June 8, 2023
February 10, 2021 - NIH Support for Conferences and Scientific Meetings (Parent R13 Clinical Trial Not Allowed). See NOFO PA-21-151.
National Center for Complementary and Integrative Health (NCCIH)
This Notice serves to clarify the need for and provides examples of wellness-oriented programming and activities that may be included with allowable costs under PA-21-151 “NIH Support for Conferences and Scientific Meetings (Parent R13 Clinical Trial Not Allowed).”
Part 2. Full Text of Announcement
Currently Reads:
Section I. Funding Opportunity Description
The purpose of the NIH Research Conference Grant (R13) is to support high quality scientific conferences that are relevant to the NIH's mission and to the public health. A conference is defined as a symposium, seminar, workshop, or any other organized and formal meeting, whether conducted face-to-face or via the internet, where individuals assemble (or meet virtually) for the primary purpose to exchange technical information and views or explore or clarify a defined subject, problem, or area of knowledge, whether or not a published report results from such meeting. The NIH recognizes the value to members of the research community and all other interested parties in supporting such forums.
The NIH recognizes that the value of conferences is enhanced when persons from diverse backgrounds and perspectives are included in all aspects of conference/meeting planning and when attendees are assured of a safe, respectful, and inclusive environment free from discrimination, harassment, and other barriers that might prevent or inhibit one’s participation. NIH encourages conference grant applicants to enhance diversity by increasing the participation of individuals from diverse backgrounds, including those from underrepresented groups, in the planning and implementation, and ultimately, participation in the proposed conference. Per NIH Notice of Interest in Diversity NOT-OD-20-031, underrepresented groups include individuals from nationally (US) underrepresented racial and ethnic groups, individuals with disabilities, individuals from disadvantaged backgrounds, and women. Applications for NIH support of conferences and scientific meetings must include a plan to enhance diversity in all aspects of conference planning and implementation. Diversity plans will be assessed during the scientific and technical merit review of the application. Though the proposed plans will not be scored individually, they will be considered in the overall impact score (see Updated Guidelines on Enhancing Diversity and Creating Safe Environments in Conferences Supported by NIH Grants and Cooperative Agreements, NOT-OD-21-053).
NIH is also committed to changing the culture of science to end sexual harassment and other forms of harassment, including harassment on the basis of race, color, national origin, sex/gender, disability, and age in NIH-funded activities. Harassment, in any form, is detrimental and presents obstacles that hinder an individual’s ability to fully participate in science. Only in safe, respectful, and inclusive environments can individuals achieve their fullest potential and support the mission of the NIH. As stated in NOT-OD-15-152, Civil Rights Protections in NIH-Supported Research, Programs, Conferences and Other Activities, consistent with existing federal civil rights laws, it is expected that organizers of NIH-supported conferences and scientific meetings take steps to maintain a safe and respectful environment for all attendees by providing an environment free from all forms of discrimination and harassment, sexual or otherwise. It is expected that organizers of NIH-supported conferences employ strategies that seek to prevent or mitigate the effects of discrimination and harassment, sexual and otherwise. Below are examples of strategies, which are not inclusive of all strategies, that could be employed to support a safe environment (conference organizers should consider additional strategies as appropriate):
- Establishing a conference code of conduct with clearly stated expectations of behavior, systems of reporting, and procedures for addressing inappropriate behavior. The code of conduct and reporting mechanisms should be clear and accessible to all meeting attendees.
- Providing resources to support individuals who report incidents of harassment, including:
- personnel trained in advocacy and counseling
- referrals to legal or health care resources
- procedures for ensuring the safety of all conference attendees, up to and including removing a perpetrator from the conference
- Conducting conference climate surveys specifically related to sexual harassment and professional misconduct
Additionally, all NIH sponsored and/or supported conferences must be held at accessible sites, as outlined by section 504 of the Rehabilitation Act of 1973 and, as applicable, the Americans with Disabilities Act of 1990. Conference registration materials should provide a questionnaire that will allow participants with disabilities to voluntarily identify any special needs, so that conference organizers can make plans to accommodate these needs.
Support of conferences is contingent on the fiscal and programmatic interests and priorities of the individual NIH Institutes and Centers (ICs). Therefore, a conference grant application is required to contain a permission-to-submit letter from any one of the participating ICs' conference grant contact person (see Contacts List). Applicants are urged to initiate contact well in advance of the chosen application due date and no later than 6 weeks before that date. Please note that agreement to accept an application does not guarantee funding. In general, NIH will not issue a conference grant award unless the Federal award date can precede the conference start date.
The website, NIH Support for Conferences and Scientific Meetings ,centralizes information regarding grants for scientific conferences. The Contacts and Special Interests section of that website includes contact information for the participating ICs as well as information about each IC's specific interests and funding parameters.
