Major policy changes include:

1. Public Access to Research Products – these changes align NSF’s public access system with broader federal and scholarly communication expectations.
   • No 12-month embargo on publications – deposits are required at the time of publication.
   • Author Accepted Manuscripts (AAMs) and Version of Record (VORs) are accepted in NSF’s Public Access Repository (PAR).
   • Publications must be available with machine-readable XML metadata.
   • PAR Identifiers now function like persistent IDs (similar to DOIs).
2. Research.gov Project Reporting – this improves linkage between reported outcomes and public access repositories
   • Project reports will automatically populate PAR persistent identifiers and metadata for publications and other projects.
   • Direct dataset entry in project reports is prohibited – datasets should instead be archived with persistent IDs.
3. Data Management and Sharing Plan – these revisions reinforce timely data sharing in accordance with federal public access policies.
   • DMSPs must eventually be created using the new Researh.gov data sharing tool (expected release is April 27, 2026).
   • All data supporting NSF-funded publications must be shared at time of publication, unless justified in the DMSP.

If you have questions about how this update may affect your NSF award(s) please contact the Office of Research Administration (ORA) by email at ora@maine.edu.

Key Updates to NASA Award Terms

NASA’s revisions include updates related to:

1. Termination and Enforcement
   • NASA has clarified and strengthened its authorities related to award termination, including the ability to suspend or terminate an award in whole or in part when an award no longer advances program goals, agency priorities, or (for certain awards) the national interest, and also termination for convenience when determined to be in the best interest of the Government. (GIC 26-01 – Termination Payment)
2. Financial Management – Payment Requests and Drawdowns
   • NASA has revised requirements related to payment requests and drawdowns, including limitations on drawing down general grant funds for specific projects without NASA’s affirmative authorization, and requiring recipients to provide written justification for each payment request at the sub-account level (including the amount requested, applicable budget cost category, and explanation of need). (GIC 26-01 – Termination Payment)

Effective Date

These revisions are effective immediately upon issuance of the GIC. (GIC 26-01 – Termination Payment)

University of Maine ORA Support

91���� Office of Research Administration (ORA) is working with the
affected offices to assess impacts (if any) to existing and new NASA awards,
including any changes to award administration, payment processes, and compliance
requirements.

If you have questions about how this update may affect your NASA award(s) or
proposal activity, please contact ORA by email at ora@maine.edu.

In the event of receiving a stop-work order from a federal agency, please immediately notify your university’s office of sponsored programs and University of Maine Director of the Office of Research Administration, Christopher Boynton (christopher.boynton@maine.edu).

As directed by recent Executive Orders, the DOT will cease enforcement of requirements related to climate change, greenhouse gas emissions, racial equity, gender identity, diversity, equity, inclusion, environmental justice, and the Justice40 Initiative, unless such requirements are based in existing statute or regulation. These provisions are now considered null and void, and recipients are released from related obligations effective immediately.

The DOT emphasized that this change does not impose new conditions but instead aligns its funding agreements with current administration policies and existing legal requirements.

Questions or clarification should be directed to your assigned DOT program representative.

To assist with compliance, NIH has developed a new website dedicated to the Public Access Policy which includes an overview of the policy, supplemental guidance, tips for submitting to PubMed Central, contact information, and FAQs. .

Questions can be emailed to SciencePolicy@od.nih.gov.

The goal of the ORA’s financial reporting services is to provide Principal Investigators and department administrators with quality support services and financial compliance guidance along with effective stewardship of sponsored awards.

Most sponsors require financial reporting to determine the use of sponsored funds on either a monthly, quarterly, annual or other reporting basis. ORA’s Fiscal Service’s team is responsible for ensuring that the deadlines for financial reporting are met and that we are in compliance with the federal, state, sponsor specific and/or the University’s policies and procedures depending on the type of award. The University shall submit timely financial reports to the sponsors of research and other scholarly activity that:

• Accurately reflect the actual use of sponsored funds as recorded in the financial records    of the University

• Ensure that all reports are in compliance with the sponsor’s terms and conditions

At the conclusion of the award, after the financial report is filed with the sponsor, and all financial obligations are satisfied, the Grant/Contract Accountant is responsible for closing the award within the University’s financial system. Go here for more on Financial Reporting.

Progress/Technical Reporting

Overview
Technical progress reports are often mandated by sponsors. The PI (Principal Investigator) and department administrators should consult each award’s terms and conditions to confirm specific reporting requirements.

1. Preparation and Submission Timeline

Applicable for reports requiring AOR (Authorized Organizational Representative) approval

• Annual or Interim Reports (Federal): PIs must submit technical reports to ORA at least 5 business days before the sponsor’s deadline.
• Final Technical Reports: Final reports should be submitted to ORA at least 5 business days before the deadline to allow time for review.

Note: Reports received with less than five business days for review may not be processed by ORA before the due date.

2. Federal-Wide Research Performance Progress Reports (RPPR)

• The PI is responsible for preparing RPPRs according to agency-specific guidelines. Refer to the Federal Research Terms and Conditions and for detailed requirements.

3. Agency-Specific Submission Requirements

Agency-Specific Reporting Summary

4. ORA Review and Submission to Sponsor

• ORA will review progress reports within 5 business days of receipt and communicate any necessary revisions.
• Upon approval, ORA will submit the report to the sponsor and notify the PI of submission.

Contact Information
For any report containing financial information or for guidance on sponsor-specific requirements, contact ORA at ora@maine.edu.

These timelines are designed to ensure compliant and timely reporting, supporting the effective administration of sponsored awards.

Principal Investigator and ORA Responsibilities

Principal Investigator (PI) Responsibilities

1. Review of Award Requirements
   • Review each award’s terms and conditions to confirm reporting requirements, including deadlines and submission guidelines.
2. Preparation of Progress/Technical Reports
   • Prepare technical and progress reports, following specific agency requirements:
     • Federal-Wide RPPR: Prepare reports according to agency guidelines, referring to Federal Research Terms and Conditions and Agency Specific RTCs.
     • Agency-Specific: Prepare reports according to agency-specific submission protocols (e.g., NSF, NIH, DOE).
3. Submission Timeline Compliance
   • Submit all technical reports to ORA at least 5 business days before the sponsor’s deadline if ORA review and approval are required.
   • For final technical reports, ensure submission to ORA 5 days before the deadline to allow time for review.
4. Direct Submissions and ORA Copies
   • For agencies like NASA and NEH, submit reports directly to the Program Officer and copy ORA at ora@maine.edu.
   • For non-federal sponsors, submit purely technical reports directly to the sponsor with a copy to ORA. If financial details are included, submit first to ORA for review.

Office of Research Administration (ORA) Responsibilities

1. Review of Reports
   • Review all submitted reports requiring AOR approval within 5 business days of receipt, ensuring compliance with award terms and conditions.
   • Communicate necessary changes to the PI if any adjustments are needed for compliance.
2. Submission to Sponsor
   • Upon review and approval, ORA will:
     • Submit technical reports to the sponsor for federal agencies (e.g., NIH, DOE, DOJ, NOAA).
     • Notify the PI once the report is submitted.
3. Agency-Specific Support
   • Provide guidance on agency-specific submission requirements, including specific submission platforms (e.g., Research.gov for NSF, NIH guidelines) and any required procedural details outlined in the award.
4. Financial Review
   • For reports that include financial information, review submissions to ensure they meet sponsor-specific financial requirements and confirm they are accurate before submission.
5. Support and Communication
   • Act as a point of contact for sponsor-related guidance and reporting questions, and provide oversight to facilitate timely and compliant submission practices across all sponsored awards.