NIH Salary Cap
The Department of Defense and Labor, Health and Human Services, and Education Appropriations Act, 2019, restricts the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of Personnel Management has recently released new salary levels for the Executive Pay Scale. Effective January 6, 2019, the salary limitation for Executive Level II is $192,300.
For awards issued in those years that were restricted to Executive Level II (see historical record of salary cap link below), including competing awards already issued in FY2019, if adequate funds are available in active awards, and if the salary cap increase is consistent with the institutional base salary, grantees may rebudget funds to accommodate the current Executive Level II salary level. However, no additional funds will be provided to these grant awards.
For a historical record of the salary cap, including effective dates, see: https://grants.nih.gov/grants/policy/salcap_summary.htm
Guidance on Salary Limitation for Grants and Cooperative Agreements FY 2019
Notice Number: NOT-OD-19-099
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-19-099.html
Extension of Comment Period on Draft Report: Reducing Administrative Burden to Researchers for Animal Care and Use in Research
Notice Number: NOT-OD-19-057
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-19-057.html
Notice of Clarification Regarding Harassment and Discrimination Protections in NIH Training Applications
Notice Number: NOT-OD-19-056
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-19-056.html
Removal of the Requirement for Institutional Review Board Review of NIH Grant Applications and Contract Proposals Related to Research
Notice Number: NOT-OD-19-055
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-19-055.html
NIH Policy for Review and Resubmission of New Investigator R01 Applications
Notice Number: NOT-OD-19-053
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-19-053.html
NIH Implementation of the Final Rule on the Federal Policy for the Protection of Human Subjects
Notice Number: NOT-OD-19-050
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-19-050.html
Ruth L. Kirschstein National Research Service Award (NRSA) Stipends, Tuition/Fees and Other Budgetary Levels Effective for Fiscal Year 2019
Notice Number: NOT-OD-19-036
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-19-036.html
Publication of the Revised NIH Grants Policy Statement (Rev. October 2018) for FY 2019
Notice Number: NOT-OD-19-021
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-19-021.html
NIH & AHRQ Announce Upcoming Updates to Application Instructions and Review Criteria for Research Grant Applications
Notice Number: NOT-OD-18-228
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-18-228.html
NIH Application Instructions and Updates
NIH Policy on Bio
https://grants.nih.gov/grants/forms/biosketch.htm
Headers and Footers
- Do not include headers or footers in your attachments. We will add headers, footers, page numbers, bookmarks and a table of contents when we assemble your grant application upon submission.
- Headings (e.g., Significance, Innovation) within the text of your attachments improve readability and are highly encouraged.
- Some funding opportunity announcement and form instructions provide guidance on organizing the content of attachments including specific headings that must be present.
Page Limits
https://grants.nih.gov/grants/how-to-apply-application-guide/format-and-write/page-limits.htm
- Adhere to the page limits defined in the Table of Page Limits or within the text of the funding opportunity announcement (FOA).
- Page limits defined in a FOA should be followed when different than those found in the Table of Page Limits.
- We systematically check many page limit requirements and provide error or warning messages to minimize incomplete or non-compliant applications. These systematic checks may not address all page limit requirements for a specific FOA and do not replace the checks done by staff after submission. You must comply with all documented page limits.
- Some page limits apply to multiple attachments that when combined must stay within a designated limit. You may want to prepare your information in a single document to ensure you are within the page limit and later break-up the information into the various separate attachments. Our systems will accommodate a certain amount of white space resulting from splitting the information into the separate attachments when verifying compliance with a limit.
- Do not use the appendix or other sections of your application to circumvent page limits (NOT-OD-11-080).
Paper Size and Margins
- Use paper size no larger than standard letter paper size (8 ½” x 11”).
- Provide at least one-half inch margins (top, bottom, left, and right) for all pages. No applicant-supplied information can appear in the margins.
Font (size, color, type density) and Line Spacing
Adherence to font size, type density, line spacing and text color requirements is necessary to ensure readability and fairness. Although font requirements apply to all attachments, they are most important and most heavily scrutinized in attachments with page limits.
