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Successful Submissions

Prepare–Complete-Submit-Track-View. Successful Submissions. Created by: Geeta Chhabra. Electronic Submission of NIH Grant Applications. Find and download announcement and application package. Prepares the application per institution and NIH guidelines.

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Successful Submissions

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  1. Prepare–Complete-Submit-Track-View Successful Submissions Created by: Geeta Chhabra

  2. Electronic Submission of NIH Grant Applications Find and download announcement and application package Prepares the application per institution and NIH guidelines Once the suggested changes are made please drop the final application in the OSP drop-box three (3) business days prior to the deadline Drop the draft application seven (7) business days prior to the deadline to the OSP drop-box. Submit the UAB extramural checklist, and RPL form to the OSP office at (AB 1170) OSP officer will review the draft application and send his/her reviews to the PI and contact person listed on the UAB extramural checklist via email

  3. Submission Topics Prepare: Registration Software Submission Plan Find Opportunity Download Application Package Complete Application: SF424 Application Package Submit: Submit Application via Grants.gov

  4. Submission Topics (contd.) Track: Track Application Correct Errors View: View Application on eRA Commons Finding Help: Resources Service Desk

  5. Prepare By failing to prepare, you are preparing to fail -Benjamin Franklin

  6. Two Separate, but linked Systems • Grants.gov • Federal-wide portal to find and apply for Federal grant funding • Used by all 26 Federal grant-making agencies • eRA Commons • Agency system that allows applicants, grantees and Federal staff to share application/grant information • Used by NIH and a few other HHS divisions

  7. Registration • Grants.gov • UAB is already registeredas an Organization. • OSP officers have the (AOR) Authorized Organization Representative role providing authority to submit. • No registration is needed for the PI to find opportunities or to download forms • eRA Commons • UAB is registered as an Applicant Organization. • OSP officers have the (SO) Signing Official role • OSP assigns and affiliates roles for PD/PI, Postdoc's, and Trainees

  8. Registration(contd.) • PI’s get one eRA Commons account that follows them throughout their careers • If you are moving from one institution to another, you do not need to establish a new eRA Commons account. Request the Signing Official at your new University to use your existing account and “affiliate” that with your new University • If you realize you have more than one Commons account, please contact the eRA Help Desk with a request to merge the accounts into one • PI’s should keep their Personal Profile updated in eRA Commons prior to submitting (e.g., degree info used to determine Early Stage Investigator eligibility)

  9. Software Adobe Reader • Only Specific Adobe Reader versions are compatible with Grants.gov forms. • To verify if you have a compatible version of Adobe Reader installed, click on the test application link below Adobe Versioning Test Application Package PDF conversion program • Attachments must be converted to PDF Grants.gov download software page http://www.grants.gov/help/download_software.jsp

  10. Adobe Reader Applications can become corrupt if opened with an incompatible version of Adobe Software A cautionary pop-up message is presented when an incompatible Adobe software is used

  11. Submission Plan • Submission method: • Download forms from either Grants.gov or NIH sites • Follow NIH guidelines • OSP deadlines: • Completed UAB extramural checklist and PPL form must • be submitted to the OSP office at AB 1170 • Draft applications must be dropped in the OSP • drop-box seven (7) business days prior to the deadline • Final applications mustbe dropped in the OSP • drop-box three (3) business days prior to the • deadline • OSP officers, Administrators and • PIs work together as a team!

  12. Find Opportunity All applications must be submitted in response to a specific Funding Opportunity Announcement (FOA) • NIH simultaneously posts FOAs in: • NIH Guide for Grants and Contracts • Grants.gov Find • http://grants.nih.gov/grants/guide/ • Some FOAs focus on specific areas for research and others provide instructions and forms for general grant programs • Use “Parent” FOAs for unsolicited applications • http://grants.nih.gov/grants/guide/parent_announcements.htm

  13. Parent AnnouncementsResearch (R) and Research Training (T)

  14. Parent Announcements (contd.)Career Development (K)

  15. Parent Announcements (contd.)Fellowship (F)

  16. Finding FOAs for Investigator-Initiated Research NIH Office of Extramural Researchhttp://grants.nih.gov/grants/oer.htm Parent Announcements for Unsolicited Applications

  17. Finding FOAs matching your criteria and find FOA of interest Click Announcement Number link to access FOA Information

