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electronic Research AdministrationOffice of Extramural ResearchNational Institutes of Health

February 2010

Interacting Electronically with

NIH

Sheri CumminseRA Customer Relationship Manager

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Electronic Interaction Points

Find Opportunities

Submit Application

Check SubmissionStatus

Download AppPackage

View AssembledApplication Image

NIH Guide

Web sites/ Resources

Grants.gov

eRACommons

Check ReviewAssignment

Submit Pre-AwardInformation

Check ReviewOutcome

Prepare/SubmitPost-Award

ReportsCloseout Grants

Update Personal and Institutional

Profile Information

Grant Information& Support

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eSubmission: Two Separate, but Linked SystemsGrants.gov

Federal-wide portal to find and apply for Federal grant funding •Used by all 26 Federal grant-making agencies

eRA Commons Agency system that allows applicants, grantees and Federal staff to share application/grant information•Used by NIH and a few other divisions in the

Department of Health & Human Services (CDC, FDA, AHRQ, SAHMSA)IMPORTANT: Each system has its own

registration and validations requirements.

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eSubmission: RegistrationGrants.gov

Applicant Organizations only Designate E-Business Point of Contact (E-Biz POC)•Approves Authorized Organization

Representatives (AORs) providing authority to submit applications

No registration needed to find opportunities or download forms

eRA CommonsApplicant Organization & PD/PIDesignate Signing Official (SO)•Registers or affiliates Project Director/Principal

Investigator (PD/PI)

TIP: Many organizations are already registered. Check with your Office of Sponsored Projects.

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eSubmission: Registration TipsTips for Success:

Set-up multiple AOR and SO accountsLogin to accounts prior to deadline to ensure you have access to the systemsIf not yet registered, start the process at least 4 weeks before the deadline•Once DUNS number is obtained, Grants.gov and

eRA Commons registrations can be done in tandem

PIs should only have one Commons account that follows them throughout their careers•If PI is already registered, “affiliate” their existing

account rather than creating a new one

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eSubmission: Obtain Software

Adobe ReaderOnly specific Adobe Reader versionsare compatible with Grants.gov forms

PDF conversion programAttachments must be converted to PDF

Grants.gov download software pagehttp://www.grants.gov/resources/download_software.jsp

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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://era.nih.gov/ElectronicReceipt/sp.htm Application preparation responsibilitiesSharing applications in progress Internal review & approval processInternal deadlines

Administrators and PIs must work together!

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Electronic Submission of Grant Applications at NIH

AOR/SOPI

Find and download

announcement, instructions

and form package.

PI prepares application

per institution guidelines

and sends it to AOR for

submission.

Authorized Organization Rep (AOR)

submits application to Grants.gov.

eRA retrieves application

from Grants.gov and

checks it for compliance

with application instructions.

PI and AOR/Signing Official

(SO) check submission

status and view assembled

application in eRA Commons.

PI

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eSubmission: Find OpportunityALL applications must be submitted in

response to a specific Funding Opportunity Announcement (FOA)

NIH simultaneously posts FOAs in:•NIH Guide for Grants and Contracts•Grants.gov Find

Some FOAs focus on specific areas of research and others provide instructions and forms for general grant programs•Use “Parent” FOAs for unsolicited

applications

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eSubmission: Find Opportunity in NIH Guide

NIH Grants Web sitehttp://grants.nih.gov/grants/oer.htm

Parent Announcements for Unsolicited Applications

NIH Guide for Grants & Contracts

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eSubmission: Find Opportunity 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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eSubmission: Opportunity AnnouncementsCarefully read the entire

announcementPay special attention to Section IV. Application and Submission Information•Includes FOA-specific

submission instructions•Instructions in FOA supersede

instructions in the application guide

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eSubmission: Opportunity AnnouncementsKey dates:

Release/Posted Date: package and instructions available for downloadOpening Date: application can be submittedExpiration Date: announcement closed

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eSubmission: Opportunity Announcements

Click Apply for Grant Electronically found within the NIH Guide announcement.

Click download Button will take directly to Grants.gov’s download screen for the specific FOA.

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eSubmission: Download Forms & Instructions

Download application instructions and Application Package

Sign-up for Agency updates to FOA

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eSubmission: Application Guide

Read and follow application guide instructions

Agency-specific instructions are marked with the HHS logo

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eSubmission: Application Forms

Highlight form and use the arrow buttons to move forms to the Mandatory Documents for Submission box

Highlight form on right and click Open Form or use window scroll bars to access specific form

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eSubmission: Application Preparation Tips

Tips for Success:Complete the SF424 (R&R) form first – info from this form populates fields in other forms within the packageFollow FOA and application guide requirements•Watch for fields that are required by NIH but not marked

required on federal-wide forms o Contact email on SF424 (R&R) covero Credential field for PD/PIs on R&R Sr/Key Person Profile formo Organization for all entries on R&R Sr/Key Person Profile

formUse PDF format for all attachments•Do not include headers or footers

o Section headings as part of the text (i.e., Specific Aims, Background & Significance) are encouraged

DUNS number on application must match the DUNS used for Grants.gov & Commons registration

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eSubmission: AOR Submits Completed Application

Route your completed application to your institute’s Authorized Organization Representative (AOR) for Submission.

