September 1, 2004
 

Instructions for Preparing and Submitting a Standard NSF
Proposal via FastLane using the Proposal Preparation application

INDEX
1. Overview of FastLane 2. Getting Help With FastLane
3. Proposal Preparation Access Requirements 4. Software Requirements
5. Accessing FastLane to Prepare a Proposal 6. Providing Access to a Proposal
7. Working on a Proposal 8. Uploading Files
9. Printing the Proposal 10. Submitting the Proposal

OVERVIEW OF FASTLANE

 The FastLane project https://www.fastlane.nsf.gov, in existence since February 1995, uses the Internet and World Wide Web to exchange information between NSF and its external community.

Principal Investigators (PIs) at Registered FastLane Organizations can use the NSF FastLane Proposal Preparation application located at (https://www.fastlane.nsf.gov/jsp/homepage/proposals.jsp) to prepare their proposal and allow their Sponsored Research Office (SRO) or equivalent access to the proposal. The PI can save his/her proposal as a work in progress. Once the SRO is granted access to a proposal, the SRO can submit the proposal to NSF using the "Submit Proposal" module found within the Research Administration application.

To use FastLane, the PI needs Netscape 3.01 or above (except Netscape 6.0) or Microsoft Internet Explorer 4.01 or above, and Adobe Reader 4.05 or above.
 

GETTING HELP WITH FASTLANE

 Users may send technical FastLane questions and comments to the FastLane Help Desk using the "Send Comments to NSF" feature on each FastLane screen or by sending an e-mail to fastlane@nsf.gov or calling 1-800-673-6188.

For questions about the content of your proposal and all other non-FastLane questions, please contact the NSF program office. If you do not know who that is, contact the NSF Information Center at info@nsf.gov or (703) 292-5111.

REQUIREMENTS FOR ACCESSING FASTLANE PROPOSAL PREPARATION

 The following are required in order to access the FastLane Proposal Preparation application.

 1. To access proposal preparation as a Principal Investigator (PI) or Co-PI, you have to be known to NSF as a PI.

 PIs/Co-PIs who have never submitted a proposal to NSF cannot use the FastLane Proposal Preparation application until their information is added to the NSF PI database. To have this done, contact your Sponsored Research Office or equivalent at your organization and send them your below information. They will then be able to go into the Add New User module of the Research Administration application, pull up your last name, click on the Modify button, and add you as PI by checking the "Please check this box to add this person in the NSF PI database." box and then entering your Department, Degree Year, and Degree Type and clicking on "OK".
 
 

Information your SRO needs to add you as a PI
First Name Degree Type and Degree Year
Last Name Street Address
Middle Initial City, State, Zip
Suffix(e.g., Jr., Sr., III) E-mail Address
Social Security Number Business Phone
Department Fax Number

2. To access the FastLane proposal preparation application, you have to be at a Registered FastLane Organization.

3. To access the FastLane proposal preparation application, you have to have a FastLane PI PIN or Password.

NSF has changed from using PINs to using Passwords. Your organization's Sponsored Research Office (SRO), or equivalent, is responsible for creating a password for each NEW individual FastLane user. When FastLane users who have already been assigned a FastLane PIN log into any FastLane PI/Co-PI function, they will be prompted to change their PIN to a Password. Also, at any time, PIs can use the "Change Password" FastLane application to change their PIN to a Password. This Password will be required each time that an individual wishes to make FastLane transactions. SRO officials should read the instructions on adding FastLane users and initializing and changing user passwords which are located in the Instructions for Organizational Management of FastLane

Note: After being entered on the cover sheet, the Co-PI can access the proposal by entering his/her last name, SSN, and Password.

Registration for Unaffliated Individuals

If you are an individual who is not affliated with an organization, on the FastLane Home Page click on Registration Information and then New Organization and FastLane Contact Registration.  Type in your name and click on "Organization Search".  Then click on "New Individual Registration", enter the information, and then click on the Submit button.

SOFTWARE REQUIREMENTS

 To work with the FastLane Proposal Preparation application, you will need:


Downloading Netscape Navigator 3.01 or above from the Web

Click on Netscape and follow the directions.


Downloading Microsoft Internet Explorer 4.01 or above from the Web

Click on Microsoft Internet Explorer and follow the directions.


Adobe Acrobat Reader

This program is needed for viewing and printing forms exactly like NSF will view and print them.


