Proposal Preparation and Submission - Research.gov

Proposal Preparation and Submission - Research.gov
Proposal Preparation and Submission
About Proposal Preparation and Submission
Proposal Submission Capabilities
Letter of Intent FAQs
Proposal FAQs
General
Preliminary Proposals
Collaborative Proposals
Uploading Documents
Proposal Sections
Proposal Submission
Proposal Withdrawal
Grants.gov Submitted Proposals
Proposal Statuses
In Progress Statuses
Submitted Statuses
PFU/BR Statuses
Demo Site FAQs
General
Access and User Roles
Demo Site Features
Video Tutorials
How-to Guides
Links to Resources
About Proposal Preparation and Submission
The Research.gov Proposal Submission System modernizes proposal preparation and submission capabilities by improving the user experience while also reducing administrative burden through an intuitive interface and expanded automated proposal compliance checking. All NSF proposals must be submitted in Research.gov or Grants.gov in accordance with the instructions for a specific funding opportunity.
Proposals submitted via Grants.gov are processed in Research.gov. See the
Grants.gov Proposal Processing in Research.gov page
and
Grants.gov Proposal Processing in Research.gov how-to guide
for additional information. When submitting via Grants.gov, NSF strongly recommends proposers initiate proposal 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. Please note that some errors cannot be corrected in Grants.gov. Once a proposal passes pre-checks but fails any post-check, the proposer can only correct and submit the in-progress proposal in Research.gov.
Access the
Research.gov Proposal Submission System
Explore the
Research.gov Proposal Preparation Demo Site
(User prompted to sign in to Research.gov if not already signed in.)
Research.gov Proposal Preparation Benefits
Fast and easy proposal setup wizard to find funding opportunities and initiate a proposal
Quick process to share proposal access with administrative staff. Expanded compliance checking (
View Research.gov compliance checks
Expanded compliance checking (
View Research.gov compliance checks
Immediate compliance feedback in each proposal section
Unaltered PDF uploads
Minimized return without review of proposals due to compliance issues
On-screen references to relevant sections of the
Proposal & Award Policies & Procedures Guide (PAPPG)
Better management of personnel and subawards
Improved performance and less system downtime
Help NSF Continue to Refine the Research.gov Proposal Submission System
NSF wants your feedback! Vital feedback from the community helps ensure the system is working as intended and to identify areas of improvement.
Ways to provide feedback and stay informed:
Send feedback to NSF via the Research.gov's
Feedback page
Join the NSF System Updates listserv! Sign up to receive Research.gov updates by sending a blank email to
system_updates-subscribe-request@listserv.nsf.gov
Contacts for Questions
For program-specific questions, please contact the cognizant NSF Program Officer
For NSF technical questions or immediate assistance, please contact the NSF IT Service Desk 7:00 AM – 9:00 PM Eastern Time, Monday through Friday (except for federal holidays):
Email
the NSF IT Service Desk at rgov@nsf.gov
Call
the NSF IT Service Desk at
1-800-381-1532
For SciENcv technical questions or immediate assistance related to the Biographical Sketch and Current and Pending (Other) Support proposal sections, please contact the National Institutes of Health (NIH) Help Desk 7:30 AM – 5:30 PM Eastern Time, Monday through Friday (except for federal holidays):
Email
the NIH Help Desk at
NLMSciencv@mail.nih.gov
Create a ticket:
Policy-related questions should be directed to
policy@nsf.gov
Research.gov supports preparation and submission of all submission types (letters of intent, preliminary proposals, and full proposals) as well as all proposal types:
Research
Planning*
RAPID
EAGER
RAISE
GOALI
Ideas Lab
FASED
Conference
Equipment
Travel
Center
Research Infrastructure
Postdoctoral Fellowship**
Small Business Innovation Research Program (SBIR)*
Small Business Technology Transfer Program (STTR)*
* Proposal preparation and submission not supported in Grants.gov
**Preparation and submission of proposals with reference letter requirements not supported in Grants.gov
Both single submission and collaborative proposals are supported. View all supported features on the Proposal Submission Capabilities page.
Proposal Submission Capabilities
The chart below indicates proposal functions in Research.gov.
Current Capability
Type of Submission
Full Proposal
Letter of Intent
Preliminary Proposal
Full Proposal related to a Preliminary Proposal
Renewal Proposal
Accomplishment Based Renewal Proposal
Type of Proposal (single proposals with or without subawards and separately submitted collaborative proposals)
Research
Planning
Rapid Response Research (RAPID)
EArly-concept Grants for Exploratory Research (EAGER)
Research Advanced by Interdisciplinary Science and Engineering (RAISE)
Grant Opportunities for Academic Liaison with Industry (GOALI)
Ideas Lab
Facilitation Awards for Scientists and Engineers with Disabilities (FASED)
Conference
Equipment
Travel
Center
Research Infrastructure
Postdoctoral Fellowship (proposals for fellowship solicitations without reference letter requirements)
Postdoctoral Fellowship (proposals for fellowship solicitations with reference letter requirements)
Small Business Innovation Research (SBIR)
Small Business Technology Transfer (STTR)
Supplemental Funding Requests, including Career Life Balance Supplemental Funding Requests
Other Proposal Preparation Components and Features
Proposal File Updates (PFU)/Budget Revisions
Current and Pending (Other) Support Update
Cost Sharing (for programs with mandatory cost sharing requirements)
Support for Special Exception to NSF's Deadline Date Policy (e.g., in the case of a natural or anthropogenic event)
Secondary Units of Consideration
Single Copy Documents (e.g., Disclosure of Lobbying Activities)
Project Data Form (for EDU/DUE programs requiring submission of form)
Project Description Exceeding 15 pages
Separate Uploads of Multiple Supplementary Documents
Deletion of In-progress Proposals
Withdrawal of Single Submission Proposals and Separately Submitted Proposals from Multiple Organizations
Proposal Preparation Demonstration Site
Supplemental Funding Request Demonstration Site
Integration with Grants.gov
Notes:
This table will be updated as additional capabilities are added.
Unless otherwise specified in an NSF solicitation, proposals to NSF may be submitted via Research.gov or Grants.gov. See the
Grants.gov Proposal Processing in Research.gov
page for information about Grants.gov submissions.
NSF wants feedback from the research community about the Research.gov Proposal Submission System so NSF can continue to make improvements. Feedback may be submitted on the
Research.gov Feedback
page.
Additional information about the Research.gov Proposal Submission System and the Research.gov proposal preparation demo site, such as Frequently Asked Questions (FAQs) by topic, is available on the Research.gov
About Proposal Preparation and Submission
page.
Please see the Research.gov
About Supplemental Funding Requests Preparation and Submission
page for FAQs about preparation and submission of supplemental funding requests in Research.gov as well as information on the Research.gov supplemental funding request demo site. Supplemental funding requests can be submitted in Research.gov regardless of the system used (Research.gov, FastLane, or Grants.gov) for proposal submission.
Letter of Intent FAQs
Letter of Intent FAQs
Who can initiate and submit a Letter of Intent (LOI) in Research.gov?
A user with the Principal Investigator (PI), Sponsored Project Officer (SPO), or Authorized Organizational Representative (AOR) role can initiate and submit an LOI in Research.gov. For a funding opportunity that requires AOR submission, the PI or SPO must share the LOI with the AOR. LOIs must be prepared and submitted in Research.gov and cannot be prepared and submitted in Grants.gov.
How do I associate my LOI to my full proposal?
For solicitations that require or request submission of an LOI, there is a field on the full proposal Cover Sheet labeled Letter of Intent ID Number. Enter your LOI number in this field and then save the Cover Sheet. A green confirmation message will display and will include your LOI title below the LOI ID number field. Additionally, there will be a blue information message at the top of the full proposal Cover Sheet confirming the successful association of your LOI and your full proposal. If the LOI ID number you entered is invalid or is for an LOI for which you do not have access, you will receive an error message and the LOI will not be associated to your full proposal.
Will I be required to associate my LOI to my full proposal in Research.gov when the solicitation requires the submission of an LOI?
Yes. Follow the solicitation requirements and enter the LOI number on the full proposal Cover Sheet. Although the system allows this entry to be optional, the cognizant Program Office will verify compliance of the submitted full proposal with the solicitation.
How do I remove an LOI number that is associated with a full proposal?
To remove an LOI number that is associated with a full proposal, go to the full proposal Cover Sheet, clear the Letter of Intent Number field, and then save the Cover Sheet.
When associating an LOI to a full proposal, what is considered a valid LOI?
A valid LOI must meet the following criteria:
Exists in the user's Submitted LOI list
Is not associated with another submitted full proposal
Belongs to the same organization as the full proposal
Was created using the same solicitation as the full proposal
What information does Research.gov require for an LOI?
Research.gov will require that each LOI has an LOI Title, a Project Synopsis, and an associated PI.
The following LOI attributes are solicitation-dependent:
Number of Senior Personnel
Number of Participating Organizations
Organization and Project Information
Additional information permitted in the Other Comments section
Can an LOI be associated to a collaborative proposal in Research.gov?
Yes, an LOI can be associated to a single submission collaborative proposal with subaward or to a lead organization proposal that is part of a separately submitted collaborative proposal from multiple organizations. An LOI cannot be associated with a non-lead organization separately submitted collaborative proposal.
General
Proposal FAQs
What is a proposal Temporary ID Number?
A proposal Temporary ID Number is a unique identifier that is generated by Research.gov to keep track of and manage proposals before they are submitted. Once submitted to NSF, proposals are assigned permanent proposal IDs. The Temporary ID Number is also used by lead and non-lead organizations to link separately submitted collaborative proposals from multiple organizations.
What is the PAPPG?
The
Proposal & Award Policies & Procedures Guide
(PAPPG) is comprised of documents relating to the Foundation's proposal and award process for the assistance programs of NSF. The policy and procedural guidance contained in Part I of the PAPPG pertains to proposals submitted via the NSF Research.gov system. Relevant PAPPG sections are linked to within each proposal section in Research.gov to assist proposal preparers.
What is the difference between a compliance “Error” and a “Warning”?
Automated proposal compliance checks triggering an error message will stop proposal submission to NSF, whereas checks triggering a warning message will still allow proposal submission. Expanded compliance checking in Research.gov helps to reduce administrative burden for the research community and NSF staff, as well as minimizes the return without review of proposals. Research.gov performs automated compliance checks on full proposals, renewal proposals, accomplishment-based renewal proposals, preliminary proposals, LOIs and supplemental funding requests. Refer to the
Automated Compliance Checking of NSF Proposals
page for the current automated proposal checks. Proposers who receive a compliance error or warning message should check the
Automated Compliance Checking of NSF Proposals
page and the solicitation for specific proposal requirements. Proposers should also review the topic-specific FAQs on the Research.gov About Proposal Preparation and Submission page. For example, the
Uploading Documents FAQ topic
includes document formatting FAQs, and the
Proposal Sections FAQ topic
includes Cover Sheet and budget FAQs.
How can I view the proposal "Error" and "Warning" messages?
The Proposal Actions section on the proposal main page has a Check Error(s) and Warning(s) button. After clicking this button, the Check Error(s) and Warning(s) page will display to show the identified automated compliance error and warning messages for the proposal. Individuals with a PI, co-PI, SPO, AOR, or Other Authorized User (OAU) role on the proposal can view the error and warning messages for the proposal. If there are no errors or warnings, this page will display a green success message. Please refer to the
Automated Compliance Checking of NSF Proposals
page for a listing of the current compliance checks.
Can a PI be swapped with any co-PI on an in-progress proposal?
No, PI/co-PI swaps can only be done on an in-progress proposal when the PI and co-PI are from the same organization. If the Change Role option is not clickable in Research.gov, it means that the option is disabled for the specified individual. If the Change Role option is not clickable and is disabled, it means that the PI role cannot be changed because there are no other co-PIs from the same organization on the proposal. See the
Swapping PIs and co-PIs from Same Organization
how-to guide for more information.
I initiated a proposal as a PI but now I want to assign myself as a co-PI and assign a different individual as the PI on the proposal. How do I make this swap?
The prime organization can swap an individual with a PI role on an in-progress proposal or proposal file update with an individual with a co-PI role on the in-progress proposal or proposal file update provided that the individuals are affiliated with the same prime organization. To initiate the swap, the PI or co-PI navigates to the Manage Personnel (Prime Organization) page and clicks the Change Role link in the Proposal Actions column. The Change Role link for the PI will be enabled only if there is a co-PI listed in the prime organization's personnel list. The Change Role link for the co-PI will be enabled only if the PI on the proposal is from the same prime organization. After successfully swapping the PI and co-PI on the in-progress proposal or proposal file update, a green success message will display, and an email notification will be sent to the PI, co-PI(s), and OAU(s) associated with the proposal. See the
Swapping PIs and co-PIs from Same Organization
how-to guide for more information.
Can an individual from a subrecipient organization be added to a proposal as a co-PI?
An individual from a subrecipient organization with a Unique Entity ID (UEI) from the System for Award Management (SAM) but not registered in SAM cannot be added to a proposal as a co-PI but can be added as Senior/Key Personnel.
Can an individual be added to a proposal more than once?
No, an individual cannot be added to a proposal more than once. For example, an individual cannot be added on a proposal as Senior/Key Personnel and also as an OAU. In addition, an individual cannot be added as Senior/Key Personnel on a proposal for more than one organization, such as adding an individual as a co-PI for the prime organization and adding the same individual as Senior/Key Personnel for a subrecipient organization.