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eSubmission: Submit Application

The Check Package for Errors button only checks for Grants.gov errors.

Must Submit application for it to go through the NIH validation process.

Save & Submit activates when:•All G.g mandatory fields are completed•All Mandatory docs are moved to right•Application is Saved

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eSubmission: Submit Application

Only the AOR can Submit application.Enter Grants.gov User Name and Password – you must be fully registered to successfully submit.

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eSubmission: Submit Application

Click Sign and Submit Application.

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eSubmission: Submit Application

Grants.gov Tracking #

Date/Time Stamp - due 5 p.m. local time of the applicant org. on submission deadline date

Print/Save your Confirmation screen info

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eSubmission: On-time SubmissionOn-time Submission

All registrations must be completedprior to initial submissionSubmission must be accepted by Grants.gov

with a timestamp on or before 5:00 p.m. local time of submitting organization on deadline date Errors/Warnings must be corrected withinthe error correction window

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eSubmission: Grants.gov Processing

After submissionBasic Grants.gov validation checks•Virus-free•AOR is authorized to submit for

Organization DUNS included on SF424 R&R cover form

Email notifications sent to email address on file for submitting AOR

TIP: Track application at Grants.gov untilAOR receives email indicating the grantoragency has retrieved the application.

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eSubmission: eRA Commons Processing After NIH retrieves application from

Grants.govApplication checked for compliance with announcement and application guide requirementsProcessing results posted in eRA Commons Email notifications sent to Contact, PD/PI and AOR email addresses on applicationTIP: Email can be unreliable, proactively

check Status in Commons.

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eSubmission: Logging In to eRA Commons

Go to: https://commons.era.nih.gov/commons/ Enter your Username and Password

UsernamePassword

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eSubmission: Track Status in Commons – PD/PI

Select Recent/Pending eSubmissions

Or provide Grants.gov tracking number from email notification

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eSubmission: Track Status in eRA Commons – PD/PI

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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eSubmission – 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://era.nih.gov/ElectronicReceipt/avoiding_errors.htm

Full list of Commons Validationshttp://era.nih.gov/ElectronicReceipt/files/SF424RR_Validation.pdf

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eSubmission: Error Correction WindowNIH currently allows applicants to correct

errors and warnings during the 2 business days after the submission deadline

Initial submission made “on time” All registrations completed before deadlineAOR is expected to enforce that changes are restricted to fixing errors/warningsProof of "on time" submission and descriptionof changes documented in Cover Letter NIH Error correction window temporarily extended to

5 business days for application deadlines on/between Jan. 25 and May 7, 2010 (NIH Guide Notice NOT-OD-10-042).

X

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eSubmission: Application Image Generation

Once an error-free application is received, the eRA system will:

Assemble the grant application imageInsert headers & footersBookmark important sectionsGenerate Table of ContentsPost the assembled application image in the PD/PI’s eRA Commons account

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eSubmission: Application Viewing WindowApplicants 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 policyPD/PI will receive email notification if SO rejectsapplication

If you can’t VIEW it, we can’t REVIEW it!

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eSubmission: View Application in Commons

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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eSubmission: View Application in Commons

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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eSubmission: Submission CompleteIf no action is taken during the two

business day viewing window, the application automatically moves forward to NIH for further processing

Any subsequent application changes are approved through and at the discretion of the Scientific Review Officer in the form of addenda

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eRA Commons

Check ReviewAssignment

Submit Pre-AwardInformation

Check ReviewOutcome

Prepare/SubmitPost-Award

Reports

Closeout Grants

eRACommons

My application is submitted……now what?

Additional

eRA Commonsfunctionality

Update Personal Profileand Institutional

Profile Information

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eRA Commons: Basics

The functions available to users are based on the “role” associated with their account

http://era.nih.gov/files/eRA_Commons_Roles.pdf

Commons is laid out in a tertiary (3) menu fashion. The top tabs show the main functions which can drill-down two (2) levels of sub-menus.

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eRA Commons: Admin

Admin Manage accounts (Administrative roles only) PIs can Delegate specific responsibilities • Complete PI’s eSNAP information (Delegate PI)• Update Personal Profile (Delegate PPF Edit)• Check application Status except Review outcome (Delegate

Status)• Perform all PI tasks except submitting Appointments (Delegate

xTrain Authority)SOs can Delegate specific responsibilities• Allow PI to submit eSNAP information to Agency (Delegate

Submit)Change Password

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eRA Commons: Institutional Profile

Institutional Profile File (IPF) Central repository of information for registered organizations Signing Official (SO) establishes and maintains profile data for applicant/grantee organization

Includes:Preferred institution name and contact information Signing Official’s name(s), email, and phone number Institutional DUNS number Institutional Assurances and CertificationsE-mail addresses for electronic distribution of Notice of Award and other notifications

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eRA Commons: Personal Profile

Personal Profile File (PPF) Each Commons user is responsible for maintaining their profile information

Includes:Identification of Continuous Submission eligibility for ReviewersPersonal information such as name, contact information, date of birth, race/ethnicity, etc. Employment history Degrees and Residency informationPublicationsAbility to monitor submission of Reference letters

TIP: Update Degrees/Residency info to ensure system correctly calculates Early Stage Investigator status .

