Notice2025-16571
Common Instructions and Information for Applicants to Department of Education Discretionary Grant Programs
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
August 29, 2025
Issuing agencies
Education Department
Abstract
On December 23, 2024, the Department of Education (Department) published a set of common instructions for applicants seeking funds under a Department discretionary grant competition. In this notice, the Department is publishing a revised version of the common instructions that supersedes the version published on December 23, 2024.
Full Text
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<title>Federal Register, Volume 90 Issue 166 (Friday, August 29, 2025)</title>
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[Federal Register Volume 90, Number 166 (Friday, August 29, 2025)]
[Notices]
[Pages 42234-42237]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-16571]
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DEPARTMENT OF EDUCATION
Common Instructions and Information for Applicants to Department
of Education Discretionary Grant Programs
AGENCY: Office for Planning, Evaluation and Policy Development,
Department of Education.
ACTION: Notice; revised common instructions.
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SUMMARY: On December 23, 2024, the Department of Education (Department)
published a set of common instructions for applicants seeking funds
under a Department discretionary grant competition. In this notice, the
Department is publishing a revised version of the common instructions
that supersedes the version published on December 23, 2024.
FOR FURTHER INFORMATION CONTACT: Kelly Terpak, U.S. Department of
Education, 400 Maryland Avenue SW, Room 4C212, Washington, DC 20202.
Telephone: (202) 280-8472. Email: <a href="/cdn-cgi/l/email-protection#85cee0e9e9fcabd1e0f7f5e4eec5e0e1abe2eaf3"><span class="__cf_email__" data-cfemail="266d434a4a5f0872435456474d66434208414950">[email protected]</span></a>.
If you are deaf, hard of hearing, or have a speech disability and
wish to access telecommunications relay services, please dial 7-1-1.
SUPPLEMENTARY INFORMATION:
Background: This document is a centralized and up-to-date set of
instructions for applying to the Department's discretionary grant
programs. Notices inviting applications (NIAs) will reference this
document instead of providing this series of instructions within each
NIA. If in the rare circumstance exceptions to these instructions are
necessary, they will be noted in an individual competition NIA.
Revised Common Instructions: The Department is making changes to
the revised common instructions for applicants that were published in
the Federal Register on December 23, 2024 (89 FR 104528), to update
common instructions and include information previously found in
Department NIAs, including Application and Submission Information,
Application Review Information, and Award Administration Information.
This effort is intended to help simplify and reduce the traditional
length of Department NIAs by moving further common application elements
into these instructions. In addition, the
[[Page 42235]]
Department has added guidance on the usage of Artificial Intelligence
(AI) when applying to grant competitions. The revised common
instructions and information are below.
Common Set of Instructions and Information for Applicants:
Application and Submission Information.
1. Where to Find the Application Package: You can obtain an
application package from the Department's website or <a href="http://Grants.gov">Grants.gov</a>.
2. Content and Formatting Requirements: Requirements concerning the
content and formatting of an application, together with the forms you
must submit, are in the application package for the program located on
<a href="http://Grants.gov">Grants.gov</a>.
We recommend that you use the following standards:
<bullet> A ``page'' is 8.5'' x 11'', on one side only, with 1''
margins at the top, bottom, and both sides.
<bullet> Double space (no more than three lines per vertical inch)
all text in the application narrative, including titles, headings,
footnotes, quotations, references, and captions.
<bullet> Meet or exceed standards for accessibility d (including
alternative text for charts, figures, and graphs) in compliance with
Section 508 of the Rehabilitation Act of 1973. For assistance with 508
compliance, please visit <a href="http://section508.gov/create">section508.gov/create</a>.
<bullet> Use a font that is 12 point.
<bullet> Use one of the following fonts: Times New Roman, Courier,
Courier New, or Arial.