Downloading Acrobat Reader 4.05 or above from the Web
  1. Click on Free Software from Adobe
  2. After installing Adobe Reader, if you encounter a problem viewing your FastLane proposal, please read the instructions located in Question #1 of the FAQ located at http://www.fastlane.nsf.gov/a0/about/a1faq.htm

Uploading PDF Files or Files in Other Formats

FastLane now supports file uploads in a variety of formats including Word, WordPerfect, PostScript and TeX (MiKTeX1.20e). You should continue to use standard fonts to avoid font substitutions and you will need to proofread and accept the uploaded files. When you upload the file to FastLane, it will be converted to a PDF file, and you can proofread the file and accept it so it is saved in your proposal on FastLane.

Please note that PostScript files created using dvipsk 5.58f, dvips(k) 5.86, groff, or troff can cause problems with fileconcatenation which show up when printing the entire proposal. We suggest using dvips 5.66a (it comes with the MiKTeXpackage).

PDF files will continue to be accepted if properly created (e.g. ensuring that all fonts are embedded, the files is in Acrobat 3, 4, or 5 format and that PDFWriter was not used to create the file).See below for more instructions on uploading files in a variety of formats and for instructions in converting files to PDF.
 

ACCESSING FASTLANE TO PREPARE A PROPOSAL

 To prepare a standard proposal, the PI accesses the NSF FastLane Home Page and selects "Proposals, Awards & Status". After entering his or her login information (last name, SSN, and the Password provided by his or her Sponsored Research Office), the PI selects the "Proposal Functions" link and then the "Proposal Preparation" link.

 This will bring up the "PI Information" screen. At this point the PI should check the accuracy of his or her PI information. An individual may modify only his or her own PI information. If any of the information is incorrect, select the "Edit Information" button and make the necessary changes. If the proposal has a Co-PI, at some point in the proposal preparation process, the Co-PI should follow this same procedure to check his or her information and make any necessary corrections. The Co-PI can only do this if he/she has a FastLane Password and is on the NSF PI database as a PI or Co-PI.)

After the PI information has been verified, the PI should scroll down and click on the "Prepare Proposal" button.

On the "Proposal Actions" screen, the PI clicks on the "Create Blank Proposal" button to bring up the "Form Preparation" screen. The PI will then be able to work on the proposal.

PROVIDING ACCESS TO AN "IN PROGRESS" PROPOSAL

The forms of an "in progress" proposal may be accessed and modified by the PI or Co-PI of the proposal or by any other authorized FastLane user to whom the PI has given authority to access the proposal. The PI provides the Co-PI access to the proposal by adding the Co-PI to the cover sheet and saving the cover sheet. The Co-PI can then access the proposal by entering his/her own last name, SSN, and Password.

 The PI or Co-PI can provide access authority to another individual by assigning his/her work-in-progress proposal a PIN (this PIN is different than the PI Password). From the "Proposal Actions" screen, the PI/Co-PI can assign his/her proposal a PIN by clicking on the "Proposal PIN" button and then typing a proposal PIN of his/her choice, retyping it, and then clicking on the "OK" button.

 An authorized FastLane user other than the PI or Co-PI can then access an "in progress" proposal by entering his/her login information and the Proposal ID (this is the number given to the work in progress proposal) and PIN associated with that proposal. Unlike when the PI or Co-PI accesses his or her "in progress" proposal, another authorized user would bypass the "Proposal Actions" screen and would proceed directly to the "Form Preparation" screen. (This means the other authorized user cannot "Allow SRO Access" to a proposal).

WORKING ON AN "IN PROGRESS" PROPOSAL

All of the NSF Proposal sections found in NSF's Grant Proposal Guide (GPG; NSF Publications 04-23) can be prepared using FastLane:

Information About Principal Investigators/Project Directors
List of Suggested Reviewers/Reviewers Not to Include
Deviation Authorization
Additional Single Copy Documents
Cover Sheet (NSF Form 1207)
Table of Contents
Project Summary
Project Description
References Cited
Biographical Sketches
Summary Proposal Budget
Budget Justification
Current and Pending Support
Facilities, Equipment & Other Resources
Supplementary Documentation


The forms that can be uploaded as files are: All of the proposal's biographical sketches can be uploaded as one file, by clicking on the PI's name (not the Co-PI or other senior person) and uploading the file.

All of the proposal's current and pending support items can be uploaded as one file, by clicking on the PI's name (not the Co-PI or other senior person) and uploading the file.

The Project Description can only be uploaded as a file.

