI's organization. The most current Federal Cash Transaction Report must be posted to NSF’s financial accounting system prior to submitting the PI transfer. The amount transferred must be equal to or less than the unobligated balance.

NSF Forms required at the original organization

The request shall include a:

Brief summary of progress to date; PI to provide
Description of work yet to be accomplished; PI to provide
Completed on-line transfer request, including total estimated disbursements to date (transfer amount will be automatically calculated, based on the amount

OPAS Contacts

College of Natural Sciences, Mary Santos
All other Colleges, Kim Lowney

OPAM Contacts

Post award contact for all Colleges is John Fillio

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Alert: Recent phishing attempts

Please read important tax updates that took effect for tax years beginning after Dec. 31, 2021.

A new SBIR/STTR Phase II solicitation is expected in the coming weeks.

Proposal submission

SBIR/STTR proposals must be submitted via Research.gov Proposal Submission System.

This system provides the ability to create, submit, track, and update proposals. Follow the steps below for accessing Research.gov and submitting your proposal using Proposal Wizard Set-up.

Access Research.gov

Open Research.gov.

From the My Desktop page, select the “Letters of Intent and Proposals” link under the Prepare & Submit Proposals category

Once “Full Proposal” is selected, the custom proposal setup wizard will initiate a new proposal.

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Preparing Supplemental Funding Requests in Research.gov and Upcoming FastLane Proposal Decommissioning Deadlines

Please see the message below from NSF.

Dear Colleagues:

We are pleased to announce that supplemental funding requests including Career-Life Balance requests can now be prepared in Research.gov. Supplemental funding requests can be submitted in Research.gov regardless of the system used (Research.gov, FastLane, or Grants.gov) for proposal submission. FastLane supplemental funding request functionality will remain available in parallel for the preparation and submission of new requests until January 27, 2023.

In addition, the last two proposal types for the Small Business Innovation Research Program (SBIR) and the Small Business Technology Transfer Program (STTR) will be enabled in Research.gov for the fiscal year (FY) 2023 competitions. With all proposal and submission types soon fully supported in Research.gov, the system will be ready for the transition from FastLane for the preparation and submission of all new proposals in late January 2023, when the Proposal and Award Policies and Procedures Guide (PAPPG) (NSF 23-1) is effective. The last day to submit new proposals in FastLane is January 27, 2023.

Please see the table of important FastLane transition deadlines below. Additional information will be forthcoming on the transition of other FastLane functionality and a FastLane Decommissioning webpage is being developed.

Important FastLane Proposal Preparation and Supplemental Funding Request Transition Deadlines

New Supplemental Funding Request Functionality

Intuitive and dynamic interfaces which provide only relevant preparation options;
Inline help features;
Fast document uploads and immediate feedback within each section; and
Automated compliance checks with specific, actionable warning and error messages.
The new Research.gov Supplemental Funding Request Demo Site can be used to explore preparing supplemental requests and to check the compliance of uploaded documents.
The supplemental funding request functionality and demo site are accessible from new links within the Awards & Reporting tile on the Research.gov My Desktop page after signing in to Research.gov.
Topic-specific Frequently Asked Questions (FAQs) and demo site guidance are posted on the new Research.gov About Supplemental Funding Request Preparation and Submission page.
Please refer to PAPPG Chapter VI.E.5. for supplemental funding request policy guidance.

New SBIR and STTR Proposal Types

Proposers will prepare and submit SBIR and STTR Phase I and Phase II proposals in Research.gov for the FY 2023 competitions.
SBIR and STTR proposal types will be available to try out on the Research.gov Proposal Preparation Demo Site (you will be prompted to sign in to Research.gov if you are not already signed in) after the SBIR and STTR program solicitations for the FY 2023 competitions are published.

Research.gov Proposal and Supplemental Funding Request Feedback

NSF wants your feedback on the proposal preparation and submission functionality, as well as on the new supplemental funding request enhancements. Your input helps NSF to ensure the systems and demo site features are working as intended and to identify areas of improvement. Feedback may be submitted on the Research.gov Feedback page. Submitted feedback is reviewed on an ongoing basis by NSF's Research.gov Business Office.

Questions? If you have IT system-related questions, please contact the NSF Help Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via email to [email protected] . Policy-related questions should be directed to [email protected] .

National Science Foundation

Welcome to the OSP Blog!

Please note that policies and guidance are subject to revision, and specific policies and guidance referenced in past blog posts may have been updated since the posts' original publication dates. If you have any questions regarding whether a policy or guidance referenced in an older blog post is still in effect, please visit the Policies and Guidance section of our website or contact your OSP representative .

