ETAP Principial Investigator Module

Principal investigator module

47

REGISTRATION PAGE
Registration
First name
_______________________________________________________________
Middle name
_______________________________________________________________
Last name
_______________________________________________________________
Emails are used to verify identity. If you are a principal investigator, please provide your email address as it appears
in the NSF Fastlane system. If you are a designated user, enter the email address where you received the invitation
(authorized by the principal investigator) to register with the system.
E-mail address
_______________________________________________________________
Password
_______________________________________________________________
Confirm password
_______________________________________________________________
Password length must be between 8 and 20 characters. The password must meet the following requirements:
At least one lowercase letter
At least one capital letter
At least one number
At least one of the following special characters: #, &, %, !, @, (, )
□ I understand that all personally identifiable information stored in this NSF system will be treated as confidential. Read
more about the nondisclosure agreement governing the use of this system.

48

Nondisclosure Agreement for Principal Investigators (and Designated) Users of this National
Science Foundation Data System
As a principal investigator or designated user with access to the NSF Data System, I will have access to
information submitted by applicants interested in participating in an NSF-sponsored program. I understand that
all personally identifiable information stored in the NSF Data System will be treated as confidential. By
using the NSF Data System, I also understand and agree to the following:
•

I will be accessing confidential information protected under the Privacy Act of 1974.

•

I will be subject to laws governing confidentiality of federal agency records, violation of which carries severe
penalties.

•

My access to confidential information could be monitored.

•

I will access and use only the confidential information necessary to conduct work related to the NSF Data
System and NSF-sponsored program at my Site.

•

I will not attempt to access information regarding myself, my employer, my college or university, my
colleagues, collaborators, associates, or any other persons or organizations except as necessary to perform
my duties in the NSF-sponsored program.

•

I will not disclose to any unauthorized person or organization confidential information from the NSF Data
System.

•

After downloading personally identifiable information from the NSF Data System, I will protect this information
to include controlling access only to myself or others in my organization with a business need to know,
encrypting the information in transit and at rest, and destroying the information when no longer needed to
perform my duties in the NSF-sponsored research program.

•

Violation of these rules may result in the imposition of administrative sanctions and future ineligibility for
federal grants, and may be punishable under the Privacy Act, 5 USC 552a, the Trade Secrets Act, 18 USC
1905, or other laws.

If I do not understand any of these conditions, or if I have any questions about them now or in the future,
I will discontinue use of the REU Data System and contact the NSF Freedom of Information Act and
Privacy Officer, or an assistant general counsel, in the National Science Foundation General Counsel's
Office - Room 1265, (703) 292-8060.

49

Notice
An agency may not conduct or sponsor, and a person is not required to respond to, an information collection
unless it displays a valid Office of Management and Budget (OMB) control number. The OMB control number for
this collection is 3145-0248. Public reporting burden for this collection of information is estimated to average 3.25
hours for applicants to register and 7 hours to register and submit an application, including the time for reviewing
instructions. Burden estimates for principal investigators is 4.7 hours to register and record admissions decisions
and program attendance. Send comments regarding the burden estimate and any other aspect of this collection of
information, including suggestions for reducing this burden, to:
Suzanne Plimpton
Reports Clearance Officer
Budget and Finance Administration
National Science Foundation
Alexandria, VA 22314
Please note that information provided through this system will be used for admissions decisions, audits, and
research and evaluation purposes. All applicants’ information will be maintained in accordance with the
requirements of the Privacy Act of 1974. No personal information will be released to the public.

Rules of Behavior
This computer system is the property of the National Science Foundation (NSF) of the Federal Government. Any
system activity may be monitored and any information stored within the system may be retrieved and used by
authorized personnel for law enforcement, management, routine system operations, or other purposes. By using
this computer system, you are consenting to such monitoring and information retrieval and use.
Unauthorized use of the system, including disclosure of information covered by the Privacy Act or other sensitive
information, or attempts to defeat or circumvent security features, is prohibited and could result in disciplinary
action, civil and/or criminal penalties. Users should be aware that they have no expectation of privacy when using
the NSF-provided computer system (including any removable media used in conjunction with the system),
accessing the Internet, or using electronic mail systems.
All information maintained within or retrievable through the NSF computer system, including electronic mail files,
may be reviewed and retrieved by the Department of Homeland Security; NSF officials who have a legitimate
reason to do so when authorized by the Director or Deputy Director; or by the Inspector General.
□ I acknowledge the rules of behavior