The forms that cannot be uploaded as files are:

You can upload the proposal budget as an Excel 95/5.0 spreadsheet (either the one downloaded from within FastLane or your own spreadsheet modified to have the same range names as the FastLane spreadsheet.) (see below)


In subsequent FastLane sessions, the PI can modify a full proposal that is "in progress" by selecting the proposal and clicking on "Edit." This selection will take the user to the "Form Preparation" screen that allows the user to work on any of the proposal forms. To work on a form, click on the "Go" button to the left of the form name. The form selected will be provided at this point. The user can save a partially completed form by clicking on "OK" and editing it at a later time. The steps used to access and edit a partially completed form are the same steps used to begin filling out a blank form.

On each screen where data cannot be saved, there is a navigation bar on the right which allows the user to go directly to any section of the proposal preparation system.

Information About Principal Investigators and Project Directors

 The PI/Co-PI Information Form can only be edited by clicking on the "Edit PI Information" button immediately after logging into the FastLane system. Co-PIs edit their own information on this form by logging into Proposal Preparation as themselves and clicking on the"Edit PI Information" button.

List of Suggested Reviewers/Reviewers Not to Include

 On the Form Preparation screen, click on the "Go" button to the left of "List of Suggested Reviewers (optional)". Type in your suggested reviewers (or copy and paste them) into the "Suggested Reviewers" text block and type in your reviewers not to include (or copy and paste them) into the "Reviewers Not to Include" text block and click on "Save Text" to save.

Additional Single Copy Documents

To enter additional single copy documents (GPG Chapter II, Section C) in FastLane (like Proprietary or Privleged Information included in your proposal as a separate statement (GPG Chapter II, Section C) or the Certification Regarding Lobbying (GPG Chapter II, Section C) or Confidential Budget Information (GPG Chapter II, Section C.g.) click on the "Go" button to the left of "Additional Single Copy Documents". There are then three ways to prepare Additional Single Copy Documents:

1. The user can cut and paste text from a word processed document. However, doing so will only transfer text. Special formatting such as bold-facing, italicizing, and underlining will be lost in the cut-and-paste process. You will experience best results if you format your original justification with spaces, not tabs.

2. The user can type text directly into the form using the interface provided. Special formatting will be lost. When the Additional Single Copy Document is complete, choose "Save Text" to save the data.

3. The user can also upload each Additional Single Copy Document as a file. To upload a file, click on the "Transfer File" button.

Cover Sheet (NSF Form 1207).

To fill out the cover sheet, on the "Form Preparation" screen click on the "Go" button to the left of Cover Sheet. This will bring up the NSF Cover Sheet Components screen. The NSF cover sheet is composed of the following 3 components:

 1. Awardee/Performing Organization Selection.

The organization and organization code from the PI's record in the NSF PI database will be used to fill in the awardee and performing organization fields on the cover sheet. Verify the awardee and performing organization. Changes may be made on the NSF Cover Sheet Components screen by clicking on the Go button to the left of "Awardee/Performing Organization" and then by clicking on the "Change Awardee" or "Change Performee/Researcher" button, pulling up the correct organization and then clicking on "Select Awardee" or "Select Performee/Researcher".

 Please note that when you "Allow SRO Access" to a proposal it is the Sponsored Research Office or equivalent of the organization listed as the Awardee Organization on the cover sheet that gets access to the proposal. It is very important to select the correct organization.

2. NSF Unit Consideration.

 Before starting the remainder of the cover sheet, you must first indicate which NSF Unit should consider your proposal. To do that click on the "Go" button to the left of "NSF Unit Consideration" and then select the appropriate Division and click on the "Add" button and then click on the appropriate Program and click on the "Add" button.

3. Remainder of the Cover sheet.

 To complete the remainder of the cover sheet, click on the "Go" button to the left of "Remainder of the Cover Sheet." When the Cover Sheet is complete, choose "OK" to save the data entries and return to the "Form Preparation" screen.

 Please note the following:

 a) Co-PIs. A Co-PI is added to a proposal by typing in that individual's Social Security Number on the cover sheet and saving the cover sheet. If the Co-PI has not previously been a PI or Co-PI on an NSF proposal, then he or she must be entered in the NSF PI database before being assigned to the proposal (see instructions for first-time NSF PIs and Co-PIs, above). If the Co-PI has been on an NSF proposal, the Co-PI will appear on the cover sheet the next time the cover sheet is accessed or printed. Also, once the Co-PI has been added to the cover sheet and the Co-PI has been assigned a FastLane Password by his/her Sponsored Research Office, he or she will be able to access and modify the proposal by entering his/her log-on information and clicking the "Proposal Preparation" button.