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Note: A new version of this document applies to all proposals submitted or due on or after January 30, 2023. Learn more about the PAPPG

Part I sets forth NSF's proposal preparation and submission guidelines. The coverage provides guidance for the preparation and submission of proposals to NSF. Some NSF programs have program solicitations that modify the general provisions of the PAPPG, and, in such cases, the guidelines provided in the solicitation must be followed.

A. NSF Proposal Preparation and Submission

Unless specified in an NSF program solicitation, proposals submitted to NSF must be submitted via use of either the NSF FastLane System, Research.gov or Grants.gov. Further information on each system is provided below.

Proposal Preparation and Submission via the NSF FastLane System. The policy and procedural guidance contained in Part I of the PAPPG pertains to proposals submitted via the NSF FastLane System and Research.gov (see below). FastLane may be used for proposal preparation, submission, proposal file updates, and select postaward administrative activities. Detailed information about the FastLane System is available from the FastLane website .
Proposal Preparation and Submission via the NSF Research.gov System . Proposal Preparation and Submission in Research.gov is an alternative to the NSF FastLane System for proposal preparation, submission, and proposal file updates. The policy and procedural guidance contained in Part I of the PAPPG pertains to proposals submitted via the NSF FastLane System and Research.gov. On-screen instructions in Research.gov may vary from what is stated in the PAPPG; however, the content requirements of the proposal remain the same. The on-screen instructions in Research.gov must be followed. The Research.gov Proposal Preparation and Submission site is being incrementally enhanced to increase the number of proposal and submission types supported. Proposers are reminded to check the Research.gov website for the latest list of capabilities.
Proposal Preparation and Submission via Grants.gov . The policy and procedural guidance contained in the NSF Grants.gov Application Guide pertains specifically to proposals submitted via Grants.gov. Detailed information about Grants.gov is available from the Grants.gov website .

B. NSF Programs and Funding Opportunities

The NSF website provides the most comprehensive source of information on NSF Directorates/Offices (including contact information), programs, funding opportunities and Dear Colleague Letters. Use of this website by potential proposers is strongly encouraged. In addition, "NSF Update" is an information-delivery system designed to keep potential proposers and other interested parties apprised of new NSF funding opportunities and publications, important changes in proposal and award policies and procedures, and upcoming NSF Grants Conferences . Subscribers are informed each time new publications are issued that match their identified interests. "NSF Update" is available on NSF's website at: https://public.govdelivery.com/accounts/USNSF/subscriber/new?qsp=823 .

C. Categories of Funding Opportunities

NSF utilizes a variety of mechanisms to communicate opportunities for research and education support, as well as to generate proposals. A brief description of each category of funding opportunity follows.

1. Program Descriptions

The term "program description" includes broad, general descriptions of programs and activities in NSF Directorates/Offices and Divisions. Program descriptions are posted on Directorate/Division websites to encourage the submission of proposals in specific program areas of interest to NSF.

Program descriptions utilize the generic eligibility and proposal preparation instructions specified in Part I of the PAPPG, as well as the National Science Board (NSB)-approved merit review criteria. See Chapter III for additional information.

2. Program Announcements

The term "program announcement" refers to formal NSF publications that announce NSF programs. Program announcements and program descriptions (see C.2 above) are the primary mechanisms used by NSF to communicate opportunities for research and education support, as well as to generate proposals. Program announcements utilize the generic eligibility and proposal preparation guidelines specified in Part I of the PAPPG and incorporate the NSB-approved merit review criteria.

3. Program Solicitations

The term "program solicitation" refers to formal NSF publications that encourage the submission of proposals in specific program areas of interest to NSF. They generally are more focused than program announcements, and normally apply for a limited period of time. Competition among proposals is more precisely defined than with program announcements, and proposals received compete directly with each other for NSF funding. Program solicitations are issued when the funding opportunity has one or more of the following features:

provides supplemental proposal preparation guidance or deviates from the guidelines established in Part I of the PAPPG;
contains additional review criteria relevant to the program;
requires submission of a letter of intent (see Chapter I.D.1 ) or preliminary proposal (see Chapter I.D.2 );
deviates from (or restricts) the standard categories of proposers specified in Section E. below;
limits the number of proposals that may be submitted by an organization and/or Principal Investigator (PI) or co-Principal Investigator (co-PI); 4
requires cost sharing;
requires a limitation in indirect (Facilities & Administrative (F&A)) costs;
specifies additional award conditions and/or reporting requirements;
anticipates use of a cooperative agreement.

