POPS is a website for submitting project allocation requests for compute, visualization and storage resources at XSEDE service provider sites. Begin on the POPS Welcome page, where you'll find a summary of steps for filling out a request form.

If you need more help in making selections or filling out the form fields, refer to this User Guide, the Allocations overview page (allocation policies, process, and eligibility information), and to the XSEDE resources pages: XSEDE Resources Catalog (lists of specs for all resources plus customizable comparisons and searches) and the Resources Monitor on the user portal (live data on available resources).

In brief, submitting a request requires the following steps:

Please observe the following precautions to prevent loss of data:

  • Always use the navigation buttons on the left menu or Next and Previous within the submission form rather than your [back] button.
  • The Reset button will clear all fields on a page; use with caution. You will need to re-enter the data on that page; however, previously saved pages will be preserved in the POPS database.
  • Always Save to Date before closing your browser or the system will upload (though not submit) a partially filled out form to the POPS database.

A. Log In

You need to have a portal account in order to login to POPS. To create a portal account:

  • Visit the XSEDE User Portal
  • Select sign in from the top right, in the sign in window you will see the ability to create an account
  • Follow the steps in order to create a portal account.
  • Once logged in you can you can go to POPS directly from the allocations/usage page

If you forget your password or wish to reset your password, click on the password reset link on the homepage of the user portal.

Do not share passwords:
If another person uses your login and password to create his/her own allocation request, your data will be overwritten; all your allocation requests will be assigned to the other person.

B. Specify Allocation Request Action

Logging in will take you to the Submission Home page. If this is your first time making a submission New will be your only option in this page. Select an appropriate category for a New request: Research, Startup (for investigators new to XSEDE), Educational (specifically for classroom instruction and training courses) or Campus Champions (this program supports campus representatives as the local source of knowledge about high-performance computing opportunities and resources).

If you are a returning user a list of your submission requests will be presented in this page with the allowed actions for each of them depending on the request status:

  • Renewal: Select the Renewal option if you are making a request to continue research activities for the next 12 months in continuation of a previous allocation request. Note that, although the precise research activities may change between allocation periods, you should submit a renewal to continue access to XSEDE as long as research is in the same area of science.
  • Supplemental: Supplemental requests are for additional resources within your current allocation period.
  • Justification: Choose this option if you wish to submit a response or rebuttal to recent reviewer comments.
  • Extension: Choose this option if you have a current award, and you want to request additional calendar time, up to six months, to use your awarded billing units.
  • Transfer: Choose this option if you want to transfer awarded SUs from one XSEDE computing platform to another.
  • Advance: You can request an advance of up to 25% of your submitted Research request. Usage against this advance will be deducted from your eventual allocation award. In addition, approval of the advance is subject to XSEDE review and the availability of sufficient units on the selected resource(s).
  • View: This action allows you to see a summary of your request: PI, CoPI, uploaded documents, supporting grants, requested resources, title, and abstract.
  • Delete: Click on this action link to delete your request.
  • Edit: This action link allows you to edit your partial or finalized submission.

C. Enter data and upload documents

Only PIs or CoPIs may enter or edit an allocation request.

For New, Renewal, Supplemental, Justification or Edit actions, the POPS system takes you to a series of pages for entering data and uploading required and optional documents.

For Advance, Transfer or Extension actions the POPS system will display a form with your personal information, your request number, a required reason field, and a list of resources. The form can be submitted by clicking the provided "Submit Advance/Transfer/Extension" button at the bottom of the page. An e-mail will be sent to you confirming your submission.

Required Information:
Four of these pages are required for final submission: PI Information, Proposal Information, Resource Request, and Documents. Completing the Supporting grant information is only necessary if you have funding from any source in support of your group’s research.

If you place data in any field on any page - even optional pages - then all required fields on that page (marked with *) must be complete before you can make your final submission. In other words, if you do not plan to fill out optional pages, leave all its fields blank (use the Reset button to clear fields).

A number of functions are available to you from any of the 6 required and optional pages:

  • Move between pages in any order by using the left menu or the Next and Previous buttons at the top and bottom of the right frame (with the data entry fields). Don't use the forward and back buttons of your browser.
  • Save your submission in its current state (a partial submission) at any time, using the Save To Date button on the left menu.
  • Review what you've saved so far, including uploaded documents, using the Submission Summary button on the left menu.
  • Submission: When you have completed all required entries, and you are ready to send your submission for review by the allocation committee, use the Final Submission button.
1. PRINCIPAL INVESTIGATOR (PI) INFORMATION (REQUIRED)

Check the "Check if this is you" checkbox if you are the PI submitting the request to populate most fields with your personal data.

Most fields on this page are self-explanatory; fill out all required fields (marked with *). Save your unfinished submission at any time using the Save to Date button.

E-mail Address: Please ensure your e-mail address is valid as it will be used for all communication regarding your allocation.

Country: Note that Country is automatically filled in as "United States" due to NSF eligibility requirements.