I am using Chrome and trying to download the PDF of my proposal but I am encountering an error. What can I do?
Individuals who are using Chrome will encounter a networking error when attempting to use the download file functionality. NSF recommends clicking on the Print icon and Save as PDF or using a different browser.
What happens to an in-progress proposal if the funding opportunity selected for the proposal has expired?
An in-progress proposal (i.e., letter of intent, preliminary proposal, or full proposal) in response to a funding opportunity that has expired cannot be edited or submitted in Research.gov. A new proposal with an active funding opportunity must be created in order to submit. Please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via email to rgov@nsf.gov if you need further assistance.
Can I delete or withdraw a submitted proposal?
Submitted proposals cannot be deleted but they can be withdrawn from NSF. To initiate a proposal withdrawal, the PI, SPO, or AOR can navigate to their Submitted Proposals list, select the appropriate proposal for withdrawal, and click on the Withdraw Proposal button in the Proposal Actions section of the proposal main page. For more information, see the
Proposal Withdrawal FAQ topic
. An Ideas Lab preliminary proposal cannot be withdrawn.
Accessing the Research.gov Proposal Submission System
How do I access the Research.gov Proposal Submission System?
To access the Research.gov Proposal Submission System:
Open
Research.gov
and select Sign In at the top of the page
After entering credentials and using your selected multifactor authentication method, you will be navigated to the Research.gov homepage.
Click the Prepare and Submit Proposals link under Proposals.
Click Continue to Proposal System after reviewing the modal message and then you will be on the proposal preparation landing page.
Can InCommon access login credentials be used for a user to access the Research.gov Proposal Submission System?
Yes, InCommon access login credentials can be used. From the Research.gov
page, select your organization from the organization drop-down menu to be taken to the InCommon Log In page for your organization. Only InCommon Federation participants can use their organization-issued credentials to sign in to Research.gov. You must register for an NSF account first if you plan to sign into Research.gov with your organization-issued credentials. When signing into Research.gov with organization credentials the first time, ensure your organization email address and your NSF account primary email address are the same so the two accounts can be automatically linked. If Research.gov does not detect a primary email address match for both accounts, the two accounts will not complete the auto-link process. For assistance, please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via email to rgov@nsf.gov.
Can Login.gov credentials be used to access the Research.gov Proposal Submission System?
Yes, Login.gov credentials can be used. You must register for an NSF account first if you plan to sign into Research.gov with Login.gov credentials. When signing into Research.gov with Login.gov credentials the first time, your Login.gov account and NSF account will automatically be linked if the same primary email address is used for both accounts. If Research.gov does not detect a primary email address match for both accounts, the two accounts will not complete the auto-link process. For assistance, please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via email to rgov@nsf.gov.
Permissions
What permissions does an SPO have?
An SPO is able to review and edit proposals after the proposal's PI or co-PI shares proposal access. The SPO can also initiate proposal file updates, budget revisions, LOIs, and proposal withdrawal requests for approval and submission by the AOR.
What permissions does an AOR have?
An AOR is authorized to sign on behalf of the proposing organization. The AOR is able to view, edit, and submit proposals after they are shared with the AOR by the proposal's PI or co-PI. The AOR can initiate and submit proposal files updates, budget revisions, LOIs, and proposal withdrawals. In addition, the AOR reviews LOIs and proposal withdrawal requests initiated by PIs and SPOs and submits the approved LOIs and withdrawals to NSF. The AOR also submits the Current and Pending (Other) Support update requested by the Program Officer prior to making an NSF funding recommendation.
Can individuals with other user roles (e.g., SPO or AOR) initiate proposals in Research.gov?
Only a PI can initiate a proposal in Research.gov; however, individuals with other roles (e.g., SPO, AOR, and OAU) who are granted access to the proposal by the PI will be able to prepare and edit the proposal.
How does a PI or co-PI provide the SPO/AOR access to a proposal?
A PI or co-PI can share a proposal with the SPO/AOR even before required proposal data is entered or uploaded and sections are completed. On the proposal main page, select Share Proposal with SPO/AOR and then select the type of access to provide the SPO/AOR: No access, View-only access, Edit access, or Edit access with Allow proposal submission (AOR only). The Allow proposal submission (AOR only) checkbox is automatically checked as the default when the Edit access radio button is selected. However, it is possible for the PI or co-PI to remove the check from the Allow proposal submission (AOR) checkbox and then add it again for proposal submission. See the
Sharing Proposal and Proposal File Update/Budget Revision Access with SPO/AOR
how-to guide for more information.
As a user with the Other Authorized User (OAU) role, am I required to have any additional organization-approved roles to assist with preparing proposals in Research.gov?
No,users with the OAU role can assist with proposal preparation in Research.gov without being required to also have another organization-approved role (e.g., View Only role). Users with the OAU role can assist with preparing proposals already created by selecting the Work with In Progress link under In Progress on the proposal preparation landing page. See the
Adding or Removing an OAU
how-to guide for more information about adding or removing an OAU from a proposal.
Users without the OAU role can request this role from their organization by following the instructions in the Add a New Organizational Role section of the
Account Management Guide.
Can Other Senior/Key Personnel view, access, or edit proposals in Research.gov?
No, individuals added to a Research.gov proposal as Other Senior/Key Personnel cannot view, access, or edit the proposal.
Renewals and Accomplishment-Based Renewal Proposals
Why is my previous award number not listed in the Previous Awards(s) dropdown in Step 4 (Proposal Details) of the proposal setup wizard?
A previous award will not be reflected in the Previous Awards(s) dropdown in Step 4 (Proposal Details) of the proposal setup wizard if any of the following scenarios is valid:
The previous award was made as a result of submission of a RAISE, Ideas Lab, or Equipment proposal in Research.gov or in FastLane.
You were not the PI or a co-PI on the previous award.
The previous award was an accomplishment-based renewal.
Your organization differs from the organization on the previous award.
If you believe your previous award is missing in error, contact the NSF IT Service Desk at 1 (800) 381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or
rgov@nsf.gov
How can I renew my Planning, RAPID, or EAGER award?
Renewed funding of Planning, RAPID, and EAGER awards may be requested only through submission of a renewal or accomplishment-based renewal proposal that will be subject to full external merit review.
How can I renew my Center or Research Infrastructure award?
To renew a Center award, prepare a renewal or accomplishment-based renewal proposal. For the proposal type, select the Center or Research Infrastructure proposal type during Step 3 (Proposal Type) of the proposal setup wizard.
To renew a Research Infrastructure award, prepare a renewal or accomplishment-based renewal proposal. For the proposal type, select the Research Infrastructure proposal type during Step 3 (Proposal Type) of the proposal preparation setup wizard.
Please see
PAPPG, Chapter V
for additional information about renewal proposals.
What if my previous award was from a proposal submitted in FastLane?
Previous awards from proposals submitted in both FastLane and Research.gov are reflected in the Research.gov Previous Award(s) dropdown in proposal setup wizard Step 4 (Proposal Details); however, please refer to the earlier FAQ regarding reasons your previous award may not be listed. See
PAPPG, Chapter V
for additional information about renewal proposals.
Managing Where to Apply and Secondary Units of Consideration
How do I determine the directorate/office and division of the program I want to apply to?
On
NSF.gov
you can find a list of all directorates/offices and divisions under
Find Funding & Apply
on the top menu bar. Go to the
By Directorate
option under Explore funding to view all programs associated with a particular directorate, office, or division. NSF's
Funding Search
also allows you to explore funding opportunities by keyword, eligibility and other criteria.
When creating a new proposal, can multiple programs be selected?
Step 2 (Where to Apply) in the proposal setup wizard will display one or multiple programs, depending on the selected funding opportunity. You can only select one program in Step 2. Once the proposal is created, you may add additional programs by clicking the link labeled "Manage Where to Apply" if allowable for your type of proposal.
How can I determine in Research.gov whether a particular program is identified in the selected funding opportunity?
In the proposal setup wizard, only the programs identified in the selected funding opportunity will display in Step 2 (Where to Apply). After the proposal is created, lead collaborative and single submission proposers can navigate to the Manage Where to Apply page from the proposal main page Manage Where to Apply link and select the Limit selections to those identified in the funding opportunity checkbox to view relevant programs.
At what point during proposal preparation can additional programs be added to the proposal?
Programs related to the selected funding opportunity will display as options and can be added to the proposal in Step 2 Where to Apply of the proposal setup wizard. After the proposal is created, the Manage Where to Apply link will display on the proposal main page in single submission proposals and lead collaborative proposals for the following proposal types: Research, Planning, RAISE, RAPID, EAGER, GOALI, FASED, Ideas Lab, Conference, Equipment, Travel, Center, Research Infrastructure, SBIR, and STTR. Clicking the Manage Where to Apply link opens the Manage Where to Apply page where programs related to the selected funding opportunity and programs not related to the funding opportunity can be added or removed. The Manage Where to Apply link will display for in-progress proposals only. Programs cannot be updated during a proposal file update/budget revision. The Manage Where to Apply link will not be available on the proposal main page for postdoctoral fellowship proposals.
I have started my proposal but have selected the incorrect division and program for the funding opportunity. How can I update that?
After the proposal is created, a Manage Where to Apply link will display on the proposal main page in single submission proposals and lead collaborative proposals for the following proposal types: Research, Planning, RAISE, RAPID, EAGER, GOALI, FASED, Ideas Lab, Conference, Equipment, Travel, Center, Research Infrastructure, SBIR, and STTR. Click the Manage Where to Apply link on the proposal main page. (The link does not appear if Where to Apply cannot be changed.) Follow the Manage Where to Apply page instructions to add, delete, or change order of importance. The ability to make changes is based on the proposal type and funding opportunity selected when the proposal was initiated. Most funding opportunities have one primary program for Where to Apply which cannot be changed. However, many funding opportunities allow you to add program selections and set the order of importance.
Grant Opportunities for Academic Liaison with Industry (GOALI)
Can GOALI proposals be prepared and submitted via Grants.gov?
GOALI proposals can be submitted via Grants.gov but must be completed or updated in Research.gov. See the
Grants.gov Proposal Processing in Research.gov page
and
Grants.gov Proposal Processing in Research.gov how-to guide
for more information.
What permissions does the Industrial co-PI have in the preparation of a GOALI proposal?
The Industrial co-PI will have the same permissions in a GOALI proposal as a regular co-PI has after being added to the proposal, including the ability to view and edit the proposal.
Are there any differences in the budget amount that an Industrial co-PI can request versus a regular co-PI?
In accordance with the PAPPG, industrial participants can request and receive funds from NSF if they are included as Industrial co-PIs in a small business partner subaward organization. An Industrial co-PI added to a GOALI proposal will be listed on the budget page for the small business partner subaward organization, as well as on any Individual Year and Cumulative Budget PDFs of the small business partner subaward organization. If an Industrial co-PI is added to a GOALI proposal in the prime organization or in another subaward organization which is not a small business partner subaward organization, that Industrial co-PI will not display on any budget page nor on any Individual Year and Cumulative Budget PDFs. Refer to PAPPG
Chapter II.D.2.g
and
Chapter II.F.5
for additional information.
Is an Industrial co-PI required to obtain an NSF ID and the Investigator role?
Yes, in order for an industrial participant to be added to a GOALI proposal as an Industrial co-PI, the individual must first have an NSF account (NSF ID) and an Investigator role in the Research.gov -Account Management System. All co-PIs have these account management requirements. Refer to the Research.gov
About Account Management
page for additional information and resources such as the
Register for an NSF Account
and the
Add a New Organization-Approved Role - Principal Investigator PI/co-PI
sections of the
Account Management Guide.
See also the
Register for a New NSF Account
and
Add a New Role
video tutorials.
Can an Industrial co-PI change roles to become a regular co-PI and vice versa on a GOALI proposal?
Yes. From the Manage Personnel page, there is a Change Role action that allows for an Industrial co-PI to convert to a regular co-PI, and vice versa.
How can I distinguish an Industrial co-PI from a regular co-PI?
The Industrial co-PI(s) will be listed as co-Principal Investigator - Industrial on the proposal preparation screen and on the Cover Sheet PDF. A regular co-PI is listed as co-Principal Investigator. A co-PI, if from the same prime organization as the PI on the proposal, can change their role to become either an Industrial co-PI or the PI; however, an Industrial co-PI will not be able to change their role to become the PI on the proposal.
How do I distinguish a small business partner subaward organization from a subaward organization which is not a small business partner?
A GOALI proposal can have two types of subaward organizations: small business partner subaward organizations and subaward organizations which are not small business partner organizations. On the Manage Personnel page, there are buttons in the subaward organization section of the page to add the desired type of subaward organization to a GOALI proposal. The subaward organization section of the Manage Personnel page also includes a Subaward Type column to indicate whether the subaward organization added is a small business partner. Refer to PAPPG
Chapter II.F.5
for additional details on each type of subaward organization for a GOALI proposal.
Postdoctoral Fellowship Proposals
How do I initiate a postdoctoral fellowship proposal?
