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:
- Award Functions:
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 |
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 |
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 |
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 |
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 |
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 |