WELCOME TO THE INFO PAGE FOR THE NSF PROPOSAL/PROJECT BETWEEN GEORGIA TECH’S OFFICE OF INFORMATION TECHNOLOGY AND YOUR INSTITUTION!
Here you will find most all of the information that you will need to complete your subaward submission to Georgia Tech. Please share the link to this page with anyone in your organization who will be assisting with your package.
PROPOSAL TITLE: “CC* Regional Networking: Advancing Research and Education at small colleges in Rural and Metropolitan Alabama through IT Architecture Enhancements“
IMPORTANT DEADLINES:
August 3 – Documentation to be Submitted to GT
August 10 – Documentation to be Submitted to GT
August 17 – Documentation to be Submitted to GT
August 24– Documentation to be Submitted to GT
August 31 – Additional information that GT may be requesting
September 11– Proposal Due to NSF
DELIVERABLES: (when you click on the words below, it should take you to the section of the document that corresponds).
GT CONTACTS:
Please submit all deliverables to Joy West at: jwest@oit.gatech.edu with a copy to Melanie Paulina at: mpaulina@oit.gatech.edu by the listed deadlines (August. 3, 10, 17, & 24 – 4:00 PM EST).
Please reach out promptly with any questions or concerns! The GT Team is here to help!
Please provide the following by 4:00 PM EST, August 3:
- Your institution’s current facilities and administration (F&A) rate. Please note that if for some reason your institution does not have a federally negotiated F&A rate through a cognizant agency, the de minimis amount of 10% will be used.
- Organization’s Unique Entity Identifier (UEI)
We will need the following information/documents from you by 4:00 PM EST, Thursday–August 10. The information needed is as follows:
- Name of Co-PI
- NSF ID of Co-PI – If the Co-PI does not have an NSF ID, it is encouraged that he/she move quickly on requesting one because it can take several business days (up to 2 weeks). The link to instructions on requesting an ID is:
https://www.research.gov/accountmgmt/assets/welcomeregistration.html
Your office of Sponsored Research should also be able to assist with this. It is imperative that GT has the correct NSF ID for the PI in order to include the individual on the cover sheet.
- Salary information for Co-PI if being requested (annual salary amount and fringe benefit rate). Note: This should only be submitted if there is a minimum amount of effort required by the PI’s institution. This is largely an equipment project and salaries are not preferred.
- Departmental Point of Contact including: the person’s name, email address, and phone number
- Sponsored Research Point of Contact including: the person’s name, email address, and phone number.
- A designated “emergency” contact person who can be reached after working hours on the weekend of Sept. 9-10, who can answer any urgent last-minute questions or help with any issues that may come up. A phone number and email will be helpful. Thank You.
FACILITIES, EQUIPMENT, & OTHER RESOURCES — to be Submitted to GT by 4:00 PM EST, Thursday—August 17
Facilities , Equipment, & Other Resources document – It is recommended that you please read the instructions promptly. If member(s) of the GT staff are needed to assist on this delivery, we would like to engage quickly to get this done in a timely manner. If you would like to see an example, please reach out to Joy West at: jwest@oit.gatech.edu. Thank You!
This section of the proposal is used to assess the adequacy of the resources available to perform the effort proposed to satisfy both the Intellectual Merit and Broader Impacts review criteria. Proposers should describe only those resources that are directly applicable. Proposers should include an aggregated description of the internal and external resources (both physical and personnel) that the organization and its collaborators, and subawardees will provide to the project, should it be funded. Such information must be provided in this section, in lieu of other parts of the proposal (e.g., Budget Justification, Project Description). The description should be narrative in nature and must not include any quantifiable financial information. Reviewers will evaluate the information during the merit review process and the cognizant NSF Program Officer will review it for programmatic and technical sufficiency. Although these resources are not considered voluntary committed cost sharing as defined in 2 CFR §200.1, the Foundation does expect that the resources identified in the Facilities, Equipment and Other Resources section will be provided, or made available, should the proposal be funded. Chapter VII.B.1 specifies procedures for use by the recipient when there are postaward changes to objectives, scope, or methods/procedures.
