BASIC INSTRUCTIONS

Utilizing ARK, the Astrophysics Research Knowledgebase, a service of NASA's High Energy Astrophysics Science Archive Research Center, RPS provides a facility for filling out the XMM-Newton Stage 2 (budget) proposal forms.

In order to access the XMM-Newton Budget RPS web form, you must first create an ARK account and/or join the XMMBUDGET group.

If you already have an ARK account, login first and select "Join Group" from the menu next to "XMM-Newton Budget RPS (XMMBUDGET)" and then click on the Submit Changes button.

If you do not already have an ARK account, enter your e-mail address in the input field provided and click on the checkbox next to "XMM-Newton Budget RPS (XMMBUDGET)" and then click on the Join ARK button. Check your e-mail and click on the activation code found therein. Fill out the ARK registration form and submit.

Next, proceed to the XMM-Newton Budget RPS web form and fill out the form. Refer to the form-specific instructions below if necessary. After you have filled out the form, click the Verify button to make sure you have entered the form information correctly. If the form does not validate, ARK/RPS will identify the reason(s) for non-verification, which you will need to correct.

Once the form verifies successfully, click on the PDF button to generate the PDF you will need for submission.

We also strongly recommend that you download an ASCII file containing the form data by clicking on the Save button. Form data can be uploaded to the form by using the Reload button. Note that the file format is the same as the format of the files generated by the Save button. The Save and Reload mechanisms will allow you to edit your filled-in budget forms later without starting over in case you decide you need to change something.

Additional information on how to use RPS and the answers to some frequently asked questions can be found on the RPS Quick Help page.

Short descriptions of the forms and fields are below. The fields are listed in the same order as found on the web page. The labels for the fields in the web form will link to the appropriate field description below.

FORM/FIELD-SPECIFIC INSTRUCTIONS

Cover Page

This section contains fields for the proposal number, title, abstract, and your personal details (name, address, telephone number, etc.).

Proposal Number

The number that was assigned to this XMM-Newton proposal after it was submitted in Stage 1. Required.

Type of Submission

Specify whether the submission is a "Proposal Budget" or a "Budget Revision". During the Stage 2 submission period, you should select "Proposal Budget". If your budget was approved for funding following the Stage 2 deadline and you need to revise your budget, then specify "Budget Revision".

Proposal Title

The title of the proposal. Up to 120 characters are allowed. Required.

Abstract

800 characters maximum. Abstracts exceeding this limit will cause an error and must be shortened. Required.

Principal Investigator Title

Your title (Dr., Ms., Mr., Prof.). The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

First Name

Your first name. Up to 17 characters are allowed. Required. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

Middle Name or Initial

If you like, you may add your middle name or initial(s). Optional. Up to 12 characters are allowed. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

Last Name

Your last name (surname). Up to 27 characters are allowed. Required. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

Department

The name of your department at your institution. Up to 60 characters are allowed. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

Institution

The name of your institution, up to 60 characters. The signature on the 'general' page should be that of an administrator in the institution. Required. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

Street

The first line of your institution's address, e.g., the street name, any number within it, etc. Up to 60 characters. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

City

Your city or town. Up to 32 characters. Required. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

State

The name of the state in which your institution is located. Please use USPS-standard, two-letter abbreviations. Required. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

Zip Code

The ZIP code of your institution. Must be 5 digits. Required. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

Telephone Number

Your telephone number, plus any extension. 24 characters allowed. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

Fax Number

Your fax number, if available. 24 characters allowed. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.

E-mail Address

Your e-mail address. Up to 60 characters. Required. An e-mail receipt will be sent to this address within 24 hours of the electronic submission of your proposal, if the e-mail receipt option is checked in your ARK user profile. The value for this field comes from your ARK user profile. If it is incorrect, update your ARK user profile prior to proposal submission.


General Form

This section contains fields for details about your collaborators, if any, as well as such information as the Congressional district and Zip+4 extension of your institution. Up to 10 Co-Investigators are allowed. The printed form must be signed by both the Proposer and an administrator of his/her institution.

Zip+4 Extension

Your institution's Zip+4 extension. This is the last 4 digits of your institution's (9-digit) Zip+4 code. Make sure the Zip+4 extension agrees with the 5-digit Zip code from your ARK user profile. Required. Refer to http://www.usps.com/zip4/ to determine your Zip+4 extension.

Congressional District

You can go to http://www.house.gov/writerep/ to determine your institution's Congressional district. For example, Massachusetts's 8th district should be written as MA 8th. Required.

Institution CAGE Code

The CAGE Code is a code that identifies companies or institutions doing or wishing to do business with the Federal Government. The CAGE Code should be obtained from your institutional grants officer. Required.