4. Dear Colleague Letters (DCLs)

DCLs are intended to provide general information to the community, clarify or amend an existing policy or document, or inform the NSF proposer community about upcoming opportunities or special competitions for supplements to existing awards. They also may be used to announce NSF�s interest in receiving proposals in specified topical areas for the following proposal types contained in Chapter II.E : Rapid Response Research (RAPID); Early-concept Grants for Exploratory Research (EAGER); Research Advanced by Interdisciplinary Science and Engineering (RAISE); and Conference.

D. TYPES OF SUBMISSIONS

1. Letters of Intent

Some NSF program solicitations require or request submission of a letter of intent (LOI) in advance of submission of a full proposal. An LOI is not a binding document. The predominant reason for its use is to help NSF program staff gauge the size and range of the competition, enabling earlier selection and better management of reviewers and panelists. In addition, the information contained in an LOI is used to help avoid potential conflicts of interest in the review process.

An LOI normally contains the Principal Investigator�s (PI�s) and co-PI's names, a proposed title, a list of possible participating organizations (if applicable), and a synopsis that describes the work in sufficient detail to permit an appropriate selection of reviewers. Proposers that plan to submit a collaborative proposal from multiple organizations should submit a single LOI for the entire project, given that NSF considers a collaborative proposal to be a unified research project. An LOI is not externally evaluated or used to decide on funding. The requirement to submit an LOI will be identified in the program solicitation, and such letters are submitted electronically to NSF. Failure to submit a required LOI identified in a program solicitation will result in a full proposal not being accepted or returned without review.

2. Preliminary Proposals

Some NSF program solicitations require or request submission of a preliminary proposal in advance of submission of a full proposal. The three predominant reasons for requiring submission of a preliminary proposal are to:

reduce the proposers' unnecessary effort in proposal preparation when the chance of success is very small. This is particularly true of exploratory initiatives when the community senses that a major new direction is being identified, or competitions that will result in a small number of awards;
increase the overall quality of the full submission; and.
assist NSF program staff in managing the review process and in the selection of reviewers.

The NSF program solicitation will specify content and submission requirements when preliminary proposals are to be used. Preliminary proposals are prepared by the PI using the Proposal Preparation Module in FastLane. On the Cover Sheet, the PI clicks on the "Preliminary Proposal" check box. The PI completes only the sections appropriate to the preliminary proposal. The PI then forwards the proposal to the appropriate office at his/her organization, and the Authorized Organizational Representative (AOR) signs and submits the preliminary proposal via use of NSF�s electronic systems.

One of the following two types of decisions may be received from NSF upon submission of a preliminary proposal. The program solicitation will specify the type of decision to be rendered for a particular program.

a. Invite/Not Invite Decisions

This type of mechanism is used when the NSF decision made on the preliminary proposal is final, affecting the organization's eligibility to submit a full proposal. Only submitters of favorably reviewed preliminary proposals are invited and eligible to submit full proposals. The PI and the organization's Sponsored Projects Office (SPO) will be electronically notified of NSF's decision to either invite submission of a full proposal or decline NSF support.

b. Encourage/Discourage Decisions

This type of mechanism is used when the NSF decision made on the preliminary proposal is advisory only. This means that submitters of both favorably and unfavorably reviewed preliminary proposals are eligible to submit full proposals. The PI and the organization's SPO will be notified of NSF's decision to either encourage or discourage submission of a full proposal.

3. Full Proposals

The full proposal should present the (1) objectives and scientific, engineering, or educational significance of the proposed work; (2) suitability of the methods to be employed; (3) qualifications of the investigator and the grantee organization; (4) effect of the activity on the infrastructure of science, engineering and education, if applicable; and (5) amount of funding required. It should present the intellectual merit and broader impacts of the proposed project clearly and should be prepared with the care and thoroughness of a paper submitted for publication. The requisite proposal preparation instructions are contained in Chapter II . Sufficient information should be provided to enable reviewers to evaluate the proposal in accordance with the two merit review criteria established by the National Science Board. (See Chapter III for additional information on NSF processing and review of proposals.)

NSF expects strict adherence to the rules of proper scholarship and attribution. The responsibility for proper scholarship and attribution rests with the authors of a proposal; all parts of the proposal should be prepared with equal care for this concern. Authors other than the PI (or any co-PI) should be named and acknowledged. Serious failure to adhere to such standards can result in findings of research misconduct. Research misconduct refers to fabrication, falsification, or plagiarism in proposing or performing research funded by NSF, reviewing research proposals submitted to NSF, or in reporting research results funded by NSF. Reporting results include but is not limited to: annual/final project reports and Project Outcomes Reports submitted to NSF, as well as the publication of results from the NSF-funded projects. NSF policies and rules on research misconduct are discussed in the Chapter XII.C , as well as 45 CFR Part 689 .

