General
Accessing the Application
Recommendation Letters
Research Plan
Forms
Additional Attachments
Logistics

Are the BWF application deadlines firm?

Yes, both the preproposal and the full application deadlines are firm.

Do I need to submit a preproposal application prior to submitting a full application?

Yes. All applicants to the program must submit a preproposal application first. Everyone who submits a preproposal will not necessarily be submitting a full application. Preproposals will be reviewed by the Interfaces in Science Advisory Committee and selected candidates will be invited to submit a full application.

Can I submit a full application without having submitted a preproposal application?

No.

Can I submit a paper application?

No. BWF requires that all applications for this program be submitted electronically. Paper applications will not be accepted.

Do I need to be nominated by my institution to submit a full application?

You do not need to be nominated, but you do need to obtain approval from your institution. All full applications must be approved by an official responsible for sponsored programs at the institution where the work will be performed during the postdoc period of the grant (generally from the institution’s grants and contracts office, office of research, or sponsored programs office). Institutional approval is indicated by including a completed, signed Institutional Certification Form (ICF) as part of the combined PDF file attached to your application.

I have changed institutions since submitting my preproposal application. Can I change the institution on the full application to my new institution?

No. The institution submitted in the preproposal and in the full application must be the same. Invitations to submit a full application are based on the information submitted in the preproposal. If you moved to a new institution after submitting the preproposal application, you cannot submit a full application, even if you've been invited to do so.  Please contact BWF immediately.

I have accepted a faculty position since submitting my preproposal application. Can I still submit a full application?

This award cannot be made to a tenure-track faculty member, because it is a transition award. If you are planning to start a faculty position before the award begins you are not eligible to submit a full application, even if you’ve been invited to do so. Please contact BWF immediately.

Since submitting my preproposal application, I have accepted an NIH K99 award. Can I still submit a full application?

Awardees cannot receive funding simultaneously from both a K99 and a CASI award. If you’ve accepted a K99 award, you are not eligible to submit a full application, even if you’ve been invited to do so. Please contact BWF immediately.

Can I change my primary postdoc mentor on the full application?

No.  Invitations to submit a full application are based on the information submitted in the preproposal.  The training environment (primary mentor and institution) are an important part of this consideration, thus cannot be changed for the full application.

Can I add a postdoc mentor if I am invited to submit a full application?

You may add a mentor, but may not change the primary mentor whose name is associated with your preproposal.

Can I change my secondary postdoc mentor on the full application?

Yes, you may change the secondary postdoc mentor, but not the primary postdoc mentor.

I have two postdoc mentors at two different institutions. Does it matter which one is the primary mentor?

Yes. If your mentors are at two different institutions, the primary mentor should be the one located at the institution where you will be doing the proposed work (the institution submitted in the preproposal) and who holds a faculty appointment at an accredited degree-granting institution in North America.

What is an e-signature?

BWF considers an electronic signature (or e-signature) an image of a person’s actual signature or an official digital signature. Typing a person’s name or initials into a form is not acceptable.

I am a temporary resident. What documentation is required to verify my residency status?

BWF doesn’t require documentation of your visa paperwork. Your institution must verify your immigration status as part of your application by completing and signing the Institutional Certification Form (ICF). The completed, signed ICF is required and must be uploaded to your application as part of the combined PDF file prior to submission by the deadline.

My visa is not valid for more than one year but I need a new “position offer” to get a new visa. Do you ask for a valid two-year visa (for the postdoc period) when submitting the preproposal application?

We understand that not all U.S. visas will cover the full two years of postdoc for the award. For this reason, we are not asking for a valid two-year visa when submitting the full application. BWF requires that your institution certify that you hold a current valid U.S. visa and that the institution will manage your residency status during the postdoctoral period of the award (perform all necessary paperwork to extend visa status). This certification is indicated by including a completed, signed Institutional Certification Form (ICF) as part of your application. The ICF must be completed and signed by an official responsible for sponsored programs (generally from the institution’s grants and contracts office, office of research, or sponsored programs office). The completed, signed ICF is required and must be uploaded to your application as part of the combined PDF file prior to submission by the deadline.