50

SITE [SITE STANDS FOR SITE/PROJECT/PROGRAM] INFO PAGE
Site Information
NSF Award ID

(Please select)

Principal Investigator’s NSF ID

______________________________

Award Information

Site Leadership

(Information pre-populated from Fastlane)
NSF Division
NSF Directorate
NSF Program: [REU Site, IRES Site (track I), and so on]
NSF Award Title
NSF Award Abstract
Award Start Date
Award End Date
Award Institution
(Information pre-populated from Fastlane)
Principal Investigator
Co-Principal Investigator(s)
Address

Principal Investigator’s NSF ID
Site Name
Prospective applicants will be able to see this information you provide.
Please enter a short name for your program. For example, VINSE REU, IRiKA IRES, IRES Coastal
Engineering in Australia, etc.
___________________________
Site Location 1
Please enter the address of the location where your program will physically take place. If your program
has multiple locations, add locations by clicking the Add New button.
□ Same as award institution [if box is checked, address will be pre-populated]
Country
Street Address 1
City
State
Zip Code
Add New Site Location
Site Website (if available)
Please copy and paste the URL of your Site’s website.
_____________________________
Number of years your Site has been operating (including the current year)
Please enter all years this Site has operated under your leadership or that of other PIs or co-PIs.
________________
51

Site Schedule
Program start date: [mm/dd/yyyy]
Program end date: [mm/dd/yyyy]

□ Expected [Checkbox]
□ Expected [Checkbox]

Program Overview
Please briefly describe your Site.
_____________________________
Eligibility
Please describe all eligibility criteria for participation at your Site.
_____________________________
Eligible Student Type
Please indicate who is eligible to apply to your Site.
Mark all that apply

Undergraduate
Graduate
Postdoctorate
Teacher

Field of Study Topics
Please select up to 3 fields of study that most closely align with your Site.
o
o
o
o
o
o
o
o
o
o
o

Chemistry
Computer and Information Sciences & Engineering
Engineering
Geosciences
Life Sciences
Materials Research
Mathematical Sciences
Physics & Astronomy
Psychology
Social Sciences
STEM Education & Learning Research

Research Topics or Keywords
Please provide research topics or keywords to describe your Site. Applicants will use these keywords to
search for Sites. Please separate each by a comma.
_______________

52

SYSTEM USERS PAGE
SYSTEM USERS
Please identify below the individuals you authorize to access this system. They will be sent an email inviting them to
register to this Site/Project. Note that they will have administrative rights to enter, change, and view information
associated with your Site/Project.
Authorize a New User
Staff 1 First Name _____________ Last Name ______________
Position [Dropdown to Select Position]
 Co-PI
 Program Manager
 Administrative Staff
Staff 1 Email _____________
Staff 2 Name _____________ Last Name ______________
Position [Dropdown to Select Position]
Staff 2 Email _____________
Staff 3 Name _____________ Last Name ______________
Position [Dropdown to Select Position]
Staff 3 Email _____________
(…)
AUTHORIZE

Currently Authorized Users

Name
Position
Email
Email Sent

RESEND EMAIL
DEAUTHORIZE

APPLICATION INFO PAGE
Prospective applicants will be able to see this information you provide.
Application Information
Application timeline
Application open date (mm/dd/yyyy)
Application close date or deadline (mm/dd/yyyy)
Select Application Type
Select one of the following types of application: Open, Restricted, and Noncompetitive application.
Open and restricted applications are competitive applications, and students applying to a Site/Project running
competitive applications will be required to complete: 1) a common registration form and 2) additional materials
determined by your Site/Project such as a statement of purpose, transcripts, cv, reference letters, and Site- or
Project-specific questions. Noncompetitive applications are for situations where participants join the program by
invitation only. Students wishing to participate in a Site/Project that is not running competitive applications will be
required to complete only the common registration form.

53

Note: you will not be able to change the application type for the current application round after your Site/Project
receives the first student application.

Open application

Choose an open application if you would like to run competitive applications for your Site/Project, recruiting
students nationally. Your Site/Project will be publicly listed, and any student (eligible for NSF funding) would
be able to apply to your Site/Project.

Restricted application

Choose a restricted application if you would like to run competitive applications for your Site/Project but to
restrict the applicant pool in some way (for example, to only applicants who are enrolled in one specific
institution). Your Site/Project will not be publicly listed. Instead, you will receive a code you will need to share
with the target population. For example, you may disclose the code to students enrolled in your class or on
your own Site/Project website indicating who is eligible to use the code. Only students with the access code
can apply to your Site/Project.