Co-Investigator First Name

The first name of each Co-Investigator. Up to 20 characters.

Co-Investigator Last Name

The last name of each Co-Investigator. Up to 20 characters.

Co-Investigator Institution

The institution for each Co-Investigator. Up to 60 characters.

Co-Investigator Country

The country for each Co-Investigator. If a country is not listed, please contact us at the RPS Help Desk and request that it be added to the list.

Administrator Name

Name of the administrator who will sign the form on behalf of the institution of the U.S. PI (or lead U.S. Co-I on a foreign PI's Stage 1 proposal). Up to 32 characters. Required.

Administrative Authority

Post or title of the administrator. 60 characters. Required.

Administrative Institution

Institution of the administrator. 60 characters. Required. This should be the same institution specified in your Cover Page form.


Budget Form

This section contains the monetary details of the proposed budget.

Senior Researcher: FTE & Salary and Fringe Benefits

The full-time equivalent (FTE) of the senior researcher(s) working under the grant is a required field. FTE is a measurement equal to one staff person working a full-time work schedule for one year. The salary and fringe benefits are the dollar amounts for one full year (1 FTE). In order to include labor at this level, both the FTE and salary values must be greater than zero. Thus, the direct labor cost for the senior researcher(s) is the FTE multiplied by the sum of the specified salary and fringe benefits amounts.

Junior Researcher: FTE & Salary and Fringe Benefits

The full-time equivalent (FTE) of the junior researcher(s) working under the grant is a required field. FTE is a measurement equal to one staff person working a full-time work schedule for one year. The salary and fringe benefits are the dollar amounts for one full year (1 FTE). In order to include labor at this level, both the FTE and salary values must be greater than zero. Thus, the direct labor cost for the junior researcher(s) is the FTE multiplied by the sum of the specified salary and fringe benefits amounts.

Graduate Student: FTE & Salary and Fringe Benefits

The full-time equivalent (FTE) of the grad student(s) working under the grant is a required field. FTE is a measurement equal to one staff person working a full-time work schedule for one year. The salary and fringe benefits are the dollar amounts for one full year (1 FTE). In order to include labor at this level, both the FTE and salary values must be greater than zero.The FTE and salary values must be greater than zero. Thus, the direct labor cost for the grad student(s) is the FTE multiplied by the sum of the specified salary and fringe benefits amounts.

Administrative Staff: FTE & Salary and Fringe Benefits

The full-time equivalent (FTE) of the administrative staff working under the grant is a required field. FTE is a measurement equal to one staff person working a full-time work schedule for one year. The salary and fringe benefits are the dollar amounts for one full year (1 FTE). In order to include labor at this level, both the FTE and salary values must be greater than zero. Thus, the direct labor cost for the administrative staff is the FTE multiplied by the sum of the specified salary and fringe benefits amounts.

Total Direct Cost of Equipment

Any equipment costs associated with the grant, in dollars. Required.

Total Direct Cost of Travel

Any travel costs associated with the grant, in dollars. Required.

Total Direct Cost of Publication Charges

Any publication charges associated with the grant, in dollars. Required.

Total Direct Cost of Supplies

Any supplies costs associated with the grant, in dollars. Required.

Total Direct Cost of Other Type

If there is some other type of direct cost associated with the grant, describe it in the space provided (up to 40 characters) and specify the amount in dollars. Up to three such costs may be specified.

Other Applicable Costs

If there is some type of applicable cost associated with the grant, describe it in the space provided (up to 40 characters) and specify the amount in dollars.

Graduate Student Tuition Remission

If the grant supports the tuition for a graduate student working under the grant, specify the amount of tuition remission in dollars. Required.

Total Facilities and Administrative Costs Including Overheads

Specify the total facilities and administrative costs, including all overheads, for the grant in dollars. Required.

Indirect Rate Percentage

Specify the percentage overhead that your institution charges for indirect costs. Required.

Performance Period Start Date

If you desire a start date for the performance period different from the default value, the PR release date, check the box provided and specify the date when you want the grant funding to start. The default is the release of the PR, which is the earliest possible start date. If you want the grant to start later in the Fiscal Year (1 October - 30 September), you may specify a different start date. For example, the budget proposal for AO-13 takes place in the summer of 2014. FY15 funds will used for AO-13 grants which means that grant periods cannot start before 1 October 2014 (and in practice may start a few months later). If you want the grant to start 1 April 2015, you should enter that date. (For AO-13, the start date can be no later than 30 September 2015.) If the PR release date is after the requested start of the performance period, the performance period start date will default to the PR release date.