Policies and Proceduresof theNASA Postdoctoral ProgramThe NASA Postdoctoral Program is administered byOak Ridge Associated UniversitiesOak Ridge, Tennesseeunder contract NNH06CC03B
iContents1. Introduction2. Notification and Terms of Appointment3. Fellows Are Not Employees4. Conditions of Award5. Access to NASA Facilities6. Obligations of the Appointment7. Responsibility for Property and Equipment8. Financial Support Provided9. Duplicate Receipt of Benefits Prohibited10. Travel During Appointment11. Health and Accident Insurance12. Taxability of Stipends and Other Payments13. Non-U.S. Citizens14. Reports and Publications Acknowledgement15. Required Reporting by Fellows16. Research Data Agreement17. Renewal of NPP Fellow Appointment18. Early Resignation of Appointment19. Disclaimer of LiabilityThe NASA Postdoctoral Program is administered by the Oak Ridge Associated Universities.Contacts: http://nasa.orau.org/postdoc/contacts.htm U.S. Postal Mail:NASA Postdoctoral ProgramE-mail: NASAPostDoc@orau.org ORAU, MS 36P.O. Box 117Web Site: http://nasa.orau.org/postdoc Oak Ridge, TN 37831-0117
11. IntroductionThe NASA Postdoctoral Program (NPP) offers unique research opportunities to highlytalented national and international individuals to engage in ongoing NASA researchprojects at a NASA Center, NASA Headquarters, or at a NASA-affiliated researchinstitute. These one- to three-year Fellowship appointments are competitive and aredesigned to advance NASA’s missions in space science, earth science, aeronautics,space operations, exploration systems, and astrobiology.As a postdoctoral or senior scientist, the Fellow will be conducting research of nationalimportance and collaborating with distinguished scholars from the United States and theinternational community. The research of NASA Fellows has made significantcontributions and advancements in the scientific efforts of NASA and in the body ofscientific knowledge as a whole.This document provides information on the conditions of the Fellowship award, theresponsibilities of a NASA Fellow, and the procedures and practices to be followedduring the NASA appointment. NASA and Oak Ridge Associated Universities (ORAU),the administrator of the program, are pleased to be able to support this Fellowshipprogram.Program OverviewThe NPP consists of two components: the NASA Postdoctoral Research Program andthe NASA Postdoctoral Management Program. The NASA Postdoctoral ManagementProgram is an adjunct to the NASA Postdoctoral Research Program and is designed toprovide valuable research management experience for some of the Research ProgramFellows. A Fellow must have at least one year of experience as a Research ProgramFellow before he/she can apply to the Postdoctoral Management Program.Appointments are available as Postdoctoral Fellows or Senior Fellows. A PostdoctoralFellow has held the doctoral degree for less than five years at the time of application. ASenior Fellow has held the doctoral degree for five or more years at the time ofapplication. During their appointments, NPP Fellows are located at NASA Centers,NASA Headquarters, or at NASA-affiliated research institutes.ORAU Staff for the NPPThe NASA Postdoctoral Program is administered by Oak Ridge Associated Universities(ORAU) under contract with NASA. The NPP Director is Dr. Robert Gibson, a seniorstaff member with ORAU’s Science Education Programs. Dr. Gibson is responsible forthe overall management and conduct of the NPP.Before becoming the NPP Director at ORAU, Dr. Gibson served for 24 years in the U.S.Army Corps of Engineers, managing engineering projects and organizations in theUnited States and overseas. Dr. Gibson has also served for 13 years as a university
2faculty member and department chairperson, and as a policy advisor in the U.S.Department of Defense at the Pentagon, Washington, DC.Other ORAU staff who support the NPP include a project manager; database and Website staff; an application review manager; a business administrator; immigrationspecialists; and program specialists.2. Notification and Terms of AppointmentNotification of an AwardAn applicant who has been selected by NASA for an NPP award will receive a formaloffer from ORAU. The offer consists of an Offer Letter, Terms of Appointment, andsupporting materials.The ORAU Offer Letter and Terms of Appointment state the conditions of the Fellowshipaward and provide information on appointment start and end dates; stipend;professional and programmatic travel support; relocation assistance, if applicable;conditions, obligations, and responsibilities of the appointment; appointment facility;health insurance; taxability of stipends and other payments; and acceptance of theTerms of Appointment.The appointment start date is the first day the Fellow will be at the appointment facilityto begin the research or management program. The completion date is the last day theFellow will be at the appointment facility. The Fellow’s anticipated start date at thefacility is approved by the NPP Advisor and can be amended if necessary. The Fellow’scompletion date may be amended for early departure, if required, or for appointmentrenewals.The Fellow’s NPP Advisor and NPP Center Representative will verify the appointmentstart date by providing ORAU a Certification of Start Date form on the first day theFellow reports to the NASA facility to begin the appointment. ORAU must have proof ofthe Ph.D. or doctorate research degree and all other required ORAU forms or requesteddocuments no later than the official start date of the appointment, as stated on theCertification of Start Date form, before the stipend can begin. ORAU uses the verifiedstart date on the Certification of Start Date form as the date to begin the Fellow’sstipend, if all completed forms and documents have been received.Role of the NASA AdvisorThe ORAU Offer Letter will confirm the NPP Advisor for the Fellow’s NPP appointment.Research appointment Advisors are scientists and engineers at NASA Centers orNASA-affiliated research centers. Management appointment Advisors are managers ina NASA Mission Directorate located at NASA Headquarters.
3During the application process, the Fellow communicated with a NASA Advisor todevelop the chosen research or management topic. Both before and during theappointment, the Fellow should maintain close contact with the NPP Advisor. The NPPAdvisor will serve as a mentor and professional colleague, but does not act as asupervisor. The NPP Advisor will guide the Fellow in all aspects of the research ormanagement activities and help him/her to acquire office space and equipment andprovide information on security, safety, expected attendance schedules, and otherrequirements of the assigned facility.If the Fellow has an appointment as a Postdoctoral Fellow, the NPP Advisor will serveas the mentor with whom the Fellow will interact on all aspects of the research. If theFellow has an appointment as a Senior Fellow, the NPP Advisor functions in a collegialrelationship and assists with securing space, equipment, or technical and clericalsupport.NPP Center RepresentativeThe NPP Center Representative is responsible for coordinating the NASAPostdoctoral Program for his/her facility and assisting the Fellow with administrativeaspects of the appointment, including the authorization/approval process related toall aspects of the appointment; e.g. required clearances, orientations and safetybriefings, access to the facilities, travel approval, appointment renewals, Centertermination procedures, etc.Maintaining Communications Before and During the AppointmentBefore the Fellow makes any arrangements to relocate, if applicable, he/she shouldinform ORAU NPP staff as soon as possible of the relocation travel plans.Relocation travel arrangements must be approved by ORAU and adhere to FederalTravel Regulations and ORAU Travel Guidelines, as applicable. ORAU staff willprovide information, approvals, and assistance with relocation travel arrangements.Before the Fellow may begin the appointment, he/she must inform ORAU NPP staff,the NPP Center Representative, and the NPP Advisor of the expected date of arrivalat the appointment facility. On the first day that the Fellow arrives at the appointmentfacility to begin the appointment, he/she must report to the NPP CenterRepresentative. The NPP Center Representative will assist the Fellow with securityand badging procedures, orientations, safety briefings, logistical arrangements, andother aspects of the appointment.Change in Address/Contact InformationThe Fellow must notify ORAU, the NPP Center Representative, and the NPP Advisor ifthere is a change in his/her current address, permanent address, phone number, ore-mail address.
