Q: Are no-cost extensions allowable under Chandra Grants?

A: A no-cost extension to your Chandra grant is allowable and can be initiated for one 12-month period if the analysis of the data cannot be completed within the authorized Award period. Rules for no-cost extensions are in the Terms and Conditions which are part of your Grant Award.

A second extension of the Award period will be awarded only in exceptional circumstances and must be well justified. Such requests must be submitted in writing at least 30 days prior to the end-date of the no-cost extension.

Late delivery of data or non-availability of analysis software are the usual reasons for granting second no-cost extensions.

Q: What is the process for requesting a no-cost extension?

A: A no-cost extension may be requested through the Grant Officer, SAO, Grant Awards Section for a maximum of one year by the Investigator on the award providing that the award documents allow extension. Note that each award, even though part of the same project, is treated as an individual award. Each investigator, whether Principal Investigator (PI) or Co-Investigator (Co-I), must request via their institution the extension for their own award. The request must be made in writing either by letter or e-mail. As a minimum, the following information must be included in the request: [1] Award Number, [2] Investigator's name, [3] Awardee Institution, [4] Additional time requested, and [5] Reason for the extension.

The request must be received a minimum of 30 days prior to the award end-date but not earlier than 60 days prior to the award end-date. If extraordinary circumstances exist, the investigator should contact the Grant Officer on the award.

An interim Progress/Performance Report [Form CRG-99-1 or equal] must be submitted with the request for extension. The extension cannot be executed until the report is received in the Grant Awards Section.

Q: I am the PI on a project. I have a Co-I working with me at another institution. The Co-I was issued a separate award document for his/her funding. Can I request a no-cost extension for the Co-I when I submit my request?

A: No. The Co-I must submit their own request for the extension as well as a Progress/Performance Report for the progress that they have made on their portion of the work. However, when the PI submits his/her request for the extension, the PI may request that the Progress/Performance Report he/she submits with the request for extension be used for all Co-I's. The report must include a breakdown of each Co-I's contribution/progress and the request to use the report for all Co-I's must be in a prominent place on the report. If using Form CRG-99-1, Block 1, Type of Report, has a block that can be checked indicating that the report will be used to support all Co-I's requests for a no-cost extension.

Q: How do I contact the Grants Awards section?

A: Detailed contact information is contained here.

Q: How do I know who my Grant Officer is?

A: The name, telephone number and e-mail address of the Grant Officer for each award is shown in Block 14 [SAO Points of Contact] of the award document. Contact information for the Grant Officers as well as the institution assignments are available.

Q: Why does the Period-of-Performance for General Observing Awards start before the award is issued?

A: The Period-of-Performance, for General Observing Awards, starts on the day the observation data had been distributed to the PI and continues for one or two years from that date. The start of this period coincides with the start of the one-year proprietary period for the data. The award is typically issued 2-4 weeks after the date the data has been distributed.


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