research project letter of intent for research

Compliance protocols MUST be approved and linked in SeRA to a SPO project record prior to award acceptance. 

Pre-Proposals and Letters of Intent (LOIs)

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Sponsors sometimes require applicants to submit a pre-proposal or letter of intent in response to a funding opportunity announcement.  Sponsors then review the pre-proposal or letter of intent submissions and select and invite a subset of applicants to submit full applications for the relevant funding opportunity announcement.

NOTE:  Pre-proposals or letters of intent (LOIs) that require and/or include any of the following require institutional (OSR or RMG) review, ARE subject to the  Stanford Internal 5- Day Proposal Deadline Policy  and do require a  SeRA PDRF .

• Institutional signature
• Submission through a portal or platform where OSR or RMG must complete the submission i.e., "push the button"
• ANY commitment of institutional resources including, but not limited to: PI time/effort, staff time, space, facilities use, project completion, students, and/ or post-doc participation/time, etc.  Most often, but not always, these resources are expressed in a budget and/or matching and/or cost sharing information.

For example: National Science Foundation (NSF) letters of intent (LOIs) and pre-proposals, like NSF proposals, are prepared under an investigator's NSF account in FastLane or Research.gov and submitted to the NSF by an Authorized Organizational Representative (AOR) i.e., by an OSR Contract and Grant Officer (CGO) or a School of Medicine Research Management Group (RMG) Research Process Manager (RPM).  Thus, because NSF LOIs and preproposals require institutional level review and submission, they ARE subject to the Stanford Internal 5- Day Proposal Deadline Policy  and do require a  SeRA PDRF .

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• Developing Proposals
• Routing and Signatures

Letters of Intent

620 W. Lexington St. Fourth Floor Baltimore, MD 21201

P 410-706-6723

Letters of intent to apply and preliminary proposals or “pre-proposals” are in a gray area with regard to routing. Neither the letter of intent nor the pre-proposal, as such, will result in funding. However, an institutional endorsement is often required. Should these documents be routed?

Letters of intent

A letter of intent is a non-binding document that simply helps the sponsor determine how many applications can be expected as a result of the solicitation or announcement and, in some cases, how many reviewers and the specific expertise that is likely to be needed for peer review. Letters of intent do not need to be routed.

NIH - Are Letters of Intent Required?

Preliminary proposals (Pre-proposals)

Pre-proposals may serve a similar purpose of sponsor resource allocation but often are used to determine the "top tier" of proposals. In this case, after review of the preliminary proposals, a select number of these applicants are invited to submit full applications. Some companies request a preliminary proposal for their consideration for support of a research project.

Pre-proposals that include a preliminary or estimated budget should be routed. The preliminary or estimated budget should include Facilities and Administrative Costs (indirect costs) at the appropriate rate. If turnaround time for submission of the pre-proposal is short, Office of Research and Development staff will work with you to meet the deadline.

If a full proposal is submitted as a follow-up to the preliminary proposal, the full proposal must be routed as a "New" submission even if the preliminary proposal was routed. For system-to-system Grants.gov submissions, follow agency instructions for referencing or attaching the pre-proposal.

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Guidelines and Recommendations for Writing a Letter of Intent

The Intuitive Foundation is committed to funding high quality research that will advance understanding related to robotic-assisted surgical procedures. Thus, the highest priority letters will be those that address novel, important questions in a methodologically sound, feasible manner. A successful Letter of Intent (LOI) will create a compelling argument for why the proposed research is important and novel. This can often be done by summarizing the current literature, identifying a gap in that literature, and explaining how your research will fill that gap. It will also establish the feasibility of the research. This includes the scope of the research, the expertise of the team, and institutional support. Successful LOI will address one of the Intuitive Foundation priority areas. It may help to consider the most common pitfalls. Unsuccessful applicants often:

• propose research that is not novel,
• do not have the relevant expertise on the project team to conduct the proposed research,
• present an experimental design lacking adequate statistical power to answer the questions posed, and
• propose research that is not feasible within the given time (1 year) and resources available ($75,000).

Be sure you fill out each section of the online application. Submissions that only refer the reviewer to an attached document may be returned to the author without review. Below are tips specific to each section of the LOI.

It is more important to be clear and concrete, relating to the topic of your research, than it is to be creative.

Provide an overview of why your research is compelling and how it contributes to the broader surgical community. If your project were successful, what new insights would it provide beyond your local institution? If you are proposing a new technique or process, is it something that other institutions can easily adopt?

Description of Problem/Background

Make sure you address relevant literature and use that knowledge to describe what gap you will be filling with your proposed research. This section should justify why your research is important as well as demonstrate that it has not been sufficiently addressed by other researchers.

Explicitly state your hypothesis, which should address the knowledge gap you identified in the Description of the Problem section as well as your proposed methods.

Summary of Planned Methods

Your data collection and analytic methods should generate data that fill the knowledge gap and allow you to test your hypothesis. Clearly state the study endpoint(s) as well as the rationale for your chosen study design. For example, if you plan to study how surgeon gender is associated with communication in the operating room during robotic-assisted procedures, you would ideally have a way of collecting intraoperative data directly from all surgical team members. You would also need to describe your methodology for transcribing, coding, or otherwise analyzing the team’s communication data. Stating that “the data will be analyzed to identify communication patterns” is insufficient.

State your sample size and justify this selection. Stating that “we will recruit as many participants as possible from our institution” is insufficient. Similarly, stating that “all residents will be invited to participate” is insufficient.

Perhaps the strongest justification for sample size arises from conducting a statistical power analysis, and Intuitive Foundation generally favors proposals that include a power analysis. Even if it is infeasible for your study to reach the exact sample size determined by the power analysis, you can use the power analysis to consider whether your study design is even plausible. For example, if a power analysis suggests you need to recruit 150 participants to demonstrate significant results, but you can only recruit 20 participants, you should strongly reconsider your study design.

Power analyses typically depend on preliminary data, but even if you do not have preliminary data from which to calculate your needed sample size, you can consult similar studies that have been done to find a comparable effect size that you can use to estimate your optimal sample size. For the hypothetical operating room communication study, you could estimate the effect size of the expected difference based on previously published studies in order to do a power analysis. Your endpoints could be the number and type of disruptive and constructive communications by surgeon gender. Consult a statistician if you need additional guidance on conducting a power analysis.

Clearly state what the overall impact of your study will be. What new knowledge will be generated, and how will that change practice beyond your institution? Will your findings be merely interesting, or will they produce insights that advance the field?

Capabilities

Clearly state the support you will have at your institution to conduct the proposed research. Describe the facilities and equipment provided by your institution as well as the capabilities of your research team. Confirm that you have sufficient access to data analysts, statisticians, and any other relevant experts.

In creating an appropriate budget, please be as realistic and reasonable as possible. Total budget cannot exceed $75,000, and the project must be completed within 12 months after initial funds are received. Note that Intuitive Foundation does not fund physician salaries. Hard equipment (such as computers) cannot exceed $5,000. Indirect costs for the proposed research cannot exceed 20% of the total requested budget. Indirect costs are often called facilities-and-administrative costs. These are expenses that are not directly associated with any one research project. Indirect costs can include items such as administrative expenses, facilities maintenance and building and equipment depreciation, among other things.

Additional documents

Please upload a PDF version of your LOI as well as documentation of your institution’s non-profit status. Note that documents exceeding the word count listed in the online application may not be read.

If you are at an institution within the United States, please upload your institution’s W9. If you are outside the United States, please upload a letter from your institution indicating that it is a non-profit institution. We will confirm non-profit equivalency prior to release of funds.

Additional documents that you may include, if you wish, are tables, figures, or videos that help explain your study

If you have any questions or would like to discuss your application with the Foundation, we’d love to hear from you. Please email [email protected] .

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Research Policy Handbook

Memoranda of Understanding and Letters of Intent

Policy authority.

VPDoR (Office of the Vice Provost and Dean of Research)

Policy Contact

Now in Policy Details

Memoranda of Understanding (MOUs) or Letters of Intent (LOIs) are sometimes requested by external parties as a way to establish a relationship with Stanford faculty, groups of faculty, or programs. MOUs/LOIs are seldom necessary and should be avoided not only because initial discussions can proceed without any document but also because the preparation and review of MOUs/LOIs is time consuming and slows momentum. Instead, the parties should conduct preliminary discussions with the goal of developing the necessary formal agreement, such as agreements for sponsored research, research collaborations, gifts, or student exchanges.

In the rare circumstance when an MOU/LOI may be needed to advance a new relationship in anticipation of future formal agreements, the document should be an expression of goodwill and reflect the general nature of the intended relationship. The parties must understand that the MOU/LOI is not intended to constitute a legally binding or enforceable agreement or a commitment to negotiate or conclude any formal project, until the necessary agreement is entered into by the parties. Accordingly, areas of mutual interest and elements of the potential collaboration may be described generally but a detailed scope of work is not appropriate. An MOU/LOI may not include any terms requiring negotiation, such as intellectual property, payment or other contractual language that creates binding obligations on the part of the University except for the provisions included in the approved Stanford MOU/LOI template. Required terms address use of the Stanford name, publicity and other policies.

This policy does not apply to sponsor funding announcements that require a Letter of Intent with a project description for the sponsor to review and determine which investigators will be invited to submit a full proposal. These types of Letters of Intent are allowable and do not require special approval.

2. Initial Review

If a faculty member/group wish to explore a relationship with an external party and an MOU/LOI is requested, they should explain that no agreement is required to discuss mutual interests and that the Stanford approach is to move quickly to develop the appropriate type of formal agreement, depending on the nature of the proposed interaction. The first goal is to avoid an unnecessary MOU/LOI. Faculty should notify the school dean or the DoR when the request involves independent labs/centers/institutes, of the proposed new relationship. Each school dean/DoR will provide their faculty with a point of contact for inquiries about MOUs/LOIs.

The school dean/DoR will assist the faculty in their interactions with the external party and advise about other types of agreements appropriate for the proposed activity. Global Business Services (GBS) should be consulted when the external party is an international entity to determine whether Stanford has existing relationships with the party and other factors to consider ,  e.g. identifying potential international compliance risks, before proceeding. The school dean/DoR will have the authority to decide whether there is a compelling academic rationale to create an MOU/LOI.

3. Preparation of an MOU/LOI Document

When the decision is to proceed with an MOU/LOI, the document will be prepared by Stanford, rather than the outside entity, using the Stanford MOU/LOI template that includes required language. If the MOU/LOI concerns research interactions, the document should be signed by the school dean/DoR and sent to the Industry Contracts Office (ICO) when the external party is a company or for- profit entity, or to the Office of Research Administration (ORA) for all other entities, such as other academic institutions or governments. Faculty and senior staff may not sign MOUs/ICOs. ORA or ICO will review the document, obtain signatures from the external party and sign on behalf of Stanford. Signed MOU/LOI documents will be maintained by ORA or ICO, with a copy to be sent to the dean. If the MOU/LOI concerns education programs only, the school dean/DoR may obtain signatures and sign the document, with a copy to be sent to ORA or ICO for record keeping.

4. Signing Ceremonies

  External parties should be advised that Stanford prefers to recognize accomplishments that result from relationships rather than signing of an MOU/LOI. Faculty should refer any requests from the external party for a ceremonial signing for review by the school dean or VP DoR, who will determine if an exception should be made. If the other party is an international entity, OIA should be consulted and Corporate and Foundation Relations should be involved if the other party is a company or foundation. Press releases about the signing of an MOU/LOI require review by University Communications and are seldom approved.

5. Templates

Memorandum of Understanding Template PDF

Word Version Template

Current Version: 08.20.18

Original Version: 08.06.18

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Foundation Relations

Guidelines for a letter of intent, (a loi is also known as a letter of inquiry or a concept paper.).

• Background: Your first contact with a foundation should be extensively studying the foundations website, reviewing the foundation's missions and goals, an annual report, giving guidelines, and grants list. If you have unanswered questions contact the CFR who may contact the foundation on your behalf.
• If, after carefully reviewing this material, you determine that this foundation is an appropriate match for you, your next contact will be a Letter of Inquiry, which is a brief summary of your project.
• Important: A Letter of Inquiry is not a vague exploration of an idea. It is assumed that you have already thought through your proposed project (including a budget!) and are just presenting an abbreviated description.

A Letter of Inquiry allows the foundation to quickly assess if there is a good match between the foundation's interests and the project. If it appears to be a good match, they will request a full proposal. When you see the words, "proposals not accepted," it usually means you must first submit a letter of inquiry. 

The LOI must be concise yet engaging. Use your words smartly. Avoid jargon, adjectives, flowery subjective statements that are not supported by facts. Write a logical, persuasive argument emphasizing how this project can help solve a significant problem or void in the knowledge base.

Please review the  Basic Components of a Proposal  because a Letter of Inquiry is a condensed version of a proposal. Include the highlights of that information. For example, an executive summary will be a full page of your proposal, but in a LOI it will only be one paragraph. Letters of Intent are generally 2–3 pages. If the foundation indicates a page limit, do not exceed it!

Components of a LOI

Unless otherwise indicated by the foundation, the contents will generally follow this format:

1. Opening Paragraph: Your summary statement.

• It should be able to stand alone. If the reviewer reads nothing else they should know what you want to do from reading this paragraph. Make it clear what you want the reader to do; for example, consider funding the project.
• Answer the following: Who wants to do what? How much is being requested? Is this a portion of a larger project cost? Over what period of time is money being requested?

"The School of Nursing at the University of Massachusetts at Amherst (UMass) seeks support for developing an innovative undergraduate and graduate curriculum in psychiatric mental health nursing that will prepare expert nurse clinicians in the delivery of mental health services to at-risk adolescents in the community setting. We are requesting $87,000 over a two-year period."

[FYI:  This proposal got funded!]

• You also may want to say if you are responding to an RFP (Request for Proposals) or make the connection between the foundation's interest and your project.
• Keep this paragraph short! This seems like a lot to address, but you will have room later to explain your rationale for the project, your methodology, and to establish your credibility.

2. Statement of Need: The "why" of the project. (1–2 paragraphs)

• Explain what issue you are addressing.
• Explain why you have chosen to respond to this set of issues in the way that you have.
• State briefly why this matters in the area in which you will be working.
• Note who benefits. Make sure you can indicate the public good achieved.

3. Project Activity: The "what" and "how" of the project. (The bulk of your letter)

• Give an overview of the activities involved. Give details to the degree that space allows.
• Highlight why your approach is novel and deserving of the special attention that funding connotes.
• Indicate if there will be collaboration with other organizations and what their roles will be. Be specific about who does what.

4. Outcomes (1–2 paragraphs; before or after the Project Activity)

• State the specific outcomes you hope to achieve.
• Indicate how evaluation is part of the project. How will you know you've achieved these outcomes?

5. Credentials (1–2 paragraphs)

• Demonstrate why your institution or your staff is best equipped to carry out this activity.
• Put any historic background about the institution here.
• Brag with substance. Indicate awards, rankings, and tangible measures that set you apart from your peers.

6. Budget (1–2 paragraphs)

• General description of the projects funding needs and total amount of request.

7. Closing (1 paragraph)

• Offer to give any additional information the foundation might need. Include a contact name and contact information.
• Express appreciation for the reader's attention, or for the opportunity to submit if it is in response to a Request for Proposals (RFP).
• Specifically indicate you are interested in discussing the project and will "contact their office" by a certain date (allowing time for them to receive and read the letter).

8. Signature

• Contact CFR to determine who would be the best person to sign the LOI.

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How to write a letter of intent for research.

Read the RFP (request for proposals) or other submission instructions carefully to learn specific guidelines regarding the letter of intent . For example, most federal grant applications are extremely specific in terms of file size, format, naming conventions, supporting documents, etc.

Determine the type of information required and the LOI deadline.

Outline the info required for the letter of intent. Although it will vary depending on specific guidelines, the information required will typically include the name, affiliation and credentials of the principal investigator or project head; the name, credentials and affiliation of key research personnel; brief bios (biosketches) of researchers involved; participating institutions; and a name and summary of the proposed research project.

Write the summary of your research project for the LOI. Be specific in regards to the research objective, the methodology, the expected outcome, the benefit gained, populations to be studied, human subject parameters (if any) and your project's funding requirements. Include info on any past research studies that are relevant to the proposed work. Be sure to emphasize any similar research literature that features the principal investigator or key personnel.

Solicit the input of key collaborators regarding the research plan.

Collect the bios of key personnel and any other documentation that needs to accompany the letter of intent.

Submit the letter of intent before the deadline, and after it and all supporting documents have been proofed and assembled in the required format. Most grant application materials, including LOIs, are submitted online.

Related Articles

What are the duties of an administrative research assistant →, how to write a cover letter for a completed research proposal →.

Objectives of Technical Writing →

What Are the Duties of a Land Surveyor? →

Types of Letters of Intent →

The Average Salary of a Grant Writer →

Elaine Riot has been writing professionally since 2001. Her work has been published online; in quarterly business, arts and education publications; and in B2B and consumer magazines. A natural wordsmith, Riot writes effective copy for a diverse clientele, including the University of Washington, Vulcan, Inc. and Amazon.com. She has a Bachelor of Arts in English from the University of Texas at Austin.

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Proposal Preparation and Submission

About proposal preparation and submission, proposal submission capabilities, letter of intent faqs, preliminary proposals, collaborative proposals, uploading documents, proposal sections, proposal submission, proposal withdrawal, grants.gov submitted proposals.

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Access and User Roles

Demo site features, video tutorials, how-to guides.

The Research.gov Proposal Submission System modernizes proposal preparation and submission capabilities by improving the user experience while also reducing administrative burden through an intuitive interface and expanded automated proposal compliance checking. NSF has transitioned all preparation and submission functionality from FastLane to Research.gov, and FastLane proposal preparation and submission functions were fully decommissioned on September 30, 2023. Please see the FastLane Decommissioning page for additional information. All NSF proposals must be submitted in Research.gov or Grants.gov in accordance with the instructions for a specific funding opportunity.

Access the Research.gov Proposal Submission System

Explore the Research.gov Proposal Preparation Demo Site (You will be prompted to sign in to Research.gov if you are not already signed in.)

• Fast and easy proposal setup wizard to find funding opportunities and initiate a proposal
• Quick process to share proposal access with administrative staff. Expanded compliance checking ( View Research.gov compliance checks   )
• Expanded compliance checking ( View Research.gov compliance checks )
• Immediate compliance feedback in each proposal section
• Unaltered PDF uploads
• Minimized return without review of proposals due to compliance issues
• On-screen references to relevant sections of the Proposal & Award Policies & Procedures Guide (PAPPG)
• Better management of personnel and subawards
• Improved performance and less system downtime

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]

New = New update as of January 30, 2023

• 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 or Grants.gov) may be used to prepare and submit proposals.
• NSF wants feedback from the research community about the Research.gov Proposal Submission System 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.
• Please see the Research.gov About Supplemental Funding Requests Preparation and Submission page for FAQs about preparation and submission of supplemental funding requests in Research.gov as well as information on the Research.gov supplemental funding request demo site. Supplemental funding requests can be submitted in Research.gov regardless of the system used (Research.gov, FastLane, or Grants.gov) for proposal submission.

  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 labeled 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.

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

  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.

  Can I still use FastLane to prepare proposals?

No, effective with implementation of the revised PAPPG ( NSF 23-1 ) on January 30, 2023, all new proposals must be prepared in Research.gov or Grants.gov. Proposal file updates and budget revisions can be submitted in FastLane until Friday, September 29, 2023. Additional information is available on the FastLane Decommissioning page .

  What is a proposal Temporary ID Number?

A proposal Temporary ID Number is a unique identifier that is generated by the system to keep track of and manage proposals before they are submitted. Once submitted to NSF, proposals are assigned permanent proposal IDs. The Temporary ID Number is also used by lead and non-lead organizations to link separately submitted collaborative proposals from multiple organizations.

  What is the PAPPG?

The Proposal & Award Policies & Procedures Guide   (PAPPG) is comprised of documents relating to the Foundation's proposal and award process for the assistance programs of NSF. The policy and procedural guidance contained in Part I of the PAPPG pertains to proposals submitted via the NSF Research.gov system. Relevant PAPPG sections are linked to within each proposal section in Research.gov to assist proposal preparers.

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

Automated proposal compliance checks triggering an error message will stop proposal submission to NSF, whereas checks triggering a warning message will still allow proposal 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 proposals. Research.gov performs automated compliance checks on full proposals, renewal proposals, accomplishment-based renewal proposals, preliminary proposals, LOIs and supplemental funding requests. Refer to the Automated Compliance Checking of NSF Proposals   page for the current automated proposal checks. Proposers who receive a compliance error or warning message should check the Automated Compliance Checking of NSF Proposals   page and the solicitation for specific proposal requirements. Proposers should also review the topic-specific FAQs on the Research.gov About Proposal Preparation and Submission page. For example, the Uploading Documents FAQ topic includes document formatting FAQs, and the Proposal Sections FAQ topic includes Cover Sheet and budget FAQs.

  Can I delete or withdraw a submitted proposal?

Submitted proposals cannot be deleted but they can be withdrawn from NSF. To initiate a proposal withdrawal, the PI, SPO, or AOR can navigate to their Submitted Proposals list, select the appropriate proposal for withdrawal, and click on the Withdraw Proposal button in the Proposal Actions section of the main proposal page. For more information, see the Proposal Withdrawal FAQ topic . An Ideas Lab preliminary proposal cannot be withdrawn.

  I am using Chrome and trying to download the PDF of my proposal 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. NSF recommends clicking on the Print icon and Save as PDF or using a different browser.

Latest Updates

You can view the latest updates in chart format on the Proposal Submission Capabilities page.

  What changes were enabled in Research.gov on January 30, 2023?

A new Current and Pending (Other) Support Update has been added in Research.gov so senior personnel on potential awards can submit updated current and pending (other) support information prior to award as requested by NSF.

Additionally, the following enhancements have been implemented:

• New Cover Sheet checkboxes for off-campus or off-site research and potential life sciences dual use research of concern
• Functionality to upload concept outline emails generated by the Program Suitability and Proposal Concept Tool (ProSPCT) for Planning, RAPID, EAGER, and RAISE proposals
• Ability to add a small business partner to GOALI proposals

  What changes were enabled in Research.gov on November 21,2022?

Grants.gov was integrated with Research.gov and all proposals submitted in Grants.gov are processed in Research.gov instead of in FastLane. Proposal file update and budget revisions for Grants.gov proposals submitted to NSF on or after November 21, 2022, must be done in Research.gov. A list of automated Grants.gov proposal initial compliance checks is available on the Automated Compliance Checking of NSF Proposals page.

Proposal file updates and budget revisions for Grants.gov proposals submitted to NSF on or before November 18, 2022, must be made in FastLane. The last day to submit proposal file updates and budget revisions in FastLane is September 29, 2023 (5:00 PM submitter's local time). See the FastLane Decommissioning page for additional information.

Accessing the Research.gov Proposal Submission System

  How do I access the Research.gov Proposal Submission System?

To access the Research.gov Proposal Submission System:

• Open the Research.gov homepage and select Sign In at the top of the page
• After entering credentials, you will be navigated to the Research.gov My Desktop page.
• Click the Prepare and Submit Proposals link under Proposals.
• Click Continue to Proposal System after reviewing the modal message and then you will be on the proposal preparation landing page.

  Can InCommon access login credentials be used by an organization for a user to access the Research.gov Proposal 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 Proposal 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 proposals, proposal file updates, and revised budgets after the proposal's PI or co-PI shares proposal access. The SPO can also initiate LOIs and proposal 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 proposing organization. The AOR is able to view, edit, and submit proposals after they are shared with the AOR by the proposal's PI or co-PI. The AOR can initiate and submit LOIs and proposal withdrawals. In addition, the AOR reviews LOIs and proposal withdrawal requests initiated by PIs and SPOs and submits the approved LOIs and withdrawals to NSF.

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

Only a PI can initiate a proposal in Research.gov; however, individuals with other roles (e.g., SPO, AOR, and Other Authorized User (OAU)) who are granted access to the proposal by the PI will be able to prepare and edit the proposal.

  How does a PI or co-PI provide the SPO/AOR access to a proposal?

A PI or co-PI can share a proposal with the SPO/AOR even before required proposal data is entered or uploaded and sections are completed. On the proposal main page, select Share Proposal with SPO/AOR. The PI or co-PI can proceed with providing access even when error/warning messages display. Continue past any error/warning messages and select the type of access to provide the SPO/AOR: No access, View-only access, Edit access, or Edit access with Allow proposal submission (AOR only).

  As a user with the Other Authorized User (OAU) role, am I required to have any additional organization-approved roles to assist with preparing proposals in Research.gov?

No,users with the OAU role can assist with proposal preparation in Research.gov without being required to also have another organization-approved role (e.g., View Only role). Users with the OAU role can assist with preparing proposals already created by selecting the Work with In Progress link under In Progress on the proposal preparation landing page

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

  Can Other Senior Personnel view, access, or edit proposals in Research.gov?

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

Renewals and Accomplishment-Based Renewal Proposals

  Why is my previous award number not listed in the Previous Awards(s) dropdown in Step 4 (Proposal Details) of the proposal setup wizard?

A previous award will not be reflected in the Previous Awards(s) dropdown in Step 4 (Proposal Details) of the proposal setup wizard if any of the following scenarios is valid:

• The previous award was made as a result of submission of a RAISE, Ideas Lab, or Equipment proposal in Research.gov or in FastLane.
• You were not the PI or a co-PI on the previous award.
• The previous award was an accomplishment-based renewal.
• Your organization differs from the organization on the previous award.

  How can I renew my Planning, RAPID, or EAGER award?

Renewed funding of Planning, RAPID, or EAGER awards must be submitted as a Research proposal type. To renew a Planning, RAPID, or EAGER award, select the Research proposal type during Step 3 (Proposal Type) of the proposal setup wizard when initiating your renewal proposal.

  How can I renew my Center or Research Infrastructure award?

To renew a Center award, prepare a renewal or accomplishment-based renewal proposal. For the proposal type, select the Center or Research Infrastructure proposal type during Step 3. (Proposal Type) of the proposal setup wizard.

To renew a Research Infrastructure award, prepare a renewal or accomplishment-based renewal proposal. For the proposal type, select the Research Infrastructure proposal type during Step 3 (Proposal Type) of the proposal preparation setup wizard.

Please see PAPPG, Chapter V   for additional information about renewal proposals.

  What if my previous award was from a proposal submitted in FastLane?

Previous awards from proposals submitted in both FastLane and Research.gov are reflected in the Research.gov Previous Award(s) dropdown in proposal setup wizard Step 4 (Proposal Details); however, please refer to the earlier FAQ regarding reasons your previous award may not be listed. See PAPPG, Chapter V   for additional information about renewal proposals.

Managing Where to Apply and Secondary Units of Consideration

  How do I determine the directorate/office and division of the program I want to apply to?

On NSF.gov   you can find a list of all directorates/offices and divisions under the Research Areas   tab on the top menu bar. If you navigate to a particular directorate, office, or division, you can select Programs from the left navigation menu to view all programs associated with that directorate, office, or division.

  When creating a new proposal, can multiple programs be selected?

Step 2 (Where to Apply) in the proposal setup wizard will display one or multiple programs, depending on the selected funding opportunity. When more than one program is available for selection, you can select one or multiple programs before continuing to the next proposal setup wizard step.

  How can I determine in Research.gov whether a particular program is identified in the selected funding opportunity?

In the proposal setup wizard, only the programs identified in the selected funding opportunity will display in Step 2 (Where to Apply). After the proposal is created, lead collaborative and single submission proposers can navigate to the Manage Where to Apply page from the proposal main page Manage Where to Apply link and select the Limit selections to those identified in the funding opportunity checkbox to view relevant programs.

  At what point during proposal preparation can additional programs be added to the proposal?

Programs related to the selected funding opportunity will display as options and can be added to the proposal in Step 2 Where to Apply of the proposal setup wizard. After the proposal is created, the Manage Where to Apply link will display on the proposal main page in single submission proposals and lead collaborative proposals for the following proposal types: Research, Planning, RAISE, RAPID, EAGER, GOALI, FASED, Ideas Lab, Conference, Equipment, Travel, Center, Research Infrastructure, SBIR, and STTR. Clicking the Manage Where to Apply link opens the Manage Where to Apply page where programs related to the selected funding opportunity and programs not related to the funding opportunity can be added or removed. The Manage Where to Apply link will display for in-progress proposals only. Programs cannot be updated during a proposal file update/budget revision. The Manage Where to Apply link will not be available on the proposal main page for postdoctoral fellowship proposals.

  I have started my proposal but have selected the incorrect division and program for the funding opportunity. How can I update that?

After the proposal is created, a Manage Where to Apply link will display on the proposal main page in single submission proposals and lead collaborative proposals for the following proposal types: Research, Planning, RAISE, RAPID, EAGER, GOALI, FASED, Ideas Lab, Conference, Equipment, Travel, Center, Research Infrastructure, SBIR, and STTR. Click the Manage Where to Apply link on the proposal main page. (The link does not appear if Where to Apply cannot be changed.) Follow the Manage Where to Apply page instructions to add, delete, or change order of importance. The ability to make changes is based on the proposal type and funding opportunity selected when the proposal was initiated. Most funding opportunities have one primary program for Where to Apply which cannot be changed. However, many funding opportunities allow you to add program selections and set the order of importance.

Grant Opportunities for Academic Liaison with Industry (GOALI)

  What permissions does the Industrial co-PI have in the preparation of a GOALI proposal?

The Industrial co-PI will have the same permissions in a GOALI proposal as a regular co-PI has after being added to the proposal, including the ability to view and edit the proposal.

  Are there any differences in the budget amount that an Industrial co-PI can request versus a regular co-PI?

In accordance with the PAPPG, industrial participants can request and receive funds from NSF if they are included as Industrial co-PIs in a small business partner subaward organization. An Industrial co-PI added to a GOALI proposal will be listed on the budget page for the small business partner subaward organization, as well as on any Individual Year and Cumulative Budget PDFs of the small business partner subaward organization. If an Industrial co-PI is added to a GOALI proposal in the prime organization or in another subaward organization which is not a small business partner subaward organization, that Industrial co-PI will not display on any budget page nor on any Individual Year and Cumulative Budget PDFs. Refer to PAPPG Chapter II.D.2.g   and Chapter II.F.5   for additional information.

  Is an Industrial co-PI required to obtain an NSF ID and the Investigator role?

Yes, in order for an industrial participant to be added to a GOALI proposal as an Industrial co-PI, the individual must first have an NSF ID and an Investigator role in the NSF Account Management System. All co-PIs have these account management requirements. Refer to the Research.gov About Account Management page for additional information and resources such as the Register for an NSF Account to access Research.gov   and the Add a New Role - Principal Investigator PI/co-PI sections of the Account Management Guide.

  Can an Industrial co-PI change roles to become a regular co-PI and vice versa on a GOALI proposal?

Yes. From the Manage Personnel page, there is a Change Role action that allows for an Industrial co-PI to convert to a regular co-PI, and vice versa.

  How can I distinguish an Industrial co-PI from a regular co-PI?

The Industrial co-PI(s) will be listed as co-Principal Investigator - Industrial on the proposal preparation screen and on the Cover Sheet PDF. A regular co-PI is listed as co-Principal Investigator.

  How do I distinguish a small business partner subaward organization from a subaward organization which is not a small business partner?

A GOALI proposal can have two types of subaward organizations: small business partner subaward organizations and subaward organizations which are not small business partner organizations. On the Manage Personnel page, there are buttons in the subaward organization section of the page to add the desired type of subaward organization to the GOALI proposal. The subaward organization section of the Manage Personnel page also contains a Subaward Type column to indicate whether the subaward organization added is a small business partner. Refer to PAPPG Chapter II.F.5   for additional details on each type of subaward organization for a GOALI proposal.

Postdoctoral Fellowship Proposals

  How do I initiate a postdoctoral fellowship proposal?

You must first have the Postdoctoral Scholar/PI role to initiate a postdoctoral fellowship proposal in Research.gov. A Postdoctoral Scholar/PI role is different than a PI role. Postdoctoral fellowship funding opportunities will only display and be available for selection for users preparing a proposal as a Postdoctoral Scholar/PI.

• After signing in to Research.gov, navigate to My Profile at the top right of the page.
• From the left navigation menu, select My Roles > Add a New Role > Add Investigator or Authorized User Role > No, prepare and manage proposals independently (third option).
• Proceed to complete the required information as appropriate.
• Once the Postdoctoral Scholar/PI 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 postdoctoral fellowship proposal for fellowship solicitations without reference letter requirements in Research.gov.Functionality to support proposals for fellowship solicitations that contain reference letter requirements is targeted to be added to Research.gov in summer 2023.

Additional guidance is available in the Add a New Role – Postdoctoral Fellowship Principal Investigator section of the Account Management Guide on the Research.gov About Account Management page.

  What happens if I have user roles in addition to the Postdoctoral Scholar/PI role?

When a user is affiliated with an organization and has multiple roles such as a PI, co-PI, SPO, OAU, or AOR as well as the role of a Postdoctoral Scholar/PI, all submission types are available to select. When a Postdoctoral Scholar/PI clicks on Prepare New, they will see the Select Organization for New Proposal modal. To create a postdoctoral fellowship proposal type from the Select Organization drop-down, the Postdoctoral Scholar/PI must select the I am a Postdoctoral Scholar (Postdoctoral Fellowship Proposals) option to initiate a postdoctoral fellowship proposal.

  Do postdoctoral fellowship proposals have different document submission requirements?

Yes, the following solicitation-specific proposal sections may be required to be submitted for postdoctoral fellowship proposals:

• Letter(s) of Collaboration
• Letter(s) of Support
• PhD Abstract
• Host Institution Letter(s)
• Research Support

  Are Personnel documents required to be uploaded for a Mentor/Advisor listed on a postdoctoral fellowship proposal?

Some postdoctoral fellowship programs require submission of Personnel documents (i.e., Biographical Sketch, Current and Pending Support, and/or Collaborators & Other Affiliations) for any Mentor/Advisor listed on the proposal. The Postdoctoral Scholar/PI should refer to the specific program solicitation to determine Personnel document requirements for a Mentor/Advisor. Please also see the Automated Compliance Checking of NSF Proposals   page for the related compliance checks. Note that the Mentor/Advisor cannot view or edit the proposal in Research.gov.

  How do I view the budget in a postdoctoral fellowship proposal?

The budget section of all postdoctoral fellowship proposals includes the prepopulated stipend and fellowship allowance based on the selected solicitation. The budget section does not display on the proposal main page after the proposal has been created but can be viewed by clicking Print Proposal. When the Postdoctoral Scholar/PI submits the proposal, the budget will display as read-only and will be accessible from the proposal main page. The budget section is editable during a proposal file update/budget revision.

  How is the proposed duration determined for a postdoctoral fellowship proposal?

The proposed duration for a postdoctoral fellowship proposal is prepopulated, read-only (i.e., not editable), and aligns with the program solicitation selected when initiating the proposal in Research.gov.

Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR)

  How do I prepare a Small Business Innovation Research (SBIR) or Small Business Technology Transfer (STTR) Phase I or Phase II proposal in Research.gov?

Please refer to the SBIR/STTR Research.gov Guide   on how to prepare and submit an SBIR or STTR Phase I or Phase II proposal in Research.gov.

  How do I prepare a preliminary proposal in Research.gov?

On the proposal preparation landing page, select Preliminary from the Prepare New drop-down menu. Step 1 (Funding Opportunity) of the proposal setup wizard will only display the solicitations that require a preliminary proposal and the solicitations that indicate a preliminary proposal is optional.

  When would I submit a preliminary proposal in Research.gov?

The program solicitation will specify content and submission requirements for preliminary proposals. Please see PAPPG, Chapter I.D.3   for information about preliminary proposals, including the two types of decisions that may be received from NSF upon submission of a preliminary proposal.

  Who can initiate a preliminary proposal in Research.gov?

Only an individual with a PI role can initiate preliminary proposals in Research.gov.

  Will Research.gov prohibit any actions related to an Ideas Lab preliminary proposal?

Research.gov will not permit co-PIs and senior personnel to be added to an Ideas Lab preliminary proposal. In addition, Research.gov will not allow an Ideas Lab preliminary proposal to be withdrawn or to be related to a full proposal. Refer to PAPPG Chapter II.F.6   for additional information about Ideas Lab proposals

  How do I associate my preliminary proposal to my full proposal?

