NOT-NS-02-003: NINDS SUPPORT OF SCIENTIFIC MEETINGS AS COOPERATIVE AGREEMENTS

Department of Health
and Human Services (HHS)

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NINDS SUPPORT OF SCIENTIFIC MEETINGS AS COOPERATIVE AGREEMENTS Release Date: November 6, 2001 NOTICE: NOT-NS-02-003 National Institute of Neurological Disorders and Stroke PURPOSE The National Institute of Neurological Disorders and Stroke (NINDS) generally supports scientific meetings through the conference grant mechanism (R13). Beginning in fiscal year 2002, the NINDS will also accept applications for the support of scientific meetings as cooperative agreements (U13). The difference between these mechanisms is that in the case of U13, NINDS Program staff will be substantially involved in the planning and conduct of the meeting, assisting the Principal Investigator according to specific Terms and Conditions (see below). Applicants must refer to the "Guidelines for Support of Scientific Meetings by NIH," (http://grants.nih.gov/grants/guide/notice-files/not98-151.html). This Notice provides further guidelines and procedures for applications that request support of a scientific meeting as a cooperative agreement. Applicants are strongly encouraged to consult with NINDS Program staff listed below, and submit a letter of intent, prior to submitting an application. WHEN TO APPLY FOR AN U13 If an NINDS Program staff member will provide substantial assistance to a PI and that it is anticipated that assistance exceeds the traditional role of the staff member as Program Administrator, the appropriate support mechanism is the U13 cooperative agreement. Examples of NINDS Program staff involvement after award include, but are not limited to, development of an agenda, selection of speakers, organization of the conference or workshop, and/or post-meeting publications. HOW TO APPLY FOR AN U13 Letter of Intent: Prospective applicants for cooperative agreement meeting funds are strongly encouraged to submit a letter of intent that includes a descriptive title of the proposed scientific meeting, the name, address, and telephone number of the PI, the identities of other key personnel and participating institutions, including any NINDS Program staff already identified, and the number and title of this Notice. Although a letter of intent is not required, is not binding, and does not enter into the review of a subsequent application, the information that it contains allows NINDS staff to review workload and avoid conflict of interest in the review of the application. The letter of intent is to be sent to the Program staff listed under INQUIRIES at least 60 days before the intended receipt date of the application. The standard receipt dates are February 1, June 1, and October 1 of each year. See also important note below (under Application Procedures) regarding the timing of the application. Application Procedures: When preparing an U13 application, the applicant must consult the "Guidelines for Support of Scientific Meetings by NIH," (http://grants.nih.gov/grants/guide/notice-files/not98-151.html). The title and number of this Notice must be typed on line 2 of the face page of the application form and the YES box must be marked. In the Research Plan section of the application describe the anticipated role(s) of NINDS Program staff members in the proposed meeting. Following the Research Plan, the applicant should provide a statement acknowledging and agreeing to NINDS Program staff post-award involvement in planning and conducting the scientific meeting, and should describe plans to accommodate this involvement. IMPORTANT NOTE: The application must be submitted at least 6 months in advance of the conference, to provide enough time for peer review and program evaluation. No conference grant award will be made after the beginning date of the conference. SPECIAL REQUIREMENTS Terms and Conditions of Cooperative Agreement Awards: The Principal Investigator (PI) will have the primary authority and responsibility to define objectives and approaches; plan, publicize, and conduct the scientific meeting; and publish the results of the meeting. The PI will retain custody of, and have primary rights to, information developed under the cooperative agreement, subject to Government rights of access, consistent with current Department of Health and Human Services (DHHS), PHS, and NIH policies. The NINDS Program staff member(s) named in the Notice of Award will assist, but not direct, the PI in the planning and conduct of the scientific meeting to ensure that the meeting is relevant and responsive to NINDS scientific program objectives, research needs and opportunities, and strategic research questions identified in the "Neuroscience at the New Millennium Priorities and Plans" for NINDS, August, 1999 which can be viewed at http://www.ninds.nih.gov/about_ninds/plans/strategic_plan.htm. Substantial NINDS programmatic involvement may include assisting the PI in finalizing the meeting format and agenda, selecting topics for discussion, publicizing the meeting, selecting speakers and other meeting participants, and publishing the meeting proceedings. Publication and copyright agreements and the requirements for financial status reports; retention of records; and terminal progress reports will be as stated in the NIH document, "Guidelines for Support of Scientific Meetings by NIH," NIH Guide, October 30, 1998. An independent, third-party individual acceptable to both the PI and the NINDS will be asked to serve as an arbitrator of any serious differences of opinion on scientific and programmatic issues that may arise during the planning and conduct of the scientific meeting. This special arbitration process will in no way affect the rights of the recipient to appeal an adverse action in accordance with PHS regulations of 42 CFR Part 50, Subpart D, and DHHS regulations of 45 CFR Part 16. These special Terms and Conditions are in addition to, not in lieu of, otherwise applicable Office of Management and Budget administrative guidelines; DHHS grant administrative regulations at 45 CFR Parts 74 and 92, as appropriate; and other DHHS, PHS, and NIH grants administration policies. EVALUATION OF APPLICATIONS The reviewers will be asked to discuss the following aspects of the application in order to judge the likelihood that the proposed scientific meeting will have a substantial impact on the future of research activity in the proposed area. Each of these criteria will be addressed and considered in assigning the overall score, weighting them as appropriate for each application. Note that the application does not need to be strong in all categories to be judged likely to have major scientific impact and thus deserve a high priority score. o The importance of the proposed scientific meeting to investigators in the field and to the general neuroscience community; o Timeliness and the need for the proposed scientific meeting; o Adequacy of the scope and content of the proposed scientific meeting; o Qualifications of the conference organizers and the proposed participants; o Adequacy of the applicant's efforts and plans to seek out and encourage the participation of women, persons with disabilities, and underrepresented minorities; o Adequacy of the applicant's efforts and plans to seek out and encourage the participation of junior investigators and postdoctoral fellows (if not within the scope of the meeting, explain why); o Appropriateness of the proposed format for achieving the stated goals; o In general, NINDS encourages meetings that are open to all participants. If a meeting is to be restricted in attendance, adequacy of the rationale for the closed meeting; o Adequacy of plans to disseminate the information generated by the scientific meeting; In addition to the above criteria, in accordance with NIH policy, all applications will also be reviewed with respect to the reasonableness of the proposed budget. INQUIRIES NINDS Training and Career Development Officer National Institute of Neurological Disorders and Stroke 6001 Executive Boulevard, Room 2154, MSC 9531 Bethesda, MD 20892 (for courier: Rockville, MD 20852) Phone: (301) 496-4188 FAX: (301) 594-5929 Email: NINDSTrainingOffice@ninds.nih.gov

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