R13/U13 Guidelines

R13/U13 Guidelines

The NINDS recognizes the value of supporting scientific meetings that are relevant to its scientific mission and to the public health.  For example, R13 or U13 conference grants can be a critical means of promoting important and sometimes underdeveloped areas of research within the interests and priorities of the NINDS (please see our list of funding announcements for general program areas supported by the NINDS).  A conference grant application is required to include a letter from the NINDS Referral Office (contact information listed below) documenting the willingness of NINDS to accept the application.  Applicants should contact the NINDS at least 6-8 weeks before the deadline for submitting the full-length application, and will be asked to provide a limited amount of standardized information about the conference to assist NINDS staff in deciding whether to accept the application.  Applications should be submitted at least 6 months before the proposed conference is scheduled to be held.

Awards are typically in the range of $10,000 to $25,000 and are intended to provide partial support for the conference.  Some appropriate uses of NINDS R13 funding include supporting the dissemination of the proceedings, web-casting or web-archiving of the meeting, supporting students, minority scientists, persons with disabilities or more junior investigators to attend or participate in the meeting, and other limited activities specific to the interests of the NINDS or NIH.  NINDS generally only accepts R13 applications for a single year of support. However, in exceptional circumstances, NINDS may support multi-year applications that have a demonstrated history of yearly funding success and that meet NINDS mission objectives.  An additional circumstance might be a series of interrelated meetings, each of which is an essential part of achieving a defined overall goal.  In such a case, the applicant should be able to describe each of the meetings in the series in detail in the original grant application.  Applicants should contact program staff in advance if they wish to apply for larger amounts of funding and/or multi-year support.

The NIH R13 FOA requires that applicants submit an “Appropriate Representation Plan” to demonstrate that there is compliance with NIH grants policy on inclusion of Women, Minorities and Persons with Disabilities at all NIH-supported conferencesNINDS will carefully evaluate this plan for all applications.  All applicants must describe clearly and specifically the involvement of women, minorities, and persons with disabilities in the planning and implementation of, and participation in, the proposed conference.  Additional information, specific details and resources for R13 applicants on effective ways to design an appropriate conference plan for inclusion are provided in the NINDS Guidance for R13 Submissions: Addressing "Appropriate Representation".

In some cases, several NIH Institutes may have an interest in supporting or co-funding the conference, particularly if the topic spans broad or more basic areas of neuroscience.  Before submitting the application, the applicant is encouraged to contact other NIH Institutes for their interest in supporting the conference. 

The difference between the R13 and U13 mechanisms is that in the case of the U13, NINDS Program staff will be substantially involved in the planning and/or conduct of the meeting (exceeding the traditional role of the staff member as Program Administrator), assisting the Principal Investigator according to specific Terms and Conditions of the award.  Examples of NINDS Program staff involvement after award include, but are not limited to, development of an agenda, selection of speakers, organization of the conference or workshop, and/or post-meeting publications.  As with the R13 mechanism, the NINDS provides partial support for U13 grants with perhaps additional funds for NINDS-initiated topics/speakers.

NIH Information: Guidelines for Support of Scientific Meetings by NIH (https://grants1.nih.gov/grants/funding/r13/index.htm)

Link to PAs and RFAs: https://grants.nih.gov/grants/guide/pa-files/PA-13-347.html

The NINDS recognizes the value of supporting scientific meetings and conferences that are relevant to its scientific mission and to public health. Furthermore, NINDS seeks to promote diversity in all of its programs, including increasing the participation of underrepresented groups in NINDS supported R13 meetings. As science becomes increasingly collaborative, it is imperative that R13 applications recognize the importance of providing networking opportunities and the benefits of engaging scientists and trainees from diverse backgrounds.

Indeed, NIH expects that grantees eliminate barriers and provide equal access to the opportunity to participate in NIH supported research, programs, conferences and other activities (NOT-OD-15-152) and follow current guidelines for inclusion in NIH-sponsored conferences (Guidelines for inclusion of women, minorities, and  persons with disabilities in NIH-supported conference grants).

NINDS support for R13 programs is based primarily on the evaluation of scientific merit and Institute-specific program priorities. However, an additional critical component of programmatic concern for NINDS is the quality and extent of diversity engagement in the proposed conference. NINDS expects all conferences it supports to include diverse individuals, early career investigators and appropriate gender representation of both presenters and participants. In addition, organizers are expected to publicize the conference to a wide range of scientifically relevant and interested participants as opposed to supporting closed, invitation only meetings via the R13 mechanism. As stated in the current program announcement: “If appropriate representation is not apparent, no award will be issued until program staff members are assured of concerted recruitment efforts.” The NINDS will actively enforce this language to ensure that “Appropriate Representation” plans are adequately addressed. Thus, the following suggestions may provide helpful information for R13 applicants on effective ways to design an appropriate conference plan for inclusion.

Applications should include:

  • Clearly and specifically described involvement of women, minorities, and persons with disabilities in the planning and implementation of, and participation in, the proposed conference. A pro-active plan for increasing the number of underrepresented groups must be included. General statements and non-specific strategies such as “Investigators from all underrepresented groups will be actively recruited to participate and every effort has been made to secure speakers from diverse communities” may not be acceptable without clear action plans for inclusion.
  • Reoccurring conferences must present outcomes from previously approved plans. Information must be included on aggregate information on the distribution of underrepresented groups on each of the following: planning committees, speaker/poster presentations, and attendees.
  • Statements on whether some of the funding will be geared towards the support of travel awards. If so, travel awards specific for individuals who traditionally have been underrepresented in neuroscience are strongly encouraged to align with the NINDS mission to ensure a talented and diverse workforce.
  • Concrete efforts towards providing mentorship experiences to underrepresented groups to enhance the networking potential of the meeting. An example would be to allow for networking sessions where underrepresented groups or early career investigators meet with more established scientists. Successful conferences have had sessions such as “Women in (field) Luncheons”, Poster sessions for junior trainees and Mentoring Matches, among others.
  • Specifics on groups, associations, schools, among others, that will be contacted to expand attendee participation and to look for potential guests and speakers.

The following is a sample list of organizations/contacts that are great resources for reaching out to underrepresented groups. This list is not intended to be a definitive one. Applicants are encouraged to reach out to field or disease-specific groups as well.

U.S. Department of Education List of Postsecondary Institutions Enrolling Populations with Significant Percentages of Minority Students
This link provides the complete list of minority-serving institutions that could be used to recruit students and faculty, and to promote the conference at multiple institutions.

Council of Graduate Schools Inclusiveness Initiatives – includes multiple projects and reports
Contact: general_inquiries@cgs.nche.edu
This list features a list of inclusiveness initiatives carried out by the Council of Graduate Schools. These are good resources that could be used for recruiting and promoting the conference.

Conduct outreach efforts by linking to programs designed to increase the participation of people with disabilities in science, technology, engineering and mathematics. Examples include: