Proposal and Award Policies and Procedures Guide

Exhibit 1

DRAFT
EFFECTI
VE JANUARY 201
6
NSF1
61
OMB Cont
r
olNumber31
450058

Significant Changes and Clarifications to the
Proposal & Award Policies & Procedures Guide (PAPPG)
Effective January 25, 2016
Overall Document
Editorial changes have been made to either clarify or enhance the intended meaning of a sentence or section or
ensure consistency with data contained in NSF systems or other NSF policy documents. Throughout the PAPPG,
website references and Division or Office names have been updated to reflect current information.

Clarification to the PAPPG Introduction

•

Section E, NSF Organizations, has been revised to reflect the current responsibilities of the organizations
that are normally of most direct interest to the NSF proposer and awardee community.

Significant Changes to the PAPPG Part I: Grant Proposal Guide (GPG)

•

Chapter I.F, When to Submit Proposals, has been updated to remove the ability to use other than 5 p.m.
submitter’s local time in solicitations. Failure to submit by 5 p.m. submitter’s local time will result in the
proposal not being accepted.

•

Chapter I.G.2, How to Submit Proposals, has been revised to reflect that an Authorized Organizational
Representative (AOR) must provide the proposal certifications concurrently with submission of the
proposal. This change is consistent with the process used in Grants.gov. In addition, proposal file updates
and revised budgets (Chapter III.C and D, respectively) must be signed and submitted by an AOR and only
an AOR can perform a withdrawal function on behalf of a proposing organization (Chapter IV.A).

•

Chapter II.C.1.d, Proposal Certifications, has been supplemented with a new certification regarding Dual
Use Research of Concern.

•

Chapter II.C.1.e, Collaborators & Other Affiliations Information, is a new single-copy document that
requires each senior project personnel to provide information regarding collaborators and other affiliations.
This information used to be provided as part of the Biographical Sketch. The new format no longer
requires proposers to identify the total number of collaborators and other affiliations when providing this
information.

•

Chapter II.C.2.f, Biographical Sketch(es), has been supplemented to inform proposers that they may use
third-party solutions to develop their biographical sketch, however, the information they submit must be
compliant with NSF proposal preparation requirements. In addition, biographical sketches must now be
uploaded as a single PDF file or inserted as text for all senior personnel. It is no longer allowable for the
biographical sketches of all senior personnel to be grouped together in a single PDF file. Biographical
sketches for Other Personnel and for Equipment proposals (Chapter II.C.2.f(ii) and (iii) respectively),
however, should be uploaded as a single PDF file in the Other Supplementary Documents section of the
proposal.

•

Chapter II.C.2.h, Current and Pending Support, has been revised to reflect that all current project
support should be listed in this section of the proposal, including internal funds allocated toward specific
projects. Current and pending support must now be uploaded as a single PDF file or inserted as text for all
senior personnel. It is no longer allowable for the current and pending support of all senior personnel to be
grouped together in a single PDF file.

•

Chapter II.D.14, Dual Use Research of Concern (DURC), is an entirely new section and serves, in
conjunction with coverage in the Award & Administration Guide, as NSF’s implementation of the US
Government Policy for Institutional Oversight of Life Sciences Dual Use Research of Concern.

Clarifications and Other Changes to the GPG

•

Chapter I.G.4, NSF ID, has been updated to specify that each individual user of NSF systems should not
have more than one NSF ID.

•

Chapter II.B.2, Format of the Proposal, has been revised to show that solicitations will no longer may
specify different type size, margin, or spacing requirements. All NSF funding opportunities will follow the
formatting instructions contained in this section of the GPG.

•

Chapter II.C.1, Single-Copy Documents, has been changed to reflect that, since proposers submit the
Information about PIs/PDs and co-PIs/co-PDs as part of the PI profile, it has been deleted from the list of
single-copy documents. Also, when submitting a list of suggested reviewers, PIs should include the email
address and institutional affiliation of persons they believe are well qualified to review the proposal.

•

Chapter II.C.2.a(4)(h), Cover Sheet, contains guidance on the procedure to follow if the specific location of
an international conference is not known at the time of proposal submission. A parallel change has been
made to Chapter II.C.2.j.

•

Chapter II.C.2.b, Project Summary, has been modified to remind proposers that only Project Summaries
that use special characters may be uploaded in the Supplementary Documents section. Such Project
Summaries must contain separate headings for Overview, Intellectual Merit and Broader Impacts or the
proposal will be returned without review.

•

Chapter II.C.2.d(ii), Project Description, has been updated to state that URLS must not be used in the
Project Description.

•

Chapter II.C.2.d(iii), Results from Prior NSF Support, has been revised to reflect that the information
must be provided for any PI or co-PI that has received NSF funding with a start date in the past five years
(including any current funding and no-cost extensions). Information also has been added on which types of
NSF awards must be reported on in this section of the proposal.

•

Chapter II.C.2.g(i)(b), Salaries and Wages, has been updated to parallel the language in 2 CFR §
200.413 on administrative and clerical salaries and wages.

•

Chapter II.C.2.g(v), Participant Support, has been supplemented with information on the types of costs
that may be proposed and under what scenarios they are allowable.

•

Chapter II.C.2.g(vi)(f), Visa Costs, has been removed now that the Uniform Guidance contains coverage
on this topic.

•

Chapter II.C.2.j, Special Information and Supplementary Documentation, now specifies the format that
must be used for letters of collaboration.

•

Chapter II.D.5.b, Collaborative Proposals, reminds proposers that should a collaborative proposal from
multiple organizations be awarded, both the lead and non-lead organizations are required to submit
separate annual and final project reports.

•

Chapter II.D.7, Proposals Involving Vertebrate Animals, contains updated guidance on the information
that must be provided in the Project Description for projects that involve use of vertebrate animals and the
procedure to follow if IACUC approval has not been obtained prior to submission. For some types of
vertebrate animals (i.e., chimpanzees), additional review may be required.

•

Chapter II.D.9, Conference Proposals, has been supplemented to show that information on support from
other sources should be described in the Facilities, Equipment and Other Resources section of the
proposal. Information has been added on the types of costs that may be proposed for conferences and
under what scenarios they are allowable.

•

Exhibit II-1, Proposal Preparation Checklist, has been updated to reflect the changes made to the GPG
and NSF’s electronic systems and streamlined to emphasize the most relevant items. Proposers are
strongly encouraged to conduct an administrative review prior to submission, to ensure that proposals
comply with the instructions in the GPG and/or the program solicitation, in the format specified.

•

Chapter III.E, Funding Recommendation, coverage on award abstracts and titles has been updated for
consistency with NSF Important Notice 136 on transparency and accountability.

•

Chapter III.F, NSF’s Risk Management Framework and the Decision to Award or Decline Proposals,
has been supplemented with language regarding NSF’s implementation of the Federal Awardee
Performance and Integrity Information System.

Significant Changes to the PAPPG Part II, Award and Administration Guide (AAG)

•

Chapter I, NSF Awards, has been revised to reflect that requests for NSF-approved extensions submitted
after the grant end date must include justification for why they were not submitted earlier.

•

Chapter II.A.2, Grantee Notifications to NSF and Requests for NSF Approval, has been revised to
state that, with the exception of significant changes in methods or procedures and significant changes,
delays or events of unusual interest, all notifications and requests must be electronically signed and
submitted by the AOR via use of NSF’s electronic systems.

•

Chapter II.D, Technical Reporting Requirements, has been revised to state that, in the case of annual
project reports, the reports should be submitted no later than 90 days prior to the end of the current budget
period. For final project reports and project outcomes reports for the general public, reports should be
submitted no later than 120 days following expiration of the grant. Grants will be financially closed out on
the first day of each month for all awards with end dates of 120 or more days prior to the financial closeout
day.

•

Chapter III.E, Award Financial Reporting Requirements – Final Disbursement Reporting, has been
revised to reflect that grantees must liquidate all obligations incurred under their awards not later than 120
calendar days after the award end date and that NSF will financially close awards 120 days after the award
end date.

•

Chapter VI.B.5, Life Sciences Dual Use Research of Concern (DURC), is an entirely new section and
serves, in conjunction with coverage in the GPG, as NSF’s implementation of the US Government Policy
for Institutional Oversight of Life Sciences Dual Use Research of Concern.

•

Chapter VI.D.2.c, Public Access to Copyrighted Material, is an entirely new section which provides
information on NSF’s Public Access Policy. This policy also is referenced in Chapter VI.E.1 on publication
and distribution of grant materials.

Clarifications and Other Changes to the AAG

•

Chapter II.B.2.e and 3, Changes in Project Direction or Management, has been updated to reflect that,
when a grant is being transferred, if funding is requested to support a postdoctoral researcher, a mentoring
plan must be provided and the PI must report on the mentoring activities in their NSF project reports. The
same procedures must be followed if a request to subaward, transfer or contract out part of an NSF award
includes funding to support a postdoctoral researcher and the original proposal did not include a mentoring
plan.

•

Chapter III.D.3, Interest Earned on Advance Payments, has been updated with guidance that
implements the applicable portions of 2 CFR § 200.305 on interest income.

•

Chapter V.A, Basic Considerations, has been supplemented with language noting that NSF policies
which have a post-award requirement are implemented in the grant terms and conditions.

•

Chapter V.B.2, Administrative and Clerical Salaries & Wages Policy, is a new section that articulates
when direct charging of these costs may be appropriate, in accordance with 2 CFR § 200.413.

•

Chapter V.D, Indirect Costs, has updated the language on predetermined rates in order to conform to the
coverage in the Uniform Guidance. In addition, it discusses under what circumstances NSF may elect to
set award specific rates.

•

Chapter V.F.4, Passports and Visas, has been revised to refer to the Uniform Guidance for coverage on
visa costs.

•

Chapter VII.A.2, Suspension and Termination, has been supplemented with language regarding NSF’s
implementation of the Federal Awardee Performance and Integrity Information System.

•

Chapter VII.B.3, Informal Resolution of Grant Administration Disputes, contains revised procedures to
be followed when a grantee disagrees with or disputes a post-award decision made by an NSF Grants and
Agreements Officer.

National Science Foundation (NSF)
Proposal & Award Policies & Procedures Guide (PAPPG)
Introduction:
A.
B.
C.
D.
E.
F.

About the National Science Foundation
Foreword
Acronym List
Definitions & NSF-Grantee Relationships
NSF Organizations
NSF Electronic Capabilities Modernization Status

Part I:

Proposal Preparation & Submission Guidelines
Grant Proposal Guide (GPG) – printable version (PDF)

Part II:

Award & Administration Guidelines
Award & Administration Guide (AAG) – printable version (PDF)

Introduction:
A.

About the National Science Foundation

The National Science Foundation (NSF) is an independent federal agency created by Congress in 1950 to
“promote the progress of science; [and] to advance the national health, prosperity and welfare” by supporting
research and education in all fields of science and engineering.
From those first days, NSF has had a unique place in the Federal Government: it is responsible for the overall
health of science and engineering across all disciplines. In contrast, other Federal agencies support research
focused on specific missions such as health or defense. The Foundation also is committed to ensuring the nation’s
supply of scientists, engineers, and science and engineering educators.
NSF funds research and education in most fields of science and engineering. It does this through grants and
cooperative agreements to approximately 2,000 colleges, universities, K-12 school systems, businesses, informal
science organizations and other research organizations throughout the US. The Foundation accounts for about
one-fourth of Federal support to academic institutions for basic research.
1

The Foundation considers proposals submitted by organizations on behalf of individuals or groups for support in
most fields of research. Interdisciplinary proposals also are eligible for consideration.
NSF does not normally support technical assistance, pilot plant efforts, research requiring security classification,
the development of products for commercial marketing, or market research for a particular project or invention.
Research with disease-related goals, including work on the etiology, diagnosis or treatment of physical or mental
disease, abnormality, or malfunction in human beings or animals, is normally not supported. Animal models of
such conditions or the development or testing of drugs or other procedures for their treatment also are not eligible
for support. However, research in bioengineering, with diagnosis- or treatment-related goals, that applies
engineering principles to problems in biology and medicine while advancing engineering knowledge is eligible for
support. Bioengineering research to aid persons with disabilities also is eligible.
NSF does not have any programs involving the construction of public works in metropolitan areas, no development
assistance programs, no programs requiring State plans as a condition of assistance, none involving coordination
of planning in multi-jurisdictional areas and no programs of grants to State and local governments as defined in
Section 6501(4) of Title 31 of the United States Code (USC).
NSF receives over 50,000 proposals each year for research, education and training projects, of which
approximately 11,000 are funded. In addition, the Foundation receives over 15,000 applications for graduate and
postdoctoral fellowships. The agency operates no laboratories itself but does support National Research Centers,
user facilities, certain oceanographic vessels and Antarctic research stations. The Foundation also supports
cooperative research between universities and industry, US participation in international scientific and engineering
efforts, and educational activities at every academic level.
NSF is structured much like a university, with divisions/offices for the various disciplines and fields of science and
engineering and for science, math, engineering and technology education. NSF also uses a variety of
management mechanisms to coordinate research in areas that cross traditional disciplinary boundaries. The
Foundation is assisted by advisors from the scientific and engineering communities who serve on formal
committees or as ad hoc reviewers of proposals. This advisory system, which focuses on both program directions
and specific proposals, involves approximately 50,000 scientists and engineers each year. NSF staff members
who are experts in a certain field or area make award recommendations; Principal Investigators (PIs) receive
unattributed verbatim copies of peer reviews.
Grantees are wholly responsible for conducting their project activities and preparing the results for publication.
Thus, the Foundation does not assume responsibility for such findings or their interpretation.
Facilitation Awards for Scientists and Engineers with Disabilities provide funding for special assistance or
equipment to enable persons with disabilities to work on NSF-supported projects. See GPG Chapter II.D.4 for
instructions regarding preparation of these types of proposals.
1

For purposes of this Guide, the term “proposal” is interchangeable with the term “application.”

NSF has Text Telephone (TTY) and Federal Information Relay Service (FIRS) capabilities that enable individuals
with hearing or speech impairments to communicate with the Foundation about NSF programs, employment or
general information. TTY may be accessed at (703) 292-5090 and (800) 281-8749, FIRS at (800) 877-8339.
The NSF Information Center may be reached at (703) 292-5111.

Introduction:
B.

Foreword
2

The Proposal & Award Policies & Procedures Guide (PAPPG) is comprised of documents relating to the
Foundation's proposal and award process. The PAPPG, in conjunction with NSF’s Grant General Conditions,
serves as the Foundation’s implementation of 2 CFR § 200, Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards. If the PAPPG is silent on a specific area covered by 2 CFR § 200, the
requirements specified in 2 CFR § 200 must be followed.
It has been designed for use by both our customer community and NSF staff and consists of two parts:
•

Part I, the NSF Grant Proposal Guide (GPG) contains NSF’s proposal preparation and submission
guidelines. The GPG provides guidance for the preparation and submission of proposals to NSF. Some
NSF programs have program solicitations that modify the general provisions of the GPG, and, in such
cases, the guidelines provided in the solicitation must be followed.
The policy and procedural guidance contained in the NSF Grants.gov Application Guide should be followed
when preparing and submitting proposals to NSF via Grants.gov.

•

Part II, the NSF Award and Administration Guide (AAG), contains guidance on managing and monitoring
the award and administration of grants and cooperative agreements made by the Foundation. Coverage
includes the NSF award process, from issuance and administration of an NSF award through closeout.
Guidance regarding other grant requirements or considerations that either is not universally applicable or
which do not follow the award cycle also is provided. When NSF Grant General Conditions or an award
notice reference a particular section of the AAG, then that section becomes part of the award requirements
through incorporation by reference.

General
information
about
NSF
programs
may
be
found
on
the
NSF
website
at
http://www.nsf.gov/funding/browse_all_funding.jsp. Additional information about special requirements of individual
NSF programs may be obtained from the appropriate Foundation program office. Information about most program
deadlines
and
target
dates
for
proposals
are
available
on
the
NSF
website
at
http://www.nsf.gov/funding/pgm_list.jsp?org=NSF&ord=date. Program deadline and target date information also
appears in individual program announcements and solicitations and on relevant NSF Divisional/Office websites.
Catalog of Federal Domestic Assistance
NSF programs fall under the following categories in the latest Catalog of Federal Domestic Assistance (CFDA)
issued by the Office of Management and Budget and the General Services Administration:
47.041
47.049
47.050
47.070
47.074
47.075
47.076
47.079
XX-XX

-- Engineering
-- Mathematical and Physical Sciences
-- Geosciences
-- Computer and Information Science and Engineering
-- Biological Sciences
-- Social, Behavioral and Economic Sciences
-- Education and Human Resources
-- Office of Integrative Activities
-- International Science & Engineering

Any questions or comments regarding the NSF Proposal & Award Policies & Procedures Guide should be
addressed to the Policy Office, Division of Institution & Award Support, at (703) 292-8243 or by e-mail to
[email protected].

2

This Guide has been developed for use with NSF assistance programs; for information relating to NSF contracts, consult the
Guide to the NSF Contracting Process.

Introduction:
C.

Acronym List

AAG
ABR
ACH
ACM$
AD
ADPE
AOR
BFA
CAAR
CA/FATC
CA/PTC
CEQ
CFR
CGI
CMIA
COI
Co-PD
Co-PI
DACS
DAS
DCL
DD
DFM
DGA
DHHS
DIAS
DOC
DUNS
DURC
EAGER
EFT
E.O.
F&A
FAPIIS
FAQs
FAR
FASED
FDP
FEMA
FIRS
FOIA
FWA

Award & Administration Guide
Accomplishment-Based Renewal
Automated Clearing House (US Treasury)
Award Cash Management Service
Assistant Director
Automatic Data Processing Equipment
Authorized Organizational Representative
Budget, Finance & Award Management
Cost Analysis & Audit Resolution Branch
Cooperative Agreement
Financial/Administrative Terms and
Conditions
Cooperative Agreement Programmatic
Terms and Conditions
Council on Environmental Quality
Code of Federal Regulations
Continuing Grant Increment
Cash Management Improvement Act
Conflict of Interest
Co-Project Director
Co-Principal Investigator
Division of Acquisition and Cooperative
Support
Division of Administrative Services
Dear Colleague Letter
Division Director
Division of Financial Management
Division of Grants and Agreements
Department of Health and Human
Services
Division of Institution and Award Support
Department of Commerce
Data Universal Numbering System
Dual Use Research of Concern
EArly-Concept Grants for Exploratory
Research
Electronic Funds Transfer
Executive Order
Facilities & Administrative Costs
Federal Awardee Performance and
Integrity Information System
Frequently Asked Questions
Federal Acquisition Regulation
Facilitation Awards for Scientists and
Engineers with Disabilities
Federal Demonstration Partnership
Federal Emergency Management Agency
Federal Information Relay Service
Freedom of Information Act
Federal-wide Assurance

GC-1
GOE
GPG
GPO
GSA
IACUC
IBC
IRB
IRS
ISE
LOI
MREFC
NEPA
NIH
NSB
NSF
ODI
OGC
OHRP
OIA
OIG
OMB
ONR
PAPPG
PD
PHS
PI
PNAG
PO
RAPID
REU
ROA
RTC
RUI
SAM
SBA
SBIR
SF
SF LLL
SPO
SSN
STTR
TDD
TTY
URL
USC
USDA

Grant General Conditions
Government-Owned Equipment
Grant Proposal Guide
Government Printing Office
General Services Administration
Institutional Animal Care and Use
Committee
Institutional Biosafety Committee
Institutional Review Board
Internal Revenue Service
International Science & Engineering
Letters of Intent
Major Research Equipment and Facilities
Construction Account
National Environmental Policy Act
National Institutes of Health
National Science Board
National Science Foundation
Office of Diversity and Inclusion
Office of the General Counsel
Office for Human Research Protections
Office of Integrative Activities
Office of Inspector General
Office of Management and Budget
Office of Naval Research
Proposal & Award Policies & Procedures
Guide
Project Director
Public Health Service
Principal Investigator
Prospective New Awardee Guide
Program Officer
Rapid Response Research Grants
Research Experiences for
Undergraduates
Research Opportunity Awards
Research Terms and Conditions
Research in Undergraduate Institutions
System for Award Management
Small Business Administration
Small Business Innovation Research
Standard Form
Disclosure of Lobbying Activities
Sponsored Projects Office
Social Security Number
Small Business Technology Transfer
Telephonic Device for the Deaf
Text Telephone
Uniform Resource Locator
United States Code
US Department of Agriculture

Introduction:
D.

Definitions & NSF-Grantee Relationships

1.

Definitions

a.
An AUTHORIZED ORGANIZATIONAL REPRESENTATIVE (AOR)/AUTHORIZED REPRESENTATIVE
means the administrative official who, on behalf of the proposing organization is empowered to make certifications
and assurances and can commit the organization to the conduct of a project that NSF is being asked to support as
well as adhere to various NSF policies and grant requirements.
3

b.
A GRANT AGREEMENT means a legal instrument of financial assistance between NSF and a grantee
that, consistent with 31 U.S.C. 6302, 6304:
(1)
Is used to enter into a relationship the principal purpose of which is to transfer anything of value from NSF
to the grantee to carry out a public purpose authorized by a law of the United States (see 31 U.S.C. 6101(3)); and
not to acquire property or services for NSF’s direct benefit or use;
(2)
Is distinguished from a cooperative agreement in that it does not provide for substantial involvement
between NSF and the grantee in carrying out the activity contemplated by the NSF award.
NSF awards the following two types of grants:
(a)
A STANDARD GRANT means a type of grant in which NSF agrees to provide a specific level of support for
a specified period of time with no statement of NSF intent to provide additional future support without submission of
another proposal.
(b)
A CONTINUING GRANT means a type of grant in which NSF agrees to provide a specific level of support
for an initial specified period of time, usually a year, with a statement of intent to provide additional support for the
project for additional periods, provided funds are available and the results achieved warrant further support.
c.
A COST REIMBURSEMENT AWARD means a type of grant under which NSF agrees to reimburse the
grantee for work performed and/or costs incurred by the grantee up to the total amount specified in the grant. Such
costs must be allowable in accordance with the applicable cost principles. Accountability is based primarily on
technical progress, financial accounting and fiscal reporting. Except under certain programs and under special
circumstances, NSF grants and cooperative agreements are normally cost reimbursement type awards.
d.
A FIXED AMOUNT AWARD means a type of award in which NSF provides a specific level of support
without regard to actual costs incurred under the award. This type of NSF award reduces some of the
administrative burden and recordkeeping requirements for both the recipient and NSF. Accountability is based
primarily on performance and results.
e.
A COOPERATIVE AGREEMENT means a legal instrument of financial assistance between NSF and an
awardee that, consistent with 31 U.S.C. 6302–6305:
(1)
Is used to enter into a relationship the principal purpose of which is to transfer anything of value from NSF
to the recipient to carry out a public purpose authorized by a law of the United States (see 31 U.S.C. 6101(3)); and
not to acquire property or services for NSF’s direct benefit or use;
(2)
Is distinguished from a grant in that it provides for substantial involvement between NSF and the recipient
in carrying out the activity contemplated by the NSF award.
In the case of NSF, assistance awards involve the support or stimulation of scientific and engineering research,
science and engineering education or other related activities. NSF is authorized to use grants or cooperative
agreements for this purpose. Grants, however, are the primary mechanism of NSF support.
3

For purposes of this Guide, except where explicitly noted, the term “grant” is interchangeable with the term “cooperative
agreement”, and the term “grantee” is interchangeable with the “awardee” of a cooperative agreement.

f.
A GRANTEE means the organization or other entity that receives a grant and assumes legal and financial
responsibility and accountability both for the awarded funds and for the performance of the grant-supported activity.
NSF grants are normally made to organizations rather than to individual Principal Investigator/Project Director(s).
Categories of eligible proposers may be found in GPG Chapter I.
g.
PRINCIPAL INVESTIGATOR/PROJECT DIRECTOR (PI/PD) means the individual(s) designated by the
proposer, and approved by NSF, who will be responsible for the scientific or technical direction of the project. NSF
does not infer any distinction in scientific stature among multiple PIs, whether referred to as PI or co-PI. If more
than one, the first one listed will serve as the contact PI, with whom all communications between NSF program
officials and the project relating to the scientific, technical, and budgetary aspects of the project should take place.
The PI and any identified co-PIs, however, will be jointly responsible for submission of the requisite project reports.
The term "Principal Investigator" generally is used in research projects, while the term "Project Director" generally is
used in centers, large facilities, and other projects. For purposes of this Guide, PI/co-PI is interchangeable with
PD/co-PD.

2.

NSF-Grantee Relationships

a.
Grants will be used by NSF when the accomplishment of the project objectives requires minimal NSF
involvement during performance of the activities. Grants establish a relationship between NSF and the grantee in
which:
(1)
NSF agrees to provide up to a specified amount of financial support for the project to be performed under
the conditions and requirements of the grant. NSF will monitor grant progress and assure compliance with
applicable standards.
(2)
The grantee agrees to: perform the project as proposed; the prudent management of the funds provided;
and carry out the supported activities in accordance with the provisions of the grant. (See Award and Administration
Guide (AAG) Chapter I.B, for the documents that comprise an NSF grant.)
b.
Cooperative agreements will be used by NSF when the accomplishment of the project objectives requires
substantial ongoing Foundation involvement during the project performance period. Substantial agency involvement
may be necessary when an activity is technically and/or managerially complex and would require extensive or close
coordination between NSF and the awardee. This, however, does not affect NSF’s right to unilaterally suspend or
terminate support for cause or consider termination in accordance with AAG Chapter VII, if it is in the best interest
of NSF or the Government. The doctrine of substantial involvement is set forth in the Federal Grant and
Cooperative Agreement Act of 1977 (31 USC 6301-6308).
Examples of projects suitable for cooperative agreements include: management of research centers, large
curriculum projects, multi-user facilities, projects which involve complex subcontracting, construction or operations
of major in-house university facilities and major instrumentation development, and projects in which NSF
participates with other stakeholder agencies or organizations that have influence over project direction and/or
development.
Under a cooperative agreement, the awardee has primary responsibility for the conduct of the project. To the extent
that NSF does not reserve responsibility for coordinating or integrating the project activities with other related
activities or does not assume a degree of shared responsibility for certain aspects of the project, all such
responsibilities remain with the awardee. While NSF will monitor the cooperative agreement in accordance with the
terms and conditions of the award, the Foundation will not assume overall control of a project or unilaterally change
or direct the project activities.
The cooperative agreement will specify the extent to which NSF will advise, review, approve or otherwise be
involved with project activities, as well as NSF’s right to require more clearly defined deliverables. NSF may
provide advice, guidance or assistance of a technical, management, or coordinating nature and may require that
the awardee obtain NSF prior approval of specific decisions, milestones, or project activities.
Substantial
Involvement is incorporated in key areas of accountability in both financial and programmatic award terms;
examples include prior agency approval requirements, type and frequency of project plans, special reporting
requirements, and project and awardee reviews that NSF will conduct during the term of the award.

Cooperative agreements for construction are generally funded through a separate appropriation from Congress for
Major Research Equipment and Facilities Construction (MREFC). NSF maintains the MREFC appropriations in a
separate budget account, for major construction projects that successfully undergo a rigorous selection process.
MREFC funds cannot be co-mingled with funds for activities other than construction; therefore, NSF issues a
separate award for operations and other activities related to commissioning and management of the facility or major
instrument. The awardee is required to maintain an accounting system capable of segregating MREFC and
operating costs, and to ensure that such costs are applied accordingly.
Many large facility awards, including those for NSF-supported Federally Funded Research and Development
Centers (FFRDCs), consist of a cooperative agreement as an umbrella award, establishing the overall basic
provisions of the agreements, and separate cooperative support agreements with specific terms and conditions for
construction activities, management and operations, research activities that are co-sponsored by other agencies,
and any other focused activities that NSF needs to monitor separately from the overall objectives of the cooperative
agreement.

Introduction:
E.

NSF Organizations

The NSF organizations/offices described below are normally of most direct interest to the NSF proposer and
awardee community. Consult the NSF website at http://www.nsf.gov/staff/orglist.jsp for the most current listing of
NSF offices/directorates and an organizational chart.

1.

National Science Board

The National Science Board was established by Congress in 1950, and along with the Director, constitutes the
National Science Foundation. The Board provides oversight for, and establishes the policies of, the agency within
the framework of applicable national policies set forth by the President and the Congress. In this capacity, the
Board identifies issues that are critical to NSF’s future, approves NSF’s strategic budget directions, approves
annual budget submissions to the Office of Management and Budget, approves new programs and major awards,
analyzes NSF’s budget to ensure progress and consistency along the strategic direction set for NSF, and ensures
balance between initiatives and core programs. In addition, the Board is to serve as an independent body of
advisors to both the President and Congress on broad national policy issues and, together with the Director,
recommends and encourages the pursuit of national policies related to science and engineering research and
education. The Board is composed of 24 members appointed by the President. The NSF Director also serves as
an ex officio voting member of the Board. Members are selected on the basis of their distinguished service in
science and engineering research and education, and are representative of scientific, engineering, and educational
leadership throughout the Nation.

2.

Program Divisions/Offices

Program Divisions/Offices are responsible for the scientific, technical and programmatic review and evaluation of
proposals and for recommending that proposals be declined or awarded. The scientific, engineering and/or
educational aspects of an award will be monitored by the NSF Program Officer identified in the award notice. (See
GPG Chapter III for a detailed description of the NSF Merit Review Process.) Integral staff in the program
division/office relative to the NSF proposal and award process are:

a.
NSF Program Officers. Program Officers are considered subject matter experts in both technical and
programmatic areas. They conduct merit review of proposals and recommend which projects should be funded by
the Foundation.
b.
NSF Division Directors. Division Directors are NSF executives whose responsibilities include long-range
planning, contributing to the achievement of the Foundation’s strategic goals and objectives, and providing
stewardship for budgetary and other resources. They are responsible for ensuring the integrity of the merit review
and award process.

3.

Division of Grants & Agreements (DGA)

The Division of Grants and Agreements (DGA) supports the issuance of NSF assistance awards and provides
stewardship across the continuum of non-large facility awards from pre-award through closeout. DGA supports a
diverse set of stakeholders including grantees, NSF Directorates/Offices and others within the national scientific
research and education communities, and maintains a leadership role in the federal grants arena. In carrying out
NSF's primary mission of providing basic research support, DGA interacts on a continuing basis with academic and
non-academic institutions, private industry, state and local governments, and other Federal agencies. DGA is
responsible for the business, financial and administrative review of all recommended grants, most cooperative
agreements and other assistance awards and assuring that they are consistent with applicable policies, regulations,
directives and fund certifications.
Grants & Agreements Officers are responsible for issuing all amendments and certain postaward prior approvals
under these awards, for monitoring awardee compliance with the terms and conditions of the awards, and for the
administration and closeout of these awards.

4.

Division of Institution & Award Support (DIAS)

DIAS is responsible for the development and implementation of proposal and award policies & procedures,
clearance of NSF proposal-generating documents, risk assessment and postaward monitoring activities, cost
analysis and award support, audit resolution, electronic award and systems administration, and outreach to the
external community.
Through the Research.gov Business Office, housed within the DIAS front office, DIAS leads the modernization of
NSF’s externally-facing FastLane system. DIAS works collaboratively across the Foundation and with the research
community to define the business requirements for the modernization of PI, awardee, and reviewer-facing functions
that are delivered through Research.gov.
A more detailed description of the responsibilities of each of the operating organizations within DIAS follows:
a.
DIAS, through the Policy Office, is responsible for the development, coordination, and issuance of NSF preand postaward policies for the assistance programs of the National Science Foundation. The Policy Office provides
guidance on policies and procedures related to NSF's electronic proposal and award systems. The responsibility
for reviewing and providing official clearance approval for all NSF proposal-generating documents also resides in
the Policy Office.
Another important function of the Policy Office is the coordination of outreach programs for external stakeholders
and NSF staff. Through a variety of mechanisms, the Policy Office coordinates the release of timely and relevant
information regarding NSF policies and procedures, proposal preparation, and award management to the broad
research community. In addition to working closely with professional research administration associations, the
Policy Office coordinates two major grants conferences held at various locations throughout the US, typically in the
spring and fall each year.
b.
DIAS staff in the Cost Analysis and Audit Resolution (CAAR) Branch perform cost analyses and resolve
audit findings pertaining to the allowability, allocability, and appropriateness of costs claimed under all NSF
assistance awards. CAAR responsibilities include the performance of accounting systems reviews, financial
capability reviews, budget reviews, and award monitoring and business assistance. CAAR also negotiates indirect
cost rates for organizations that have Federal awards where NSF provides the preponderance of funding.
c.
DIAS staff in the Systems Office are responsible for the administration, oversight, and interpretation of
business rules for assistance awards across NSF electronic corporate systems. It is also responsible for systems
analysis and requirements development necessary for the implementation of assistance awards business rules.

5.

Division of Acquisition and Cooperative Support (DACS)

DACS provides acquisition and cooperative agreement award support for the Foundation. The Contracts Branch is
responsible for planning, solicitation, negotiation, award and administration of research and research support
contracts for NSF. The Cooperative Support Branch (CSB) is responsible for planning, solicitation, negotiation,
award and administration of cooperative agreements for FFRDCs and major research facilities in various stages of
construction and operations. CSB provides cooperative agreement management and oversight for supported multiinstitutional and international programs. This includes key participation and input on NSF project advisory teams,
business process reviews and redesign, risk assessments, financial and administrative assistance to all
stakeholders and on-site support for large research facilities and FFRDCs.

6.

Division of Financial Management (DFM)

DFM is responsible for the financial policy and financial management of NSF. The division is responsible for NSF’s
financial reporting, grantee business office relationships and payment of vendors. The Cash Management Branch
of DFM is available to assist grantee financial and business officials in matters of payment and financial reporting
discussed in Chapter III of the AAG.

7.

Large Facilities Office (LFO)

LFO is the Foundation’s primary resource for all policy or process issues related to the development,
implementation, and oversight of Major Research Equipment and Facilities Construction projects, and is the NSFwide resource on project management for large facilities. The Large Facilities Office Head has the institutional
authority and resources to effectively develop mandatory policies, which are approved by Senior Management, for
all phases of large facility construction and retirement. The Large Facilities Office Head is consulted on all policy
issues relating to large facility development. The Large Facilities Office Head provides expert assistance on nonscientific and non-technical aspects of project planning, budgeting, implementation, and management for large
facilities to further strengthen the oversight capabilities of NSF. The Large Facilities Office Head also facilitates the
use of best management practices by fostering coordination and collaboration throughout NSF to share application
of lessons learned from prior large facility projects.

8.

Office of the General Counsel (OGC)

OGC is the legal advisor and advocate for the Foundation, providing legal advice and counsel on all aspects of the
Foundation's programs, policies, and operations, as well as areas affecting science and technology more broadly.
Advice is provided in a wide variety of areas, such as: contracts and grants; ethics and conflicts of interest;
Freedom of Information Act; Privacy Act; labor and personnel law; environmental law; Federal fiscal and
administrative law and procedure; and international law and agreements.

9.

Office of Diversity & Inclusion (ODI)

ODI is responsible for responding to all civil rights matters pertaining to NSF programs or activities receiving
Federal financial assistance. (See AAG Chapter VI.A for additional information.)

10.

Office of Inspector General (OIG)

OIG is an independent oversight office that reports directly to the National Science Board and the Congress. It is
responsible for conducting audits, reviews, and investigations of NSF programs, organizations, and individuals that
apply for or receive NSF funding. OIG also investigates allegations of research misconduct, such as plagiarism,
falsification, or fabrication, involving researchers who request or receive NSF funding (see AAG Chapter VII.C.1).
The OIG staff includes scientists, attorneys, auditors, law enforcement personnel, evaluators, and information
technology specialists. OIG audits focus on NSF’s internal agency programs, as well as grants, contracts, and
cooperative agreements funded by NSF. Their purpose is to ensure that the financial, administrative, and program
activities of NSF are conducted efficiently and effectively, and that NSF awardee organizations claim costs that are
allowable, reasonable and properly allocated.
OIG investigations focus on program integrity and financial or nonfinancial wrongdoing by organizations and
individuals who submit proposals to, receive awards from, conduct business with, or work for NSF. Statutory law
enforcement authority was granted to OIG by the US Attorney General.
Anyone including grant recipients, administrators, and NSF personnel, should contact the OIG (1-800-428-2189 or
[email protected]) to report instances of possible misconduct, fraud, waste, or abuse.

Introduction:
F.

NSF Electronic Capabilities Modernization Status

NSF has undertaken a multi-year effort to modernize and transition grantee electronic capabilities from FastLane to
Research.gov. During this time, electronic capabilities will be developed and launched in Research.gov. These
capabilities may simultaneously still be available in FastLane for a period of time prior to being ultimately retired
and the functionality available exclusively through Research.gov. In order to assist grantees, NSF has developed a
matrix that lists NSF’s grantee electronic capabilities, and whether they can be found in FastLane, Research.gov or

both. This matrix will be updated as appropriate, independent of the Proposal & Award Policies & Procedures
Guide revision cycle. The current version is located at: http://www.nsf.gov/bfa/dias/policy/estatus_matrix/dec14.pdf.

DRAFT
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GRANT PROPOSAL GUIDE
Table of Contents
Chapter I:
A.
B.
C.

D.

E.

F.

G.

H.

NSF Proposal Preparation and Submission ...................................................................................... I-1
NSF Programs and Funding Opportunities ........................................................................................ I-1
Categories of Funding Opportunities ................................................................................................. I-2
1.
Dear Colleague Letters ......................................................................................................... I-2
2.
Program Descriptions ............................................................................................................ I-2
3.
Program Announcements ..................................................................................................... I-2
4.
Program Solicitations ............................................................................................................ I-2
Types of Submissions ........................................................................................................................ I-3
1.
Letters of Intent ..................................................................................................................... I-3
2.
Preliminary Proposals ........................................................................................................... I-3
a.
Invite/Not Invite Decisions ........................................................................................ I-3
b.
Encourage/Discourage Decisions ............................................................................ I-3
3.
Full Proposals ........................................................................................................................ I-4
Proprietary or Privileged Information.................................................................................................. I-4
Who May Submit Proposals ............................................................................................................... I-5
Categories of Proposers
......................................................................... I-5
1.
Universities and Colleges ...................................................................................................... I-5
2.
Non-profit, non-academic organizations ............................................................................... I-5
3.
For-profit organizations ......................................................................................................... I-5
4.
State and Local Governments ............................................................................................... I-5
5.
Unaffiliated Individuals .......................................................................................................... I-5
6.
Foreign organizations ............................................................................................................ I-5
7.
Other Federal agencies ......................................................................................................... I-6
When to Submit Proposals ................................................................................................................. I-6
1.
Target Dates .......................................................................................................................... I-6
2.
Deadline Dates ...................................................................................................................... I-6
Special Exceptions to NSF’s Deadline Date Policy ........................................................................... I-6
Natural or Anthropogenic Disasters ................................................................................................... I-6
Closure of NSF
.................................................................................................................... I-7
3.
Submission Windows ............................................................................................................ I-7
How to Submit Proposals ................................................................................................................... I-7
1.
Electronic Requirements ....................................................................................................... I-7
2.
Submission Instructions ........................................................................................................ I-7
3.
Requirements Relating to Data Universal Numbering System (DUNS)
Numbers and Registration in the System for Award Management (SAM) ............................ I-7
4.
NSF ID .................................................................................................................................. I-8
5.
Proposal Receipt ................................................................................................................... I-8
Proposal Processing .......................................................................................................................... I-8

Chapter II:
A.
B.

C.

Pre-Submission Information ............................................................................... I-1

Proposal Preparation Instructions ..................................................................... II-1

Conformance with Instructions for Proposal Preparation................................................................... II-1
Format of the Proposal ....................................................................................................................... II-2
1.
Proposal Pagination Instructions ........................................................................................... II-2
2.
Proposal Margin and Spacing Requirements ....................................................................... II-2
3.
Page Formatting .................................................................................................................... II-3
Proposal Contents .............................................................................................................................. II-3
1.
Single-Copy Documents ....................................................................................................... II-3
a.
Authorization to Deviate from NSF Proposal Preparation Requirements ................ II-3
b.
List of Suggested Reviewers or Reviewers Not to Include ...................................... II-3

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2.

c.
Proprietary or Privileged Information........................................................................ II-3
d.
Proposal Certifications ............................................................................................. II-3
e.
Collaborators & Other Affiliations Information .......................................................... II-6
Sections of the Proposal ....................................................................................................... II-6
a.
Cover Sheet ............................................................................................................. II-7
b.
Project Summary ...................................................................................................... II-9
c.
Table of Contents ..................................................................................................... II-9
d.
Project Description ................................................................................................... II-9
(i)
Content ....................................................................................................... II-9
(ii)
Page Limitations and Inclusion of Uniform Resource Locators
(URLs) within the Project Description ......................................................... II-10
(iii)
Results from Prior NSF Support.................................................................. II-10
(iv)
Unfunded Collaborations ............................................................................. II-11
(v)
Group Proposals ......................................................................................... II-11
(vi)
Proposals for Renewed Support ................................................................. II-11
e.
References Cited...................................................................................................... II-11
f.
Biographical Sketch(es) ........................................................................................... II-11
(i)
Senior Personnel ......................................................................................... II-11
(a)
Professional Preparation ................................................................ II-12
(b)
Appointments ................................................................................. II-12
(c)
Products ......................................................................................... II-12
(d)
Synergistic Activities ...................................................................... II-12
(ii)
Other Personnel .......................................................................................... II-12
(iii)
Equipment Proposals ................................................................................. II-13
g.
Budget and Budget Justification............................................................................... II-13
(i)
Salaries and Wages .................................................................................... II-13
(a)
Senior Personnel Salaries & Wages Policy ................................... II-13
(b)
Administrative and Clerical Salaries & Wages Policy .................... II-14
(c)
Procedures ..................................................................................... II-14
(d)
Confidential Budgetary Information ................................................ II-14
(ii)
Fringe Benefits ............................................................................................ II-14
(iii)
Equipment ................................................................................................... II-15
(iv)
Travel ....................................................................................................... II-15
(a)
General .......................................................................................... II-15
(b)
Domestic Travel ............................................................................. II-15
(c)
Foreign Travel ................................................................................ II-15
(v)
Participant Support ...................................................................................... II-15
(vi)
Other Direct Costs ....................................................................................... II-16
(a)
Materials and Supplies (including Costs of Computing Devices) .. II-16
(b)
Publication/Documentation/Dissemination..................................... II-16
(c)
Consultant Services (also referred to as Professional
Service Costs) .......................................................................................... II-16
(d)
Computer Services ......................................................................... II-17
(e)
Subawards ..................................................................................... II-17
(f)
Other .......................................................................................... II-17
(vii)
Total Direct Costs ........................................................................................ II-17
(viii)
Indirect Costs .............................................................................................. II-17
(ix)
Total Direct and Indirect Costs .................................................................... II-18
(x)
Amount of This Request .............................................................................. II-18
(xi)
Cost Sharing................................................................................................ II-18

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(xii)

Allowable and Unallowable Costs ............................................................... II-19
(a)
Entertainment ................................................................................. II-19
(b)
Meals and Coffee Breaks ............................................................... II-19
(c)
Alcoholic Beverages ....................................................................... II-19
h.
Current and Pending Support .................................................................................. II-19
i.
Facilities, Equipment and Other Resources ............................................................. II-20
j.
Special Information and Supplementary Documentation ......................................... II-20
k.
Appendices ............................................................................................................... II-22
D.
Special Guidelines .............................................................................................................................. II-22
1.
Rapid Response Research (RAPID) Proposals ................................................................... II-22
2.
EArly-concept Grants for Exploratory Research (EAGER) Proposals .................................. II-23
3.
Ideas Lab ............................................................................................................................... II-24
4.
Facilitation Award for Scientists and Engineers with Disabilities (FASED)........................... II-25
5.
Collaborative Proposals ........................................................................................................ II-26
6.
Equipment Proposals ........................................................................................................... II-27
7.
Proposals Involving Vertebrate Animals ............................................................................... II-28
8.
Proposals Involving Human Subjects .................................................................................... II-29
9.
Conference Proposals ........................................................................................................... II-30
10.
International Travel Proposals .............................................................................................. II-32
11.
Support for Development of NSF Centers ............................................................................ II-32
12.
Support for Development of Major Research Equipment and Facilities ............................... II-33
13.1
Projects Requiring High-Performance Computing Resources, Large Amounts of Data
Storage, or Advanced Visualization Resources .................................................................... II-33
14.
Dual Use Research of Concern ........................................................................................... II-33
Exhibit II-1:
Proposal Preparation Checklist ............................................................................................. II-35
Exhibit II-2
Potentially Disqualifying Conflicts of Interest ........................................................................ II-38
Exhibit II-3:
Drug-Free Workplace Certification ........................................................................................ II-39
Exhibit II-4
Debarment and Suspension Certification ............................................................................. II-41
Exhibit II-5
Lobbying Certification ............................................................................................................ II-43
Exhibit II-6
Nondiscrimination Certification .............................................................................................. II-44
Exhibit II-7:
Definitions of Categories of Personnel .................................................................................. II-45

Chapter III:

NSF Proposal Processing and Review .............................................................. III-1

A.

Merit Review Principles and Criteria .................................................................................................. III-1
Intellectual Merit ................................................................................................................................. III-2
Broader Impacts ................................................................................................................................. III-2
B.
Selection of Reviewers ....................................................................................................................... III-2
C.
Proposal File Updates ........................................................................................................................ III-3
D.
Revisions to Proposals Made During the Review Process ................................................................ III-4
E.
Funding Recommendation ................................................................................................................. III-4
F.
NSF’s Risk Management Framework and the Decision to Award or Decline Proposals ................... III-4
G.
Review Information Provided to PI ..................................................................................................... III-6
H.
Release of Grantee Proposal Information .......................................................................................... III-7
Exhibit III-1:
NSF Proposal & Award Process & Timeline ......................................................................... III-8

Chapter IV:
A.
B.
C.
D.
E.

Proposal Withdrawal .......................................................................................................................... IV-1
Proposals Not Accepted or Returned Without Review ...................................................................... IV-2
Declinations ........................................................................................................................................ IV-2
Reconsideration ................................................................................................................................. IV-2
Resubmission ..................................................................................................................................... IV-4

Chapter V:
A.
B.

Non-Award Decisions and Transactions ........................................................... IV-1

Renewal Proposals.............................................................................................. V-1

Traditional Renewal............................................................................................................................ V-1
Accomplishment-Based Renewal ...................................................................................................... V-1

Grant Proposal Guide

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Subject Index

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Chapter I:
A.

Pre-Submission Information

NSF Proposal Preparation and Submission

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

Proposal Preparation and Submission via the NSF FastLane System. The policy and procedural
guidance contained in the Grant Proposal Guide (GPG) relates specifically to proposals submitted via
the NSF FastLane System. FastLane may be used for proposal preparation, submission,file update,
and postaward administrative activities. Detailed information about the FastLane System is available
from the FastLane website at https://www.fastlane.nsf.gov.

•

Proposal Preparation and Submission via Grants.gov. The policy and procedural guidance
contained in the NSF Grants.gov Application Guide relates specifically to proposals submitted via
Grants.gov. Grants.gov was established as a governmental resource to electronically find grant
opportunities as well as to apply for federal awards. Grants.gov is a central storehouse for information
on over 1,000 grant programs from the 26 Federal grant-making agencies and provides access to
approximately $500 billion annually in awards. Detailed information about Grants.gov is available from
the Grants.gov website at http://www.grants.gov.

Contact with NSF program personnel prior to proposal preparation and submission is encouraged. Some NSF
programs have program solicitations that modify the general provisions of the GPG and/or the Grants.gov
Application Guide, and, in such cases, the guidelines provided in the solicitation must be followed. (See GPG
Section C.4 below for further information on NSF program solicitations.)

B.

NSF Programs and Funding Opportunities

NSF does not normally support technical assistance, pilot plant efforts, research requiring security classification,
the development of products for commercial marketing, or market research for a particular project or invention.
Research with disease-related goals, including work on the etiology, diagnosis or treatment of physical or
mental disease, abnormality, or malfunction in human beings or animals, is normally not supported. Animal
models of such conditions or the development or testing of drugs or other procedures for their treatment also are
not eligible for support. However, research in bioengineering, with diagnosis- or treatment-related goals, that
applies engineering principles to problems in biology and medicine while advancing engineering knowledge is
eligible for support. Bioengineering research to aid persons with disabilities also is eligible.
The NSF website provides the most comprehensive source of information on NSF Directorates/Offices
(including contact information), programs and funding opportunities. Use of this website by potential proposers
is strongly encouraged. In addition, "NSF Update" is an information-delivery system designed to keep potential
proposers and other interested parties apprised of new NSF funding opportunities and publications, important
changes in proposal and award policies and procedures, and upcoming NSF Grants Conferences. Subscribers
are informed through e-mail or the user's web browser each time new publications are issued that match their
identified
interests.
"NSF
Update"
is
available
on
NSF's
website
at:
https://public.govdelivery.com/accounts/USNSF/subscriber/new?qsp=823.
Grants.gov provides an additional electronic capability to search for Federal government-wide grant
opportunities. NSF funding opportunities may be accessed via this mechanism. Further information on
Grants.gov may be obtained at http://www.grants.gov.

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C.

Categories of Funding Opportunities

NSF utilizes a variety of mechanisms to communicate opportunities for research and education support, as well
as to generate proposals. A brief description of each category of funding opportunity follows.
1.

Dear Colleague Letters

Dear Colleague Letters (DCLs) are intended to provide general information to the community, clarify or amend
an existing policy or document, or inform the NSF proposer community about upcoming opportunities or special
competitions for supplements to existing awards. In addition, DCLs are often used to draw attention to an
impending change in NSF policies or programs.
2.

Program Descriptions

The term "program description" includes broad, general descriptions of programs and activities in NSF
Directorates/Offices and Divisions. Program descriptions are posted on Directorate/Division websites to
encourage the submission of proposals in specific program areas of interest to NSF.
Program descriptions, like program announcements, utilize the generic eligibility and proposal preparation
instructions specified in the GPG, as well as the National Science Board (NSB)-approved merit review criteria.
See GPG Chapter III for additional information.
3.

Program Announcements

The term "program announcement" refers to formal NSF publications that announce NSF programs. Program
announcements utilize the generic eligibility and proposal preparation guidelines specified in the GPG and
incorporate the NSB-approved merit review criteria.
4.

Program Solicitations

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

provides supplemental proposal preparation guidance or deviates from the guidelines established in the
GPG;

•

contains additional review criteria relevant to the program;

•

requires submission of a letter of intent (see GPG Chapter I.D.1) or preliminary proposal (see GPG
Chapter I.D.2);

•

deviates from (or restricts) the standard categories of proposers specified in Section E. below;

•

limits the number of proposals that may be submitted by any organization and/or researcher/educator;

•

requires cost sharing;

•

requires a limitation in indirect (F&A) costs;

•

specifies additional award conditions or reporting requirements;

•

anticipates use of a cooperative agreement; or

1

1

Unless otherwise specified, the term “organization” refers to all categories of proposers.
I-2

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•

permits inclusion of the payment of fees to awardees, when appropriate.

D.

Types of Submissions

1.

Letters of Intent

Some NSF program solicitations require or request submission of a letter of intent (LOI) in advance of
submission of a full proposal. An LOI is not a binding document. The predominant reason for its use is to help
NSF program staff gauge the size and range of the competition, enabling earlier selection and better
management of reviewers and panelists. In addition, the information contained in an LOI is used to help avoid
potential conflicts of interest in the review process.
An LOI normally contains the Principal Investigator’s (PI’s) and co-PI's names, a proposed title, a list of possible
participating organizations (if applicable), and a synopsis that describes the work in sufficient detail to permit an
appropriate selection of reviewers. An LOI is not externally evaluated or used to decide on funding. The
requirement to submit an LOI will be identified in the program solicitation, and such letters are submitted
electronically to NSF. Failure to submit a required LOI identified in a program solicitation will result in a full
proposal not being accepted or returned without review.
2.

Preliminary Proposals

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

reduce the proposers' unnecessary effort in proposal preparation when the chance of success is very
small. This is particularly true of exploratory initiatives when the community senses that a major new
direction is being identified, or competitions that will result in a small number of awards;

•

increase the overall quality of the full submission; and

•

assist NSF program staff in managing the review process and in the selection of reviewers.

The NSF program solicitation will specify content and submission requirements when preliminary proposals are
to be used. Preliminary proposals are prepared by the PI using the Proposal Preparation Module in FastLane.
On the Cover Sheet, the PI clicks on the "Preliminary Proposal" check box. The PI completes only the sections
appropriate to the preliminary proposal. The PI then forwards the proposal to the appropriate office at his/her
organization, and the Authorized Organizational Representative (AOR) signs and submits the preliminary
proposal via use of NSF’s electronic systems.
One of the following two types of decisions may be received from NSF upon submission of a preliminary
proposal. The program solicitation will specify the type of decision to be rendered for a particular program.
a.