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

Note that an Ideas Lab preliminary proposal cannot be related to a full proposal.

  Will I be required to associate my related preliminary proposal number to my full proposal in Research.gov when the solicitation requires the submission of a preliminary proposal?

Yes. Follow the solicitation requirements and enter the preliminary proposal 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 disassociate preliminary proposal from an associated full proposal?

To disassociate a preliminary proposal from a full proposal, remove the related preliminary proposal number associated with a full proposal by going to the full proposal Cover Sheet, clearing the Related Preliminary Proposal Number field, and then saving the Cover Sheet.

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

A valid preliminary proposal must meet the following criteria:

• Submitted in Research.gov and exists in the user's Submitted Preliminary Proposals list
• Has been Invited or Encouraged/Discouraged by NSF

  What proposal sections does Research.gov require for a preliminary proposal?

Research.gov requires that each preliminary proposal has a Cover Sheet, Project Summary, and Project Description. The following preliminary proposal sections are dependent on the requirements listed in the program solicitation:

• References Cited
• Budget Justification(s)
• Facilities, Equipment, and Other Resources
• Senior Personnel Documents
• Data Management Plan

Postdoctoral Mentoring Plan

  Can I withdraw a preliminary proposal?

Preliminary proposals other than for Ideas Lab program solicitations can be withdrawn after submission to NSF.

  What is a collaborative proposal?

A collaborative proposal is one in which investigators from two or more organizations wish to collaborate on a unified research project. Collaborative proposals may be submitted to NSF in one of two methods: as a single proposal, in which a single award is being requested (with subawards administered by the lead organization); or by simultaneous submission of proposals from different organizations, with each organization requesting a separate award. In either case, the lead organization’s proposal must contain all of the requisite sections as a single package to be provided to reviewers (that will happen automatically when procedures below are followed). All collaborative proposals must clearly describe the roles to be played by the other organizations, specify the managerial arrangements, and explain the advantages of the multi-organizational effort within the Project Description. Please see PAPPG, Chapter II.E.3.   for additional information about collaborative proposals.

  Can a collaborative proposal be prepared in Research.gov?

Yes, Research.gov supports the preparation and submission of collaborative proposals from one organization (with subawards) and separately submitted collaborative proposals from multiple organizations.

  How many PIs and co-PIs can I have on a collaboration?

In a collaborative proposal from one organization (with subawards), there can be a maximum of five—one PI and up to four co-PIs. In a separately submitted collaborative proposal from multiple organizations, each proposal may have a maximum of five—one PI and up to four co-PIs.

Separately Submitted Collaborative Proposals from Multiple Organizations

  What are the differences between a lead organization proposal and a non-lead organization proposal?

The lead organization's proposal must contain all of the required sections as a single package that will be provided to proposal reviewers. The non-lead organization will inherit the Proposal Title, Funding Opportunity, Where to Apply, Proposal Type, Submission Type, and Due Date from the lead organization proposal after the lead and non-lead organization proposals are successfully linked. For additional details, see the PAPPG, Chapter II.E.3.b  

  Since only the lead organization can enter the proposal title, does the non-lead organization leave that section blank? Can an incomplete Cover Sheet be saved in Research.gov?

The proposal title cannot be blank on the non-lead proposal since it is a mandatory field. The non-lead organization should enter an interim proposal title during preparation until the lead organization's title is inherited upon linking.

  If I indicate during proposal creation that my role on a project is as lead proposer, can I later change my role to a non-lead proposer and prepare a non-lead proposal?

No, during proposal preparation an organization cannot change from a lead proposer role to a non-lead proposer role or vice versa. In this scenario, the in-progress collaborative proposal should be deleted and a new proposal can be initiated with the desired role on the project (i.e., lead proposer or non-lead proposer).

  Why is my non-lead organization proposal missing proposal sections?

Required sections of the proposal differ based on the organization's role. The non-lead organization proposal will only have the following sections available on the proposal main page:

Cover Sheet

• Biographical Sketch(es)
• Current and Pending Support
• Collaborators and Other Affiliations
• Optional: Other Personnel Biographical Information
• Optional: Other Supplementary Documents
• Optional: List of Suggested Reviewers
• Optional: List of Reviewers Not to Include

For additional information about proposal sections required to be submitted by a lead and non-lead organization in a collaborative proposal from multiple organizations, please see PAPPG, Chapter II.E.3.  

  In a separately submitted collaborative proposal, can both the lead and non-lead organizations upload Other Supplementary Documents and Single Copy Documents?

Yes, both the lead and non-lead organizations can upload Supplementary Documents and Single Copy Documents.

  In a separately submitted collaborative proposal, can both the lead and non-lead organizations have subawards as part of the same proposal?

Yes, both the lead and non-lead organizations have the option for subawards in a separately submitted collaborative proposal.

Linking and Unlinking Collaborative Proposals from Multiple Organizations

  What is a linked collaborative proposal?

A linked collaborative proposal results when a lead organization proposal has been joined with one or more non-lead proposals that will be submitted together.

  How do I link a proposal?

The non-lead organization should work offline with the lead organization to provide its Temporary ID Number. The lead organization can then click the Link/View Collaborative Proposals button on its in-progress lead proposal form to enter the non-lead proposal's Temporary ID Number to send the link request to the non-lead organization. The link request must be accepted by the non-lead organization. The PI, co-PI, OAU, SPO and AOR for the non-lead organization proposal will receive a notification in Research.gov and an email notifying them that they have received a proposal link request.

  What happens if the lead organization enters the non-lead proposal Temporary ID Number on its in-progress lead proposal form but the non-lead proposal does not display?

The lead organization should contact the PI for the non-lead organization offline to verify the non-lead proposal Temporary ID Number.

  I am the lead proposer. How do I see the list and status of linked proposals in my collaboration?

By clicking the Link/View Collaborative Proposals button, the lead organization can view the list and status of all non-lead organizations that have been sent link requests. The lead organization will see the non-lead organizations that have accepted or rejected link requests as well as any pending link requests. The non-lead organization(s) will only be able to view the status of the linked lead proposal on the Link/View Collaborative Proposals page.

  How do I unlink my proposal?

A lead organization can unlink a non-lead organization proposal by clicking the Link/View Collaborative Proposals button on the proposal form and clicking Unlink Proposal for the non-lead organization proposal it intends to unlink. Non-lead organizations cannot unlink their proposals from a lead organization and must coordinate with the lead organization to unlink proposals.

  How do I cancel a link request?

Only lead organizations have the ability to cancel link requests. A lead organization can cancel a link request by clicking on the Link/View Collaborative Proposals button on the lead organization proposal main page. Click Cancel Link Request next to the non-lead proposal(s) that has a pending link request (i.e., the non-lead organization hasn’t accepted or rejected the link request). Once the link request is cancelled, the pending link request will no longer display on the Link/View Collaborative Proposal table on both the lead and non-lead organization proposals.

  What happens to a non-lead organization proposal if it is unlinked from a lead organization proposal?

A non-lead organization proposal that has been unlinked from a lead organization proposal will retain the information (i.e., Proposal Title, Funding Opportunity, Where to Apply, Proposal Type, Submission Type, and Due Date) that was inherited from the lead organization proposal, but the non-lead organization proposal cannot be submitted until it is linked with a new lead organization proposal. Upon linking to a new lead organization proposal, the non-lead organization proposal will inherit information (i.e., Proposal Title, Funding Opportunity, Where to Apply, Proposal Type, Submission Type, and Due Date) from the new lead organization proposal.

  Can a non-lead organization proposal be linked to multiple lead organization proposals?

A non-lead organization proposal can only be linked to one lead organization proposal at a time. In addition, a lead organization cannot send a link request to a non-lead organization that has accepted a link request or has a pending link request from another lead organization proposal.

  Is there a limitation on the number of non-lead organizations that can participate in a collaborative proposal?

No, there is no limit on the number of non-lead organizations that can participate in a collaborative proposal.

  What is the maximum number of subawards allowed per lead organization proposal and non-lead organization proposal?

There is no maximum number of subawards for lead and non-lead organization proposals.

  What information from the linked proposals can I see when I print my collaborative proposal?

Once the proposals are linked, a PDF of all proposal pages within the collaboration will be displayed when a PI, co-PI, SPO, AOR, or OAU of either the lead or non-lead organization clicks Print Proposal.

  Does a printed submitted collaborative proposal look different than an in-progress collaborative proposal?

There is only one difference between a submitted collaborative proposal and an in-progress collaborative proposal when printed. When submitted, the header of each lead and non-lead organization proposal page will display the name of the respective PI, and the assigned Proposal Number. The formatting of this display is: Submitted/PI: [PI First Name Last Name] /Proposal No: [Proposal Number].

  Can I link or unlink a proposal after it has been submitted?

No, proposals cannot be linked or unlinked once the collaborative set (i.e., all lead and non-lead organization proposals in the collaboration) has been submitted and has a Submitted to NSF status. In addition, proposals cannot be linked or unlinked during an in-progress proposal file update (PFU)/ budget revision.

Deleting Separately Submitted Proposals

  How do I delete a linked in-progress proposal?

An in-progress separately submitted collaborative proposal can only be deleted by the organization if it is not linked and does not have any pending link requests from another proposal in a collaborative set. Proposers who want to delete an in-progress linked proposal must first un-link it from all other proposals. There is a Delete Proposal button in the Proposal Actions Section (on the left side of the page) available to the PI and co-PI to delete in-progress collaborative proposals.

  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 Help Desk at 1-800-381-1532 for assistance. The PDF can be analyzed, and a solution can be identified. The NSF Help 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 proposal must conform to the formatting requirements specified in PAPPG Chapter II.C.2.   including the proposal 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.

• 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 proposer-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 proposal 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 proposal 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. The NSF Help 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 stop proposal 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 issue 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 drop-down 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.

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

  I am getting an error message that I do not have a required document section heading (i.e., Broader Impacts) but it is included. What is causing this error?

A section heading must be on its own line without any other text for compliance checking purposes.

  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 Help 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 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 would trigger warning(s) on upload.

See the Automated Compliance Checking of NSF Proposals   page for additional information.

  When is a COA document required for Conference proposals?

A COA document is required for each individual identified as Senior Personnel in a Conference proposal when the budget's total dollar value, including indirect costs, is more than $50,000. COA documents are uploaded on the Senior Personnel Documents screen. Please refer to PAPPG Chapter II.F.9   for additional information.

  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 (e.g., NSF-approved Fillable PDF formats for biographical sketch or current and pending (other) support or 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. For the NSF-approved Fillable PDF formats for biographical sketch and current and pending (other) support, type your name in the field provided. See the NSF biographical sketch and current and pending (other) support websites for more information about the NSF-approved formats. For PDF uploads to the Other Supplementary Documents section, 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]

  I don't see a submit button. How do I submit the proposal?

Only the AOR can submit a proposal to NSF. A PI or co-PI must first use the Share Proposal with SPO/AOR button to provide the AOR with submit proposal access. Then the AOR will see the Initiate Proposal Submission button enabled under Proposal Actions on the proposal main page. The AOR will click the Initiate Proposal Submission button to start proposal submission

  I have submitted my collaborative proposal but my status is Submission Pending. What does that mean?

All lead and non-lead organization proposals in a separately submitted collaborative proposal from multiple organizations are held in a queue with a Submission Pending status upon submission by the respective AORs. The lead and non-lead collaborative proposals can be submitted in any order. Once all proposals in the collaboration have a Submission Pending status, the collaborative set will be fully submitted to NSF and the proposal status for each collaborative proposal will change from Submission Pending to Submitted to NSF (Not Yet Assigned for Review). After the collaborative set is submitted, each proposal will be assigned a proposal number and processed into NSF IT systems where the proposal is accessible by NSF Program Officers.

  My proposal is the lead organization proposal, the submission deadline is approaching, and there are unaccepted link requests to non-lead organization proposals. What can I do to submit on time?

Organizations in a separately submitted collaborative proposal with pending link requests must either accept the link request (non-lead organization action), reject the link request (non-lead organization action), or cancel the link request (lead organization action) before submitting the proposal. If the lead organization chooses to continue with submitting the proposal, all pending link requests to non-lead proposals will automatically be cancelled.

