Proposal Preparation
Please refer to the FastLane Proposal Preparation and Submission Guide or call ORSP for help. FastLane workshops are available once per semester.  Please visit http://orsp.rutgers.edu/workshops.php. 
NSF PowerPoint Presentation to Prepare and Submit a Proposal via FastLane. 

Proposal File Updates
The Proposal File Updates system gives proposing organizations the ability to request the replacement of files associated with previously submitted proposals. Only those sections of the proposal where a file was uploaded and submitted to NSF during the initial proposal submission are eligible for update. Sections where text was entered into a Web text box cannot be updated.
The update request must contain a justification explaining why the file replacement is being requested and any changes between the original and proposed replacement file. The request must have at least one file change in it and may contain changes to several previously submitted files. Multiple update requests can be sent for a given proposal, but only one request can be pending at NSF per proposal at a given time.
Update requests will be automatically accepted if submitted prior to the deadline or target date of the program announcement or solicitation, or for an unsolicited proposal, at anytime prior to reviewer assignment. After reviewers have been assigned, FastLane prevents proposing organizations from submitting proposal file updates.
Link to NSF Announcement - https://www.fastlane.nsf.gov/jsp/homepage/advisory_copy.jsp?id=1500000000000131 

PI Transfer to Another Organization
The purpose of this task is to allow the Principal Investigator (PI) the ability to request a transfer of an existing award when a PI transfers to a different organization.  If the Principal Investigator (PI) initiates the PI Transfer, the following tasks must be completed by the PI, Original SRO and New SRO as noted.

Principal Investigator (PI) Actions

• Login to FastLane
• Access the "Grant Transfer Request" Screen
• Complete the "Grant Transfer Request" Form
• Update Contact Information
• Complete Transfer Request Forms
• Check for Completeness
• Forward PI Transfer Request to Original SRO

If, for some reason, the PI no longer wants to continue with the transfer request, then they may Cancel the PI Transfer Request. 
Link to NSF announcement- http://www.fastlane.nsf.gov/documents/pi_transfer/pi_transfer.jsp 

Change of PI
The purpose of this task is to allow the Principal Investigator (PI) or Sponsoring Research Organization (SRO) the ability to request a change of PI for an existing award.

If the Principal Investigator (PI) initiates the change of PI, the following tasks must be completed by the PI and SRO as noted.

• Login to FastLane - PI
• Access "Notifications and Requests" Screen - PI
• Complete the "Change of PI Request" Screen
• Forward Change of PI Request to SRO
• View a Change of PI Request already forwarded to SRO

Proposal Withdrawal
The Electronic Proposal Withdrawal system automates the withdrawal process and provides a mechanism that will help organizations to more effectively manage their proposals as well as help eliminate the submission of duplicate proposals to NSF.  Principal Investigators can access the Proposal Withdrawal utility via the "Submitted Proposals" screen within the FastLane Proposal Preparation function.

The system consists of three different processes:

• PI Proposal Withdrawal allows a PI to initiate a proposal withdrawal and forward it to the organization's Sponsored Projects Office (SPO) (or equivalent) for submission to NSF;
• SPO Proposal Withdrawal allows an authorized individual in the organization's Sponsored Projects Office (or equivalent) to initiate a proposal withdrawal for submission to NSF; or
• Proposal Submission Duplicate Withdrawal prevents a Sponsored Projects Office official from submitting a new proposal if a duplicate (a proposal from the same organization with the same title and same PI and Co-PIs) already has been submitted to NSF within the last two weeks prior to the current submission. If all of these conditions are met, the system will allow the authorized SPO official to either withdraw the previous duplicate and then proceed with the submission of the new proposal or modify the new proposal so it is different from the previous proposal.

Link to NSF announcement - https://www.fastlane.nsf.gov/jsp/homepage/advisory_copy.jsp?id=1500000000000131 

Collaborative Proposals
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. PIs are strongly encouraged to contact the cognizant NSF Program Officer prior to submission of a collaborative proposal.

a. Submission of a single proposal
The single proposal method allows investigators from two or more organizations who have developed an integrated research project to submit a single, focused proposal. A single investigator bears primary responsibility for the administration of the grant and discussions with NSF, and, at the discretion of the organizations involved, investigators from any of the participating organizations may be designated as co-PIs. By submission of the proposal, the organization has determined that the proposed activity is administratively manageable. NSF may request a revised proposal, however, if it considers that the project is so complex that it will be too difficult to review or administer as presented. (See Chapter II, Section C.2.g.(vi)(e) for additional instructions on preparation of this type of proposal.)