Text in your attachments must follow these minimum requirements:
- Font size: Must be 11 points or larger. Smaller text in figures, graphs, diagrams and charts is acceptable, as long as it is legible when the page is viewed at 100%. Print parts of the research pages and use a ruler to count six lines per vertical and 15 characters per linear inch.
- Some PDF conversion software reduces font size. It is important to confirm that the final PDF document complies with the font requirements.
- Type density: Must be no more than 15 characters per linear inch (including characters and spaces).
- Line spacing: Must be no more than six lines per vertical inch. Single-spaced is the way to go count six lines per vertical inch.
- Text color: No restriction. Though not required, black or other high-contrast text colors are recommended since they print well and are legible to the largest audience.
We recommended the following fonts, although other fonts (both serif and non-serif) are acceptable if they meet the above requirements.
- Arial,
- Georgia
- Helvetica
- Palatino
- Linotype
Legibility is of paramount importance. Applications that include PDF attachments that do not conform to the minimum requirements listed above may be withdrawn from consideration.
Format Pages
Watch for form field instructions that refer you to specific format pages (e.g., biosketch, training data tables).
https://grants.nih.gov/grants/how-to-apply-application-guide/format-and-write/page-limits.htm
Filenames
- Save all document attachments with descriptive filenames of 50 characters or less (including spaces).
- Use unique filenames for all attachments in an application (or within a component of a multi-project application).
- Use any of the following characters: A-Z, a-z, 0-9, underscore, hyphen, space, period, parenthesis, curly braces, square brackets, tilde, exclamation point, comma, semi colon, apostrophe, at sign, number sign, dollar sign, percent sign, plus sign, and equal sign.
- Use one space (not two or more) between words or characters and do not begin the filename with a space or include a space immediately before the .pdf extension.
- Avoid the use of ampersand (&) since it requires special formatting (i.e., &).
Citations
- Use whatever format for citations that you want.
- We do not require a specific citation format.
- The use of “et al.” in place of listing all authors of a publication is acceptable practice.
- Most style guides include format guidance for citations and all formats are acceptable.
- SciENcv , a tool to prepare biosketches for NIH and other agencies, uses a standard format used by the National Library of Medicine (see Citing Medicine ). If your organization does not already have a standard, you may want to consider this one.
- Remember to comply with our public access policy by including the PMC reference number (PMCID) when citing applicable papers that you author or that arise from your NIH-funded research.
Combining Information into a Single Attachment
- Ensure all information is directly visible in your PDF.
- If you need to combine information from different sources into a single document prior to uploading, do not use “bundling” or “portfolio” features which combine multiple documents into a single file by providing links to the individual files.
Electronic Signatures
- Electronic signatures on PDF attachments within your application are not allowed.
- Documents with signatures (e.g., letters of support) can be printed, signed, scanned and attached in PDF format.
Helpful Tips:
Allowable fonts and fonts sizes: Arial, Courier New or Palatino Linotype in 10 pt. or larger, Times New Roman or Computer Modern Family in 11 pt. or larger. The font size of less than 10 points may be used for mathematical formulas or equations, figures, tables, or diagram captions and when using a Symbol font to insert Greek letters or special characters. Peers are cautioned, however, that the text must still be readable. Margins: 1 inch in all directions; Line Spacing: No more than 6 lines of text within a vertical space of 1 inch.
NIH Biosketches and Other Support Templates and Examples
Biosketch
All senior/key personnel and other significant contributors must include biosketches. Biosketches are required in both competing applications and progress reports. Figures, tables (other than those included in the provided format pages), or graphics are not allowed in the biosketch. Do not embed or attach files (e.g. video, graphics, sound, data). The biosketch may not exceed five pages per person.
NIH Biosketch Instructions and Formatting
Current and Pending Support
Note: the terms “current and pending support,” “other support,” and “active and pending support” are used interchangeably.
