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Proposal Submission Federal Sponsor Guidelines
When submitting a proposal to a federal sponsor, first review the proposal guidelines thoroughly to determine the deadline, required forms and format, and any additional information pertinent to the proposal submission. Typically all federal proposals are submitted with full Facilities and Administrative costs (F&A); however, some federal agencies such as USDA may restrict F&A. Be sure to read the guidelines carefully to identify the appropriate rates.
The information below provides proposal guidance for the federal sponsors that provide the majority of support for federally-funded research at SBU.
Federal Sponsor Proposal Submission Portals
| Sponsor | Standard Proposal Submission |
|---|---|
| NSF | Research.gov |
| NIH | ASSIST |
| NASA | NSPIRES |
| Other Federal Agencies | grants.gov Workspace |
Federal Contracts
The Federal Acquisition Regulations (FAR) and agency-specific supplements are the regulatory foundation for federal contracts. To apply for a federal contract, you apply to a solicitation that contains specific requirements and the anticipated terms and conditions for a resulting contract. It is especially important to start early when preparing a federal contract proposal.
These proposals are lengthy, extremely detailed, and require additional review by OSP.
Requirements in federal contracts, such as e-verify, vendor diversity goals, small business contracting plans, information and security requirements, will impact your budget, therefore it's critical that you plan ahead and inform OSP as soon as you identify an opportunity.
National Science Foundation (NSF)
The NSF uses Research.gov electronic systems for proposal submission and proposal and award management. SBU submits NSF proposals through Research.gov. Proposals should be prepared in accordance with the program guidelines and the NSF Proposal & Award Policies Procedures Guide (PAPPG).
All NSF proposals are subject to the rules and regulations of the latest NSF PAPPG. The PAPPG is updated by NSF on an annual basis. Our office offers additional guidance for any significant changes made by the new PAPPG each year.
Awards from NSF are sent directly to OSP. PIs do not need to provide a copy to OSP. Awards are also available in the sponsor system (Research.gov).
For additional proposal submission guidelines, please click here.
Special Notes: For some solicitations, NSF utilizes Target Dates rather than Deadline
Dates. It is our recommendation that these Target Dates are treated in the same manner
as Deadline Dates. This approach is the best practice to ensure submitted proposals
are accepted and reviewed in a timely manner by NSF. If you have any questions regarding
Target Dates, please reach out to the appropriate NSF Program Officer for your submission.
See Federal-Wide Research Terms & Conditions & Prior Approval Matrix, Appendix A
National Institutes of Health (NIH)
The NIH uses the ASSIST electronic systems for proposal submission and eRA Commons for award management. At SBU, you also have the option to utilize the system-to-system function in myResearch, our electronic proposal submission module, to submit all NIH proposals supported by myResearch.
NIH has recently released their latest version of application packets, known as Forms-G. Applicants must use FORMS-G application packages for due dates on or after January 25, 2022. Applications submitted using the wrong forms for their intended due date may be withdrawn and removed from funding consideration.
National Aeronautics and Space Administration (NASA)
NASA uses their NSPIRES electronic systems for most proposal and award management actions. Proposal submission for NASA is completed through NSPIRES.
NSPIRES performs specific error and warning checks before a proposal is submitted.
NASA proposals should be prepared in accordance with the program guidelines and the NASA Guidebook for Proposers.
Department of Energy (DOE)
The DOE utilizes Grants.gov for proposal submission. DOE proposals should be prepared in accordance with the program guidelines.
Office of Naval Research (ONR)
ONR utilizes Grants.gov for proposal submission. ONR proposals should be prepared in accordance with the program guidelines.
Other Agencies:
The remainder of the federal agencies that provide funding, listed below, also utilize Grants.gov for proposal submission.
All proposals for the following agencies should be prepared in accordance with the program guidelines and any agency specific guidance.
- Department of Defense (DoD)
- Department of the Air Force (Air Force)
- Department of the Army (Army)
- Department of Education (DOEd)
- Department of Agriculture (USDA)
- National Institute of Food and Agriculture (NIFA)
- Department of Commerce (DOC)
- National Oceanic and Atmospheric Administration (NOAA)
- Department of the Interior (DOI)
- U.S. Geological Survey (USGS)
- U.S. Fish and Wildlife Service
- Environmental Protection Agency (EPA)
- National Endowment for the Arts (NEA)
- National Endowment for the Humanities (NEH)
Most federal grants are submitted via grants.gov. Most NSF proposals are submitted via FastLane, but some NSF Directorates are beginning to accept proposals via grants.gov.
For additional resources, visit Pivot.