4Commitment to NPP Appointment ActivitiesDuring the NPP Fellowship appointment, NASA requires the Fellow to commit toresident participation at an approved NASA site for the duration of the appointment andavoid obligations that will interrupt the research during the appointment. NPP Fellowsare not allowed to supplement their stipends through simultaneous employment, grants,or other sources of income that compete with the Fellowship research or managementposition.Time away from the research and assigned facility, including personal leave forvacations, illness, or other reasons and/or professional and programmatic travel, mustbe approved in advance by the NPP Advisor and the NPP Center Representative. TheNPP Center Representative must notify ORAU with approval for personal leave and thecontinuation of the Fellow’s stipend during any period of time away from his/herresearch.Publications, Copyrights, and PatentsGuidelines and procedures for publications, copyrights, and patents should bediscussed with the NASA Advisor and NPP Center Representative at the start of theappointment.PublicationsFellows are encouraged to publish research findings in the peer-reviewed openliterature. Fellows are required to adhere to the host institution’s requirements for priorreview and approval of all material, whether written or prepared for oral presentation.All publications should include appropriate acknowledgment of the NASA PostdoctoralProgram appointment, the host institution, and ORAU. See the Reports andPublications Acknowledgement section of this document.Publication charges are not a part of the NPP award budget. Such costs should beprovided by the NASA Advisor’s project budget or host institution. A Fellow shoulddiscuss the host institution’s publication policy with the NASA Advisor and the NPPCenter Representative.CopyrightsORAU does not assert any rights to copyrights made during the appointment. If aFellow asserts copyright in the written works that arise from his/her research activities,the federal government and others acting on the governments behalf will obtain a paid-up license to reproduce the copyrighted work, distribute copies, prepare derivativeworks, perform publicly the copyrighted work, and display publicly the copyrighted work.Joint works will be owned by the Fellow and the federal government. In the case ofcopyright agreements for journal publications, the Fellow must conform to the hostinstitution’s procedures for review and approval.
5PatentsORAU does not assert any rights to inventions made during the appointment. TheFellow is required, however, to report all inventions made as a result of the appointmentpromptly to the director or patent counsel of his/her host institution and also to ORAU.In cases where an invention is made jointly with an employee of the host institution, theFellow may be asked to assign ownership rights to the host institution. In those cases,in consideration for his/her assignment of rights, the Fellow may be offered a share ofany royalties that may result from use or licensing of the invention.For each invention to which a Fellow retains title, the federal government will obtain, ata minimum, a nonexclusive, nontransferable, irrevocable, paid-up worldwide license topractice, or to have practiced for or on behalf of the United States.This information will be superseded by any requirements for individual host institutionsand will also be subject to applicable federal laws. The Fellow should discuss the hostinstitution’s patent policies and procedures with the NPP Advisor and NPP CenterRepresentative before beginning the research.3. Fellows Are Not EmployeesAn NPP Fellow is not an employee of NASA, ORAU, the host facility, or any other officeor agency. Instead, a Fellow is affiliated with ORAU for the administration of theappointment through the ORAU Offer Letter and Terms of Appointment and has a guestappointment at the NASA-designated facility.When accepting the Terms of Appointment, a Fellow agrees that the receipt of stipendpayments from ORAU shall not be construed as an employment relationship and that noemployment-related benefits (such as paid vacations, sick pay, maternity leave, orunemployment compensation) are appropriate or applicable to the appointment.As a guest at a NASA facility, a Fellow is expected to devote full time and effort inpursuing the activities of the research or management program, publishing in the openscientific literature, presenting at appropriate scientific conferences and meetings, andparticipating in technical activities at the NASA facility.4. Conditions Of AwardRequirements Prior to Appointment StartBefore the Fellow may begin the NPP appointment, he/she must have completed therequirements for a Ph.D. or doctorate research degree. If the Fellow has fullycompleted the degree requirements but has not received the actual degree, he/shemust have the graduate dean, registrar, or recorder provide a signed statement directly
6to ORAU that all requirements for the doctorate degree have been met before he/shemay begin the appointment.If the Fellow is not a United States Citizen, he/she must provide evidence to ORAU ofan acceptable J-1 visa status as a Research Scholar, Lawful Permanent Resident(LPR) status, or Employment Authorization Document (EAD) with pending LPR status,before beginning the appointment. Non-U.S. Citizens must have a visa status thatallows them to participate in the program for at least two years.Some NPP facilities may require a security or visitor clearance before the Fellow canstart the appointment (see Access to NASA Facilities). The Fellow will be notified inadvance by the NPP Center Representative a clearance is required and will be providedinstructions for meeting this requirement.The Fellow may not begin the NPP appointment until all education and/or prioremployment obligations have been met. ORAU will not issue an advance stipend checkor start stipend payments until all required forms have been returned and priorobligations have been met.Appointment Start DateThe Fellow’s appointment start date should be within a few weeks or no later than six(6) months from the date of the ORAU Offer Letter. The Fellow’s official ORAU OfferLetter will include the approximate start date that he/she has provided for theappointment. If the Fellow has special circumstances, including visa requirements,which require the start date to be changed, the Fellow must notify the NPP Advisor,NPP Center Representative, and ORAU immediately. The Fellow’s request for adifferent start date must be approved by the NPP Advisor and the NPP CenterRepresentative, and ORAU must be notified of the change.Change of AdvisorIf the Advisor associated with the Fellow’s research opportunity must be changedbecause of illness, loss of project funding, retirement, change in research areas, etc.,the NPP Center Representative must notify ORAU and provide the name of the newAdvisor. A Fellow’s request to change research Advisors (new Advisor must be in thesame research area) must be justified and discussed with the NPP CenterRepresentative. The NPP Center Representative will have the final approval of a newAdvisor and must notify ORAU of a change.Change in Research or Research Management ProgramIf the Fellow believes he/she needs to change the approved research or managementprogram needs to be changed, the Fellow must provide justification and receive writtenapproval from the NPP Advisor and the NPP Center Representative. The NPP Center
7Representative must immediately provide the written approval and a written descriptionof the revised program to ORAU.Non-Compliance with Terms of AppointmentIf, for any reason, the Fellow becomes unable or refuses to comply with the terms orobjectives of this appointment, ORAU and/or NASA will withdraw or terminate theappointment upon such basis as it deems proper.Inaccurate or Missing Application InformationORAU and/or NASA reserves the right to withdraw or terminate an appointment thatwas offered as a result of misinformation given by the candidate or any reference, or asa result of any person withholding information that could have prevented theappointment.5. Access To NASA FacilitiesThe Fellow must meet all requirements regarding the policies associated with theassigned facilities during the appointment. A Fellow shall, at all times, observe andconform to all applicable rules, regulations, and requirements of the facility to which heor she is assigned, including, but not limited to, those with respect to environment,safety and health (ES&H) and ES&H training requirements; security; operatingprocedures; drug free workplace requirements; and appropriate conduct. Failure of theFellow to follow these requirements shall result in termination of the appointment.In some cases, access to restricted areas or restricted data may be necessary. In thesecases, neither the appointment nor its acceptance by the Fellow shall become effectiveuntil NASA and the facility have granted the appropriate access authorization (securityclearance) to the Fellow in accordance with the provisions of existing law andregulation.6. Obligations of the AppointmentDuring the appointment, each Fellow is a member of the professional community of thefacility to which assigned and is subject to the rules, privileges, and responsibilities ofthat community. Failure to meet the expected attendance schedule required by thefacility or to adhere to program requirements will be, at the option of ORAU and/orNASA, a basis for revocation of the appointment and cessation of award payments byORAU.
