IV. Application and Submission Information

A. Address to Request Application Package

For program and proposal information, contact Alison Krepp of the Estuarine Reserves Division at 301-713-3155 ext. 105 or via internet at Alison.Krepp@noaa.gov. The text of the full announcement can also be viewed at the following website address: www.nerrs.noaa.gov/fellowship. For further information on specific research opportunities at National Estuarine Research Reserves, contact the site staff listed in Appendix I. All application materials noted below must be submitted via www.grants.gov. It is highly encouraged that all pieces of the application (except federal forms) be submitted through grants.gov as one pdf document following the order specified below.  As part of your submission materials please also provide an abstract in MS Word format.  Students need to work with their Office of Sponsored Programs, or similar Office of Research at your graduate institution, to submit an application. The institution must be registered with www.grants.gov in order to submit your application; please see the www.grants.gov website for instructions if your institution is not registered.

B. Content and Form of Application

Receipt of all applications will be acknowledged via email from grants.gov.  Please note that grants.gov may take up to two days to confirm receipt of or reject an application so please allow time, ahead of the application due date, for these notifications from grants.gov  Subsequently, applications will be merit reviewed and students will be notified via email as to whether or not their proposal is recommended for funding.  Outlined below are the required elements for a complete application. It is highly encouraged that all pieces of the application (except federal forms) be submitted through www.grants.gov as one pdf document. PLEASE USE THE ORDER SPECIFIED BELOW, ELEMENTS 2-10, WHEN CONSTRUCTING YOUR PROPOSAL. 

1. Federal Forms
   

   Federal application forms including SF-424, SF-424A(s), SF-424B and CD-511 must be completed in conjunction with the authorized representative in the Office of Sponsored Programs or similar Office of Research for your graduate or other eligible institution. For all applications the SF-424 form has to include the full amount to be awarded during the course of the entire fellowship and the associated non-federal match. For example: $20,000 (1 yr), $40,000 (2 yrs) or $60,000 (3yrs). The match should be specified accordingly: $8,572 (1 yr); $17,143 (2 yrs); and $25,715 (3yrs).  The SF-424, SF-424B, and CD-511 must be signed by the authorized representative in the Office of Sponsored Programs or similar Office of Research for your graduate or other eligible institution.
   
   Applications must also contain the SF 424A budget form(s).  For a multi-year proposal (2 or 3 year award), a SF-424A will need to be submitted for each year of funding indicating the federal and non-federal amounts in section B columns 1 (federal) and 2 (non-federal).  For example, a 3 year award requires the submission of three SF-424A forms, one for each year of funding with each requesting $20,000 for federal funds and providing a minimum match of $8,572 in non-federal match. The budget narrative of the application and the SF-424a(s) have to reflect the total amount of the award provided in the SF-424 form. 
   

2. Cover letter
   
   

   Cover letter indicating current academic status, research interests, how the proposed research fits into their degree program and, subsequently, their career goals and objectives. It is strongly suggested that the results of discussions with the host reserve regarding their proposal's contributions to the reserve's programs be included in the letter.

3. Research proposal
   
   Research proposal must be double-spaced in 12-point Times New Roman font with one inch margins. The proposal must include the following, A-F:
   
   
   1. Title page which must include the items below in the following order:
      • Project Title;
      • Name, Address, Telephone/Fax number, Email Address, Date, and Signature of Student
      • Amount of Funding Requested; Number of Years Requested
      • Name of Institution Providing Matching Funds and Amount of Matching Funds
      • Degree being Sought;  Field of Study
      • Name, Address, Telephone/Fax number, Email Address, Date, and Signature of Advisor;
      • Reserve (s) where research is to be conducted (if research is being performed at multiple reserves indicate which reserve is the primary/host reserve and which are secondary sites);
      • Focus Area that Research Proposal is Addressing (see Section I. B)
        
        
   2. Abstract.The abstract must state the research objectives, scientific methods to be used, and the significance of the project to a particular reserve(s) and the reserve program. The abstract must be limited to one double-spaced page.  Please submit one abstract as part of your research proposal and another as an MS word document.
      
      
   3. Project Description. The project description must be limited to 6 double-spaced pages excluding figures. The main body of the proposal must include a detailed statement of the work to be undertaken and the following components:
      
      
      • Introduction. This section should introduce the research setting and environment. It should include a brief review of pertinent literature and describe the research problem in relation to relevant coastal management issues and the reserve research priorities. This section should identify the primary hypotheses, as well as any additional or component hypotheses which will be addressed by the research project.
        