Information on Current and Pending Support is required for all applications that are to receive grant awards, except Program Directors, training faculty and other individuals involved in the oversight of training grants. Other Support includes all financial resources; however, training awards, prizes, or gifts do not need to be included.
There is no “form page” for reporting Current and Pending Support. Information collected should include: Project number, Contact Principal Investigator, source of support, title of project/subproject, dates of approved/proposed project and person months.
NIH Current and Pending Instructions and Formatting
NIH Current and Pending Template
NIH Current and Pending Example
Upcoming NIH Application Deadlines and Request for Applications
Click this link to be directed to the NIH Website.
If wanting to submit a proposal for an NIH grant please complete and submit this online form. Please use your TIMES credentials to login and access the form.
- Grant applications and associated documents (e.g., reference letters) are due by 5:00 PM local time of application organization on the specified due date.
- Check the funding opportunity announcement (FOA) for due date information.
- If the FOA says “standard dates apply”, refer to the table below using the activity code specified in the title of the FOA.
- Note that renewal/resubmission/revision applications may have different due dates than new applications. Read the table carefully.
- The AIDS and AIDS-related dates apply to all activity codes.
How to Prepare Research Performance Progress Report (RPPR)
http://www2.times.uh.edu/wp-content/uploads/2017/06/NIH-Research-Performance-Progress-Report.pdf
NIH Rules for Text Fields
You will find several kinds of fields in your application forms – check boxes, dates, data entry fields and attachments. This page provides guidance on attachments. Attachments are documents that are prepared outside the application using whatever editing software you desire (e.g., Microsoft Word), converted to PDF format and then added or uploaded to your application. We require PDF format to preserve document formatting and a consistent reading experience for reviewers and staff.
We have very specific attachment formatting requirements. Failure to follow these requirements may lead to application errors upon submission or withdrawal of your application from our review process.
Citations
- Use whatever format for citations that you want.
- We do not require a specific citation format.
- The use of “et al.” in place of listing all authors of a publication is acceptable practice.
- Most style guides include format guidance for citations and all formats are acceptable.
- SciENcv , a tool to prepare biosketches for NIH and other agencies, uses a standard format used by the National Library of Medicine (see Citing Medicine ). If your organization does not already have a standard, you may want to consider this one.
- Remember to comply with our public access policy by including the PMC reference number (PMCID) when citing applicable papers that you author or that arise from your NIH-funded research.
Combining Information into a Single Attachment
- Ensure all information is directly visible in your PDF.
- If you need to combine information from different sources into a single document prior to uploading, do not use “bundling” or “portfolio” features which combine multiple documents into a single file by providing links to the individual files.
Electronic Signatures
- Electronic signatures on PDF attachments within your application are not allowed.
- Documents with signatures (e.g., letters of support) can be printed, signed, scanned and attached in PDF format.
Filenames
- Save all document attachments with descriptive filenames of 50 characters or less (including spaces).
- Use unique filenames for all attachments in an application (or within a component of a multi-project application).
- Use any of the following characters: A-Z, a-z, 0-9, underscore, hyphen, space, period, parenthesis, curly braces, square brackets, tilde, exclamation point, comma, semi colon, apostrophe, at sign, number sign, dollar sign, percent sign, plus sign, and equal sign.
- Use one space (not two or more) between words or characters and do not begin the filename with a space or include a space immediately before the .pdf extension.
- Avoid the use of ampersand (&) since it requires special formatting (i.e., &).
File Size
- Ensure file size is greater than 0 bytes – we cannot accept a 0 byte attachment.
- Keep attachment file size to 100 MB or less per Grants.gov recommendation.
Fillable PDFs
In most cases, the use of fillable PDFs (PDF documents that include fields for user input) as attachments is acceptable. Just pay special attention to these attachments when reviewing your final application image to ensure all your supplied data is retained.
Font (size, color, type density) and Line Spacing
Adherence to font size, type density, line spacing and text color requirements is necessary to ensure readability and fairness. Although font requirements apply to all attachments, they are most important and most heavily scrutinized in attachments with page limits.
