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Instructions for Using Grants.gov to Apply for a Grant or Agreement from DARPA Updated February, 2018
The basic steps for using Grants.gov to apply for a grant or agreement from DARPA are:
1. Download and read the Full Announcement from Grants.gov. Pay particular attention to the submission due date(s)/time(s). If you choose to use Grants.gov to submit your grant or agreement application, continue with these steps.
2. Create an Application Workspace in Grants.gov..
3. Complete the following mandatory forms:
| a. SF 424 R&R Application for Federal Assistance |
| b. R&R Senior/Key Person Profile (Expanded) |
| c. R&R Personal Data. Each applicant must complete the name field of the Personal Data form, however, provision of the demographic information is voluntary. Regardless of whether the demographic fields are completed or not, this form must be submitted with at least the applicant’s name completed. |
4. You may use the Attachments form to attach the documents required per Section IV of the Full Announcement. These may be uploaded in one file or multiple if there are different formats (e.g., pdf, Word, Excel, PowerPoint). Document files must be in the format(s) required per Section IV of the Full Announcement. Do not attach any documentation not specifically requested in the Full Announcement. For questions regarding documentation to include, send an email to the mailbox designated in Section VII of the Full Announcement.
NOTE: If you are not submitting directly through Grants.gov and are using a System-to-System web services interface for proposal submission, you may not be able to attach certain file formats (e.g., Excel). Consult with your service provider for more details.
5. Sign and submit the application package. Once Grants.gov has received the application, Grants.gov will send an email notification of receipt and then a second email notification that the application has been either validated or rejected by the system. It may take up to two business days to receive these emails. If you receive a validation notification, you have successfully submitted your application. If you receive a rejection notification, the application must be corrected, resubmitted and revalidated before DARPA can retrieve it. If the Announcement is no longer open, the rejected application cannot be resubmitted. Once the application is retrieved by DARPA, Grants.gov will send a third email to notify you. DARPA will send a final confirmation email as described in Section IV of the Full announcement.
NOTE: To avoid missing deadlines, Grants.gov recommends that proposers submit their proposals to Grants.gov 24-48 hours in advance of the proposal due date to provide sufficient time to complete the registration and submission process, receive email notifications and correct errors, as applicable. DARPA strictly enforces application due dates/times. Leave extra time (days if possible) for Grants.gov validation. Grants.gov validates submitted applications to a deeper degree than the “Check Package for Errors” button at the top of an application. Specifically, Grants.gov validates all sub-forms that are used in the application. These sub-forms are not validated when the “Check Package for Errors” button is used. If Grants.gov finds an issue, the application will not be sent to DARPA.
First Time Grants.gov User?
Applicants must complete a one-time registration process on Grants.gov before an application package can be submitted through Grants.gov. If you have not previously registered, this process can take up to four weeks so registration should be done in sufficient time to ensure it does not impact your ability to meet application deadlines. Registration requirements and instructions are outlined at http://www.grants.gov/web/grants/register.html.
Which Forms Should We Use?
The following table shows the forms to use for your organization’s application. Do NOT use any forms other than those listed below. “R&R” stands for “Research and Related.”