NSF will not tolerate research misconduct. Allegations of research misconduct are taken seriously and are investigated by NSF�s Office of Inspector General (OIG). OIG refers completed investigations of research misconduct to NSF for action. Upon findings of research misconduct, NSF will take appropriate action against individuals or organizations.

The Metric Conversion Act of 1975, as amended, and EO 12770 of 1991 encourage Federal agencies to use the Metric System (SI) in procurement, grants and other business-related activities. Proposers are encouraged to use the Metric System of weights and measures in proposals submitted to the Foundation. Grantees also are encouraged to use metric units in reports, publications and correspondence relating to proposals and awards.

E. Who May Submit Proposals

NSF welcomes proposals on behalf of all qualified scientists, engineers and educators. The Foundation strongly encourages women, minorities and persons with disabilities to participate fully in its programs. In accordance with Federal statutes, regulations and NSF policies, no person on grounds of race, color, age, sex, national origin or disability shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under, any program or activity receiving financial assistance from NSF, although some programs may have special requirements that limit eligibility.

Scientists, engineers and educators usually initiate proposals that are officially submitted by their employing organization. Before formal submission, the proposal may be discussed with appropriate NSF program staff. Graduate students are not encouraged to submit research proposals but should arrange to serve as research assistants to faculty members. Some NSF divisions accept proposals for Doctoral Dissertation Research Grants when submitted by a faculty member on behalf of the graduate student.

Categories of Proposers

Except where a program solicitation establishes more restrictive eligibility criteria, organizations in the following categories may submit proposals:

Institutions of Higher Education (IHEs) - Two- and four-year IHEs (including community colleges) accredited in, and having a campus located in the U.S., acting on behalf of their faculty members. IHEs located outside the U.S. fall under paragraph 6. below.

Special Instructions for International Branch Campuses of U.S. IHEs

If the proposal includes funding to be provided to an international branch campus of a U.S. institution of higher education (including through use of subawards and consultant arrangements), the proposer must explain the benefit(s) to the project of performance at the international branch campus and justify why the project activities cannot be performed at the U.S. campus. Such information must be included in the project description. The box for "Funding of an International Branch Campus of a U.S. IHE, including through use of a subaward or consultant arrangement" must be checked on the Cover Sheet if the proposal includes funding for an international branch campus of a U.S. IHE.

Non-profit, Non-academic Organizations - Independent museums, observatories, research laboratories, professional societies and similar organizations located in the U.S. that are directly associated with educational or research activities.
For-profit Organizations - U.S. commercial organizations, especially small businesses with strong capabilities in scientific or engineering research or education. An unsolicited proposal from a commercial organization may be funded when the project is of special concern from a national point of view, special resources are available for the work, or the proposed project is especially meritorious. NSF is interested in supporting projects that couple industrial research resources and perspectives with those of IHEs; therefore, it especially welcomes proposals for cooperative projects involving both IHEs and the private commercial sector.
State and Local Governments - State educational offices or organizations and local school districts may submit proposals intended to broaden the impact, accelerate the pace, and increase the effectiveness of improvements in science, mathematics and engineering education in both K-12 and post-secondary levels.

Unaffiliated individuals must contact the cognizant Program Officer prior to preparing and submitting a proposal to NSF.

Foreign organizations - NSF rarely provides direct funding support to foreign organizations. NSF will consider proposals for cooperative projects involving U.S. and foreign organizations, provided support is requested only for the U.S. portion of the collaborative effort. In cases however, where the proposer considers the foreign organization�s involvement to be essential to the project (e.g., through subawards or consultant arrangements), the proposer must explain why local support is not feasible and why the foreign organization can carry out the activity more effectively. In addition, the proposed activity must demonstrate how one or more of the following conditions have been met:
The foreign organization contributes a unique organization, facilities, geographic location and/or access to unique data resources not generally available to U.S. investigators (or which would require significant effort or time to duplicate) or other resources that are essential to the success of the proposed project; and/or
The foreign organization to be supported offers significant science and engineering education, training or research opportunities to the U.S.

Such information must be included in the project description section of the proposal. The box for "Funding of a Foreign Organization, including through use of a subaward or consultant arrangement" must be checked on the Cover Sheet if the proposal includes funding for a foreign organization.

