Download:
pdf |
pdfU.S. National Science Foundation
Graduate Research Fellowship Program
Administrative Guide
Effective March 22, 2024
Directorate for STEM Education (EDU)
Division of Graduate Education (DGE)
NSF 24-090
(Replaces NSF 23-075 and all other previous GRFP guidance)
Table of Contents
1.
Introduction ...................................................................................................................... 3
Significant Changes................................................................................................................ 3
NSF Resources ...................................................................................................................... 4
2. Fellow Responsibilities & Information............................................................................... 4
2.1
Fellowship Acceptance................................................................................................ 4
2.2
Fellowship Year......................................................................................................... 5
2.3
Status Declaration ..................................................................................................... 5
2.4
Fellowship Status....................................................................................................... 6
On Tenure Status ........................................................................................................ 7
On Reserve Status ...................................................................................................... 7
Forfeited Status ......................................................................................................... 7
Medical Leave Status ................................................................................................. 7
Military Leave Status .................................................................................................. 8
2.5
Enrollment ................................................................................................................. 8
Transfer of Fellowship/Change of IHE ......................................................................... 8
Scholarly Activities................................................................................................................. 9
Fellowships................................................................................................................. 9
Internships/Assistantship/Traineeships ...................................................................... 9
Teaching and Similar Activities ................................................................................. 10
NSF Supplemental Funding Opportunities............................................................................ 10
Non-Academic Research Internships for Graduate Students ..................................... 10
Facilitation Awards for Scientists and Engineers with Disabilities .............................. 10
Career-Life Balance Initiative .................................................................................... 11
Stipend Supplementation .................................................................................................... 11
Supplementation for Other Fees/Expenses ............................................................... 11
Academic Progress .............................................................................................................. 11
Reporting and Communication ........................................................................................... 11
Annual Activities Report .......................................................................................... 11
Change in Field of Study, Research Direction, or Degree Plan ................................. 12
Open Researcher and Contributor ID (ORCID).......................................................... 13
Communication ........................................................................................................ 13
2.6 Tenure Beyond Master’s Degree Completion .................................................................. 13
Fellowship Completion ....................................................................................................... 14
Fellowship Termination ...................................................................................................... 14
Compliance with Relevant Policies, Regulations and Guidance .......................................... 14
Acknowledgment of NSF Support and Disclaimer .................................................... 15
Fellowship Service Requirement .............................................................................. 15
Future Employment.................................................................................................. 15
Income Tax............................................................................................................... 15
Legal Rights to Intellectual Property ........................................................................ 16
Living Expenses......................................................................................................... 16
Research Involving Human Subjects and Vertebrate Animals .................................. 16
Responsible and Ethical Conduct of Research ............................................................ 16
Stipend Increase ....................................................................................................... 16
Use of NSF Logo ....................................................................................................... 16
Veteran’s Benefits .................................................................................................... 16
Workman’s Compensation....................................................................................... 16
Evaluation Participation ...................................................................................................... 16
3. Institutional Responsibilities ........................................................................................... 18
3.1
Award Structure Overview ....................................................................................... 18
Stipend ..................................................................................................................... 18
Stipend Increase ....................................................................................................... 18
COE Allowance ......................................................................................................... 19
Shortfall Funding ...................................................................................................... 19
3.2
Annual Program Cycle .............................................................................................. 19
3.3
Assignment of Roles ................................................................................................. 21
3.4
Fellow Management................................................................................................. 22
Status Declaration .................................................................................................... 22
Stipend & COE .......................................................................................................... 23
Change Request ....................................................................................................... 23
Completion/Graduation ........................................................................................... 23
3.5
Certification and Reporting Requirements ................................................................ 23
AOR Certification Form ............................................................................................. 24
Grants Roster Report ................................................................................................ 24
Program Expense Report .......................................................................................... 24
Completion Report ................................................................................................... 25
3.6
Award Management................................................................................................. 25
Pre-Award Costs ....................................................................................................... 25
ACM$ ....................................................................................................................... 25
Fellowship Year ........................................................................................................ 25
No-Cost Extension .................................................................................................... 25
Post Award Schedule ................................................................................................ 26
3.7
Monitoring ............................................................................................................... 26
3.8
Suspension and Termination .................................................................................... 27
3.9
Evaluation Participation............................................................................................ 27
4. Appendix ......................................................................................................................... 28
4.1
Definitions................................................................................................................ 28
4.2
Acronyms ................................................................................................................. 30
4.3
Terms and Conditions ............................................................................................... 31
1. Introduction
The National Science Foundation (NSF) is an independent federal agency created by the National Science
Foundation Act of 1950, as amended (42 USC 1861-75). The NSF Graduate Research Fellowship Program
(GRFP) was established to recruit and support individuals who demonstrate the potential to make
significant contributions in STEM. GRFP recognizes and supports graduate students in NSF-supported
disciplines who are pursuing research-based master’s and doctoral degrees at accredited United States
(US) Institutions of Higher Education (IHEs).
This Administrative Guide (Guide) outlines the administrative policies and procedures for the GRFP for
both Fellows and awardee IHEs. The information contained in this Guide, the Fellowship Offer letter,
the NSF GRFP Solicitation, and the NSF Award Notice comprise the Terms and Conditions of the
Fellowship award with which Fellows and awardee institutions must comply to receive Fellowship
funds. The current Guide is effective as of the date on the cover page.
As recipients of federal funds, Fellows are expected to fulfill the academic and fiscal obligations of their
Fellowship award, as outlined in this Guide. Failure on the part of a Fellow to observe all the Terms and
Conditions of the NSF GRFP fellowship award constitutes sufficient grounds for its termination by NSF.
Fellowship Terms and Conditions are subject to change, and it is the responsibility of Fellows and IHEs to
ensure compliance with current program requirements.
Significant Changes
Effective Date
See date on cover page
Change
The Guide was redesigned and reformatted. Significant changes
include:
• Effective Fellowship Year 2024-2025, GRFP will no longer allow
Fellows to have a Summer start. Current Fellows with a Summer
start are not affected.
• Chapter 3.5 AOR Certification has been updated to address the
revision in the NSF PAPPG requiring a mentoring plan for
graduate students in accordance with Section 7008(a) of the
America COMPETES Act of 2022 (42 U.S.C. § 1862o(a)).
• Clarification of processes
• Updated graphics depicting annual program cycle
• Eligibility clarifications
• Updated terminology
• Updated links to applicable documentation
• Additional detail on reporting requirements for Fellows
and IHEs
• Clarification of status change requests
3
GRFP Administrative Guide
NSF Resources
This Guide references the following NSF documents and publications:
• Proposal and Award Policies and Procedures Guide PAPPG)
https://new.nsf.gov/policies/pappg
• GRFP Program Solicitation
https://new.nsf.gov/funding/opportunities/nsf-graduate-research-fellowship-program-grfp
• NSF Agency Specific Requirements to the Research Terms and Conditions
https://www.nsf.gov/awards/managing/rtc.jsp
Please visit the following websites for additional information:
• NSF: https://www.nsf.gov
• GRFP: https://www.nsfgrfp.org/
• GRFP Online Module: https://www.research.gov/grfp/Login.do
2.
Fellow Responsibilities & Information
The NSF GRFP Office administers the Graduate Research Fellowship Program and is assisted at each NSF
GRFP IHE by an institutional representative designated as the Coordinating Official (CO). An IHE
Directory of representatives of all NSF GRFP IHEs is available on the GRFP Online Module. The IHE’s CO
is the first point of contact for all Fellowship questions. If a Fellow requires additional assistance after
consulting the GRFP CO at their IHE and reviewing this Guide, only then should they e-mail grfp@nsf.gov
and include a brief description of the topic in the Subject line. They should include their full name,
Fellow ID, and details of the issue or request, and copy their IHE’s CO on the e-mail.
2.1
Fellowship Acceptance
Fellow candidates will be sent a Fellowship Offer Letter by e-mail in late March/early April. Fellow
candidates must formally accept and agree to the Fellowship Terms and Conditions using the GRFP
Online Module by the specified due date. By accepting their Fellowship, all Fellows certify that they
have read, understood, and accepted the Terms and Conditions of the Fellowship contained in the
Fellowship Offer Letter and this Guide, and that they are aware of the consequences of not complying
with the Terms and Conditions.
