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From your ideas…
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…into our systems…
…to advance medical discovery.
Interacting Electronically with NIH
Megan ColumbusNIH Program Manager for Electronic Receipt of Grant Applications
Scarlett GibbeRA Customer Relationship Manager
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Electronic Interaction Points
Learn About Grantsat NIH
Find Opportunities
Submit Application
Check SubmissionStatus
Download AppPackage
View AssembledApplication Image
Check ReviewAssignment
Submit Pre-AwardInformation
Check ReviewOutcome
Prepare/SubmitPost-Award
Reports
Closeout Grants
NIH Guide
NIH GrantWeb site
Grants.gov
eRACommons
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Learn About Grants
eRA, Commons,eSubmission
POLICY
NIH GUIDE
FORMS & INSTRUCTIONS,SUBMISSION DATES
GLOSSARY, FAQS
INITIATIVES
GET CONECTED
http://grants.nih.gov/
BASICS
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Electronic Submission Required!
Electronic submission via Grants.gov is now required for ALL competing grant
applications with the exception of Complex, Multi-project applications (Project/Centers)*
*These grant mechanisms will continue to use the paper PHS398 application process until a transition to electronic submission is scheduled, announced and implemented.
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eSubmission Process
Prepare to Apply & Register
Find Opportunity and Download Application
Package
Submit, Track and View Application
Prepare Application
Submission Complete!
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Two Systems Working Together
• Grants.gov – the Federal government’s single online portal to find and apply for Federal grant funding– Used by all 26 Federal grant-making agencies
• eRA Commons – electronic Research Administration system that allows applicants, grantees and Federal staff to access, share and transmit information related to their applications and grants – Used by NIH and a few other HHS components
IMPORTANT: Each system has its own registration
and validations requirements
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Registration
Grants.gov• Applicant Organizations only • Designate E-Business Point of Contact (E-Biz P)
- Approves Authorized Organization Representatives (AORs) providing authority to submit applications
• No registration needed to find opportunities or download forms
eRA Commons• Applicant Organization & PD/PI• Designate Signing Official (SO)
- Registers or affiliates Project Director/Principal Investigator (PD/PI)
Many organizations are already registered. Check with your Office of Sponsored Projects.
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Registration
Tips for Success:1. Start early! The registration process can take up to 4
weeks (8 weeks or more for new or foreign businesses)2. Register for Grants.gov & Commons simultaneously once
DUNS# is obtained3. Update CCR information yearly to keep Grants.gov
credentials active 4. Do not combine SO and PI roles on single Commons
account5. If PD/PI has a Commons account, affiliate them to your
organization rather than creating new account6. PIs should update their Commons profile prior to
submitting (degree info used to determine Early Stage Investigator eligibility)
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Make a Submission Plan
Internal organization considerations…• Submission method
- Downloadable forms- System-to-System using XML data stream- Services of a commercial service provider
http://grants.nih.gov/grants/ElectronicReceipt/system_testing.htm
• Application preparation responsibilities• Sharing applications in progress • Internal review & approval process• Internal deadlines
Administrators and PIs must work together!
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Obtain Software
Grants.gov Download Software Web Page:http://www.grants.gov/resources/download_software.jsp
Adobe Reader• Only specific Adobe Reader versions
are compatible with Grants.gov forms
PDF conversion program• Attachments must be converted to PDF
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eSubmission Process
Prepare to Apply & Register
Find Opportunity and Download Application
Package
Submit, Track and View Application
Prepare Application
Submission Complete!
