|New Applications||Renewals, Supplements|
These guidelines are in addition to, not in lieu of, the official DOE proposal requirements which can be found at http://www.sc.doe.gov/grants/grants.html
Twelve point type or larger should be used everywhere except for footnotes and DOE forms. Also, margins should be at least 2.5 cm.
There are three types of applications for new or additional funds which MUST be submitted through grants.gov: (1) new proposals for funding new faculty or projects, (2) renewal proposals to renew existing grants for typically several years, and (3) supplemental proposals for additional funds for existing grants.
For multiyear grants, yearly progress or continuation reports are required annually after the initial renewal year through the next to last year of the project period in order to provide funding. As long as the continuation budgets are within 25% of the budgets provided in the renewal, AND no new scope is involved, any progress reports and any additional materials should be emailed directly to SC.HEPProgressReports@science.doe.gov. If you want to propose continuation of the grant with new scope or funding that exceeds the budget threshold above, you MUST submit this request as a new proposal through grants.gov.
Final Reports: A final report summarizing the entire project must be submitted by the recipient within 90 days after the final project period ends or the award is terminated. Satisfactory completion of an award will be contingent upon the receipt of this report. The final report shall follow the same outline as a progress report. Manuscripts prepared for publication should be appended. Submit one copy of the Final Report to the DOE Project Officer (Block 11 of the Notice of Financial Assistance Award). The final Scientific/Technical Report must be submitted electronically-via the DOE Energy Link System (E-Link) accessed at http://www.osti.gov/elink-2413.
The report must be accompanied by a completed electronic version of DOE Form 241.3, "U.S. Department of Energy (DOE), Announcement of Scientific and Technical Information (STI)." You can complete, upload, and submit the DOE F.241.3 online via E-Link.
Reports must be submitted in the ADOBE PORTABLE DOCUMENT FORMAT (PDF) and be one integrated PDF file that contains all text, tables, diagrams, photographs, schematic, graphs, and charts. Materials, such as prints, videos, and books, that are essential to the report but cannot be submitted electronically, should be sent to the Contracting Officer at the address listed in Block 12 of the Notice of Financial Assistance Award.
Note that a renewal application must be received by DOE no later than six (6) months before the scheduled expiration of the project period. Renewal applications which arrive late may result in termination of the existing grant, unless the university explicitly requests a “no-fund extension” to extend the grant period without any additional funding. Item 2 should be a separate .pdf file attachment in the grants.gov application. Items 1 and 4-9 should be a separate .pdf file attachment in the grants.gov application.
Title page: Give the project title, the principal investigator/project director’s name and e-mail address, the duration of the proposal, and, for renewals, the DOE award number.
Abstract: One page or less describing the supported work (renewals only) and the work to be supported in language appropriate for a non-specialist in high energy physics.
Budget pages: Use the budget forms in grants.gov.
For renewals, you should provide a budget page for each year of the grant (use a separate page for each physics research area supported by the grant [proton accelerator based, electron accelerator based, non-accelerator, theory, accelerator science, detector R&D, and computational HEP], a budget page for the totals of the yearly budgets for each research area supported by the grant, and a budget page for the grant total of the multiyear proposal. Note that unless University tasks are aligned with the physics research areas supported by the grant, the task organization at a particular University will be irrelevant in the organization of the budget pages. Each yearly budget page for each physics research area needs to have budget explanation pages for it. If there are several experiments associated with a given physics research area, then the budget explanation pages need to show the breakdown of funding for each experiment. (For example, if a given University is working on CDF and CMS, the budget explanation pages need to show the breakdown for each activity and this breakdown needs to be consistent with the personnel assignments in the Personnel Distribution forms described in item 8 below.)
In order to help reviewers understand funding trends in renewals, current year actual budgets for each research area supported by the grant should be included in an Appendix to the proposal.
For new grants, you should provide a budget page for each year of the proposed project with budget explanation pages for each year and a single budget page for the total amount of the proposal.
Table of contents: Number the pages of the proposal sequentially starting with the Project Description described below.
Project description: Give a detailed description of the proposed project: This is limited to 10 pages per senior investigator (typically a faculty PI) so a grant with 5 PIs has an upper limit of 50 pages for this part of the proposal. References can be listed in footnotes. Additional supporting material (i.e. CVs, publication lists, etc.) can be put on web pages with a URL reference in the proposal. For renewals, this description should list specific past accomplishments whereas both renewals and new proposals should give future milestones for the proposed research. Proposals which exceed the page limit will NOT be reviewed and therefore cannot be considered for funding.
Current and Pending Support: State all current and pending support from other federal sources.
Unexpended Funds: For renewals, give an estimate of the anticipated unexpended funds that will remain at the end of the current project period. Briefly describe the proposed use of these funds and state whether they have been included in the first budget year covered in the renewal proposal.
Personnel Distribution Tables: For the first year of the new or renewal proposal, fill out the personnel distribution form located at http://www.science.doe.gov/hep/files/docs/PersonnelDistributionTable.doc For renewals, note which personnel are being included for the first time. Give estimated graduation dates for students and termination dates for postdocs where applicable. Use a separate table for each physics research area supported by the grant.
Biographical Sketches and Publications: Give detailed information about the background and experience of the senior investigator(s) including references to publications, reports, and conference presentations for the past five (5) years (new only) or past three (3) years (renewals only). Provide appropriate URL addresses, if available. Do NOT include copies of the papers. FOR SECURITY REASONS DO NOT PROVIDE ANY OF THE FOLLOWING PERSONAL INFORMATION SINCE THESE PROPOSALS WILL BE DISTRIBUTED TO REVIEWERS OUTSIDE THE OFFICE: SOCIAL SECURITY NUMBERS, PASSPORT NUMBERS, CREDIT CARD NUMBERS, DATE AND PLACE OF BIRTH, OR EDUCATIONAL TRANSCRIPTS.
In addition to the grants.gov application, please email a Personnel Distribution Table in MICROSOFT WORD format directly to your program monitor.
Submit through grants.gov. Fill out a single year’s budget page for each physics research area which is receiving supplemental funding. Provide a .pdf file attachment with brief explanation of how the funding will be used to achieve specific project goals. In addition, email your project monitor an updated Personnel Distribution Table in MICROSOFT WORD format showing the new personnel distribution resulting from the supplemental funding if applicable.
DO NOT include any personally identifiable information (e.g. birth dates, SSN #s) in your report.
Note: When submitting progress reports to the office, please email them to SC.HEPProgressReports@science.doe.gov.
Progress Reports must be submitted 90 days prior to the anticipated continuation funding date to our office.
(Updated October 26, 2010)Error processing SSI file