PKG00294309.pdf

NATIONAL SCIENCE FOUNDATION

GRANTS.GOV APPLICATION GUIDE

(NSF 24-006)

A Guide for the Preparation and Submission of

NSF Applications via Grants.gov

Effective for applications submitted or due on or after May 20, 2024

Grants.gov Application Guide A Guide for Preparation and Submission of NSF Applications via Grants.gov

SUMMARY OF CHANGES

Effective for applications submitted, or due, on or after May 20, 2024.

Overall Document

• The NSF Grants.gov Application Guide has been updated to align with changes to NSF’s Proposal & Award

Policies & Procedures Guide (PAPPG) (NSF 24-1).

• Editorial changes have been made throughout to either clarify or enhance the intended meaning of a sentence or section.

• Website, document references, and system terminology have been updated to reflect current information.

• Updates have been made to ensure consistency with guidance and terminology contained in other NSF or Federal policy documents.

By-Chapter Changes

• Chapter III, NSF-Specific Instructions for Submission via Grants.gov o Section 1, NSF’s Implementation of Grants.gov, has been updated to identify the types of submissions that must be submitted via Research.gov.

o Section 6.3, NSF Research.gov System, has been updated to incorporate the requirement that all individuals who will be serving as administrators, Authorized Representatives (ARs), PIs or co-PIs also must have an organization-approved role affiliated with an organization registered with NSF.

• Chapter V, Research and Related (R&R) Forms and Instructions o Section 5.2, Enter Senior/Key Person (Field A on the Form), updates the requirements for Senior/Key Personnel when an application is transferred from Grants.gov to Research.gov.

• Chapter VI, NSF-Specific Forms and Instructions o Section 1.4, Enter Other Information, has been updated to include a new checkbox for Potential

Impacts on Tribal Nations (PAPPG Chapter II.E.10).

o Section 1.7, Mentoring Plan (Field 7 on the Form), has been updated for consistency with

Chapter II.D.2.i(i) the PAPPG – the page limitation remains one page.

o Section 1.10, Type of Proposal – Research Opportunity Supplemental Funding Requests for

Primarily Undergraduate Institutions (ROA/PUI), has been added as a new type of supplemental funding request, rather than described in an NSF solicitation.

o Sections 2.2, Attach Biographical Sketch – PD/PI, and 2.7, Attach Biographical Sketch –

Senior/Key Person(s), have been updated for consistency with the PAPPG (NSF 24-1).

https://new.nsf.gov/policies/pappg/24-1 https://new.nsf.gov/policies/pappg/24-1

A Guide for Preparation and Submission of NSF Applications via Grants.gov o Sections 2.3, Attach Current and Pending (Other) Support – PD/PI, and 2.8, Attach Current and Pending (Other) Support – Senior/Key Person(s), have been updated for consistency with the

PAPPG (NSF 24-1).

o Sections 2.5, Attach Synergistic Activities – PD/PI, and 2.10, Attach Synergistic Activities –

Senior/Key Persons, has been added as a new section to be consistent with the new requirements in the PAPPG (NSF 24-1).

o Section 2.6, Enter Profile - Senior/Key Persons, has been updated for consistency with the PAPPG

(NSF 24-1).

o Section 5.1, Division of Undergraduate Education (DUE) Project Data Form, has been updated to reflect that certain programs in DUE will require accessing Research.gov for the application process.

A Guide for Preparation and Submission of NSF Applications via Grants.gov

Table of Contents

I. INTRODUCTION

1. BACKGROUND

2. PURPOSE AND SCOPE

3. INTENDED AUDIENCE

4. SYMBOLS

5. REFERENCED DOCUMENTS

5.1 NSF Proposal & Award Policies & Procedures Guide (PAPPG)

5.2 Grants.gov Online User Guide

II. GENERAL INSTRUCTIONS FOR SUBMISSION VIA GRANTS.GOV

1. REGISTRATION PROCESS

2. SOFTWARE REQUIREMENTS

2.1 Adobe Reader

III. NSF-SPECIFIC INSTRUCTIONS FOR SUBMISSION VIA GRANTS.GOV

1. NSF’S IMPLEMENTATION OF GRANTS.GOV

2. COMPONENTS OF AN NSF APPLICATION

3. CONFORMANCE WITH APPLICATION PREPARATION REQUIREMENTS

3.1 Portable Document Format (PDF)

4. SUBMISSION OF SAME APPLICATION TO MULTIPLE AGENCIES

5. SUBMISSION FOR REVIEW BY MULTIPLE PROGRAMS WITHIN NSF

6. NEXT STEPS – POST SUBMISSION TO GRANTS.GOV

6.1 Grants.gov Contact Center

6.2 NSF IT Service Desk

6.3 NSF Research.gov System

6.4 Warning Messages

IV. GRANT APPLICATION WORKSPACE INSTRUCTIONS

1. GRANT APPLICATION WORKSPACE

1.1 Verify Grant Information

1.2 Enter a Name for the Application

1.3 Open and Complete Mandatory Documents

1.4 Open and Complete Optional Documents

1.5 Navigating the Forms

1.6 Attachments

1.7 Displaying Help Tips

1.8 Saving the Application

1.9 Check Package for Errors

1.10 Submitting the Application

V. RESEARCH AND RELATED (R&R) FORMS AND INSTRUCTIONS

1. OVERVIEW

2. SF 424 (R&R)

2.1 Enter a Type of Submission (Field 1 on the Form)

2.2 Enter Date Submitted (Field 2 on the Form)

2.3 Enter Date Received by State (Field 3 on the Form)

2.4.a Federal Identifier (Field 4.a on the Form) 2.4.b Agency Routing Number (Field 4.b on the Form) 2.4.c Previous Grants.gov Tracking ID (Field 4.c on the Form)

