Eligibility
Proposals may be submitted by faculty, research faculty, or professional staff affiliated with an Illinois Space Grant Consortium (ILSGC) member institution:
- Adler Planetarium
- Bradley University
- Chicago State University
- City Colleges of Chicago
- DePaul University
- Discovery Center Museum
- Illinois Institute of Technology
- Northern Illinois University
- Northwestern University
- Southern Illinois University Edwardsville
- The University of Chicago
- University of Illinois Chicago
- University of Illinois Urbana-Champaign
There is no limit to the number of proposals an institution or individual may submit.
To be eligible, affiliate institutions must be in good standing with the Illinois Space Grant Consortium. Good standing includes:
- Submission of any outstanding progress reports, final reports, or other requested reporting from previously funded projects.
- Submission of invoices at least quarterly, as required by the subaward agreement.
- Completion of all required participant and project data collection.
Period of Performance
Funding is available for projects occurring between April 10, 2027, and April 9, 2028.
Applicants should request a project period that reflects the actual time needed to complete the proposed work. The requested period should include sufficient time to complete project activities and submit final invoices (typically project completion plus approximately 45 days).
Applicants requesting funding for the entire project period should provide a brief justification.
Funding is contingent upon NASA’s authorization of funds and execution of a fully approved subaward agreement.
Proposal Compliance
To be considered for funding, proposals must:
- Be submitted by the published deadline.
- Follow all proposal preparation guidelines.
- Include all required proposal components and supporting documentation.
- Receive any required institutional approvals prior to submission.
While the Principal Investigator (PI) or Project Lead may submit the proposal, it is the applicant’s responsibility to ensure all required institutional approvals have been obtained.
Project Requirements
- Projects should support NASA’s mission through activities in aerospace engineering, aviation, astronomy, astrophysics, cosmology, Earth and space science, engineering, computer science, or other disciplines relevant to NASA Mission Directorates. Applicants must clearly describe this alignment within the proposal.
- Projects must also:
- Demonstrate meaningful educational, research, workforce development, or public engagement outcomes.
- Align with one or more NASA Mission Directorates or strategic priorities.
- Include measurable objectives and evaluation methods.
- Identify the source of all required cost-share contributions.
Cost Share Requirement
ILSGC awards require a minimum 1:1 non-federal cost share.
Before a subaward agreement is executed, recipients must identify and document all cost-share sources. Acceptable cost share may include:
- Institutional funds
- Faculty or staff effort
- Waived indirect costs (when permitted by institutional policy)
- Other allowable non-federal contributions
Federal funds may not be used to satisfy the required cost-share obligation.
Awardee Responsibilities
By accepting an Illinois Space Grant award, recipients agree to:
- Submit required progress reports, final reports, invoices, and participant data by established deadlines.
- Maintain documentation supporting project expenditures and reported outcomes.
- Provide performance metrics and project accomplishments requested for NASA reporting.
- When requested, provide photographs, participant success stories, and other project highlights for NASA and ILSGC reports, presentations, websites, and outreach materials.
- Obtain appropriate media release permissions before submitting photographs or videos containing identifiable individuals.
Institutional Approval
Applicants are responsible for obtaining any required institutional approvals before submitting the proposal. The Principal Investigator or Project Lead may submit the application through the portal once institutional approval has been obtained.
Proposal Guidelines
Applications must be submitted online through the application portal.
ILSGC has created templates for submitting the required materials for each proposal. You will be able to download and modify each of the files found in the tabs below.
The proposal should clearly describe the proposed project, its objectives, planned activities, expected outcomes, and alignment with NASA priorities.
Applicants should use the official proposal template and follow the section headings provided in that document. Detailed instructions for each section are included within the template.
| Component | Description |
|---|---|
| Proposal Narrative (Sections A–J) | Program Summary (maximum 500 words) Program Description Statement of Work Purpose and Expected Impact Participants NASA Alignment Timeline and Duration Past Performance (if applicable) Future Funding Plans Evaluation and Performance Metrics Project Management |
| CV/Resume – PI / Project Lead | Maximum 2 pages |
| CV/Resume – Co-Investigators | Maximum 1 page each |
| References | If applicable; no page limit |
| Letters of Support / Collaboration | Optional |
| Budget Worksheet | Use the required Excel template |
| Budget Justification | Use the provided template |
Budget Worksheet (Excel template): Provide a detailed budget showing NASA funds requested, cost-share contributions, and total project costs.
Please review the budget template for complete instructions. Key requirements include:
- Personnel costs must be identified by position/title, with estimated rates and total amounts.
- PI salary support is limited to $4,000 and requires strong justification.
