NIOSH SUPPORT FOR CONFERENCES AND SCIENTIFIC MEETINGS (R13/U13)

RELEASE DATE: October 18, 2004

PA NUMBER:  PAR-05-005   (This PAR has been revised, see PAR-06-014)

EXPIRATION DATE: November 17, 2005
Department of Health and Human Services (DHHS)

PARTICIPATING ORGANIZATION:
Centers for Disease Control and Prevention (CDC), (http://www.cdc.gov/)

COMPONENT OF PARTICIPATING ORGANIZATION:
National Institute for Occupational Safety and Health (NIOSH), (http://www.cdc.gov/niosh)

Note: The policies, guidelines, terms, and conditions stated in this 
announcement may differ from those used by the NIH.

LETTER OF INTENT DATES:  March 1, July 1, and November 1, annually  
APPLICATION RECEIPT DATES:  April 15, August 15, and December 15, annually  

CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER(S):  93.262 

THIS PROGRAM ANNOUNCEMENT (PA) CONTAINS THE FOLLOWING INFORMATION

o  Purpose of the PA
o  Research Objectives
o  Mechanism(s) of Support
o  Eligible Institutions
o  Individuals Eligible to Become Principal Investigators
o  Special Requirements
o  Letter of Intent (Required for this announcement)
o  Where to Send Inquiries
o  Submitting an Application
o  Supplementary Instructions
o  Review Process
o  Review Criteria
o  Award Criteria
o  Required Federal Citations

PURPOSE OF THIS PA

This Program Announcement (PA) provides guidelines for the National Institute 
for Occupational Safety and Health's (NIOSH) support of scientific meetings. 
Proposed conferences and scientific meetings must support the mission of CDC 
and NIOSH.

Applications for conference grant support under this announcement must submit 
a letter of intent to NIOSH staff.  As a streamlining measure, there are 
three annual receipt dates for all applications for support of scientific 
meetings, and decisions about awards will normally be made within six months 
of submission.

RESEARCH OBJECTIVES

The NIOSH recognizes the value of supporting high quality scientific meetings 
that are relevant to its scientific mission and to the public health.  A 
scientific meeting is defined as a gathering, symposium, seminar, conference, 
workshop or any other organized, formal meeting where persons assemble to 
coordinate, exchange, and disseminate information or to explore or clarify a 
defined subject, problem, or area of knowledge.  Support of such meetings is 
contingent on the fiscal and programmatic interests and priorities of NIOSH, 
which are linked to the website, 
http://www.cdc.gov/niosh/homepage.html.  

MECHANISM OF SUPPORT

This Program Announcement will use the conference grant (R13) and conference 
cooperative agreement (U13) award mechanisms.  Under the R13 mechanism, the 
applicant will be solely responsible for planning, directing, and executing 
the proposed project.  Multiple year awards may be made to a permanently 
sponsoring organization for conferences held annually or biennially on a 
recurring topic.  The total project period for an application requesting 
support may not exceed five years.

The U13 is a cooperative agreement award mechanism.  In the cooperative 
agreement mechanism, the Principal Investigator retains the primary 
responsibility and dominant role for planning, directing, and executing the 
proposed project, with NIOSH staff being substantially involved as a partner 
with the Principal Investigator, as described under the section "Cooperative 
Agreement Terms and Conditions of Award."

This PA does not use just-in-time concepts and does not use modular budgeting 
formats.  Follow the instructions in the PHS 398 
http://grants.nih.gov/grants/funding/phs398/phs398.html for non-modular 
research grant applications.

ELIGIBLE INSTITUTIONS

You may submit an application if your institution has any of the following 
characteristics:

o For-profit or non-profit organizations
o Public or private institutions, such as universities, colleges, hospitals, 
and laboratories
o Units of State and local governments
o Eligible agencies of the Federal government
o Domestic institutions/organizations
o Faith-based or community-based organizations

NOTE: Foreign institutions are not eligible to apply for conference grant 
support. An international conference can be supported through the U.S. 
representative organization of an established international scientific or 
professional society or institution.