3. Unique Entity Identifier, Taxpayer Identification Number, and
System for Award Management: To do business with the Department, and to
submit your application electronically using <a href="http://Grants.gov">Grants.gov</a>, you must--
a. Have a Unique Entity Identifier (UEI) and a Taxpayer
Identification Number (TIN);
b. Be registered in the System for Award Management (<a href="http://SAM.gov">SAM.gov</a>), the
Government's primary registrant database. Information about SAM is
available at <a href="http://www.SAM.gov">www.SAM.gov</a>. To further assist you with registering in
<a href="http://SAM.gov">SAM.gov</a> and getting a UEI or updating your existing SAM registration,
see the Quick Start Guide for Grant Registrations at <a href="https://www.fsd.gov/sys_attachment.do?sys_id=f51d017e1bab7c105465eaccac4bcb9f%20">https://www.fsd.gov/sys_attachment.do?sys_id=f51d017e1bab7c105465eaccac4bcb9f%20</a> and the
Entity Registration Video at <a href="https://sam.gov/content/entity-registration">https://sam.gov/content/entity-registration</a>;
c. Provide your UEI number and TIN on your application; and
d. Maintain an active SAM registration with current information
while your application is under review by the Department and, if you
are awarded a grant, during the project period.
If you are a corporate entity, agency, institution, or
organization, you can obtain a TIN from the Internal Revenue Service
(IRS). If you are an individual, you can obtain a TIN from the IRS or
the Social Security Administration. If you need a new TIN, please allow
two to five weeks for your TIN to become active.
The SAM registration process usually takes approximately 7 to 10
business days, but may take longer, depending on the completeness and
accuracy of the data you enter into the <a href="http://SAM.gov">SAM.gov</a> database. The
Department recommends that you register early, at least 10 to 14
business days before the application deadline. If you are unable to
submit an application on <a href="http://Grants.gov">Grants.gov</a> by the application deadline because
you do not have an active SAM registration, you will not be considered
for funding.
Note: Once your <a href="http://SAM.gov">SAM.gov</a> registration is active, it may be 24 to 48
hours before you can access the information in, and submit an
application through, <a href="http://Grants.gov">Grants.gov</a>.
If you are currently registered with <a href="http://SAM.gov">SAM.gov</a>, you may not need to
make any changes. However, please make certain that the TIN associated
with your UEI is correct.
Note: You must update your SAM registration annually. This may take
three or more business days.
e. Register as an applicant using your UEI number and be designated
by your organization's E-Biz Point of Contact as an Authorized
Organization Representative (AOR). Details on these steps are outlined
at the following <a href="http://Grants.gov">Grants.gov</a> web page: <a href="https://grants.gov/register">https://grants.gov/register</a>.
4. Submission Instructions:
a. Electronic Submission of Applications.
The Department is participating as a partner in the Government-wide
<a href="http://Grants.gov">Grants.gov</a> site. Submit applications electronically using <a href="http://Grants.gov">Grants.gov</a>.
Do not mail or email them unless explicitly allowed in a competition
NIA.
You may access the electronic grant applications at <a href="http://www.grants.gov">www.grants.gov</a>.
You may search for the downloadable application package for the
competition that you are interested in applying to by the Assistance
Listing Number (ALN). Do not include the ALN's alpha suffix in your
search (e.g., search for 84.184, not 84.184D).
A <a href="http://Grants.gov">Grants.gov</a> applicant must apply online using Workspace, a shared
environment in <a href="http://Grants.gov">Grants.gov</a> where members of a grant team may
simultaneously access and edit different web forms within an
application. You begin by creating an individual Workspace for each
application and establish, for that application, a collaborative
application package that allows more than one person in your
organization to work concurrently on an application. You will then
complete the application forms in Workspace and submit the application
when completed. For further instructions on how to apply using
<a href="http://Grants.gov">Grants.gov</a>, refer to: <a href="https://grants.gov/applicants/grant-applications/how-to-apply-for-grants">https://grants.gov/applicants/grant-applications/how-to-apply-for-grants</a>.
