GRANTS'GOV ONE STOP ELECTRONIC SHOP

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GRANTS.GOV ONE STOP ELECTRONIC SHOP

• Office of the Vice Chancellor for Research
• University of Illinois at Chicago
• Presented by
• Mike Anderson, Brian Shim
• 1737 W. Polk St. 304 AOB
• 312-996-2862
• http//era.uic.edu
• awards_at_uic.edu

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Agenda

• Grants.Gov Overview
• Navigating Grants.gov
• Submission Process at UIC
• Questions

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What is Grants.Gov?

• A singular and secure web site that functions as
  a clearinghouse for all customers of Federal
  grants. Grants.gov enables the applicant to
  electronically
• Find Grant Opportunities
• Apply for Grants
• A cross-agency initiative spanning approximately
  1000 grant programs from 26 federal grant-making
  agencies that award over 400 billion in grant
  funds annually

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Who are the 26 Federal Grant Making Agencies?

• Agency for International Development
• Department of State
• Department of Transportation
• Department of Agriculture
• Department of the Treasury
• Department of Commerce
• Department of Veterans Affairs
• Department of Defense
• Environmental Protection Agency
• Department of Education
• Institute for Museum and Library Services
• Department of Energy
• National Aeronautics and Space Administration

• Department of Health and Human Services (i.e NIH,
  HRSA)
• National Archives and Records Administration
• Department of Homeland Security
• National Endowment for the Arts
• Department of Housing and Urban Development
• National Endowment for the Humanities
• Department of the Interior
• National Science Foundation
• Department of Justice
• Small Business Administration
• Department of Labor
• Social Security Administration

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What Grants.Gov Is Not

• A Grant Making Agency
• Involved with the review or award processes of
  grant making agencies
• Replacing existing federal sponsors electronic
  systems (i.e NSF Fastlane, NIH eRA Commons)

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NIH Transition Strategy

• NIH will transition by individual research
  program/funding mechanisms
• ALL applications in response to these
  announcements for transitioned mechanisms will
  require electronic submission through Grants.Gov
• Mechanisms not yet transitioned to Grants.gov
  will continue to be submitted hard copy

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NIH Transition Strategy (Continued)

• NIH will announce plans to transition mechanisms
  in NIH Guide for Grants and Contracts.
• Generally 6 months prior to submission date.
• Funding Opportunity Announcements will be posted
  in Grants.Gov Apply.
• Generally 2 months before the submission date.
• NOTE To subscribe to receive the NIH Guide for
  Grants and Contracts via email
  http//grants1.nih.gov/grants/guide/listserv.htm

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Grants.Gov

• Grants.Gov website consists of two primary
  functions
• Find Grant Opportunities (aka Find)
• Apply for Grants (aka Apply)

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Key Points to Find Grant Opportunities

• No registration is required, accessible to public
• Multiple search options available, including
  keyword, activity, agency
• Email registration available for notification of
  grant opportunities

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Key Points to Apply for Grants

• PureEdge Viewer software must be downloaded from
  Grants.Gov web site prior to downloading
  application package
• Citrix Server available for Non-Windows Users

Source Grants.Gov http//www.grants.gov/MacSup
port
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Grants.gov Update

• Replace PureEdge with Adobe forms server
• Satisfies a key requirement to support all grant
  applicant communities regardless of their
  operating platform
• Deploy new Grants.gov system to Production on
  April 1, 2007

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Click this button for field-specific help.
Header Information Pre-Filled from Announcement
CFDA Will be blank for NIH Applications
All Mandatory Documents for the FOA will be
included in the application package.
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Features of the SF424 (RR)

• SF424 (RR) Components include
• SF424 (RR)An application cover component
• Research Related Project/Performance Site
  Location (s)
• Research Related Other Project Information
• Research Related Senior/Key Person (Expanded)
• Research Related Budget
• RR Subaward Budget Attachment Form

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Features of the SF424 (RR)

• NIH has developed agency-specific components
  (titled PHS 398)
• PHS 398 Cover Letter File
• PHS 398 Cover Page Supplement (supplements the
  RR Cover)
• PHS 398 Modular Budget
• PHS 398 Research Plan
• PHS 398 Checklist

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Tips to Completing SF 424 RR Application

• Required fields will be highlighted in yellow
• Help is available by turning on the Help Mode
  toggle in the top menu bar
• Standard Institutional Info Can Be Found at

http//tigger.uic.edu/depts/ovcr/research/proposal
s/submitting/standard_inst_info.shtml
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Tips To Completing NIH SF 424 RR Application

• PI must be registered in the NIH eRA Commons
  prior to the time of proposal submission
• .This will stop an application from being
  submitted
• Applicant is responsible for determining whether
  the SF 424 RR Budget or Module Budget is
  necessary

