Hubble Space Telescope Call for Proposals for Cycle 13
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12.1 OverviewChapter 12:
Grant Funding and Budget Submissions
12.2 Eligibility for STScI Grant Funds
12.3 Allowable Costs
12.4 Grant Period
12.5 Award of Funds
12.1 Overview
Subject to availability of funds from NASA, STScI will provide financial support to eligible investigators of approved Cycle 13 programs. Such funding is awarded under the general conditions contained in the document General Grant Provisions of the Space Telescope Science Institute, referred to hereafter as the `General Grant Provisions'. The most recent version of this document is available at the STScI Grants Administration Office Web Page.
Budgets are not due in Phase I, but are required in Phase II from successful (GO, SNAP, AR, Theory and E/PO) U.S. proposers only. Separate budgets must be submitted by all investigators who request funding. Investigators who are not eligible for or who do not request funding do not need to send a budget. Detailed instructions for budget preparation and submission using the Grants Management System will be sent to successful proposers after the Phase I review has been completed.
Below we present a brief overview of the STScI funding policies and procedures. The information presented here is of an introductory nature only, and is not intended to be complete. The governing policies are always those contained in the General Grant Provisions. Investigators preparing AR or Theory proposals should not include in the total dollar amount (see Section 8.6.3) and budget narrative (see Section 9.7) of their Phase I proposal any costs that violate the General Grant Provisions.
Questions concerning funding policies and budget submissions should be directed to the STScI Grants Administration Office (see Appendix A.1).
12.2 Eligibility for STScI Grant Funds
Proposals for funding will be accepted from Universities and other nonprofit research institutions, private for-profit organizations, Federal employees, and unaffiliated scientists. Only U.S. PIs and CoIs are eligible to request funding.
U.S. Investigators are defined to be those investigators that fall in one of the following categories:
- U.S. Citizens residing in the U.S., or abroad if salary and support are being paid by a U.S. institution.
- U.S. Permanent residents and foreign national scientists working in and funded by U.S. institutions in the U.S.
These definitions include U.S. CoIs on observing projects with non-U.S. PIs.
Proposals by non-U.S. PIs that have one or more U.S. CoIs must designate one of the U.S. CoIs as the `Administrative PI' (see Section 8.13). This person will have overall oversight and responsibility for the budget submissions of the U.S. CoIs.
When a U.S. investigator obtains grant funds for a project that also involves non-U.S. investigators, then no funding may flow through the U.S. investigator to the non-U.S. investigators.
12.3 Allowable Costs
Support may be requested for the acquisition, calibration, analysis, and publication of HST data, and related costs. Costs of the following types may be acceptable, if they conform to the General Grant Provisions:
- Salaries and wages.
- Costs for individuals providing research assistance, such as graduate students, post-doctoral research associates or science data aides.
- Fringe benefits.
- Publication costs.
- Travel.
- Computer services.
- Permanent equipment.
- Materials and supplies.
- Indirect costs.
- Funds to support ground-based observations.
Some of these costs should not amount to more than a certain absolute amount, or percentage of the total budget (this is the case, e.g., for funds to support ground-based observations). Please refer to the General Grant Provisions for details.
For-profit organizations should note that profit is not an allowable cost.
Preparatory funding may be requested if necessary to prepare for the receipt of HST data. Proposers may request up to 25% of the funds for their programs to be awarded prior to the start of the Cycle 13 observing schedule. Preparatory funds are part of the overall funding allocated for the program, and are not additional funds. Note that all pre-award expenditures are incurred at the risk of the investigator, and that all funding is contingent upon the availability of funds from NASA at the time the award is made.
12.4 Grant Period
It is anticipated that STScI will award funding for a period of one to two years, depending on the nature and complexity of the project. If the requested support is for more than one year, funding for the project will be on an annual basis, with additional funding for each subsequent grant year awarded after a favorable review of an annual performance report that will be required.
Long-term projects that are approved for more than one cycle of observations will be funded on an annual basis. A budget for the analysis of current cycle observations must be submitted with an estimate of the funding requirements for subsequent cycles. Funding for subsequent cycles will be provided through an amendment to an existing STScI grant after the receipt of a detailed budget for each subsequent cycle by the budget deadline for that cycle.
12.5 Award of Funds
Near the start of Cycle 13, each PI or Administrative PI of a program that has requested funding will receive notification from the STScI Director concerning the specific funding allocation. It is anticipated that requested preparatory funding will be awarded soon thereafter. Additional funding up to the approved funding allocation will be awarded after the receipt of observational data for the given program.
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