(taken from NSF’s PAPPG, NSF 22-3 Effective Jan. 30, 2023)
Points to Remember when preparing the Facilities, Equipment & Other Resources Document:
- An aggregated description of the internal and external resources (both physical and personnel) that the organization and its collaborators will provide to the project, should it be funded, has been included
- In-kind contributions intended for use on the project being proposed (such as office/laboratory space, equipment, supplies, employees, students) have been identified, where applicable.
- No quantifiable financial information has been provided.
- If there are no facilities, equipment or other resources identified, a statement to that effect has been included in this section of the proposal and uploaded into Research.gov or Grants.gov
- May include pictures of facilities
If salary and person months are not being requested for an individual designated as senior personnel, the individual(s) role on the project should be described in the Facilities, Equipment and Other Resources section of the proposal.
LETTER OF SUPPORT- — to be Submitted to GT by 4:00 PM EST, Thursday, Aug. 17
(A letter of support from a campus leader at each participating campus is encouraged and “should address sustainability and commitment from each participating institution”. This type of letter is often obtained from an institutional president, VP of Research or other high-ranking official who is able to make such a commitment.
A letter of support is used to convey a sense of enthusiasm for the project and/or to highlight the qualifications of the PI or co-PI. A letter of support submitted in response to a program solicitation requirement must be unique to the specific proposal submitted and cannot be altered without the author’s explicit prior approval. (taken from NSF’s PAPPG, NSF 22-3 Effective Jan. 30, 2023)
Please write the letter of support on organizational letterhead and use Arial 10 font for the wording.
COLLABORATORS AND OTHER AFFILIATIONS (COA) INFORMATION — to be Submitted to GT by 4:00 PM EST, Thursday –August. 24
Each Senior Personnel, such as PIs/Co-PIs, must have an uploaded/completed COA Excel spreadsheet template that has been provided by NSF. COAs will continue to be uploaded as single copy documents for each senior personnel.
Instructions:
The following information regarding collaborators and other affiliations (COA) must be separately provided for each individual identified as senior personnel on the project. The COA information must be provided through use of the COA template. The information in the tables is not required to be sorted, alphabetically or otherwise. Refer to the frequently asked questions on the COA template page for additional information.
There are five separate categories of information which correspond to the five tables in the COA template:
COA template Table 1: List the individual’s last name, first name, middle initial, and organizational affiliation in the last 12 months.
COA template Table 2: List names as last name, first name, middle initial, for whom a personal, family, or business relationship would otherwise preclude their service as a reviewer. In the “Type of Relationship” column please specify the personal, family, or business relationship involved.
COA template Table 3: List names as last name, first name, middle initial, and provide organizational affiliations, if known, for the following:
• The individual’s Ph.D. advisors; and
• All of the individual’s Ph.D. thesis advisees
COA template Table 4: List names as last name, first name, middle initial, and provide organizational affiliations, if known, for the following:
• Co-authors on any book, article, report, abstract or paper with collaboration in the last 48 months (publication date may be later); and
• Collaborators on projects, such as funded awards, graduate research, or others in the last 48 months.
COA template Table 5: List editorial board, editor-in chief, and co-editors with whom the individual interacts. An editor-in-chief must list the entire editorial board.
• Editorial Board:36 List name(s) of editor-in-chief and journal in the past 24 months; and
• Other co-Editors of journal or collections with whom the individual has directly interacted in the last 24 months.
The template has been developed to be fillable, however, the content and format requirements must not be altered by the user. When completing the template, do not change the column sizes or the font type. The instructions at the top of the template may be deleted, and rows may be inserted as needed to provide additional names.
This information is used to manage reviewer selection. See Exhibit II-2 for additional information on potential reviewer conflicts.
(taken from NSF’s PAPPG, NSF 22-3 Effective Jan. 30, 2023)
BIOGRAPHICAL SKETCHES– to be Submitted to GT by 4:00 PM EST, Thursday –August. 24
Each Senior Personnel, such as PIs/Co-PIs, must have an uploaded/completed Biographical Sketch template that has been provided by NSF. A biographical sketch (limited to three pages) must be provided separately for each individual designated as senior personnel through use of SciENcv (Science Experts Network Curriculum Vitae).
