Frequently Asked Questions

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.

Acknowledgement

Materials developed with support from the National Science Foundation (NSF) should acknowledge the NSF award using the following language: “This material is based upon work supported by the National Science Foundation under Award No. [NSF award number].”

Disclaimer

For publications and web materials based on or developed under an NSF award the following disclaimer should also be included: “Any opinions, findings and conclusions or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.”

HINT: If in doubt, include both the acknowledgement and disclaimer.

Examples of Materials

• Publications: Research papers, journal articles, books, and conference papers
• Digital & Web Content: Webpages, websites, and online media outlets
• PowerPoint & Slide Presentations: Any slides used to present or communicate project results
• Posters: Research posters and other visual presentation materials
• Flyers & Handouts: Flyers, handouts, brochures, and other materials distributed to the public
• Data & Educational Products: Datasets, curricula, and educational materials
• Media & Interviews: Radio, television, news magazines, podcasts, and digital interviews related to the project. These require verbal/oral acknowledgment as appropriate
• Public Presentations & Outreach: Whenever project slides, PowerPoint presentations, flyers, handouts, posters, or other project materials are presented or distributed—regardless of where the presentation or distribution takes place

Remember that NSF awards are an investment of federal taxpayer dollars. Acknowledging the NSF and the specific award number is therefore more than a formality—it is part of being accountable to the American public for the use of federal funds and helping the public understand how those funds support research, education, and innovation.

For the most current requirements, please refer to the NSF Proposal & Award Policies & Procedures Guide (PAPPG) and https://www.nsf.gov/policies/brand.

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: 2026 NSF ATE Annual Reports: Beyond the Boxes

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

Yes. NSF policies generally do not restrict the amount of unspent funding that may be carried over between project years. However, it is important to manage your budget carefully and ensure that funds are being used to support project activities as planned.

Not necessarily. NSF does not require awardees to follow the exact compensation structure included in the original proposal. Compensation should reflect actual time and effort devoted to the project, comply with institutional policies, and must not be used to arbitrarily increase an individual’s Institutional Base Salary.

NSF requires awardees to notify the agency of any significant changes, delays, or other events of unusual interest that could affect the project. This includes delays resulting from issues such as postponed project activities or delayed payment of project-related expenses.

It is generally best to avoid carrying a large balance of unexpended funds. Any remaining balance at the end of the award will be retained by NSF. While no-cost extensions are available when additional time is needed to complete project objectives, they cannot be justified solely because unspent funds remain.

Yes. The ATE program provides specific guidance regarding faculty compensation that differs from some other NSF programs. For more information, see the Mentor-Connect 2026 webinar on budgeting direct personnel costs.

Yes. The ATE program expects institutions to have a documented policy or established procedure governing faculty compensation for grant-funded activities. This policy should apply institution-wide to grant-funded work and should not be developed solely for ATE projects.