Invite/Not Invite Decisions

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

Encourage/Discourage Decisions

This type of mechanism is used when the NSF decision made on the preliminary proposal is advisory only. This
means that submitters of both favorably and unfavorably reviewed preliminary proposals are eligible to submit
full proposals. The PI and the organization's Sponsored Projects Office will be notified of NSF's decision to
either encourage or discourage submission of a full proposal.
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3.

Full Proposals

The full proposal should present the (1) objectives and scientific, engineering, or educational significance of the
proposed work; (2) suitability of the methods to be employed; (3) qualifications of the investigator and the
grantee organization; (4) effect of the activity on the infrastructure of science, engineering and education, if
applicable; and (5) amount of funding required. It should present the intellectual merit and broader impacts of
the proposed project clearly and should be prepared with the care and thoroughness of a paper submitted for
publication. The requisite proposal preparation instructions are contained in GPG Chapter II. Sufficient
information should be provided to enable reviewers to evaluate the proposal in accordance with the two merit
review criteria established by the National Science Board. (See GPG Chapter III for additional information on
NSF processing and review of proposals.)
NSF expects strict adherence to the rules of proper scholarship and attribution. The responsibility for proper
scholarship and attribution rests with the authors of a proposal; all parts of the proposal should be prepared with
equal care for this concern. Authors other than the PI (or any co-PI) should be named and acknowledged.
Serious failure to adhere to such standards can result in findings of research misconduct. NSF policies and
2
rules on research misconduct are discussed in the AAG Chapter VII.C, as well as 45 CFR Part 689.
The Metric Conversion Act of 1975, as amended, and Executive Order 12770 of 1991 encourage Federal
agencies to use the Metric System (SI) in procurement, grants and other business-related activities. Proposers
are encouraged to use the Metric System of weights and measures in proposals submitted to the Foundation.
Grantees also are encouraged to use metric units in reports, publications and correspondence relating to
proposals and awards.
Proprietary or Privileged Information
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. Such information must be clearly marked in the proposal and
be appropriately labeled with a legend such as,
"The following is (proprietary or confidential) information that (name of proposing organization)
requests not be released to persons outside the Government, except for purposes of review and
evaluation."
Such information also may be included as a separate statement. If this method is used, the statement must be
submitted as a single-copy document in the Proposal Preparation Module in FastLane. (See also GPG Chapter
3
II.C.1 for further information regarding submission of single-copy documents.)
The box 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. (See also GPG Chapter
III.H.)

2

Research misconduct refers to fabrication, falsification, or plagiarism in proposing or performing research funded by NSF,
reviewing research proposals submitted to NSF, or in reporting research results funded by NSF. Institutions involved in
international collaborations might find materials provided by the Organisation for Economic Co-operation and Development
(OECD) "Research Integrity: preventing misconduct and dealing with allegations" useful. See: http://tinyurl.com/l76p3b
3
Detailed instructions for submission of proprietary or privileged information is available in FastLane at
http://www.fastlane.nsf.gov/help/proprietary.htm.
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E.

Who May Submit Proposals

NSF welcomes proposals on behalf of all qualified scientists, engineers and educators. The Foundation
strongly encourages women, minorities and persons with disabilities to participate fully in its programs. In
accordance with Federal statutes, regulations and NSF policies, no person on grounds of race, color, age, sex,
national origin or disability shall be excluded from participation in, be denied the benefits of, or be subjected to
discrimination, under any program or activity receiving financial assistance from NSF, although some programs
may have special requirements that limit eligibility.
Scientists, engineers and educators usually initiate proposals that are officially submitted by their employing
organization. Before formal submission, the proposal may be discussed with appropriate NSF program staff.
Graduate students are not encouraged to submit research proposals, but should arrange to serve as research
assistants to faculty members. Some NSF divisions accept proposals for Doctoral Dissertation Research
Grants when submitted by a faculty member on behalf of the graduate student.
Categories of Proposers
Except where a program solicitation establishes more restrictive eligibility criteria, individuals and organizations
in the following categories may submit proposals:
1.
Universities and Colleges  Universities and two- and four-year colleges (including community
colleges) accredited in, and having a campus located in, the US acting on behalf of their faculty members. Such
organizations also are referred to as academic institutions. Institutions located outside the US fall under
paragraph 6. below.
2.
Non-profit, non-academic organizations  Independent museums, observatories, research
laboratories, professional societies and similar organizations located in the US that are directly associated with
educational or research activities.
3.
For-profit organizations  US commercial organizations, especially small businesses with strong
capabilities in scientific or engineering research or education. An unsolicited proposal from a commercial
organization may be funded when the project is of special concern from a national point of view, special
resources are available for the work, or the proposed project is especially meritorious. NSF is interested in
supporting projects that couple industrial research resources and perspectives with those of universities;
therefore, it especially welcomes proposals for cooperative projects involving both universities and the private
commercial sector.
4.
State and Local Governments  State educational offices or organizations and local school districts
may submit proposals intended to broaden the impact, accelerate the pace, and increase the effectiveness of
improvements in science, mathematics and engineering education in both K-12 and post-secondary levels.
5.
Unaffiliated Individuals  Scientists, engineers or educators in the US and US citizens may be
eligible for support, provided that the individual is not employed by, or affiliated with, an organization, and the
individual:
•

has demonstrated the capability and has access to any necessary facilities to carry out the project; and

•

agrees to fiscal arrangements that, in the opinion of the NSF Division of Grants & Agreements, ensure
responsible management of Federal funds.

Unaffiliated individuals must contact the appropriate program prior to preparing and submitting a proposal.
6.
Foreign organizations  NSF rarely provides support to foreign organizations. NSF will consider
proposals for cooperative projects involving US and foreign organizations, provided support is requested only for
the US portion of the collaborative effort.

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7.
Other Federal agencies  NSF does not normally support research or education activities by
scientists, engineers or educators employed by Federal agencies or Federally Funded Research and
Development Centers (FFRDCs). Under unusual circumstances, other Federal agencies and FFRDCs may
submit proposals directly to NSF. A proposed project is only eligible for support if it meets one or more of the
following exceptions, as determined by a cognizant NSF Program Officer:
•

Special Projects. Under exceptional circumstances, research or education projects at other Federal
agencies or FFRDCs that can make unique contributions to the needs of researchers elsewhere or to
other specific NSF objectives may receive NSF support.

•

National and International Programs. The Foundation may fund research and logistic support activities
of other Government agencies or FFRDCs directed at meeting the goals of special national and
international research programs for which the Foundation bears special responsibility, such as the US
Antarctic Research Program.

•

International Travel Awards. In order to ensure appropriate representation or availability of a particular
expertise at an international conference, staff researchers of other Federal agencies may receive NSF
international travel awards.

Proposers who think their project may meet one of the exceptions listed above must contact a cognizant NSF
Program Officer before preparing a proposal for submission. In addition, a scientist, engineer or educator who
has a joint appointment with a university and a Federal agency (such as a Veterans Administration Hospital, or
with a university and a FFRDC) may submit proposals through the university and may receive support if he/she
is a faculty member of the university, although part of his/her salary may be provided by the Federal agency.
Preliminary inquiry must be made to the appropriate program before preparing a proposal for submission.

F.

When to Submit Proposals

Proposers should allow adequate time for processing of proposals (see GPG Chapter I.H. for further
information). Many NSF programs accept proposals at any time. Other programs, however, establish due
dates for submission of proposals. The following types of due dates are utilized by NSF:
1.
Target Dates: dates after which proposals will still be accepted, although they may miss a particular
panel or committee meeting.
2.
Deadline Dates: dates after which proposals will not be accepted or will be returned without review by
NSF. The deadline date will be waived only in extenuating circumstances. Such a deviation may be authorized
only in accordance with GPG Chapter II.A.
Special Exceptions to NSF’s Deadline Date Policy
In the event of a natural or anthropogenic disaster, or when NSF is closed due to inclement weather or other
reason that interferes with an organization’s ability to meet a proposal submission deadline, NSF has developed
the following guidelines for use by impacted organizations.
Natural or Anthropogenic Disasters - Flexibility in meeting announced deadline dates because of a natural or
anthropogenic disaster that impacts a proposer’s ability to submit a proposal to NSF may be granted with the
approval of the cognizant NSF Program Officer. Where possible, such requests should be submitted in advance
of the proposal deadline. The Foundation will work with each impacted organization on a case-by-case basis to
address its specific issue(s). Proposers should contact the cognizant NSF Program Officer in the Division/Office
to which they intend to submit their proposal and request authorization to submit a “late proposal.” Proposers
should then follow the written or verbal guidance provided by the cognizant NSF Program Officer. Generally,
NSF permits extension of the deadline by up to five business days.

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4

Closure of NSF – When NSF is closed due to inclement weather or other reason , deadline(s) that occurred
during the closure will be extended to the following business day after the closure ends.
3.
Submission Windows: designated periods of time during which proposals will be accepted for review
by NSF. It is NSF’s policy that the end date of a submission window converts to, and is subject to, the same
policies as a deadline date.
These target dates, deadlines, and submission windows are published in specific program descriptions, program
5
announcements and solicitations that can be obtained through the NSF website. Unless otherwise stated in a
program announcement or solicitation, proposals must be received by the specified date. If the deadline date
falls on a weekend, it will be extended to the following Monday; if the date falls on a Federal holiday, it will be
extended to the following business day. Proposals must be received by 5 p.m. submitter's local time on the
6
Failure to submit by 5.p.m. submitter’s local time will result in the proposal not
established deadline date.
being accepted. See GPG Chapter IV.B for additional information.

G.

How to Submit Proposals

1.

Electronic Requirements

Proposals to NSF must be submitted via the NSF FastLane System or via use of Grants.gov. For proposals
prepared and submitted via Grants.gov, the guidelines specified in the NSF Grants.gov Application Guide apply.

2.

Submission Instructions

The same work/proposal cannot be funded twice. If the proposer envisions review by multiple programs, more
than one program may be designated on the Cover Sheet. The submission of duplicate or substantially similar
proposals concurrently for review by more than one program without prior NSF approval will result in the return
of the redundant proposals. (See GPG Chapter IV.B for further information.)
Research proposals to the Biological Sciences Directorate ONLY (not proposals for conferences) cannot be
duplicates of proposals to any other Federal agency for simultaneous consideration. The only exceptions to this
rule are: (1) when the program officers at the relevant Federal agencies have previously agreed to joint review
and possible joint funding of the proposal; or (2) proposals for PIs who are beginning investigators (individuals
who have not been a PI or co-PI on a Federally funded award with the exception of doctoral dissertation,
postdoctoral fellowship or research planning grants). For proposers who qualify under this latter exception, the
box for "Beginning Investigator" must be checked on the Cover Sheet.
In submission of a proposal for funding by the Authorized Organizational Representative (AOR), the AOR is
required to provide certain proposal certifications. (See GPG Chapter II.C.1.d for a listing.) This certification
process will occur concurrently with submission of the proposal.

3.
Requirements Relating to Data Universal Numbering System (DUNS) Numbers and
Registration in the System for Award Management (SAM)
Proposers must provide a Dun and Bradstreet (D&B) DUNS number when applying for a new award or renewal
award. NSF requires that organizations registering to use NSF’s electronic systems have a valid and active
SAM registration and have a valid DUNS number. NSF will also validate that each proposer’s DUNS number
and SAM registration are active and valid prior to allowing submission of a proposal to NSF. Any subrecipients
named in the proposal also are required to obtain a DUNS number and register in FastLane. Subrecipients
named in the proposal, however, do not need to be registered in SAM.

This policy is not intended to cover NSF closures due to lapses in appropriation. In such cases, specific guidance will be
issued, as appropriate.
5
A listing of upcoming target dates and deadlines, sorted by date and by program area is available on the NSF website at:
http://nsf.gov/funding/pgm_list.jsp?org=NSF&ord=date.
6
Letters of intent or preliminary proposals also follow the 5 p.m. submitter's local time standard.
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4

The SAM is the primary registrant database for the US Government. SAM collects, validates, stores, and
disseminates data in support of agency acquisition missions, including Federal agency contract and assistance
awards. This SAM registration must be maintained with current information at all times during which the
organization has an active award or a proposal under consideration by NSF. Failure to comply with the SAM
registration requirement prior to proposal submission may impact the processing of the proposal. To register in
the SAM, go to https://www.sam.gov. Proposers are advised that entity registration will become active after
three to five days when the Internal Revenue Service (IRS) validates the Tax ID Number.
The organization also is responsible for updating all SAM registration information as it changes. Once an award
is made, failure to maintain current and complete information within SAM will impact receipt of funding. To
maintain an active status in SAM, an organization’s registration must be renewed and revalidated at least every
12 months from the date of the previous registration. If the registration is not renewed, it will expire. An expired
registration will impact the organization’s ability to submit proposals or receive grant payments.
SAM is the NSF system of record for organizational information, including financial information. The Legal
Business Name and Physical Address information are automatically input into the proposer’s SAM registration
from D&B, and it is the organization’s responsibility to keep this information updated.

4.

NSF ID

The NSF ID is a unique numerical identifier assigned to users by NSF. The NSF ID will be used throughout
7
NSF’s electronic systems as a login ID and identification verification. Each individual user of NSF systems,
(e.g., Fastlane and Research.gov) should not have more than one NSF ID. Users with more than one NSF ID
should contact the Help Desk at (800) 673-6188 or (703) 292-8142 or by e-mail to [email protected] for
assistance.
Submission of Social Security Numbers (SSNs) only will be requested where it is necessary for business
purposes, e.g., financial reimbursement. An SSN is solicited under NSF Act of 1950, as amended.

5.

Proposal Receipt

Once the proposal is submitted, PIs can check the status of the proposal via use of NSF’s electronic systems. If
a proposal number is not reflected in the electronic systems, contact the Help Desk at (800) 673-6188 or (703)
292-8142 or by e-mail to [email protected].
Communications about the proposal should be addressed to the cognizant NSF Program Officer with reference
to the proposal number. Proposers are strongly encouraged to use NSF’s electronic systems to verify the status
of their submission to NSF.

H.

Proposal Processing

Proposers should allow up to six months for programmatic review and processing (see GPG Chapter III for
additional information on the NSF merit review process). In addition, proposers should be aware that the NSF
Division of Grants and Agreements generally makes awards within 30 days after the program division/office
makes its recommendation. Grants being made to organizations that have not received an NSF award within
the preceding five years, or involving special situations (such as coordination with another Federal agency or a
private funding source), cooperative agreements, and other unusual arrangements may require additional
review and processing time. Proposals that are time-sensitive (e.g., conference and group travel) will be
accepted for review only if, in the opinion of the cognizant Program Officer, they are received in sufficient time to
permit appropriate NSF review and processing to support an award in advance of the activity to be supported.
Every effort is made to reach a decision and inform the proposer promptly. Until an award is made, NSF is not
responsible for any costs incurred by the proposing organization.

7

NSF has developed a matrix entitled, Electronic Capabilities Modernization Status, that lists NSF’s electronic capabilities,
and whether they can be found in FastLane, Research.gov or both. This matrix will be updated as appropriate, independent
of the PAPPG revision cycle. The current version is located at: updated version will be provided at the time of publication.
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Chapter II:

Proposal Preparation Instructions

Each proposing organization that is new to NSF or has not had an active NSF assistance award within the
previous five years should be prepared to submit basic organization and management information and
certifications, when requested, to the applicable award-making division within the Office of Budget, Finance &
Award Management (BFA). The requisite information is described in the NSF Prospective New Awardee Guide.
The information contained in this Guide will assist the organization in preparing documents which NSF requires
to conduct administrative and financial reviews of the organization. This Guide also serves as a means of
highlighting the accountability requirements associated with Federal awards.
To facilitate proposal preparation, Frequently Asked Questions (FAQs) regarding proposal preparation and
8
submission are available on the NSF website.
Proposers should also be aware of core strategies that are essential to the fulfillment of NSF’s mission, as
articulated in Investing in Science, Engineering, and Education for the Nation’s Future: NSF Strategic Plan, 20142018. These strategies are integrated in the program planning and implementation process, of which proposal
review is one part. NSF’s mission is particularly well-implemented through the integration of research and
education and broadening participation in NSF programs, projects, and activities.
One of the strategic objectives in support of NSF’s mission is to foster integration of research and education
through the programs, projects, and activities it supports at NSF awardee organizations. These organizations
recruit, train, and prepare a diverse science, technology, engineering, and mathematics (STEM) workforce to
advance the frontiers of science and participate in the US technology-based economy. NSF’s contribution to the
national innovation ecosystem is to provide cutting-edge research under the guidance of the Nation’s most
creative scientists and engineers. NSF also supports development of a strong STEM workforce by investing in
building the knowledge that informs improvements in STEM teaching and learning.
NSF’s mission calls for the broadening of opportunities and expanding participation of groups, organizations, and
geographic regions that are underrepresented in STEM disciplines, which is essential to the health and vitality of
science and engineering. NSF is committed to this principle of diversity and deems it central to the programs,
projects, and activities it considers and supports.

A.

Conformance with Instructions for Proposal Preparation

It is important that all proposals conform to the instructions provided in the GPG or the NSF Grants.gov
Application Guide. Conformance is required and will be strictly enforced unless an authorization to deviate from
standard proposal preparation requirements has been approved. NSF will not accept or will return without review
proposals that are not consistent with these instructions. See GPG Chapter IV.B for additional information. NSF
authorization to deviate from these instructions must be received prior to proposal submission. Deviations may
be authorized in one of two ways:
1.

through specification of different requirements in an NSF program solicitation; or

2.

by the written approval of the cognizant NSF Assistant Director/Office Head or designee. These
approvals to deviate from NSF proposal preparation instructions may cover a particular program or
programs or, in rare instances, an individual deviation for a particular proposal.

Proposers may deviate from these instructions only to the extent authorized. Proposals must include an
authorization to deviate from standard NSF proposal preparation instructions in one of the following ways, as
appropriate: (a) by identifying the solicitation number that authorized the deviation in the appropriate block on the
Cover Sheet; or (b) for individual deviations, by identifying the name, date and title of the NSF official authorizing
the deviation.

8

FAQs regarding FastLane proposal preparation and submission also are available in FastLane.
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B.

Format of the Proposal

Prior to submission, it is strongly recommended that proposers conduct an administrative review to ensure that
proposals comply with the proposal preparation guidelines established in the GPG or the NSF Grants.gov
Application Guide. The Proposal Preparation Checklist (GPG Exhibit II-1) may be used to assist in this review.
The checklist is not intended to be an all-inclusive repetition of the required proposal contents and associated
proposal preparation guidelines. It is, however, meant to highlight certain critical items so they will not be
overlooked when the proposal is prepared.
Upon entering the proposal preparation module, the PI will be prompted to select information describing the
nature and type of proposal being developed.
1.

Whether the proposal is:

•
•
•

A collaborative proposal from one organization (see GPG Chapter II.D.5.a);
A collaborative proposal from multiple organizations (see GPG Chapter II.D.5.b); or
Not a collaborative proposal.

2.

The type of proposal being developed:

•
•
•
•
•
•
•
•
•

Research - other than RAPID or EAGER (see GPG Chapter II);
RAPID (see GPG Chapter II.D.1);
EAGER (see GPG Chapter II.D.2);
Ideas Lab (see GPG Chapter II.D.3);
Conference (see GPG Chapter II.D.9);
Equipment (see GPG Chapter II.D.6);
International Travel (see GPG Chapter II.D.10);
Facility/Center (see relevant funding opportunity).
Fellowship (see relevant funding opportunity); or

The requested proposal information noted above will be used to determine the applicable proposal preparation
business rules that must be followed. Proposers are strongly advised to review the applicable sections of the
GPG pertinent to the type of proposal being developed PRIOR to submission.
1.

Proposal Pagination Instructions

Proposers are advised that FastLane does not automatically paginate a proposal. Each section of the proposal
that is uploaded as a file must be individually paginated prior to being uploaded to the electronic system.
2.

Proposal Margin and Spacing Requirements

The proposal must conform to the following requirements:
a.

Use one of the following typefaces identified below:

•
•
•

Arial , Courier New, or Palatino Linotype at a font size of 10 points or larger;
Times New Roman at a font size of 11 points or larger; or
Computer Modern family of fonts at a font size of 11 points or larger.

9

A font size of less than 10 points may be used for mathematical formulas or equations, figures, table or diagram
captions and when using a Symbol font to insert Greek letters or special characters. PIs are cautioned, however,
that the text must still be readable.
b.

9

No more than six lines of text within a vertical space of one inch.

Macintosh users also may use Helvetica and Palatino typefaces.
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c..

Margins, in all directions, must be at least an inch.

These requirements apply to all uploaded sections of a proposal, including supplementary documentation.
3.

Page Formatting

Proposers are strongly encouraged to use only a standard, single-column format for the text.
The guidelines specified above establish the minimum type size requirements; however, PIs are advised that
readability is of paramount importance and should take precedence in selection of an appropriate font for use in
the proposal. Small type size makes it difficult for reviewers to read the proposal; consequently, the use
of small type not in compliance with the above guidelines may be grounds for NSF to return the proposal
without review. Adherence to type size and line spacing requirements also is necessary to ensure that no
proposer will have an unfair advantage, by using smaller type or line spacing to provide more text in the
proposal.

C.

Proposal Contents

1.

Single-Copy Documents

Certain categories of information that are submitted in conjunction with a proposal are for "NSF Use Only." As
such, the information is not provided to reviewers for use in the review of the proposal. With the exception of
10
proposal certifications (which are submitted via the Authorized Organizational Representative function ), these
documents should be submitted via the FastLane Proposal Preparation Module. A summary of each of these
categories follows:
a.

Authorization to Deviate from NSF Proposal Preparation Requirements (if applicable)

Instructions for obtaining authorization to deviate from NSF proposal preparation instructions are provided in
GPG Chapter II.A.
b.

List of Suggested Reviewers or Reviewers Not to Include (optional)

Proposers may include a list of suggested reviewers (including email address and institutional affiliation) who
they believe are especially well qualified to review the proposal. Proposers also may designate persons they
would prefer not review the proposal, indicating why. These suggestions are optional. GPG Exhibit II-2 contains
information on conflicts of interest that may be useful in preparation of this list.
The cognizant Program Officer handling the proposal considers the suggestions and may contact the proposer
for further information. The decision whether or not to use the suggestions, however, remains with the Program
Officer.
c.

Proprietary or Privileged Information (if applicable)

Instructions for submission of proprietary or privileged information are provided in GPG Chapter I.D.3.
d.

Proposal Certifications

With the exception of the Disclosure of Lobbying Activities (SF LLL) identified below, the procedures for
submission of the proposal certifications differ from those used with other single-copy documents. The AOR
must use the "Authorized Organizational Representative function" in FastLane to sign and submit the proposal,
including the proposal certifications. It is the proposing organization's responsibility to assure that only properly
11
authorized individuals perform this function.
The required proposal certifications are as follows:
10

Further instructions for this process are available in FastLane.
Detailed instructions for completion of this process are available in FastLane.
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•

Certification for Authorized Organizational Representative (AOR) or Individual Proposer: The
AOR is required to complete certifications regarding the accuracy and completeness of statements
contained in the proposal, as well as to certify that the organization (or individual) agrees to accept the
obligation to comply with award terms and conditions.

•

Certification Regarding Conflict of Interest: The AOR is required to complete certifications stating that
the organization has implemented and is enforcing a written policy on conflicts of interest (COI),
consistent with the provisions of AAG Chapter IV.A: that, to the best of his/her knowledge, all financial
disclosures required by the conflict of interest policy were made; and that conflicts of interest, if any,
were, or prior to the organization’s expenditure of any funds under the award, will be, satisfactorily
managed, reduced or eliminated in accordance with the organization’s conflict of interest policy.
Conflicts that cannot be satisfactorily managed, reduced or eliminated, and research that proceeds
without the imposition of conditions or restrictions when a conflict of interest exists, must be disclosed to
NSF via use of NSF’s electronic systems.

•

Drug-Free Workplace: The AOR is required to complete a certification regarding the Drug-Free
Workplace Act. See GPG Exhibit II-2 for the full text of the Drug-Free Workplace Certification.

•

Debarment and Suspension: The AOR is required to complete a certification regarding Debarment
and Suspension. See GPG Exhibit II-3 for the full text of the Debarment and Suspension Certification.

•

Certification Regarding Lobbying: When the proposal exceeds $100,000, the AOR is required to
complete a certification regarding lobbying restrictions. The Certification for Contracts, Grants, Loans
and Cooperative Agreements is included in full text on the FastLane submission screen as well as in
GPG Exhibit II-5. The box for "Disclosure of Lobbying Activities" must be checked on the Cover Sheet
12
only if, pursuant to paragraph 2 of the certification, submission of the SF LLL is required.

•

Certification Regarding Nondiscrimination: The AOR is required to complete a certification regarding
compliance with NSF nondiscrimination regulations and policies. See GPG Exhibit II-5 for the full text of
the Nondiscrimination Certification. This certification sets forth the nondiscrimination obligations with
which all grantees must comply. These obligations also apply to subrecipients or contractors under the
award. The proposer, therefore, shall obtain the NSF Nondiscrimination Certification from each
organization that applies to be, or serves as a subrecipient or contractor under the award (for other than
the provision of commercially available supplies, materials, equipment or general support services) prior
to entering into the subaward or contract arrangement.

•

Certification Regarding Flood Hazard Insurance: Two sections of the National Flood Insurance Act of
1968 (42 USC § 4012a and § 4106) bar Federal agencies from giving financial assistance for acquisition
or construction purposes in any area identified by the Federal Emergency Management Agency (FEMA)
as having special flood hazards unless the:
(1)

community in which that area is located participates in the national flood insurance program; and

(2)

building (and any related equipment) is covered by adequate flood insurance.

By signing the certification pages, AORs for prospective grantees located in FEMA-designated special
flood hazard areas are certifying that adequate flood insurance has been or will be obtained in the
following situations:
(1)
for NSF grants for the construction of a building or facility, regardless of the dollar amount of the
grant; and
(2)
for other NSF grants when more than $25,000 has been budgeted in the proposal for repair,
alteration or improvement (construction) of a building or facility.
12

Detailed instructions for submission of the SF LLL are available in FastLane.
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Prospective grantees should contact their local government or a federally-insured financial institution to
determine what areas are identified as having special flood hazards and the availability of flood
insurance in their community.
•

13

Certification Regarding Responsible Conduct of Research (RCR) : The AOR is required to
complete a certification that the institution has a plan to provide appropriate training and oversight in the
responsible and ethical conduct of research to undergraduates, graduate students, and postdoctoral
researchers who will be supported by NSF to conduct research.
Additional information on NSF’s RCR policy is available in the AAG Chapter IV.B. While training plans
are not required to be included in proposals submitted to NSF, institutions are advised that they are
subject to review upon request.



Certification Regarding Organizational Support: The AOR is required to complete a certification that
there is organizational support for the proposal as required by Section 526 of the America COMPETES
Reauthorization Act of 2010. This support extends to the portion of the proposal developed to satisfy the
broader impacts review criterion as well as the intellectual merit review criterion, and any additional
review criteria specified in the solicitation. Organizational support will be made available, as described in
the proposal, in order to address the broader impacts and intellectual merit activities to be undertaken.

•

Certification Regarding Federal Tax Obligations: When the proposal exceeds $5,000,000, the AOR
is required to complete a certification regarding Federal tax obligations. By signing the certification
pages, the AOR certifies that, to the best of his/her knowledge and belief, the proposing organization:
(1)

has filed all Federal tax returns required during the three years preceding this certification;

(2)

has not been convicted of a criminal offense under the Internal Revenue Code of 1986; and

(3)
has not, more than 90 days prior to this certification, been notified of any unpaid Federal tax
assessment for which the liability remains unsatisfied, unless the assessment is the subject of an
installment agreement or offer in compromise that has been approved by the Internal Revenue Service
and is not in default, or the assessment is the subject of a non-frivolous administrative or judicial
proceeding.
•

Certification Regarding Unpaid Federal Tax Liability: If the proposer is a corporation, the AOR (or
equivalent) is required to complete a certification that the corporation has no unpaid Federal tax liability
that has been assessed, for which all judicial and administrative remedies have been exhausted or
lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority
responsible for collecting the tax liability.

•

Certification Regarding Criminal Convictions: If the proposer is a corporation, the AOR (or
equivalent) is required to complete a certification that the corporation has not been convicted of a felony
criminal violation under any Federal law within the 24 months preceding the date on which the
certification is signed.

•

Certification Regarding Dual Use Research of Concern: The AOR is required to complete a
certification that the organization will be or is in compliance with all aspects of the United States
Government Policy for Institutional Oversight of Life Sciences Dual Use Research of Concern.

13

A wide array of information exists to help inform development of an institution’s RCR training plan. For example, many
professional societies as well as governmental licensing authorities for professional scientists and engineers have adopted
policies or best practices that might be usefully considered. In addition, research is illuminating existing practices
surrounding ethical issues, and providing an evaluation of pedagogical innovations in ethics education.
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e.

Collaborators & Other Affiliations Information

The following information regarding collaborators and other affiliations must be separately provided for each
individual identified as senior project personnel:


Collaborators and co-Editors. A list of all persons in alphabetical order (including their current
organizational affiliations) who are currently, or who have been collaborators or co-authors with the
individual on a project, book, article, report, abstract or paper during the 48 months preceding the
submission of the proposal. Also include those individuals who are currently or have been co-editors of
a journal, compendium, or conference proceedings during the 24 months preceding the submission of
the proposal. If there are no collaborators or co-editors to report, this should be so indicated.



Graduate Advisors and Postdoctoral Sponsors. A list of the names of the individual’s own graduate
advisor(s) and principal postdoctoral sponsor(s), and their current organizational affiliations, if known.

•

Thesis Advisor and Postgraduate-Scholar Sponsor. A list of all persons (including their organizational
affiliations, if known), with whom the individual has had an association as thesis advisor. In addition, a
list of all persons with whom the individual has had an association within the last five years as a
postgraduate-scholar sponsor.

The information is used to help identify potential conflicts or bias in the selection of reviewers. See GPG Exhibit
II-2 for additional information on potential reviewer conflicts.
2.

Sections of the Proposal

The sections described below represent the body of a research proposal submitted to NSF. Failure to submit the
15
required sections will result in the proposal not being accepted , or being returned without review. See GPG
Chapter IV.B for additional information.
A full research proposal must contain the following sections. Please note that the NSF Grants.gov Application
Guide may use different naming conventions, and sections may appear in a different order than in FastLane,
however, the content is the same:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.

Cover Sheet
Project Summary
Table of Contents
Project Description
References Cited
Biographical Sketch(es)
Budget and Budget Justification
Current and Pending Support
Facilities, Equipment and Other Resources
Special Information and Supplementary Documentation
•
Data Management Plan
•
Postdoctoral Mentoring Plan (if applicable)

Proposal preparation instructions for RAPID, EAGER, Ideas Lab, collaborative, equipment, conference,
international travel, center, and major research equipment and facility projects may deviate from the above
content requirements. Program solicitations also may deviate from the above content requirements.

15

Proposal Not Accepted is defined as FastLane will not permit submission of the proposal.
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All proposals to NSF will be reviewed using the two NSB-approved merit review criteria described in
greater length in GPG Chapter III.
a.

Cover Sheet

There are four major components of the Cover Sheet. A number of the boxes contained on the Cover Sheet are
pre-filled as part of the FastLane login process. The information requested on the Cover Sheet is as follows:
(1)

Awardee & Project/Performance Site Primary Location

The information on the Awardee Organization is pre-filled on the Cover Sheet based on the login information
entered.
(2)

Program Description/Announcement/Solicitation Number

Proposers are required to select the applicable program description, announcement, or solicitation. If the
proposal is not submitted in response to a specific program description, announcement, or solicitation,
proposers should select "Grant Proposal Guide." Proposers are advised to select "No Closing Date" when the
proposal is not submitted in response to any relevant NSF funding opportunity (which includes program
descriptions, announcements, or solicitations).
(3)

NSF Unit of Consideration

Proposers must follow instructions for selection of an applicable NSF Division/Office and Program(s) to which the
proposal should be directed.
(4)

Remainder of the Cover Sheet

(a)

Title of Proposed Project

The title of the project must be brief, scientifically or technically valid, and suitable for use in the public press.
NSF may edit the title of a project prior to making an award.
(b)

Budget and Duration Information

The proposed duration for which support is requested should be consistent with the nature and complexity of the
proposed activity. The Foundation encourages proposers to request funding for durations of three to five years
when such durations are necessary for completion of the proposed work and are technically and managerially
advantageous. . The requested start date should allow at least six months for NSF review, processing and
decision. The PI should consult his/her organization’s Sponsored Projects Office for unusual situations (e.g., a
long lead time for procurement) that create problems regarding the proposed start date. Specification of a
desired start date for the project is important and helpful to NSF staff; however, requests for specific start dates
may not be met.
(c)
PI Information and co-PI Information
Information (including address information) regarding the PI is derived from login information and is not entered
when preparing the Cover Sheet. The proposal also may identify up to four additional co-PIs.
Each individual's name and either NSF ID or primary registered e-mail address, must be entered in the boxes
provided.
(d)

Previous NSF Award

If the proposal is a renewal proposal, or an accomplishment-based renewal proposal, the applicable box must be
checked. If yes, the proposer will be requested to select the applicable previous award number.
Some NSF program solicitations require submission of both a preliminary and full proposal as part of the
proposal process. In such cases, the following instructions apply:
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(i)
During the preliminary proposal stage, the proposing organization should identify the submission as a
preliminary proposal by checking the block entitled, “Preliminary Proposal” on the Cover Sheet;
(ii)
During the full proposal submission stage, the proposing organization should identify in the block entitled,
“Show Related Preliminary Proposal Number”, the related preliminary proposal number assigned by NSF.
(e)

Other Federal Agencies

If the proposal is being submitted for consideration by another Federal agency, the abbreviated name(s) of the
Federal agency(ies) must be identified in the spaces provided.
(f)

Awardee Organization Information

The awardee organization name, address, DUNS number and Employer Identification Number/Taxpayer
Identification Number are derived from the profile information provided by the organization or pulled by NSF from
the SAM database and are not entered when preparing the Cover Sheet.
Profit-making organizations must identify their status by checking the appropriate boxes on the Cover Sheet,
using the following guidelines:
•

A small business must be organized for profit, independently owned and operated (not a subsidiary of or
controlled by another firm), have no more than 500 employees, and not be dominant in its field.

•

A minority business must be: (i) at least 51 percent owned by one or more minority or disadvantaged
individuals or, in the case of a publicly owned business, have at least 51 percent of the voting stock
owned by one or more minority or disadvantaged individuals; and (ii) one whose management and daily
business operations are controlled by one or more such individuals.

•

A woman-owned business must be at least 51 percent owned by a woman or women, who also control
and operate it. "Control" in this context means exercising the power to make policy decisions. "Operate"
in this context means being actively involved in the day-to-day management.

(g)

Project/Performance Site Primary Location

If the project will be performed at the awardee organization, check the designated box. If the project, however,
will be performed at a location other than the awardee, provide the following information (where applicable):
•
•
•
•
•
•

Organization Name (identify the organization name of the primary site where the work will be performed,
if different than the awardee);
Street;
City;
State;
Country; and
9-digit Zip Code.

For projects that support research infrastructure and tools, such as vessels, facilities, and telescopes, the
project/performance site should correspond to the physical location of the research asset. For research assets
or projects that are geographically distributed, the proposer should report information for the primary site, as
defined by the proposer. For example, proposals for the operations and maintenance of research vessels may
list the project/performance site as the vessel’s home port.
(h)

Other Information

Should any of the following items on the Cover Sheet apply to a proposal, the applicable box(es) must be
checked.
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•
•
•
•
•
•
•

b.

Beginning Investigator (See GPG I.G.2) (Note: this box is applicable only to proposals submitted to the
Biological Sciences Directorate.)
Disclosure of Lobbying Activities (See GPG II.C.1.e)
Proprietary or Privileged Information (See GPG I.D.3 & II.C.1.d)
Historic Places (See GPG II.C.2.j)
17
Vertebrate Animals (See GPG II.D.7)
18
Human Subjects (See GPG II.D.8)
International Activities Country Name(s) -- For each proposal that describes an international activity,
proposers should list the primary countries involved. A maximum of five countries may be listed. An
international activity is defined as research, training, and/or education carried out in cooperation with
foreign counterparts either overseas or in the US using virtual technologies. Proposers also should enter
the country/countries with which project participants will engage and/or travel to attend international
conferences. If the specific location of the international conference is not known at the time of the
proposal submission, proposers should enter “Worldwide”.
Project Summary

Each proposal must contain a summary of the proposed project not more than one page in length. The Project
Summary consists of an overview, a statement on the intellectual merit of the proposed activity, and a statement
on the broader impacts of the proposed activity.
The overview includes a description of the activity that would result if the proposal were funded and a statement
of objectives and methods to be employed. The statement on intellectual merit should describe the potential of
the proposed activity to advance knowledge. The statement on broader impacts should describe the potential of
the proposed activity to benefit society and contribute to the achievement of specific, desired societal outcomes.
The Project Summary should be written in the third person, informative to other persons working in the same or
related fields, and, insofar as possible, understandable to a scientifically or technically literate lay reader. It
should not be an abstract of the proposal.
The Project Summary may ONLY be uploaded as a Supplementary Document if use of special characters is
necessary. Such Project Summaries must be formatted with separate headings for Overview, Intellectual Merit
and Broader Impacts. Failure to include these headings will result in the proposal being returned without review.
c.

Table of Contents

A Table of Contents is automatically generated for the proposal. The proposer cannot edit this form.
d.

Project Description (including Results from Prior NSF Support)

(i)

Content

The Project Description should provide a clear statement of the work to be undertaken and must include the
objectives for the period of the proposed work and expected significance; the relationship of this work to the
present state of knowledge in the field, as well as to work in progress by the PI under other support.
The Project Description should outline the general plan of work, including the broad design of activities to be
undertaken, and, where appropriate, provide a clear description of experimental methods and procedures.
Proposers should address what they want to do, why they want to do it, how they plan to do it, how they will
know if they succeed, and what benefits could accrue if the project is successful. The project activities may be
based on previously established and/or innovative methods and approaches, but in either case must be well
justified. These issues apply to both the technical aspects of the proposal and the way in which the project may
make broader contributions.
17

If the proposal includes use of vertebrate animals, supplemental information is required. See GPG Chapter II.D.7 for
additional information.
18
If the proposal includes use of human subjects, supplemental information is required. See GPG Chapter II.D.8 for
additional information.
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The Project Description must contain, as a separate section within the narrative, a section labeled
“Broader Impacts”. This section should provide a discussion of the broader impacts of the proposed activities.
Broader impacts may be accomplished through the research itself, through the activities that are directly related
to specific research projects, or through activities that are supported by, but are complementary to the project.
NSF values the advancement of scientific knowledge and activities that contribute to the achievement of
societally relevant outcomes. Such outcomes include, but are not limited to: full participation of women, persons
with disabilities, and underrepresented minorities in science, technology, engineering, and mathematics (STEM);
improved STEM education and educator development at any level; increased public scientific literacy and public
engagement with science and technology; improved well-being of individuals in society; development of a
diverse, globally competitive STEM workforce; increased partnerships between academia, industry, and others;
improved national security; increased economic competitiveness of the US; and enhanced infrastructure for
research and education.
Plans for data management and sharing of the products of research, including preservation, documentation, and
sharing of data, samples, physical collections, curriculum materials and other related research and education
products should be described in the Special Information and Supplementary Documentation section of the
proposal (see GPG Chapter II.C.2.j for additional instructions for preparation of this section).
(ii)

Page Limitations and Inclusion of Uniform Resource Locators (URLs) within the Project
Description

Brevity will assist reviewers and Foundation staff in dealing effectively with proposals. Therefore, the Project
Description (including Results from Prior NSF Support, which is limited to five pages) may not exceed 15
pages. Visual materials, including charts, graphs, maps, photographs and other pictorial presentations are
included in the 15-page limitation. PIs are cautioned that the Project Description must be self-contained and that
URLs must not be used because: 1) the information could circumvent page limitations; 2) the reviewers are
under no obligation to view the sites; and 3) the sites could be altered or deleted between the time of submission
and the time of review.
Conformance to the 15-page limit will be strictly enforced and may not be exceeded unless a deviation has been
specifically authorized. (GPG Chapter II.A contains information on deviations.)
(iii)

Results from Prior NSF Support
19

If any PI or co-PI identified on the proposal has received NSF funding with a start date in the past five
years (including any current funding and no cost extensions), information on the award is required for
each PI and co-PI, regardless of whether the support was directly related to the proposal or not. In cases
where the PI or co-PI has received more than one award (excluding amendments to existing awards), they need
only report on the one award most closely related to the proposal. Funding includes not just salary support, but
any funding awarded by NSF. NSF awards such as standard or continuing grants, Graduate Research
Fellowship, Major Research Instrumentation, travel, conference, and center awards, etc., are subject to this
requirement.
The following information must be provided:
(a)

the NSF award number, amount and period of support;

(b)

the title of the project;

(c)

a summary of the results of the completed work, including accomplishments, supported by the award.
The results must be separately described under two distinct headings: Intellectual Merit and Broader
Impacts;

19

Previously referred to as the effective date.

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(d)

a listing of the publications resulting from the NSF award (a complete bibliographic citation for each
publication must be provided either in this section or in the References Cited section of the proposal); if
none, state “No publications were produced under this award.”

(e)

evidence of research products and their availability, including, but not limited to: data, publications,
samples, physical collections, software, and models, as described in any Data Management Plan; and
if the proposal is for renewed support, a description of the relation of the completed work to the proposed
work.

(f)

Reviewers will be asked to comment on the quality of the prior work described in this section of the proposal.
Please note that the proposal may contain up to five pages to describe the results. Results may be summarized
in fewer than five pages, which would give the balance of the 15 pages for the Project Description.
(iv)

Unfunded Collaborations

Any substantial collaboration with individuals not included in the budget should be described in the Facilities,
Equipment and Other Resources section of the proposal (see GPG Chapter II.C.2.i) and documented in a letter
of collaboration from each collaborator. Such letters should be provided in the supplementary documentation
section of the FastLane Proposal Preparation Module and follow the format instructions specified in GPG
Chapter II.C.2.j. Collaborative activities that are identified in the budget should follow the instructions in GPG
Chapter II.D.
(v)

Group Proposals

NSF encourages submission of proposals by groups of investigators; often these are submitted to carry out
interdisciplinary projects. Unless stipulated in a specific program solicitation, however, such proposals will be
subject to the 15-page Project Description limitation established in Section (ii) above. PIs who wish to exceed
the established page limitations for the Project Description must request and receive a deviation in advance of
proposal submission. (GPG Chapter II.A contains information on deviations.)
(vi)

Proposals for Renewed Support

See GPG Chapter V for guidance on preparation of renewal proposals.
e.

References Cited

Reference information is required. Each reference must include the names of all authors (in the same sequence
in which they appear in the publication), the article and journal title, book title, volume number, page numbers,
and year of publication. (See also GPG Chapter II.C.2.d.(iii)(d)) If the proposer has a website address readily
available, that information should be included in the citation. It is not NSF's intent, however, to place an undue
burden on proposers to search for the URL of every referenced publication. Therefore, inclusion of a website
address is optional. A proposal that includes reference citation(s) that do not specify a URL is not considered to
be in violation of NSF proposal preparation guidelines and the proposal will still be reviewed.
Proposers must be especially careful to follow accepted scholarly practices in providing citations for source
materials relied upon when preparing any section of the proposal. While there is no established page limitation
for the references, this section must include bibliographic citations only and must not be used to provide
parenthetical information outside of the 15-page Project Description.
f.

Biographical Sketch(es)

(i)

Senior Personnel

A biographical sketch (limited to two pages) is required for each individual identified as senior personnel. (See
GPG Exhibit II-6 for the definitions of Senior Personnel.) Proposers may elect to use third-party solutions, such
as NIH’s SciENcv to develop and maintain their biographical sketch. However, proposers are advised that they
are still responsible for ensuring that biographical sketches created using third-party solutions are compliant with
NSF proposal preparation requirements.
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The following information must be provided in the order and format specified below. Inclusion of additional
information beyond that specified below may result in the proposal being returned without review.
Do not submit any personal information in the biographical sketch. This includes items such as: home
address; home telephone, fax, or cell phone numbers; home e-mail address; drivers’ license numbers; marital
status; personal hobbies; and the like. Such personal information is not appropriate for the biographical sketch
and is not relevant to the merits of the proposal. NSF is not responsible or in any way liable for the release of
such material. (See also GPG Chapter III.H).
(a)

Professional Preparation

A list of the individual’s undergraduate and graduate education and postdoctoral training (including location) as
indicated below:
Undergraduate Institution(s)
Graduate Institution(s)
Postdoctoral Institution(s)
(b)

Location
Location
Location

Major
Major
Area

Degree & Year
Degree & Year
Inclusive Dates (years)

Appointments

A list, in reverse chronological order, of all the individual’s academic/professional appointments beginning with
the current appointment.
(c)

Products

A list of: (i) up to five products most closely related to the proposed project; and (ii) up to five other significant
products, whether or not related to the proposed project. Acceptable products must be citable and accessible
including but not limited to publications, data sets, software, patents, and copyrights. Unacceptable products are
unpublished documents not yet submitted for publication, invited lectures, and additional lists of products. Only
the list of ten will be used in the review of the proposal.
Each product must include full citation information including (where applicable and practicable) names of all
authors, date of publication or release, title, title of enclosing work such as journal or book, volume, issue, pages,
website and URL or other Persistent Identifier.
If only publications are included, the heading “Publications” may be used for this section of the Biographical
Sketch.
(d)

Synergistic Activities

A list of up to five examples that demonstrate the broader impact of the individual’s professional and scholarly
activities that focuses on the integration and transfer of knowledge as well as its creation. Examples could
include, among others: innovations in teaching and training (e.g., development of curricular materials and
pedagogical methods); contributions to the science of learning; development and/or refinement of research tools;
computation methodologies, and algorithms for problem-solving; development of databases to support research
and education; broadening the participation of groups underrepresented in STEM; and service to the scientific
and engineering community outside of the individual’s immediate organization.
In FastLane, biographical sketches for senior personnel may no longer be grouped together and
uploaded in a single PDF file associated with the PI. Each individual’s biographical sketch must be
uploaded as a single PDF file or inserted as text associated with that individual.
(ii)

Other Personnel

For the personnel categories listed below, the proposal also may include information on exceptional qualifications
that merit consideration in the evaluation of the proposal. Such information should be clearly identified as “Other
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Personnel” biographical information and uploaded as a single PDF file in the Other Supplementary Documents
section of the proposal.
(a)

Postdoctoral associates

(b)

Other professionals

(c)

Students (research assistants)

(iii)

Equipment Proposals

For equipment proposals, the following must be provided for each auxiliary user:
(a)

Short biographical sketch; and

(b)

List of up to five publications most closely related to the proposed acquisition.

Such information should be clearly identified as “Equipment Proposal” biographical information and uploaded as
a single PDF file in the Other Supplementary Documents section of the proposal.
g.

Budget and Budget Justification

Each proposal must contain a budget for each year of support requested. The budget justification must be no
more than three pages per proposal. The amounts for each budget line item requested must be documented
and justified in the budget justification as specified below. For proposals that contain a subaward(s), each
subaward must include a separate budget justification of no more than three pages.
The proposal may request funds under any of the categories listed so long as the item and amount are
considered necessary, reasonable, allocable, and allowable under 2 CFR § 200, Subpart E, NSF policy, and/or
the program solicitation. For-profit entities are subject to the cost principles contained in the Federal Acquisition
Regulation, Part 31. Amounts and expenses budgeted also must be consistent with the proposing organization's
policies and procedures and cost accounting practices used in accumulating and reporting costs.
(i)

Salaries and Wages (Lines A and B on the Proposal Budget)

(a)

Senior Personnel Salaries & Wages Policy

NSF regards research as one of the normal functions of faculty members at institutions of higher education.
Compensation for time normally spent on research within the term of appointment is deemed to be included
within the faculty member’s regular organizational salary.
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. This limit includes salary compensation
received from all NSF-funded grants. This effort must be documented in accordance with 2 CFR § 200,
Subpart E. If anticipated, any compensation for such personnel in excess of two months must be disclosed in
the proposal budget, justified in the budget justification, and must be specifically approved by NSF in the award
21
notice budget. Under normal rebudgeting authority, as described in AAG Chapters II and V, an awardee can
internally approve an increase or decrease in person months devoted to the project after an award is made, even
if doing so results in salary support for senior personnel exceeding the two month salary policy. No prior approval
from NSF is necessary as long as that change would not cause the objectives or scope of the project to change.
NSF prior approval is necessary if the objectives or scope of the project change.
These same general principles apply to other types of non-academic organizations.

21

NSF awardees remain subject to the provisions of OMB M-01-06, “Clarification of OMB A-21 Treatment of Voluntary
Uncommitted Cost Sharing and Tuition Remission Costs,” regarding requirements for committing and tracking “some level” of
faculty (or senior researcher) effort as part of the organized research base.
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(b)

Administrative and Clerical Salaries & Wages Policy

In accordance with 2 CFR § 200.413, the salaries of administrative and clerical staff should normally be treated
as indirect (F&A) costs. Direct charging of these costs may be appropriate only if all the conditions identified
below are met:
(i)
Administrative or clerical services are integral to a project or activity;
(ii)
Individuals involved can be specifically identified with the project or activity;
(iii)
Such costs are explicitly included in the approved budget or have the prior written approval of the
cognizant NSF Grants Officer; and
(iv)
The costs are not also recovered as indirect costs.
Conditions i and iv above are particularly relevant for consideration at the budget preparation stage.
(c)

Procedures

The names of the PI(s), faculty, and other senior personnel and the estimated number of full-time-equivalent
person-months for which NSF funding is requested, and the total amount of salaries requested per year, must be
listed. For consistency with the NSF cost sharing policy, if person months will be requested for senior personnel,
a corresponding salary amount must be entered on the budget. If no person months and no salary are being
requested for senior personnel, they should be removed from Section A of the budget. Their name(s) will remain
on the Cover Sheet and the individual(s) role on the project should be described in the Facilities, Equipment and
Other Resources section of the proposal.
For postdoctoral associates and other professionals, the total number of persons for each position must be listed,
with the number of full-time-equivalent person-months and total amount of salaries requested per year. For
graduate and undergraduate students, secretarial, clerical, technical, etc., whose time will be charged directly to
the project, only the total number of persons and total amount of salaries requested per year in each category is
required. Compensation classified as salary payments must be requested in the salaries and wages category.
Salaries requested must be consistent with the organization’s regular practices. The budget justification should
detail the rates of pay by individual for senior personnel, postdoctoral associates, and other professionals.
(d)

Confidential Budgetary Information

The proposing organization may request that salary data on senior personnel not be released to persons outside
the Government during the review process. In such cases, the item for senior personnel salaries in the proposal
may appear as a single figure and the person-months represented by that amount omitted. If this option is
exercised, senior personnel salaries and person-months must be itemized in a separate statement, and
forwarded to NSF in accordance with the instructions specified in GPG Chapter I.D.3. This statement must
include all of the information requested on the proposal budget for each person involved. NSF will not forward
the detailed information to reviewers and will hold it privileged to the extent permitted by law. The information on
senior personnel salaries will be used as the basis for determining the salary amounts shown in the budget. The
box for "Proprietary or Privileged Information" must be checked on the Cover Sheet when the proposal contains
22
confidential budgetary information.
(ii)

Fringe Benefits (Line C on the Proposal Budget)

If the proposer’s usual accounting practices provide that its contributions to employee benefits (leave, employee
insurance, social security, retirement, other payroll-related taxes, etc.) be treated as direct costs, NSF grant
funds may be requested to fund fringe benefits as a direct cost. These are typically determined by application of
a calculated fringe benefit rate for a particular class of employee (full time or part-time) applied to the salaries
and wages requested. They also may be paid based on actual costs for individual employees, if that institutional
policy has been approved by the cognizant federal agency. See 2 CFR § 200.431 for the definition and
allowability of inclusion of fringe benefits on a proposal budget.