NOTE: The Co-PI must be added to the cover sheet before being added to the Budget.

 c) The total requested amount can now be entered directly on the cover sheet. Please note that the total requested amount entered through the budgets will overwrite what you enter on the cover sheet unless you save the amount on the cover sheet after finishing the budget.

Table of Contents

 The Table of Contents form cannot be edited by the user. It is automatically completed by FastLane. To view a display-only version, on the "Form Preparation" screen, click on the "Go" button to the left of "Table of Contents". To print the table of contents select the Print button on the navigation bar and then select the "Go" button on the left of "Table of Contents" or "Print Entire Proposal".

Project Summary

There are three ways to prepare a Project Summary:

1. The user can cut and paste text from a word processed document. However, doing so will only transfer text. Special formatting such as bold-facing, italicizing, and underlining will be lost in the cut-and-paste process.

2. The user can type text directly into the form using the interface provided. Special formatting will be lost. When the Project Summary is complete, choose "Save Text" to save the data.

3. The user can upload the Project Summary as a file. See below for more details about Uploading Files.

Project Description

The only way a Project Description can be submitted FastLane is as a file. See below for more details about Uploading Files.

Special Instructions for Proposals That Contain High Resolution Graphics or Other Graphics Where Exact Color Representations are Required for Proper Interpretation by the Reviewer

 For cost and technical reasons, the Foundation cannot, at this time, reproduce proposals containing color. Therefore, PIs generally should not rely on colorized objects to make their arguments. PIs who must include in their project descriptions very high resolution graphics or other graphics where exact color representations are required for proper interpretation by the reviewer, should click on the "HIGH RESOLUTION GRAPHICS/OTHER GRAPHICS WHERE EXACT
COLOR REPRESENT. IS REQUIRED FOR PROPER INTERPRETATION (GPG I.G.1)" check box on the cover sheet.  FastLane will display the number of copies of the entire paper proposal for use in the review process that you need to submit.  This submission is in addition to, not in lieu of, the electronic submission of the proposal via FastLane. Such proposals must be postmarked (or provide a legible proof of mailing date assigned by the carrier) within five working days following the electronic submission of the proposal.

The color copies should be sent to the following address:

Announcement/Solicitation No ________
National Science Foundation PPU
4201 Wilson Boulevard Room P60
Arlington, Virginia 22230

Unless the proposal contains very high resolution graphics or other graphics where exact color representations are critical to the review of the proposal, proposers should not send in paper copies.

References Cited

Like the Project Summary, there are three ways to prepare the References Cited form:

 1. The user can cut and paste text from a word processed document.

2. The user can type text directly into the form using the interface provided.

3. The user can upload the References Cited form as a file. See below for more details about Uploading Files.

Add/Delete Non Co-PI Senior Personnel.

In order to save biographical sketches and current and pending support forms for Non Co-PI senior personnel and to add Non Co-PI senior personnel to the budget, you first need to access the "Add/Delete Non Co-PI Senior Personnel" function found on the "Form Preparation" screen.

Click on the "Go" button to the left of "Add/Delete Non Co-PI Senior Personnel". You can add a non Co-PI senior person to the proposal by entering his/her first name, middle initial, and last name and clicking on the "Add non Co-PI Senior Person to Proposal" button. You can delete a non PI/Co-PI senior person by selecting the "Delete Non Co-PI Senior Person From Proposal." button. Once non PI/Co-PI senior personnel are added to the proposal, you can prepare biographical sketches and current and pending support forms for non PI/Co-PI senior personnel, and add non PI/Co-PI senior personnel to the budget.

Biographical Sketch

There are three ways to prepare a Biographical Sketch:

1. The user can cut and paste text from a word processed document. However, doing so will only transfer text. Special formatting such as bold-facing, italicizing, and underlining will be lost in the cut-and-paste process.

2. The user can type text directly into the form using the interface provided. When each Biographical Sketch is complete, choose "Save Text" to save the data entries. The user will be given the option of editing another Biographical Sketch associated with the application or selecting "Go Back" to return to the "Form Preparation" screen.

3. The user can upload each Biographical Sketch form as a file.

See below for more details about Uploading Files.

The user can also upload all of the biosketches for the proposal as one PDF file by clicking on the PI's Name, choosing the file, and clicking on the Transfer PDF button.