Noncompetitive application

Choose a non-competitive application if you are inviting participants to your Site/Project without running
applications. Your Site/Project will not be publicly listed. Instead, you will receive a code you will need to
share with the program participant. Only students with the access code can apply to your Site/Project.

[If Restricted or noncompete is selected, display code]
Site/Project Code
175896

Additional Application Requirements (Optional)
If you wish to request additional information from applicants beyond that covered in the common application, you may
upload a PDF document with instructions and/or add questions below. Applicants will be prompted to view the
document uploaded or the questions inserted when they select your Site/Project and will be able to respond to your
instructions by (1) uploading additional materials (in PDF format) or (2) entering text of up to 500 words to respond to
each question you added.
Upload a PDF
Please upload a PDF document with any additional application requirements specific to you Site/Project. (Limit 1 file)
_______________
Add questions
Please enter up to three additional application questions specific to your Site/Project.
Question 1
_______________
Question 2
_______________
Question 3
_______________

54

APPLICANTS PAGE
Site/Project Applications and Admissions
The table below shows the applicants to your Site/Project. Please indicate whether they were admitted to your
program and whether they accepted your offer to participate. Note that the system does not inform applicants of the
decisions recorded in this table. You will need to communicate your admissions decisions to applicants directly.
To upload information for multiple applicants, please click “Edit Multiple Applicants.”
Admission Decision Codes
•
Admitted: Applicant was accepted into the program.
•
Rejected: Applicant was not accepted into the program.
Applicant Decision Codes
•
Accepted: Admitted student accepted your offer to join your program this summer. If a student accepts an
offer but later withdraws the application for any reason, please update the applicant decision to “Declined”
•
Declined: Admitted student declined your offer to join your program this summer or has not responded to
your offer.

55

Applicants of Site/Project [pre-populated Site/Project short name]
Show Filters [Pop-up]
All data
 All data
Demographic Characteristics [COLLAPSE / EXPAND]
Sex assignment at birth
 Male
 Female
 Not Reported
Disability Status
 Yes
 No
 Not reported

Gender Identity
 Male
 Female
 Not reported
 Other

Veteran Status
 Veteran
 Not Veteran
 Do not wish to provide

Race
 American Indian or Alaska
Native
 Asian
 Black or African American
 Native Hawaiian or Other
Pacific Islander
 White
 Not reported

Ethnicity
 Hispanic or Latino
 Not Hispanic or Latino
 Unknown
 Not reported

Educational information [COLLAPSE / EXPAND]
Student Type
 High school student
 Undergraduate student
 Graduate student
 Postdoctoral fellow
 Teacher

College or University Sector
 Public
 Private nonprofit
 Private for-profit
 Sector unknown (not active)
 (Not available)

College or University Level
 4-year (4 or more years)
 2-year (at least 2 but less than 4 years)
 Less than 2 years (below associate’s degree)
 (Not available)

Institutional Denominations
 Historically Black Colleges and Universities
 Hispanic Serving Institutions
 Minority Serving Institutions
 Tribal Colleges

Admission Decision [COLLAPSE / EXPAND]
Admission Decision
 Admitted
 Rejected
 Not Reviewed

56

[Applicants Table]
ID

Name

Home
institution

References

Admission
Decision

Applicant
Decision

(pre-filled
based on
application)

(pre-filled
based on
application)

(pre-filled
based on
application)

(pre-filled
based on
number of
references
in the
system)

[Dropdown
with codes]

[Dropdown
with codes]

Application
and
references
(icon to
download
PDF)

Transcript

Submitted

(icon to
download
PDF)

(pre-filled
based on
application)

[If edit multiple applicants button is clicked] Edit Multiple Applicants Page
Edit Multiple Applicants
A. Step 1: Download applicant file
Download all applicants displayed on the Applicants tab by clicking the download file button. File is a .CSV file,
viewable and editable in Excel, Google Sheets or similar spreadsheet applications.
[DOWNLOAD FILE]
B.

Step 2: Update the downloaded file

Enter your Admission Decision values (Admitted, Rejected, Waitlisted, Not reviewed) and Applicant Decision values
(Accepted, Declined). Do not add new columns to the file. Once you are finished entering your decisions, save your
file. Return to this screen to upload the updated file.
C.