Text in your attachments must follow these minimum requirements:
- Font size: Must be 11 points or larger. Smaller text in figures, graphs, diagrams and charts is acceptable, as long as it is legible when the page is viewed at 100%.
- Some PDF conversion software reduces font size. It is important to confirm that the final PDF document complies with the font requirements.
- Type density: Must be no more than 15 characters per linear inch (including characters and spaces).
- Line spacing: Must be no more than six lines per vertical inch.
- Text color: No restriction. Though not required, black or other high-contrast text colors are recommended since they print well and are legible to the largest audience.
We recommended the following fonts, although other fonts (both serif and non-serif) are acceptable if they meet the above requirements.
- Arial
- Georgia
- Helvetica
- Palatino Linotype
Legibility is of paramount importance. Applications that include PDF attachments that do not conform to the minimum requirements listed above may be withdrawn from consideration.
Format Pages
- Watch for form field instructions that refer you to specific format pages (e.g., biosketch, training data tables).
Grantsmanship
Use English.
Avoid jargon.
Spell out acronyms the first time they are used in each application section/attachment and note the appropriate abbreviation in parentheses. The abbreviation may be used in the section/attachment thereafter. Headers and Footers
Headers and Footers
- Do not include headers or footers in your attachments. We will add headers, footers, page numbers, bookmarks and a table of contents when we assemble your grant application upon submission.
- Headings (e.g., Significance, Innovation) within the text of your attachments improve readability and are highly encouraged.
- Some funding opportunity announcement and form instructions provide guidance on organizing the content of attachments including specific headings that must be present.
Hyperlinks and URLs
- Hyperlinks and URLs are only allowed when specifically noted in funding opportunity announcement (FOA) and form field instructions. The use of hyperlinks is typically limited to citing relevant publications in biosketches and publication lists. It is highly unusual for a FOA to allow links in Specific Aims, Research Strategy and other page-limited attachments.
- Hyperlinks and URLs may not be used to provide information necessary to application review.
- Reviewers are not obligated to view linked sites and are cautioned that they should not directly access a website (unless the link to the site was specifically requested in application instructions) as it could compromise their anonymity.
- When allowed, you must hyperlink the actual URL text so it appears on the page rather than hiding the URL behind a specific word or phrase.
Examples:
Images
- Digital images of material such as electron micrographs or gels must only be included within the page limits of the Research Strategy. The maximum size of images to be included should be approximately 1200 x 1500 pixels using 256 colors. Figures must be readable as printed on an 8.5” x 11” page at normal (100%) scale.
- Investigators must use image compression such as JPEG or PNG.
Marking up Attachments
- Do not mark-up your PDF documents with comments, sticky notes or other features that are added on top of your PDF document content. This information may not be retained in your final application image.
Orientation
- Both portrait and landscape attachments are accepted. However, keep in mind that landscape can be difficult to read online and may require reviewers and staff to scroll to see all available text.
Page Limits
- Adhere to the page limits defined in the Table of Page Limits or within the text of the funding opportunity announcement (FOA).
- Page limits defined in a FOA should be followed when different than those found in the Table of Page Limits.
- If no page limit for an attachment is listed in either the Table of Page Limits or the Section IV of the FOA under page Limitations, you can assume the attachment does not have a limit.
- We systematically check many page limit requirements and provide error or warning messages to minimize incomplete or non-compliant applications. These systematic checks may not address all page limit requirements for a specific FOA and do not replace the checks done by staff after submission. You must comply with all documented page limits.
- Some page limits apply to multiple attachments that when combined must stay within a designated limit. You may want to prepare your information in a single document to ensure you are within the page limit and later break-up the information into the various separate attachments. Our systems will accommodate a certain amount of white space resulting from splitting the information into the separate attachments when verifying compliance with a limit.
- Do not use the appendix or other sections of your application to circumvent page limits (NOT-OD-11-080).
Paper Size and Margins
- Use paper size no larger than standard letter paper size (8 ½” x 11”).