Summary Proposal Budget

1. To begin preparing the budgets, the user clicks on the "Go" button to the left of "Budgets (Including Justification)" on the "Form Preparation" screen. This will take the user to the "Budget Organization Selector" screen. This screen lets the user create budgets for more than one organization. If the user only wants to create a budget for the proposal's awardee organization (the only organization to initially show up on the "Budget Organization Selector" screen), the user selects the "Use" button which brings up the "Budget Year Selector" page. If budgets for other organizations need to be created, the user first needs to click on the "Add New Org." button, search for and select the correct organization, and click on the "OK" button. (To delete an organization from this list, click on the "Delete" button.)

 2. To prepare a budget for an organization, the user selects the correct organization and clicks on the "Use" button which will bring up the "Budget Year Selector" screen. The user can then prepare the budget on FastLane or the user can upload his/her Budget as an Excel Spreadsheet.

 A. Preparing the Budget directly on FastLane:

 The user selects the budget year to create and then clicks on the "Create" button. Then the user selects the budget year to work on and clicks on "Edit" which brings up the "Budget Section Selector" screen.

If a budget has already been saved, the user can edit it by selecting the budget on the "Budget Selector" page and clicking on the "Edit" button. The user can delete a budget year form by selecting the year and clicking on the "Delete" button.

After entering the budget data, click on the "Save and Calculate" button. To go back to the "Budget Selector" page click on the "Go Back" button.

The cumulative budget is calculated from the budget year forms. It is not entered by the user. The user can print out the budget year forms followed by the cumulative budget, by selecting the "Print" button on the navigational bar.

 The "Calculate" button calculates all figures on the form which can be calculated. When you hit a button, you will be taken to the top of the form.

 All budget notes should be entered in the Budget Justification.

When you print out the budget there will be a cumulative budget for each organization that a budget was entered for. The data entered on the budgets for the subaward organizations are not added into the proposal's (PI's awardee organization) budget by FastLane. The subaward amount needs to be typed into the PI's awardee organization budget.

 Note: If you change the awardee organization on the Cover Sheet after doing your budgets, make sure that the awardee organization on the cover sheet matches the organization on the proposal's budget. If they do not match, go to the budget and on the "Organization Selector" screen change the previous awardee organization to the new awardee organization by clicking on the "Change Org. ID" button. Once you change the organization name of the budget to the name that appears on the cover sheet, the correct total requested amount will print on the cover sheet.

B. Uploading a Budget as an Excel Spreadsheet:

 You can upload your budget as an Excel Spreadsheet. From the Budget Year Selector screen select the "Spreadsheet Support" button. To download a spreadsheet for you to fill out within Excel, select the "Download" button and save the file to your hard drive as an XLS file. Open the file in Excel and make sure to read the instructions located on the spreadsheet itself which explain how to complete the spreadsheet. (Using the spreadsheet option, you can copy your first budget year as your other budget years. Figures are automatically calculated as well.) If you are using Excel 97, instead of saving your spreadsheet as a "Microsoft Excel Workbook", you will need to save it as a "Microsoft Excel 5.0/95 Workbook".

Once you have filled in the data and saved your spreadsheet, you can upload the spreadsheet by clicking on the "Upload" button on the Spreadsheet Support screen after typing in the correct name and location of the file (click on the Browse button to find the file). You can edit the budget that you upload, by using the FastLane budget screens (see above). You can print the budget by clicking on the "Print" button located on the navigational bar.

 C. Subaward Budgets:

To complete a subaward budget, on the "Form Preparation" screen, click on the "Go" button to left of "Budget (Including Justification". On the "Organization Selector" screen click on "Add New Org.", and pull up the subaward organization. Then on the "Organization Selector" screen click on "Use" to create a budget for an organization. When the budget form comes up, you should first indicate who is the subaward PI by clicking on the "Add Senior Person" button. You can choose from anyone who is on the proposal's cover sheet or the non Co-PI senior personnel who have been added to the proposal from the Form Preparation screen. Once your subaward budget is complete, you will need to add the subaward total amount of request to item G.5 Subawards of the PI's Awardee organization budget.

The subaward organization can access the proposal budget in several ways (e.g. through a proposal PIN, through a Co-PI at the sub organization, or via passing around the FastLane budget as a spreadsheet).

 Note: If you want the proposal's salary information to be confidential, enter your salary months and dollar amount as zero and add a non-Co-PI senior person to the proposal with the first name of "Aggregate" and second name of "Salary". On each budget year enter the aggregate salary of your proposal next to the non-Co-PI senior person named "Aggregate Salary". You will need to mail in one copy of the detailed budget with the cover sheet. This budget will not be sent out for review. You can use the Save As Template function or Copy Submitted function to help you prepare the detailed budget.