Special Projects. Under exceptional circumstances, research or education projects at other Federal agencies or FFRDCs that can make unique contributions to the needs of researchers elsewhere or to other specific NSF objectives may receive NSF support.
National and International Programs. The Foundation may fund research and logistical support activities of other Government agencies or FFRDCs directed at meeting the goals of special national and international research programs for which the Foundation bears special responsibility, such as the U.S. Antarctic Research Program.
International Travel Awards. To help ensure appropriate representation or availability of a particular expertise at an international conference, staff researchers of other Federal agencies may receive NSF international travel awards.

F. When to Submit Proposals

Target dates: dates after which proposals will still be accepted, although they may miss a particular panel or committee meeting.

Deadline dates: dates after which proposals will not be accepted or will be returned without review by NSF. The deadline date will be waived only in extenuating circumstances. Such a deviation only may be authorized in accordance with Chapter II.A.

Submission windows: designated periods of time during which proposals will be accepted for review by NSF. It is NSF�s policy that the end date of a submission window converts to, and is subject to, the same policies as a deadline date.

These target dates, deadlines, and submission windows are published in specific program descriptions, program announcements and solicitations that can be obtained through the NSF website. 5 Unless otherwise stated in a program announcement or solicitation, proposals must be received by the specified date. If the deadline date falls on a weekend, it will be extended to the following Monday; if the date falls on a Federal holiday, it will be extended to the following business day. Proposals must be received by 5 p.m. submitter's local time on the established deadline date. Failure to submit by 5.p.m. submitter�s local time will result in the proposal not being accepted. See Chapter IV.B for additional information. Letters of intent or preliminary proposals also follow the 5 p.m. submitter's local time standard.

Special Exceptions to NSF's Deadline Date Policy

In the event of a natural or anthropogenic disaster, or when NSF is closed due to inclement weather or other reason that interferes with an organization's ability to meet a proposal submission deadline, NSF has developed the following guidelines for use by impacted organizations.

Natural or Anthropogenic Disasters - Flexibility in meeting announced deadline dates because of a natural or anthropogenic disaster that impacts a proposer�s ability to submit a proposal to NSF may be granted with the approval of the cognizant NSF Program Officer. Where possible, such requests should be submitted in advance of the proposal deadline. Proposers should contact the cognizant NSF Program Officer in the Division/Office to which they intend to submit their proposal and request authorization to submit a proposal after the deadline date. Proposers should then follow the written or verbal guidance provided by the cognizant NSF Program Officer. The Foundation will work with each impacted organization on a case-by-case basis to address its specific issue(s). Generally, NSF permits extension of the deadline by up to five business days.

To submit the proposal after the deadline date, proposers must check the "Special Exception to the Deadline Date Policy" box on the NSF Cover Sheet, indicating NSF approval has been obtained. A statement identifying the nature of the event that impacted the ability to submit the proposal on time should be uploaded under Nature of Natural or Anthropogenic event in the Single Copy Document section in FastLane. If available, written approval from the cognizant NSF Program Officer also should be uploaded under the Additional Single Copy Documents in the Single Copy Document section in FastLane.

Closure of NSF � When NSF is closed due to inclement weather or other reason 6 , deadline(s) that occurred during the closure automatically will be extended to the following business day after the closure ends

G. How to Submit Proposals

1. Submission Instructions

The same work/proposal cannot be funded twice. If the proposer envisions review by multiple programs, more than one program may be designated on the Cover Sheet. The submission of duplicate or substantially similar proposals concurrently for review by more than one program without prior NSF approval will result in the return of the redundant proposals. (See Chapter IV.B for further information.)

In submission of a proposal for funding, the AOR is required to provide certain NSF-specific proposal certifications. (See Chapter II.C.1.d for a listing.) This certification process will occur concurrently with submission of the proposal. Submission of government-wide representations and certifications is addressed below.

2. Requirements Relating to Data Universal Numbering System (DUNS) Numbers and Registration in the System for Award Management (SAM)

Proposers must provide a Dun and Bradstreet (D&B) DUNS number when applying for a new or renewal award. NSF requires that organizations registering to use NSF's electronic systems have a valid and active SAM registration and have a valid DUNS number. NSF will validate that each proposer's DUNS number and SAM registration are active and valid prior to allowing submission of a proposal to NSF. Any subrecipients named in the proposal also are required to obtain a DUNS number and register in FastLane. Subrecipients named in the proposal, however, do not need to be registered in SAM.