8Absence from the AppointmentSince Fellows are not employees, they do not accumulate annual leave (vacation) orsick leave. With the approval of the NPP Advisor and the NPP Center Representative,however, a Fellow may be excused from participation for brief periods due to illness,personal emergencies, or other unforeseen circumstances. NASA does not grantmaternity leave with continuation of the stipend.The Fellow should discuss any proposed absence from the appointment with the NPPAdvisor and NPP Center Representative and receive prior written approval. In caseswhere prior notification is not possible, such as illness, a Fellow should notify his or herNPP Advisor as soon as possible. The NPP Advisor should notify the NPP CenterRepresentative immediately. The NPP Center Representative must provide ORAU withapproval for the personal leave.With the exception of maternity leave, a Fellow may be excused for personal leave for abrief period of time (a few days) without cessation of his or her stipend, provided theleave and the continuation of the stipend are pre-approved by the NPP Advisor andNPP Center Representative. The NPP Center Representative must provide ORAU withapproval for the time away from the Center and the continuation of the stipend prior tothe start date of the personal leave.Leave Related to the Birth of a Child, Adoption of a Child, or Placement of aFoster ChildThe principles of the Family Medical Leave Act (FMLA) guide absences from the Centerby Fellows who become new parents by virtue of birth, adoption, or the new placementof a foster child.Applying those principles, up to twelve (12) weeks of unpaid leave may be granted to aFellow with approval from the Advisor and NPP Center Representative. The Fellowmust discuss the anticipated leave dates with the Advisor and NPP CenterRepresentative well in advance, so that the Advisor and NPP Center Representativecan plan accordingly. The NPP Center Representative will notify ORAU of the approveddates for the leave. The appointment completion date will be extended by the numberof days the Fellow is on leave.During a leave authorized by the birth or adoption of a child or the placement of a fosterchild, NASA will continue to pay its share of the BlueCross BlueShield health insurance,if the Fellow is already enrolled in the insurance through ORAU. The Fellow, however,must continue to pay the out-of-pocket portion of the premium during the unpaid leave.Since insurance premiums are paid one month in advance, ORAU must receive theFellow’s personal check(s) well in advance of the month(s) that the premium will be due.
9Jury DutyA Fellow who is called for jury duty during the appointment will continue to receive astipend during the period of absence. Because the stipend will continue during juryduty, a Fellow may receive from the courts only reasonable incidental expenses, suchas those covering transportation and meals.7. Responsibility for Property and EquipmentA Fellow has access to special facilities and property and, in most cases, is issuedinstruments or equipment by the host facility in connection with the appointment. AFellow has the responsibility to protect, properly care for, and safeguard such property,facilities, instruments, or equipment. If any property, facilities, instruments, orequipment are damaged, destroyed, stolen, or lost as a result of the negligent actions orinactions of the Fellow, the Fellow is liable for the damage or loss, up to the fair marketvalue of the property or equipment. If necessary, the monetary amount for the damageor loss may be deducted from stipend payments.8. Financial Support ProvidedThe NPP Fellowship appointment provides a stipend (paid monthly); limitedreimbursement for relocation expenses, if applicable; limited reimbursement for travel toprofessional conferences and meetings (see Travel During Appointment); and partialpayment for health insurance, if the Fellow selects the ORAU health insurance option(see Health and Accident Insurance).StipendThe Fellow’s stipend amount is indicated in the ORAU Offer Letter. The stipend amountfor Postdoctoral Fellows is determined by NASA and is based on the location of theappointment. The stipend amount for a Senior Fellow is based on the number of yearsafter receipt of the doctoral degree; the location of the appointment; and other elementssubmitted in the NPP application or resulting from the application review process.Stipend checks are issued on the last day of each month. Before any stipend paymentscan be made, the Fellow must provide ORAU with a United States Social SecurityNumber (SSN) or a Tax Identification Number (TIN). If the Fellow does not have a U.S.SSN or TIN, he/she must apply for one in the United States at a local office of the SocialSecurity Administration.If the Fellow’s appointment begins after the first day of the month or terminates beforethe final day of the month, the stipend for that month will be prorated based on thenumber of days of participation in that month.