Candidates who accept the offer become Fellows. Until a change request is submitted by the Fellow and
approved by the CO, NSF assumes association with the IHE originally identified as the choice for
graduate study in the application. It is the Fellow’s responsibility to arrange for admission to a graduate
program and to request approval from the CO at the IHE that hosts the graduate program and from NSF,
via the GRFP Online Module, for any Institutional changes. New Fellows should confirm that their profile
in the GRFP Online Module properly reflects their choice of IHE.
New Fellows must be enrolled full-time in an eligible graduate degree program in the field of study
indicated in their application by the beginning of the following academic year. Fellows must pursue
graduate study that leads to a research-based master’s or doctoral degree in STEM, including STEM
education, as described in the GRFP Program Solicitation. Major changes in scope (i.e., changes in major
field of study) during the graduate career may be proposed after the completion of the first year of
graduate study and require NSF approval.
4
GRFP Administrative Guide
New Fellows must submit their plan to utilize the funding over the five‐year Fellowship Period at the
start of their Fellowships. This plan is only an estimate and is not binding. Declaring Fellowship Status
means the Fellow uses the GRFP Online Module to indicate their intention to be On Tenure, Medical
Leave, Military Leave, or Reserve for each year of the five‐year Fellowship Period. New Fellows must
certify that they meet the eligibility requirements, as described in the GRFP Program Solicitation,
Eligibility Information.
Fellows who misrepresented their eligibility or failed to comply with the Fellowship Terms and
Conditions will have their Fellowship offer terminated and they will be ineligible to re‐apply. Such cases
may be referred to the NSF Office of Inspector General for investigation. This action may result in the
Fellow being required to repay Fellowship funds to the NSF.
2.2
Fellowship Year
Upon accepting the Fellowship, new Fellows must begin their Fellowship at the start of the fall academic
session of their Fellowship acceptance year. The Fellowship start date does not necessarily coincide with
the formal academic session of the IHE, and On Tenure Status is not defined by the date on which a
stipend payment is issued. The dates covered by On Tenure Status coincide with the academic year
calendar of the IHE each Fellow attends. Fellows are expected to be actively engaged full-time in their
graduate programs throughout the Fellowship year. Institutional rules concerning enrollment apply;
therefore, enrollment as documented on the transcript is required. The Fellowship may not be used
retroactively.
Fall/September 1 Fellowship Year. All Fellows will have a fall start date for semesters beginning in
August, September, or October.
2.3
Status Declaration
Once applicants accept the GRFP fellowship and start their NSF GRFP‐supported graduate study, they are
Fellows. Fellows must be enrolled in an IHE for the duration of their Fellowship. Following award
acceptance and declaration, Fellows must be in one of the Fellowship Statuses shown in the table below.
Fellow Status
Active
Fellowship
Status
Stipend?
Description
On Tenure
Yes
Fellow is enrolled full-time in an eligible degree granting
program and receiving GRFP stipend.
Forfeited
No
Fellow is enrolled full-time in an eligible degree granting
program but is not receiving a stipend during all or part of
a Tenure year. Stipend not utilized is lost (forfeited).
On Reserve
No
Fellow is enrolled full-time in an eligible degree granting
program but is not receiving a GRFP stipend.
5
GRFP Administrative Guide
Leave
Yes
Fellow is on an official (institutionally approved) leave
of absence from their graduate program due to a
medical or dependent-care situation. There is a limited
paid medical leave option of up to three months.
No
Fellow is on an official (institutionally approved) leave
of absence due to a medical or dependent-care
situation. Fellow is not receiving a stipend.
On Military
Leave
No
Fellow must interrupt their graduate studies for active
duty military service.
Completed
with Degree
No
Individual who graduated within the five-year
Fellowship Period.
Completed
No
Individual who completed the five-year Fellowship
Period before graduating with a degree.
No
Individual’s Fellowship is terminated for cause (failure
to comply with the Terms and Conditions of the
Fellowship) or Fellow voluntarily discontinues Fellowship
during the five-year period.
On Medical
Leave
Completion
Terminated
All Fellows must declare their status (Section 2.4) for the next Fellowship year by the deadline specified
in the GRFP Online Module. Fellows must certify that they continue to meet the eligibility requirements,
as described in the GRFP Program Solicitation and annual certifications. The annual status declaration
also requires confirmation that each Fellow accepts the Terms and Conditions in the current
Administrative Guide. Fellowship Status declaration for Tenure and Reserve are for the entire upcoming
year. After the declaration period ends, the GRFP module will only allow status change requests to
forfeit stipend, request Military Leave, or request Medical Leave. Any change requests submitted during
the summer will not be reviewed until August. Status changes to On Tenure/On Reserve after the
declaration period ends must be emailed by the CO before the start of the fellowship year for Program
office to update starting in August.
All Fellows are expected to be actively engaged in their graduate program, irrespective of their
Fellowship status (except if on Medical or Military Leave). Fellows are not permitted to receive more
than the equivalent of 12 months of GRFP stipend support during a single Fellowship year, and no Fellow
is eligible to receive more than 36 months of cumulative GRFP support during the five‐year term of the
Fellowship.
2.4
Fellowship Status
The Fellowship provides three On Tenure years of financial support (stipend and Institutional COE
allowance) and two On Reserve years. Both On Tenure and On Reserve, are granted only in 12‐ month
increments. Only Fellows with Tenure Status, or on a limited paid Medical Leave Status, are eligible to
receive stipend payments. However, Fellows with On Reserve status may be eligible for stipend support
through INTERN or other similar supplement requests.
Fellows may pursue off-campus activities during the academic year if the activities are part of their
graduate degree program. While pursuing these activities, Fellows must maintain full-time enrollment
(as established by the IHE). Off-campus activities must be approved by the CO who must confirm that
6
GRFP Administrative Guide
these activities are part of the Fellows’ graduate education program and normal degree progress (See
Section 2.6). A list of IHE’s Coordinating Officials can be found in the IHE Directory on the GRFP Online
Module.
On Tenure Status
During On Tenure years, Fellows actively utilize Fellowship support (i.e., receive a stipend). Fellows use
On Tenure Status for a maximum of three years, in 12‐month increments, during the five‐year Fellowship
Period. The five-year Fellowship Period includes situations in which all or part of the support is forfeited
(lost). Fellowship Tenure may not be broken into smaller units spread across more than one year, except
in cases of NSF-approved Medical or Military Leave (see below). To be eligible to receive stipend
payments, Fellows are expected to be actively engaged in their graduate program through coursework or
research under the direction of an Academic/Research Advisor throughout the Fellowship year.
On Reserve Status
Reserve Status allows Fellows the flexibility of incorporating professional development opportunities
(e.g., teaching assistantships, internships, etc.) into their graduate programs. Fellows may use Reserve
Status for two years, in 12-month increments, during the five-year Fellowship Period. Fellows On Reserve
remain enrolled as full-time students (as defined and confirmed by their IHE’s Registrar) and actively
engage in research or coursework for the graduate degree program. Annual Activities Reports are
required during Reserve Status.
Forfeited Status
Fellows in Forfeited Status during a Tenure year must be actively engaged in research and/or
coursework leading to an eligible research-based graduate degree. Funding not utilized during a Tenure
year is forfeited (lost) and not recoverable for later use. Annual Activities Reports are required during
Forfeited periods. Fellows must submit a change request in the GRFP Online Module to return to On
Tenure Status.
Medical Leave Status
Medical Leave may be requested if a Fellow experiences a serious illness or other physical/mental
medical condition, or a Fellow has full-time caregiving responsibilities for an immediate family member
(spouse, child, dependent, sibling, or parent) that prevent full-time Fellowship activity for an extended
period. NSF considers dependent care to include childcare, adoption, parental leave, elder care, and
extended family illness. NSF’s Career-Life Balance (CLB) supplemental funding opportunity may be
requested in addition to NSF- approved medical leave for dependent care (family leave) situations, see
Section 2.6 for more information.
Medical Leave must be requested in monthly increments, up to a maximum accumulation of two years
or 24 months. The unused, deferred months of Tenure or Reserve are available for use later, extending
beyond the normal 5-year limit. Fellows in Medical Leave Status must submit an Annual Activities Report
(stating they are on medical leave), and the Medical Leave must be renewed if the Medical Leave
extends into a new Fellowship year.
Paid Medical Leave. For Fellows On Tenure with an NSF-approved Medical Leave, there is a
limited paid leave option. NSF support provides up to three months of paid medical leave. The
paid leave option utilizes existing stipend/tenure months and is not a supplemental funding
source. During declared medical leave, Fellows may continue to receive stipend payments for a
period not to exceed three months total during the three Tenure Years. The three months may be
7
GRFP Administrative Guide
broken up into shorter, monthly time frames across multiple Tenure Years. Fellows must specify
in their Medical Leave request that they are requesting to be placed on paid Medical Leave.
