Recipients have the ability to make requests for circumstances that arise during the course of the project. Read more about different request types below:
No Cost Extension Requests
This form is used to request a no cost extension if the PI did not complete the objectives of the proposed project within the grant period of performance. A request for a no cost time extension (not to exceed 12 months) must be submitted at least 30 days prior to the end date of the grant but no greater than 90 days before the end of the grant.
♦ Only one no cost extension will be granted. No further requests will be accepted ♦
To submit a No Cost Extension Request, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Select "Create new No Cost Extension Request" and complete the required fields. Once the request is ready, select either ‘Save and Notify’ or ‘Submit’, depending on your privileges.
Transfer Requests
There are several instances in which a transfer of grant funds may be required. A PI may choose to transfer all or a portion of grant funding. If a PI is no longer eligible or able to complete the project, they may choose to transfer funding to a named Co-I on the program. If the PI intends to transfer funding to a person who is not on the program, they must first request that the person is added as a Co-I to the program. Even if the Co-I is at the same institution, the grant will still have to be formally transferred.
Generally, the transfer process looks like this:
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Notify STScI Grants Administration of intent to transfer by submitting a Transfer Request in STGMS.
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Update MyST profile with new institution and contact information.
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Submit applicable final reports.
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Receive new grant number from Grants Administration.
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Submit budget in STGMS through the new grant number.
The transfer process is unique to each situation. You will receive specific transfer instructions from Grants Administration once your Transfer Request is submitted.
To submit a Transfer Request, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Select "Create new Transfer Request" and complete the required fields. Once the request is ready, select either ‘Save and Notify’ or ‘Submit’, depending on your privileges.
Equipment Requests
The Equipment Request is used to seek approval for the purchase of equipment not specified in the approved budget.
To submit an Equipment Request, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Select "Create new Equipment Request" and complete the required fields. If you are requesting approval for more than one piece of equipment, click 'Add Equipment Record' to add another item. Once the request is ready, select either ‘Save and Notify’ or ‘Submit’, depending on your privileges.
Special Requests
A Special Request may be submitted to STScI Grants Administration, at any time during the life of the program and for any purpose not covered by other requests discussed above. To submit a Special Request, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Select "Create new Special Request" and complete the required fields. Once the request is ready, select either ‘Save and Notify’ or ‘Submit’, depending on your privileges.
Here are some examples of common special requests:
Type |
Description |
Early release of incremental funding
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If work on the project is progressing such that the obligated funding is insufficient, the recipient may submit a Special Request for the early release of incremental funding. The request must include a spend plan.
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Changes to the scope
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Must always be approved by STScI Grants Administration.
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Budget revisions
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Re-budgeting funds between cost categories may require prior approval. Reference the General Grant Provisions for specific guidance.
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Personnel changes
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If you anticipate changes to key grant personnel (including PI disengagement), or institutional staff (e.g. AO, CO), submit a special request to notify STScI Grants Administration of the upcoming changes. Prior approval may be required.
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