Common Proposal Inquiries

PI ELIGIBILITY

If you would like for one of your employees, such as a research scholar, to be eligible to serve as a PI or co-PI, please review NC State’s policy on PI eligibility. Requests for PI status must be made through your Department Head, who should send the request to the COS Associate Dean for Research. This request should include the person’s CV and a justification for why they should receive PI status. If approved by the Associate Dean for Research, this request will be forwarded to the central office for approval. Please be sure to make this request well ahead of the deadline to ensure there are no delays to your proposal submission.

Please note that NC State has a very specific policy about postdoctoral research associates serving as PI. If you have questions about this, please contact the Research Office.

 

SIGNATURES FROM INSTITUTIONAL OFFICIALS, SUCH AS CHANCELLOR, PROVOST, DEAN, ETC.

If your proposal requires signatures from any institutional official in the College (i.e. Dean or Associate Dean for Research) or University (i.e. Chancellor or Provost), please provided the completed documents to the Research Office no later than 2 weeks ahead of the proposal submission deadline.

 

LETTER OF INTENT / PRE-PROPOSAL PROCEDURE

There are two instances for Letters of Intent (LOIs) and pre-proposals that require a PINS record: (1) a budget is required, and (2) authorized university signatures / submission are required (including any submissions through NSF FastLane or NASA NSPIRES). For other LOIs / Pre-proposals, you may submit without involving the Research Office. If you are unsure if you need a PINS, please contact the Research Office and we can give you a definitive answer.

 

EFFORT

Regardless of whether you ask for salary support in a proposal, almost all sponsored projects, key personnel are required to have measurable effort on the project. Your effort consists of both your paid effort (i.e. paid summer commitment or paid academic release) and your unpaid effort (i.e. time you spend on the project during the academic year as part of your 9 month appointment). We recommend that you be conservative in your estimate of your effort on proposals projects. Exceptions to this are projects, such as equipment grants, that are solely for the procurement of an instrument and not to conduct a research project.

Effort is reported in person months per year. The minimum effort on a project is 1% of your time (For 9 month appointments, this is the equivalent of 0.09 months). For more information on calculating person months per year, please see the NIH’s FAQ on Person Months.

If requested at least three weeks prior to the proposal deadline, the Research Office is willing to help compile your Current & Pending document based on your RADAR record. However, you will have to complete the portion of the document describing your effort on both awarded projects and pending proposals.

 

CURRENT AND PENDING SUPPORT DOCUMENTATION

Key Concepts:

  • Sponsors generally utilize the current and pending support document for two purposes: 1) To ensure that an individual is not overcommitted (i.e. the sum of their effort commitments does not exceed 100%); and 2) To determine whether the proposed scope of work overlaps with other projects in the individual’s portfolio and resolve overlap, if necessary.
  • The sum of an individual’s current and pending effort commitments (expressed as a percentage) may not exceed 100%
  • All current project support from whatever source (e.g., Federal, State, local or foreign government agencies, public or private foundations, industrial or other commercial organizations) must be listed.
  • NCSU funded projects should be included; NCSU startup should not be included.
  • All projects or activities requiring a portion of the investigators’ time during the period of the proposed effort must be included, even if they receive no salary support from the project(s).

 

Sponsor-specific Requirements and Templates:

  • NSF Current and Pending form
  • Additional template: http://www.nsf.gov/publications/pub_summ.jsp?ods_key=00form1239 OR the information can be entered directly into the form via Fastlane
  • Included with proposal submission
  • Required for each PI and all individuals listed as Senior Personnel. Each individual’s current & pending support must be uploaded as a single PDF file or inserted as text associated with that individual.
  • Do include the proposed project. Put “(THIS PROPOSAL)” beside the proposed project title.
  • All current project support from whatever source (e.g., Federal, State, local or foreign government agencies, public or private foundations, industrial or other commercial organizations, or internal funds allocated toward specific projects) must be listed. Additional support not listed in RADAR must also be included.
  • List the total amount (direct and indirect costs for the entire award period) for each current and pending project
  • Effort is expressed as person-months (i.e. academic, summer, or calendar). It will be the PI’s responsibility to fill in the effort (paid and/or unpaid) for each project.

  • Format page example: https://grants.nih.gov/grants/funding/phs398/competing_othersupport.pdf The downloadable template can be found here: https://grants.nih.gov/grants/funding/phs398/phs398.html
  • Not submitted with proposals. The document is required at the time that JIT (Just-In-Time) information is requested. The only time it is submitted with the proposal is when the solicitation states it.
  • When requested, Other Support must be submitted for each PI and all individuals listed as Key Personnel
  • Do NOT include the proposed project nor its predecessor, if the proposal is a competing continuation)
  • For each project listed, include only the annual (or current year) direct cost total
  • Effort is expressed as person-months (i.e. academic, summer, or calendar)
  • A short description of each project should be included and overlap with the proposed project, if any, should be addressed.

