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  • 1. NIH Electronic Submission Process and Grants.gov December 1, 2006 Eric Cottington
  • 2. Agenda
      • NIH plans for electronic submission
      • Application process via Grants.gov
      • Next Steps
  • 3. NIH Timeline for Electronic Submission
  • 4. NIH Receipt Dates – Selected Grant Mechanisms October 16 (old date Oct. 1) June 16 (old date June 1) February 16 (old date Feb. 1) Research Grants - R03, R21, R33, R21/R33, R34, R36 new October 12 (old date Oct. 1) June 12 (old date June 1) Feb 12 (old date Feb. 1) Research Career Development – all K series new October 5 (old date Oct. 1) June 5 (old date June 1) February 5 (old date Feb. 1) Research Grants - R01 new September 25 (old date Sept. 10) May 25 (old date May 10) January 25 (old date Jan. 10) Institutional Ruth L. Kirschstein National Research Service Awards - T Series (Training) ** new, renewal, resubmission, revision* September 25 (old date Oct. 1) May 25 (old date June 1) January 25 (old date Feb. 1) Research-Related and Other Programs – all S and G Series, C06, M01 new, renewal, resubmission, revision* September 25 (old date Oct. 1, Nov. 1) May 25 (old date June1, July 1) January 25 (old date Feb 1, March 1) Research Grants – R10, R18, R24, R25 new, renewal, resubmission, revision* September 25 (old date Oct. 1) May 25 (old date June 1) January 25 (old date Feb. 1) Program Project Grants and Center Grants – all P Series new, renewal, resubmission, revision* Receipt Cycle III Receipt Cycle II Receipt Cycle I
  • 5. NIH Application Process Through Grants.Gov
  • 6. Preparing for NIH electronic submission process
      • Options for Macintosh Users
      • Grants.gov has posted on their website an update on IBM’s progress towards providing a PureEdge viewer compatible with Macs. They have included a link to an early-release of an IBM Workplace Forms (PureEdge) viewer for Macs on their Download Software page and have identified some of the limitations to this version of the viewer (e.g., compatible only with PowerPC based machines – G4 and G5).  
      • NIH-hosted Citrix® servers : allow non-PC users to prepare and submit applications using the PureEdge forms viewer.  This service has been used successfully by many applicants over the past year and has the capacity to handle the anticipated load for the electronic submission of R01s in February 20
      • PC-emulation software: commercially available products allow Mac users to run the PureEdge viewer.
      • Grants.gov plans to unveil a new platform-independent solution based on Adobe forms in April 2007.  And NIH will migrate to the new Adobe forms sometime between early summer and October of 2007. 
      • Information on further developments for Mac users and contact information for Grants.gov’s Customer Care Center may be found on the Grants.gov website.
  • 7. Application Process – Find Grant Opportunities
  • 8. Application Process – Find Grant Opportunities
  • 9. Application Process – Find Grant Opportunities
  • 10. Application Process – Find Grant Opportunities
  • 11. Application Process – Find Grant Opportunities
  • 12. Application Process – Find Grant Opportunities
  • 13. Application Process – Find Grant Opportunities
  • 14. Application Process – Find Grant Opportunities
  • 15. Application Process – Find Grant Opportunities
  • 16. Application Process – Find Grant Opportunities
  • 17. Application Process – Find Grant Opportunities
  • 18. Application Process – Find Grant Opportunities
  • 19. Application Process – Find Grant Opportunities
  • 20. Application Process – Find Grant Opportunities
  • 21. Application Process – Find Grant Opportunities
  • 22. Application Process – Find Grant Opportunities
  • 23. Application Process – Find Grant Opportunities
  • 24. Application Process – Find Grant Opportunities
  • 25. Application Process – Find Grant Opportunities
  • 26. Application Process – Find Grant Opportunities
  • 27. Application Process – Prepare Application
    • Two versions of the NIH application guides are currently available, each corresponding to a version of the SF424 (R&R) forms.
    • Version 1 of the application guide continues to be used for Funding Opportunity Announcements posted before June 15, 2006 unless and until such opportunities are reposted.
    • Version 2 of the application guide is to be used only with Funding Opportunity Announcements using Version 2 or Version 2a of the SF424 (R&R) forms (the updated application forms). These funding opportunities are clearly noted with a "Version-2-Forms" or “Version-2a-Forms” in the "Competition ID" field of the forms package. This field appears at the top left hand of the page when you open an application package with the PureEdge viewer.
    • For more details on the transition from Version 1 to Version 2 of the forms, see NIH Guide Notice NOT-OD-06-078 .
    • Link to Version 2 of the SF424 (R&R) Application Guide (Nov. 15, 2006) The guide contains the detailed instructions for filling out the SF424 (R&R) Application Form.
