Forms, Resources and Policies

• NSF Proposal Documents PI Checklist
• NSF CAREER Proposal Submission Review Checklist
  NSF CAREER Proposal Synopsis of Solicitation Requirements
  Faculty Early Career Development Program (CAREER) – Proposal Submission Logistics
• NSF Broader Impacts Guiding Principles
• Allowable Costs
• Create your NIH or NSF Biosketch with SciENcv
• Off-campus or off-site research definition: Off-campus or off-site research is defined as data/information/samples being collected off-campus or off-site, such as fieldwork, and research activities on vessels and aircraft. Off-campus is defined as not owned by the University or otherwise paid from University funds.
• Research.gov proposal preparation first steps:
  • If you do not have a research.gov account, register for an NSF ID
  • Once this is complete, prepare a new proposal.
  • When you have set up a new proposal, share the proposal with the SPO/AOR so the TXST Office of Sponsored Programs (OSP) is able to access, review, and submit the proposal. Our NSF ID is 000722687
  • Additional guides are available on the research.gov website

PI Compliance Award Information

NSF Award Administration Guide

There are 4 types of reports for the National Science Foundation. Progress reports of NSF-supported projects are required. Only a Principal Investigator (PIs) and co-PIs can create, edit, and submit project reports. The Office of Sponsored Programs (OSP) staff have read-only view of project reports.

Additional information and tips can be found at About Project Reports

• Project Reporting Getting Started Guide
• Project Reports Template
• Project Report Frequently Asked Questions for Research Organizations

Award Closeout is the process by which NSF determines that all applicable administrative actions and all required work of the award have been completed. See also Chapter VI.D.3.c for additional information on no cost extensions. The close out amount will be based on the costs recorded at that time. See also Chapter VIII.E.5 for additional information on post closeout adjustments and final disbursements. Awards are administratively closed after the award is financially closed. In most cases, awards are administratively closed automatically based solely on the financial closeout of the award. There are certain cases, such as if the award includes a cost sharing requirement or Federally-owned equipment, where the administrative close is held until the award is reviewed by n NSF Official. The administrative closeout of the award is an NSF action. If additional documentation is required, NSF will contact the recipient. In addition to the financial and administrative closeout, all required project reports, including the Final Annual Project Report and Project Outcomes Report, must also be submitted to completely close the award, and after determination that any other administrative requirements in the award have been met. Awards will be financially closed out 120 days after their expiration date.

In accordance with 2 CFR §200.344(i), if the recipient does not submit all required reports within one year of the period of performance end date, NSF must report the recipient’s material failure to comply with the terms and conditions of the award with the OMB-designated integrity and performance system (currently FAPIIS). NSF may also pursue other enforcement actions per 2 CFR §200.339.

In the event a final audit has not been performed prior to the closeout of the award, NSF reserves the right to recover funds after fully considering the recommendations on disallowed costs resulting from the final audit.

1. Financial records, supporting documents, statistical records, and all other records pertinent to the NSF award must be retained by the recipient for a period of three years from award financial closeout described in Chapter VIII.E.3, except as noted in 2 CFR §200.334.
2. It is the responsibility of recipients that are States, local governments, or non-profit organizations to arrange for the conduct of audits as required by 2 CFR §200, Subpart F. They shall provide copies of the reports of these audits to the Federal Audit Clearinghouse (see 2 CFR §200.512(b)). Any Federal audit deemed necessary by NSF shall build upon the results of such audit(s).
3. All awards issued by NSF meet the definition of Research and Development (R&D) at 2 CFR §200.1. As such, auditees should identify NSF awards as part of the R&D cluster on the Schedule of Expenditures of Federal Awards (SEFA). The auditor should test NSF awards for compliance as instructed in Part V, Clusters of Programs. NSF recognizes that some awards may have another classification for purposes of indirect costs (F&A). The auditor is not required to report the disconnect (i.e., the award is classified as R&D for audit purposes but non-research for indirect cost rate (F&A) purposes), unless the auditee is charging indirect costs at a rate other than the rate(s) specified in the award document(s).

• NIH Required Documents (R01, R03, & R21) PI Checklist
• Budget Justification Template
• Additional Narrative Justification
• Statement of Intent to Establish a Consortium Agreement template
• Examples of Project Leadership Plans for Multiple Pi Grant Applications
• Create your NIH or NSF Biosketch with SciENcv
• Understanding the New NIH Data Management and Sharing (DMS) Policy – Part 1
• Data Management and Sharing Plan vs Resource Sharing Plan 

NIH ASSIST first steps

NIH ASSIST is the preferred portal for use in submitting your NIH application. At a minimum, the PI is required to be registered in eRA Commons to initiate the proposal in ASSIST. Please use the guidance and resources below to guide you through the process.

• If you do not have an eRA Commons account (USERID), please let contact your PreAward Coordinator to create one. A system generated email will come to you from eRA commons providing you with a USERID and asking that you establish a password.
• Once you have completed your eRA Commons registration, initiate an application with the guidelines available at Preparing Your Application Using ASSIST and How to Initiate an Application in ASSIST (NIH youtube).
• Please email your PreAward Coordinator once you have initiated your application in ASSIST for review and confirmation of linkage with Texas State University.
• OSP will enter institutional information, review the documents, and confirm the budget. The PI however is required to complete the portal questionnaires, enter the budget detail, and upload the remaining required documents in the specified format and naming convention into ASSIST 3 business days prior to the sponsor due date. OSP will provide a preview for final review and PI approval, and OSP will submit the proposal.
• Additional guides are available on the Apply to NIH website.

NIH Peer Review Process

Award Management – All About Costs: A Post-Award Primer

Summary of Actions Requiring NIH Prior Approval

Research Performance Progress Report (RPPR)

The RPPR is used by recipients to submit progress reports to NIH on their grant awards. There are three types of RPPRs, all of which use the NIH RPPR Instruction Guide.

1. Annual RPPR : Use to describe a grant’s scientific progress, identify significant changes, report on personnel, and describe plans for the subsequent budget period or year.
2. Final RPPR : Use as part of the grant closeout process to submit project outcomes in addition to the information submitted on the annual RPPR, except budget and plans for the upcoming year.
3. Interim RPPR : Use when submitting a renewal (Type 2) application. If the Type 2 is not funded, the Interim RPPR will serve as the Final RPPR for the project. If the Type 2 is funded, the Interim RPPR will serve as the annual RPPR for the final year of the previous competitive segment. The data elements collected on the Interim RPPR are the same as for the Final RPPR, including project outcomes.

NIH Awards processed for close out at after the project period end date includes the submission of the following reports to the sponsor. Close out reports are due within 120 days of the end of the grant.

• Final FFR Expenditure data (except for Fellowships)
• Final Progress Report (except for Fellowships)
• Final Invention Statement and Certification (except for Training grants, Fellowships, C06, R13, R25, S10)
• Final population tracking data, when applicable
• Termination Notice – Applicable only to Fellowship and Training grants.