Distinguished Name (DN) (optional): A Distinguished Name is a globally unique identifier that represents you as an individual and is based on the certificate that you may be using and on what certificates are accepted at a particular resource. If you know your DN(s), supply them here, separated by pipes (|). Text beyond 255 characters will be truncated. If you don't have one, don't know what your DN is, or don't know where to get it, skip this step.

2. CO-PI INFORMATION (OPTIONAL)

Check the "Check if this is you" checkbox if you are the Co-PI submitting the request. This will fill out most of the fields with your personal data.

If your project has one or more Co-PIs, complete all required fields (marked with *) for final submission. If you do not have a Co-PI, leave all fields blank and continue to the next page. Most of the fields are self-explanatory; additional information for some fields is provided below. Save your partially completed submission at any time using the Save to Date button on the left menu.

Multiple Co-PIs: Use the Add Co-PI, Modify Co-PI, and Delete buttons at the bottom, right corner of the page to add and edit Co-PI information. As you add names, a list of Co-PIs will appear at the bottom, left corner of the page. To edit Co-PI information, click on his/her name in the list; a Modify Co-PI button will appear. To delete a Co-PI, click on the Delete button next to his/her name on the list. After each change, a dialog box will appear, confirming that your information was changed.

Special Reset exception:
If you click the Reset button on this page, all fields on the page will be emptied, as with other pages. However, the information you have already entered in the fields for a Co-PI is saved, not removed. Clicking on the Co-PI's name link at the bottom of the page will display the information in the corresponding fields above. To remove a Co-PI, use the Delete button next to the Co-PI's name.

Country and State: To fill in both country and state, click on the Select Country button to open a dialog box. Choose the country, and if the Co-PI is based in the United States, also choose the state. Click on the Select button to close the window and populate the Country and State fields on the Co-PI Information page. A search tool is also available within the dialog box.

Distinguished Name (DN) (optional): A Distinguished Name is a globally unique identifier that represents you as an individual and is based on the certificate that you are using and on what certificates are accepted at a particular resource. If you know your DN(s), supply them here, separated by pipes (|). Text beyond 255 characters will be truncated. If you have one, don't know what your DN is, or where to get it, skip this step.

3. PROPOSAL INFORMATION (REQUIRED)

This section provides the summary description of your allocation request. Fill out all required fields (marked with *) for final submission. Save your partially completed submission from the left menu at any time. If you are submitting a research allocation request, you will also need to attach a full allocation request document to your submission (see the Uploading Documents section). Additional help is provided below.

Formatting restrictions:
Title: Your allocation request title should be limited to 255 characters; excess characters will be truncated.
Keywords: Separate with commas.
Abstract: Use only ASCII characters; Non-ASCII characters will be removed.

Primary Field of Science:Use the Select Field of Science button to open the Field of Sciences List window. You may use the Search tool or scroll through the options. Highlight a Field of Science and click the Select button to fill the text field on the Proposal Information page and close the Field of Science List window.

  • Do not type directly into the Primary Field of Science text box on the Proposal Information page.
  • The Field of Science list is ordered by a numeric code with related fields grouped together.
  • After a search, use the Reset button to repopulate the display with all fields of science.

Secondary Field of Science: See the instructions for Primary Field of Science above. In addition, you may enter multiple secondary fields of science. However, you must re-open the Field of Science List window again for each entry. To remove fields of science that you may have entered incorrectly, deselect (remove the highlight from ) the entry in the Secondary Field of Science field, using CTRL-click or Shift-Click depending on your browser, and save to date or continue to another page. You may also select None to deselect all entries. Highlighted entries will be saved with your submission; de-selected entries will not be saved.

Do not use the Reset button to remove fields of science; this may not behave as you expect. This is a known bug.
CTRL-click and Shift-click do not work in the Field of Sciences list window for choosing multiple fields of science. You must select each field individually, close the window, and reopen the window to make the next selection. This is a known usability issue.

4. SUPPORTING GRANTS

If you have no supporting grant information to report please check the "No Supporting Grants" checkbox.

If your project has one or more supporting grants, complete all required fields for each grant for final submission. For research submissions, supporting grant information informs the reviewers that the science has been reviewed and that sufficient funding (for staff and student time, etc.) is available to complete the work proposed. For startup and education allocations, supporting grant information is not essential, but helps XSEDE in its reports to NSF. All current research funding affected by or benefitting from the use of the allocation requested in your research request should be listed. If you do not have a supporting grant, you must select the "No Supporting Grants" checkbox at the top of the page.

Most of the fields are self-explanatory; additional information for some fields is provided below. Save your partially completed submission at any time using the Save to Date button on the left menu. Multiple grants can be entered and edited using the buttons and links below the data entry forms.

For research submissions, include supporting grant information in the data entry fields and not (or not only) in your allocation request document. This will streamline your award processing and leave you more space within your allocation request page limits.

If you do not have a supporting grant, you must select the "No Supporting Grants" checkbox at the top of the page. This checkbox is selected by default. You must deselect it to save Supporting Grant info.

PI Name and Title of Supporting Grant: This is the PI and Title of the supporting grant; these are not necessarily the same as the PI for the POPS submission.