SAM is the primary registrant database for the U.S. Government. SAM collects, validates, stores, and disseminates data in support of agency acquisition missions, including Federal agency contract and assistance awards. This SAM registration must be maintained with current information at all times during which an organization has an active award or a proposal under consideration by NSF. Failure to comply with SAM registration requirement prior to proposal submission may impact the processing of the proposal. To register in SAM, go to: https://www.sam.gov . Proposers are advised that entity registration will become active after three to five days when the Internal Revenue Service (IRS) validates the Tax ID Number.

Organizations are responsible for maintaining the accuracy of their information in SAM and utilizing SAM to submit government-wide representations and certifications. Prior to proposal submission, all proposing organizations are required to have reviewed and certified compliance with the government-wide financial assistance representations and certifications maintained in SAM. Failure to comply with SAM certification and registration requirements will impact the submission and processing of the proposal. If a registration is not active, an organization will not be able to submit a proposal, nor will NSF be able to take approval actions on any submitted proposals or recommended awards. Additionally, payments will not be able to be processed and approved.

Organizations also are responsible for updating all SAM registration information as it changes. Once an award is made, failure to maintain current and complete information within SAM will impact receipt of funding. To maintain an active status in SAM, an organization�s registration must be renewed and revalidated at least every 12 months from the date of the previous registration, including recertification of the government-wide financial assistance representations and certifications. If the registration is not renewed, it will expire. An expired registration will impact an organization�s ability to submit proposals and/or receive grant payments.

SAM is the NSF system of record for organizational information, including financial and address information. The Legal Business Name and Physical Address information are automatically input into the proposer's SAM registration from D&B, and it is an organization�s responsibility to keep this information updated.

The NSF ID is a unique numerical identifier assigned to users by NSF. The NSF ID is used throughout NSF�s electronic systems as a login ID and identification verification. Each individual user of NSF systems, (e.g., Fastlane and Research.gov) should not have more than one NSF ID. Users with more than one NSF ID should contact the Help Desk at (800) 673-6188 or (703) 292-8142 or by e-mail to [email protected] for assistance.

Submission of Social Security Numbers (SSNs) only will be requested where it is necessary for business purposes, e.g., financial reimbursement. An SSN is solicited under the NSF Act of 1950, as amended.

4. Proposal Receipt

Communications about the proposal should be addressed to the cognizant NSF Program Officer with reference to the proposal number. Proposers are strongly encouraged to use NSF's electronic systems to verify the status of their submission to NSF.

H. Proposal Processing

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About Grants
How to Apply - Application Guide
How To Submit, Track and View Your Application

How to Submit, Track and View Your Application

Verified all required registrations are in place and your System for Award Management (SAM) registration is active
Identified your funding opportunity and due date
Chosen your submission method (ASSIST, your own system-to-system solution, Grants.gov Workspace)
Prepared your application forms per the announcement and application guide instructions
Checked the related notices section of your announcement for any late breaking changes
Completed any internal reviews and sign-offs required by your office of sponsored research
Routed your application to the person authorized by your organization to submit (i.e. Grants.gov user with the Authorized Organization Representative (AOR) role)

…and you, the AOR , are ready to submit. You're almost there; you just have a few steps to go.

Submit your application to Grants.gov by 5 p.m. local time on your due date using your chosen submission method
Track your submission in Grants.gov and eRA Commons and address any identified errors
View your assembled application image in eRA Commons to verify we got it and that it correctly reflects your submitted application information . If you can't VIEW it, we can't REVIEW it!

Submission Process Overview

Once you submit your application to Grants.gov, they perform some basic application checks. If a problem is found, Grants.gov rejects your application with a "Rejected with Errors" status. You must address all errors and submit again. If no problem is found, Grants.gov places your application in a queue for agency retrieval.

Our eRA systems are constantly checking Grants.gov to see if they have any applications ready for us. When we retrieve your application, we check it against our own agency business rules and place the results in eRA Commons. We refer to these business rule checks as "validations".

You must check the status of your application in eRA Commons. If we identify problems with your application, we provide a list of errors and warnings. Errors are showstoppers and must be addressed. Warnings will not stop your application from progressing through NIH systems and on to NIH staff for further processing. Do not simply ignore warnings. Warnings alert you to potential problems that could lead to NIH staff withdrawing your application. Consider each warning carefully in the context of your situation and address any that apply.

Once we receive your error-free application, we create a consolidated document of all your submitted forms and attachments in a consistent format. We add headers, footers, a table of contents, and bookmarks and place the assembled application image in eRA Commons Status for you to view.