Fellows must include the request for one, two, or three months of paid Leave with the Medical
Leave request submitted through the GRFP Online Module.
To request Medical Leave, Fellows should first contact their CO and secure an institutionally
approved medical or family leave based on the IHE’s graduate student leave policies. Using the
GRFP Online Module, Fellows must formally submit a change request for a Medical Leave before or
within the first month of the Medical Leave. Retroactive requests are not approved. The request
should provide an estimate of the length of time (in whole months) approved by the CO for
Medical Leave. The nature of the medical or family leave situation need not be disclosed to NSF in
the change request. The IHE retains relevant documentation indicating that the condition merits a
Medical Leave. If NSF approves the Fellow’s Medical Leave request, the IHE must 1) keep the
Fellow enrolled (as documented by the Registrar on the transcript) and 2) include the Fellow in the
Grants Roster. Fellows must submit a change request at the end of their Medical Leave to be
placed in On Tenure or On Reserve Status.
Military Leave Status
Military Leave is intended for Fellows who must interrupt their graduate studies for active duty. While
on Military Leave, a Fellow’s fellowship clock stops (i.e., the remaining time available for Tenure or
Reserve periods is not affected). The unused, deferred months of Tenure or Reserve are available for
use later, and prevailing Fellowship Terms and Conditions will apply. Fellows must request Military
Leaves via the GRFP Online Module and submit a copy of their duty orders to the CO at the IHE. Fellows
in Military Leave Status must submit an Annual Activities Report (stating they are on Military Leave) and
declare Fellowship status annually. The Military Leave Status must be renewed if the Military Leave
Status extends into a new Fellowship year. In cases of an NSF-approved Military Leave, the IHE must
agree to keep the Fellow enrolled and on their Grants Roster.
2.5
Enrollment
All Fellows must be enrolled, full-time, in an eligible research-based graduate degree program at a
degree-granting IHE accredited in and at a campus located in the US, its territories, or possessions, or
the Commonwealth of Puerto Rico, except in the case of Military or Medical Leave. Full-time status is
established by each IHE and may include reduced course or credit load requirements during the degree
program, such as following admission to candidacy or equivalent status. The IHE’s Registrar must
consider the Fellow enrolled, and the Fellow must provide to NSF a transcript that reflects enrollment
status upon request.
Transfer of Fellowship/Change of IHE
Fellows are permitted to change IHEs and transfer the Fellowship to the new IHE. When transitioning
from one IHE to another, Fellows should not plan to have a significant break in enrollment (e.g., a break
of more than one academic term). Full-time engagement in a graduate research program is expected;
therefore, any changes of IHEs require prior NSF approval. When transferring institutions, Fellows are
expected to 1) be enrolled in an eligible graduate program and 2) be pursuing a degree in a field of study
supported by NSF GRFP. Individuals who are not enrolled in a graduate program are not graduate
students, thus not considered Fellows and ineligible to collect a stipend.
8
GRFP Administrative Guide
Fellows are not eligible to receive stipends during lapses in enrollment, such as when transferring
between institutions. See specific scenarios below for more information on changing IHEs.
Before Starting the Fellowship. If a Fellow wishes to study at an IHE other than the proposed IHE
listed on their Fellowship application, the Fellow should indicate their selected IHE when they accept
their Fellowship. Contact the NSF GRFP Office (grfp@nsf.gov) if the IHE is not listed in the IHE
Directory available in the GRFP Online Module.
Between Fellowship Years. Fellows who wish to transfer between IHEs between Fellowship years
must submit a change request, via the GRFP Online Module, during the Fellowship Status Declaration
Window. If a Fellow wishes to change IHEs after submitting the annual Fellowship Status Declaration
and before starting the new Fellowship year, a change request must be submitted to NSF for
approval. COs at both the current and proposed IHEs and NSF must approve the request.
During a Fellowship Year. If a Fellow wishes to transfer from one IHE to another during a Fellowship
year, the Fellow must submit a change request. The COs at both the current and proposed IHEs and
NSF must approve the request. Upon approval, the NSF GRFP Office adjusts the Fellow’s Fellowship
status records in the GRFP Online Module.
If completing a Master’s degree and moving onto a Doctoral degree, see Section 2.9 below.
Scholarly Activities
Fellowships
GRFP Fellowships cannot be concurrently accepted or combined with support from another individual
federal fellowship. Federal graduate fellowships are defined as awards for which an applicant applies as
an individual, not as part of a program in which an IHE applies for an award.
Examples from the US Government include, but are not limited to, individual federal fellowship
programs offered by the Department of Agriculture, Department of Defense (NDSEG, SMART),
Department of Energy (CSGF), Department of State (Fulbright fellowships), Environmental Protection
Agency, National Aeronautics and Space Administration, National Institutes of Health (F31), and National
Oceanic and Atmospheric Administration to support the graduate education of individuals.
Internships/Assistantship/Traineeships
Internships, assistantships, and traineeships are different than fellowships and therefore Fellows may be
permitted to receive additional compensation from one of these if the funding is from a non-federal
source or is a component of a benefits package provided to veterans. Fellows are required to check with
their IHE about specific policies pertaining to the GRFP Fellowship and paid activities. Fellows must
report on other federally funded support in the mandatory Annual Activities Report. See table below for
guidance on accepting stipend from scholarly activities in conjunction with GRFP stipend depending on
Fellow status.
9
GRFP Administrative Guide
Scholarly Activities and Stipend Support: Funding Source vs Fellow Status
Fellow Status – On Tenure
Fellow Status – On Reserve
Funding Source –
With approval from Institution, permitted to accept
Allowable
Non-Federal
stipend in conjunction with GRFP stipend
Funding Source –
Fellows On Tenure must forfeit GRFP stipend if
Allowable
Federal
accepting another federally funded stipend *
*GRFP Fellowships cannot be concurrently accepted or combined with support from another individual
federal fellowship.
Teaching and Similar Activities
Each Fellow is expected to devote themselves to full-time advanced scientific study during the
Fellowship Period. Teaching or a similar activity, such as a research assistantship, constitutes a valuable
part of the education and training of many graduate students. Because such opportunities may arise
during a Fellowship year, a Fellow may choose to participate in a reasonable amount of such activities
without NSF approval. It is expected that such activities should further the Fellow’s educational
objectives; the activities should not constitute service to the IHE or be required as a way to make up the
difference between the COE and the IHE’s regular tuition and fees. Fellows may receive additional
compensation for such activities, at the discretion of the IHE.
NSF Supplemental Funding Opportunities
Non-Academic Research Internships for Graduate Students
NSF INTERN (Non-Academic Research Internships for Graduate Students) is a supplemental funding
opportunity for graduate students who are supported by certain NSF programs. For detailed
information, view the Dear Colleague Letter (DCL) NSF 21-013. To be eligible, graduate students must
have completed at least one academic year in their graduate program (master's or doctoral) and be
making satisfactory progress towards the completion of their degree.
Fellows can be either On Tenure or On Reserve while receiving support from INTERN. For Fellows On
Reserve, the budget can include stipend at the GRFP level ($3083/month), tuition, and required fees.
Fellows On Tenure are not eligible to receive stipend above the regular GRF stipend. Therefore, INTERN
budget request for On Tenure students should not include stipend if the Fellow is receiving a GRFP
stipend. Fellows should contact their CO for assistance with submitting an INTERN Supplement request.
The CO will contact the GRFP PI who will submit the request on the Fellow’s behalf. If there are
additional questions after the Fellow and CO consult, the CO or PI may contact GRFPINTERN@NSF.gov.
Facilitation Awards for Scientists and Engineers with Disabilities
Fellows with disabilities are eligible for facilitation awards through the Facilitation Awards for Scientists
and Engineers with Disabilities (FASED) Program (see PAPPG Chapter II.F, Other Types of Proposals
Section for further information). The specific nature, purpose, and need for equipment or assistance
should be described in sufficient detail in the request to permit evaluation by knowledgeable reviewers.
The NSF GRFP Office will make decisions regarding what constitutes appropriate support on a case-bycase basis.