DARPA Guidance for Choosing Application Forms
| Form |
| Applicability and Description |
| SF 424 R&R Application for Federal Assistance (required for all) |
| This is the “cover page” and is required for all applications/proposals submitted through Grants.gov. Standard government-wide application form for research and related federal assistance. |
| R&R Senior/Key Person Profile (Expanded) (required for all) |
| This form is required for all applications/proposals. The Degree Type and Degree Year fields will be used by DoD as the source for career information. In addition to the required fields on the form, applicants must complete these two fields for all individuals that are identified as having the project role of PD/PI or Co-PD/PI (whether they are affiliated with the primary applicant or a collaborating entity). Additional Senior/Key persons can be added by selecting the “Next Person” button. The form allows information on up to 8 individuals to be captured. Additional profiles can be manually created and added as attachments. |
| R&R Personal Data (required for all) |
| This form is required for all applications/proposals. This form will be used by DoD to ensure compliance with Title IX compliance assessments, as the source of demographic information, such as gender, race, ethnicity, and disability information for the Project Director/Principal Investigator and all other persons identified as Co-Project Director(s)/Co-Principal Investigator(s). Each application must include this form with the name fields completed; however, provision of the demographic information is voluntary. If completing the form for multiple individuals, each Co-Director/Co-Principal Investigator can be added by selecting the “Next Person” button. The demographic information, if provided, will be used for statistical purposes only and will not be made available to merit reviewers. Applicants who do not wish to provide some or all of the information should check or select the “Do Not Wish to Provide” option. |
| Attachments |
| This form is where all the documents required per Section IV of the Full Announcement are attached. |
| R&R Other Project Information |
| If allowed by the BAA or RA, this form provides a place to attach project narratives/technical proposals (Block 7.) |
| R&R Budget |
| If a budget form is allowed by the BAA or RA, enter the budget on one of these forms. Choose the Budget form that best matches your need for budget years. If non-Federal matching or cost sharing is expected, contact the DARPA BAA Point of Contact and request the Federal/Non-Federal version of this form. Applicants who enter a fee on Part J of the budget (or equivalent) will be considered for contract awards only. |
| R&R Subaward Budget Attachment(s) |
| If a subaward budget form is allowed by the BAA or RA, submit the information on one of these forms. Choose the Subaward Budget form that best matches your need for budget years and number of subaward budgets. If cost sharing for subawards is expected, contact the DARPA BAA Point of Contact and request the Federal/Non-Federal version of this form. |
| R&R Project/Performance Site Locations(s) |
| Complete this form if site information is required by the BAA or RA instructions. |
| Project Abstract |
| Use this form to attach the publicly releaseable Project Abstract. Applicable only for grant applications. |
| SF-LLL, Disclosure of Lobbying Activities |
| Disclosure of lobbying activities pursuant to 31 USC 1352. This form is mandatory if your organization has lobbying activities to report and the award is expected to exceed $100,000. This form should be submitted only if applicable. |
Field Definitions for each Form The following tables provide guidance for completing the individual SF 424/R&R forms. When applying to DARPA for a grant or other assistance awards, the four mandatory forms for all applications/proposals are the “SF 424 (R&R) Application for Federal Assistance”, “Research and Related Senior/Key Person Profile (Expanded)”, “Research and Related Personal Data” and the Attachments form. Other forms may be required as directed by the BAA or RA Instructions.
SF 424 (R&R) Application for Federal Assistance
| Field No. |
| Field Name |
| Guidance for Completing Field |
| 1 |
| Type of Submission |
| Required. Check either “Application” or “Changed/Corrected Application.” DoD does not use Grants.gov to submit pre-applications. If this submission is to change or correct a previously submitted “New” application, click the “Changed/Corrected Application” box and enter the Grants.gov tracking number in the Federal Identifier field. |
| 2 |
| Date Submitted |
| Enter the date the application is submitted to DARPA. |
| - |
| Applicant Identifier |
| Enter the applicant’s control number (if applicable). |
| 3 |