We recommend you submit early - at least 2 days before the due date. Submitting early provides time to track your application, correct any errors and view your application by the due date.
Save this number. You will need it to track your submission and receive support.
You will also receive a Grants.gov timestamp that we will use to determine if you submitted on-time.
We determine "local time" using the address in the Applicant Information section (item #5) of your SF424 (R&R) application form.
Grants.gov displays their timestamp in Eastern Time. Don't worry; we'll do the conversion to your local time before determining if you are on-time.
Check out our Submission Policies page for guidance on due dates that fall on holidays/weekends, late applications, how to handle system issues impacting your on time submission and more.
You are responsible for tracking your application through Grants.gov to a visible application image in eRA Commons.
Steps for PI to track submission status in eRA Commons
Steps for Signing Officials (SOs) to track submission status in eRA Commons
Learn How We Check Your Application for Completeness
Submit a Changed/Corrected Application

Note that PIs can check status information in eRA Commons on the go, using Commons Mobile (see info ).

The Cover Letter (attachment on SF424 R&R form), PHS Assignment Request form, and Appendices are not included in the assembled e-Application. If included in your application, they will be shown as separate links within the Other Relevant Documents section in eRA Commons.
You must complete any corrective submissions by 5 p.m. on the due date (even if making corrections within the viewing window) to be considered on time
For administrative supplement applications, NIH offers an option for a signing official (SO) to bypass the full standard 2-business day application viewing window in eRA Commons Status and move the supplement application forward for agency processing without waiting for the application viewing window to expire. See NOT-OD-23-011 . As a reminder, applicants are encouraged to discuss potential requests with the awarding institute or center prior to submission. Organizations must carefully review their applications prior to using the Verify action to mitigate the need for resubmissions.
You can no longer make changes to your application through Grants.gov after the application viewing window unless you officially withdraw your application from consideration
Your corrective submission (whether done before or after the deadline) replaces your previous submission. You cannot reject or withdraw your submission and return to a previous version (i.e., previous submission is void.)

This page last updated on: October 26, 2022

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UNITED STATES - MAY 3: President Joe Biden in the East Room of the White House on Friday, May 3, ... [+] 2024. The Biden administration has approved upwards of $160 billion in student loan forgiveness, with another plan in the works. (Tom Williams/CQ-Roll Call, Inc via Getty Images)

President Joe Biden has approved billions of dollars in student loan forgiveness for more than 4.5 million borrowers since taking office, mostly through a patchwork of interrelated reforms and executive actions. The administration also just unveiled a new plan last month that, if enacted, will provide even more relief.

But navigating these programs can be challenging for borrowers. Each federal student loan forgiveness program has its own set of rules and eligibility criteria, many of which overlap with other opportunities. Some forms of loan forgiveness may be automatic, while others require taking certain steps like submitting an application, consolidating loans, changing repayment plans, or even going to court.

Certain characteristics of the borrower or their student debt could be a basis for student loan forgiveness, possibly under a few different programs. Here are some of the big ones.

Time Spent In Repayment Can Qualify For Student Loan Forgiveness

Borrowers who have been in repayment for a very long time can potentially qualify for student loan forgiveness under several initiatives.

President Biden’s one-time IDR Account Adjustment program can credit borrowers retroactively with time toward their 20-year or 25-year loan forgiveness term under income-driven repayment plans. Borrowers who receive enough credit to reach the milestone for forgiveness would get an automatic discharge, while other borrowers would need to switch to an IDR plan to make continuing progress. Those who have Direct federal student loans and government-held FFEL loans can receive the benefits of the account adjustment automatically. But borrowers with commercially-owned FFEL loans had to apply to consolidate those loans via the federal Direct consolidation program by the April 30, 2024 deadline.

Borrowers who first entered repayment a long time ago may have another shot at loan forgiveness through Biden’s new mass debt cancellation plan that is currently in the works. The Education Department released draft regulations for this proposed new program last month. This new plan would discharge the federal student debt for undergraduate borrowers who first entered repayment at least 20 years ago, and for graduate school borrowers who entered repayment at least 25 years ago. The new plan is not available yet, but could launch by the fall.

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In some cases, borrowers can receive student loan forgiveness sooner than 20 or 25 years. Under Biden’s new SAVE plan, borrowers can qualify for a discharge in as little as 10 years if they originally borrowed $12,000 or less in federal student loans. That timeline increases by one year for every additional $1,000 borrowed. To qualify, borrowers must switch to the SAVE plan if they aren’t already enrolled.

