Building a Winning Team for NSF Funding: Insights from our Grant Experts

Securing funding from the National Science Foundation (NSF) is a highly competitive endeavor. One of the most critical factors influencing the success of your proposal is the composition and qualifications of your research team. Ultimately, NSF funding rewards not just ideas, but teams that can deliver on them.

As the NSF emphasizes, the ‘intellectual merit’ and ‘broader impacts’ of a proposal are paramount, and these are directly tied to the capabilities and track record of the team you put forward. For both of these review criteria, a common element is ‘how well qualified is the individual, team, or organization to conduct the proposed activities?’.

While there are no strict ‘team requirements’ in terms of make-up (outside of meeting the definition of small business), funders do expect to see the right mix of relevant business acumen, scientific, technical, and management expertise, as well as adequate resources to complete the project. That said, many of our clients worry they’re not a good fit because they’re not from academia or don’t have a PhD, but these are not requirements!

Despite this, roughly one-quarter of the enquiries received in the U.S. by Grantify come from one-person teams. On your own, it’s rare to cover all of the necessary areas of expertise. While that shows strong ambition, it also highlights a common challenge: without direct expertise in the core science or technology behind your project, it’s very hard to provide the level of detail federal funders expect.

We’ve seen it often — a proposal focused on AI without in-house AI expertise, or a biotech project without a specialist who can map out the exact R&D plan. This gap shows up quickly: unclear methods, lack of technical depth, and too little detail on how the innovation will actually be delivered.

That doesn’t mean your idea lacks potential. It simply means that securing funding requires, at a minimum, proven expertise in the project’s key field — whether through your own background, consultants, or subcontractors.

With the right guidance and strategic hiring, you can assemble a team that strengthens your NSF proposal and maximizes your chances of funding. In this article, you’ll find practical advice to help translate your individual brilliance into a winning team-based approach.

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Before we delve into more detail, here’s a breakdown of the various roles to consider for your team to prepare for applying to the NSF SBIR or STTR programs. 

NSF-Required Roles for SBIR/STTR

You’ll see in Grantify’s eligibility quiz, we ask about your team size and check that you meet the Small Business Administration’s definition of a small business. This provides a good picture of whether you’ll have the right expertise to carry out your project well. For early-stage companies, this often requires you to get creative about how you fill gaps without over-hiring too soon. Here’s how to think about it:

a) Start with the Core Roles

Principal Investigator (PI): Must be the scientific/technical lead on the project. Their qualifications and experience directly shape reviewer confidence in the feasibility of the proposed R&D.

‍Founder/Business Lead: Provides entrepreneurial direction, ensures the R&D aligns with commercial goals, and is responsible for eventual market translation. In some cases, this person may also serve as the PI if they meet NSF eligibility requirements and have the necessary technical expertise.

b) Fill in Strategic Gaps

Very few startups have a ‘complete’ team at the application stage for SBIR Phase I funding. That’s expected. What matters is that you’ve thought through what you need and brought in the right people, even if part-time or advisory:

• Regulatory or Clinical Expertise (for life sciences/healthcare projects)
• Manufacturing or Scale-Up Experience (for hardware, advanced materials, or energy technologies)
• Market/Customer Expertise to validate commercial demand

You don’t need to build a large team of full-time employees to be competitive for NSF funding. In fact, many successful applicants engage consultants or subcontractors only for the duration of their role on the project. This ensures you have the right expertise in place without unnecessary overhead.

A few key points to keep in mind:

• Flexible engagement: Consultants and subcontractors can be hired only for the phases of the project where their expertise is required.
• NSF rules on external contributors: No more than one-third of your budget can be allocated to external R&D personnel, and consultant pay rates are capped at $1,000 per day.
• Demonstrating expertise: By including consultant/subcontractor profiles in your Pitch or Phase I application, you show reviewers that the correct expertise has been secured. For Phase I, consultants/subcontractors must also provide a letter of commitment confirming:
  
  
  • The work they will perform
  • Their commitment to performing it
  • Their agreed rate of pay

This approach reassures reviewers that your team has the technical depth to deliver the project, even if you’re still operating as a lean organization.

c) Demonstrate Commitment and Capacity

NSF reviewers carefully check whether each team member has the time and resources to actually do the work. Red flags include:

• A PI or other senior/key personnel splitting time across too many commitments.
• Advisors with impressive résumés but no defined role.
• Founders without clear evidence of the capacity to manage development activities.

 d) Show a Growth Trajectory

Finally, remember that NSF doesn’t expect you to have the final team on day one. What they want to see is that you understand any critical skills gaps and have a plan to address them as the project matures. For example:

• Phase I: Focused on R&D with a lean team (e.g. PI + Founder + key advisor).
• Phase II: Expanded team to include dedicated business development, regulatory, or engineering hires.

By showing reviewers that you’re building a team with the future in mind, you reinforce both your technical credibility and your commercial readiness. Be explicit about roles, effort allocation, and what each member brings. Even small time commitments can be powerful if they are well justified.

Do I need a Principal Investigator (PI) to apply?
Yes. Every NSF SBIR and STTR application requires a PI. For SBIR, the PI must be employed by the small business (>50% of their time). For STTR, 1 PI and 1 co-PI are required (the PI must be an employee of the proposing small business, and the co-PI must be part of the STTR partner research institution).

Can I list more than one PI?
No. NSF only allows one PI per proposal. However, in STTR applications, you may also designate a required Co-PI from the research institution partner.

What if my team is only me right now?
You can apply as a solo founder, and you can move forward with the Project Pitch even if you don’t yet have a full team in place. However, if you are invited to submit a Phase I proposal, we strongly recommend beginning to build out your team at that stage. This helps ensure your application doesn’t face major gaps due to missing technical or business expertise, giving you a stronger chance of success.

Is a research institution partner required?
Only for STTR. For SBIR, the small business must conduct at least two-thirds of the work during Phase I, while outsourcing the rest if needed. For STTR, at least 30% of the work must be done by the research institution partner.

Who usually serves as the Authorized Organizational Representative (AOR)?
The AOR is typically the CEO, CFO, or another senior officer with authority to legally commit the company, but it’s recommended by the NSF that the PI takes on this role. This person handles submission and compliance certifications.

Do I need a business lead as well as a PI?
It’s not strictly required by NSF, but highly recommended. Having a business or commercialisation lead demonstrates that your company can translate research into real-world impact — a major factor in reviewer evaluations.

Can I hire consultants to fill gaps?
Yes, consultants and subcontractors are allowed, but NSF requires key leadership roles within the small business. Critical expertise should be part of the core team.

Building an NSF-ready team isn’t about having the biggest roster — it’s about having the right mix of expertise in place.

For small startups, this can feel daunting, but lean teams can be highly effective. Even a handful of well-chosen, committed individuals can cover the critical roles, demonstrate credibility, and show reviewers that the project is achievable.

If you believe your team has what it takes to deliver an innovative project worthy of NSF SBIR/STTR funding, start with our free eligibility checker. With the right idea and team, you could access anywhere from $305,000 to millions in non-dilutive grants to bring your vision to life!