Guidance

Webinar clarifications

Updated 19 April 2024

The information webinar for the UK Space Agency – Axiom Space Astronaut Mission Projects 2024/25 Call was held on 26 February between 11am and midday.

Thank you to all who submitted questions before and during the webinar. Please see the list of questions you asked below alongside the Agency response.

KEY NOTE: Please note that section 18.4 of the Call for Proposals text has been amended as follows:

Can a Non-UK based organisation receive funding?

The UK must lead the consortium. A non-UK based organisation cannot receive national funding as the primary focus of the UK Space Agency is on the growth of the UK sector; therefore, any monies awarded cannot go outside the UK to a partner body. If the proposed non-UK capability is essential the work can be subcontracted out, however the proposal must demonstrate clearly that this resource is not available in the UK.

In such instances the subcontractor cannot be a partner to the project. Please note that contributions in kind are not permitted as a form of match-funding

General:

1. Could you clarify again why there is a possibility that the funding may not be secured for this initiative?

Applicants are to note that funding for this call (proposed to be commercially funded) is subject to the UK Astronaut Mission dependent agreements being concluded between UK Space Agency, Axiom Space, and European Space Agency (ESA) prior to Grant Awards being made.

UK Space Agency reserves the right not to award funding under this call for any reason, including that the dependent agreements are not concluded. Any grants awarded are contingent upon the UK Astronaut Mission proceeding, which may include (although not exclusively): Mission flight confirmation (anticipated after grant awards), or any other feasibility issue for the programme. Applicant costs associated with the call process are the sole responsibility of the applicants, including if this call does not result in any UK Space Agency awarding funding, and will not be considered eligible costs under the grants.

2. What is the anticipated timeline for mission funding approval?

We are working very closely with Axiom Space and have made significant progress over recent months. Progress has been focused on legal and commercial negotiations to explore the mission concept.  There is still work to do to secure the funding needed and there are no guarantees at this stage that the mission will proceed.  It is assumed that the question relates to approval for grant funding, which is expected prior to grants being placed. Mission confirmation is subject to wider dependencies.

3. How many science experiments and technology demonstrators are you planning to select?

This will depend on the number of successful applications and their expected costs. The Agency’s portfolio approach will enable us to determine the best possible mission for UK science and technology.

All projects must be either a Science Experiment or a Technology Demonstrator. The best way to determine this if you are unsure is to consider the core objective of your project.

If you are seeking to primarily raise the technology readiness level of a technology/device (i.e. to develop a new or existing technology) then you will need to apply as a Technology Demonstrator.

If you are seeking to generate data in aid of a scientific theory, then you will need to apply as a Science Experiment. This is also the case if you are seeking to generate science data using a developing technology (rather than data collected via the testing of the technology).

4. As all space exploration is challenging and requires the full range of human skills, when is the UK Space Agency going to include other disciplines, especially the arts? All USA commercial space organisations are working with artists to enhance and expand the remit of their missions, so can we do this as well? The UK Space Agency shouldn’t fall behind in this research field.

These calls are designed specifically for science experiments and technology demonstrators; however, all applicants must outline their plans for Outreach and Education as part of their proposal and this could include activities related to the arts if appropriate.

The UK Space Agency recognises the value of engagement through many different means, including the arts. There are natural limitations in our goal to provide the greatest impact from our resources, but the use of the arts as a mechanism to meet our objectives is not precluded.

Project Specific:

5. We believe our proposal aligns with the UK Space Agency’s Technology Roadmap, but it is difficult to make a strong link to the UK Science and Technology Framework’s 5 critical technology areas. Would our project be in scope for this call?

We are looking to support the 5 Critical Technologies of the Science & Technology Framework alongside other technology areas of note in the Call Scope. Proposals should be compatible with at least one of the technology areas noted in Section 2.  In all cases applicants should outline how their technology demonstrator will support the ambitions of the National Space Strategy as well as the National Space Capability Goals and UK Science and Technology Framework.

6. Can you please indicate where we can find the full regulation about the definition of SME? Is there something more to know (for example how these regulations apply to companies controlled by other companies)?

Please see section 3 General Definitions under the Research, Development and Innovation Streamlined Subsidy Scheme. “Small or medium-sized enterprise” or “SME” means a small enterprise or a medium enterprise (as defined in paragraph 3.1.7 and 3.1.14). Please see also Companies Act 2006.