You must first have the Proposed Postdoctoral Fellow role to initiate a postdoctoral fellowship proposal in Research.gov. A Proposed Postdoctoral Fellow role is different than a PI role. Postdoctoral fellowship funding opportunities will only display and be available for selection for users preparing a proposal as a Proposed Postdoctoral Fellow. Proposals for fellowship solicitations with reference letter requirements must be prepared and submitted in Research.gov and cannot be prepared and submitted in Grants.gov. Proposers with proposals for fellowship solicitations without reference letter requirements can initiate their submission in Grants.gov but must complete their proposal in Research.gov. See the
Grants.gov Proposal Processing in Research.gov page
and
Grants.gov Proposal Processing in Research.gov how-to guide
for more information.
After signing in to Research.gov, navigate to My Profile at the top right of the page.
From the left navigation menu, select My Roles > Add a New Role > Add Investigator or Authorized User Role > Proposed Postdoctoral Fellow (third option).
Proceed to complete the required information as appropriate.
Once the Proposed Postdoctoral Fellow role has been added, allow up to 60 minutes for the system to process the request.
Then you will need to sign out of Research.gov and sign back in again before initiating and preparing a postdoctoral fellowship proposal for fellowship solicitations in Research.gov.
Additional guidance is available in the Add a New Organizational Role – Proposed Postdoctoral Fellow section of the
Account Management Guide
on the Research.gov
About Account Management
page.
What happens if I have user roles in addition to the Proposed Postdoctoral Fellow role?
When a user is affiliated with an organization and has multiple roles such as a PI, co-PI, SPO, OAU, or AOR as well as the role of a Proposed Postdoctoral Fellow, all available funding opportunities (i.e., both fellowship and non-fellowship funding opportunities) can be viewed and selected. However, the user must have the Proposed Postdoctoral Fellow role to specifically view and select fellowship funding opportunities. When a Proposed Postdoctoral Fellow clicks on Prepare New, they will see the Select Organization for New Proposal modal. To create a postdoctoral fellowship proposal, the Proposed Postdoctoral Fellow must select the I am a Proposed Postdoctoral Fellow (Postdoctoral Fellowship Proposals) option from the Select Organization drop-down to initiate a postdoctoral fellowship proposal.
Do postdoctoral fellowship proposals have different document submission requirements?
Yes, the following solicitation-specific proposal sections may be required to be submitted for postdoctoral fellowship proposals:
Letter(s) of Collaboration
Letter(s) of Support
PhD Abstract
Host Institution Letter(s)
Research Support
Reference Letter Request(s)
Application Form
Sponsoring Scientist Statement
Refer to the specific program solicitation to determine if submission of these proposal sections is required, optional, or not applicable. Please also see the
Automated Compliance Checking of NSF Proposals
page for the related compliance checks.
Are Personnel documents required to be uploaded for a Mentor/Advisor or Sponsoring Scientist listed on a postdoctoral fellowship proposal?
Some postdoctoral fellowship programs require submission of Personnel documents (i.e., Biographical Sketch, Current and Pending (Other) Support, Synergistic Activities, and/or Collaborators & Other Affiliations) for any Mentor/Advisor listed on the proposal. The Proposed Postdoctoral Fellow should refer to the specific program solicitation to determine Personnel document requirements for a Mentor/Advisor or Sponsoring Scientist. Please also see the
Automated Compliance Checking of NSF Proposals
page for the related compliance checks. Note that the Mentor/Advisor and Sponsoring Scientist cannot view or edit the proposal in Research.gov.
How do I view the budget in a postdoctoral fellowship proposal?
The budget section of all postdoctoral fellowship proposals includes the prepopulated stipend and fellowship allowance based on the selected solicitation. The budget section does not display on the proposal main page after the proposal has been created but can be viewed by clicking Print Proposal. When the Proposed Postdoctoral Fellow submits the proposal, the budget will display as read-only and will be accessible from the proposal main page. The budget section is editable during a proposal file update/budget revision; however, this should only be performed when requested by the Program Officer.
How is the proposed duration determined for a postdoctoral fellowship proposal?
The proposed duration for a postdoctoral fellowship proposal is prepopulated, read-only (i.e., not editable), and aligns with the program solicitation selected when initiating the proposal in Research.gov.
What if I do not have any information to provide in the Facilities, Equipment and Other Resources section in a postdoctoral fellowship proposal?
The Facilities, Equipment and Other Resources section is required in all postdoctoral fellowship proposals. If no information is applicable in this section for your proposal, you must upload a file with the text "Not applicable" to pass the automated compliance checks and submit your proposal. Refer to the program solicitation for specific document submission requirements.
The solicitation for the postdoctoral fellowship program I am applying to does not require reference letters or information in the application form. Will I be able to submit my proposal without this information?
Research.gov will not require you to have reference letter writers added or the application form completed if the postdoctoral fellowship program solicitation does not specify these requirements.
Can a reference letter writer submit the reference letter after my proposal has been submitted?
Yes. The system will not prevent the reference letter writer from submitting a reference letter after the proposal has been submitted. However, the reference letter writer must submit the reference letter before the proposal deadline per program solicitation requirements. Please also see the
Automated Compliance Checking of NSF Proposals
page for the related compliance checks.
Can I submit my proposal before the reference letter writer(s) have submitted their reference letter(s)?
Yes. If you attempt to submit your proposal and there are reference letter writer(s) who have not yet submitted their reference letter(s), Research.gov will generate a warning that notifies you which reference letter writer(s) have not submitted. However, the system will allow you to submit the proposal. Once the reference writer(s) successfully submit their reference letter(s), the letter(s) will be available to the Program Officer to view.
How do reference letter writer(s) listed in my proposal submit reference letter(s)?
Reference writer(s) submit reference letters using the Reference Letter Submission module in Research.gov. After the proposed postdoctoral fellow nominates a reference letter writer in Research.gov, the reference writer will receive a system-generated email with a link to the Reference Letter Submission module to upload and submit the reference letter for the proposed postdoctoral fellow. A
Postdoctoral Fellowship Proposal Reference Letter Submission Module Guide
with step-by-step instructions is available on the Research.gov
About Proposal Preparation and Submission page
What do I do if I submitted my proposal but my reference letter writer cannot submit a reference letter due to a personal matter such as illness?
When a proposal is submitted, reference letter requests cannot be canceled in the proposal. The proposer must reach out to the cognizant Program Officer for guidance on how to resolve this issue. If a new reference letter writer is identified to replace the reference letter writer unable to submit a reference letter, the new reference letter writer would have to manually provide the reference letter to the Program Officer.
What if I don't see the organization that I’m trying to add in the search results for the Organization Name section in my application form?
If you have entered text in the Organization Name field and do not see the organization you want to add displayed in the search results, please try the following:
Ensure you have entered the full organization name. The system will only display a maximum of 10 search results when entering text in the Organization Name field.
Review the text you have entered to ensure there are no spelling errors.
If the organization you're attempting to add is still not displaying, click on the Add other organization selection displayed at the very bottom of the search results. Choosing this option will allow you to add a custom organization that is not in the system.
Where should I upload a curriculum vitae (CV) for a sponsoring scientist?
The CV for the sponsoring scientist should be included in the Sponsoring Scientist Statement section within the proposal.
Where should I upload a biographical sketch for a sponsoring scientist?
If the solicitation instructions are to include a biographical sketch for the sponsoring scientist, that file must be uploaded on the Biographical Sketch upload page for the sponsoring scientist. That page can be found in the Personnel Documents section on the proposal main page. Refer to the specific program solicitation to determine the submission requirements for these documents.
Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR)
How do I prepare a Small Business Innovation Research (SBIR) or Small Business Technology Transfer (STTR) Phase I or Phase II proposal in Research.gov?
Please refer to the
SBIR/STTR full proposal instructions on https://seedfund.nsf.gov/
to prepare and submit an SBIR or STTR Phase I or Phase II proposal in Research.gov. SBIR and STTR proposals cannot be prepared and submitted in Grants.gov.
Preliminary Proposals
Proposal FAQs
How do I prepare a preliminary proposal in Research.gov?
On the proposal preparation landing page, select Preliminary from the Prepare New drop-down menu. Step 1 (Funding Opportunity) of the proposal setup wizard will only display the solicitations that require a preliminary proposal and the solicitations that indicate a preliminary proposal is optional. Preliminary proposals must be prepared and submitted in Research.gov and cannot be prepared and submitted in Grants.gov.
When would I submit a preliminary proposal in Research.gov?
The program solicitation will specify content and submission requirements for preliminary proposals. Please see
PAPPG, Chapter I.D.3
for information about preliminary proposals, including the two types of decisions that may be received from NSF upon submission of a preliminary proposal.
Who can initiate a preliminary proposal in Research.gov?
Only an individual with a PI role can initiate preliminary proposals in Research.gov.
Will Research.gov prohibit any actions related to an Ideas Lab preliminary proposal?
Research.gov will not permit co-PIs and senior personnel to be added to an Ideas Lab preliminary proposal. In addition, Research.gov will not allow an Ideas Lab preliminary proposal to be withdrawn or to be related to a full proposal. Refer to
PAPPG Chapter II.F.6
for additional information about Ideas Lab proposals
How do I associate my preliminary proposal to my full proposal?
For solicitations that require or request submission of a preliminary proposal, there is a Related Preliminary Proposal Number field on the full proposal Cover Sheet. Enter your preliminary proposal number in this field and then save the Cover Sheet. A green confirmation message will display. Additionally, there will be a blue information message at the top of the full proposal Cover Sheet confirming the successful association of your preliminary proposal with your full proposal. If the preliminary proposal number you entered is invalid or is for a preliminary proposal for which you do not have access, you will receive an error message and the preliminary proposal will not be associated to your full proposal.
Note that an Ideas Lab preliminary proposal cannot be related to a full proposal.
Will I be required to associate my related preliminary proposal number to my full proposal in Research.gov when the solicitation requires the submission of a preliminary proposal?
Yes. Follow the solicitation requirements and enter the preliminary proposal number on the full proposal Cover Sheet. Although the system allows this entry to be optional, the cognizant Program Office will verify compliance of the submitted full proposal with the solicitation.
How do I disassociate preliminary proposal from an associated full proposal?
To disassociate a preliminary proposal from a full proposal, remove the related preliminary proposal number associated with a full proposal by going to the full proposal Cover Sheet, clearing the Related Preliminary Proposal Number field, and then saving the Cover Sheet.
When associating a preliminary proposal to a full proposal, what is considered a valid preliminary proposal?
A valid preliminary proposal must meet the following criteria:
Submitted in Research.gov and exists in the user's Submitted Preliminary Proposals list
Is not associated with another submitted full proposal
Was created using the same solicitation as the full proposal
Has been Invited or Encouraged/Discouraged by NSF
Note that an Ideas Lab preliminary proposal cannot be related to a full proposal.
What proposal sections does Research.gov require for a preliminary proposal?
Research.gov requires that each preliminary proposal has a Cover Sheet, Project Summary, and Project Description. The following preliminary proposal sections are dependent on the requirements listed in the program solicitation:
References Cited
Budget(s)
Budget Justification(s)
Facilities, Equipment, and Other Resources
Senior Personnel Documents
Data Management and Sharing Plan
Mentoring Plan
Can I withdraw a preliminary proposal?
Preliminary proposals other than for Ideas Lab program solicitations can be withdrawn after submission to NSF.
Collaborative Proposals
Proposal FAQs
What is a collaborative proposal?
A collaborative proposal is one in which investigators from two or more organizations wish to collaborate on a unified research project. Collaborative proposals may be submitted to NSF in one of two methods: as a single proposal, in which a single award is being requested with subawards administered by the lead organization; or by simultaneous submission of proposals from different organizations, with each organization requesting a separate award. In either case, the lead organization’s proposal must contain all of the requisite sections as a single package to be provided to reviewers (that will happen automatically when procedures below are followed). All collaborative proposals must clearly describe the roles to be played by the other organizations, specify the managerial arrangements, and explain the advantages of the multi-organizational effort within the Project Description. Please see
PAPPG, Chapter II.E.3.
for additional information about collaborative proposals.
Can a collaborative proposal be prepared in Research.gov?
Yes, Research.gov supports the preparation and submission of collaborative proposals from one organization (with subawards) and separately submitted collaborative proposals from multiple organizations. Note that separately submitted collaborative proposals from multiple organizations cannot be prepared and submitted in Grants.gov.
How many PIs and co-PIs can I have on a collaboration?
In a collaborative proposal from one organization (with subawards), there can be a maximum of five—one PI and up to four co-PIs. In a separately submitted collaborative proposal from multiple organizations, each proposal may have a maximum of five—one PI and up to four co-PIs.
Separately Submitted Collaborative Proposals from Multiple Organizations
What are the differences between a lead organization proposal and a non-lead organization proposal?
The lead organization's proposal must contain all of the required sections as a single package that will be provided to proposal reviewers. The non-lead organization will inherit the Proposal Title, Funding Opportunity, Where to Apply, Proposal Type, Submission Type, and Due Date from the lead organization proposal after the lead and non-lead organization proposals are successfully linked. For additional details, see the
PAPPG, Chapter II.E.3.b
Since only the lead organization can enter the proposal title, does the non-lead organization leave that section blank? Can an incomplete Cover Sheet be saved in Research.gov?
The proposal title cannot be blank on the non-lead proposal since it is a mandatory field. The non-lead organization should enter an interim proposal title during preparation until the lead organization's title is inherited upon linking.
If I indicate during proposal creation that my role on a project is as lead proposer, can I later change my role to a non-lead proposer and prepare a non-lead proposal?
