Proposal preparation and submission

Proposal preparation instructions

Important dates
  • January 26, 2018: Idea Acceleration Workshop — 10:00 a.m.–noon, NCSA lobby
    This speed match-making event will help potential fellowship applicants find NCSA staff and other researchers with whom to collaborate and build successful proposals. Potential applicants are invited to submit a single slide to Assistant Director of Research, Amanda Lombardo, prior to January 26. These slides will be used at the Idea Acceleration Workshop, made available on the NCSA Fellows wiki, and distributed to NCSA staff until the submission deadline, on February 18. Slides ideally should contain a photo, contact information, your project idea (as much as you are comfortable sharing), and what skills/interests/resources you are interested in finding from NCSA.
  • February 18, 2018: Deadline to submit a proposal to the NCSA Faculty Fellows program
  • April 2018: Target date for announcing decisions
Full proposal required documents

For more detailed instruction for the following sections, please refer to the Review Criteria.

  • A) Abstract — 1/2 page
  • B) Project Description — 4 pages
    • B.1) Project Significance
    • B.2) Investigators
    • B.3) Innovation
    • B.4) Approach
    • B.5) Environment
  • C) References Cited (avoid using et.al.)
  • D) Bios for each PI/co-PI — 2 pages
  • E) Budget and Budget Justification
  • F) Letter(s) of Commitment — 1 page

Letters of Commitment

Short Letters of Commitment must be included for all co-PIs and NCSA staff collaborating in fellowship proposals (see Letter of Commitment template [Word]). The Letters of Commitment should confirm individual's anticipated involvement in the project, confirmation that their plans have been discussed with their supervisor, and specify the source of funding for their involvement, including, where appropriate, a request for support from the NCSA Director's Office.

Budgetary guidance

Fellowships can include up to $25,000 in support over 12 months (starting July 1, 2018). Support for NCSA staff to take part in fellowship projects can come from existing project, grant funds, or can be requested as part of the proposal from the NCSA Director's Office. If funds are requested from the Director's Office, the staff member should include the request as part of his/her Letter of Commitment. Keep in mind that requests of up to one month effort are the most likely to be supported, and should discuss their plans with their supervisor. Project budgets do not need to include benefits, tuition remission, or overheads. NCSA staff are encouraged to talk with the Assistant Director of Research, Amanda Lombardo, for more information, or to discuss their potential involvement in fellowship projects.

Fellowship funds can be used for the following purposes:

  • Research assistant support (GRA, postdoc, etc.)
  • Travel support-maximum of $1,500 for conference travel or travel to other sites
  • Faculty summer salary
  • Workshops (hosted at NCSA)

Proposal submission via EasyChair instructions

NCSA Fellowship proposals should be submitted via EasyChair. Proposals for 2018-2019 are due Feb. 18, 2018 by 11:59 p.m. Decisions on funding are anticipated in April 2018. If you do not have an EasyChair account, see the instructions for creating an account. Read the "Overview" information, and then click on "New Submission."

  • Fill in all the required information indicated by (*)
  • Fill in the information on the author(s)
  • Fill in the title in plain text
  • Fill in the abstract in plain text
  • Fill in at least three keywords for searching, if desired

Upload a PDF of your proposal or click the "Abstract Only" box under "Upload Paper." When you have completed the form, press "Submit" only ONCE. It will take time to upload the submission. Questions or more information can be directed to, Assistant Director of Research, Amanda Lombardo.