10
GRFP Administrative Guide
Career-Life Balance Initiative
GRFP supports NSF’s Career-Life Balance (CLB) Initiative (see PAPPG Chapter II.F, Other Types of
Proposals Section for further information). IHEs may submit one or more CLB supplemental funding
requests to the current Institutional award to sustain the research of a Fellow who has been granted an
NSF-approved Medical Leave for dependent-care (family leave) situations. This supplemental funding
opportunity is in addition to the limited paid leave option for Fellows On Tenure with an NSF-approved
Medical Leave. Retroactive requests are not allowed.
Stipend Supplementation
If the base graduate stipend level at the awardee institution is higher than the $37,000 annual GRF
stipend, institutions are permitted to provide additional funds to bring up the stipend to the same level
as other graduate students in similar academic standing. The funds can be from federal grants (as long
as they are not from an individual federal fellowship), institutional funds, and/or private sources. See
the table on Scholarly Activities and Stipend Support for allowability and restrictions. This does not apply
to the cost of education allowance.
Supplementation for Other Fees/Expenses
Fellows are permitted to solicit and accept, from NSF or other sources, support for research expenses,
such as laboratory supplies, instrumentation usage fees, field-station usage fees, travel expenses,
conference/registration fees, workshop expenses, or subscription fees.
Academic Progress
Fellows are required to make continuous satisfactory academic progress towards completion of their
graduate degree, except if on Medical or Military Leave Status. Satisfactory progress is defined and
certified annually by the Fellow’s IHE. A Fellow’s Academic/Research Advisor or designated graduate
program administrator is required to annually review the Fellow’s Annual Activities Report and verify the
Fellow’s eligibility and degree progress by signing the Academic/Research Advisor Confirmation Form.
The CO can certify unsatisfactory progress for Fellows who fail to make good progress or do not complete
the required reporting actions. If at any time during the year the IHE determines that a Fellow is not
making satisfactory progress, the CO will notify the NSF GRFP Office, and the Fellowship will be
terminated.
Reporting and Communication
Regardless of Fellowship Status, all Fellows are required to complete two separate tasks by the specified
due date via the GRFP Online Module: 1) submit the Annual Activities Report with the signed
Academic/Research Advisor Confirmation Form; and 2) declare Fellowship year status as covered in
Section 2.4.
Annual Activities Report
Regardless of Fellowship status, all Fellows are required to submit an Annual Activities Report with the
signed Academic/Research Advisor Confirmation Form by the specified due date via the GRFP Online
Module. The online report includes information on research accomplishments and activities related to
11
GRFP Administrative Guide
broader impacts, presentations, publications, teaching and research assistantships, awards and
recognitions, and other scholarly accomplishments. Fellows must complete the certifications on the esignature page when the Annual Activities Report is submitted.
To complete this requirement, the Fellow must provide a copy of the Annual Activities Report to their
Academic/Research Advisor for review and approval prior to submission, well in advance of the deadline.
The Academic/Research Advisor (or designated graduate program administrator) must sign the
Academic/Research Advisor Confirmation Form to indicate that they have reviewed the Activities
Report, discussed it with the Fellow, and that the Fellow is making satisfactory progress towards the
degree and remains eligible for active GRFP Fellowship status. The signed form is uploaded into the
GRFP Online Module. GRFP does not require approval for changing Academic/Research Advisors.
Fellows who graduate or whose Fellowship is terminated should update their most recently submitted
Annual Activities Report or submit their Annual Activities Report in the GRFP Online module within 30
days of completion/termination.
Change in Field of Study, Research Direction, or Degree Plan
Acceptance of the Fellowship award constitutes a commitment to pursue a research-based graduate
degree in STEM, which includes STEM education. A Fellow’s research and graduate study must meet the
program eligibility requirements in the GRFP Program Solicitation. Fellows must enroll in a graduate
degree program consistent with the relevant field of study proposed in their application and undertake a
course of study leading to a research-based master’s or doctoral degree.
Changes in Field of Study are classified as either a sub-field change or a major field change:
•
A sub-field change in a Fellow’s graduate program field of study or research direction is a
change within the same major field of study (the GRFP Program Solicitation includes major
fields of study). For example, changing from Chemical Synthesis to Environmental
Chemical Systems is considered a sub-field change since both fall within the Chemistry
field of study.
•
A major field change in a Fellow’s graduate program field of study or research direction
constitutes a “change in scope” — one that alters the program to the extent that it is
significantly different from that originally submitted with and reviewed with the
Fellowship application (e.g., a change in major field of study; the GRFP Program
Solicitation includes major fields of study). Changes in the major field of study during the
first Fellowship year are not permitted. Acceptance of a Fellowship award is an explicit
agreement that the Fellow will be enrolled in a graduate degree program consistent with
the field of study indicated in their application by the beginning of the following academic
year.
Using the GRFP Online Module, Fellows must submit change requests for subfield and major field of study
changes and include a brief description of the revised proposed plan of study and research. Sub-field
changes require CO approval only. Major field changes require approval from the CO and the NSF GRFP
Office. The proposed field of study and/or graduate program resulting from a sub-field or major field
change must meet the eligibility requirements detailed in the GRFP Program Solicitation. Questions
regarding program eligibility should be directed to the CO.
12
Open Researcher and Contributor ID (ORCID)
GRFP Administrative Guide
NSF encourages Fellows to include an Open Researcher and Contributor ID (ORCID®, https://orcid.org/)
identifier in their Fellow record. ORCID is an open, non-profit, community-driven effort to create and
maintain a registry of unique researcher identifiers and a transparent method of linking research
activities and outputs to these identifiers. An ORCID identifier provides a persistent digital identifier that
distinguishes one researcher from every other researcher and, through integration in key research
workflows such as manuscript and grant submission, supports automated linkages between researchers
and their professional activities ensuring that all their work is recognized. The ORCID Registry is available
free of charge to individuals, who may obtain an ORCID identifier, manage their record of activities, and
search for others in the registry. While NSF encourages Fellows to include an ORCID identifier,
submission is optional.
Communication
GRFP communications are conducted by e-mail. It is the Fellow’s responsibility to keep their contact
information (especially e-mail addresses and phone numbers) current. Fellows completing their
Fellowships are required to update their contact information to allow the NSF GRFP Office to contact
them. The NSF GRFP Office uses e-mail addresses to contact Fellows for program assessment purposes,
and to measure the impact of the Fellowship on graduate school experiences and career outcomes.
Fellows should ensure spam, promotional, or other filters do not block messages from NSF GRFP (e-mail
address: grfp@nsf.gov) and other e-mail addresses from @nsf.gov.
A Fellow’s primary point of contact for inquiries is their IHE’s CO, listed in the IHE Directory at the GRFP
Online Module. If after consulting the GRFP CO at their IHE and reviewing this Guide, a Fellow needs to
contact the NSF GRFP Office at NSF, only then should they e-mail grfp@nsf.gov and include a brief
description of the topic in the Subject line. They should include their full name, Fellow ID, and details of
the issue or request, and copy their IHE’s CO on the e-mail.
2.6
Tenure Beyond Master’s Degree Completion
Fellows who have not completed their five-year Fellowship Period and are completing a master’s degree
have the option of continuing their Fellowship by enrolling in an eligible research-based doctoral degree
program. To remain a Fellow:
1. The Fellow must be accepted in a doctoral program upon completion of the master’s degree
(pursuit of a second master’s degree is not permitted).
2. The transition period between degree programs cannot exceed three months; and
3. The Fellow must request NSF approval and complete any required actions. Requests for NSF
approval should be sent to grfp@nsf.gov.
Fellows will not receive a stipend during the transition period between the master’s and doctoral
programs but will remain Fellows even if they change IHEs. The interval of up to three months between
enrollment counts as part of the Fellowship Period, but no stipend can be used. Fellows do not need to
request NSF approval to change between master’s and doctoral degree programs if there is no change in
the field of study or IHE. If there is a change in the field of study, see Section 2.10.
13
GRFP Administrative Guide
Fellowship Completion
Fellows who have completed their five-year Fellowship Period or have graduated are considered
Retired. At the time a Fellow’s status is changed to Retired, they should submit the Annual Activities
Report or to update the most current Annual Activities Report through the GRFP Online Module by the
specified deadline.
Fellows are entitled to stipend payments only for the months they are On Tenure at an IHE, provided all
Fellowship Terms and Conditions were met during these months. No Fellowship will be extended past
the final academic term of graduate study leading to a graduate degree, except where a master’s degree
immediately (within 3 months) leads to enrollment in a doctoral degree program. There is no continued
Fellowship support after the Fellow has completed all requirements for the graduate degree, as
determined by the IHE. Under no circumstance is the GRFP Fellowship considered a Postdoctoral
Fellowship or employment by NSF. Information on NSF Postdoctoral Research Opportunities, can be
found here.