Note: Applicants are encouraged to look at the R13 Frequently Asked Questions for a listing of common questions regarding the preparation and submission of conference grant applications.
See Section VIII. Other Information for award authorities and regulations.
Modified to Read (changes in bold italics)
Section I. Funding Opportunity Description
The purpose of the NIH Research Conference Grant (R13) is to support high quality scientific conferences that are relevant to the NIH's mission and to the public health. A conference is defined as a symposium, seminar, workshop, or any other organized and formal meeting, whether conducted face-to-face or via the internet, where individuals assemble (or meet virtually) for the primary purpose to exchange technical information and views or explore or clarify a defined subject, problem, or area of knowledge, whether or not a published report results from such meeting. The NIH recognizes the value to members of the research community and all other interested parties in supporting such forums.
The NIH recognizes that the value of conferences is enhanced when persons from diverse backgrounds and perspectives are included in all aspects of conference/meeting planning and when attendees are assured of a safe, respectful, and inclusive environment free from discrimination, harassment, and other barriers that might prevent or inhibit one’s participation. NIH encourages conference grant applicants to enhance diversity by increasing the participation of individuals from diverse backgrounds, including those from underrepresented groups, in the planning and implementation, and ultimately, participation in the proposed conference. Per NIH Notice of Interest in Diversity NOT-OD-20-031, underrepresented groups include individuals from nationally (US) underrepresented racial and ethnic groups, individuals with disabilities, individuals from disadvantaged backgrounds, and women. Applications for NIH support of conferences and scientific meetings must include a plan to enhance diversity in all aspects of conference planning and implementation. Diversity plans will be assessed during the scientific and technical merit review of the application. Though the proposed plans will not be scored individually, they will be considered in the overall impact score (see Updated Guidelines on Enhancing Diversity and Creating Safe Environments in Conferences Supported by NIH Grants and Cooperative Agreements, NOT-OD-21-053).
NIH is also committed to changing the culture of science to end sexual harassment and other forms of harassment, including harassment on the basis of race, color, national origin, sex/gender, disability, and age in NIH-funded activities. Harassment, in any form, is detrimental and presents obstacles that hinder an individual’s ability to fully participate in science. Only in safe, respectful, and inclusive environments can individuals achieve their fullest potential and support the mission of the NIH. As stated in NOT-OD-15-152, Civil Rights Protections in NIH-Supported Research, Programs, Conferences and Other Activities, consistent with existing federal civil rights laws, it is expected that organizers of NIH-supported conferences and scientific meetings take steps to maintain a safe and respectful environment for all attendees by providing an environment free from all forms of discrimination and harassment, sexual or otherwise. It is expected that organizers of NIH-supported conferences employ strategies that seek to prevent or mitigate the effects of discrimination and harassment, sexual and otherwise. Below are examples of strategies, which are not inclusive of all strategies, that could be employed to support a safe environment (conference organizers should consider additional strategies as appropriate):
- Establishing a conference code of conduct with clearly stated expectations of behavior, systems of reporting, and procedures for addressing inappropriate behavior. The code of conduct and reporting mechanisms should be clear and accessible to all meeting attendees.
- Providing resources to support individuals who report incidents of harassment, including:
- personnel trained in advocacy and counseling
- referrals to legal or health care resources
- procedures for ensuring the safety of all conference attendees, up to and including removing a perpetrator from the conference
- Conducting conference climate surveys specifically related to sexual harassment and professional misconduct
There is heightened awareness of the increase in work-related stress, anxiety, and “burn out” in the scientific community coupled with increased challenges in career management, growth, and work-life balance1. The consequences are significant and have been well-established. In the fall of 2022, the Surgeon General issued a call to action including a model for confronting longstanding drivers of burnout among health care workers that can be applied to clinician-scientists and the broader biomedical and behavioral research community2,3,4. To address this mounting concern, scientific forums can do more than serve as venues for sharing research-based ideas and information. They can also offer and promote wellness-oriented programming and activities that address healthy habits, mental and physical health, and provide resilience strategies for managing career challenges. This notice, therefore, serves to encourage inclusion of these approaches as part of Research Conference Grant (R13) application submissions as allowable costs. These well-being related allowable costs are only supported by NCCIH-funded applications.
The type, format (e.g., lectures, panel discussion, workshops, interactive experiential programming), and frequency of these events offered during a scientific meeting could vary widely depending on the size and duration of the meeting, and the needs and interests of the participants. Programming could be tailored to individuals at different career levels, including trainees and fellows, early career researchers, faculty, and broader audiences. The choice of programming, however, should be considered in consultation with trusted and respected experts in this area using, as appropriate, critically evaluated approaches and/ or curricula. Potential wellness-oriented activities and programming could include, but are not limited:
- Mindfulness mediation sessions
- Activities promoting physical, mental, and emotional well-being (e.g., yoga, tai chi, organized runs/walks, exposure to art or music)
- Providing designated quiet/contemplative spaces
- Guided interactive discussion or networking sessions focused on a range of mental health issues
- Career coaching and leadership coaching
- Mentorship sessions
- Symposia, special lectures, or demonstrations on topics such as work-life balance, mental health, healthy habits, career development, emotional well-being, resilience, peer support training, mind-body fitness training, faculty cafes for networking, or other related topics
A description, rational for proposed wellness-oriented programming/ activities and justification for the cost should be included.
