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

_{Updated October 24, 2024}

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 must be submitted to Research.gov.

Notifications and Requests: Budget and Period of Performance Changes
Description	How to notify RAS to take action
Grantee-Approved No-Cost Extension	Must be submitted to RAS via OST service tracker with confirmation of PI and DLCI approval. Provide at least 10 days in advance of award expiration. DLCI must prepare the request in Research.gov for RAS review and submission. Once submitted, this is automatically approved.
Any Subsequent NSF-Approved No-Cost Extensions	Must be submitted to RAS via OST service tracker with confirmation of PI and DLCI approval. Provide at least 45 days in advance of award expiration date. DLCI must prepare the request in Research.gov for RAS review and submission. Once submitted, NSF will provide an amendment to the award if approved.
Pre-award Costs in Excess of 90 Days	Must be submitted to RAS via OST service tracker with confirmation of PI and DLCI approval. DLCI must prepare the request in Research.gov.
Subawarding, Transferring or Contracting Out Part of an NSF Award (i.e. add a new subaward)	Submit “Progress Report” in Kuali Coeus with proposed budget changes and subawardee information. DLCI must prepare the request in Research.gov.
Reallocation of Funds out of the Participant Support Costs Line	Must be submitted to RAS via OST service tracker with confirmation of PI and DLCI approval. DLCI must prepare the request in Research.gov. *Please note moving funds into the Participant Support Costs line is allowable and prior approval not needed
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)	Must be submitted to RAS via OST service tracker with confirmation of PI and DLCI approval. DLCI must prepare the request in Research.gov.
Change to cost sharing commitments reflected on Line M of the NSF award budget	Submit “Progress report” proposal in KC including revised budget. DLCI must prepare the request in Research.gov.

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. DLCI must coordinate with transferring organization on request in Research.gov and notify RAS when ready to review.	Yes
PI Transfer: An award made to MIT transferring to another institution	Minor revisions must be submitted to RAS via OST service tracker with confirmation of PI and DLCI approval. DLCI must review changes in Research.gov request.	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. Also DLCI must prepare the request in Research.gov for RAS to review and submit.	No
Change of PI: Withdrawal of PI/PD or co-PI/co-PD	PI withdrawal must be submitted to RAS via 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. DLCI must prepare the request in Research.gov	No
Change in Person-Months Devoted to the Project	Must be submitted to RAS via OST service tracker with confirmation of PI and DLCI approval. DLCI must prepare the request in Research.gov.	No
Long-Term Disengagement of the PI/PD or co-PI/co-PD	Must be submitted to RAS via 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 must be submitted to RAS via OST service tracker. DLCI must prepare the request in Research.gov.	No
Change of PI: Addition of co-PI/co-PD	Submit “Supplement” proposal in Kuali Coeus – any new PIs must complete certification. DLCI must prepare the request in Research.gov.	No
Change in Objectives or Scope	Route in KC as Budget/SOW update. PI certification required. Answer “Yes” to significant changes. DLCI must prepare the request in Research.gov.	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