1.0 Purpose: To present the procedures for the processing of a Grants.gov application. 2.0 Procedure: Grants.gov application 2.1 Responsibility: Principal Investigator (PI) 2.1.1 Searches for Funding Opportunity. 2.1.2 Downloads applicable software (Adobe, PureEdge or Citrix). 2.1.3 Downloads application package. 2.1.4 Completes application package. 2.1.5 Saves application to desktop or CD, thumb drive, etc. and to the U drive using the following naming convention: Sponsor_ProjectTitle_SubmissionDeadlineDate (ex. NIH_feverinfantsresearch_060106). 2.1.6 Notifies Grant and Contract Officer when application has been saved to the U drive. 2.1.7 Completes Extramural Routing Sheet. 2.1.8 Forwards application to departmental/school signatories with required routing documents (see page 4 below) 2.1.9 Forwards signed Extramural Routing Sheet and paperwork to SPA. 2.1.10 Make necessary changes to file as recommended by Officer. Note: All changes should be made and saved to the file saved on the desktop, CD, thumb drive, etc. 2.1.11 Deletes the previous file located in the pending folder on the U drive and resaves or uploads the corrected/revised file to the U drive by noon of the deadline day. 2.2 Responsibility: SPA Pre Award 2.2.1 Receptionists logs in routing material. 2.2.2 Grant and Contract Officer codes routing material. 2.2.3 Grant Specialist creates folder and forwards to officer. 2.2.4 Officer accesses the U drive to review file and checks routing for proper certification. 2.2.5 Officer contacts PI via email with results of review. 2.2.6 If corrections need to be made by the Officer, the file on the U drive should first be saved to the desktop, CD, thumb drive, etc. Corrections should be made to the file located on the desktop. 2.2.7 Delete the file currently located on the U drive. Re-save or upload the corrected/revised file located on the desktop to the pending folder on the U drive. 2.2.8 Officer completes the following before submitting: 2.2.8.1 Enters the Application Filling Name on the Application Cover sheet using the following naming convention: Sponsor_PIlastname_Sequencenumber. Ex. NIH_Wagner_20952 2.2.8.2 Enters the sequence number in the Applicant Identifier field on the SF424R&R. 2.2.9 Forward file to Executive Director for submission approval. 2.2.10 Officer submits the application to Grants.gov. (see work-around below) 2.2.11 Officer prints the confirmation sheet and places on top of the file. Forwards file to specialist. 2.2.12 Specialist accesses the OGC mailbox to retrieve Grants.gov emails. 2.2.12.1 First email indicates that the application has been received by Grants.gov and is being validated. This is the only email that includes the Application Filing Name (see 2.2.8.1 above) and the Grants.gov tracking number. Specialist should forward the email to the applicable officer and place email in the office file. See example 2.2.9.1 below. Date: 1-29-09 Rev. No. 01-2 Page 1 Created by S.Wright
2.2.12.2 Second email indicates that application has been received and validated. Specialist should forward the email to the applicable officer. See example 2.2.9.2 below. 2.2.12.3 Third email indicates that the application has been retrieved by the agency. Specialist should forward the email to the applicable officer. See example 2.2.9.3 below 2.2.12.4 Specialist should notify officer at the end of each day if no Grants.gov email has been received. Specialist should also notify officer at the end of the day if the second (validation) email from Grants.gov has not been received. 2.2.12.5 Officer should monitor these submissions closely. Follow up to Grants.gov help desk should be made if validation email is not received. 2.2.12.6 After the agency (i.e. NIH) retrieves the application an automatic email will be sent to the PI and the OGC mailbox. The first email which indicates that the application has been received should be printed and placed in the file. See NIH example of email below. Specialist should electronically forward all agency (NIH) emails to Officers. 2.2.12.7 Officer should view the agency emails and work with the PIs to resolve all errors. 2.2.12.8 If application receives only warnings, the PI should decide if resubmission occurs (see 2.2.10.1) 2.2.12.9 After two day agency window has passed agency sends an automatic email to indicate that application has now advanced to the next step (i.e. referral). See last email below. 2.2.13 Rejecting Application: 2.2.13.1 When all errors have been corrected, the Commons assigns an Accession Number (i.e. AN00000). The reject button becomes available at this time. The processing of the application will continue until the application is rejected. 2.2.13.2 If the PI desires to resubmit at this point the prior application must be rejected using the reject button. 2.2.13.3 Officers will be required to provide justification as to why the application is being rejected. 