7. Is there any restriction on the number of proposals a Higher Education Institution (HEI) and/or investigator can be involved in?

Investigators and/or subcontractors may support bids from different applicants but they would need to ensure that they have sufficient capacity to fulfil all applications, if the applications were to be successfully awarded the grant.

8. Can applicants/research teams only submit one application (for one proposal) or is more than one permitted.

Yes, lead applicants can submit more than one proposal.

9. Do we need to partner with a payload developer/implementer?

In the case of Science Experiments, you don’t need to partner with a payload developer if the payload/device itself is already available or owned by your organisation. However, if this is not the case, it is possible to partner with a payload developer to ensure you can access the instrumentation you need in a timely manner.

10. What is the position of international partners? Can we use international biobanks or e.g. sequencing facilities?

Funding is explicitly for UK-based organisations. To be clear, when the proposed non-UK capability is essential the work can be subcontracted out, however the proposal must demonstrate clearly that this resource is not available in the UK. In such instances the subcontractor cannot be a partner to the project.

Please refer to updated Section 18.4 of the Call for Proposals document for response to “Can a non-UK based organisation receive funding?”, where conditions for acceptance of non-UK partners are set out.

11. How should non-UK mission implementation and development companies be accounted for and treated contractually? Also, should they support the PI in writing the proposal?

Project partners will require flow down agreements to be placed between the prime and the partner. Please see Section 14 (Flow Down Agreement) of the call text for further details. However, non-UK based partners are not permitted for this call. Use of non-UK based subcontractors is only permitted as per explanation in question 10 response above and also in compliance with updated section 18.4 Q&A under the call for Proposals document for conditions. Subcontractors will require contracts.

12. Not Used

13. What are the size and weight limitations of the experimental payload?

This is detailed in the call text at Section 7.1 notably:

The Cargo Transfer Bag (CTB) used in the crewed transport vehicle can support a total mass of 27.2kg each. The mission is expected to carry approximately 4 CTBs (so that’s 108.8kg total) but it must be noted that:

• the weight per CTB will also include packing materials to support the safety of payloads
• the total number of CTBs in this mission is not yet confirmed
• no payload proposed can exceed the size of a CTB equivalent defined as 45cm x 40 cm x 20cm or 27kg
• the facilities within the International Space Station (ISS) will all have their own parameters on size and weight

14. Can power be provided for the external experiment from the ISS? Otherwise, should the independent power supply be needed for the external experiment?

Yes, power can be provided to external experiments that plan to use an external platform that has power (e.g. Bartolomeo or Nanoracks).

15. We have international partners who can also help biobank samples with other commercial and national agency astronaut samples, as well as make available data for scientific reuse (e.g. NASA GeneLab) which would then maximise the scientific value. Would this be permissible?

International partnerships are not acceptable for this call Please see Question 10 and 11  and also refer to updated section 18.4 of the Call for Proposals document for response to “Can a non-UK based organisation receive funding?”, where conditions for acceptance of non-UK partners are set out.

Kindly provide as many details as possible about the criteria and project requirements for the Technology Demonstrators call.

The criteria and project requirements are all noted within Section 2 of the call text. Please do ensure that your technology meets the technology readiness level (TRL) requirements and is applicable to at least one of the noted technology areas reflected in the call text.

17. Can technology demonstrators be related to astronaut and human health?

Yes, this is an applicable area for the call as it would fall under the Agency’s Exploration Technology Roadmap theme of Crew Health & Performance. Applicants should also ensure that their application outlines the links to the National Space Strategy and any other relevant publications noted in the Section 2 of the call text.

18. What is the TRL at which the UK Space Agency is expecting the experiments to take place?

All technology demonstrators must be at least TRL6 and up to TRL 8 to warrant the best use of the opportunity.

We understand that some elements of demonstrators may be at TRL 5, in such a case we would like the proposal to outline and evidence why this isn’t a material risk to the demonstrator for it to be considered. If a proposal is seeking to develop components or the demonstrator to TRL6 or above in time for the mission, and as part of the project, then this is also acceptable.

Component parts that are already TRL 9 are acceptable.

19. Is there a minimum TRL for experiments?

Yes, please see Section 6.2 of the Technology Demonstrator call for Proposals document and response to Question 18 above.

