NSF Electronic Systems

The NSF uses two different electronic systems (FastLane and Research.gov) for processing various kinds of electronic transactions, such as Letters of Intent, Proposals, No Cost extensions, and PI Transfer requests. Most of these transactions require OSP 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 which electronic system you should use to prepare each type of NSF request, and what the Department administrator will need to submit to OSP in order to complete the submission.

DescriptionNSF submission siteOSP roleHow to notify OSP to take actionSubject to 5-day review policy
Proposal Functions: Letters of Intent, Preliminary and Full Proposals
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)”
FastLaneReview and SubmitSubmit “pre-proposal” in Kuali Coeus, preferably 5 days in advance of the NSF deadline. No
Letters of Intent (LOI): when institutional approval is not required by the solicitationFastLaneNoneN/AN/A
Preliminary ProposalFastLaneReview and submitSubmit “pre-proposal” in Kuali Coeus, preferably 5 days in advance of the NSF deadline. No
New full ProposalsFastLane or Grants.govReview and submitSubmit “New” proposal  in Kuali CoeusYes
Renewal full ProposalsFastLane or Grants.govReview and submitSubmit “Renewal” proposal in Kuali CoeusYes
Proposal Functions: Revise a Submitted Proposal
Revise Submitted Proposal budgetFastLaneReview and submitSubmit “Budget/SOW update” in Kuali CoeusNo
Proposal File Update: when statement of work significantly changes or additional senior personnel are added to the proposalFastLaneReview and submitSubmit “Budget/SOW update” in Kuali CoeusNo
Proposal File Update: when Statement of Work is not significantly revised and no senior personnel are addedFastLaneReview and SubmitMinor revisions may be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Award Functions: Supplemental Funding Request
Supplemental Funding RequestFastLaneReview and submitSubmit “Supplement” in Kuali CoeusYes
Notifications & Requests: Budget and Period of Performance Changes
Grantee-Approved No-Cost ExtensionResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.  Provide at least 10 days in advance of award expiration.No
First NSF-Approved No-Cost ExtensionResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval. Provide at least 45 days in advance of award expiration dateNo
Second NSF-Approved No-Cost ExtensionResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval. Provide at least 45 days in advance of award expiration dateNo
Pre-award Costs in Excess of 90 DaysResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Subawarding, Transferring or Contracting Out Part of an NSF Award (ie. add a new subaward)FastLaneReview and SubmitSubmit “Progress Report” in Kuali Coeus with proposed budget changes and subawardee informationNo
Salaries of Administrative or Clerical StaffResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Travel Costs for DependentsResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Rearrangements/Alterations (Construction)Research.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Reallocation of Funds for Participant Support CostsResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
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)Research.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Change to cost sharing commitments reflected on Line M of the NSF award budgetBy letterReview and submitSubmit “Progress report” proposal in KC including revised budget.No
Notifications & Requests: Changes to PI(s), Institution(s), Methods, or Scope
PI Transfer: An award made to another institution transferring to MITFastLaneReview and SubmitSubmit “New” in Kuali CoeusYes
PI Transfer: An award made to MIT transferring to another institutionFastLaneReview and SubmitMinor revisions may be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Subawarding, Transferring or Contracting Out Part of an NSF Award (ie. add a new subaward)FastLaneReview and SubmitSubmit “Progress Report” in Kuali Coeus with proposed budget changes and subawardee informationNo
Change of PI: Withdrawal of PI/PD or co-PI/co-PDResearch.govReview and SubmitPI withdrawal may be submitted to OSP via email or OSP service tracker if an existing PI or Co-PI will remain on the project.  Include confirmation of both withdrawing and remaining PI(s) and DLC approval.No
Change in Person-Months Devoted to the ProjectResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Long-Term Disengagement of the PI/PD or co-PI/co-PDResearch.govReview and submitmay be submitted to OSP via email or OSP service tracker with confirmation of PI and DLC approval.No
Change of PI: Substitute (Change) PI/PD or co-PI/co-PDFastLaneReview and SubmitRemoval or re-organization of existing PIs/co-PIs may be submitted to OSP via email or service trackerNo
Change of PI: Addition of co-PI/co-PDFastLaneReview and SubmitSubmit “Progress Report” proposal in Kuali Coeus – any new PIs must complete certification.No
Significant Changes in Methods or ProceduresResearch.govNoneNo OSP action, but please provide copy to OSP by email for our records.  Include confirmation of PI approval.No
Significant Changes,Delays or Events of Unusual InterestResearch.govNoneNo OSP action, but please provide copy to OSP by email for our records.  Include confirmation of PI approval.No
Change in Objectives or ScopeResearch.govReview and submitRoute in KC as Budget/SOW update.PI certification requiredAnswer “Yes” to significant changes.No
Notifications & Requests: Conflicts of Interest and Cost Sharing
Annual & Final Cost sharing notificationFastLane (Notifications & Requests)Prepare and SubmitPI & DLC are responsible for reporting Cost sharing expenditure totals to  OSP via email or OSP 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 existsResearch.govPrepare and submitOSP conflict of interest officer will determine if this notification is requiredNo