Grants'gov Training for NIH Submissions

1
Grants.gov Training for NIH Submissions

• Complete Application due to ORCA at LEAST 5
  business days in advance. If subcontracts are
  involved-please allow 10 business day
  notification.

2
Electronic Submission Basics

• Prepare to Apply
• Find Opportunity
• Download Application
• Prepare Your Application
• Submit Application (With All Signed Transmittal
  Forms) to ORCA-due no later than 5 business days
  before due date. 10 business day notification if
  a subcontract is involved.
• Check Submission Status in Commons
• Check Assembled Application

3
Prepare to Apply 2 systems are used

• Grants.gov
• DO NOT REGISTER
• Drexel University is already registered
• PureEdge software is required-it may be
  downloaded from Grants.gov http//www.grants.gov/r
  esources/download_software.jsp
• PDF conversion is required.

• eRA Commons
• PI should already be registered, this single eRA
  Commons account will follow the PI throughout
  their career.
• Verify PI information in their eRA Commons
  account now.
• Commons UserID will be needed for the
  application-case specific.
• If you dont have one, please contact your PA for
  assistance.

4
Find Opportunity
Open the announcement Adapted fromApplying for
NIH Grants A Hands-On Guide NIH Electronic
Submission Team December, 2006
5
Download Application
Button added to the NIH Guide announcements
allows access to the Grants.gov application
package directly from the NIH Guide. A new
application is needed for EACH submission EVERY
time. Adapted fromApplying for NIH Grants A
Hands-On Guide NIH Electronic Submission
Team December, 2006
6
Download Application
Download FOA instructions and application package
from Grants.gov Adapted fromApplying for NIH
Grants A Hands-On Guide NIH Electronic
Submission Team December, 2006
7
Register to receive notification of changes.
Download the application instructions and package
from this location. Label it PI name_R01_due
date Example Winnegan_R01_020507 If revised
Winnegan_R01_020507rev1
8
Prepare Your Application

• Prepare all Drexel University Transmittal forms
  (AKA Required Internal Paperwork) at this time.
• You may download them from the ORCA website
  http//www.research.drexel.edu/administration/Form
  s_Facts/docs/Proposal_Submission_Transmittal.pdf.
• ORCA must receive these before your application
  will be reviewed for submission.
• The NIH required PI certification is contained in
  these forms, as well as PI/Co-PI credit which is
  now being captured for all projects.
• Forward them for all signatures as soon as you
  are planning your application.

9
Prepare Your Application
Click this SAVE button often to protect what you
have worked on. When you open the application
you will see this screen. This information is
prefilled-do NOT add CFDA or anything
else. Enter PI name_R01_due date here in yellow
area.
10
Prepare Your Application
All Mandatory Documents must be completed in
order to submit.
PI move forms to the right when completed.
Optional Use Documents will be here. Adapted
fromApplying for NIH Grants A Hands-On
Guide NIH Electronic Submission Team December,
2006
11
Prepare Your Application
Select this icon to receive field-specific
help. All mandatory Grants.gov fields are
highlighted and denoted with an asterisk.

12
Prepare Your ApplicationPlease refer to SF 424
(RR) form handout

• Check application
• If an error occurs in submission process, and
  application needs to be re-sent check
  Changed/Corrected Application.
• Nothing
• Nothing
• Nothing
• If an error occurs in submission process, and
  application needs to be re-sent, put the
  Grants.gov tracking here.
• Drexel information-see Fact sheet and put your PA
  as the Person to be contacted.
• Fact sheet
• Select O Institution of Higher Education
• Check New This will NEVER change for a new
  submission-even if you are submitting a corrected
  application like in item 1.

13
SF 424 (RR)Continued

• Pre-filled
• Do nothing
• Title lt 81 spaces
• Put areas such as State etc.
• Start AND End dates-must match your budget dates
  and cannot be before the NIH allowed start date
  in the Opportunity.
• Fact sheet
• PI information-Do NOT put a space after the first
  name or after the last name.
• A usually b. C is usually 0.