20. So TRLs quoted refer to those at the flight stage, not to proposal stage, correct?

Correct. The successful technology demonstrators should be between TRL 6 and 8 at the time of flight.

At proposal stage, applicants can outline how they will develop their technology to reach TRL 6 if it is currently at a lower level. Some component parts can remain at lower levels if it is clearly evidenced that they pose no material risk to the overall demonstrator, as outlined in Question 18.

21. For a tech demo payload TRL 6-8 is required. Is the same TRL level required for a payload that supports a science investigation?

If the aim of the science experiment is primarily to gather data, then any supporting technology that will be used to carry out the experiment should be to a flight-ready or proven capacity. If you are seeking to generate science data using a developing technology (rather than data collected via the testing of the technology) then it would be a technology demonstrator and not a science experiment.

22. Will successful applicants have access to NASA facilities (in particular the ISS processing facility at Kennedy Space Centre (KSC)) for launch and return preparations?

Yes, the need for NASA facilities (including the KSC processing facility) will be identified as early as possible and Axiom Space will coordinate access with the facility managers.

23. Will payload packaging and stowage be addressed with Axiom directly, or will specific payload providers be used? (Will there potentially be more payload stowage requirements above those already mentioned in the documentation?).

Payload packaging and stowage will be coordinated with Axiom Space directly.

24. Capsule stowage addressed in the call only mentions the CTBs, however if samples require temperature control (such as frozen samples) – will this be an option for the return? In addition, if samples must remain frozen, will this be covered in the scope of this funding for return to the UK from the US after crew return, or will funding only cover the initial return of science to Earth?

Temperature control can be considered for sample return. Axiom Space will ensure samples are shipped as appropriate based on guidance from investigators. Applicants should include the budget for engagement of customs and shipping companies for sample return to the UK from the US.

Funding for the exploitation of samples is not covered per the scope of the call.

25. Is there a maximum expected project duration? In case “return of data” means return of samples on board, can it be done after the return of the UK crew if this requires standard ISS crew operations (like packing and transfer to vehicle)?

This information can be found in the call texts. If experiments need to continue after the two-week mission period they can remain on the ISS. There is no maximum expected project duration. Immediate sample analysis required to complete the experiment on the ISS is covered, but costs for exploitation of data post-experiment or analysis of samples upon return not necessary to complete the experiment would need to be funded outside of this call.

26. Can you please explain the meaning of “In exceptional cases experiments could take place inside the crewed transport module, such as the SpaceX Dragon Vehicle.” In principle, exposure to microgravity starts 10 minutes after launch and so the experiment could start as soon as the boost phase is concluded. Does this sentence mean that some critical resources, such as crew time or electrical power cannot be dedicated other than in exceptional cases?

Passive payloads requiring no resources can collect data through the transportation phase. However, those with active components (moving parts, electrical systems, signal generation, etc.) or requiring resources (crew, power, data) will need to be assessed and verified to allow operations during the transportation phase.

Resources such as crew time and power are very limited for payloads during transportation.  Available power typically is prioritised to maintain conditioned resources.  Crew availability is also impacted by their limited access to packed cargo during the transportation phase.  Therefore we must stress that activities inside the crewed vehicle during free flight would only be considered in exceptional circumstances as determined by the UK Space Agency.

27. What are the power/volume limits if any for internal payloads?

Limitations on internal payloads are those set by the payload operators. In planning your proposal you should review these parameters, commonly available online, and prepare your Science Experiment or Technology Demonstrator accordingly.

On-orbit power and volume limits are dependent on specific payload operational needs, facilities, locations, and other planned payloads.  Payloads with access to active thermal control will have different power limits than those with passive thermal controls.  Depending on operational concept, Axiom Space will help identify the constraining resources (power, volume, data, etc.) for successful applications.

28. Temperature control is possible for payloads during ascent but it is a limited resource. What about temperature control upon return?

Temperature control on return is possible but applicants should be aware that conditioned return or on-orbit stowage and future return is an extremely limited resource.

29. Who will provide temperature control? And what is the volume and mass available in case temperature control is required? Will the temperature control asset have to be included in the CTB volume and mass allocated to the payload?