2.5 Enter Applicant Information (Field 5 on the Form)

2.6 Enter Employer Identification Number (EIN) or

Taxpayer Identification Number (TIN) (Field 6 on the Form)

2.7 Enter Type of Applicant (Field 7 on the Form)

A Guide for Preparation and Submission of NSF Applications via Grants.gov

2.8 Select Type of Application (Field 8 on the Form)

2.9 Enter Name of Federal Agency (Field 9 on the Form)

2.10 Enter Catalog of Federal Domestic Assistance Number (Field 10 on the Form)

2.11 Enter Descriptive Title of Applicant's Project (Field 11 on the Form)

2.12 Enter Proposed Project (Field 12 on the Form)

2.13 Enter Congressional District of Applicant (Field 13 on the Form)

2.14 Enter Project Director/Principal Investigator (PD/PI) Contact Information (Field 14 on the Form)

2.15 Enter Estimated Project Funding (Field 15 on the Form)

2.16 Is Application Subject to Review by State Executive Order 12372 Process?

(Field 16 on the Form)

2.17 Complete Certification (Field 17 on the Form)

2.18 SF LLL (Disclosure of Lobbying Activities) or Other Explanatory Documentation (Field 18 on the Form)

2.19 Enter Authorized Representative (Field 19 on the Form)

2.20 Enter Pre-Application (Field 20 on the Form)

2.21 Cover Letter Attachment (Field 21 on the Form)

3. PROJECT/PERFORMANCE SITE LOCATIONS

3.1 Enter Project/Performance Site Primary Location

4. RESEARCH AND RELATED OTHER PROJECT INFORMATION

4.1 Are Human Subjects Involved? (Field 1 on the Form)

4.2 Are Vertebrate Animals Used? (Field 2 on the Form)

4.3 Is Proprietary/Privileged Information Included in the Application?

(Field 3 on the Form)

4.4 Does this Project Have an Actual or Potential Impact – Positive or Negative – on the Environment? (Field 4.a on the Form)

4.5 Is the Research Performance Site Designated, or Eligible to be Designated, as a Historic Place? (Field 5 on the Form)

4.6 Does this Project Involve Activities Outside the US or Partnership with International Collaborators? (Field 6 on the Form)

4.7 Attach Project Summary/Abstract (Field 7 on the Form)

4.8 Attach Project Narrative (Field 8 on the Form)

4.9 Attach Bibliography & References Cited (Field 9 on the Form)

4.10 Attach Documentation for Facilities & Other Resources (Field 10 on the Form)

4.11 Attach Equipment Documentation (Field 11 on the Form)

4.12 Add Other Attachments (Field 12 on the Form)

5. RESEARCH AND RELATED BUDGET

5.1 Enter Budget Information

5.2 Enter Senior/Key Person (Field A on the Form)

5.3 Enter Other Personnel (Field B on the Form)

5.4 Enter Equipment Description (Field C on the Form)

5.5 Enter Travel (Field D on the Form)

5.6 Enter Participant/Trainee Support Costs (Field E on the Form)

5.7 Total Participant/Trainee Support Costs

5.8 Enter Other Direct Costs (Field F on the Form)

5.9 Verify Total Direct Costs (Field G on the Form)

5.10 Enter Indirect Costs (Field H on the Form)

5.11 Verify Total Indirect Costs

5.12 Verify Total Direct and Indirect Costs (Field I on the Form)

5.13 Enter Fee (Field J on the Form)

A Guide for Preparation and Submission of NSF Applications via Grants.gov

5.14 Enter Budget Justification (Field K on the Form)

6. R&R SUBAWARD BUDGET ATTACHMENT(S) FORM

VI. NSF-SPECIFIC FORMS AND INSTRUCTIONS

1. NSF COVER PAGE

1.1 Verify Funding Opportunity Number (Field 1 on the Form)

1.2 Enter NSF Unit of Consideration (Field 2 on the Form)

1.3 Enter Principal Investigator (PI) Information (Field 3 on the Form)

1.4 Enter Other Information (Field 4 on the Form)

1.5 Attach Additional Single-Copy Documents (Field 5 on the Form)

1.6 Data Management and Sharing Plan (Field 6 on the Form)

1.7 Mentoring Plan (Field 7 on the Form)

1.8 GOALI – Industrial PI Confirmation Letter (Field 8 on the Form)

1.9 RAPID, EAGER, RAISE – Program Officer Concurrence Emails

(Field 9 on the Form)

1.10 Type of Proposal (select one) (Field 10 on the Form)

1.11 Authorized Representative (AR) (Field 11 on the Form)

2. NSF SENIOR/KEY PERSON PROFILE (EXPANDED)

2.1 Enter Profile – Project Director/Principal Investigator (PD/PI)

2.2 Attach Biographical Sketch – PD/PI

2.3 Attach Current and Pending (Other) Support – PD/PI

2.4 Attach Collaborators & Other Affiliations – PD/PI

2.5 Attach Synergistic Activities – PD/PI

2.6 Enter Profile – Senior/Key Person(s)

2.7 Attach Biographical Sketch – Senior/Key Person(s)

2.8 Attach Current and Pending (Other) Support – Senior/Key Person(s)

2.9 Attach Collaborators & Other Affiliations – Senior/Key Person(s) 2,10 Attach Synergistic Activities – Senior/Key Person(s)