No, during proposal preparation an organization cannot change from a lead proposer role to a non-lead proposer role or vice versa. In this scenario, the in-progress collaborative proposal should be deleted and a new proposal can be initiated with the desired role on the project (i.e., lead proposer or non-lead proposer).
Can an individual be included as personnel both on a lead organization proposal and on a linked non-lead organization proposal?
No, an individual cannot be included as personnel on both a lead organization proposal and on a non-lead organization proposal when the proposals are linked. The system will generate an error message if proposers attempt to add an individual as personnel to a proposal if that individual is already included as personnel on a linked proposal. In addition, lead organization and non-lead organization proposals cannot be linked if the same individual(s) is included on both the lead organization and non-lead organization proposals.
Why is my non-lead organization proposal missing proposal sections?
Required sections of the proposal differ based on the organization's role. The non-lead organization proposal will only have the following sections available on the proposal main page:
Cover Sheet
Budget(s)
Budget Justification(s)
Facilities, Equipment, and Other Resources
Senior/Key Personnel Documents
Biographical Sketch(es)
Current and Pending (Other) Support
Collaborators and Other Affiliations
Synergistic Activities
Optional: Other Personnel Biographical Information
Optional: Other Supplementary Documents
Optional: List of Suggested Reviewers
Optional: List of Reviewers Not to Include
For additional information about proposal sections required to be submitted by a lead and non-lead organization in a collaborative proposal from multiple organizations, please see
PAPPG, Chapter II.E.3.
In a separately submitted collaborative proposal, can both the lead and non-lead organizations upload Other Supplementary Documents and Single Copy Documents?
Yes, both the lead and non-lead organizations can upload Other Supplementary Documents and Single Copy Documents.
In a separately submitted collaborative proposal, can both the lead and non-lead organizations have subawards as part of the same proposal?
Yes, both the lead and non-lead organizations have the option for subawards in a separately submitted collaborative proposal.
Linking and Unlinking Collaborative Proposals from Multiple Organizations
What is a linked collaborative proposal?
A linked collaborative proposal results when a lead organization proposal has been joined with one or more non-lead proposals that will be submitted together.
How do I link a proposal?
The non-lead organization should work offline with the lead organization to provide its Temporary ID Number. The lead organization can then click the Link/View Collaborative Proposals button on its in-progress lead proposal form to enter the non-lead proposal's Temporary ID Number to send the link request to the non-lead organization. The link request must be accepted by the non-lead organization. The PI, co-PI, OAU, SPO and AOR for the non-lead organization proposal will receive a notification in Research.gov and an email notifying them that they have received a proposal link request.
What happens if the lead organization enters the non-lead proposal Temporary ID Number on its in-progress lead proposal form but the non-lead proposal does not display?
The lead organization should contact the PI for the non-lead organization offline to verify the non-lead proposal Temporary ID Number.
I am the lead proposer. How do I see the list and status of linked proposals in my collaboration?
By clicking the Link/View Collaborative Proposals button, the lead organization can view the list and status of all non-lead organizations that have been sent link requests. The lead organization will see the non-lead organizations that have accepted or rejected link requests as well as any pending link requests. The non-lead organization(s) will only be able to view the status of the linked lead proposal on the Link/View Collaborative Proposals page.
How do I unlink my proposal?
A lead organization can unlink a non-lead organization proposal by clicking the Link/View Collaborative Proposals button on the proposal form and clicking Unlink Proposal for the non-lead organization proposal it intends to unlink. Non-lead organizations cannot unlink their proposals from a lead organization and must coordinate with the lead organization to unlink proposals.
How do I cancel a link request?
Only lead organizations have the ability to cancel link requests. A lead organization can cancel a link request by clicking on the Link/View Collaborative Proposals button on the lead organization proposal main page. Click Cancel Link Request next to the non-lead proposal(s) that has a pending link request (i.e., the non-lead organization hasn’t accepted or rejected the link request). Once the link request is cancelled, the pending link request will no longer display on the Link/View Collaborative Proposal table on both the lead and non-lead organization proposals.
What happens to a non-lead organization proposal if it is unlinked from a lead organization proposal?
A non-lead organization proposal that has been unlinked from a lead organization proposal will retain the information (i.e., Proposal Title, Funding Opportunity, Where to Apply, Proposal Type, Submission Type, and Due Date) that was inherited from the lead organization proposal, but the non-lead organization proposal cannot be submitted until it is linked with a new lead organization proposal. Upon linking to a new lead organization proposal, the non-lead organization proposal will inherit information (i.e., Proposal Title, Funding Opportunity, Where to Apply, Proposal Type, Submission Type, and Due Date) from the new lead organization proposal.
Can a non-lead organization proposal be linked to multiple lead organization proposals?
A non-lead organization proposal can only be linked to one lead organization proposal at a time. In addition, a lead organization cannot send a link request to a non-lead organization that has accepted a link request or has a pending link request from another lead organization proposal.
Is there a limitation on the number of non-lead organizations that can participate in a collaborative proposal?
The system does not limit the number of non-lead organizations that can participate in a collaborative proposal.
What is the maximum number of subawards allowed per lead organization proposal and non-lead organization proposal?
The system does not limit the number of subawards for lead and non-lead organization proposals.
What information from the linked proposals can I see when I print my collaborative proposal?
Once the proposals are linked, a PDF of all proposal pages within the collaboration will be displayed when a PI, co-PI, SPO, AOR, or OAU of either the lead or non-lead organization clicks Print Proposal.
Does a printed submitted collaborative proposal look different than an in-progress collaborative proposal?
There is only one difference between a submitted collaborative proposal and an in-progress collaborative proposal when printed. When submitted, the header of each lead and non-lead organization proposal page will display the name of the respective PI, and the assigned Proposal Number. The formatting of this display is: Submitted/PI: [PI First Name Last Name] /Proposal No: [Proposal Number].
Can I link or unlink a proposal after it has been submitted?
No, proposals cannot be linked or unlinked once the collaborative set (i.e., all lead and non-lead organization proposals in the collaboration) has been submitted and has a Submitted to NSF status. In addition, proposals cannot be linked or unlinked during an in-progress proposal file update (PFU)/ budget revision. If the collaborative set has not been fully submitted, the lead has flexibility to add or change linked non-lead proposals if they are not submitted.
Deleting Separately Submitted Proposals
How do I delete a linked in-progress proposal?
An in-progress separately submitted collaborative proposal can only be deleted by the organization if it is not linked and does not have any pending link requests from another proposal in a collaborative set. Proposers who want to delete an in-progress linked proposal must first un-link it from all other proposals. There is a Delete Proposal button in the Proposal Actions Section (on the left side of the page) available to the PI and co-PI to delete in-progress collaborative proposals.
Uploading Documents
Proposal FAQs
Can a PDF document be uploaded if it does not adhere to PAPPG formatting requirements?
Research.gov runs selected automated checks for PAPPG formatting compliance when a PDF document is uploaded. If non-compliance is detected, a warning or error message will display that identifies the issue(s). Some issues stop document upload (i.e., compliance errors), such as a violation of page length, while others allow document upload to complete (i.e., compliance warnings), such as violations of line spacing. For complete information, see the
PAPPG, Chapter II.C. proposal preparation instructions
and the
Automated Compliance Checking of NSF Proposals
page. If unexpected errors occur when uploading a PDF document, please contact the NSF IT Service Desk at 1-800-381-1532 for assistance. The PDF can be analyzed, and a solution can be identified. 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
Which PDF upload document formatting requirements are currently checked in Research.gov?
The proposal must conform to the formatting requirements specified in
PAPPG Chapter II.C.2.
including the proposal font and margin requirements detailed in
PAPPG Chapter II.C.2.a.
Refer to the
Automated Compliance Checking of NSF Proposals
page for the complete list of current compliance checks.
Line and Margin Requirements per
PAPPG Chapter II.C.2
No more than six lines of text within a vertical space of one inch.
Paper size must be no larger than standard letter paper size (8½ by 11" or 11" by 8½).
What are some common margin issues to be aware of to ensure my proposal is compliant with PAPPG requirements?
Some potential margin issue root causes may be:
Text in headers/footers and page numbers:
Be sure that the document has no text in the header or footer including page numbers. Research.gov will automatically paginate and add page numbers for you when the proposal PDF is generated, so page numbers should be removed.
Document elements not visible or not obvious on inspection:
Items such as a space character in the header/footer or code inserted when using LaTeX to create the source file can trigger a margin error.
Inserted images, figures, shapes, and hyperlinks:
Margins can be set to one inch, but an image, figure, shape, or hyperlink can violate the margin rule. Setting the margin rule to one inch would not automatically correct the images, figures, shapes or hyperlinks within margins. Be sure to review all inserted images, figures, shapes, or hyperlinks that may be causing a margin issue.
Known issues with PDF conversion software:
Fully justified text (i.e., both the left and right sides of the text have clean edges) may result in right margin issues for some PDF conversions. Some characters such as commas can bleed into the margins. If you want to maintain justified text and encounter margin issues, experiment by increasing the right margin settings (e.g., 1.02 - 1.05). Settings will vary and are dependent on the user's software. As an alternative, consider using left justification.
Some PDF conversion software can overwrite metadata and alter the formatting of files. The NSF IT Service Desk has seen issues with Quartz PDF Context that is prevalent in Macs. Please use alternative methods to perform the PDF conversion.
The PDF conversion process from older versions of Microsoft Word may alter the margins set in the original document. Please use alternative methods to perform PDF conversions. Other options may include increasing margins or using a more recent Microsoft Word version.
Be wary of the use of heading styles in Microsoft Word:
Using the heading style in Word will automatically add features to the document that collapse and expand text, and users may inadvertently collapse and hide non-compliant content. Starting a page with heading style text can cause top margin issues. It is helpful to check if any content is hidden by pressing Control-A to select the entire document and changing the style to "Normal" to identify hidden content.
Special characters, equations, or use of bolded font in the first line of text on a page:
Documents with special characters, equations, or bolded font in the first line of a page can cause a top margin issue in some versions of Microsoft Word. Inserting an entire blank line or two before the text may resolve this issue. For equations, consider using an image of an equation instead of an equation inserted by Equation Editor.
Margins less than 72 points:
Ensure your document margins are compliant before exporting the document to PDF. The system recognizes one inch as 72 points. If you notice margin issues for your PDF document, try exporting the PDF to Microsoft Word format to correct the margins to one inch. Then save the file as a PDF and upload it again.
Why is there a line spacing warning when I am using a compliant font type and font size?
Please note: Line spacing warnings will not stop proposal submission.
For line spacing, there should be no more than six lines of text within a vertical space of one inch. Some potential line spacing issue root causes may be:
Documents originating in LaTeX sometimes will trigger the line spacing warning even though the font type and font size are compliant. Please refer to https://github.com/nsf-open/nsf-proposal-latex-samples as a resource for LaTeX/TeX users.
Some PDF generators change the size of document content slightly.
In some versions of Microsoft Word, Arial 10 and Courier New 10 will produce line spacing errors. In this instance, try changing the line spacing to 1.05 as a workaround. Also consider experimenting with a different font or increasing the font to 11 or more. Please note that caption fonts smaller than 10 will trigger line spacing warnings.
In Microsoft Word, the number of lines per inch is dynamic based on font size. An option in Word to try is to format the paragraphs to specify an exact point size to use between lines. Here's how to do this:
Open the document Layout tab
Open paragraph settings by clicking the arrow icon below the Spacing Before and After options
Select the Indents and Spacing tab
In the Spacing section, go to Line Spacing and select Exactly in the drop-down menu and then 12 pt in the At field.
Why is there a URL error when I do not see any URLs in my document?
Search on key domain suffixes such as .gov, .edu, .com, .io, .biz, etc. and also search for "www" or "http" text.
Hidden or embedded URLs can be prevalent when using citations. Citations created by Zotero or Paperpile, for example, can create a hidden clickable links. Avoid using third party citation software and type out the citation.
I am getting an error message that I do not have a required document section heading (i.e., Broader Impacts) but it is included. What is causing this error?
A section heading must be on its own line without any other text on that line for compliance validation purposes. Broader Impacts must be spelled correctly. "Broad Impacts" or "Broader Impact" will generate an error message stopping proposal submission.
What known issues should I be aware of regarding other validation errors when exporting a file to PDF?
The following are some examples of known issues:
Outdated software used for exporting the file to PDF (recommend using PDF version 1.5 or higher).
OpenOffice inserts an unallowable font for superscript and subscript.
Google Docs may not properly export bulleted text.
Google Docs Print→Save as PDF is not supported. Use File→Download→PDF Document instead.
Microsoft Office for Macs Save as PDF functionality and Best for Printing may not be supported. Instead, select the Best for electronic distribution and accessibility (uses Microsoft online service) option.
For Microsoft Office, do not use Print as PDF to create a PDF. Instead, use Export and Create PDF.
Are there any resources for LaTeX users?
Yes, a repository of compliant LaTeX/TeX sample input files has been created at
as a resource for LaTeX/TeX users to reference for their own documents. The NSF IT Service Desk cannot troubleshoot LaTeX files or conversions of LaTeX files to PDF, however, you may reach out to the contact listed on the GitHub site.
I am getting a warning message when uploading my Collaborators and Other Affiliations (COA) template that not all cells could be saved. When I look at my uploaded PDF file, I see missing data. What is causing this?