Axiom Space will coordinate use of all required conditioned (incubated, refrigerated, and frozen) transportation and stowage needs with the resource owner(s). The specific asset owner may vary, but most common conditioned assets are currently managed by National Aeronautics and Space Administration (NASA).

Conditioned stowage (both mass and volume) is an extremely limited resource that is allocated and planned considering the requirements and tolerances for each specific payload against the overall mission complement and on-orbit demands.

All mass and volume required for transportation will be included in the allocation. In general, any temperature control asset is likely to be shared with other users, so the specific impacts to overall mass / volume allocations will be handled based on the specific requirements.

30. The selection panel will include reviewers including industry. How will the conflict of interest be managed assuming that these reviewers are affiliated with space industry, therefore possible competitors of the applicants? And will the reviewers (or their company) be allowed also to submit an application in the same call where they are reviewers?

All reviewers external to the UK Space Agency will be required to sign a Confidentiality Agreement and Conflict of Interest Declaration. If a reviewer’s organisation has submitted a proposal, and it has passed the sifting stage, they will not be asked to review or score that proposal.

Crew Related:

31. Is there a prospective date for astronaut selection for this mission? In addition, with British astronaut John McFall in the ESA roster, should researchers assume to make all protocols suitable for his disability?

It is too early to confirm details on astronauts at the moment. Crew selection is a complex process that requires international approvals. The UK would want this potential mission to support our existing work on human spaceflight with ESA, but it really is too soon to be speculating on what that could mean for individuals.

32. For any proposed human subject experiments involving crew (e.g., physiological monitoring), what is the Institutional Review Board process?

The key boards that need to be addressed for any Human Physiology Investigations selected as part of this mission would be:

• Institutional Ethical Board
• ESA Medical Board (EMB) for ESA Astronauts
• NASA Medical Board (NASA IRB) for any other Private Astronaut Mission (PAM) astronaut
• HRMRB: Human Research Multilateral Review Board

Applicants should note that the EMB and NASA IRB convene approximately once per month, while the HRMRB only once per quarter so any activity requiring crew experimentation will require the project team to work with ESA to provide the needed paperwork for these boards as a priority.

All human subjects research protocols will be reviewed by the NASA IRB if any procedures are to take place at a NASA-owned facility. For any pre/postflight-only data gathering which can be performed at non-NASA facilities, protocols must be reviewed by a US-based IRB. Axiom Space will provide relevant information to successful applicants and can facilitate this review.

33. We’re keen to examine some of impacts of real spaceflight on human physiology. Do you think something of this nature will be permissible with appropriate anonymisation of data?

Proposals that utilise crew as subjects are welcome.  Any selected proposals will be subject to clearances by the ISS Medical boards for ethics.  All proposals requiring samples will be assessed on a case-by-case basis. If those samples are to be taken from the crew associated with the mission, personal data will be managed in accordance with data protection provisions within the Grant Funding Agreement, for successful applications.

34. Our experiment will require a series of blood samples before, during and after the flight. Will project teams have access to the astronauts during the week before the mission, and during the week after they return? If so, where will they be based?

Sample collection activities for consented crew will be scheduled preflight, during quarantine (2 weeks) before launch, and postflight.

For pre/post-flight collections, the PI team can be present during the collections, but during quarantine all collections will be completed by Axiom Space medical and human research staff. Please note that the Crew may travel extensively upon return to Earth so it is critical to determine the flexibility limits of sample timing e.g. “post-flight samples MUST be taken on Return Day 3 (R+3) and R+30”; or “sample can be collected between R+2 to R+5”. Blood sampling and other study collections will be coordinated by Axiom Space based on project requirements.

Cost:

35. Please can you clarify what qualifies for the funding: Do the funds have to be used for qualification testing, launch, or is this funding purely for the development of the demonstrator?

Funding can be proposed for all activities necessary to develop the experiment or technology demonstrator from its current state to readiness for launch; including project activities required to support the science experiment or technology demonstrator during the mission, and return (where required). For details of ineligible costs please see the Grant Funding Agreement and also the Grant Call for Proposals document section 10. Grant Call Additional Guidance including specifically 10.6 for Eligible and ineligible expenditure.

36. Do our costs have to include astronaut training time on the tech demonstrator preflight?

Your application would need to account for all costs associated with the development of the technology in preparation for flight. Astronaut training time is exempt from costs but would still need to be identified and included in the proposed work activities.