Fellowship Termination
Should a Fellow find it necessary to voluntarily discontinue their Fellowship before completion of the
Fellowship, the Fellow is required to initiate and submit a Request to Terminate the Fellowship, via the
GRFP Online Module. The CO reviews and approves the request prior to NSF review and action.
Failure to comply with the following Fellowship Terms and Conditions also will result in termination of
the Fellowship:
1. Unsatisfactory progress towards an eligible research-based graduate degree as certified by the
Research Advisor/CO.
2. Submit the Annual Activities Report with signed Academic/Research Advisor Confirmation Form.
3. Declare Fellowship status by the specified deadlines.
Satisfactory progress must be certified by the CO. If at any time during the year the PI and/or CO
determine that a Fellow is not making satisfactory progress, the Fellowship may be terminated. Fellows
who are not rated by the CO will be allowed to continue their fellowships only through the remainder of
the current Fellowship year.
Compliance with Relevant Policies, Regulations and Guidance
It is the responsibility of the Fellow, in conjunction with the IHE, to ensure that all academic and
research activities carried out within or outside the US comply with the laws or regulations of the US
and/or of the foreign country in which the academic and/or research activities are conducted. Fellows
must also comply with all NSF-mandated institutional training requirements.
All academic and research activities should be coordinated with the appropriate US and foreign
government authorities, and necessary licenses, permits, or approvals must be obtained prior to
undertaking the proposed activities.
Information on topics that often arise during a GRFP Fellowship is highlighted below.
14
Acknowledgment of NSF Support and Disclaimer
GRFP Administrative Guide
All publications, presentations, and creative works based on activities conducted during the Fellowship
must acknowledge NSF GRFP support and provide a disclaimer by including the following statement in
the Acknowledgements or other appropriate section:
“This material is based upon work supported by the National Science Foundation Graduate
Research Fellowship Program under Grant No. (NSF grant number). Any opinions, findings,
and conclusions or recommendations expressed in this material are those of the author(s)
and do not necessarily reflect the views of the National Science Foundation.”
Fellows should obtain the NSF grant number from their CO.
Fellowship Service Requirement
NSF requires no formal service (time commitment) of Fellows, beyond the requirement that Fellows
meet Fellowship reporting requirements and maintain satisfactory progress in their graduate programs
throughout the five-year Fellowship Period at the IHE (except for Fellows on Medical Leave or Military
Leave).
Future Employment
The offer and acceptance of this Fellowship does not obligate the Fellow, NSF, or the US Government, in
any way, with regard to future employment or service of any kind, except as noted here and/or in the
annual GRFP Program Solicitation.
Income Tax
Stipends may be considered taxable income. Fellows may find it helpful to consult the US Internal
Revenue Service (IRS) Tax Topic 421: Scholarships, Fellowship Grants, and Other Grants and Publication
970: Tax Benefits for Education. Specific questions regarding the taxation of Fellowship funding and
personal tax liability should be referred to the IRS. NSF will not respond to questions regarding taxes.
Fellows are not, in any sense, considered salaried employees of NSF. NSF will not deduct funds from the
stipend or pay any additional amounts, such as social security taxes. NSF also will not issue W-2 or 1099
Forms. Institutional policies regarding the withholding of taxes from stipend payments vary, and Fellows
bear the responsibility of filing and paying any taxes due.
GRFP fellowships are not provided as a condition of employment with either the Federal government or
the sponsoring institution, institutions may not seek funds, or charge individual fellowship awards, for
costs that normally would be associated with employee benefits (for example, Federal Insurance
Contributions Act (FICA), which funds Social Security and Medicare, workman's compensation, life
insurance, union dues, and unemployment insurance). Concerning union dues or other similar costs
otherwise paid personally by the Fellow; if a Fellow requests the institution deduct such a cost from the
stipend amount, the institution can provide the Fellow such a service. However, in no case can such a
deduction from the stipend be made automatically without the approval of the Fellow.
15
GRFP Administrative Guide
Legal Rights to Intellectual Property
The NSF claims no rights to any inventions or writings that might result from its fellowship grants.
However, Fellows should be aware that the NSF, another federal agency, or some private party may
acquire such rights through other support for particular research. Also, fellows and trainees should note
their obligation to include an Acknowledgment and Disclaimer in any publication.
Living Expenses
All living expenses are the responsibility of the Fellow.
Research Involving Human Subjects and Vertebrate Animals
The Fellow is responsible for complying with all human subjects and vertebrate animal policies and
requirements at their IHE.
Responsible and Ethical Conduct of Research
All Fellows supported by NSF are required to receive appropriate training and oversight in the
Responsible and Ethical Conduct of Research. Fellows should check with the CO about Responsible and
Ethical Conduct of Research training requirements, see PAPPG Chapter IX.B.
Stipend Increase
Each Fellowship consists of three years of support usable over a five-year Fellowship Period. For each
year of support, NSF provides a stipend to the Fellow and a COE allowance to the IHE. Any stipend increase
approved for a Fellowship year will be provided to all Fellows On Tenure upon the availability of funds.
Fellows who have graduated or whose Fellowship has been terminated are ineligible to receive any
retroactive stipend increase.
Use of NSF Logo
NSF’s logo may be used by recipients of NSF support for the sole purpose of acknowledging that
support. The logo may be used to link to an NSF website to acknowledge NSF’s assistance or
affiliation.
The NSF logo guidelines provide information on what individuals may and may not do with the NSF logo
(https://www.nsf.gov/policies/logos.jsp).
Veteran’s Benefits
Under Section 178(a) of Title 38, US Code, educational benefits from the Department of Veterans Affairs
may be received concurrently with Fellowship support. The receipt of educational benefits from the
Veterans Administration is allowed by NSF as payment supplementary to Fellowship support.
Workman’s Compensation
Fellows should check applicable policies for graduate students at their IHE.
Evaluation Participation
The NSF GRFP Program may conduct evaluations to provide evidence on the impact of the GRFP on
individuals’ educational decisions, career preparations, aspirations, and progress, as well as professional
pathways. The data provides information on whether the program policies are effective in achieving the
16
GRFP Administrative Guide
program goals. It is useful to have a structured means of tracking Fellows beyond graduation to gauge
the extent to which they follow a career path consistent with the intent of the program and to assess
the impact the Fellowship has had on their graduate education experience. Accordingly, Fellows may be
contacted during and after the completion of this Fellowship for updates on various aspects of their
employment history, professional activities and accomplishments, participation in international research
collaborations, and other information helpful in evaluating the impact of the Program.
By accepting funding provided through the GRFP, Fellows and their IHEs agree to cooperate in GRFP
Evaluations conducted by NSF or contracted evaluators.
17
3.
GRFP Administrative Guide
Institutional Responsibilities
IHEs support and advise Fellows throughout their Fellowship Period, receive NSF awards (grants) to
financially support Fellows, and report to the NSF on Fellow and award activities. IHEs use the GRFP
Online Module to manage their awards. IHEs must comply with the policies, rules and regulations
contained in this Guide, and the Terms and Conditions found in the annual NSF GRFP Program
Solicitation and the Notice of Grant Award. The current Guide is effective as of the date on the cover
page.
The IHE’s Authorized Organizational Representative (AOR), in accepting the funds, also certifies that the
Fellows are eligible to receive the Fellowship under the Terms and Conditions specified in this Guide. The
IHE has full responsibility for the conduct of the project or activity supported under an NSF award and
for the results achieved.
3.1
Award Structure Overview
GRFP awards are made to the IHEs in which a Fellow is or will be enrolled. The IHE is responsible for the
administrative and financial management of the award and disbursement of Fellowship funds to the
individual Fellow. The IHE will administer awards, including any amendments, in accordance with the
Terms and Conditions of those awards, the Fellowship Terms and Conditions, and the provisions
contained in this Guide.
Stipend
The annual, 12-month GRFP stipend amount is specified in each year’s Program Solicitation. The stipend
is pro-rated in monthly increments (e.g., completion of the final academic term of graduate study after
nine months results in nine-twelfths of the annual stipend). For stipend payment purposes, a month is
defined as any calendar month in which a Fellow was On Tenure for 14 or more days at the IHE. A Fellow
would not receive a stipend for periods of less than 14 days and would receive a full stipend for periods of
14 to 31 days of being On Tenure in a calendar month. If a Fellow is on active military status, stipend is
not allowable; also see section on COE allowance below.
