Here is the only reply so far.

-----Original Message-----
From:   Stanley Geidel [SMTP:xxxxxx@GW.BSU.EDU]
Sent:   Monday, November 15, 1999 2:57 PM
To:     xxxxxx@hrinet.org
Subject:        Re: Scanning Cover Pages for FastLane

Diane,

Thought I would reply directly to you instead of to the list.  Here at Ball State University, we are looking at getting another scanner, one specifically for this purpose.  Actually, this will help us streamline things on our end.  With so many submissions coming at the eleventh hour, it's helpful to us to simply have the scanner here to handle the cover sheet matter.

There are some interesting technical issues (software issues) here as well.  The first pertains to multiple documents.  Let's say you have two supplementary documents to send to NSF - the cover sheet, plus a letter of agreement.  If you create two PDF files and upload them separately within FastLane as it currently exists,  the second PDF file will overwrite the first!!  So, you must create two separate PDF files, open one, and use the document-insert pages command to combine the two docs into one, which you would then upload.  Only then will NSF actually receive everything you intend to send.

The second issue is with regard to the version of Acrobat preferred by NSF, which is version 3.  Many institutions now use version 4 (as we do), so you really should convert the scanned docs to version 3 to ensure compatibility with NSF's version of Acrobat.  As you may know, there is no conversion utility supplied with Acrobat 4 to downgrade docs to version 3.  But, you can accomplish this with a bit of fancy footwork.

First, bring up your document in Acrobat 4.  Then begin the printing process.  Choose any installed postscript printer (even Distiller will work; it uses postscript printing conventions).  However, don't send the document to the printer; select PRINT TO FILE.  Name the document, and keep the .prn extension to which Acrobat defaults.  No need to change any other settings.  Then, start Acrobat Distiller as a standalone application.  Open the newly-created .PRN file.  Make sure you select the fastlane.joboptions configuration file (if you don't know how to install this, let me know).  And, make sure compatibility is set to 3.0.  Run Distiller, and the resulting PDF file will be in 3.0 format, which NSF will accept.  (Do not make any modifications to the newly distilled file, or it will immediately and automatically be upgraded to 4.0.  If you do need to make a change, you'll have to make the change and create the .PRN file again, and subsequently distill it to 3.0.

This may be more info than you want or need, but with things changing so fast with FastLane, I thought I would just include everything in this reply.

Good luck!
Stanley Geidel
Systems Coordinator
Ball State University

>>> Diane M Meyer <xxxxxx@IASTATE.EDU> 11/12/99 11:39AM >>>
I have found three program announcements (99-164, 99-167, 99-168) that are
requiring scanning of the signed Certification Page for inclusion in
Supplemental Documents.  They say "The signed certification page (page two
of the cover sheet) must be scanned into the "Supplementary Documents"
section of your Fastlane proposal and submitted as part of the proposal.
Hard copies should not be mailed to NSF."

We are trying to anticipate the impact on our office and the support staff
for PI's.  Currently, we don't routinely scan documents for faculty.  We
do, however, provide this service for "emergency" cases.

Since we don't sign the Certification Page until the proposal is complete,
the scan and upload will be the last step before the proposal is released
and submitted.  This process may cause delays.  Requiring the PI to bring
the proposal in two days prior to the deadline is our current policy, but
somehow it doesn't always happen that way. . . hmm!

Is it practical to expect faculty departments to get a scanner to support
this sponsor?

How do you plan to address this at your institution?

Thanks!

Diane M. Meyer |-| Budget/COS/FastLane Specialist
Contracts & Grants, Iowa State University
221 Beardshear Hall
Ames, Iowa  50011
515-294-4567 (voice)  515-294-8000 (fax)
http://grants-svr.admin.iastate.edu/candg.html
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