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.

Description NSF Submission Site RAS Role How to notify RAS to take action Subject to 5-day review policy
Proposal Functions: Letters of Intent, Preliminary and Full Proposals
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
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
Supplemental Funding Request FastLane Review and Submit Submit “Supplement” in Kuali Coeus Yes
Notifications & Requests: Budget and Period of Performance Changes
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
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
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