No dependent, research, or travel allowances are provided. Only Fellows On Tenure and compliant with
all Fellowship Terms and Conditions are eligible to receive stipend payments. If a Fellow does not
conform to the Standards of Conduct established by their IHE and the NSF Terms and Conditions, NSF
reserves the right to terminate the Fellowship.
Fellowship stipends are managed and disbursed by the IHE. For disbursement procedures and
schedules, Fellows should check with their CO. Regardless of the exact stipend payment schedule, NSF
requires that the stipends be reported in no less than one-month increments.
The definition of Modified Total Direct Cost (MTDC) in 2 CFR §200.1 (Office of Management and Budget
(OMB) Uniform Guidance) specifically excludes costs of scholarships, fellowships, and other programs of
student aid from indirect cost rate recovery. Therefore, IHEs should ensure that stipend payments are
not reduced by items that the IHE would normally consider indirect costs or fringe benefits.
Stipend Increase
Each Fellowship consists of three years of support usable over a five-year Fellowship Period. For each
year of support, NSF provides a stipend to the Fellow and a COE allowance to the IHE. Any stipend increase
18
GRFP Administrative Guide
approved for a Fellowship year will be provided to all Fellows On Tenure upon the availability of funds.
Fellows who have graduated or whose Fellowship has been terminated are ineligible to receive any
retroactive stipend increase.
COE Allowance
The Fellowship provides a fixed COE allowance payment in lieu of tuition and mandatory fees to the IHE,
not to the Fellow. The allowance is specified each year in the Program Solicitation. The Fellowship
provides three On Tenure Years of financial support (stipend and Institutional COE allowance) and two
On Reserve Years (no financial support). The On Tenure Year COE allowance is paid to the IHE in two
parts: the first payment covers months one through five of the Tenure year, and the second payment
covers months six through twelve. Fellow transfers impact which IHEs will receive the COE allowance. If
a Fellow is at the original IHE for 6 months or more, that IHE would receive the full COE allowance. By
approving a transfer at that stage, the receiving IHE acknowledges it will not receive any COE allowance
for that Fellow for that Fellowship year. If a fellow is on active military status during an On Tenure year,
an institution can receive COE allowance.
IHEs accepting award funds agree to exempt Fellows On Tenure from paying required tuition and
mandatory fees normally charged to graduate students of similar academic standing. IHEs cannot
require Fellows to participate in research assistantships or teaching assistantships as a method to make
up the difference between the COE and the IHE’s regular tuition and fees. Fellows may participate in
assistantships but not as a means to reimburse the IHE for tuition or mandatory fees. The actual use of
the COE allowance is at the discretion of the IHE.
While On Tenure, Fellows may be required to pay certain fees or deposits that are refundable in whole or
in part, that are optional (e.g., non-required coursework or tuition at other IHEs not considered part of the
Fellow’s principal program of study), or that were incurred prior to the actual start of Fellowship (e.g., an
admission application fee).
Shortfall Funding
GRFP funding generally is provided incrementally on an annual basis upon fulfillment of Institutional
reporting requirements. Each year, any shortfall in funding is considered and addressed when
determining the amount of the next award or amendment to an existing award.
3.2
Annual Program Cycle
GRFP operates on an annual cycle. All administrative actions are performed in the GRFP Online Module
(deadlines will be communicated by the NSF GRFP Office; the deadline time is 11:59 PM, Eastern Time).
The following graphic summarizes the annual program cycle.
19
Annual Program Cycle
20
GRFP Administrative Guide
3.3
GRFP Administrative Guide
Assignment of Roles
IHEs have important administrative and managerial responsibilities throughout the annual program
cycle. Within an IHE, there are several GRFP roles, as listed in the table below. In some cases, an individual
may fulfill more than one role (e.g., a Sponsored Projects Office (SPO) representative may serve as the
Authorized Organizational Representative (AOR); the PI may also serve as the CO). The Fellows’
Academic/Research Advisors are also integral to ensuring Fellows are making satisfactory progress
toward degree completion.
Role
Academic/Research
Advisor
Authorized
Organizational
Representative (AOR)
Coordinating Official
(CO)
Responsibilities
• Monitors Fellows’ degree progress.
• Reviews Fellows’ Annual Activities Reports and signs the
Academic/Research Advisor Confirmation Form verifying Fellows’
satisfactory progress by the specified due date each year.
• Recommends or approves, as appropriate, Fellows’ participation in
activities that require the Advisors’ support.
• Participates in the judicious planning of the Fellowship resources.
• Ensures Fellows receive comprehensive mentoring that includes
development of Individual Development Plan that is updated annually.
• Authorized to sign on behalf of the IHE; accepts the overall GRFP
award.
• Submits requests for supplemental funding to NSF at the request of the
PI.
• Granted GRFP Online Module access.
• Serves as the primary and day-to-day point of contact for Fellows and
the NSF GRFP Office.
• Advises Fellows on GRFP policies, procedures, Terms and Conditions,
etc.
• Applies GRFP policies in the context of the Institutional procedures
(e.g., stipend payment schedules, enrollment requirements, etc.).
• Reviews Fellow change requests in the GRFP Online Module and
provides IHE approval/disapproval of such requests, as appropriate.
• Reviews information on new and continuing Fellows for the IHE during
the New Fellowship Announcement and Fellowship Status Declaration
Periods each spring.
• Certifies the progress of continuing Fellows.
• Prepares and submits the GRFP Grants Roster Report and the
Completion Report which confirm the accuracy of the Fellows listed
and their status for the next Fellowship year.
• Participates in the preparation and submission of the GRFP Program
Expense Report in coordination with the Financial Official.
• Typically, the CO is in the graduate school or other academic office
that oversees fellowships and/or graduate student financial support.
The CO is sometimes part of the SPO or works with a representative
from the SPO.
21
Financial Official (FO)
•
•
•
•
•
Principal Investigator
(PI)
•
•
•
Sponsored Projects
Office (SPO)
Representatives
•
•
GRFP Administrative Guide
Granted GRFP Online Module access.
Serves as the Institutional representative from the SPO (or equivalent
organization) responsible for financial oversight of NSF awards.
Ensures that the GRFP Program Expense Report is submitted by the
established deadlines.
Assists the PI with requests for supplemental funding, and
notifications/requests for no-cost extensions (NCEs), etc.
Has the authority to manage award functions in the GRFP Online
Module.
Maintains overall responsibility for the IHE’s GRFP award.
Submits requests for supplemental funding to the AOR.
The designated PI serves as the PI for all Fellows at the IHE. It is
strongly recommended that the dean of the graduate school (or
equivalent) serve in this capacity. The PI also may serve as the CO or
as an alternate CO.
Charged with entering/updating required information about
Institutional GRFP Officials in Research.gov.
Has direct access to award functions in Research.gov such as requests
for NCEs.
Role assignments and changes are handled through Research.gov – not via the GRFP Online Module. The
SPO modifies the User Profile in Research.gov to include the appropriate privileges based on the
assigned role. Once the User Profile is updated, the individual may access the GRFP Online Module.
Organizations are responsible for ensuring that GFRP roles are updated and active. NSF does not have
the ability to delete or modify assigned roles, access, and permissions. For new IHEs, please contact
grfp@nsf.gov for instructions.
IHEs that are new to NSF or have not had an active award in the past five years should work with NSF
to obtain access to the GRFP Online Module and submit other necessary information. IHEs should be
prepared to submit basic organization and management information and certifications to the
applicable award-making division within the Office of Budget, Finance & Award Management (BFA).
The requisite information is described in the NSF Prospective New Awardee Guide.
3.4
Fellow Management
Status Declaration
Fellows must be actively engaged, full-time, in a research-based graduate degree program in science,
technology, engineering, or mathematics (STEM), including STEM education at their IHE, except in the
case of Military or Medical Leave. Institutional rules concerning enrollment apply; therefore, enrollment
status will be as documented on the transcript.
All Fellows must declare their status in the GRFP Online Module for the next Fellowship year by the
specified due date. Fellows who fail to declare status by the specified date will not be allowed to
continue their Fellowships beyond the current Fellowship year and their Fellowship will be terminated.
22
GRFP Administrative Guide
It is the responsibility of the Coordinating Official (CO) to review Fellow change requests in the GRFP
Online Module and provide IHE approval/disapproval of such requests. After the Declaration Period,
the CO prepares and submits the GRFP Grants Roster Report and the Completion Report (Section 3.5)
which confirms the accuracy of the Fellows listed and their status for the next Fellowship year.