Please note the following:
<bullet> Assistance: Applicants needing assistance with <a href="http://Grants.gov">Grants.gov</a>
may contact the <a href="http://Grants.gov">Grants.gov</a> Support Center either by calling 1-800-518-
4726 or by sending an email to <a href="/cdn-cgi/l/email-protection#04777174746b7670446376656a70772a636b72"><span class="__cf_email__" data-cfemail="7c0f090c0c130e083c1b0e1d12080f521b130a">[email protected]</span></a>. The <a href="http://Grants.gov">Grants.gov</a>
Support Center is available 24 hours a day, seven days a week, except
for Federal holidays. Applicants needing assistance from Department
staff with their applications should contact the person listed in the
FOR FURTHER INFORMATION CONTACT section in the competition NIA prior to
the application deadline date during normal business hours, and no
later than 5:00 p.m., Eastern Time, on the application deadline date.
Further information about applying for discretionary grants can
also be found on the <a href="http://ED.gov">ED.gov</a> website: <a href="https://www.ed.gov/grants-and-programs/apply-grant/getting-started-discretionary-grant-applications">https://www.ed.gov/grants-and-programs/apply-grant/getting-started-discretionary-grant-applications</a>.
<bullet> Time to Submit an Application: The amount of time it can
take to upload an application will vary depending on a variety of
factors, including the size of the application and the speed of your
internet connection. Therefore, the Department recommends that you
leave yourself plenty of time to complete your submission.
<bullet> Application Deadline, Date- and Time-Stamps: Applications
received by <a href="http://Grants.gov">Grants.gov</a> are date- and time-stamped upon submission. Your
application must be fully uploaded and submitted, received, and date-
and time-stamped by the <a href="http://Grants.gov">Grants.gov</a> system no later than 11:59:59 p.m.,
Eastern Time, on the application deadline date. Except as otherwise
noted in this section, the Department will not accept your application
if it is submitted, received, and date- and time-stamped by the
<a href="http://Grants.gov">Grants.gov</a> system after 11:59:59 p.m., Eastern Time, on the application
deadline date. The Department will not consider an application that
does not comply with the deadline requirements. When the Department
retrieves your application from <a href="http://Grants.gov">Grants.gov</a>, the Department will notify
you if the Department is rejecting your application because it was
late. Receipt of a date-
[[Page 42236]]
and time-stamp from <a href="http://Grants.gov">Grants.gov</a> does not mean that your application
meets program eligibility requirements described in the NIA.
<bullet> Artificial Intelligence: The Department recognizes the
potential of artificial intelligence (AI) systems (including machine
learning, generative artificial intelligence, and large language
models) and generated content to support the mission of promoting
student achievement and ensuring equal access. The use of AI in the
development of grant application materials is allowable. Applicants
submitting a grant application must certify on the standard application
form to the ``true, complete, and accurate'' nature of all the contents
of their grant application, regardless of whether it is generated by
AI.
<bullet> Forms: When you submit your application electronically,
all documents must be submitted electronically, including all
information you typically provide on the following forms: the
Application for Federal Assistance (SF 424), the Department of
Education Supplemental Information for SF 424, Budget Information--Non-
Construction Programs (ED 524), and all Department-specific assurances
and certifications.
<bullet> File Type: When you submit your application
electronically, you must upload any narrative sections and all other
attachments to your application as files in Portable Document Format
(PDF). The Department recommends applicants submit all documents as
read-only flattened PDFs, meaning any fillable PDF files must be saved
and submitted as non-fillable PDF files and not as interactive or
fillable PDF files, to better ensure applications are processed in a
more timely, accurate, and efficient manner. If you upload a file type
other than PDF or if you submit a password-protected file, the
Department will be unable to review that material. Please note that
this will likely result in your application not being considered for
funding. The Department will not convert material from other formats to
PDF.
<bullet> Notification of Receipt: After you electronically submit
your application, you will receive from <a href="http://Grants.gov">Grants.gov</a> an automatic
notification of receipt that contains a <a href="http://Grants.gov">Grants.gov</a> tracking number.
