If you plan to submit a new HEP proposal in direct support of research, you are strongly encouraged to submit it to HEP’s Comparative Review FOA. T he FY2013 Comparative Review FOA (now closed) may be found here. If your proposal seeks funding in support of such activities as conferences and experimental operations, then submit your proposal to the Office of Science Annual Solicitation. The guidelines that follow apply to the Annual SolicitationGeneral Information:
These guidelines are in addition to, not in lieu of, the official DOE proposal requirements which can be found at
Twelve point type or larger should be used everywhere except for footnotes and DOE forms. Also, margins should be at least 2.5 cm.
There are three types of applications for new or additional funds which MUST be submitted through grants.gov:
- new proposals for funding new faculty or projects,
- renewal proposals to renew existing grants for typically several years
- supplemental proposals for additional funds for existing grants.
Beginning in fiscal Year 2012, DOE Office of Science will publish only one Annual Solicitation. That solicitation should be used for new, renewal, and supplemental proposals. All proposals for conferences must be submitted as a standalone proposal in response to the Annual Solicitation as new proposals. See conference guidelines here.
Revised Budget and Revised Budget Justification:
Often a Principle Investigator (PI) is asked to submit a revised budget and a revised budget explanation after a new or renewal application has been approved for an award. Click on the following links to access instructions, the revised budget form, and the budget justification form. These are fillable *.pdf forms:
Revised Budget Instructions (84KB)
Revised Budget Form (147KB)
Budget Explanation (92KB)
When submitting these documents, one of two scenarios applies:
- If the proposal consists of a research thrust in a single research area, such as Accelerator Science or HEP Theory, then complete and submit the revised budget and budget explanation forms. A revised budget should be submitted for each year of the grant, along with a cumulative budget for the entire grant. The budget explanation should address the cumulative budget as an explanation is not required for each year.
- If the proposal spans more than one research thrust in more than one research area, for example HEP Theory and accelerator-based experimental research, then DO NOT submit separate budgets for each task as was done in the initial application. Rather, submit a summary budget for each year of the grant, along with a cumulative budget for the entire span of the grant. The PI, at his discretion or at the request of the Program Manager, may append revised budget forms with each task broken out. Don't forget to submit the cumulative budget explanation as well.
Annual Solicitation New and Renewal Applications:
The following list of items must be included in the new or renewal application package submitted in response to the Office of Science Annual Solicitation. Note that a renewal application must be received by DOE no later than six (6) months before the scheduled expiration of the project period. Renewal applications which arrive late may result in termination of the existing grant, unless the university explicitly requests a "no-fund extension" to extend the grant period without any additional funding. All but Item 3 should be submitted as separate .pdf files in the grants.gov application.
1. Title page: Give the project title, the principal investigator/project director's name and e-mail address, the duration of the proposal, and, for renewals, the DOE award number.
2. Abstract: One page or less describing the supported work (renewals only) and the work to be supported in language appropriate for a non-specialist in high energy physics.
3. Budget pages: Use the budget forms in grants.gov .
(a) Renewals: Provide a budget page for each year of the grant (use a separate page for each physics research area supported by the grant [energy frontier, intensity frontier, cosmic frontier, theory, accelerator science, detector R&D, and computational HEP], a budget page for the totals of the yearly budgets for each research area supported by the grant, and a budget page for the grant total of the multiyear proposal. Note that unless university tasks are aligned with the physics research areas supported by the grant, the task organization at a particular university will be irrelevant in the organization of the budget pages. Each yearly budget page for each physics research area needs to have budget explanation pages for it. If there are several experiments associated with a given physics research area, then the budget explanation pages need to show the breakdown of funding for each experiment. (For example, if a given university is working on CDF and CMS, the budget explanation pages need to show the breakdown for each activity and this breakdown needs to be consistent with the personnel assignments in the Personnel Distribution forms described in item 8 below.)
In order to help reviewers understand funding trends in renewals, current year actual budgets for each research area supported by the grant should be included in an Appendix to the proposal.
(b)New grants: Provide a budget page for each year of the proposed project with budget explanation pages for each year and a single budget page for the total amount of the proposal.
4. Table of contents: Number the pages of the proposal sequentially starting with the Project Description described below.
5. Project description: Detailed description of the proposed project: For applications submitted in response to the Annual Solicitation, the Project Description section is limited to 9 pages per senior investigator (typically a faculty PI). For example, a grant with 5 PIs has an upper limit of 50 pages for this part of the proposal. References can be listed in footnotes. Additional supporting material (i.e. CVs, publication lists, etc.) can be put on web pages with a URL reference in the proposal. For renewals, this description should list specific past accomplishments whereas both renewals and new proposals should give future milestones for the proposed research. Proposals which exceed the page limit will NOT be reviewed and therefore won't be considered for funding.
6. Current and Pending Support: State all current and pending support from other federal sources.
7. Unexpended Funds (applies only for renewals): Provide an estimate of the anticipated unexpended funds that will remain at the end of the current project period. Briefly describe the proposed use of these funds and state whether they have been included in the first budget year covered in the renewal proposal.
8. Personnel Distribution Tables: Fill out the personnel distribution form (31KB), for the first year of the new or renewal proposal. For renewals, note which personnel are being included for the first time. Give estimated graduation dates for students and termination dates for postdocs where applicable. Use a separate table for each physics research area supported by the grant.
9. Biographical Sketches and Publications: Provide detailed information about the background and experience of the senior investigator(s) including references to publications, reports, and conference presentations for the past five years (new only) or past three years (renewals only). Provide appropriate URL addresses, if available. Do NOT include copies of the papers. FOR SECURITY REASONS DO NOT INCLUDE THE FOLLOWING PERSONAL INFORMATION SINCE THESE PROPOSALS WILL BE DISTRIBUTED TO REVIEWERS OUTSIDE THE OFFICE: SOCIAL SECURITY NUMBERS, PASSPORT NUMBERS, CREDIT CARD NUMBERS, DATE AND PLACE OF BIRTH, OR EDUCATIONAL TRANSCRIPTS.
In addition to the grants.gov application, please email a Personnel Distribution Table in MICROSOFT WORD format directly to your program monitor.
Annual Solicitation Supplemental Applications:
Submit through grants.gov. Fill out a single year's budget page for each physics research area for which supplemental funding is requested. Provide a .pdf file attachment with brief explanation of how the funding will be used to achieve specific project goals. In addition, email your project monitor an updated Personnel Distribution Table in MICROSOFT WORD format showing the new personnel distribution resulting from the supplemental funding if applicable.