  My proposal is the lead organization proposal in a separately submitted collaborative proposal and one of the non-lead organizations will not be able to submit by the deadline. What can I do to ensure the collaboration is submitted on time?

In this scenario, the lead organization could unlink its proposal from the non-lead organization proposal not able to submit by its deadline. The lead organization proposal and the remaining linked non-lead proposals could then be submitted to NSF by the deadline. The final collaborative proposal should be revised before submission to account for the change in participating organizations. The lead organization will not be able to link to other non-lead proposals after the entire collaboration is submitted to NSF.

  How do I check proposal status after a proposal has been submitted?

Within 24 hours of proposal submission in Research.gov (including proposals submitted via Grants.gov and processed in Research.gov), the proposal will be listed on the Research.gov Proposal Status page. Proposers can access the Proposal Status page using the Proposal Status link under Proposals on the Research.gov My Desktop page. If proposers do not see a submitted proposal listed on the Proposal Status page after 24 hours, the proposer should contact the NSF Help Desk at 1-800-381-1532 for assistance. The NSF Help 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]

  When is proposal submission required for each separately submitted proposal? If the lead organization is on the East Coast and a non-lead organization is on the West Coast, what would be the submission deadline?

Proposals must be received by 5 p.m. submitter's local time on the established deadline date. In this example, the lead organization on the East Coast must submit by 5 p.m. Eastern Time, and the non-lead organization on the West Coast must submit by 5 p.m. Pacific Time.

Editing a Submitted 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.

• Single submission or single submission with subawards (collaborative) proposals: All edits must be done via the Initiate PFU/Budget Revision button on the Submitted and Updates page.
• Separately submitted collaborative proposals with Submission Pending Status: A lead or non-lead organization proposal will receive a status of Submission Pending after submission 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.
• Separately submitted collaborative proposal sets submitted to NSF: If all proposals in the collaborative set have been submitted, then each proposal can be edited via the Initiate PFU/ Budget Revision button on the submitted proposal form. Only the lead or non-lead proposal with the proposal file update/budget revision needs to be resubmitted; the entire collaborative set is not required to be resubmitted.
• See PAPPG, Chapter III.C   for additional information on Proposal File Updates.

  If I initiate a proposal file update (PFU)/budget revision, how does this impact a separately submitted collaborative set?

When a proposal file update (PFU)/budget revision is initiated, the original submitted version remains intact until it is replaced by the proposal file update (PFU)/budget revision. If the proposal file update (PFU)/budget revision is not submitted, the original submission will remain and the collaborative set is not impacted.

  How do I withdraw a proposal that has been submitted?

To withdraw a submitted proposal from Research.gov, the PI, SPO, or AOR navigates to the Submitted Proposals list, selects the proposal they want to withdraw, and clicks on the Withdraw Proposal button in the Proposal Actions section of the proposal main page to initiate the withdrawal process.

  When can a proposal be withdrawn?

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

  Who can withdraw a submitted proposal?

The proposal's PI, SPO and 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 proposal?

Submitted proposals 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 proposal 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 proposal using a proposal file update (PFU)/budget revision while there is a pending withdrawal request?

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

  How do I know my proposal has been withdrawn?

Withdrawn proposals are indicated by a proposal status of Withdrawn on the Submitted Proposals list. In addition, the PI, SPO, and AOR will receive an email and system notification to confirm the proposal withdrawal.

  What happens to an in-progress, unsubmitted proposal file update (PFU)/budget revision when there is a pending withdrawal request?

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

  Can I re-submit a withdrawn proposal?

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

Withdrawing Separately Submitted Collaborative Proposals from Multiple Organizations

  Can a separately submitted collaborative proposal be withdrawn?

Yes, separately submitted collaborative proposals from multiple organizations can be withdrawn in Research.gov.

  Who can request a withdrawal when the proposal is a separately submitted collaborative proposal?

The PI, SPO, or AOR of either the lead or non-lead organization can initiate a proposal withdrawal request.

  If one proposal in a collaboration is withdrawn, what happens to the other proposals in the collaboration?

If a lead or non-lead proposal in a collaboration is withdrawn, all the linked proposals in the collaboration will be withdrawn and will show a proposal status of Withdrawn. The proposals cannot be edited or re-submitted.

  If one of the proposals in a collaboration has a pending withdrawal request, how does that impact the rest of the linked proposals in the collaboration?

When one of the proposals in a collaboration has a pending withdrawal request, all the proposals in the collaboration become read-only and cannot be edited until the pending withdrawal request is either approved and submitted by the AOR of the initiating organization or deleted/rejected by the initiating organization's PI, SPO, or AOR.

  Can I submit a withdrawal request for my proposal if another proposal in my collaboration already has a pending withdrawal request?

No, there can only be one proposal withdrawal request at a time for a separately submitted collaborative proposal.

  When a withdrawal request is initiated for one of the proposals in a collaboration, are the organizations for the linked proposals in the collaboration notified?

Yes, the associated PIs, SPOs, and AORs of the linked proposals are notified via email and system notification when a lead or non-lead organization in the collaboration has initiated a proposal withdrawal request.

  What happens to an in-progress proposal file update (PFU)/budget revision for a proposal in a collaboration when there is a pending withdrawal request for another linked proposal?

When one of the proposals in a collaboration has a pending withdrawal request, all of the proposals and in-progress proposal file updates (PFU)/budget revisions in the collaboration will become read-only and cannot be edited until the pending withdrawal request is either approved and submitted by the AOR of the initiating organization or deleted/rejected by the initiating organization's PI, SPO, or AOR.

  Where does a proposal submitted via Grants.gov display in Research.gov when the proposal has been successfully submitted to NSF?

When a proposal submitted via Grants.gov is successfully submitted to NSF, the proposal will display on the Submitted and Updates page under the Proposals (Full and Renewals) tab. Access this tab by signing in to Research.gov and clicking the Prepare and Submit Proposals link in the My Desktop Proposals tile. From the Letters of Intent and Proposals (Preliminary, Full, and Renewal) landing page, click on the View/Update Submitted button in the Submitted and Updates tile and select Proposals (Full and Renewals) to navigate to this tab.

  Where does a proposal submitted via Grants.gov display in Research.gov when the proposal has automated compliance check errors or warnings?

If a proposal submitted via Grants.gov and processed in Research.gov has any automated compliance check errors or warnings, the proposal will display on the Research.gov In Progress page. Access this page by signing in to Research.gov and clicking the Prepare and Submit Proposals link in the My Desktop Proposals tile. From the Letters of Intent and Proposals (Preliminary, Full, and Renewal) landing page, click on the Work with In Progress button in the In Progress tile and select Proposals (Full and Renewals). Proposals submitted via Grants.gov will have "Grants.gov" displayed directly next to the proposal title.

Proposals with compliance warnings can be submitted in Research.gov whereas proposals with compliance errors must be fixed in Research.gov and then submitted. Please refer to the Automated Compliance Checking of NSF Proposals   page for Research.gov automated compliance checks.

  I submitted my proposal via Grants.gov but I don't see it displayed in Research.gov. Why did this happen?

If your proposal does not meet the minimum validation requirements (i.e., Grants.gov initial compliance checks) to be processed in Research.gov, your proposal will not display in Research.gov. You must fix the issues listed in the system-generated email sent to the PI and then resubmit via Grants.gov. Please see the Automated Compliance Checking of NSF Proposals   page for the Grants.gov initial compliance checks.

  What happens if my Grants.gov submitted proposal is processed in Research.gov but does not pass all the Research.gov compliance validations?

If a Grants.gov proposal meets the minimum validation requirements (i.e., Grants.gov initial compliance checks) to be successfully processed in Research.gov but there are compliance warnings and/or errors to be addressed, the proposal will display on the Research.gov In Progress page but the proposal has not been successfully submitted to NSF. Ensure the proposal is successfully submitted in Research.gov by the relevant 5:00 pm submitter's local time deadline. Proposals with compliance warnings can be submitted in Research.gov whereas proposals with compliance errors must be fixed in Research.gov and then submitted. SPO(s) are automatically provided edit access in Research.gov and AORs are automatically provided edit and submit access in Research.gov when a Grants.gov proposal is processed in Research.gov but has an in progress status.

To view the error and warning messages in Research.gov, users with PI and co-PI roles can click the Share Proposal with SPO/AOR button and users with AOR and Postdoctoral Scholar roles can click the Initiate Proposal Submission button. Refer to the Automated Compliance Checking of NSF Proposals   page for the Research.gov automated compliance checks.

  What system-generated emails are sent after I submit my proposal via Grants.gov?

Please see the following list of system-generated emails and associated scenarios:

• If the Grants.gov submitted proposal does not meet the minimum validation requirements (i.e., Grants.gov initial compliance checks) necessary to process the proposal in Research.gov, a system-generated email will be sent to the PI notifying them of the issues that must be fixed in Grants.gov before the proposal can be resubmitted in Grants.gov for processing in Research.gov.
• If the Grants.gov submitted proposal does not pass the Research.gov automated compliance checks, a system-generated email will be sent to the PI, SPO(s) and AOR(s) associated with the prime organization notifying them the proposal is in progress in Research.gov and has not been successfully submitted to NSF. Proposals with compliance warnings can be submitted in Research.gov whereas proposals with compliance errors must be fixed in Research.gov and then submitted. The proposal must be successfully submitted in Research.gov by the relevant 5:00 pm submitter's local time deadline.
• If the Grants.gov submitted proposal is successfully submitted to NSF, a system-generated notification email will be sent to the PI, co-PI(s), OAU(s) and AOR associated with the prime organization.

  Why is my Grants.gov submitted proposal in progress in Research.gov if there were no errors or warnings listed in the email I received?

There are some scenarios where information in Grants.gov proposals cannot be transferred into your proposal processed in Research.gov. Review the specific system messaging in each proposal section and make updates as required. In particular, please review the budget(s), subaward organization(s), personnel listed in the proposal, and senior personnel document(s). The proposal must be successfully submitted in Research.gov by the relevant 5:00 pm submitter's local time deadline. 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 protected] if you need assistance.

  What if the proposed duration is zero or left blank?

Saving the Cover Sheet when the proposed duration is zero or has been left blank will result in an error message. A proposal cannot be submitted without a valid proposed duration saved on the Cover Sheet. Refer to funding opportunity for any potential duration requirements. Proposal duration is prepopulated on postdoctoral scholarship proposals. Note: The system will not enforce any funding opportunity-specific duration requirements.

  Does the proposed duration on the Cover Sheet have to align with the number of years in the budget?

The number of months entered for proposed duration should align with the number of years entered in the prime organization’s budget. The proposed duration should not extend beyond five years (60 months) unless otherwise specified in a program solicitation. Use the chart below for appropriate alignment:

Project Description

  What are the Research.gov page limitations for Project Descriptions?

Proposers must follow the Project Description page limit guidance in the program solicitation for the proposal. The limits in a single solicitation may vary by track or program. For a program solicitation that does not include Project Description page limit guidance, follow the guidance in the PAPPG for the proposal type.

  Do academic and summer months need to be provided as part of the proposal budget?

As a general policy, NSF limits the salary compensation requested in the proposal budget for senior personnel to no more than two months of their regular salary in any one year. It is the organization's responsibility to define and consistently apply the term "year", and to specify this definition in the budget justification. Please see PAPPG Chapter II.D.2.f.i.   for additional information.

Currently, when a printable PDF of the proposal is displayed in Research.gov, the academic and summer month labels will display as blank fields. In the future, these fields will also be removed from the Research.gov print view.

  When does the cost sharing budget line (Line M) appear in the proposal's budget during proposal preparation?

Cost sharing is rarely required in NSF proposals. For those programs with required cost sharing, Line M on the proposal budget will only appear in year 1 of the prime organization proposal budget. A list of NSF programs with required cost sharing is available at https://nsf.gov/bfa/dias/policy/  

  Does Cost Sharing Line M of the proposal budget count as part of the Total Requested Amount?

No, cost sharing is not included as part of a proposal's Total Requested Amount and is treated as a separate and independent amount in the budget.

  Why don't I see the Cost Sharing Line M in year 2 of my proposal's budget?

The cost sharing budget line (Line M of the Proposal Budget) will appear in the Prime Award Organization budget directly under the Total Amount Requested budget line (Line J) when the funding opportunity selected requires cost sharing. The cost sharing data will only appear under the Year 1 column within the Prime Award Organization's budget page and will represent the total proposed cost sharing amount.