Instructions:
The format of the biographical sketch is as follows:
*= required
(1) Identifying Information:
(i) *Name: Enter the name of the senior person (Last name, First name, Middle name, including any applicable suffix).
(ii) ORCID ID29 (Optional): Enter the ORCID ID of the senior person.
(iii) *Position Title: Enter the current position title of the senior person.
(2) *Organization and Location:
(i) Name: Enter the name of the primary organization of the senior person.
(ii) Location: Enter the City, State/Province, and Country where the primary organization is located. If the State/Province is not applicable, enter N/A. Indicate “virtual” if the project is not based in a physical location.
(3) *Professional Preparation:
Provide a list of the senior person’s professional preparation (e.g., education and training), listed in reverse chronological order by start date. Include all postdoctoral and fellowship training, as applicable, listing each separately. Also include the baccalaureate degree or other initial professional education.
For each entry provide:
• the name of the organization;
• the location of the organization: Enter the City, State/Province, and Country where the primary
organization is located. If the State/Province is not applicable, enter N/A.
• the degree received (if applicable);
• the month and year the degree was received (or expected receipt date). For fellowship applicants
only, also include the start date of the fellowship; and
• the field of study
(4) *Appointments and Positions
Provide a list, in reverse chronological order by start date, of all the senior person’s academic, professional, or institutional appointments and positions, beginning with the current appointment (including the associated organization and location). Appointments and positions include any titled academic, professional, or institutional position whether or not remuneration is received, and whether full-time, parttime, or voluntary (including adjunct, visiting, or honorary).
For each entry provide:
• Start date: YYYY
• End date: YYYY
• Appointment or Position Title
• Name of organization
• Department (if applicable)
• Location of organization: City, State/Province, Country
With regard to professional appointments, senior personnel must only identify all current domestic and
foreign professional appointments outside of the individual’s academic, professional, or institutional
appointments at the proposing organization.
(5) *Products
Provide a list of: (i) up to five products most closely related to the proposed project; and (ii) up to five other significant products, whether or not related to the proposed project that demonstrate the senior person’s qualifications to carry out the project as proposed. Acceptable products must be citable and accessible,
including but not limited to:
• publications, conference papers, and presentations;
• website(s) or other Internet site(s);
• technologies or techniques;
• inventions, patent applications, and/or licenses; and
• other products, such as data, databases, or datasets, physical collections, audio or video products,
software, models, educational aids or curricula, instruments or equipment, research material, interventions (e.g., clinical or educational), or new business creation.
Only the list of ten will be used in the review of the proposal.
Each product must include full citation information including:
• names of authors;
• product title;
• date of publication or release;
• website URL;
• other persistent identifier (if available); and
• other relevant citation information (e.g., in the case of publications, title of enclosing work such as
journal or book, volume, issue, pages).
If any of the items specified above is not applicable, enter N/A.
Senior personnel who wish to include publications in the products section of the biographical sketch that include multiple authors may, at their discretion, choose to list one or more of the authors and then “et al” in lieu of including the complete listing of authors’ names.
(6) *Synergistic Activities
Provide a list of up to five distinct examples that demonstrates the broader impact of the individual’s professional and scholarly activities that focus on the integration and transfer of knowledge as well as its creation. Examples may include, among others: innovations in teaching and training; contributions to the science of learning; development and/or refinement of research tools; computation methodologies and algorithms for problem-solving; development of databases to support research and education; broadening the participation of groups underrepresented in STEM; participation in international research collaborations; participation in international standards development efforts; and service to the scientific and engineering community outside of the individual’s immediate organization.
Synergistic activities must be specific and must not include multiple examples to further describe the activity. Examples with multiple components, such as committee member lists, sub-bulleted highlights of honors and prizes, or a listing of organizations for which the individual has served as a reviewer, are not permitted.