<a href="http://Grants.gov">Grants.gov</a> will also notify you automatically by email if your
application met all of the <a href="http://Grants.gov">Grants.gov</a> validation requirements or if
there were any errors. If you discover that your submitted application
was incomplete or included errors, you will be given an opportunity to
correct any errors and resubmit, but you must still meet the deadline
date and time (11:59:59) for submission.
Once your application is successfully validated by <a href="http://Grants.gov">Grants.gov</a>, the
Department will retrieve your application from <a href="http://Grants.gov">Grants.gov</a> and send you
an email with a unique PR/Award number for your application.
If you are prevented from electronically submitting your
application on the application deadline date because of technical
problems within the <a href="http://Grants.gov">Grants.gov</a> system, the Department will grant you an
extension until 11:59:59 p.m., Eastern Time, the following business day
to enable you to transmit your application electronically, provided the
Department can verify the technical issues that affected your ability
to submit your application on time via your <a href="http://Grants.gov">Grants.gov</a> Support Desk
Case Number.
Note: The extensions to which the Department refers in this section
apply only to technical problems with the <a href="http://Grants.gov">Grants.gov</a> system. The
Department will not grant you an extension if you failed to fully
register in order to submit your application to <a href="http://Grants.gov">Grants.gov</a> (including
with the required UEI number and TIN currently registered in SAM)
before the application deadline date and time or if the technical
problem you experienced is unrelated to the <a href="http://Grants.gov">Grants.gov</a> system.
Application Review Information
1. Submission of Proprietary Information: Given the types of
projects that may be proposed in applications for funding, your
application may include business information that you consider
proprietary. In 34 CFR 5.11 we define ``business information'' and
describe the process we use in determining whether any of that
information is proprietary and, thus, protected from disclosure under
Exemption 4 of the Freedom of Information Act (5 U.S.C. 552, as
amended).
Because we plan to make successful applications available to the
public, you may wish to request confidentiality of business
information.
Consistent with Executive Order 12600, please designate in your
application any information that you believe is exempt from disclosure
under Exemption 4 of the Freedom of Information Act. In the appropriate
Appendix section of your application, under ``Other Attachments Form,''
please list the page number or numbers on which we can find this
information. For additional information please see 34 CFR 5.11(c).
2. Intergovernmental Review: Most Department competitions are
subject to intergovernmental review under Executive Order 12373. If
applicable, information about this process is in the program
application package.
3. Past Performance: In reviewing applications in any discretionary
grant competition, the Secretary may consider the past performance of
the applicant in carrying out a previous award, such as the applicant's
use of funds, achievement of project objectives, and compliance with
grant conditions. The Secretary may also consider whether the applicant
failed to submit a timely performance report or submitted a report of
unacceptable quality.
4. Assurances: In addition, in making a competitive grant award,
the Secretary requires various assurances, including those applicable
to Federal civil rights laws that prohibit discrimination in programs
or activities receiving Federal financial assistance from the
Department.
5. Risk Assessment and Specific Conditions: Before awarding grants
under this competition, the Department conducts a review of the risks
posed by applicants. The Secretary may impose specific conditions and,
in appropriate circumstances, high-risk conditions on a grant if the
applicant or grantee is not financially stable; has a history of
unsatisfactory performance; has a financial or other management system
that does not meet the standards in 2 CFR part 200, subpart D; has not
fulfilled the conditions of a prior grant; or is otherwise not
responsible.
6. Integrity and Performance Review: If you are selected to receive
an award that over the course of the project period may exceed the
simplified acquisition threshold (currently $250,000), we must make a
judgment about your integrity, business ethics, and record of
performance under Federal awards--that is, the risk posed by you as an
applicant--before we make an award. In doing so, we must consider any
information about you that is in the System for Award Management's
(SAM) Responsibility/Qualification reports (formerly referred to as the
Federal Awardee Performance and Integrity Information System (FAPIIS)).
You may review and comment on any information about yourself that a
Federal agency previously entered and that is currently in the
Responsibility/Qualification reports in SAM.
