Research.gov for NSF Proposals: Sign-In, Roles, and Submission Walkthrough
NSF proposals run through Research.gov and the Proposal and Award Policies and Procedures Guide (PAPPG), with formats and rules that differ from NIH. Most problems happen at sign-in, in role setup, or in compliance checks, not in the science.
This walkthrough covers signing in, the roles you need, and the path to a clean submission. To sign in, go to Research.gov directly; this guide does not replace NSF's own help.
Signing in to Research.gov
- Register for an NSF account first. Every Research.gov user needs one, and it gives you an NSF ID.
- Sign in with NSF credentials (NSF ID or primary email and password), your institution's credentials if it is an InCommon member, or Login.gov.
- Multifactor authentication is mandatory. Users with financial or administrative roles must use a phishing-resistant method such as a passkey, security key, or face or fingerprint unlock; PIs and reviewers can also use an authenticator app.
- Set up a second MFA method so you are not locked out at a deadline.
Roles that control preparation and submission
| Role | What it can do |
|---|---|
| Principal Investigator (PI) and co-PI | Prepare proposals, add senior personnel, and submit reports and requests on awards |
| Other Authorized User | Help prepare a proposal when granted access by the PI |
| Sponsored Projects Office (SPO) | View and edit proposals for the organization and prepare them for submission |
| Authorized Organizational Representative (AOR) | Submit proposals and sign requests such as no-cost extensions on behalf of the organization |
Roles are assigned by your organization's Research.gov administrator. Request them well before the deadline.
Before you start
- Read the current PAPPG and the specific program solicitation.
- Confirm registrations: SAM.gov for the organization, and NSF accounts for everyone on the team.
- Note the deadline and that NSF submissions are made by the AOR.
Build the proposal
- Project Description within the page limit (typically 15 pages) with all required sections, including Intellectual Merit and Broader Impacts.
- Budget and justification: NSF has no explicit salary cap, but senior-personnel salary is generally limited to two months of NSF support per year.
- Apply your negotiated F&A rate.
Required documents
- Biographical Sketch and Current and Pending (Other) Support via SciENcv.
- Data Management and Sharing Plan.
- Facilities, Equipment and Other Resources.
- Any program-required supplementary documents, such as a mentoring plan.
Submit
- Run Research.gov compliance checks and resolve all errors.
- Upload early: the system slows near the deadline.
- Route to your AOR to submit before the cutoff, then confirm the proposal number.
After the award
- Annual and final project reports are submitted in Research.gov.
- No-cost extensions are requested in Research.gov under Notifications and Requests and submitted by the AOR.
- Keep your MFA methods current; financial and administrative role passwords expire every 60 days.
Common pitfalls
- Missing a required section. NSF returns proposals without review for missing elements such as the data management plan.
- Ignoring PAPPG formatting and current forms, which change between versions.
- Underpreparing Broader Impacts, which NSF weights alongside Intellectual Merit.
Set up NSF accounts, roles, and MFA early, follow the PAPPG to the letter, and leave the AOR time to submit. That covers most of what goes wrong in Research.gov.
Frequently asked questions
What are NSF's two review criteria?
Intellectual Merit and Broader Impacts. Both must be addressed explicitly, and a weak Broader Impacts section can sink an otherwise strong proposal.
Where are NSF's proposal rules?
In the Proposal and Award Policies and Procedures Guide (PAPPG), which NSF updates periodically. Always build to the current version.
What gets a proposal returned without review?
Missing required sections, noncompliant formatting, or omitted plans such as the data management plan or, where required, a mentoring plan.
How do I log in to Research.gov?
Register for an NSF account, then sign in with NSF credentials, your institution's credentials if it is an InCommon member, or Login.gov. Multifactor authentication is required for every user.
Who can submit an NSF proposal in Research.gov?
Only the organization's Authorized Organizational Representative (AOR). PIs and other users prepare the proposal, then route it to the AOR.
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