22

Detailed instructions for submission of confidential budgetary information are available in FastLane.
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(iii)

Equipment (Line D on the Proposal Budget)

Equipment is defined as tangible personal property (including information technology systems) having a useful
life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization
level established by the proposer for financial statement purposes, or $5,000. It is important to note that the
acquisition cost of equipment includes modifications, attachments, and accessories necessary to make the
property usable for the purpose for which it will be purchased. Items of needed equipment must be adequately
justified, listed individually by description and estimated cost.
Allowable items ordinarily will be limited to research equipment and apparatus not already available for the
conduct of the work. General purpose equipment such as office equipment and furnishings, and information
technology equipment and systems are typically not eligible for direct cost support. Special purpose or scientific
use computers or associated hardware and software, however, may be requested as items of equipment when
necessary to accomplish the project objectives and not otherwise reasonably available. Any request to support
such items must be clearly disclosed in the proposal budget, justified in the budget justification, and be included
in the NSF award budget.
(iv)

Travel (Line E on the Proposal Budget)

(a)

General

Travel and its relation to the proposed activities must be specified, itemized and justified by destination and cost.
Funds may be requested for field work, attendance at meetings and conferences, and other travel associated
with the proposed work, including subsistence. In order to qualify for support, however, attendance at meetings
or conferences must be necessary to accomplish proposal objectives, or disseminate its results. Travel support
for dependents of key project personnel may be requested only when the travel is for a duration of six months or
more either by inclusion in the approved budget or with the prior written approval of the cognizant NSF Grants
and Agreements Officer. Temporary dependent care costs above and beyond regular dependent care that
directly result from travel to conferences are allowable costs provided that the conditions established in 2 CFR §
200.474 are met.
Allowance for air travel normally will not exceed the cost of round-trip, economy airfares. Persons traveling
under NSF grants must travel by US-Flag Air carriers, if available.
(b)

Domestic Travel

Domestic travel includes travel within and between the US, its territories and possessions.
(c)

23

Foreign Travel

Travel outside the areas specified above is considered foreign travel. The proposal must include relevant
information, including countries to be visited (also enter names of countries on the proposal budget), dates of
visit, if known.
(v)

Participant Support (Line F on the Proposal Budget)

This budget category refers to direct costs for items such as stipends or subsistence allowances, travel
allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in
connection with NSF-sponsored conferences or training projects. Any additional categories of participant support
costs other than those described in 2 CFR § 200.75 (such as incentives, gifts, souvenirs, t-shirts and
memorabilia), must be justified in the budget justification, and such costs will be closely scrutinized by NSF. (See
also GPG Chapter II.D.9) For some educational projects conducted at local school districts, however, the
participants being trained are employees. In such cases, the costs must be classified as participant support if
payment is made through a stipend or training allowance method. The school district must have an accounting
mechanism in place (i.e., sub-account code) to differentiate between regular salary and stipend payments.
23

According to the IRS , U.S. territories and possessions are as follows: Puerto Rico, U.S. Virgin Islands, Guam, American
Samoa, the Commonwealth of the Northern Mariana Islands, Midway Island, Wake Island, Palmyra Island, Howland Island,
Johnston Island, Baker Island, Kingman Reef, Jarvis Island, and other U.S. islands, cays, and reefs that are not part of any of
the fifty states. See also: http://www.irs.gov/Individuals/International-Taxpayers/Persons-Employed-In-U.S.-Possessions.
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To help defray the costs of participating in a conference or training activity, funds may be proposed for payment
of stipends, per diem or subsistence allowances, based on the type and duration of the activity. Such allowances
must be reasonable, in conformance with the policy of the proposing organization and limited to the days of
attendance at the conference plus the actual travel time required to reach the conference location. Where meals
or lodgings are furnished without charge or at a nominal cost (e.g., as part of the registration fee), the per diem or
subsistence allowance should be correspondingly reduced. Although local participants may participate in
conference meals and coffee breaks, funds may not be proposed to pay per diem or similar expenses for local
participants in the conference.
Funds may be requested for the travel costs of participants. If so, the restrictions regarding class of
24
In training activities that involve field trips,
accommodations and use of US-Flag air carriers are applicable.
costs of transportation of participants are allowable. The number of participants to be supported must be entered
in the parentheses on the proposal budget. Participant support costs must be specified, itemized and justified in
the budget justification section of the proposal. Indirect costs (F&A) are not allowed on participant support costs.
Participant support costs must be accounted for separately should an award be made.
(vi)

Other Direct Costs (Lines G1 through G6 on the Proposal Budget)

Any costs proposed to an NSF grant must be allowable, reasonable and directly allocable to the supported
activity. The budget must identify and itemize other anticipated direct costs not included under the headings
above, including materials and supplies, publication costs, computer services and consultant services. Examples
include aircraft rental, space rental at research establishments away from the grantee organization, minor
building alterations, payments to human subjects, and service charges. Reference books and periodicals may be
charged to the grant only if they are specifically allocable to the project being supported by NSF.
(a)

Materials and Supplies (including Costs of Computing Devices) (Line G1 on the Proposal Budget)

The proposal budget justification should indicate the general types of expendable materials and supplies
required. Supplies are defined as all tangible personal property other than those described in paragraph (d)(iii)
above. A computing device is considered a supply if the acquisition cost is less than the lesser of the
capitalization level established by the proposer or $5,000, regardless of the length of its useful life. In the specific
case of computing devices, charging as a direct cost is allowable for devices that are essential and allocable, but
not solely dedicated, to the performance of the NSF award. Cost estimates must be included for items that
represent a substantial amount of the proposed line item cost.
(b)

Publication/Documentation/Dissemination (Line G2 on the Proposal Budget)

The proposal budget may request funds for the costs of documenting, preparing, publishing or otherwise making
available to others the findings and products of the work conducted under the grant. This generally includes the
following types of activities: reports, reprints, page charges or other journal costs (except costs for prior or early
publication); necessary illustrations; cleanup, documentation, storage and indexing of data and databases;
development, documentation and debugging of software; and storage, preservation, documentation, indexing,
etc., of physical specimens, collections or fabricated items.
(c)

Consultant Services (also referred to as Professional Service Costs) (Line G3 on the Proposal
Budget)

The proposal budget may request costs for professional and consultant services. Professional and consultant
services are services rendered by persons who are members of a particular profession or possess a special skill,
and who are not officers or employees of the proposing organization. Costs of professional and consultant
services are allowable when reasonable in relation to the services rendered and when not contingent upon
recovery of costs from the Federal government. Anticipated services must be justified and information furnished
on each individual’s expertise, primary organizational affiliation, normal daily compensation rate, and number of
days of expected service. Consultants’ travel costs, including subsistence, may be included. If requested, the
proposer must be able to justify that the proposed rate of pay is reasonable. Additional information on the
24

See AAG Chapter VI.F and Grant General Conditions (GC-1) Article 10 for additional information on travel restrictions.
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allowability of consultant or professional service costs is available in 2 CFR § 200.459. In addition to other
provisions required by the proposing organization, all contracts made under the NSF award must contain the
applicable provisions identified in 2 CFR § 200 Appendix II.
(d)

Computer Services (Line G4 on the Proposal Budget)

The cost of computer services, including computer-based retrieval of scientific, technical and educational
information, may be requested only where it is institutional policy to charge such costs as direct charges. A
justification based on the established computer service rates at the proposing organization must be included.
The proposal budget also may request costs for leasing of computer equipment. As noted in GPG Chapter
II.C.2.g(iii), general purpose (such as word processing, spreadsheets, communication) computer equipment
should not be requested. Note: See paragraph (a) above for guidance on acquisition of computing devices.
(e)

Subawards

25

(Line G5 on the Proposal Budget)

Except for the purchase of materials and supplies, equipment or general support services allowable under the
grant, no portion of the proposed activity may be subawarded, transferred, or contracted out to another
organization without written prior NSF authorization. Such authorization must be provided either through
inclusion of the subaward(s) on an NSF award budget or by receiving written prior approval from the cognizant
NSF Grants and Agreements Officer.
If known at the time of proposal submission, the intent to enter into such arrangements must be disclosed in the
proposal. A separate budget and a budget justification of no more than three pages, must be provided for each
subrecipient, if already identified, along with a description of the work to be performed.
All proposing organizations are required to make a case-by-case determination regarding the role of a
subrecipient versus contractor for each agreement it makes. 2 CFR § 200.330 provides characteristics of each
type of arrangement to assist proposing organizations in making that determination. However, inclusion of a
subaward or contract in the proposal budget or submission of a request after issuance of an NSF award to add a
subaward or contract will document the organizational determination required.
It is NSF’s expectation that, consistent with 2 CFR § 200.414, NSF awardees will use the domestic subrecipient’s
applicable US federally negotiated indirect cost rate(s). If no such rate exists, the NSF awardee may either
negotiate a rate or will fund the subrecipient using the de minimis indirect cost rate recovery of 10% of modified
total direct costs.
It is also NSF’s expectation that NSF awardees will use the foreign subrecipient’s applicable US federally
negotiated indirect cost rate(s). However, if no such rate exists, the NSF awardee will fund the foreign
subrecipient using the de minimis indirect cost rate recovery of 10% of modified total direct costs.
(f)

Other (Line G6 on the Proposal Budget)

Any other direct costs not specified in Lines G1 through G5 must be identified on Line G6. Such costs must be
itemized and detailed in the budget justification.
(vii)

Total Direct Costs (Line H on the Proposal Budget)

The total amount of direct costs requested in the budget, to include Lines A through G, must be entered on Line
H.
(viii)

Indirect Costs (also known as Facilities and Administrative Costs (F&A) for Colleges and
Universities) (Line I on the Proposal Budget)

Except where specifically identified in an NSF program solicitation, the applicable US federally negotiated indirect
cost rate(s) must be used in computing indirect costs (F&A) for a proposal. The amount for indirect costs should
25

A subaward may be provided through any form of legal agreement, including an agreement that the proposing organization
considers a contract. The substance of the relationship is more important than the form of the agreement.
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be calculated by applying the current negotiated indirect cost rate(s) to the approved base(s). Indirect cost
recovery for colleges, universities, and other organizations of higher education are additionally restricted by 2
CFR § 200, Appendix III, paragraph C.7. which specifies Federal agencies are required to use the negotiated
F&A rate that is in effect at the time of the initial award throughout the life of the sponsored agreement.
Additional information on the charging of indirect costs to an NSF award is available in AAG Chapter V.D.
Domestic proposing organizations that do not have a current negotiated rate agreement with a cognizant Federal
agency, and who are requesting more than a de minimis 10% recovery of modified total direct costs should
prepare an indirect cost proposal based on expenditures for its most recently ended fiscal year. Based on the
information provided in the indirect cost proposal, NSF may negotiate an award-specific rate to be used only on
the award currently being considered for funding. No supporting documentation is required for proposed rates of
10% or less of modified total direct costs. The contents and financial data included in indirect cost proposals
vary according to the make-up of the proposing organization. Instructions for preparing an indirect cost rate
proposal can be found at: http://www.nsf.gov/bfa/dias/caar/docs/idcsubmissions.pdf. NSF formally negotiates
indirect cost rates for the organizations for which NSF has rate cognizance. NSF does not negotiate rates for
organizations that are not direct recipients of NSF funding (e.g., subrecipients). The prime recipient is
responsible for ensuring that proposed subrecipient costs, including indirect costs, are reasonable and
appropriate.
Foreign organizations that do not have a current US federally negotiated indirect cost rate(s) are limited to a de
minimis indirect cost rate recovery of 10% of modified total direct costs. Foreign grantees that have a US
federally negotiated indirect cost rate(s) may recover indirect costs at the current negotiated rate.
(ix)

Total Direct and Indirect Costs (F&A) (Line J on the Proposal Budget)

The total amount of direct and indirect costs (F&A) (sum of Lines H and I) must be entered on Line J.
(x)

Amount of This Request (Line L on the Proposal Budget)

The total amount of funds requested by the proposer should be the same as the amount entered on Line J.
(xi)

Cost Sharing (Line M on the Proposal Budget)

The National Science Board issued a report entitled “Investing in the Future: NSF Cost Sharing Policies for a
Robust Federal Research Enterprise” (NSB 09-20, August 3, 2009), which contained eight recommendations for
26
NSF regarding cost sharing. In implementation of the Board’s recommendation, NSF’s guidance is as follows:
Voluntary Committed and Uncommitted Cost Sharing
Inclusion of voluntary committed cost sharing is prohibited and Line M on the proposal budget will not be
available for use by the proposer. While not required by NSF, awardee organizations may, at their own
discretion, continue to contribute voluntary uncommitted cost sharing to NSF-sponsored projects. These
resources are not auditable by NSF and should not be included in the proposal budget or budget justification.
In order for NSF, and its reviewers, to assess the scope of a proposed project, all organizational resources
necessary for, and available to, a project must be described in the Facilities, Equipment and Other Resources
section of the proposal (see GPG Chapter II.C.2.i for further information). NSF Program Officers are not
authorized to impose or encourage cost sharing unless such requirements are explicitly included in the program
solicitation.
Mandatory Cost Sharing
Mandatory cost sharing will only be required for NSF programs when explicitly authorized by the NSF Director,
the National Science Board, or legislation. A complete listing of NSF programs that require cost sharing is
available on the NSF website at: http://www.nsf.gov/bfa/dias/policy/. In those rare instances, cost sharing
requirements will be clearly identified in the solicitation and must be included on Line M of the proposed budget.
26

See NSF’s Revised Cost Sharing Policy Statement for the Foundation’s overarching policies on cost sharing.
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For purposes of budget preparation, the cumulative cost sharing amount must be entered on Line M of the first
year’s budget. Should an award be made, the organization’s cost sharing commitment, as specified on the first
year’s approved budget, must be met prior to the award end date.
Such cost sharing will be an eligibility, rather than a review criterion. Proposers are advised not to exceed the
28
mandatory cost sharing level or amount specified in the solicitation.
When mandatory cost sharing is included on Line M, and accepted by the Foundation, the commitment of funds
becomes legally binding and is subject to audit. When applicable, the estimated value of any in-kind
contributions also should be included on Line M. An explanation of the source, nature, amount and availability of
29
any proposed cost sharing must be provided in the budget justification . It should be noted that contributions
derived from other Federal funds or counted as cost sharing toward projects of another Federal agency must not
be counted towards meeting the specific cost sharing requirements of the NSF award.
Failure to provide the level of cost sharing required by the NSF solicitation and reflected in the NSF award
budget may result in termination of the NSF award, disallowance of award costs and/or refund of award funds to
NSF by the awardee.
(xii)

Allowable and Unallowable Costs

2 CFR § 200, Subpart E provides comprehensive information regarding costs allowable under Federal awards.
The following categories of unallowable costs are highlighted because of their sensitivity:
(a)

Entertainment

Costs of entertainment, amusement, diversion and social activities, and any costs directly associated with such
activities (such as tickets to shows or sporting events, meals, lodging, rentals, transportation and gratuities) are
unallowable. Travel, meal and hotel expenses of grantee employees who are not on travel status are
unallowable. Costs of employees on travel status are limited to those specifically authorized by 2 CFR §
200.474.
(b)

Meals and Coffee Breaks

No funds may be requested for meals or coffee breaks for intramural meetings of an organization or any of its
components, including, but not limited to, laboratories, departments and centers. (See 2 CFR 200.432, for
additional information on the charging of certain types of costs generally associated with conferences supported
by NSF.)
(c)

Alcoholic Beverages

No NSF funds may be spent on alcoholic beverages.
h.

Current and Pending Support

This section of the proposal calls for required information on all current and pending support for ongoing projects
and proposals, including this project, and any subsequent funding in the case of continuing grants. All current
project support from whatever source (e.g., Federal, State, local or foreign government agencies, public or
private foundations, industrial or other commercial organizations, or internal funds allocated toward specific
projects) must be listed. The proposed project and all other projects or activities requiring a portion of time of the
PI and other senior personnel must be included, even if they receive no salary support from the project(s). The
total award amount for the entire award period covered (including indirect costs) must be shown as well as the
number of person-months per year to be devoted to the project, regardless of source of support. Similar
information must be provided for all proposals already submitted or submitted concurrently to other possible
sponsors, including NSF. Concurrent submission of a proposal to other organizations will not prejudice its review
by NSF. The Biological Sciences Directorate exception to this policy is delineated in GPG Chapter I.G.2.
28

For further information on procedures for inclusion of programmatic cost sharing in an NSF solicitation, see
http://www.nsf.gov/bfa/dias/policy/csdocs/principles.pdf.
29
2 CFR § 200.306 describes criteria and procedures for the allowability of cash and in-kind contributions in satisfying cost
sharing and matching requirements.
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If the project now being submitted has been funded previously by a source other than NSF, the information
requested in the paragraph above must be furnished for the last period of funding.
In FastLane, current and pending support for all senior personnel may no longer be grouped together and
uploaded in a single PDF file associated with the PI. Each individual’s current and pending support must be
uploaded as a single PDF file or inserted as text associated with that individual.
i.

Facilities, Equipment and Other Resources

This section of the proposal is used to assess the adequacy of the resources available to perform the effort
proposed to satisfy both the Intellectual Merit and Broader Impacts review criteria. Proposers should describe
only those resources that are directly applicable. Proposers should include an aggregated description of the
internal and external resources (both physical and personnel) that the organization and its collaborators will
provide to the project, should it be funded. Such information must be provided in this section, in lieu of other
parts of the proposal (e.g., budget justification, project description). The description should be narrative in nature
and must not include any quantifiable financial information. Reviewers will evaluate the information during the
merit review process and the cognizant NSF Program Officer will review it for programmatic and technical
sufficiency.
Although these resources are not considered cost sharing as defined in 2 CFR § 200.306, the Foundation does
expect that the resources identified in the Facilities, Equipment, and Other Resources section will be provided, or
made available, should the proposal be funded. AAG Chapter II.B.1 specifies procedures for use by the awardee
when there are postaward changes to objectives, scope or methods/procedures.
j.
Special Information and Supplementary Documentation
Except as specified below, special information and supplementary documentation must be included as part of the
Project Description (or part of the budget justification), if it is relevant to determining the quality of the proposed
work. Information submitted in the following areas is not considered part of the 15-page Project Description
limitation. This Special Information and Supplementary Documentation section also is not considered an
appendix. Specific guidance on the need for additional documentation may be obtained from the organization’s
Sponsored Projects Office or in the references cited below.

•

30

Postdoctoral Researcher Mentoring Plan.
Each proposal
that requests funding to support
31
postdoctoral researchers must include, as a supplementary document, a description of the mentoring
activities that will be provided for such individuals. In no more than one page, the mentoring plan must
describe the mentoring that will be provided to all postdoctoral researchers supported by the project,
regardless of whether they reside at the submitting organization, any subrecipient organization, or at any
organization participating in a simultaneously submitted collaborative project. Proposers are advised
that the mentoring plan must not be used to circumvent the 15-page Project Description limitation. See
GPG Chapter II.D.5 for additional information on collaborative proposals. Mentoring activities provided
to postdoctoral researchers supported on the project will be evaluated under the Broader Impacts review
criterion.
Examples of mentoring activities include, but are not limited to: career counseling; training in preparation
of grant proposals, publications and presentations; guidance on ways to improve teaching and mentoring
skills; guidance on how to effectively collaborate with researchers from diverse backgrounds and
disciplinary areas; and training in responsible professional practices.

•

Plans for data management and sharing of the products of research. Proposals must include a
supplementary document of no more than two pages labeled “Data Management Plan”. This

30

For purposes of meeting the mentoring requirement, simultaneously submitted collaborative proposals, and collaborative
proposals that include subawards, constitute a single unified project. Therefore, only one mentoring plan may be submitted
for the entire project.
31
In situations where a postdoctoral researcher is listed in Section A of the NSF Budget, and is functioning in a Senior
Personnel capacity (i.e., responsible for the scientific or technical direction of the project), a mentoring plan is not required.

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supplementary document should describe how the proposal will conform to NSF policy on the
dissemination and sharing of research results (see AAG Chapter VI.D.4), and may include:
1.
the types of data, samples, physical collections, software, curriculum materials, and other
materials to be produced in the course of the project;
2.
the standards to be used for data and metadata format and content (where existing standards
are absent or deemed inadequate, this should be documented along with any proposed solutions or
remedies);
3. policies for access and sharing including provisions for appropriate protection of privacy,
confidentiality, security, intellectual property, or other rights or requirements;
4.

policies and provisions for re-use, re-distribution, and the production of derivatives; and

5.
them.

plans for archiving data, samples, and other research products, and for preservation of access to

Data management requirements and plans specific to the Directorate, Office, Division, Program, or other
NSF unit, relevant to a proposal are available at: http://www.nsf.gov/bfa/dias/policy/dmp.jsp. If guidance
specific to the program is not available, then the requirements established in this section apply.
Simultaneously submitted collaborative proposals and proposals that include subawards are a single
unified project and should include only one supplemental combined Data Management Plan, regardless
of the number of non-lead collaborative proposals or subawards included.
A valid Data Management Plan may include only the statement that no detailed plan is needed, as long
as the statement is accompanied by a clear justification. Proposers who feel that the plan cannot fit
within the limit of two pages may use part of the 15-page Project Description for additional data
management information. Proposers are advised that the Data Management Plan must not be used to
circumvent the 15-page Project Description limitation. The Data Management Plan will be reviewed as
an integral part of the proposal, considered under Intellectual Merit or Broader Impacts or both, as
appropriate for the scientific community of relevance.
•

Rationale for performance of all or part of the project off-campus or away from organizational
headquarters.

•

Documentation of collaborative arrangements of significance to the proposal through letters of
collaboration. (See GPG Chapter II.C.2.d.(iv).) Letters of collaboration should be limited to stating the
intent to collaborate and should not contain endorsements or evaluation of the proposed project. The
recommended format for letters of collaboration is as follows:
“If the proposal submitted by Dr. [insert the full name of the Principal Investigator] entitled [insert the
proposal title] is selected for funding by NSF, it is my intent to collaborate and/or commit resources as
detailed in the Project Description or the Facilities, Equipment or Other Resources section of the
proposal.”
While letters of collaboration are permitted, unless required by a specific program solicitation, letters of
support should not be submitted as they are not a standard component of an NSF proposal. Letters of
support are typically from a key stakeholder such as an organization, collaborator or Congressional
Representative, and are used to convey a sense of enthusiasm for the project and/or to highlight the
qualifications of the PI or co-PI. Letters of support submitted in response to a program solicitation
requirement must be unique to the specific proposal submitted and cannot be altered without the
author’s explicit prior approval.

•

In order for NSF to comply with federal environmental statutes (including, but not limited to, the National
Environmental Policy Act [42 USC. §§ 4321, et seq.], the National Historic Preservation Act [16 USC. §
470, et seq.], and the Endangered Species Act [16 USC. §§ 1531, et seq.], the proposer may be

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requested to submit supplemental post-proposal submission information to NSF in order that a
reasonable and accurate assessment of environmental impacts by NSF may be made.
•

International Activities
1.
International Research/Education/Training Activities. For each proposal that describes an
international activity, PIs should list the primary countries involved on the Cover Sheet. An international
activity is defined as research, training, and/or education carried out in cooperation with foreign
counterparts either overseas or in the US using virtual technologies.
2.
International Conferences.
Proposers also should enter on the Cover Sheet the
country/countries with which project participants will engage and/or travel to attend international
conferences. If the specific location of the international conference is not known at the time of the
proposal submission, proposers should enter “Worldwide” on the Cover Sheet.
3.
Work in foreign countries. Some governments require nonresidents to obtain official approval to
carry out investigations within their borders and coastal waters under their jurisdiction. PIs are
responsible for obtaining the required authorizations. Advance coordination should minimize disruption
of the research. (See AAG Chapter VI.B.4.)
Antarctic proposals to any NSF program require operational worksheets by the first Wednesday of June
in the year before any proposed fieldwork. See “proposals with fieldwork” in Chapter V.A, of the
Antarctic Research solicitation. Special budget considerations also apply. (See also Chapter V.B of the
Antarctic Research solicitation.)

•
•

Research in a location designated, or eligible to be designated, a registered historic place. (See AAG
Chapter VI.K). Where applicable, the box for “Historic Places” must be checked on the Cover Sheet.
Research involving field experiments with genetically engineered organisms. (See AAG Chapter VI.B.2)

•

Documentation regarding research involving the use of human subjects, hazardous materials, vertebrate
animals, or endangered species. (See AAG Chapter VI.B and GPG Chapter II.D.7 and II.D.8).

•

Special components in new proposals or in requests for supplements, such as Facilitation Awards for
Scientists and Engineers with Disabilities (FASED), Research Opportunity Awards (ROAs), Research
Experiences for Undergraduates (REUs), or Facilitating Research at Primarily Undergraduate Institutions
(RUIs and ROAs). (See GPG Chapter II.D.4 for information on FASED, and for the other programs
identified, consult the relevant program solicitation.)

In addition, the supplementary documentation section should alert NSF officials to unusual circumstances that
require special handling, including, for example, proprietary or other privileged information in the proposal,
matters affecting individual privacy, required intergovernmental review under E.O. 12372 (Intergovernmental
Review of Federal Programs) for activities that directly affect State or local governments, or possible national
security implications.
k.

Appendices

All information necessary for the review of a proposal must be contained in Sections A through I of the proposal.
Appendices may not be included unless a deviation has been authorized. GPG Chapter II.A contains
further information.
D.

Special Guidelines

1.

Rapid Response Research (RAPID) Proposals

The RAPID funding mechanism is used for proposals having a severe urgency with regard to availability of, or
access to, data, facilities or specialized equipment, including quick-response research on natural or
anthropogenic disasters and similar unanticipated events. PI(s) must contact the NSF program officer(s) whose
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expertise is most germane to the proposal topic before submitting a RAPID proposal.
determining whether the proposed work is appropriate for RAPID funding.

This will facilitate

•

The Project Description is expected to be brief and must be no more than five pages. It must include
clear statements as to why the proposed research is of an urgent nature and why a RAPID award would
be the most appropriate mechanism for supporting the proposed work. Note this proposal preparation
instruction deviates from the standard proposal preparation instructions contained in this Guide; RAPID
proposals must otherwise be compliant with the GPG.

•

The “RAPID” proposal type must be selected in the proposal preparation module in FastLane.

•

Only internal merit review is required for RAPID proposals. Under rare circumstances, program officers
may elect to obtain external reviews to inform their decision. If external review is to be obtained, then the
PI will be informed in the interest of maintaining the transparency of the review and recommendation
process. The two standard NSB-approved merit review criteria will apply.

•

Requests may be for up to $200K and of one year duration. The award size, however, will be consistent
with the project scope and of a size comparable to grants in similar areas.

•

No-cost extensions and requests for supplemental funding will be processed in accordance with
standard NSF policies and procedures.

•

Renewed funding of RAPID awards may be requested only through submission of a proposal that will be
subject to full external merit review. Such proposals would be designated as “RAPID renewals.”

2.

EArly-concept Grants for Exploratory Research (EAGER) Proposals

The EAGER funding mechanism may be used to support exploratory work in its early stages on untested, but
potentially transformative, research ideas or approaches. This work may be considered especially "high risk-high
payoff" in the sense that it, for example, involves radically different approaches, applies new expertise, or
engages novel disciplinary or interdisciplinary perspectives. These exploratory proposals also may be submitted
directly to an NSF program, but the EAGER mechanism should not be used for projects that are appropriate for
submission as “regular” (i.e., non-EAGER) NSF proposals. PI(s) must contact the NSF program officer(s) whose
expertise is most germane to the proposal topic prior to submission of an EAGER proposal. This will aid in
determining the appropriateness of the work for consideration under the EAGER mechanism; this suitability must
be assessed early in the process.
•

The Project Description is expected to be brief and must be no more than eight pages. It must include
clear statements as to why this project is appropriate for EAGER funding, including why it does not fit
into existing programs and why it is a good fit for EAGER. Note this proposal preparation instruction
deviates from the standard proposal preparation instructions contained in this Guide; EAGER proposals
must otherwise be compliant with the GPG.

•

The “EAGER” proposal type must be selected in the proposal preparation module in FastLane.

•

Only internal merit review is required for EAGER proposals. Under rare circumstances, program officers
may elect to obtain external reviews to inform their decision. If external review is to be obtained, then the
PI will be informed in the interest of maintaining the transparency of the review and recommendation
process. The two standard NSB-approved merit review criteria will apply.

•

Requests may be for up to $300K and of up to two years duration. The award size, however, will be
consistent with the project scope and of a size comparable to grants in similar areas.

•

No-cost extensions and requests for supplemental funding will be processed in accordance with
standard NSF policies and procedures.

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•

Renewed funding of EAGER awards may be requested only through submission of a proposal that will
be subject to full external merit review. Such proposals would be designated as “EAGER renewals.”

3.

Ideas Lab

The "Ideas Lab" is a funding mechanism designed to support the development and implementation of creative
and innovative project ideas that have the potential to transform research paradigms and/or solve intractable
problems. An Ideas Lab may be run independently, or in parallel, with the issuance of an NSF funding
opportunity on the same topic. These project ideas typically will be high-risk/high-impact, as they represent new
and unproven ideas, approaches and/or technologies. This mechanism was developed collaboratively within
NSF, modeled on the "sandpit" workshops that are a key component of the United Kingdom Research Council’s
"IDEAs Factory" program.
The implementation of the Ideas Lab mechanism is a four-stage process as described below:
a.

Stage 1: Selection of Panelists

There are two separate panels convened for an Ideas Lab: a selection panel and an Ideas Lab panel. The role of
the selection panel is to provide advice on the selection of participants. The role of the Ideas Lab panel is to
provide an assessment of the project ideas developed there. The individuals selected to participate in each of
these panels are subject matter experts for the specific topic of the Ideas Lab. All panelists are barred from
receiving any research funding through, or in any other way collaborating on, the particular Ideas Lab in which
they are involved.
b.

Stage 2: Selection of Participants

A "call for participants" solicitation that describes the specific focus of the Ideas Lab will be issued.
solicitation will specify the content and submission instructions for such applications.

The

The project description is limited to two pages and should include information regarding the applicant’s specific
expertise and interest in the topic area, as well as about certain personal attributes that enhance the success of
the Ideas Lab workshop mechanism (e.g., experience and interest in working in teams, communication skills,
level of creativity, willingness to take risks). Applicants also must include a Biographical Sketch and Current and
Pending Support information (both of which must be prepared in accordance with standard NSF formatting
guidelines). All other elements of a "full proposal" are waived (i.e., Project Summary, References Cited, Budget
and Budget Justification, Facilities, Equipment and Other Resources). The application must be submitted as a
preliminary proposal in FastLane. No appendices or supplementary documents may be submitted.
Applicants are notified electronically of NSF’s decision regarding whether they are invited or not invited to
participate in the Ideas Lab. Applicants will be informed about the context of the review and the criteria that
were used to assess the applications in the form of a panel summary, but will not receive individual reviews or
other review-related feedback.
c.

Stage 3: Ideas Lab
32

The agenda and duration of the Ideas Lab are communicated to meeting participants by the cognizant NSF
Program Officer. Anonymous real-time peer review involving the participants and the Ideas Lab panel is
incorporated into the workshop format, providing iterative constructive feedback during the development of
project ideas. The Ideas Lab concept incorporates a "guided creativity" process, thus the use of a facilitator(s) is
included, both to guide the creation of interdisciplinary teams and the creative development of ideas, and to
ensure that the workshop progresses in a productive manner. At the end of the Ideas Lab, the Ideas Lab panel
will provide a consensus report summarizing their evaluation of each project idea. The recommendations of the
Ideas Lab panel are advisory to NSF. Within seven to fourteen days following the Ideas Lab, the NSF Program
Officers will determine which project ideas are meritorious and should be invited as full proposals. At the NSF
Program Officers’ discretion (subject to Division Director concurrence), they may invite none, some, or all of the
project ideas as full proposals, with the final funding decision to occur after the full proposals have been received
32

Ideas Labs are generally one to five days in duration.

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and reviewed. Invited full proposals (which are prepared in accordance with standard research proposal
formatting guidelines) must be submitted within two months of receiving NSF notification after the Ideas Lab.
d.

Stage 4: Review and recommendation of full proposals

Invited proposals will be reviewed internally by the cognizant NSF Program Officers, the Ideas Lab panelists, and
other external reviewers, as appropriate. Resulting awards will be administered in accordance with standard NSF
policies and procedures, including no-cost extensions and supplemental funding requests. Renewed funding of
an Ideas Lab award may be requested only through submission of a full proposal that will be subject to external
merit review. Such proposals would be designated as an “Ideas Lab renewal.”
4.

Facilitation Awards for Scientists and Engineers with Disabilities (FASED)

As part of its effort to promote full utilization of highly qualified scientists, mathematicians, and engineers, and to
develop scientific and technical talent, the Foundation has the following goals:
•
to reduce or remove barriers to participation in research and training by persons with physical disabilities
by providing special equipment and assistance under awards made by NSF; and
•
to encourage persons with disabilities to pursue careers in science and engineering by stimulating the
development and demonstration of special equipment that facilitates their work performance.
Persons with with disabilities eligible for facilitation awards include PIs, other senior personnel, and graduate and
undergraduate students. The cognizant NSF Program Officer will make decisions regarding what constitutes
appropriate support on a case-by-case basis. The specific nature, purpose, and need for equipment or
assistance should be described in sufficient detail in the proposal to permit evaluation by knowledgeable
reviewers.
There is no separate program for funding of special equipment or assistance. Requests are made in conjunction
with regular competitive proposals, or as a supplemental funding request to an existing NSF award. Specific
instructions for each type of request are provided below.
a.

Requests as part of a competitive proposal submission

Funds may be requested to purchase special equipment, modify equipment or provide services required
specifically for the work to be undertaken. Requests for funds for equipment or assistance that compensate in a
general way for the disabling condition are not permitted. For example, funds may be requested to provide:
prosthetic devices to manipulate a particular apparatus; equipment to convert sound to visual signals, or vice
versa, for a particular experiment; access to a special site or to a mode of transportation (except as defined
below); a reader or interpreter with special technical competence related to the project; or other special-purpose
equipment or assistance needed to conduct a particular project. Items, however, such as standard wheel chairs,
prosthetics, hearing aids, TDD/text-phones, or general readers for the blind would not be supported because the
need for them is not specific to the proposed project. Similarly, ramps, elevators, or other structural modifications
of research facilities are not eligible for direct support under this program.
No maximum funding amount has been established for such requests. It is expected, however, that the cost
(including equipment adaptation and installation) will not be a major component of the total proposed budget for
the project. Requests for funds for special equipment or assistance to facilitate the participation of individuals
with disabilities 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.
b.

Supplemental funding requests to existing NSF grants

Supplemental funds for special equipment or assistance to facilitate participation in NSF-supported projects by
persons with disabilities may be provided under existing NSF grants. Normally, title is vested in the grantee
organization for equipment purchased in conjunction with NSF-supported activities. In accordance with the
applicable grant terms and conditions, the grantee organization guarantees use of the equipment for the specific
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project during the period of work funded by the Foundation, and assures its use in an appropriate manner after
project completion. In instances involving special equipment for persons with disabilities, the need for such may
be unique to the individual. In such cases, the grantee organization may elect to transfer title to the individual to
assure appropriate use after project completion.
Supplemental funding requests should be submitted by using the ”Supplemental Funding Request” function in
FastLane and should include a brief description of the request, a budget and a budget justification. Requests
must be submitted at least two months before funds are needed. Funding decisions will be made on the basis of
the justification and availability of program funds with any resultant funding provided through a formal
amendment of the existing NSF grant.
5.

Collaborative Proposals

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. PIs are strongly encouraged to contact the cognizant NSF Program Officer prior to submission of a
collaborative proposal.
a.

Submission of a collaborative proposal from one organization

The single proposal method allows investigators from two or more organizations who have developed an
integrated research project to submit a single, focused proposal. A single investigator bears primary
responsibility for the administration of the grant and discussions with NSF, and, at the discretion of the
organizations involved, investigators from any of the participating organizations may be designated as co-PIs.
Please note, however, that if awarded, a single award would be made to the submitting organization, with any
collaborators listed as subawards. (See GPG Chapter II.C.2.g(vi)(e) for additional instructions on preparation of
this type of proposal.)
If a proposed subaward includes funding to support postdoctoral researchers, the mentoring activities to be
provided for such individuals must be incorporated in the supplemental mentoring plan outlined in GPG Chapter
II.C.2.j.
b.

Submission of a collaborative proposal from multiple organizations

Simultaneous submission of proposals allows multiple organizations to submit a unified set of certain proposal
sections, as well as information unique to each organization as specified below. All collaborative proposals
arranged as separate submissions from multiple organizations must be submitted via FastLane. For these
proposals, the project title must begin with the words "Collaborative Research:” If funded, each organization
bears responsibility for a separate award.
Required sections of the proposal differ based on the organization’s role. The following sections are required for
a collaborative proposal submitted by:
Lead Organization
•
•
•
•
•
•
•

Cover Sheet
Project Summary
Table of Contents (automatically generated)
Project Description
References Cited
Biographical Sketch(es)
Budget and Budget Justification

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Non-Lead Organization
•
•
•
•
•
•
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Cover Sheet
Table of Contents (automatically generated)
Biographical Sketch(es)
Budget and Budget Justification
Current and Pending Support
Facilities, Equipment and Other Resources
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•
•
•
•

Current and Pending Support
Facilities, Equipment and Other Resources
Data Management Plan
Postdoctoral Mentoring Plan (if applicable)

See GPG Chapter II.C.2.j for additional guidance on mentoring and data management plan requirements for
collaborative proposals. NSF will combine the proposal submission for printing or electronic viewing.
To submit the collaborative proposal, the following process must be completed:

33

(i)
Each non-lead organization must assign their proposal a proposal PIN. This proposal PIN and the
temporary proposal ID generated by FastLane when the non-lead proposal is created must be provided to the
lead organization before the lead organization submits its proposal to NSF.
(ii)
The lead organization must then enter each non-lead organization(s) proposal PIN and temporary
proposal ID into the FastLane lead proposal by using the "Link Collaborative Proposals" option found on the
FastLane "Form Preparation" screen. Given that such separately submitted proposals constitute a “single”
proposal submission to NSF, it is imperative that the proposals be submitted within a reasonable timeframe to
one another.
(iii)
All components of the collaborative proposal must meet any established deadline date and time,
and failure to do so may result in the entire collaborative proposal being returned without review.

34

d,

(iv)
If funded, both lead and non-lead organizations are required to submit separate annual and final project
reports. These reports should reference the work of the collaborative, while focusing on the distinct work
conducted at each funded organization.
6.

Equipment Proposals

Proposals for specialized equipment may be submitted by an organization for: individual investigators; groups of
investigators within the same department; several departments; organization(s) participating in a collaborative or
joint arrangement; any components of an organization; or a region. One individual must be designated as PI.
Investigators may be working in closely related areas or their research may be multidisciplinary.
An equipment proposal must contain all of the following proposal sections:
•

Cover Sheet

•

Project Summary: GPG Chapter II.C.2.b should be consulted to prepare this portion of the proposal.

•

Project Description (not to exceed 15 pages) that includes:
a.

an overall acquisition plan which discusses arrangements for acquisition, maintenance and
operation. Equipment to be purchased, modified or constructed must be described in sufficient
detail to allow comparison of its capabilities with the needs of the proposed activities;

b.

a description, from each potential major user, of the project(s) for which the equipment will be
used. This description must be succinct, not necessarily as detailed as in a full research
proposal, and must emphasize the intrinsic merit of the activity and the importance of the
equipment to it. A brief summary will suffice for auxiliary users; and

c.

a description of comparable equipment already at the proposing organization(s), if applicable,
and an explanation of why it cannot be used. This includes comparable government-owned
equipment that is on-site.

33

Detailed instructions for the preparation and submission of collaborative proposals are available in FastLane .
5 p.m., submitter’s local time
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•

Biographical Sketch(es) of the person(s) who will have overall responsibility for maintenance and
operation and a brief statement of qualifications. (GPG Chapter II.C.2.f should be consulted to prepare
this portion of the proposal; also see GPG II.C.2.f(iii)).

•

Proposal Budget and Budget Justification: An annual budget and budget justification for the operation,
maintenance and administration of the proposed equipment (GPG Chapter II.C.2.g should be consulted
to prepare this portion of the proposal).

•

Current and Pending Support: GPG Chapter II.C.2.h should be consulted to prepare this portion of the
proposal.

•

Facilities, Equipment and Other Resources that includes a description of the physical facility, including
floor plans or other appropriate information, where the equipment will be located; a narrative description
of the source of funds available for operation and maintenance of the proposed equipment; a brief
description of other support services available, and a statement of why the equipment is severable or
non-severable from the physical facility (GPG Chapter II.C.2.i should be consulted to prepare this portion
of the proposal).

•

Data Management Plan: GPG Chapter II.C.2.j should be consulted to prepare this portion of the
proposal.

•

Postdoctoral Mentoring Plan (if applicable): GPG Chapter II.C.2.j should be consulted to prepare this
portion of the proposal.

These proposals normally compete with proposals for research or education projects.
7.

35

Proposals Involving Vertebrate Animals

a.
Any project proposing use of vertebrate animals for research or education shall comply with the Animal
Welfare Act [7 USC. 2131, et seq.] and the regulations promulgated thereunder by the Secretary of Agriculture [9
CFR 1.1-4.11] pertaining to the humane care, handling, and treatment of vertebrate animals held or used for
research, teaching or other activities supported by Federal awards. In accordance with these requirements,
proposed projects involving use of any vertebrate animal for research or education must be approved by the
submitting organization's Institutional Animal Care and Use Committee (IACUC) before an award can be made.
For this approval to be accepted by NSF, the organization must have a current Public Health Service (PHS)
Approved Assurance.
In the case of research involving the study of wildlife in the field or in the laboratory, for the provision in the PHS
Assurance for Institutional Commitment (Section II) that requires the organization to establish and maintain a
program for activities involving animals in accordance with the Guide for the Care and Use of Laboratory
Animals (Guide), the organization has established and will maintain a program for activities involving animals
according to the Guide. The organization will follow recommendations specified in the Guide for details involving
laboratory animals, and taxon-specific guidelines approved by the American Society of Ichthyologists and
Herpetologists, the American Society of Mammalogists, and the Ornithological Council, as is appropriate for the
36
taxon to be studied.
b.
Sufficient information must be provided within the 15-page Project Description to enable reviewers to
evaluate the:
(i)
(ii)

rationale for involving animals;
choice of species and number of animals to be used;

35

See AAG Chapter IV.D for additional information on the administration of equipment awards.
Guidelines to the Use of Wild Birds in Research; Guidelines of the American Society of Mammalogists for the Use of Wild
Mammals in Research; Guidelines for the Use of Fishes in Research; and Guidelines for the Use of Live Amphibians and
Reptiles in Field and Laboratory Research.
36

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(iii)
(iv)
(v)

description of the proposed use of the animals;
exposure of animals to discomfort, pain, or injury; and
description of any euthanasia methods to be used.

c.
Research facilities subject to the Animal Welfare Act using or intending to use live animals in research and
who receive Federal funding are required to register the facility with the Animal and Plant Health Inspection
Service (APHIS), US Department of Agriculture. A current listing of licensed animal dealers also may be
obtained from APHIS. The location of the nearest APHIS Regional Office, as well as information concerning this
and other APHIS activities, may be obtained at http://www.aphis.usda.gov/.
d.
Projects involving the care or use of vertebrate animals at a foreign organization or foreign field site also
require approval of research protocols by the US grantee’s IACUC. If the project is to be funded through an
award to a foreign organization or through an individual fellowship award that will support activities at a foreign
organization, NSF will require a statement explicitly listing the proposer’s name and referencing the title of the
award to confirm that the activities will be conducted in accordance with all applicable laws in the foreign country
and that the International Guiding Principles for Biomedical Research Involving Animals (see
http://www.cioms.ch/) will be followed.
e.
The following information regarding the organization’s intention to utilize vertebrate animals as part of
the project should be provided on the Cover Sheet:
(i)
The box for "Vertebrate Animals" must be checked on the Cover Sheet if use of vertebrate animals is
envisioned.
(ii)
The date of IACUC approval of the animal-use protocol covering the proposed work (if obtained) must
be identified in the space provided.
(iii)

The PHS Approved Animal Welfare Assurance Number must be entered in the space provided.

If IACUC approval has not been obtained prior to submission, the proposer should indicate "Pending" in the
space provided for the approval date. If a decision is made to fund the proposal, the organization must provide a
signed copy of the official IACUC approval letter to the cognizant NSF Program Officer before an award can be
issued. The approval letter must affirm that an animal-use protocol covering the proposed activities has been
approved, and should explicitly list the proposer’s name, the title and number of the NSF proposal, and the date
of IACUC approval.
f.
For fellowship proposals submitted by individuals that involve use of vertebrate animals, a copy of the
approval letter from the IACUC (including Assurance Number and organizational signature) should be included
in the Supplementary Documentation section of the proposal or sent directly to the cognizant NSF Program
Officer. The letter should indicate approval of the proposed activities.
If IACUC approval has not been obtained prior to submission, the proposer should indicate "Pending" in the
space provided for the approval date. If a decision is made to fund the proposal, the organization must provide a
signed copy of the official IACUC approval letter to the cognizant program. The letter should indicate approval of
the proposed activities, explicitly listing the proposer’s name and referencing the title of the NSF proposal, and
must be submitted prior to an award being issued.
See also AAG Chapter VI.B.3 for additional information on the administration of awards that utilize vertebrate
animals. Please note that for some types of vertebrate animals (e.g., non-human primates), additional review
may be required.
8.

Proposals Involving Human Subjects

a.
Projects involving research with human subjects must ensure that subjects are protected from research
risks in conformance with the relevant federal policy known as the Common Rule (Federal Policy for the
Protection of Human Subjects, 45 CFR 690). All projects involving human subjects must either (1) have approval
from the organization's Institutional Review Board (IRB) before issuance of an NSF award or, (2) must affirm that
the IRB has declared the research exempt from IRB review, in accordance with the applicable subsection, as
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established in section 101(b) of the Common Rule. If certification of exemption is provided after submission of
the proposal and before the award is issued, the exemption number corresponding to one or more of the
exemption categories also must be included in the documentation provided to NSF.
The only acceptable IRB approval documents are those that approve a human subjects research protocol;
approvals "in concept" are not acceptable. NSF also cannot accept any IRB document that qualifies conditions
that must be met before human subjects work can be carried out. If IRB approval cannot be obtained at the time
of the award action because the development of a human subject s research protocol requires preliminary or
other conceptual work to take place, the PI should notify the cognizant NSF Program Officer assigned to the
proposal. In such a case, NSF may add conditions to the award that prevent any research involving human
subjects from being carried out, and otherwise restrict the drawing down of funds, until IRB approval has been
obtained.
If the project involves human subjects and is to be performed outside of the US, evidence of IRB approval also is
required. If there is no IRB approval provided, and the foreign country is not included in the Department of
Health and Human Services, Office of Human Research Protections (OHRP), International Compilation of
Human Research Standards (http://www.hhs.gov/ohrp/international/intlcompilation/intlcompilation.html), nor is an
Assurance on file with OHRP (http://ohrp.cit.nih.gov/search/search.aspx?styp=bsc), NSF may decline to support
the project.
b.
The following information regarding the organization’s intention to use human subjects as part of the
project should be provided on the Cover Sheet:
(i)
The box for "Human Subjects" must be checked on the Cover Sheet if use of human subjects is
envisioned.
(ii)
If human subject activities are exempt from IRB review, provide the exemption number(s) corresponding
to one or more of the exemption categories. The six categories of research that qualify for exemption from
coverage by the regulations are defined in the Common Rule for Protection of Human Subjects.
(iii)
If the research is not designated as exempt, the IRB approval date should be identified in the space
provided. This date, at minimum, should cover the period at which the project is initiated. If IRB approval has
not been obtained prior to submission, the proposer should indicate "Pending" in the space provided for the
approval date. If a decision is made to fund the proposal, the organization must provide a signed copy of the IRB
approval letter to the cognizant program. The letter should indicate approval of the proposed activities and must
be submitted prior to an award being issued.
(iv)
The Federal Wide Assurance (FWA) Number that the proposer has on file with OHRP should be entered,
if available.
See also AAG Chapter VI.B.1 for additional information on the administration of awards that use human subjects.
9.

Conference Proposals

37

NSF supports conferences in special areas of science and engineering that bring experts together to discuss
recent research or education findings or to expose other researchers or students to new research and education
techniques. NSF encourages the convening in the US of major international conferences. Conferences will be
supported only if equivalent results cannot be obtained at regular meetings of professional societies. Although
requests for support of conferences ordinarily originate with educational institutions or scientific and engineering
societies, they also may come from other groups. Shared support by several Federal agencies, States or private
organizations is encouraged. Because proceedings of such conferences normally should be published in
professional journals, requests for support may include publication costs. Proposals for conferences should
generally be submitted at least a year in advance of the scheduled date. Conferences, including the facilities in
which they are held, funded in whole or in part with NSF funds, must be accessible to participants with
disabilities.

37

This coverage also applies to symposia and workshop proposals.
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A conference proposal must contain the elements identified below:
•

Cover Sheet

•

Project Summary (GPG Chapter II.C.2.b should be consulted to prepare this portion of the proposal).

•

Project Description (not to exceed 15 pages) that includes:

a.

A statement of the need for such a gathering and a list of topics;

b.

A listing of recent meetings on the same subject, including dates and locations;

c.
The names of the chairperson and members of organizing committees and their organizational
affiliations;
d.
Information on the location and probable date(s) of the meeting and the method of announcement or
invitation;
e.
A statement of how the meeting will be organized and conducted, how the results of the meeting will be
disseminated and how the meeting will contribute to the enhancement and improvement of scientific, engineering
and/or educational activities;
•
Proposal Budget and Budget Justification : A budget, and budget justification for the conference that is
prepared in accordance with GPG Chapter II.C.2.g. The following provides a listing of the types of costs that
may be included on a conference budget. Such costs may be included only if they are specifically and clearly
identified in the proposed scope of work and budget. Note that registration fees under NSF-supported
conferences are considered program income. For additional information on program income associated with
conferences, see AAG Chapter III.D.4.
a.

Conference Facilities. Rental of facilities and necessary equipment.

b.

Supplies. Expendable materials and supplies necessary for the meeting.

c.
Conference Services. Costs of translation services, audio visual, webcast, and computer services for
recording, transmitting and transcribing the proceedings.
d.

Publication Costs. Costs of publishing the proceedings.

e.
Salaries. Salaries of professional personnel, editorial and clerical assistants and other staff members in
proportion to the time or effort devoted to the preparation and conduct of the conference and summarizing its
results.
f.
Consultant Services and Speaker Fees. Reasonable fees and travel allowances and per diem (or meals
provided in lieu of per diem). Consultants’ travel costs, including subsistence, may be included. If requested, the
proposer must be able to justify that the proposed rate of pay is reasonable. Additional information on the
allowability of consultant or professional service costs is available in 2 CFR § 200.459. In addition to other
provisions required by the proposing organization, all contracts made under the NSF award must contain the
applicable provisions identified in 2 CFR § 200 Appendix II.
g.
Meals and Coffee Breaks. Meals that are an integral and necessary part of a conference (e.g., working
meals where business is transacted). Funds may be included for furnishing a reasonable amount of hot
beverages or soft drinks to conference participants and attendees during periodic coffee breaks.
h.

Participant Support Costs. See GPG Chapter II.C.2.g.(v).

The following provides a listing of the types of costs that are not allowable for inclusion on a conference budget.
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a.
Meals and Coffee Breaks for Intramural Meetings. NSF funds may not be included or spent for meals or
coffee breaks for intramural meetings of an organization or any of its components, including, but not limited to,
laboratories, departments and centers, as a direct cost.
b.
Entertainment. Costs of entertainment, amusement, diversion and social activities (such as tickets to
shows or sporting events, meals, lodging, rentals, transportation and gratuities) are unallowable and may not be
requested. Travel, meal, and hotel expenses of awardee employees who are not on travel status also are not
permitted. Costs of employees on travel status are limited to those specifically authorized by 2 CFR § 200.474.
c.

Alcoholic Beverages. NSF funds may not be proposed for alcoholic beverages.

•
Current and Pending Support: The support requested or available from other Federal agencies and other
sources. GPG Chapter II.C.2.h. should be consulted to prepare this portion of the proposal.
•
Facilities, Equipment and Other Resources: If there will be support from other sources for the
conference, such information should be included in the Facilities, Equipment and Other Resources section of the
proposal. The description should be narrative in nature and must not include any quantifiable financial
information. GPG Chapter II.C.2.i should be consulted to prepare this portion of the proposal. If included, these
resources will not be auditable and must not be included in the proposal budget or budget justification. A
description of such support should be included in the Facilities, Equipment and Other Resources section of the
proposal. (See GPG Chapter II.C.2.g.(xi) for further information.)
•
Data Management Plan: Plans for management and sharing of any data products resulting from the
activity. GPG Chapter II.C.2.j should be consulted to prepare this portion of the proposal.
10.

International Travel Proposals

Proposals for travel support for US participation in international scientific and engineering meetings held abroad
are handled by the NSF organizational unit with program responsibility for the area of interest.
Group travel awards are encouraged as the primary means of support for international travel. A university,
professional society or other non-profit organization may apply for funds to enable it to coordinate and support
US participation in one or more international scientific meeting(s) abroad. Proposals submitted for this purpose
should address the same items as those indicated for conferences (see Section 9 above), with particular
attention to plans for composition and recruitment of the travel group. Information on planned speakers should
be provided where available from the conference organizer.
Group travel proposals may request support only for the international travel costs of the proposed activity. Group
travel grantees are required to retain supporting documentation that funds were spent in accordance with the
original intent of the proposal. Such documentation may be required in final reports and is subject to audit.
11.

