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Instructions for Submitting a Proposal through Tulane University
to the National Science Foundation via Fast Lane.
The
following supplemental instructions are provided to help
you through the Tulane University process of submitting a
FastLane proposal to the National Science Foundation
(NSF).
Start the Process Early
FastLane is easy to learn, but it does take time. We
recommend that you start your proposal one to two weeks
before the deadline.
You must be registered with NSF and have a
Password to begin the preparation of a FastLane
proposal. NSF has two different databases:
- Principal Investigator (PI) database owned by
NSF
- FastLane user database owned by the Office of
Research
NOTE: If you would like to familiarize yourself
with the FastLane system, visit the FastLane
Development Website, which simulates most of the
FastLane features. You do not need a Password to enter this
site.
Password Requirement
If you have submitted to NSF in the past, you will be
registered in the PI Database, but will not have a Password.
In order to get a Password, you will need to follow the
instructions below for "Obtaining a Password."
Individuals who have never submitted a proposal to NSF
will not be in the NSF PI database and will need to be added
to both databases before a proposal can begin. To be added
and obtain a Password, follow the instructions below.
Obtaining a Password
Do this by sending an e-mail message to the Office of
Research Administration:
terry@tulane.edu
The e-mail should include a request for a Password, and
also include the following information:
Name
Highest Degree and Year Conferred
Institution
Department
Street Address
City, State, Zip
Social Security Number **
E-mail Address
Business Phone
Fax Number
Office of Research Administration staff will send a
confirming e-mail message to the individual who initiated
the request. The e-mail will contain the NSF Password and
other important information. Once a Password has been
established for you, your information will automatically be
added to the FastLane User Database and the PI Database.
NOTE: All PIs and Co-PIs on the proposal are
required to have Passwords.
Software Requirements
To submit a complete proposal, PDF writer software is
required. The "Instructions for Preparing and Submitting a
Standard NSF Proposal via FastLane" provide detail on this
subject. Briefly, you will need the commercial software
Adobe Acrobat 3.0 or above (not the free reader).
If you use Adobe Acrobat 4.0 or higher, you will need to
download the FastLane job options to properly convert your
files to PDF for uploading into the Fastlane system.
Download
the FastLane job options here.
Please note that you should create your PDF document
using Acrobat Distiller (a component of Adobe Acrobat). When
converting, an "Acrobat PDF Maker" window will popup. Under
the "General" tab, select "use Acrobat Distiller" and under
"distiller settings", select FastLane.
Adobe Acrobat can be purchased for a minimal fee at the
University Center Bookstore or The Computer Store in Monk
Simons.
Before You Begin
Review the FastLane
Instructions for important information about submitting
a proposal via FastLane. (The FastLane Homepage, which
contains links to a wide variety of information about
FastLane, is located at
https://www.fastlane.nsf.gov/fastlane.htm) You are
strongly advised to read these files:
PI
Tipsheet for Proposal Preparation
PDF
Creation Instructions
Instructions
for Preparing and Submitting a Standard NSF Proposal via
FastLane
Frequently
Asked Questions about FastLane Proposal Preparation
Now you are ready
Select "Proposal Preparation" from the PI &
Co-PI function's menu selection on FastLane.
Enter your social security number or unique identifier, Last
Name and NSF FastLane Password.
Once the principal investigator has started the proposal
preparation in FastLane, a pin number can be assigned to the
proposal so that others may work on it. Each proposal is
automatically assigned a proposal kit number. With this kit
number, proposal pin number, and FastLane Password, an
authorized user can access the proposal to work on it. This
mechanism allows administrative staff to assist in the
preparation of the proposal. Each person who will work on
the proposal must have a FastLane user Password.
Budget
The budget should be reviewed by Office of Research
Administration prior to electronic submission in FastLane.
Either fax, e-mail, or allow the office access in FastLane
for review.
You will still need to route the following through the
Office of Research Administration prior to the proposal
being submitted electronically to NSF:
Proposal Routing Form (Rev.10/6/99)
NSF Cover Page (NSF Form 1207)
Project Summary (NSF Form 1358)
Budget Forms (NSF Form 1030)
Budget Justification
NOTE: Proposals will not be transmitted to NSF
until the routing process is complete and the proposal
signed.
It is recommended that you
view the entire proposal before releasing to the
Office of Research Administration. Viewing each form
individually will not show any printing distortions, but
viewing the entire proposal will.
You may keep a copy of your proposal in FastLane prior to
submitting it. Do this by saving the proposal using the
"TEMPLATE" feature of FastLane.
When you are ready to submit the proposal, run the
"CHECK" in the FastLane system. This will advise you if
any forms still need to be completed and will provide other
business checks.
After the "CHECK" has been run, select the
"Allow SRO Access" button. This will allow the
Sponsored Research Office to have access to your proposal.
You may still make changes to the proposal after allowing
Office of Research Administration access.
The Office of Research Administration will submit the
proposal electronically after review. If an error is
detected, after proposal is submitted to NSF, the Office of
Research Administration can make corrections to the proposal
up to 60 minutes after submission. Corrections will
only be made at the request of the P.I.
After transmission, NSF assigns a new number to the
proposal. The PI is responsible for printing the original
cover page (pages 1 and 2) with the NEW
NUMBER, and sending the cover page with original
signatures (and any other documents specified in the program
guidelines) to NSF. These documents must be mailed to the
NSF address as required in the Grant Proposal guide or the
address specified in the program guidelines. This
information is due within five (5) working days of
the deadline. NSF requests that the paper copies be sent via
regular mail. Sending proposals via Overnight Mail is
strongly discouraged.
NOTE: Please be sure to mail the proposal cover
page with the proposal number printed in the top right
hand corner. Cover pages not bearing the printed
proposal number will render the proposal noncompliant.
Special Instructions For Those Who Are Submitting
Only The Cover Sheet Via FastLane
Some NSF programs require that the cover sheet (and
certain other forms) be submitted via FastLane. If you are
submitting to one of these programs and do not wish to
submit the entire proposal via FastLane, you will need to
follow the above instructions. The only difference is that
you will only complete the Cover Page, the Project Summary,
and any other supplemental forms as required by the program
guidelines.
The complete proposal (and the designated copies),
including the Cover Sheet with the proposal number and the
signed Certification Page is due at NSF within five (5)
working days of the deadline. NSF requests that the paper
copies be sent via regular mail. Sending proposals via
Overnight Mail is strongly discouraged.
NOTE: Please be sure to mail the proposal cover
page with the proposal number printed in the top right
hand corner. Cover pages not bearing the printed
proposal number will render the proposal noncompliant.
For more information on Fastlane, contact Terry
Brown.
Last Updated: September 29, 2003
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