Disclosing Activities to Sponsors

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On this page:

ORCID
Where Should Information Be Disclosed?
Current and Pending Support
Biosketch
Disclosing Activities to NIH
Disclosing to NSF
Other Support and Biosketch FAQs

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Most sponsors have reporting and disclosure requirements for external activities, research activities, and international activities. Such disclosures are typically made in the Biosketch or Current and Pending (Other) Support documents in the proposal or progress report package. “Current and pending support” is sometimes also referred to as “other support” or “active and pending support”.

Read all sponsor instructions carefully. Some sponsors may use the same forms (i.e., federal “common forms”) or indicate to use a specific template. When in doubt, disclose, or contact DSP at ufproposals@ufl.edu for assistance in reviewing requirements.

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ORCID

ORCID (Open Researcher and Contributor ID) provides a unique digital persistent identifier (ORCID iD) for individuals to use as they engage in research, scholarship, and innovation activities. The ORCID iD can be connected to professional information – including affiliations, grants, publications, and peer review – and can be used to share information with other systems such as SciENcv to create Biosketches and Current and Pending Support documents. To create and/or connect to your ORCID iD visit ORCID @ UF.

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Where Should Information be Disclosed?

The table below provides an overview of the appropriate location for disclosures. A comprehensive listing of disclosure types for federal submissions is available here.

Person, Equipment, Samples, Materials, etc.	Facilities & Resources	Other Support	Budget
Access to but not needed on this project		X
Used on this project but not charged to this project	X
Access to Core facilities or shared equipment	X
Budgeted to charge to this project			X

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Disclosing Activities in Current and Pending Support

Current and pending support includes all resources made available to an individual in support of and/or related to all of his/her research efforts, regardless of whether or not they have monetary value. Current and pending support also includes in-kind contributions (such as office or laboratory space, equipment, supplies, employees, or students).

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Disclosing Affiliations in Biosketch

Researchers should include all affiliations on their Biosketch. This includes any titled academic, professional, or institutional position, foreign or domestic, whether full time, part time, or voluntary, and whether or not compensation is received (including adjunct, visiting, or honorary). Additionally, some affiliations or participation in foreign talent recruitment programs may also meet the definition of other support. If so, researchers should disclose the activity in the Current and Pending Support as well.

Prior to accepting any affiliation with another institution that requires a commitment of time or resources, and irrespective of whether the affiliation is compensated or not, UF faculty must disclose the activity to the University and receive approval. This includes participation in foreign talent recruitment programs or other affiliations/appointments at another institution. Disclosure to UF requires that UF faculty use UF’s electronic system for disclosures. Additional information on UF’s disclosure of outside activities process can be found on the Conflicts of Interest website.

For questions about disclosing international engagements to UF, please visit International Engagement and Collaborations.

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Disclosing Activities to NIH

National Institutes of Health (NIH) requires the disclosure of all sources of research support, foreign components, and financial conflicts of interest for senior/key personnel on research applications and awards. NIH uses this information when making its funding decisions to determine if the research being proposed is receiving other sources of funding that could be duplicative, if the investigator(s) have the necessary time available to complete the research, or if financial interests may affect objectivity in the conduct of the research. NIH Guidance for disclosing all sources of support is provided below.

A comprehensive listing of pre- and post-award disclosures relating to the biosketch and current and pending support is available on the NIH website.

NIH Other Support

NIH requires senior/key personnel to disclose all resources made available to them in support of or related to all of their research endeavors, regardless of whether or not they have monetary value and regardless of the performance site of the research. Even if the researcher performs the activity outside of the researcher’s UF appointment period (e.g., a nine-month faculty member conducts the activity during the summer months or as part of activities for a start-up company) or at a location other than UF, the researcher must disclose the activity.

• NIH Other Support instructions and format
• NIH Other Support FAQs
• Sample format for clinical trials

For Other Support submissions that include foreign activities and resources for which the investigator has an affiliation, appointment and/or employment with a foreign institution, investigators are required to attach all contracts, grants or other appointment agreements as supporting documentation. If the documents are not in English, investigators must also provide translated copies. This supporting documentation must be included with the Other Support forms and flattened into a single PDF.

NIH typically requires senior/key personnel to submit Other Support as part of the Just-in-Time procedures. Please review the proposal solicitation and form instructions carefully, as NIH may require Other Support to be included with proposal submission for some programs (such as K proposals). Researchers are responsible for promptly notifying NIH of any substantive changes to previously submitted Just-in-Time information up to the time of award. Submission of Just-in-Time documents requires routing through DSP.

All Other Support submissions must be electronically signed by the person for whom the report is submitted. Any electronic signature must be affixed (physical signature scanned or affixed with digital writing device, Adobe signature, DocuSign, etc.) before the submission is flattened into a single PDF. An administrator pasting an image of signature onto the documents or signing on behalf of an investigator in any way is not allowed. After signing, ensure the document has been flattened (see instructions).