14
SF 424 (RR) Continued

• Check No Program not covered by E.O. 12372.
• Check
• Fact Sheet-Margaret Vigiolto information
• Nothing
• Nothing

15
Avoiding Common Errors

• Proposed PROJECT start date must be the same as
  the 1st year BUDGET start date.
• Do not put a space after the 1st name or last
  name in space 15 in the form SF 424.

16
Cover Page-supplementNew investigator box-If
multiple PIs-ALL must be new to check box Yes
17
Modular BudgetsPlease refer to Modular Budget
sample handout

• Do NOT use Detailed budget AND Modular
  Budget-choose just 1.
• Modular is MOST COMMON and is for direct costs lt
  250,000 per year. (In 25K increments) so 25K,
  50K, 75K, 100K, 125K, 150K, 175K, 200K,
  225K or 250K are your only options in the
  pull-down box for A.This amount is usually the
  same for each year in the budget.
• Drexel indirect costs are NOT included in this
  calculation.
• Subcontract (Consortium) indirect costs are NOT
  included in this calculation.

18
Modular Budgets-continued

• Many boxes auto-fill as you fill out the form.
• For section B Indirect cost type is MTDC or
  Modified Total Direct Cost.
• Indirect cost rate is usually 50.
• The base will NOT include Drexel indirect costs,
  but will contain the 1st 25K of each subcontract
  agreement.
• For Cognizant Agency info-look at the Fact Sheet.
• Fill out each year (up to 5 years on this form)
  and the Cumulative amounts will auto fill. Total
  cost must equal total direct costs plus total
  indirect costs.
• BE CAREFUL to correctly enter all start and end
  dates for the budget periods.

19
Modular Budgets-Continued

• After Cumulative Budget information is the place
  for Budget justifications.
• You MAY need to upload 3 different
  justifications!
• Personnel Justification-REQUIRED
• List all personnel and their roles
• Names and number of person months and if
  calendar, academic or summer months.
• NO individual salary information

20
Modular Budgets-Continued

• Consortium Justification- Most likely a
  subcontract and this PDF justification should be
  provided to the PI from the subcontractor.
• Provide total dollar amount for each year-rounded
  to 1,000 and include direct indirect costs.
• List the organization name-and indicate if it is
  domestic or foreign.
• List all personnel, roles and their effort.
• Do NOT list individual salaries.
• While their indirect costs do not figure into
  the modular budget limit of lt 250,000, TOTAL
  consortium costs must be included in the overall
  requested modular direct cost amount.

21
Modular Budgets Continued

• Additional Narrative Justification-use if your
  modular direct costs are not the SAME each year.

• Example 1
• Year 1 25K
• Year 2 25K
• Year 3 25K
• NOT NEEDED
• Example 2
• Year 1 50K
• Year 2 25K
• Year 3 25K
• NEEDED-might explain that equipment is needed to
  be purchased the 1st year.

22
Avoiding Common Errors

• Proposed PROJECT start date must be the same as
  the 1st year BUDGET start date.
• Do not put a space after the 1st name or last
  name in space 15 in the form SF 424.
• Do not submit both modular and detailed budgets.
• Total cost MUST equal DIRECT plus INDIRECT costs.
• Be careful that all budget start and end dates
  are in correct sequence.

23
Multiple PIs

• Must follow University rules of who can be a PI.
• No ceiling on the of PIs-but it will be part of
  the review process-must make sense.
• ONE must be designated as the contact PI
  responsible for the communication between PIs and
  NIH. This is the only PI who receive notification
  concerning submission errors.
• Presence of more than 1 identified PI on an
  application or award diminishes neither the
  responsibility not the accountability for all
  components of the project.
• If other PI is at another institution-continue to
  use the subcontract mechanism.

