The administration of grants is governed by the actual conditions of the grant. (See Section VI.A. for additional information regarding the contents of an NSF grant.) The following information highlights frequently asked grant administration questions.

 For additional information about the award and administration of NSF grants, proposers and grantees may refer to the NSF Grant Policy Manual (NSF 95-26).

 The grantee organization has primary responsibility for general supervision of all grant activities and for notifying NSF of significant problems relating to misconduct in science and engineering or administrative matters. The PI is responsible for the conduct of the research or educational work, the publication of results, and is expected to provide technical leadership to the project whether or not any salary is provided from grant funds. 

NSF encourages PIs to communicate the progress of projects supported by NSF to program officers. 

Prior written authorization from NSF is required for the following: (1) transfer of the project effort; (2) change in objectives or scope; (3) change in PI; (4) a substantial change in PI effort; (5) reallocation of funds budgeted for participant support; or (6) construction activities costing $10,000 or more. Changes in participant support costs require Program Officer approval; all the other changes listed above require Grants Officer approval. (See also GPM Exhibit III-1 which highlights grantee notifications to and requests for approval from NSF.) Many of the requests for prior approval identified above can be submitted electronically to NSF through use of the NSF FastLane system. Grantees are strongly encouraged to use FastLane to process these types of transactions. 

If a PI plans to leave an organization during the course of a grant, the organization has the prerogative to nominate a replacement PI or request that the grant be terminated. Replacement PIs are subject to NSF approval. In those cases where a particular PI's participation is integral to a given project and the PI's original and new organizations agree, NSF will arrange a transfer of the grant and the assignment of remaining unobligated funds to the PI's new organization. (See GPM Section 312 and GPM Exhibit III-2 for NSF Form 1263 "NSF Grant Transfer Request", or on the NSF home page at https://www.nsf.gov/bfa/cpo/forms/start.htm.) Upon transfer of the grant to the new organization, any monetary discrepancies must be resolved between the original and new grantee. In circumstances where NSF's interests are adversely affected by such discrepancies, it reserves the right to resolve the situation.  

As a means of providing additional support and conserving supply and equipment funds, NSF may sponsor the transfer of a limited quantity of excess Government-owned scientific equipment to an NSF grantee. To learn more about the NSF Grantee Excess Property Program, grantees should refer to GPM Section 546 or write to: 

Before transfer of excess Government equipment can be authorized, justification must be provided to NSF by the grantee that the equipment will further the objectives of an active NSF grant. The NSF grant numbers should be cited. 

NSF grants may be suspended or terminated in accordance with the procedures contained in the Grant Conditions. Grants may also be terminated by mutual agreement. Termination by mutual agreement shall not affect any commitment of grant funds that, in the judgment of NSF and the grantee, had become firm before the effective date of the termination. 

For all multi-year grants (including both standard and continuing grants), the PI must submit an annual progress report to the cognizant Program Officer at least 90 days before the end of the current budget period. (Some programs or awards require more frequent progress reports.) Unless otherwise specified in the grant, such reports should be submitted on NSF Form 1328 (see Appendix D). The report should briefly summarize activities during the past year, identify any significant research developments, describe any problems encountered and provide current information about other research support of senior personnel, if changed from the information previously submitted. The report should also include any other significant information pertinent to the type of project supported by NSF or as specified by the terms and conditions of the grant. The NSF Form 1328 must be signed by the PI.

NSF is planning to implement a new electronic project reporting system, through the NSF FastLane system, which will permit updating of reports on project participants (individual and organizational), activities and findings, publications, other specific products and contributions. The system also may be used to electronically submit the Results from NSF Support section of a new proposal. (See Section II.D.4.) Updates will be required annually, as with the current annual progress report requirement, but PIs will not need to re-enter information previously provided, either with the proposal or in earlier updates using the new electronic system. NSF expects the new electronic system to become the normal mechanism for project reporting to NSF. It is anticipated that the new NSF FastLane reporting system will be available for voluntary use shortly after October 1, 1997. The system initially will be available for use in reporting on single investigator research awards only. NSF hopes to make it available for other classes of awards over succeeding months. NSF will make an announcement when the system is available for use, at which point any PI who submits the information electronically will no longer need to file the paper NSF Form 1328. 

Until the new project reporting system is available, annual reports should continue to be filed on NSF Form 1328 (or any other format prescribed by the award). Once the new NSF FastLane reporting system becomes available, NSF will encourage filing of project reports or updates through use of that system. NSF will not require use of the new system before October 1998.  

Within 90 days after expiration of a grant, the PI must submit a final project report. Approximately 30 days before expiration, NSF will send a notice to remind the PI of the requirement to file the final project report. Unless otherwise specified in the grant, the PI should use the NSF Form 98A (see Appendix E) to submit final project report information.  

The Final Project Report should contain the technical information needed by NSF for program management and informing the public about the results of the activities it supports. The report also requests information on the gender, race, ethnicity, citizenship and disability status of individuals supported under the grant. Failure to provide final technical reports delays NSF review and processing of pending proposals for that PI. PIs should examine the form in advance to assure availability of required data. 

The new electronic project reporting system described above will replace the NSF Form 98A along with other paper project reports. The PI will no longer need to re-enter information previously provided, either with the proposal or in progress updates provided earlier using the new electronic system. NSF expects the new electronic system to become the normal mechanism for project reporting to NSF. It is anticipated that the new NSF FastLane reporting system will be available for voluntary use shortly after October 1, 1997. NSF will make an announcement when the system is available for use, at which point any PI who submits the information electronically will no longer need to file the paper NSF Form 98A. 

Until the new project reporting system is available, final reports should continue to be filed on NSF Form 98A (or any other format prescribed in the award). Once the NSF FastLane reporting system becomes available, NSF will encourage filing of project reports or updates through use of that system. NSF will not require use of the new system before October 1998.  

Final expenditure information is provided by most grantees through the quarterly Federal Cash Transactions Report, SF 272, normally submitted (including a signed certification) by the grantee's financial officer. This information may also be submitted electronically through FastLane. Contact the Division of Financial Management for additional information at (703) 306-1283. 

A proposal that results in an NSF award will be available to the public on request, except for privileged information or material that is personal, proprietary or otherwise exempt from disclosure under law. Appropriate labeling in the proposal aids identification of what may be specifically exempt. (See Section II.D.7.a.(iii).) Such information will be withheld from public disclosure to the extent permitted by law, including the Freedom of Information Act. Without assuming any liability for inadvertent disclosure, NSF will seek to limit disclosure of such information to its employees and to outside reviewers when necessary for merit review of the proposal, or as otherwise authorized by law. 

Portions of proposals resulting in grants that contain descriptions of inventions in which either the Government or the grantee owns a right, title, or interest (including a non-exclusive license) will not normally be made available to the public until a reasonable time has been allowed for filing patent applications. NSF will notify the grantee of receipt of requests for copies of funded proposals so the grantee may advise NSF of such inventions described, or other confidential, commercial or proprietary information contained in the proposal. 

A proposal that does not result in an NSF grant will be retained by NSF for a prescribed time (currently five years), but will be released to the public only with the consent of the proposer or to the extent required by law.