When will I be notified as to whether I have been selected to submit a full application?

Applicants who submitted preproposals will be notified via email in late November 2012 as to whether they have been selected to submit a full application.

When will I be notified if my full application has been reviewed and I am selected for an interview?

Applicants who are selected for an interview will be notified by late March 2013. Interviews will be conducted May 1 or 2, 2013.

How do I access the CASI full application?

If you were selected as a semifinalist, you should have received an email inviting you to submit a full application. The invitation email contains the link you must use to access the application. (You will not be able to access the full application from BWF’s website.) The emailed link takes you to the log-in screen for our system, where you MUST enter the ID and password created when submitting your preproposal application. Upon log-in you will see your BWF account page with a link to your CASI application near the top under “New”. Clicking this link will take you directly to the application.

Do I need to complete an application in one session?

No. Once you’ve started the application, you may click the "save and finish later" button at any time, exit the application, and return at a later time. Saved applications are accessed by using the link provided in the invitation email you received, and then entering your ID and password to log in to the system. You will see your BWF account page and can then click on the link for your full application that is displayed in the list under “Open”. This should take you to the application you saved earlier.

Please note that all applications must be submitted by January 10, 2013 at 4:00 p.m., Eastern Time.

How do I return to an incomplete application that I saved, but have not yet submitted?

To access a saved application for the CASI program, you must use the link provided in the invitation email you received and then enter your ID and password. A link to your saved CASI application will be displayed in the list under “Open” on your BWF account page.

Can I receive a copy of my online application form?

You can print a copy of your application as you are completing the online application form by clicking the "Printer Friendly Version" link at the top of the page. You may also click the "Email Draft" link to email a copy of the application. Please note that BWF will not accept emailed applications.

To whom should my recommendation letters be addressed?

Letters of recommendation should be addressed to the CASI Advisory Committee and must be uploaded to your application by the letter writer prior to submission by the deadline. Faxed, emailed, or hard copy letters will not be accepted.

Does my postdoctoral advisor need to submit another letter for the full application?

No.  the postdoctoral advisor letter submitted with your preproposal application is retained in the full application.

What is a “signature block”?

A signature block is found at the end of a letter and includes the letter writer’s name, title(s), departments(s), and institution. It is usually found just after the closing of the letter (e.g., just after the word ‘Sincerely,’ or ‘Yours truly,’) and just under the letter writer’s signature. Here’s an example of a signature block:

Jane Smith, Ph.D.
Chair and Professor, Department of Physics
ABC University

At least two confidential recommendation letters are required and must be submitted with your full application – one from your graduate advisor and one from a recommender. A third confidential recommendation letter can also be submitted. Since the letters must remain confidential, the recommender must upload his/her own letter, as a PDF file, directly into your application before the application deadline. For detailed instructions on how to request a confidential letter from a recommender/graduate advisor, see Applicant Instructions for Requesting a Confidential Letter.

Can letters of recommendation be sent separately?

No. Letters of recommendation must be converted to PDF files and uploaded by the letter writer prior to submission of the application. An application can only be submitted when it is complete; therefore, it is highly recommended that all recommendation letters be uploaded to the application a week before the deadline. Faxed, emailed, or hard copy letters will not be accepted.

How can I submit my graduate advisor letter?

The graduate advisor letter must be submitted as one of the confidential recommendation letters. For this reason, the graduate advisor must upload his/her own letter, as a PDF file, directly into the system before the application deadline. For detailed instructions on how to request a confidential letter from your graduate advisor, see Applicant Instructions for Requesting a Confidential Letter.

One graduate advisor letter is required for submission with the application. However, I had two graduate advisors during my doctoral training. How can I submit two graduate advisor letters?

Since a maximum of three confidential support letters can be submitted with a full application, two of these letters can be from your graduate advisors and one can be from your recommender.
– OR –
One graduate advisor letter can be submitted with the signatures and signature blocks of both advisors. Since graduate advisor letters must remain confidential, each graduate advisor must upload his/her own letter, as a PDF file, directly to your application before the application deadline. For detailed instructions on how to request a confidential letter from your graduate advisors, see Applicant Instructions for Requesting a Confidential Letter.