        
      • Methods. This section should state the method(s) to be used to accomplish the specific research objectives, including a systematic discussion of what, when, where, and how the data are to be collected, analyzed, and reported. Field and laboratory methods should be scientifically valid and reliable and should be accompanied by a statistically sound sampling scheme. Methods chosen should be justified and compared with other methods employed for similar work.

      Techniques should allow the testing of the hypotheses, but should also provide baseline data related to ecological and management questions concerning the reserve environment. Methods should be described concisely and techniques should be reliable enough to allow comparison with those employed at different sites and times by different investigators.

      Analytical methods and statistical tests applied to the data should be documented, thus providing a rationale for choosing one set of methods over alternatives. Quality control measures also should be documented (e.g., statistical confidence levels, standards of reference, performance requirements, internal evaluation criteria). The proposal should indicate, by way of discussion, how data are to be synthesized, interpreted, and integrated into final work products.

      Social science applicants should describe the sampling and/or data collection methods including surveys, evaluation metrics, interviews, participant observation, questionnaires, or other associated instruments.

      • Map.A map clearly showing the study location(s) in reference to the reserve and any other features of interest must be included; a U.S. Geological Survey topographic map, or an equivalent, is suggested for this purpose. Consultation with reserve personnel to identify existing maps detailing reserve boundaries is strongly recommended.
        
        
      • Project Significance. This section should provide a clear discussion of how the proposed research addresses state and national estuarine and coastal resource management issues and how the proposed research effort will enhance or contribute to improving the state of knowledge of estuaries. This section must also discuss the relation of the proposed research to the research focus areas stated in Section Ib.  Applicability of research findings to other reserve and coastal areas should also be mentioned. In addition, if the proposed research is part of a larger research project, the relationship between the two should be described.
        
        
   4. Milestone schedule. This schedule should show, in table form, anticipated dates for completing field work, data collection, data analysis, reporting and other related activities. Use "Month 1, Month 2, etc." rather than "June, July, etc.," in preparing these charts.
      
      
   5. Personnel and Project Management.The proposal must include a description of  how the project will be managed, including the names and pertinent expertise of faculty advisors and other team members. Evidence of ability to successfully complete the proposed research should be supported by reference to similar efforts previously performed.
      
      
   6. Literature Cited.This section should provide complete references for literature, research, and other appropriate published and unpublished documents cited in the text of the proposal.
      
      
4. Proposed budget.
   

   The amount of federal funds requested must be matched by the student's graduate or other eligible institution by at least 30% of the total project cost. For example:

   • One year project: $8,572 match; $20,000 federal funds; total project cost $28,572;
   • Two year project: $17,143 match; $40,000 federal funds; total project cost $57,143;
   • Three year project: $25,715 match; $60,000 federal funds; total project cost $85,715;

   Cash or in-kind contributions directly benefitting the research project may be used to satisfy the matching requirements. Waived overhead costs may also be used as match. Funds from other federal agencies and reserve staff salaries supported by federal funds may not be used as match. Up to 10% of the federal share may be used for overhead or indirect costs. Requirements for the non-federal share are contained in 15 CFR Part 14, Uniform administrative requirements for grants and agreements with institutions of higher education, hospitals, other nonprofit and commercial organizations and 15 CFR Part 24, Uniform administrative requirements for grants and agreements to state and local governments. The Estuarine Reserves Division strongly suggests that the student work with their Office of Sponsored Programs or similar Office of Research at their graduate or other eligible institution to develop their budget.
   The applicant may request funds under any of the following categories as long as the costs are reasonable and necessary to perform the proposed research: personnel, fringe benefits, travel, equipment, supplies, contractual, construction, other, and indirect. The budget should contain itemized costs with appropriate narratives justifying proposed expenditures. Applicants must supply a budget table using the budget categories listed below that breaks out the federal funding and non-federal match into separate columns, side by side, for each year of requested funding. Please see below for further details.

   • Personnel. Salaries requested must be consistent with the institution's regular practices. The submitting organization may request that salary data remain confidential.
   • Fringe Benefits. Fringe benefits (i.e., social security, insurance, retirement) may be treated as direct costs as long as this is consistent with the institution's regular practices.
   • Travel. The type, extent, and estimated cost of travel should be explained and justified in relation to the proposed research; the justification should also identify the person traveling. Travel expenses are limited to round trip travel to field research locations and professional meetings to present the research results and should not exceed 40 percent of the total award.
   • Equipment*. Fellowship funds may be approved for the purchase of equipment only if the following conditions are met: (a) a lease versus purchase analysis has been conducted by the student or the applicant institution for equipment that costs greater than $5000 and the analyses indicate that purchase is the most economical method of procurement; (b) the equipment does not exist at the recipient institution or the reserve site; and, the equipment is essential for the successful completion of the project.  A letter of justification must address each of these criteria. It must also describe the purpose of the equipment and provide a justification for its use. Additionally, it must include a list of equipment to be purchased, leased, or rented by model number and manufacturer, where known. At the termination of the fellowship, disposition of equipment will be determined by the NOAA Property Administrator.
   • Supplies. The budget should indicate, in general terms, the types of expendable materials and supplies required and their estimated costs.
     