Stipend & COE
Fellowship stipends are managed and disbursed by the IHE. The COE allowance payment is paid to the
IHE in lieu of tuition and mandatory fees. Only Fellows On Tenure are eligible to receive GRFP funding,
except forFellows on paid Medical Leave, who may be eligible for up to 3 months of stipend.
It is the responsibility of the Financial Official (FO) to ensure that the GRFP Program Expense Report
(PER) is submitted by the established deadlines. Only the FO may submit the GRFP Program Expense
Report, but they should coordinate with the CO to ensure the accuracy of the report. NSF cannot
administer awards to IHEs who have not submitted the Program Expense Report.
Change Request
Change Requests are submitted by Fellows through the GRFP Online Module. It is the responsibility of
the Coordinating Official (CO) to review Fellows’ change requests in the GRFP Online Module and
provide IHE approval/disapproval of such requests. For stipend payment purposes, a month of stipend
would be any calendar month that the Fellow is enrolled full-time that contains 14 or more days. Prior to
approving change requests, the CO should ensure that the requested change is in accordance with the
Fellowship Terms and Conditions.
Once the institution has approved requests for Medical Leave, the Fellow must submit a change request
for Medical Leave in the GRFP Online Module. The request should include 1) the amount of time, in
whole months, for which the fellow is requesting leave, and 2) how many of those months will be paid
leave, if applicable. The nature of the medical or family leave situation need not be disclosed to NSF in
the change request. The IHE retains relevant documentation indicating that the condition merits a
Medical Leave.
Completion/Graduation
Fellows who have completed their five-year Fellowship Period or have graduated are considered
Retired. Fellows must submit a change request at the completion of their fellowship. Fellows who
completed the five-year Fellowship Period before graduating with a degree will not have the option of
declaring past the fifth year of their Fellowship.
It is the responsibility of the CO to submit the Completion Report certifying the completion status of
Fellows at the IHE (e.g., in progress, graduated, transferred, withdrawn) and degree, if the Fellow
graduated.
3.5
Certification and Reporting Requirements
IHEs have the following certification and reporting requirements. The AOR Certification Form is part of the
GRFP award process and is only necessary for new awards. IHEs are required to complete three mandatory
reports, in adherence with OMB #3145-0223 and GRFP Terms and Conditions: Grants Roster Report,
Program Expense Report (accrual and final), and Completion Report. Noncompliance with these reporting
requirements will affect institutional funding.
23
GRFP Administrative Guide
AOR Certification Form
IHEs must complete and submit an AOR Certification form as part of the NSF GRFP award process. The
form can be found in the GRFP Online Module. For continuing awards, NSF may reference a previously
completed AOR Certification form. By signing and submitting the certification form, the IHE AOR: (1)
certifies that statements made are true and complete to the best of the AOR’s knowledge; (2) agrees to
accept the obligation to comply with NSF award Terms and Conditions upon receipt of the NSF GRFP
award; and (3) certifies that each fellow will be provided with, at a minimum, access to the mentoring
activities described in an addendum to the AOR Certification Pages document that is entitled
“Mentoring Plan”. The Mentoring Plan addendum should describe the mentoring activities that will be
available to all Fellows at the IHE. This may include services and programs offered at the institutional,
college, or department level as well as provided by each Fellows’ advisor and graduate committee
members.
Grants Roster Report
IHEs are required to submit a Grants Roster Report for the upcoming Fellowship year. The Grants Roster
Report lists the Fellowship status of all new and continuing Fellows at the IHE. The GRR opens after the
conclusion of the Fellow declaration period (typically between February-May). COs ensure all
declarations and change requests have been addressed prior to submission of the GRR. The CO submits
the Grants Roster Report in the GRFP Online Module, which is typically due in May/June. Through
submission of the Grants Roster Report, IHEs formally acknowledge and certify the status of all Fellows
with respect to reporting requirements and rating of progress, in accordance with the Terms and
Conditions of the award (see Section 2.9).
IHEs may be provided an opportunity for reconsideration to address the status of Fellows who have
failed to declare Fellowship status and who have not been certified by the CO with respect to eligibility
and progress by the deadlines. Such Fellows will be allowed to continue their Fellowships only through
the remainder of the current Fellowship year. All remaining years during the Fellowship Period will be
terminated. The Fellowships of individuals remaining in Undeclared Fellowship Status on the Grants
Roster Report are terminated at the end of the current Fellowship year.
Program Expense Report
IHEs are required to submit two Program Expense Reports (PERs) 1) in June for accrual purposes and 2)
in October for the final PER. The PER covers the respective fellowship year cost for each Fellow attending
your organization. IHE’s have the option to submit or amend up to 5 previous PER years in GRFP Module.
Any changes to the fellow statuses during the fellowship year must be reflected and reported in the PER.
Comments are required for any Fellows who did not utilize the full extent of their NSF fellowship funding
during the academic year. These comments are essential for accurate record-keeping and compliance
purposes. This includes instances such as transferring, terminating early, changing status from reserve to
active or vice versa, or forfeiting a portion of their support.
The approved submission in June-July in the GRFP module is solely used for accrual purposes for
estimation of the IHEs funding requirement, while the submission in October is required for accrual
reversal and final financial reconciliation. Both submissions are mandatory, regardless of any changes or
lack thereof. Rejected PERs must be revised and submitted before the GRFP Online Module deadline.
24
GRFP Administrative Guide
NSF will not issue an additional award to GRFP awardee institutions with unsubmitted and/or
outstanding PERs. Only the designated GRFP FO can submit the report in the GRFP Online Module. By
submitting the GRFP PER, IHEs verify and certify that the PER is in accordance with the Terms and
Conditions of the award.
Completion Report
IHEs are required to submit the GRFP Completion Report annually each December. The Completion
Report allows IHEs to certify the status of GRFP Fellows at the IHE. For Fellows who have graduated, the
graduation date is a required reporting element.
3.6
Award Management
Funds for all Fellows attending an IHE are made available through issuance of an award to the IHE. If
required, funds thereafter may be provided by new awards, amendments, or supplements. The following
documents also are incorporated into each award by reference:
• GRFP Program Solicitation; and
•
NSF Agency Specific Requirements to the Research Terms and Conditions.
Following Fellow Status Declaration, the IHE uses the GRFP Online Module to certify the list of Fellows
(the Grants Roster Report) at the IHE. The stipend and COE funding per Fellow will be based on the
stipend and COE allowance levels specified in the current GRFP Program Solicitation and listed in the
GRFP Online Module.
Pre-Award Costs
Once an award is made, the start date cannot be changed; however, IHEs have the authority to incur
pre-award costs as outlined in Chapter X of the PAPPG.
ACM$
NSF uses the Award Cash Management Service (ACM$) to award payments and post-award financial
processes. Additional information on ACM$ is available in the PAPPG.
Fellowship Year
Upon accepting the Fellowship, the Fellow must select a fall start to coincide with the approximate
graduate program start date for semesters beginning in August, September, or October. The Fellowship
start date does not necessarily coincide with the formal summer or fall academic session of the IHE, and
the program does not expect the academic start date to align with the beginning of the Fellowship year.
Tenure Status is not defined by the date on which a stipend payment is issued. See also Section 2.2.
No-Cost Extension
GRFP funding generally is provided incrementally on an annual basis upon fulfillment of Institutional
reporting requirements. Each year, any surplus funding is considered in determining the amount of the
next award or amendment to an existing award. A No-Cost Extension (NCE) extends the award end date
without additional funding. Therefore, in the event of surplus funds remaining at the time of an award’s
end date, a NCE request must be submitted electronically to allow for drawdown against the award
and/or any amendments or supplements to the original award. If there are no active Fellows at the time
of award end date, IHEs may submit a NCE request if additional Fellows are expected to enroll in the
future. Funds on expiring awards and/or award amendments or supplements that are not fully expended
25
GRFP Administrative Guide
are forfeited by the IHE in the absence of an NCE. When there are active Fellows, the amount of the
forfeited funds becomes the responsibility of the IHE and will not be replaced by NSF. Forfeited funds
will be subtracted from Fellowship funding provided in the next new award.
All NCE requests must be submitted through Research.gov. NCEs will be granted for active awards only;
expired awards cannot be extended. The GRFP Office strongly suggests IHEs submit a request for a NCE
at least 45 days before the award expiration date to ensure funds do not expire.