SourceU.S DHHS Grants.Gov Application Guide SF
424 (RR) A Guide for Preparing and Submitting
Applications via Grants.Gov
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Tips To Completing NIH SF 424 Application
(Continued)

• Due date is considered time/date submitted
  through Grants.Gov, not date verified in the eRA
  Commons
• NIH currently recognizing deadline time of 5pm
  local time
• ORS deadline for applications be ready for
  submission no later than seven (7) business days
  prior NIH deadline

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The SF 424 RR Standard Application Package
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SF 424 (RR) Cover Component Page 1
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Component SF424 (RR) A Cover Component

• Similar to the PHS 398 Face Page
• Provides general information about the applicant
  organization, contact information for the PD/PI
  and AOR/SO
• Provides application-specific information (type,
  title etc.)

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SF424 (RR) - A Cover Component A Few Data
Issues

• Item 1, Type of Submission
• Pre-application - do not use unless specifically
  noted in FOA
• Changed/Corrected ApplicationTo be used only
  when correcting an application that failed system
  validations. This is NOT a resubmission
  (amendment).

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SF424 (RR) - A Cover Component A Few Data Issues

• Item 5, Applicant Information This is standard
  information for UIC (all information can be found
  on ORS website)
• Legal Name The University of Illinois at
  Chicago
• 809 S. Marshfield Ave, 502 MB, M/C 551 Chicago
  IL, 60612-7205
• Organizational DUNS 098987217 (may add 0000 to
  the end, this is normal)
• Luis Vargas should be listed as Contact Person

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SF424 (RR) - A Cover Component A Few Data Issues

• Item 8, Type of Application--New Terminology
• New is the same
• Resubmission is equivalent to a Revision (a
  revised or amended application)
• Renewal is equivalent to a Competing Continuation
• Continuation is equivalent to a Progress Report.
  For the purposes of NIH and other PHS agencies,
  the box for Continuation will not be used and
  should not be checked.
• Revision is somewhat equivalent to a Competing
  Supplement

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Senior/Key Person Profile
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RR Senior/Key Person

• Version 1 2
• Captures personal profile information on the
  PD/PI, Key Personnel, and Other Significant
  Contributors
• Captures structured data for 8 individuals (PI
  and 7 others)
• gt8 information is provided in an attachment (not
  structured data, just text)
• Format for the gt8 attachment available on SF424
  (RR) Forms Page http//grants.nih.gov/grants/fu
  nding/424/index.htm

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Senior/Key Person Profile (Expanded)
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Research Related Senior/Key Person (Expanded)

• Version 2A
• This is the only change in the forms for packages
  noted as Version 2A.
• Captures structured data for up to 40 Senior/Key
  Persons.

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Senior/Key Person Profile (Expanded) Additional
Senior/Key Person Form Attachments
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Senior/Key Person Profile (Expanded) Additional
Senior/Key Person Form Attachments
Clicking on the Select to Extract the RR
Additional Senior/Key Person Form button
produces the PureEdge form shown above.
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RR Senior/Key Person Sr./Key Expanded

• Credential Must enter the eRA Commons User Name
  - for the PD/PI, this is a mandatory field for
  NIH submissions. (Most common validation failure
  to date)
• Biosketch is attached for each person
• Same data requirements exist however, page
  limits slightly change to just 4 pages
• Eliminated the 2-page limit for subsections

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RR Senior/Key Person Sr./Key Expanded

• Attachment for Current Pending Support (a.k.a.
  Other Support) is not required at submission
  unless specified in FOA.
• For most applications, this will continue to be a
  Just-In-Time submission

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Other Project Information
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RR Other Project Information

• Includes information on involvement of Human
  Subjects, Vertebrate Animals, Environmental
  Impact, Foreign Involvement
• Includes separate PDF attachments for
• Project Summary/Abstract (Description)
• Project Narrative
• NIH will use this upload for the Relevance
  section of the Abstract
• Separate component developed for Research Plan
• Bibliography References (previously section G.
  Literature cited)
• Facilities Other Resources
• Equipment Resources

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Project/Performance Site Locations
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RR Project/Performance Site Locations

• Equivalent to the PHS 398 Form Page 2 Performance
  Site section
• Collects individual data for up to 8 locations
• gt8 locations information is provided in an
  attachment (not structured data, just text)
• Format for the gt8 attachment available on SF424
  (RR) Forms Page http//grants.nih.gov/grants/fun
  ding/424/index.htm

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PHS 398 Cover Page Supplement Page 1
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PHS 398 Cover Page Supplement

• Companion form to the (RR) Cover Component
• For the PI, includes New Investigator Code
  Degree fields (Note, PD/PI info at the top is
  pre-filled. Provided here for reference only.)
• Includes Clinical Trial Phase-III defined
  clinical trial indicators

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PHS 398 Cover Page Supplement

• For the Business Official Contact, includes
  complete contact information (title mailing
  address missing from section 5 of the RR Cover)
• Includes Human Embryonic Stem Cells section

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PHS 398 Research Plan
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PHS 398 Research Plan

• Separate PDF attachments for each section
  (designed to maximize benefits of system
  validations to accommodate bookmarking of the
  image)
• Same formatting requirements in the PHS 398
  continue here margins, page limits, etc.

