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COV Procedures & Key Definitions for Grant Programs

Understand the COV procedures, definitions, and key terms related to grant programs. Explore the review process, award instruments, and what to expect while examining proposal records.

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COV Procedures & Key Definitions for Grant Programs

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  1. COV Procedures 7 - 9 February 2011

  2. Topics • Agenda • breakout sessions • Some terms defined • What you will be seeing in a ‘jacket’ • COV Report Template

  3. Parallel Breakout Sessions • An opportunity for in-depth examination of proposal records for each of the grants programs for FY 2008 – 2010. • Brief (<5 min) introduction to the program by the Program Officer. - scope of program - challenges & issues in management • Representative sample of actions from all programs, all types of actions. • Opportunity to talk individually with program officers. • Must keep record of total number of awards and declinations examined.

  4. Some definitions • Variety of actions on proposals: - Return Without Review - Withdrawal - Award - Declination - Reconsideration • Variety of proposals - Solicited or unsolicitated proposals (both new and renewal) - subject to merit review - Supplemental requests - e.g. REU supplements (may or may not be subject to merit review, depending on size and scope) - Special cases not subject to external review • conference and meeting support • SGER, EAGER, RAPID

  5. Some definitions Award Instruments • Standard grant • all funds awarded at beginning, from a single fiscal year, for full duration of grant (several years) • Continuing grant • funds awarded in increments; funds from multiple fiscal years • continued funding contingent on submission and approval of annual project report • Cooperative Agreement • for facilities, complex projects where more NSF involvement in administration and oversight is required • e.g. special reporting and review requirements • specific activities or programs defined through • Scientific Program Orders (SPO) • Cooperative Support Agreements (CSA)

  6. What you will be seeing • ‘Jacket’ - complete record of proposal and action taken on it. • Now electronic - for declinations and awards • Jacket contains: • Proposal as submitted and revised • Review material • - ‘Form 7’ - table with reviewer identification and ratings • - Reviews, panel summary • - Program officer’s review analysis (often three parts - general panel description, panel ranking, analysis and recommended action for this proposal) • Post-award documentation

  7. What you will be seeing • Correspondence with PI - emails, diary notes, context statement (describes panel process and general information on annual competition - available to PI) • For awards - additional information on • award conditions and budget, annual funding increments for continuing awards, • Annual and interim reports, • requests for extension, transfer, etc • notifications and administrative documents • N.B. ej has limited capability for facilities files.

  8. COV Template • Parts A1-4 - comments based on review of proposal actions completed within FY 2005-2007 • Question and answer in table format Quality and Effectiveness of Merit Review Process Selection of Reviewers Resulting portfolio of Awards Management of Program • Parts B1-3 - Results of NSF Investments • Results for each Strategic Outcome Goal Discovery Learning Research Infrastructure (can be gleaned from jackets, PO presentations, or selection of Highlights provided - must include Award number, PI names, and institutions) • Part C - Other Topics

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