Grant Application Guide

The Application

New Application

Who May Submit

Any university or other institution of higher education or other non-profit or for-profit organization, non-Federal agency or entity, is eligible for a grant or cooperative agreement. An unaffiliated individual also is eligible for a grant or cooperative agreement.

Before formal submission, the applicant may discuss the application with Office of Science staff; either by letter, telephone, or in person.

*The Office of Science only accepts electronic applications.

Note:
--DOE Management and Operating Contractors (National Laboratories) are NOT eligible to submit grant applications in response to Office of Science grant Funding Opportunity Announcements.
--Other Federal agencies are NOT eligible to submit grant applications. Federal agencies may submit unsolicited proposals.

When to Submit

The Office of Science accepts applications at any time in response to the Office of Science Annual Funding Opportunity Announcement (FOA) posted on the Department of Energy e-Center (IIPS) http://doe-iips.pr.doe.gov/ and Grants.gov websites (posted at the beginning of each Fiscal Year.) Periodically, the Office of Science also posts on Grants.gov FOA's highlighting specific technical program areas. These FOAs contain deadline dates for submission of applications.

Where to Submit

Note: Requirements for Grants.gov

Where to Submit: Applications must be submitted through Grants.gov to be considered for award. You cannot submit an application through Grants.gov unless you are registered. Please read the registration requirements carefully and start the process immediately. Remember you have to update your CCR registration annually. If you have any questions about your registration, you should contact the Grants.gov Helpdesk at 1-800-518-4726 to verify that you are still registered in Grants.gov.

Registration Requirements: There are several one-time actions you must complete in order to submit an application through Grants.gov (e.g., obtain a Dun and Bradstreet Data Universal Numbering System (DUNS) number, register with the Central Contract Registry (CCR), register with the credential provider, and register with Grants.gov). See http://www.grants.gov/GetStarted. Use the Grants.gov Organization Registration Checklist at http://www.grants.gov/assets/OrganizationRegCheck.pdf to guide you through the process. Designating an E-Business Point of Contact (EBiz POC) and obtaining a special password called an MPIN are important steps in the CCR registration process. Applicants, who are not registered with CCR and Grants.gov, should allow at least 21 days to complete these requirements. It is suggested that the process be started as soon as possible.

Important Notice to Potential Applicants: When you have completed the process, you should call the Grants.gov Helpdesk at 1-800-518-4726 to verify that you have completed the final step (i.e. Grants.gov registration).

Questions: Questions relating to the registration process, system requirements, how an application form works, or the submittal process must be directed to Grants.gov at 1-800-518-4726 or support@grants.gov.

All applications should be in a single PDF file.

Instructions for Application Preparation

The application should present the objectives and scientific significance of the proposed work; the rationale for selecting the proposed approach to achieve the objectives; qualifications of the principal investigator and the applicant organization; and amount of funding required. Since the application will compete with others on related topics, using the procedures and criteria described in the Funding Opportunity Announcement (FOA), it should present the scientific merit of the proposed project clearly and convincingly and should be prepared with the care and thoroughness of a paper submitted for publication.

Applications must be submitted using the instructions in the Funding Opportunity Announcement (FOA) that the applicant is responding to. Applicants must follow the instructions and use the forms provided.

Renewal Application

A renewal application must be submitted no later than six months before the scheduled expiration of the project period. When submitting a renewal application, applications should be in response to the Annual Notice: Submission of Renewal and Supplemental Applications for Office of Science Grants and Cooperative Agreements. Renewal applications must follow the instructions in the FOA and include the following:

  1. Include under the project description section, information on any research changes (size or scope) that affect the original research endeavor;
  2. An estimate of anticipated unexpended funds that will remain at the end of the current project period; and,
  3. A progress report as a separate section that describes the results of work accomplished through the date of the renewal application and how such results relate to the activities proposed to be undertaken in the renewal period.

A renewal application generally will be subjected to the Office of Science merit review requirements. Should an application be approved and funded, the extended period of support is treated as an extension of the original project period.

Continuation Award

A continuation award is an award for the second or subsequent budget period within an approved project period. To be considered for a continuation award, a continuation progress report must be submitted to the DOE Project Officer 90 days prior to expiration of each budget period. A formal continuation application is not required.

Supplemental Application

Two types of supplemental applications may be submitted. They must be submitted using the forms and instructions provided in the Annual Notice: Submission of Renewal and Supplemental Applications for Office of Science Grants and Cooperative Agreements.

  1. If the awardee needs additional funds:
    • For increased costs that could not have been predicted when the application was originally approved; or
    • To increase the "level of effort" or accelerate the project; and, if there is no change to the project description as contained in the approved application.
  2. If the grantee is requesting support for a new task or activity to be added to the approved project, a supplemental application shall contain the same information as a new application. These applications will generally undergo merit review and will compete for funding with other new applications.

Applicants should contact the DOE Project Officer before submitting a supplemental application.

Special Notes

  1. When searching for Funding Opportunity Announcements on the Grants.gov website for the Office of Science, applicants should enter the appropriate CFDA Number or Funding Opportunity Number. The CFDA Number for the Office of Science is 81.049.
  2. Applicants should keep a copy of their application. The Office of Science is not required to return an application which is not selected or funded.DOE is under no obligation to pay any costs associated with the preparation or submission of applications.
  3. Read the instructions provided in the Funding Opportunity Announcement carefully to avoid delays and misunderstandings.
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