If the total value of your currently active grants, cooperative
agreements, and procurement contracts from the Federal Government
exceeds $10,000,000, the reporting requirements in 2 CFR part 200,
Appendix XII, require you to report certain integrity information to
SAM semiannually. Please review these requirements if this
[[Page 42237]]
grant plus all the other Federal funds you receive exceed $10,000,000.
Award Administration Information
1. Award Notices: If your application is successful, we will notify
your U.S. Representative and U.S. Senators and send you a Grant Award
Notification (GAN), or we may send you an email containing a link to
access an electronic version of your GAN. We also may notify you
informally.
If your application is not evaluated or not selected for funding,
we will notify you.
2. Administrative and National Policy Requirements: Administrative
and national policy requirements are identified in the application
package and referenced in the Applicable Regulations section of the
competition's NIA. The regulations outlining the terms and conditions
of an award in the Applicable Regulations section of the competition
notice include these and other specific conditions in the GAN. The GAN
also incorporates your approved application as part of your binding
commitments under the grant.
3. Open Licensing Requirements: Unless an exception applies and is
identified in the NIA, if you are awarded a grant by the Department,
you will be required to openly license to the public grant deliverables
created in whole, or in part, with Department grant funds. When the
deliverable consists of modifications to pre-existing works, the
license extends only to those modifications that can be separately
identified and only to the extent that open licensing is permitted
under the terms of any licenses or other legal restrictions on the use
of pre-existing works. Additionally, a grantee that is awarded
competitive grant funds must have a plan to disseminate these public
grant deliverables. This dissemination plan can be developed and
submitted after your application has been reviewed and selected for
funding. For additional information on the open licensing requirements
please refer to 2 CFR 3474.20.
4. Reporting: (a) If you apply for a grant, you must ensure that
you have in place the necessary processes and systems to comply with
the reporting requirements should you receive funding under the
competition. This does not apply if you have an exception.
(b) At the end of your project period, you must submit a final
performance report, including financial information, as directed by the
Secretary. If you receive a multiyear award, you must submit an annual
performance report that provides the most current performance and
financial expenditure information as directed by the Secretary. The
Secretary may also require more frequent performance reports.
(c) The Secretary may provide a grantee with additional funding for
data collection analysis and reporting. In this case the Secretary
establishes a data collection period.
5. Continuations: When applicable, in making a continuation award,
the Secretary considers, among other things: whether a grantee has made
substantial progress in achieving the goals and objectives of the
project; whether the grantee has expended funds in a manner that is
consistent with its approved application and budget; if the Secretary
has established performance measurement requirements, whether the
grantee has made substantial progress in achieving the performance
targets in the grantee's approved application; and whether the
continuation of the project is in the best interest of the Federal
Government.
In making a continuation award, the Secretary also considers
whether the grantee is operating in compliance with the assurances and
specific conditions in its approved application, including those
applicable to Federal civil rights laws that prohibit discrimination in
programs or activities receiving Federal financial assistance from the
Department.
Accommodations; Accessible Format: Individuals with disabilities
who need an accommodation or auxiliary aid in connection with the
application process should contact the person listed in the FOR FURTHER
INFORMATION CONTACT section in the competition NIA. If the Department
provides an accommodation or auxiliary aid to an individual with a
disability in connection with the application process, the individual's
application remains subject to all other requirements and limitations
in the competition NIA.
On request to the person listed under FOR FURTHER INFORMATION
CONTACT, individuals with disabilities can obtain this document and a
copy of the application package in an accessible format. The Department
will provide the requestor with an accessible format that may include
Rich Text Format (RTF) or text format (txt), a thumb drive, an MP3
file, braille, large print, audiotape, compact disc, or other
accessible format.
Murray Bessette.
Principal Deputy Assistant Secretary and Acting Assistant Secretary,
Office of Planning, Evaluation and Policy Development.
[FR Doc. 2025-16571 Filed 8-28-25; 8:45 am]
BILLING CODE 4000-01-P
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