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…Same Focus on Science

New Technology…

NIH Electronic Grant

Application

Getting Getting Started with Started with Electronic Electronic

SubmissionSubmission

Finding Grant Opportunities

How Do You Find Grant Opportunities?

• All applications must be submitted in response to a Funding Opportunity Announcement (FOA)

• FOAs are posted online in the NIH Guide for Grants & Contracts and at www.Grants.gov (under “Find Grant Opportunities”)

NIH Guide: http://grants.nih.gov/grants/guide/index.html

Parent Announcements• “Parent” FOAs are your

ticket to applying for investigator-initiated research

• Use the Parent electronic application package for your chosen grant program (i.e. R01, R03, R21 etc.) U

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Parent announcements listed at:

http://grants.nih.gov/grants/guide/parent_announcements.htm

Finding Grant Opportunities

NIH – Two System Process

Grants.gov• Grants.gov hosts

standardized federal forms SF424 (R&R) and agency-specific forms (PHS 398)

• Electronic application through Grants.gov using these forms is mandatory for most FOAs. Grants.gov checks the application for federal-wide requirements.

eRA Commons• NIH retrieves the data from

Grants.gov and checks the application against NIH-specific requirements

• eRA Commons allows applicants to electronically track the status of submissions and to receive/transmit application and award information

Registration

Grants.gov• Be sure your organization is registered! (one time)

– U.S. organizations obtain EIN from IRS (foreign applicants see next slide)

– Request DUNS # from Dun & Bradstreet– Register with Central Contractor Registry (CCR) –

identify the eBiz Point of Contact (POC)– Register the Authorized Organization Reps (AORs) who

can officially sign the application and submit– Visit: http://www.grants.gov/applicants/get_registered.jsp

Grants.gov registration can take up to 8 weeks for international organizations. START NOW!

Registration - International

Tips for Foreign OrganizationsIf you do not have an EIN number – use 44-4444444 on the

application

You will need a NATO Commercial & Government Entity (NCAGE) Code prior to registering with CCR. The form and instructions can be found at: http://www.dlis.dla.mil/Forms/Form_AC135.asp

Organizations with an address containing APO, FPO, or AE do not need an NCAGE code

A few countries may have trouble accessing the CCR website. If so, phone: 1-269-961-5757 (International)

For more details visit: http://era.nih.gov/ElectronicReceipt/preparing_grantsgov_reg.htm

Registration

eRA Commons – Register Your Organization • Register your organization (one time) & register your

Signing Officials (SO)• SOs register and create separate accounts for the Project

Directors/Principal Investigators (PDs/PIs)• May be completed simultaneously with Grants.gov

registration (as soon as the DUNS # is obtained)• Register at:

https://commons.era.nih.gov/commons/registration/registrationInstructions.jsp

Allow 2 – 4 weeks to complete organization

registration in the eRA Commons

Registration

eRA Commons – PD/PI Registration

• The PD/PI needs to work with the SO to get registered in the eRA Commons

• The PI and SO need separate accounts because each has different privileges

– PIs have one account that follows them throughout their careers. They can view all applications where they are listed as “PI.” The same account may be affiliated with multiple organizations.

– SOs can view all applications submitted on behalf of the organization

Allow 4 – 5 business days to complete PI registration in the eRA Commons

Software Requirements

• Grants.gov Forms Viewer Software (Free)– Adobe Acrobat Reader

(recommended versions on Grants.gov site)

http://www.grants.gov/resources/download_software.jsp

• PDF generation software – list provided on Grants.gov website http://www.grants.gov/agencies/software.jsp#3

Preparing Your Application

• Download the Application Package and Instructions at the same time. NIH-specific instructions are denoted by the HHS logo

– Save the application to your hard drive – remember to save it after each change

• The application includes specific data fields as well as multiple attachments– All attachments must be saved as PDF documents

Preparing Your Application

Avoiding Common Errors• NIH requires all application attachments to be in PDF

format

• The eRA Commons Username must be entered in the “Credential, e.g. agency login” field for each PI. This field is located on the R&R Senior/Key Person Profile(s) form.

• The Organization Name must be included for all Senior/Key Persons listed

• Senior/Key Person effort listed on the R&R Budget form must be greater than zero

For more information visit:http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm

Submit Your Application

• Registration with Grants.gov and eRA Commons must be complete prior to submission

• Only the AOR may sign & submit the application on behalf of the organization

• Grants.gov provides a Tracking Number and a Date/Time stamp when you click ‘Submit’ – save this information

On Time Submission

• All registrations with Grants.gov & eRA Commons must be complete

• Initial submission must have a Grants.gov timestamp on or before 5:00p.m. local time of submitting organization on the receipt date

• Errors in the application must be corrected within 2 business days of the receipt date

Errors & Warnings

• Errors stop processing and will keep your application from being accepted by NIH

• Warnings provide caution for you to ensure the item is correct, but will not stop processing

• “Changed/Corrected” applications may be submitted to Grants.gov again to address errors/warnings in the two business days after the receipt date. – Initial application must have been on time– you must include a cover letter explaining

your changes

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Tracking Your Application

• It is the applicants responsibility to track the application

• Grants.gov will send status emails to the AOR. eRA Commons will send status emails to the Signing Official, PI & “Person to be contacted” listed on the application

• Log into eRA Commons to check application status; do not rely on emails. If it is error-free, you will have an assembled application to view

Application – Viewing Window

• Applicants have two weekdays (M-F, not including U.S. federal holidays) to view the assembled application. If no action is taken, it automatically proceeds to NIH’s Division of Receipt and Referral.

– Signing Official has option to “Reject”

– PI will receive e-mail notification if SO rejects application

– If “Rejected” after receipt date for any reasonother than a Grants.gov or NIH system issue, the submission is subject to the NIH late policy

Finding Help

• eRA Commons Help Desk Online Help Ticket : http://itservicedesk.nih.gov/era/ Phone: 301-402-7469Hours : Mon-Fri, 7a.m. to 8 p.m. ESTSupport for: Commons Registration, Application Status, Post-submission questions

• Grants.gov Contact Center Toll-free: 1-800-518-4726Hours : Mon-Fri, 7 a.m. to 9 p.m. ESTEmail : support@grants.govSupport for: PureEdge Forms, PureEdge with a Mac, Grants.gov Registration

Online Resources

• Overview of Electronic Submission http://era.nih.gov/ElectronicReceipt/

• Frequently Asked Questions http://era.nih.gov/ElectronicReceipt/faq.htm

• Avoiding Common Errors http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm

• Training Resources, Videos, Quick Reference Materials http://era.nih.gov/ElectronicReceipt/training.htm