- Provide at least one-half inch margins (½” ) – top, bottom, left, and right – for all pages. No applicant-supplied information can appear in the margins.
Scanning
- Avoid scanning text documents to produce the required PDFs. It is best to produce documents using your word-processing software and then convert the documents to PDF. Scanning paper documents may hamper automated processing of your application for agency analysis and reporting.
- We recognize that sometimes scanning is necessary, especially when including letters of support or other signed documents on business letterhead.
Security Features
- Our systems must be able to open and edit your attached documents in order to generate your assembled application image for agency processing and funding consideration.
- Disable all security features in your PDF documents. Do not encrypt or password protect your documents. Using these features to protect your documents also prevents us from opening and processing them.
Single vs. Multi-column Page Format
- A single-column page format easily adapts to various screen sizes and is highly encouraged.
- Multi-column formats, especially for information spanning multiple pages, can be problematic for online review.
Video
- Videos cannot be imbedded in an application, but are accepted under limited circumstances as post-submission material. See NOT-OD-12-141.
- When allowed, the application must be structured at the time of submission to indicate that a video will be submitted post-submission.
- The cover letter submitted with the application must include information about the intent to submit a video; if this is not done, a video will not be accepted.
- Key images, “stills” and a brief description of each video must be included within the page limits of the research strategy. Sufficient descriptive information must be provided within the research strategy to understand the information presented in the video, as not all reviewers may be able to access the video, depending on technological constraints.
Rules for Text Fields
You will find several kinds of fields in your application forms – check boxes, dates, data entry fields and attachments. This page provides guidance on text data entry fields. In general text data entry fields only allow plain text (little to no formatting, only line breaks and spacing).
Allowable Characters
- The standard character set for our application forms is Unicode, with UTF-8 encoding (including Greek and other special characters).
- Characters known to cause issues and recommended substitutions
o “Smart quotes” or “curly quotes” that curve into your text – use straight single and double quotes (the ones you type from your keyboard) instead. o “Em-dash” (the long dash) – use the short dash instead. Cutting and Pasting
- Cutting and pasting text from Word or another text editor into a text field is generally OK, but watch out for proprietary fonts or special characters. For example, some word processors like Word automatically convert straight quotation marks into “smart quotes” or “curly quotes” that are curved one way at the beginning of the quote and the other way at the end of a quote.
- Much of your original formatting (font, bolding, bullets, subscript, superscript) will be lost when you cut and paste (see Formatting below).
- If your submission option supports application previewing before submission (e.g., ASSIST – Preview Application; Workspace – View Application/Grantor Image), then use that feature to check your data entry. You can then make any necessary adjustments to your application to make it look the way you want it to.
Field Lengths
- Our application form instructions explicitly indicate the allowable character limit for each text field.
- Spaces and punctuation count against the character limit.
- Some characters that you won’t find on a standard English keyboard (e.g., Greek characters) may use up more than one character against your limit.
Formatting
- Since text fields have character limits rather than page limits and eRA systems control how they are displayed, there are no font and margin requirements.
- Text fields support plain text with limited manual formatting (line breaks and spacing).
- Much of your original formatting (font, bolding, bullets, subscript, superscript) will be lost when you cut and paste.
- To format paragraphs, include a blank line between paragraphs.
- To format bulleted lists, start each list item on a new line with a “list item” character, such as a hyphen (-) or an asterisk (*), followed by a space and then the item text. Follow the list with a blank line, to add a paragraph following the list. For example:
First paragraph.
– list item one
– list item two
Next paragraph.
- To format numbered lists, use sequential numbers, starting with “1” (or “1.”), as the list item character. Alternatively, use lower case letters, starting with “a.”, as the list item characters.
- Bulleted, numbered and lettered lists may be combined in order to create a list within a list. For example:
1. list item one
a. list item 1a
b. list item 1b
– bullet one
– bullet two
2. list item two
NIH Format Attachments
You will find several kinds of fields in your application forms – check boxes, dates, data entry fields and attachments. This page provides guidance on attachments. Attachments are documents that are prepared outside the application using whatever editing software you desire (e.g., Microsoft Word), converted to PDF format and then added or uploaded to your application. We require PDF format to preserve document formatting and a consistent reading experience for reviewers and staff.
