NSF Electronic Systems

The NSF uses two different electronic systems (FastLane and Research.gov) for processing various kinds of electronic transactions, such as Letters of Intent, Proposals, No Cost extensions, and PI Transfer requests. Most of these transactions require RAS approval to submit to the NSF, but there are a few exceptions which can be submitted directly by the PI.

We know this can be confusing, so we have created the matrix below to clarify which electronic system you should use to prepare each type of NSF request, and what the Department administrator will need to submit to RAS in order to complete the submission.

Proposal Functions: Letters of Intent, Preliminary and Full Proposals

Description

NSF Submission Site

RAS Role

How to notify RAS to take action

Subject to 5-day review policy

Letters of Intent (LOI): when institutional approval is required by the solicitation Instructions may describe state “Authorized Organizational Representative (AOR)” or “Sponsored Projects Office (SPO)”

FastLane

Review and Submit

Submit “pre-proposal” in Kuali Coeus, preferably 5 days in advance of the NSF deadline if the LOI is binding. If the LOI is not binding, then please notify your CA to process it

No

Letters of Intent (LOI): when institutional approval is not required by the solicitation

FastLane

None

N/A

N/A

Preliminary Proposal

FastLane

Review and Submit

Submit “pre-proposal” in Kuali Coeus, preferably 5 days in advance of the NSF deadline. 

No

New full Proposals

FastLane or Grants.gov

Review and Submit

Submit “New” proposal  in Kuali Coeus

Yes

Renewal full Proposals

FastLane or Grants.gov

Review and Submit

Submit “Renewal” proposal in Kuali Coeus

Yes

 

Proposal Functions: Revise a Submitted Proposal

Description

NSF Submission Site

RAS Role

How to notify RAS to take action

Subject to 5-day review policy

Revise Submitted Proposal budget

FastLane

Review and Submit

Submit “Budget/SOW update” in Kuali Coeus

No

Proposal File Update: when statement of work significantly changes or additional senior personnel are added to the proposal

FastLane

Review and Submit

Submit “Budget/SOW update” in Kuali Coeus

No

Proposal File Update: when Statement of Work is not significantly revised and no senior personnel are added

FastLane

Review and Submit

Minor revisions may be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

 

Award Functions: Supplemental Funding Request

 

 

Description

NSF Submission Site

RAS Role

How to notify RAS to take action

Subject to 5-day review policy

Supplemental Funding Request

FastLane

Review and Submit

Submit “Supplement” in Kuali Coeus

Yes

Notifications & Requests: Budget and Period of Performance Changes

Description

NSF Submission Site

RAS Role

How to notify RAS to take action

Subject to 5-day review policy

Grantee-Approved No-Cost Extension

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.  Provide at least 10 days in advance of award expiration.

No

First NSF-Approved No-Cost Extension

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval. Provide at least 45 days in advance of award expiration date

No

Second NSF-Approved No-Cost Extension

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval. Provide at least 45 days in advance of award expiration date

No

Pre-award Costs in Excess of 90 Days

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Subawarding, Transferring or Contracting Out Part of an NSF Award (ie. add a new subaward)

FastLane

Review and Submit

Submit “Progress Report” in Kuali Coeus with proposed budget changes and subawardee information

No

Salaries of Administrative or Clerical Staff

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Travel Costs for Dependents

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Rearrangements / Alterations (Construction)

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Reallocation of Funds for Participant Support Costs

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Additional categories of participant support costs other than those described in 2 CFR § 200.75 (such as incentives, gifts, souvenirs, t-shirts and/or memorabilia)

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Change to cost sharing commitments reflected on Line M of the NSF award budget

By Letter

Review and Submit

Submit “Progress report” proposal in KC including revised budget.

No

 

Notifications & Requests: Changes to PI(s), Institution(s), Methods, or Scope

Description

NSF Submission Site

RAS Role

How to notify RAS to take action

Subject to 5-day review policy

PI Transfer: An award made to another institution transferring to MIT

FastLane

Review and Submit

Submit “New” in Kuali Coeus

Yes

PI Transfer: An award made to MIT transferring to another institution

FastLane

Review and Submit

Minor revisions may be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Subawarding, Transferring or Contracting Out Part of an NSF Award (ie. add a new subaward)

FastLane

Review and Submit

Submit “Progress Report” in Kuali Coeus with proposed budget changes and subawardee information

No

Change of PI: Withdrawal of PI/PD or co-PI/co-PD

Research.gov

Review and Submit

PI withdrawal may be submitted to RAS via email or RAS service tracker if an existing PI or Co-PI will remain on the project.  Include confirmation of both withdrawing and remaining PI(s) and DLC approval.

No

Change in Person-Months Devoted to the Project

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Long-Term Disengagement of the PI/PD or co-PI/co-PD

Research.gov

Review and Submit

May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.

No

Change of PI: Substitute (Change) PI/PD or co-PI/co-PD

FastLane

Review and Submit

Removal or re-organization of existing PIs/co-PIs may be submitted to RAS via email or service tracker

No

Change of PI: Addition of co-PI/co-PD

FastLane

Review and Submit

Submit “Supplement” proposal in Kuali Coeus – any new PIs must complete certification.

No

Significant Changes in Methods or Procedures

Research.gov

None

No RAS action, but please provide copy to RAS by email for our records. Include confirmation of PI approval.

No

Significant Changes,Delays or Events of Unusual Interest

Research.gov

None

No RAS action, but please provide copy to RAS by email for our records. Include confirmation of PI approval.

No

Change in Objectives or Scope

Research.gov

Review and Submit

Route in KC as Budget/SOW update.PI certification requiredAnswer “Yes” to significant changes.

No

 

Notifications & Requests: Conflicts of Interest and Cost Sharing

Description

NSF Submission Site

RAS Role

How to notify RAS to take action

Subject to 5-day review policy

Annual & Final Cost sharing notification

FastLane (Notifications & Requests)

Prepare and Submit

PI & DLC are responsible for reporting Cost sharing expenditure totals to  RAS via email or RAS service tracker no less often than annually.

No

Conflicts of Interest that cannot be satisfactorily managed, reduced or eliminated and research that proceeds without the imposition of conditions or restrictions when a conflict of interest exists

Research.gov

Prepare and Submit

RAS conflict of interest officer will determine if this notification is required

No