Employment Can Qualify For Student Loan Forgiveness

A borrower’s job can also be a basis for student loan forgiveness, although this typically is in conjunction with time spent in repayment, as well.

Employees of nonprofit or government organizations can potentially qualify for Public Service Loan Forgiveness. The PSLF program can lead to loan forgiveness after 120 qualifying payments, the equivalent of 10 years. The Biden administration implemented two significant “waivers” — the Limited PSLF Waiver, and the IDR Account Adjustment — which temporarily relaxed PSLF rules and expanded access to debt relief. Going forward, PSLF is reverting to stricter rules, although new flexibilities for religious workers, adjunct faculty, and certain contractors are providing new pathways to loan forgiveness under the program.

Separately, the Teacher Loan Forgiveness program can provide up to $17,500 in debt relief after five years of meeting the program’s strict requirements while teaching at an eligible Title I institution. Federal Perkins loans can be eligible for profession-specific cancellation as well. However, for most borrowers with high federal student debt burdens, PSLF will often be the more valuable program to pursue.

Interest Accrual Could Be Basis For Student Loan Forgiveness Under New Biden Plan

Excessive interest accrual or capitalization is not currently a basis for student loan forgiveness under existing programs. However, Biden hopes to change this with his new debt relief initiative.

Biden’s new plan would eliminate up to $20,000 in interest for all borrowers who have experienced interest accrual or capitalization since entering repayment. Borrowers could receive even higher amounts of loan forgiveness if they are enrolled in the SAVE plan or other IDR programs and make $120,000 or less per year individually or if they file taxes as married filing separately, or $240,000 or less per year if they are married and file joint tax returns.

The new student loan forgiveness plan is not available yet. “We will publish a series of proposed rules around these plans in the coming months,” says the Education Department. “Once we have final rules, we will work to implement them as quickly as possible.” Officials have indicated that implementation is expected in the fall.

Hardship As Basis For Student Loan Forgiveness

Currently, there is no administrative discharge or loan forgiveness option for borrowers experiencing hardship. However, borrowers pursuing a bankruptcy discharge of their government-owned federal student debt do have a pathway to relief. New joint policy guidance between the Education Department and the Justice Department allows borrowers to demonstrate that they have an “undue hardship” within the meaning of the bankruptcy code by completing a detailed financial attestation form. This can streamline the process for requesting bankruptcy relief for federal student loan debt, which has historically been an exceptionally challenging process with dismal success rates. Borrowers should consult with a bankruptcy attorney for further guidance.

In addition, Biden’s new student loan forgiveness plan will also provide a path to relief based on hardship. The plan would “cancel student debt for borrowers experiencing hardship in their lives that prevent them from paying back their loans now or in the future,” says the Education Department. Officials have not published updated proposed regulations for this prong of relief. But the department is expected to unveil several factors that could suggest hardship such as age, low income, high expenses or debts, and eligibility for other means-tested government relief.

“Borrowers predicted to fall into default on their student loans would be eligible for automatic relief under the Biden Administration’s proposal,” says the department. “Borrowers experiencing other cost burdens could also receive relief through an application process.” Again, the application likely will not be available until this fall.

Disability As Basis For Student Loan Forgiveness

Having a significant medical impairment is already a basis for student loan forgiveness under the Total and Permanent Disability discharge program. The Biden administration recently updated the TPD discharge application to reflect new regulations that went into effect last summer. These new rules expand eligibility for the program, making it easier for borrowers to qualify. They also remove administrative barriers and automate relief in certain cases.

Separately, a borrower’s medical condition and disability status is also expected to be a possible basis for hardship student loan forgiveness under Biden’s new mass debt relief plan.

Attendance At Certain Schools Can Be Grounds For Student Loan Forgiveness

Borrowers who attended certain schools could also receive student loan forgiveness. And there are multiple pathways for this:

Borrowers may qualify for automatic group relief — without having to request or apply for it — if they attended certain national for-profit college chains. These include Corinthian Colleges, ITT Technical Institutes, and, most recently, the Art Institutes .
Those who submitted Borrower Defense to Repayment applications by June 2022 and attended one of several dozen approved institutions could get relief under the Sweet v. Cardona settlement.
Borrowers not covered by automatic group discharges or the Sweet v. Cardona settlement can apply for loan forgiveness through the Borrower Defense to Repayment or Closed School Discharge programs.
Biden’s new loan forgiveness plan will also provide for automatic discharges for borrowers who attended institutions that lost eligibility to participate in the federal student aid program due to poor student outcomes.

You can learn more about federal student loan forgiveness and discharge programs at StudentAid.gov.

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