2.11 Enter Additional Senior/Key Person Profile(s)

3. NSF DEVIATION AUTHORIZATION

3.1 Enter Deviation Authorization (If Applicable)

4. NSF LIST OFSUGGESTED REVIEWERS OR REVIEWERS NOT TO INCLUDE

4.1 Enter Suggested Reviewers

4.2 Enter Reviewers Not to Include

5. DIRECTORATE-SPECIFIC FORMS

5.1 Division of Undergraduate Education (DUE) Project Data Form

VII. ADMINISTRATION OF AWARDS

A Guide for Preparation and Submission of NSF Applications via Grants.gov

I. INTRODUCTION

1. BACKGROUND

The National Science Foundation (NSF) funds research and education in science and engineering through grants and cooperative agreements. The Foundation accounts for approximately one-fourth of Federal support to institutions of higher education (IHEs) for basic research. Grants.gov allows organizations to electronically find and apply for competitive grant opportunities from all Federal grant-making agencies, including NSF.

2. PURPOSE AND SCOPE

This document was developed to assist applicants in the preparation and submission of applications to NSF. It is intended as the primary document for use in preparation of applications via Grants.gov. Where appropriate, relevant sections of the NSF Proposal & Award Policies & Procedures Guide (PAPPG) and Grants.gov Online User Guide have been incorporated by reference.

Grants.gov and the NSF Grants.gov Application Guide use the term “application”. The PAPPG and Research.gov use the term “proposal”. For the purpose of this document, the terms are synonymous.

3. INTENDED AUDIENCE

NSF welcomes applications 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 applications that are officially submitted by their employing organization. Before formal submission, the application may be discussed with appropriate NSF Program staff.

Graduate students are not encouraged to submit research applications but should arrange to serve as research assistants to faculty members. Some NSF divisions accept applications for Doctoral Dissertation Research Grants when submitted by a faculty member on behalf of the graduate student. A full listing of eligible applicants is contained in PAPPG Chapter I.E.

4. SYMBOLS

The following symbols are used throughout this document to highlight information that is of particular interest or importance:

This symbol indicates NSF-specific instructions.

This symbol represents a link to an important reference material.

*This symbol represents a required field.

https://new.nsf.gov/policies/pappg/24-1/ch-1-pre-submission#ch1E

A Guide for Preparation and Submission of NSF Applications via Grants.gov

5. REFERENCED DOCUMENTS

5.1 NSF Proposal & Award Policies & Procedures Guide (PAPPG)

The PAPPG provides guidance for the preparation of proposals for submission to NSF via Research.gov. The PAPPG includes detailed proposal preparation instructions and information about NSF’s proposal processing and review process. It also includes information about withdrawals, returns, and declinations. Where appropriate, sections of the PAPPG have been incorporated by reference into this Guide. See PAPPG Chapter I.A for further information on the preparation of proposals for submission to NSF via Research.gov.

NSF Proposal & Award Policies & Procedures Guide:

http://www.nsf.gov/publications/pub_summ.jsp?ods_key=pappg

5.2 Grants.gov Online User Guide

The Grants.gov Online User Guide is a comprehensive reference document for information about Grants.gov.

Grants.gov Online User Guide:

https://www.grants.gov/help/html/help/index.htm#t=GetStarted%2FGetStarted.htm https://new.nsf.gov/policies/pappg/24-1/ch-1-pre-submission#ch1A http://www.nsf.gov/publications/pub_summ.jsp?ods_key=pappg

A Guide for Preparation and Submission of NSF Applications via Grants.gov

II. GENERAL INSTRUCTIONS FOR SUBMISSION VIA GRANTS.GOV

1. REGISTRATION PROCESS

Before using Grants.gov for the first time, each organization must register to create an institutional profile. Once registered, the applicant’s organization can then apply for most government grants, including NSF grants, on the Grants.gov website.

Grants.gov Registration:

http://www.grants.gov/web/grants/applicants.html

2. SOFTWARE REQUIREMENTS1

2.1 Adobe Reader

In order to open, complete, and submit an application package, applicants must download and install the latest version of Adobe Reader from the Grants.gov website. NSF strongly recommends that applicants download Adobe Reader directly from the Grants.gov website to ensure the use of the latest compatible version of Adobe Reader. For minimum system requirements, download instructions, and help tips for using Adobe, please see the Grants.gov Adobe Compatibility Tip Sheet.

1 If applicants have problems setting up software on their computer, the applicants may not have security permissions to install new programs on their system. If that is the case, they should contact their organization’s system administrator.

http://www.grants.gov/web/grants/applicants.html

A Guide for Preparation and Submission of NSF Applications via Grants.gov

III. NSF-SPECIFIC INSTRUCTIONS FOR SUBMISSION VIA GRANTS.GOV

1. NSF’S IMPLEMENTATION OF GRANTS.GOV

Unless otherwise specified in an NSF solicitation, applications to NSF may be submitted via Grants.gov or Research.gov. Please note that the following submissions must be submitted in Research.gov, as Grants.gov does not support the functionality:

• Separately submitted collaborative applications from multiple organizations;

• Letters of intent;

• Planning Applications;

• Pre-applications (preliminary proposals);

• Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) applications;

and

• Postdoctoral fellowship applications with reference letter requirements.

Some applications can be submitted in Grants.gov but must be completed or updated in Research.gov, such as:

• Applications with project data forms for the Directorate for STEM Education (EDU)/Division of

UndergraduateEducation (DUE) (see Chapter VI, Section 5.1);

• Postdoctoral fellowship applications without reference letter requirements;

• Grant Opportunities for Academic Liaison with Industry (GOALI) applications;

• Applications with subawards; and

• Applications with budgets of six years or more.