We have very specific attachment formatting requirements. Failure to follow these requirements may lead to application errors upon submission or withdrawal of your application from our review process.
Citations
- Use whatever format for citations that you want.
- We do not require a specific citation format.
- The use of “et al.” in place of listing all authors of a publication is acceptable practice.
- Most style guides include format guidance for citations and all formats are acceptable.
- SciENcv , a tool to prepare biosketches for NIH and other agencies, uses a standard format used by the National Library of Medicine (see Citing Medicine ). If your organization does not already have a standard, you may want to consider this one.
- Remember to comply with our public access policy by including the PMC reference number (PMCID) when citing applicable papers that you author or that arise from your NIH-funded research.
Combining Information into a Single Attachment
- Ensure all information is directly visible in your PDF.
- If you need to combine information from different sources into a single document prior to uploading, do not use “bundling” or “portfolio” features which combine multiple documents into a single file by providing links to the individual files.
Electronic Signatures
- Electronic signatures on PDF attachments within your application are not allowed.
- Documents with signatures (e.g., letters of support) can be printed, signed, scanned and attached in PDF format.
Filenames
- Save all document attachments with descriptive filenames of 50 characters or less (including spaces).
- Use unique filenames for all attachments in an application (or within a component of a multi-project application).
- Use any of the following characters: A-Z, a-z, 0-9, underscore, hyphen, space, period, parenthesis, curly braces, square brackets, tilde, exclamation point, comma, semi colon, apostrophe, at sign, number sign, dollar sign, percent sign, plus sign, and equal sign.
- Use one space (not two or more) between words or characters and do not begin the filename with a space or include a space immediately before the .pdf extension.
- Avoid the use of ampersand (&) since it requires special formatting (i.e., &).
File Size
- Ensure file size is greater than 0 bytes – we cannot accept a 0 byte attachment.
- Keep attachment file size to 100 MB or less per Grants.gov recommendation.
Fillable PDFs
In most cases, the use of fillable PDFs (PDF documents that include fields for user input) as attachments is acceptable. Just pay special attention to these attachments when reviewing your final application image to ensure all your supplied data is retained.
Font (size, color, type density) and Line Spacing
Adherence to font size, type density, line spacing and text color requirements is necessary to ensure readability and fairness. Although font requirements apply to all attachments, they are most important and most heavily scrutinized in attachments with page limits.
Text in your attachments must follow these minimum requirements:
- Font size: Must be 11 points or larger. Smaller text in figures, graphs, diagrams and charts is acceptable, as long as it is legible when the page is viewed at 100%.
- Some PDF conversion software reduces font size. It is important to confirm that the final PDF document complies with the font requirements.
- Type density: Must be no more than 15 characters per linear inch (including characters and spaces).
- Line spacing: Must be no more than six lines per vertical inch.
- Text color: No restriction. Though not required, black or other high-contrast text colors are recommended since they print well and are legible to the largest audience.
We recommended the following fonts, although other fonts (both serif and non-serif) are acceptable if they meet the above requirements.
- Arial
- Georgia
- Helvetica
- Palatino Linotype
Legibility is of paramount importance. Applications that include PDF attachments that do not conform to the minimum requirements listed above may be withdrawn from consideration.
Format Pages
- Watch for form field instructions that refer you to specific format pages (e.g., biosketch, training data tables).
Grantsmanship
Use English.
Avoid jargon.
Spell out acronyms the first time they are used in each application section/attachment and note the appropriate abbreviation in parentheses. The abbreviation may be used in the section/attachment thereafter. Headers and Footers
Headers and Footers
- Do not include headers or footers in your attachments. We will add headers, footers, page numbers, bookmarks and a table of contents when we assemble your grant application upon submission.