24
PI eRA Commons User ID-case sensitive- must be
supplied here for successful submission. If
multiple PIs-EACH must have eRA Commons User
ID. No longer needs to be alphabetical-but the
reviewers will see them in this order. Be Sure
to choose PI/PD for the PI. CoPI is no longer
recognized-use other and write Significant
Contributor next to it. Biosketch not over 4
pages. NO current pending at application
time. Do NOT list PI as Key Person 1
Enter PI Commons User ID
25
Avoiding Common Errors

• Proposed PROJECT start date must be the same as
  the 1st year BUDGET start date.
• Do not put a space after the 1st name or last
  name in space 15 in the form SF 424.
• Do not submit both modular and detailed budgets.
• Total cost MUST equal DIRECT plus INDIRECT costs.
• Be careful that all budget start and end dates
  are in correct sequence.
• Missing Commons User ID-case sensitive.
• Dont list PI as Key Person too.

26
If you check Yes to Human Subjects
27
You should upload a pdf for 8.,9.,10.,11On Form
PHS 398 Research Plan
28
14-Multiple PI Leadership Plan

• Rationale for choosing multiple PD/PI.
• Governance organizational structure.
• Communication plans.
• Process for decision making on scientific
  direction.
• Procedures for resolving conflicts.
• Delineate roles for admin, technical scientific
  responsibilities.

29
14-Multiple PI Leadership Plan-contd

• If budget allocation is planned-distribution of
  resources to individual PD/PIs should be
  deliniated.
• If awarded, this will show as a footnote in the
  NOGA.
• Drexel is not, however, obligated to establish a
  separate linked fund.

30
Separate attachments. ALL text attachments must
be PDF no headers/footers. No scanned documents,
no page numbers no 2 column text. No highlighting
or shading, do not underline. Check PDF
conversions before attaching them. Use care when
labeling PDF file- no spaces, keep title short
etc. Appendix material. Adapted fromApplying
for NIH Grants A Hands-On Guide NIH Electronic
Submission Team December, 2006
31
Count your pages

• Ignoring page limitations will lead to an ERROR
• The PI must count these in the uploaded PDF files.

32
Avoiding Common Errors

• Proposed PROJECT start date must be the same as
  the 1st year BUDGET start date.
• Do not put a space after the 1st name or last
  name in space 15 in the form SF 424.
• Do not submit both modular and detailed budgets.
• Total cost must equal DIRECT plus INDIRECT costs.
• Be careful that all budget start and end dates
  are in correct sequence.
• Missing Commons User ID.
• Dont list PI as Key Person too.
• PDF issues. Check all PDF conversions before
  attaching. Do Not convert PureEdge forms to
  PDF-just all text attachments.
• Count all pages to be sure you are within the
  limitations.

33
Prepare your Application

• When ALL mandatory fields have been completed.
• When ALL mandatory forms have been completed and
  moved to the right side.
• When all applicable Optional Documents have been
  completed and moved to the right side.
• When you have reviewed all items on the Avoiding
  Common Errors" one last time.
• Then

34
Prepare Your Application
Click Save to save the application package to
your local hard drive.
Click Check Package for Errors. This will show
1 error at a time so it may need to be clicked
many times. It will ONLY check for yellow spaces
not completed. When No errors found
appears-forward the application package to your
PA along with all signed internal forms for
review. Other errors may be present will be
identified later in the submission process.
35
Submit Application

• ORCA must receive your completed application
  (with all signed internal forms) no later than 5
  business days before the due date.10 business
  days are required when a subcontract is involved.
• ORCA will review and submit your application.
• ONLY ORCA can submit your application to
  Grants.gov.

36
Submit Application
After Submission Your Program Administrator will
receive Grants.gov Tracking Number Date/Time
Stamp This time stamp is proof that your
application was submitted on time.
37
ORCA Submits The Application First Review will
be from Grants.gov

• Remember-ONLY ORCA can submit your application.
• Your PA will receive an e-mail notification and
  will forward it to the PI
• Submission Receipt app received and is being
  validated
• Rejection Notice app is not validated because
  of Grants.gov errors
• Locate error, PI must correct, PA must resubmit
  application.
• Continue this process until a Grants.gov
  validation is received.
• IF notification of System Error-call the help
  desk _at_ grants.gov. The grants.gov NIH portals
  are not communicating.