Upon posting to Grants.gov, the application package will contain the appropriate Research and Related (R&R) forms, NSF- specific forms, and the NSF Grants.gov Application Guide.

2. COMPONENTS OF AN NSF APPLICATION

The documents listed in Table 1 are components of an NSF application. The documents identified as required must be submitted to NSF as part of the application.

Table 1: Components of an NSF Application

Document Required Optional

SF 424 (R&R)

Project/Performance Site Location(s)

R&R Other Project Information Research and Related Budget R&R Subaward Budget Attachment(s)

NSF Cover Page

NSF Senior Key/Person Profile (Expanded)

NSF Deviation Authorization

NSF List of Suggested Reviewers or Reviewers Not to Include

A Guide for Preparation and Submission of NSF Applications via Grants.gov

3. CONFORMANCE WITH APPLICATION PREPARATION REQUIREMENTS

It is imperative that all applications conform to application preparation and submission instructions specified in this Guide.

All attachments to an application also must comply with NSF font, spacing, and margin requirements specified in PAPPG Chapter II.C.2. Conformance with all preparation and submission instructions is required and will be strictly enforced unless a deviation has been approved in advance of application submission. Please note that NSF solicitations may establish additional requirements. Applications that do not comply with this requirement will not be inserted into Research.gov and therefore cannot be reviewed. See PAPPG Chapter II.A for additional information.

3.1 Portable Document Format (PDF)

NSF requires that applicants submit all attachments to applications to Grants.gov in PDF. In order to save a document as a PDF, the applicant will need to use PDF generator software. Applications with attachments in non-PDF format will not be inserted into Research.gov and will require resubmission in PDF via Grants.gov by the applicant.

3.1.1 Warnings and Rules

Failure to comply with the following warnings or to adhere to NSF rules for PDF files may result in your application not being inserted into Research.gov and the application missing the funding opportunity’s deadline date, where applicable.

Warnings

• DO NOT Use Blocked PDF Producers

• DO NOT Use Adobe Acrobat Encryption or Security Settings

• DO NOT Use Adobe Acrobat PDFWriter

PDFWriter does not produce acceptable PDF files, except under very limited circumstances. This can lead to NSF Program Officers and reviewers seeing garbled and/or incomplete versions of a file. NSF recommends uploading one of the supported formats identified in the Acceptable File Formats section on the NSF website. To create and upload a PDF file, use Adobe Distiller (in the same package as PDFWriter) or Ghostscript version 6.5 or higher.

Rules

• Always Check Results

• Always Embed All Fonts

• Always Use Type 1 or True Type Fonts

4. SUBMISSION OF SAME APPLICATION TO MULTIPLE AGENCIES

With the exception of the Biological Sciences Directorate policy specified below, concurrent submission of an application to other Federal agencies for simultaneous consideration will not prejudice its review.

https://new.nsf.gov/policies/pappg/24-1/ch-2-proposal-preparation#c-format-of-the-proposal-0a4 https://new.nsf.gov/policies/pappg/24-1/ch-2-proposal-preparation#a-conformance-with-instructions-for-proposal-preparation--297 https://www.fastlane.nsf.gov/documents/pdf_create/pdfcreate_03.jsp?page=0 https://www.fastlane.nsf.gov/documents/pdf_create/pdfcreate_04.jsp?page=0 https://www.fastlane.nsf.gov/documents/pdf_create/pdfcreate_03.jsp?page=0

A Guide for Preparation and Submission of NSF Applications via Grants.gov

NSF Biological Sciences Directorate Policy

Research applications to the Biological Sciences Directorate (not applications for conferences) cannot be duplicates of applications 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 application; or (2) applications for Principal Investigators (PIs) who are beginning investigators (individuals who have not been a PI or co-Principal Investigator (co-PI) on a Federally funded award with the exception of doctoral dissertation, postdoctoral fellowship, or research planning grants). For applicants who qualify under this latter exception, the box for "Beginning Investigator" must be checked on the NSF Cover Page.

5. SUBMISSION FOR REVIEW BY MULTIPLE PROGRAMS WITHIN NSF

The same work/application cannot be funded twice. The submission of duplicate or substantially similar applications concurrently for review by more than one Program will result in the return of redundant applications. See PAPPG Chapter IV.B for further information.

6. NEXT STEPS – POST SUBMISSION TO GRANTS.GOV

Until an application has been received and validated by NSF, the Authorized Representative2 (AR) may check the status of an application on Grants.gov. Grants.gov requires a user login and password.

Check Application Status:

http://www.grants.gov/web/grants/applicants/track-my-application.html

6.1 Grants.gov Contact Center

If the AR has not received a confirmation message from Grants.gov within 48 hours of submission of the application, please contact:

Telephone: 1-800-518-4726 E-mail: support@grants.gov

6.2 NSF IT Service Desk

If the AR3 has not received a confirmation message from NSF within 60 hours of submission of the application, please contact:

NSF IT Service Desk (7:00 AM - 9:00 PM ET; Monday - Friday except Federal holidays) Telephone: 1-800-381-1532 E-mail: rgov@nsf.gov

2 The PAPPG and Research.gov use the term “Authorized Organizational Representative (AOR)”. Grants.gov and the NSF Grants.gov Application Guide use the term "Authorized Representative (AR)". For purposes of this document, these terms are interchangeable.”