- Headings (e.g., Significance, Innovation) within the text of your attachments improve readability and are highly encouraged.
- Some funding opportunity announcement and form instructions provide guidance on organizing the content of attachments including specific headings that must be present.
Hyperlinks and URLs
- Hyperlinks and URLs are only allowed when specifically noted in funding opportunity announcement (FOA) and form field instructions. The use of hyperlinks is typically limited to citing relevant publications in biosketches and publication lists. It is highly unusual for a FOA to allow links in Specific Aims, Research Strategy and other page-limited attachments.
- Hyperlinks and URLs may not be used to provide information necessary to application review.
- Reviewers are not obligated to view linked sites and are cautioned that they should not directly access a website (unless the link to the site was specifically requested in application instructions) as it could compromise their anonymity.
- When allowed, you must hyperlink the actual URL text so it appears on the page rather than hiding the URL behind a specific word or phrase.
Examples:
Images
- Digital images of material such as electron micrographs or gels must only be included within the page limits of the Research Strategy. The maximum size of images to be included should be approximately 1200 x 1500 pixels using 256 colors. Figures must be readable as printed on an 8.5” x 11” page at normal (100%) scale.
- Investigators must use image compression such as JPEG or PNG.
Marking up Attachments
- Do not mark-up your PDF documents with comments, sticky notes or other features that are added on top of your PDF document content. This information may not be retained in your final application image.
Orientation
- Both portrait and landscape attachments are accepted. However, keep in mind that landscape can be difficult to read online and may require reviewers and staff to scroll to see all available text.
Page Limits
- Adhere to the page limits defined in the Table of Page Limits or within the text of the funding opportunity announcement (FOA).
- Page limits defined in a FOA should be followed when different than those found in the Table of Page Limits.
- If no page limit for an attachment is listed in either the Table of Page Limits or the Section IV of the FOA under page Limitations, you can assume the attachment does not have a limit.
- We systematically check many page limit requirements and provide error or warning messages to minimize incomplete or non-compliant applications. These systematic checks may not address all page limit requirements for a specific FOA and do not replace the checks done by staff after submission. You must comply with all documented page limits.
- Some page limits apply to multiple attachments that when combined must stay within a designated limit. You may want to prepare your information in a single document to ensure you are within the page limit and later break-up the information into the various separate attachments. Our systems will accommodate a certain amount of white space resulting from splitting the information into the separate attachments when verifying compliance with a limit.
- Do not use the appendix or other sections of your application to circumvent page limits (NOT-OD-11-080).
Paper Size and Margins
- Use paper size no larger than standard letter paper size (8 ½” x 11”).
- Provide at least one-half inch margins (½” ) – top, bottom, left, and right – for all pages. No applicant-supplied information can appear in the margins.
Scanning
- Avoid scanning text documents to produce the required PDFs. It is best to produce documents using your word-processing software and then convert the documents to PDF. Scanning paper documents may hamper automated processing of your application for agency analysis and reporting.
- We recognize that sometimes scanning is necessary, especially when including letters of support or other signed documents on business letterhead.
Security Features
- Our systems must be able to open and edit your attached documents in order to generate your assembled application image for agency processing and funding consideration.
- Disable all security features in your PDF documents. Do not encrypt or password protect your documents. Using these features to protect your documents also prevents us from opening and processing them.
Single vs. Multi-column Page Format
- A single-column page format easily adapts to various screen sizes and is highly encouraged.
- Multi-column formats, especially for information spanning multiple pages, can be problematic for online review.
Video
- Videos cannot be imbedded in an application, but are accepted under limited circumstances as post-submission material. See NOT-OD-12-141.
- When allowed, the application must be structured at the time of submission to indicate that a video will be submitted post-submission.
- The cover letter submitted with the application must include information about the intent to submit a video; if this is not done, a video will not be accepted.
- Key images, “stills” and a brief description of each video must be included within the page limits of the research strategy. Sufficient descriptive information must be provided within the research strategy to understand the information presented in the video, as not all reviewers may be able to access the video, depending on technological constraints.