10The offer package provided by ORAU includes a Stipend Disposition form for the Fellowto request to have the monthly stipend payment either deposited electronically to a bankaccount or mailed to a home or other address. We recommend that the Fellow have thestipend payment deposited electronically in order to avoid delays.ORAU will provide the Fellow’s final stipend payment after he/she has submitted theFinal Report, (see Required Reporting by Fellows) and submitted a request forreimbursement of any outstanding travel expenses.Stipend AdvanceThe Fellow may request an advance of up to 50 percent of the first month’s stipend, ifORAU receives a written request for the advance at least 30 days prior to the startingdate specified in the signed Offer Letter. A check for the advance stipend payment willbe given to the Fellow by the NPP Center Representative on the day the appointmentofficially begins and he/she is in residence at the facility. A stipend advance is aninterest-free loan of a portion of the monthly stipend payment. To recover the amount ofthe stipend advance payment, ORAU will reduce the stipend payment by a fixed amounteach month for the number of months specified by the Fellow (up to ten months)beginning with the second month of the appointment. If the Fellow chooses to terminatethe appointment before the stipend advance has been repaid, the Fellow must repay thestipend advance in full before the final stipend check will be released.Relocation TravelWhen allowed by Federal regulations and NPP guidelines, a limited relocationallowance will be provided for the reimbursement of expenses associated withrelocating to the appointment location. ORAU NPP staff will provide the Fellow withinformation regarding the policy and guidelines for the reimbursement of allowableexpenses for inbound travel from the current address to the appointment location.Reimbursement for inbound relocation travel expenses, if applicable, is contingent uponthe Fellow’s acceptance of the NPP offer and approval by ORAU. No relocationexpenses can be reimbursed before the Fellow has officially started the appointment.Inbound TravelU. S. CitizensIf a U. S. Citizen Fellow resides more than 50 miles from the assigned NASA facility,limited reimbursement of expenses for relocating from the Fellow’s current residenceaddress to the area of the assigned NASA facility will be provided, when allowed by theFederal Travel Regulations and ORAU/NPP Travel Guidelines, as applicable. Therelocation allowance may include only the following:
11• Movement of household goods and personal belongings by a commercial movingcompany or U-Haul; if applicable, movement of one personal vehicle by acommercial moving company;• The least expensive airfare for the Fellow and immediate family (spouse andlegal dependents), if applicable; or the current mileage rate for travel by personalvehicle for the most expeditious and direct route as verified by Rand McNally,MapQuest, Google, etc.;• Up to 6 nights of temporary lodging, either en route or at the relocationdestination, while locating permanent housing;• Up to 6.5 days of per diem for meals and incidentals (reduced rates for familymembers);• Up to 7 days for a rental car at the relocation destination, if required and pre-approved by ORAU; no optional insurance coverage such as Loss DamageWaiver (LDW), Personal Accident Insurance (PAI), Collision Damage Waiver(CDW), Safe Move on U-Hauls, etc., will be reimbursed;• Ground transportation to/from the airport(s), if needed.Expenses for ‘house hunting’ prior to the inbound move are not included in therelocation allowance. If you choose to make a house hunting trip, however, you mayrequest reimbursement from your relocation allowance, thus decreasing the fundsavailable for the inbound move. A house hunting trip must be approved in advance byORAU. The total number of days used for lodging, per diem, and rental car for ‘househunting’ and inbound move combined may not exceed the maximum numbers of daysreferenced above.ORAU staff will provide additional information regarding commercial moves andallowable expenses for relocation. ORAU must provide pre-approval for the use of arental car at the relocation destination. Fellows should contact ORAU before anyrelocation plans are made to ensure that proposed travel expenses meet all theguidelines and are reimbursable.Non-U.S. Citizens Residing Outside the U.S.If a non-U.S. Citizen Fellow resides outside the United States, limited reimbursement ofexpenses for relocating from the Fellow’s current residence address to the area of theassigned NASA facility will be provided, when allowed by the Federal TravelRegulations and ORAU/NPP Travel Guidelines, as applicable. The relocationallowance includes only the following:• The least expensive airfare for the Fellow and immediate family (spouse andlegal dependents), if applicable, for the most direct route on a U.S. flagshipcarrier (required by the federal Fly America Act) for the most direct route,regardless of cost;• Ground transportation to/from the airport(s), if required;• Shipment of up to 200 pounds of unaccompanied baggage per adult and up to100 pounds of unaccompanied baggage per child (Unaccompanied baggage is in
12addition to the suitcases/baggage associated with the Fellow’s airfare andincludes small personal items such as clothing, linens, dishes, cooking utensils,books, toys, etc., that are packed in boxes or crates and shipped by air or seafreight.);• Up to 6 nights of temporary lodging while locating permanent housing;• Up to 6.5 days of per diem (includes travel time to U.S.; reduced rates for familymembers);Up to 14 days (two weeks rental) for a rental car at the relocation destination, ifrequired and pre-approved by ORAU; no optional insurance coverage, such asLoss Damage Waiver (LDW), Personal Accident Insurance (PAI), CollisionDamage Waiver (CDW), Safe Move on U-Hauls, etc., will be reimbursed, unlessit is required by the rental car agency (the coverage is not ‘optional’ and cannotbe ‘declined’). If the rental agency requires the insurance as a requirement torent a car to a non-U.S. Citizen Fellow, the Fellow must provide ORAU with theappropriate documentation from the rental car agency in order to receivereimbursement for the cost of the insurance.There will be no reimbursement for costs incurred for the shipment of household goods(furniture, appliances, automobiles, etc.) from a foreign country to the United States.ORAU staff will provide additional information regarding allowable expenses for inboundrelocation. ORAU must also provide pre-approval for the use of a rental car at therelocation destination. Fellows should contact ORAU before any relocation plans aremade to ensure that proposed travel expenses meet all the guidelines and arereimbursable.Non-U.S. Citizens or Lawful Permanent Residents Residing in the U.S.If a Non-U.S. Citizen Fellow resides in the United States at the time the ORAU offer ismade and has a residence address that is more than 50 miles from the assigned NASAfacility, limited reimbursement of expenses for relocating from the Fellow’s currentresidence address to the area of the NASA facility will be provided, when allowed by theFederal Travel Regulations and ORAU/NPP Travel Guidelines. The relocationallowance may include only the following:• Movement of household goods and personal belongings by a commercial movingcompany or U-Haul; if applicable, movement of one personal vehicle by acommercial moving company;• The least expensive airfare for the Fellow and immediate family (spouse andlegal dependents), if applicable; or the current mileage rate for travel by personalvehicle for the most expeditious and direct route as verified by Rand McNally,MapQuest, Google, etc.;• Up to six nights of temporary lodging, either en route or at the relocationdestination, while locating permanent housing;• Up to 6.5 days of per diem (reduced rates for family members);