3 The identified PI also will receive a confirmation message from NSF.

https://new.nsf.gov/policies/pappg/24-1/ch-4-non-award-decisions-transactions#b-proposal-not-accepted-or-returned-without-review-9c8 http://www.grants.gov/web/grants/applicants/track-my-application.html mailto:support@grants.gov mailto:rgov@nsf.gov

A Guide for Preparation and Submission of NSF Applications via Grants.gov

6.3 NSF Research.gov System

When submitting applications through Grants.gov, applicants should be aware of the following:

• To have a valid application submission, organizations that have not previously done business with NSF must register their organization via the NSF Research.gov Account Management system. View the Register a New Organization with NSF video tutorial for a walk-through of the steps. All individuals who will be serving as administrators, ARs, PIs or co-PIs also must register for an NSF account (i.e., NSF ID) and have an organization-approved role affiliated with an organization registered with NSF4. View the Register for a New NSF Account video tutorial for a walk-through of the steps.

• NSF requires that organizations registering to use NSF’s electronic systems have a valid and active System for Award Management (SAM) registration and have a valid Unique Entity Identifier (UEI). NSF will validate that each applicant’s UEI and SAM registration are active and valid prior to allowing submission of an application to NSF. See PAPPG Chapter I.G.2 for further information.

• Any subrecipients named in the application are required to obtain a UEI and register in Research.gov.

Subrecipients named in the application, however, do not need to be registered in SAM. The General Services Administration (GSA) has implemented a process by which an organization that will only be a subrecipient may receive a UEI without undergoing a complete SAM registration. See the SAM.gov website for additional information about registration and UEI assignment. Registration steps for subrecipients are as follows:

o Step 1: Subrecipient must obtain a UEI:

A subrecipient without a UEI must go to SAM.gov and select the green ‘Get Started’ button on the "Register Your Entity or Get a Unique Entity ID" section in the upper right side of the webpage. Once the subrecipient obtains the UEI through SAM.gov, the subrecipient must contact the NSF IT Service Desk (see contact information in Section 6.2) to register the organization with NSF.

o Step 2: Subrecipient must register the organization with NSF:

When the subrecipient contacts the NSF IT Service Desk, the subrecipient should inform the technician that this is a Grants.gov application requiring subrecipient organization registration. Please do not attempt to register the subrecipient organization with NSF in Research.gov because the system will generate an error and will not permit the subrecipient registration. To expedite the process, subrecipients should provide the following information for each unique subrecipient organization on the application:

• Subrecipient UEI: Required;

• Subrecipient Organization Name: Required;

• Subrecipient Complete Address (Including City, State, and Zip): Required;

• Subrecipient Phone Number: Optional;

• Subrecipient Point of Contact: Optional; and

• Email of Subrecipient Organization: Optional.

Once these two steps are complete, the subrecipient organization may be added to the Research.gov application.

4 The Grants.gov applicant also must have a Grants.gov account. Applicants who previously submitted a postdoctoral fellowship application to NSF in Grants.gov or registered as an unaffiliated individual in their Grants.gov account can inadvertently attempt to apply to an NSF non-postdoctoral fellowship Program as an individual unless their Grants.gov account profile is updated. NSF applications cannot be submitted by an individual except to a postdoctoral fellowship Program. Grants.gov applicants should contact Grants.gov to update their Grants.gov account profile as necessary before starting an NSF non-postdoctoral fellowship proposal to ensure that they are not applying as an individual.

https://resources.research.gov/common/attachment/Desktop/AcctMgmtSIDVidNewOrg.html https://resources.research.gov/common/attachment/Desktop/AcctMgmtSIDVidNewOrg.html https://resources.research.gov/common/attachment/Desktop/AcctMgmtSIDVidRegNewUser.html https://resources.research.gov/common/attachment/Desktop/AcctMgmtSIDVidRegNewUser.html https://new.nsf.gov/policies/pappg/24-1/ch-1-pre-submission#ch1G2 https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home

A Guide for Preparation and Submission of NSF Applications via Grants.gov

• Grants.gov Integration Process: The Grants.gov integration process consists of 3 steps:

1. Data conversion: Data received from Grants.gov will be converted into accepted data elements recognized by Research.gov. During this conversion, the data will not be stored in the database. This step is to assist with data validation (i.e., pre-check validations and post-check validations).

2. Pre-check Validations: Once the data are converted, pre-check validations will be triggered. The pre-check validations are the minimum set of requirements that the application must meet before Research.gov can process the application.

o If the application does not meet the pre-check validation requirements, the PI will be notified via email and will be required to correct the issue(s) in the source system (i.e., Grants.gov or system-to-system) and resubmit in Grants.gov.

o If the application does meet the pre-check validation requirements, the post-check validations will be triggered.

3. Post-check Validations: The post-check validations include the Research.gov automated proposal compliance checks as well as additional checks related to the deadline date, where applicable. The complete list of current compliance checks is posted on the Automated Compliance Checking of NSF Proposals webpage. The checks for the full proposal submission type are run on Grants.gov applications as part of the post-check validation process in Research.gov.

o If the application does not meet the post-check requirements, the PI, Sponsored Projects Office

(SPO) and AR will be notified via email and the organization will be required to correct the issue(s) in Research.gov and resubmit. The application will be considered an in-progress proposal in Research.gov until the issues are corrected. Please note that changes made to an application in Research.gov will not be reflected in Grants.gov or the source system.

o If the application does meet the post-check requirements, the application will be considered successfully submitted to NSF and a Research.gov proposal ID is generated. The PI, SPO and AR will be sent the Research.gov proposal ID when an application is successfully submitted to NSF.

o When submitting via Grants.gov, NSF strongly recommends applicants initiate application submission at least five business days in advance of a deadline to allow adequate time to address NSF compliance errors and resubmissions by 5:00 p.m. submitting organization's local time on the deadline. Receiving a Grants.gov Agency Tracking Number does not mean the proposal was successfully accepted by NSF.

o The NSF Grants.gov Proposal Processing in Research.gov informational page provides submission guidance to applicants and links to helpful resources including the Grants.gov Proposal Processing in Research.gov how-to guide, and Grants.gov Submitted Proposals Frequently Asked Questions.