37. Should launch/operations costs be included in the proposal (as part of the max £5 million)?

The resource time costs for the science experiment or technology demonstrator team to support launch and operations, where required, should be included.  You do not need to include costs to buy launch or pay operators in mission control. Axiom Space will facilitate payload and integration support for NASA facilities on the ground and on the ISS at no additional cost to the payload provider. All costs for utilising commercial facilities on the ISS need to be included as part of the applicant’s budget proposal and as subject to the award cap.

38. Are the costs for the space mission resources (e.g., mass, thermal conditioning, crew time) to be accounted for in the proposal or are covered by the UK Space Agency?

We would like to see all costs included in applications with the exception of crew time. The portfolio approach the Agency will take following the selection of successful proposals will help define the resources the mission will require.

Funding for the use of ISS facilities is determined by their respective operator.

If the facility is commercially owned and operated, the costs must be included.

If the facility is owned by an Agency, it should be identified as such. If the agency is not ESA then there may be potential costs, and these should be included.

If the facility is owned and operated by ESA, there are usually no costs.

39. If we want to use a commercial platform, do we apply costs based on the subsidy control?

Yes, subsidy control requirements will need to be applied when compiling project budgets, including where applicants propose to utilise a commercial platform.

40. Do we classify the platform provider as a commercial service or as fundamental research?

The facilities onboard the ISS should be understood by their owner/operator, please see Question 38 for more information. In this case, a commercial provider would be a service. The costs would need to be included in the budget.

41. Are grants suitable for hiring a post-doc to conduct the research?

It may be possible to use the grant for hiring a post-doc to conduct the research as long as they were purely allocated to this project and not doing data exploitation post-experiment. However, Universities are advised to check with their inhouse finance team on requirements for Full Economic Cost calculations including use of post-doc contributors.

42. Is the cost of analysis on returned samples covered in this funding?

Immediate sample analysis required to complete the experiment on the ISS is covered, but exploitation of data post-experiment is not.

43. A university is a no-profit entity. However, we shall necessarily ask an external entity to take care of some aspects (hardware manufacturing, flight certification process, etc). How should University subcontractors be considered?

Please see Section 18 Q&A under the Call for Proposals Document, for information on use of sub-contractors, with particular reference to Section 18.7, 18.10, 18.11. Please also see answer to Question 10 herein this Q&A document: Project partners will require flow down agreements to be placed between the prime and the partner. Sub-contractors will require contracts. Please see Section 14 (Flow Down Agreement) of the call text for further details. Where Full Economic Cost is to be adopted for applications, applicants in scope are advised to check with their inhouse finance team on requirements for Full Economic Cost calculations.

44. Do costs for resources like upload mass or conditioned temperature storage have to be included in the proposal (crew time excluded?)?

If proposing to use commercial facilities all costs will need to be identified in the budget sheet. Please see response to Question 38 herein this Q&A document for further explanation.

45. Can the project continue after the astronauts return to earth because we will be doing lab experiments and data analysis and will need 6 months after return to earth to do this. We will also need to start experiments before the mission, so can we do this and cost for this?

Experiments can start before flight, and this should be outlined within the proposed work activities. If experiments need to continue after the 2-week mission period they can remain on the ISS.

Immediate sample analysis required to complete the experiment on the ISS is covered. However, exploitation of data post-experiment and data analysis post-experiment is not included in the eligible costs for this mission and therefore applicants must seek alternative funding if required.

46. For an exposure experiment outside the ISS, two weeks is not possible (due to logistics). Would this still be eligible for this call? We would have a control sample inside the ISS that would be exposed for 2 weeks.

It is possible to propose experiments longer that 2 weeks in duration, as they may continue after the crew have departed, to be looked after by ESA as the UK Space Agency is an ESA member state.

47. Who should we approach for funding support to analyses the samples after return? Otherwise these aren’t being leveraged fully.

Funding support for sample analyses and data exploitation after samples/data are returned to Earth is beyond the scope of this call. Part of the application process requires applicants to explain where they will seek funding from for this.

48. If I want to astronauts to use the Confocal Space Microscope (Confocal Microscope) on the ISS, do I have to cost for this in my project?

No, it does not need to be costed. It can be proposed but use will be subject to ESA agreeing use with owner.

