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Sponsor Guidelines

Last updated: 07/27/2021 - 2:03pm
Department of Defense (DOD)
What to Disclose Where to Disclose When to Disclose
Domestic and foreign engagements and support, regardless if funded or unfunded (for all key personnel, in addition to PI or Co-PI, even if efforts are or are not to be funded by DOD) Current and Pending Support Proposal

Should you have any questions regarding the above, please contact your Research Administrator and Sponsored Officer.

Resources:

  • March 20, 2019 memo: This memo applies to new research activities after April 19, 2019 and applies to grants, cooperative agreements, etc. If you have a DOD contract, please review terms and conditions as it may have additional requirements.
Department of Energy (DOE)
What to Disclose Where to Disclose When to Disclose
Domestic and foreign engagements and support, regardless if funded or unfunded Current and Pending Support. Include as an appendix to your project narrative. DO NOT attach a separate file. Proposal

Should you have any questions regarding the above, please contact your Research Administrator and Sponsored Officer.

Resources:

National Aeronautics and Space Agency (NASA)
What to Disclose Where to Disclose When to Disclose
Domestic and foreign engagements, regardless if funded or unfunded (e.g. If you are a co-I and spending more than 10% of your time on an active award or pending proposal) Current and Pending Support Proposal

Note: NASA is currently updating its COI and Current and Pending disclosure policies. The resulting COI and C&P Support Disclosure Policy will require award recipients to disclose financial COI and non-financial Conflicts of Commitments (e.g. participating in a foreign talent recruitment program). Award recipients will also need to disclose all resources are support an individual’s research, regardless if foreign or domestic, made directly to the individual or through the recipient entity, or if the resource has monetary value.

As a reminder, the proposal you will be submitting does not need to be included on your Current and Pending Support, unless you have submitted the same proposal to another agency.

If you have a NASA contract, please review terms and conditions as it may have additional requirements.

Should you have any questions regarding the above, please contact your Research Administrator and Sponsored Officer.

Resources:

National Institutes of Health (NIH)
What to Disclose Where to Disclose When to Disclose
Foreign engagement and Other Support Specific disclosure of "Foreign Components" is to be disclosed on its Research and Related Other Project Information Form submitted with proposals. This disclosure is in Item 6 of the Research & Related Other Project Information Form. Disclosures should also be included in the Other Support form, which may be requested as part of a Just-in-Time (JIT) request at the pre-award post-submission stage. Proposal, JIT, Interim and Final Research Performance Progress Reports (RPPR)
A foreign component update (throughout a project, if the need arises to include a foreign component) Should always be included in the foreign components section of the RPPR Report, Section G.9; requires NIH prior approval. RPPR
Changes in Other Support Changes in Other Support for existing senior/key personnel, or Other Support for new senior/key personnel, should be requested in the RPPR. RPPR
Undisclosed Other Support If it is discovered that Other Support information was not disclosed on an active grant outside of JIT or the RPPR, the recipient must submit that updated Other Support information to the Grants Management Specialist named in the Notice of Award no later than 30 days after it becomes known.  
Foreign grants, contracts, and other agreements For active NIH grants, foreign contracts, grants, and other agreements specific to senior/key personnel foreign appointments and/or employment with a foreign institution must be submitted as supporting documentation for Other Support information. JIT, RPPR

Note: On and after January 25, 2022, NIH will require applicants and recipients to use the updated biosketch and other support format for applications, Just-in-Time (JIT) Reports, and Research Performance Progress Reports (RPPRs). Further details will be provided later in 2021.

Per NIH Deputy Director Michael Lauer, “NIH will not require that supporting documentation be disclosed to NIH until January 25, 2022, but institutions may be asked by NIH to provide them prior to this date, if necessary.” 

Resource: NOT-OD-21-110 Implementation of Changes to the Biographical Sketch and Other Support Format Page

NIH policy requires all individuals included in an application as senior/key personnel – including the program director/principal investigator (PD/PI) and for other individuals who contribute to the scientific development or execution of a project in a substantive, measurable way to disclose “all resources made available to a researcher in support of and/or related to all of their research endeavors, regardless of whether or not they have monetary value and regardless of whether they are based at the institution the researcher identifies for the current grant,” and for determination to be made if the project activities include a foreign component, “significant scientific element or segment of a project to be performed outside the United States.”

 

Should you have any questions regarding the above, please contact your Research Administrator and Sponsored Officer.

Resources:

National Science Foundation (NSF)
What to Disclose Where to Disclose When to Disclose
Domestic and foreign engagements, regardless if funded or unfunded (e.g. Scientific Advisor, Consultant, etc.) Current and Pending Support, Annual Reports, Final Reports, and Biosketches (“Appointment Section”) Proposal, Reports
A disclosure update Through the "Other request" category in the Notification and Request Module in Research.gov; can occur by your SRO Post-proposal submission
Undergraduate, graduate, and postdoctoral training, including location, major/area and degree and year Biosketch Proposal
Academic, professional, or institutional appointments, whether or not remuneration is received, and, whether full-time, part-time, or voluntary Biosketch Proposal
All projects (including this project) currently under consideration from whatever source, and all ongoing projects, irrespective of whether support is provided through the proposing organization, another organization or directly to the individual Current and Pending Support, Project Reports (for new support only), Post-Award Information Term & Condition (if undisclosed at proposal time) Proposal, Reports
In-kind contributions that support the research activity for use on the project/proposal being proposed Facilities, Equipment & Other Resources Proposal
In-kind contributions not intended for use on the project/proposal being proposed to NSF and have an associated time commitment Current and Pending Support, Project Reports (for new support only), Post-Award Information Term & Condition (if undisclosed at proposal time) Proposal, Reports
Consulting that falls outside of an individual’s appointment Current and Pending Support, Project Reports (for new support only), Post-Award Information Term & Condition (if undisclosed at proposal time) Proposal, Reports
Travel supported/paid by an external entity to perform research activities with an associated time commitment Current and Pending Support, Project Reports (for new support only), Post-Award Information Term & Condition (if undisclosed at proposal time) Proposal, Reports
Startup company based on nonorganization-licensed IP Current and Pending Support, Project Reports (for new support only), Post-Award Information Term & Condition (if undisclosed at proposal time) Proposal, Reports

Note: Starting prior to October 5, 2020, if/when ASU discovers that a PI or co-PI on an active NSF award failed to disclose current support or in-kind contribution information as part of the proposal submission process, the PI or co-PI must work with the AOR on submission of the information outlined in the article within 30 calendar days of the identification of the undisclosed current support or in-kind contribution.

Resource: October 5, 2020 Significant Change

Should you have any questions regarding the above, please contact your Research Administrator and Sponsored Officer.

Resources:

Additional federal funding agencies information
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