Electronic Grant SubmissionsElectronic Grant Submissions

andand

Jackie Hinton Grant Writer/Project Administrator

Pediatrics Research Enterprise

801/587-8968 jackie.hinton@hsc.utah.edu

Today’s ObjectivesToday’s Objectives

Take the mystery out of electronic Take the mystery out of electronic grant submissionsgrant submissions

Walk through the steps to find, Walk through the steps to find, complete, and submit an NIH complete, and submit an NIH application electronicallyapplication electronically

Share problems/solutions we’ve Share problems/solutions we’ve experienced using grants.govexperienced using grants.gov

Changing Our MindsetsChanging Our Mindsets Business processes are new, and they’re still Business processes are new, and they’re still

evolving.evolving. Generic application forms are gone. Generic application forms are gone.

Every NIH mechanism (R01, K08) will have its own Every NIH mechanism (R01, K08) will have its own forms and instructions.forms and instructions.

FOA’S now differ from RFAs and PAs.FOA’S now differ from RFAs and PAs. You need to know when to use a “parent” or “institute You need to know when to use a “parent” or “institute

specific” announcement.specific” announcement. Electronic application system is evolving Electronic application system is evolving

quickly.quickly. Using outside system—Grants.gov—creates Using outside system—Grants.gov—creates

inconsistencies for NIH inconsistencies for NIH

CompleteConceptOutline

Identify Potential Sponsor

DevelopProposal

Plan

Write Proposal

Draft

Review & Edit

Proposal

Submit Proposal

Pathway to SuccessPathway to Success

See See

Handout

Handout

All NIH applications via Grants.gov by end of All NIH applications via Grants.gov by end of 2007 2007 http://era.nih.gov/ElectronicReceipt/

Two systems for NIH electronic submissionTwo systems for NIH electronic submission1. www.grants.gov (Submit application (Submit application

package)package)

2.2. eRA CommonseRA Commons Applicants check status of submissions Applicants check status of submissions

and verify completed applicationsand verify completed applications Applicants receive and transmit Applicants receive and transmit

application and award information application and award information electronicallyelectronically

Transitioning NIH to Transitioning NIH to Grants.govGrants.gov

Registration Registration Grants.gov (Grants.gov (institutions only—PIs institutions only—PIs

ignoreignore)) eRA Commons (eRA Commons (institutions and institutions and

PD/PIPD/PI See Handout) See Handout) Software RequirementsSoftware Requirements

(PCs)PureEdge(PCs)PureEdgeTMTM viewer viewer downloaded (free) from Grants.gov.downloaded (free) from Grants.gov.

(MACs) Citrix(MACs) Citrix Microsoft-based softwareMicrosoft-based software

NIH and Grants.govNIH and Grants.gov

SF424 (R&R) – an application package SF424 (R&R) – an application package made up of different components made up of different components similar to PHS 398similar to PHS 398

Not all components used for every Not all components used for every Funding Opportunity Announcement Funding Opportunity Announcement (FOA) (FOA) Agencies create specific application Agencies create specific application

packages for each FOApackages for each FOA Each FOA indicates which components Each FOA indicates which components

are requiredare required

What is SF424 (R&R)?What is SF424 (R&R)?

SF424 (R&R) Application SF424 (R&R) Application GuidesGuides

Application Guide for the SF424Application Guide for the SF424 General Instructions walk you through General Instructions walk you through

completing various componentscompleting various components Instruction is within the actual formsInstruction is within the actual forms NIH-specific instructions denoted NIH-specific instructions denoted

with HHS Logowith HHS Logo

Application Package = combination Application Package = combination of SF424 (R&R) and PHS398 of SF424 (R&R) and PHS398 componentscomponents

FOA FOA (Funding Opportunity Announcement) (Funding Opportunity Announcement) lists forms needed in Application Packagelists forms needed in Application Package

SF424 (R&R) ComponentsSF424 (R&R) Components include: include: R&R Application Cover PageR&R Application Cover Page R&R Project/Performance Site LocationR&R Project/Performance Site Location R&R Other Project InformationR&R Other Project Information R&R Senior/Key PersonnelR&R Senior/Key Personnel R&R BudgetR&R Budget R&R Subaward Budget Attachment FormR&R Subaward Budget Attachment Form