INDIVIDUALS ELIGIBLE TO BECOME PRINCIPAL INVESTIGATORS

Any individual with the skills, knowledge, and resources necessary to conduct 
the proposed scientific meeting is invited to work with that individual's 
institution to develop an application for support.  Individuals from 
underrepresented racial and ethnic groups as well as individuals with 
disabilities are encouraged to apply.

SPECIAL REQUIREMENTS

NIOSH may accept applications for up to five years when a series of annual or 
biennial meetings is proposed by a sponsoring organization.  Support for 
meetings held on a less frequent schedule must be applied for individually.  
For multiple year awards, the progress report (Form PHS 2590, available at 
http://grants.nih.gov/grants/funding/2590/2590.htm, must be submitted two 
months prior to the next budget period start date.  It should include a 
report on the previous meeting supported by the current grant, as well as a 
full description of the next planned meeting.

A critical part of the application for NIOSH support of scientific meetings 
is documentation of appropriate representation of women, racial/ethnic 
minorities, persons with disabilities, and other individuals who have been 
traditionally underrepresented in science.  These individuals must be 
included in all aspects of planning, organization and implementation of 
NIOSH-sponsored and/or supported meetings.  "Appropriate representation" 
means representation based on the availability of scientists from these 
groups known to be working in a particular field of biomedical or behavioral 
research.  If appropriate representation is not apparent, no award will be 
issued until NIOSH program staff are assured of concerted recruitment 
efforts.  Organizers of scientific meetings must document compliance with the 
GUIDELINES FOR INCLUSION OF WOMEN, MINORITIES, AND PERSONS WITH DISABILITIES 
IN SCIENTIFIC MEETINGS SUPPORTED BY THE NIH (included at 
http://grants.nih.gov/grants/funding/r13/index.htm). 

Cooperative Agreement Terms and Conditions of Award

These special Terms of Award are in addition to and not in lieu of otherwise 
applicable OMB administrative guidelines, HHS Grant Administration 
Regulations at 45 CFR Parts 74 and 92, and other HHS, PHS, and CDC policies.

A U13 award is an assistance mechanism in which the Principal Investigator 
(PI) retains the primary responsibility and dominant role for planning, 
directing and executing the proposed project, with NIOSH staff being 
substantially involved as a partner with the PI, although specific tasks and 
activities in carrying out the project will be shared among the awardee and 
NIOSH designated staff, as described below.

1.  Awardee Rights and Responsibilities

Awardees have primary authorities and responsibilities to define objectives 
and approaches, and to plan, conduct, analyze, and publish results, 
interpretations, and conclusions of the conferences.

The Principal Investigator 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 CDC policies. Publication and copyright 
agreements and the requirements for financial status reports; retention of 
records; and terminal progress reports will be as stated in the CDC Policies.

Awardees are responsible for identifying specific milestones for conferences 
that will be supported during the project period, when multi-year conferences 
are supported.

2.  NIOSH Staff Responsibilities

A NIOSH Project Scientist will have substantial scientific-programmatic 
involvement during conduct of this activity, through technical assistance, 
advice, and coordination above and beyond normal program stewardship for 
grants.  Substantial involvement as a partner would include, for example, 
assisting in planning the agenda, selecting speakers, organizing a symposium, 
determining the content of the meeting, or determining the acceptability of 
submitted papers.  Substantial involvement would not include serving as an 
invited speaker or providing limited advice.

A NIOSH Program Director will be responsible for normal stewardship of the 
award, and may also serve as a Project Scientist.  The Program Director will 
be responsible for assessing the progress of multi-year conferences toward 
the accomplishment of specified milestones, and for recommending if further 
funds should be released to the project.

LETTER OF INTENT (REQUIRED)

Prospective applicants are required to submit a letter of intent that 
includes the following information:

o Number and title of this PA
o Descriptive title of the proposed conference
o Name, address, telephone number and e-mail address of the Principal 
Investigator
o Names of other key personnel (if any)
o Names of Institution(s) participating in the application

Although the letter of intent is required, is not binding and does not 
enter into the review of the subsequent application.  The letter of intent 
allows NIOSH staff to plan for review of the application, alert appropriate 
NIOSH staff about the possible conference, and advise the applicant on 
potential co-sponsors.  However, it will not be used as an approval for 
submission of an application.

