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Electronic Submission Update and Lessons Learned for NIH and Other Agencies

This update provides important insights on electronic submission processes and lessons learned from various agencies, including NIH, Army, NSF, and HRSA. Key points include the continued use of PureEdge for most packages (which is incompatible with Vista and Macs), necessary versions of Adobe for submissions, and specific submission timelines for NIH grants. Significant lessons learned highlight the importance of following guidelines, timely submissions, and the need for thorough proofreading. Additional insights on agency-specific processes and ORA assistance are also included.

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Electronic Submission Update and Lessons Learned for NIH and Other Agencies

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  1. Electronic Submission:Update and Lessons Learned July ORA Third Tuesday July 15, 2008

  2. Update • PureEdge – Still used for most packages; will not work with Vista operating system or Macs (except PC-compatible Macs) • Adobe – Used for some packages; be sure to use correct version (check grants.gov web site for latest info)

  3. Agency Plans - NIH • Plans to post bulk of Adobe forms in December • Plannedsubmission dates and mechanisms: • February 12, 2009 - Research Career Development (all Ks except K12) April 8, 2009 - Individual National Research Service Awards (F) September 25, 2009 - Institutional National Research Service Awards and Other Training Grants (T, D), D43, D71/U2R and K12 • http://grants.nih.gov/grants/guide/notice-files/NOT-OD-08-073.html

  4. Agency Plans - Army • Posted an estimated transition to Adobe of June 30, 2008, but . . . . • Pre-applications/LOIs via Army web site; full applications via grants.gov • e-receipt FAQs: https://cdmrp.org/FAQ/#grants_q4

  5. Agency Plans - NSF • So far, few opportunities require submission via grants.gov; although they may be posted on grants.gov. • Most NSF applications are submitted via NSF FastLane; paper copies of color graphics may be sent later. • Contact ORA for FastLane registration. • https://www.fastlane.nsf.gov/GGHelp/webhelp/grants/grants_gov.htm

  6. Agency Plans - HRSA • Apply through grants.gov • Complete application in HRSA EHB system • http://www.hrsa.gov/grants/electronicsubmission.htm

  7. Lessons Learned • Instructions – Agency and Opportunity Variations • Using Old Packages – not recommended • Time Line – Why the Early Bird gets at least a shot at the worm and the Late Submission may not get in at all; best plans may be delayed due to personnel absences or unexpected illness or technical problems.

  8. Lessons Learned • Proofreading • Consistency throughout application (e.g., budget/justification, role on project) • Correct spelling of “principal investigator” • Ignoring areas that are not applicable • Supporting documents (including collaboration letters; subaward letters)

  9. Lessons Learned • Prior approval of cost-share/match (department, college, F&O) • PI Assurance Form for NIH – required • Route sheet signed by all departments/colleges • Calendar months vs. % effort on SF424 applications

  10. Lessons Learned • Army 48-hour advance deadline; ORA 5-working day deadline • Grants.gov guarantee to get application to agency w/i 48 hours • Warnings vs. Errors in NIH • Other agencies – no feedback on errors

  11. Lessons Learned • ORA will provide training to departments/groups, individuals upon request. • Let ORA know when you are submitting a proposal, when it is due, any special guidelines.

  12. Lessons Learned • Expect long hold times on help desks at NIH and grants.gov on submission deadlines.

  13. ORA Contacts • Office of Research Administration • 910 Madison, Suite 823 • Memphis, TN 38163 • 901 448-5587/ fax 901 448-7600 • egrants@utmem.edu • Ginny – x1668 vgeer@utmem.edu • Connie – x 4188 cbozant@utmem.edu • Debbie – x4823 dsmith@utmem.edu • Rosa – x5587 – rmwilson@utmem.edu

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