D. Budget Justification:

 To prepare your proposal's budget justification, click on the "Budget Justification" button on the "Budget Year Selector" screen.

There are three ways to prepare the Budget Justification:

1. The user can cut and paste text from a word processed document. However, doing so will only transfer text. Special formatting such as bold-facing, italicizing, and underlining will be lost in the cut-and-paste process. You will experience best results if you format your original justification with spaces, not tabs.

2. The user can type text directly into the form using the interface provided. Special formatting will be lost. When the Budget Justification is complete, choose "Save Text" to save the data.

 3. The user can upload the Budget Justification as a file. See below for more details about Uploading Files.

Current and Pending Support.

 To prepare a Current and Pending support form, click on the "Go" button to the left of "Current and Pending Support". There are then two ways to prepare current and pending support.

 1. You can fill out current and pending support items by clicking on the correct PI/Co-PI or senior person and clicking on the "New Form" button. Then type in the data and save it by clicking on the "Save Text" button. Each entry can be edited by selecting it and clicking on the "Edit" button and deleted by selecting it and clicking on the "Delete" button. All entries for an investigator will be printed out together.

 2. The user can also upload each current and pending support form as a file. To upload a file, click on the correct PI/Co-PI or senior person and click on the "New Form" button and then click on the "Transfer File" button. The user can also upload all of the current and pending support forms for the proposal as one file by clicking on the PI's Name, choosing the file, and clicking on the "Transfer File" button.

See below for more details about Uploading Files.

Facilities, Equipment & Other Resources.

There are then two ways to prepare the facilities form.

 1. After clicking on the "Go" button to the left of "Facilities, Equipment and other Resources", you can fill out the text fields and save the form by clicking on the "Save Text" button. You can delete the form by selecting the "Delete" button.

2. The user can also upload the Facilities form as a file.

See below for more details about Uploading Files.

Supplementary Documentation

 There are three ways to prepare Special Information and Supplementary Documentation.

1. The user can cut and paste text from a word processed document. However, doing so will only transfer text. Special formatting such as bold-facing, italicizing, and underlining will be lost in the cut-and-paste process. You will experience best results if you format with spaces, not tabs.

2. The user can type text directly into the form using the interface provided. Special formatting such as bold-facing, italicizing, and underlining cannot be included in a web text block. When the Supplementary Documentation is complete, choose "Save Text" to save the data.

3. The user can upload the Supplementary Documentation as multiple files. See below for more details about Uploading Files.

UPLOADING FILES

FastLane now supports file uploads in a variety of formats including Word, WordPerfect, PostScript and TeX (MiKTeX 1.20e). You should continue to use standard fonts to avoid font substitutions and you will need to proofread and accept the uploaded files. When you upload the file to FastLane, it will be converted to a PDF file, and you can proofread the file and accept it so it is saved in your proposal on FastLane.

Please note that PostScript files created using dvipsk 5.58f, dvips(k) 5.86, groff, or troff can cause problems with fileconcatenation which show up when printing the entire proposal. We suggest using dvips 5.66a (it comes with the MiKTeXpackage).

For more details on the mechanics of uploading files see File Upload Instructions.


Using a PDF File Convertor to Convert Files to PDF to upload to FastLane. (Now Optional!)

If you choose to upload PDF files, to convert a file to PDF you need a PDF file converter. Many PIs areusing the Adobe Distiller component of Adobe Acrobat 3.01 and above to convert PostScript files to PDF. Other PIs are using Aladdin Ghostscript6.0 or above (5.50 for the Mac) to convert PostScript files to PDF. Aladdin Ghostscript can be downloaded fromhttp://www.cs.wisc.edu/~ghost/aladdin/.

Please note that the PDF Writer component of Adobe Acrobat cannot be used due to its poor handling of some fonts and figures.

IMPORTANT: For detailed information on how to converta file to PDF and important tips please go to FastLanePDF Creation Hints and Pointers. If you follow the instructionslocated in that document you should avoid creating PDF files that cannotbe read by NSF. Please note that some problems only show up when the "PrintEntire Proposal" button is used to view/print the proposal.

