# Presentation: 435907

## NIH 

- Electronic Grant
- Application

## Getting Started with Electronic Submission

**Notes:**
Let’s discuss what steps you need to take to get started submitting electronic applications to NIH.

## Finding Grant Opportunities

**How Do You Find Grant Opportunities?**
- All applications must be submitted in response to a *Funding Opportunity Announcement* (FOA)
- FOAs are posted online in the _[NIH Guide for Grants & Contracts ](http://grants.nih.gov/grants/guide/index.html)__and at __[www.Grants.gov](http://www.grants.gov/)__ (under “Find Grant Opportunities”)_

**NIH Guide:** _[http://](http://grants.nih.gov/grants/guide/index.html)__[grants.nih.gov/grants/guide/index.html](http://grants.nih.gov/grants/guide/index.html)_

**Notes:**
All applications to NIH must be submitted in response to a Funding Opportunity Announcement.  Search for announcements related to your area of science in the NIH Guide for Grants and Contracts.  Once you find the FOA that fits, open the announcement and there will be a button to “Apply for Grants Electronically” this will take you to the appropriate application package for the opportunity.

## Parent Announcements
“Parent” FOAs are your ticket to applying for investigator-initiated research
Use the Parent electronic application package for your chosen grant program (i.e. R01, R03, R21 etc.)

**“****Parent****”**** **FOAs are your ticket to applying for investigator-initiated research
- Use the Parent electronic application package for your chosen grant program (i.e. R01, R03, R21 etc.)

**Parent FOAs**

**Parent announcements listed at:**
- _[http://](http://grants.nih.gov/grants/guide/parent_announcements.htm)__[grants.nih.gov/grants/guide/parent_announcements.htm](http://grants.nih.gov/grants/guide/parent_announcements.htm)_

- Finding Grant Opportunities

**Notes:**
The move to electronic submission requires an electronic application package for each FOA so we created “Parent” FOAs to apply for Investigator-initiated research.  Find the Parent announcement for your chosen grant program by typing in the word “Parent” while searching in the NIH Guide, or visit the Parent Announcement page at the URL listed. 

## NIH – Two System Process

**Grants.gov**
- Grants.gov hosts standardized federal forms SF424 (R&R) and agency-specific forms (PHS 398)
- Electronic application through Grants.gov using these forms is mandatory for most FOAs.  Grants.gov checks the application for federal-wide requirements.

**eRA Commons**
- NIH retrieves the data from Grants.gov and checks the application against NIH-specific requirements
- eRA Commons allows applicants to electronically track the status of submissions and to receive/transmit application and award information

**Notes:**
The electronic application process for NIH involves using standardized federal forms and some agency-specific forms provided online by Grants.gov.  Once the forms are submitted to Grants.gov, the data is retrieved by NIH systems and checked against the rules and requirements for the Funding Opportunity Announcement.  The vast majority of NIH Funding Opportunities require electronic submission through Grants.gov.  Within NIH’s system, called the eRA Commons, Signing Officials and Principal Investigators can check the status of their applications and view the assembled application image.  Each one of these systems has registration requirements that are independent of one another.

## Registration

**Grants.gov****	**
- Be sure your organization is registered! (one time)
- U.S. organizations obtain EIN from IRS (foreign applicants see next slide)
- Request DUNS # from Dun & Bradstreet
- Register with Central Contractor Registry (CCR) – identify the eBiz Point of Contact (POC)
- Register the Authorized Organization Reps (AORs) who can officially sign the application and submit
- Visit: http://www.grants.gov/applicants/get_registered.jsp

**Grants.gov registration can take up to 8 weeks for international organizations.  START NOW!**

**Notes:**
Every organization that will be applying for grants must be registered with Grants.gov – this is a one time process.  The Authorized Organizational Representatives are the only ones who may submit applications electronically for the organization.  The Grants.gov registration is a multi-step process that can take several weeks to complete.  Be sure to start early to ensure that all the requirements are met prior to the receipt date for the grant application.  Contact the Grants.gov Contact Center (information is included at the end of the presentation) for assistance with Grants.gov registration or software questions.