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PHS 398 Research Plan Helpful Hints

• Create as a single document using any word
  processing software. Separate at the end before
  uploading.
• Do not include headers or footers
• Include a section heading as part of the text
  (i.e., Specific Aims, Background Significance)
• Avoid 2-column format for text (difficult for
  reviewers to read electronically)

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PHS 398 Checklist
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PHS 398 Checklist

• Captures additional information currently in the
  PHS 398 Checklist
• Change of PI
• Change of Grantee Institution
• Inventions Patents
• Program Income
• PDF text upload for an Assurances/Certifications
  explanation

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PHS 398 Cover Letter

• Provides a text attachment for a cover letter
• Instructions to applicant remain the same as in
  the PHS 398
• Is stored separately in the eRA Grant Folder, not
  as a part of the main application grant image

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PHS 398 Cover Letter

• Is seen only by appropriate NIH staff not peer
  reviewers
• Required when submitting a Changed/Corrected
  Application after submission date
• If revising the cover letter for a
  Changed/Corrected application, include all
  previously submitted letter text

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PHS 398 Modular Budget
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PHS 398 Modular Budget

• Provides data entry for each budget period
• A. Direct Costs
• DC less consortium FA
• Consortium FA
• Total DC
• B. Indirect Costs Calculation section
• C. Total Costs (A B)
• Cumulative Budget is system-generated
• Budget Justification PDF text attachments for
  Personnel, Consortium and Other

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RR Budget Sections A B
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RR Budget, Sections A B

• Personnel separated into 2 sections
• A. Senior/Key Person
• Allows 8 as named individuals structured data
• gt 8 information is provided in an attachment (not
  structured data, just text)
• Info for PD/PI must be entered, even if 0
• B. Other Personnel
• Postdocs, Grad Students, Undergrads captures
  only
• NIH will request more detail in Budget
  Justification

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RR Budget, Sections A B

• Change from Percent Effort to Person Months
• Must enter either Calendar, Academic and/or
  Summer for all Senior/Key Persons
• Incorporated this business process change
  throughout--See 4/2006 Interim change to PHS 398
  PHS 2590 Progress Report, including Budget
  Pages, Other Support documentation, Key Personnel
  Reports, etc.
• FAQs and Calculator available at
  http//grants.nih.gov/grants/policy/person_months_
  faqs.htm

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RR Budget Sections C - E
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RR Budget, Sections C - D

• C. Equipment
• Allows itemization of up to 10
• gt10 equipment items details provided in an
  attachment total funds requested in attachment
  are entered in Line 11
• D. Travel
• RR separates out Domestic Foreign
• This will not change any NIH policy/practice. We
  will continue to award as a single category.

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RR Budget, Section E

• E. Participant/Trainee Support Costs
• Will not be used by NIH unless specifically noted
  in an announcement
• Tuition Remission will continue to be included in
  Section F Other Direct Costs

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RR Budget Sections F - K
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RR Budget, Sections F - I

• F. Other Direct Costs
• Itemizes Supplies, Publication Costs,
  Consultants, ADP/Computer Services, Consortium
  Costs, Equipment or Facility Rental/User Fees,
  Alterations Renovations
• G. Total Direct Costs (A F)
• H. Indirect Costs
• I. Total Costs (GH)

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RR Budget, Sections J - K

• J. Fee
• K. Budget Justification a PDF text attachment
• Next Period Button At the top of the last
  budget page. All required data fields in this
  component must be entered before this button is
  available. This includes the Budget Justification.

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RR Budget, General Notes

• Applicant prepares a detailed budget for every
  budget period
• There is no summary budget page like the PHS 398
  Form Page 5
• A detailed Cumulative budget is system-generated

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RR Subaward Budget Attachment Form

• Use for detailed budget from any consortium
  grantee only when the prime is submitting
  detailed budget
• Do not use if prime is submitting Modular Budget
• Consortium grantee(s) must have PureEdge installed

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Submission Process at UIC
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Submission Process at UIC

• At least seven (7) business days prior to the
  sponsor deadline, submit the following
• Completed PureEdge file, check for errors first.
• Proposal Approval Form (PAF) with
• abstract/scope of work
• 424 face page
• budget print outs
• Note if modular budget, provide detailed first
  year budget.

