SUPPLEMENT TO GENERAL HINTS AND TIPS NIH – Specific Grants.gov hints and tips
WHAT MAKES NIH GRANTS.GOV SUBMISSIONS TRICKY? Once a file is submitted through Grants.gov, it is held there until retrieved by the agency. In the case of NIH, the eRA Commons performs a more specific and detailed electronic check of the application against the instructions in the application guide and funding opportunity announcements. If the application passes the validation check, the forms are compiled to resemble a standard NIH application and uploaded to the NIH Commons and assigned an Accession number. At the same time, NIH sends an email to the OCGA Grant Analyst and PI notifying them of the status of the application. If the application does not pass the Commons validation check, NIH sends the OCGA Analyst and PI an email saying there are error messages or warnings that they must address. The application is not compiled or posted and the reference number assigned to it is the Grants.gov Tracking Number. The Grant Analyst and PI can log onto the eRA Commons to view the error codes and warnings. Warning: Warnings do not stop the application from being accepted by the Commons eRA System; however, each warning should be looked at carefully to avoid delays or issues later on in the peer review process. Some warnings may still require correction and resubmission. Error message: All errors must be fixed to complete the submission process. Generally, errors will indicate significant inaccuracies, inconsistencies, omissions, or incorrect formatting that has been identified in the body of the application. Resubmission of technically unsatisfactory applications (those which generate ERRORS in the NIH eraCommons) must be resubmitted via Grants.gov and by the program deadline. Corrected applications sent late must include a cover letter requesting acceptance of the late submission according to NIH late submission policies. NIH has created a booklet handbook titled: “Notes, Tips and Validations for Grants.gov Components” which clearly delineates what can cause errors or warnings in the commons, and tips to avoid them. The guide can be found at: http://era.nih.gov/ElectronicReceipt/files/SF424RR_Validations.pdf. Verification Process: The verification process is now a “passive” process in which both the PI and Signing Official (SO) view the application and possible warning notices and decide whether to accept or reject the compiled application. If both the PI and SO find nothing to correct, the application automatically goes to Referral after two calendar days from the time of notification/posting of the application in the e -submission site of the Commons. Ultimately the SO and PI are notified of the Referral status. Several weeks later another e -mail notification informs the SO and PI of the assignment of the proposal to an Internal Review Group (IRG). At that point the customary proposal review process begins. If after viewing the compiled proposal, the PI wishes to reject the proposal and resubmit, NIH instructs the PI to work with the SO to resolve the issue(s). Only the SO may reject and resubmit the Corrected/Changed application. Any resubmission after the deadline requires a cover letter explaining the reason for the late submission.
PLEASE NOTE: NIH instructions state that a proposal should be rejected only if there are technical problems, e.g., unreadable documents. Problems such as missing information should be handled after the proposal is assigned to an Initial Review Group (IRG). At that time, the PI may contact the Review Administrator to resolve the programmatic issues. 1. The PI MUST register in the NIH with a PI account affiliated with UCLA. PIs with reviewer accounts should confirm that they have accounts as UCLA PIs. OCGA will establish a PI account but it may take up to 48 hours to become active so be sure to register at least two weeks before the submission deadline. You cannot submit without an affiliated PI account established by UCLA because the DUNS number for UCLA must be associated with the User ID for the PI.
Download the agency/program instructions first and read through either prior to completing the forms or as you progress from form to form.* Use the Funding Opportunity (PA) number to find the FOA in Grants.gov. You can also locate the PA in an NIH Funding Opportunity search or by Google. If eligible to submit electronically, the FOA will contain a link (button) to download the application package. *Note, Two versions of the application guides are currently available, each corresponding to a version of the SF424 (R&R) forms. Version 1 of the application guide corresponds to the original SF424 (R&R) forms and continues to be used for funding opportunities posted before June 15, 2006 unless and until such opportunities are reposted. The “Competition ID” field of the forms package is blank if Version 1 is being used (see illustration below) - Grants.gov Application Guide SF424 (R&R) Version 1 can be obtained at: http://grants.nih.gov/grants/funding/424/index.htm
Version 2 of the application guide must be used with funding opportunities using Version 2 of the SF424 (R&R) forms. These funding opportunities are clearly noted as “Version-2-Forms” in the "Competition ID" field of the forms package (see illustration below). Grants.gov Application Guide SF424 (R&R) Version 2 can be obtained at: http://grants.nih.gov/grants/funding/424/index.htm
3. You now have a PureEdge file with two links, one for the instructions and one for the application package. The instructions link is the URL for the NIH Grants.gov Guide located on the NIH Forms and Applications website. Since 1. this guide is constantly being modified, it is best to access the instructions electronically – do not print it. If this program is in response to a specific PA or RFA, you will also need to refer to the specific instructions for the program. These instructions can be found via NIH Guide search mechanism or Google. If the PA or RFA cannot be submitted electronically at this time, use the current PHS 398 forms and instructions and send as hard copies. This applies to competitive applications only. Progress reports eligible as e-SNAPs must be submitted via the NIH Commons. 4. Use the forms in the application package. The package contains common use forms adapted by NIH using agency-specific instructions. You cannot use the sample forms from the NIH Forms and Applications site. Additionally, NIH has created agency-specific forms including a modular budget form unique to NIH (http://grants.nih.gov/grants/forms.htm ) The standard detailed budget form is common to many other agencies including NSF. Follow the NIH instructions for its completion. 5. NIH includes fields that are NOT “Mandatory” fields. A field may NOT be yellow, but its completion is required by NIH. For example, there is a field that requires the “Credential/Log in” for the PI and is located in the “Senior/Key Personnel” form. NIH requires the PI’s eraCommons User ID which is necessary for upload to the eraCommons.
6. Common NIH errors and how to correct: (in no special order) A. DUNS number does not match PI User ID DUNS (this information is in the Commons database). PI User ID must be affiliated with UCLA. Contact OCGA. B. Budget totals on cover page do not match totals from the budget pages. Check budget information and correct cover sheet information to match. C. PDF files contain editable fields and/or are password protected. Unprotect file and “print” using PDF writer or consult directions in NIH instructions. D. Defined page length for section is exceeded. Text length may be restricted in the guidelines for the program. Be sure not to include other sections of text that may be uploaded elsewhere. DO NOT include references with the text – these are uploaded in another field. E. NIH-required information is missing, e.g., PI department and division (must contain standard “Face Page” information). Correct by adding in the missing information even if these fields were not “mandatory” in Grants.gov. F. State or Country codes are incorrect – they must be obtained from the dropdown box, not typed in manually.