b. Simultaneous submission of proposals from different organizations

In many instances, simultaneous submission of proposals that contain the same project description from each organization might be appropriate. For these proposals, the project title must begin with the words "Collaborative Research:" The lead organization's submission will include a proposal Cover Sheet, project summary, project description, references cited, biographical sketches, budgets and budget justification, current and pending support, and facilities, equipment and other resources for their organization. Non-lead organization submissions will include all of the above for their organization except the project summary, project description, and references cited which are the same for all collaborating organizations. FastLane will combine the proposal submission for printing or electronic viewing. 

The lead institution links the proposals by entering a Temporary Proposal ID (TPI) # and a Proposal PIN (assigned by the PI) from each non-lead institution.
For further information consult NSF Grant Proposal Guide.

Subawards (Subcontracts)
Budgets, for proposals having subawards or subcontracts, are entered into a single proposal that is submitted by the institution who is receiving funds from NSF.  The subawardees are given access to enter their budgets into the proposal either by being a Co-PI or through a Proposal PIN that is assigned by the PI.  The prime institution may choose to enter all budgets themselves.  The budgets are entered into the Budget section under their institution's name, which can be added by the prime institution or the subawardee.

Project Reports
NSF grants require the submission of a Final Project Report within 90 days of the expiration of the grant. The PI creates and submits the Final Project Report using a report template. Both the project summary and technical information can be prepared with a word processor and then "copied and pasted" into the report. Annual Reports and Interim Reports are also entered into this system.
To submit a report, log into "Proposal, Awards and Status", "Award and Reporting Functions", "Project Reports System", then choose type of report.  Follow steps to complete report and submit. NSF grants require the submission of a Final Project Report within 90 days of the expiration of the grant. The PI creates and submits the Final Project Report using a report template. Both the project summary and technical information can be prepared with a word processor and then "copied and pasted" into the report. Annual Reports and Interim Reports are also entered into this system.
To submit a report, log into "Proposal, Awards and Status", "Award and Reporting Functions", "Project Reports System", then choose type of report.  Follow steps to complete report and submit.
NSF PowerPoint Presentation on Preparing Project Reports

Notifications and Requests
All notifications and requests must now be submitted through FastLane with no hard copy required.  Log into "Proposal, Awards and Status", "Award and Reporting Functions", "Notifications and Requests", then choose type of request.  Follow steps to complete Notification or Request and forward to SRO for submission to NSF.

Types of Grantee Notification

Grantee Approved No-Cost Extension Significant Changes in Methods/Procedures Significant Changes/Delays or Events of Unusual Interest (Other than changes in objective or scope) Short-Term Absence of the PI/PD (Up to Three Months) Anticipated Residual Funds in excess of $5,000 or 5% Conflicts of Interests which cannot be satisfactorily managed

 

Types of Grantee Request  (Need NSF Approval) NSF Approved No-Cost Extension Changes in Objective or Scope Long-Term Absence of the PI/PD (Over Three Months) Significant Change in Person-Months Devoted to Project Withdrawal of PI/Co-PI Pre-award Costs in Excess of 90 Days Reallocation of Funds Budgeted for Participant or Trainee Support Costs Rearrangement/Alteration $25,000 or over ( Follow these links for more information on Non-FDP Organizations   or  FDP Organizations.)  PI Transfer Change of PI/Co-PI Addition of SubAward

Supplemental Funding Request
To submit a Supplemental Funding Request, login to FastLane, choose Award and Reporting Functions, then Supplemental Funding Request.  This will bring up a list of current awards.  Choose the award and fill out the required forms.  Submit to SRO for approval and submission to NSF.

Submitting Revised Budgets
To submit revised budgets at the request of your program officer, go to "Proposal, Awards and Status" page and log into "Revised Proposal Budget" using your Last Name, Social Security Number, Password, and Proposal Number.  This will bring up your original submitted budget which may be edited and resubmitted.  Budget justifications may be transferred or uploaded into the FastLane system.

Letters of Intent
As of August 6, 2004, all Letters of Intent (LOI) to apply to grant programs at NSF must be submitted through FastLane. 

To prepare and submit a Letter of Intent:

• PI logs into FastLane
• Click on Proposal Functions
• Letters of Intent
• Find Program Solicitation for which you wish to submit an LOI
• Under LOI Action for that program, select Create
• Fill in Form and select Submit

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