  Is there any justification or documentation required when including a cost sharing amount?

An explanation of the source, nature, amount and availability of any proposed cost sharing must be provided in the budget justification. The budget justification upload screen can be found on the proposal main page below the Budget section.

  Can cost sharing be modified as part of a proposal file update (PFU)/budget revision?

Yes, the cost sharing amount on Line M on the Proposal Budget can be added, removed, or edited as part of a proposal file update (PFU)/budget revision.

  Can a proposal be submitted if the cost sharing amount entered on Line M of the Budget is $0

Yes, proposals that require cost sharing can be shared or submitted with a cost sharing amount of $0 entered on Line M of the Prime Award Organization's Year 1 Budget. Although the proposer will be prompted with a warning to check that the amount entered is correct based on solicitation requirements, the warning will not stop proposal submission and can be bypassed to allow the AOR to submit the proposal. A value of $0 is acceptable because based on the solicitation, certain institutions are exempt from the mandatory cost sharing requirement. For example, the Major Research Instrumentation (MRI) program provides that, "only non-Ph.D.- granting academic institutions of higher education are exempt from the cost-sharing requirement and cost sharing by those institutions may not be provided."

  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 proposal will be stopped from being submitted to NSF.

  For a FASED proposal, where should I include information regarding funding requests for special equipment or assistance to facilitate the participation of individuals with disabilities?

These funding requests should be included in the proposed budget for the project and documented in the Budget Justification. The specific nature, purpose and need for such equipment or assistance should be described in sufficient detail in the Project Description to permit evaluation of the request by knowledgeable reviewers.

Facilities, Equipment and Other Resources

  When does a Conference or Travel proposal require a Facilities, Equipment and Other Resources document?

A Facilities, Equipment and Other Resources document is required for a Conference or Travel proposal when there will be support from other sources. This selection is made when initiating the proposal using the proposal setup wizard but can be changed on the Cover Sheet. Please see PAPPG Chapter II.F.9.   for additional information on Conference proposals and PAPPG Chapter II.F.11.   for Travel Proposals.

Project Data Form

  What is a project data form and when is it required?

A project data form is currently only required for some proposals to the Directorate for STEM Education (EDU)/Division of Undergraduate Education (DUE). The information that is provided in the project data form is used to direct proposals to appropriate reviewers and to determine the characteristics of projects supported by DUE.

The project data form must be included in a proposal only when specified in a program solicitation. The following programs currently require project data form submission:

• Advanced Technological Education (ATE)Improving Undergraduate STEM Education: Hispanic-Serving Institutions (HSI Program)
• Improving Undergraduate STEM Education: Directorate for STEM Education (IUSE:EDU)
• Robert Noyce Teacher Scholarship Program
• NSF Scholarships in Science, Technology, Engineering, and Mathematics (S-STEM)

  How must a project data form be included as part of the proposal?

If the selected funding opportunity requires a project data form, it must be included for single submissions as well as lead and non-lead collaboratives that are full proposals, renewal proposals, or accomplishment-based renewal proposals.

  Will a Program Track or Category be required on the project data form if the program selected doesn't have any corresponding program tracks or categories?

No. The Program Track and Category fields are not required if there are no program tracks or categories that correspond to the program where the proposal will be submitted within NSF. In this scenario, the following read-only text will be displayed under the Program Track and/or Category section: Not applicable for the selected program.

  Does the Prime Organization Information section in my non-lead project data form refer to the lead proposal's organization information?

No. The Prime Organization Information section in a non-lead collaborative proposal project data form refers to the prime/awardee organization for the non-lead proposal. The non-lead proposer should select the appropriate selections based on the prime/awardee organization for its non-lead proposal when completing the Highest Degree and Institution Type fields.

  Should I add subaward organizations in the Add Other Organizations section in my project data form?

Yes. The organizations that should be added in the Add Other Organizations section in your project data form are organizations involved in the project directly or through shared use of equipment, including subaward organizations. Subaward organizations should also be added on the Add Subaward Organizations page within the proposal to report any necessary budget information, personnel, and senior personnel documents.

  What if I don't see the organization I’m trying to add in the search results in the Add Other Organizations section in my project data form?

If you have entered text in the Organizations field and do not see the organization you want to add displayed in the search results, please try the following:

• Ensure you have entered the full organization name. The system will only display a maximum of 10 search results when entering text in the Organization(s)'field.
• Review the text you have entered to ensure there are no spelling errors.
• If the organization you're attempting to add is still not displaying, click on the Add other organization: selection displayed at the very bottom of the search results. Selecting this option will allow you to add a custom organization that is not in the system.

  What should I do if I don't see the subdiscipline I want to select in the Subdiscipline drop-down after choosing a Discipline?

If you do not see the desired subdiscipline in the subdiscipline selection drop-down, please select the Other (Specify) selection. Once selected, a text field will be displayed where you can enter a custom subdiscipline. This custom subdiscipline information will also display in the project data form PDF.

  What if my project doesn't apply to any of the strategic areas listed in the Strategic Area drop-down in the project data form?

The Strategic Area section is an optional section in the project data form. If your project does not apply to any of the strategic areas listed in the drop-down, you do not need to make a selection in this section.

  Should I enter zero ('0') in the individual category fields in the Estimated Number of Individuals Involved if there are no individuals in the category that benefited/will benefit from the project?

Yes. The system will require you to enter a value in all the individual categories within the Estimated Number of Individuals Involved section. If there are individual categories where no individuals were involved, enter zero ('0') in those fields. Leaving any individual category field blank will result in a compliance error stopping proposal submission.

  What are the required sections in a project data form that must be completed before a single submission or a lead collaborative proposal can be submitted in Research.gov?

The following sections in the project data form are required to be completed in a single submission and in a lead collaborative proposal before the proposal can be submitted in Research.gov:

• Program Track (if the program has corresponding program tracks that can be selected)
• Categories (if the program has corresponding categories that can be selected)
• Highest Degree
• Institution Type
• Are there other organizations involved in the project's operation question? (if Yes is selected, at least one organization must be provided)
• Primary Academic Focus Level
• Private Sector Participation
• Estimated Number of Individuals Involved (a value must be entered in all individual category fields within this section)

  What are the required sections in a project data form that must be completed before a non-lead collaborative proposal can be submitted in Research.gov?

The following sections in the project data form are required to be completed in a non-lead collaborative proposal before the proposal can be submitted:

After a non-lead collaborative proposal is submitted, it will be held in a submission pending queue until all proposals in the collaboration have been submitted. When all proposals in the collaboration are in the submission pending queue, the non-lead proposal and the other proposals in the collaboration will be submitted to NSF.

  What information does a non-lead collaborative proposal project data form inherit from the lead collaborative proposal?

The information below is inherited in the non-lead proposal project data form based on the information entered on the lead collaborative proposal project data form. The inherited information in the non-lead proposal project data form will be read-only on the Research.gov proposal preparation screen when preparing the non-lead proposal and will be reflected on the non-lead proposal project data form PDF. If information has not yet been entered on the lead collaborative proposal project data form, the following read-only text will display on the non-lead project data form for each section where the lead organization has not yet provided information: Not yet specified in the lead proposal.

• Program Track
• Other Organizations
• subdiscipline
• Audience(s)
• Strategic Area
• Project Feature(s)

  What if the information inherited from the lead collaborative proposal project data form does not display correctly in my non-lead proposal project data form?

If the inherited information from the lead collaborative proposal project data form does not display correctly in the non-lead project data form, try refreshing the page by clicking the Refresh button in your web browser, Ctrl + F5 (Windows), or Command + Option + R (Mac) to reload the page. After reloading the page, the inherited information from the lead proposal project data form should display in your non-lead proposal project data form.

  Can a linked non-lead collaborative proposal be submitted before the lead collaborative proposal has entered in all data in the project data form?

Yes. If the non-lead organization has provided the required data that the non-lead is responsible to provide in the project data form, the non-lead will be able to submit their proposal but it will be held in a submission pending queue until all proposals in the collaboration have been submitted. The information will be inherited in the non-lead proposal project data form after the lead organization provides data in each of the project data form sections.

  If a proposal file update is submitted for a lead collaborative proposal and changes have been made in the project data form, will the linked non-lead proposal(s) automatically inherit the updates in their project data form(s)?

Yes. Proposal file updates made in the lead proposal project data form will be automatically inherited in the project data form for all non-lead proposals in the collaboration.

Single Copy Documents

  What are Single Copy documents?

Certain categories of information submitted in conjunction with a proposal are for "NSF Use Only" and not provided to reviewers for use in the review of the proposal. Single Copy Documents include: Collaborators and Other Affiliations Information, Proprietary or Privileged Information, Disclosure of Lobbying Activities, Nature of Natural or Anthropogenic Event, Deviation Authorization, and Additional Single Copy Documents. Please see PAPPG, Chapter II.D.1.   for additional information about Single Copy Documents.

  How do I access the upload sections for Single Copy Documents such as Disclosure of Lobbying Activities, Proprietary or Privileged Information and Special Exception to the Deadline Date Policy?

Navigate to the proposal Cover Sheet and select the checkbox for the Single Copy Document you would like to add to your proposal and then save the Cover Sheet. At the top of the saved Cover Sheet, you will see a blue information message with a link to the added Single Copy Document upload section. Additionally, if you scroll down to the Other Information section of the Cover Sheet, you will see a clickable link below the checkbox you selected, and this link will also navigate you to the associated upload screen for the specified Single Copy Document.

  What is a Deviation Authorization and how do I include one in my proposal?

A Deviation Authorization permits the proposer exceptions to the PAPPG standard proposal preparation requirements, per PAPPG Chapter II.A.1   . On the Deviation Authorization text entry screen, the proposer can provide either the program solicitation number or the name and title of the NSF official who authorized the deviation and the date of the authorization.

  What is a Proprietary or Privileged Information document and when should it be included in my proposal?

Patentable ideas, trade secrets, privileged or confidential commercial or financial information, disclosure of which may harm the proposer, should be included in proposals only when such information is necessary to convey an understanding of the proposed project. The checkbox for Proprietary or Privileged Information must be checked on the Cover Sheet when the proposal contains such information. While NSF will make every effort to prevent unauthorized access to such material, the Foundation is not responsible or in any way liable for the release of such material. Such information may be included as a separate statement and must be submitted as a Single Copy Document. Please refer to PAPPG Chapter II.D.1.c  

  I have uploaded a Proprietary or Privileged Information document, but I don't see it in the print preview of my proposal?

A Proprietary or Privileged Information Single Copy Document is not included as part of the printed proposal (or on the print preview screen) and is not shared with reviewers. This Single Copy Document can only be seen in the official system of record after proposal submission.

  What is a Disclosure of Lobbying Activities document and when should it be included in my proposal?

The checkbox for Disclosure of Lobbying Activities must be checked on the Cover Sheet if, pursuant to the Lobbying certification provided in the System for Award Management (SAM), submission of the Form SF LLL is required. The SF LLL form can be downloaded from the Disclosure of Lobbying Activities upload screen. For more information, refer to PAPPG Chapter I.G.2.   and PAPPG Chapter II.D.1.d.  

  What is the Special Exception to the Deadline Date Policy checkbox and when should it be used?

In the case of a natural or anthropogenic event, or other reason that interferes with an organization's ability to meet a proposal submission deadline, proposers are instructed to check the Special Exception to the Deadline Date Policy checkbox on the NSF Cover Sheet and, if available, upload written approval from the cognizant NSF Program Officer. Note that checking this box and uploading a Nature of Natural or Anthropogenic Event document will allow the proposer to submit the proposal after the listed deadline date, but acceptance is still at the discretion of the Program Officer. Please see PAPPG Chapter I.F.3.   for more information.

  I have uploaded a Nature of Natural or Anthropogenic Event document but why don't I see it in the print preview of my proposal?

A Nature of Natural or Anthropogenic Event Single Copy Document is not included as part of the printed proposal (or on the print preview screen) and is not shared with reviewers. This Single Copy Document can only be seen in the official system of record after proposal submission.

  Can a Special Exception to the Deadline Date be added as part of a proposal file update (PFU)/budget revision?