## Registration - International

**Tips for Foreign Organizations**
- If you do not have an EIN number – use 44-4444444 on the application
- You will need a NATO Commercial & Government Entity (NCAGE) Code *prior *to registering with CCR. The form and instructions can be found at: _[http://www.dlis.dla.mil/Forms/Form_AC135.asp](http://www.dlis.dla.mil/Forms/Form_AC135.asp)__ _
- Organizations with an address containing APO, FPO, or AE *do not* need an NCAGE code
- A few countries may have trouble accessing the CCR website.  If so, phone: 1-269-961-5757 (International)

- For more details visit: _[h](http://era.nih.gov/ElectronicReceipt/preparing_grantsgov_reg.htm)__[ttp://era.nih.gov/ElectronicReceipt/preparing_grantsgov_reg.htm](http://era.nih.gov/ElectronicReceipt/preparing_grantsgov_reg.htm)__ _

**Notes:**
There are some registration requirements that are specific to foreign organizations – those items are listed on this slide.

## Registration

**eRA Commons – *****Register Your Organization ***
- Register your organization (one time) & register your Signing Officials (SO)
- SOs register and create separate accounts for the Project Directors/Principal Investigators (PDs/PIs)
- May be completed simultaneously with Grants.gov registration (as soon as the DUNS # is obtained)
- Register at:
- 	_[https://commons.era.nih.gov/commons/registration/registrationInstructions.jsp](https://commons.era.nih.gov/commons/registration/registrationInstructions.jsp)_

**Allow 2 – 4 weeks to complete organization**
**registration in the eRA Commons**

**Notes:**
The NIH eRA Commons requires a one – time registration for the Organization.  All Project Directors/Principal Investigators and Signing Officials must also be registered in the Commons.  Signing Officials are able to view all applications that have been submitted on behalf of the organization. Contact the eRA Help Desk with any questions regarding registration or eRA Commons accounts.

## Registration

**eRA Commons – *****PD/PI Registration***
- The PD/PI needs to work with the SO to get registered in the eRA Commons
- The PI and SO need separate accounts because each has different privileges
- PIs have one account that follows them throughout their careers. They can view all applications where they are listed as “PI.” The same account may be affiliated with multiple organizations.
- SOs can view all applications submitted on behalf of the organization

**Allow 4 – 5 business days to complete **
**PI registration in the eRA Commons**

**Notes:**
The organization’s SO must create the PD/PI account in the eRA Commons.  Once created, the PD/PI is encouraged to review their profile and keep all personal information up to date. PD/PIs can only view the applications that were submitted where they were assigned the PD/PI role.  This may include applications from multiple organizations if the PD/PI has worked with multiple organizations.  Once a PI has an account, they will keep it throughout their career regardless of whether they change organizations/institutions. 

## Software Requirements

- Grants.gov Forms Viewer Software (Free)
- PureEdge Forms Viewer
- New Adobe Acrobat Viewer coming this Fall
- 	_[http://](http://www.grants.gov/resources/download_software.jsp)__[www.grants.gov/resources/download_software.jsp](http://www.grants.gov/resources/download_software.jsp)_
- PDF generation software – list provided on Grants.gov website _[http://www.grants.gov/agencies/software.jsp#3](http://www.grants.gov/agencies/software.jsp#Finding Grant Opportunities)_

**Notes:**
In order to view the electronic application forms, you must download the required Forms Viewer that is available at no charge from the Grants.gov website.  Mac users have a special viewer that they will need to use until Grants.gov releases a new viewer from Adobe Acrobat which will also be free of charge.  This is anticipated for release at the end of summer 2007 or early fall.  Applicants also need to have the ability to generate PDF (portable document format) documents to attach all of the required information to the application forms.  Grants.gov provides a list of PDF software that is compatible on their website.

## Preparing Your Application

- Download the Application Package and Instructions at the same time. NIH-specific instructions are denoted by the HHS logo
- Save the application to your hard drive – remember to save it after each change
- The application includes specific data fields as well as multiple attachments
- All attachments must be saved as** PDF** documents

**Notes:**
Once you find the appropriate Funding Opportunity Announcement, download the application and the instructions at the same time to ensure they are the most up-to-date.  Save the application to your computer’s hard drive so that you can work on it offline.  Remember to save the changes each time you update the application.  
Special instructions for NIH applications are denoted by the HHS logo in the Application Guide.
Applicants will open each form that is included with the application, complete the form data fields and attach additional information as PDF documents.

## Preparing Your Application

**Avoiding Common Errors**
- NIH requires all application attachments to be in ***PDF*** format
- The eRA Commons Username must be entered in the “Credential, e.g. agency login” field for each PI. This field is located on the R&R Senior/Key Person Profile(s) form.
- The Organization Name must be included for all Senior/Key Persons listed
- Senior/Key Person effort listed on the R&R Budget form must be greater than zero

**For more information visit:**
- _[http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm](http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm)_

**Notes:**
These four errors are the most common that applicants have been experiencing.  Keep this as a handy reference to ensure that you don’t get caught by one of them!