13• Up to 7 days for a rental car at the relocation destination, if required and pre-approved by ORAU; no optional insurance coverage such as Loss DamageWaiver (LDW), Personal Accident Insurance (PAI), Collision Damage Waiver(CDW), Safe Move on U-Hauls, etc., will be reimbursed;• Ground transportation to/from the airport(s), if needed.Travel for ‘house hunting’ prior to the inbound move must be approved by ORAU.Expenses incurred are considered part of the relocation allowance. The total number ofdays used for lodging, per diem, and rental car for ‘house hunting’ and inbound movecombined may not exceed the maximum numbers of days referenced above.ORAU staff will provide additional information regarding commercial moves andallowable expenses for relocation. ORAU must provide pre-approval for the use of arental car at the relocation destination. Fellows should contact ORAU before anyrelocation plans are made.Outbound TravelU. S. Citizens:U. S. Citizen Fellows will not be reimbursed for outbound moving expenses uponcompletion of their NPP appointments. Senior Fellows on sabbatical may qualify for alimited outbound relocation allowance, but eligibility will be determined on a case-by-case basis. If a Senior Fellow qualifies for outbound relocation expenses, he or she willbe reimbursed up to the balance of funds that remains after the inbound movingexpenses have been deducted.ORAU staff will provide additional information regarding allowable costs for SeniorFellows who qualify for outbound relocation expenses. Fellows should contact ORAUbefore any relocation plans are made.Non-U.S. Citizen Fellows Relocating from a Foreign Country:Non-U.S. Citizen Fellows who relocated from outside the United States will be provideda limited allowance for outbound relocation expenses to return to their home city andcountry when their appointments terminate. The allowance for the outbound relocationwill be the balance of funds that remains after the inbound relocation expenses havebeen deducted. The outbound relocation allowance includes:• The least expensive airfare for the Fellow and immediate family (spouse andlegal dependents) on a U.S. flagship carrier (required by the federal Fly AmericaAct) for the most direct route, regardless of cost;• Ground transportation to/from the airport(s), if required.• Shipment of up to 200 pounds of unaccompanied baggage per adult and up to100 pounds of unaccompanied baggage per child (Unaccompanied baggage is inaddition to the suitcases/baggage associated with the Fellow’s airfare and
14includes small items such as clothing, linens, dishes, cooking utensils, books,toys, etc., that are packed in boxes or crates and shipped by air or sea freight.);• Per diem for the travel days (reduced rate for family members)There will be no reimbursement for costs incurred for the shipment of household goods(furniture, appliances, automobiles, etc.) from the United States to a foreign country.The Fellow will have up to 30 days to complete the outbound move. The TravelExpense Statement (TES) and original receipts should be submitted to ORAU withinfive (5) days of the arrival in the home country.Non-U.S. Citizen Fellows or Lawful Permanent Residents Relocating Within theU.S.:Non-U.S. Citizen Fellows who were already residing in the United States when theORAU offer was made and accepted will not be reimbursed for outbound movingexpenses to another destination in the U.S. or to their home countries upon completionof their NPP appointments.9. Duplicate Receipt of Benefits ProhibitedNASA requires that the Fellow be fully involved in the research and educationalopportunities available in the NPP appointment. During the appointment, the Fellowmay not provide services for compensation to a third party. Awards, prizes, reviewpanel honoraria, scholarships, Veterans Administration benefits, sabbatical leavecompensation, and any other payments may be accepted by an NPP Fellow, providedthese payments do not represent dual payment for the same activity.NPP Fellows are not allowed to supplement their stipends through simultaneousemployment, grants, or other sources of income that compete with the Fellowshipactivities. During their appointments, NPP Fellows shall perform the research workstated in the proposal submitted with the NPP application. NASA discourages NPPFellows to generate and submit proposals in the first year of the appointment, becausethey are expected to focus on the research proposed in the NPP application and publishthe results in peer-reviewed journals. The NPP Fellows’ Advisors and host NASACenters or institutions shall provide the required office, laboratory space, instruments,computer access, data, supplies, publication charges, etc. for the Fellow to promptlyinitiate their research upon their arrival. Therefore, the Fellow shall not need to securefunds to facilitate the research proposed on the application. NASA understands thatproposal writing is part of a science career and, therefore, Fellows may desire togenerate proposals during their second year. Since the Fellow does not have aninstitution affiliation (an institution is needed for proposal submission and fundsadministration), the NPP Advisor should serve as the official Principal Investigator andthe associated NASA Center or affiliated institution should administer the funds. Thefunds cannot be used to supplement the Fellow’s NPP stipend.
15If submitting to a NASA solicitation through Research Opportunities in Space and EarthSciences (ROSES), the NPP Fellow can be named as the Science Principal Investigator(Science PI) or Co-Investigator (Co-I) in the "Add Team Member" and be provided allthe privileges. This should ensure credit for the proposal. In other venues, the Fellowmay be named as Co-I.10. Travel During AppointmentProfessional and Programmatic TravelThe NPP Fellowship appointment provides $8,000 per appointment year for travel toprofessional meetings and conferences. The primary purpose of attending conferencesand professional meetings is to present the results of your NPP research by presentinga poster or paper, or by making an oral presentation. A secondary benefit is networkingwith colleagues and experts in your research area. Travel funds cannot be used to paymembership fees in professional societies, purchase equipment, pay for publicationcharges, print or laminate posters and/or handouts for presentations at conferences andmeetings, purchase other materials and supplies, etc.The travel funds may also be used to travel to field sites or observatories to collectsamples or research-related data and for required training (including registration fees)related to the research. Any books, workbooks, software, equipment, or other materialsrequired for training, which are not included in the registration fee, must be provided bythe NPP Advisor.If the Fellow combines personal travel days with business travel (i.e., travel in support ofthe NPP research), the number of personal travel days cannot exceed the number ofbusiness travel days. In addition, a cost comparison must be obtained of the estimatedexpenses for the business-only travel versus the business-personal travel. If theaddition of personal travel increases the overall cost of the trip, the Fellow will beresponsible for paying the difference.ORAU provides an on-line travel system that the Fellow must use to request(1) authorization for travel arrangements related to research and (2) reimbursement fortravel expenses. The Fellow must complete a Travel Authorization Request form (TAR)that includes all destinations, dates, and justifications for travel and includes estimatedcosts of all expenses that may be incurred. Personal travel dates and destinations mustbe included on the TAR. The TAR must be approved by the NPP Advisor and NPPCenter Representative prior to travel. The approved TAR should be received byORAU at least two (2) weeks in advance of domestic travel and three (3) weeks inadvance for foreign travel. The Fellow should allow ample time for the approval processat the assigned facility. Travel is not authorized until ORAU receives the approved TAR