38
Check Submission Status in Commons
After the application is successfully through
Grants.gov-PI must

• Check Application Status
• View Errors/Warnings

NIH has 2 days to pick up an application from
Grants.gov and 2 more days to post the results in
eRA Commons.
39
PI View Check Errors/Warnings
From the Status screen use the Grants.gov
tracking number to identify the submission and
follow the link to view errors/ warnings.
Application Status shows eSubmission Error
40
PI
Errors and warnings listed at the top of the
status screen.
41
Check Submission Status in Commons

• Errors stop the submission process and must be
  addressed BY THE PI before the application can be
  processed.
• Warnings do not require action for the
  application to move on. Warnings will not be
  addressed during the submission process.
• The PI must correct any Errors, and contact their
  PA to resubmit. ORCA must submit the entire
  changed/corrected application again beginning
  with Grants.gov.

42
Check Submission Status in Commons

• As everyone is learning the new process, NIH will
  allow changed/corrected applications to be
  submitted to address errors in the TWO business
  days after the receipt date.
• Initial application submission to Grants.gov must
  have been made by 500 p.m. local time on receipt
  date.
• Changes must be made in response to identified
  errors ONLY.
• Cover letter required and change in SF 424 (RR).
• If correction is submitted BEFORE the deadline-no
  cover letter is required, just a revised SF 424
  (RR) form.

43
Error Corrections
You will need to update the SF 424 (R R )
form. And use the PHS Cover Letter File
located here.
Adapted fromApplying for NIH Grants A
Hands-On Guide NIH Electronic Submission
Team December, 2006
44
Error Corrections
Item 1-now click Changed/Corrected Application
instead of Application. This will cause field 4
to become highlighted. The grants.gov tracking
number contained in the e-mail forwarded by the
PA must go here.

45
PHS 398 Cover Letter
Only required for corrected applications
submitted after the receipt deadline. If
revising the cover letter for a Changed/Corrected
application, include all previous submitted cover
letter text. (Which was optional).
46
PI View Check Assembled Application
Error-free applications result in an assembled
application image Accession Number assigned.
Follow link to view image.
Application Status shows Received
47
Check Assembled Application

• No errors.
• But you arent done yet.
• The application is not complete until the correct
  image can be seen in eRA Commons.
• This the final step for the PI!

48
Check Assembled Application
Follow link to view image.
eApplication Status shows Pending Verification
within 2-day viewing window (weekdays including
holidays, but not weekends). Adapted
fromApplying for NIH Grants A Hands-On
Guide NIH Electronic Submission Team December,
2006
49
Check Assembled Application
The application image can be viewed here by the
PI. Be sure they are all correct. Adapted
fromApplying for NIH Grants A Hands-On
Guide NIH Electronic Submission Team December,
2006
50
Check Assembled Application
PI has two weekdays to view the assembled
application. (Includes holidays, but not
weekends). ONLY ORCA can reject application if
system issue found. PI must correct, send to PA
who will submit again through Grants.gov. If no
action is taken-NIH will auto verify application
within 2 business days.
51
If you take away nothing else today

• Please remember that
• The PI is responsible for the completed
  application.
• The PI is responsible for locating and correcting
  all errors and must contact ORCA to resubmit the
  application.

52
Finding Help

• NIH Grants Information
• E-mail grantsinfo_at_nih.gov
• Phone [phone]
• Grants.gov
• Grants.gov Submission PureEdge questions
  http//www.grants.gov/CustomerSupport
• Grants.gov Customer Service
• E-mail support_at_grants.gov
• Phone [phone]

53
Finding Help

• eRA Commons
• Hours Mon-Fri, 7am to 8pm Eastern Standard Time
• eRA Commons registration and post submission
  questions
• Support Page http//era.nih.gov/commons/index.cfm
  
• eRA Commons Help Desk
• Web support http//ithelpdesk.nih.gov/eRA/
  (Preferred method of contact)
• Phone [phone] or 301-402-7469