    • Link to Version 2 of the SBIR/STTR SF424 (R&R) Application Guide (Nov. 15, 2006) The guide contains detailed instructions for filling out the SF424 (R&R) Application Form to submit SBIR/STTR grant applications.
  • 28. Application Process – Prepare Application
  • 29. Application Process – Prepare Application
  • 30. Application Process – Prepare Application
  • 31. Application Process – Prepare Application
      • Universal Face Page (SF424 R&R)
      • Documents (even those labeled PHS 398) differ greatly from conventional PHS 398 forms (to be phased out)
      • Attachments must be pdf documents
      • With respect to page limitations, NIH will take into account separate attachments that must fit within an overall page limit
  • 32. Application Process – Check for Errors
  • 33. Application Process – Check for Errors
  • 34. Application Process – Correct Errors and Save
  • 35. Application Process – Correct Errors and Save
  • 36. Application Process – Correct Errors and Save
  • 37. Application Process - Submit
    • The "Submit" button on the application package cover page will become active after you have:
      • downloaded the application package,
      • completed all required forms,
      • attached all required documents,
      • checked for and corrected all errors, and
      • saved your application package
    • Once the “Submit” button is active, attach the PureEdge file to the Case electronic University Review Form (eURF)
    • Once the eURF or print version of the eURF has been routed, Authorized Organizational Representative (AOR) will access eURF and click on attached PureEdge file to submit application.
    • Given that errors are likely and will need to be fixed prior to the submission date, PureEdge file should be submitted ten calendar days before submission date.
    • AOR/SO must successfully submit application to Grants.gov by 5:00 p.m. local time of applicant organization .
  • 38. Application Process - Submit
  • 39. Application Process - Submit
  • 40. Application Process - Submit
  • 41. Application Process – Post-Submission
  • 42. Application Process – Post-Submission
  • 43. Application Process – Post-Submission
    • Top Two Errors in Electronic Submission
    •  
    • Missing Commons User ID in the Credential Field
    • The application did not Include the PI’s Commons User ID in the field called “Credential, e.g. agency login.”
    • This field is not marked as required on the government-wide form but is required by NIH, as noted in the SF424 (R&R) Application Guide .
    • The field is located in the first section called “Profile – Project Director/Principal Investigator” on the Senior/Key Person Profile(s) component of the SF424 (R&R) form. 
    • PDF issues
    • NIH only accepts attachments in PureEdge or PDF format. Do not submit attachments in other formats such as Microsoft Word, Word Perfect, etc.
    • Do not put special characters in file names.
    • Disable all security features in the PDF document.
    • If you are having trouble fixing the PDF settings, simply cut and paste from the PDF document into a Microsoft Word document and then reconvert.
    • One of the PDF tools that have been working without issue for most applicants is CutePDF.
    • Note: NIH had previously suggested that applicants not use active links in PDFs. NIH has since addressed the issue and applicants can now include active links in PDFs.
  • 44. Application Process – Post-Submission
    • Other common errors
    • Do not include two PD/PIs
    • Do not submit both modular and detailed budgets
    • Start date for first budget year must be same as start date for proposed project start date
    • Total Cost Does Not Equal Direct and Indirect Costs
    • Missing DUNS number in the eRA Commons Institutional Profile
    • Missing PI/PD info on Detailed Budget Page
    • Fee exceeds 7 percent of total direct and indirect costs
    • Fee entered in null area for subaward/consortium budgets
    • The state code for US or Canada is invalid
    • Foreign application indicator must be yes
  • 45. Application Process – Post-Submission (NIH): PI
  • 46. Application Process – Post-Submission (NIH): SO
  • 47. Application Process – Post-Submission (NIH): SO
  • 48. Next Steps
    • Review E-Application website :
    • http://era.nih.gov/ElectronicReceipt/
    • Review Case’s Grants.gov Fact Sheet:
    • http://ora.ra.cwru.edu/OSPA/FYI/GrantsgovFacts.cfm
    • Familiarize yourself with the forms and application guide(s)
      • Preview versions of application packages and application guides are available at: http://grants1.nih.gov/grants/funding/424/index.htm
      • Must have PureEdge Viewer installed in order to manipulate the sample application packages.
    • Be prepared for more changes:
      • Grants.gov has changed its system integrator, awarding a new contract to Anteon Corp. of Fairfax, Va.. Anteon replaces Northrop Grumman, who developed the current forms solution based on the PureEdgeTM forms.
      • Grants.gov plans to unveil a new platform-independent solution based on Adobe forms in April 2007.  And NIH will migrate to the new Adobe forms sometime between early summer and October of 2007.  Until then, applicants relying on Grants.gov’s form-based solution will continue to use the PureEdge viewer.   

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