No, a special exception to the deadline date and the corresponding Nature of Natural or Anthropogenic Event Single Copy Document must be added prior to proposal submission. The Nature of Natural or Anthropogenic document can be viewed when executing a proposal file update (PFU)/budget revision but cannot be added through this mechanism after a proposal has been submitted.

  When is the Additional Single Copy Documents Category Used?

Other Single Copy Documents that are seen only by NSF and not included in the proposal seen by reviewers should be uploaded as Additional Single Copy Documents and include:

• AOR designation of a substitute negotiator
• Other documents as specified in the relevant funding opportunity
• Documents without their own separate section

  When is a Postdoctoral Mentoring Plan required and will the lead organization be notified if requested funding for a postdoctoral scholar(s) is added to a non-lead proposal or a preliminary proposal?

For a separately submitted collaborative full proposal, a Postdoctoral Mentoring Plan is required as part of a lead organization separately submitted collaborative proposal when funds are requested for postdoctoral scholars in the lead organization proposal budget or in a linked non-lead organization proposal budget. Refer to the program solicitation for separately submitted collaborative preliminary proposal requirements related to the Postdoctoral Mentoring Plan

The lead organization's PI, co-PI, and OAU will receive an email notifying them when requested funding for postdoctoral scholars is added for the first time or is removed entirely from the collaborative proposal set.

  When is a Postdoctoral Mentoring Plan required for a single submission full proposal with subaward or preliminary proposal?

For full single submission collaborative proposals (i.e., single submission proposal with subaward), a Postdoctoral Mentoring Plan is required when funds are requested for postdoctoral scholars in any of the proposal's budgets. Refer to the program solicitation for separately submitted collaborative preliminary proposal requirements related to the Postdoctoral Mentoring Plan.

In Progress Proposal Statuses

  = Has access

Submitted Proposal Statuses

Proposal file update/budget revision statuses.

  What are the benefits of using the Research.gov proposal preparation demo site?

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

  What can users do in the proposal preparation demo site?

All demo site users are able to perform the proposal preparation functions that a PI is able to perform in the actual Research.gov Proposal Submission System, such as initiating and editing proposals, uploading proposal documents, and adding budgets. The demo site does not support proposal submission and will not trigger any system-generated email notifications (e.g., link requests for separately submitted collaborative proposals).

Note that demo site proposals are not available in the actual Research.gov Proposal Submission System, and information cannot be transferred between the demo site and the actual Research.gov Proposal Submission System.

  How do I provide feedback about the proposal preparation demo site?

The Give Feedback button is displayed on all demo site proposal pages for proposals 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 Proposal Preparation 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 proposals in the Research.gov Proposal Submission System.

  How does the research community access the proposal preparation 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 Prepare and Submit Proposals, then select Demo Site: Prepare Proposals.
• From the tiles on the page, select the Prepare and Submit Proposals tile, then select Demo Site: Prepare Proposals.

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

You will first need to create an NSF account and obtain an NSF ID by clicking Register on the Research.gov homepage to be able to access the demo site. Additional information about creating an NSF account 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 My Desktop, 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 user role(s). 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 Proposal Submission System.

  Will any of my 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 will be incorporated when you are in the proposal preparation 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 any affiliated organization(s) in their NSF account profile will have both those organization(s) and the NSF organization incorporated in the demo site.

  What user roles are supported in the proposal preparation demo site?

All demo site users have the PI role and can perform the same PI functions as in the actual Research.gov Proposal Submission System. The Postdoctoral Scholar/PI role must be specifically added to prepare a postdoctoral fellowship proposal in the demo site. The demo site does not include the OAU, SPO or AOR roles.

  If I add a co-PI or OAU to a proposal by entering the individual's NSF ID in the demo site, will they be able to access the proposal if they sign into the demo site?

Yes. Any individual added to a demo proposal as a co-PI or OAU by entering the individual's NSF ID will be able to access that proposal in the demo site via the In Progress Proposals section on the Proposal Preparation demo site homepage. The permissions and available functions for the co-PI and OAU in the demo site are identical to the permissions and available functions for the co-PI and OAU in the actual Research.gov Proposal Submission System.

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

No. All demo site users have the PI role and can perform the same PI functions as in the actual Research.gov Proposal Submission System. You will be able to go through the process of sharing proposal 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 proposal since SPO and AOR roles and proposal 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 postdoctoral fellowship proposal in the demo site?

You must first have the Postdoctoral Scholar/PI role to initiate a postdoctoral fellowship proposal in the demo site. A Postdoctoral Scholar/PI role is different than a PI role. Postdoctoral fellowship funding opportunities will only display and be available for selection for users preparing the proposal as a Postdoctoral Scholar/PI.

After signing in to the Research.gov proposal preparation 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 Postdoctoral Scholar/PI 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 postdoctoral fellowship proposal.

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

Yes. You can add real subaward organization(s) to any proposal 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 proposal.

  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 proposals in the demo site?

The proposal preparation demo site currently only supports the initiation, preparation, and editing of non-collaborative and collaborative proposals.

  How long will my demo proposal be available in the demo site?

Proposals 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 proposal data. If your demo proposal was created within the previous six months and your proposal data is not visible, 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 protected] for assistance.

  Are proposal compliance checks enabled in the demo site?

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

  Are all proposal types and submission types available on the demo site?

Yes, all proposal types and submission types in the actual Research.gov Proposal Submission System are also in the demo site. The demo site is a replica of the actual system. View the Proposal Submission Capabilities for details.

  Does the proposal data I create in the demo site appear or transfer into the actual Research.gov Proposal Submission System?

No. Proposal data created in the demo site will not be displayed in and cannot be transferred to the actual Research.gov Proposal Submission System. Proposal 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 proposals I create in the demo site?

The only time other users will be able to view or edit any proposals that you create in the demo site is if you add them to the proposal as a co-PI or OAU by entering their NSF ID. If you don't add any users to the proposal, no one will else will be able to access, view, or edit your demo proposal.

  Can I link lead and non-lead proposals that are created in the demo site to lead and non-lead proposals in the actual Research.gov Proposal Submission System?

No. If you attempt to link a lead/non-lead proposal created in the demo site to a lead/non-lead proposal that was created in the actual Research.gov Proposal Submission System, you will receive an error and will not be able to link the proposals together. You are only able to link lead and non-lead proposals together that were created in the demo site and that are affiliated with different organizations.

Please click the following links to view videos which provide assistance with using functionality in the application:

  How to Manage Personnel and Senior Personnel Documents (3:01 minutes)

  How to Work on a Proposal Budget (2:30 minutes)

  How to Upload a Collaborators and Other Affiliations Document (1:34 minutes)

• Setting up a proposal
• Uploading a document and compliance messaging
• Preparing proposal file update (PFU)/budget revisions
• Preparing a letter of intent
• Preliminary proposal and accomplishment-based renewal proposal submission types
• Conference, Grant Opportunities for Academic Liaison with Industry (GOALI), and Planning proposal types

  Initiating a New Proposal

  Adding or Removing a co-PI and Other Senior Personnel (coming soon)

  Adding or Removing an OAU

  Sharing Proposal and Proposal File Update/Budget Revision Access with SPO/AOR

  Overview of the Proposal Main Page (coming soon)

  Entering Proposal Budgets

  Adding or Removing Subaward Organizations

  Adding or Removing Collaborators and Other Affiliations

  Deleting an In Progress Letter of Intent, Proposal, or Proposal File Update/Budget Revision

  Submitting Letters of Intent and Proposals

  Preparing Proposal File Updates/Budget Revisions (coming soon)

  Submitting Proposal File Updates/Budget Revisions

  Preparing Updated Current and Pending (Other) Support

  Grants.gov Proposal Processing in Research.gov

  Postdoctoral Fellowship Reference Letter Submission (MSPRF and PRFB only)

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Letter of Intent

This section outlines the necessary steps for the preparation and submission of proposals that require or have an optional Letter of Intent/Interest (LOI).

These procedures are relevant to the following:

• CUNY SPH Faculty Members and Grant Principal Investigators who wish to submit a proposal that either requires a Letter of Intent or provides a means for submitting an optional LOO; and
• SPH Grants Officers (GOs) who are assisting them with the preparation and submission of such a letter.

Prerequisites

• A request for proposals (RFP) with the requirement/option to submit an LOI; and
• PI and CUNY meet the eligibility requirements stated in RFP

Responsibilities

Principal Investigators (PIs) are responsible for notifying the SPaR team of their intent to submit an LOI no less than 3 business days prior to submission, particularly if any or all of the following are applicable to the submission:

• The LOI requires a budget and/or proposed cost share.
• The sponsor (or opportunity) requires the use of a reduced F&A rate.
• One or more external partner(s) are mentioned by name in the LOI.
• The LOI has to be submitted by the Grants Office or is a limited competition.

PIs are also responsible for drafting the narrative of the LOI and working collaboratively with the GO to develop a budget, if required by sponsor.

Campus Grants Officers (GOs) are responsible for assisting the PI with development of a project budget if a dollar figure is required by the sponsor, and for the review and/or submission of the LOI.

• PI notifies GO of plan to submit an LOI: PI emails [email protected] and provides a link to the grant opportunity.
• GO reviews RFP and notifies PI of LOI requirements: The GO reviews requirements for page length, formatting, sponsor deadline, and any other elements which must be submitted, including budget. The GO also develops an internal deadline with the PI to ensure timely submission to the sponsor.
• PI meets with GO to develop budget: If a line-item budget is required by the sponsor, the PI and GO should work together to compile a budget that follows all relevant CUNY, RF, and campus requirements. PIs should note, in most cases that an LOI requires specification of the total amount that will be requested, even if a corresponding line item budget is not required in the LOI, the campus GO must review a corresponding budget to ensure that the amount is sufficient for the project being proposed.
• PI drafts LOI narrative and submits to GO for review/approval: The PI ensures that the narrative keeps to the specified formatting and page length requirements. If required, the PI then submits the final narrative to the GO for campus approval by the agreed upon internal deadline.
• GO submits LOI to sponsoring agency: If required by sponsor or campus policy, the Grants Officer submits; otherwise, and with advance agreement from the SPaR Office, the LOI can be submitted directly by the PI with [email protected] in copy.

Letter of Intent Template

Please refer to the Letter of Intent template found on this page to draft your letter of intent/interest.

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How to Write a Good Cover Letter for a Research Position

Writing a cover letter can be intimidating, but it doesn’t have to be!

Some people believe cover letters are a science. Others seem to think they are more akin to black magic. Regardless of how you feel about cover letters, they are one of the most important parts of the job application process. Your resume or CV may get you an interview, but a good cover letter is what ensures that the hiring manager reads your resume in the first place.

Writing a cover letter for any job is important, but the art of writing a good cover letter for a research position can make or break your application. While writing a cover letter for a research position, you have to walk a fine line of proving your expertise and passion while limiting jargon and dense language.

In this post, we will explain cover letter writing basics, and then dive into how to write a research specific cover letter with examples of both good and bad practices.

What Is A Cover Letter and Why Do Cover Letters Matter?

A cover letter is your opportunity to tell a story and connect the dots of your resume. Resumes and curriculum vitae (CVs) are often cold and static—they don’t show any sort of character that will give companies a hint about if you will fit in with their culture. 

Your cover letter gives you the chance to demonstrate that you are an interesting, qualified, and intelligent person. Without proving that you are worth the time to interview, a company or research organization will set your application in the rejection pile without giving it a second look. 

So, what is a cover letter, exactly? It is an explanation (written out in paragraph form) of what you can bring to the company that goes beyond the information in your resume. Cover letters give a company a glimpse into the qualities that will make you the ideal candidate for their opening. 

Note that a cover letter is not the same as a letter of intent. A cover letter is written for a specific job opening. For example, if I got an email saying that the University of Colorado was looking for a tenure track faculty member to teach GEO 1001, and I chose to apply, I would write a cover letter. 

A letter of intent, however, is written regardless of the job opening. It is intended to express an interest in working at a particular company or with a particular group. The goal of a letter of intent is to demonstrate your interest in the company (or whatever type of group you are appealing to) and illustrate that you are willing to work with them in whatever capacity they feel is best. 

For example, if I loved the clothing company, Patagonia and wanted to work there, I could write a letter of intent. They may have an opening for a sales floor associate, but after reading my application and letter of intent, decide I would be better suited to a design position. Or, they may not have any positions open at all, but choose to keep my resume on hand for the next time they do. 

