Title  : NSF 93-61 EAR Dear Colleague Letter
Type   : Letter
NSF Org: GEO / EAR
Date   : May 12, 1993
File   : nsf9361



                    DIVISION OF EARTH SCIENCES
                                                  NSF 93-61 (New)
Dear Colleague:

The next deadline for receipt of proposals by the National Science
Foundation's Division of Earth Sciences (EAR) is 1 June 1993.  This
will be the second EAR proposal deadline since the adoption of new
Foundation-wide policies on the format and length of  proposals   on 1
October 1992.  Since the 1 December 1992 deadline fell so close to the
implementation date for the new rules, and since the distribution of
the revised version of Grants for Research and Education in Science and
Engineering (GRESE), NSF 92-89, was somewhat delayed, the new rules
were administered with some flexibility.  However, in the future they
will be rigorously applied.  The purpose of this letter, then, is to
remind you of the new rules, clear up some ambiguities, and alert you
to some of the more common violations that we encountered last time.

The aim of the new policy is to make proposals shorter and easier to
read by placing strict limits on length and format.  The text of the
proposal ("Project Description") is now limited to 15 pages or less
(regardless of whether single- or double-spaced), and appendices
(including attached reprints or preprints) are strictly forbidden
except for certain specified purposes.  There are other changes also,
including detailed specifications for Biographical Sketches and for
special information that should not be in all copies of the proposal,
but should be attached only to the signed original.

Response from reviewers has been overwhelmingly positive, particularly
from panelists, who may read as many as 200 proposals for a panel
meeting.  In fact, some reviewers complained about the few proposals
that, while complying with the "letter of the law," violated its spirit
by using the minimum allowable font size, minimum allowable margins,
narrow line-spacings, and/or an excessive number of figures (60 in one
case!).  Proposers should realize that such devices are likely to annoy
and alienate reviewers.  Do yourself a favor by submitting a proposal
that is concise, clear, and easy to read.

In answer to many specific inquiries:

     1.  Graphs, maps, photographs and other "visual materials" are currently
     not included within the specified page limit, but please do not violate
     the spirit of the new rules either by including an excessive number of
     illustrations or by including lengthy captions or other textual material
     in the guise of illustrations.

     2.  The page limit applies to the material discussed in GRESE under
     "Project Description (Including Results from Prior NSF Support)" and does
     not include "Bibliography," "Biographical Sketches," "Budget" or "Current
     and Pending Support."

     3.  Letters from collaborators confirming availability of facilities,
     willingness to collaborate, etc., are not included within the 15-page
     limit, and do not require a special waiver.

     4.  Wherever there is a specific NSF Announcement containing specifications
that are at variance with those in GRESE (e.g. Continental Dynamics,
     Research in Undergraduate Institutions), the specifications in the
     Announcement take precedence.

The most common violations observed among the proposals received last Fall were:

     1.  Project Description in excess of 15 pages.  (30 double-spaced pages
     is no longer an acceptable substitute.)

     2.  Biographical Sketches longer than two pages.

     3.  Attached reprints, preprints, or other appendices.

     4.  Margins or font-size smaller than stated minimums.

     5.  Failure to include a list of recent collaborators and co-authors or
     failure to specifically identify graduate or postdoctoral advisors.  (A
     list of current and former thesis advisees, although not required, is also
     desirable.)

     6.  Incomplete or inaccurate listings of Current and Pending Support.

Proposals having one or more violations of this type will normally not be
considered for funding.

The GRESE revision (NSF 92-89) also notes that:

     "The Foundation encourages proposals with a requested duration of 3 to 5
     years, where it is technically and managerially advantageous."

Such long-term support, where appropriate, can significantly reduce the time
spent in writing, reviewing, and processing proposals.  Extended support,
however, must be justified by the scope of the research being proposed.

During the latter half of 1993 the National Science Foundation will be moving
to its new home at 4201 Wilson Boulevard, Arlington, VA 22230.  This move should
not affect submission of proposals for the 1 June 1993 deadline which should be
sent to the current address as given in GRESE.  Watch the NSF Bulletin for
further details on the move.

                                        Yours truly,




                                        James F. Hays
                                        Division Director






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