The following are some examples of COA missing data possible causes:
Cell contents exceed the cell limit of 255 characters including spaces.
Data is missing, especially in column A for tables 2-5.
Cutting and pasting from other programs or files with formatting has produced errors or brought in invalid fonts and borders that trigger warning(s) on upload.
I uploaded a COA file which appears to have been uploaded with no issues but when I try to preview it, the file is missing. Why is this happening?
This issue can occur when an invalid year consisting of more than four digits is entered (e.g., 20022) in the COA document which corrupts both the COA and the Budget sections of the proposal. For the Budget section, this issue will prevent data from being saved in the proposal. Please correct the year in the original COA file, save the file, and then re-upload the updated COA file to the proposal. If the issue is not discovered early, it can corrupt the proposal. If you need assistance, please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via email to rgov@nsf.gov.
When is a COA document required for Conference proposals?
A COA document is required for each individual identified as Senior Personnel in a Conference proposal when the budget's total dollar value, including indirect costs, is more than $50,000. COA documents are uploaded on the Senior Personnel Documents screen. Please refer to
PAPPG Chapter II.F.8
for additional information.
Can senior personnel documents (e.g., biographical sketch) be reordered in the PDF?
There is not currently a way to modify the order of senior personnel documents in the PDF. However, NSF will discuss a possible future enhancement to allow reordering of senior personnel documents in the PDF.
How do I upload an updated current and pending (other) support document when requested by the NSF Program Officer??
The cognizant NSF Program Officer will request that an updated version of current and pending (other) support be submitted via Research.gov prior to making a funding recommendation.
SciENcv
will produce an NSF-compliant PDF version of the updated current and pending (other) support. The AOR submits the updated current and pending (other) support document for each individual named as senior personnel on the submitted proposal. The information must be provided as specified in
PAPPG Chapter II.D.2.h(ii)
. See the
Preparing Updated Current and Pending(Other) Support how-to guide
for a walk-though of the steps.
Can I make a correction to a submitted Current and Pending (Other) Support update document?
No, once the Program Officer initiates the Current and Pending (Other) Support update request and it was submitted, there cannot be another submission in Research.gov.
Can I submit a budget revision and an updated Current and Pending (Other) Support document at the same time?
No, you cannot perform these two actions at the same time. If a budget revision is performed first, you must wait until the next day to submit the Current and Pending (Other) Support update. However, you may submit the Current and Pending (Other) Support update before a budget revision on the same day. See the
Preparing Updated Current and Pending (Other) Support how-to guide
for more information.
I'm trying to upload a PDF to the Other Supplementary Documents section but I'm receiving an error message saying the system has encountered an error. What do I do?
A PDF file that is a certified signed document or is password protected will produce this error. For PDF uploads to the Other Supplementary Documents section, open the PDF file with a browser and print it with the destination set as Adobe PDF (not Save PDF or Save As). If this does not resolve the issue, please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via email to
rgov@nsf.gov
Proposal Submission
Proposal FAQs
I don't see a submit button. How do I submit the proposal?
Only the AOR can submit a proposal to NSF. A PI or co-PI must first use the Share Proposal with SPO/AOR button to provide the AOR with submit proposal access. Then the AOR will see the Initiate Proposal Submission button enabled under Proposal Actions on the proposal main page. The AOR will click the Initiate Proposal Submission button to start proposal submission.See the
Sharing Proposal and Proposal File Update/Budget Revision Access with SPO/AOR
how-to guide and the
Submitting Letters of Intent and Proposals
how-to guide for more information.
I have submitted my collaborative proposal but my status is Submission Pending. What does that mean?
All lead and non-lead organization proposals in a separately submitted collaborative proposal from multiple organizations are held in a queue with a Submission Pending status upon submission by the respective AORs. The lead and non-lead collaborative proposals can be submitted in any order. Once all proposals in the collaboration have a Submission Pending status, the collaborative set will be fully submitted to NSF and the proposal status for each collaborative proposal will change from Submission Pending to Submitted to NSF (Not Yet Assigned for Review). After the collaborative set is submitted, each proposal will be assigned a proposal number and processed into NSF IT systems where the proposal is accessible by NSF Program Officers.
My proposal is the lead organization proposal, the submission deadline is approaching, and there are unaccepted link requests to non-lead organization proposals. What can I do to submit on time?
Organizations in a separately submitted collaborative proposal with pending link requests must either accept the link request (non-lead organization action), reject the link request (non-lead organization action), or cancel the link request (lead organization action) before submitting the proposal. If the lead organization chooses to continue with submitting the proposal, all pending link requests to non-lead proposals will automatically be cancelled.
My proposal is the lead organization proposal in a separately submitted collaborative proposal and one of the non-lead organizations will not be able to submit by the deadline. What can I do to ensure the collaboration is submitted on time?
In this scenario, the lead organization could unlink its proposal from the non-lead organization proposal not able to submit by its deadline. The lead organization proposal and the remaining linked non-lead proposals could then be submitted to NSF by the deadline. The final collaborative proposal should be revised before submission to account for the change in participating organizations. The lead organization will not be able to link to other non-lead proposals after the entire collaboration is submitted to NSF.
How do I check proposal status after a proposal has been submitted?
Within 24 hours of proposal submission in Research.gov (including proposals submitted via Grants.gov and processed in Research.gov), the proposal will be listed on the Research.gov Proposal Status page. Proposers can access the Proposal Status page using the Proposal Status link under Proposals on the Research.gov homepage after signing in. If proposers do not see a submitted proposal listed on the Proposal Status page after 24 hours, the proposer should contact the NSF Service Desk at 1-800-381-1532 for assistance. The NSF 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
When is proposal submission required for each separately submitted proposal? If the lead organization is on the East Coast and a non-lead organization is on the West Coast, what would be the submission deadline?
Proposals must be received by 5 p.m. submitting organization's local time on the established deadline date. In this example, the lead organization on the East Coast must submit by 5 p.m. Eastern Time, and the non-lead organization on the West Coast must submit by 5 p.m. Pacific Time.
Editing a Submitted Proposal
How can I make changes to my proposal after it is submitted?
How you edit your proposal will depend on the status of your proposal and whether it is a single submission or separately submitted collaborative proposal. See the
Preparing Proposal File Updates
how-to guide and the
Preparing Budget Revisions
how-to guide for more information.
Single submission or single submission with subawards (collaborative) proposals:
All edits must be done via a proposal file update (PFU) or a budget revision. For a PFU, the proposal main page within the submitted proposal will display an Update Submitted Proposal button under Proposal Actions. For a budget revision, the submitted proposal will display a Revise Budget button under Proposal Actions.
Separately submitted collaborative proposals with Submission Pending Status:
A lead or non-lead organization proposal will receive a status of Submission Pending after submission if there are other proposals in the collaboration that have yet to submit. When a lead/non-lead organization proposal has a status of Submission Pending, there will be an Edit Proposal button visible to the PI/co-PIs, SPO, AOR, and OAU of the proposal. Clicking the Edit Proposal button removes the proposal from the Submission Pending status and returns it to an in-progress state. Proposals that are removed from the submission pending status will require a new submission by the AOR.
Separately submitted collaborative proposal sets submitted to NSF:
If all proposals in the collaborative set have been submitted, then each proposal can be edited via the Update Submitted Proposal or Revise Budget buttons on the submitted proposal form. Only the lead or non-lead proposal with the proposal file update/budget revision needs to be resubmitted; the entire collaborative set is not required to be resubmitted.
See
PAPPG, Chapter III.C
for additional information on Proposal File Updates.
If I initiate a proposal file update (PFU)/budget revision, how does this impact a separately submitted collaborative set?
When a proposal file update (PFU)/budget revision is initiated, the original submitted version remains intact until it is replaced by the proposal file update (PFU)/budget revision. If the proposal file update (PFU)/budget revision is not submitted, the original submission will remain and the collaborative set is not impacted.
Proposal Withdrawal
Proposal FAQs
General
How do I withdraw a proposal that has been submitted?
To withdraw a submitted proposal, the PI, SPO, or AOR navigates to the Submitted Proposals list, selects the proposal they want to withdraw, and clicks on the Withdraw Proposal button in the Proposal Actions section of the proposal main page to initiate the withdrawal process.This is a final state.
When can a proposal be withdrawn?
A submitted proposal may be withdrawn at any time before a funding recommendation is made by the cognizant NSF Program Officer.
Who can withdraw a submitted proposal?
The proposal's PI, SPO and AOR may initiate a withdrawal request but only the AOR can approve the request and submit the withdrawal to NSF.
How long does it take to withdraw a proposal?
Submitted proposals are withdrawn from NSF as soon as the AOR approves the withdrawal in Research.gov.
Can my withdrawal request be deleted if I change my mind?
A pending proposal withdrawal request initiated by the PI or SPO can be deleted at any time before the AOR approves the withdrawal in Research.gov.
Can I update my submitted proposal using a proposal file update (PFU)/budget revision while there is a pending withdrawal request?
No, proposals with a pending withdrawal request cannot be updated using the proposal file update (PFU)/budget revision processes. The pending withdrawal request must first be deleted (PI or SPO action) or rejected (AOR action) before a proposal file update (PFU)/budget revision can be prepared to edit the submitted proposal.
How do I know my proposal has been withdrawn?
Withdrawn proposals are indicated by a proposal status of Withdrawn on the Submitted Proposals list. In addition, the PI, SPO, and AOR will receive an email and system notification to confirm the proposal withdrawal.
What happens to an in-progress, unsubmitted proposal file update (PFU)/budget revision when there is a pending withdrawal request?
If there is an in-progress proposal file update (PFU)/budget revision that was started prior to initiation of a withdrawal request, the in-progress proposal file update (PFU)/budget revision becomes read-only and cannot be submitted unless the proposal withdrawal request is deleted or rejected. A new proposal file update (PFU)/budget revision cannot be prepared when there is a pending withdrawal request or after a proposal has been withdrawn.
Can I re-submit a withdrawn proposal?
No. Once a proposal is withdrawn, it cannot be re-submitted to NSF by the organization. However, the PI/SPO/AOR may still view and print the withdrawn proposal in Research.gov.
Withdrawing Separately Submitted Collaborative Proposals from Multiple Organizations
Can a separately submitted collaborative proposal be withdrawn?
Yes, separately submitted collaborative proposals from multiple organizations can be withdrawn.
Who can request a withdrawal when the proposal is a separately submitted collaborative proposal?
The PI, SPO, or AOR of either the lead or non-lead organization can initiate a proposal withdrawal request.
If one proposal in a collaboration is withdrawn, what happens to the other proposals in the collaboration?
If a lead or non-lead proposal in a collaboration is withdrawn, all the linked proposals in the collaboration will be withdrawn and will show a proposal status of Withdrawn. The proposals cannot be edited or re-submitted.
If one of the proposals in a collaboration has a pending withdrawal request, how does that impact the rest of the linked proposals in the collaboration?
When one of the proposals in a collaboration has a pending withdrawal request, all the proposals in the collaboration become read-only and cannot be edited until the pending withdrawal request is either approved and submitted by the AOR of the initiating organization or deleted/rejected by the initiating organization's PI, SPO, or AOR.
Can I submit a withdrawal request for my proposal if another proposal in my collaboration already has a pending withdrawal request?
No, there can only be one proposal withdrawal request at a time for a separately submitted collaborative proposal.
When a withdrawal request is initiated for one of the proposals in a collaboration, are the organizations for the linked proposals in the collaboration notified?
Yes, the associated PIs, SPOs, and AORs of the linked proposals are notified via email and system notification when a lead or non-lead organization in the collaboration has initiated a proposal withdrawal request.
What happens to an in-progress proposal file update (PFU)/budget revision for a proposal in a collaboration when there is a pending withdrawal request for another linked proposal?
When one of the proposals in a collaboration has a pending withdrawal request, all of the proposals and in-progress proposal file updates (PFU)/budget revisions in the collaboration will become read-only and cannot be edited until the pending withdrawal request is either approved and submitted by the AOR of the initiating organization or deleted/rejected by the initiating organization's PI, SPO, or AOR.
Grants.gov Submitted Proposals
Proposal FAQs
Can all NSF proposals be submitted via Grants.gov?
Please note that the following submissions must be done in Research.gov as Grants.gov does not support the functionality:
Separately submitted collaborative applications from multiple organizations
Letters of Intent
Preliminary proposals
Planning proposals
Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) proposals
Postdoctoral fellowship proposals with reference letter requirements
Some proposals can be submitted in Grants.gov but must be completed or updated in Research.gov, such as:
Proposals with project data forms for the Directorate for STEM Education (EDU)/Division of Undergraduate Education (DUE)
Postdoctoral fellowship proposals without reference letter requirements
Grant Opportunities for Academic Liaison with Industry (GOALI) proposals
Proposals with subawards
Proposals with budgets of six years or more
See the
Grants.gov Proposal Processing in Research.gov
page and
Grants.gov Proposal Processing in Research.gov
how-to guide for additional information.
Where does a proposal submitted via Grants.gov display in Research.gov when the proposal has passed all pre-check and post-check validations and has been successfully submitted to and accepted by NSF?
When a proposal submitted via Grants.gov is successfully submitted to and accepted by NSF, the proposal will display on the Submitted and Updates page under the Proposals (Full and Renewals) tab. Access this tab by signing in to Research.gov and clicking the Prepare and Submit Proposals link under Proposals on the Research.gov homepage. From the Prepare and Submit Proposals landing page, click the View/Update Submitted button in the Submitted and Updates tile and select Proposals (Full and Renewals).