The letter of intent must be received by the due dates of March 1, July 1, 
and November 1, which are approximately six weeks in advance of the 
application receipt dates of April 15, August 15, and December 15.  NIOSH 
will acknowledge the receipt of this letter. The letter of intent should be 
sent to: 

Susan B. Board, M.S.
Scientific Program Administrator
Office of Extramural Programs
Centers for Disease Control and Prevention
National Institute for Occupational Safety and Health 
1600 Clifton Road, N.E.
Building 24, Room 1415, MS E-74
Atlanta, GA  30333
Telephone:  (404) 498-2512
FAX:  (404) 498-2571
Email: [email protected]
http://www.cdc.gov/niosh/homepage.html

WHERE TO SEND INQUIRIES

We encourage your inquiries concerning this PA and welcome the opportunity to 
answer questions from potential applicants.  Inquiries may fall into two 
areas:  scientific/research and financial or grants management issues:

o Direct your questions about scientific/research issues to:

Susan B. Board, M.S.
Scientific Program Administrator
Office of Extramural Programs
Centers for Disease Control and Prevention
National Institute for Occupational Safety and Health 
1600 Clifton Road, N.E.
Building 24, Room 1415, MS E-74
Atlanta, GA  30333
Telephone:  (404) 498-2512
FAX:  (404) 498-2571
Email: [email protected]
http://www.cdc.gov/niosh/homepage.html

o Direct your questions about financial or grants management matters to:

Peter Grandillo
Acquisition and Assistance Field Branch
Centers for Disease Control and Prevention
Announcement Number RFA OH-05-002
626 Cochrans Mill Road
Pittsburgh, PA 15236-0070
Telephone: 412/386-6834
Email: [email protected]

SUBMITTING AN APPLICATION

Applications must be prepared using the Public Health Service (PHS) 398 
research grant application instructions and forms 
http://grants.nih.gov/grants/funding/phs398/phs398.html, using the 
supplemental instructions described below.  Applications must have a D&B
 Data Universal Numbering System (DUNS) number as the 
Universal Identifier when applying for Federal grants or cooperative 
agreements.  The DUNS number can be obtained by calling (866) 705-5711 or 
through the web site at http://www.dnb.com.  The DUNS number 
should be entered on line 11 of the face page of the PHS 398 form.  For 
further assistance contact GrantsInfo, telephone (301) 710-0267, email 
[email protected].

The title and number of this program announcement must be typed on line 2 of 
the face page of the application form and the YES box must be checked.

SUPPLEMENTARY INSTRUCTIONS

A Letter of Intent is required prior to submission of all conference grant 
applications, including new, competing continuation, supplemental, and 
amended applications. 

The following instructions are to be used in conjunction with the 
instructions accompanying application form PHS 398 (rev. 05/2001):

o Form Page 1 (Face Page).  The title of the conference/meeting must be typed 
on line 1. 

o Form Page 2 (Description, Performance Site(s)& Key Personnel).  Complete a 
very brief description of the proposed meeting, including the dates, 
location, types of participants, goals, and topics to be covered.  Enter the 
site of the meeting or workshop as the Performance Site. Key Personnel are 
defined as the Principal Investigator and those individuals responsible for 
the scientific planning, and organization of the meeting.

o Form Page 4 (Detailed Budget for Initial Budget Period).  The NIOSH 
conference award contact should be consulted for guidance regarding any 
specific budget requirements.  Enter the direct costs requested.  Provide a 
narrative justification for each proposed personnel position, including role 
and proposed level of effort.  Include information regarding efforts to 
obtain funding for this conference/meeting from other sources.

Allowable Costs:  Salaries in proportion to the time or effort spent directly 
on the meeting; rental of necessary equipment; travel and per diem or 
subsistence allowances; supplies needed for conduct of the meeting, only if 
received for use during the budget period; conference services; publication 
costs; registration fees; speakers' fees.