Most organizations want a cover letter, not a letter of intent, so it is important to make sure your cover letter caters to the specifics of the job posting. A cover letter should also demonstrate why you want to work at the company, but it should be primarily focused on why you can do the job better than any of the other applicants.

How to Write a Good Cover Letter: The Basics 

Writing a cover letter isn’t hard. Writing a good cover letter, a cover letter that will encourage a hiring manager to look at your application and schedule an interview, is more difficult (but certainly not impossible). Below, we will go over each of the important parts of a cover letter: the salutation, introduction, body, and conclusion, as well as some other best practices.

How to Write a Good Cover Letter Salutation

Don’t start with “Dear Sir/Ma’am” (or any iteration of a vague greeting, including “to whom it may concern”). Avoiding vague greetings is the oldest trick in the book, but it still holds a lot of weight. Starting a cover letter with the above phrase is pretty much stamping “I didn’t bother to research this company at all because I am sending out a million generic cover letters” across your application. It doesn’t look good. 

The best practice is to do your research and use your connections to find a name. “Dear Joe McGlinchy” means a lot more than “Dear Hiring Manager.” LinkedIn is a great tool for this—you can look up the company, then look through the employees until you find someone that seems like they hire for the relevant department. 

The most important thing about the salutation is to address a real human. By selecting someone in the company, you’ve demonstrated that you’ve done some research and are actually interested in this company specifically. Generic greetings aren’t eye-catching and don’t do well.

How to Write a Good Cover Letter Introduction

Once you’ve addressed your cover letter to a real human being, you need a powerful introduction to prove that this cover letter is worth the time it will take to read. This means that you need a hook. 

Your first sentence needs to be a strong starter, something to encourage the hiring manager not only to continue reading the cover letter, but to look at your application as well. If you have a contact in the company, you should mention them in the first sentence. Something along the lines of “my friend, Amanda Rice (UX/UI manager), suggested I apply for the natural language processing expert position after we worked together on a highly successful independent project.” 

The example above uses a few techniques. The name drop is good, but that only works if you actually have a connection in the company. Beyond that, this example has two strengths. First, it states the name of the position. This is important because hiring managers can be hiring for several different positions at a time, and by immediately clarifying which position you are applying for, you make their job a little bit easier.  Next, this sentence introduces concrete skills that apply to the job. That is a good way to start because it begins leading into the body, where you will go into depth about how exactly your experience and skills make you perfect for the job. 

Another technique for a strong lead-in to a cover letter is to begin with an applicable personal experience or anecdote. This attracts more attention than stereotypical intros (like the example above), but you have to be careful to get to the point quickly. Give yourself one or two sentences to tell the story and prove your point before you dive into your skills and the main body of the cover letter.

A more standard technique for introductions is simply expressing excitement. No matter how you choose to start, you want to demonstrate that you are eager about the position, and there is no easier way to do that than just saying it. This could take the form of “When I saw the description for X job on LinkedIn, I was thrilled: it is the perfect job for my Y skills and Z experience.” This option is simple and to-the-point, which can be refreshing for time-crunched hiring managers. 

Since we’ve provided a few good examples, we will offer a bad example, so you can compare and contrast. Don’t write anything along the line of: “My name is John Doe, and I am writing to express my interest in the open position at your company.” 

There are a few issues here. First, they can probably figure out your name. You don’t need that to be in the first sentence (or any of the sentences—the closing is an obvious enough spot). Next, “the open position” and “your company” are too generic. That sounds like the same cover letter you sent to every single employer in a hundred mile radius. Give the specifics! Finally, try to start with a little more spice. Add in some personality, something to keep the hiring manager reading. If you bore them to death in the first line, they aren’t going to look over your resume and application with the attention they deserve. 

How to Write a Good Cover Letter Body

So, you’ve addressed a real human being, and you’ve snagged their attention with a killer opening line. What next? Well, you have to hold on to that attention by writing an engaging and informative cover letter body. 

The body of a cover letter is the core of the important information you want to transmit. The introduction’s job was to snag the attention of the hiring manager. The body’s job is to sell them on your skills.  There are a few formatting things to be aware of before we start talking about what content belongs in the body of the cover letter. First, keep the company culture and standards in mind when picking a format. For example, if I want to work for a tech startup that is known for its wit and company culture, I can probably get away with using a bulleted list or another informal format. However, if I am applying to a respected research institution, using a standard five paragraph format is best. 

In addition, the cover letter should not be longer than a page. Hiring managers are busy people. They may have hundreds of resumes to read, so they don’t need a three page essay per person. A full page is plenty, and many hiring managers report finding three hundred words or less to be the idea length. Just to put that into context, the text from here to the “How to Write a Good Cover Letter Body” header below is about perfect, length-wise. 

Now, on to the more important part: the content. A cover letter should work in tandem with a resume. If you have a list of job experiences on your resume, don’t list them again in the cover letter. Use the valuable space in the cover letter to give examples about how you have applied your skills and experience. 

For example, if I have worked as a barista, I wouldn’t just say “I have worked as a barista at Generic Cafe.” The hiring manager could learn that from my resume. Instead, I could say “Working as a barista at Generic Cafe taught me to operate under pressure without feeling flustered. Once…” I would go on to recount a short story that illustrated my ability to work well under pressure. It is important that the stories and details you choose to include are directly related to the specific job. Don’t ramble or add anything that isn’t obviously connected. Use the job description as a tool—if it mentions a certain skill a few times, make sure to include it!

If you can match the voice and tone of your cover letter to the voice of the company, that usually earns you extra points. If, in their communications, they use wit, feel free to include it in your letter as well. If they are dry, to the point, and serious, cracking jokes is not the best technique.

A Few Don’ts of Writing a Cover Letter Body   

There are a few simple “don’ts” in cover letter writing. Do not: 

• Bad: I am smart, dedicated, determined, and funny.
• Better: When I was working at Tech Company, I designed and created an entirely new workflow that cut the product delivery time in half. 
• Bad: When I was seven, I really loved the monkeys at the zoo. This demonstrates my fun-loving nature. 
• Better: While working for This Company, I realized I was far more productive if I was light-hearted. I became known as the person to turn to in my unit when my coworkers needed a boost, and as my team adopted my ideology, we exceeded our sales goals by 200%. 
• Bad: I would love this job because it would propel me to the next stage of my career.
• Better: With my decade of industry experience communicating with engineers and clients, I am the right person to manage X team. 
• Bad: I know I’m not the most qualified candidate for this job, but…
• Better: I can apply my years of experience as an X to this position, using my skills in Y and Z to… 
• Bad: I am a thirty year old white woman from Denver…
• Better: I have extensive experience managing diverse international teams, as illustrated by the time I…  

The most important part of the cover letter is the body. Sell your skills by telling stories, but walk the razor’s edge between saying too much and not enough. When in doubt, lean towards not enough—it is better for the hiring manager to call you in for an interview to learn more than to bore them.

How to Write a Good Cover Letter Conclusion

 The last lines of a cover letter are extremely important. Until you can meet in-person for an interview, the conclusion of your cover letter will greatly affect the impression the hiring manager has of you. A good technique for concluding your cover letter is to summarize, in a sentence, what value you can bring to the company and why you are perfect for the position. Sum up the most important points from your cover letter in a short, concise manner. 

Write with confidence, but not arrogance. This can be a delicate balance. While some people have gotten away (and sometimes gotten a job) with remarks like, “I’ll be expecting the job offer soon,” most do not. Closing with a courteous statement that showcases your capability and skills is far more effective than arrogance. Try to avoid trite or generic statements in the closing sentence as well. This includes the template, “I am very excited to work for XYZ Company.” Give the hiring manager something to remember and close with what you can offer the company. 

The final step in any cover letter is to edit. Re-read your cover letter. Then, set it aside for a few hours (or days, time permitting) and read it again. Give it to a friend to read. Read it aloud. This may seem excessive, but there is nothing more off-putting than a spelling or grammar error in the first few lines of a cover letter. The hiring manager may power through and ignore it, but it will certainly taint their impression. 

Once the cover letter is as flawless and compelling as it can be, send it out! If you are super stuck on how to get started, working within a template may help. Microsoft Word has many free templates that are aesthetically appealing and can give you a hint to the length and content. A few good online options live here (free options are at the bottom—there is no reason to pay for a resume template).

How to Write a Cover Letter for a Research Position

Writing a cover letter for a research position is the same as writing any other cover letter. There are, however, a few considerations and additions that are worth pointing out. A job description may not directly ask for a cover letter, but it is good practice to send one unless they specifically say not to. This means that even if a cover letter isn’t mentioned, you should send one—it is best practice and gives you an opportunity to expand on your skills and research in a valuable way.

Format and Writing Style for a Research Position Cover Letter

Research and academics tend to appreciate formality more than start-ups or tech companies, so using the traditional five paragraph format is typically a good idea. The five paragraph format usually includes an introduction, three short examples of skills, and a concluding paragraph. This isn’t set in stone—if you’d rather write two paragraphs about the skills and experience you bring to the company, that is fine. 

Keep in mind that concise and to-the-point writing is extremely valuable in research. Anyone who has ever written a project proposal under 300 words knows that every term needs to add value. Proving that you are a skilled writer, starting in your cover letter, will earn you a lot of points. This means that cover letters in research and academia, though you may have more to say, should actually be shorter than others. Think of the hiring manager—they are plowing through a massive stack of verbose, technical, and complex cover letters and CVs. It is refreshing to find an easy to read, short cover letter. 

On the “easy to read” point, remember that the hiring manager may not be an expert in your field. Even if they are, you cannot assume that they have the exact same linguistic and educational background as you. For example, if you have dedicated the last five years of your life to studying a certain species of bacteria that lives on Red-Eyed Tree Frogs, all of those technical terms you have learned (and maybe even coined) have no place in your cover letter. Keep jargon to an absolute minimum. Consider using a tool like the Hemingway Editor to identify and eliminate jargon. While you want to reduce jargon, it is still important to prove that you’ve researched their research. Passion about the research topic is one of the most valuable attributes that a new hire can offer. 

Use your cover letter to prove that you have done your homework, know exactly what the institution or group is doing, and want to join them. If you have questions about the research or want to learn more, it isn’t a bad idea to get in touch with one of the researchers. You can often use LinkedIn or the group’s staff site to learn who is working on the project and reach out.

What Research Information Should be Included in a Cover Letter

A research position cover letter is not the place for your academic history, dissertation, or publications. While it may be tempting to go into detail about the amazing research you did for your thesis, that belongs in your CV. Details like this will make your cover letter too long. While these are valuable accomplishments, don’t include them unless there is something  that pertains to the group’s research, and your CV doesn’t cover it in depth. 

If you do choose to write about your research, write about concrete details and skills that aren’t in your CV. For example, if you have spent the last few years working on identifying the effects of a certain gene sequence in bird migration, include information about the lab techniques you used. Also, try to put emphasis on the aspects of your resume and CV that make you stand out from other candidates. It is likely that you will be competing with many similarly qualified candidates, so if you have a unique skill or experience, make sure it doesn’t get lost in the chaos—a cover letter is the perfect place to highlight these sorts of skills. 

Industry experience is a great differentiator. If you have relevant industry experience, make sure to include it in your cover letter because it will almost certainly set you apart. Another valuable differentiator is a deep and established research network. If you have been working on research teams for years and have deep connections with other scientists, don’t be afraid to include this information. This makes you a very valuable acquisition for the company because you come with an extensive network

Include Soft Skills in Your Cover Letter

Scientific skills aren’t the only consideration for hiring managers. Experience working with and leading teams is incredibly valuable in the research industry. Even if the job description doesn’t mention teamwork, add a story or description of a time you worked with (or, even better, lead) a successful team. Soft skills like management, customer service, writing, and clear communication are important in research positions. Highlight these abilities and experiences in your cover letter in addition to the hard skills and research-based information. 

If you are struggling to edit and polish your letter, give it to both someone within your field and someone who is completely unfamiliar with your research (or, at least, the technical side of it). Once both of those people say that the letter makes sense and is compelling, you should feel confident submitting it.

Cover letters are intended to give hiring managers information beyond what your resume and CV are able to display. Write with a natural but appropriately formal voice, do your research on the position, and cater to the job description. A good cover letter can go a long way to getting you an interview, and with these tips, your cover letters will certainly stand out of the pile.

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