| Date Received by State |
| Not applicable. |
| - |
| State Application Identifier |
| Not applicable. |
| 4 a. |
| Federal Identifier |
| New applications should leave this field blank unless submitting a changed/corrected “New” application. In the latter case, submit a changed/corrected “New” application and enter the Grants.gov tracking number. |
| 4 b. |
| Agency Routing Identifier |
| Optional. Enter any identifying information, such as an organization code or a research topic area code, as instructed in the application instructions. |
| 4 c. |
| Previous Grants.gov Tracking I.D. |
| If this is a “Changed/Corrected” application, enter the previous Grants.gov tracking number. |
| 5 |
| Applicant Information |
| Required. Self-explanatory. If an applicant selects a country code other than the U.S., the State field is locked out and the Zip/Postal Code field becomes optional. |
| 6 |
| Employer Identification |
| Required. Enter either TIN or EIN as assigned by the Internal Revenue Service. If the organization is not in the US, enter 44-4444444. |
| 7 |
| Type of Applicant |
| Required. Select from the menu or enter the appropriate letter in the space provided. If Small Business is selected as Type of Applicant, then note if the organization is Woman-owned and/or Socially and Economically Disadvantaged. If the organization is a Minority Institutiona, select “Other” and write “Minority Institution” under Other (Specify). |
| 8 |
| Type of Application |
| Required. For DARPA, the only three selections that are applicable are: New: An application that is being submitted to an agency for the first time. Resubmission: An application that has been previously submitted, but was not funded, and is being resubmitted for consideration. Renewal: An application requesting additional funding for a period subsequent to that provided by a current award. A renewal application competes with all other applications and must be developed as fully as though the applicant is applying for the first time. For DARPA, incremental funding actions, exercise of options, and other revisions do not require any submission through Grants.gov. |
| 9 |
| Name of Federal Agency |
| Name of the DoD organization from which financial assistance is being requested with this application. This information is pre-populated by Grants.gov based on the funding opportunity announcement. |
| 10 |
| Catalog of Federal Domestic Assistance Number |
| The CFDA number and title of the program under which financial assistance is requested. This information is pre-populated by Grants.gov based on the funding opportunity announcement. |
| 11 |
| Descriptive Title of Applicant’s Project |
| Required. Enter the title of the proposal. |
| 12 |
| Proposed Project Dates |
| Required. Enter the proposed start and end dates of the project. |
| 13 |
| Congressional District of Applicant. |
| Required. Enter the congressional district in the format: 2 character State Abbreviation - 3 character District Number. Examples: CA-005 for California’s 5th district, CA-012 for California’s 12th district. If outside the US, enter 00-000. The congressional districts may be found on the Grants.gov web site. |
| 14 |
| Project Director/Principal Investigator Contact Information |
| Required. Self explanatory |
| 15 |
| Estimated Project Funding |
| Required. Enter total Federal funds requested for the entire funding period and, if required, non-Federal funds to be applied to the same period. Identify any program income estimated for the funding period. Enter zeros if none. |
| 16 |
| Is Application Subject to Review by State Executive Order 12372 Process? |
| Not applicable. |
| 17 |
| Certification |
| Required. By checking “I agree”, the applicant provides the required certifications and assurances other than those requiring a separate assurance (e.g., human subjects). |
| 18 |
| SF-LLL (Disclosure of Lobbying Activities) or other Explanatory Documentation |
| Optional. Complete only if the applicant needs to disclose lobbying activity and the SF-LLL form was omitted from the application package. In this case, the applicant may download the SF-LLL from the Grants.gov Forms page and attach it here. This block may also be used to attach other explanatory information, if indicated in the application instructions. |
| 19 |
| Authorized Representative |
| Required. Self explanatory. Grants.gov submissions are given an “electronic” signature that authenticates the sender. |
| 20 |
| Pre-application |
| Do not use. Pre-applications, executive summaries, abstracts, or white papers are not to be submitted using Grants.gov. |
| 21 |
| Cover Letter Attachment |
| Attach the cover letter if required by the announcement instructions. |
a Minority Institutions are defined under the Higher Education Act of 1965, 20 U.S.C. 1067k(3).