     
5. Requests for reserve support services.
   
   On-site reserve personnel sometimes can provide limited logistical support for research projects in the form of manpower, equipment, supplies, etc. If applicable, any request for reserve support services, including any services provided as match, should be approved by the reserve manager or research coordinator prior to application submission and be included as part of the application package in the form of written correspondence. Reserve resources which are supported by federal funds are not eligible to be used as match.
   
   
6. Coordination with other research in progress or proposed. 
   
   The Estuarine Reserves Division encourages collaboration and cost-sharing with other investigators to enhance scientific capabilities and avoid unnecessary duplication of effort. Applications should include a description of how the research will be coordinated with other research projects that are in progress or proposed, if applicable.
   
   
7. Permits.
   
   The applicant must apply for any applicable local, state, or federal permits. A copy of any permit applications and supporting documentation should be attached to the application as appendices. The Estuarine Reserves Division must receive notification of the approval of the permit application before funding can be approved. If not applicable, please note.
   
   
8. Academic resume or a curriculum vitae
   
   Academic resume or a curriculum vitae that includes all graduate and undergraduate institutions (department or area of study, degree, and year of graduation), all publications (including undergraduate and graduate theses), awards or fellowships, and work/research experience.
   
   
9. Unofficial copy of all undergraduate and graduate transcripts
   
   
10. Signed letter of support and recommendation from the student's graduate advisor
    
    Signed letter of support and recommendation from the student's graduate advisor including a) a description of the advisor's contribution (financial and otherwise) to the student's graduate studies, b) an assurance that the student is in good academic standing, and c) and any other recommendations the advisor offers for the applicant.
    
    
11. wo signed letters of recommendation from a source other than the student's graduate advisor(s)
    
    Two signed letters of recommendation from a source other than the student's graduate advisor(s) must be submitted through e-mail (with electronic signature or scanned original) or hard copy to Alison Krepp at 1305 East-West Highway, N/ORM5, SSMC4, Station 10503, Silver Spring, MD, 20910. It is strongly encouraged that a signed electronic or hard copy of these letters also be sent to the  Office of Sponsored Programs or similar Office of Research at your graduate or other eligible institution so that they can be included with the application package when submitted to www.grants.gov.  Confirmation of a letter of recommendation's receipt may be requested by email from the student.

C. Submission Dates and Times

All materials must be submitted through www.Grants.gov no later than 11 :00 pm (EST) November 2, 2009. Proposals will be blocked from submission through this online system after this time.  Please note that grants.gov may take up to two days to confirm receipt of or reject an application so please allow time, ahead of the application due date, for these notifications from grants.gov

D. Intergovernmental Review

Applications under this program are subject to Executive Order 12372, "Intergovernmental Review of Federal Programs." Applicants should contact their State Single Point of Contact (SPOC) to find out about and comply with the State's process under EO12372. The names and addresses of the SPOCs are listed in the Office of Management and Budget's Web site at http://www.whitehouse.gov/omb/grants/spoc.html

E. Funding Restrictions

Requested indirect costs and institutional fees that do not qualify as direct costs under fellowship awards are limited to 10% of the federal amount.

F. Other Submission Requirements

Research projects proposed in response to this announcement must:

1)  address through their master's or doctoral research coastal management issues identified as having local, regional, and/or national significance, described in the "Focus Areas" (Section IB); and

2)  be conducted within one or more designated National Estuarine Research Reserve(s).  A list of National Estuarine Research Reserves can be found at www.nerrs.noaa.gov. 

No more than two fellowships at any one reserve will be funded at any one time.
Applications submitted in response to this announcement are strongly encouraged to be submitted through the www.grants.gov web site no later than November 2, 2009 at 11pm (EST). Electronic access to the full funding announcement for this program is available via the www.grants.gov web site. The announcement will also be available by contacting Alison Krepp with the Estuarine Reserves Division at Alison.Krepp@noaa.gov or 301-713-3155 x 105. If necessary, paper applications (a signed original and two copies) should be submitted to the Estuarine Reserves Division at the following address postmarked by November 2, 2009:

Attn: Alison Krepp, NOAA/Estuarine Reserves Division, 1305 East West Highway, Room 10503, Silver Spring, Maryland 20910.

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For more information contact Alison Krepp.