IMPORTANT: Please make sure that you verify that you are submitting what you want to submit by viewing your proposal before submission by printing the entire proposal with local fonts turned off(if using the full Acrobat 4.0 product) OR going to another computer andview the PDF file if using something else). In the full Acrobat 4.x product (but not Acrobat Reader 4.x), you can see how the fonts in your PDF file will look on a system that does not have the fonts installed.Choose View -> Use Local Fonts to specify whether Acrobat should ignorethe fonts installed on your system. (The command has a check mark by it when Acrobat is using the fonts and no check mark when Acrobat is ignoring the fonts.)


Obtaining Adobe Acrobat
Obtaining Aladdin Ghostscript 6.0 or above (5.50 for the Mac)

You can convert your files to PDF using Adobe Acrobat 3.0 or above, Adobe Exchange, Adobe Distiller, or Aladdin Ghostscript 6.0 or above (5.50 for the Mac). At this time most of our users that choose to convert files to PDF have Adobe Acrobat 3.0 or above. The first step is to install the software.

Then read the FastLane PDF Creation Hints and Pointers document. If you follow the instructions located in that document you should avoid creating PDF files that cannot be read by NSF. Please note that some problems only show up when the "Print Entire Proposal" button is used to view/print the proposal.

Once you convert the file to PDF and save it to your hard drive, you can upload the PDF file to FastLane. For the forms that can be uploaded as a file, you will see a "Transfer File" button. To upload your file, type in the location and name of the file (if you do not know this, use the "Browse" button), and select the "Transfer File" button. This will upload your file to the FastLane server. You can then view and print your file by clicking on the "Proofread PDF" button which now appears. This will open up your file in another browser session. If you want to accept this file, toggle to your original browser session and click on the "Publish" button.

PDF files cannot easily be altered. Thus, if you want to change your file, you will need to change your source file, convert it to PDF, and then upload it. The second file that is uploaded replaces the first.

NOTE: The PDF file you upload will be printed out at NSF as is. The PDF file is NOT imported into the NSF form. Thus, for example, if you are plan to upload a Project Summary as a PDF file, you should type "Project Summary" at the top of your word processing file, complete your project summary, then convert it to PDF and upload it to FastLane.

PRINTING THE PROPOSAL

To print a proposal, select the Print button on the navigational bar. Then select the "Go" button to the left of the form that you want or select the "Go" button to the left of "Print Entire Proposal". Adobe Reader will be launched with the form including your data. Then print out the form by selecting File/Print from Adobe's menu.

 SAVING YOUR IN PROGRESS PROPOSAL AS A TEMPLATE

Before the proposal is submitted, the PI/Co-PI should consider saving the proposal as a template by selecting the proposal and clicking on the "Save As Template" button on the "Proposal Actions" screen. The PI can then use this template for future proposals by clicking on the "Use Template" button on the "Proposal Actions" screen. All of the data saved in the template will be available for a new proposal. If the PI forgets to save his/her proposal as a template, after the proposal is submitted, on the "PI Information" screen, the PI can select "View/Submitted", and then the "Copy" button in order to copy the PI's submitted proposal as a new work in progress proposal.

SUBMITTING THE PROPOSAL

The Sponsored Research Office or equivalent submits the proposal to NSF electronically. Starting June 1, the Authorized Organizational Representative (AOR) is required to electronically sign the proposal. Signed paper cover sheets should not be sent to NSF. NSF will make the appropriate number of copies of the proposal.

If you have any questions about the below procedure, please contact the FastLane Help Desk by sending an e-mail to fastlane@nsf.gov or calling 1-800-673-6188.

 1. In order to submit a proposal via FastLane, a PI/Co-PI must allow his/her SRO access to the proposal. This is done in the Proposal Forms Preparation function by selecting the desired proposal and then clicking on the "Allow SRO Access" button. Then the PI/Co-PI selects one of the following access levels:

Selecting the "Go" button to the left of the "Allow SRO to view, edit and submit proposal" sends an e-mail to the SRO(s), who have been given the FastLane permission to submit proposals at the awardee organization listed on the cover sheet. The e-mail states that the SRO can now access the proposal using the "Submit Proposals to NSF" function. After the PI/Co-PI selects the "Allow SRO Access" button, the PI/Co-PI can still edit the proposal.

 2. Only the SRO can submit the proposal. To submit the proposal to NSF, the SRO must access the "Submit Proposals to NSF" function of the "Research Administration" application found on the FastLane Home Page. In order for an SRO official to access the Proposal Submission function, he/she must have been granted the permission to "Submit Proposals". To initiate a submission, the SRO selects the "Submit Proposals to NSF" function and clicks on the "OK" button. The proposals that have been "Allowed SRO access" will be displayed in the "Proposals in Progress" list sorted by access level and then within access level by the temporary proposal number.