  • NASA Current and Pending Template
  • Included with proposal submission
  • Required for PI. Also required for funded team members who are proposed to devote >10% of their time to the proposed work.
  • Do NOT include the current proposal on the list of pending proposal unless it also has been submitted to another sponsor/agency.
  • The following information is required:
    • Title of award or project title;
    • Name of PI on award;
    • Program name (if appropriate) and sponsoring agency or organization, including a point of contact with his/her telephone number and email address;
    • Period of performance;
    • Total amount received by that investigator (including indirect costs) or the amount per year if uniform; and
    • Effort expressed as person-months for each year (i.e. academic, summer, or     calendar).

  • Template: http://www.arl.army.mil/www/pages/218/supportf.pdf
  • Included with proposal submission
  • Required for each PI and all individuals listed as Senior Personnel
  • Do include the proposed project. Put “(THIS PROPOSAL)” beside the proposed project title.
  • The information should include, as a minimum:
    • The project/proposal title and brief description;
    • The name and location of the organization or agency presently funding the work or requested to fund such work;
    • The award amount or annual dollar volume of the effort;
    • The period of performance; and
    • Effort expressed as person-months (i.e. academic, summer, or calendar).

  • Template – Coming soon
  • Included with proposal submission
  • Required for each PI and all individuals listed as Senior Personnel
  • Do include the proposed project. Put “(THIS PROPOSAL)” beside the proposed project title.
  • Effort expressed as person-months (i.e. academic, summer, or calendar)
  • The following information is required:
    • Title of Proposal and Summary;
    • Source and amount of funding (annual direct costs; provide contract and/or grant numbers for current contracts/grants);
    • Percentage of effort devoted to each project;
    • Identity of prime Offeror and complete list of subawards, if applicable;
    • Technical contact (name, address, phone/fax, email address);
    • Administrative/business contact (name, address, phone/fax, email address);
    • Period of performance;
    • The proposed project and all other projects or activities requiring a portion of time of the Principal Investigator and other senior personnel must be included, even if they receive no salary support from the project(s);
    • The total award amount (including indirect costs) as well effort in person-months; and
    • State how projects are related to the proposed effort and indicate degree of overlap.

  • Template – Coming soon
  • Included with proposal submission.
  • Required for each PI and all individuals listed as Senior Personnel.
  • Effort expressed as person-months (i.e. academic, summer, or calendar).
  • Each current and pending proposal must include a short abstract that includes the title, objectives, approach, and budget.
  • The following information is required:
    • Title of the research;
    • Name of the agency;
    • The proportion of time to be devoted to the project;
    • The amount of support; and
    • Period of performance.

  • CDMRP Current and Pending template
  • This includes proposal submission to the Congressional Directed Medical Research Programs (CDMRP).
  • Included with proposal submissions.
  • Required for each PI and all individuals listed as Key Personnel.
  • Do NOT include the current proposal on the list of pending proposal unless it also has been submitted to another sponsor/agency.
  • Effort is expressed as person-months (i.e. academic, summer, or calendar).
  • For all previous awards, please only include those projects with an award period of performance ending within the past 5 years.
  • The following information is required:
    • Title;
    • Time commitments;
    • Supporting agency;
    • Name and address of the funding agency’s procuring Contracting/Grants Officer;
    • Period of performance;
    • Level of funding;
    • Brief description of the project’s goals;
    • List of specific aims; and
    • Identify where the proposed project overlaps with other existing and pending research projects, if applicable. Clearly state if there is no overlap.

  • Template – Coming soon
  • This includes proposal submissions to the Office of Science.
  • Included with proposal submission.
  • Required for each PI and all individuals listed as Senior/Key personnel.
  • The document is provided as an appendix to the project narrative.
  • Concurrent submission of an application to other organizations for simultaneous consideration will not prejudice its review.
  • Effort is expressed as person-months (i.e. academic, summer, or calendar).
  • The following information is required:
    • The sponsor of the activity or the source of funding;
    • The award or other identifying number;
    • The title of the award of activity;
    • The total costs or value of the award or activity, including direct and indirect costs. For pending proposals, provide the total amount of requested funding; and
    • The person-months of effort per year being dedicated to the award or activity.

 

Summary of Requirements:

 

NSF NIH NASA ARO ONR AFOSR AMRMC/

CDMRP

DOE









Submitted with Proposal? Yes No. Only at time of JIT Yes Yes Yes Yes Yes Yes









Persons to be Reported? PI and all Key Personnel PI and all Key Personnel PI and all Key Personnel PI and all Key Personnel PI and all Key Personnel PI and all Key Personnel PI and all Key Personnel PI and all Key Personnel









Include the Proposed Project? Yes No No Yes Yes No No No









Award Amount? Direct and indirect cost for the entire award Annual or current year direct cost Direct and indirect cost for the entire award Direct and indirect cost for the entire award Direct and indirect cost for the entire award Direct and indirect cost for the entire award Direct and indirect cost for the entire award Direct and indirect cost for the entire award









Effort Expressed As? Person – months Person – months Person – months Person – months Person – months Person – months Person – months Person – months