• Research.gov should be used to check the status of an application after it has been received and validated by NSF. Applicants can access the Proposal Status page using the Proposal Status link under Proposals on the Research.gov homepage after signing into Research.gov. If applicants do not see a submitted application listed on the Proposal Status page after 24 hours, the applicant should contact the NSF IT Service Desk at 1- 800-381-1532 for assistance. The NSF IT Service Desk is available by phone from 7:00 AM to 9:00 PM ET Monday - Friday except Federal holidays or via email to rgov@nsf.gov.

• Research.gov must be used to add or correct information in the application after submission via Grants.gov and a notification is received from NSF that the application has been inserted into Research.gov. See Section 6.3.1, “Proposal File Update – Post Submission”, Section 6.3.2 “Revisions to the Budget”, and Section 6.4, “Warning Messages”, for details.

https://www.nsf.gov/bfa/dias/policy/autocompliance.jsp https://www.nsf.gov/bfa/dias/policy/autocompliance.jsp https://resources.research.gov/common/attachment/Common/Grants_govProposal_Processing_in_Research.pdf https://resources.research.gov/common/attachment/Common/Grants_govProposal_Processing_in_Research.pdf https://www.research.gov/common/attachment/Desktop/Grants_gov_Integration_with_Research_gov_Guide_Final_508.pdf https://www.research.gov/common/attachment/Desktop/Grants_gov_Integration_with_Research_gov_Guide_Final_508.pdf https://www.research.gov/research-web/content/aboutpsm#grants https://www.research.gov/research-web/content/aboutpsm#grants mailto:rgov@nsf.gov

A Guide for Preparation and Submission of NSF Applications via Grants.gov

6.3.1 Proposal File Update – Post Submission

Applications submitted through Grants.gov are considered official submissions to the Federal government. The Research.gov proposal file update/budget revision feature (previously referred to as the Submitted Proposals Module) allows the organization to request the replacement of files or revision of other Proposal Attributes associated with a previously submitted proposal. See PAPPG Chapter III.C for further information.

All budgetary revisions must be submitted through use of the Research.gov budget revision feature. See Section 6.3.2, “Revisions to the Budget” below for further information.

6.3.2 Revisions to the Budget

Negotiating budgets generally involves discussing a lower or higher amount of total support for the proposed project.

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. Applicants must use the Research.gov budget revision feature to submit this information. A revised proposal budget, budget justification, as well as a Budget Impact Statement that describes the impact of the budget reduction on the scope of the project, must be provided.

Revised proposal budgets must be signed and submitted by the AR. See PAPPG Chapter III.D for further information.

6.4 Warning Messages

If an applicant receives a Warning Message email stating information needs to be added or corrected in the application, the applicant should carefully review each warning and make the necessary correction(s) as needed in using the proposal file update/budget revision feature in Research.gov. See Section 6.3.1, “Proposal File Update – Post Submission”, and Section 6.3.2, “Revisions to the Budget” for more information about proposal file updates and submitting revised budget information.

NSF strongly recommends that the warnings be resolved as described in the warning message. NSF will not accept or will return without review applications that do not meet NSF application preparation requirements.

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A Guide for Preparation and Submission of NSF Applications via Grants.gov

IV. GRANT APPLICATION WORKSPACE INSTRUCTIONS

1. GRANT APPLICATION WORKSPACE

1.1 Verify Grant Information

Select “Apply Now” and enter the Funding Opportunity Number. Verify that the information shown corresponds to the funding opportunity for which the applicant wishes to apply. Grants.gov will auto-populate the following information:

• Opportunity Title;

• Offering Agency;

• Catalog of Federal Domestic Assistance (CFDA) Number;

• CFDA Description;

• Opportunity Number;

• Competition ID;

• Opportunity Open Date;

• Opportunity Close Date; and

• Agency Contact.

1.2 Enter a Name for the Application

Check the box indicating that the applicant will be submitting applications on the applicant’s own behalf (if applicable).

The check box will only be shown on funding opportunities that are open to individuals.

Enter a name for the application in the *Application Filing Name field (this is a required field). This name is for use solely by the applicant to track through the Grants.gov submission process. It is not used by the receiving agency.

1.3 Open and Complete Mandatory Documents

Open and complete all of the documents listed in the “Mandatory Documents” section. Complete the SF 424 (R&R) first. Data entered on the SF 424 (R&R) is populated into other mandatory and optional forms where possible.

Mandatory Documents include:

• SF 424 (R&R);

• Project/Performance Site Location(s);

• Research and Related Other Project Information;

• Research and Related Budget;

• NSF Cover Page; and

• NSF Senior/Key Person Profile (Expanded).

Copies of all forms are available for reference on the Grants.gov website.

1.4 Open and Complete Optional Documents

To open Optional documents, click on the checkbox next to the optional form you wish to add. Once the checkbox is checked, click on the link for the form to fill it out.

https://new.nsf.gov/policies/pappg/24-1/ch-1-pre-submission#ch1E https://www.grants.gov/web/grants/forms/r-r-family.html#sortby=1

A Guide for Preparation and Submission of NSF Applications via Grants.gov

Optional Documents include:

• R&R Subaward Budget Attachment(s) Form:

• NSF Deviation Authorization: and

• NSF List of Suggested Reviewers or Reviewers Not to Include.