Where does a proposal submitted via Grants.gov display in Research.gov when the proposal has post-check validation errors or warnings?
If a proposal submitted via Grants.gov and processed in Research.gov has any post-check validation errors or warnings, the proposal will display on the Research.gov In Progress page. Access this page by signing in to Research.gov and clicking the Prepare and Submit Proposals link under Proposals on the Research.gov homepage. From the Prepare and Submit Proposals landing page, click on the Work with In Progress button in the In Progress tile and select Proposals (Full and Renewals). Proposals submitted via Grants.gov will have Grants.gov text displayed directly next to the proposal title.
Proposals with compliance warnings can be submitted in Research.gov whereas proposals with compliance errors must be fixed in Research.gov and then resubmitted in Research.gov. See the
Grants.gov Proposal Processing in Research.gov page
and
Grants.gov Proposal Processing in Research.gov how-to guide
for additional Information. Please refer to the
Automated Compliance Checking of NSF Proposals
page for Research.gov automated compliance checks.
I submitted my proposal via Grants.gov but I don't see it displayed in Research.gov. Why did this happen?
If your proposal does not pass the Grants.gov pre-check validations (i.e., Grants.gov initial compliance checks) to be processed in Research.gov, your proposal will not display in Research.gov. You must fix the issues listed in the system-generated email sent to the PI and then resubmit via Grants.gov. See the
Grants.gov Proposal Processing in Research.gov page
and
Grants.gov Proposal Processing in Research.gov how-to guide
for additional Information. Please see the
Automated Compliance Checking of NSF Proposals
page for the Grants.gov initial compliance checks.
What happens if my Grants.gov submitted proposal is processed in Research.gov but does not pass all the post-check validations?
If a Grants.gov proposal passes the Grants.gov pre-check validations (i.e., Grants.gov initial compliance checks) to be successfully processed in Research.gov but there are post-check compliance warnings and/or errors to be addressed, the proposal will display on the Research.gov In Progress page but the proposal has not been successfully submitted to NSF. To view the error and warning messages in Research.gov, users can click the Check Error(s) and Warning(s) button under Proposal Actions on the proposal main page. Proposals with compliance warnings can be submitted in Research.gov whereas proposals with compliance errors must be fixed in Research.gov and then resubmitted in Resesrch.gov. Refer to the
Automated Compliance Checking of NSF Proposals
for the Research.gov automated compliance checks.
SPO(s) are automatically provided edit access in Research.gov and AORs are automatically provided edit and submit access in Research.gov when a Grants.gov proposal is processed in Research.gov but has an in progress status. Ensure the proposal is successfully submitted in Research.gov by the relevant 5:00 pm submitting organization's local time deadline. Users with AOR and Proposed Postdoctoral Fellow roles click the Initiate Proposal Submission button to resubmit the proposal in Research.gov. Users with AOR and Proposed Postdoctoral Fellow roles click the Initiate Proposal Submission button to resubmit the proposal in Research.gov.
What system-generated emails are sent after I submit my proposal via Grants.gov?
Please see the following list of system-generated emails and associated scenarios:
If the Grants.gov submitted proposal does not pass the pre-check validations (i.e., Grants.gov initial compliance checks) necessary to process the proposal in Research.gov, a system-generated email will be sent to the PI notifying them of the issues that must be fixed in Grants.gov before the proposal can be resubmitted in Grants.gov for processing in Research.gov.
If the Grants.gov submitted proposal does not pass the pass the post-check validations (i.e., Research.gov automated compliance checks), a system-generated email will be sent to the PI, SPO(s) and AOR(s) associated with the prime organization notifying them that the proposal is in progress in Research.gov and has not been successfully submitted to NSF. Proposals with compliance warnings can be submitted in Research.gov whereas proposals with compliance errors must be fixed in Research.gov and then resubmitted in Research.gov. The proposal must be successfully submitted in Research.gov by the relevant 5:00 pm submitting organization's local time deadline.
If the Grants.gov submitted proposal is successfully submitted to NSF, a system-generated notification email will be sent to the PI, co-PI(s), OAU(s) and AOR associated with the prime organization.
Why is my Grants.gov submitted proposal in progress in Research.gov if there were no errors or warnings listed in the email I received?
Some proposals can be submitted in Grants.gov but must be completed or updated in Research.gov, such as:
Proposals with project data forms for the Directorate for STEM Education (EDU)/Division of Undergraduate Education (DUE)
Postdoctoral fellowship proposals without reference letter requirements
Grant Opportunities for Academic Liaison with Industry (GOALI) proposals
Proposals with subawards
Proposals with budgets of six years or more
In addition, there are some scenarios where information in Grants.gov proposals cannot be transferred into your proposal processed in Research.gov. Review the specific system messaging in each proposal section and make updates as required. In particular, please review the budget(s), subaward organization(s), personnel listed in the proposal, and senior personnel document(s). The proposal must be successfully submitted in Research.gov by the relevant 5:00 pm submitter's local time deadline. Please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via rgov@nsf.gov if you need assistance.
Proposal Sections
Proposal FAQs
Cover Sheet
What if the proposed duration is zero or left blank?
Saving the Cover Sheet when the proposed duration is zero or has been left blank will result in an error message. A proposal cannot be submitted without a valid proposed duration saved on the Cover Sheet. Refer to the funding opportunity for any potential duration requirements. Proposal duration is prepopulated on postdoctoral scholarship proposals.
Note: The system will not enforce any funding opportunity-specific duration requirements.
Does the proposed duration on the Cover Sheet have to align with the number of years in the budget?
The number of months entered for proposed duration should align with the number of years entered in the prime organization’s budget. The proposed duration should not extend beyond five years (60 months) unless otherwise specified in a program solicitation. Use the chart below for appropriate alignment:
Years in Budget
Months in Proposed Duration
1-12
13-24
25-36
37-48
49-60
I am trying to upload a Indian Tribes document, but the Potential Impacts on Indian Tribes page link is showing as disabled on the Cover Sheet. What do I do?
The Potential Impacts on Indian Tribes page link will only become active after the Potential Impacts on Indian Tribes checkbox has been selected and the changes on the Cover Sheet have been saved.
Am I able to upload more than one Indian Tribes document on the Potential Impacts on Indian Tribes upload page?
Yes, users are permitted to upload and submit up to two Indian Tribes documents on the Potential Impacts on Indian Tribes upload page. After clicking the Browse button, the user can upload the first document. Once the first document is successfully uploaded, a green success message will confirm the upload. Then the Browse button will change to Browse for another, enabling the user to upload a second document by following the same steps.
What happens if I select the Potential Impacts on Indian Tribes checkbox but don't upload a document in the Potential Impacts on Indian Tribes section?
If the Potential Impacts on Indian Tribes checkbox is selected on the Cover Sheet, the proposer must upload at least one Indian Tribes document to the Potential Impacts on Indian Tribes section. If no document is uploaded, a compliance error message will be generated that will stop proposal submission.
Project Description
What are the Research.gov page limitations for Project Descriptions?
Proposers must follow the Project Description page limit guidance in the program solicitation for the proposal. The limits in a single solicitation may vary by track or program. For a program solicitation that does not include Project Description page limit guidance, follow the guidance in the PAPPG for the proposal type.
Senior/Key Personnel Documents
What format is required to submit biographical sketch and current and pending (other) support information?
SciENcv
must be used to prepare biographical sketch and current and pending (other) support documents. Biographical sketch and current and pending (other) support documents not prepared in SciENcv or those using a previous SciENcv version will trigger a compliance error message that will prevent document upload. See
Using SciENcv Frequently Asked Questions
for system-related information and links to SciENcv training resources. Refer to
Documents Required for Senior Personnel
,PAPPG
Exhibit II.3
,and PAPPG
Chapter II.D.2.h
. for policy guidance.
Is a Synergistic Activities document required to be uploaded for each individual designated as senior/key personnel on a proposal?
Synergistic Activities information must be uploaded as a separate one-page document on the Senior/Key Personnel documents screen in Research.gov for each individual designated as Senior/Key personnel. This document is not created in SciENcv. The system will enforce that a Synergistic Activities document is uploaded for senior/key personnel on all proposal types (e.g., Full Research proposals and Renewal proposals) except that it is optional for Conference and Travel proposals. See
Documents Required for Senior Personnel
and PAPPG
Chapter II.D.2.h(iv)
for additional information.
Budget
Do academic and summer months need to be provided as part of the proposal budget?
As a general policy, NSF limits the salary compensation requested in the proposal budget for senior personnel to no more than two months of their regular salary in any one year. It is the organization's responsibility to define and consistently apply the term "year", and to specify this definition in the budget justification. Please see
PAPPG Chapter II.D.2.f.i.
for additional information.
Currently, when a printable PDF of the proposal is displayed in Research.gov, the academic and summer month labels will display as blank fields. In the future, these fields will also be removed from the Research.gov print view.
When does the cost sharing budget line (Line M) appear in the proposal's budget during proposal preparation?
Cost sharing is rarely required in NSF proposals. For those programs with required cost sharing, Line M on the proposal budget will only appear in year 1 of the prime organization proposal budget. A list of NSF programs with required cost sharing is available at
Does Cost Sharing Line M of the proposal budget count as part of the Total Requested Amount?
No, cost sharing is not included as part of a proposal's Total Requested Amount and is treated as a separate and independent amount in the budget.
Why don't I see the Cost Sharing Line M in year 2 of my proposal's budget?
The cost sharing budget line (Line M of the Proposal Budget) will appear in the
Prime Award Organization
budget directly under the Total Amount Requested budget line (Line J) when the funding opportunity selected requires cost sharing. The cost sharing data will only appear under the
Year 1
column within the Prime Award Organization's budget page and will represent the total proposed cost sharing amount.
Is there any justification or documentation required when including a cost sharing amount?
An explanation of the source, nature, amount and availability of any proposed cost sharing must be provided in the budget justification. The budget justification upload screen can be found on the proposal main page below the Budget section.
Can cost sharing be modified as part of a proposal file update (PFU)/budget revision?
Yes, the cost sharing amount on Line M on the Proposal Budget can be added, removed, or edited as part of a proposal file update (PFU)/budget revision.
Can a proposal be submitted if the cost sharing amount entered on Line M of the Budget is $0
Yes, proposals that require cost sharing can be shared or submitted with a cost sharing amount of $0 entered on Line M of the Prime Award Organization's Year 1 Budget. Although the proposer will be prompted with a warning to check that the amount entered is correct based on solicitation requirements, the warning will not stop proposal submission and can be bypassed to allow the AOR to submit the proposal. A value of $0 is acceptable because based on the solicitation, certain institutions are exempt from the mandatory cost sharing requirement. For example, the Major Research Instrumentation (MRI) program provides that, "only non-Ph.D.- granting academic institutions of higher education are exempt from the cost-sharing requirement and cost sharing by those institutions may not be provided."
What is the limit on budget years in a subaward budget?
The number of years in a subaward budget must be equal to or less than the number of years in the prime organization budget. If the number of years in a subaward budget exceeds the number of years in the prime organization budget, an automated compliance error will be generated and the proposal will be stopped from being submitted to NSF.
For a FASED proposal, where should I include information regarding funding requests for special equipment or assistance to facilitate the participation of individuals with disabilities?
These funding requests should be included in the proposed budget for the project and documented in the Budget Justification. The specific nature, purpose and need for such equipment or assistance should be described in sufficient detail in the Project Description to permit evaluation of the request by knowledgeable reviewers.
I am receiving the following error message when attempting to save the budget: "The system has encountered an error and was unable to save the budget. Please try saving the budget again and if this issue persists, you may contact the NSF IT Service Desk at rgov@nsf.gov or 1 (800) 381-1532."How can I fix this?
This issue can occur when an invalid year consisting of more than four digits is entered (e.g., 20022) in the COA document under Senior/Key Personnel Documents which corrupts both the COA and the Budget sections of the proposal. For the Budget section, this issue will prevent data from being saved in the proposal. Please correct the year in the original COA file, save the file, and then upload the updated COA file to the proposal.In some cases, especially if there are subrecipient organization budgets, you may not be able to resolve the issue on your own and must contact the NSF IT Service Desk for assistance.
Facilities, Equipment and Other Resources
When does a Conference or Travel proposal require a Facilities, Equipment and Other Resources document?
A Facilities, Equipment and Other Resources document is required for a Conference or Travel proposal when there will be support from other sources. This selection is made when initiating the proposal using the proposal setup wizard but can be changed on the Cover Sheet. Please see
PAPPG Chapter II.F.8.
for additional information on Conference proposals and
PAPPG Chapter II.F.10.
for Travel Proposals.
Project Data Form
What is a project data form and when is it required?
A project data form is currently only required for some proposals to the Directorate for STEM Education (EDU)/Division of Undergraduate Education (DUE). The information that is provided in the project data form is used to direct proposals to appropriate reviewers and to determine the characteristics of projects supported by DUE.
The project data form must be included in a proposal only when specified in a program solicitation. The following programs currently require the project data form, but it is not an exhaustive list:
Advanced Technological Education (ATE)Improving Undergraduate STEM Education: Hispanic-Serving Institutions (HSI Program)
Improving Undergraduate STEM Education: Directorate for STEM Education (IUSE:EDU)
Robert Noyce Teacher Scholarship Program
NSF Scholarships in Science, Technology, Engineering, and Mathematics (S-STEM)
How must a project data form be included as part of the proposal?