Support for Development of NSF Centers

NSF provides support for a variety of individual Centers and Centers programs that contribute to the
Foundation's vision as outlined in the NSF Strategic Plan. Centers exploit opportunities in science, engineering
and technology in which the complexity of the research problem(s) or the resources needed to solve the(se)
problem(s) require the advantages of scope, scale, change, duration, equipment, facilities, and students that can
only be provided by an academic research center. They focus on investigations at the frontiers of knowledge not
normally attainable through individual investigations, at the interfaces of disciplines and/or by incorporating fresh
approaches to the core of disciplines. Centers focus on integrative learning and discovery and demonstrate
leadership in broadening participation through focused investments in a diverse set of partner organizations and
individuals. In doing so, they draw upon, and contribute to, the development of the Nation's full intellectual talent.
Most Center awards are limited to a maximum duration of ten years and are often subject to mid-course external
merit review. Proposers interested in learning more about current or future NSF Centers are encouraged to
contact the appropriate disciplinary NSF Program Officer.

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12.

Support for Development of Major Research Equipment and Facilities

As an integral part of its responsibility for strengthening the science and engineering infrastructure of the country,
NSF provides support for the construction and operation of major research equipment and facilities. NSF
depends on the research communities to provide the justification, planning, development, and implementation of
facility projects. This normally occurs through National Academies studies, workshop reports, professional
society activities, and other community-based mechanisms, including engineering studies and research projects
related to the development of new technologies. Many of these mechanisms are funded by interested NSF
Programs on the basis of merit-reviewed proposals. The construction funding mechanism depends on the scale
of the proposed facility. For large facilities construction, the Major Research Equipment and Facilities
Construction (MREFC) account is one option. Proposers are strongly encouraged to contact the appropriate
NSF Program to discuss the availability of funding and the appropriate funding mechanisms in advance of
proposal submission.
13.

Projects Requiring High-Performance Computing Resources, Large Amounts of Data Storage, or
Advanced Visualization Resources

Many research projects require access to computational, data storage or visualization resources in order to
complete the work proposed. For those projects that require such resources at a scale that is beyond that
typically available locally, NSF supports a number of resources. For the most computationally intensive projects,
the Blue Waters system at University of Illinois, Urbana/Champaign, is the most suitable. Blue Waters is
designed to support a small number (~50) of research teams involved with projects requiring the most advanced
computational and data resources. Currently, the allocation process for that resource is done directly via
proposal submission to the cognizant Program Officer in the Division of Advanced CyberInfrastructure within the
NSF Directorate for Computer & Information Science & Engineering. Proposals are reviewed for both their
scientific and computational needs. The Blue Waters supercomputer provides sustained performance of 1
petaflop on a range of real-world science and engineering applications. It is one of the most powerful
supercomputers in the world.
Those interested should visit the Blue Waters portal
(https://bluewaters.ncsa.illinois.edu/) for more details of the system's hardware and capabilities.
Yellowstone, which is part of the National Center for Atmospheric Research, is a significant resource, 1.5
petaflop peak speed, but one that is designed to meet the needs of the atmospheric and related-sciences
communities. Yellowstone operates its own allocations process and those interested in obtaining time and/or
storage should consult the cognizant program director in the Division of Atmospheric and Geospace Sciences
within the Geosciences Directorate.
The most general set of computational and data resources funded by the NSF are accessible through the
XSEDE project. XSEDE provides the integrating fabric for a collection of very powerful supercomputers, a highthroughput computing environment, high-volume data storage facilities, advanced visualization services,
connected by a high-bandwidth private network, a training education and outreach program in how to use its
services and an extended collaborative support program to assist researchers in using the advanced
computational resources. The physical resources themselves are provided by Service Providers (SP) via
separate awards from the NSF. Allocations of those resources for large projects are determined by the XSEDE
Resource Advisory Committee, which meets quarterly, using an external set of experts. Smaller requests do not
require a proposal or review and a simple on-line process may be used to request such an allocation. NSF
encourages prospective users to seek more information at https://www.xsede.org, where they can also register
for a portal account.
14.

Dual Use Research of Concern (DURC)

a.

Applicability

This section applies to all research, for which NSF grant funds may be used, that potentially falls within the scope
of the US Government Policy for Institutional Oversight of Life Sciences Dual Use Research of Concern
(http://www.phe.gov/s3/dualuse/Pages/default.aspx) as published in September, 2014, hereafter referred to as
the “Policy”.

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b.

Policy

NSF is committed to preserving the benefits of life sciences research while minimizing the risk of misuse of the
knowledge, information, products, or technologies provided by such research. The purpose of NSF”s
implementation of the Policy is to clarify proposer expectations about NSF-funded research with certain highconsequence pathogens and toxins with potential to be considered dual use research of concern.
Proposing organizations are responsible for identifying NSF-funded life sciences proposals that could potentially
be considered dual use research of concern as defined in the US Government Policy for Institutional Oversight of
Life Sciences Dual Use Research of Concern and for compliance with the requirements established in that
Policy. (See also AAG Chapter VI.B.5 for additional information.)

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Exhibit II-1: Proposal Preparation Checklist
It is imperative that all proposals conform to the proposal preparation and submission instructions specified in the
Grant Proposal Guide. Conformance with all preparation and submission instructions is required and will be
strictly enforced unless a deviation has been approved in advance of proposal submission. Note that some NSF
program solicitations modify the general provisions of the GPG, and in such cases, the guidelines provided in the
solicitation must be followed. FastLane uses the rules specified for each type of proposal, (e.g., RAPID, EAGER,
Ideas Lab, Equipment, Conference, and International Travel) to check for compliance prior to submission to NSF.
Proposers are strongly advised to review the applicable sections of the GPG pertinent to the type of proposal
39
being developed PRIOR to submission. NSF will not accept or will return without review proposals that are not
consistent with these instructions. See GPG Chapter IV.B for additional information.
Prior to submission, it is strongly recommended that an administrative review be conducted to ensure that
proposals comply with the instructions, in the format specified. This checklist is not intended to be an allinclusive repetition of the required proposal contents and associated proposal preparation guidelines. It is,
however, meant to highlight certain critical items so they will not be overlooked when the proposal is prepared.
[ ]

[ ]

[ ]

39

General:
[ ]

The proposal is responsive to and compliant with the provisions in the program description,
announcement, or solicitation.

[ ]

If the proposal has been previously declined and is being resubmitted, the proposal has been
revised to take into account the major comments from the prior NSF review.

[ ]

The proposed work is appropriate for funding by NSF, and is not a duplicate of, or substantially
similar to, a proposal already under consideration by NSF from the same submitter.

[ ]

The proposal must be submitted by 5 p.m. submitter's local time on the established deadline
date.

Single Copy Documents:
[ ]

Authorization to Deviate from NSF Proposal Preparation Requirements is included (if
applicable).

[ ]

List of Suggested Reviewers, or Reviewers Not To Include has been provided (if applicable).

[ ]

SF LLL, Disclosure of Lobbying Activities has been provided (if applicable).

[ ]

Collaborators and other Affiliation information has been provided for each individual identified as
senior project personnel

Cover Sheet:
[ ]

For interdisciplinary proposals, ensure all relevant programs are identified.

[ ]

For renewal proposals, previous award numbers have been entered.

[ ]

Related preliminary proposal number has been entered (if applicable).

[ ]

Appropriate box(es) have been checked, and requisite information has been provided.

Proposal Not Accepted is defined as FastLane will not permit submission of the proposal.
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[ ]

Project Summary:
[ ]

[ ]

[ ]

[ ]

Project Description:
[ ]

Project Description does not exceed the page limitations specified in the GPG or solicitation.

[ ]

Project Description contains, as a separate section within the narrative, a section labeled
“Broader Impacts”.

[ ]

Project Description is self-contained, and Uniform Resource Locators (URLs) have not been
included.

[ ]

Results from Prior NSF Support have been provided for PIs and co-PIs who have received NSF
support within the last five years. Results related to Intellectual Merit and Broader Impacts are
described under two separate, distinct headings.

References Cited:
[ ]

This section includes bibliographic citations only and does not provide parenthetical information
outside of the 15-page Project Description.

[ ]

Each reference is in the specified format.

Biographical Sketch(es):
[ ]

[ ]

Unless required by an NSF program solicitation, voluntary committed cost sharing has not been
included. Note that voluntary committed cost sharing is prohibited and Line M on the proposal
budget will not be available for use by the proposer. While not required by NSF, proposing
organizations may, at their own discretion, continue to contribute voluntary uncommitted cost
sharing to NSF-sponsored projects. These resources are not auditable by NSF and should not
be included in the proposal budget or budget justification.

Current and Pending Support:
[ ]

[ ]

Each budget line item is documented and justified in the budget justification.

Cost Sharing:
[ ]

[ ]

The content described is in accordance with the instructions, and does not contain additional
information beyond that specified.

Proposal Budget:
[ ]

[ ]

The Project Summary may ONLY be uploaded as a Supplementary Document if use of special
characters is necessary. Such Project Summaries must be formatted with separate headings for
Overview, Intellectual Merit and Broader Impacts.

All current and pending support from whatever source (e.g., Federal, State, local or foreign
government agencies, public or private foundations, industrial or other commercial organizations,
or internal funds allocated toward specific projects) must be listed. The proposed project and all
other projects or activities requiring a portion of time of the PI and other senior personnel must
be included, even if they receive no salary support from the project(s).

Facilities, Equipment and Other Resources:

An aggregated description of the internal and external resources (both physical and personnel)
that the organization and its collaborators will provide to the project, should it be funded, has
been included.
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[ ]

[ ]

[ ]

No quantifiable financial information has been provided.

[ ]

If there are no facilities, equipment or other resources identified, a statement to that effect has
been included in this section of the proposal and uploaded into FastLane.

Special Information and Supplementary Documentation:
[ ]

The types of information identified in GPG Chapter II.C.2.j have been included, as appropriate.

[ ]

Any additional items specified in a relevant program solicitation have been included.

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Exhibit II-2: Potentially Disqualifying Conflicts of Interest
Unless a waiver has been granted by NSF, a reviewer cannot review a proposal if:
•

the reviewer, the reviewer’s spouse, minor child, or business partner;

•

the organization where the reviewer is employed, has an arrangement for future employment or is
negotiating for employment; or

•

the organization where the reviewer is an officer, director, trustee, or partner,

has a financial interest in the outcome of the proposal.
Unless a waiver has been granted by NSF, a potential reviewer also may be barred from reviewing a proposal, if
it involves individuals with whom he/she has a personal relationship, such as a close relative, current or former
collaborator, or former thesis student/advisor.
Unless a waiver has been granted by NSF, a disqualifying conflict may exist, if a proposal involves an
organization or other entity with which the potential reviewer has a connection. Such potentially disqualifying
connections include:
•

a reviewer’s recent former employer;

•

an organization in which the reviewer is an active participant;

•

an institution at which the reviewer is currently enrolled as a student, or at which he/she serves as a
visiting committee member; or

•

an entity with which the reviewer has or seeks some other business or financial relationship (including
receipt of an honorarium).

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Exhibit II-3: Drug-Free Workplace Certification
Instructions for Certification
1.

By signing the NSF Cover Sheet and submitting this proposal, the Authorized Organizational
Representative is providing the certifications set out below.

2.

The certification set out below is a material representation of fact upon which reliance was placed when
the agency determined to award the grant. If it is later determined that the grantee knowingly rendered a
false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the agency, in
addition to any other remedies available to the Federal Government, may take action authorized under
the Drug-Free Workplace Act.

3.

For grantees other than individuals, Alternate I applies.

4.

For grantees who are individuals, Alternate II applies.

Certification Regarding Drug-Free Workplace Requirements
Alternate I (Grantees Other Than Individuals)
The grantee certifies that it will or will continue to provide a drug-free workplace by:
(a)

Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession or use of a controlled substance is prohibited in the grantee’s workplace and specifying the
actions that will be taken against employees for violation of such prohibition;

(b)

Establishing an ongoing drug-free awareness program to inform employees about -(1)

The dangers of drug abuse in the workplace;

(2)

The grantee’s policy of maintaining a drug-free workplace;

(3)

Any available drug counseling, rehabilitation and employee assistance programs; and

(4)

The penalties that may be imposed upon employees for drug abuse violations occurring in the
workplace;

(c)

Making it a requirement that each employee to be engaged in the performance of the grant be given a
copy of the statement required by paragraph (a);

(d)

Notifying the employee in the statement required by paragraph (a) that, as a condition of employment
under the grant, the employee will --

(e)

(1)

Abide by the terms of the statement; and

(2)

Notify the employer in writing of his or her conviction for a violation of a criminal drug statute
occurring in the workplace, no later than five calendar days after such conviction;

Notifying the agency in writing, within 10 calendar days after receiving notice under subparagraph (d)(2)
from an employee or otherwise receiving actual notice of such conviction.
Employers of convicted employees must provide notice, including position title, to every grant officer or
other designee on whose grant activity the convicted employee was working, unless the Federal agency
has designated a central point for the receipt of such notices. Notice shall include the identification
number(s) of each affected grant;

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(f)

Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph
(d)(2), with respect to any employee who is so convicted-(1)

Taking appropriate personnel action against such an employee, up to and including termination,
consistent with the requirements of the Rehabilitation Act of 1973, as amended; or

(2)

Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation
program approved for such purposes by a Federal, State, or local health, law enforcement, or
other appropriate agency;

(g)
Making a good faith effort to continue to maintain a drug-free workplace through implementation of
paragraphs (a), (b), (c), (d), (e) and (f).

Alternate II (Grantees Who Are Individuals)
(a)

The grantee certifies that, as a condition of the grant, he or she will not engage in the unlawful
manufacture, distribution, dispensing, possession or use of a controlled substance in conducting any
activity with the grant.

(b)

If convicted of a criminal drug offense resulting from a violation occurring during the conduct of any grant
activity, he or she will report the conviction, in writing, within 10 calendar days of the conviction, to every
grant officer or other designee, unless the Federal agency designates a central point for the receipt of
such notices. When notice is made to such a central point, it shall include the identification number(s) of
each affected grant.

For NSF, grantee notification should be made to the Cost Analysis & Audit Resolution Branch, Division of
Institution & Award Support, NSF, Arlington, VA 22230.

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Exhibit II-4: Debarment and Suspension Certification
Instruction on Certification Regarding Debarment and Suspension
1.

By signing and submitting this proposal, the prospective primary participant is providing the certification
set out below.

2.

The inability of a person to provide the certification required below will not necessarily result in denial of
participation in this covered transaction. The prospective participant shall submit an explanation of why it
cannot provide the certification set out below. The certification or explanation will be considered in
connection with the department or agency's determination whether to enter into this transaction.
However, failure of the prospective primary participant to furnish a certification or an explanation shall
disqualify such person from participation in this transaction.

3.

The certification in this clause is any material representation of fact upon which reliance was placed
when the department or agency determined to enter into this transaction. If it is later determined that the
prospective primary participant knowingly rendered an erroneous certification, in addition to other
remedies available to the Federal Government, the department or agency may terminate this transaction
for cause or default.

4.

The prospective primary participant shall provide immediate written notice to the department or agency
to whom this proposal is submitted if at any time the prospective primary participant learns that its
certification was erroneous when submitted or has become erroneous by reason of changed
circumstances.

5.

The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction,
participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in
this clause, have the meanings set out in the Definitions and Coverage sections of the rules
implementing Executive Order 12549. You may contact the department or agency to which this proposal
is being submitted for assistance in obtaining a copy of those regulations.

6.

The prospective primary participant agrees by submitting this proposal that, should the proposed
covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction
with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation
in this covered transaction, unless authorized by the department or agency entering into this transaction.

7.

The prospective primary participant further agrees by submitting this proposal that it will include the
clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transaction", provided by the department or agency entering into this covered
transaction, without modification, in all lower tier covered transactions.

8.

A participant in a covered transaction may rely upon a certification of a prospective participant in a lower
tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the
covered transaction, unless it knows that the certification is erroneous. A participant may decide the
method and frequency by which it determines the eligibility of its principals. Each participant may, but is
not required to, check the Nonprocurement List.

9.

Nothing contained in the foregoing shall be construed to require establishment of a system of records in
order to render in good faith the certification required by this clause. The knowledge and information of a
participant is not required to exceed that which is normally possessed by a prudent person in the
ordinary course of business dealings.

10.

Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended,
debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other
remedies available to the Federal Government, the department or agency may terminate this transaction
for cause or default.

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Certification
(1)

The prospective primary participant certifies to the best of its knowledge and belief, that it and its
principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from a covered transaction by any Federal department or agency; (b) Have not
within a three-year period preceding this proposal been convicted of or had a civil judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to
obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction;
violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not
presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or
local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and (d)
Have not within a three-year period preceding this application/proposal had one or more public
transactions (Federal, State or local) terminated for cause or default.

(2)

Where the prospective primary participant is unable to certify to any of the statements in this certification,
such prospective participant shall include an explanation with this proposal.

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Exhibit II-5: Lobbying Certification
Instructions on Certification Regarding Lobbying
This certification is required for an award of a Federal contract, grant or cooperative agreement exceeding
$100,000 and for an award of a Federal loan or a commitment providing for the United States to insure or
guarantee a loan exceeding $150,000. The Certification for Contracts, Grants, Loans and Cooperative
Agreements also is included in full text on the FastLane submission screen.

Certification for Contracts, Grants, Loans and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1)

No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any
person for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection
with the awarding of any federal contract, the making of any Federal grant, the making of any Federal
loan, the entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(2)

If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connection with this
Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit
Standard Form LLL, “Disclosure of Lobbying Activities,” in accordance with its instructions.

(3)

The undersigned shall require that the language of this certification be included in the award documents
for all subawards at all tiers including subcontracts, subgrants, and contracts under grants, loans, and
cooperative agreements and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was
made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction
imposed by Section 1352, Title 31, US Code. Any person who fails to file the required certification shall be
subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

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Exhibit II-6: Nondiscrimination Certification
Instructions for Nondiscrimination Certification
1.
In accordance with NSF policy, by signing the proposal, the Authorized Organizational Representative is
providing the requisite Certification of Compliance with National Science Foundation Nondiscrimination
Regulations and Policies. This Certification sets forth the nondiscrimination obligations with which all awardees
must comply. These obligations also apply to subrecipients, subgrantees, and subcontractors under the award.
The proposer therefore, shall obtain the NSF Nondiscrimination Certification from each organization that applies
to be, or serves as a subrecipient, subgrantee or subcontractor under the award (for other than the provision of
commercially available supplies, materials, equipment or general support services) prior to entering into the
subaward arrangement.
2.
The proposer shall provide immediate notice to the Foundation if at any time the proposer learns that its
certification was erroneous when submitted, or has become erroneous by reason of changed circumstances.

Certification of Compliance with National Science Foundation Nondiscrimination
Regulations and Policies
By
signing the proposal, the Authorized Organizational Representative hereby certifies that the organization will
comply with Title VI of the Civil Rights Act of 1964 (42 USC § 2000d), Title IX of the Education Amendments of
1972 (20 USC §§ 1681 et seq.), the Rehabilitation Act of 1973 (29 USC § 794), the Age Discrimination Act of
1975 (42 USC §§ 6101 et seq.) and all regulations and policies issued by NSF pursuant to these statutes.
To that end, in accordance with the above-referenced nondiscrimination statutes, and NSF’s implementing
regulations and policies, no person in the United States shall, on the ground of race, color, national origin, sex,
disability, or age, be excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity for which the Proposer receives Federal financial assistance from
the Foundation; and HEREBY CERTIFIES THAT it will immediately take any measures necessary to effectuate
this agreement.
If any real property or structure thereon is provided or improved with the aid of Federal financial assistance
extended to the Proposer by the Foundation, this Certification shall obligate the Proposer, or in the case of any
transfer of such property, the transferee, for the period during which the real property or structure is used for a
purpose for which the Federal financial assistance is extended or for another purpose involving the provision of
similar services or benefits. If any personal property is so provided, this Certification shall obligate the Proposer
for the period during which it retains ownership or possession of the property. In all other cases, this Certification
shall obligate the Proposer for the period during which the Federal financial assistance is extended to it by the
Foundation.
THIS CERTIFICATION is given in consideration of and for the purpose of obtaining any and all Federal grants,
cooperative agreements, loans, contracts, property, discounts or other Federal financial assistance extended
after the date hereof to the Proposer by the Foundation, including installment payments after such date on
account of applications for Federal financial assistance which were approved before such date. The Proposer
recognizes and agrees that such Federal financial assistance will be extended in reliance on the representations
and agreements made in this Certification, and that the United States shall have the right to seek judicial
enforcement of this Certification. This Certification is binding on the Proposer, its successors, transferees, and
assignees.

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Exhibit II-7: Definitions of Categories of Personnel
The personnel categories listed on parts A and B of the Proposal Budget are defined as follows:

A.

Senior Personnel

1.
(co) PRINCIPAL INVESTIGATOR/PROJECT DIRECTOR (PI/PD) means the individual(s) designated by
the proposer, and approved by NSF, who will be responsible for the scientific or technical direction of the project.
NSF does not infer any distinction in scientific stature among multiple PIs, whether referred to as PI or co-PI. If
more than one, the first one listed will serve as the contact PI, with whom all communications between NSF
program officials and the project relating to the scientific, technical, and budgetary aspects of the project should
take place. The PI and any identified co-PIs, however, will be jointly responsible for submission of the requisite
project reports. The term "Principal Investigator" generally is used in research projects, while the term "Project
Director" generally is used in centers, large facilities, and other projects. For purposes of this Guide, PI/co-PI is
interchangeable with PD/co-PD.
2.
Faculty Associate (faculty member) -- an individual other than the Principal Investigator(s) considered by
the performing institution to be a member of its faculty or who holds an appointment as a faculty member at
another institution, and who will participate in the project being supported.

B.

Other Personnel

1.
Postdoctoral (Scholar, Fellow, or Other Postdoctoral Position) -- An individual who has received a doctoral
degree (or equivalent) and is engaged in a temporary and defined period of mentored advanced training to
enhance the professional skills and research independence needed to pursue his or her chosen career path.
Postdoctoral scholars not identified under Senior Personnel above should be listed as Other Personnel.
2.
Other Professional -- a person who may or may not hold a doctoral degree or its equivalent, who is
considered a professional and is not reported as a Principal Investigator, faculty associate, postdoctoral scholar
or student. Examples of persons included in this category are doctoral associates not reported under B1,
professional technicians, physicians, veterinarians, system experts, computer programmers and design
engineers.
3.
Graduate Student (research assistant) -- a part-time or full-time student working on the project in a
research capacity who holds at least a bachelor’s degree and is enrolled in a degree program leading to an
advanced degree.
4.
Undergraduate Student -- a student who is enrolled in a degree program (part-time or full-time) leading to
a bachelor’s or associate’s degree.
5. & 6.
These categories include persons working on the project in a non-research capacity, such as
secretaries, clerk-typists, draftsmen, animal caretakers, electricians and custodial personnel regardless of
whether they hold a degree or are involved in degree work.
Any personnel category for which NSF funds are requested must indicate, in the parentheses provided on the
Proposal Budget, the number of persons expected to receive some support from those funds.

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Chapter III: NSF Proposal Processing and Review
Proposals received by NSF are assigned to the appropriate NSF program and are assessed to ensure that they
meet NSF compliance requirements. All compliant proposals are then carefully reviewed by a scientist,
engineer, or educator serving as an NSF Program Officer, and usually by three to ten other persons outside
NSF either as ad hoc reviewers, panelists, or both, who are experts in the particular fields represented by the
proposal. Proposers are invited to suggest names of persons they believe are especially well qualified to review
the proposal and/or persons they would prefer not review the proposal. These suggestions may serve as one
source in the reviewer selection process at the Program Officer's discretion. In addition, Program Officers may
obtain comments from site visits before recommending final action on proposals. Senior NSF staff further
review recommendations for awards. A flowchart that depicts the entire NSF proposal and award process (and
associated timeline) is included as GPG Exhibit III-1.
A comprehensive description of the Foundation’s merit review process is available on the NSF website at:
http://www.nsf.gov/bfa/dias/policy/merit_review/.
Proposal review is one step in the NSF program planning and implementation process. Embedded in this
process are core strategies that are fundamental to the fulfillment of NSF’s mission. More information about
NSF’s mission and strategies can be found in Investing in Science, Engineering, and Education for the Nation’s
Future: NSF Strategic Plan for 2014-2018. NSF’s mission is particularly well-implemented through the
integration of research and education and broadening participation in NSF programs, projects, and activities.

A.

Merit Review Principles and Criteria

The National Science Foundation strives to invest in a robust and diverse portfolio of projects that creates new
knowledge and enables breakthroughs in understanding across all areas of science and engineering research
and education. To identify which projects to support, NSF relies on a merit review process that incorporates
consideration of both the technical aspects of a proposed project and its potential to contribute more broadly to
advancing NSF’s mission “to promote the progress of science; to advance the national health, prosperity, and
welfare; to secure the national defense; and for other purposes.” NSF makes every effort to conduct a fair,
competitive, transparent merit review process for the selection of projects.
1.

Merit Review Principles

These principles are to be given due diligence by PIs and organizations when preparing proposals and
managing projects, by reviewers when reading and evaluating proposals, and by NSF program staff when
determining whether or not to recommend proposals for funding and while overseeing awards. Given that NSF
is the primary federal agency charged with nurturing and supporting excellence in basic research and education,
the following three principles apply:
•

All NSF projects should be of the highest quality and have the potential to advance, if not transform, the
frontiers of knowledge.

•

NSF projects, in the aggregate, should contribute more broadly to achieving societal goals. These
broader impacts may be accomplished through the research itself, through activities that are directly
related to specific research projects, or through activities that are supported by, but are complementary
to, the project. The project activities may be based on previously established and/or innovative methods
and approaches, but in either case must be well justified.

•

Meaningful assessment and evaluation of NSF funded projects should be based on appropriate metrics,
keeping in mind the likely correlation between the effect of broader impacts and the resources provided
to implement projects. If the size of the activity is limited, evaluation of that activity in isolation is not
likely to be meaningful. Thus, assessing the effectiveness of these activities may best be done at a
higher, more aggregated, level than the individual project.

With respect to the third principle, even if assessment of Broader Impacts outcomes for particular projects is
done at an aggregated level, PIs are expected to be accountable for carrying out the activities described in the
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funded project. Thus, individual projects should include clearly stated goals, specific descriptions of the
activities that the PI intends to do, and a plan in place to document the outputs of those activities.
These three merit review principles provide the basis for the merit review criteria, as well as a context within
which the users of the criteria can better understand their intent.
2.

Merit Review Criteria

All NSF proposals are evaluated through use of two National Science Board approved merit review criteria. In
some instances, however, NSF will employ additional criteria as required to highlight the specific objectives of
certain programs and activities.
The two merit review criteria are listed below. Both criteria are to be given full consideration during the review
and decision-making processes; each criterion is necessary but neither, by itself, is sufficient. Therefore,
proposers must fully address both criteria. (GPG Chapter II.C.2.d.(i) contains additional information for use by
proposers in development of the Project Description section of the proposal.) Reviewers are strongly
encouraged to review the criteria, including GPG Chapter II.C.2.d.(i), prior to the review of a proposal.
When evaluating NSF proposals, reviewers will be asked to consider what the proposers want to do, why they
want to do it, how they plan to do it, how they will know if they succeed, and what benefits could accrue if the
project is successful. These issues apply both to the technical aspects of the proposal and the way in which the
project may make broader contributions. To that end, reviewers will be asked to evaluate all proposals against
two criteria:
•

Intellectual Merit: The Intellectual Merit criterion encompasses the potential to advance knowledge;
and

•

Broader Impacts: The Broader Impacts criterion encompasses the potential to benefit society and
contribute to the achievement of specific, desired societal outcomes.

The following elements should be considered in the review for both criteria:
1.

What is the potential for the proposed activity to:
a.
Advance knowledge and understanding within its own field or across different fields (Intellectual
Merit); and
b.

Benefit society or advance desired societal outcomes (Broader Impacts)?

2.

To what extent do the proposed activities suggest and explore creative, original, or potentially
transformative concepts?

3.

Is the plan for carrying out the proposed activities well-reasoned, well-organized, and based on a sound
rationale? Does the plan incorporate a mechanism to assess success?

4.

How well qualified is the individual, team, or organization to conduct the proposed activities?

5.

Are there adequate resources available to the PI (either at the home organization or through
collaborations) to carry out the proposed activities?

B.

Selection of Reviewers

The NSF guidelines for the selection of reviewers are designed to ensure selection of experts who can give
program officers the proper information needed to make a recommendation in accordance with the NSBapproved criteria for selection of projects. Optimally, reviewers should have:

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1.
Special knowledge of the science and engineering subfields involved in the proposals to be reviewed to
evaluate competence, intellectual merit, and utility of the proposed activity. Within reasonable limits, reviewers’
fields of specialty should be complementary within a reviewer group.
2.
Broader or more generalized knowledge of the science and engineering subfields involved in the
proposals to be reviewed to evaluate the broader impacts of the proposed activity. Reviewers with broad
expertise are required for proposals involving substantial size or complexity, broad disciplinary or
multidisciplinary content, or significant national or international implications.
3.
Broad knowledge of the infrastructure of the science and engineering enterprise, and its educational
activities, to evaluate contributions to societal goals, scientific and engineering personnel, and distribution of
resources to organizations and geographical areas.
4.
To the extent possible, diverse representation within the review group. The goal is to achieve a balance
among various characteristics. Important factors to consider include: type of organization represented, reviewer
diversity, age distribution and geographic balance.

C.

Proposal File Updates

It is the responsibility of the proposing organization to thoroughly review each proposal prior to submission. On
occasion, however, a problem is identified with a portion of the proposal after the proposal has been submitted
electronically to NSF.
The FastLane Proposal File Update Module allows the organization to request the replacement of files or
revision of other Proposal Attributes, associated with a previously submitted proposal. (Note: The FastLane
Proposal File Update module must not be used for submission of revised budgets. All budgetary revisions must
be submitted through use of the FastLane Revised Proposal Budget Module. See Section D. below for further
information.) A request for a proposal file update must be signed and submitted by the AOR. An update
request must contain a justification that addresses:
1.

why the changes or file replacements are being requested; and

2.

any differences between the original and proposed replacement files.

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

the deadline date;

•

initiation of external peer review in cases when a target date is utilized;

•

initiation of external peer review in the case of an unsolicited proposal.

41

and

A request for a proposal file update after the timeframes specified above will require acceptance by the
cognizant NSF Program Officer. Such requests shall be submitted only to correct a technical problem with the
proposal (i.e., formatting or print problems). Changes in the content of the proposal should not be requested
after the timeframes specified above. When a request is accepted, the proposed files or revisions to proposal
attributes will immediately replace the existing files and become part of the official proposal.
PIs can access the Proposal File Update Module via the "Proposal Functions" section of FastLane. Authorized
individuals in the organization’s Sponsored Projects Office (or equivalent) can initiate or review requests for
proposal file updates using the "Submit Proposals/Supplements/File Updates/Withdrawals" Module via the
42
FastLane "Research Administration Functions."

41

The status of a proposal may be found in Research.gov.
Detailed instructions on submitting proposer-initiated proposal file updates are available on the FastLane website at
https://www.fastlane.nsf.gov/documents/pfu/pfu.jsp.
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42

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

D.

Revisions to Proposals Made During the Review Process

In the event of a significant development (e.g., research findings, changed circumstances, unavailability of PI or
other senior personnel, etc.) that might materially affect the outcome of the review of a pending proposal, the
proposer must contact the cognizant NSF Program Officer to discuss the issue. Submitting additional
information must not be used as a means of circumventing page limitations or stated deadlines.
Before recommending whether or not NSF should support a particular project, the cognizant NSF Program
Officer may, subject to certain constraints outlined below, engage in discussions with the proposing PIs.
Negotiating budgets generally involves discussing a lower or higher amount of total support for the proposed
project. The cognizant NSF Program Officer may suggest reducing or eliminating costs for specific budget
items that are clearly unnecessary or unreasonable for the activities to be undertaken, especially when the
review process supports such changes; however, this would generally not include faculty salaries, salary rates,
fringe benefits, or tuition. Note: indirect cost rates are not subject to negotiation. The NSF Program Officer may
discuss with PIs the “bottom line” award amount, i.e., the total NSF funding that will be recommended for a
project. NSF Program Officers may not renegotiate cost sharing or other organizational commitments.
When such discussions result in a budget reduction of 10% or more from the amount originally proposed, a
corresponding reduction should be made in the scope of the project. Proposers must use the FastLane Revised
43
A revised proposal budget also must include a Budget
Proposal Budget Module to submit this information.
Impact Statement that describes the impact of the budget reduction on the scope of the project.
Revised proposal budgets must be signed and submitted by the AOR.

E.

Funding Recommendation

After scientific, technical and programmatic review and consideration of appropriate factors, the NSF Program
Officer recommends to the cognizant Division Director whether the proposal should be declined or
recommended for award. Normally, final programmatic approval is at the Division/Office level. Because of the
large volume of proposals, this review and consideration process may take up to six months. Large or
particularly complex proposals may require additional review and processing time.
Should a proposal be recommended for award, the PI may be contacted by the NSF Program Officer for
assistance in preparation of the public award abstract and its title. An NSF award abstract, with its title, is an
NSF document that describes the project and justifies the expenditure of Federal funds by articulating how the
project serves the national interest, as stated by NSF's mission: “to promote the progress of science; to advance
the national health, prosperity and welfare; or to secure the national defense."
Note that a recommendation for an award by an NSF Program Officer does not constitute approval or obligation
of Federal funds. Proposers are cautioned that only an appointed NSF Grants and Agreements Officer may
make commitments, obligations or awards on behalf of NSF or authorize the expenditure of funds. No
commitment on the part of NSF or the Government should be inferred from technical or budgetary discussions
with an NSF Program Officer. A PI or organization that makes financial or personnel commitments in the
absence of a grant or cooperative agreement signed by a NSF Grants and Agreements Officer does so at its
own risk.

F.

NSF’s Risk Management Framework and the Decision to Award or Decline
Proposals

If the program recommendation is for an award and final Division/Office or other programmatic approval is
obtained, then the recommendation goes to the Division of Grants and Agreements (DGA) or the Division of
43

Note: All preaward budgetary revisions must be submitted through use of the Revised Budget Module in Fastlane.
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Acquisition and Cooperative Support (DACS) for review of business, financial and policy implications. After the
completion of this review, a final decision will be made to fund or decline the proposal.
1.
NSF Risk Management Framework. Consistent with 2 CFR §200.205, NSF’s risk-based framework
evaluates the risks posed by proposers prior to issuance of an NSF award. This framework includes, but is not
limited to, the following:
•

conducting pre-award financial and administrative reviews for all proposers recommended for award that
have not received NSF funding in the last five years, with particular focus on proposers whose
cumulative NSF funding would amount to $200,000 or more;

•

conducting pre-award financial and administrative reviews for all proposers recommended for Phase II
funding under the Small Business Innovation Research (SBIR) or Small Business Technology Transfer
(STTR) program;

•

considering the proposer’s record of how it has managed past and current Federal awards, and
leveraging NSF systems and to identify any ongoing issues that need to be considered before
proceeding with future awards;

•

reviewing information about proposers that is available through the OMB-designated integrity and
performance system for proposals that are expected to exceed the simplified acquisition threshold over
the period of performance;

•

considering the status of corrective actions necessary to address findings or concerns noted in audits,
desk reviews, site visits, or other monitoring activities of the proposer’s past and current Federal
awards; and
•

ensuring that NSF conducts review of information available through any OMB-designated repositories
and that no awards are made to proposers that are currently suspended or debarred or otherwise
ineligible for participation in Federal programs or activities.

DGA generally makes the decision to award or decline proposals within 30 days after the program
Division/Office makes its recommendation. Proposals from organizations that have not received an NSF award
within the preceding five years, or involving special situations (such as coordination with another Federal agency
or a private funding source), cooperative agreements, or unusual arrangements may require additional review
and processing time. NSF will report proposals that are declined for reasons that meet the guidelines set forth
by OMB to the OMB-designated integrity and performance system in accordance with Federal regulation, but
only after the proposer has had an opportunity to exhaust the review procedures contained in GPG III.F.2.
2.

Process to Appeal NSF’s Decision to Decline a Proposal for Financial or Administrative Reasons

a.

Background

A proposer who has been declined for an NSF award for reasons related to NSF’s pre-award financial and
administrative reviews will be afforded the opportunity to discuss the decline decision with the cognizant NSF
Grants and Agreements Officer or Branch Chief in DGA or DACS. If, after obtaining further clarification from the
cognizant NSF Grants and Agreements Officer or Branch Chief in DGA or DACS, the proposer believes that
NSF made a substantive or procedural error in arriving at its decision to decline an award, the proposer may
submit a request for review to the cognizant Division Director of DGA or DACS. The decision made by the
cognizant Division Director of DGA or DACS is final.
Award of NSF assistance is discretionary. A formal hearing, therefore, is not provided.
b.

Applicability

GPG Chapter III.F.2.c contains the process by which proposers may appeal a DGA or DACS Branch Chief’s
decision to decline an NSF award arising from NSF’s pre-award financial and administrative reviews. This
process does not apply to decisions to return or decline a proposal for any other reason.
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Proposals declined for administrative or financial reasons are not eligible for reconsideration under GPG
Chapter IV.D.
c.

Procedures

1.
Proposers who are declined for an NSF award for financial or administrative reasons will be identified as
such in the declination notice. A proposer who disagrees with NSF’s decision should first contact the cognizant
NSF Grants and Agreements Officer or Branch Chief in DGA or DACS, who will afford the proposer an informal
opportunity to obtain further clarification.
2.
If dissatisfied with the explanation provided by the cognizant NSF Grants and Agreements Officer or
Branch Chief in DGA or DACS, the proposing organization’s Authorized Organizational Representative may
submit a request for review to the cognizant Division Director of DGA or DACS. The letter must be addressed to
the Division Director, Division of Grants and Agreements (DGA), or the Division Director, Division of Acquisition
and Cooperative Support (DACS) as appropriate, and must be received by the Foundation within 30 days after
the date of the declination notice. The time for filing a request for review is strictly enforced and no extensions
for the purpose of preparing it will be granted.
3.
The request for review need not follow any prescribed format. However, it must contain a full statement
of the proposer’s position with respect to the disputed matter, as well as the facts and reasons supporting the
proposer’s position that the declination was unwarranted. The request may address any errors made in the
financial and administrative review process. NSF will not consider any new information that would not have
been available at the time the decision to decline was made. Therefore, new information presented in relation
to the proposer’s financial stability or the quality of its management systems will not be considered.
4.
The Division Director, DGA or DACS, will review or designate one or more individuals to review the
matter. In no case will the review be undertaken by any individual involved with the decline decision. The
reviewing official(s) may request additional information from the proposer, but only information that would have
been available at the time the decision to decline was made will be considered.
5.
The designated reviewing official(s) will, within 30 days of NSF’s receipt of the request for review,
forward a report to the Division Director, DGA or DACS or his/her designee for a final written decision for the
agency. The Division Director, DGA or DACS or his/her designee will communicate the decision in writing to the
proposer, normally within 15 days of receipt of the report, unless otherwise specified by NSF. The decision
made by the Division Director, DGA or DACS, is final.

G.

Review Information Provided to PI

When a decision has been made (whether an award or a declination), the following information is released
electronically to the PI:
•

description of the context in which the proposal was reviewed;

•

copies of all reviews used in the decision (with any reviewer-identifying information redacted);

•

copy of panel summary, if the proposal was reviewed by a panel at any point in the process; and/or

•

site-visit reports, if applicable.

In addition, if not otherwise provided in the panel summary, the PI is provided an explanation (written or
telephoned) of the basis for the declination. A PI also may request and obtain any other releasable material in
NSF's file on his/her proposal. Everything in the file, except information that identifies either reviewers or other
pending or declined proposals is usually releasable to the PI.
Reviews are made available directly to the PI, to provide feedback for the purpose of improving proposed
research and research methods, and to assist in preparation of future proposals. They are not intended for any
other purpose.
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H.

Release of Grantee Proposal Information

A proposal that results in an NSF award will be available to the public on request, except for privileged
information or material that is personal, proprietary or otherwise exempt from disclosure under law. Appropriate
labeling in the proposal aids identification of what may be specifically exempt. (See GPG Chapter I.D.3) Such
information will be withheld from public disclosure to the extent permitted by law, including the Freedom of
Information Act. Without assuming any liability for inadvertent disclosure, NSF will seek to limit disclosure of
such information to its employees and to outside reviewers when necessary for merit review of the proposal, or
as otherwise authorized by law.
Portions of proposals resulting in grants that contain descriptions of inventions in which either the Government
or the grantee owns a right, title, or interest (including a non-exclusive license) will not normally be made
available to the public until a reasonable time has been allowed for filing patent applications. NSF will notify the
grantee of receipt of requests for copies of funded proposals so the grantee may advise NSF of such inventions
described, or other confidential, commercial or proprietary information contained in the proposal.

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Exhibit III-1: NSF Proposal & Award Process & Timeline

Chapter IV: Non-Award Decisions and Transactions
A.

Proposal Withdrawal

A proposal may be withdrawn at any time before a funding recommendation is made by the cognizant NSF
Program Officer. Proposals must be withdrawn via the FastLane Electronic Proposal Withdrawal System. This
module in FastLane automates the proposal withdrawal process and provides a mechanism that will help
organizations to more effectively manage their proposal portfolio, as well as to help eliminate the submission of
duplicate proposals to NSF. The Electronic Proposal Withdrawal System includes three processes:
•

Principal Investigator’s Proposal Withdrawal allows a PI to initiate a proposal withdrawal and forward it
to the organization’s AOR for submission to NSF.

•

Sponsored Projects Office (SPO) Proposal Withdrawal allows an authorized individual in the
organization ’s Sponsored Projects Office (or equivalent) to initiate a proposal withdrawal and forward it
to the AOR for submission to NSF.

•

Proposal Submission Duplicate Withdrawal prevents the AOR from submitting a new proposal if a
duplicate (a proposal from the same organization with the same title and same PI and co-PIs) already
has been submitted to NSF within the last two weeks prior to the current submission. If these conditions
are met, the system will allow the AOR to either withdraw the previous duplicate proposal, and then
proceed with the submission of the new proposal, or to modify the new proposal so it is different from
the previous proposal.

Principal Investigators can access the Proposal Withdrawal utility via the "Submitted Proposals" screen under
44
the FastLane Proposal Preparation Functions Module. Authorized individuals can initiate or review a proposal
withdrawal using the "Submit Proposals/Supplements/File Updates/Withdrawals" Module via the FastLane
45
"Research Administration Functions".
In cases where NSF already has made a funding decision, proposals will not be permitted to be withdrawn via
the electronic proposal withdrawal system. When a PI or other authorized official attempts to prepare a
proposal withdrawal for such a proposal, a message will be displayed to contact the cognizant NSF Program
Officer for further assistance.
NSF must be notified if any funding for the proposed project is received from another source or sponsor. If it is
brought to NSF's attention that funding for a proposal to NSF has been accepted from another sponsor, NSF will
send a withdrawal confirmation to the PI and the SPO without waiting for the official withdrawal notification.
If a proposal withdrawal is submitted for a proposal that is part of a collaborative effort, regardless of whether
the organization is the lead or non-lead, the electronic proposal withdrawal system will withdraw that proposal
along with the other remaining proposals that are identified as part of the collaborative effort. If the remaining
organizations in the collaborative determine that the project can still proceed, a new collaborative proposal must
be submitted.
Copies of reviews received by NSF before a proposal is withdrawn will be provided to the PI. NSF provides
notice of a withdrawal, return, declination, or reconsideration to both the PI and the SPO.

44

Authorized Organizational Representatives also can initiate a proposal withdrawal.
Detailed instructions on the Electronic Proposal Withdrawal System
https://www.fastlane.nsf.gov/documents/epw/epw.jsp.
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45

are

available

in

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at:

B.

Proposal Not Accepted or Returned Without Review

A proposal will not be accepted

46

or will be returned without review by NSF for the following reasons.

The proposal:
1.
2.
3.

6.
7.
8.
9.
10.

is inappropriate for funding by the National Science Foundation (see GPG Chapter I.B);
is submitted with insufficient lead-time before the activity is scheduled to begin;
is a full proposal that was submitted by a proposer that has received a “not invited” response to the
submission of a preliminary proposal (see GPG Chapter I.D.2.a);
is a duplicate of, or substantially similar to, a proposal already under consideration by NSF from the
same submitter (see GPG Chapter I.G.2);
does not meet NSF proposal preparation requirements, such as page limitations, formatting instructions,
and electronic submission, as specified in the Grant Proposal Guide (see GPG Chapters II.A, II.B, and
II.C), the NSF Grants.gov Application Guide, or program solicitation;
is not responsive to the NSF funding opportunity;
does not meet an announced proposal deadline date;
was previously reviewed and declined and has not been substantially revised (see GPG Chapter IV.E);
duplicates another proposal that was already awarded; and/or
does not contain each of the required sections of the proposal, as described in GPG Chapter II.C.2.

C.

Declinations

4.
5.

A PI whose proposal for NSF support has been declined will receive information and an explanation of the
reason(s) for declination along with copies of the reviews considered in making the decision. If that explanation
does not satisfy the PI, he/she may request additional information from the cognizant NSF Program Officer or
Division Director. See GPG Chapter III.G for additional information.
PIs and co-PIs may access review information from NSF after the decision has received the concurrence of the
cognizant NSF Division Director, when all the review information has been released for their proposal.

D.

Reconsideration

1.

Overview

a.
A proposer whose proposal has been declined may ask the cognizant NSF Program Officer or the
cognizant NSF Division Director for information over and above the explanatory materials received with the
declination notice. If the PI/PD is not satisfied that the proposal was fairly handled and reasonably reviewed,
he/she may request reconsideration by the responsible Assistant Director (AD) or Office Head. An organization
(or an unaffiliated PI/PD) still not satisfied after reconsideration by the responsible AD/Office Head may request
further reconsideration by the Deputy Director of the Foundation. The decision made by the Deputy Director is
final.
b.

If a proposal has been declined after review by the NSB, only an explanation will be available.

c.
The aim of any reconsideration is to ensure that NSF’s review has been fair and reasonable, both
substantively and procedurally. The scientific and technical merits may be examined within the context of
budget availability and program priorities. Reconsideration also may address any procedural errors in peer
review or other aspects of proposal review, including unaccounted-for conflict of interests or inappropriate
consideration of records, information or rumor.
d.
Award of NSF assistance is discretionary and reconsideration is not an adversarial process. A formal
hearing, therefore, is not provided. Because factors such as program budget and priorities factor into the
decision on a proposal, NSF cannot ensure proposers that reconsideration will result in an award even if error is
established in connection with the initial review.
46

Proposal Not Accepted is defined as FastLane will not permit submission of the proposal.
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e.
No revisions made to the proposal after declination will be considered in connection with the original
proposal. A substantially revised proposal, however, may be submitted for review as a new proposal under
standard procedures. NSF reserves the right to return without review a proposal that is substantially the same
as one that was previously reviewed and declined whether or not a request for reconsideration was made.
2.

Applicability

NSF's reconsideration process is available to individuals and organizations concerning proposals for grant
funding. It does not apply to:
a.

“discourage” (i.e., non-binding) decisions resulting from submission of a preliminary proposal;

b.

proposals for:

(1)
(2)
(3)
(4)
(5)

fellowships;
travel grants;
Rapid Response Grants;
EArly-concept Grants for Exploratory Research (EAGER); or
Phase I proposals submitted under the Small Business Innovation Research (SBIR) program.

c.

proposals returned without review by NSF for failure to:

(1)
be submitted with sufficient lead time before the activity is to begin;
(2)
meet an announced proposal deadline date; or
(3)
meet NSF proposal preparation requirements, such as page limitations, formatting instructions, and
electronic submission, as specified in the Grant Proposal Guide, the NSF Grants.gov Application Guide, or
program solicitation.
3.

Reconsideration Process

The following paragraphs highlight the various stages of the NSF Reconsideration Process, including the
necessary procedural aspects of each stage of the process.
a.

Explanations by the NSF Program Officer or Division Director

When a proposal is declined, the PI/PD receives verbatim but unattributed copies of any ad hoc reviews and the
panel summary (if applicable), a description of how the proposal was reviewed, and, if not otherwise provided in
the panel summary, an explanation (written or telephoned) of the basis for the declination. A returned proposal
also will be accompanied by an explanation. A PI/PD who is considering asking for reconsideration should first
contact the cognizant NSF Program Officer or Division Director, who will afford the PI/PD an informal
opportunity to seek further clarification.
b.

Reconsideration by the Cognizant NSF Assistant Director

(1)
If dissatisfied with the explanation provided by the NSF Program Officer or Division Director, the PI/PD
may request in writing that NSF reconsider its action. Such a request will be considered only if the PI/PD has
first sought and obtained further clarification from the cognizant NSF Program Officer or Division Director, and
only if the request is received by the Foundation within 90 days after the declination or the return. The request
should be addressed to the AD/Office Head for the Directorate or Office that handled the proposal and should
explain why the PI/PD believes that the declination or return was unwarranted.
(2)
The AD/Office Head will reconsider the record to determine whether NSF’s review of the declined
proposal was fair and reasonable, substantively and procedurally, taking into account availability of funds and
the policies and priorities of the program and NSF. In the case of a returned proposal, the record will be
reviewed to determine whether the proposed project was inappropriate for NSF consideration. The AD/Office
Head may request additional information from the PI/PD and may obtain additional reviews. If additional
reviews are sought, they are subject to standard review procedures (e.g., instructions must be provided to
reviewers and conflicts-of-interest policies must be followed). The AD/Office Head may conduct the
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reconsideration personally or may designate another NSF official who had no part in the initial review to do so.
As used here, “AD/Office Head” includes such a designated official.
(3)
Within 45 days after the date of the request, the AD/Office Head will furnish the results of the
reconsideration, in writing, to the PI/PD. If results cannot be furnished within 45 days, the AD/Office Head will
send the PI/PD a written explanation of the need for more time, indicating the date when the results can be
expected. If the AD/Office Head reaffirms the declination or return, he/she will inform the PI/PD that the PI/PD’s
organization may obtain further reconsideration by the Deputy Director of NSF as provided below.
c.

Further Reconsideration by the NSF Deputy Director

(1)
Within 60 days after the AD/Office Head has notified the PI/PD of the results of the reconsideration, the
proposing organization or an unaffiliated PI/PD may request further reconsideration by the Deputy Director of
NSF.
(2)
A request for further reconsideration need not be in any particular format, but it must be in writing, and
must be signed by the organization’s president or other chief executive officer and by the PI/PD. For
declinations, it should explain why the organization believes that an error may have occurred in the initial
evaluation and why it is not entirely satisfied with the reconsideration by the responsible AD/Office Head. For
returned proposals, it should explain why the organization believes that an error may have occurred in the initial
determination that the proposal was inappropriate for NSF consideration.
(3)
The Deputy Director will review the request for further reconsideration and the record of earlier NSF
actions, including the original review and the reconsideration by the AD/Office Head, to determine whether
NSF’s review of the declined proposal was fair and reasonable, or, in the case of a returned proposal, whether
the proposed project was inappropriate for NSF consideration. The Deputy Director may request additional
information from the PI/PD or the proposing organization and may obtain additional reviews. If additional
reviews are sought, they are subject to standard review procedures (e.g., instructions must be provided to
reviewers and conflicts-of-interest policies must be followed).
(4)
The Deputy Director may conduct the further reconsideration personally or may designate another NSF
official who had no part in the initial evaluation of the proposal or the earlier reconsideration to do so. As used
here, “Deputy Director” includes such a designated official.
(5)
Within 30 days after a request for further reconsideration is received at NSF, the Deputy Director will
furnish the results of the further reconsideration, in writing, to the organization. If results cannot be furnished
within 30 days, the Deputy Director will send the organization a written explanation of the need for more time,
indicating the date when the results can be expected.
(6)

The decision made by the Deputy Director is final.

E.

Resubmission

A declined proposal may be resubmitted, but only after it has undergone substantial revision. A resubmitted
proposal that has not clearly taken into account the major comments or concerns resulting from the prior NSF
review may be returned without review. The Foundation will treat the revised proposal as a new proposal,
subject to the standard review procedures.