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eRA Commons: StatusUsers with SO or other administrative roles use the Status Search screen to identify applications/grants to work on.

PIs can choose to work from the list of Recent Pending eSubmissions or the List of Applications/Grants.

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eRA Commons: Status Application/Grant Hit List

STATUS is your LINK to the Action!

Click App ID for detailed Status info

Action links: JIT, eSNAP, Closeout, NCE (SO only), Reject eApplication (SO only)

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eRA Commons: Status Review AssignmentPrimary Institute Assignment

Study SectionAssignment

Key Contact Information

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eRA Commons: Status Review Outcome

Only the PI can view Summary Statement, Priority Score and Percentile information.

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eRA Commons: Status - Just-In-TimeJust-In-Time (JIT)

Allows PIs, AOs & SOs to prepare and SOs to submit additional grant application information requested by NIH prior to making an award decision• Other Support• Date of Institutional Animal Care and Use Committee

(IACUC)• Date of Institutional Review Board (IRB) approval• Human Subject Education documentation

Available for applications that meet established business criteria and fall within a certain percentile or priority scoring range

TIP: Only submit JIT information upon NIH request.

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eRA Commons: Status - No Cost ExtensionNo Cost Extension (NCE)

Electronically submit a notification to exercise one-time authority to extend without funds the final budget period of a project period of a grantNCE link appears 90 days before the end of the project period SO can extend project period by 6, 9, or 12 monthsEmail notification sent to NIH Grants Management staff when SO processes the extension

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eRA Commons: Status - CloseoutCloseout

Electronically submit required Closeout documents for applications in Closeout status•Final Financial Status Report•Final Progress Report•Final Invention Statement

Grants Management Specialist at NIH must mark the grant “ready for close out” before link appears in Commons

TIP: If you don’t see a Closeout link and you think it should be available, contact your assigned Grants Management Specialist.

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eRA Commons: eSNAP

Electronic Streamlined Non-competing Award Process (eSNAP)

Electronic submission of annual SNAP Progress Reports

Benefits:Submission deadline is 45 days prior to start date instead of 60 daysReduces duplicate data entry

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eRA Commons: FSR

Financial Status Report (FSR) Statement of expenditures usually due within 90 days from end of budget period or project periodSchedule for submitting FSR is normally specified in the Notice of Grant AwardMust have an account with the FSR role to create/submit the FSR

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eRA Commons: xTrain

xTrainElectronically process the required paperwork associated with awarded training grantsCreate, route and submit Appointments, Re-Appointments, Amendments and Termination NoticesTrack the status and timing of training actions

TIP: NIH is moving towards requiring the use of xTrain. Gain experience now.

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eRA Commons: Financial Conflict of Interest

Financial Conflict of Interest (FCOI) Initiate and prepare a FCOI notificationSubmit the FCOI notification and supporting documents electronically to Agency Search and View FCOI notifications previously submitted through CommonsEdit or rescind submitted notifications Access history of actions

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ResourcesSupport Desks, FAQs, Web sites

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Grants.gov Support ResourcesGrants.gov Contact Center

Assistance with: •Grants.gov registration; form behavior &

navigation; issues submitting to Grants.gov sitePhone: 1-800-518-4726Email: support@grants.gov

Help Page Resources, FAQs, Troubleshooting Tips http://www.grants.gov/CustomerSupport

Download Software Pagehttp://www.grants.gov/help/download_software.jsp

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NIH & eRA Commons ResourceseRA Commons Help Desk

Assistance with:•eRA Commons registration, eRA system

validationsCreate ticket on Web: http://ithelpdesk.nih.gov/eRA/Phone: 301-402-7469Toll Free: 866-504-9552TTY: 301-451-5939Business hours M-F, 7am-8pm ET

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NIH & eRA Commons Resources

Web sites:eRA Commons: https://commons.era.nih.gov/commons/ Electronic Research Administration: http://era.nih.gov/commons/index.cfm Electronic Submission Information: http://era.nih.gov/ElectronicReceipt/ NIH Grants Information Page: http://grants.nih.gov/grants/oer.htm Enhancing Peer Review: http://enhancing-peer-review.nih.gov/restructured_applications.html

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Learn About Grants

NIH GUIDE

FORMS & INSTRUCTIONS,SUBMISSION DATES

GLOSSARY, FAQS

GET CONECTED

http://grants.nih.gov/

BASICS

eRA, Commons,eSubmission

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Questions?