Funding Agency Information: Please select the Funding Agency for the supporting grant from the pull-down menu, and enter the Funding Agency Division in the next field. If you select "Other" from the pull-down menu, provide the agency name in the next field. Provide the program officer name and e-mail for the supporting grant.

Grant Number and Awarded Amount: Please enter the grant number in the agency-defined format. For grants spanning several years, enter the Award Amount for a 12-month period. For grants covering less than 12 months, enter the full award amount. The amount should be in US dollars, no punctuation or extra characters.

Please also enter the percentage (numbers only) of the amount entered above that will support the work described in this POPS submission. Reasonable rounding is acceptable.

Field of Science: Use the Select Field of Science button to open the Field of Sciences List window. You may use the Search tool or scroll through the options. Highlight a Field of Science and click the Select button to fill the text field on the Proposal Information page and close the Field of Science List window.

  • Do not type directly into the Primary Field of Science text box on the Proposal Information page.
  • The Field of Science list is ordered by the NSF index number.
  • Qualify strings in the search tool using the drop-down list to filter by Contains, Starts with, Ends with.
  • After a search, use the Reset button to repopulate the display with all fields of science.

Multiple Supporting Grants: After filling in the information for a grant, click on the Add Grant button at the bottom, right corner of the page to add it to your submission. As you add supporting grants, a list of grants will appear at the bottom, left corner of the page.

To edit grant information, click on the grant title in the list; a Modify Grant button will appear. Click on this button and modify the fields.

  • To delete a grant, click on the Delete button next to the title on the list.
  • After each change, a dialog box will appear, confirming that your information was changed.

Special Reset exception: If you click the Reset button on this page, all fields on the page will be emptied, as with other pages. However, the information you have already entered in the fields for a grant is saved, not removed. Clicking on the grant's title at the bottom of the page will display the information in the corresponding fields above. To remove a grant, use the Delete button across from the grant title at the bottom of the page.

5. RESOURCE REQUEST (REQUIRED)

Please answer the three questions at the top of the page regarding what percentage of the work you expect to do / run in this allocation and what percentage of the science runs you expect to perform in this allocation.

This page displays the computing, visualization and storage resources that are available to be allocated at the meeting you selected earlier. From the Available Resources list, you can move to each resource on which you wish to request time.

  1. To select a resource, enter the appropriate request amount.
    • For a compute and visualization resources, fill in the number of SUs. Use numerals, no commas.
    • For a storage resource, enter the number of gigabytes, as appropriate. Use numerals, no commas.
    • For the Extended Support Program enter the number of months for which support is requested. Special allocation request requirements apply. Five questions will need to be completed for submissions to be completed in full.
  2. Save your selections using the Save to Date button.

A warning message will pop up if you missed filling out information for a resource or did not indicate a need for storage. If no storage is required, enter zero and proceed. After you save, the resources you chose will show up in black text in the Available Resources list.

Comments (optional): Use this field to request the best alternate resource in case your first choice is not available.

6. UPLOADING DOCUMENTS (REQUIRED)

At the top of the page there is a table with the required and optional documents to be uploaded according to the type of submission you are doing (Research, Startup, Educational, or Campus Champions). A red cross near to the required document indicates that it has not been uploaded yet.

To upload a document use the "Upload new documents here" table. In this table you choose the type of document (Main Document, PI CV, References, etc.), title of the document (limit to 255 characters and optional), and a "Choose File" to browse for your file making sure it has an extension.

To upload your document simply click the red "Upload File" button.

A "List of currently uploaded documents" will appear as soon as a document has been uploaded. It will display the type of document, its title (if one was provided), filename that you entered, upload date (CST) and a "Delete?" checkbox that can be checked to delete the uploaded document. To permanent delete the document please check the red "Delete selected file(s)" button.

D. Save, Edit, and Submit

Save-to-Date: Partial Submission: As with all data entry, the rule of thumb is to save often. Once you have entered data on a page - whether or not you have completed required fields - you can save your data by clicking on the Save To Date button on the left menu.

Edit Your Submission: Once you have saved a partially submitted allocation request, you can leave POPS at any time and return later to complete and or edit your submission. A research submission can be edited at any time (even after Final Submission) until the allocation request submission deadline has passed. A startup and education submission may be edited at any time until the allocation request is awarded or rejected. A submission can be edited by the PI or any Co-PI.

Final Submission: Once you have completed all required fields and uploaded required documents, you can send your final submission to the POPS database to be reviewed by the appropriate committee. Click on the Final Submission button on the left menu.

The POPS system will scan your submission for missing information. If any required fields are missing, a list appears at the top of the page. If all the required information was entered, the Proposal Status field on the left menu changes from Incomplete to Submitted, and a allocation request summary window opens that displays:

  • A summary of the information you provided.
  • The allocation request number that is associated with your request.
  • Links to download a tar or zip file of your attachments.

You will be notified about your submission by e-mail, using the address you provided on the PI Information page.

Review Your Submission: At any time in the process, you can use the Submission Summary button on the left menu to open a window with all the data you have entered up to that point. You can download a zip or tar file of the attachments that you uploaded from within the window.