I’m having trouble using the online application system to request a confidential letter from my graduate advisor/recommender. What should I do?

For detailed instructions on how to request a confidential letter, see Applicant Instructions for Requesting a Confidential Letter. For help with troubleshooting problems with this process, see Troubleshooting the Confidential Letters Process. If you’re still experiencing difficulties after reviewing these two documents, contact Debi Vought, Senior Program Associate, by email or phone at 919-991-5116.

My graduate advisor/recommender is having trouble uploading his/her confidential letter to my application. What should I do?

For detailed instructions on how to upload a confidential letter, see Recommender Instructions for Uploading a Confidential Letter. For help with troubleshooting problems with this process, see Troubleshooting the Confidential Letters Process. If your graduate advisor/recommender is still experiencing difficulties after reviewing these two documents, ask him/her to contact Debi Vought, Senior Program Associate, by email or phone at 919-991-5116.

Is there a form provided for the research plan?

No.

Are previously submitted research plans available as samples?

No. BWF considers all submitted applications to be the property of the applicant and therefore cannot make them available as samples.

Are there font or margin requirements for the research plan?

Yes. Use standard 11- or 12-point font for the text, and no smaller than 9- to 10-point font for figures, legends, and tables. Text must be single-spaced, with one-inch or larger margins on all sides.

If I want to include a bibliography with my research plan, does it count toward the six-page maximum?

No. (See Proposal Sections).

What about figures, tables, graphs, diagrams, pictures, images, etc., included in my research plan? Are they included in the six-page limit or can they be included separately?

All figures, tables, graphs, diagrams, pictures, images, etc., included in your research plan count toward the six-page limit for the plan.

Does a glossary count toward the six-page maximum of the research plan?

Glossaries do not count toward the page limit. Abbreviations should be limited in the text. However, glossaries of technical abbreviations and terms are acceptable and encouraged if they clarify the proposal to the general reader.

How serious are you about the page limit on the research plan?

You must stay within the set six-page limit or the application will be rejected.

Where do I obtain any forms that need to be used for the full application?

All forms can be accessed on the Forms and Resources page of this program.

What is the Institutional Certification Form?

The Institutional Certification Form (ICF) is a document that indicates institutional approval of the submission of your full application. It must be completed and signed by an official responsible for sponsored programs at the institution where the work will be performed (generally someone from the institution’s grants and contracts office, office of research, or sponsored programs office). This should be the same person you entered as the “Institutional Signing Official” in your online application. You can print a copy of the form and take it to your institutional official for completion or you can forward a copy of the interactive PDF version of the document to the official. The completed, signed form must be uploaded to your application as part of the combined PDF file prior to submission by the application deadline. Faxed, emailed, or hard copy documents will not be accepted.

How do I access the Institutional Certification Form?

The ICF can be accessed on the Forms and Resources page of this program.

Who needs to sign the Institutional Certification Form?

The official responsible for sponsored programs at the institution where the work will be performed (generally someone from the institution’s grants and contracts office, office of research, or sponsored programs office) must sign the ICF. This should be the same person you entered as the “Institutional Signing Official” in your online application.

How do I submit the Institutional Certification Form (ICF)?

After completing the ICF, including the required signature, place it in the correct order in the combined PDF file, then upload and attach the PDF file to your application. The ICF will thus be submitted electronically with the application. An application will not be accepted without a completed, signed ICF.  Faxed, emailed, or hard copy documents will not be accepted.

What is the Signature Page Form (SPF)?

The SPF requires re-entry of the applicant’s contact information and provides a signature line for the applicant. An application will not be accepted without a completed, signed SPF to the application. Faxed, emailed, or hard copy forms will not be accepted.

How do I access the SPF?

The SPF can be accessed on the Forms and Resources page of this program.

How do I submit the SPF?

After completing the SPF, including the required signature, place it as the first page of the combined PDF file, then upload the single PDF file to your application prior to submission. The form will be submitted electronically with the application. An application will not be accepted without a completed, signed SPF.  Faxed, emailed, or hard copy documents will not be accepted.