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Find Opportunity & Download Package
• NIH posts Funding Opportunity Announcements (FOAs) on:– NIH Guide for Grants and Contracts
http://grants.nih.gov/grants/guide/index.html• Announcements include button to download package
and instructions from Grants.gov
– Grants.gov
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Investigator–Initiated Research
• All applications must be submitted in response to a Funding Opportunity Announcement (FOA)– Applicants can submit for funding opportunities
focused on specific programs/areas of science OR in response to a general “parent” announcement
– Applicants MUST use the application package specific to the FOA that they choose
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Parent FOAsNIH Office of Extramural Research
http://grants.nih.gov/grants/oer.htm
Parent Announcements for Unsolicited Applications
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Finding FOAs in NIH Guide
NIH Guide for Grants & Contractshttp://grants.nih.gov/grants/guide/
Enter search string or click Advanced Search
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Finding FOAs in NIH Guide
Enter search parameters
Click Search
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Finding FOAs in NIH Guide
• Review list of FOAs matching your criteria and find FOA of interest
Click Announcement Number link to access FOA information
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Announcement
• Read and follow announcement instructions
• Pay special attention to Section IV. Application and Submission Information– Includes any FOA-specific
submission instructions– Instructions in FOA trump
instructions in the application guide
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Announcement Notes
• Pay attention to Key dates:– Release/Posted Date: package and instructions available for
download– Opening Date: application can be submitted– Expiration Date: announcement closed
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Announcement Notes
• FOAs in the NIH Guide include button to download app from Grants.gov
Click download Verify information
Click Apply for Grant Electronically found within the NIH Guide announcement.
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Download Package & Application Guide
Download application instructions and Application Package
Sign up for Agency updates to FOA
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Application Guide
• Read and follow application guide instructions
• Agency-specific instructions are marked with the HHS logo
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eSubmission Process
Prepare to Apply
Find Opportunity and Download Application
Package
Submit Track and View Appilcation
Prepare Application
Submission Complete!
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Grant Application Package Screen
Make sure you have the correct application
package.
FOA information is automatically populated
and not editable.
Save the package locally.
Mandatory Grants.gov fields highlighted yellow with red box.
*Application Form Screen - Top*
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Grant Application Package ScreenMandatory Documents must be completed prior to submission.
*Application Form Screen - Bottom*
Complete the SF424 (R&R) form first – info from this form populates fields in other forms in the package.
See application guide to determine which Optional Documents you need to include.
Completing the Application
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Tips for Success:• Follow FOA-specific guidelines (e.g., special
attachments, specific section headings)
• Follow application guide requirements
• Follow guidelines for fonts, margins
• Do not include headers or footers- Section headings as part of the text (i.e., Specific
Aims, Background & Significance) are encouraged
• Avoid 2-column format for text
• Avoid “landscape” format
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Final Application Check
• Avoid Grants.gov & eRA Commons Errors:– SF424 (R&R) cover
• Does the DUNS number on your application match the DUNS used for Grants.gov & Commons registration?
• Did you include the Contact Email address?• Did you provide correct Type of Application, Federal
Identifier, and Type of Submission information?
– Sr/Key Person Profile• Did you include Commons ID in Credential field for all
PD/PIs?• Did you include Organization name for all Sr/Key?
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Final Application Check
• Avoid Grants.gov & eRA Commons Errors (cont.):– Did you use the correct Budget form?– Did you include effort > 0 for all Sr/Key listed
on the R&R Budget form?– Did you include all required attachments?– Are all your attachments in PDF format?– Are all attachment names 50 characters
or less and use only letters, numbers and underscore (_)?
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eSubmission Process
Prepare to Apply
Find Opportunity and Download Application
Package
Submit, Track & View Application
Prepare Application
Submission Complete!
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AOR - Submit Application
Check Package for Errors only checks Grants.gov errors.
Save & Submit button will not become active until:•All fields marked as mandatory on the forms are completed•All Mandatory Documents are moved to Mandatory Documents for Submission box and completed•The application is Saved
You MUST submit the application for it to go through the NIH validation process. NIH errors will be shown in the eRA Commons
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Enter your Grants.gov username and password – you must be fully registered to successfully submit.
Only the AOR can submit application!
