NSF Pre-Award and Post-Award Actions | MIT Research Administration Services

The NSF uses Research.gov for processing various 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 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
- Revise a Submitted Proposal
Award Functions:
- Supplemental Funding Request
- Notifications and Requests:

Proposal Functions: Letters of Intent, Preliminary and Full Proposals

RAS does not review Letters of Intent (LOI) when institutional approval is not required by the solicitation. All other letters and proposals must be submitted to RAS for review.

Proposal Functions: Letters of Intent, Preliminary and Full Proposals
Description	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)”	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	N/A	N/A
Preliminary Proposal	Submit “pre-proposal” in Kuali Coeus, preferably 5 days in advance of the NSF deadline.	No
New full Proposals	Submit “New” proposal in Kuali Coeus	Yes
Renewal full Proposals	Submit “Renewal” proposal in Kuali Coeus	Yes

Proposal Functions: Revise a Submitted Proposal

Proposal Functions: Revise a Submitted Proposal
Description	How to notify RAS to take action	Subject to 5-day review policy
Revise Submitted Proposal budget	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	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	Minor revisions may be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.	No

Award Functions: Supplemental Funding Request

Award Functions: Supplemental Funding Request
Description	How to notify RAS to take action	Subject to 5-day review policy
Supplemental Funding Request	Submit “Supplement” in Kuali Coeus	Yes

Notifications and Requests: Budget and Period of Performance Changes

Notifications and requests for budget and period of performance changes can be submitted to Research.gov, except for a change to cost sharing commitments reflected on Line M of the NSF award budget, which must be submitted by letter.

Notifications and Requests: Budget and Period of Performance Changes
Description	How to notify RAS to take action
Grantee-Approved No-Cost Extension	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval. Provide at least 10 days in advance of award expiration.
First NSF-Approved No-Cost Extension	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval. Provide at least 45 days in advance of award expiration date
Second NSF-Approved No-Cost Extension	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval. Provide at least 45 days in advance of award expiration date
Pre-award Costs in Excess of 90 Days	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.
Subawarding, Transferring or Contracting Out Part of an NSF Award (ie. add a new subaward)	Submit “Progress Report” in Kuali Coeus with proposed budget changes and subawardee information
Salaries of Administrative or Clerical Staff	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.
Travel Costs for Dependents	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.
Rearrangements / Alterations (Construction)	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.
Reallocation of Funds for Participant Support Costs	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.
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)	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.
Change to cost sharing commitments reflected on Line M of the NSF award budget	Submit “Progress report” proposal in KC including revised budget.

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

Notifications and Requests: Changes to PI(s), Institution(s), Methods, or Scope
Description	How to notify RAS to take action	Subject to 5-day review policy
PI Transfer: An award made to another institution transferring to MIT	Submit “New” in Kuali Coeus	Yes
PI Transfer: An award made to MIT transferring to another institution	Minor revisions may be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.	No
Subawarding, Transferring or Contracting Out Part of an NSF Award (ie. add a new subaward)	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	PI withdrawal may be submitted to RAS via email or OST service tracker if an existing PI or Co-PI will remain on the project. Include confirmation of both withdrawing and remaining PI(s) and DLCI approval.	No
Change in Person-Months Devoted to the Project	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.	No
Long-Term Disengagement of the PI/PD or co-PI/co-PD	May be submitted to RAS via email or OST service tracker with confirmation of PI and DLCI approval.	No
Change of PI: Substitute (Change) PI/PD or co-PI/co-PD	Removal or re-organization of existing PIs/co-PIs may be submitted to RAS via email or OST service tracker	No
Change of PI: Addition of co-PI/co-PD	Submit “Supplement” proposal in Kuali Coeus – any new PIs must complete certification.	No
Significant Changes in Methods or Procedures	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	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	Route in KC as Budget/SOW update. PI certification required. Answer “Yes” to significant changes.	No

Notifications and Requests: Conflicts of Interest and Cost Sharing

Notifications and Requests: Conflicts of Interest and Cost Sharing
Description	How to notify RAS to take action	Subject to 5-day review policy
Annual and Final Cost sharing notification	PI and DLCI are responsible for reporting Cost sharing expenditure totals to RAS via email or OST 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	RAS conflict of interest officer will determine if this notification is required	No