(7) *Certification
When the individual signs the certification on behalf of themselves, they are certifying that the information is current, accurate, and complete. This includes, but is not limited to, information related to domestic and foreign appointments and positions. Misrepresentations and/or omissions may be subject to prosecution and liability pursuant to, but not limited to, 18 U.S.C. §§287, 1001, 1031 and 31 U.S.C. §§3729-3733 and 3802.
(b) Other Personnel
For the personnel categories listed below, the proposal also may include information on exceptional qualifications that merit consideration in the evaluation of the proposal. While the requirement to use SciENcv for preparation and submission of the biographical sketch is for any individual designated as senior personnel, the biographical information for ‘other personnel’ may be freeform. The biographical information must be clearly identified as “Other Personnel” biographical information and uploaded as a single PDF file in the Other Supplementary Documents section of the proposal.
(1) Postdoctoral associates
(2) Other professionals
(3) Students (research assistants)
(c) Equipment Proposals
For equipment proposals, the following must be provided for each auxiliary user:
(1) Short biographical sketch; and
(2) List of up to five publications most closely related to the proposed acquisition.
Such information should be clearly identified as “Equipment Proposal” biographical information and uploaded as a single PDF file in the Other Supplementary Documents section of the proposal.
(taken from NSF’s PAPPG, NSF 22-3 Effective Jan. 30, 2023)
CURRENT AND PENDING– to be Submitted to GT by 4:00 PM EST, Thursday –August. 24
Instructions:
(ii) Current and Pending (Other) Support
Note: The mandate to use SciENcv only for the preparation of current and pending (other) support
information will go into effect for new proposals submitted or due on or after October 23, 2023. In
the interim, proposers may continue to prepare and submit this document via use of SciENcv or the
NSF fillable PDF. NSF, however, encourages the community to use SciENcv prior to the October
2023 implementation.
(a) Current and pending (other) support30 information is used to assess the capacity of the individual to carry out the research as proposed and helps assess any potential scientific and budgetary overlap/duplication, as well as overcommitment with the project being proposed. Note that there is no page limitation for this section of the proposal, though some fields have character limitations for consistency and equity.
(b) Senior personnel include the individuals designated by the proposer/awardee organization and approved by NSF who contribute in a substantive, meaningful way to the scientific development or execution of a research and development project proposed to be carried out with a research and development award.31
(c) Current and pending (other) support must be provided separately for each individual designated as senior personnel through use of SciENcv. SciENcv will produce an NSF-compliant PDF version of the current and pending (other) support. Senior personnel must prepare, save, certify, and submit these documents as part of their proposal via Research.gov or Grants.gov.
(d) Consistent with NSPM-33, senior personnel are required to disclose contracts associated with participation in programs sponsored by foreign governments, instrumentalities, or entities, including foreign government-sponsored talent recruitment programs32. Further, if an individual receives direct or indirect support that is funded by a foreign government-sponsored talent recruitment program, even where the support is provided through an intermediary and does not require membership in the foreign government sponsored talent recruitment program, that support must be disclosed. Senior personnel must also report other foreign government sponsored or affiliated activity. Note that non-disclosure clauses associated with these contracts are not acceptable exemptions from this disclosure requirement.
(e) A table entitled, NSPM-33 Implementation Guidance Pre- and Post-award Disclosures Relating to the Biographical Sketch and Current and Pending (Other) Support33 has been created to provide helpful reference information regarding pre-award and post-award disclosures. The table includes the types of activities to be reported, where such activities must be reported in the proposal, as well as when updates are required in the proposal and award lifecycle. A final column identifies activities that are not required to be reported.
(f) Do not submit any personal information in the current and pending (other) support. This includes items such as: home address; home telephone, fax, or cell phone numbers; home e-mail address; driver’s license number; marital status; personal hobbies; and the like. Such personal information is not appropriate for current and pending (other) support and is not relevant to the merits of the proposal. NSF is not responsible or in any way liable for the release of such material.
(g) A separate submission must be provided for each active project/pending proposal as well as inkind contributions using the format specified below. The formats of current and pending (other) support are as follows:
*= required
(i) Identifying Information
*Name: Enter the name of the senior person (Last name, First name, Middle name, including any applicable
suffix).
