KUMC Research Institute

1. KUMC Research Institute Sponsored Programs Administration (SPA) Proposal Preparation and Submission thru Grants.gov Presented by: Mei-Shya Chen Debi Maloney January 27, 2009

2. What is Grants.gov • Grants.gov is the Federal government’s E-Grants system developed to improve government services to the public. - To find and apply for funding - Provides a consistent electronic submission process for all agencies • Grants.gov will replace federal agency-specific proposal submission systems that have been used in recent years, most notably NSF's FastLane, DOE's IIPS, and DOD’s CDMRP.

3. Transition Dates -NIH planned transition dates of mechanisms for e-submission using the SF424 (R&R) Transitions on Hold: • Complex-Project/Center (P), G12, M01, R10/U10, R24/U24, U01, U19, U45, S06

4. Prepare to Apply • Registration -Only the applicant organization needs to register with Grants.gov -NO, PI does not need to register with Grants.gov -PI must have an account set up in the eRA Commons • Obtain Software - Pure Edge - Adobe Reader 8.1.3 (recommended) - Adobe Reader 9.0

5. Terminology • An “FOA” is a Funding Opportunity Announcement. This is the Grants.gov term for all requests for application (formerly RFP/RFA). • The SF424 (R&R) is a set of standard forms used across all agencies. This stands for Standard Form 424 (Research & Related).

6. Find FOA • Search funding opportunities -NIH Guide for grants and contracts -Grants.gov (grants offered by the 26 federal grant-making agencies) • Download application package -Download Opportunity Instructions and application, save the files to your PC. -Sign-up to receive notifications of changes to the application package.

13. Filename • When you download, rename the file as follows: PI last name first initial agency acronym due date.pdf (i.e. Smith P NIH 02-05-09.pdf) • If you had more than one file with the same name, just add a relevant date to maintain unique naming.

14. Application Package • Each application package will include all of the forms required for that particular solicitation. You must use the application package that is specific to the solicitation you are responding to. • Read the application instructions! The FOA will indicate which forms are required and which are optional.

15. SF424 (R&R) • SF424 (R&R) Standard Forms include: • R&R Application cover page • R&R Project/Performance Site Location(s) • R&R Other Project Information • R&R Senior/Key Person Profile • R&R Budget • R&R Subaward Budget Attachment Form • PHS 398 Cover Page Supplement

16. SF424 (R&R) • SF424 (R&R) Standard Forms include: • PHS 398 Research Plan • PHS 398 Modular Budget • PHS 398 Checklist • PHS 398 Cover Letter

17. Application Package • START EARLY! • As you work on the file, save it often • Complete the 424 (R&R) first. It populates other components.

18. Internal Proposal Review and Submission Timeline • 12 business days prior to agency deadline - A hard copy of the draft proposal (completed forms and draft research plan) and an internal routing checklist must be provided to the SPA office for initial proposal review and feedback. • 7 business days prior to agency deadline - Review feedback will be sent to the PI. PI will then make suggested changes. • 3 business days prior to agency deadline - Upload the FINAL proposal package in the SPA dorpbox for final review and submission.

19. Application Completed • Please complete the required forms and upload the completed file to SPA Drop Box. Send an eamil to spa@kumc.edu to notify SPA office that you have uploaded your application package. • The Grant Specialists will review your application and give you feedbacks for changes needed. • SPA will submit the application. (by 5:00 p.m. local time of applicant organization)

20. Validation Process SPA receives at least four e-mails regarding each submission: • First confirms receipt by Grants.gov. • Second confirms validation by Grants.gov. • Third confirms receipt by Sponsor. • Subsequent emails from Sponsor regarding tracking through the Sponsor’s system (e.g. NIH Commons) or contact information.

21. Validation-Common Errors/Warrings • Invalid or Missing eRA Commons Username • Missing Organization Name for Senior/Key Person • Senior/Key Person Effort on SF424 R&R Budget Form Must be More Than zero Common Warnings: • Role of Co-PD/PI is not used by NIH • No degrees submitted for PD/PI

22. Validation-Common Errors/Warrings PDF issues: • NIH only accepts attachments in PDF format. • Avoid scanning text documents to produce the required PDFs. • Disable all security features in the PDF file. • Only use standard characters in file names:A through Z, a through z, and 0 through 9, Hyphen (-), underscore ( _ ). Don’t use spaces, special characters (*, #), or long file names. • Do not include any information in the header or footer area of the attachments.

23. NIH Parent Announcements • Parent Announcements (For Unsolicited or Investigator-Initiated Applications • R01-Research Project Grant (PA-07-070) • R03-NIH Small Research Grant Program (PA-06-180) • R21-NIH Exploratory/Developmental (PA-06-181)

24. SPA Contacts Mei-Shya Chen 8-1259 mchen-su@kumc.edu Vickie Eaton 8-1239 veaton@kumc.edu Letter A-G Anca Geana 8-5717 ageana@kumc.edu Letter H-Q Debi Maloney 8-6570 dmaloney@kumc.edu Letter R-Z Pre-Award Office Phone: 8-1251 spa@kumc.edu

25. Useful Information • Information often requested on grant applications • NIH planned transition dates of mechanisms for e-submission using SF424 • Avoiding Common Errors • Sample Application R01