Features of SF424 (R&R)Features of SF424 (R&R)

NIH agency-specific componentsNIH agency-specific components (PHS 398) (PHS 398) PHS 398 Cover Letter FilePHS 398 Cover Letter File PHS 398 Cover Page Supplement PHS 398 Cover Page Supplement PHS 398 Modular BudgetPHS 398 Modular Budget PHS 398 Research PlanPHS 398 Research Plan PHS 398 Checklist PHS 398 Checklist

Components include specific data fields (filled Components include specific data fields (filled out online) and multiple attachmentsout online) and multiple attachments

Attachments MUST be converted to PDF Attachments MUST be converted to PDF before uploadingbefore uploading

Features of SF424 (R&R)Features of SF424 (R&R)

A walk thru the SF424 R & R A walk thru the SF424 R & R onlineonline

Go to www.grant.govGo to www.grant.gov Click on Apply for GrantsClick on Apply for Grants Click on Download grant application Click on Download grant application

packagepackage Insert identifier number (e.g. PA 06-Insert identifier number (e.g. PA 06-

181)181) Review online application packageReview online application package

Online with Grants.govOnline with Grants.gov

OSP (On behalf of the University)OSP (On behalf of the University) Submits application package to Grants.govSubmits application package to Grants.gov

Grants.gov Grants.gov Accepts applicationAccepts application Validates it against Grants.gov business rulesValidates it against Grants.gov business rules Signals NIH to retrieve the proposalSignals NIH to retrieve the proposal

NIH System NIH System Pulls the application from Grants.govPulls the application from Grants.gov Validates it against NIH business rulesValidates it against NIH business rules Generates a complete grant application for printing Generates a complete grant application for printing

& verification in eRA Commons& verification in eRA Commons Authorized Organizational Representative Authorized Organizational Representative

(AOR) & Principal Investigator (AOR) & Principal Investigator Log into eRA Commons & verify the application to Log into eRA Commons & verify the application to

complete the process. complete the process.

Electronic SubmissionElectronic Submission

What Happens After What Happens After Submission?Submission?

After submission—After submission—eRA Commons eRA Commons System System willwill

Generate a Table of ContentsGenerate a Table of Contents Assemble the grant imageAssemble the grant image Include headers (PI Name) and footers Include headers (PI Name) and footers

(page (page numbers) on all pagesnumbers) on all pages

Applicants (AOR/SO and PD/PI) will Applicants (AOR/SO and PD/PI) will have 2 days to view and approve the have 2 days to view and approve the grant image in eRA Commonsgrant image in eRA Commons

On-time submission On-time submission Application accepted by Application accepted by

Grants.gov by Grants.gov by 5:00 p.m. local 5:00 p.m. local timetime on the submission date on the submission date ((Check FOA for dates and timesCheck FOA for dates and times))

During the initial transition During the initial transition period—NIH validation errors period—NIH validation errors MUST MUST be corrected within 2 days be corrected within 2 days after receipt dateafter receipt date

On-Time SubmissionOn-Time Submission

DEADLINEDEADLINE for PI to submit to OSP for for PI to submit to OSP for Grants.gov submission—Utah (Grants.gov submission—Utah (5 Days prior to 5 Days prior to Agency Deadline)Agency Deadline) Allow response time for NIHAllow response time for NIH Allow time for correctionsAllow time for corrections

Grants.gov responseGrants.gov response to application submission to application submission—generally within hours, —generally within hours, up to 2 business up to 2 business days.days.

PI and AOR/Signing Official (Sponsored PI and AOR/Signing Official (Sponsored Projects Office) review application within Projects Office) review application within 2 2 business days of availability in eRA Commons.business days of availability in eRA Commons.

Expected Turn-around Expected Turn-around TimesTimes

Read and follow all application instructions!Read and follow all application instructions! Potential ErrorsPotential Errors

Include PI’s eRA Commons User ID in the Include PI’s eRA Commons User ID in the credential field (1credential field (1stst Section) “Profile –PD/PI” Section) “Profile –PD/PI” on the Senior/Key Person Profile components.on the Senior/Key Person Profile components.