ORCID ID34 (Optional): Enter the ORCID ID of the senior person.
*Position Title: Enter the current position title of the senior person.
(ii) Organization and Location
*Name: Enter the name of the primary organization of the senior person.
*Location: Enter the City, State/Province, and Country where the primary organization is located. If the State/Province is not applicable, enter N/A.
(iii) Projects/Proposals
In this section, disclose ALL existing projects, as well as all projects currently under consideration for funding, in accordance with the definitions for “current” and “pending” below. Unless otherwise specified, there is no page or character limit.
*Project/Proposal Title: Enter the title of each project/proposal being reported.
*Status of Support: Select the appropriate status type as defined below:
• Current – all ongoing projects, or projects with ongoing obligations, from whatever source irrespective of whether such support is provided through the proposing organization or is provided directly to the individual.
• Pending – any proposal currently under consideration for funding (including this proposal) from whatever source irrespective of whether such support is provided through the proposing organization or is provided directly to the individual.
Proposal/Award Number (if available): Enter the applicable proposal/award number for each proposal and/or award, if available.
*Source of Support: Identify the entity for each proposal and/or award that is providing the support. Include all Federal, State, Tribal, territorial, local, foreign, public, or private foundations, non-profit organizations, industrial or other commercial organizations, or internal funds allocated toward specific projects.
*Primary Place of Performance: Identify the primary location where the project or activity is being executed. Enter the City, State/Province, and Country where the organization is located. If the State/Province is not applicable, enter N/A. Indicate “virtual” if the project is not based in a physical location.
*Project/Proposal Start Date: Indicate the start date (MM/YYYY) of the project/activity as proposed/approved.
*Project/Proposal End Date: Indicate the end date (MM/YYYY) of the project/activity as proposed/approved.
*Total Award Amount: Enter the total award amount for the entire period of performance, including indirect costs, rounded to the nearest dollar. If the support is in a foreign country’s currency, convert to U.S. dollars at time of submission.
*Person-Month(s) (or Partial Person-Months) Per Year Committed to the Project: Enter how much time the individual anticipates is necessary to complete the scope of work on the proposed project or award. Enter the number of person-months (even if unsalaried) for the current budget period and enter the proposed person-months for each subsequent budget period. If the individual is reporting person-months that span two calendar years, the individual should enter the latter year. For example, if the entry covers the organization’s fiscal year of June 2023 through May 2024, the individual would enter “2024” for the year and include the corresponding person-months as defined and used by the organization in proposals submitted to NSF. If the time commitment is not readily ascertainable, reasonable estimates should be provided.
*Overall Objectives: Provide a brief statement of the overall objectives of the proposal/award. This field is limited to 1500 characters.
*Statement of Potential Overlap: Provide a description of the potential overlap with any pending proposal or award and this proposal in terms of scope, budget, or person-months planned or committed to the project by the individual. If there is no potential overlap, enter N/A in this field.
(iv) In-Kind Contributions
In this section, disclose ALL35 in-kind contributions related to current and pending support. In-kind
contributions include, but are not limited to, office/laboratory space, equipment, supplies, and employee or student resources.
*Status of Support: Select the appropriate status type as defined below:
• Current – all in-kind contributions obligated from whatever source irrespective of whether such support is provided through the proposing organization or is provided directly to the individual.
• Pending – all in-kind contributions currently under consideration from whatever source irrespective of whether such support is provided through the proposing organization or is provided directly to the individual.
*In-Kind Contribution Start Date: Indicate the start date (MM/YYYY) of the in-kind contribution as proposed/approved.
*In-Kind Contribution End Date: Indicate the end date (MM/YYYY) of the in-kind contribution as proposed/approved.
*Source of Support: Identify the entity(ies) that is/are providing the in-kind contribution. Include, for example, Federal, State, Tribal, territorial, local, foreign, public, or private foundations, non-profit organizations, industrial or other commercial organizations, or internal funds allocated toward specific projects.
*Summary of In-Kind Contribution(s): Provide a summary of the in-kind contribution(s) not intended for use on the project/proposal being proposed to NSF, whether or not it has an associated time commitment. If the time commitment or dollar value is not readily ascertainable, reasonable estimates should be provided.