  18. Announcement Guidelines Carefully read the entire announcement!! Key Dates: • Release/Posted Date: package and instructions available for download • Application Submission/Receipt/Due Date: applications must be submitted by 5:00 p.m. local time • Opening Date: systems begin accepting applications • Expiration Date: announcement closed Key Dates Release/Posted Date: July 22, 2011 Open Date: August 12, 2011 Letter of Intent Receipt Date: Not Applicable NOTE: On-time submission requires that applications be successfully submitted to Grants.gov no later that 5:00 p.m. local time (of the applicant institution/organization) Application Due Date (s): Standard dates apply Peer Review Date(s): Standard dates apply Council Review Date (s): Standard dates apply Earliest Anticipated Start Date (s): Standard dates apply Expiration Date: September 8, 2014

  19. Announcement Guidelines (contd.) Follow specific announcement instructions • Pay special attention to Section IV. Application and Submission Information • Includes FOAs-specific submission instructions • Instructions in FOA trump instructions in the application guide

  20. Announcement FOAs in the NIH Guide include button to download application from Grants.gov

  21. Download Application Package DOWNLOAD OPPORTUNITY INSTRUCTIONS AND APPLICATION You have chosen to download the application for the following opportunity: Opportunity Number: PA-13-302: Research Project Grant (Parent R01) Competition ID: ADOBE-FORMS-C Agency: National Institutions of Health Opening Date: 08/07/2013 Closing Date: 09/07/2016 To download an application, you will need to submit an email address so that you can be notified of any changes to the application before the closing date. Your e-mail address will allow us to e-mail you in the event this opportunity is changed and republished on Grants.gov before its closing date. Email: ________________________ Confirm Email:_____________________ ___No, I do not wish to provide my email address [T submit

  22. Download Application Package (contd.) DOWNLOAD OPPORTUNITY INSTRUCTIONS AND APPLICATION You have chosen to download the application for the following opportunity: Opportunity Number: PA-11-260: Research Project Grant (Parent R01) Competition ID: FORMS-C Competition Title: Forms-C Agency: National Institution of Health Opening Date: 08/07/2013 Closing Date: 09/07/2016 Download the instructions and application by selecting the download links below. While the instructions or application files may open directly, you may save the files to your computer for future reference and use. You do not need access to read the instructions or the application once you save them on your computer. • Download Application Instructions • Download Application Package Download forms

  23. Complete ApplicationSF 424

  24. Grant Application Package Save the Package locally Make sure you have the correct application package. FOA information is automatically populated and not editable. Mandatory Grants.gov fields are highlighted yellow with red box

  25. Completing the Application General Tips: • Follow FOA-specific guidelines • Complete the SF424 (R&R) form first – info from this form populates some fields in other forms within the package • Do not cut & paste from Word documents into form fields • Use PDF formatted files for all attachments • Do not use Portfolio or similar features 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, hyphen(-), period (.) and underscore (_) • Do not include headers or footers • Follow guidelines for fonts and margins

  26. Table of Page LimitsFellowship (F)

  27. Table of Page Limits (contd.)Career Development (K)

  28. Table of Page Limits (contd.)For institutional Training (T),International Training (D43, D71), Institutional Career Development (K12, KM1), and Research Education (R25) Applications

  29. Table of Page Limits (contd.)For R01, R03, R21 and all other Applications

  30. Avoiding Common Errors Ten Checks to Help Avoid Common Errors • Did you select the correct Type of Submission (box 1), Federal Identifier (box 4), and Type of Application (box 8) information on the SF424 (R&R) cover form? • Does the DUNS number on the SF 424 match the DUNS number used for Grants.gov and eRA Commons registration? • Did you include the eRA Commons ID in the Credentials field of the R&R Senior Key Person Profile for all PD/PIs? • If Submitting a Multiple-PD/PI application, did you give all the PIs the PD/PI role on the Senior Key Person Profile form? • Did you include the Organization Name for all Senior Key listed on the R & R Senior Key Personnel Profile form? • Did you follow the page limits specified in the FOA and application guide?

