Appendices

Supplements to Existing NAI Cooperative Agreements

GENERAL INFORMATION

This process applies to requests for supplemental funds to the existing 13 NAI Cooperative Agreements funded by the NASA Ames Grants Office. The NASA centers will typically receive supplements through the sub-authorization process.

The process is the same regardless of the NAI Funding Program supporting the activity (e.g., the ISF, Focus Groups, or NRS). It applies to requests both from the Lead Team Institutions and all institutions which are sub-contracts to the Lead Team Institutions, although the funds must go through the Lead Team Institution. Note that NAI funding can also occur through other mechanisms, such as through a contractor or, very rarely, a new grant.

KEY POINTS TO REMEMBER

Contact NAI Central first, before preparing anything and before contacting the Ames Grants Office, to discuss what mechanism will be used for funding; and therefore what you need to prepare and submit. If it is decided that the funds will be provided as a supplement to an existing Cooperative Agreement, then the following process is applicable. The process may require only the following, or may it may need additional material; e.g., a proposal for research requesting substantial support will likely require a more detailed proposal application. The final request letter and budget MUST come from the Grants/Business Office of one of the 12 Lead Team Institutions. Requests originating from Team Members located at institutions other than the Lead Institution must be channeled through the Lead Institution's grants office.

WHAT NEEDS TO BE PREPARED

A short cover letter (typically less than one page) describing the purpose of the proposed activity or need. Conclude the text with the following statement, ìThis request was not included in the original proposal but is within the scope of the original agreement.î

A budget sheet listing costs, including overhead, if applicable. If overhead is waived by your institution that must be stated. See following example request letter and budget .

NOTE: NASA will not provide funds for the following: food and beverages, entertainment, research funding directly to Non-U.S. institutions, contingency, a large ìMiscellaneousî category, travel or services for NASA civil servants. Please do not include any of these in your text or budget.

SUBMISSION OF REQUESTS

Your proposal (i.e., request letter and budget) is to be submitted to Dr. Carl Pilcher, NAI Director, for initial review and consideration by the NAI. E-mail is fine <cpilcher@mail.arc.nasa.gov>.

If approved by the NAI, the same proposal in the same simple format (letter and budget) is to be submitted to the NASA Ames Grants Office by the Grants or Finance Office of the Lead Institution associated with this research. An e-mail submission is often acceptable by the NASA Ames Grants Office to initiate the process followed by hard-copy. Attention: Beatrice Morales <bmorales@mail.arc.nasa.gov>, cc: to Barrie Caldwell <bacaldwell@mail.arc.nasa.gov>, Carl Pilcher <cpilcher@mail.arc.nasa.gov> Ed Goolish <egoolish@mail.arc.nasa.gov>, and John Evans <jcevans@mail.arc.nasa.gov>.

*** Example Request Letter ***

Ms. Beatrice Morales
Grant Officer
NASA Ames Research Center
Mail Stop: N-241-1
Room: 218
Moffett Field, CA 94035-1000

Dear Ms. Morales

The University of Blaine asks that you consider a funding supplement of $9,600, to our existing Cooperative Agreement (include number; e.g., NCC2-RRRR), to provide travel assistance to the 4th Annual Conference on Extreme Environments, which will take place

from March 14, to March 18, 2003 in Huntington, Nevada. This activity is being supported through the NAI Conference and Workshop Fund. Our goal is to encourage graduate students to attend the conference, present posters, and meet other scientists in the field of astrobiology. Our intent is to provide a travel and registration subsidy for students. The request is for $400 per student to defray conference attendance costs and encourage this learning experience for future astrobiologists. This request was not included in the original proposal but is within the scope of the original agreement.

Sincerely,

John Crane
University of Blaine
Office of Sponsored Programs

(to originate from and be signed by the Grants/Finance Office of the appropriate Lead Institution) Budget; Travel and registration subsidy; 20 students @$400 per student $8,000; Overhead (20% off site) $1,600; Total Request $9,600.