Step 3: Upload the file

File must be in .CSV format.
Note: If you change the Admission or Applicant Decisions values of any students, the previous value will be replaced.
Please contact the help desk if you need assistance bulk uploading status updates.
Please be sure your file does not contain more than one record for a given applicant ID. Updates associated with
these duplicate records will not be applied to your applicants table.
[BROWSE] [Upload CSV]

PARTICIPANTS PAGE
Site/Project Participants
The table below shows the names of the applicants who you previously identified as having accepted
your offer to participate in the program at your Site/Project. Please confirm that they participated and
indicate how they were funded.
Participant Status Codes
• Participant: the student completed the minimum required hours of the experience. Please
indicate whether participant is fully, partially, or not funded with funds from this NSF award.
• No show: the student did not come to the Site/Project when the program started or withdrew from
the program before it started.
• Dropout: The student attended the program but did not complete the minimum required hours of
participation. Use this code for rate instances where a student had to discontinue attendance fur
to personal or disciplinary reasons.

57

[Participant Table]
Participants at [Site/Project]: [Self-populated Site/Project name]
ID

Name

(pre-filled
based on
accepted
offer from
Applicant
table)

(pre-filled based on
accepted offer from
Applicant table)

Home institution
(pre-filled based on accepted
offer from Applicant table)

Participant Status
[Dropdown]
Participant fully funded with this NSF award
Participant partially funded with this NSF award
Participant fully funded with other funds
No show
Dropout

Please review the list of participants and submit after the program ends. This will ensure that the
information is accurate. You will not be able to make changes to this page after you submit.
By clicking on the SUBMIT button, I am certifying that the information provided is true and complete.
[CERTIFY & SUBMIT]

58

DATA DOWNLOAD PAGE
Data Download
You may download all available data for your Site/Project’s applicants and participants. You may also
download a subset of the data by using the Show Filters button blow. Data will download as a CSV file,
viewable in Excel, Google Sheets or similar programs.
SHOW FILTERS [COLLAPSE/EXPAND]
All data [COLLAPSE / EXPAND]

 All data
 Registration Columns
 Applications / Participant Information
Demographic Characteristics [COLLAPSE / EXPAND]
Sex assignment at birth
 Male
 Female
 Not Reported
Disability Status
 Yes
 No
 Not reported

Gender Identity
 Male
 Female
 Not reported
 Other

Veteran Status
 Veteran
 Not Veteran
 Do not wish to provide

Race
 American Indian or Alaska Native
 Asian
 Black or African American
 Native Hawaiian or Other Pacific
Islander
 White
 Not reported

Ethnicity
 Hispanic or Latino
 Not Hispanic or Latino
 Unknown
 Not reported

Educational information [COLLAPSE / EXPAND]
Student Type
 High school student
 Undergraduate student
 Graduate student
 Postdoctoral fellow
 Teacher

College or University Sector
 Public
 Private nonprofit
 Private for-profit
 Sector unknown (not active)
 (Not available)

College or University Level
 4-year (4 or more years)
 2-year (at least 2 but less
than 4 years)
 Less than 2 years (below
associate’s degree)
 (Not available)

Institutional Denominations
 Historically Black Colleges and Universities
 Hispanic Serving Institutions
 Minority Serving Institutions
 Tribal Colleges

Application and Participation Status [COLLAPSE / EXPAND]
Admission Decision
 Admitted
 Rejected
 Not Reviewed

Participation Status
 Participant fully funded with this NSF award
 Participant partially funded with this NSF award
 Participant fully funded with other funds
 No show
 Dropout

[SHOW FILTERS] [DOWNLOAD DATA]

59

DATA REPORTS PAGE
Data Reports
Characteristics of [Year] Applicants and Participants
National Science Foundation [program name]

Description

Demographic characteristics of
applicants and participants
Socio-economic characteristics of
applicants and participants
Information about the program among
applicants and participants
Educational characteristics of
applicants and participants

Print Status

Download in CSV

(icon to PDF)

(icon to CSV)

(icon to PDF)

(icon to CSV)

(icon to PDF)

(icon to CSV)

(icon to PDF)

(icon to CSV)

FEEDBACK PAGE
Feedback
We want to hear from you!
Please share your experiences using this system. We are interested in (1) what worked well, (2) what did
not work well, and (3) what was missing (that is, functionality or information you wanted by was not
available).
Please use the box below to share your comments or contact us at [email] or 1-800-232-8024. We
welcome comments at any time!
[SUBMIT]
____________________________

60