All non-Pure Edge attachments MUST be in All non-Pure Edge attachments MUST be in PDF format.PDF format.

Make sure DUNS number in box 5 of Cover Make sure DUNS number in box 5 of Cover Page matches institution’s in Commons Page matches institution’s in Commons profile.profile.

CFDA Number – Ignore. NIH will fill in for CFDA Number – Ignore. NIH will fill in for you.you.

Other Support request – DO NOT submit Other Support request – DO NOT submit current and pending support in the current and pending support in the Senior/Key Person component.Senior/Key Person component.

““Optional” forms. Optional” forms.

Tricky FieldsTricky Fields

NIH Term (PHS398)NIH Term (PHS398) SF424 (R&R) TermSF424 (R&R) Term

New (T-1)New (T-1) NewNew

Competing Competing Continuation (T-2)Continuation (T-2)

RenewalRenewal

Revision or Revision or AmendmentAmendment

ResubmissionResubmission

Competing Competing SupplementSupplement

RevisionRevision

R&R Type of Application also includes “Continuation.” This is equivalent to NIH Progress Report or T-5. NIH will not use the R&R for Progress Reports.

New TerminologyNew Terminology

NIH Term NIH Term (PHS398)(PHS398)

SF424 (R&R) TermSF424 (R&R) Term

PA and/or RFAPA and/or RFA Funding Opportunity Funding Opportunity Announcement Announcement (FOA(FOA)—general term )—general term for all PAs and RFAsfor all PAs and RFAs

PIPI PD/PI: Combined termPD/PI: Combined term

Authorized Authorized Organizational Official Organizational Official (AOO) or Signing (AOO) or Signing Official (SO)Official (SO)

Authorized Authorized Organizational Organizational Representative (AOR) Representative (AOR) Brent Brown or G&C Brent Brown or G&C OfficersOfficers

Other SupportOther Support Current & Pending Current & Pending SupportSupport

New TerminologyNew Terminology

NIH Term NIH Term (PHS398)(PHS398)

SF424 (R&R) TermSF424 (R&R) Term

Literature Cited (Part Literature Cited (Part G. of 398 Research G. of 398 Research Plan) Plan)

““Bibliography & Bibliography & References Cited” in References Cited” in R&R R&R Other Project Other Project Information Information ComponentComponent

Consortium Budget Consortium Budget Subaward BudgetSubaward Budget

New TerminologyNew Terminology

Grants.gov UpdateGrants.gov Update

20072007 – new application packages will use – new application packages will use Adobe-based forms and have Google search Adobe-based forms and have Google search functionality.functionality.

You will need Acrobat Reader Version 7.0.8 You will need Acrobat Reader Version 7.0.8 Acrobat Professional no longer needed.Acrobat Professional no longer needed. Application Packages constructed to allow Application Packages constructed to allow

users to save information.users to save information. Applicants able to click a button & see list of Applicants able to click a button & see list of

data fields not completed.data fields not completed. Application Package will automatically do a Application Package will automatically do a

validation check on all fields when submitted validation check on all fields when submitted by OSP.by OSP.

NIH will not hold applicants accountable NIH will not hold applicants accountable for Grants.gov or eRA Commons for Grants.gov or eRA Commons problemsproblems

Applicants are expected to:Applicants are expected to: Complete required registration processes Complete required registration processes

prior to submissionprior to submission Complete all steps of application submission Complete all steps of application submission

in a timely way, i.e.in a timely way, i.e. Submission to Grants.govSubmission to Grants.gov Correct any errorsCorrect any errors Review application imageReview application image

Guiding PrinciplesGuiding Principles

THE ENDTHE END

Information in the preceding Information in the preceding presentation was obtained from the presentation was obtained from the following:following:

Dr. Bill Alter, Director, Missouri State Dr. Bill Alter, Director, Missouri State University OSRPUniversity OSRP

Terri Pianka, U of U OSP Information Terri Pianka, U of U OSP Information SpecialistSpecialist

NIH WebsiteNIH Website

AcknowledgementsAcknowledgements