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From your ideas…

From your ideas…

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From your ideas…

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  1. Interacting Electronically with NIH From your ideas… …into our systems… …to advance medical discovery. Sheri Cummins NIH eRA Customer Relationship Manager Electronic Submission of Grant Applications Scarlett GibbNIH eRA Customer Relationship Manager eRA Commons

  2. Electronic Interaction Points NIH Grants Web site Check ReviewAssignment Learn About Grants at NIH NIH Guide Find Opportunities Check ReviewOutcome Download App. Package Submit Pre-awardInformation Submit Application Check Submission Status Prepare/Submit Post-award Reports eRA Commons View Assembled Application Image Closeout Grants

  3. Electronic Submission Required! Electronic submission via is 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 PHS 398 application process until a transition to electronic submission is scheduled, announced and implemented.

  4. eSubmission Website 4

  5. eSubmission Process Prepare to Apply and Register Find Opportunity and Download Application Package Prepare Application Submit, Track and View Application Submission Complete!

  6. Two Systems Working Together • – 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 applications and awarded grants • Used by NIH and a few other components of HHS IMPORTANT:Each system has its own registration and application requirements.

  7. Registration • • Applicant organizations (groups) 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 application forms • eRA Commons • Applicant organization, Signing Official (SO) & Project Director/Principal Investigator (PD/PI) • Signing Official (SO) - Registers or affiliates PD/PIs Many organizations are already registered. Check with your Office of Sponsored Research.

  8. Registration Tips • Tips for Success: • Start early! The registration process can take up to 4 weeks (8 weeks or more for new or foreign businesses) • Register for and eRA Commons simultaneously once DUNS # is obtained • Update Central Contractor Registry (CCR) information yearly to keep credentials active • Do not combine SO (administrative) and PI (scientific) roles on a single Commons account • If PD/PI has an existing Commons account, affiliate them to your organization rather than creating a new account • PD/PIs should update their Commons personal profile prior to applying (degree info used to determine Early Stage Investigator eligibility)

  9. Additional Registration Information •’s Get Registered page: • Registration user guides, tutorials, and checklists • NIH’s Applying Electronically website: • Prepare to Apply and Register: • Applying Electronically Training page: 9

  10. Make a Submission Plan • Internal organization considerations… • Application submission method • Downloadable SF424 (R&R) forms • System-to-system using XML data stream • Services of a commercial service provider • Application preparation responsibilities • Sharing applications in progress • Internal review and approval processes • Internal deadlines Administrators and PD/PIs must work together!

  11. Obtain Software • Adobe Reader • Only specific Adobe Reader versionsare compatible with forms • PDF conversion programs • Attachments must be converted to PDF • NIH PDF guidelines and tips: • Download Software Web Page: •

  12. eSubmission Process Prepare to Apply and Register Find Opportunity and Download Application Package Prepare Application Submit, Track and View Application Submission Complete!

  13. Find Opportunity and Download Package NIH posts Funding Opportunity Announcements (FOAs) on: • NIH Guide for Grants and Contracts • FOAs include “Apply for Grant Electronically” button to download forms package and instructions from •

  14. Investigator–initiated Research All applications must be submitted in response to a Funding Opportunity Announcement (FOA) • Applicants can submit applications for funding opportunities focused on specific programs/areas of science OR in response to a general “parent” announcement • Applicants MUST use the application forms package specific to the FOA to which they are applying

  15. Find Opportunity NIH Office of Extramural Research NIH Guide for Grants and Contracts Parent Announcements for Unsolicited Applications 15

  16. Finding FOAs in NIH Guide NIH Guide for Grants & Contracts Enter search string or click Advanced Search

  17. Finding FOAs in NIH Guide Enter search parameters Click Search

  18. 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

  19. Funding Opportunity Announcement • Read and follow all 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

  20. FOA Notes Pay particular attention to Key Dates section: • Release/Posted Date: application forms package and instructions available for download • Opening Date: earliest date application can be submitted • Expiration Date: announcement closed

  21. FOA Notes Click Apply for Grant Electronicallyfound within the FOA in the NIH Guide. Click download. All applications must use ADOBE-FORMS-B1 after May 7, 2011! 21

  22. Download App. Instructions & Package Sign up for Agency updates to FOA Download application instructions and application package

  23. Application Guide • Read and follow application guide instructions • Agency-specific instructions are marked with the HHS logo

  24. eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit, Track and View Application Submission Complete!

  25. SF 424 (R&R) Data Set NIH uses the SF424 Research & Related (R&R) data set Owned and maintained by NIH electronic grant applications include: Federal-wide (R&R) components NIH does not have control over which fields are marked required in these government-wide forms Agency-specific (PHS) components 25

  26. Grant Application Package Screen Save the package locally. *Application Form Screen - Top* Make sure you have the correct application package. FOA information is automatically populated and not editable. Mandatory fields highlighted yellow with red box.

  27. Grant Application Package Screen Mandatory Documents must be completed prior to submission. Complete the SF 424 (R&R) form first—info from this form pre-populates fields in other forms in the package. *Application Form Screen - Bottom* See application guide to determine which Optional Documents you need to complete.

