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Conference Awards

Lock icon: This link will not work for public visitors.Some links will work for NIAID staff only.

Standard Operating Procedure Table of Contents

Purpose

To support scientific meetings, conferences, and workshops in areas related to NIAID's mission.

Procedure

NIAID funds conferences through budget set-asides allocated to each scientific division. We give priority to the following submissions:

  • Applications for open meetings, including conferences that cover broad subject matter and for which the sponsoring institution invites anyone interested to attend but has uniform standards for selecting the final list of participants.
  • Applications that provide funds to graduate students, postdoctoral trainees, and junior faculty members for the purpose of attending conferences.

Conference grant applications must be submitted electronically. See NIH Support for Conferences and Scientific Meetings (Parent R13/U13) for details.

General Information

  • NIAID funds scientific meetings through conference grants (R13) or cooperative agreements (U13) for up to five years.
  • A permanently sponsoring organization can receive a multi-year award for annual or biennial conferences on a recurring topic. The award is funded by budget period.
  • NIAID has to actively participate in the development of a U13 meeting. For both R13 and U13, we reserve the right to discuss how we will participate, and we make the final decision about our level of involvement.
  • NIAID cofunds or accepts cofunding from other ICs for $2,500 or higher.
  • Food and meal costs are not allowed for competing and noncompeting R13 and U13 awards issued after January 26, 2012.
  • Applicants must take the following actions:
    • Include people from underrepresented groups in all aspects of planning, organizing, and implementing NIH-sponsored or supported meetings.
    • Receive advance permission to submit an application.
  • The NIAID director must review and approve competing conference grants selected by program divisions for funding.
    • For grants between $100,000 to $500,000, submit approvals within 40 calendar days of the obligation.
    • For grants over $500,000, submit approvals 40 calendar days before the obligation.
  • NIAID must issue an award before a conference starts. In rare cases, NIAID will issue an award after a conference has been held to cover post-conference costs such as publishing the proceedings.
  • Grantees must acknowledge NIH grant support and provide a note of funding source on conference materials related to the project. Their Notice of Award will include the following term of award:

    All conference material (promotional materials, agenda, publications and Internet sites) related to this project must include an acknowledgement of NIH grant support and a disclaimer stating the following:

    Funding for this conference was made possible (in part) by (insert grant number) from the National Institute of Allergy and Infectious Diseases. The views expressed in written conference materials or publications and by speakers and moderators do not necessarily reflect the official policies of the Department of Health and Human Services; nor does mention of trade names, commercial practices, or organizations imply endorsement by the U.S. Government.

Applicants

Program Staff

  • Evaluate and review applications for relevance to your program.
  • Use the conference grants list template from your division's S: drive to prepare a list of competing grants for the pre-Council meeting spreadsheet, and save it under your division folder for the appropriate Council meeting.
  • Make any changes to the open and closed session materials after the pre-Council meeting with the NIAID director. Save changes under your division folder for the appropriate Council meeting.
  • After Council review, develop a funding plan in the NIAID Planning and Reporting System (NPARS).
  • On the Program Officer Checklist, document for the grants management specialist whether there are future year commitments for the award and if so, whether to provide an escalation if requested in the application.
  • If there are future year commitments, notify your divisional conference grant coordinator so your division can factor these funds into its future funding plans. See the list of coordinators below.
  • If the application is for a cooperative agreement (U13), work with the grants management specialist on terms of award.
  • Notify the applicant whether the application is approved for an award.
  • Provide grants management specialist with information on ICs interested in cofunding and the amount.

Grants Management Staff

  • Ensure that the program officer documents future year commitments for an award and whether escalation should be provided.
    • If an applicant has requested escalation but this has not been addressed on the program officer checklist, ask the program officer to document whether the requested escalation is approved or disapproved.
    • If the program officer approves the escalation, provide no more than the allowable percentage.
  • Work with program officer on cofunding with other ICs.
  • Ensure you've received all cofunding documents before issuing an award.
  • Ensure that applications receive Council's review and recommendation for funding. This includes applications NIAID wants to cofund.
  • For cooperative agreements, work with program officer on terms of award. Also include the standard U13 term of award.
  • Issue the award reflecting the appropriate conference grant term of award.
  • After Council, provide an original conference grants list to the program branch chief, Budget and Financial Management Branch, and the extramural scientific divisional contacts.

GMP staff can see GMP's Lock icon: This link will not work for public visitors.Conference Grants SOP for more responsibilities.

Contacts

Office of Research Training and Special Programs

AITrainingHelpDesk@niaid.nih.gov

Grants Management Program

Michael Wright

Division Conference Grant Coordinators

DAIDS—Opendra Sharma and Martin Gutierrez

DAIT—Nancy Coulter

DMID—Barbara Mulach and Patricia Strickler-Dinglasan

Other NIH Institutes and Centers

NIH Support for Conferences and Scientific Meetings, Contacts and Special Interests

If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.

Links

NIAID Funding Policy and Process SOP

NIAID's Application portal

NIH Support for Conferences and Scientific Meetings Web site

Lock icon: This link will not work for public visitors.Release of Funds for Solicited, Opportunity Pool, and Career Awards SOP

Last Updated March 11, 2014

Last Reviewed June 28, 2012