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Chapter V:

Renewal Proposals

A renewal proposal is a request for additional funding for a support period subsequent to that provided by a
standard or continuing grant. A renewal proposal competes with all other proposals and must be developed as
fully as though the proposer is applying for the first time. Renewal proposals must be submitted at least six
months before additional funding is required or consistent with an established deadline, target date or
submission window. In preparing a renewal proposal, proposers should assume that reviewers will not have
access to previously submitted versions of the proposal. Please note the National Science Board strongly
47
endorses the principle that all expiring awards are to be recompeted.
All proposals for renewed support of research projects, from academic institutions only, must include information
on human resources development at the postdoctoral, graduate and undergraduate levels as part of Results
48
from Prior NSF Support. This may involve, but is not limited to, the role of research in student training, course
preparation and seminars (particularly for undergraduates). Special accomplishments in the development of
professional scientists and engineers from underrepresented groups should be described. Graduate students
who participated in the research should be identified by name. This requirement does not apply to nonacademic organizations.
PIs are encouraged to discuss renewal proposals with the program prior to submission of a proposal. Unless
precluded by individual program requirements, PIs may choose either of the following two formats for
preparation of a renewal proposal.
A.
Traditional Renewal. The “traditional” renewal proposal is developed as fully as though the proposer
were applying for the first time. It covers all the information required in a proposal for a new project, including
Results from Prior NSF Support. The 15-page limitation on the Project Description applies.
B.
Accomplishment-Based Renewal. In an "Accomplishment-Based Renewal" (ABR) proposal, the
Project Description (including the Results from Prior NSF Support) is replaced with the following items:
49

1.
copies of no more than six reprints of publications resulting from the research supported by NSF
(including research supported by other sources that is closely related to the NSF-supported research) during the
preceding three to five year period. Of the six publications, two preprints (accepted for publication) may be
included;
2.
and

information on human resources development at the postdoctoral, graduate and undergraduate levels;

3.

a brief summary (not to exceed four pages) of plans for the proposed support period.

All other information required for NSF proposal submission remains the same.
It must be clearly indicated in the proposal that it is an ABR submission and the box for "Accomplishment-Based
Renewal" must be checked on the Cover Sheet. ABR proposals may not be submitted for consecutive
renewals.
PIs are advised that the ABR is a special type of renewal proposal appropriate only for an investigator who has
made significant contributions, over a number of years, in the area of research addressed by the proposal.
Investigators are strongly urged to contact the cognizant NSF Program Officer prior to developing a proposal
using this format.
Descriptions of other forms of additional funding support, including continuing grants and supplemental funding
requests, are contained in AAG Chapter I.
47

Reference National Science Board Resolution (NSB 08-12) entitled, Competition and Recompetition of NSF Awards.
This requirement applies to both types of renewal proposals: Traditional Renewal and Accomplishment-Based Renewal.
49
Reprints should be provided as supplementary documentation and should be submitted via the Proposal Preparation
Module in the FastLane System.
48

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Subject Index
GPG SECTION

A
Accomplishment-Based Renewal ..................................................................................... II.C.2.d(vi)
Administrative and Clerical Salaries and Wages ............................................................II.C.2.g(i)(b)
Advanced Visualization Resources ......................................................................................... II.D.13
Age Discrimination ............................................................................................................ Exhibit II-6
Alcoholic Beverages ......................................................................................................... II.C.2.g(xii)
Allowability of Costs ............................................................................................................... II.C.2.g
Animal Welfare ........................................................................................... II.C.2.j, II.D.7, Exhibit II-1
Antarctic Proposals ........................................................................................................ I.E.7, II.C.2.j
Anthropogenic Disasters ..................................................................................................... I.F, II.D.1
Anti-discrimination Statutes ............................................................................................... Exhibit II-6
Appeal Process for Proposals Declined for Financial or Administrative Reasons… ................ III.F.2
Appendices ................................................................................................................... II.C.2, II.C.2.k
Appointments .............................................................................................................II.C.2.f, II.C.2.g
Authorized Organizational Representative.................................................. I.G.2, II.C.1.e, III.C, III.D
Award Abstract… ........................................................................................................................ III.E
Award Recommendations ............................................................................. Chapter III, Exhibit III-1
Awardee Organization ............................................................................................................ II.C.2.a

B
Beginning Investigator .................................................................................................. I.G.2, II.C.2.a
Biographical Sketch(es) .............................................................. II.C.2.f, II.D.5.b, II.D.6, Exhibit II-1
Biological Sciences Directorate Duplicate Proposal Policy........................................................ I.G.2
Broader Impacts .......................................................................................................................... III.A
Budget ................................................................................................................................... II.C.2.g

C

Certifications ....................................................................................I.G.2, II.C.1, II.C.1.e, Exhibit II-1
Authorized Organizational Representative or Individual Proposer ........................... II.C.1.e
Conflict of Interest .................................................................................. II.C.1.e, Exhibit II-2
Contracts, Grants, Loans and Cooperative Agreements ..................................... Exhibit II-5
Criminal Conviction ................................................................................................... II.C.1.e
Debarment or Suspension...................................................................... II.C.1.e, Exhibit II-4
Drug-Free Workplace ............................................................................. II.C.1.e, Exhibit II-3
Federal Tax Obligations ............................................................................................ II.C.1.e
Flood Hazard Insurance ............................................................................................ II.C.1.e
Lobbying ................................................................................................. II.C.1.e, Exhibit II-5
Nondiscrimination ................................................................................... II.C.1.e, Exhibit II-6
Organizational Support.............................................................................................. II.C.1.e
Responsible Conduct of Research……. .................................................................. .II.C.1.e
Unpaid Federal Tax Liability ...................................................................................... II.C.1.e
Civil Rights Act of 1964 ..................................................................................................... Exhibit II-6
Closure of NSF ............................................................................................................................... I.F
Co-Editors......................................................................................................................... II.C.2.f(i)(e)
Coffee Breaks and Meals ............................................................................................. II.C.2.g(xii)(b)
Collaborative Arrangements .................................................................... II.C.2.g(vi)(e),II.C.2.j, II.D.5
Collaborative Proposals ................................................................................................... II.D.5, IV.A
Submission of a collaborative proposal from one organization................................. II.D.5.a
Submission of a collaborative proposal from multiple organizations ........................ II.D.5.b
Collaborators ....................................................................................................... II.C.2f(i)(e), II.D.5.a
Colleges................................................................................................ I.E, II.C.2.g(i)(a), II.C.2.g(viii)
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Common Rule for the Protection of Human Subjects ............................................................... II.D.8
Computer Services ..................................................................................... II.C.2.g(vi), II.C.2.g(vi)(d)
Computing Devices ....................................................................................................... II.C.2.g(vi)(a)
Conferences ......................................................... …I.B, I.G.2, II.C.2.g(iv), II.C.2.g(v), II.D.9, II.D.10
Confidential Budgetary Information .................................................................................II.C.2.g(i)(d)
Conflicts of Interest (COIs) .............................................................................. I.D.1, II.C.1.c, II.C.1.e
Potentially Disqualifying COIs .............................................................................. Exhibit II-2
Consultant Services ................................................................................... II.C.2.g(vi), II.C.2.g(vi)(c)
Contracts under Grants (Subawards) ............................................. II.C.2.g(vi)(e), II.D.4, Exhibit II-5
Cooperative Agreements...................................................................... I.H, II.C.1.e, Exhibit II-5, III.E
Copies of Reviews ......................................................................................... III.G, IV.A, IV.C, IV.D.3
Cost Principles ....................................................................................................................... II.C.2.g
Cost Sharing ................................................................................ II.C.2.g(i), II.C.2.g(xi), II.C.2.i, III.D
Costs, Visa ..................................................................................................................... II.C.2.g(vi)(f)
Cover Sheet............................................. I.D.2, I.D.3, I.G.1, I.G.2, II.A, II.C.1.e, II.C.2.a, Exhibit II-1
Current and Pending Support................................................................ II.C.2.h, II.D.5.b, Exhibit II-1

D
Data Management Plans ................................................................ II.C.2.d(i), II.C.2.j, II.D.5.b, II.D.9
Data Storage ........................................................................................................................... II.D.13
Data Universal Numbering System (DUNS) ................................................................. I.G.3, II.C.2a
Deadline Dates ............................................................................................................................ I.F.2
Dear Colleague Letters .............................................................................................................. I.C.1
Debarment and Suspension ................................................................................. II.C.1e, Exhibit II-4
Declination of Proposal .................................................................................... III.E., III.F, IV.C, IV.D
Decline for Financial or Administrative Reasons.......................................................................... III.F
Definitions of Categories of Personnel .............................................................................. Exhibit II-7
Dependent Care Travel Costs ........................................................................................... II.C.2.g(iv)
Deviation Authorization .............................................................. I.F, II.A, II.C.2d, II.C.2k, Exhibit II-1
Direct Costs ............................................................................................................................ II.C.2.g
Disasters (Natural or anthropogenic) .................................................................................. I.F, II.D.2
Disclosure of Lobbying Activities (SF LLL) ......................................................... II.C.1.e, Exhibit II-1
Dissemination Costs ....................................................................................................... II.C.2g(vi)(b)
Dissemination of Research Results ............................................................................... II.C.2.d, III.A
Documentation Costs .................................................................................................... II.C.2.g(vi)(b)
Domestic Travel ............................................................................................................ II.C.2.g(iv)(b)
Dual Use Research of Concern..................................................................................II.C.2.a, II.D.14
Duration Information ............................................................................................................... II.C.2.a

E
EArly-concept Grants for Exploratory Research (EAGER) ....................................................... II.D.2
Electronic Submission Requirements ..................................................... I.A, I.B, I.D, I.G.1, II.B, II.C
Encourage/Discourage Decisions ........................................................................................... I.D.2.b
Endangered Species ............................................................................................................... II.C.2.j
Entertainment Costs ..................................................................................................... II.C.2.g(xii)(a)
Environmental Impact.............................................................................................................. II.C.2.j
Equipment
Definition................................................................................................................ II.C.2g(iii)
General Purpose .................................................................................................. II.C.2.g(iii)
Proposals ..................................................................................................................... II.D.6
Special Purpose .................................................... II.C.2.g(iii), II.C.2.g(vi)(d), II.D.4.a, II.D.6
Executive Order
12372, Intergovernmental Review of Federal Programs ........................................... II.C.2.j
12770, Metric Usage in Federal Government Programs .............................................. I.D.3
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Expendable Personal Property............................................................. see “Materials and Supplies”
Expenditures
Allowability of Costs ......................................................................................II.C.2.g, II.D.10

F
Facilitation Award for Scientists and Engineers with Disabilities .................................. II.C.2.j, II.D.4
Facilities and Administrative Costs (F&A) ................................... II.C.2.g(v), II.C.2.g(viii), II.C.2.g(ix)
Facilities, Equipment and Other Resources ............................................II.C.2.i, II.D.5.b, Exhibit II-1
Faculty Associate, Definition ............................................................................................. Exhibit II-7
FastLane System ................................................................ I.A, I.G.1, II.B, II.C.1.e, IV.A, Chapter V
Proposal Preparation Module ............................................................ I.A, I.G.3, II.C.1, II.C.2
Federal Acquisition Regulation............................................................................................... II.C.2.g
Federal Agencies ............................................................ I.D.3, I.E.7, I.G.2, I.H, II.C.1.e, II.D.8, III.E
Federal Awardee Performance and Integrity Information System ............................................... III.F
Federal Cost Principles (now consolidated in 2 CFR § 200, Subpart E) ............................... II.C.2.g
Federal Emergency Management Agency ............................................................................. II.C.1.e
Federal Funding Accountability and Transparency Act (FFATA)............................................... I.G.3
Federally Funded Research and Development Centers (FFRDCs) .......................................... I.E.7
Federal-wide Assurance............................................................................................................ II.D.8
Fellowships .......................................................................................................... I.G.2, II.D.7, IV.D.2
Financial Disclosure ............................................................................................................... II.C.1.e
Flood Hazard Insurance ......................................................................................................... II.C.1.e
Fonts ...................................................................................................................... II.B, Exhibit II-1
Foreign Organizations ...................................................................................................... I.E.6, II.D.7
Foreign Projects ............................................................................................................ II.C.2.j, II.D.7
Foreign Travel ............................................................................................................... II.C.2.g(iv)(c)
For-profit Organizations .............................................................................................................. I.E.3
Fringe Benefits ...........................................................................................................II.C.2.g(ii), III.D
Full Proposal..................................................................................... I.D.1, I.D.2, I.D.3, II.C.2.a, IV.B
Funding Opportunities ..................................................................... I.A, I.B, I.C, I.C.4, I.G.1, II.C.2.a
Funding Recommendations .......................................................................... Chapter III, Exhibit III-1

G
General Purpose Equipment ................................................................................................... II.C.2.f
Graduate Advisors ............................................................................................................ II.C.2.f(i)(e)
Graduate Students .............................................................. I.E, II.C.2.g(i)(c), Exhibit II-7, Chapter V
Grant
Budget ....................................................................................................................... II.C.2.g
Financial Disclosure .................................................................................................. II.C.1.e
Renewal........................................................................... Exhibit II-1,Exhibit II-5, Chapter V
Grantee
Organization ....................................................................... I.D.3, II.C.a, II.C.2.g(vi), II.D.4.b
Share ....................................................................................................... see “Cost Sharing”
Grants and Agreements, Division of ...............................................................................I.E, I.H, III.F
Grants.gov ............................................................ I.A, I.B, I.G.1, II.A, II.B, II.C.2, II.D.3, IV.B, IV.D.2
Group Proposals ................................................................................................................ II.C.2.d(v)

H
Hazardous Materials ............................................................................................................... II.C.2.j
High Performance Computing Resources ............................................................................... II.D.13
Historic Places ............................................................................................................ II.C.2.a, II.C.2.j
Human Subjects ....................................................... II.C.2.a, II.C.2.g (vi), II.C.2.j, II.D.8, Exhibit II-1
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I
Ideas Lab ................................................................................................................................... II.D.3
Indirect Costs.................................................................................................................... II.C.2.g(viii)
Information About Principal Investigators/Project Directors and co-Principal Investigators/
co-Project Directors ................................................................................ II.C.1.a, Exhibit II-1
Intellectual Merit ............................. II.C.1.e, II.C.2.b, II.C.2.d, II.C.2.i, II.C.2.j, Exhibit II-1, III.A, III.B
Intergovernmental Review of Federal Programs ................................................................ II.C.2.j
International
Activities ............................................................................................................ I.E.6, II.C.2.j
Projects.............................................................................................. See “Foreign Projects”
Travel................................................................................................................ II.C.2.g(iv)(c)
Travel Proposals ........................................................................................................ II.D.10
Investigator Financial Disclosure............................................................................................ II.C.1.e
Invite/Not Invite Decisions ....................................................................................................... I.D.2.a

L
Large Facilities Projects .................................................................................................. II.D.11, III.A
Letters of Intent ................................................................................................................. I.C.4, I.D.1
Letters of Collaboration …………………………………………………………….....II.C.2.d(iv), II.C.2.j
Letters of Support………………………………………………………………………………….…..II.C.2.j
List of Suggested Reviewers or Reviewers Not to Include ................................. II.C.1.c, Exhibit II-1
Lobbying .............................................................................................................................................
Certification ............................................................................................ II.C.1.e, Exhibit II-5
Disclosure of Lobbying Activities ......................................... II.C.1.e, Exhibit II-1, Exhibit II-5
Local Governments .................................................................................................................... I.E.4

M
Major Research Facilities ........................................................................................................ II.D.12
Margin and Spacing Requirements ........................................................................... II.B, Exhibit II-1
Materials and Supplies ............................................................................... II.C.2.g(vi), II.C.2.g(vi)(a)
Meals and Coffee Breaks ............................................................................................. II.C.2.g(xii)(b)
Meetings and Conferences ......................................I.B, I.G.2, II.C.2.g(iv), II.C.2.g(v), II.D.9, II.D.10
Mentoring................................................................................................................................ II.C.2.d
Merit Review Criteria .................... I.C.2, I.C.3, I.C.4, I.D.3, II.C.2.b, II.C.2.d, Exhibit II-1, Chapter III
Merit Review Principles ..................................................................................................Chapter III.A
Metric Conversion Act of 1975 ................................................................................................... I.D.3
Minority-Owned Business....................................................................................................... II.C.2.a
Misconduct in Science ................................................................................................................ I.D.3

N
National Center for Atmospheric Research……………………………………………………….II.D.13
National Environmental Policy Act of 1969 ............................................................................. II.C.2.j
National Flood Insurance Act ................................................................................................. II.C.1.e
National Register of Historic Places ........................................................................................ II.C.2.j
National Science Board ...................................I.C.2, I.C.3, II.C.2.g(xi), III.A, III.B, IV.D.1, Chapter V
Natural Disasters ................................................................................................................. I.F, II.D.2
New Awardee ..................................................................................................................... Chapter II
Non-academic Organization ................................................................ I.E.2, II.C.2.g(i)(a), Chapter V
Non-award Decisions and Transactions ........................................................................... Chapter IV
Non-Discrimination Statutes ................................................................................ II.C.1.e, Exhibit II-6
Non-profit Organization .................................................................................................. I.E.2, II.D.10
NSF ID ....................................................................................................................................... I.G.4
NSF Prospective New Awardee Guide .............................................................................. Chapter II
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NSF Unit of Consideration...................................................................................................... II.C.2.a
NSF Update ................................................................................................................................... I.B
NSF-Use Only ........................................................................................................................... II.C.1

O
Other Direct Costs ............................................................................................................. II.C.2.g(vi)
Other Personnel ............................................................................................... II.C.2.f(ii), Exhibit II-7
Other Professional, Definition............................................................................................ Exhibit II-7
Overhead ............................................................................................................ see “Indirect Costs”

P
Page Formatting Instructions ....................................................................................................... II.B
Page Limitations ... II.C.2.b, II.C.2.d(ii), II.C.2.d(iii), II.C.2.d(v), II.C.2.e, II.C.2.f, II.C.2.g, II.C.2.j, II.D
................................................................................ Exhibit II-1, III.D, IV.B, IV.D.2, V.A, V.B
Pagination Instructions ................................................................................................................. II.B
Participant Support ................................................................................................. II.C.2.g(v), II.D.9
Person Months ............................................................................... II.C.2.g(i)(c), II.C.2.h, Exhibit II-7
Personnel, Definitions ....................................................................................................... Exhibit II-7
PI/PD
Compensation ........................................................................................................ II.C.2.g(i)
Definition............................................................................................................... Exhibit II-7
Information about PI/PDs and co-PIs/co-PDs ........................................ II.C.1.a, Exhibit II-1
Postdoctoral Associate ........................................................................................................ II.C.2.f(ii)
Postdoctoral Scholar ......................................................................................................... Exhibit II-7
Postdoctoral Sponsor ....................................................................................................... II.C.2.f(i)(e)
Postgraduate-Scholar Sponsor ........................................................................................ II.C.2.f(i)(e)
Potentially Disqualifying Conflicts of Interest .................................................................... Exhibit II-2
Pre-Award Financial and Administrative Reviews… ................................................................. III.F.1
Preliminary Proposals ....................................................................................................... I.C.4, I.D.2
Preservation of Historic Places .................................................................................. II.C.2.a, II.C.2.j
Previous NSF Award .............................................................................................................. II.C.2.a
Principal Investigator (PI) ................................................................................... II. C.2.a, Exhibit II-7
PI Information ...................................................................... II.C.1.a, Exhibit II-1, Exhibit II-7
Principles, Federal Cost (now consolidated in 2 CFR § 200, Subpart E) ............................... II.C.2g
Privileged Information .................................................. I.D.3, II.C.1.d, II.C.2.g(i)(d), Exhibit II-1, III.H
Products ........................................................................................................................... II.C.2.f(i)(c)
Professional Preparation .................................................................................................. II.C.2.f(i)(a)
Professional Service Costs… ........................................................................................ II.C.2.g(vi)(c)
Program Announcements........................................................................................................... I.C.3
Program Descriptions ................................................................................................................. I.C.2
Program Solicitations ................................................................................................................. I.C.4
Project Descriptions ............................................................... II.C.2.d, II.C.2.e, II.C.2.j, II.D.1, II.D.2,
...................................................... II.D.3, II.D.4, II.D.5, II.D.6, II.D.9, Exhibit II-1, Chapter V
Project/Performance Site Primary Location ........................................................................ …II.C.2.a
Project Summary ................................................................................................. II.C.2.b, Exhibit II-1
Property
Equipment ............................................................................................................ II.C.2.g(iii)
Materials and Supplies ..................................................................................... II.C.2.g(vi)(a)
Proposal
Certifications .......................................................................I.G.2, II.C.1, II.C.1.e, Exhibit II-1
Conference ................................................................................................................... II.D.9
Contents .......................................................................................................................... II.C
Cover Sheet ......................................................................... II.C.2a, Exhibit II-1, Exhibit II-3
Declination of Proposals for Financial or Administrative Reasons.................................. III.F
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Declinations ................................................................. III.E., III.F, IV.A, IV.C, IV.D.1, IV.D.3
Deviations .................................................................... I.F, II.A, II.C.2.d, II.C.2.k, Exhibit II-1
File Updates .......................................................................................................... III.C, IV.A
Format ............................................................................................................................. II.B
International Travel ..................................................................................................... II.D.10
Margin and Spacing Requirements .............................................................. II.B, Exhibit II-1
Not Accepted .................................................................................................................. IV.B
Page Formatting .............................................................................................................. II.B
Pagination Instructions .................................................................................................... II.B
Preparation Checklist ........................................................................................... Exhibit II-1
Processing ........................................................................................................................ I.H
Proposal & Award Process & Timeline ............................................................... Exhibit III-1
Receipt .......................................................................................................................... I.G.5
Reconsideration ............................................................................................................. IV.D
Renewed Support ..........................................................II.C.2.d(vi), II.D.1, II.D.2, Chapter V
Return without Review ................................................................................II.A, IV.B, IV.D.2
Revisions Made During the Review Process ................................................................. III.D
Sections ........................................................................................................................ II.C.2
Status ............................................................................................................................ I.G.5
Submission ....................................................... I.A, I.C, I.D, I.E, I.F, I.G, II.A, II.B, II.C, II.D,
.......................................................................................... Exhibit II-1, IV.A, IV.E, Chapter V
Symposia ...................................................................................................................... II.D.9
Time Sensitive Proposals ................................................................................................. I.H
Title ...................................................................................................................I.D.1, II.C.2.a
Withdrawal ........................................................................................................ Chapter IV.A
Proprietary Information ................................................ I.D.3, II.C.1.d, II.C.2.g(i)(d), Exhibit II-1, III.H
Prospective New Awardee Guide ...................................................................................... Chapter II
Publications ......................................................... II.C.2.d(iii), II.C.2.d(vi), II.C.2.f(i)(c), II.C.2.g(vi)(b)

R
Rapid Response Research Grants (RAPID) ............................................................................. II.D.1
Recompetition .................................................................................................................... Chapter V
Reconsideration of Proposals ..................................................................................................... IV.D
References Cited ....................................................................... II.C.2.e, II.C.2.j, II.D.5.b, Exhibit II-1
Rehabilitation Act of 1973 ................................................................................................. Exhibit II-3
Release of Grantee Proposal Information ................................................................................... III.H
Renewed Support .............................................................................................................. II.C.2.d(vi)
Accomplishment-Based Renewal ................................................................................... V.B
Traditional Renewal......................................................................................................... V.A
Research Assistant, Definition .......................................................................................... Exhibit II-7
Research Equipment ............................................................................................. II.C.2g.(iii), II.C.2.i
Research Experiences for Undergraduates ............................................................................ II.C.2.j
Research in Undergraduate Institutions .................................................................................. II.C.2.j
Research Involving Wildlife ....................................................................................................... II.D.7
Research Misconduct ................................................................................................................. I.D.3
Research Opportunity Awards ................................................................................................ II.C.2.j
Responsible Conduct of Research ......................................................................................... II.C.1.e
Resubmission of Proposal........................................................................................................... IV.E
Results from Prior NSF Support ........................................................ II.C.2.d, Exhibit II-1, Chapter V
Return without Review ....................... II.A, II.B, II.C.2.b, II.C.2.j, Exhibit II-1, Exhibit III-1, IV.B, IV.E
Review Criteria ............................. I.C.2, I.C.3, I.C.4, I.D.3, II.C.2.b, II.C.2.d, Exhibit II-1, Chapter III
Reviews, Copies of ........................................................................................ III.G, IV.A, IV.C, IV.D.3
Revisions to Proposals (Made During the Review Process) ........................................... III.D, IV.D.1
Risk Management Framework ..................................................................................................... III.F

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S
Salaries and Wages ............................................................................................................ II.C.2.g(i)
Administrative and Clerical Salaries and Wages Policy… .................................II.C.2.g(i)(b)
Confidential Budgetary Information ....................................................................II.C.2.g(i)(d)
Policies ...............................................................................................................II.C.2.g(i)(a)
Procedures ......................................................................................................... II.C.2.g(i)(c)
Selection of Reviewers ................................................................................................................ III.B
Senior Personnel ................................................... II.C.2.f(i), II.C.2.h, II.D.5, Exhibit II-2, Exhibit II-7
Sex Discrimination ...................................................................................................... I.E, Exhibit II-6
SF LLL, Disclosure of Lobbying Activities ........................................ II.C.1.e, Exhibit II-1, Exhibit II-5
Single Copy Documents .................................................................. I.D.3, II.C.1, II.C.1.e, Exhibit II-1
Small Business ..................................................................................................... I.E, II.C.2.a, IV.D.2
Special Exceptions (to Deadline Date Policy) ................................................................................ I.F
Special Guidelines ..................................................................................................... II.D, Exhibit II-1
Special Information ............................................................................................... II.C.2.j, Exhibit II-1
Sponsored Projects Office....................................................... I.D.2, I.G.3, II.C.2a, II.C.2j, III.C, IV.A
State Governments .......................................................................... I.E, II.C.2.h, II.C.2.j, Exhibit II-3
Students ............................. I.E, II.C.2.f, II.C.2.g(i), II.D.4, II.D.9, Exhibit II-1, Exhibit II-7, Chapter V
Subawards............................................................... II.C.1.e, II.C.2.g(vi)(e), II.D.4, II.D.5, Exhibit II-5
Submission
Instructions ................................................................................................. I.G.2, Exhibit II-1
Windows ............................................................................................................................ I.F
Supplementary Documentation ............................... II.B.2, II.C.2, II.C.2.d, II.C.2.j, II.D.7, Exhibit II-1
Supplies .................................................................................................. see Materials and Supplies
Synergistic Activities ......................................................................................................... II.C.2.f(i)(d)
System for Award Management (SAM) ...................................................................................... I.G.3

T
Table of Contents ................................................................................................................... II.C.2.c
Target Dates ................................................................................................................................... I.F
Temporary Dependent Care Travel Costs ........................................................................ II.C.2.g(iv)
Thesis Advisor .................................................................................................................. II.C.2.f(i)(e)
Title of Proposed Project ...............................................................................................I.D.1, II.C.2.a
Total Direct Costs ................................................................................................................... II.C.2.g
Traditional Renewal ...................................................................................................................... V.A
Travel Allowances
Dependent of Key Project Personnel ................................................................... II.C.2.g(iv)
Domestic............................................................................................................... II.C.2.g(iv)
Foreign ................................................................................................................. II.C.2.g(iv)

U
Unaffiliated Individuals ................................................................................................... I.E.5, IV.D.1
Unallowable Costs ............................................................................................................ II.C.2.g(xii)
Alcoholic Beverages ........................................................................................ II.C.2.g(xii)(c)
Entertainment Costs ........................................................................................ II.C.2.g(xii)(a)
Meals and Coffee Breaks ................................................................................ II.C.2.g(xii)(b)
Undergraduate Student, Definition .................................................................................... Exhibit II-7
Unfunded Collaborations ................................................................................................... II.C.2.d(iv)
Uniform Resource Locators (URLs) ................................................................................... II.C.2.d(ii)
Unit of Consideration .............................................................................................................. II.C.2.a
Universities ................................................................................................................................. I.E.1
US-Flag Air Carriers .......................................................................................................... II.C.2.g(iv)
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V
Vertebrate Animals ....................................................................... II.C.2.a, II.C.2.j, II.D.7, Exhibit II-1
Veterans Administration ................................................................................................................ I.E
Visual Materials ...................................................................................................................... II.C.2.d

W
Wildlife Research ...................................................................................................................... II.D.7
Withdrawal of Proposal ............................................................................................................... IV.A
Woman-Owned Business ....................................................................................................... II.C.2.a

X
XSEDE… ................................................................................................................................. II.D.13

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AWARD & ADMINISTRATION GUIDE
Table of Contents
Chapter I:
A.
B.
C.
D.

E.

NSF Awards...................................................................................................... I-1

Acceptance of Assistance Agreements ......................................................................................... I-1
Award Instrument ........................................................................................................................... I-1
NSF Award Conditions ................................................................................................................... I-2
NSF Grant Periods ......................................................................................................................... I-2
1.
Definitions ......................................................................................................................... I-2
2.
Significance of Grant Period ............................................................................................. I-2
3.
Changes in a Grant Period ............................................................................................... I-2
a.
Start Date ............................................................................................................. I-2
b.
End Date .............................................................................................................. I-2
c.
No-Cost Extension ............................................................................................... I-2
d.
Two-Year Extensions for Special Creativity ......................................................... I-3
Additional Funding Support ............................................................................................................ I-3
1.
Types of Additional Funding Support ................................................................................ I-3
2.
Renewed Support ............................................................................................................ I-3
3.
Support under Continuing Grants ..................................................................................... I-4
4.
Supplemental Support ...................................................................................................... I-4

Chapter II:

Grant Administration ......................................................................................II-1

A.

Monitoring Project Performance ................................................................................................... II-1
1.
Grantee Responsibilities .................................................................................................. II-1
2.
Grantee Notifications to NSF and Requests for NSF Approval ....................................... II-1
B.
Changes in Project Direction or Management .............................................................................. II-1
1.
Changes in Objectives, Scope or Methods/Procedures .................................................. II-1
a.
Changes in Objectives or Scope......................................................................... II-1
b.
Significant Changes in Methods or Procedures .................................................. II-2
c.
Significant Changes, Delays or Events of Unusual Interest ............................... II-2
2.
Changes in PI/PD, co-PI/co-PD or Person-Months Devoted to the Project .................... II-2
a.
Long-Term Disengagement of PI/PD or co-PI/co-PD ........................................ II-2
b.
Change in Person-Months Devoted to the Project ............................................. II-2
c.
Withdrawal of PI/PD or co-PI/co-PD .................................................................. II-3
d.
Substitute PI/PD or co-PI/co-PD ........................................................................ II-3
e.
Disposition of a Grant When a PI/PD Transfers from One Organization to
Another Organization .......................................................................................... II-3
3.
Subawarding, Transferring or Contracting Out Part of an NSF Award
(Subaward) ....................................................................................................................... II-4
C.
Cost Sharing
............................................................................................................................ II-5
1.
General ........................................................................................................................... II-5
2.
Mandatory Cost Sharing Commitments ........................................................................... II-5
3.
Mandatory Cost Sharing Records and Reports ............................................................... II-5
D.
Technical Reporting Requirements............................................................................................... II-6
1.
Annual Project Reports .................................................................................................... II-6
2.
Final Project Report ......................................................................................................... II-7
3.
Project Outcomes Report for the General Public ............................................................. II-7
Section Contents .............................................................................................................. II-7
4.
Compliance with Technical Reporting Requirements ...................................................... II-8
5.
Grant Closeout ................................................................................................................. II-8
E.
Records Retention and Audit ........................................................................................................ II-8
Exhibit II-1
Consolidated Listing of Program- and Cost-Related Grantee Notifications
to, and Requests for Approval From, the National Science Foundation.......................... II-9
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Chapter III:

Financial Requirements and Payments ........................................................III-1

A.
B.
C.

Standards for Financial Management .......................................................................................... III-1
Definitions .................................................................................................................................... III-1
Payment Requirements................................................................................................................ III-2
1.
Requesting Payments ..................................................................................................... III-2
2.
Payment Policies............................................................................................................. III-2
3.
Request for Advance....................................................................................................... III-3
4.
Special Payment Grantees ............................................................................................. III-3
5.
Working Capital Advance ................................................................................................ III-4
6.
Grantee Banking Information for Payments .................................................................... III-4
D.
Cash Refunds And Credits To NSF ............................................................................................. III-4
1.
Final Unobligated Balance .............................................................................................. III-4
2.
Erroneous Payments....................................................................................................... III-4
3.
Interest Earned on Advance Payments .......................................................................... III-4
4.
Program Income.............................................................................................................. III-6
5.
Other Cost Credits .......................................................................................................... III-7
E.
Award Financial Reporting Requirements – Final Disbursement Reporting ............................... III-7
Exhibit III-1
Request for Advance or Reimbursement Form (SF 270) ............................................... III-9

Chapter IV:
A.
B.

C.
D.

E.

Conflict of Interest Policies ...........................................................................................................IV-1
Responsible Conduct of Research (RCR) ...................................................................................IV-3
1.
Background .....................................................................................................................IV-3
2.
Institutional Responsibilities ............................................................................................IV-3
Financial Management Systems Standards ................................................................................IV-3
Property Management Standards ................................................................................................IV-3
1.
Title to Equipment ...........................................................................................................IV-4
a.
Title to Equipment – Non-Profit Organizations ..................................................IV-4
b.
Title to Equipment – Commercial Organizations ...............................................IV-4
2.
Conditions for Acquisition and Use of Equipment...........................................................IV-4
3.
Principles Relating to Use of NSF-Supported Research Instrumentation & Facilities ....IV-5
4.
Property Management Standards When Title Retained by NSF ....................................IV-5
5.
Excess Government Personal Property ..........................................................................IV-5
a.
Policy ..................................................................................................................IV-5
b.
Eligibility .............................................................................................................IV-6
c.
Procedures .........................................................................................................IV-6
d.
Visiting Holding Agency Facilities ......................................................................IV-7
e.
Dollar Limitation .................................................................................................IV-7
f.
Restrictions ........................................................................................................IV-7
g.
Costs ..................................................................................................................IV-8
h.
Title ....................................................................................................................IV-8
i.
Accountability and Recordkeeping.....................................................................IV-9
Procurement Standards ...............................................................................................................IV-9

Chapter V:
A.

Grantee Standards ........................................................................................ IV-1

Allowability of Costs ...................................................................................... V-1

Basic Considerations ....................................................................................................................V-1
1.
Conflicting Guidelines ......................................................................................................V-1
2.
Other Considerations .......................................................................................................V-1
a.
Maximum Obligation ...........................................................................................V-1
b.
Pre-Award (Pre-Start Date) Costs ......................................................................V-1
c.
Post-End Date Costs ..........................................................................................V-2
3.
Prior Written Approvals ....................................................................................................V-2
a.
General ...............................................................................................................V-2
b.
NSF Prior Approval Policy ..................................................................................V-2
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B.

C.

D.

E.

Direct Costs ...................................................................................................................................V-3
1.
Compensation – Personal Services .................................................................................V-3
a.
Salaries and Wages ............................................................................................V-3
b.
Fringe Benefits ....................................................................................................V-3
2.
Administrative and Clerical Salaries and Wages ............................................................V-3
3.
Intra-University (IHE) Consulting ....................................................................................V-3
4.
Federal Employees ..........................................................................................................V-4
Other Direct Costs .........................................................................................................................V-4
1.
Rearrangements and Alterations (Construction) .............................................................V-4
2.
News Release Costs ........................................................................................................V-4
3.
Rental or Lease of Facilities or Special Purpose Equipment ...........................................V-4
4.
Relocation Costs ..............................................................................................................V-4
5.
Temporary Dependent Care Travel Costs .......................................................................V-5
Indirect Costs ................................................................................................................................V-5
1.
NSF Policy .......................................................................................................................V-5
2.
NSF Cognizant Organizations .........................................................................................V-6
Fee Payments under NSF Grants .................................................................................................V-6

Chapter VI:
A.

B.

C.

D.

E.

F.

G.

Other Post Award Requirements and Considerations ............................... VI-1

Non-Discrimination Statutes ........................................................................................................VI-1
1.
General ...........................................................................................................................VI-1
2.
Title VI of the Civil Rights Act of 1964.............................................................................VI-1
3.
Section 504 of the Rehabilitation Act of 1973 .................................................................VI-2
4.
Title IX of the Education Amendments of 1972 (Sex Discrimination) .............................VI-2
5.
Age Discrimination Act of 1975 .......................................................................................VI-2
6.
Equal Employment Opportunity under E.O. 11246 .........................................................VI-3
7.
Limited English Proficiency under E.O. 13166 ...............................................................VI-3
Protection of Living Organisms ....................................................................................................VI-3
1.
Human Subjects ..............................................................................................................VI-3
2.
Research Involving Recombinant or Synthetic Nucleic Acid Molecules .........................VI-4
3.
Vertebrate Animals..........................................................................................................VI-4
4.
Government Permits and Activities Abroad ....................................................................VI-4
5.
Life Science Dual Use Research of Concern (DURC) ....................................................VI-5
Construction, Rearrangements and Alterations ...........................................................................VI-6
1.
Davis-Bacon Act..............................................................................................................VI-6
2.
Bonding and Insurance ...................................................................................................VI-6
3.
Seismic Safety of Buildings .............................................................................................VI-6
Intellectual Property .....................................................................................................................VI-6
1.
Patents and Inventions ...................................................................................................VI-6
2.
Copyright .........................................................................................................................VI-8
3.
Special Patent and Copyright Situations ........................................................................VI-9
4.
Dissemination and Sharing of Research Results .........................................................VI-10
5.
Tangible Property ..........................................................................................................VI-10
Publication/Distribution of Grant Materials ............................................................................VI-10
1.
NSF Policy ....................................................................................................................VI-10
2.
Costs .............................................................................................................................VI-11
3.
Responsibilities .............................................................................................................VI-11
4.
Grantee Obligations ......................................................................................................VI-11
International Considerations ......................................................................................................VI-11
1.
Travel to Foreign Countries ..........................................................................................VI-11
a.
Policy ................................................................................................................VI-11
b.
Use of US-Flag Air Carriers .............................................................................VI-12
c.
Use of Foreign-Flag Air Carriers ......................................................................VI-12
2.
Charter Flights ...............................................................................................................VI-13
3.
Projects in a Foreign Country .......................................................................................VI-13
4.
Passports and Visas .....................................................................................................VI-14
Intergovernmental Review of Federal Programs .......................................................................VI-14

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H.

I.
J.
K.
L.
M.

Handling of Information ..............................................................................................................VI-14
1.
Questionnaires: Data Collection Under NSF Grants ...................................................VI-14
2.
Release of Information by NSF .....................................................................................VI-14
Tax Status ..................................................................................................................................VI-15
Protection of Properties in the National Register of Historic Places ..........................................VI-15
Environmental Compliance ........................................................................................................VI-15
National Security ........................................................................................................................VI-15
Miscellaneous ............................................................................................................................VI-16
1.
Liabilities and Losses ....................................................................................................VI-16
2.
Pre-College Students and Experimental Curriculum
Development Projects ...................................................................................................VI-16
3.
Use of Metric Measurements ........................................................................................VI-16

Chapter VII: Grant Administration Disputes and Misconduct ....................................... VII-1
A.

B.
C.

Suspension and Termination Procedures ...................................................................................VII-1
1.
Definitions ......................................................................................................................VII-1
2.
Suspension and Termination .........................................................................................VII-1
3.
Termination by Mutual Agreement .................................................................................VII-2
4.
NSF Suspension or Termination Review Procedure .....................................................VII-2
Informal Resolution of Grant Administration Disputes ................................................................VII-3
Research Misconduct .................................................................................................................VII-4
1.
NSF Policies and Responsibilities .................................................................................VII-4
2.
Role of Grantees ............................................................................................................VII-4
3.
Reporting Possible Misconduct......................................................................................VII-5

Subject Index ..............................................................................................................................

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Chapter I:

NSF Awards

The Award and Administration Guide (AAG) (Part II of the NSF Proposal & Award Policies & Procedures Guide)
sets forth NSF policies regarding the award and administration of grants and cooperative agreements and in
conjunction with the award terms and conditions, implements 2 CFR § 200, Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards. If the AAG is silent on a specific
area covered by 2 CFR § 200, the requirements specified in 2 CFR § 200 must be followed. This Guide also
implements other Public Laws, Executive Orders (E.O.) and other directives insofar as they apply to grants, and
is issued pursuant to the authority of Section 11(a) of the NSF Act (42 USC §1870). This Guide does not apply
to NSF contracts.
The types of activities funded by NSF and the purposes of NSF funding vary. Consequently, the degree of NSF
responsibility for, and management control of, such activities also varies. NSF traditionally uses grants for
fundamental research and other support activities.

A.

Acceptance of Assistance Agreements

Awardees are free to accept or reject the grant or cooperative agreement as awarded. Normally, a request to
drawdown NSF funds constitutes acceptance, however, in limited circumstances, NSF may require formal
acceptance of an award. If an awardee chooses not to accept an award, then a written request should be sent
to the cognizant NSF Program Officer to withdraw (or terminate) the award.

B.

Award Instrument

1.

Composition of an NSF Award

Composition of an NSF award includes:
a.
the award notice, including any special conditions applicable to the award and any numbered
amendments thereto;
b.

general federal award information as required by 2 CFR § 200.210;

c.
the budget, which indicates the amounts, by categories of expense, on which NSF has based its
support;
d.

the applicable NSF general conditions referenced in the award notice (see AAG Chapter I.C for listing);

e.

the proposal referenced in the award notice; and

f.
any NSF program announcement, program solicitation or other documents or special requirements
incorporated by reference in the award notice.
2.

Award Transmission

NSF transmits award notices to organizations via e-mail. In addition to the e-mail notification, awardees and
Principal Investigators also may access NSF award notices via use of NSF’s electronic systems. Sponsored
Projects Offices are able to view, print and/or download NSF award notices for their organizations. PIs also may
access their award notices via FastLane.

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C.

NSF Award Conditions

Each NSF award notice specifically identifies certain conditions that are applicable to, and become part of, that
award.
The
award
conditions
are
available
electronically
on
NSF’s
website
at:
http://www.nsf.gov/awards/managing/. When these conditions reference a particular Award and Administration
Guide section, that section becomes part of the award requirements through incorporation by reference.

D.

NSF Grant Periods

1.

Definitions

a.
START DATE is the date specified in the grant notice on or after which, except for fixed amount awards,
expenditures may be charged to the grant. With the exception of PI transfers, the start date used by NSF is
either the 1st or the 15th day of the month. If no start date is specified, then the date of the grant notice is the
start date. (See, however, AAG Chapter V.A.2.b.)
b.
END DATE is the date specified in the grant notice after which expenditures may not be charged
against the grant except to satisfy obligations to pay allowable project costs committed on or before that date.
The end date is the last day of a month.
c.
AWARD DATE is the date when the NSF award is signed by the cognizant NSF Grants and
Agreements Officer.
d.
GRANT PERIOD is the period of time between the start date and the end date of an NSF grant shown
as the duration.
2.

Significance of Grant Period

a.
Except in fixed amount awards, an NSF grant gives authority to the grantee to commit and expend
funds for allowable costs (see AAG Chapter V) in support of the project up to the grant amount specified in the
grant notice at any time during the grant period.
b.
Except as provided in AAG Chapter V.A.2.b or Chapter V.A.2.c, expenditures may not be charged prior
to the start date or subsequent to the end date under an NSF cost reimbursement grant.
3.

Changes in a Grant Period

a.

Start Date

Once an award is made, the start date cannot be changed; however, grantees have the authority to incur preaward costs as outlined in AAG Chapter V.A.2.b.
b.

End Date

The end date may be changed as a result of approval of a request for continued support of a continuing grant,
for a no-cost grant extension, or by approval of a request for supplemental support. When appropriate, the NSF
Grants and Agreements Officer will issue an amendment to the grant.
c.

No-Cost Extension

(i)
Grantee-Approved Extension. Grantees may authorize a one-time extension of the end date of the
grant of up to 12 months if additional time beyond the established end date is required to assure adequate
completion of the original scope of work within the funds already made available. This one-time extension may
not be exercised merely for the purpose of using the unliquidated balances. Grantees are not authorized to
extend an award that contains a zero balance. The grantee shall notify NSF, providing supporting reasons for
the extension and the revised period of performance, at least ten calendar days prior to the end date specified in
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the grant to ensure accuracy of NSF’s grant data. All grantee-approved extension notifications must be signed
1
and submitted by the Authorized Organizational Representative (AOR) via use of NSF’s electronic systems.
For grantee-approved extensions, no amendment will be issued. The revised end date can be viewed via NSF’s
electronic systems.
(ii)

NSF-Approved Extension

(a)
If additional time beyond the extension provided by the grantee is required and exceptional
circumstances warrant, a formal request must be signed and submitted by the AOR via use of NSF’s electronic
systems. The request must be submitted to NSF at least 45 days prior to the end date of the grant. Requests
submitted after the end date of the grant must include a strong justification as to why it was not submitted
earlier. The request must explain the need for the extension and include an estimate of the unobligated funds
remaining and a plan for their use. As indicated above, that unobligated funds may remain at the end of the
grant is not in itself sufficient justification for an extension. The plan must adhere to the previously approved
objectives of the project.
(b)
The first no-cost extension request will be subject to the approval of the cognizant NSF Program Officer.
The grantee and the PI will be electronically notified of the disposition of this request by the cognizant NSF
Program Officer. The second no-cost extension will be subject to the approval of an NSF Grants and
Agreements Officer, and, if approved, will be in the form of an amendment to the grant specifying a new end
date. Grantees are cautioned not to make new commitments or incur new expenditures after the end date in
anticipation of a no-cost extension.
d.

Two-Year Extensions for Special Creativity

A Program Officer may recommend the extension of funding for certain research grants beyond the initial period
for which the grant was awarded for a period of up to two years. The objective of such extensions is to offer the
most creative investigators an extended opportunity to attack adventurous, “high-risk” opportunities in the same
general research area, but not necessarily covered by the original/current award. Awards eligible for such an
extension are generally continuing grants. Special Creativity Extensions are normally initiated by the NSF
Program Officer based on progress during the first two years of the grant; PIs will be informed of such action a
year in advance of the end date of the grant. In response to the Program Officer’s recommendation, the
required information must be signed and submitted by the AOR via use of NSF’s electronic systems.

E.

Additional Funding Support

1.

Types of Additional Funding Support

Additional funding of a project beyond the original grant period will be in the form of renewed support, continued
support or supplemental support. A description of each of these additional funding mechanisms is provided
below.
2.

Renewed Support

Renewed support is defined as additional funding for a support period subsequent to that provided by the
original grant. Renewals to grants, if any, will be in the form of a new grant with a new grant number. Costs
incurred under the old grant cannot be transferred to the new grant. Residual funds remaining in the old grant
cannot be transferred to the new grant.
Instructions for preparation of renewal proposals are contained in GPG Chapters II and V.

1

NSF has developed a matrix that lists NSF’s electronic capabilities, and whether they can be found in FastLane,
Research.gov or both. This matrix will be updated as appropriate, independent of the Proposal & Award Policies &
Procedures Guide revision cycle. The current version is located at: http://www.nsf.gov/bfa/dias/policy/estatus_matrix.pdf.

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3.

Support under Continuing Grants

a.
Funding increments for projects being supported under continuing grants receive high priority within
NSF and normally are not considered in competition with proposals for new grants or for grants for renewed
support.
b.
Unless otherwise provided for in the original grant notice, each increment of a continuing grant will be
funded at the level indicated in the original award notice without a formal request, subject to NSF’s judgment of
satisfactory progress, availability of funds, and receipt and approval of the required annual report. NSF makes
every attempt to honor continuing grant commitments. In order to adjust to changes in the general level of funds
for a particular field of science or engineering or to major new opportunities in that field, however, NSF may
reduce continuing grant increments below the levels indicated in original grant notices. This requires full written
justification by program staff and management review and approval. In the absence of major unanticipated
fiscal year constraints, reductions are rare. Continuing grant increments will be released by the cognizant NSF
Program Officer upon approval of the annual report. The Sponsored Projects Office and PI will be notified by
the cognizant NSF Program Officer of NSF's approval via email.
c.
In order to obtain a committed funding increment and ensure continuity of funding, an annual project
report must be submitted by the PI electronically via use of Research.gov at least three months before the end
of the period currently being funded. (See AAG Chapter II.D for additional information on submission of project
reports.)
4.

Supplemental Support

a.
In unusual circumstances, small amounts of supplemental funding and up to six months of additional
support may be requested to assure adequate completion of the original scope of work. Such requests for
supplemental funding support must be signed and submitted by the AOR via use of NSF’s electronic systems at
least two months prior to the need for the additional funds and must be adequately justified. Program Officers
may make decisions regarding whether or not to recommend a small supplement without merit review of the
supplemental request. Requests for larger supplements may require external merit review.
b.

A request for supplemental support must be submitted electronically via FastLane and must include:

(i)

A summary of the proposed work;

(ii)

A justification of the need for the supplemental funds; and

(iii)

A budget and budget justification, highlighting the use by budget category of the additional funding as
distinguished from the original funding provided in those categories of cost. AORs are required to
electronically sign the supplemental funding request via the Authorized Organizational Representative
Functions in FastLane.

c.
NSF will not approve requests for supplemental support for such purposes as defraying the costs of
increases in salaries, wages or staff benefits or for additional indirect cost reimbursement, whether caused by a
change in the indirect cost rate or by changes in direct cost expenditures which affect the indirect cost base.
(See AAG Chapter V.A.2.a.)
d.
If approved, the NSF Grants and Agreements Officer will amend the grant to provide additional funding
for the current support period. The amendment notice will specify both the amount of supplemental funding and
the cumulative amount awarded through the end date, which normally will remain unchanged.
e.
Special NSF programs such as Research Experiences for Undergraduates may provide their funding
through supplements to other NSF grants. In such instances, the guidance in this section may not be
applicable.
f.
If supplemental funding is requested to support a postdoctoral researcher and the original proposal did
not include a mentoring plan, then the supplemental funding request must include the requisite mentoring plan,
as described in GPG Chapter II.C.2.j. The plan should be uploaded to the “Other Supplementary Documents”
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section of the FastLane Supplemental Funding Request module. The PI must report on the mentoring activities
provided to the individual in annual and final project reports.

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Chapter II:

Grant Administration

A.

Monitoring Project Performance

1.

Grantee Responsibilities

a.
A grantee has full responsibility for the conduct of the project or activity supported under an NSF grant
and for the results achieved. The grantee should monitor the performance of the project to assure adherence to
performance goals, time schedules or other requirements as appropriate to the project or the terms and
conditions of the grant. In order to carry out these responsibilities, each grantee organization shall agree to
comply with the applicable Federal requirements for grants and to the prudent management of all expenditures
and actions affecting the grant. Documentation for each expenditure or action affecting the grant shall reflect
appropriate organizational reviews or approvals, which should be made in advance of the action. Organizational
reviews are intended to help assure that expenditures are allowable, necessary and reasonable for the conduct
of the project, and that the proposed action:
(i)

is consistent with grant terms and conditions;

(ii)

is consistent with NSF and grantee policies;

(iii)

represents effective utilization of resources; and

(iv)

does not constitute changes in objectives or scope.

b.
Notwithstanding these responsibilities, NSF continues to encourage communication between NSF
Program Officers and PI/PDs on the progress of projects supported by NSF as well as on project changes.
c.
NSF, through authorized representatives, has the right, at all reasonable times, to make site visits to
review project accomplishments, grantee management control systems and administration and management of
the grant and to provide technical assistance as may be required. If any site visit is made by the Foundation on
the premises of the grantee or a subrecipient under a grant, the grantee shall provide and shall require its
subrecipients to provide all reasonable facilities and assistance for the safety and convenience of the NSF
representatives.
2.

Grantee Notifications to NSF and Requests for NSF Approval

AAG Exhibit II-1 provides a listing of program-related grantee notifications to, and requests for approval from,
the National Science Foundation. The listing also includes cost-related notifications to, and requests for
approval from NSF as specified in the Grant Proposal Guide and in AAG Chapter V. While the listing is not
intended to be all-inclusive, it does highlight the most frequent areas where specific notifications and requests
for approval are required.
All notifications and requests contained in AAG Exhibit II-1, and described below, must be submitted via use of
NSF’s electronic systems. With the exception of significant changes in methods or procedures and significant
changes, delays or events of unusual interest, all notifications and requests must be signed and submitted by
the Authorized Organization Representative (AOR) via use of NSF’s electronic systems.

B.

Changes in Project Direction or Management

1.

Changes in Objectives, Scope or Methods/Procedures

a.

Changes in Objectives or Scope

The objectives or scope of the project may not be changed without prior NSF approval. Such change requests
must be signed and submitted by the AOR via use of NSF’s electronic systems. If approved by NSF, the Grants
and Agreements Officer will amend the grant.
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Prior written NSF approval also is required for changes to the Facilities, Equipment, and Other Resources
section of the approved proposal that would constitute changes in objectives or scope (see GPG Chapter II.C.2.i
for further information).
b.

Significant Changes in Methods or Procedures

NSF believes that the PI/PD and co-PI/co-PD, operating within the established policies of the grantee
organization, should feel free to pursue interesting and important leads that may arise during the conduct of a
research (or other grant-supported) project or to adopt an alternative approach which appears to be a more
promising means of achieving the objectives of the project. Significant changes in methods or procedures
should be reported to appropriate grantee official(s). The PI/PD also must notify NSF via use of NSF’s
electronic systems.
c.