AOR - Submit Application
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AOR - Submit Application
Click Sign and Submit Application button to record electronic signature and initiate submission process to Grants.gov
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AOR - Submit Application
Print/Save your Confirmation screen info
Grants.gov Tracking #
Date/Time Stamp - due 5 p.m. local time of the applicant org. on submission deadline date
On-time Submission• On-time Submission
– All registrations must be completedprior to initial submission
– Submission must be accepted by Grants.gov with a timestamp on or before 5:00 p.m. local time of submitting organization on submission deadline date
– Errors/Warnings must be corrected within the error correction window
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Track Application
• AORs track application status at Grants.gov
• Signing Officials(SOs), Principal Investigators (PIs) and Assistants (ASSTs) track application status in the eRA Commons
Track – Grants.gov (AOR)
• Applicant interface
Grants.gov application status
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You’re not done yet!
Signing Officials (SOs), Principal Investigators (PIs) and Assistants (ASSTs) track application status
in the eRA Commons.
Track Your Application
• Applications are picked up by eRA Commons and checked against application and opportunity instructions
• Forms are owned by Grants.gov and used by many agencies, so NIH cannot build agency-specific business rules into the formProcessing result available in eRA Commons Status
• Processing result available in eRA Commons Status
• Email notifications sent to AOR/SO, PD/PI and contact emails listed on the SF424 (R&R) form
Accessing eRA Commons
• Go to: https://commons.era.nih.gov/commons/ • Enter your Username and Password
UsernamePassword
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Check Status in Commons – PD/PI
Select Recent/Pending eSubmissions
Or provide Grants.gov tracking number from email notification
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Status – eSub Errors/Warnings
Indicates eSubmission Error
Grants.gov Tracking # Grants.gov tracking #
and date are displayed followed by the list of errors/warnings for each submission attempt
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Status – eSub Errors/Warnings
• Errors stop application processing and must be corrected
• Warnings do not stop application submission and are corrected at the discretion of the applicant
Helpful Links Avoiding Common Errors page:
http://grants.nih.gov/grants/ElectronicReceipt/avoiding_errors.htm
Full list of Commons Validationshttp://grants.nih.gov/grants/ElectronicReceipt/files/SF424RR_Validation.pdf
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Error Correction Window
• NIH currently allows applicants to correct errors/warnings during the temporary “Error Correction Window” - Standard window: 2 business days after the
submission deadline- Initial submission made “on time”- All registrations completed before deadline- Proof of “on time” submission and description of
all changes documented in Cover Letter
AOR is expected to enforce that appilcation changes are restricted to those needed to fix indentified errors/warnings.
NIH may reject any application that includes additional changes.
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Correcting eRA Errors/Warnings
Make changes to address error/warning messages in local copy of application
1. Select Changed/Corrected on SF424 (R&R) cover (box #1) Federal Identifier on SF424 (R&R) cover (box #4) is
a required field when Changed/Corrected is selected • If New is selected in box #8, use Grants.gov tracking
number for original submission• Otherwise, continue to use the Institute/Center and serial
number from original grant award (ex. CA123456)
2. Include cover letter if after submission deadline
3. AOR must submit the entire changed/corrected application to Grants.gov
4. Track submission through to CommonsNOTE: Reviewers do not see applicant errors/warnings.
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View Application Image
Once an error-free application is received, the eRA system will:– Assemble the grant application image– Insert headers (PI name) & footers (page
numbers) on all pages– Generate Table of Contents and bookmark
important sections– Post the assembled application image in the PI’s
eRA Commons account
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Application Viewing Window
• Applicants have two (2) business days to view the assembled application before it automatically moves forward to NIH for further processing
• SO can Reject application within viewing window to address Warnings (if within error correction window) or to address a system issue affecting the application image
– If Rejected after deadline for any other reason, application is subject to late policy
– PI will receive email notification if SO rejectsapplication
If you can’t VIEW it, we can’t REVIEW it!
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Status – View Application Image
View Appendices and Cover Letter
Status is Pending Verification
Follow e-Application link to view assembledapplication image
Follow link to detailed status info
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Status – e-Application
TIP: Carefully review the entire application.This is your first chance to view/print the same
application image that will be used by Reviewers!
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Reject Application (SO)
Must have SO role
Select Recent/ Pending eSubmissions
Click Search
Enter Search Criteria
PIs: If the application image in the eRA Commons does not properly reflect the submitted material, work with your SO to reject the application!