16from the NPP Center Representative and ORAU provides approval. ORAU staff willcommunicate with the Fellow about the TAR, if necessary, to ensure that the TAR iscomplete and the travel meets Federal Travel Regulations and ORAU guidelines. TheFellow will be notified via e-mail when ORAU has approved the TAR. The Fellow is notapproved to travel until he/she has received the approval e-mail from ORAU.If a Fellow fails to submit a TAR to the Advisor and NPP Center Representative prior totravel, reimbursement of expenses may not be approved, unless the Fellow submits awritten justification for the late TAR to his/her Advisor for approval. The Advisor mustattach the written justification to the TAR and send both approved documents to theNPP Center Representative for his/her approval. The NPP Center Representative willforward the approved TAR and written justification to ORAU for processing.In order to receive reimbursement for travel expenses, the Fellow must mail the originalreceipts for expenses with the Travel Expense Statement (TES) to ORAU within five (5)days of the conclusion of the travel. Receipts must include the Fellow’s name, date,and amount of the expense and must indicate that full payment has been made. Creditcard statements are not acceptable in lieu of original receipts. Reimbursement of alltravel expenses will be based on the Federal Travel Regulations and the ORAU travelguidelines, as applicable.Personal Travel by U. S. and Non-U.S. Citizen FellowsAll personal travel must be pre-approved by the NPP Advisor and NPP CenterRepresentative at the assigned facility. The NPP Center Representative must provideORAU with approval of any personal travel and the continuation of the Fellow’s stipendat least two weeks in advance of the Fellow’s departure date. All personal travel byboth U.S. and non-U.S. Citizen Fellows (including legal dependents of non-U.S. CitizenFellows) must be coordinated through ORAU and approved prior to travel. If the Fellowis a non-U.S. Citizen and plans to travel outside the United States, the Fellow musthave the documents needed to re-enter the United States. (see Non-U.S. Citizens andTravel Outside the United States)Travel Outside the United StatesVisa Documents for Travel Outside the United States. In addition to a validpassport, travel outside the United States may require a travel visa for the country theFellow will be visiting. The Fellow must allow enough time before travel to obtain theappropriate visa.Non-U.S. Citizens and Travel Outside the United States. If the Fellow is a non-U.S.Citizen planning to travel outside the United States, he/she must have the followingdocuments to re-enter the United States:• Valid passport containing a valid United States J-1 entry visa;
17• DS-2019 forms, endorsed for travel by an Oak Ridge Associated UniversitiesResponsible Officer (or Alternate);• Letter from Oak Ridge Associated Universities, signed by an Oak RidgeAssociated Universities Responsible Officer (or Alternate), stating that the Fellowis in good standing in the program.NOTE: The Fellow must surrender his/her I-94 card when departing the United States.The Fellow will be issued a new I-94 card upon re-entry to the United States.If the Fellow’s J-1 entry visa in his/her passport has expired at the time of travel abroad,the Fellow must obtain a new visa at a United States embassy or consulate in thecountry visited. If the Fellow plans to travel outside the United States, please note thatsecurity checks for all visa applicants have caused delays in visa issuance of up tothree months. Visitors to Canada, Mexico, or parts of the Caribbean, who will be therefor less than 30 days, are exempt from this requirement and may return to the UnitedStates, as long as they hold valid documentation. Citizens from certain countries maybe subject to additional security checks before a new visa can be granted. Allowadequate time for this process to take place. Travel day(s) to obtain a new J-1 entryvisa (travel visa) are considered personal days; therefore, associated lodging, per diem,and other expenses are not reimbursable.If the Fellow’s J-2 spouse or family travels, they must also have travel endorsement ontheir DS-2019 forms and a letter from Oak Ridge Associated Universities in order to bere-admitted in J-2 status.11. Health and Accident InsuranceFellows are required to have health insurance coverage during the term of theappointment. If the Fellow already has health insurance, the name of the policyholder,name of the insurance company and insurance contract number must be included onthe signed Terms of Appointment. The Fellow must also provide a copy of his/herinsurance card to ORAU before the appointment can begin.Health Insurance Available Through ORAUThe Fellow may select individual or family health insurance coverage (see Insurance)through ORAU. The cost of the health insurance is shared by the Fellow and NASA.Information about the health insurance available through ORAU will be provided withthe Fellowship offer.Insurance Requirement for Exchange VisitorsAll exchange visitors and their dependent families are required to have health insurancewhile they are in the United States that meets U.S. Department of State requirementsfor exchange visitors, including coverage for repatriation and medical evacuation. Thisinformation will be provided to non-U.S Citizens with the Fellowship offer.
18Workers Compensation-Type InsuranceDuring the term of appointment, Fellows are provided accident anddeath/dismemberment insurance (workers compensation-type insurance), whichprovides coverage while the Fellow is engaged in normal research/researchmanagement activities related to the appointment. This insurance covers allowableexpenses that are not covered by a personal health insurance policy.Fellows must immediately report any injury received while engaged in appointment-related research/research management activities to the NPP Advisor, the NPP CenterRepresentative, and the ORAU NPP Director. When necessary, seek emergencytreatment immediately by using the Fellow’s personal health insurance card. Notify theNPP Advisor, NPP Center Representative and ORAU of the injury and treatmentimmediately. ORAU will initiate the procedure to cover any allowable medical expensesunder the appropriate worker’s compensation-type insurance.12. Taxability of Stipends and Other PaymentsThis section is provided for information purposes only. It is not intended as legal or taxadvice, or a definitive interpretation of the law.Fellows in programs administered by ORAU receive award payments from ORAU.Awards paid to Fellows will be reported to the Internal Revenue Service (IRS) by ORAUas Miscellaneous Income-Prizes and Awards, as defined in IRS Code Section 74. Tobe consistent with ORAU reporting, all payments by ORAU should be reported onthe Federal income tax return, Form 1040, as “Other Income” and be identified asa “Fellowship Award.”U. S. CitizensSince NPP Fellows are not employees and since Fellows receive awards (not wages),ORAU does not withhold state or Federal taxes, social security, workers compensation,or Medicare taxes from award payments for U.S. Citizens. Travel and relocationexpense reimbursements for Fellows are not reported to the IRS by ORAU.All U.S. Citizen Fellows should consider consulting a tax professional and filing Form1040-ES on a quarterly basis to pay estimated Federal income taxes in order to avoidlate payment penalties.Non-U.S. CitizensORAU may be required to withhold Federal taxes from the stipends of non-U.S. CitizenFellows, who have non-immigrant visa status, and report this deduction to the InternalRevenue Service (IRS) annually. The amount withheld is determined by the treatybetween the country of citizenship and the U.S., stipend level, visa status, and other
19factors. All non-U.S. Citizen Fellows should consider filing Form 1040-ES on a quarterlybasis to pay estimated Federal income taxes in order to avoid late payment penalties.Travel and relocation expense reimbursements for Fellows are not reported to the IRSby ORAU.For all Fellows, the NASA portion of the premium for health insurance obtained throughORAU is part of the Fellowship award and, therefore, is taxable.13. Non-U.S. CitizensNon-U.S. Citizens with J-1 visa status as a Research Scholar, Lawful PermanentResident (LPR) status, or have an Employment Authorization Document (EAD) withpending LPR status are eligible to receive an NPP Fellowship. Non-U.S. Citizens musthave a visa status that will allow them to participate in the program for at least twoyears. An H1-B visa status is not acceptable, because that status is for employmentonly. Non-U.S. Citizens selected for an appointment must contact ORAU concerningtheir visa status and provide evidence that they have a valid and appropriate visa statusthat will allow them to participate in the program for at least two years before they canbegin an NPP appointment.ORAU can provide information regarding U.S. visas but cannot apply for a visa orpermanent residency on the Fellow’s behalf. All costs in connection with a passport,visa, or their renewals are the Fellow’s responsibility.J-1 Exchange Visitor VisaA non-U.S. Citizen who has been awarded an NPP appointment may apply for a J-1exchange visitor visa as a Research Scholar under the sponsorship assigned to OakRidge Associated Universities by the U.S. Department of State. Upon written request, aDS-2019 Form (Certificate of Eligibility for Exchange Visitor J-1 Status), will be issuedby ORAU. ORAU cannot issue the DS-2019 form until the Fellow has provided writtenacceptance of the NPP appointment offer and proof of the doctorate degree.• If the Fellow is outside the United States, he/she may apply for a J-1 visa at aUnited States embassy or consulate.• If the Fellow is in the United States on a J-1 exchange visitor visa under othersponsorship, he/she must transfer the visa status to ORAU sponsorship.Transfers require that the research field remain the same and that the Fellow hasthe agreement of the current J-1 sponsor. Once a transfer is requested, ORAUand the Fellow’s current sponsor will complete the transfer process.• If the Fellow is in the United States on any visa other than the J-1 exchangevisitor visa as a Research Scholar, he/she may apply to the U.S. Immigration andNaturalization Service (INS) for a change of non-immigrant status. The Fellow
20may begin or continue the NPP appointment only after written INS approval hasbeen received.All exchange visitors are subject to strict legal limitations on the length of stay in theUnited States. Currently, research scholars may stay up to 60 months. Short-termscholars may stay up to 6 months.By law, all exchange visitors are required to hold health insurance and repatriation andmedical evacuation insurance for themselves and their families throughout theirappointment. Health insurance may be obtained through ORAU (see Health andAccident Insurance). J-2 family members may hold other health insurance, as long as itmeets U.S. Department of State requirements for exchange visitors.Immigrant VisaIf the Fellow is currently in the United States as a Lawful Permanent Resident(immigrant visa), and holds an alien registration number without restrictions on length ofstay and employment, the Fellow may continue in that status. If the Fellow has appliedfor and expects to receive an immigrant visa ("green card"), the Fellow must provideORAU with evidence of authorization for employment before beginning or continuing theappointment.Reporting Change in StatusAll J-1 exchange visitors, Lawful Permanent Residents (LPR), and Fellows with EADpending LPR visa status must immediately provide ORAU with any changes in:• Home or appointment facility address• Visa status• Family members• Marital status• Health insurance coverageAll resident aliens and nonresident aliens who move to a new home address must notifythe U.S. Immigration and Naturalization Service (INS) within ten (10) days or be subjectto severe penalties.Summary of Other Pertinent Information for Non-U.S. CitizensJ-1 Visa Status before Beginning Appointment. If a Fellow is not a United StatesCitizen, he/she must provide evidence to ORAU of a J-1 visa status as a ResearchScholar, Lawful Permanent Resident (LPR) status, or have an EmploymentAuthorization Document (EAD) with pending LPR visa status before the Fellow maybegin the appointment. Non-U.S. Citizens must have a visa status that will allow themto participate in the program for at least two years.
21U.S. Social Security or Tax Identification Number. Before any stipend payments canbe made, the Fellow must provide ORAU with a United States Social Security Number(SSN) or a Tax Identification Number (TIN). If the Fellow does not have a U.S. SSN orTIN, he/she must apply for one in the United States at a local office of the SocialSecurity Administration.Travel Within and Outside the United States. All travel by non-U.S. Citizen Fellows,research-related or personal, either within or outside the United States must bepre-approved by the NPP Advisor and NPP Center Representative and coordinatedthrough ORAU before the Fellow is authorized to travel. The NPP CenterRepresentative must provide ORAU with approval of the Fellow’s research-relatedtravel at least two (2) weeks in advance of the departure date for domestic travel andthree (3) weeks for foreign travel. The NPP Center Representative must also provideORAU with approval of the Fellow’s personal travel and the continuation of his/herstipend at least two (2) weeks in advance of the travel. This includes personal travel forthe Fellow and/or his family.All non-U.S. Citizen Fellows who plan to travel outside the United States, must have thefollowing documents in order to re-enter the United States:• Valid passport containing a valid United States J-1 entry visa;• DS-2019 forms, endorsed for travel by an Oak Ridge Associated UniversitiesResponsible Officer (or Alternate);• Letter from Oak Ridge Associated Universities, signed by an Oak RidgeAssociated Universities Responsible Officer (or Alternate), stating that the Fellowis in good standing in the program.NOTE: The Fellow must surrender his/her I-94 card when departing the United States.The Fellow will be issued a new I-94 card upon re-entry to the United States.If the Fellow’s J-1 entry visa in his/her passport has expired at the time of travel abroad,the Fellow will need to get a new visa at a United States embassy or consulate in thecountry visited. The Fellow should allow extra time when making plans for traveloutside the United States, because security checks for all visa applicants have causeddelays in visa issuance of up to three months. Visitors to Canada, Mexico, or parts ofthe Caribbean, who plan to stay there for less than 30 days, are exempt from thisrequirement and may return to the United States as long as they hold validdocumentation. Citizens from certain countries may be subject to additional securitychecks before a new visa can be granted. Allow adequate time for this process to takeplace. Travel day(s) to obtain a new J-1 entry visa (travel visa) are considered personaldays; therefore, associated lodging, per diem, and other expenses are notreimbursable.