*Person-Month(s) (or Partial Person-Months) Per Year Associated with the In-kind Contribution: Enter how much time the individual anticipates is necessary to complete the scope of work associated with the in-kind contribution. Enter the number of person-months (even if unsalaried) for the current budget period and enter the proposed person-months for each subsequent budget period. If the individual is reporting person months that span two calendar years, the individual should enter the latter year. For example, if the entry covers the organization’s fiscal year of June 2023 through May 2024, the individual would enter “2024” for the year and include the corresponding person-months as defined and used by the organization in proposals submitted to NSF. If the time commitment is not readily ascertainable, reasonable estimates should be provided.
*U.S. Dollar Value of In-Kind Contribution: Enter the U.S. dollar value of the in-kind contribution. If the dollar value is not readily ascertainable, reasonable estimates should be provided. If the support is in a foreign country’s currency, convert to U.S. dollars at time of submission, rounded to the nearest dollar.
*Overall Objectives: Provide a brief statement of the overall objectives of the in-kind contribution(s). This field is limited to 1500 characters.
*Statement of Potential Overlap: Provide a description of the potential overlap with any current or pending in-kind contribution and this proposal in terms of scope, budget, or person-months planned or committed to the project by the individual. If there is no overlap, then enter N/A in the field.
(v) *Certification
When the individual signs the certification on behalf of themselves, they are certifying that the information is current, accurate, and complete. This includes, but is not limited to, information related to current, pending, and other support (both foreign and domestic) as defined in 42 U.S.C. §§6605. Misrepresentations
and/or omissions may be subject to prosecution and liability pursuant to, but not limited to, 18 U.S.C. §§287, 1001, 1031 and 31 U.S.C. §§3729-3733 and 3802.
(h) The individual also must report any proposal, other than the proposal currently being submitted, that will likely be submitted imminently or in the near future.
(i) Prior to making a funding recommendation, the cognizant NSF program officer will request that an updated version of current and pending (other) support be submitted via Research.gov.
(taken from NSF’s PAPPG, NSF 22-3 Effective Jan. 30, 2023)
BUDGET AND BUDGET JUSTIFICATION — to be Submitted to GT by 4:00 PM EST, Thursday –August. 24
Georgia Tech will provide each sub-recipient (Collaborator) with a budget and budget justification based on the total project needs and needs of the individual entity. GT will send over a budget/budget justification for each institution for review by August 21. GT will ask that each institution look over the budget and budget justification. If your institution, has needs other than those listed, you should make GT aware. Please note, that there may be limited flexibility, but GT will try to accommodate where requested. Any requested changes to the budget should be submitted to GT no later than Thursday, Aug. 24 at 4:00 PM EST.
Note regarding equipment and budget:
As a sub-awardee, the title of the equipment will vest with your respective institution upon acquisition. Because of other collaborating institutions involved and minimal award amount, your budget will be limited (largely allocated for equipment). We will be requesting quotes from our vendors for the equipment that will be located at your campus and will provide each organization the amount that is allocated for your equipment purchases. We will provide you with most of the budget lines. If for some reason your institution requires limited effort of 1%, please let us know ASAP. In those cases, we will need to incorporate salary and fringes for the Co-PI. In general, “requests for significant human resources are not encouraged”.
LETTER OF COLLABORATION – — to be Submitted to GT by 4:00 PM EST, Thursday, Aug. 24
Letter of Collaboration Template
Partnership documentation from personnel not included in the proposal as PI, co-PI, or Senior Personnel should be in the form of a letter of collaboration. If a PI or Co-PI is not requesting salary, then a letter of collaboration should be submitted. Please use the collaboration letter template provided only.
LETTER OF INTENT TO SUBCONTRACT– — to be Submitted to GT by 4:00 PM EST, Thursday, Aug. 24
Letter of Intent to Subcontract Template
This letter is required by Georgia Tech Research Corporation from your Sponsored Programs Office. Please note that GT will provide the NSF Proposal Number for the letter.