If the selected funding opportunity requires a project data form, it must be included for single submissions as well as lead and non-lead collaboratives that are full proposals, renewal proposals, or accomplishment-based renewal proposals.
How is the project data form included for proposals submitted via Grants.gov?
A Grants.gov proposal requiring a project data form will automatically be set as an in-progress proposal in Research.gov, and the proposer must access Research.gov to complete the form and submit the proposal in Research.gov. The proposer will not be able to check the status of the proposal until this information is provided in Research.gov and the complete proposal is submitted in Research.gov and accepted by NSF. See the
Grants.gov Proposal Processing in Research.gov
page and
Grants.gov Proposal Processing in Research.gov how-to guide
for more information.
Will a program track or category be required on the project data form if the program selected doesn't have any corresponding program tracks or categories?
No. The Program Track and Category fields are not required if there are no program tracks or categories that correspond to the program where the proposal will be submitted within NSF. In this scenario, the following read-only text will be displayed under the Program Track and/or Category section: Not applicable for the selected program.
Does the Prime Organization Information section in my non-lead project data form refer to the lead proposal's organization information?
No. The Prime Organization Information section in a non-lead collaborative proposal project data form refers to the prime/awardee organization for the non-lead proposal. The non-lead proposer should choose the appropriate selections based on the prime/awardee organization for its non-lead proposal when completing the Highest Degree and Institution Type fields.
Should I add subaward organizations in the Add Other Organizations section in my project data form?
Yes. The organizations that should be added in the Add Other Organizations section in your project data form are organizations involved in the project directly or through shared use of equipment, including subaward organizations. Subaward organizations should also be added on the Add Subaward Organizations page within the proposal to report any necessary budget information, personnel, and Senior/Key Personnel documents.
What if I don't see the organization I’m trying to add in the search results in the Add Other Organizations section in my project data form?
If you have entered text in the Organizations field and do not see the organization you want to add displayed in the search results, please try the following:
Ensure you have entered the full organization name. The system will only display a maximum of 10 search results when entering text in the Organization(s)'field.
Review the text you have entered to ensure there are no spelling errors.
If the organization you're attempting to add is still not displaying, click on the Add other organization: selection displayed at the very bottom of the search results. Selecting this option will allow you to add a custom organization that is not in the system.
What should I do if I don't see the subdiscipline I want to select in the Subdiscipline drop-down after choosing a discipline?
If you do not see the desired subdiscipline in the Subdiscipline selection drop-down, please select the Other (Specify) selection. Once selected, a text field will be displayed where you can enter a custom subdiscipline. This custom subdiscipline information will also display in the project data form PDF.
What if my project doesn't apply to any of the strategic areas listed in the Strategic Area drop-down in the project data form?
The Strategic Area section is an optional section in the project data form. If your project does not apply to any of the strategic areas listed in the drop-down, you do not need to make a selection in this section.
Should I enter zero ('0') in the individual category fields in the Estimated Number of Individuals Involved if there are no individuals in the category that benefited/will benefit from the project?
Yes. The system will require you to enter a value in all the individual categories within the Estimated Number of Individuals Involved section. If there are individual categories where no individuals were involved, enter zero ('0') in those fields. Leaving any individual category field blank will result in a compliance error message stopping proposal submission.
What are the required sections in a project data form that must be completed before a single submission or a lead collaborative proposal can be submitted in Research.gov?
The following sections in the project data form are required to be completed in a single submission and in a lead collaborative proposal before the proposal can be submitted in Research.gov:
Program Track (if the program has corresponding program tracks that can be selected)
Categories (if the program has corresponding categories that can be selected)
Highest Degree
Institution Type
Are there other organizations involved in the project's operation question? (if Yes is selected, at least one organization must be provided)
Discipline
Primary Academic Focus Level
Private Sector Participation
Estimated Number of Individuals Involved (a value must be entered in all individual category fields within this section)
What are the required sections in a project data form that must be completed before a non-lead collaborative proposal can be submitted in Research.gov?
The following sections in the project data form are required to be completed in a non-lead collaborative proposal before the proposal can be submitted:
Highest Degree
Institution Type
Estimated Number of Individuals Involved (a value must be entered in all individual category fields within this section)
After a non-lead collaborative proposal is submitted, it will be held in a submission pending queue until all proposals in the collaboration have been submitted. When all proposals in the collaboration are in the submission pending queue, the non-lead proposal and the other proposals in the collaboration will be submitted to NSF.
What information does a non-lead collaborative proposal project data form inherit from the lead collaborative proposal?
The information below is inherited in the non-lead proposal project data form based on the information entered on the lead collaborative proposal project data form. The inherited information in the non-lead proposal project data form will be read-only on the Research.gov proposal preparation screen when preparing the non-lead proposal and will be reflected on the non-lead proposal project data form PDF. If information has not yet been entered on the lead collaborative proposal project data form, the following read-only text will display on the non-lead project data form for each section where the lead organization has not yet provided information: Not yet specified in the lead proposal.
Program Track
Category
Other Organizations
Discipline
subdiscipline
Primary Academic Focus Level
Private Sector Participation
Audience(s)
Strategic Area
Project Feature(s)
What if the information inherited from the lead collaborative proposal project data form does not display correctly in my non-lead proposal project data form?
If the inherited information from the lead collaborative proposal project data form does not display correctly in the non-lead project data form, try refreshing the page by clicking the Refresh button in your web browser, Ctrl + F5 (Windows), or Command + Option + R (Mac) to reload the page. After reloading the page, the inherited information from the lead proposal project data form should display in your non-lead proposal project data form.
Can a linked non-lead collaborative proposal be submitted before the lead collaborative proposal has entered in all data in the project data form?
Yes. If the non-lead organization has provided the required data that the non-lead is responsible to provide in the project data form, the non-lead will be able to submit their proposal but it will be held in a submission pending queue until all proposals in the collaboration have been submitted. The information will be inherited in the non-lead proposal project data form after the lead organization provides data in each of the project data form sections.
If a proposal file update is submitted for a lead collaborative proposal and changes have been made in the project data form, will the linked non-lead proposal(s) automatically inherit the updates in their project data form(s)?
Yes. Proposal file updates made in the lead proposal project data form will be automatically inherited in the project data form for all non-lead proposals in the collaboration.
Single Copy Documents
What are Single Copy documents?
Certain categories of information submitted in conjunction with a proposal are for "NSF Use Only" and not provided to reviewers for use in the review of the proposal. Single Copy Documents include: Collaborators and Other Affiliations Information, Proprietary or Privileged Information, Disclosure of Lobbying Activities, Nature of Natural or Anthropogenic Event, Deviation Authorization, and Additional Single Copy Documents. Please see
PAPPG, Chapter II.D.1.
for additional information about Single Copy Documents.
How do I access the upload sections for Single Copy Documents such as Disclosure of Lobbying Activities, Proprietary or Privileged Information and Special Exception to the Deadline Date Policy?
Navigate to the proposal Cover Sheet and select the checkbox for the Single Copy Document you would like to add to your proposal and then save the Cover Sheet. At the top of the saved Cover Sheet, you will see a blue information message with a link to the added Single Copy Document upload section. Additionally, if you scroll down to the Other Information section of the Cover Sheet, you will see a clickable link below the checkbox you selected, and this link will also navigate you to the associated upload screen for the specified Single Copy Document.
What is a Deviation Authorization and how do I include one in my proposal?
A Deviation Authorization permits the proposer exceptions to the PAPPG standard proposal preparation requirements per
PAPPG Chapter II.A.1
. On the Deviation Authorization text entry screen, the proposer can provide either the program solicitation number or the name and title of the NSF official who authorized the deviation and the date of the authorization.
What is a Proprietary or Privileged Information document and when should it be included in my proposal?
Patentable ideas, trade secrets, privileged or confidential commercial or financial information, disclosure of which may harm the proposer, should be included in proposals only when such information is necessary to convey an understanding of the proposed project. The checkbox for Proprietary or Privileged Information must be checked on the Cover Sheet when the proposal contains such information. While NSF will make every effort to prevent unauthorized access to such material, the Foundation is not responsible or in any way liable for the release of such material. Such information may be included as a separate statement and must be submitted as a Single Copy Document. Please refer to
PAPPG Chapter II.D.1.c
I have uploaded a Proprietary or Privileged Information document, but don't I see it in the print preview of my proposal?
A Proprietary or Privileged Information Single Copy Document is not included as part of the printed proposal (or on the print preview screen) and is not shared with reviewers. This Single Copy Document can only be seen in the official system of record after proposal submission.
What is a Disclosure of Lobbying Activities document and when should it be included in my proposal?
The checkbox for Disclosure of Lobbying Activities must be checked on the Cover Sheet if, pursuant to the Lobbying certification provided in the System for Award Management (SAM), submission of the Form SF LLL is required. The SF LLL form can be downloaded from the Disclosure of Lobbying Activities upload screen. For more information, refer to
PAPPG Chapter I.G.2.
and
PAPPG Chapter II.D.1.d.
What is the Special Exception to the Deadline Date Policy checkbox and when should it be used?
In the case of a natural or anthropogenic event, or other reason that interferes with an organization's ability to meet a proposal submission deadline, proposers are instructed to check the Special Exception to the Deadline Date Policy checkbox on the NSF Cover Sheet and, if available, upload written approval from the cognizant NSF Program Officer. Note that checking this box and uploading a Nature of Natural or Anthropogenic Event document will allow the proposer to submit the proposal after the listed deadline date, but acceptance is still at the discretion of the Program Officer. Please see PAPPG
Chapter I.F.3.
for more information.
I have uploaded a Nature of Natural or Anthropogenic Event document but why don't I see it in the print preview of my proposal?
A Nature of Natural or Anthropogenic Event Single Copy Document is not included as part of the printed proposal (or on the print preview screen) and is not shared with reviewers. This Single Copy Document can only be seen in the official system of record after proposal submission.
Can a Special Exception to the Deadline Date be added as part of a proposal file update (PFU)/budget revision?
No, a special exception to the deadline date and the corresponding Nature of Natural or Anthropogenic Event Single Copy Document must be added prior to proposal submission. The Nature of Natural or Anthropogenic document can be viewed when executing a proposal file update (PFU)/budget revision but cannot be added through this mechanism after a proposal has been submitted.
When is the Additional Single Copy Documents Category Used?
Other Single Copy Documents that are seen only by NSF and not included in the proposal seen by reviewers should be uploaded as Additional Single Copy Documents and include:
AOR designation of a substitute negotiator
Other documents as specified in the relevant funding opportunity
Documents without their own separate section
Mentoring Plan
When is a Mentoring Plan required and will the lead organization be notified if requested funding for a postdoctoral scholar(s) or graduate students is added to a non-lead proposal or a preliminary proposal?
For a separately submitted collaborative full proposal, a Mentoring Plan is required as part of a lead organization separately submitted collaborative proposal when funds are requested for postdoctoral scholars or graduate students in the lead organization proposal budget or in a linked non-lead organization proposal budget. Refer to the program solicitation for separately submitted collaborative preliminary proposal requirements related to the Mentoring Plan
The lead organization's PI, co-PI, and OAU will receive an email notifying them when requested funding for postdoctoral scholars or graduate students is added for the first time or is removed entirely from the collaborative proposal set.
When is a Mentoring Plan required for a single submission full proposal with subaward or preliminary proposal?
For full single submission collaborative proposals (i.e., single submission proposal with subaward), a Mentoring Plan is required when funds are requested for postdoctoral scholars or graduate students in any of the proposal's budgets. Refer to the program solicitation for separately submitted collaborative preliminary proposal requirements related to the Mentoring Plan.
In Progress Proposal Statuses
The following statuses are possible for the in progress proposal prior to proposal submission:
= Has access
Proposal Status
PI, co-PI, OAU
SPO
AOR
Not Shared with SPO/AOR
(Edit)
View Only Access for SPO/AOR
(Edit)
(View only)
(View only)
View/Edit Access for SPO/AOR
(Edit)
(Edit)
(Edit)
Returned to PI
(Edit)
Submit Access for AOR
(Edit)
(Edit)
(Edit and Submit)
Submission Pending
(for separately submitted collaborative proposals only)
(View only)
(View only)
(View only)
Submitted Proposal Statuses
The following statuses are possible for submitted proposals:
= Has access
Proposal Status (Post-Submission)
Applies to
Access for all Users
Submission Pending
Until all proposals in the collaborative effort have been submitted, this proposal will be held in a queue and will not yet receive a Proposal Number.
The lead organization can view the status of the other proposals in the collaboration by navigating to Link/View Collaborative Proposals.
All separately submitted collaborative proposals
(View only)
Submitted to NSF (Not Yet Assigned for Review)
All proposal submission types
(View only)
Submitted to NSF (Due Date Passed But Prior to Reviewer Assignment)
All proposal submission types
(View only)
Submitted to NSF (Due Date Passed or Assigned for Review)
All proposal submission types
(View only)
Invited
For Ideas Lab preliminary proposals:
The PI associated with the Ideas Lab preliminary proposal is invited to attend the Ideas Lab workshop.
For all other preliminary proposals:
The submitting organization is invited to prepare and submit a full proposal related to this preliminary proposal.