## Submit Your Application

- Registration with Grants.gov *and* eRA Commons must be complete prior to submission
- Only the AOR may sign & submit the application on behalf of the organization
- Grants.gov provides a Tracking Number and a Date/Time stamp when you click ‘Submit’ – save this information

**Notes:**
All registration requirements with Grants.gov and the eRA Commons must be completed prior to submitting the application.  The application is submitted to Grants.gov by the Authorized Organizational Representative.  Grants.gov will provide a Tracking Number and a Date/Time stamp as proof of receipt when the application is submitted.  Be sure to print and save this information in the event that you need to contact Grants.gov or NIH for support.

## On Time Submission

- All registrations with Grants.gov & eRA Commons must be complete
- Initial submission must have a Grants.gov timestamp on or before **5:00p.m. local time** of submitting organization on the receipt date
- Errors in the application must be corrected within 5 business days of the receipt date

**Notes:**
On-time submission includes a Grants.gov timestamp on or before 5p (local time at the organization) on the receipt date.  Grants.gov will notify the organization through the AOR the status of the application submission.  Once NIH retrieves the application information, the SO, PD/PI and Person to be contacted that is listed on the application are all notified of the status at NIH.

## Errors & Warnings

***Errors*** stop processing and will keep your application from being accepted by NIH
***Warnings ***provide caution for you to ensure the item is correct, but will not stop processing
- “Changed/Corrected” applications may be submitted to Grants.gov again to address errors/warnings in the **five business days** after the receipt date.
- Initial application must have been on time
- you must include a cover letter explaining                                your changes

**Limited**
**Time!**

**Notes:**
If you have errors in the application, it will stop processing and your application will go no further. Warnings are to provide an indication that something may not be correct and applicants should check to be sure that no changes to the application are needed. You must correct errors within 5 business days after the receipt date.  This correction period is being provided for a Limited Time since the process is new for the community.  

In order to make changes to the application to correct errors and warnings, the AOR & PI must work together to make the necessary corrections and then the AOR must submit the entire application to Grants.gov again with a cover letter explaining the changes.

## Tracking Your Application

- It is the applicants responsibility to track the application
- Grants.gov will send status emails to the AOR.  eRA Commons will send status emails to the Signing Official, PI & “Person to be contacted” listed on the application
- Log into eRA Commons to check application status; do not rely on emails.  If it is error-free, you will have an assembled application to view

**Notes:**
It’s important to track your application in the eRA Commons to ensure receipt by NIH from Grants.gov.  Do not rely on the email notifications since email can be unreliable.  

## Application – Viewing Window

- Applicants have ***two weekdays*** (M-F, *not including U.S. federal holidays*) to view the assembled application.  If no action is taken, it automatically proceeds to NIH’s Division of Receipt and Referral.
- Signing Official has option to “Reject”
- PI will receive e-mail notification if SO rejects application
- If “Rejected” after receipt date for any reasonother than a Grants.gov or NIH system issue, the submission is subject to the NIH late policy

**Notes:**
An error free application will be assembled by the eRA Commons and an image of the application is available online.  Be sure to check your application and all attachments to ensure it was assembled and formatted by the system correctly.

## Finding Help

**eRA Commons Help Desk** Online Help Ticket : http://ithelpdesk.nih.gov/eRA/            Phone: 301-402-7469Hours : Mon-Fri, 7a.m. to 8 p.m. EST
- 	Support for: Commons Registration, Application Status, Post-submission questions
**Grants.gov Contact Center **Toll-free: 1-800-518-4726Hours : Mon-Fri, 7 a.m. to 9 p.m. ESTEmail : support@grants.gov
- 	Support for: PureEdge Forms, PureEdge with a Mac, Grants.gov Registration

**Notes:**
Please do not hesitate to use the resources listed on this page for assistance with this new process!

## Online Resources

- Overview of Electronic Submission http://era.nih.gov/ElectronicReceipt/
- Frequently Asked Questions http://era.nih.gov/ElectronicReceipt/faq.htm
- Avoiding Common Errors http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm
- Training Resources, Videos, Quick Reference Materials http://era.nih.gov/ElectronicReceipt/training.htm