Significant Changes, Delays or Events of Unusual Interest

In the event there are problems, delays or adverse conditions that will materially impact the ability to attain the
objectives of the project or to meet such time schedules as may have been proposed, the PI/PD should notify
the appropriate grantee official(s). The PI/PD also must notify NSF via use of NSF’s electronic systems.
NSF should be informed of any events of unusual interest that occur during the course of the project. Reports,
communications or photographs should be submitted via the interim report capability in Research.gov.
2.

Changes in PI/PD, co-PI/co-PD or Person-Months Devoted to the Project

The NSF decision to support a proposed project is based to a considerable extent upon its evaluation of the
proposed PI/PD and any identified co-PI/co-PD’s knowledge of the field of study and his/her capabilities to
conduct the project in an efficient and productive manner. This is reflected in the NSF merit review criteria (see
GPG Chapter III). The named PI/PD (and co-PI/co-PD) should be continuously responsible for the conduct of
the project and be closely involved with the effort.
If the PI/PD or co-PI/co-PD plans to, or becomes aware that he/she will: (i) devote substantially less effort to the
project than anticipated in the approved proposal; (ii) sever his/her connection with the grantee organization; or
(iii) otherwise relinquish active direction of the project, he/she shall advise the appropriate official at the grantee
organization, who shall initiate action appropriate to the situation under the guidelines that follow.
a.

Long-Term Disengagement of PI/PD or co-PI/co-PD

(i)
In the event the PI/PD or co-PI/co-PD will be disengaged from the project for a period greater than three
months (e.g. sabbatical leave) but intends to return, arrangements for oversight of the project must be signed
and submitted by the AOR via use of NSF’s electronic systems. This information must be provided at least 30
days before departure or as soon as practicable after the prospective disengagement is known. The cognizant
NSF Program Officer will provide written approval to the grantee if the arrangements are satisfactory, but no
formal amendment to the grant will be made. If the arrangements are not satisfactory to NSF, the grant may be
terminated as prescribed in AAG Chapter VII.A.
(ii)
In the event the PI/PD or co-PI/co-PD will temporarily be working for NSF as an IPA (Intergovernmental
Personnel Act employee) or VSEE (Visiting Scientist, Engineer or Educator), the appropriate officials at the
grantee organization must contact the cognizant NSF Program Officer for procedural guidance regarding any
existing grants or pending proposals of the PI/PD or co-PI/PD.
b.

Changes in Person-Months Devoted to the Project

If the PI/PD or co-PI/co-PD will devote substantially less time to the project than anticipated in the approved
proposal, (defined in the applicable grant terms and conditions as a reduction of 25% or more in time) he/she
should consult with the appropriate officials of the grantee organization. Requests for changes to the personmonths devoted to the project must be signed and submitted by the AOR via use of NSF’s electronic systems.
If the grantee organization or NSF determines that the reduction of effort will substantially impair the successful
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execution of the project, the NSF Program Officer will consult the NSF Grants and Agreements Officer. The
NSF Grants and Agreements Officer may:
(i)
request the grantee to nominate a replacement PI/PD or co-PI/co-PD acceptable to the NSF Program
Officer;
(ii)

initiate the termination procedures described in AAG Chapter VII.A.; or

(iii)

negotiate an appropriate modification to the grant.

c.

Withdrawal of PI/PD or co-PI/co-PD

In the event the PI/PD or co-PI/co-PD severs his/her connection with the grantee organization or otherwise
relinquishes active direction of the project, the AOR must sign and submit a notification of the withdrawal of the
PI/PD or co-PI/co-PD via use of NSF’s electronic systems. The grantee also must:
(i)

initiate transfer of the grant as described in AAG Chapter II.B.2.h;

(ii)

nominate a substitute as described in AAG Chapter II.B.2.g; or

(iii)
initiate grant closeout procedures through submission of final reports as described in AAG Chapter
II.D.2.
d.

Substitute PI/PD or co-PI/co-PD

In the event the grantee desires to continue the project with a substitute PI/PD or co-PI/co-PD, the AOR must
sign and submit the request via use of NSF’s electronic systems. The substitute PI/PD’s or co-PI/co-PD’s
name, qualifications, and current and pending support for research from all sources must also be included in the
request. The contact information for the substitute PI/PD or co-PI/co-PD also should be included. If approved
by NSF, the Grants and Agreements Officer will amend the grant. If not approved, NSF may take steps,
pursuant to AAG Chapter VII.A to suspend or terminate the grant.
e.

Disposition of a Grant When a PI/PD Transfers from One Organization to Another Organization

(i)
Policy. When a PI/PD plans to leave an organization during the course of a grant, the organization has
the prerogative to nominate a substitute PI/PD or request that the grant be terminated and closed out. In those
cases where the PI/PD’s original and new organizations agree, NSF will facilitate a transfer of the grant and the
assignment of remaining unobligated funds to the PI/PD’s new organization. This should normally be done with
a tripartite agreement (involving NSF, the PI/PD’s original organization and new organization), or by a subaward
arrangement between the PI/PD’s original and new organizations, subject to NSF’s consent. (See AAG Chapter
II.B.3)
(ii)
Procedures. When a PI/PD plans to leave an organization during the course of a grant, the PI/PD or the
Sponsored Projects Office, or equivalent, shall notify the cognizant NSF Program Officer. If the project is to
continue with the original organization, the cognizant NSF Program Officer should advise the grantee to
nominate a substitute PI/PD (see AAG Chapter II.B.2.g). If the project is to be continued at the PI/PD’s new
organization, and if NSF and both organizations agree, formal notification of the impending transfer can be
electronically initiated by either the PI/PD or the PI/PD's organization. The amount transferred has to be equal
to or less than the unobligated balance. The request shall include a:
(a)

brief summary of progress to date;

(b)

description of work yet to be accomplished;

(c)
completed on-line transfer request, including total disbursements and unpaid obligations to date
(transfer amount will be automatically calculated, based on the amount entered in total disbursements). The
original organization is responsible for including in the total estimated disbursements, any anticipated costs yet
to be incurred against the original grant;
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(d)

detailed line item budget for the transfer amount and any outstanding continuing grant increments; and

(e)
If funding is requested to support a postdoctoral researcher, then the request must include the requisite
mentoring plan as described in GPG Chapter II.C.2.j. The plan must be uploaded to the “Other Supplementary
Documents: section of Fastlane. The PI must report on the mentoring activities provided to the individual(s) in
annual and final project reports.
The original organization concurs with the transfer of the award by electronically forwarding the request to the
new organization.
The new organization completes the request by providing a detailed budget for the transfer amount agreed to by
both organizations. The AOR of the new organization must sign and submit the request via use of NSF’s
electronic systems. Submission of the request constitutes agreement by the new organization to assume
responsibility for completion of the project effort and to administer the grant (as originally awarded) from the
transfer date to completion in accordance with any special terms and conditions and the applicable general
terms and conditions that normally govern NSF grants made to the new organization. Special terms and
conditions, as appropriate, cited in the original award will convey to the new grantee organization.
NSF will assign a proposal number at the time of submission. This proposal number will become the new grant
number when the transfer is approved by an NSF Grants and Agreements Officer.
(iii)
Fund Transfer. Upon receipt of the above material, NSF will review the request and, if approved, deduct
the specified transfer amount from the original grant and re-establish it under a new grant number at the new
organization. Award notification by the NSF Grants and Agreements Officer will constitute NSF approval of the
grant transfer. The award notification also will specify the applicable basic terms and conditions that govern the
grant.
(iv)
Upon transfer of the grant to the new organization, any monetary discrepancies must be resolved
between the original and the new grantee. NSF will not intervene in any disputes between the two organizations
regarding the transferred amount.
(v)
Equipment Transfers. Equipment purchased with NSF funds for use in a specific project should remain
available for use for the duration of the project. PI/PDs who are in the midst of projects that included funding for
equipment and who will continue the project at a new organization with NSF support, should arrange with their
original organization to have the equipment transferred with them. Shipping costs for such equipment may be
charged to the original or transferred grant as an allowable cost. Budgets should not include funds to “buy”
equipment that had been previously obtained with Federal funds.
(vi)
Possible Alternatives to the Transfer Process. When the amount of time and funds remaining in a
project are modest, and if both the original and new organizations are in agreement, the original organization
may issue a subaward to the new organization for completion of the project. This and other possible
alternatives should be discussed with the NSF Grants and Agreements Officer.
3.

Subawarding, Transferring or Contracting Out Part of an NSF Award (Subaward)

Excluding the purchase of items such as commercially available materials and supplies, equipment or general
support services allowable under the grant, no part of an NSF award may be subawarded, transferred, or
contracted out to another organization without prior NSF authorization. The intent to enter into such
arrangements should be disclosed in the proposal.
If it becomes necessary to subaward, transfer or contract out part of an NSF award after a grant has been
made, the grantee shall submit, at a minimum:
a.

a clear description of the work to be performed by each subrecipient;

b.

a separate budget for each subaward; and

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c.
If funding is requested to support a postdoctoral researcher, and the original proposal did not include a
mentoring plan, then the request must include the requisite mentoring plan as described in GPG Chapter
II.C.2.j. The plan must be uploaded to the “Other Supplementary Documents: section of Fastlane. The PI must
report on the mentoring activities provided to the individual(s) in annual and final project reports.
The request must be signed and submitted by the AOR via use of NSF’s electronic systems, and NSF
authorization will be indicated by an amendment to the grant signed by the Grants and Agreements Officer. The
NSF grant terms and conditions will identify which articles flow-down to subrecipients.
Procurements under NSF grants are subject to AAG Chapter V.C as well as 2 CFR § 200.317-326.

C.

Cost Sharing

1.

General

The National Science Board issued a report entitled “Investing in the Future: NSF Cost Sharing Policies for a
Robust Federal Research Enterprise” (NSB 09-20), which contained eight recommendations for NSF regarding
2
cost sharing. In implementation of the Board’s recommendations, NSF’s revised guidance (see GPG Chapter
II.C.2.g(xi)) is as follows:
•

inclusion of voluntary committed cost sharing is prohibited. It should be noted that foregoing full indirect
cost rate recovery is considered voluntary committed cost sharing; and

•

when mandatory cost sharing is included on Line M and accepted by NSF, the commitment of funds
becomes legally binding and is subject to audit. Failure to provide the level of cost sharing required by
the NSF solicitation and reflected in the NSF award budget may result in termination of the NSF award,
disallowance of award costs and/or refund of award funds to NSF by the awardee.

2.

Mandatory Cost Sharing Commitments

2 CFR § 200.306 prescribes criteria and procedures for the allowability of cash and in-kind contributions.
Grantees should be aware that mandatory cost sharing commitments are subject to audit. Audit findings
involving cost sharing have pertained to: a) failure to keep adequate source documentation for claimed cost
sharing; b) unclear valuation of in-kind donated contributions; c) lack of support for cost sharing contributions by
subrecipients; and d) failure to complete annual certifications for awards with mandatory cost sharing
requirements.
Additional
guidance
on
cost
sharing
may
be
obtained
at
http://www.nsf.gov/bfa/dias/caar/costrev.jsp.
3.

Mandatory Cost Sharing Records and Reports

a.

Grantee Records

Grantees shall maintain records of all project costs that are claimed by the grantee to meet mandatory cost
sharing requirements specified in an NSF program solicitation. Records for cost share contributed to NSF
awards must be compliant with the requirements of 2 CFR § 200.306, and are subject to audit.
b.

Grantee Reports

The amount of mandatory cost sharing must be documented (on an annual and final basis), certified by the
Authorized Organizational Representative, and reported to the NSF Program Officer via use of NSF’s electronic
systems. Such notifications must be submitted within 90 days prior to the end of the current budget period to
meet the annual notification requirement, and within 90 days following the expiration of the award to meet the
final notification requirement. The cost share notification is considered due during the 90 day period. The
notification becomes overdue the day after the 90 day period ends.
2

See NSF’s Revised Cost Sharing Policy Statement for the Foundation’s overarching policies on cost sharing.

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c.

Changes to the Cost Sharing Amount Specified on Line M of the NSF Award Budget

Should the grantee become aware that it may be unable to provide the cost sharing of at least the amount
identified on Line M of the NSF award budget, it must immediately provide written notification to the Grants and
Agreements Officer of the situation; and either: indicate steps it plans to take to secure replacement cost
sharing; or indicate the plans it has to either continue or phase out the project in the absence of the approved
level of cost sharing.
Should NSF agree to the organization’s proposed plans, the NSF Grants and Agreements Officer will modify the
award accordingly, including, if appropriate, reducing the amount of NSF support. Should the organization’s
plans be unacceptable to NSF, the award may be subject to termination. NSF modifications to proposed cost
sharing revisions are made on a case-by-case basis.
Failure by the organization to notify NSF, in accordance with the paragraph above, may result in the
disallowance of some or all of the costs charged to the award; the subsequent recovery by NSF of some or all of
the NSF funds provided under the award; possible termination of the award; and may constitute a violation of
the terms of the award so serious as to provide grounds for subsequent suspension or debarment.

D.

Technical Reporting Requirements

NSF requires project reports for all assistance awards. Information from these reports is used in annual reports
to Congress to demonstrate the Foundation’s performance as mandated by the Government Performance and
Results Act (GPRA) of 1993. These reports also provide NSF program officers and administrative offices with
information on the progress of supported projects and the way these funds are used. Information in these
reports may be made available to the general public through the Freedom of Information Act (FOIA). These
reports are fully consistent and implement the Research Performance Progress Report (RPPR), which is the
government-wide standard for use with research and research-related activities. Except where another format is
approved by the Office of Management and Budget (OMB) for use by an NSF program, this means that the
‘‘where practicable’’ requirement specified in 2 CFR § 200.301 is not required as the RPPR does not relate
financial information to performance data.
1.

Annual Project Reports

Annual Project Reports should address progress in all activities of the project, including any activities intended
to address the Broader Impacts criterion that are not intrinsic to the research. These reports are not cumulative,
and should be written specifically for the most recently completed budget period. Unless otherwise specified in
the award, annual project reports should be submitted electronically no later than 90 days prior to the end of the
current budget period to allow adequate time for the cognizant Program Officer to review and approve the
report. As reflected in the Project Report System, the report is considered due during the 90 day period. The
report becomes overdue the day after the 90 day period ends. Failure to submit timely reports will delay
processing of additional funding and administrative actions, including, but not limited to, no cost extensions. In
the case of continuing grants, failure to submit timely reports may delay processing of funding increments. See
also AAG Chapter I.E.3.
Annual project reports may not be required for fellowship awards. Specific reporting requirements for
fellowships are established in the applicable program solicitation and award conditions.
For multi-year standard grants, PIs are required to submit annual reports as outlined above. In the case of
cooperative agreements, the annual report is required before NSF approves any future funding increments.
Continuing grants also are subject to the same policies regarding report submission as outlined above. For
continuing grants that have a duration of 18 months or more per increment, two annual reports are required. A
report must be submitted for the first 12 months of the project, and then another report for the remaining months
of the increment. Continuing grants which include an increment of 24 months will require an annual report for
each 12 month period.

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2.

Final Project Report

The Final Project Report should address progress in all activities of the project, including any activities intended
to address the Broader Impacts criterion that are not intrinsic to the research. This report is not cumulative; it is
the last annual report of the project, and should be written specifically for the most recently completed budget
period. Unless otherwise specified in the award, the final project report should be submitted electronically no
later than 120 days following expiration of the grant. As reflected in the Project Report System, the report is
considered due during the 90 day period. The report becomes overdue the day after the 120 day period ends.
In addition, the grantee also shall provide to the cognizant NSF Program Officer, within 120 days following the
expiration of the grant:
•

any unique reports or other end items specified in the award, including any reporting requirements set
forth in any NSF brochure, guide, solicitation, etc., referenced in the award as being directly related to
either the award or the administration of the award.

•

a final cost share notification documented and certified by the Authorized Organizational Representative
for awards where there is mandatory cost sharing established for the program.

Final project reports may not be required for institutional graduate research fellowships. However, final project
reporting requirements for individual fellowships are established in the applicable program solicitation.
3.

Project Outcomes Report for the General Public

No later than 120 days following expiration of the grant, a project outcomes report for the general public must be
submitted electronically. This report serves as a brief summary, prepared specifically for the public, of the
nature and outcomes of the project. This report will be posted electronically by NSF exactly as it is submitted
and will be accompanied by the following disclaimer:
“This Project Outcomes Report for the General Public is displayed verbatim as submitted by the
Principal Investigator (PI) for this award. Any opinions, findings, and conclusions or
recommendations expressed in this Report are those of the PI and do not necessarily reflect the
views of the National Science Foundation; NSF has not approved or endorsed its content.”
Grantees are to ensure that the report does not contain any confidential, proprietary business information;
unpublished conclusions or data that might compromise the ability to publish results in the research literature; or
invention disclosures that might adversely affect the patent rights or those of the organization, in a subject
invention under the award. Project Outcomes Reports are not to contain any personally identifiable information
such as home contact information, individual demographic data or individually identifiable information collected
from human research participants.
Section Contents:
a.

Describe the project outcomes or findings that address the intellectual merit and broader impacts of the
work as defined in the NSF merit review criteria. This description should be a brief (generally, two to
three paragraphs) summary of the project’s results that is written for the lay reader. Principal
Investigators are strongly encouraged to avoid use of jargon, terms of art, or acronyms.

b.

NSF will automatically include all publications associated with the award that are reported in annual and
final reports. Other products that have resulted from the award may also be listed. Examples of other
products include collections, data sets, software, as well as educational materials.

c.

Information regarding anticipated publication of project results, as well as any other information that
would be of interest to the public also may be included in this section.

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4.

Compliance with Technical Reporting Requirements

PIs must submit final technical reports within the time period specified. Failure to provide these reports on a
timely basis will delay NSF review and processing of pending proposals for all identified PIs and co-PIs
on a given award.
5.

Grant Closeout

Grant closeout is the process by which NSF determines that all applicable administrative actions and all
required work of the grant have been completed. Grants will be financially closed out on the first day of each
month for all awards with end dates of 120 or more days prior to the financial closeout day. See also AAG
Chapter I.D.3.c for additional information on No Cost Extensions. The close out amount will be based on the
costs recorded at that time. See also AAG Chapter III.E.5 for additional information on Post Closeout
Adjustments. Grants are administratively closed after receipt of the Final Project Report and after determination
that any other administrative requirements in the grant have been met. In the event a final audit has not been
performed prior to the closeout of the grant, NSF reserves the right to recover appropriate amounts after fully
considering the recommendations on disallowed costs resulting from the final audit.

E.

Record Retention and Audit

1.
Financial records, supporting documents, statistical records and all other records pertinent to the NSF
grant must be retained by the grantee for a period of three years from award financial closeout described in
AAG Chapter III.E.3, except as noted in 2 CFR § 200.333.
2.
It is the responsibility of grantees that are States, Local Governments or Non-Profit Organizations to
arrange for the conduct of audits as required by 2 CFR § 200, Subpart F. They shall provide copies of the
reports of these audits to the Federal Audit Clearinghouse (see 2 CFR § 200.512(b)). Any Federal audit deemed
necessary by NSF shall build upon the results of such audit(s).
3.
All awards issued by NSF meet the definition of “Research and Development” (R&D) at 2 CFR § 200.87.
As such, auditees should identify NSF awards as part of the R&D cluster on the Schedule of Expenditures of
Federal Awards (SEFA). The auditor should test NSF awards for compliance as instructed in Part V, Clusters of
Programs. NSF recognizes that some awards may have another classification for purposes of indirect costs.
The auditor is not required to report the disconnect (i.e., the award is classified as R&D for audit purposes but
non-research for indirect cost rate purposes), unless the auditee is charging indirect costs at a rate other than
the rate(s) specified in the award document(s).

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Exhibit II-1:

CONSOLIDATED LISTING OF PROGRAM- AND COST-RELATED GRANTEE
NOTIFICATIONS TO, AND REQUESTS FOR APPROVAL FROM, THE NATIONAL
SCIENCE FOUNDATION*

All notifications to, and requests for approval from, the National Science Foundation must be submitted electronically via use of NSF’s
electronic systems. With the exception of significant changes in methods/procedures and significant changes, delays or events of unusual
interest, all notifications and requests must be signed and submitted by the AOR via use of NSF’s electronic systems. Questions related to the
electronic processing of these notifications and requests should be forwarded to the Help Desk by phone at: 1-800-673-6188 or by e-mail to:
[email protected].
Type of Grantee Notification

AAG Citation

•
•
•

I.D.3.c(i)
II.B.1.b
II.B.1.c

•
•

Grantee-Approved No-Cost Extension
Significant Changes in Methods or Procedures
Significant Changes/Delays or Events of Unusual Interest
(Other than Changes in Objectives or Scope)
Annual and Final Cost Share Notification by Recipient
Conflicts of Interest that cannot be satisfactorily managed,
reduced or eliminated and research that proceeds without the
imposition of conditions or restrictions when a conflict of interest
exists

II.D.5
IV.A

Type of Grantee Request**

GPG

AAG

Direct questions to:

•

II.C.2.g.(vi)(e)

II.B.3

Grants Office

I.D.3.c(ii)(a)
I.D.3.c(ii)(b)
II.B.1.a
II.B.2.c
II.B.2.d
II.B.2.e
II.B.2.f

Program Office
Grants Office
Program Office***
Program Office***
Grants Office, if necessary
Program Office***
Program Office***

II.B.2.g
V.A.2.b

Grants Office
Grants Office
Program Office***
Grants Office

V.C.1

Grants Office
Program Office

Subawarding, Transferring or Contracting Out
Part of an NSF Award
• First NSF-Approved No-Cost Extension
• Second NSF-Approved No-Cost Extension
• Change in Objectives or Scope
• Long-Term Disengagement of the PI/PD or co-PI/co-PD
• Change in Person-Months Devoted to the Project
• Withdrawal of PI/PD or co-PI/co-PD
• Substitute PI/PD or co-PI/co-PD
• PI/PD or co-PI/co-PD Transfer from One Organization
to Another
• Pre-award Costs in Excess of 90 Days
• Salaries of Administrative or Clerical Staff
• Travel Costs for Dependents
• Rearrangements/Alterations in excess of $25,000
(Construction)
• Reallocation of Funds for Participant
Support Costs
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II.C.2.g(i)(b)
II.C.2.g(iv)(a)

II.C.2.g(v)
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Type of Grantee Request**

GPG

•

II.C.2.g(v)

•
•

Additional categories of participant support costs
other than those described in 2 CFR § 200.75
(such as incentives, gifts, souvenirs, t-shirts
and/or memorabilia)
Change to cost sharing commitments reflected on
Line M of the NSF award budget
Request for Supplemental Support

AAG

Direct questions to:
Grants Office

II.C

Grants Office

I.E.4

Program Office***

Notes: *This listing of Notifications and Requests for Approval is not intended to be all-inclusive. **See also the relevant article in the applicable NSF grant
terms and conditions. ***Final action by Grants and Agreements Officer, when warranted.

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Chapter III - Financial Requirements and Payments
The acceptance of an award from NSF creates a legal duty on the part of the grantee organization to use
the funds or property made available in accordance with the terms and conditions of the award. Payments
may be made in advance of work performed or as a reimbursement for work performed and/or costs
incurred by the grantee. Payments, however, may not be made in advance of an award being signed by
an NSF Grants and Agreements Officer for the project period. NSF has a reversionary interest in the
unused balance of advance payments, in any funds improperly applied (whether or not received as an
advance payment), and in property acquired through the award, to which NSF specifically either retains
title or reserves the right to require title transfer.
While the provisions of this Chapter cover all NSF assistance awards (i.e., grants and cooperative
agreements), the term “grantee” is used throughout. Graduate fellowship awards to domestic colleges
and universities are included, but fellowships awarded to individuals and contracts are excluded. All
categories of grantees (academic, non-academic, profit and non-profit) are covered by this chapter. The
procedures in this chapter apply primarily to the comptroller’s office or business office.
A.

Standards for Financial Management

NSF grantees are required to have financial management systems that meet the requirements of 2 CFR §
200.302.
B.

Definitions

The following definitions are either not included elsewhere in the Award & Administration Guide or are
repeated in this Chapter because of their special applicability.
1.
ADVANCE PAYMENT - means a payment that NSF makes by any appropriate payment
mechanism, including a predetermined payment schedule, before the grantee disburses the funds for
program purposes.
2.
BUSINESS OFFICER – means the financial official of the grantee organization who has primary
responsibility for the accountability for, and reporting on, NSF award funds.
3.
CASH ON HAND – means a grantee organization’s cash position relative to the funds received
from NSF minus the costs incurred for the award.
4.
DISBURSEMENTS/OUTLAYS/EXPENDITURES – means charges made by the grantee to a
project or program for which an NSF award was received.
5.
FINANCIAL FUNCTIONS – means the NSF systems and services used by grantees to transmit
financial information to NSF. Grantees must access Financial Functions through Research.gov. The
primary Financial Functions used by grantees are:
•

Award Cash Management Service (ACM$) – means NSF’s award payment process under which
grantees provide award level detail at the time of the payment request. ACM$ has replaced the
reporting of expenditures on the Federal Financial Report (FFR) and the Cash Request Function.

•

Federal Financial Report History – means the electronic version of the standard “Federal
Financial Report”. Used by grantees prior to ACM$ implementation to report the financial activity
of NSF awards on a quarterly basis.

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6.
GRANTEE - means the organization or other entity that receives a grant and assumes legal and
financial responsibility and accountability both for the awarded funds and for the performance of the
grant-supported activity. NSF grants are normally made to organizations rather than to individual
Principal Investigator/Project Director(s). Categories of eligible proposers may be found in GPG Chapter
I.E.
7.
NSF OBLIGATIONS – means funds authorized by an NSF Grants and Agreements Officer for a
specific NSF award creating a balance payable to a grantee.
8.
GRANTEE OBLIGATIONS – means orders placed for property and services, contracts and
subawards made, and similar transactions during a given period that require payment by the grantee
during the same or a future period.
9.
PAYMENTS – means the funds transferred from NSF to the grantee by electronic funds transfer
(Automated Clearing House (ACH)) and on some rare occasions by check or by wire for same day
electronic funds transfer or international payments.
10.
UNLIQUIDATED OBLIGATIONS – for grantee financial reports prepared on a cash basis, means
obligations incurred by the grantee that have not been paid (liquidated). For grantee reports prepared on
an accrual expenditure basis, means obligations incurred by the grantee for which an expenditure has not
been recorded.
11.
UNOBLIGATED BALANCE – means the amount of funds under an NSF award that the grantee
has not obligated. The amount is computed by subtracting the cumulative amount of the grantee’s
unliquidated obligations and expenditures of funds under the NSF award from the cumulative amount of
the funds that NSF has authorized the grantee to obligate.
C.

Payment Requirements

1.

Requesting Payments

NSF grantees, except for some Special Payment grantees (see AAG Chapter III.C.4), and some foreign
grantees, are required to request payments electronically through the Award Cash Management Service
(ACM$). Under ACM$, grantees must provide award level detail at the time of the payment request.
Certain Special Payment grantees and foreign grantees without access to a US bank are required to
request funds by submitting a "Request for Advance or Reimbursement Form", (SF 270) (see AAG
Exhibit III-1), to NSF either through mail, email or by fax.
2.

Payment Policies

The purpose of this section is to prescribe the timing of advances and the procedures to be observed to
assure that cash payments occur only when essential to meet the needs of a grantee for its actual
disbursements.
a.
Timing of Payments. Advance payments to grantees must be limited to the minimum amounts
needed and be timed to be in accordance with the actual, immediate cash requirements of the grantee in
carrying out the purpose of the approved program or project. The timing and amount of advance
payments must be as close as is administratively feasible to the actual disbursements by the grantee for
direct program or project costs and the proportionate share of any allowable indirect costs. When making
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a payment request, grantees must certify that all disbursements have been made, or will be made within
three days of the receipt of the payment in accordance with the terms and conditions of the award.
b.
Payments to Subrecipients and Contractors. Payments made by NSF grantees to subrecipients
and contractors shall conform to the same standards of timing and amount as apply to payments by NSF
to its grantees.
c.
Withholding payments. NSF reserves the right, upon written notice, to withhold future payments
after a specified date if the recipient:
(i)
fails to comply with the terms and conditions of an NSF award, including the reporting
requirements; or
(ii)

is indebted to the US Government.

Payments will be released to the grantee upon subsequent compliance.
d.
Safeguarding Funds. In no case will NSF funds be commingled with the personal funds of, or be
used for personal purposes by, any officer, employee, or agent of the grantee; nor will any of these funds
be deposited in personal bank accounts for disbursement by personal check.
3.

Request for Advance

a.
Grantees may submit requests for payments as often as they like and are authorized to receive
payments from NSF in advance of costs incurred provided that the following conditions exist:
(i)
Funds for the project period have been obligated by a Grants and Agreements Officer in the form
of an electronically signed grant;
(ii)
The grantee has established written procedures that will minimize the time elapsing between the
transfer of funds from the US Treasury and their disbursement by the grantee; and
(iii)
The grantee’s financial management system meets the standards for fund control and
accountability prescribed in 2 CFR § 200.302.
b.
Grantees shall maintain advances of NSF funds in interest bearing accounts as specified in AAG
Chapter III.D.3.
4.

Special Payment Grantees

When grantees do not meet the conditions specified in AAG Chapter III.C.3 above, or when otherwise
considered appropriate, NSF may restrict their capability to request funds through ACM$ or they may be
required to request funds by using a Request for Advance or Reimbursement (SF 270) form. For a copy
of the form, see AAG Exhibit III-1. The cognizant NSF Grants and Agreements Officer is responsible for
establishing the documentation requirements for special payment grantees. Documentation may be
submitted by email, by fax to 703-292-9142, or through the mail to:
National Science Foundation
Division of Grants & Agreements
Room 480
4201 Wilson Blvd
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Arlington, VA 22230
5.

Working Capital Advance

In those cases where the reimbursement method described in AAG Chapter III.C.4 is not feasible,
arrangements may be made whereby NSF projects are financed on a working capital advance basis. On
this basis, funds may be advanced to the grantee to cover estimated disbursement needs for a given
initial period. Thereafter, the grantee would be reimbursed for the amount of its actual cash
disbursements. The amount of the initial advance shall be geared to the reimbursement cycle so that
after the initial period, the advance approximately equals the average amount of the grantees’
unreimbursed program disbursements.
6.

Grantee Banking Information for Payments

The System for Award Management (SAM) is the NSF system of record for organizational financial
information. Once a grant is awarded, failure to maintain current and complete financial information
within SAM could prevent the grantee from receiving funds.
D.

Cash Refunds and Credits to NSF

1.

Final Unobligated Balance

NSF has a reversionary interest in the unobligated balance of an award upon the end date or completion
of the award. Based on final payment amounts submitted through ACM$, the final unobligated balance
will be computed by NSF and deobligated from the award amount.
2.

Erroneous Payments

Advances or reimbursements made in error must be refunded to the National Science Foundation.
Excess funds should be promptly refunded electronically or by check. Electronic remittances should be
submitted through Pay.gov at https://pay.gov/paygov/forms/formInstance.html?agencyFormId=10506005.
Checks shall be mailed to NSF, Attn. Cashier, 4201 Wilson Boulevard, Arlington, VA 22230. Contact the
NSF Division of Financial Management at (703) 292-8280 for additional information.
The only exception to the requirement for prompt refunding is when the funds involved will be disbursed
immediately. This exception for prompt refunding should not be construed as approval by NSF for a
grantee to maintain excessive funds on hand.
3.

Interest Earned on Advance Payments

The following provisions implement the applicable portions of 2 CFR § 200.305 on interest income.
Grantees shall maintain advances of NSF funds in interest bearing accounts, unless any of the following
apply:
a.

The grantee receives less than $120,000 in Federal awards per year;

b.
The best reasonably available interest bearing account would not be expected to earn interest in
excess of $500 per year on Federal cash balances;

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c.
The depository would require an average or minimum balance so high that it would not be
feasible within the expected Federal and non-Federal cash resources; or
d.

A foreign government or banking system prohibits or precludes interest bearing accounts.

Grantees may retain interest earned amounts up to $500 per year for administrative expenses. Any
additional interest earned on Federal advance payments deposited in interest-bearing accounts must be
remitted annually to the Department of Health and Human Services Payment Management System (PMS)
through an electronic medium using either Automated Clearing House (ACH) network or a Fedwire Funds
Service payment. Remittances must include pertinent information of the payee and nature of payment in
the memo area (often referred to as “addenda records” by Financial Institutions) as that will assist in the
timely posting of interested earned on federal funds. The remittance must be submitted as follows:
(i)

For ACH Returns:
Routing Number: 051036706
Account number: 303000
Bank Name and Location: Credit Gateway—ACH Receiver St. Paul, MN

(ii)

For Fedwire Returns*:
Routing Number: 021030004
Account number: 75010501
Bank Name and Location: Federal Reserve Bank Treas NYC/Funds Transfer Division New York,
NY
(* Please note organization initiating payment is likely to incur a charge from your Financial
Institution for this type of payment)

(ii)

For International ACH Returns:
Beneficiary Account: Federal Reserve Bank of New York/ITS (FRBNY/ITS)
Bank: Citibank N.A. (New York)
Swift Code: CITIUS33
Account Number: 36838868
Bank Address: 388 Greenwich Street, New York, NY 10013 USA
Payment Details (Line 70): Agency
Name (abbreviated when possible) and ALC Agency POC: Michelle Haney, (301) 492-5065

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(iv)
For recipients that do not have electronic remittance capability, please make check** payable
to: “The Department of Health and Human Services.”
Mail Check to Treasury approved lockbox:
HHS Program Support Center, P.O. Box 530231, Atlanta, GA 30353-0231
(** Please allow 4-6 weeks for processing of a payment by check to be applied to the appropriate
PMS account)
(v)
Any additional information/instructions
http://www.dpm.psc.gov/.
4.

Program Income

a.

Background

may

be

found

on

the

PMS

Web

site

at

The following provisions implement the applicable portions of 2 CFR § 200.307 on program income.
b.

Definition

PROGRAM INCOME means gross income earned by the grantee that is directly generated by a
supported activity or earned as a result of the grant during the period of performance. Program income
includes, but is not limited to, income from fees for services performed, the use of rental or real or
personal property acquired under the grant, the sale of commodities or items fabricated under the grant,
license fees and royalties on patents and copyrights, and principal and interest on loans made with grant
funds. Interest earned on advances of Federal funds is not program income. Except as otherwise
provided in Federal statutes, regulations, or the terms and conditions of the grant, program income does
not include rebates, credits, discounts, and interest earned on any of them.
Note: Registration fees collected under NSF-supported conferences are considered program income.
c.

NSF Policy

(i)

Standard Treatment

Unless otherwise specified in the grant, program income received or accruing to the grantee during the
period of the grant is to be retained by the grantee, added to the funds committed to the project by NSF,
and thus used to further project objectives. The grantee has no obligation to NSF with respect to program
income received beyond the period of the grant. The grantee also shall have no obligation to NSF with
respect to program income earned from license fees and royalties for copyrighted material, patents,
patent applications, trademarks, and inventions produced under an award. However, Patent and
Trademark Amendments (35 USC 18) shall apply to inventions made under an award.
Efforts should be made to avoid having unexpended program income remaining at award expiration.
Program Income earned during the project period should be expended prior to requesting reimbursement
against the award. In the event a grantee has unexpended program income remaining at award
expiration, it must be remitted to NSF by crediting costs otherwise chargeable against the award. If it is
not possible to record the credit via ACM$, the excess program income must be remitted to NSF
electronically or by check payable to the National Science Foundation. (See section D.2 above for further
information.)
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(ii)

Special Treatment

In exceptional circumstances, the NSF Grants and Agreements Officer, in collaboration with Program
Officers and other appropriate NSF offices, may approve use of a special grant provision to restrict or
eliminate a grantee’s control of income earned through NSF-supported activities if it determines that this
would best serve the purposes of a particular program or grant. The special provisions may require
treatment of the program income via use of the deductive method, the Federal share of program income
be kept in a separate account, or reported on and/or remitted for such periods as may be reasonable
under the circumstances.
If, in accordance with the award terms and conditions program income is designated for deductive
treatment, it must be remitted to NSF by crediting costs otherwise chargeable against the award.
Program Income in excess of the award will be remitted to NSF electronically or by check payable to the
National Science Foundation.
(iii)

Program Income Reporting Requirements

On an annual basis, grantee organizations are required to submit a Program Income Reporting
Worksheet to NSF in order to report program income earned/expended for any of their awards during the
previous twelve months or to validate that they did not earn/expend program income for any of their
awards during the applicable period.
(a)
The Program Income Reporting Worksheet utilizes the standard, Office of Management and
Budget (OMB)-approved government-wide data elements from the Program Income section of the
Federal Financial Report (SF 425).
(b)
The Program Income Reporting Worksheet in Microsoft Excel is available to grantees through the
Program Income page of Research.gov. Grantees are required to report the award number, amount of
program income earned, amount of program income expended, and the amount of unexpended program
income remaining as of the date. Grantees that have no program income to report will be able to validate
that status by an email response. The Program Income Reporting Worksheet is due 45 days after the
end of the Federal Fiscal Year.
Failure to report program income or to validate that no program income was earned/expended could
result in suspension of future award payments.
5.

Other Cost Credits

Purchase discounts, rebates, allowances, credits resulting from overhead rate adjustments and other
credits relating to any allowable cost received by or accruing to the grantee shall be credited against NSF
award costs if the award has not been financially closed out. See also AAG Chapter V.A.2.c.
E.

Award Financial Reporting Requirements - Final Disbursement Reporting

NSF does not require grantees to submit FFRs for each award for purposes of final award accountability.
NSF procedures have been designed to extract the final financial data from the entries in ACM$. This is
accomplished as follows:
For any award listed on the ACM$ Payments screen, the grantee will enter the final payment amount in
the Payment Amount Requested column.
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1.
If final disbursements change by $1.00 or more from the amount at award financial closeout, the
grantee should submit an “Adjustment to a Financially Closed Award” through the ACM$ payment
process.
2.
Grantees must liquidate all obligations incurred under their awards not later than 120 calendar
days after the award end date.
3.
NSF will financially close awards 120 days after the award end date and the award will be
removed from the ACM$ payment screen for active awards.
4.
Grantees have the option of using ACM$ to designate awards for financial closeout prior to the
scheduled close out date. Grantees can complete that action by selecting the Final Flag on the ACM$
payment screen. That action will financially close the award upon posting of the ACM$ transaction to the
NSF financial accounting system.
5.
Post Closeout Adjustments and Continuing Responsibilities. NSF will make settlements for any
upward or downward adjustments to the Federal share of costs after the award financial closeout within
the following time limits:
•
Upward adjustments may be submitted through ACM$ for up to 15 months after the financial
closeout date of the award.
•
Downward adjustments may be submitted through ACM$ until the appropriation funding the
award cancels. The time limitation for ACM$ downward adjustments has no effect on the requirement that
the grantee return any funds due to NSF as a result of later refunds, corrections, or other transactions
including final indirect cost rate adjustments. In cases where the award appropriation has been cancelled,
the grantee should return the funds associated with the downward adjustment in accordance with section
D. Cash Refunds and Credits to NSF.

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OMB APPROVAL NO.

ADVANCE

PAYMENT

3. FEDERAL SPONSORING AGENCY AND ORGANIZATIONAL ELEMENT TO
WHICH THIS REPORT IS SUBMITTED

PAGES

a. "X" one or both boxes
1.

2. BASIS OF REQUEST

REIMBURSE-

CASH

MENT

TYPE OF

(See instructions on back)

OF

0348-0004

REQUEST FOR ADVANCE
OR REIMBURSEMENT

PAGE

b. "X" the applicable box

REQUESTED

FINAL

ACCRUAL

PARTIAL

4. FEDERAL GRANT OR OTHER

5. PARTIAL PAYMENT REQUEST

IDENTIFYING NUMBER ASSIGNED

NUMBER FOR THIS REQUEST

BY FEDERAL AGENCY

6. EMPLOYER IDENTIFICATION

7. RECIPIENT'S ACCOUNT NUMBER

NUMBER

OR IDENTIFYING NUMBER

8.

PERIOD COVERED BY THIS REQUEST

FROM (month, day, year)

TO (month, day, year)

9. RECIPIENT ORGANIZATION

10. PAYEE (Where check is to be sent if different than item 9)

Name:

Name:

Number

Number

and Street:

and Street:

City, State

City, State

and ZIP Code:

and ZIP Code:

COMPUTATION OF AMOUNT OF REIMBURSEMENTS/ADVANCES REQUESTED

11.

(a)

(b)

(c)

PROGRAMS/FUNCTIONS/ACTIVITIES

a. Total program

(As of date)

outlays to date

TOTAL
$

$

$

$

0.00

b. Less: Cumulative program income
c. Net program outlays (Line a minus
line b)

0.00

0.00

0.00

0.00

d. Estimated net cash outlays for advance

0.00

period

0.00

e. Total (Sum of lines c & d)

0.00

0.00

0.00

0.00

f. Non-Federal share of amount on line e

0.00

g. Federal share of amount on line e

0.00

h. Federal payments previously requested

0.00

i. Federal share now requested (Line g
minus line h)
j.

Advances required by
month, when requested
by
Federal
grantor
agency for use in making
prescheduled advances

0.00

0.00

0.00

0.00

1st month

0.00

2nd month

0.00
0.00

3rd month
12.

ALTERNATE COMPUTATION FOR ADVANCES ONLY

a. Estimated Federal cash outlays that will be made during period covered by the advance

$

b. Less: Estimated balance of Federal cash on hand as of beginning of advance period
$

c. Amount requested (Line a minus line b)
AUTHORIZED FOR LOCAL REPRODUCTION

(Continued on Reverse)

0.00

STANDARD FORM 270 (Rev. 7-97)

Prescribed by OMB Circulars A-102 and A-110

CERTIFICATION

13.

SIGNATURE OR AUTHORIZED CERTIFYING OFFICIAL

I

certify

that

to

the

best

of

DATE REQUEST

my

SUBMITTED

knowledge and belief the data on the

August 13, 2015

reverse are correct and that all outlays
were

made

in

accordance

grant conditions

or

other

with

the

TYPED OR PRINTED NAME AND TITLE

TELEPHONE (AREA

agreement

CODE, NUMBER,
EXTENSION)

and that payment is due and has not
been previously requested.

This space for agency use

Public reporting burden for this collection of information is estimated to average 60 minutes per
response, including time for reviewing instructions, searching existing data sources, gathering and
maintaining the data needed, and completing and reviewing the collection of information. Send
comments regarding the burden estimate or any other aspect of this collection of information,
including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork
Reduction Project (0348-0004), Washington, DC 20503.

PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT
AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY.

INSTRUCTIONS
Please type or print legibly. Items 1, 3, 5, 9, 10, 11e, 11f, 11g, 11i, 12 and 13 are self-explanatory; specific
instructions for other items are as follows:
Item

Entry

Item

2 Indicate whether request is prepared on cash or accrued
expenditure

basis.

All

requests

for

advances

shall

Entry

activity. If additional columns are needed, use as many

be

additional forms as needed and indicate page number in

prepared on a cash basis.

space provided in upper right; however, the summary
totals of all programs, functions, or activities should be

4 Enter

the

Federal

grant

number,

or

other

identifying

shown in the "total" column on the first page.

number assigned by the Federal sponsoring agency. If
the advance or reimbursement is for more than one grant

11a

Enter in "as of date," the month, day, and year of the

or other agreement, insert N/A; then, show the aggregate

ending of the accounting period to which this amount

amounts.

or

applies. Enter program outlays to date (net of refunds,

outlays

rebates, and discounts), in the appropriate columns. For

On

agreement

a

separate

number

and

sheet,

the

list

Federal

each

share

grant
of

made against the grant or agreement.

requests prepared on a cash basis, outlays are the sum
of actual cash disbursements for goods and services,

6 Enter the employer identification number assigned by the

the amount of indirect expenses charged, the value of in-

U.S. Internal Revenue Service, or the FICE (institution)

kind

code if requested by the Federal agency.

advances and payments made to subcontractors and

contributions

subrecipients.
7 This space is reserved for an account number or other

For

applied,

requests

and

the

amount

prepared

on

an

expenditure basis, outlays are the sum of

identifying number that may be assigned by the recipient.

of

cash

accrued

the

actual

cash disbursements, the amount of indirect expenses
incurred,

and

amounts

owed

ending of the period covered in this request. If the request

property

received

is

employees, contracts, subgrantees and other payees.

8 Enter the month, day, and year for the beginning and

for

an

advance

or

for

both

an

advance

reimbursement, show the period that the
cover.

If

the

request

is

for

and

advance

reimbursement,

show

the

the

11b

sponsoring

agencies

decrease)

for

goods

and

for

services

in

and

the

other

performed

by

requests are prepared on a cash basis. For requests
expenditure

basis,

enter

the

requiring recipients to complete items 11 or 12, but not

enter only the amount applicable to program income that

both. Item 12 should be

was required to be used for the project or program by

only

option

accrued

cumulative income earned to date. Under either basis,

when

the

(or

recipient

of

used

have

increase

Enter the cumulative cash income received to date, if

prepared on an
Federal

the

will

period for which the reimbursement is requested.

Note: The

net

by

a

minimum

amount of information is needed to make an advance and

the terms of the grant or other agreement.

outlay information contained in item 11 can be obtained in
a timely manner from other reports.

11d

Only

when

making

requests

for

advance

payments,

enter the total estimated amount of cash outlays that will
11 The purpose of the vertical columns (a), (b), and (c) is to
provide
project

space
has

for

been

separate
planned

cost

and

breakdowns

budgeted

by

when

be made during the period covered by the advance.

a

program,

13

Complete the certification before submitting this request.

function, or
STANDARD FORM 270 (Rev. 7-97) Back

Chapter IV:

Grantee Standards

NSF encourages the increased involvement of academic researchers and educators with industry and private
entrepreneurial ventures, but recognizes that such interactions carry with them an increased risk of conflict of
interests. AAG Chapter IV.A contains NSF’s policy on conflict of interest.
2 CFR § 200 prescribes three separate sets of standards related to the financial and program management of
Federal grants, each governing a different area: financial management, property management, and procurement
management. AAG Chapter IV.C, IV.D and IV.E implement these standards, and extend their applicability to all
types of recipients of NSF grants, including for-profit organizations.

A.

Conflict of Interest Policies

1.
NSF requires each grantee organization employing more than fifty persons to maintain an appropriate
written and enforced policy on conflict of interest and that all conflicts of interest for each award be managed,
reduced or eliminated prior to the expenditure of the award funds. If the organization carries out agency-funded
research through subrecipients, contractors, or collaborators, the organization must take reasonable steps to
ensure that:
a.

the entity has its own policies in place that meet the requirements of this policy; or

b.

investigators working for such entities follow the policies of the primary organization.

Guidance for development of such policies has been issued by university associations and scientific societies.
2.
An organizational conflict of interest policy should require that each investigator disclose to a
responsible representative of the organization all significant financial interests of the investigator (including
those of the investigator’s spouse and dependent children): (i) that would reasonably appear to be affected by
the research or educational activities funded or proposed for funding by NSF; or (ii) in entities whose financial
interests would reasonably appear to be affected by such activities.
The term “investigator” means the principal investigator/project director, co-principal investigators/co-project
directors, and any other person at the organization who is responsible for the design, conduct, or reporting of
research or educational activities funded or proposed for funding by NSF.
The term “significant financial interest” means anything of monetary value, including, but not limited to, salary or
other payments for services (e.g., consulting fees or honoraria); equity interest (e.g., stocks, stock options or
other ownership interests); and intellectual property rights (e.g., patents, copyrights and royalties from such
rights).
The term does not include:
a.

salary, royalties or other remuneration from the applicant organization;

b.
any ownership interests in the organization, if the organization is an applicant under the Small Business
Innovation Research Program or Small Business Technology Transfer Program;
c.

income from seminars, lectures, or teaching engagements sponsored by public or non-profit entities;

d.

income from service on advisory committees or review panels for public or nonprofit entities;

e.
an equity interest that, when aggregated for the investigator and the investigator’s spouse and
dependent children, meets both of the following tests: (i) does not exceed $10,000 in value as determined
through reference to public prices or other reasonable measures of fair market value; and (ii) does not represent
more than a 5% ownership interest in any single entity; or

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f.
salary, royalties or other payments that, when aggregated for the investigator and the investigator’s
spouse and dependent children, are not expected to exceed $10,000 during the prior twelve-month period.
3.
An organizational policy must ensure that investigators have provided all required financial disclosures
at the time the proposal is submitted to NSF. It must also require that those financial disclosures are updated
during the period of the award, either on an annual basis, or as new reportable significant financial interests are
obtained.
4.
An organizational policy must designate one or more persons to review financial disclosures, determine
whether a conflict of interest exists, and determine what conditions or restrictions, if any, should be imposed by
the organization to manage, reduce or eliminate such conflict of interest. A conflict of interest exists when the
reviewer(s) reasonably determines that a significant financial interest could directly and significantly affect the
design, conduct, or reporting of NSF-funded research or educational activities.
Examples of conditions or restrictions that might be imposed to manage, reduce or eliminate conflicts of interest
include, but are not limited to:
a.

public disclosure of significant financial interests;

b.

monitoring of research by independent reviewers;

c.

modification of the research plan;

d.

disqualification from participation in the portion of the NSF-funded research that would be affected by
significant financial interests;

e.

divestiture of significant financial interests; or

f.

severance of relationships that create conflicts.

If the reviewer(s) determines that imposing conditions or restrictions would be either ineffective or inequitable,
and that the potential negative impacts that may arise from a significant financial interest are outweighed by
interests of scientific progress, technology transfer, or the public health and welfare, then the reviewer(s) may
allow the research to go forward without imposing such conditions or restrictions.
5.
The organizational policy must include adequate enforcement mechanisms, and provide for sanctions
where appropriate.
6.
The organizational policy must include arrangements for keeping NSF’s Office of the General Counsel
(OGC) appropriately informed if the organization finds that it is unable to satisfactorily manage a conflict of
interest and if the institution finds that research will proceed without the imposition of conditions or restrictions
3
when a conflict of interest exists.
When OGC is notified of an unmanageable conflict of interest by an awardee, OGC will conduct the following
review:
a.

Examine a copy of the organization’s conflict of interest policy to ascertain if the policy includes
procedures for addressing unmanageable conflicts.

b.

Contact the awardee organization’s representative to determine what actions the organization plans/has
taken with respect to the reported unmanageable conflict of interest, ensuring consistency with their
conflict of interest policy.

c.

Request confirmation from the awardee when proposed actions have been accomplished.

3

Grantee notifications of conflict of interest that cannot be managed, reduced, or eliminated and awardee notifications of
situations where research will proceed without the imposition of conditions or restrictions when a conflict of interest exists,
must be signed and submitted by the AOR via use of NSF’s electronic systems.

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7.
Organizations must maintain records of all financial disclosures and of all actions taken to resolve
conflicts of interest for at least three years beyond the termination or completion of the grant to which they
relate, or until the resolution of any NSF action involving those records, whichever is longer.

B.

Responsible Conduct of Research (RCR)

1.

Background

The responsible and ethical conduct of research (RCR) is critical for excellence, as well as public trust, in
science and engineering. Consequently, education in RCR is considered essential in the preparation of future
scientists and engineers. Section 7009 of the America Creating Opportunities to Meaningfully Promote
Excellence in Technology, Education, and Science (COMPETES) Act (42 U.S.C. 1862o–1) requires that ‘‘each
institution that applies for financial assistance from the Foundation for science and engineering research or
education describe in its grant proposal a plan to provide appropriate training and oversight in the responsible
and ethical conduct of research to undergraduate students, graduate students, and postdoctoral researchers
participating in the proposed research project.”
The language specified below provides NSF’s implementation of Section 7009.
2.

Institutional Responsibilities

a.

An institution must have a plan in place to provide appropriate training and oversight in the responsible
and ethical conduct of research to undergraduates, graduate students, and postdoctoral researchers
who will be supported by NSF to conduct research. As noted in GPG Chapter II.C.1.e, institutional
certification to this effect is required for each proposal.

b.

While training plans are not required to be included in proposals submitted to NSF, institutions are
advised that they are subject to review, upon request.

c.

An institution must designate one or more persons to oversee compliance with the RCR training
requirement.

d.

Institutions are responsible for verifying that undergraduate students, graduate students, and
postdoctoral researchers supported by NSF to conduct research have received training in the
responsible and ethical conduct of research.

C.

Financial Management Systems Standards

NSF grantees are required to have financial management systems which meet the requirements of 2 CFR
200.302.

D.