R&R Senior/Key Person Profile (Expanded)
| Field No. |
| Field Name |
| Guidance for Completing Field |
| 1 |
| Prefix: |
| The prefix (e.g., Mr., Mrs., Rev.) for the name of the Project Director. |
| 2 |
| First Name: |
| The first (given) name of the Project Director. This field is required. |
| 3 |
| Middle Name: |
| The middle name of the Project Director. |
| 4 |
| Last Name: |
| The last (family) name of the Project Director. This field is required. |
| 5 |
| Suffix: |
| The suffix (e.g., Jr, Sr, PhD) for the name of the Project Director. |
| 6 |
| Position/Title: |
| The title of the Project Director. |
| 7 |
| Department: |
| The name of primary organizational department, service, laboratory, or equivalent level within the organization of the PD/PI. |
| 8 |
| Organization Name: |
| The name of organization of the PD/PI. |
| 9 |
| Division: |
| The name of primary organizational division, office, or major subdivision of the PD/PI. |
| 10 |
| Street1: |
| The first line of the street address for the Project Director in the "Street 1" field. This field is required. |
| 11 |
| Street2: |
| The second line of the street address for the Project Director in the "Street 2" field. This field is optional. |
| 12 |
| City: |
| The city for address of Project Director. This field is required. |
| 13 |
| County/ Parish: |
| The county/parish for address of Project Director. |
| 14 |
| State: |
| The state where the Project Director is located. This field is required if the Project Director is located in the United States. |
| 15 |
| Province: |
| The Province where the Project Director is located. |
| 16 |
| Country: |
| The country for the Project Director address. This field is required. |
| 17 |
| ZIP / Postal Code: |
| The postal Code (e.g., ZIP code) of Project Director. This field is required if the Project Director is located in the United States. |
| 18 |
| Phone Number: |
| The daytime phone number for the Project Director. This field is required. |
| 19 |
| Fax Number: |
| The fax number for the Project Director. |
| 20 |
| E-Mail: |
| The e-mail address for the Project Director. This field is required for Project Director. |
| 21 |
| Credential, e.g., agency login: |
| If you are submitting to an agency (e.g., NIH) where you have an established personal profile, enter the agency ID. If not, leave blank. |
| 22 |
| Project Role: |
| Select one. Use "Other" if a category is not listed in the pick list. This field is required. |
| 23 |
| Other Project Role Category: |
| Complete if you have selected "Other Professional" or "Other" as a project role; e.g., Engineer, Chemist. |
| 24 |
| Degree Type: |
| Enter the highest academic or professional degree or other credentials (e.g., RN). |
| 25 |
| Degree Year: |
| Enter the year the highest degree or other credential was obtained. |
| 26 |
| Attach Biographical Sketch |
| Provide a biographical sketch for the PD/PI. Recommended information includes: Education and Training, Research and Professional Experience, Collaborators and Affiliations (for conflicts of interest), Publications and Synergistic Activities. Save the information in a single file and attach here. Resumes should be attached here as well. This field is required. |
| 27 |
| Attach Current & Pending Support |
| If required by the announcement, provide a list of all current and pending support for the PD/PI (even if they receive no salary support from the project(s)) for ongoing projects and pending applications. Show the total award amount for the entire award period (including indirect costs) for the entire performance period, as well as the number of person-months per year to be devoted to the project by the senior/key person, regardless of source of support. Concurrent submission of an application to other organizations for simultaneous consideration will not prejudice its review. |
For additional senior/key persons, including a co-PI(s), complete all of the fields in a manner similar to those for the PI/PD.
R&R Personal Data
| Field No. |
| Field Name |
| Guidance for Completing Field |
| 1 |
| Prefix: |
| Enter the prefix (e.g., Mr., Mrs., Rev.) for the name of the PD/PI. Pre-populated from SF 424 R&R. |
| 2 |
| First Name: |
| Enter the first (given) name of the PD/PI. This field is required. Pre-populated from SF 424 R&R. |
| 3 |
| Middle Name: |
| Enter the middle name of the PD/PI. Pre-populated from SF 424 R&R. |
| 4 |
| Last Name: |
| Enter the last (family) name of the PD/PI. This field is required. Pre-populated from SF-424 R&R. |
| 5 |
| Suffix: |
| Enter the suffix (e.g., Jr, Sr, PhD) for the name of the PD/PI. Pre-populated from SF 424 R&R. |
| 7 |
| Race: |
| Choose one or more. |
| 9 |
| Disability Status: |
| Choose one or more. |
| 10 |
| Citizenship: |
| Select one. |
R&R Other Project Information
| Field No. |
| Field Name |
| Guidance for Completing Field |
| 1 |
| Are human subjects involved? |
| This field is required. If activities involving human subjects are planned at any time during the proposed project at any performance site, check “Yes.” Check “Yes,” even if the proposed project is exempt from the Federal Policy for the Protection of Human Subjects (Common Rule) as implemented by DoD at 32 CFR part 219. Otherwise check “No,” and skip the rest of block 1. |
| 1.a |
| If Yes, is the project exempt from Federal regulations? |
If No, is IRB review pending?