Copies of all forms are available for reference on the Grants.gov website.

1.5 Navigating the Forms

The applicant must complete the mandatory fields on each page of the form/document. Mandatory fields in Adobe Reader are highlighted in yellow with a red border.

To navigate to the next page of a form/document, locate the right arrow in the Adobe toolbar at the top of Adobe Reader and click on the arrow.

Once the arrow has been clicked, the applicant will be taken to the next page of the form/document to complete the rest of the form. The applicant may use this arrow to be taken to each subsequent form in the application.

To go back to the previous page or previous form/document, simply click the left arrow on the Adobe toolbar.

Additionally, Adobe Reader allows scrolling from one form to the next by using the up and down arrows on the far right of Adobe Reader.

Once all the relevant fields have been completed, the applicant can return to the Grant Application Package screen and the list of Mandatory and Optional Documents by going to the first page in the application package or by clicking on the “Close Form” button when available. When a form/document is closed, the completed data is captured in the application package, but the form/document is not automatically saved. The application package must be saved from the Grant Application Package screen. More information on saving the application package is available in Section 1.8, “Saving the Application.”

1.6 Attachments

Many of the forms/documents in the application package require the applicant to attach files. As stated in Chapter III, Section 3.1, “Portable Document Format (PDF)”, NSF requires that all attachments must be submitted in PDF format.

To attach a PDF file to the forms/documents in the application package, only use the attachment buttons found on the form. Do not use the Adobe attachment function through the Adobe menu or Adobe icon.

The R&R Subaward Budget Attachment(s) Form allows the applicant to attach additional Adobe forms. Chapter V, Section 6 of this Guide provides detailed instructions for the navigation of this form.

For more information on adding attachments to the application package using Adobe forms, please see the Grants.gov Online User Guide.

https://www.grants.gov/ https://apply07.grants.gov/help/html/help/index.htm?callingApp=custom#callingApp=custom&t=GetStarted%2FGetStarted.htm

A Guide for Preparation and Submission of NSF Applications via Grants.gov

1.7 Displaying Help Tips

To display a Help Tip in Adobe Reader, hover or place the cursor over the field in question. Fields that are pre-populated by Grants.gov are display-only fields and no Help Tip is available. Help Tips are not available for buttons that are grayed out.

1.8 Saving the Application

The “Save” button only appears on the Grant Application Workspace screen. It is recommended that after the applicant completes each form/document, the applicant should return to the first page of the application package or click on the “Close Form” button when available, then save the application package by clicking on the “Save” button at the top of the Grant Application Workspace Screen. It is important to note that the application package will be saved to the last active directory on the applicant’s computer. Therefore, the applicant should save the application package to the applicant’s hard drive where it can easily be located. The applicant may save the application package at any time and should save the application package with the same file name each time.

1.9 Check Package for Errors

To initiate the Grants.gov edit check process, simply click on the “Check Package for Errors” button on the first page of the application package.

If all fields pass validation checks, a message box is shown saying “Validation Passed.” If the application fails a validation check, the applicant must fix the error(s) and check the package for errors again. All errors are displayed one at a time.

Applicants are cautioned that no checks against NSF-specific business rules will take place at this time.

1.10 Submitting the Application

The AR must open the application in Adobe Viewer then press the “Save & Submit” button. Applications can be completed in their entirety offline; however, to submit an application you must be connected to the internet. To submit an application, follow the steps identified below:

1. Browse to the physical location where the application file is located on your hard drive.

2. Double-click the application.

3. The application will open in Adobe Reader. This may take a few moments.

4. Once the application is completely open, if the “Save & Submit” button is not active, click the “Save” button.

If the application has passed the “Check Package for Errors” validation check, the application will be saved and the “Save & Submit” button will become active.

5. Click “Save & Submit”. A window will display requiring the application to be saved again.

6. A pop-up window is displayed with User Name and Password prompt.

7. Enter your AR User Name and Password.

8. Click Login. A pop-up window is displayed that says “This document is trying to connect to the site. If you trust the site, click ‘Allow’, otherwise click ‘Block’.”

A Guide for Preparation and Submission of NSF Applications via Grants.gov

9. Click on ‘Allow’ and select the checkbox next to ‘Remember my Action…’ This is a security warning from Adobe Reader.

10. A pop-up window is displayed that asks “Do you wish to sign and submit this Application?”

11. Click the “Sign and Submit Application” button.

12. A Security Warning pop-up window is displayed that says “This document has accessed more than one site and might be trying to share data among different locations. This could be a privacy concern. Are you sure you want to continue?” Check the “Don’t show this message again until this document is reopened” checkbox and click “Yes.”

13. Upon successful submission of the application, a confirmation document is displayed with the Grants.gov

Tracking Number displayed on the second page. It is recommended that this document be saved for your records.

Only the AR has the authority and user rights to Sign and Submit an application to Grants.gov.

Submission Frequently Asked Questions (FAQs) may be found on the Grants.gov website.

A Guide for Preparation and Submission of NSF Applications via Grants.gov

V. RESEARCH AND RELATED (R&R) FORMS AND INSTRUCTIONS

1. OVERVIEW

This section contains both the SF 424 (R&R) instructions, as well as any applicable NSF-specific instructions. It is important that all applications conform to these SF 424 (R&R) general instructions, and where specified, with the NSF-specific instructions. Conformance is required and will be strictly enforced unless a deviation has been approved by NSF in advance of submission. Applicants are advised that NSF may not accept or may return without review applications that are not consistent with these instructions.