  28. Completing the Application • Tips for Success: • Follow FOA-specific guidelines (e.g., special attachments, specific section headings) • Follow application guide requirements • Follow guidelines for fonts and margins • Do not include headers or footers • - Section headings as part of the text are encouraged • Avoid 2-column format and “landscape” formats 28

  29. Avoiding Common Errors DUNS number on application must match DUNS number used for and Commons registrations #1 Reason applications are rejected at AOR not authorized to submit for specified DUNS 29

  30. Avoiding Common Errors Watch for fields that are required by NIH but not marked required on federal-wide forms ADOBE-FORMS-B1: Project/Performance Site DUNS no longer required by, but is still required by NIH for federal reporting. 30

  31. More fields that are required by NIH but not marked required on federal-wide forms Avoiding Common Errors eRA Commons Username must be supplied in Credential field for everyone with PD/PI role Enter PI Commons Username Organization name is used to determine reviewer conflicts and is required for all Sr/Key entries Enter Organization Name 31

  32. Avoiding Common Errors Include effort > 0 for all Sr/Key in R&R Budget Include effort > zero for all Sr/Key listed. Error: Senior/Key Person {0}, listed on the 424 RR Detailed Budget Page for budget year {1}, must include effort of a value greater than zero in calendar months, academic months, or summer months. Note: use either calendar months or a combination of academic and summer months. 32

  33. Avoiding Common Errors Use PDF format for all attachments Use simple PDF-formatted files Do not use Portfolio or similar feature to bundle multiple files into a single PDF Disable security features like password protection Keep file names to 50 characters or less and use only letters, numbers and underscore (_) Do not include headers or footers Section headings as part of the text are encouraged Follow guidelines for fonts and margins Avoid 2-column and “landscape” format PDF Guidelines: 33

  34. Career Development (K) Applications New K page limits for due dates on/after Feb. 12, 2011: Mentoring Plan - 6 pages Statements by Mentor, Co-Mentors, Consultants, Contributors - 6 pages Description of Institutional Environment - 1 page Commitment to Candidate's Research Career Development - 1 page NIH Guide Notice: NOT-OD-11-027 34

  35. Responsible Conduct of Research Page Limits New page limits for Responsible Conduct of Research plans for deadlines on/after May 25, 2011: Career Development Award Supplemental Form: Training in Responsible Conduct of Research attachment – 1 page Research Training Program Plan: Plan for Instruction in the Responsible Conduct of Research attachment – 3 pages NIH Guide Notice: NOT-OD-11-039 35

  36. eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit, Track and View Application Submission Complete!

  37. AOR - Submit Application Check Package for Errors button only checks to make sure the application meets requirements. Save & Submit button will not become active until application is saved and mandatory information is completed. An AOR must submit the application for it to be checked against NIH application requirements. NIH errors/warnings will be displayed in the eRA Commons.

  38. AOR - Submit Application AORs: Enter your username and password—you must be fully registered to successfully submit an application. Only AORs can submit!

  39. AOR - Submit Application Click Sign and Submit Application button to record electronic signature and initiate submission process to

  40. AOR - Submit Application Print/save your confirmation screen info. Tracking # Date/Time Stamp - due 5 p.m. local time of the applicant organization on deadline date

  41. On-time Submission On-time Submission :Error-free applications must be accepted by with a time stamp on or before 5:00 p.m. local time of the submitting organization on the due date. A few important reminders: NIH recommends submitting early (days, not minutes!) to allow time for correcting any errors found during the application viewing window prior to the due date NIH’s late policy does not allow corrections after the due date All registrations must be completed before the due date

  42. Trouble submitting due to system issues? When or eRA system issues impact your on-time submission… Contact appropriate support to try to get resolution If working with, contact eRA Commons Help Desk to document issue and steps taken toward resolution If the eRA Commons Help Desk verifies that a system "bug" or service interruption has occurred, they will provide instructions to complete the submission Once resolution is provided, you must immediately (typically same business day) complete the submission Failure to quickly follow through after guidance is given may result in your application being denied further consideration Document your issues and correctiveactions including support ticket numbers in cover letter 42

  43. Track Application • AORs track application status at • Signing Officials (SOs), Principal Investigators (PD/PIs) and Assistants (ASSTs) track application status in the eRA Commons 43

  44. Track Application – (AOR) application status 44

  45. You’re not done yet! Signing Officials (SOs), Principal Investigators (PD/PIs) and Assistants (ASSTs) must track application status in the eRA Commons. 45

  46. Track Application – eRA Commons Commons “Status” is an integral part of electronic application submission: Applications are retrieved from by eRA Commons and checked against NIH application and funding opportunity instructions Processing results are available in eRA Commons Status tab to SOs, PD/PIs and delegated assistants E-mail notifications concerning processing results are sent 46

  47. Accessing eRA Commons • Go to: • Enter your Username and Password Username Password

  48. Check Status in Commons – PD/PI Select Recent/Pending eSubmissions Or provide tracking number from e-mail notification 48

  49. Track Status in eRA Commons – PD/PI Indicates eSubmission Error tracking # tracking #/date are displayed, followed by the list of errors/warnings for each submission attempt 49

  50. Track Status in eRA Commons Errors stop application processing and must be corrected Warnings do not stop application processing and are corrected at the discretion of the applicant Errors/warnings must be corrected by the submission deadline in order for the submission to be considered on time! Helpful Links Avoiding Common Errors page: Full list of Commons Validations: 50