If human subject activities are exempt from federal regulations, 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 Federal Policy for the Protection of Human Subjects (Common Rule) as implemented by DoD at 32 CFR part 219. If Institutional Review Board (IRB) review is pending, check “Yes.” If IRB review is not pending, check “No.”
Enter the latest IRB approval date (if available). Leave blank if approval is pending.
Enter the federally approved assurance number, if available.
Application instructions should indicate that, if further information regarding human subjects is required, applicants will be contacted if selected for award.
| 2 |
| Are vertebrate animals used? |
| This field is required. If activities involving vertebrate animals are planned at any time during the proposed project at any performance site, check “Yes.” If no such activities are planned, check “No” and skip the rest of block 2. |
| 2.a |
| If Yes, is the IACUC review pending? |
| Indicate if an Institutional Animal Care and Use Committee (IACUC) review is pending. Enter the latest IACUC approval date (if available). Leave blank if approval is pending. Enter the federally approved assurance number, if available. |
| 3 |
| Is proprietary/privileged information included in the application? |
| This field is required. Patentable ideas, trade secrets, privileged or confidential commercial or financial information, disclosure of which may harm the applicant, should be included in applications only when such information is necessary to convey an understanding of the proposed project. If the application includes such information, check “Yes” and clearly mark each line or paragraph on the pages containing the proprietary/privileged information with a legend similar to: “The identified text contains proprietary/privileged information that (name of applicant) requests not be released to persons outside the Government, except for purposes of review and evaluation.” |
| 4.a |
| Does this project have an actual or potential impact on the environment? |
| This field is required. Indicate if this project has an actual or potential impact on the environment. |
| 4.b |
| If yes, please explain |
| Explain the actual or potential impact on the environment. |
| 4.c |
| If this project has an actual or potential impact on the environment, has an exemption been authorized or an environmental assessment (EA) or environmental impact statement (EIS) been performed? |
| If applicable, check “Yes” or “No.” |
| 4.d |
| If yes, please explain |
| Enter additional details about the exemption, EA or EIS, if applicable. |
performance site designated, or eligible to be designated, as a historic place?
This field is required. Check the applicable box.
| 5.a |
| If yes, please explain. |
| Enter details about the historic place designation. |
| 6 |
| Does this project involve activities outside the U.S. or partnership with international collaborators? |
| This field is required. Indicate whether this project involves activities outside of the United States or partnerships with international collaborators. |
| 6.a |
| If yes, identify countries |
| Enter the countries involved. |
| 6.b |
| Optional explanation |
| Enter an explanation for involvement with entities outside of the United States (optional). |
| 7 |
| Project Summary/Abstract |
| If the application instructions require a project summary or abstract, attach it here. The project summary/abstract is a summary of the proposed activity suitable for dissemination to the public. It should be a self-contained description of the project and should contain a statement of objectives and methods to be employed. It should be informative to other persons working in the same or related fields and, insofar as possible, understandable to a scientifically or technically literate lay reader. This summary must not include any proprietary, privileged, or confidential information. The summary must be in accordance with any page limitations set forth in the application instructions. |
| 8 |
| Project Narrative |
| The project narrative/technical proposal should be attached here. |
| 9 |
| Bibliography and References Cited |
| If the application instructions call for a separate bibliography/references document, attach it here unless the application instructions require that this information be provided as part of the project narrative/technical proposal provided under Block 8. |
If not included in the project narrative/technical proposal attached under Block 8, provide a bibliography of any references cited in the project narrative. 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. Include only bibliographic citations. Applicants should be especially careful to follow scholarly practices in providing citations for source materials relied upon when preparing any section of the application/proposal.