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Submission Process at UIC

• ORS will assign the PAF to a Research Coordinator
• ORS Research Coordinator will retrieve the
  application from Blackboard.
• Important note. If ORS has not received both the
  PureEdge file and PAF, no review will be started

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Submission Process at UIC

• ORS Research Coordinator will complete the
  following review
• Ensure PAF is complete and Budget is accurate
• Check Package for Errors in PureEdge file to
  verify that all required fields are completed
• Verify Institutional information within the file
  is accurate
• Confirm that the budget included in the
  Grants.Gov application matches that received with
  the PAF packet

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Submission Process at UIC

• With no errors found in the application, ORS
  Research Coordinator will submit the application
  to Grants.Gov Grants.Gov tracking number will
  be assigned to the application
• PI and/or Business manager will receive a email
  with the Grants.gov confirmation along with a
  copy of the submitted PureEdge file
• ORS will receive typically receive 3 electronic
  notification from Grants.gov Received,
  Validated, and Submitted to Grantor Agency
• Depending on the agency, a notification is
  received advising that the agency has picked up
  the application package and assigned a sponsor
  tracking number

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Submission Process at UIC

• ORS attaches grants.gov confirmation to the
  signed PAF and a electronic copy is returned to
  the department
• ORS attaches the final application, along with
  the PAF packet into UIeRA for electronic filing

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Submission Process
PI submits PureEdge file and PAF packet to ORS 7
Business days prior to agency deadline
ORS Research Coordinator Is assigned PAF and
matches PAF With PureEdge file
ORS Research Coordinator reviews proposal, and
PureEdge file
When all issues, if any, are resolved
with Proposal and PureEdge file, ORS will submit
application to Grants.gov
PI will receive email with Grants.Gov confirmatio
n and submitted file
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Submitting Grants.gov Applications to ORS

• All Grants.gov applications should be submitted
  using Blackboard/Webdisk
• http//webdisks.uic.edu

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WebDisk

• WebDisk is a system that allows you to store your
  files on-line so that they are always easily
  accessible from any internet connected computer
  and can be retrieved from anywhere in the world
• The files stored on WebDisk can be shared with
  other users (for e.g. co-investigators or other
  people involved in the research)
• You can give Read/Write/Modify permissions to
  other users for any file stored on the WebDisk

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WebDisks

• As long as you have a UIC Net ID and Password,
  you have a WebDisk account
• By default, you have 100 MB worth of storage
  space on WebDisk
• You can create multiple folders or add multiple
  files for sharing
• You will also be able to send your Grants.Gov
  application (PureEdge file) to ORS using WebDisk
• WebDisk is a better solution for sending
  Grants.Gov applications to ORS then sending it as
  an attachment to a listserv or an e-mail

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E-mail vs. WebDisk

• E-mails have attachment limits
• This varies from 10 MB to 40 MB depending on what
  e-mail server is being used
• E-mails are more often then not delayed due to
  problems with mail servers, huge attachments etc.
• On WebDisk, the default limit is 100 MB and it
  skips the e-mail problems entirely

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If you type in http//webdisks.uic.edu and enter
your username/password, you will directly come to
this page. If you type in http//blackboard.uic.ed
u and enter your username/password, you will
click on the Content System to come to this
page.
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Once you add the file, click the Submit button
to upload the file to WebDisk
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PureEdge File Submitted using WebDisk

• As soon as you hit the submit button, the ORS
  staff will almost instantly receive a
  notification that you have submitted a PureEdge
  application
• Please note that WeDisk is not affiliated in any
  way with Grants.Gov. WebDisk is a product from
  BlackBoard and is internal to UIC. We are
  utilizing WebDisk to make the submissions
  efficient and streamlined

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Key Points To Remember

• Start your application early!
• Visit Grants.gov website
• Download PureEdge Viewer software
• Read and Understand the Funding Opportunity
  Announcement (FOA) (sponsor guidelines)
• Questions??? Contact ORS

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Helpful Resources

• http//www.grants.gov/Index (Grants.Gov)
• http//era.nih.gov/ElectronicReceipt/ (NIH
  Electronic Submission)
• http//tigger.uic.edu/depts/ovcr/research/proposal
  s/submitting/hrsa_ehb.shtml (HRSA Electronic
  Submission)
• http//tigger.uic.edu/depts/ovcr/research/proposal
  s/submitting/grants_gov.shtml (UIC Grants.Gov
  Process)
• http//www.science.doe.gov/grants/
• (DOE Grants.Gov Transition Announcement)
• http//www.grants.gov/MacSupport
• (Pure Edge Support for Non-Windows Users)
• http//www.grants.gov/CompleteApplicationdemo
• (Grants.gov training video)
• http//tigger.uic.edu/depts/ovcr/research/proposal
  s/submitting/PDF_Vendor_Listing.doc
• (List of vendors offering document conversion to
  PDF)

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• Questions/Comments?