The applicant is required to complete and submit the following SF 424 (R&R) forms as part of the application package:

• SF 424 (R&R);

• Project/Performance Site Location(s);

• Research & Related Other Project Information; and

• Research & Related Budget.

The following SF 424 (R&R) form is optional and only should be submitted when applicable:

• R&R Subaward Budget Attachment(s) Form

Detailed instructions for the completion of each of these forms are contained in the following sections.

2. SF 424 (R&R)

A copy of the SF 424 (R&R) is available for reference on the Grants.gov website.

2.1 Enter a Type of Submission (Field 1 on the Form)

Check one of the Type of Submission boxes.

For purposes of NSF, the term preliminary proposal is synonymous with pre-application. Preliminary proposals, when required, must be submitted via use of Research.gov. In addition, the box for "changed/corrected application” should not be used.

Applicants that wish to change or correct a previously submitted application (that has already been accepted into Research.gov) must use the proposal file update/budget revision feature in Research.gov. See Chapter III, Section 6.3.1, “Proposal File Update – Post Submission”. Resubmissions, continuations, or revisions also should not be used in Field 8 on the form. See Section 2.8, “Select Type of Application (Field 8 on the Form)”.

A Guide for Preparation and Submission of NSF Applications via Grants.gov

2.2 Enter Date Submitted (Field 2 on the Form)

Enter the date the application is submitted to the Federal agency.

Applicants impacted by a natural or anthropogenic event should contact the cognizant NSF Program Officer in the Division/Office to which they intend to submit their application and request authorization to submit an application after the deadline date. Applicants must then follow the written or verbal guidance provided by the cognizant NSF Program Officer. A statement identifying the nature of the event that impacted the ability to submit the application on time must be uploaded under “Additional Single-Copy Documents,” Field 5 on the NSF Cover Page form. See also PAPPG Chapter I.F for additional information.

2.3 Enter Date Received by State (Field 3 on the Form)

Leave this blank.

2.4.a Federal Identifier (Field 4.a. on the Form)

If a new, full application is being submitted that is related to a previously submitted preliminary proposal, enter the NSF assigned preliminary proposal number in the Federal Identifier field. If this is a renewal application, requesting additional funding for a period subsequent to that provided by a current award, enter the assigned award number of the previously funded application in the Federal Identifier field.

If this application is a resubmission of an application that has been previously submitted, but was not funded, and is being resubmitted for new consideration, leave blank. NSF treats these submissions as new applications.

2.4.b Agency Routing Number (Field 4.b. on the Form)

NSF does not use this field for routing. This field should be left blank.

2.4.c Previous Grants.gov Tracking ID (Field 4.c on the Form)

NSF does not use this field. This field should be left blank.

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A Guide for Preparation and Submission of NSF Applications via Grants.gov

2.5 Enter Applicant Information (Field 5 on the Form)

Check the prepopulated SAM UEI information of the applicant organization for accuracy. This field is required.

The legal name of the applicant organization should be entered under "Legal Name," unless the applicant is an individual.

In addition, applicants that are individuals cannot enter information into the Organizational UEI field.

Field Name Input

*Legal Name Enter legal name of applicant, which will undertake the assistance activity, enter the complete address of the applicant (including county/parish and country), and name, telephone number, e-mail, and fax of the person to contact on matters related to this application. This field is required.

Department Enter the name of primary organizational department, service, laboratory, or equivalent level within the organization which will undertake the assistance activity.

Division Enter the name of primary organizational division, office, or major subdivision which will undertake the assistance activity.

*Street 1 Enter first line of the street address for the applicant in “Street1” field. This field is required.

Street 2 Enter second line of the street address for the applicant in “Street2” field. This field is optional.

*City Enter the city for address of applicant. This field is required.

County/Parish Enter the county/parish for address of applicant.

*State Enter the State where the applicant is located. This field is required if the applicant is located in the United States.

Province Enter the Province.

*Zip Code Enter the Postal Code (e.g., ZIP code) of applicant. This field is required if the applicant is located in the United States. This field is required if a State is selected; optional for Province.

*Country Select the country for the applicant address. This field is required.

Person to be contacted on matters involving this application (Field 5.A. on the form):

Prefix Enter the prefix (e.g., Mr., Mrs., Rev.) for the person to contact on matters related to this application.

*First Name Enter first (given) name of the person to contact on matters related to this application. This field is required.

Middle Name Enter the middle name of the person to contact on matters related to this application.

*Last Name Enter the last (family) name of the person to contact on matters related to this application. This field is required.

Suffix Enter the suffix (e.g., Jr, Sr, PhD) for the name of the person to contact on matters related to this application.

Position/Title Enter the title of the person to contact on matters related to this application.

*Street 1 Enter first line of the street address for the person to contact on matters related to this application in “Street1” field. This field is required.

Street 2 Enter second line of the street address for the person to contact on matters related to this application in “Street2” field. This field is optional.

*City Enter the city for address of the person to contact on matters related to this application. This field is required.

County/Parish Enter the county/parish for address of the person to contact on matters related to this application.

*State Enter the State where the person to contact on matters of this application is located. This field is required if the applicant is located in the United States.

Province Enter the Province.

*Country Select the country for the person to contact on matters related to this application address. This field is required.

A Guide for Preparation and Submission of NSF Applications via Grants.gov

*ZIP / Postal Code Enter the Postal Code (e.g., ZIP code) of the person to contact on matters related to this application.

This field is required if the applicant is located in the United States. This field is required if a State is selected; optional for Province.

*Phone Number Enter the daytime phone number for the person to contact on matters related to this application. This field is required.

Fax Number Enter the fax number for the…