USAP Updated Science Planning Process

Implementation Phase

This final phase occurs after the Operational Notice is agreed upon, the program recommends the proposal for Award, the Division Director signs off on that recommendation, and after NSF’s Division of Grants and Agreements scrutinizes budgetary details and makes the official NSF award. The implementation phase will continue for the life of the grant.

At the beginning of the Implementation phase, and annually for each field season documented in the Operational Notice, the PI will submit a Support Information Package (SIP) within the online platform POLAR ICE. The SIP will include specific requirements such as each season's participants, deployment dates, cargo and sample details, environmental and Unmanned Aerial System (UAS) permitting, space requests, and transportation needs.

Prior to deployment, the PI will concur with the Research Support Plan (RSP), which documents the final agreement for support requested in the SIP. The level of PI involvement during pre-deployment implementation is related to the particular science plan.

This phase also includes an annual physical qualification (PQ) for each participant in order to deploy. More details on the PQ process can be found on the NSF Polar Physical Qualification (PQ) Process website. Safety and Occupational Health polices can be found on the PQ policies page.

For all grants requiring multi-year deployments, USAP will annually revisit planning documents (Operational Notice, SLP, PEP) and make updates as appropriate. The PI must submit a SIP and concur to RSP annually prior to a deployment season. The implementation phase concludes after all deployments have been completed and all science personnel and equipment have been returned to their place of origin.

Level 2: Sustaining Support

If the Operational Notice is agreed upon by March, POLAR ICE will open for submission of SIP on March 1. The PI is expected to submit the SIP before April 15. If the fieldwork includes the use of UAS, the PI will also receive a ConOps template to fill out and return. Grant awards are anticipated no later than August of year 1 shown above. USAP will submit the RSP after August, and the RSP must be concurred with prior to deployment. Deployment may be as early as October following grant award.

Level 3: Elevated Support

If the Operational Notice is agreed upon by mid-July, POLAR ICE will open for submission of SIP the following March, in year 2 shown above. The PI is expected to submit the SIP before April 15. If the fieldwork includes use of UAS the PI will also receive a ConOps template to fill out and return. The grant award is anticipated before the SIP opens. USAP will submit the RSP after August and the RSP must be concurred with prior to deployment. Deployment may be as early as October year 2.

Level 4: Intermediate Support

If the Operational Notice is agreed upon by February of year 2 - confirming all major resources are accounted for within the SLP - POLAR ICE will open for submission of the SIP in March of year 2 shown above. The PI is expected to submit the SIP before April 15. Grant awards are anticipated in July-August of year 2. USAP will submit the RSP after August, and the RSP must be concurred with prior to deployment. Deployment may be as early as October of year 2.

Logistics for Level 4 and above awards are managed through the Science Logistics Plan (SLP) developed in the Planning phase. The SLP and the Principal Investigator’s (PI) Project Execution Plan (PEP) include additional requirements and change control for the management of these efforts.

Level 5: Major Support

If the Operational Notice is agreed upon by February of year 2 - confirming all major resources are accounted for within the SLP and PEP - POLAR ICE will open for submission of the SIP in March of year 2. The PI is expected to submit the SIP before April 15. The grant awards are anticipated in July-August of year 2. USAP will submit the RSP after August, and the RSP must be concurred with prior to deployment. Deployment may be as early as October of year 2.

Level 6: MREFC

Level 6 science proposals meet the requirements of Major Research Equipment and Facilities Construction (MREFC) and must follow the MREFC requirements found in the NSF Research Infrastructure Guide. An SLP is also required prior to completing the Operational Notice. Possible MREFC proposals must contact NSF to discuss steps and possible timelines.

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