22If the Fellow’s J-2 spouse or family travels, they must also have a travel endorsementon their DS-2019 forms and a letter from Oak Ridge Associated Universities in order tobe re-admitted in J-2 status.Insurance Requirement for Exchange Visitors. All exchange visitors and theirdependent families are required to have health insurance and repatriation and medicalevacuation insurance while they are in the United States that meets U.S. Department ofState requirements for exchange visitors.Income Tax Withholding on Stipend Payments. If the Fellow has non-immigrant visastatus, ORAU may be required to withhold income tax from the monthly stipend and toreport this deduction to the Internal Revenue Service (IRS) annually. The amountwithheld, if any, depends on stipend level, country of citizenship, visa status, tax treaty,etc. ORAU will notify any Fellow that is included in an IRS required withholding categorywhen the first stipend check is issued.Early Resignation of Appointment and J-1 Exchange Visitors. ORAU is required tonotify the U.S. Department of State when an exchange visitor leaves the program earlierthan 30 days before the ending date on the current DS-2019 form.14. Reports and Publications AcknowledgementFellows are encouraged to publish reports and articles in scientific and engineeringpeer-reviewed literature. All publications related to the Fellow’s appointment shouldinclude an appropriate statement of the Fellow’s NASA Postdoctoral Programappointment, including the facility at which the research was conducted. For example,"This research was supported by an appointment to the NASA Postdoctoral Program atthe (insert name of the facility; e.g., Ames Research Center), administered by OakRidge Associated Universities through a contract with NASA."Depending on the journal, editors will allow different kinds of acknowledgements. TheFellow may edit the words as necessary, but we ask that all publications related to theNPP appointment include a statement acknowledging the NASA Postdoctoral Programappointment, including the NASA Center at which the research was conducted.Some journals ask authors to provide their affiliation/address directly after the authorsname or as a footnote, depending on the journal style. For example, "Doe, John, NASAPostdoctoral Program Fellow, Ames Research Center, P.O. Box xxx, Moffett Field, CA94035”. This option provides additional recognition for NASA, as well as for the Fellow,and gets the information on the front page instead of (or in addition to) theacknowledgements section, which is many times at the end of a publication.15. Required Reporting by Fellows
23Each NPP Fellow must submit a Final Report immediately prior to the completion of theappointment. The Final Report should summarize the research accomplishmentsduring the Fellowship appointment. The Final Report is submitted by completing a briefWeb-based form that includes sections for listing all publications, papers presented,conference participation, and other aspects of the appointment. Fellows whoparticipated in a research program will be asked to provide the major findings andcontributions to scientific and technological knowledge, and Fellows who participated ina research management program should address the objectives of their researchmanagement activities as they relate to NASA’s mission and to science and technologyadvances in general. The release of the final stipend payment is contingent uponreceipt of the Final Report by ORAU.16. Research Data AgreementBy accepting the NPP appointment, a Fellow must agree to the following:1. A Fellow must agree to provide NASA or the host facility, in written form,any and all technical data produced or generated during the course of theappointment in whatever form it may be recorded. If not recorded or written,the Fellows shall (upon request) provide NASA or the host facility a writtenreport of any technical data whatsoever generated by the Fellow during thecourse of his or her appointment. NASA, the host facility, and/or theGovernment of the United States shall have the right to use, duplicate ordisclose such technical data, in whole or in part, in any manner and for anypurpose whatsoever and to permit others to do so.2. The Fellow agrees to respect any and all limitations to access to anyrestricted data or other classified information, proprietary information or anyother technical data that are privileged or confidential, which he or shereceives, or in any way obtains access to, during or as a result of theappointment. The unauthorized disclosure of, or failure to safeguard, suchinformation may subject the Fellow to civil and/or criminal liability underapplicable laws of the United States.3. "Technical data" means recorded information, regardless of form orcharacteristic, of a scientific or technical nature. Technical data does notinclude financial reports, costs analyses, or other information incidental tocontract administration. Examples of technical data include research andengineering data, engineering drawings and associated lists, specifications,standards, process sheets, manuals, technical reports, catalog itemidentification, and related information.17. Renewal of NPP Fellow Appointment
24The standard appointment period for an NPP Fellowship award is one year. In mostcases, appointments may be renewed for up to a total of three years; however, not allNASA facilities, including the NASA Astrobiology Institute, renew appointments for athird year. The NPP Center Representative can provide information on opportunities forthird-year renewals, since renewals are contingent on available funding and thecontinued relevance of the research to NASA’s goals and missions. The renewal of theappointment requires the Fellow to continue his or her existing research or researchmanagement program and is not for the purpose of undertaking a new research orresearch management program.The Fellow should begin discussions with the NPP Advisor about renewing theappointment well in advance of the appointment end date. The renewal of theappointment is based on available funding, evaluation of the Fellow’s performance todate, the status of his/her program, and its continued relevance to NASA’s researchgoals.An appointment renewal requires the submission of an Application for Renewal form,the Advisor Evaluation of Fellow form, and written approval by the NPP Advisor and theNPP Center Representative, as well as authorization of funding from NASA. Theprocedure and required forms are available on the NPP Appointment Renewals Webpage. ORAU will remind the Fellow of his/her upcoming appointment end date andprovide guidance on the appointment renewal process.18. Resignation of AppointmentIf the Fellow decides to terminate the appointment before the official end date, theFellow must immediately inform the NPP Advisor, the NPP Center Representative, andORAU. This notification must be submitted in writing, preferably at least 60 days beforethe early termination date. The Fellow’s final stipend payment will be calculated throughthe last day he/she will be physically at the appointment facility.If the Fellow chooses to terminate the initial appointment with less than twelve (12)months of participation, the Fellow must repay in full any relocation expenses for whichhe/she was reimbursed and/or stipend advance that he/she may have received. TheFellow must also provide a Final Report (see Required Reporting by Fellows). TheFinal Report and repayments must be received by ORAU before the final stipendpayment can be released.J-1 Exchange Visitors. ORAU is required to notify the U.S. Department of State whenan exchange visitor leaves the program earlier than 30 days before the ending date onthe current DS-2019 form.19. Disclaimer of Liability
25ORAU, the Fellow’s host facility, NASA, and any persons acting on their behalf, are notresponsible for the following types of occurrences.1. Any alleged or actual liability, cost or expense incurred as a result of personalinjury to or death of persons, including the Fellow, or damage to or destruction ofproperty, or for any other loss, damage, or injury of any kind whatsoever, exceptwhere such death, injury, loss, or damage is the result of willful negligence orintentional misconduct of an officer, agent, or employee of ORAU, the host facility,NASA, or NASA contractor.2. Any claims, losses, expenses (except as otherwise provided in the official ORAUOffer Letter and Terms of Appointment) or damages, including but not limited to,bodily injury, death, or property damage, caused by the negligence or misconductof the Fellow.3. Any claims, losses, expenses, or damages, including, but not limited to, bodilyinjury, death, or property damage, arising out of, or resulting in any way from, theuse or misuse of information acquired by the Fellow during the NPP appointment.Neither ORAU, the host facility, NASA, or NASA contractor, nor persons acting on theirbehalf, makes any warranty, express or implied, (i) with respect to the accuracy,completeness, or usefulness of any information acquired by the Fellow during theappointment, (ii) that the use of any such information may not infringe upon privatelyowned rights, (iii) that the information acquired by the Fellow during the appointment willnot result in injury or damage when used for any purpose, or (iv) that informationacquired by the Fellow during the appointment will accomplish any particular results orare safe for any purpose, including the intended purpose.