- Domestic travel must include purpose, destination, number of travelers, duration, transportation, lodging, and per diem. Foreign travel is not allowable.
- Food purchases are not allowable, except allowable travel per diem.
- Souvenirs or promotional items (e.g., T-shirts, trophies, giveaways) are not allowable.
- Equipment purchases and other unallowable expenses must comply with NASA and Uniform Guidance restrictions.
- Indirect costs for higher education institutions are limited to the institution’s federally negotiated rate.
- All cost-share sources and amounts must be identified.
- All individuals directly funded with ILSGC funds, or contributing cost share, must be U.S. citizens.
Budget Justification: Explain and justify each proposed expense, including personnel, fringe benefits, participant support (if applicable), travel, supplies/services, other direct costs, indirect costs, and cost share.
The budget justification must align with the activities described in the proposal narrative and with the amounts shown in the budget worksheet.
Selection Criteria
Proposals will be reviewed by the ILSGC Director and Affiliate Principal Investigators and selected based on adherence to the above criteria, merit, and equitable distribution of resources across the Consortium. Women, under-represented minorities, and persons with disabilities are especially encouraged to apply.
Notice of Award:
If a proposal is approved for funding, the applicant will be notified by e-mail once the committee has had an opportunity to consider all applications. An award letter will be sent, containing a start date anticipated to be April 10, 2026. Funding will be released, subject to authorization of funds by NASA, and the affiliate subaward is in place.
PLEASE NOTE: Funds will be paid through the affiliate’s subaward with Illinois Space Grant.
Post Award Expectations:
NASA’s STEM Gateway Requirement
All students and project leads/principal investigators will need to register in NASA’s STEM Gateway System.
Budgets:
The awardee and their respective department/institution will monitor funding activity and expenditures. Awarded funds are limited specifically to the expenses itemized and approved as part of the original application and may not (without ILSGC approval) be utilized for any other expenditure not previously identified. Any residual funds at the close of the project will be returned to the Illinois Space Grant Consortium.
Invoicing:
- Awarded projects should be prepared to invoice the ILSGC at least quarterly but not more than monthly for project expenditures, even if no funding is used.
- Cost share should be reported on each invoice
- If you have multiple projects funded, please indicate the project that is spending the funding (can be in an email or on the invoice)
- Expectation is to send invoices to SPA spasubinvoices@illinois.edu and cc Heidi hbjerke2@illinois.edu and Meghann meghannm@illinois.edu.
- Must be compliant with Uniform Guidance 200.332
Required Reporting:
The principal investigator on the awarded proposal will be contacted to complete the data collection sheet required for NASA’s data collection and reporting. The due dates are in the timeline. Here is the template of the data collection file.
- Progress reports and final reports are required for all funded programs. You will receive the spreadsheet file in the Fall, Spring, and Summer to be completed and returned.
- Comply with ILSGC, NASA, and our External Evaluator’s data requests.
- Students over the age of 18 who receive significant awards that meet one or more of the following criteria: receive $3000 or more in financial support, or 160 hours of participation or greater, are considered significant. Students who are significantly funded by the project must be willing to provide their information and participate in the NASA longitudinal tracking program. Longitudinal tracking is required for all students until they take their next step. For example: if a student is a junior who receives significant funding from ILSGC, we will ask for the student’s information yearly until they enter graduate school or take a position in their career field.
- If possible, please include any relevant photographs of the program, featuring participants, along with captions. Each person with a recognizable face must have signed a photo-release form found here. (Heidi will contact the students and get the signed form if you provide their names and contact information).
Peer-Reviewed Presentations and Publications:
- Any publications or presentations related to the project should be submitted to ILSGC.
- Researchers submitting NASA-funded articles in peer-reviewed journals or papers from conferences now shall make their work accessible to the public through NASA’s PubSpace at Submit to PubSpace – Scientific and Technical Information Program (nasa.gov). PubSpace provides free access to NASA funded and archived scientific publications. Research papers will be available within one year of publication to download and read.
- Papers and presentations should acknowledge ILSGC funding using this statement: “The material contained in this document is based upon work supported by a National Aeronautics and Space Administration (NASA) grant. Any opinions, findings, conclusions, or recommendations expressed in this material are those of the author and do not necessarily reflect the views of NASA. This work was supported through a NASA grant awarded to the NASA Illinois Space Grant Consortium under Grant No. 80NSSC25M7083.”
- In addition, please display the official Illinois Space Grant Consortium logo (see logo repository) in all presentations and materials associated with Space Grant program support. We are proud of our program and of our shared accomplishments!
