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AECOM Office of Grant Supporthttp://www.aecom.yu.edu/ogs
Belfer 913,917; [email protected]
OGS Grants.gov Infohttp://www.aecom.yu.edu/ogs/Gg
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Grants.gov Electronic Submission of Applications to
Federal Grant-making Agencies
April 5-6, 2006
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WHAT is Grants.gov?
WHY does Grants.gov exist?
WHO is affected by Grants.gov?
WHEN does Grants.gov happen?
HOW does Grants.gov work?
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WHAT is Grants.gov?
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Grants.gov
Application Format
Transformation
PI Desktop
DatabaseSystem-to-System
(aka “S2S”)
Person-to-System(Forms-based;
uses PureEdge software)
NSF
DOD
NIH
Grants.gov will be the portal for all grant applications to 26 federal agencies
Proposals are submitted through Person-to-System or System-to-System modes
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Grants.gov
Application Format
Transformation
AECOM PI
Person-to-System(Forms-based;
uses PureEdge software)
NIH
Grants.gov will be the portal for all grant applications to 26 federal agencies
AECOM proposals will be prepared and submitted using PureEdge software
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PHS 398
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SF 424
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New TerminologyNIH/PHS 398 Grants.gov/SF 424
New NewCompeting Continuation RenewalRevision or Amendment ResubmissionCompeting Supplement RevisionPA and/or RFA FOA (Funding Opportunity Announcement)
PI PD/PI (combined term)
SO (Signing Official) AOR (Authorized Organizational Rep)
Other Support Current & Pending Support
Literature Cited Bibliography & Refs Cited
Consortium Budget Subaward Budget
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WHY does Grants.gov exist?
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eRA History
1993: Al Gore releases National
Performance Review plan “to reinvent
government to work better and cost less”
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NIH eRA History
1994-1997: Early pilot testing of electronic proposal
submissions to NIH, DOD, DOE by 10-20 major
grantee institutions
1999: NIH eRA Commons established to provide grants
administration support through the Internet
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NIH eRA History
2003-2004: NIH conducts pilots in which 100 PIs from 30
institutions submitted electronic applications through
commercial service providers.
Nov 2003: NIH Commons begins eSNAP pilot to accept
non-competing progress reports electronically
Jan 2005: NIH opens door for electronic submissions via
service providers for select grants
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August 19, 2005 NOT-OD-05-067
NIH announces plans to: 1) transition from the PHS398 application to the SF424
Research and Related (R&R) application 2) simultaneously transition to electronic submission
via Grants.gov by the end of 2007
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WHO is affected by Grants.gov?
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Grantor AgenciesGrantee InstitutionsPrincipal InvestigatorsDepartment AdministratorsGrant ReviewersSoftware companies
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WHEN does Grants.gov happen?
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Redefining the concept of “deadlines”…
Electronic applications are different.
Errors detected by federal agencies after the
initial submission will need to be corrected.
The resubmitted corrected version of the
proposal must be received by the agency PRIOR
to the original published deadline for the grant
program.
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Hypothetical Grants.gov Submission for 1 June 2007 NIH Deadline
Mon 21 May: Internal forms approvedTues 22 May: PI completes full proposalTues 22 May: Proposal transmitted to Grants.govWeds 23 May: Errors detected by agencyThurs 24 May: Errors “corrected” by PI and staff Fri 25 May: Proposal resubmitted to Grants.govSat 26 May: Errors still detected by agencyTues 29 May: Errors corrected by PI and staffWeds 30 May: Server slowdown delays sendingThurs 31 May: Proposal resubmitted to Grants.govFri 1 June: Error-free submission confirmed
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HOW does Grants.gov work?
