NSF Grant Proposals: Getting Through the Process with Templates and Guidance

What Makes NSF Proposals Different

NSF has specific requirements that differ from other funders:

• One-page Project Summary with three sections: Overview, Intellectual Merit, and Broader Impacts
• Project Description limited to 15 pages that must address both merit review criteria
• Separate two-page Data Management Plan describing how you'll share research data
• Biographical sketches in NSF's own format (different from NIH)
• Facilities, Equipment & Other Resources document
• Different directorates (BIO, CISE, ENG, GEO, MPS, SBE, EDU) with specific priorities

The Two Review Criteria That Matter

Every NSF proposal gets evaluated on two things: Intellectual Merit:

• How important is the proposed research?
• Is the approach well-designed and likely to work?
• Are you and your team qualified to do this work?
• Do you have the resources and facilities needed?

Broader Impacts

This is where many researchers struggle. NSF wants to know:

• How will this benefit society beyond the research itself?
• Are you involving underrepresented groups in STEM?
• Will this improve STEM education or scientific literacy?
• How will you share results beyond academic publications?
• What partnerships or collaborations support these goals?

How GrantCopilot Helps with NSF Proposals

Here's what you get for each required section:

Project Summary Templates

The one-page Project Summary has to fit a lot into limited space. GrantCopilot provides:

• Three-section template: Overview, Intellectual Merit, Broader Impacts
• Word count guidance to help you stay within the one-page limit
• Examples of language that addresses both review criteria clearly
• Guidance on what to emphasize for different NSF directorates

Project Description Structure

Your 15-page Project Description needs careful organization. GrantCopilot helps with: For Intellectual Merit:

• Templates for presenting research questions and hypotheses
• Structure for background and significance sections
• Framework for describing methodology and approach
• Guidance on citing preliminary results effectively
• Timeline templates showing project feasibility

Broader Impacts Planning

Rather than treating Broader Impacts as an afterthought, GrantCopilot helps you build a real plan:

• Templates for education and outreach activities
• Examples of undergraduate research involvement
• Framework for K-12 partnerships or public engagement
• Guidance on diversity and inclusion initiatives
• Structure for explaining dissemination beyond publications
• Ways to connect impacts to your specific research field

Data Management Plans

NSF requires a two-page Data Management Plan. GrantCopilot provides:

• Template covering required elements: data types, standards, access, and preservation
• Examples of repository selection appropriate to your field
• Guidance on addressing confidentiality or IP restrictions
• Format for describing metadata and documentation
• Timeline for data sharing aligned with publications

Biographical Sketches

NSF biosketches use their own format. GrantCopilot includes:

• NSF biosketch template with Professional Preparation, Appointments, and Products
• Guidance on the 10 most closely related publications
• Structure for synergistic activities showing broader contributions
• Format for collaborators and affiliations list

Budget Justification Templates

NSF budgets need clear justification. GrantCopilot provides templates for:

• Personnel justification templates showing how each person contributes
• Equipment justification tied to specific project activities
• Travel justification for conferences, fieldwork, or collaborations
• Participant support cost documentation for education/outreach activities
• Indirect cost explanation guidance

Facilities, Equipment & Other Resources

This document shows you have what you need to succeed. GrantCopilot provides:

• Template for describing laboratory space and equipment
• Format for computational resources and software
• Structure for field sites or specialized facilities
• Guidance on describing collaborative resources

Special NSF Programs

GrantCopilot includes guidance for specific NSF opportunities: CAREER Awards:

• Templates integrating research and education plans
• Structure for describing career development
• Format for showing institutional support
• Five-year plan organization

Collaborative Proposals

For multi-institution projects:

• Templates for coordinating lead and subaward proposals
• Guidance on budget distribution and justification
• Structure for describing collaboration management
• Format for letters of collaboration

Common NSF Proposal Mistakes

Here's what often trips people up:

• Treating Broader Impacts as an afterthought instead of a real plan
• Writing the Project Summary too technically—it needs to be accessible
• Missing the specific priorities of your target directorate or program
• Forgetting to explicitly address both review criteria throughout
• Not connecting methodology to timeline realistically
• Overlooking required supplementary documents until the last minute
• Using NIH or other funder formats instead of NSF-specific templates

Tips for Stronger NSF Proposals

Based on what works:

• Read your program solicitation carefully—requirements vary
• Contact program officers before submitting to check alignment
• Make Broader Impacts specific and measurable, not vague statements
• Use clear subheadings in your Project Description to guide reviewers
• Get feedback from colleagues who've succeeded with NSF
• Start early—NSF proposals take time to do well
• Check formatting requirements in the Proposal & Award Policies & Procedures Guide (PAPPG)
• Proofread everything; small errors suggest carelessness

Getting Started with GrantCopilot for NSF

Ready to write your NSF proposal? GrantCopilot helps you:

• Choose the right templates for your directorate and program type
• Structure your Project Description to clearly address Intellectual Merit and Broader Impacts
• Track page limits and word counts as you write
• Develop timelines and budget justifications with templates
• Prepare all required supplementary documents
• Export PDFs for review before submitting through Research.gov or Grants.gov