§

Property Management Standards

2 CFR §§ 200.310-316 prescribe standards for managing and disposing of property furnished by the Federal
government or whose cost was charged to a project supported by a Federal grant. In the rare instances where
NSF grants involve the acquisition of real property, the real property standards of 2 CFR § 200.311 are
applicable to such NSF grants. NSF implementation of the OMB standards on intangible property is contained in
AAG Chapter VI.D.
Title to materials developed and supplies purchased under an NSF grant will vest in the grantee, subject to the
conditions identified in paragraph 2. below.
2 CFR § 200.312 contains a special category of “exempt property.” Under that provision, any Federal agency
which has statutory authority (such as NSF) may vest title in an institution of higher education, hospital or other
non-profit organization without further obligation to the Federal Government and under conditions the agency
considers appropriate. NSF’s authority is provided by the Federal Technology Transfer Act (15 USC 3710.)
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1.

Title to Equipment

a.

Title to Equipment - Non-Profit Organizations

(i)
Normal Situations. Unless otherwise specified in the grant, title to equipment purchased or fabricated
with NSF grant funds by a college or university or other non-profit organization will vest in the grantee
organization upon acquisition. Such equipment is considered “exempt property” (see AAG Chapter IV.D) and
subject to the conditions of AAG Chapter IV.D.2.
(ii)
Special Situations. In special situations the grant may require that title to equipment purchased,
acquired or fabricated by the grantee with NSF funds pass directly to the government upon acquisition.
b.

Title to Equipment - Commercial Organizations

Unless otherwise specified in the grant, title to equipment purchased or fabricated with NSF grant funds by a
small business or other for-profit organization will vest in the government. Such equipment will be acquired and
used in accordance with AAG Chapter IV.D.2, and managed in accordance with AAG Chapter IV.D.4.
2.

Conditions for Acquisition and Use of Equipment

a.

Grantee Assurance. The grantee will assure that for each purchase of equipment, it is:

(i)

necessary for the research or activity supported by the grant;

(ii)

not otherwise reasonably available and accessible;

(iii)

of the type normally charged as a direct cost to sponsored agreements; and

(iv)

acquired in accordance with organizational practice.

b.
General Purpose Equipment. Expenditures for general purpose equipment are typically not available
for support.
c.
Equipment Usage. The equipment must remain in use for the specific project for which it was obtained
in accordance with 2 CFR § 200.313 unless the provision in 2 CFR § 200.313(c)(4) applies.
d.
Equipment Sharing. The equipment must be shared on other projects or programs in accordance with 2
CFR § 200.313(c)(1).
e.
Property Management Standards. The grantee shall maintain a property management system which, at
a minimum, meets the requirements of 2 CFR § 200.313(d).
f.
Competition. In accordance with 2 CFR § 200.313(c)(3), grantees shall not use equipment acquired
with Federal funds to provide services to non-Federal outside organizations for a fee that is less than private
companies charge for equivalent services, unless specifically authorized by statute, for as long as the Federal
Government retains an interest in the equipment.
g.

Right to Transfer Title.

(i)
In accordance with 2 CFR § 200.313(e), NSF may identify items of equipment having a unit acquisition
cost of $5,000 or more where NSF reserves the right to transfer the title to the Federal government or to a third
party named by the Federal government.
(ii)
In such cases where NSF elects to transfer the title, disposition instructions will be issued no later than
120 days after the end date of the NSF-supported project for which it was acquired.

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3.

Principles Relating to the Use of NSF-Supported Research Instrumentation and Facilities

The following principles on use of NSF-supported instrumentation and facilities were adopted by the National
Science Board:
The National Science Foundation seeks the maximum productive use of the Nation's scientific
instrumentation and research expertise. Ensuring that the highest quality instrumentation,
facilities, and services are available to scientific users, both academic and industrial, is a key
requirement, as are harmonious relations and cooperation between industry and universities.
Private research and testing laboratories, as well as university, government, and industrial
laboratories, have a contribution to make.
The National Science Board recognizes that there may be circumstances where NSF grantees
use NSF-supported research instrumentation to provide services in commerce for a fee, to an
extent that such practice, (1) detracts from the performance of their obligation under the grant,
and/or (2) may have a material and deleterious effect on the success of private companies
engaged in the provision of equivalent services. It is contrary to the NSF's intent for grantees to
use NSF-supported research instrumentation or facilities to provide services for a fee in
competition with private companies in a manner that is prohibited by 2 CFR § 200.313(c)(3).
Grantees should implement the above principles and related grant conditions in a reasonable manner.
Grantees are expected to provide fair and adequate consideration of any complaints about use of
instrumentation and facilities.
4.

Property Management Standards When Title Retained by NSF

In the event that title to equipment or property is vested in the Federal Government, such property shall be
marked, tagged or segregated in such a manner as to indicate clearly its ownership by the government. Unless
otherwise provided in the grant, such government property shall be used only for the performance of the project.
The grantee shall submit an annual inventory report by NSF grant number of such property having an original
acquisition cost of $5,000 or more, to the NSF Property Administrator, Division of Administrative Services
(DAS). A physical inventory of Government-Owned Equipment (GOE) shall be conducted every two years
pursuant to 2 CFR § 200.313(d)(2). Upon expiration of the grant, the grantee shall report the property to the
Property Section for further agency utilization. (See AAG Chapter IV.D.5.)
5.

Excess Government Personal Property

a.

Policy

(i)
As a means of expanding the ability of grantees to accomplish NSF objectives while conserving supply
and equipment funds, NSF will continue to sponsor the transfer of excess government personal property to NSF
grantees.
(ii)
Excess government personal property includes all types of personal equipment and materials (except
consumable items such as drugs, paint, etc.), new or used, owned by the Federal Government and no longer
needed by the holding agency, but having additional useful life. Under regulations established by the General
Services Administration (GSA), the agency charged with operating this program, excess government personal
property may be reported to, or requested from, GSA by other Federal agencies, including NSF.
(iii)
NSF will sponsor the transfer of excess government personal property to eligible organizations under
one of the following conditions:
(a)

the use of the property significantly furthers an NSF grant-supported activity;

(b)

the property is such that it would have been procured under the grant for which property is being
requested if additional grant funds had been available;

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(c)

the property is used as part of the grant activity and subsequently for research or science education
purposes; or

(d)

the property is classified by GSA as scientific or engineering research equipment and has a unit
acquisition cost of $1,000 or more. (See AAG Chapter IV.D.5.f.)

b.

Eligibility

Eligible organizations are NSF grantees that are public or private institutions of higher education or non-profit
organizations whose primary purpose is the conduct of research or science education activities. State and
municipal governments, public health units, hospitals, profit-making firms and individual PI/PDs are not eligible
for excess government personal property under NSF sponsorship.
c.

Procedures

(i)
To access a worldwide inventory of available excess personal property, an eligible grantee should
contact the Property Administrator ([email protected]), DAS to become a registered user of GSAXcess® (GSA’s
online personal property system located at http://gsaxcess.gov/).
(ii)
Grantees can visit GSAXcess® to screen for items that are necessary to accomplish the NSF supported
project by searching GSA’s inventory and adding items to the Selection Cart. Excess personal property is
reported by Category (Federal Supply Classification (FSC)) and includes the item control number, name,
location, quantity available, and unit of issue, original acquisition cost, surplus release date and condition of
items posted. In some instances a photograph of the property item is available.
(iii)
Materials and equipment so selected should be inspected whenever possible (see AAG Chapter
IV.D.5.d), or the holding Federal agency should be contacted by the grantee to verify the condition of the items,
because interpretation of condition codes can vary among agencies.
(iv)
If the condition of the item is acceptable, the grantee should freeze items by Checkout of the Selection
Cart to generate a Transfer Control Number/SF 122, Transfer Order Excess Personal Property.
(v)
The grantee should next submit the SF 122, Transfer Order Excess Personal Property and a separate
written justification statement, if necessary, to the Property Administrator, DAS. The justification will explain why
the property is needed to reduce the cost or enhance the performance under the specific grant for which the
property is requested.
(vi)
The SF 122 should be signed by either the PI/PD or the Authorized Organizational Representative. The
following information should also be provided on each SF 122:
(a)

name of grantee organization;

(b)

grant number;

(c)

end date;

(d)

the statement “The above equipment is requested for use by the grantee in support of research or
education as outlined in the grant”; and

(e)

the statement “Transfer is in accordance with the provisions of 41 CFR §101.43.” The grantee should
also verify the automatic release date with GSA to preclude loss of property before the transaction is
processed.

(vii)
The written justification should detail the scientific need for the equipment as it relates to the particular
grant under which the equipment is to be used, and should cite the conditions of this section as being binding
upon the grantee, should the property be acquired.

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(viii)
Upon receipt by NSF, the SF 122 will be reviewed and forwarded to the appropriate GSA Office. Items
are usually allocated on a first come, first served basis. Since GSA may have several freezes on a piece of
equipment, first come, first served is interpreted as the first approved SF 122 received by the GSA office and
designated Area Property Officer (APO). However, preference will be given by GSA to agencies which do not
grant title to equipment. As confirmation of approval, the grantee will receive copies of the SF 122 from the
GSA APO. If the request is disapproved, it will be returned to the grantee with an appropriate explanation.
(ix)
Upon receipt of the requested property, the grantee should immediately return a copy of the SF 122 to
NSF as evidence of delivery. Cancellations by GSA, or nonreceipt within a reasonable period of time should
also be reported to NSF after follow-up inquiries have been made to GSA.
d.

Visiting Holding Agency Facilities

(i)
Under current GSA regulations all non-Federal grantee representatives wishing to visit holding agency
facilities to screen or freeze government excess personal property must receive prior certification from GSA.
Because of current security protocols, the holding agency may require written authorization for access.
(ii)
The number of screeners on a grant should be limited to no more than two persons. The primary
screener should be the PI/PD. However, if the PI/PD finds it impossible to screen, he/she may designate, in
writing, a substitute.
(iii)
Normally, certification will be on a regional basis; however, NSF will, under certain circumstances,
sponsor grantee representatives who need to make interregional visits in order to secure equipment not readily
available within their region.
e.

Dollar Limitation

To ensure equitable distribution of excess government personal property, grantees may be authorized to
acquire property under each NSF project grant up to a total acquisition cost equal to the dollar value of that
particular grant. Any request for excess property which causes the total to exceed the value of the grant will
require additional justification beyond that requested in AAG Chapter IV.D.5.c. A higher percentage of excess
property requested under a particular grant by a grantee must be approved by an administrative level in NSF
which is higher than the Program Officer who normally administers the grant. NSF will give full consideration to
all factors in determining whether to approve transfers of excess property above the dollar value of a given
grant. Grantees are therefore urged to be selective in their requests for excess government personal property
to limit quantities of each item where possible and to avoid stockpiling items for future use.
f.

Restrictions

(i)
NSF will sponsor the transfer of excess government personal equipment to eligible organizations only
under project grants. As defined in the GSA regulations, “project grants” refers to grants made for specific
purposes with established termination dates, e.g., grants made to specific organizations to perform specific
tasks within set time frames and costs. No excess property may be acquired on behalf of conference,
publication-support grants or travel grants. In addition, on “summer-type training grants,” no property may be
acquired after the training period has terminated. Further, grantees should exercise careful judgment on the
appropriateness of requesting excess personal property when only a short period of time exists between the
date of the property request and the completion or successful accomplishment of the NSF-supported activity.
GSA will consider items of personal property as research equipment for transfer without reimbursement to NSF
for use by a grantee when the property requested has a unit acquisition cost of $1,000 or more and is within
Federal Supply Classification Groups:
(a)

12

Fire Control Equipment;

(b)

14

Guided Missiles;

(c)

43

Pumps and Compressors;

(d)

48

Valves;

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(e)

58

Communication, Detection and Coherent Radiation Equipment;

(f)

59

Electrical and Electronic Equipment Components;

(g)

65

Medical, Dental and Veterinary Equipment and Supplies;

(h)

66

Instruments and Laboratory Equipment;

(i)

67

Photographic Equipment;

(j)

68

Chemical and Chemical Products; or

(k)

70

General Purpose Automatic Data Processing Equipment, Software,
Supplies and Support Equipment.

Automatic data processing equipment must be acquired under the provisions in 41 CFR §201.23.
(ii)
GSA will give consideration to the transfer without reimbursement of items of excess property in other
Federal supply classification groups and items with a unit acquisition cost of less than $1,000, when NSF
certifies that the item requested is a component part of or related to a piece of research equipment or is an
otherwise difficult to acquire item needed for scientific or engineering research. Items of property determined by
GSA to be common-use or general purpose property, regardless of classification or unit acquisition cost, shall
not be transferred to a grantee for the purpose of cannibalization, unless the granting agency sends with the
transfer request a supporting statement which clearly indicates that disassembly of the requested item for
secondary use of its component parts, or for repair and maintenance of a similar item, has greater potential
benefit than utilization of the item in its existing form and that a clear cost savings to the government will result,
subject to final determination by GSA.
g.

Costs

Excess government personal property is usually secured without cost. However, the recipient grantee should
specify the method of shipment and must pay all costs of packing, transportation and subsequent installation,
rehabilitation and maintenance if required. Grant funds may be used to pay such costs.
h.

Title

Title to excess government personal property obtained by academic and other non-profit grantees through NSF
sponsorship remains with the government until the property is delivered to the grantee organization. Upon
delivery, the grantee should forward to NSF a receipted SF 122 which clearly lists the items of property actually
obtained by the grantee. Unless NSF informs the grantee to the contrary, when this SF 122 is received at NSF,
title to all property acquired will automatically pass to and be vested in the grantee organization, subject to the
understanding that the property will be used for research or for science education purposes as long as it has a
useful life. At such time as the property is no longer useful for such purposes, it may be disposed of in
accordance with organizational practices, but any proceeds therefrom shall be used by the grantee solely for
research or science education purposes. Under certain conditions, such as when highly specialized equipment
is involved, NSF may retain title to excess property. When such a condition exists, NSF will inform the grantee.
Excess government personal property may not be transferred to a foreign country without the express written
approval of the Grants and Agreements Officer.

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i.

Accountability and Recordkeeping

(i)
While no particular type of classification of accounts or inventory system is required, NSF expects that
the responsible officials of the grantee organization will exercise careful stewardship of excess government
personal property acquired in support of projects undertaken with NSF’s financial assistance. In accordance
with AAG Chapter IV.D.5.e, relating to the dollar limitation on the amount of excess government personal
property provided by NSF, grantees should maintain appropriate inventory procedures that will enable them to
identify those requests which require more extensive administrative and scientific justification. In those cases
where title to excess government personal property remains with the government, the grantee must maintain
suitable records to identify its location, description, utilization and value. The use of excess government
personal property under an NSF grant is subject to inspection and audit by representatives of NSF at all
reasonable times during the life of the grant under which the property was acquired.
(ii)
Further details may be obtained from the Property Administrator, Division of Administrative Services,
National Science Foundation, 4201 Wilson Boulevard, Room 295, Arlington, VA 22230.

E.

Procurement Standards

NSF grantees shall adhere to the requirements of 2 CFR §§ 200.317-326 which prescribes standards for use by
recipients in establishing procedures for the procurement of supplies and other expendable property, equipment,
real property and other services with Federal funds.

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Chapter V:
A.

Allowability of Costs

Basic Considerations

Expenditures under NSF cost reimbursement grants are governed by the Federal cost principles and must
conform with NSF policies where articulated in the grant terms and conditions, grant special provisions and
grantee internal policies. While grantees are encouraged to seek advice regarding the treatment of costs from
the NSF Grants and Agreements Officer identified in the award notice, it is the grantee organization that is
ultimately responsible for ensuring that all costs charged to NSF awards meet the requirements of the cost
4
principles contained in 2 CFR § 200, Subpart E. , grant terms and conditions, and any other specific
requirements of both the award notice and the applicable program solicitation. In addition, grantee organizations
should ensure that their own internal policies and procedures and other requirements are met for all charges to
NSF awards. Otherwise such costs may be disallowed during audit resolution or by specific determination of an
NSF Grants and Agreement Officer.
In the event a grantee anticipates charging an item of direct cost that might subsequently be disputed, an
authorized official of the grantee organization should discuss the matter with the cognizant NSF Grants and
Agreements Officer and document the conditions or factors surrounding the item in order to avoid possible
subsequent disallowance. If the NSF Grants and Agreements Officer determines that such costs are
appropriate considering the special requirements of a particular NSF sponsored activity, this should be
documented through an advance agreement or understanding. Advance agreements regarding the treatment of
such costs may be incorporated by specific language in the award notice, or by other written correspondence.
1.

Conflicting Guidelines

It is NSF’s intent that the following guidance on cost allowability be consistent with the Federal cost principles.
However, in the event of any discrepancy between the summary information contained in this Chapter and any
specific provision of the cost principles contained in 2 CFR § 200, Subpart E, the cost principles in effect as of
the start date of the NSF grant will govern. In the case of a discrepancy between the special provisions of an
NSF grant and the standards of the cost principles, the special provisions of the grant will govern.
2.

Other Considerations

a.

Maximum Obligation

The maximum obligation of NSF for support of the project will not exceed the amount specified in the grant, as
amended. NSF does not amend grants to provide additional funds for such purposes as reimbursement for
unrecovered indirect costs resulting from the establishment of final negotiated rates, or for increases in salaries,
fringe benefits and other costs.
b.

Pre-Award (Pre-Start Date) Costs

(i)
Grantees may incur allowable pre-award costs within the 90-day period immediately preceding the start
date of the grant providing:
(a)

the approval of pre-award spending is made and documented in accordance with the grantee's
procedures; and

(b)

the advanced funding is necessary for the effective and economical conduct of the project.

(2)
Pre-award expenditures are made at the grantee's risk. Grantee authority to approve pre-award costs
does not impose an obligation on NSF: (1) in the absence of appropriations; (2) if an award is not subsequently
made; or (3) if an award is made for a lesser amount than the grantee anticipated.

4

Applicable cost principles for for-profit organizations are contained in Federal Acquisition Regulation Part 31.

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(3)
Requests for pre-award costs for periods exceeding 90 days must be submitted to NSF via use of NSF’s
electronic systems. Pre-award expenditures prior to funding of an increment within a continuing grant are not
subject to this limitation or approval requirement, but are subject to paragraph (ii) above.
Additional information on pre-award costs is available at 2 CFR §§ 200.308(d)(1) & (d)(4).
c.

Post-End Date Costs

NSF funds may not be expended subsequent to the end date of the grant, except to liquidate valid commitments
that were made on or before the end date, e.g., commitment of project funds for subrecipient or contractor for
services rendered during that award period but not billed to the grantee until after the grant expired. (See AAG
Chapter III.E.2.) Generally, the costs of equipment or materials and supplies ordered after the end date, may
not be charged to the project.
In addition, the grantee typically should not purchase items of equipment, computing devices, or restock
materials and supplies in anticipation of grant expiration where there is little or no time left for such items to be
utilized in the actual conduct of the research.
However, in accordance with 2 CFR § 200.461, Publication and Printing costs, awardees may charge the NSF
award before closeout for the costs of publication or sharing of research results, if the costs are not incurred
during the period of performance of the award.
3.

Prior Written Approvals

a.

General

The funding of items identified in the NSF award budget constitutes NSF’s authorization for the grantee to incur
these costs, provided there is not a specific limitation in the grant language and the costs are otherwise
allowable, allocable, and reasonable in accordance with the cost principles contained in 2 CFR § 200, Subpart
E.
If required in furtherance of the project, the grantee is authorized to transfer funds from one budget category to
another for allowable expenditures. Grantees should refer to the applicable grant terms and conditions
referenced in the grant, and the prior approval requirements summarized in paragraph b. below for cost-related
NSF-required prior approvals. AAG Exhibit II-1 provides a consolidated listing of programmatic and cost-related
grantee notifications to, and requests for approval from, the NSF. While the listing is not intended to be allinclusive, it does highlight the most frequent areas where specific notifications and requests for approval are
called for.
When a change requires NSF approval, the request must be submitted electronically via use of NSF’s electronic
systems. The request should clearly state which budget items, if any, are to be changed and by what amounts,
and should explain the reasons for any changes.
If a grantee rebudgets funds to support a postdoctoral researcher and the original proposal included a mentoring
plan, no further documentation is necessary. If the original proposal did not include a mentoring plan, then the
grantee must send the cognizant NSF Program Officer the requisite mentoring plan, as described in GPG
Chapter II.C.2.j. If supplemental funding is requested to support a postdoctoral researcher, the guidance in
AAG Chapter I.E.4.f should be followed. In all cases, the PI must report on the mentoring activities provided to
the individual in the annual and final project reports.
b.

NSF Prior Approval Policy

In addition to the required notifications and requests specified in AAG Chapters I and II, written prior approval
from the NSF Grants and Agreements Officer is required for:
1.

Preaward Costs in Excess of 90 days;

2

Salaries of Administrative or Clerical Staff;

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3.

Rearrangements/Alterations aggregating $25,000 or over (Construction);

4.
Additional categories of participant support costs other than those described in 2 CFR § 200.75 (such
as incentives, gifts, souvenirs, t-shirts and/or memorabilia); and
5.

Adjustments to cost sharing commitments reflected on Line M of the NSF award budget.

Written prior approval from the cognizant NSF Program Officer is required for reallocation of funds provided for
participant support costs.

B.

Direct Costs

1.

Compensation - Personal Services

a.

Salaries and Wages

Compensation paid or accrued by the organization for employees working on the NSF-supported project during
the grant period is allowable, in accordance with 2 CFR § 200.430.
b.

Fringe Benefits

If the proposer’s usual accounting practices provide that its contributions to employee benefits (leave, employee
insurance, social security, retirement, other payroll-related taxes, etc.) be treated as direct costs, NSF grant
funds may be requested to fund fringe benefits as a direct cost. These are typically determined by application of
a calculated fringe benefit rate for a particular class of employee (full time or part-time) applied to the salaries
and wages requested. They also may be paid based on actual costs for individual employees, if that institutional
policy has been approved by the cognizant federal agency.
Fringe benefits that are not accrued but are charged as direct costs and incurred under "pay as you go plans"
may be subject to reasonableness determination where the benefits are earned under other work and charged to
the last activity the employee was working on. This is of particular concern for large lump sum payments for leave,
disability, pregnancy or other employee fringe benefits. See 2 CFR § 200.431 for the definition and allowability of
fringe benefits.
2.

Administrative and Clerical Salaries & Wages

In accordance with 2 CFR § 200.413, the salaries of administrative and clerical staff should normally be treated
as indirect (F&A) costs. Direct charging of these may be appropriate only if all the conditions identified below
are met:
(1)
Administrative or clerical services are integral to a project or activity;
(2)
Individuals involved can be specifically identified with the project or activity;
(3)
Such costs are explicitly included in the approved budget or have the prior written approval of the
cognizant NSF Grants Officer; and
(4)
The costs are not also recovered as indirect costs.
3.

Intra-University (IHE) Consulting

Since intra-university consulting is assumed to be undertaken as a university obligation requiring no
compensation in addition to full-time salary, the principles summarized in AAG Chapter V.B.1, also apply to
those who function as consultants or otherwise contribute to a project conducted by another faculty member of
the same institution. However, in unusual cases where consultation is across departmental lines or involves a
separate or remote operation, and the work performed by the consultant is in addition to his/her regular
appointment, any charges for such work representing extra compensation above the salary are allowable if
consistent with established university policy and the applicable cost principles. If anticipated, any compensation
for such consulting services should be disclosed in the proposal budget, justified in the budget justification, and
included in the NSF award budget.
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4.

Federal Employees

Employees of the Federal government (other than NSF) may be utilized as lecturers or staff members on a
project and may receive compensation and/or expenses if they obtain prior approval from their agencies to
participate, and if services to the project are performed outside their regular working hours or while they are on
leave status from official duties. Under no circumstances may NSF employees receive compensation from an
NSF-supported project.

C.

Other Direct Costs

1.

Rearrangements and Alterations (Construction)

a.
Except under certain programs, NSF does not normally make grants for construction or facility
improvements. However, rearrangement and alteration costs that do not constitute construction (i.e.,
rearrangements and alterations aggregating less than $25,000) may be allowable under NSF grants to adapt
space or utilities within a completed structure to accomplish the objective of the NSF-supported activity,
provided that the:
(i)

grantee is not an individual or a foreign organization;

(ii)

building has a usable life consistent with project purposes and is architecturally suitable for conversion;

(iii)

rearrangement and alteration are essential to the project supported by the grant; and

(iv)
space involved will actually be occupied by the project. In situations where the space is rented, in order
for the costs of the rearrangement and alteration to be allowable, the grantee must secure a lease for the length
of the project. (See AAG Chapter V.C.3.)
b.
Rearrangements and alterations under $25,000 may be approved by grantees. For rearrangements
and alterations expenditures exceeding $25,000, the grantee must request prior approval from NSF via use of
NSF’s electronic systems. Otherwise, any plans for such rearrangement or alteration should be clearly set forth
in the proposal. If approved by NSF, such approval must be indicated in the award notice. Note that Appendix
II of 2 CFR § 200 contains provisions that must be included in contracts made by the grantee.
See 2 CFR § 200.462 for additional information on rearrangement and reconversion costs.
2.

News Release Costs

Costs of communicating with the public and press to announce the results and accomplishments of an NSFsupported project are allowable. Grantees should be aware of the restrictions on advertising, organizational
promotion, and lobbying costs as outlined in the applicable cost principles. See 2 CFR § 200.421 for additional
information on advertising and public relations.
In the event the performing organization wishes to collaborate with NSF in a simultaneous news release,
arrangements may be made through the NSF's Office of Legislative and Public Affairs, Public Affairs Group,
telephone (703) 292-8070.
3.

Rental or Lease of Facilities or Special Purpose Equipment

On occasion, it may be necessary to use facilities or equipment not under the control of the grantee. See 2 CFR
§ 200.465 for additional information on rental costs of real property and equipment.
4.

Relocation Costs

Relocation costs may be charged to an NSF grant as other direct costs in accordance with the cost principles
contained in 2 CFR § 200, Subpart E. See 2 CFR § 200.464 for additional information on relocation costs.
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5.

Temporary Dependent Care Travel Costs

Temporary dependent care costs (a dependent is defined in 26 U.S.C. 152) above and beyond regular
dependent care that directly results from travel to conferences are allowable costs provided that the costs are:
a.
b.
c.

a direct result of the individual’s travel for the NSF conference award;
consistent with the awardee’s documented travel policy for all employee travel; and
only temporary during the travel period.

See 2 CFR § 200.474 for additional information on travel costs.

D.

Indirect Costs

1.

NSF Policy

a.
Except as noted in an NSF program solicitation, it is NSF policy that grantees are entitled to
reimbursement from grant funds for indirect costs (F&A) allocable to the NSF share of allowable direct costs of a
project. NSF program staff are not authorized to negotiate indirect costs as a discrete item of a proposal
budget. NSF program staff also are not authorized to suggest or request that PI/PDs seek reductions or waivers
of indirect costs.
b.
The awarded indirect cost rate is generally based upon a grantee’s current federally negotiated indirect
cost rate agreement. When establishing an indirect rate for an award where the domestic grantee does not
have a current negotiated rate agreement, NSF will consider the rate proposed in the budget, the grantee’s
indirect cost proposal submission, the amount of total funding requested and other pertinent financial factors.
Supporting documentation is not required for organizations that request a de minimis rate of 10% (or less) of
modified total direct costs. Since some types of rates limit indirect cost recoveries and require adjustments,
grantees receiving awards should ensure that they understand the type of indirect cost rate, the applicable base
and the type of rate used in the grant.
Foreign grantees that do not have a US federally negotiated indirect cost rate are limited to a de minimis indirect
cost rate recovery of 10% of modified total direct costs. Foreign grantees that have a negotiated rate agreement
with a US federal agency may recover indirect costs at the current negotiated rate.
Types of indirect cost rates that are most frequently used on NSF awards are as follows:
(i)
Predetermined Rate – As authorized 41 USC § 4708, and recommended by the federal cost principles
in 2 CFR § 200, Appendices III, IV, and VI, NSF has elected to use predetermined rates, where appropriate. A
predetermined rate is an indirect cost rate, applicable to a specified current or future period, usually the
organization’s fiscal year. The rate is based on an estimate of the costs to be incurred during the period. A
predetermined rate is not subject to adjustment.
Special Limitation concerning Predetermined Rates at Colleges and Universities subject to 2 CFR § 200
Appendix III, paragraph C.7 contains an additional restriction on recovery of indirect costs for colleges and
universities and other organizations of higher education. These awardees are subject to a further limitation in
that the negotiated rate at the time the award is made shall be used throughout the life of the award. The
applicable text from 2 CFR § 200 Appendix III, paragraph C.7 is repeated below:
“7.

Fixed rates for the life of the sponsored agreement.

Federal agencies must use the negotiated rates except as provided in paragraph (e) of §200.414
Indirect (F&A) costs, in effect at the time of the initial award throughout the life of the Federal
award. Award levels for Federal awards may not be adjusted in future years as a result of
changes in negotiated rates. “Negotiated rates” per the rate agreement include final, fixed, and
predetermined rates and exclude provisional rates. "Life" for the purpose of this subsection
means each competitive segment of a project. A competitive segment is a period of years
approved by the Federal awarding agency at the time of the award. If negotiated rate
agreements do not extend through the life of the Federal award at the time of the initial award,
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then the negotiated rate for the last year of the award must be extended through the end of the
life of the Federal award.”
Where grantees receive limited NSF funding, the Foundation may elect to set award specific rates as opposed
to a formal annual negotiated indirect cost rate agreement. In these cases, the award notice will specify the rate
type, and application base. If the award notice is silent on the rate type, NSF will apply the predetermined rate
at the percentage and based specified in the approved award budget.
(ii)
Provisional (or billing) rate – A provisional rate is a temporary indirect cost rate applicable to a specified
period which is used for funding, interim reimbursement, and reporting indirect costs pending the establishment
of a final rate for the period.
Grantees with provisional rates are required to submit indirect cost proposals to their cognizant Federal Agency
for rate negotiation within six months after the close of each fiscal year. Adjustments to awards for amounts
previously billed at provisional rates are required after final indirect cost rates are established.
(iii)
Final rate – A final rate is an indirect cost rate applicable to a specified past period which is based on
the actual costs of the period. A final rate is not subject to adjustment.
c.

NSF will not amend a grant solely to provide additional funds for changes in indirect cost rates.

d.
NSF will generally fund continuing grant increments and supplemental support at the indirect cost
rate(s) approved at the time of the initial award. (See AAG Chapter I.E.)
e.
Any negotiations with respect to business and financial matters on specific grants, including the amount
of indirect cost reimbursement, are conducted by the cognizant Grants and Agreements Officer in DGA with an
authorized official of the grantee’s organization. The NSF Cost Analysis and Audit Resolution Branch provides
advisory assistance to the Grants and Agreements Officer.
2.

NSF Cognizant Organizations

Organizations for which NSF is the cognizant agency for negotiation of indirect cost rates and who do not have
approved award specific rates are required to submit indirect cost proposals, reconciled to financial statements,
within six months after the close of each accounting year during which NSF has active awards. Indirect cost
proposals should be sent to the Cost Analysis and Audit Resolution Branch.
See http://www.nsf.gov/bfa/dias/caar/docs/idcsubmissions.pdf for indirect cost rate proposal submission
requirements.
Such proposals should be sent electronically to [email protected] or by paper copy to Team Lead
Indirect Costs, National Science Foundation, Division of Institution and Award Support, Room 485, 4201 Wilson
Boulevard, Arlington, Virginia 22230.

E.

Fee Payments under NSF Grants

Payment of fees (profit) is allowable only if expressly authorized by the terms and conditions of the NSF award.

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Chapter VI:

Other Post Award Requirements and Considerations

A.

Non-Discrimination Statutes

1.

General

a.
A number of statutes bar recipients of Federal financial assistance from excluding persons, because of
their race, color, national origin, disability, sex, or age, from participation in Federally supported activities.
These include: Title VI of the Civil Rights Act of 1964 (barring discrimination on grounds of race, color, or
national origin); Section 504 of the Rehabilitation Act of 1973 (barring discrimination against qualified individuals
with disabilities); Title IX of the Educational Amendments of 1972 (barring sex discrimination in Federally
assisted education programs or activities); and the Age Discrimination Act of 1975 (barring discrimination on the
grounds of age). In addition to statutory prohibitions, Executive Order (E.O.) 11246 bars various types of
discriminatory employment practices under grants for construction, and E.O. 13166 “Improving Access to
Services for Persons with Limited English Proficiency” requires government agencies to take steps to provide
meaningful access to its programs and activities to members of the public who are limited in their English
proficiency (LEP). The following sections discuss the application of each of these Statutes and E.O. 11246 and
E.O. 13166 to NSF awardees.
b.
When a recipient of an NSF grant receives an equal opportunity complaint, the original complaint should
be sent to the Director, Office of Diversity and Inclusion, National Science Foundation, 4201 Wilson Boulevard,
Suite 255 South, Arlington, VA 22230.
2.

Title VI of the Civil Rights Act of 1964

a.

Background

Section 602 of the Civil Rights Act of 1964 (42 USC § 2000d, et seq.) provides that no person in the US shall,
on the grounds of race, color or national origin, be excluded from participation in, be denied the benefits of, or
be otherwise subjected to discrimination under any program or activity receiving Federal financial assistance.
Section 602 requires that each Government agency which is empowered to extend such financial assistance
issue rules or regulations implementing Title VI with respect to such programs or activities administered by the
agency.
b.

NSF Regulations

NSF regulations implementing Title VI are found at 45 CFR § 611. These regulations apply to the grantee and
to any subrecipient of a grantee and successors in interest. These regulations do not apply to contracts for
commercially available materials and supplies, equipment or general support services. The regulations require
that as a condition of approval of an application for assistance, the applicant must execute an Assurance of
Compliance, whether or not a similar assurance form has been filed with another Federal agency. (See GPG
Exhibit II-6 for additional information.)
c.

Civil Rights Certification – Subrecipient

Before any organization serves as a subrecipient on an NSF grant (for other than the purchase of commercially
available materials and supplies, equipment or general support services), it must first file an Assurance of
Compliance with the grantee.
d.

Grant Condition

Each NSF grant contains as part of the grant terms and conditions, an article implementing Title VI and the NSF
regulations.

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3.

Section 504 of the Rehabilitation Act of 1973

a.

Background

Section 504 of the Rehabilitation Act of 1973, as amended (29 USC § 794) provides that “no otherwise qualified
individual with a disability in the United States...shall, solely by reason of her or his disability, be excluded from
the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity
receiving Federal financial assistance....”
b.

NSF Regulations

NSF regulations implementing Section 504 are found at 45 CFR § 605. With a few changes, these regulations
mirror the regulations issued by the Department of Health and Human Services (DHHS) at 45 CFR § 84. These
regulations also apply to subrecipients and successors in interest. These regulations do not apply to contracts
for commercially available materials and supplies, equipment or general support services.
c.

Section 504 Certification - Subrecipients

In lieu of requiring grantees to obtain separate certifications from subrecipients receiving financial assistance
under an NSF grant, grantees will include in all subawards (for other than the purchase of commercially
available materials and supplies, equipment or general support services), a certification of compliance
comparable to that included in NSF grants.
d.

Grant Condition

Each NSF grant contains as part of the grant terms and conditions, an article implementing Section 504 and the
NSF regulations.
4.

Title IX of the Education Amendments of 1972 (Sex Discrimination)

a.

Background

Subject to certain exceptions regarding admission policies at certain religious and military organizations, Title IX
of the Education Amendments of 1972 (20 USC §§ 1681-1686) prohibits the exclusion of persons on the basis
of sex from any education program or activity receiving Federal financial assistance. All NSF grantees must
comply with Title IX.
b.

NSF Regulations

NSF regulations implementing Title IX are found at 45 CFR § 618.
c.

Grant Condition

Each NSF grant contains, as part of the grant terms and conditions, an article implementing Title IX and the
NSF regulations.
5.

Age Discrimination Act of 1975

a.

Background

The Age Discrimination Act of 1975, as amended (42 USC § 6101 et seq.), provides that pursuant to regulations
issued by DHHS “no person in the United States shall, on the basis of age, be excluded from participation in, be
denied the benefits of, or be subjected to discrimination under, any program or activity receiving Federal
financial assistance.”
b.

NSF Regulations

NSF regulations implementing the Age Discrimination Act are found at 45 CFR § 617.
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c.

Grant Condition

Each NSF grant contains, as part of the grant terms and conditions, an article implementing the Age
Discrimination Act and the NSF regulations.
6.

Equal Employment Opportunity under E.O. 11246

a.

Background

E.O. 11246, as amended, requires contractors and subcontractors performing Federally assisted construction
projects to provide equal opportunity, without regard to race, color, religion, sex or national origin, to persons
employed or seeking employment with them. This E.O. may apply to some NSF grants for construction.
b.

Grant Condition

In instances when E.O. 11246 is applicable, the grant will include an equal opportunity clause in conformance
with regulations issued by the Secretary of Labor at 41 CFR § 60.
7.

Limited English Proficiency (LEP) under E.O. 13166

a.

Background

E.O. 13166 requires government agencies to take steps to provide meaningful access to its programs and
activities to members of the public who are limited in their English proficiency (LEP). The primary purpose of the
E.O., in regards to Federally assisted and conducted programs, is to ensure that people for whom English is not
a first language, people who may be said to be “limited” in their English proficiency, may still enjoy meaningful
access to the programs and services offered by Federal agencies.
b.

Grant Condition

In instances when E.O. 13166 is applicable, grant recipients should contact NSF’s LEP Coordinator within the
Office of Diversity and Inclusion for guidance at 4201 Wilson Boulevard, Suite 255 South, Arlington, VA 22230.

B.

Protection of Living Organisms

1.

Human Subjects

a.

Background

The grantee is responsible for the protection of the rights and welfare of human subjects involved in activities
supported by NSF. All research involving human subjects supported or otherwise subject to regulation by any
Federal agency is covered by a policy set forth in a Common Rule, “Protection of Human Subjects”
(http://www.access.gpo.gov/nara/cfr/waisidx_99/45cfr690_99.html). Complete instructions on preparation and
submission of proposals that involve use of human subjects are available in GPG Chapter II.D.8.
b.

NSF Regulation

NSF’s Common Rule on Protection of Human Subjects is available on the NSF website at:
Guidance about the regulation is available at:
http://www.nsf.gov/bfa/dias/policy/docs/45cfr690.pdf.
http://www.nsf.gov/bfa/dias/policy/guidance.htm#human.
c.

Grant Condition

Each NSF grant contains, as part of the grant terms and conditions, an article implementing NSF regulations on
projects involving research with human subjects.

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2.

Research Involving Recombinant or Synthetic Nucleic Acid Molecules

a.

Applicability

This section applies to all research, for which NSF grant funds are used, that falls within the scope of the
Guidelines for Research Involving Recombinant DNA or Synthetic Nucleic Acid Molecules (NIH Guidelines)
(http://oba.od.nih.gov/rdna/nih_guidelines_oba.html), as amended in March 2013, hereafter referred to as the
“Guidelines”.
b.

Policy

NSF grantees performing research within the US that falls within the scope of the Guidelines shall comply with
the Guidelines, including the procedural requirements and any subsequent revisions as they are published in
the Federal Register. Grantee responsibilities include:
(i) Each organization involved in the conduct of NSF-supported recombinant or synthetic nucleic acid research
subject to the Guidelines must have a standing Institutional Biosafety Committee (IBC) as specified in Section IV
of the Guidelines.
(ii) Recombinant or synthetic nucleic acid research subject to the Guidelines must be registered with the IBC
indicating compliance with the containment requirements specified in Part III of the Guidelines. IBCs are
required to keep records of recombinant or synthetic nucleic acid research conducted at their organization in a
form that is available to NSF upon request.
c.

Research Requiring Prior Approval

In certain instances research should not be initiated or registered with IBCs prior to approval and determination
of containment level by the Director, NIH. Normally such experiments are reviewed by the Recombinant DNA
Advisory Committee before a decision is made by the Director, NIH. Such instances are:
(i)

research for which containment levels are not explicitly specified by the Guidelines;

(ii)
research involving experiments prohibited by the Guidelines, i.e., requests for exceptions to the
Guidelines; and
(iii)
requests to perform experiments without regard to the containment specified in the Guidelines, i.e.,
exemptions from the Guidelines.
3.

Vertebrate Animals

a.

Background

The grantee is responsible for the humane care and treatment of any vertebrate animal used or intended for use
in such activities as field or laboratory research, development, training, experiments, biological testing or for
related purposes supported by NSF grants.
b.

Federal Regulations
5

(i)
Any grantee performing research on vertebrate animals shall comply with the Animal Welfare Act [7
USC. 2131 et seq.] and the regulations promulgated thereunder by the Secretary of Agriculture [9 CFR 1.1-4.11]
pertaining to the humane care, handling, and treatment of vertebrate animals held or used for research,
teaching or other activities supported by Federal awards. The awardee is expected to ensure that the
guidelines described in the National Academy of Science (NAS) Publication, “Guide for the Care and Use of
Laboratory Animals” are followed and to comply with the Public Health Service Policy and Government
Principles Regarding the Care and Use of Animals (included as Appendix D to the NAS Guide).
5

In addition to vertebrate animals covered by the Animal Welfare Act, the requirements specified in this coverage also are
extended to rats, birds and mice.

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In the case of research involving the study of wildlife in the field or in the lab, for the provision in the PHS
Assurance for Institutional Commitment (Section II) that requires the organization to establish and maintain a
program for activities involving animals in accordance with the Guide for the Care and Use of Laboratory
Animals (Guide), the organization has established and will maintain a program for activities involving animals
according to the Guide. The organization will follow recommendations specified in the Guide for details
involving laboratory animals, and taxon-specific guidelines approved by the American Society of Ichthyologists
and Herpetologists, the American Society of Mammalogists, and the Ornithological Council, as is appropriate for
6
the taxon to be studied.
(ii)
During the life of the award, additional Institutional Animal Care and Use Committee (IACUC) approval
must be obtained if the protocols for use of vertebrate animals have been changed substantively from those
originally proposed and approved, or if the previous approval is more than three years old. When an additional
IACUC approval is required, the organization must provide to the cognizant NSF Program Officer a signed copy
of a new IACUC approval letter indicating approval of the covered activities and explicitly referencing the title of
the award. In the event the grantee's multi-project Assurance is cancelled or lapses, the grantee must
immediately notify the NSF Grants and Agreements Officer identified in the award.
(iii)
Research facilities subject to the Animal Welfare Act using or intending to use live animals in research
and who receive Federal funding are required to register the facility with the Animal and Plant Health Inspection
Service (APHIS), US Department of Agriculture. A current listing of licensed animal dealers may also be
obtained from APHIS. The location of the nearest APHIS Regional Office, as well as information concerning this
and other APHIS activities, may be obtained at: http://www.aphis.usda.gov/.
(iv)
Awards to US grantees for projects involving the care or use of vertebrate animals at a foreign institution
or foreign field site also require approval of research protocols by the US grantee’s IACUC. If the project is to
be funded through an award to a foreign institution or through an individual fellowship award that will support
activities at a foreign institution, NSF will require a statement explicitly listing the proposer’s name and
referencing the title of the award to confirm that activities will be conducted in accordance with all applicable
laws in the foreign country and that the International Guiding Principles for Biomedical Research Involving
Animals (see http://www.cioms.ch/) will be followed.
c.

Grant Condition

Each NSF grant contains, as part of the grant terms and conditions, an article implementing NSF regulations on
projects involving research with vertebrate animals.
4.

Government Permits and Activities Abroad

a.
For awards that include activities requiring permits from appropriate Federal, state, or local government
authorities, the awardee should obtain any required permits prior to undertaking the proposed activities.
b.
The awardee should assure that activities carried on outside the US are coordinated as necessary with
appropriate US and foreign government authorities and that necessary licenses, permits or approvals are
obtained prior to undertaking proposed activities. NSF does not assume responsibility for awardee compliance
with the laws and regulations of the country in which the work is to be conducted.
5.

Life Sciences Dual Use Research of Concern (DURC)

a.

Applicability

This section applies to all research, for which NSF grant funds may be used, that potentially falls within the
scope of the US Government Policy for Institutional Oversight of Life Sciences Dual Use Research of Concern
(http://www.phe.gov/s3/dualuse/Pages/default.aspx) as published in September 2014, hereafter referred to as
the “Policy”.
6

Guidelines to the Use of Wild Birds in Research; Guidelines of the American Society of Mammalogists for the Use of Wild
Mammals in Research; Guidelines for the Use of Fishes in Research; Guidelines for the Use of Live Amphibians and
Reptiles in Field and Laboratory Research.

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b.
Policy
NSF is committed to preserving the benefits of life sciences research while minimizing the risk of misuse of the
knowledge, information, products, or technologies provided by such research. The purpose to NSF’s
implementation of this Policy is to clarify grantee expectations about NSF-funded research with certain highconsequence pathogens and toxins with potential to be considered dual use research of concern.
Grantees are responsible for monitoring the research progress and for implementation of all appropriate
biosafety and biosecurity risk mitigation measures including compliance with all applicable laws and regulations
related to that implementation, including the Policy specified above. (See also http://osp.od.nih.gov/officebiotechnology-activities/biosecurity/dual-use-research-concern for Frequently Asked Questions, case studies,
and other educational materials on DURC.)

C.

Construction, Rearrangements and Alterations

1.

Davis-Bacon Act

The Davis-Bacon Act (40 USC § § 276a et seq.) establishes minimum wages to be paid to laborers and
mechanics on construction contracts to which the US is a party involving public buildings or public works within
the US A number of other statutes have extended this provision to specific Federal grant programs involving
construction. However, unless specifically stated in the grant, the Davis-Bacon Act does not normally apply to
NSF grants since grantees normally retain title to property acquired under the grant and the construction, if any,
is normally on non-Government land.
2.

Bonding and Insurance

The NSF Act (42 USC § 1870c) provides NSF with authority to enter into grants, contracts or other agreements
without performance or other bonds. Therefore, unless the grant specifically provides otherwise, NSF does not
require performance or other bonds or insurance.
3.

Seismic Safety of Buildings

E.O. 12699 Seismic Safety of Federal and Federally-assisted or Regulated New Building Construction dated
January 5, 1990, requires that consideration be given to seismic hazards in the design of buildings. Very
seldom are NSF grantees involved with federally-assisted construction and rarely are new buildings involved.
NSF ensures compliance with the Order through its grantees and grantee organizations by inclusion of a
specific grant condition in any appropriate grant.

D.

Intellectual Property

1.

Patents and Inventions

a.

Background

(i)
The disposition of rights to inventions made by small business firms and non-profit organizations,
including universities and other institutions of higher education, during NSF-assisted research is governed by
Chapter 18 of Title 35 of the USC, commonly called the Bayh-Dole Act. In accordance with a Presidential
Memorandum entitled Government Patent Policy issued on February 18, 1983 and under the authority of
Section 12 of the National Science Foundation Act of 1950, as amended (42 USC § 1871), NSF applies the
policies of the Bayh-Dole Act to all its grantees. The Department of Commerce (DOC) is the lead agency for
implementing the Bayh-Dole Act and has published guidance to Federal agencies in 37 CFR §401. NSF’s
implementing rules are published in 45 CFR § 650.
(ii)
NSF’s standard Patent Rights clause, published at 45 CFR § 650.4(a) and below at Chapter VI.D.1.c,
“Standard Patent Rights Clause” is identical to that prescribed in the DOC guidance (37 CFR § 401.14(a))
except that:
(a)

NSF has tailored the clause to apply to grants and to identify NSF;

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(b)
pursuant to Section 401.5(d) of the DOC guidance (37 CFR § 401.5(d)), NSF has added to paragraph b.
of the clause a stipulation that NSF reserves the right to direct a grantee to transfer to a foreign government or
research performer such rights to any subject invention as are required to comply with any international treaty or
agreement identified when the grant is made as being applicable to the assisted research;
(c)
as permitted by Section 401.5(f) of the DOC guidance (37 CFR § 401.5(f)), NSF has added a
subparagraph to the end of paragraph f. of the clause to require grantees or their representatives to send NSF
confirmations of the Government licenses for subject inventions and of the page of any United States patent
application that contains the Federal support clause;
(d)
since NSF normally uses the same clause for all subcontractors, the first two subparagraphs of
paragraph g. of the clause specified in the DOC guidance have been reduced to one;
(e)
paragraph c.1 of the clause has been changed to require that invention disclosures be submitted
electronically via the iEdison system; and
(f)
paragraph L. of the clause has been changed to require that all communications required by the Patents
Rights clause be submitted electronically via the iEdison system unless prior permission is obtained from the
NSF Patent Assistant.
b.

National Science Foundation Patent Policy

As authorized by the National Science Board (NSB), the Director of the NSF has adopted the following NSF
patent policy.
(i)
In accordance with the Bayh-Dole Act and the Presidential Memorandum entitled Government Patent
Policy issued February 18, 1983, NSF will use the Patent Rights clause prescribed by DOC in all its funding
agreements for the performance of experimental, developmental or research work, including grants made to
foreign entities, unless NSF determines that some other provision would better serve the purposes of that Act or
the interests of the US and the general public.
(ii)
In funding agreements covered by a treaty or agreement that provide that an international organization
or foreign government, research institute or inventor will own or share patent rights, NSF will acquire such
patent rights as are necessary to comply with the applicable treaty or agreement.
(iii)
If a grantee elects not to retain rights to an invention, NSF will allow the inventor to retain the principal
patent rights unless the grantee, or the inventor’s employer, if other than the grantee, shows that it would be
harmed by that action.
(iv)
NSF will normally allow any patent rights not wanted by the grantee or inventor to be dedicated to the
public through publication in scientific or engineering journals or as a statutory invention registration. If another
Federal agency is known to be interested in the relevant technology, however, NSF may give it an opportunity to
review and patent the invention so long as that does not inhibit the dissemination of the research results to the
research community.
c.

Standard Patent Rights Clause

Each NSF grant contains as part of the grant terms and conditions, an article implementing the standard patent
rights clause.
d.

Electronic Invention Handling

Grantees are encouraged to use the iEdison System to disclose NSF subject inventions. Detailed instructions
for use of that system are provided at: http://s-edison.info.nih.gov/iEdison/ and should be followed for NSF
subject inventions except that:
a.
All communications required must be provided electronically as a PDF or TIFF file through iEdison
unless prior permission for another form of submission is obtained from the NSF Patent Assistant.
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b.
NSF does not require either an Annual Utilization Report or a Final Invention Statement and
Certification.
Questions on use of iEdison and requests for permission to submit material in other forms may be sent to the
NSF Patent Assistant at [email protected], or at the Office of the General Counsel, National Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
2.

Copyright

a.

Rights to Copyrighted Material

The following principles governing the treatment of copyrighted material produced under NSF grants were
adopted by the NSB.
(i)
NSF normally will acquire only such rights to copyrighted material as are needed to achieve its purposes
or to comply with the requirements of any applicable government-wide policy or international agreement.
(ii)
To preserve incentives for private dissemination and development, NSF normally will not restrict, or take
any part of income earned from, copyrighted material except as necessary to comply with the requirements of
any applicable government-wide policy or international agreement.
(iii)
In exceptional circumstances, NSF may restrict or eliminate an awardee’s control of NSF-supported
copyrighted material and of income earned from it, if NSF determines that this would best serve the purposes of
a particular program or grant.
b.

Standard Copyrighted Material Clause

Unless a special clause has been negotiated, each NSF grant that relates to scientific or engineering research
contains as part of the grant terms and conditions, an article implementing the standard copyrighted material
requirements.
c.

Public Access to Copyrighted Material

NSF’s policy on public access to copyrighted material (Public Access Policy) reflects the Foundation’s
commitment to making certain that, to the extent possible, the American public, industry and the scientific
community have access to the results of federally funded scientific research. Pursuant to this policy, awardees
must ensure that articles in peer-reviewed scholarly journals and papers in juried conference proceedings:
•

are deposited in a public access compliant repository (as identified in the Public Access Policy);

•

are available for download, reading, and analysis within 12 months of publication;

•
possess a minimum set of machine-readable metadata elements as described in the Public Access
Policy; and
•

are reported in annual and final reports with a persistent identifier.

Either the final printed version or the final peer-reviewed manuscript is acceptable for deposit. NSF’s Public
Access Policy applies to awards, funded in whole or in part, as a result of proposals submitted, or due, on or
after
January
25,
2016.
NSF’s
Public
Access
Policy
may
be
viewed
at
http://www.nsf.gov/news/special_reports/public_access/index.jsp.
Each NSF grant contains as part of the grant terms and conditions, an article implementing the public access
requirements.

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3.

Special Patent and Copyright Situations

a.

Special Grant Provisions

At the request of the prospective grantee or on recommendation from NSF staff, the NSF Grants and
Agreements Officer, with the concurrence of the cognizant NSF Program Officer, may negotiate special patent
or copyright provisions when he/she determines that exceptional circumstances require restriction or elimination
of the right of a prospective grantee to control principal rights to subject inventions or writings in order to better
achieve the objectives of the program, the National Science Foundation Act, or (in the case of inventions)
Chapter 18 of Title 35 of the USC. Every special copyright or patent provision will allow the grantee, after an
invention has been made or copyrighted material created, to request that it be allowed to retain principal rights
to that invention or material, unless doing so would be inconsistent with an obligation imposed on NSF by
statute, international agreement or pact with other participants in, or supporters of, the research.
b.

