PI-101 provides a resource where you can get input on various items such as project management, working with your evaluator, submitting reports, effective dissemination practices, collaboration opportunities and following NSF guidelines

NSF assumes you have accepted the award, so no formal or additional process is required.

An email will be sent to your college president informing them of the award. Many program officers also notify the Principal Investigator (PI). The Coffee Break in the resource library explains the different status messages you might see on Research.gov: Proposal Status Messages.

You won’t receive a check directly. Instead, your college will be reimbursed after expenses are incurred. Detailed steps for drawing down funds are available in the M-C resource library. You can access the information here: Steps to Draw Down NSF Funding.

If your project funds personnel, you must track and document the time spent on grant activities. NSF requires this for auditing purposes. Many colleges have their own forms for this, but if not, you can find sample Time and Effort tracking forms in the Mentor-Connect library.

When I was moving funds in my first grant, I asked the program officer and received the following: “You have full authority to use funds to best meet the goals and objectives of the project. The only time a request needs to be submitted is if funds would be moved OUT of Participant Support.”   This is still true, so there is no need to ask permission or notify your program officer.

ATE projects are funded for the full project period, as outlined in the original award letter. You will not receive a new award letter to begin using Year 2 funds. You may proceed with spending your Year 2 budget as planned.

In addition, any unspent funds from Year 1 will automatically carry over and remain available for use. Unlike some state-funded programs, ATE grants allow for carryover of unexpended funds from year to year without requiring a formal request.

Build a strong, collaborative relationship early on. Clear communication and regular engagement are key. Here are some best practices:

• Involve your evaluator from the start: Discuss the purpose, scope, methods, and deliverables of the evaluation early.

• Clarify roles and responsibilities: Define who’s responsible for data collection, analysis, and reporting.

• Stay in touch: Schedule regular check-ins to share progress, ask questions, and exchange feedback.

• Be responsive: Provide timely access to project data and respond to requests or suggestions.

• Keep them updated: Share any project changes that might impact the evaluation plan.

Start with your current NSF proposal — it likely includes great ideas for dissemination. As you carry out your plan, consider these additional strategies:

• Create a project website or microsite

• Present at NSF ATE PI conferences

• Host workshops for students, faculty, and employers

• Submit abstracts to HI-TEC or local workforce meetings

• Publish in peer-reviewed journals such as JATE

Need help building a site? Check out this short Coffee Break webinar from Mentor-Connect on creating a microsite with M-C Coffee Break - Microsites.

It’s important to inform all relevant stakeholders about the award, including college personnel, advisory committee members, your evaluator, and the public. Be sure to follow your college’s procedures (e.g., Public Relations Department) for public notifications. A sample press release template is available in the Mentor-Connect library: Sample Award Press Release Template.

You will get a reminder 90 days before the end of your current budget period — both the PI and AOR will receive this notice, with follow-up reminders every 30 days. While the report isn't overdue until the budget period ends, it's recommended to submit it 30–40 days before that date.

For help with timing and submission, check out the Mentor-Connect Resource Library for a webinar and quick reference guide:

📺 Webinar: 2025 Preparing NSF ATE Annual and Project Outcomes Reports

Mentor Connect - Quick Reference Guide: 2025 NSF Annual and Project Outcomes Reports

Your annual report should summarize project activities, accomplishments, challenges, and progress toward your goals. Be sure to include updates on evaluation findings, student impact, dissemination efforts, and any changes to your project plan.

Required:

• A copy of your External Evaluator’s report

Optional supporting documents may include:

• Data tables or charts

• Publications or presentations

• Outreach or dissemination materials

• Revised project plans or timelines