After the initial NIH award, researchers must disclose changes in active support in the annual Research Performance Progress Report (RPPR). More information concerning RPPRs can be found on DSP’s Progress Report page and NIH’s RPPR FAQ. If Other Support information was not disclosed in the Just-in-Time submission or RPPR, UF must submit an updated Other Support document to the NIH as soon as it becomes known. If you have any undisclosed support, email ufproposals@ufl.edu immediately so that it can be appropriately disclosed to NIH.

NIH Biosketch

Researchers must include all current positions, scientific appointments and affiliations in their Biosketch. NIH Guidance clarifies that within the ‘Positions, Scientific Appointments, and Honors’ section of the Biosketch, researchers must list in reverse chronological order all current positions and scientific appointments both domestic and foreign, including affiliations with foreign entities or governments. This includes titled academic, professional, or institutional appointments whether or not remuneration is received, and whether full-time, part-time, or voluntary (including adjunct, visiting, or honorary).

• NIH Biosketch instructions and format
• NIH Biosketch FAQs

NIH Foreign Component Disclosure

NIH defines “foreign component” as the performance of any significant scientific element or segment of a project outside of the U.S., either by UF (including any UF employee), by a subrecipient, or by a researcher employed by a foreign entity, whether or not grant funds are expended. There is a 2-part test for determining whether an activity meets the definition of foreign component: (1) whether a portion of the project will be conducted outside of the U.S. and (2) whether that portion of the project is significant. Some examples of activities that may be considered a significant element of the project include, but are not limited to:

• Collaborations with investigators at a foreign site anticipated to result in co-authorship;
• Use of facilities or instrumentation at a foreign site; or
• Receipt of financial support or resources from a foreign entity.

At the time of application submission, if there is an anticipated foreign component, researchers must check “yes” to question 6 on the “R&R Other Project Information” form, “Does this project involve activities outside of the United States or partnerships with international collaborators?” and include a “Foreign Justification” attachment in Field 12 “Other Attachments.” The Foreign Justification should describe the special resources or characteristics of the research project (e.g., human subjects, animals, disease, equipment, and techniques), including the reasons why the facilities or other aspects of the proposed project are more appropriate than a domestic setting. This information must match the information provided in the UFIRST Proposal on page 3.0 of the smartform.

If researchers want to add a foreign component to an ongoing NIH award, UF must receive prior approval from NIH before adding the foreign component. To seek prior approval, submit the request through UFIRST as an Award Modification and include the information found in the Foreign Justification described above. For more information about Foreign Components, visit the NIH Foreign Components FAQ page.

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Disclosing Activities to NSF

National Science Foundation (NSF) requires the disclosure of all resources made available, or expected to be made available, to an individual in support of their research and development efforts. Disclosures are required for all senior/key personnel. NSF uses this information when making its funding decisions to assess the investigator’s capacity or any conflicts of commitment that may impact the ability of the individual to carry out the research as proposed. Guidance for disclosing all sources of support is provided below.

NSF has partnered with NIH to use SciENcv (Science Experts Network Curriculum Vitae) as the approved format for use in preparation of the Biosketch and Current and Pending Support sections of an NSF proposal. NSF Biosketch and Current and Pending Support documents created in SciENcv follow the National Science and Technology Council’s (NSTC) Common Forms format.

A comprehensive listing of pre- and post-award disclosures relating to the biosketch and current and pending support is available on the NSF website.

NSF Current and Pending Support

Current and pending support includes all resources made available to an individual in support of and/or related to all of his/her research efforts, regardless of whether or not they have monetary value. Current and pending support also includes in-kind contributions (such as office or laboratory space, equipment, supplies, employees, or students). See the NSF FAQs on Current and Pending Support for more information.

Anyone working in your lab with direct support from any organization other than UF (including those who identify as “self-funded”) must be listed on your Current and Pending Support documents. Any other resources (including materials, reagents, equipment, direct paid travel, or items of value such as free sequencing, data access, tissues, etc.) that support your research program should be listed.

If a researcher on an active NSF award failed to disclose current support or in-kind contribution information as part of the proposal submission process, notify DSP at ufproposals@ufl.edu immediately as UF must submit the information to NSF within 30 calendar days of the identification of the undisclosed support. NSF will determine the impact of the information and any appropriate action, if necessary.

• NSF Current and Pending Support instructions

NSF Biosketch

Researchers should include all affiliations on their Biosketch. This includes any titled academic, professional, or institutional position, foreign or domestic, whether full time, part time, or voluntary, and whether or not compensation is received (including adjunct, visiting, or honorary). For NSF, these affiliations must be listed under the Appointments section of the Biosketch. Additionally, some affiliations or participation in foreign talent recruitment programs may also meet the definition of support. If so, researchers should disclose the activity as described in the “current and pending support” section above as well.

• NSF Biosketch instructions

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Other Support and Biosketch FAQs

Last updated 8/20/25.