How many signatures do I need and who needs to sign which form?

Only two signatures are required – one on each of two forms. You (as the applicant) must complete and sign the SPF. The institutional official responsible for sponsored programs (generally from the institution’s grants and contracts office, office of research, or sponsored programs office) at the institution where the work will be performed must complete and sign the ICF. Both completed and signed forms must be uploaded to your application as part of the combined PDF file prior to submission by the application deadline.

Can the Institutional Certification Form and/or the Signature Page Form be sent separately?

No. Both forms must be completed, signed and uploaded to your application as part of the combined PDF file prior to submission by the full application deadline. Faxed, emailed, or hard copy documents will not be accepted.

I’m having trouble completing the PDF versions of the forms. Any suggestions?

Visit Troubleshooting PDFs for help in working with the interactive PDF forms. You may also want to check with the IT professionals at your institution.

Do I need to include a letter of nomination/approval with my application?

No. However, you must include a signed copy of the completed Institutional Certification Form as part of the combined PDF file attached to your electronic application.

Can letters of collaboration be included in the application?

Yes. A collaboration statement may be included for up to two proposed collaborators. You may include one document for each collaborator in the appropriate order as part of the combined PDF file. Each statement should contain both a one-page letter and a two-page CV from the collaborator. If such documents are included, the relevant collaborative situations should be described in the six-page research plan.

Do I need to submit a proposed budget with my full application?

No, a budget is not required at the time of application.

I noticed that I need to combine documents into a single PDF file before uploading and attaching them to my application. Do all attachments need to be included in this single, combined PDF file?

All documents MUST be combined into ONE single PDF file prior to uploading and attaching to your application, with the exception of the confidential recommendation letters. Since confidential recommendation letters must be uploaded by the letter writer, they cannot be included in the single, combined PDF file.

Is there a particular order to use when combining documents into a single PDF file?

Yes. The documents MUST be combined into ONE single PDF file in the order shown below. Applications received without following these guidelines will be rejected. 

1. 1.  Signature Page Form (required; template provided) 
2. 2.  Candidate’s Curriculum Vita (required; three page limit) 
3. 3.  Scientific Abstract (required; one page limit; template provided) 
4. 4.  Research Plan (required; six page limit) 
5. 5.  Bibliography (optional) 
6. 6.  Reprints (one required; two additional reprints optional) 
7. 7.  Statement(s) of Collaboration (optional; up to two allowed)
8. 8.  Institutional Certification Form (required; template provided)

I completed my application. How do I submit?

Once the application has been completed and all attachments have been uploaded, click the "Review and Submit" button at the bottom of the last page of the application. Review your application. If the application is not missing required items, a “Submit” button should be available at the bottom of the page. If a submit button is not available, the application is missing (one or more) required fields or attachments. Any missing items should be noted in red near the top of the page. Once you have completed all required items and clicked the “Submit” button, you will receive an email confirmation. If you do not, please contact BWF immediately at 919-991-5116.

Can I change my application once submitted?

No. Once your application is submitted, it cannot be changed.

What internet browsers are compatible with the BWF Grant Application System?

Google Chrome
Internet Explorer
Mozilla Firefox
Safari (for Mac)

I forgot my user ID/password. What should I do?

For a forgotten password or user ID, use the link provided in the invitation email to access the BWF system log in screen and click the forgotten password link.

How can I convert a document to a PDF file?

You can use standard word processing software (e.g., MS Word, WordPerfect) to prepare the documents for your application. However, you MUST convert ALL documents to portable document format (PDF) files prior to uploading and attaching them to your application.

A list of PDF generator software is available on the grants.gov website.

Please note that BWF does not endorse or take responsibility for any of the software programs listed on the grants.gov website. Please review vendor websites for additional information. For assistance with PDFs, visit Troubleshooting PDFs.

If I’m having trouble with the electronic application, whom can I contact for help?

For problems with the electronic application, please contact Debi Vought by email or phone at 919-991-5116 or Ruth Reynolds by email or phone at 919/991-5129.