Preliminary proposals only
(View only)
Not Invited
For Ideas Lab preliminary proposals:
The PI associated with the Ideas Lab preliminary proposal is NOT invited to attend the Ideas Lab workshop.
For all other preliminary proposals:
The submitting organization is not invited to prepare and submit a full proposal related to this preliminary proposal.
Preliminary proposals only
(View only)
Encouraged
The submitting organization is encouraged to submit a full proposal related to this preliminary proposal. NSF's decision of “Encouraged” is advisory.
Preliminary proposals only (not including Ideas Lab)
(View only)
Discouraged
The submitting organization is discouraged from submitting a full proposal related to this preliminary proposal. NSF's decision of “Discouraged” is advisory.
Preliminary proposals only (not including Ideas Lab)
(View only)
Pending
All proposal submission types
(View only)
Recommended
All proposal submission types
(View only)
Awarded
All proposal submission types except preliminary proposals
(View only)
Declined
All proposal submission types
(View only)
Withdrawn
All proposal submission types
(View only)
Returned
All proposal submission types
(View only)
PO Decision Pending
All proposal submission types
(View only)
PO Rejected
All proposal submission types
(View only)
Proposal File Update/Budget Revision Statuses
The following statuses are possible for Proposal File Updates/Budget Revisions:
= Has access
Proposal Status
PI, co-PI, OAU
SPO
AOR
Not Shared with SPO/AOR
(Edit)
View Only Access for SPO/AOR
(Edit)
(View only)
(View only)
View/Edit Access for SPO/AOR
(Edit)
(Edit)
(Edit)
Returned to PI
(Edit)
Submit Access for AOR
(Edit)
(Edit)
(Edit and Submit)
Cannot Submit - Assigned for Review
(View only)
(View only)
(View only)
Cannot Submit - Proposal Status Changed
(View only)
(View only)
(View only)
PO Decision Pending
(View only)
(View only)
(View only)
PO Rejected
(View only)
(View only)
(View only)
General
Demo Site FAQs
What are the benefits of using the Research.gov proposal preparation demo site?
The proposal preparation demo site provides the research community an opportunity to initiate and edit proposals as well as check compliance of uploaded proposal documents (e.g., Collaborators and Other Affiliations and Biographical Sketch) before preparing proposals in the actual Research.gov Proposal Submission System. The demo site also is accessible by NSF staff. However, NSF staff are not able to view or access demo site proposals created by users.
What can users do in the proposal preparation demo site?
All demo site users are able to perform the proposal preparation functions that a PI is able to perform in the actual Research.gov Proposal Submission System, such as initiating and editing proposals, uploading proposal documents, and adding budgets. The demo site does not support proposal submission and will not trigger any system-generated email notifications (e.g., link requests for separately submitted collaborative proposals).
Note that demo site proposals are not available in the actual Research.gov Proposal Submission System, and information cannot be transferred between the demo site and the actual Research.gov Proposal Submission System.
How do I provide feedback about the proposal preparation demo site?
The Give Feedback button is displayed on all demo site proposal pages for proposals created in the demo site. When this button is clicked, a new browser tab will open and displays the
Research.gov Feedback
page. Select the Prepare and Submit Proposals option under Site Area to submit feedback about the demo site. Demo site feedback from users will help NSF improve the site, as well as identify potential enhancements to improve the user experience when preparing proposals in the Research.gov Proposal Submission System.
Access and User Roles
Demo Site FAQs
How does the research community access the proposal preparation demo site?
External users can access the demo site by following these steps:
Navigate to
Research.gov
Click "Sign In" located at the top right of the Research.gov page.
Sign in to Research.gov using your primary email address, NSF ID, your organization-issued credentials, or Login.gov credentials and your selected Research.gov multifactor authentication method. (Note: Only InCommon Federation participants can use their organization-issued credentials to sign in to Research.gov. You must register for an NSF account first if you plan to sign into Research.gov with your organization-issued credentials. When signing into Research.gov with organization credentials the first time, ensure your organization email address and your NSF account primary email address are the same so the two accounts can be automatically linked. If Research.gov does not detect a primary email address match for both accounts, the two accounts will not complete the auto-link process.)
After signing into Research.gov, you will land on the homepage, where there are two ways to access the demo site:
From the top menu bar, select Prepare and Submit Proposals, then select Demo Site: Prepare Proposals.
From the tiles on the page, select the Prepare and Submit Proposals tile, then select Demo Site: Prepare Proposals.
How do I access the demo site if I am a new researcher and don't have an NSF ID?
You will first need to create an NSF account and obtain an NSF ID by clicking Register on the Research.gov homepage to be able to access the demo site. View the
Register for a New NSF Account video tutorial
for a walk-through of steps. Additional information about creating an NSF account is available on the Research.gov
About Account Management page
. Users with an existing NSF account (i.e., nine-digit NSF ID) will use that account to access the demo site. After signing in to Research.gov, you will land on the homepage, where there are two ways to access the demo site.
From the top menu bar, select Prepare and Submit Proposals, then select Demo Site: Prepare Proposals.
From the tiles on the page, select the Prepare and Submit Proposals tile, then select Demo Site: Prepare Proposals.
I signed in to Research.gov with my NSF ID but I'm not affiliated with an organization and I don't have any user role(s). Will this be an issue in accessing the demo site?
No, you are able to access the demo site if you have an NSF ID and can sign in to Research.gov. All demo site users are given the PI role for demo site use only and are not required to obtain a special user role to access the demo site. All demo users have the National Science Foundation as their organization for purposes of the demo site. The demo site PI role will not be available in the user's NSF account profile for use on the actual Research.gov Proposal Submission System.
Will any of my user roles or affiliated organization(s) that I have in my NSF account profile be available to me in the demo site?
The organization(s) that you are affiliated with in your NSF account profile will be incorporated when you are in the proposal preparation demo site, but the user role(s) that you have will not be available in the demo site. All users who access the demo site are given the role of PI, and unaffiliated users including NSF staff will be assigned National Science Foundation as their organization. Users with an affiliated organization in their NSF account profile will have that organization and the NSF organization incorporated in the demo site. All affiliated organizations will be included if the user is affiliated with multiple organizations.
What user roles are supported in the proposal preparation demo site?
All demo site users have the PI role and can perform the same PI functions as in the actual Research.gov Proposal Submission System. The Proposed Postdoctoral Fellow role must be specifically added to prepare a postdoctoral fellowship proposal in the demo site. The demo site does not include the OAU, SPO or AOR roles.
If I add a co-PI or OAU to a proposal by entering the individual's NSF ID in the demo site, will they be able to access the proposal if they sign into the demo site?
Yes. Any individual added to a demo proposal as a co-PI or OAU by entering the individual's NSF ID will be able to access that proposal in the demo site via the In Progress Proposals section on the Proposal Preparation demo site homepage. The permissions and available functions for the co-PI and OAU in the demo site are identical to the permissions and available functions for the co-PI and OAU in the actual Research.gov Proposal Submission System.
If I share proposal access (i.e., view, edit, and/or submit) with an SPO/AOR on the demo site, will the SPO/AOR be able to view, edit, and/or submit the proposal?
No. All demo site users have the PI role and can perform the same PI functions as in the actual Research.gov Proposal Submission System. You will be able to go through the process of sharing proposal access (view, edit and/or submit) with the SPO/AOR, but the SPO/AOR will not be able to view, edit, and/or submit the proposal since SPO and AOR roles and proposal submission are not supported in the demo site. In addition, no system-generated email notifications will be created or sent to the SPO/AOR in the demo site.
Demo Site Features
Demo Site FAQs
How do I prepare a postdoctoral fellowship proposal in the demo site?
You must first have the Proposed Postdoctoral Fellow role to initiate a postdoctoral fellowship proposal in the demo site. A Proposed Postdoctoral Fellow role is different than a PI role. Postdoctoral fellowship funding opportunities will only display and be available for selection for users preparing the proposal as a Proposed Postdoctoral Fellow.
After signing in to the Research.gov proposal preparation demo site, a message box will display with demo site information. From within the message box, click the 'Add a New Role' hyperlink. Proceed to complete the required information as appropriate. Once the Proposed Postdoctoral Fellow role has been added, allow up to 60 minutes for the system to process the request. Then you will need to sign out of Research.gov and sign back in again before initiating and preparing a postdoctoral fellowship proposal.
Will I be able to add real subaward organization(s) in a demo site proposal?
Yes. You can add real subaward organization(s) to any proposal that’s created in the demo site. However, no system-generated email notifications will be created or sent to personnel affiliated to the subaward organization(s) when their organizations are added to your demo proposal.
Are system-generated email notifications going to be sent as a result of performing certain actions in the demo site?
No. All system-generated email notifications are disabled in the demo site.
Why can't I submit proposals in the demo site?
The proposal preparation demo site currently only supports the initiation, preparation, and editing of non-collaborative and collaborative proposals.
How long will my demo proposal be available in the demo site?
Proposals created in the demo site will be available for six months and then will be deleted by NSF. Neither NSF nor users will be able to access deleted demo proposal data. If your demo proposal was created within the previous six months and your proposal data is not visible, please contact the NSF IT Service Desk at 1-800-381-1532 (7:00 AM - 9:00 PM ET; Monday - Friday except federal holidays) or via
rgov@nsf.gov
for assistance.
Are proposal compliance checks enabled in the demo site?
Yes. All compliance checks that are enabled in the actual Research.gov Proposal Submission System will also apply to proposals in the demo site. The demo site can be used to check compliance of uploaded proposal documents (e.g., Collaborators and Other Affiliations and Biographical Sketch). Refer to the
Automated Compliance Checking of NSF Proposals
page for the current automated proposal checks.
Are all proposal types and submission types available on the demo site?
Yes, all proposal types and submission types in the actual Research.gov Proposal Submission System are also in the demo site. The demo site is a replica of the actual system. View the
Proposal Submission Capabilities
for details.
Does the proposal data I create in the demo site appear or transfer into the actual Research.gov Proposal Submission System?
No. Proposal data created in the demo site will not be displayed in and cannot be transferred to the actual Research.gov Proposal Submission System. Proposal data created in the demo site is only available in the demo site.
Will other users in the demo site be able to see the proposals I create in the demo site?
The only time other users will be able to view or edit any proposals that you create in the demo site is if you add them to the proposal as a co-PI or OAU by entering their NSF ID. If you don't add any users to the proposal, no one will else will be able to access, view, or edit your demo proposal.
Can I link lead and non-lead proposals that are created in the demo site to lead and non-lead proposals in the actual Research.gov Proposal Submission System?
No. If you attempt to link a lead/non-lead proposal created in the demo site to a lead/non-lead proposal that was created in the actual Research.gov Proposal Submission System, you will receive an error and will not be able to link the proposals together. You are only able to link lead and non-lead proposals together that were created in the demo site and that are affiliated with different organizations.
Video Tutorials
Please click the following links to view videos which provide assistance with using functionality in the application:
How to Manage Personnel and Senior Personnel Documents (3:01 minutes)
How to Work on a Proposal Budget (2:30 minutes)
How to Upload a Collaborators and Other Affiliations Document (1:34 minutes)
Research.gov Proposal Demo (16:58 minutes)
Setting up a proposal
Uploading a document and compliance messaging
Preparing proposal file update (PFU)/budget revisions
Research.gov Proposal Demo (22:49 minutes)
Preparing a letter of intent
Demonstration of selected features:
Preliminary proposal and accomplishment-based renewal proposal submission types
Conference, Grant Opportunities for Academic Liaison with Industry (GOALI), and Planning proposal types
How-to Guides
Initiating a New Proposal
Adding or Removing a co-PI and Other Senior Personnel
Swapping PIs and co-PIs from Same Organization
Adding or Removing an OAU
Sharing Proposal and Proposal File Update/Budget Revision Access with SPO/AOR
Entering Proposal Budgets
Adding or Removing Subaward Organizations
Adding or Removing Collaborators and Other Affiliations
Deleting an In Progress Letter of Intent, Proposal, or Proposal File Update/Budget Revision
Submitting Letters of Intent and Proposals
Preparing Proposal File Updates
Preparing Budget Revisions
Submitting Proposal File Updates/Budget Revisions
Preparing Updated Current and Pending (Other) Support
Grants.gov Proposal Processing in Research.gov
Postdoctoral Fellowship Reference Letter Submission (MSPRF and PRFB only)
Links to Resources
NSF
Proposal and Award Policies and Procedures Guide
(PAPPG)
FAQs on Proposal Preparation and Award Administration Related to the PAPPG
NSF
Biographical Sketch and Current and Pending (Other) Support
pages
Automated Compliance Checking of NSF Proposals
page
Grants.gov Proposal Processing in Research.gov
page
Research.gov
About Account Management
page
Research.gov
Account Management – Reviewer
page
Research.gov
About Proposal Preparation and Submission
page
Research.gov
Research.gov About Supplemental Funding Request Preparation and Submission
page
Research.gov Proposal Preparation Demo Site
(User prompted to sign into Research.gov if not already signed in)
Research.gov Supplemental Funding Request Demo Site
(User prompted to sign into Research.gov if not already signed in)
Resources for LaTeX Users: https://github.com/nsf-open/nsf-proposal-latex-samples
SciENcv: Science Experts Network Curriculum Vitae
(for preparation of biographical sketch and current and pending (other) support documents)