Preparing for an NSF Grant Submission (2025)

Submitting a grant proposal to the National Science Foundation (NSF) requires careful planning and organization. This guide provides an overview of the essential steps for a successful NSF Grant Submission, including the importance of updating key documents such as the biosketch, current and pending support, collaborators and other affiliations, and synergistic activities. It also offers a detailed checklist to ensure that all necessary components are in place, from the Data Management and Sharing Plan to compliance with NSF’s guidelines. Pre-planning and regular updates will help streamline the process, increasing your chances of securing funding.
Illustration showing an organized workspace with a laptop displaying the NSF logo, alongside documents such as a biosketch, data management plan, current and pending support, and a checklist symbolizing the NSF grant submission process. Icons representing research and collaboration are visible.

By Cristo Leon, Ph.D., Director of Research, Jordan Hu College of Science & Liberal Arts, NJIT.

Last reviewed October 1, 2024.

Introduction

Submitting a grant proposal to the National Science Foundation (NSF) can be a rewarding yet complex process. Whether you are a seasoned researcher or applying for the first time, ensuring that all components of your submission align with NSF’s  Proposal & Award Policies & Procedures Guide (PAPPG) (NSF, 2024), its standards, and timelines are essential. This post is designed to help you navigate the steps required to submit a proposal, including the critical documents needed, the importance of early planning, and an essential checklist to help you stay organized.

The Importance of Pre-Planning and Updating Your Basic Documentation

Pre-planning is crucial for a successful NSF grant proposal. Taking the time to update your core documents, such as the biosketch, current and pending support, collaborators and other affiliations (COA), and synergistic activities, ensures your submission is complete and avoids last-minute errors. Pre-planning also allows for smooth collaboration among project partners, department heads, and other stakeholders who might need to review or approve certain components.

Key Documents to Update

As per the NSF “Documents Required for Senior/Key Personnel” https://new.nsf.gov/funding/senior-personnel-documents

  1. Biosketch: Your biosketch must be current and follow NSF’s required format. It should include all relevant qualifications, research experience, and key accomplishments. Keeping this document up to date will save time when submitting it.
  2. Current and Pending Support (C&P): The C&P document outlines all ongoing and pending projects, funding sources, and time commitments. It is essential always to include the current proposal in this list. Regular updates ensure this document reflects your most accurate obligations and funding status.
  3. Collaborators and Other Affiliations (COA): The COA is essential as it discloses any collaborators, co-authors, or individuals you have affiliations with that may be relevant to the proposal’s evaluation. Updating this regularly ensures compliance with NSF’s transparency guidelines. Please note that you need to disclose the names of the journal editors.
  4. Synergistic Activities (SA): NSF now requires Synergistic Activities to be submitted as a separate, one-page document for each individual identified as senior/key personnel. This document should include up to five examples demonstrating the broader impacts of your professional and scholarly activities. These examples should focus on creating, integrating, and transferring knowledge, particularly activities that highlight contributions to research, education, and diversity.
  5. Data Management and Sharing Plan (DMSP): This plan outlines how you will manage and share data generated during your research. Since data sharing is a critical part of NSF proposals, developing a DMSP early and keeping it current ensures that your plan aligns with NSF and institutional policies (León & Lipuma, 2024).

It’s essential to regularly update this document to reflect your latest impactful work. For more detailed guidelines, refer to the NSF PAPPG II.D.2.h(iv).

NSF Grant Proposal Checklist

To streamline the submission process, here is a checklist of essential items that need to be included in your NSF proposal:

Data Management and Sharing Plan (DMSP)

  • Prepare a DMSP that outlines the management, sharing, and long-term storage of research data.
  • Ensure alignment with NSF’s specific guidelines on data sharing.
  • NSF DMSP Guidelines.

Biosketch

  • Ensure your biosketch is up to date with all relevant experience, recent appointments, and qualifications.
  • Include citations to publications and professional identifiers such as your ORCID ID (ORCID ID Registration).
  • You can certify this document at https://www.ncbi.nlm.nih.gov/

Current and Pending Support

  • Complete this form to reflect all your current and pending projects, ensuring this proposal is listed.
  • Include funding sources, award amounts, and time commitments to demonstrate an accurate accounting of your capacity.
  • You can certify this document at https://www.ncbi.nlm.nih.gov/

Collaborators and Other Affiliations (COA)

  • Provide detailed information on collaborators, graduate advisors, postdoctoral sponsors, and other affiliations. This ensures compliance with NSF’s conflict of interest policies and transparency guidelines.
  • You can download the latest version here NSF COA Template.

Synergistic Activities

  • Prepare a separate file for your synergistic activities highlighting your contributions to research, education, and diversity.
  • This section helps demonstrate broader impacts and community engagement, critical factors in NSF reviews.

Proposal Formatting

  • Ensure all proposal sections (e.g., project description, budget justification, references) follow NSF formatting guidelines.

Conclusion

Successfully submitting an NSF grant proposal requires careful attention to detail, pre-planning, and regularly updating essential documents. By ensuring that your biosketch, current and pending support, COA, synergistic activities, and data management plan are current and in compliance with NSF’s requirements, you can focus on the scientific content of your proposal. The NSF grant submission process can seem daunting, but with proper organization and an up-to-date checklist, you are well on your way to a successful application. Don’t hesitate to utilize NSF resources and institutional support services to streamline the process and increase your chances of securing funding for your research.

Sources

León, C., & Lipuma, J. (2024). Data Management Sharing Plan: Fostering Effective Trans-Disciplinary Communication in Collaborative Research [Peer-reviewed journal]. International Journal of Human Sciences Research, 4(10), 1-10. /Research/Collaboration & Convergence. https://doi.org/10.22533/at.ed.5584102414037

NSF. (2024). National Science Foundation Proposal & Award Policies & Procedures Guide (1.a ed.). U.S. National Science Foundation. https://new.nsf.gov/policies/pappg