Additionally, all NIH sponsored and/or supported conferences must be held at accessible sites, as outlined by section 504 of the Rehabilitation Act of 1973 and, as applicable, the Americans with Disabilities Act of 1990. Conference registration materials should provide a questionnaire that will allow participants with disabilities to voluntarily identify any special needs, so that conference organizers can make plans to accommodate these needs.
Support of conferences is contingent on the fiscal and programmatic interests and priorities of the individual NIH Institutes and Centers (ICs). Therefore, a conference grant application is required to contain a permission-to-submit letter from any one of the participating ICs' conference grant contact person (see Contacts List). Applicants are urged to initiate contact well in advance of the chosen application due date and no later than 6 weeks before that date. Please note that agreement to accept an application does not guarantee funding. In general, NIH will not issue a conference grant award unless the Federal award date can precede the conference start date.
The website, NIH Support for Conferences and Scientific Meetings ,centralizes information regarding grants for scientific conferences. The Contacts and Special Interests section of that website includes contact information for the participating ICs as well as information about each IC's specific interests and funding parameters.
Note: Applicants are encouraged to look at the R13 Frequently Asked Questions for a listing of common questions regarding the preparation and submission of conference grant applications.
See Section VIII. Other Information for award authorities and regulations.
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1.Gewin, V. (2022). Has the ‘great resignation’ hit academia? Nature. Vol 606. 211-213.
2. Shanafelt & Noseworthy, Mayo Clin Proc, 2017
3. Drybye, 2017; Shanafelt, et al. JAMA Internal Med 2017
4. Holleman WL, Gritz ER. Biomedical burnout. Nature. 2013;500. 613–614.
Section IV. Application and Submission Information
Currently Reads:
R&R Budget
All instructions in the SF424 (R&R) Application Guide must be followed with the following additional instructions. The appropriate NIH IC conference award contact should be consulted for guidance regarding any IC-specific budget requirements. Enter the direct costs requested. Facilities and Administrative (F&A) costs are not allowed. Provide a narrative justification for each proposed personnel position, including the role of the individual in the conference and the proposed level of effort. Include information regarding efforts to obtain funding for this conference from other sources.
Allowable Costs: Salary (in proportion to the time or effort spent directly on the conference); rental of necessary equipment; travel and per diem or subsistence allowances; supplies needed for conduct of the conference (only if received for use during the budget period); conference services; publication costs; funds to help defray registration costs for some select attendees; speakers' fees
Non-allowable costs: Meals/food and beverages; purchase of equipment; transportation costs exceeding U.S. carrier coach class fares; visas; passports; entertainment and personal expenses (such as tips; bar charges; personal telephone calls; laundry charges) dues; honoraria or other payments for the purpose of conferring distinction or communicating respect, esteem or admiration; patient care; alterations or renovations; local participants' expenses; facilities and administrative costs/indirect costs.
Modified to Read (changes shown in bold italics)
R&R Budget
All instructions in the SF424 (R&R) Application Guide must be followed with the following additional instructions. The appropriate NIH IC conference award contact should be consulted for guidance regarding any IC-specific budget requirements. Enter the direct costs requested. Facilities and Administrative (F&A) costs are not allowed. Provide a narrative justification for each proposed personnel position, including the role of the individual in the conference and the proposed level of effort. Include information regarding efforts to obtain funding for this conference from other sources.
Allowable Costs: Salary (in proportion to the time or effort spent directly on the conference); rental of necessary equipment; travel and per diem or subsistence allowances; supplies needed for conduct of the conference (only if received for use during the budget period); conference services; publication costs; funds to help defray registration costs for some select attendees; speakers' fees, It is anticipated that the cost for wellness- oriented programming and activities would be a modest proportion of the overall budget request.
Non-allowable costs: Meals/food and beverages; purchase of equipment; transportation costs exceeding U.S. carrier coach class fares; visas; passports; entertainment and personal expenses (such as tips; bar charges; personal telephone calls; laundry charges) dues; honoraria or other payments for the purpose of conferring distinction or communicating respect, esteem or admiration; patient care; alterations or renovations; local participants' expenses; facilities and administrative costs/indirect costs.
All other aspects of this NOFO remain unchanged
Inna Belfer, MD, Ph.D.
National Center for Complementary and Integrative Health (NCCIH)
Phone: 301-435-1573
Email: inna.belfer@nih.gov
and Human Services (HHS)