Non-allowable Costs:  Purchase of equipment; transportation costs exceeding 
coach class fares; visas; passports; entertainment; tips; bar charges; 
personal telephone calls; laundry charges; organization dues; honoraria or 
other payments for the purpose of conferring distinction or communicating 
respect, esteem or admiration; patient care; alterations or renovations; 
facilities and administrative costs.

o Form Page 5 (Budget for Entire Proposed Project Period)  Multiple year 
applications should provide the totals under each budget category for all 
additional years of support requested.

o Form Page 6 (Biographical Sketch).  Complete for Principal Investigator, 
Co-Chair, key personnel, and confirmed key speakers. 
 
o Research Plan.  Section (A-D) may not exceed 10 pages.  Letters of 
agreement from participants should be included in Section I.  Requirements 
stated in Section E (Human Subjects) do not apply to conference grants.

Use this section of the application to describe the objectives, specific 
program, and logistical arrangements for the meeting. Describe the format and 
agenda, including the principal topics to be covered, problems to be 
addressed, and developments or contributions the meeting might stimulate.  
Provide a detailed justification for the meeting, including the scientific 
need, timeliness, and usefulness of the meeting to the scientific community. 
Describe the composition and role of the organizing committee, and provide 
the names and credentials of key participants in the meeting, including the 
basis for their selection and documentation of their agreement to 
participate.

Describe plans for the appropriate involvement of women, minorities, and 
persons with disabilities in the planning and implementation of the proposed 
meeting.  Estimate the expected size and composition of the audience, as well 
as the method of selection.  Describe plans for publicizing the meeting and 
publication of proceedings.  Identify related meetings held on the subject 
during the past three years.  If this is one of a series of periodic meetings 
held by a permanent sponsoring organization, briefly describe and evaluate 
the last meeting in the series.

Applications requesting multiple years of support must provide the following 
additional information for each future year requested, in as much detail as 
possible:  meeting topic(s); tentative dates, locations, and participants; 
and contingency plans for future meetings dependent on, for example, the 
outcome of the first year's meeting or developments in the field.

o Appendix.  The Appendix is limited to announcements and reports of previous 
meetings under the same sponsorship.

o Checklist.  The checklist should be submitted.  No information regarding 
F&A should be included as this is not an allowable cost for this mechanism.

APPLICATION RECEIPT DATES

Applications submitted in response to this Program Announcement will be 
accepted annually on April 15, August 15, and December 15.

SENDING AN APPLICATION TO THE NIOSH:  Submit a signed, typewritten original 
of the application and three signed photocopies in one package to:

Center for Scientific Review
National Institutes of Health
6701 Rockledge Drive, Room 1040, MSC 7710
Bethesda, MD  20892-7710
Bethesda, MD  20817 (for express/courier service)

At the time of submission, two additional copies of the application and all 
copies of the appendix material must be sent to the NIOSH contact person for 
scientific/research issues. 

APPLICATION PROCESSING:  Applications must be mailed on or before the receipt 
dates listed above and on the first page of this PA.  The Center for 
Scientific Review (CSR) will not accept an application in response to this PA 
that is essentially the same as one currently pending initial review unless 
the applicant withdraws the pending application.  The CSR will not accept any 
application that is essentially the same as one already reviewed.  This does 
not preclude the submission of a substantial revision of an unfunded 
application already reviewed, but such application must include an 
Introduction addressing the previous critique.

Although there is no immediate acknowledgement of the receipt of an 
application, applicants are generally notified of the review and funding 
assignment within eight weeks.

REVIEW PROCESS

When application is received, secondary assignments will be made on the basis 
of established PHS referral guidelines.  An appropriate evaluation group 
convened by NIOSH will evaluate the application for scientific and technical 
merit.

As part of the initial merit review, applications:

o Will undergo a selection process in which only those applications deemed to 
have the highest scientific merit, generally the top half of applications 
under review, will be discussed and assigned a priority score
o Will receive a written critique
o May receive a second level review by the appropriate advisory council or 
board.