  31. Avoiding Common Errors (contd.) • Did you include all the required attachments? • Answering “Yes” to the Human Subjects question on the R&R Other Project Information form makes the attachments in the Human Subjects section of the PHS 398 Research Plan required. Similarly, if you answer “Yes” to the Vertebrate Animals question, then the Vertebrate Animals attachment is required. • If you have more than one entry on the R&R Senior/Key Person Profile form with the role of “PD/PI,” then the Multiple PD/PI Leadership Plan attachment on the PHS 398 Research Plan form is required. • Are all your attachments in PDF format? • File names should not exceed 50 characters • File names with no special characters: -, &, *, /, =, \, (), underscore _ is OK • Did you include effort > 0 for all Personnel listed on R&R Detailed Budget

  32. Avoiding Common Warnings Role of Co-PD/PI not used by NIH • The role of 'Co-PD/PI', indicated for Senior/Key Person on the Senior/Key Person page, is not used by NIH. For multiple Principal Investigators, use the PD/PI role. Otherwise, select another role. No degrees submitted for PD/PI • No degrees have been submitted for the PD/PI. If you want the degrees to be displayed on the face page of the application image, you should include them on the SF 424 (R&R) Senior/Key Person Profile form. Bibliography and Reference Cited Attachment Should be included

  33. Submit Submit early!! Leave a cushion for unforeseen issues

  34. On-time Submission • Draft applications must be uploaded in the OSP drop-box seven (7) business days prior to the sponsor deadline • Final applications must be uploaded in the OSP drop-box • three (3) business days prior to the sponsor deadline • Submission mustbe accepted by Grants.gov with a time stamp on or before 5:00 p.m. local time on submission deadline date • Errors/Warnings must also be corrected • prior to the submission deadline date • and time

  35. Track Signing Officials (SO’s), Principal Investigators (PIs) and Assistants (ASSTs) can track application status in eRA Commons

  36. Track Status – eRA Commons • Applications are picked up by eRA Commons and checked against application and opportunity instructions • Emails from eRA commons are sent to the SO, PI and the contact person listed on the SF 424 (R&R) form • Examples of emails are as follows: • Validation complete, check assembled application • Validation complete, check assembled application – Warnings only • Action required – Errors and/or Warnings • Action required – Missing or invalid eRA Commons Username (sent to the SO) • Action required – System Error (sent to the SO)

  37. Track Status – eRA Commons Errors/Warnings Errors do stop the processing of the application and must be corrected Warnings donotstop the processing of the application and are corrected at the discretion of the applicant

  38. View Please verify your assembled application in eRA Commons

  39. View Application Image Once an error-free application is received, the eRA system will: • Assemble the grant application image • Insert headers & footers • Bookmark important sections • Generate Table of Contents • Post the assembled application image in the PD/PI’s eRA Commons account Carefully review the entire application. This is your chance to view/print the same application image that will be used by Reviewers!

  40. A Rule of Thumb All correspondence to NIH must be routed through the Authorized Official Office of Sponsored Programs (OSP) Phone Number: (205)-934-5266 Fax: (205)-975-5977 Email: osp@uab.edu Questions: askosp@uab.edu

  41. Finding Help Web Sites (NIH and OSP), eRA Commons Help Desk

  42. Resources • Links of Interest • Electronic Research Administration: • http://era.nih.gov/ • eRA Commons: • https://commons.era.nih.gov/commons/ • Applying Electronically: • http://grants.nih.gov/grants/ElectronicReceipt/ • NIH Grants Information Page (Office of Extramural Research): • http://grants.nih.gov/grants/oer.htm • NIH Grants Policy Statement: • http://grants.nih.gov/grants/policy/nihgps_2010/nihgps_ch1.htm#costsharing • Information about NIH Career Development (K) Awards: • http://grants.nih.gov/training/careerdevelopmentawards.htm

  43. Resources(contd.) • Office of Sponsored Programs (OSP): • http://www.uab.edu/osp/ • OSP Drop-box: • https://itisapps.ad.uab.edu/Research/FileUpload/Pages/Login.aspx • OSP Drop-box Instructions: • http://www.uab.edu/uabra/ogca/ogcapdf/OGCA%20Submitter%20Guide.pdf • Responsible Personnel List (RPL): • http://www.uab.edu/uabra/ogca/ogcapdf/Project_Personnel_List.pdf • UAB Extramural Checklist: • http://www.uab.edu/uabra/ogca/ogcapdf/Extramural_Checklist.pdf • UAB Extramural Checklist Instructions and Glossary: • http://www.uab.edu/uabra/ogca/ogcapdf/Checklist_Glossary.pdf

  44. Service Desk eRA Commons Help Desk: Hours: Mon-Fri 7a.m. – 8 p.m. Eastern Web:http://itservicedesk.nih.gov/era Toll-free: 1-866-504-9552 Phone: (301) 402-7469 TTY: (301) 451- 5939 Don’t forget to get a help desk ticket number if your issue isn’t immediately resolved.

  45. Questions? Thank you !!

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