 The SRO official can check the proposal to be sure all required forms are completed, by clicking on the "Check" button. The SRO can view the individual proposal forms by clicking on the "View" button.

 3. To submit the proposal, the SRO selects the proposal and clicks on the "Submit" button. When the SRO official clicks on the Submit button, if the PI has allowed the SRO the authority to submit the proposal, the Debarment Certification for Authorized Organizational Representative will be displayed. The SRO official should complete this information.

If the SRO does not have the FastLane Authorized Organizational Representative Functions permission, the screen will state:

"Authorized Organizational Representative(AOR) information will be added when electronically signed by AOR.

You do not have the Authorized Organizational Representative(AOR) permission to electronically sign the proposal. You can submit the proposal now but it needs an electronic signature from an authorized person at your organization in order for it to be accepted and processed by NSF. This permission can be obtained from 'Change User Permissions' function on the 'Research Administration Functions' screen in the "Research Admininstration" function.

The screen will also state, which people, if any, have the AOR permission at your organization.

The SRO should then click on the "Yes" button to the question "Submit Proposal to NSF?" to submit the proposal to NSF. An official NSF proposal number is generated. The AOR then has five working days to electronically sign the proposal using the "Authorized Organizational Representative Functions" application.

If the SRO submitting the proposal also has the Authorized Organizational Representative(AOR) permission to electronically sign the proposal, instead of a "Yes" button to the question "Submit Proposal to NSF?", the SRO who is an AOR will get a "Sign and Submit" button. Clicking on this button submits and electronically signs the proposal.

Electronic Signature Frequently Asked Questions and Answers are located at https://www.fastlane.nsf.gov/esignfaq.htm

Do not submit the proposal until you are certain that everything is complete and accurate!!!

4. After clicking on the "OK" button from the submission verification screen, the system will return to the list of proposals screen. The newly submitted proposal will now be in the lower portion of the screen in the list labeled "Submitted Proposals". All proposals submitted via FastLane within the last 30 days will be displayed sorted by submission date/time. (You can view all submitted FastLane proposals by clicking on the "Display All" button).

Administrative Corrections

The SRO and only the SRO can edit the cover sheet and budget within sixty minutes of proposal submission by using the "Administrative Corrections" option found within the Submit Proposal module of Research Administration.

Requests for Supplemental Funding

Requests for supplemental funding must be initiated by the PI by using the FastLane system via the “Supplemental Funding Request” option. The PI can then allow SRO access to their supplement which can then be submitted by the SRO using the Submit Proposal module of Research Administration. Supplemental funding requests must now be submitted completely electronically via FastLane and the same process of electronic signatures applies. With implementation of electronic signatures, a signed paper copy of the supplemental funding request budget is no longer required to be submitted to NSF.

NOTE: Collaborative Proposals:

 See Grant Proposal Guide Chapter II, B, page 20. Collaborative proposals require simultaneous submission of proposals. One organization takes the lead but all are required to submit their original proposal to NSF.

 For FastLane, this means that each organization prepares and submits the related proposal. There must be good communication between the collaborating organization as to who is the lead, etc. The collaborating organizations should be in contact with the NSF program office so that the NSF program office will know that the proposals coming in are related.

 Before any of the proposals are submitted to NSF, the non-lead organization(s) sends to the lead organization their temporary proposal ID. The lead organization enters the non-lead organization's temporary proposal ID by using the Link Collaborative Proposals option on the FastLane Form Preparation screen.

Effective August 3, 2001, the non-lead organization must assign their proposal a Proposal PIN by using the "Proposal PIN" button on the "Proposal Actions" screen and then give the lead organization the temporary proposal ID and the Proposal PIN. To link the proposals, the lead organization then enters the non-lead organization's temporary proposal ID and Proposal PIN by using the Link Collaborative Proposals option on the FastLane Form Preparation screen.

Effective October 26, 2001, when the lead proposal is printed, the lead and non-lead proposals will be printed as one proposal with each separate section of the lead proposal followed by the appropriate section of the non-lead proposal. For instance, the proposal will have the lead proposal cover sheet first followed by the non-lead cover sheets. From there, each section of the lead proposal will be followed by the same section of the non-lead proposal. Within the FastLane Review applications, when the reviewer prints the entire lead proposal, the non-lead proposal will print as well.

 Each collaborating organization submits its proposal to NSF in the normal FastLane manner.