49. If the experiment is biological in nature and needs to be returned for processing in order to get data from the flight (e.g. for transcriptomic analysis) will the funding cover the processing costs for these post-flight activities?

Immediate sample processing required to retrieve data can be included.

50. Will the provided funding cover cost associated with payload development and/or implementation?

Any funding awarded through this call will cover the costs of development, the costs for implementation of the payloads should also be noted in the proposal. Axiom Space will facilitate payload testing and integration support for NASA facilities on the ground and on the ISS at no additional cost to the applicant.

The portfolio approach the Agency will take following the identification of successful proposals will determine resources required for implementation.

51. Must a UK entity be the lead for the mission integration & operations of associated experiments or will the payloads mission integration & operations activities be covered under the contract you will have with Axiom Space?

As you can appreciate the integration and operation of the successful payloads is not known to us until a future mission can be scoped out following the review of applications.

It is anticipated that integration and operations will need the support of the project teams through liaison with Axiom Space in regard to the payload/experiment requirements, carrying out said experiment, and general clarifications.

52. Can a non-UK sub-contractor for the hardware development and mission implementation be included in the project? Would be seen as a negative point in the evaluation?

Please see Section 8 of the call for Proposals text for evaluation criteria. Non-UK based subcontractors are permitted by exception as per section 18 Annex 2 Q&A within the Call for Proposals document. See also response herein this Q&A document under Question 10.

53. Regarding the resources needed for mass upload, download and conditioned stowage, is it sufficient to state the requirements (e.g. mass and volume), which will be handled by the UK Space Agency and Axiom, or should service providers be responsible and provide a monetary cost estimation for accessing those resources?

Yes, those needs should be stated.

In terms of access and cost, this is dependent on the facility that the experiment will require, please see Question 38 for more information.

54. Can you confirm if Benefit in Kind (for example use of existing hardware and facilities) can be used as a contribution to the project instead of private venture funding?

Benefit in kind contributions are not permitted as a form of match-funding.

55. Are universities subject to the enterprise subsidy project cost limitations (i.e small /medium enterprises)?

Non-economic organisations performing non-economic activity would not be subject to subsidy control limitations. Please see Section 5 subsidy control advice, of the call text for further guidance.

56. The call states that staff costs regardless of employment status are eligible. As lead PI can I request my own salary costs if I get a letter of support from the University covering the duration of the project? I ask as some funders restrict applications to PIs with open-ended contracts, but I don’t see any reference to that in the call.

Please consult the University finance team for full economic cost (FEC) calculations. Please also consult the Grant Call Additional Guidance under Section 10.4 of the Call Proposals document for guidance on direct and indirect overheads.

57. Will it be possible to recover full economic cost from this call? As a National Institute we are bound by this criterion in any bids we are doing.

Research organisations undertaking non-economic activity will be funded as follows:

• universities: 80% of full economic costs
• all other research organisations: 100% of eligible costs

Please see section 5 and annex 1 of the call guidance for further details

58. I see on the eligibility that Grant Recipients must have a UK bank account. Assuming this can be met by the organization, is there anything that precludes international submissions? If so, how about in partnership with a UK organisation?

Grant recipients must be UK entities.  Please see Section 18 Annex 2 Q&A 18.4 of the Call for Proposals document for clarification that non-UK based organisations cannot receive funding with further explanation provided.

59. Please could you clarify the maximum funds available to bid for; is it £5 million per project, where each organisation can only bid for £3 million, i.e. a consortium could bid for £5 million, with £3 million for one, and £2 million for the other consortium partner?

Yes, £5 million is the maximum award for any proposal. The breakdown of the award is based on the proposal and thus each participating organisation’s costs.

60. What does it mean exactly that the Grant funding is outside the scope of VAT? Will the grant recipient issue VAT-free invoices? Will this apply to partners of the project or subcontractors?

Please see Section 10.5 VAT rules, of the full call text. Grant recipient invoices should not add VAT on top of submitted costs for output VAT. This will apply to partners although not subcontractors. Non-recoverable input VAT costs incurred in delivery of the grant can be classed as eligible expenditure.

61. Would a PHD student represent an eligible cost? With regard to subsidy control and related maximum award amounts, how should sub-contractors of University applicants be considered?

Universities are advised to consult their in-house finance teams on calculation of Full Economic Costs including whether project-specific PHD student costs can be included.