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COV Procedures

COV Procedures. 7 - 9 February 2011. Topics. Agenda breakout sessions Some terms defined What you will be seeing in a ‘jacket’ COV Report Template. Parallel Breakout Sessions. An opportunity for in-depth examination of proposal records for each of the grants programs for FY 2008 – 2010.

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COV Procedures

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  1. COV Procedures 7 - 9 February 2011

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

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

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

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

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

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

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

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