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The Grants.gov Process
Find a grant program
Download and complete an application
Submit application via AOR
Correct errors and resubmit (if necessary)
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The Essentials:
Register as “PI” on NIH Commons
Install the PureEdge viewer
Install PDF generation software
Download FOA narrative
Download FOA application package
Follow FOA instructions
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The Essentials (continued)
Prepare application
Consult Grants.gov application guide
Submit internal forms early
Request AOR submission early
Monitor application progress
Reject error-free application image (optional)
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Register as “PI” on NIH Commons
AECOM faculty investigators who plan to serve as PIs may open an NIH eRA Commons account by completing an authorization form:http://www.aecom.yu.edu/ogs/NIHCommonsRegistration.htm
Install the PureEdge viewerhttp://www.aecom.yu.edu/ogs/gg/Downloads.htm
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Another option for Mac users??
BOOT CAMP
Intel-based Macs only
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Funding Opportunity Announcements
FOAs include all NIH PAs and RFAs.
Identify FOAs using…NIH Guide http://grants.nih.gov/grants/guide/index.html
Grants.gov http://www.grants.gov/
Ex. RFA-RM-06-005PAR-06-093
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Funding Opportunity Announcements
PA-06-309
Grants.gov application download site
Parent R21 (with AECOM info)
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Preparing an Application
Only the specific application package associated with an FOA can be used to apply. Some fields of the application are pre-filled from the announcement.
The forms must be filled out according to the accompanying application guide and any specific guidelines in the announcement..
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All mandatory Grants.gov fields are high-lighted and denoted with an asterisk.
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However, there are application fields not marked as mandatory on the federal-wide form but that are required by NIH.
For example, the credential field of the R&R Senior/Key Person Profile component MUST contain the PI’s assigned eRA Commons User ID for NIH to process the application submission.
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Preparing Text Attachments
NIH only accepts attachments in PDF format. Do not put special characters in file names.
Disable all security features in the PDF document.
Do not send PDF documents with editable fields.
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WARNING!!When savings changes to a PureEdge application file, check both name and location of new file.
Saves following PDF attachment may be made to the PDF source folders. This can result in storage of proposal components in multiple files.
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Consult the Grants.gov application guide
180 very helpful pages
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Submit Internal Forms
General procedures for internal approvals have not changed.
Failure to submit GA6742 at least eight (8) working days prior to agency deadline may make successful electronic submission impossible.
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Submit Internal Forms
GA6742 must be accompanied by:
1) detailed budget, 2) modular budget narrative or budget
justification, 3) SF424 cover (2 pages), 4) PHS 398 cover supplement* (2 pages), 5) PHS 398 Checklist* (2 pages), 6) any other relevant documentation.
*part of PureEdge SF424 package
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Note:PI signatures on grant applications are no longer necessary. However, NIH will soon require all institutions to maintain a written certification with unique PI signature and date in support of the submission of the specific application.
AECOM’s internal grant approval form GA6742 will soon be updated to include a new assurance page requiring PI signature.
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Submit application via Authorized Organizational Representative (AOR)
AORs submit grant applications on behalf of institutions seeking federal funding.
Each academic department will have an administrator serving as an AOR.
Departmental administrators must request AOR designation by completing the 3 step process outlined at http://www.grants.gov/Register
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Submit application via AOR
Principal investigators will transfer completed application files to his/her department’s AOR for proposal submission.
Plan to submit as early as possible.
If a department does not have a designated AOR, the PI will transfer the application to Grant Accounting for submission.
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Submit application via AOR
No proposal will be submitted to NIH via Grants.gov prior to final approval of internal form GA6742.
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Monitor Application Progress
Once the application has been submitted, Grants.gov and eRA Commons will send a series of status Email notifications.
Grants.gov sends notifications to the AOR only; eRA Commons sends notifications to the AOR/SO and the PI.
Email can be unreliable – applicants should proactively check the status of their applications in eRA Commons after submission.
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Application Received byGrants.gov
Tracking No.
Time stamp
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PI and SO must log into NIH Commons to check proposal status. Error and warnings will be displayed.
Errors must be corrected and a new application submitted.
Warnings do not require corrections.
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Once all errors are corrected, a grant image is generated and made available for viewing by the PI and the Signing Official (SO).
NIH is expected to announce the elimination of the current requirement for PI and SO verification/approval of the grant image.
Instead, either PI or SO may reject the error-free proposal within 48 hours of its availability on NIH Commons. If a proposal is not rejected, it will continue forward to review.