REVIEW CRITERIA

NIOSH research programs support priority areas identified in the National 
Occupational Research Agenda (NORA) and other significant programs related to 
occupational safety and health.  In the written comments, reviewers will be 
asked to discuss the following aspects of the application in order to judge 
the likelihood that the proposed application will have a substantial impact 
on the pursuit of these goals.  The scientific review group will address and 
consider each of the following criteria in assigning an overall score, 
weighing them as appropriate for each application.

o Significance
o Approach
o Innovation
o Investigator
o Environment
  
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. For example, an applicant may propose to host a conference that by its 
nature is not innovative but is essential to move a field forward.   

SIGNIFICANCE:  Does this scientific meeting address an important problem?  If 
the aims of the application are achieved, how will scientific knowledge be 
advanced?  What will be the effect of these endeavors on the concepts or 
methods that drive this field?

APPROACH:  Is the format and agenda for the meeting appropriate for achieving 
the goals of the conference?  Is the meeting timely for the subject matter?  
How well do the plans for inclusion of women, minorities and persons with 
disabilities provide for their appropriate representation in the planning, 
organization, and implementation of the proposed meeting?  Multi-year 
applications should address these issues for the length of the proposed grant 
period.

INNOVATION:  Does the meeting employ novel approaches or methods to fulfill 
its purpose?

INVESTIGATOR:  Is the PI well suited for organizing this conference?  Are the 
qualifications of the PI appropriate and past performance adequate?  Are the 
key personnel and selected speakers appropriate and well suited for their 
described roles in the conference?

ENVIRONMENT:  How appropriate is the meeting site?  Does the applicant 
organization have the ability to contribute to the probability of success?  
Do the proposed meetings, exhibits, interactions, etc., take advantage of 
unique features of the scientific environment or employ useful collaborative 
arrangements?  Is there evidence of institutional support?

BUDGET:  Is the proposed budget and the requested period of support 
reasonable in relationship to the proposed plan?

AWARD CRITERIA

Applications submitted in response to this PA will compete for available 
funds with all other recommended applications.  The following will be 
considered in making funding decisions:

o Scientific merit of the proposed conference/meeting as determined by the 
evaluation process
o Availability of funds
o Relevance to program priorities

REQUIRED FEDERAL CITATIONS

URLs IN NIOSH GRANT APPLICATIONS OR APPENDICES:  All applications and 
proposals for NIOSH funding must be self-contained within specified page 
limitations.  Unless otherwise specified in a NIOSH solicitation, Internet 
addresses (URLs) should not be used to provide information necessary to the 
review because reviewers are under no obligation to view the Internet sites.  
Furthermore, we caution reviewers that their anonymity may be compromised 
when they directly access an Internet site.

HEALTHY PEOPLE 2010:  CDC is committed to achieving the health promotion and 
disease prevention objectives of "Healthy People 2010," a national activity 
for setting priority areas.  This PA is related to one or more of the areas.  
Potential applicants may obtain a copy of "Healthy People 2010" at 
http://www.healthypeople.gov.

AUTHORITY AND REGULATIONS:  This program is described in the Catalog of 
Federal Domestic Assistance at http://www.cfda.gov/ and is not subject to the 
intergovernmental review requirements of Executive Order 12372 or Health 
Systems Agency review.  Awards are made under authorization of Sections 301 
and 405 of the Public Health Service Act as amended (42 USC 241 and 284) and 
under Federal Regulations 42 CFR 52 and 45 CFR Parts 74 and 92.  All awards 
are subject to the terms and conditions, cost principles, and other 
considerations described in the CDC Grants Policies.

The PHS strongly encourages all grant recipients to provide a smoke-free 
workplace and discourages the use of all tobacco products.  In addition, 
Public Law 103-227, the Pro-Children Act of 1994, prohibits smoking in 
certain facilities (or in some cases, any portion of a facility) in which 
regular or routine education, library, day care, health care, or early 
childhood development services are provided to children.  This is consistent 
with the PHS mission to protect and advance the physical and mental health of 
the American people.

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