The first NCE does not require NSF approval, it is grantee-approved. Grantees are not authorized to
extend an award that contains a zero balance. An additional NCE requires NSF approval.
Additional information on NCEs is available in Chapter VI of the PAPPG.
Post Award Schedule
GRFP post award schedule and the key activities and tasks for Fellows and Institution officials.
3.7
Monitoring
Part II of the PAPPG sets forth NSF guidance regarding the monitoring of grants and cooperative
agreements. The IHE has responsibility for the activities supported under the award and should monitor
performance accordingly. NSF relies on the IHE’s completion of the AOR Certification Form and
submission of the Grants Roster Report, Completion Report, and the Program Expense Report.
26
3.8
Suspension and Termination
3.9
Evaluation Participation
GRFP Administrative Guide
An IHE’s award may be suspended or terminated by NSF for failure to comply with the Terms and
Conditions of the Fellowship award. Refer to Chapter XII of the PAPPG for suspension and termination
procedures.
Refer to Section 2.15 Guide for information on evaluation of the impact of the Program.
27
4.
Appendix
4.1
Definitions
Term
Active Fellow
Completed
Completed with Degree
Completion Report
Cost-of-Education
Declare Fellowship Status
Leave
Fellow ID
GRFP Administrative Guide
Definition
Fellow within the five-year Fellowship Period enrolled in an IHE who is
On Tenure, Forfeited, or On Reserve; not Deferred, Retired, or
Terminated
Fellow who completed the five-year Fellowship Period enrolled full-time
in an IHE, before graduating with a degree
Fellow who graduated within the five-year Fellowship Period
Report submitted by the Institutional Coordinating Official (CO)
certifying the completion status of Fellows at the IHE (e.g., in progress,
graduated, transferred, withdrawn) and
degree, if the Fellow graduated
Cost-of-Education (COE) allowance
Fellow uses the NSF GRFP Online Module to declare Fellowship status
for the next Fellowship year
Only for military or medical reasons – leaves for any other
reasons are not allowed
Fellow Identification Number (starts with award year); e.g., 2022123456
Fellowship Termination
Fellowship is revoked by NSF for failure to comply with the Terms and
Conditions of the Fellowship award;
or
Fellowship is voluntarily discontinued by the Fellow or IHE
Fellowship Terms and
Conditions
Terms and Conditions of the Fellowship award that must be accepted
by the applicant to be awarded the Fellowship.
Fellows must abide by the Terms and Conditions and complete
required actions to maintain Fellowship status. Acceptance of NSF
GRFP funds by an IHE indicates acceptance of and agreement to abide
by the Terms and Conditions of the NSF GRFP award
Months of stipend not utilized
Report submitted by Institutional CO certifying the status and
progress (Satisfactory or Unsatisfactory) of all Fellows at the IHE,
affirming compliance with the Terms and Conditions of the NSF GRFP
award; NSF uses the report to project the funding for the next
Fellowship year
Program website accessed via Research.gov for all requests,
administrative transactions, and approvals
GRFP award to IHE is terminated by NSF for failure to comply with
the Terms and Conditions of the Fellowship award
Graduate degree granting IHE that accepts the NSF GRFP award,
affirms compliance with the Terms and Conditions of the award, and is
Forfeited
Grants Roster Report
GRFP Online Module
IHE Termination
NSF GRFP awardee IHE
28
GRFP Administrative Guide
NSF GRFP Office
Program Expense Report
Reserve Status
Retired Status
Satisfactory Progress
Status
Stipend
Tenure status
responsible for financial management of the award including stipend
disbursement
NSF organizational unit responsible for GRFP management and
oversight
Report submitted by the Institutional Financial Official (FO) for the
previous Fellowship year, certifying the Program Expense Report is in
accordance with the Terms and Conditions of the award to the IHE
Active Fellow not receiving NSF GRFP financial support during the
Fellowship year; enrolled and certified by the IHE to be making
satisfactory progress; also referred to as On Reserve
Individual who graduated within the five-year Fellowship Period or
completed the five-year Fellowship Period before graduating with a
degree. Retired Status is automatically granted once these criteria are
met
Defined and certified by the IHE; includes Fellow compliance with NSF
GRFP reporting requirements and Terms and Conditions of the
Fellowship award
Fellows must be in one of the status categories described in Section 2.4
Fellowship payment to Fellows On Tenure or on NSF approved limited
paid medical leave; pro-rated in whole- month increments
Active Fellow receiving GRFP financial support during the Fellowship
year, certified by the IHE to be making satisfactory progress; also
referred to as On Tenure
29
4.2
GRFP Administrative Guide
Acronyms
Acronym
ACM$
AOR
BFA
CFR
CLB
CO
COE
IHE
FASED
FO
GRFP
INTERN
IRS
MTDC
NCE
NSF
OMB
ORCID
PAPPG
PI
SPO
STEM
Definition
Award Cash Management Service
Authorized Organizational Representative
Office of Budget, Finance, and Award Management
Code of Federal Regulations
Career-Life Balance
Coordinating Official
Cost-of-Education
Institutions of Higher Education
Facilitation Awards for Scientists and Engineers with Disabilities
Financial Official
Graduate Research Fellowship Program
Non-Academic Research Internships for Graduate Students
Internal Revenue Service
Modified Total Direct Cost
No-Cost Extension
National Science Foundation
Office of Management and Budget
Open Researcher and Contributor ID
Proposal and Award Policies and Procedures Guide
Principal Investigator
Sponsored Projects Office
Science, Technology, Engineering, or Mathematics
30
4.3
GRFP Administrative Guide
Terms and Conditions
Fellow and Award
Conditions
Fellows must abide by the Terms
and Conditions and complete
required actions to maintain
Fellowship status. Acceptance of
NSF GRFP funds by an IHE
indicates acceptance of and
agreement to abide by the Terms
and Conditions of the NSF GRFP
award
Maximum 36 months of On Tenure and maximum 24 months of On Reserve per
5-year fellowship. Fellows are required to annually submit an Annual Activities
Report and to complete Fellowship Status Declaration by the deadline date.
Medical Leave:
Maximum 24 months medical leave limit per 5-year fellowship. Maximum 3
months paid medical leave limit per 5-year fellowship.
IHEs have the following certification and reporting requirements: AOR
Certification form, Grants Roster Report, Program Expense Report, and
Completion Report.
Maximum Stipend and Cost of Education Allowance, as specified each year in
the Program Solicitation (see below).
The provisions of the Graduate Research Fellowship Program (GRFP) Program
Solicitation and the Administrative Guide are available at
https://new.nsf.gov/funding/opportunities/nsf-graduate-research-fellowshipprogram-grfp and
https://www.nsf.gov/publications/pub_summ.jsp?ods_key=grfp.
If any inconsistencies between the award terms and conditions and the
Program Solicitation or Guide are discovered, the Program Solicitation and
Guide shall take precedence.
Fellowship awards are pursuant to the authority of the National Science
Foundation Act of 1950, as amended (42 U.S.C. 1861-75) and is subject to
Research Terms and Conditions (RTCs) dated 11/12/2020, and NSF Agency
Specific Requirements, dated 01/30/2023, available at
https://www.nsf.gov/awards/managing/rtc.jsp.
Available grant balances may be used for any GRFP Fellow who is in compliance
with applicable program guidelines. Thus, funds from prior year grants may be
used to support any NSF Graduate Research Fellow duly enrolled at a GRFP
Institution in an eligible advanced degree program in a field supported by NSF
(see the "Program Solicitation" and "Guide" for guidance).
Each institution, in accepting the funds, also certifies that the Fellows are
eligible to receive the Fellowship under these terms and conditions. The
institution has full responsibility for the conduct of the project or activity
supported under an NSF grant and for the results achieved.
Funds from a Fellowship award and/or any amendments to an award are
expected to be fully expended in support of the GRFP Fellows with prior funds
to be expended first prior to fully expending any funds from any newly issued
GRFP award or amendment.
The GRFP Administrative Guide shall take precedence in the event of any Terms
and Conditions conflicts.
31
| File Type | application/pdf |
| File Title | Graduate Research Fellowship Program (GRFP) Administrative Guide (GRFP) (nsf24090) | NSF - U.S. National Science Foundation |
| Subject | Graduate Research Fellowship Program, GRFP, Administrative Guide, GRFP |
| Author | EDU/DGE |
| File Modified | 2024-05-28 |
| File Created | 2024-05-28 |