| 10 |
| Facilities and Other Resources |
| If the application instructions call for a separate facilities/resources document, attach it here. Alternatively, the application instructions can require that this information be provided as part of the project narrative/technical proposal provided under Block 8. |
This information is used to assess the capability of the organizational resources available to perform the effort proposed. Identify the facilities to be used (Laboratory, Animal, Computer, Office, Clinical, and Other). If appropriate, indicate their capacities, pertinent capabilities, relative proximity to each other, and extent of availability to the project. Describe only those resources that are directly applicable to the proposed effort. Provide any information describing the other resources available to the project (e.g., machine shop, testing facility) and the extent to which they would be available to the project.
| 11 |
| Equipment |
| If the application instructions call for a separate list of major items of equipment already available for this project, attach it here. |
Alternatively, the application instructions can require that this information be provided as part of the project narrative/technical proposal provided under Block 8.
| 12 |
| Other attachments |
| Attach any other files here to provide additional project information not provided above. |
R&R Budget
| Section |
| Section Name |
| Guidance for Completing Fields |
| All |
| All |
| The form automatically calculates the cumulative budget based on the number of years (up to 5 on the basic form, and up to 10 on the variant) submitted. |
The budget form requires entries to be made in U.S. dollars. If a foreign applicant submits a budget in U.S. dollars, the application instructions should indicate that the applicant must provide its currency conversion assumptions as part of its budget justification to be attached at Section K of the form.
If the budget is for the applicant only, “Project” should be checked at the top of the form. Subawardee budgets created from the Subaward Budget Attachment(s) form (described below) are necessary only if the applicant is submitting a budget(s) for subawardee/consortium organizations, i.e., organizations that will perform a substantive portion of the project. Budget forms for the subawardee are extracted (generated) using the Subaward Budget Attachment(s) form. When submitting subawardee budgets, the Subawardee/Consortium block should be checked at the top of the form.
Note: Applicants who enter a fee in Part J of the budget (or equivalent) will be considered for contract awards only.
R&R Subaward Budget Attachment(s)
Section
| Section Name |
| Guidance for Completing Fields |
All
| All |
| If the applicant is submitting a subaward budget(s), use one of these forms, as applicable, to extract (generate), save, and attach the subaward budget form(s). When saving extracted forms, the applicant should use the name of the subrecipient in the file name and ensure that each file name is unique. Complete each subaward budget form using the guidelines for the budget forms above, save the files, and then attach the subaward budget files to the Subaward Budget Attachment Form. |
R&R Project/Performance Site Location(s)
| Section |
| Section Name |
| Guidance for Completing Fields |
| All |
| All |
| Indicate the primary site where the work will be performed. If a portion of the project will be performed at any other site(s), identify the additional site location(s) in the block(s) provided. |
If the number of site locations exceeds the capacity of the form, provide the requested information in a separate file and attach at the indicated place on the form.
Project Abstract
| Section |
| Section Name |
| Guidance for Completing Fields |
| All |
| All |
| The Project Abstract will only be used for successful applications. The Project Abstract must not exceed one page and must contain a summary of the proposed activity suitable for dissemination to the public. It should be a self-contained description of the project and should contain a statement of objectives and methods to be employed. It should be informative to other persons working in the same or related fields and insofar as possible understandable to a technically literate lay reader. This Abstract must not include any proprietary/confidential information. |
Instructions for Using Grants.gov to Apply for a Grant or Agreement from DARPA 10 of 11 All Forms Template (February 2018)