Grants Not Primarily for Research

(i)
Grants not primarily intended to support scientific or engineering research generally do not contain
patent or copyrighted material provisions. Examples of such grants are travel, conference and equipment
grants.
(ii)
NSF Fellowships and Traineeships. In accordance with Section 212 of Title 35 of the USC, NSF claims
no rights to inventions made by fellows or trainees. The following provision will be included in each fellowship or
traineeship program solicitation and made part of the grant:
INTELLECTUAL PROPERTY RIGHTS
The National Science Foundation claims no rights to any inventions or writings that might result
from its fellowship or traineeship grants. However, fellows and trainees should be aware that the
NSF, another Federal agency, or some private party may acquire such rights through other
support for particular research. Also, fellows and trainees should note their obligation to include
an Acknowledgment and Disclaimer in any publication.
[END OF PROVISION]
c.

Grants Affected by International Agreements

(i)
Many of the bilateral and multilateral treaties and agreements underlying NSF’s international
cooperative research programs contain provisions on allocation of rights to inventions or writings. These
sometimes require an allocation of rights different from that provided by the standard Copyrighted Material or
Patent Rights clauses. In those cases, the standard clauses will be modified through the addition of the
following to the grant:
“This project is supported under the cooperative program listed below. Your rights in inventions,
writings, and data may be affected.”
The applicable agreement or treaty will be identified immediately beneath that sentence.
(ii)
After an invention is disclosed to the Patent Assistant, the grantee of a grant subject to an international
agreement will be informed as to what rights, if any, it must transfer to foreign participants. Grantees also may
ask the NSF Program Officer for copies of the identified international agreement before or after accepting a
grant.

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4.

Dissemination and Sharing of Research Results

a.
Investigators are expected to promptly prepare and submit for publication, with authorship that
accurately reflects the contributions of those involved, all significant findings from work conducted under NSF
grants. Grantees are expected to permit and encourage such publication by those actually performing that
work, unless a grantee intends to publish or disseminate such findings itself.
b.
Investigators are expected to share with other researchers, at no more than incremental cost and within
a reasonable time, the primary data, samples, physical collections and other supporting materials created or
gathered in the course of work under NSF grants. Grantees are expected to encourage and facilitate such
sharing. Privileged or confidential information should be released only in a form that protects the privacy of
individuals and subjects involved. General adjustments and, where essential, exceptions to this sharing
expectation may be specified by the funding NSF Program or Division/Office for a particular field or discipline to
safeguard the rights of individuals and subjects, the validity of results, or the integrity of collections or to
accommodate the legitimate interest of investigators. A grantee or investigator also may request a particular
adjustment or exception from the cognizant NSF Program Officer.
c.
Investigators and grantees are encouraged to share software and inventions created under the grant or
otherwise make them or their products widely available and usable.
d.
NSF normally allows grantees to retain principal legal rights to intellectual property developed under
NSF grants to provide incentives for development and dissemination of inventions, software and publications
that can enhance their usefulness, accessibility and upkeep. Such incentives do not, however, reduce the
responsibility that investigators and organizations have as members of the scientific and engineering
community, to make results, data and collections available to other researchers.
e.
NSF program management will implement these policies for dissemination and sharing of research
results, in a way appropriate to field and circumstances, through the proposal review process; through award
negotiations and conditions; and through appropriate support and incentives for data cleanup, documentation,
dissemination, storage and the like.
5.

Tangible Property

a.

Background

Some NSF grants support collection or creation of tangible property, such as insects, marine life, drilling core
samples and genetically-altered microorganisms. As used in this section “tangible property” means any
personal property other than equipment (see GPG Chapter II.C.2.g(iii)), and intellectual property.
b.

Legal Rights to Tangible Property

Unless otherwise provided in the grant, all legal rights to tangible property collected or created during NSFassisted research remain with the grantee or investigators as determined by the policies of the organization. As
members of the scientific and engineering community, both grantees and investigators are responsible for
making such tangible property appropriately available to other researchers.

E.

Publication / Distribution of Grant Materials

1.

NSF Policy

NSF advocates and encourages open scientific and engineering communication. NSF expects significant
findings from research it supports to be promptly submitted for publication, with authorship that accurately
reflects the contributions of those involved. Copyrighted material published in peer-reviewed scholarly journals
and papers included in juried conference proceedings must comply with NSF’s Public Access Policy as
implemented in the grant terms and conditions.

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2.

Costs

Cost of documenting, preparing, publishing, disseminating and sharing research findings and supporting
material are allowable charges against the grant. (See AAG Chapter V.A.2.c.)
3.

Responsibilities

Unless otherwise provided in the grant, preparation, content, editing, identification of authorship and submission
for publication of significant research findings are the responsibility of the investigators, consistent with such
policies and procedures as the grantee may prescribe.
4.

Grantee Obligations

a.
Acknowledgement of Support. Unless otherwise provided in the grant, the grantee is responsible for
assuring that an acknowledgment of NSF support is made:
(i)
in any publication (including Web pages) of any material based on or developed under this project, in
the following terms:
"This material is based upon work supported by the National Science Foundation under Grant
No. (NSF grant number)."
(ii)
NSF support also must be orally acknowledged during all news media interviews, including popular
media such as radio, television and news magazines.
b.
Disclaimer. The awardee is responsible for assuring that every publication of material (including World
Wide Web pages) based on or developed under this award, except scientific articles or papers appearing in
scientific, technical or professional journals, contains the following disclaimer:
"Any opinions, findings, and conclusions or recommendations expressed in this material are
those of the author(s) and do not necessarily reflect the views of the National Science
Foundation."
c.
Copies for NSF. The grantee is responsible for assuring that the cognizant NSF Program Officer is
provided access to, either electronically or in paper form, a copy of every publication of material based on or
developed under this award, clearly labeled with the award number and other appropriate identifying
information, promptly after publication.
d.
Compliance with NSF Public Access Policy. The grantee is responsible for ensuring that copyrighted
material published in peer-reviewed scholarly journals and papers in juried conference proceedings are
accessible to the public in accordance with the grant terms and conditions.
e.
Grantees also should note their obligations in regard to copyrights (see AAG Chapter VI.D.2) and their
responsibilities as members of the scientific and engineering community to disseminate and share research
results (see AAG Chapter VI.D.4).

F.

International Considerations

1.

Travel to Foreign Countries

a.

Policy

(i)
Expenses for transportation, lodging, subsistence and related items incurred by project personnel and
by outside consultants employed on the project, (see GPG Chapter II.C.2.g(iv)) who are on travel status on
business related to an NSF-supported project are allowable as prescribed in the governing OMB cost principles.
The requirements for prior approval detailed in the governing OMB cost principles are waived.

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(ii)
Except as provided in the governing OMB cost principles, the difference between economy airfare and a
higher-class airfare is unallowable. A train, bus or other surface carrier may be used in lieu of, or as a
supplement to, air travel at the lowest first-class rate by the transportation facility used. If such travel, however,
could have been performed by air, the allowance will not normally exceed that for jet economy airfare.
(iii)
Support for the foreign travel of an investigator’s dependents is allowable only under the conditions
identified in AAG Chapter V.C.5.
b.

Use of US-Flag Air Carriers

(i)
In accordance with the Fly America Act (49 USC 40118), any air transportation to, from, between, or
within a country other than the US of persons or property, the expense of which will be assisted by NSF funding,
must be performed by or under a code-sharing arrangement with a US-flag air carrier if service provided by such
a carrier is available (see Comptroller General Decision B-240956, dated September 25, 1991). Tickets (or
documentation for electronic tickets) must identify the US flag air carrier’s designator code and flight number.
(ii)

For the purposes of this requirement, US-flag air carrier service is considered available even though:

(a)

comparable or a different kind of service can be provided at less cost by a foreign-flag air carrier;

(b)

foreign-flag air carrier service is preferred by, or is more convenient for, NSF or traveler; or

(c)

service by a foreign-flag air carrier can be paid for in excess foreign currency.

(iii)
The following rules apply unless their application would result in the first or last leg of travel from or to
the US being performed by a foreign-flag air carrier:
(a)
a US-flag air carrier shall be used to destination or, in the absence of direct or through service, to the
farthest interchange point on a usually traveled route.
(b)
if a US-flag air carrier does not serve an origin or interchange point, a foreign-flag air carrier shall be
used only to the nearest interchange point on a usually traveled route to connect with a US flag air carrier.
c.

Use of Foreign-Flag Air Carriers

There are certain circumstances under which use of a foreign-flag air carrier is permissible.
circumstances are outlined below:
(i)

These

Airline "Open Skies" Agreement:

A foreign flag air carrier may be used if the transportation is provided under an air transportation agreement
between the United States and a foreign government, which the Department of Transportation has determined
meets the requirements of the Fly America Act. For information on "open skies" agreements in which the United
States has entered, please refer to the GSA website at: http://www.gsa.gov/portal/content/103191.
Note on US/European Union Open Skies Agreement
In 2007, the US entered into an “Open Skies” Agreement with the European Union (“EU”). This agreement was
modified in June 2010. The current Agreement gives European Community airlines (airlines of Member States)
the right to transport passengers and cargo on flights funded by the US government, when the transportation is
between: (1) any two points outside the United States; or (2) a point in the United States and any point outside
the United States that the EU airline is authorized to serve under the “Open Skies” Agreement.
In 2011, two significant changes were made to the US/EU Open Skies Agreement. First, EU airlines are now
granted the right to transport civilian agency-funded passengers who are NOT eligible to travel on GSA Airline
City Pair Contract fares (e.g., grantees) between a point in the United States and a point outside the United
States even if there is a GSA Airline City Pair Contract fare in effect between the origin and destination points.
An individual, however, who is traveling on a route for which there is a City Pair Contract fare in effect, and who
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is eligible for such a fare (e.g., Federal employee), are required to fly on a US carrier, absent another applicable
exception.
Second, under the amended Agreement, EU airlines are now authorized to transport passengers between
points in the United States and points outside the EU if the EU airline is authorized to serve the route under the
Agreement. This includes flights that originate, arrive, or stop in the EU. Prior to this change, EU airlines were
limited to flying passengers between points in the US and points in the EU.
(ii)

Involuntary Rerouting

Travel on a foreign-flag carrier is permitted if a US-flag air carrier involuntarily reroutes the traveler via a foreignflag air carrier, notwithstanding the availability of alternative US-flag air carrier service.
(iii)

Travel To and From the US on non-European Community Airlines

Use of a non-European Community foreign-flag air carrier is permissible if the airport abroad is:
(a)
the traveler's origin or destination airport, and use of US-flag air carrier service would extend the time in
a travel status by at least 24 hours more than travel by a foreign-flag air carrier; or
(b)
an interchange point, and use of US-flag air carrier service would increase the number of aircraft
changes the traveler must make outside of the US by two or more, would require the traveler to wait four hours
or more to make connections at that point, or would extend the time in a travel status by at least six hours more
than travel by a foreign-flag air carrier.
(iv)

Travel Between Points Outside the US on non-European Community Airlines

Use of a non-European Community foreign-flag air carrier is permissible if:
(a)

travel by a foreign-flag air carrier would eliminate two or more aircraft changes en route;

(b)
travel by a US-flag air carrier would require a connecting time of four hours or more at an overseas
interchange point; or
(c)
the travel is not part of the trip to or from the US, and use of a US-flag air carrier would extend the time
in a travel status by at least six hours more than travel by a foreign-flag air carrier.
(v)

Short Distance Travel.

For all short distance travel, regardless of origin and destination, use of a foreign-flag air carrier is permissible if
the elapsed travel time on a scheduled flight from origin to destination airport by a foreign-flag air carrier is three
hours or less and service by a US-flag air carrier would double the travel time.
2.

Charter Flights

Because of the risk of catastrophic loss, NSF does not encourage the use of charter flights as a means of mass
transportation for groups of scientists and engineers nor does it make arrangements for purchase of charter
flight airline tickets.
3.

Projects in a Foreign Country

a.
For awards that include activities requiring permits from appropriate Federal, state, or local government
authorities, the grantee should obtain any required permits prior to undertaking the proposed activities.
b.
The grantee must comply with the laws and regulations of any foreign country in which research is to be
conducted. Areas of potential concern include: (1) requirements for advance approval to conduct research or
surveys; (2) special arrangements for the participation of foreign scientists and engineers; and (3) special visas
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for persons engaged in research or studies. NSF does not assume responsibility for grantee compliance with
the laws and regulations of the country in which the work is to be conducted.
c.
The grantee also should assure that activities carried on outside the US are coordinated as necessary
with appropriate US and foreign government authorities and that necessary licenses, permits or approvals are
obtained prior to undertaking the proposed activities.
4.

Passports and Visas

NSF assumes no responsibility for securing passports or visas required by any person because of participation
in an NSF-supported project. For restrictions concerning directly charging visa costs to an NSF award, see 2
CFR § 200.463.
It should be noted that some countries that normally do not require visas for tourists do require special visas for
scientists and engineers engaged in research or studies.

G.

Intergovernmental Review of Federal Programs

The Foundation’s regulation on Intergovernmental Review of National Science Foundation Programs and
Activities is published in 45 CFR Part 660.

H.

Handling of Information

1.

Questionnaires: Data Collection Under NSF Grants

a.

Paperwork Control

Under the OMB regulation, Controlling Paperwork Burdens on the Public (5 CFR § 1320), if a grantee obtains
information from ten or more persons by means of identical questions, it is considered to be “sponsored” by NSF
only if:
(i)

the grantee is collecting the information at the specific request of NSF; or

(ii)

the terms of the grant require specific approval by NSF of the collection or its procedures.

If either of these conditions is met, OMB approval of the data collection is generally required and grantees
should obtain the necessary control number from the cognizant NSF Program Officer.
b.

NSF Policy

Data collection activities of NSF grantees are the responsibility of grantees, and NSF support of a project does
not constitute NSF approval of the survey design, questionnaire content or data collection procedures. No
representation may be made to respondents that such data are being collected for, or in association with, NSF
or the government. However, this requirement is not intended to preclude mention of NSF support of the project
in response to an inquiry or acknowledgment of such support in any publication of this data (see AAG Chapter
VI.E.4).
2.

Release of Information by NSF

a.

Press Releases

Grants for projects which appear to be of special interest to the general public may be made the subject of an
NSF or joint NSF/grantee organization press release to the news media. (See AAG Chapter V.C.2.)
b.

Open Government Legislation

(i)
Pursuant to the Freedom of Information Act (FOIA) (5 USC § 552), NSF will provide agency records,
with certain exceptions, if the request is in writing, includes the requester's name and mailing address, is clearly
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identified as a FOIA request, and describes the records sought with sufficient specificity to permit identification.
The requester also must agree to pay fees that are chargeable under the NSF regulations. Detailed procedures
are contained in 45 CFR § 612. Further information is available at: http://www.nsf.gov/policies/foia.jsp.
(ii)
The Government in the Sunshine Act (5 USC § 552b) requires that all meetings of the National Science
Board be open to public observation unless the subject falls within one of ten exemptions. NSF's Sunshine Act
regulations are contained in 45 CFR § 614. The Sunshine Act and the FOIA cited above, may require NSF to
release to the public information, correspondence and documents received by NSF from grantees, unless they
fall within the Acts' limited exceptions.
c.

Release of Project Reports

NSF expects significant findings from research it supports to be promptly submitted for publication. To the
extent permitted by law, NSF will honor requests from grantees that release of Annual and Final Project Reports
be delayed to permit orderly dissemination of significant findings through refereed channels. Unless such a
request is received or material is marked as proprietary, such reports may be made available to others without
notice to the grantee. Information, the disclosure of which might invade personal privacy, will be redacted
before release.

I.

Tax Status

Determination of the tax status of an organization or person receiving compensation in any form as a result of
an NSF grant is the responsibility of the IRS, State and local tax authorities and the courts.

J.

Protection of Properties in the National Register of Historic Places

NSF is required by 16 USC §470f to take into account the effect of grant activities on properties included in the
National Register of Historic Places. Occasionally, an NSF grant may involve activities that require mitigation or
other actions under the National Historic Preservation Act and implementing regulations of the Advisory Council
on Historic Preservation (36 CFR §800). In such cases, as deemed appropriate by NSF, conditions executing
the goals of the National Historic Preservation Act may be included in the grant and grantees or prospective
grantees may be required to coordinate with State or local historical preservation officers.

K.

Environmental Compliance

Prior to making an award, NSF considers the anticipated environmental impacts associated with the activities
described in the proposal. The assessment of environmental impacts is based, in part, on information provided
by the Institution/Organization. If, while performing the work required by the award, the awardee learns of any
potential or actual unanticipated environmental impacts, the awardee shall immediately notify NSF of such
impacts. The awardee also shall cease all work anticipated to cause or causing such unanticipated
environmental impacts until NSF has had a reasonable opportunity to assess the situation, comply with all
relevant environmental laws, and provide further direction to the awardee.

L.

National Security

NSF awards are intended for unclassified, publicly releasable research. The awardee will not be granted
access to classified information. NSF does not expect that the results of the research project will involve
classified information.
If, however, in conducting the activities supported under an award, the PI is concerned that any of the research
results involve potentially classifiable information that may warrant Government restrictions on the dissemination
of the results, the PI should promptly notify the cognizant NSF Program Officer.

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M.

Miscellaneous

1.

Liabilities and Losses

NSF cannot assume any liability for accidents, bodily injury, illness, breach of contract, any other damages or
loss, or any claims arising out of any activities undertaken pursuant to the grant, whether with respect to
persons or property of the grantee or third parties. The grantee institution is advised to insure or otherwise
protect itself or others, as it may deem desirable.
2.

Pre-College Students and Experimental Curriculum Development Projects

As required by 42 USC §1869 a and b, grantees of projects which involve pre-college students in research or
development, or pilot-testing, evaluation or revision of, experimental or innovative curriculum development
projects will:
a.
provide to the school board, or comparable authority responsible for the schools considering
participation in the project, information concerning the need for and purposes of, the particular education project,
the proposed content of the material to be used, the expected benefits to be derived and other information to
assist the jurisdiction in arriving at a decision on participation;
b.
obtain written approval for participation in the project activities after the responsible authority has carried
out its procedures;
c.
provide information and materials to the responsible school authority to assist it in carrying out its own
established procedures regarding the participation of students in project activities;
d.

provide information to NSF describing compliance with the above provisions; and

e.
provide in every publication, testing or distribution agreement involving instructional material developed
under a grant (including but not limited to teacher’s manuals, textbooks, films, tapes or other supplementary
material) that such material will be made available within the school district using such material, for inspection
by parents or guardians of children engaged in educational programs or projects of that school district.
3.

Use of Metric Measurements

The Metric Conversion Act of 1975 (15 USC § § 205a-k) and E.O. 12770 (3 CFR, § 1991 comp.) encourage
Federal agencies to use the Metric System in procurement, grants and other business-related activities. The
NSF grant will contain a provision encouraging PI/PDs to submit project reports, final reports, other reports and
publications produced under grants that employ the metric system of measurements.

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Chapter VII:

Grant Administration Disputes and Misconduct

A.

Suspension and Termination Procedures

1.

Definitions

a.
SUSPENSION means an action by NSF that temporarily withholds Federal support of a project pending
corrective action by the grantee or a decision by NSF to terminate the grant.
b.
TERMINATION means the ending of the NSF award, in whole or in part at any time prior to the planned
end of the period of performance.
2.

Suspension and Termination

a.

NSF Policy

(i)

A grant may be suspended or terminated in whole or in part in any of the following situations by:

(a)

NSF when the grantee fails to comply with the terms and conditions of the grant;

(b)

NSF when the Foundation has cause;

(c)

NSF when ordered by the Deputy Director under NSF’s Regulation on Research Misconduct (45 CFR §
689);

(d)

mutual agreement of NSF and the grantee; or

(e)

the grantee on written notice to NSF setting forth the reasons for such action, the effective date, and, in
the case of partial termination, the portion to be terminated or suspended (with the understanding that if
NSF determines that the unterminated portion will not accomplish the purposes of the grant it may
suspend or terminate the entire grant).

(ii)
Normally, action by NSF to suspend or terminate a grant will be taken only after the grantee has been
informed by NSF of the proposed action, or informed of any deficiency on its part and given an opportunity to
correct it. NSF, however, may immediately suspend or terminate a grant without notice when it believes such
action is reasonable to protect the interests of the government.
(iii)
No costs incurred during a suspension period or after the effective date of a termination will be
allowable, except those costs which, in the opinion of NSF, the grantee could not reasonably avoid or eliminate,
or which were otherwise authorized by the suspension or termination notice, provided such costs would
otherwise be allowable under the terms of the grant and the governing cost principles.
(iv)
Within 30 days of the termination date the grantee will furnish a summary of progress under the grant
and an itemized accounting of costs incurred prior to the termination date or pursuant to (iii) above. Final
allowable costs under a termination settlement shall be in accordance with the terms of the grant, including this
section, and the governing cost principles, giving due consideration to the progress under the grant. In no event
will the total of NSF payments under a terminated grant exceed the grant amount or the NSF pro rata share
when cost sharing was anticipated, whichever is less.
(v)
A notice of termination other than by mutual agreement and/or the final settlement amount may be
subject to review pursuant to AAG Chapter VII.B.
(vi)
NSF will report award terminations to the OMB-designated integrity and performance system in
accordance with Federal regulation, but only after the grantee has had an opportunity to exhaust the review
procedures contained in AAG Chapter VII.B.

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b.

Procedures for Suspension or Termination by NSF

(i)
When it is believed that a grantee has failed to comply with one or more of the terms and conditions of a
grant, the NSF Grants and Agreements Officer will normally advise the grantee in writing of the nature of the
problem and that failure to correct the deficiency may result in suspension or termination of the grant. The
grantee will be requested to respond in writing within 30 calendar days of the date of such letter, describing the
action taken or the plan designed to correct the deficiency. Copies of such correspondence will be furnished to
the PI/PD and to the cognizant NSF Program Officer. NSF, however, may immediately suspend or terminate a
grant without notice when it believes such action is reasonable to protect the interests of the government.
(ii)
If a satisfactory response is not received within the above period, the NSF Grants and Agreements
Officer may issue a notice immediately suspending authority to further obligate grant funds, in whole or in part.
Notice of suspension is sent to the Authorized Organizational Representative, with a copy to the PI/PD. Within
NSF, copies are furnished to the NSF Division of Financial Management and to the cognizant NSF Program
Officer. The notice will set forth the terms of the suspension and its effective date.
(iii)
Normally, the suspension will remain in effect for a maximum of 60 days to allow the grantee to take
corrective action. In the event that the deficiency is not corrected to the satisfaction of NSF, the NSF Grants
and Agreements Officer may issue a notice of termination, addressed as in b., above. The notice will set forth
the reasons for the action and its effective date.
(iv)
The remedies described in AAG Chapter VII.B do not preclude a grantee being subject to debarment
and suspension under the OMB Guidelines to Agencies on Government-wide Debarment and Suspension
(Nonprocurement) published at 2 CFR § 180 and NSF's Implementation of the OMB Guidelines, located at 2
CFR Chapter XXV.
(v)

Suspension or termination due to research misconduct will be imposed as provided in that regulation.

3.

Termination by Mutual Agreement

a.

NSF Policy

Circumstances may arise in which either NSF or the grantee wishes to terminate a project. If both parties agree
that continuation of the project would not produce results commensurate with the further expenditure of funds, or
if there arises any other reason, the grant may be terminated by mutual agreement.
b.

Procedures

(i)
If the grantee wishes to terminate the project, the Authorized Organizational Representative should
advise the NSF Grants and Agreements Officer in writing and send a copy to the cognizant NSF Program
Officer.
(ii)
If NSF wishes to terminate the project, the NSF Grants and Agreements Officer will advise the grantee’s
Authorized Organizational Representative in writing and send copies to the PI/PD and the cognizant NSF
Program Officer.
(iii)
Within 30 days after receipt of request from either party for termination by mutual agreement, the other
party will provide an appropriate written response. In the event of disagreement between the parties, the NSF
Grants and Agreements Officer will make a final decision, subject to the review procedures prescribed by AAG
Chapter VII.B.
(iv)

Following termination, grant closeout procedures will be initiated.

4.

NSF Suspension or Termination Review Procedure

Grantees should refer to AAG Chapter VII.B.3 for procedures to request review of a suspension or termination
notice. Pending resolution of the request for review, a notice of termination shall remain in effect.
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B.

Informal Resolution of Grant Administration Disputes

1.

Background

Consistent with the Recommendation on Grant Disputes by the Administrative Conference of the US, and with
the intent of the provisions of Alternative Dispute Resolution, the Foundation provides the informal resolution
processes described below concerning disputes or disagreements that may arise over Grants and Agreements
Officer post-award decisions under an NSF grant.
2.

Scope of Post-Award Disputes Covered

The disputes below are covered under the process described in AAG Chapter VII.B.3:
a.

cost disallowances pursuant to a Grants and Agreements Officer’s decision (e.g., specific disallowances
under an individual grant or as a result of an audit report);

b.

termination orders; and

c.

the final settlement amount under a termination.

3.

Procedures

a.
The grantee should submit a certified letter addressed to both the Division Director, Division of Grants
and Agreements (DGA) and the Division Director, Division of Acquisition and Cooperative Support (DACS),
National Science Foundation, 4201 Wilson Boulevard, Arlington, VA 22230. This letter must specify the
grantee’s disagreement or dispute and identify the NSF Grants and Agreements Officer’s decision in question,
giving reasons for the request for review and providing any other material pertinent to the request. NSF will
determine the appropriate Division to respond to the dispute.
b.
The certified letter to the Division Directors, DGA and DACS, must be postmarked no later than 30 days
after the date of the NSF letter notifying the grantee of the decision in question. The time for filing a request for
review is strictly enforced and no extensions will be granted.
c.
The request for review need not follow a prescribed format; however, it must contain a full statement of
the grantee’s position with respect to the disputed matter and the facts and rationale that support the grantee’s
position. Dispute requests will be reviewed if the grantee:
•
•
•

submits new information (which was unavailable at the time of the original decision);
identifies an error in fact or application of NSF policy in the original decision; or
improper procedures were followed in the original decision.

d.
The Division Director, DGA or DACS, will review or designate one or more individuals to review the
matter. One reviewing official will be at least at a management level equivalent to the official who made the
decision that is being reviewed. In no case, will the review be conducted by any individual involved with the
original decision or involved in recommending and/or monitoring the programmatic aspects of the project, or
responsible for negotiating and/or administering its business or financial aspects.
e.
The designated individual(s) will review and consider all relevant information available. A report which
identifies the conclusion and recommendation will be completed, and in disputes covered under:
(i)
AAG Chapter VII.B.2.a and AAG Chapter VII.B.2.b, the report will be completed within 30 days and
forwarded to the Director, DGA or DACS or their designee for a final and unappealable written decision for the
agency. The Director, DGA or DACS or their designee will communicate the decision in writing to the grantee,
normally within 15 days of receipt of the report, unless otherwise specified by NSF.
(ii)
AAG Chapter VII.B.2.c, the report will be completed within 90 days and forwarded to the NSF Deputy
Director or his/her designee. The NSF Deputy Director or his/her designee will make the final and unappealable
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decision for the agency and will communicate the decision in writing to the grantee within 15 days of receipt of
the report unless otherwise specified by NSF.

C.

Research Misconduct

RESEARCH MISCONDUCT means fabrication, falsification, or plagiarism in proposing or performing research
funded by NSF, reviewing research proposals submitted to NSF, or in reporting research results funded by NSF.
1.

NSF Policies and Responsibilities

a.
The NSF will take appropriate action against individuals or organizations upon a determination that
misconduct has occurred. It may also take interim action during an investigation. Possible actions include
sending a letter of reprimand to the individual or organization, requiring prior NSF approval of particular activities
by an individual or organization, requiring special assurances of compliance with particular policies, restricting
designated activities or expenditures under particular grants, suspending or terminating grants, debarring or
suspending an individual or organization and prohibiting participation by an individual as an NSF reviewer,
advisor or consultant.
b.
NSF will find misconduct only after careful inquiry and investigation by a grantee organization, by
another Federal agency or by NSF. An “inquiry” consists of preliminary information-gathering and preliminary
fact-finding to determine whether an allegation or apparent instance of misconduct has substance. An
investigation must be undertaken if the inquiry determines the allegation or apparent instance of misconduct has
substance. An “investigation” is a formal development, examination, and evaluation of a factual record to
determine whether misconduct has taken place or, if misconduct has already been confirmed, to assess its
extent and consequences or determine appropriate action.
c.
Before NSF makes any final finding of misconduct or takes any final action on such a finding, NSF will
normally afford the accused individual or organization notice, a chance to provide comments and rebuttal and a
chance to appeal. In structuring procedures in individual cases, NSF may take into account procedures already
followed by other entities investigating or adjudicating the same allegation of misconduct.
d.
Debarment or suspension for misconduct will be imposed only after further procedures described in
applicable debarment and suspension regulations (2 CFR § 180 and 2 CFR Chapter XXV).
e.
The Office of Inspector General oversees investigations of research misconduct and conducts any NSF
inquiries and investigations into suspected or alleged research misconduct.
f.

The Deputy Director adjudicates research misconduct proceedings and the Director decides appeals.

g.
After receiving an investigation report, the subject’s rebuttal and recommendations of the OIG, the NSF
Deputy Director may initiate further investigation or hearings or order interim or final actions. A written
disposition specifying actions to be taken will be sent to affected individuals or organizations and will include
instructions on how to pursue an appeal to the Director of the Foundation.
2

Role of Grantees

a.
Grantees bear primary responsibility for prevention and detection of misconduct. In most instances,
NSF will rely on grantees to promptly:
(i)

initiate an inquiry into any suspected or alleged misconduct;

(ii)

conduct a subsequent investigation, if the inquiry finds substance;

(iii)

take action necessary to ensure the integrity of research, the rights and interests of research subjects
and the public and the observance of legal requirements or responsibilities; and

(iv)

provide appropriate safeguards for subjects of allegations as well as informants.

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b.

If a grantee wishes NSF to defer independent inquiry or investigation, it should:

(i)
(ii)

inform NSF immediately if an initial inquiry finds substance;
keep NSF informed during such an investigation;

(iii)

notify NSF even before deciding to initiate an investigation or as required during an investigation:

(a)

if there is reasonable indication of possible violations of civil or criminal law;

(b)

if public health or safety are at risk;

(c)

if NSF’s resources, reputation, or other interests need protecting;

(d)

if Federal action may be needed to protect the interests of a subject of the investigation or of others
potentially affected;

(e)

if the research community or the public should be informed; or

(f)

if research activities should be suspended.

(iv)

provide NSF with the final report from any investigation.

c.
If a grantee wishes NSF to defer independent inquiry or investigation, it should complete any inquiry and
decide whether an investigation is warranted within 90 days. It should similarly complete any investigation and
reach a disposition within 180 days. If completion of an inquiry or investigation is delayed, but the grantee
wishes NSF deferral to continue, NSF may require submission of periodic status reports.
d.
Grantees should maintain and effectively communicate to their staffs appropriate policies and
procedures relating to misconduct, which should indicate when NSF must or should be notified.
e.
Online research ethics training is available through the Department of Health and Human Services,
Office of Research Integrity at http://ori.hhs.gov/education/products/rcr_misconduct.shtml.
3.

Reporting Possible Misconduct

Possible misconduct in activities funded by NSF should be reported to the Office of Inspector General, National
Science Foundation, 4201 Wilson Boulevard, Arlington, VA 22230, (703) 292-7100 or (800) 428-2189 or via email at [email protected].

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Subject Index
AAG SECTION

A
Absence of Principal Investigator/Project Director or co-PI/co-PD ........................................... II.B.2
Acceptance of Assistance Agreements ......................................................................................... I.A
Acknowledgment and Disclaimer ............................................................................................. VI.E.4
Acquisition Cost of Equipment ..................................................................................................... V.B
Additional Funding Support ......................................................................................I.E, V.A.2, V.D.2
Administrative & Clerical Salaries & Wages.............................................................................. V.B.2
Advance Payments ............................................................................................................. III.C, III.D
Age Discrimination of 1975 ...................................................................................................... VI.A.5
Alcoholic Beverages ...................................................................................... see GPG II.C.2.g(xii)
Allowability of Costs ........................................................................................................... Chapter V
Alterations and Rearrangements .................................................................. V.C.1, VI.C, Exhibit II-1
Animal Welfare ......................................................................................................................... VI.B.3
Annual Project Report ........................................................................................ I.E.3, II.D.1, VI.H.2c
Anti-discrimination Statutes ......................................................................................................... VI.A
Appeals.............................................................................................................................Chapter VII
Applicable Credits .........................................................................................................III.D.4, III.D.5
Approvals, Requests for NSF ............................................................................................ Exhibit II-1
Audits .......................................................................................................................................... II.E
Award Cash Management Service .................................................................................... Chapter III
Award Conditions .......................................................................................................................... I.C
Award Instrument .......................................................................................................................... I.B

B
Bayh-Dole Act .......................................................................................................................... VI.D.1
Bonding and Insurance ............................................................................................................ VI.C.2
Budget Changes ..................................................................................................... V.D.2, Exhibit II-1
Business Officer ....................................................................................................................... III.B.2

C
Cash
Advances ................................................................................................................ III.C, III.D
Contributions ................................................................................................................... II.D
Refunds .......................................................................................................................... III.D
Reports ........................................................................................................................... III.E
Changes
Grantee Notifications to and Requests for
Approval from the National Science Foundation ........................................... Exhibit II-1
Grant Budget ............................................................................................. Exhibit II-1, V.D.2
Grant Periods ................................................................................................................ I.D.3
Project Direction or Management.................................................................................... II.B
Objectives, Scope, or Methods/Procedures ................................................................. II.B.1
Principal Investigator/Project Director .......................................................................... II.B.2
Charter Flights .......................................................................................................................... VI.F.2
Civil Rights Act of 1964 (Title VI) ............................................................................................. VI.A.2
Classified Research .................................................................................................................... VI.L
Clerical (Administrative & Clerical Salaries & Wages) .............................................................. V.B.2
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Closeout ......................................................................................................................... II.D.5, III.E.2
Coffee Breaks and Meals ......................................................................... see GPG II.C.2.g(xii)(b)
Commercial Firms ................................................................................................................. IV.D.1.b
Compensation for Personal Services ........................................................................................ V.B.1
Compliance, Environmental ........................................................................................................ VI.K
Conflict of Interest Policies .......................................................................................................... IV.A
Conflicting Guidelines ............................................................................................................. V.A.1.c
Construction, Rearrangements and Alterations .......................................................................... VI.C
Consultant Services .................................................................................................................. V.B.2
Continuing Grant ........................................................................................................................ I.E.3
Contracts under Grants (Subawards) ....................................................................................... II.B.3
Contributions ................................................................................................................................ II.D
Cooperative Agreements............................................................................................................... I.C
Copyright .................................................................................................................................. VI.D.2
Copyrightable Material Clause .............................................................................................. VI.D.2.b
Cost Principles ................................................................................................................... Chapter V
Cost Sharing ................................................................................................................................. II.C
Costs, Visas............................................................................................................................... V.C.4
Credits ......................................................................................................................................... III.D
Curriculum Development Projects ........................................................................................... VI.M.2

D
Data Collection ......................................................................................................................... VI.H.1
Data Rights ................................................................................................................... VI.D.2, VI.D.4
Davis-Bacon Act ....................................................................................................................... VI.C.1
Debarment and Suspension ....................................................................................... VII.A, VII.C.1.d
Delays ...................................................................................................................................... II.B.1c
Delinquent Reports .................................................................................................................... II.D.4
Dependents Travel Costs .......................................................................................................... V.C.5
Direct Costs .......................................................................................................................... V.B, V.C
Disability Regulations .................................................................................................................. VI.A
Disbursements ................................................................................................................. III.B.4, III.E
Disclaimer ................................................................................................................................. VI.E.4
Discrimination .............................................................................................................................. VI.A
Disputes Resolution ................................................................................................................... VII.B
Dissemination of Research Results ................................................................. VI.D.4, VI.E, VI.H.2.c
Distribution of Grant Materials ..................................................................................................... VI.E
DNA Guidelines ........................................................................................................................ VI.B.2
Documentation Costs ................................................................................................. V.A.2.c, VI.E.2

E
Education Amendments of 1972 (Title IX) ............................................................................... VI.A.4
Effective Date .............................................................................................................. see Start Date
Electronic Submission - Financial ................................................................................. III.C.6, III.E.1
End Date...................................................................................................................... I.D.1.b, I.E.3.b
Environmental Compliance ......................................................................................................... VI.K
Equal Employment Opportunity................................................................................... VI.A1b, VI.A.6
Equipment
Acquisition ...................................................................................................................... IV.D
Allowability of Costs ..................................................................................................... V.B.2
Commercial Organizations ....................................................................................... IV.D.1.b
Conditions for Acquisition and Use ............................................................................. IV.D.2
General Purpose ...................................................................................................... IV.D.2.b
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Government-Owned ............................................................................ IV.D.3, IV.D.4, IV.D.5
Nonprofit Organizations............................................................................................ IV.D.1.a
Rental or Lease ............................................................................................................ V.C.3
Shared Use .............................................................................................................. IV.D.2.d
Title .................................................................................................... IV.D.1, IV.D.2g ,IV.D.4
Transfer ...................................................................................................... II.B.2.h, IV.D.2.g
Erroneous Payments ................................................................................................................ III.D.2
Excess Government Personal Property ................................................................................... IV.D.5
Expenditures
Allowability of Costs .............................................................................................. Chapter V
Grantee Responsibility ................................................................................................. II.A.1
Reports ........................................................................................................................... III.E
Outlays ........................................................................................................................ III.B.9
Experimental Curriculum ......................................................................................................... VI.M.2
Expiration Date ............................................................................................................. see End Date
Extension of Grant Period ....................................................................................................... I.D.3.c

F
Facilities Capital Cost of Money ........................................................................................ V.D.1.b(iii)
Federal Assistance Award Data System ..................................................................................... VI.G
Federal Cost Principles ................................................................................................................ V.A
Federal Financial Reports .................................................................................................... II.D, III.E
Fee Payments .............................................................................................................................. V.E
Fellowships ............................................................................................................... V.D.1b, VI.D.3.b
Final Disbursement Reporting .................................................................................................. III.E.2
Final Project Report .......................................................................................... II.D.2, II.E.3, VI.H.2.c
Final Technical Information Items ............................................................................................. II.D.3
Financial Disclosure .................................................................................................................... IV.A
Financial Management System Standards ........................................................................ III.A, IV.C
Fiscal Reports ............................................................................................................................. III.E
Fixed Amount Award ............................................................................................ I.C.2.b(iii), V.D.1.a
Foreign Projects .................................................. VI.B.3.b, VI.B.4, VI.D.1, VI.D.2.b, VI.D.3.c, VI.F.3
Foreign Travel ............................................................................................................................. VI.F
Foreign-Flag Air Carriers ............................................................................................................. VI.F
Freedom of Information Act ................................................................................................... VI.H.2.b
Fringe Benefits ....................................................................................................................... V.B.1.b
Funds
Allowability of Costs/Expenditures ........................................................................ Chapter V
Payment of ..................................................................................................................... III.C
Residual......................................................................................................................... I.E.2
Safeguarding ............................................................................................................... III.C.2
Transfer of .......................................................................................................... II.B.3, II.C.2
Withholding .................................................................................................................. III.C.2

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G
General Purpose Equipment ................................................................................................. IV.D.2.b
Government-Owned Equipment ................................................................................... IV.D.4, IV.D.5
Grant
Changes .......................................................................................................................... II.B
Closeout ....................................................................................................................... II.D.5
Conditions, General and Standard ................................................................................... I.C
Disputes Resolution ...................................................................................................... VII.B
Financial Reporting ........................................................................................................ III.E
Financial Disclosure ....................................................................................................... IV.A
International Travel ......................................................................................................... VI.F
Instrument, Defined .......................................................................................................... I.B
Periods ............................................................................................................................. I.D
Renewal......................................................................................................................... I.E.2
Suspension .................................................................................................................... VII.A
Termination ................................................................................................................... VII.A
Transfer .................................................................................................. II.B.2.h, Exhibit II-1
Grantee
Definition...................................................................................................................... III.B.6
Prior Approvals ..................................................................................................... Exhibit II-1
Share ............................................................................................................................... II.C
Standards ............................................................................................................. Chapter IV

H
Human Subjects ...........................................................................................................VI.B.1, VI.M.2

I
Income ....................................................................................................................... III.D.4, VI.D.2.a
Indirect Costs................................................................................................................................ V.D
Informal Resolution of Grant Administration Disputes ............................................................... VII.B
Information Release ................................................................................................................. VI.H.2
In-Kind Contributions .................................................................................................................... II.D
Inspector General, Office of ....................................................................................................... VII.C
Instrumentation and Facilities Guidelines ................................................................................ IV.D.3
Insurance .................................................................................................................................. VI.C.2
Intangible Property ...................................................................................................................... VI.D
Intellectual Property..................................................................................................................... VI.D
Interest ..................................................................................................................................... III.D.3
Intergovernmental Review of Federal Programs .................................................................... VI.G
International
Agreements ................................................................................................................. VI.F.3
Charter Flights ............................................................................................................. VI.F.2
Copyright ...................................................................................................... VI.D.2.b, VI.D.3
Patents ...................................................................................................... VI.D.1.b, VI.D.3.c
Projects............................................................... VI.B.3.b, VI.D.1, VI.D.2.b, VI.D.3.c, VI.F.3
Travel.............................................................................................................................. VI.F
Travel Grants ........................................................................................................... I.C.2.b(i)
Intra-University Consulting ........................................................................................................ V.B.2
Inventions and Patents ............................................................................................................. VI.D.1
Investigator Financial Disclosure................................................................................................. IV.A

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L
Leased Facilities and Equipment .............................................................................................. V.C.3
Leave, Sabbatical ................................................................................................................... V.B.1.a
Liabilities and Losses .............................................................................................................. VI.M.1
License Rights .......................................................................................................................... VI.D.1
Limited English Proficiency (LEP) ............................................................................................ VI.A.7
Long-Term Absence of PI/PD ................................................................................................. II.B.2d
Living Organisms ......................................................................................................................... VI.B

M
“March-in” Rights ................................................................................................................... VI.D.1.c
Maximum Obligation of NSF .................................................................................................. V.A.2.a
Meals and Coffee Breaks ............................................................................................ V.B.8.b, V.C.5
Meetings and Conferences ....................................................................................................... V.C.5
Merit Review ............................................................................................................................... I.E.4
Methods/Procedures, Changes in .......................................................................................... II.B.1.b
Metric Measurements .............................................................................................................. VI.M.3
Misconduct in Science ................................................................................................................ VII.C

N
National Register of Historic Places ............................................................................................. VI.J
National Science Board ............................................................................................. VI.D.1.b, VI.H.2
National Science Foundation
Act ................................................................................................................... VI.C.2, VI.D.1
Approvals ............................................................................................................. Exhibit II-1
National Security ......................................................................................................................... VI.L
News Release ............................................................................................................ V.C.2, VI.H.2.a
No-Cost Extension ................................................................................................................... I.D.3c
Non-Discrimination Statutes ........................................................................................................ VI.A
Non-profit Organization .............................................................................................. VI.A.1, VI.D.1c
Notifications to NSF ........................................................................................................... Exhibit II-1

O
Objectives, Changes in ............................................................................................................. II.B.1
Obligations................................................................................................................................ III.B.7
Off-Campus (Off Site) Activities ............................................................................................. V.D.1.a
Office of Inspector General (NSF) .............................................................................................. VII.C
Open Government Legislation .............................................................................................. VI.H.2.b
Outlays ..................................................................................................................................... III.B.4
Overhead ...................................................................................................................................... V.D

P
Participants Support Costs ..................................................................................................... V.D.1.b
Passports and Visas ................................................................................................................. VI.F.4
Patent Rights Clause ............................................................................................................. VI.D.1.c
Patents and Inventions ............................................................................................................. VI.D.1
Payments.......................................................................................................................... III.B.8, III.C
Permits ..................................................................................................................................... VI.B.4
Person Months .......................................................................................................................... II.B.2
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PI/PD
Change in Person-Months............................................................................................ II.B.2
Compensation ........................................................................................................... V.B.1.a
Long-Term Absence .................................................................................................. II.B.2.d
Short-Term Absence .................................................................................................. II.B.2.c
Substitute .................................................................................................................. II.B.2.g
Transfer to Another Institution ................................................................................... II.B.2.h
Withdrawal .................................................................................................................. II.B.2.f
Post-Expiration Costs ............................................................................................................. V.A.2.c
Pre-Award Costs .................................................................................................................... V.A.2.b
Pre-College Students .............................................................................................................. VI.M.2
Preservation of Historic Places .................................................................................................... VI.J
Press Releases .......................................................................................................... V.C.2, VI.H.2.a
Principles, Federal Cost ............................................................................................................ V.A.1
Prior NSF Approval ............................................................................................. V.A.3.b, Exhibit II-1
Procurement Standards .............................................................................................................. IV.E
Program Income ....................................................................................................................... III.D.4
Project Reports ............................................................................................................................. II.D
Project Income ......................................................................................................................... III.D.4
Project Performance..................................................................................................................... II.A
Property
Acquisition ................................................................................................................... IV.D.2
Copyright and Publication .................................................................................. VI.D.2, VI.E
Data and Software ....................................................................................................... VI.D.4
Equipment ............................................................................................. IV.D.1, V.B.2, V.B.5
Excess Government Personal Property ...................................................................... IV.D.5
Intellectual ...................................................................................................................... VI.D
Inventions and Patents ................................................................................................ VI.D.1
Management Standards ................................................................................................. IV.D
Materials and Supplies ............................................................................. IV.D, V.B.3, V.C.5
Protection of Historic Places ........................................................................................... VI.J
Title ................................................................................................ IV.D, IV.D.1, IV.D.4, VI.D
Proprietary Information .......................................................................................................... VI.H.2.c
Provisional Rate ........................................................................................................................ V.D.1
Public Access Policy ................................................................................................. VI.E.1, VI.E.4.d
Publication ........................................................................................................ VI.D.3, VI.E, VI.H.2.c

Q
Questionnaires ......................................................................................................................... VI.H.1

R
Rearrangements and Alterations................................................................... V.C.1, VI.C, Exhibit II-1
Rebudgeting ........................................................................................................... V.A.3, Exhibit II-1
Recombinant DNA .................................................................................................................... VI.B.2
Records Retention ........................................................................................................................ II.E
Refunds to NSF ........................................................................................................................... III.D
Rehabilitation Act of 1973 ........................................................................................................ VI.A.3
Reimbursements ...................................................................................................................... III.C.4
Release of Information ............................................................................................................. VI.H.2
Relocation Costs ....................................................................................................................... V.C.4
Renewed Support ....................................................................................................................... I.E.2
Rearrangements ............................................................................................................... V.C.1, VI.C
Rental or Lease of Facilities/Equipment.................................................................................... V.C.3
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Reporting Requirements ......................................................................................... II.D, III.E, VII.C.3
Reports
Annual Project ............................................................................................... II.D.1, VI.H.2.c
Cost Sharing ................................................................................................................. II.C.3
Final Disbursement Reporting ..................................................................................... III.E.2
Final Project .................................................................................................. II.D.2, VI.H.2.c
Project Outcomes Report for the General Public ......................................................... II.D.3
Technical Information Items ............................................................................................ II.D
Request for Advance or Reimbursement ................................................................. III.C, Exhibit II-1
Residual Funds .......................................................................................................................... I.E.2
Resolution of Grant Administration Disputes ............................................................................. VII.B
Responsible Conduct of Research .............................................................................................. IV.B
Revocation.................................................................................................................................. VII.A
Rights in Data and Software..................................................................................................... VI.D.4
Royalties under Grants ................................................................................................................ VI.D

S
Sabbatical Leave .................................................................................................................... V.B.1.a
Salaries and Wages ....................................................................................................... V.B.1, V.B.2
Scope, Change in ...................................................................................................................... II.B.1
Security, National ........................................................................................................................ VI.L
Seismic Safety .......................................................................................................................... VI.C.3
Sex Discrimination .................................................................................................................... VI.A.4
Shared Use of Equipment ........................................................................................................ IV.D.2
Sharing Research Results ............................................................................................... VI.D.4, VI.E
Short-Term Absence of PI/PD ................................................................................................. II.B.2.c
Significant Change, Delay or Event of Unusual Interest ......................................................... II.B.1.c
Site Visits ................................................................................................................................... II.A.1
Small Business .......................................................................................................... IV.D.1.b, VI.D.1
Software Rights ........................................................................................................................ VI.D.4
Staff Benefits .......................................................................................................................... V.B.1.b
Standards
Financial Management Systems ........................................................................... III.A, IV.C
Grantee ................................................................................................................ Chapter IV
Procurement ................................................................................................................... IV.E
Property Management .................................................................................................... IV.D
Standard Grant ........................................................................................................................... I.E.2
Start Date ............................................................................................................................... I.D.1.a
Subawards................................................................................. II.B.3, III.C.2.b, VI.D.1.c, Exhibit II-1
Substitute Principal Investigator/Project Director ................................................................... II.B.2.g
Summer Salaries .................................................................................................................... V.B.1.a
Sunshine Act ......................................................................................................................... VI.H.2.b
Supplemental Support ..................................................................................................... I.E.4, V.D.1
Supplies ....................................................................................................................................... IV.D
Suspension of Award ................................................................................................................. VII.A

T
Tangible Property ..................................................................................................................... VI.D.5
Tax Status .................................................................................................................................... VI.I
Technical Reporting Requirements .............................................................................................. II.D
Termination of Award ................................................................................................................. VII.A
Title
Equipment ................................................................................................................... IV.D.1
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Patents and Inventions ............................................................................................. VI.D.1.c
Supplies and Materials ................................................................................................... IV.D
Tangible Property ..................................................................................................... VI.D.5.b
Transfer of
Equipment ..................................................................................................... II.B.2.g, IV.D.2
Grant....................................................................................................... II.B.2.g, Exhibit II-1
Funds....................................................................................................... II.B.2.g, II.B.3, II.C
Principal Investigator/Project Director .......................................................................... II.B.2
Project Effort ................................................................................................................. II.B.3

U
Underrecovery of Indirect Costs ................................................................................................... V.D
Unliquidated Obligations ........................................................................................................ III.B.10
Unobligated Balance ................................................................................................... III.B.11, III.D.1
Unused Award Funds ............................................................................................................... III.D.1
US-Flag Air Carriers .............................................................................................................. VI.F.1.b

V
Vertebrate Animals ................................................................................................................... VI.B.4
Visas .............................................................................................................................. V.C.4, VI.F.4

W
Wages ............................................................................................................................ V.B.1, V.B.2
Wildlife Research ..................................................................................................................... VI.B.4
Withdrawal of Principal Investigator/Project Director .............................................................. II.B.2.f
Withholding Payments ........................................................................................................... III.C.2.c
Working Capital Advance ......................................................................................................... III.C.5

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Privacy Act and Public Burden Statements
The information requested on proposal forms and project reports is solicited under the authority of the National
Science Foundation Act of 1950, as amended. The information on proposal forms will be used in connection
with the selection of qualified proposals; and project reports submitted by awardees will be used for program
evaluation and reporting within the Executive Branch and to Congress. The information requested may be
disclosed to qualified reviewers and staff assistants as part of the proposal review process; to proposer
institutions/grantees to provide or obtain data regarding the proposal review process, award decisions, or the
administration of awards; to government contractors, experts, volunteers and researchers and educators as
necessary to complete assigned work; to other government agencies or other entities needing information
regarding Proposers or nominees as part of a joint application review process, or in order to coordinate
programs or policy; and to another Federal agency, court, or party in a court or Federal administrative
proceeding if the government is a party. Information about Principal Investigators may be added to the Reviewer
file and used to select potential candidates to serve as peer reviewers or advisory committee members. See
Systems of Records, NSF-50, "Principal Investigator/Proposal File and Associated Records," 69 Federal
Register 26410 (May 12, 2004), and NSF-51, "Reviewer/Proposal File and Associated Records," 69 Federal
Register 26410 (May 12, 2004). Submission of the information is voluntary. Failure to provide full and complete
information, however, may reduce the possibility of receiving an award.
An agency may not conduct or sponsor, and a person is not required to respond to, an information collection
unless it displays a valid OMB control number. The OMB control number for this collection is 3145-0058. Public
reporting burden for this collection of information is estimated to average 120 hours per response, including the
time for reviewing instructions. Send comments regarding the burden estimate and any other aspect of this
collection of information, including suggestions for reducing this burden, to:
Suzanne H. Plimpton
Reports Clearance Officer
Office of the General Counsel
National Science Foundation
Arlington, VA 22230

Award & Administration Guide

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