THE PROPOSAL- TO- AWARD PROCESS by knowledgegod

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									                    THE PROPOSAL-TO-AWARD PROCESS
I.   General Observer Program Awards:

        Chandra Call for Proposals (CfP) is released in December.

        Science community prepares Stage 1 science proposals due by mid-March.

        In June, Peer Review Committee reviews Stage 1 science proposals in accordance with
         the evaluation criteria contained in the CfP and prepares a list of recommended winners
         based on the scores given to each proposal.

        In early July, the Selecting Official (Chandra X-ray Center Director) notifies, in writing,
         all Principal Investigators (PI) who submitted a Stage 1 proposal of the results of the
         review.

        Simultaneously, all US-based investigators with an approved project are invited to submit
         a Stage 2 cost proposal by late August for the funding that they estimate will be required
         to carry out the investigation. At this time PIs are provided with a "fair-share" estimate
         of funding that gives guidance on the funding level each PI should expect to receive.
         ("Fair shares" are calculated using a number of factors including observation time and
         level of difficulty.)

        In September, a subset of the Stage 1 Peer Review Committee assesses all cost proposals.
         The Stage 2 Reviewers will take into account a number of factors in determining the
         appropriate level of funding for each investigation. The criteria will be: the total cost of
         the investigation, including cost realism and reasonableness, in the context of the
         anticipated level-of-effort required to carry out the investigation successfully; the total
         proposed cost in relation to available funds; the relative ranking of the proposal (as
         indicated by its grade relative to a perfect score of 5.0); the possible presence of other
         proposals from the same investigator(s) for which funding has been requested under this
         CfP; and other sources of support relevant to this request.

        In October, based on the Peer Review Committee's recommendations, the Selecting
         Official will notify each PI in writing of the approved award dollar amount.

        If the difference between the proposed funding and the approved funding is more than
         20%, then a revised cost proposal must be submitted by the PI. New budgets are not
         required when the approved funding is within twenty percent (20 percent) of the
         proposed amount; however, if Co-Investigators will be funded, the PI must submit in
         writing a breakdown of how the funding is to be split among all investigators to be
         funded.

        The new cycle of observations typically begins in the November-December timeframe of
         each year.

        Once the initial observation has been successfully completed and the data has been
         distributed to the PI, the Grant Award will be issued by the SAO Subawards Section. In
         most cases, this occurs soon after the data has been distributed; however, in cases where a
         project consists of multiple targets or is broken into multiple observations, the Grant
       Award will be issued following the delivery of the first data set. This process can take up
       to 4 weeks from the time the initial observation is made to the issuance of the Grant
       Award. (Chandra targets and observation-scheduling information can be found at:
       http://cxc.harvard.edu/target_lists/index.html).


II. Education/Public Outreach Awards:

      CfP invites those US-based proposers whose Stage 1 science proposals have been
       recommended for an award to submit proposals for Education and Public Outreach
       (E/PO) funding. An E/PO proposal consists of both the proposed E/PO activity and the
       associated cost proposal. Information for the submission of E/PO proposals is released
       on the Chandra web site http://cxc.harvard.edu in early July. This will include
       instructions and guidelines for preparing the E/PO proposals and the criteria for their
       evaluation as well as links to the relevant OSS Education sites and documents. See
       Chapter 8 of the CfP for additional information related to the E/PO process. The deadline
       for submitting an E/PO proposal will be in mid-September.

      The cost cap on E/PO proposals by an individual investigator is $15K per year. The
       "Institutional Proposal" option allows several Chandra researchers located at the same
       institution to collectively carry out a more ambitious, expansive E/PO program with a
       cost cap of $15K per year per researcher, up to $50K for more than three collaborators.

      In October, the E/PO proposals (which consist of the proposed E/PO activity and
       associated costs) undergo a separate peer review by an appropriately qualified panel in
       accordance with the evaluation criteria contained in the CfP. A list of recommended
       proposals and their associated funding levels is forwarded to the Selecting Official
       (Chandra X-ray Center Director).

      After the completion of the peer review, the Selecting Official notifies, in writing, all
       investigators who submitted E/PO proposals of the peer review results. The substance of
       reviews is conveyed to the proposers in a summary report attached to the notification.

      The E/PO Grant Award is issued at the beginning of the cycle (November-December) so
       that the E/PO program can be implemented in a timely manner. For awards where there
       is a successful Stage 2 cost proposal, E/PO funds are added to and issued under the same
       Grant Award which resulted from the Stage 2 cost proposal review. The science portion
       of the Grant Award will be added via an amendment to the Grant Award after the data
       from the initial observation has been distributed to the PI.

      The period-of-performance for E/PO Awards associated with a research award is
       restricted to not exceed that of its parent research award. The period-of-performance for
       E/PO Awards not associated with a research award will be one year.

								
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