2.2.13.4 Specialist should print the rejection email and place in the Pending file. 2.2.14 To submit an application again: 2.2.14.1 Officer revises SF 424 R&R to reflect change/corrected application (box # 1) and enters the previous Grants.gov tracking number in box # 4 (Federal Identifier). 2.2.14.2 When the application type Resubmission (e.g. revised applications) is required to be submitted again, change/corrected application must be reflected in box #1 Please DO NOT REPLACE THE AGENCY ASSIGNMENT NUMBER WITH THE PREVIOUS GRANTS.GOV TRACKING NUMBER. The previous agency assignment number must remain in box #4. 2.2.14.3 Specialist follows same procedure for emails as outlined above. Updating Image Trax with new tracking numbers. 2.2.15 After final submission: Officers log into Commons to retrieve Accession Number and forwards to the specialist to update to Image Trax. 2.2.15.1 Upon receipt of the era Notification email (see era notification email below) officer should access era Commons and retrieve the Agency Assignment Numbers. 2.2.15.2 Officers forward the Agency Assignment Numbers to Specialist. Date: 1-29-09 Rev. No. 01-2 Page 2 Created by S.Wright
2.2.15.3 Officer accesses the pending folder and deletes all application files and correspondence. 2.2.15.4 Specialist updates image Trax and InfoEd with Agency Assignment #, moving the Grants.gov tracking # to the comments field in Image Trax. 2.2.16 Award Notification received: 2.2.16.1 Officers access the era Commons and prints the complete applicaton. 2.2.16.2 Officer and specialist follow normal account establishment procedures. Date: 1-29-09 Rev. No. 01-2 Page 3 Created by S.Wright
To facilitate the review of your Grants.gov submission proposal, the following items should accompany a fully signed Extramural Routing Sheet: SF 424 (R&R) PHS 398 Cover Page Supplement (where applicable) PHS 398 Checklist Research & Related Other Project Information Facilities & Other Resources Equipment Project Summary Biographical Sketch for PI/PD and all Key Personnel Research & Related Project/Performance Site Location(s) PHS 398 Modular Budget (if applicable) Research and Related Budget (if applicable).* *Note: a detail budget is still required for internal purposes. You may complete the Research and Related Budget for this purpose. After completion, the budget should be left in the Optional Documents Section and NOT moved to the Optional Completed Documents for Submission. Date: 1-29-09 Rev. No. 01-2 Page 4 Created by S.Wright
From: To: Date: Subject: <support@grants.gov> <ogc@mail.mcg.edu> Thu, Jun 1, 2006 8:45 AM Grants.gov Submission Receipt GRANT00111844 Example of 1 st E-mail, 2.2.9.1 Your application has been received by Grants.gov and is currently being validated. Your submission was received at 01-Jun-06 08:33:02 AM EDT Type: GRANT Grants.gov Tracking Number:GRANT00111844 We will notify you via email when your application has been validated by Grants.gov and is ready for the Grantor agency to retrieve and review. DUNS Number: 9666686910000 Application Name: NIH_Barbeau_21105A Opportunity Number: PAR-06-358 Opportunity Name: Planning Grants For Translational Research For The Prevention And Control Of Diabetes And Obesity (R34) AOR Name: Betty Aldridge https://apply.grants.gov/applicantlogingetid Thank you. Customer Support http://www.grants.gov 800-518-GRANTS PLEASE NOTE: This email is for notification purposes only. Please do not reply to this email for any purpose. https://apply.grants.gov Date: 1-29-09 Rev. No. 01-2 Page 5 Created by S.Wright
Example of 2 st E-mail, 2.2.9.2 From: To: Date: Subject: <support@grants.gov> <ogc@mail.mcg.edu> Thu, Jun 1, 2006 8:58 AM Grants.gov Submission Validation Receipt for Application GRANT00111844 Your application has been received and validated by Grants.gov and is being prepared for Grantor agency retrieval and review. Type: GRANT Grants.gov Tracking Number:GRANT00111844 We will notify you via email when your application is ready to be retrieved by the Grantor agency. Thank you. Customer Support http://www.grants.gov 800-518-GRANTS PLEASE NOTE: This email is for notification purposes only. Please do not reply to this email for any purpose. https://apply.grants.gov Date: 1-29-09 Rev. No. 01-2 Page 6 Created by S.Wright
Example of 3 rd E-mail, 2.2.9.3 From: To: Date: Subject: <support@grants.gov> <ogc@mail.mcg.edu> Thu, Jun 1, 2006 9:18 AM Grants.gov Grantor Agency Retrieval Receipt for Application GRANT00111844 Your application has been retrieved by the Grantor agency and is currently being reviewed. Type: GRANT Grants.gov Tracking Number:GRANT00111844 We will notify you via email when your Grantor agency has assigned an Agency Tracking Number to your application. Thank you. Customer Support http://www.grants.gov 800-518-GRANTS PLEASE NOTE: This email is for notification purposes only. Please do not reply to this email for any purpose. https://apply.grants.gov Date: 1-29-09 Rev. No. 01-2 Page 7 Created by S.Wright
Example of Validations Complete/Check Assembled Application E-mail From: eranotifications@mail.nih.gov To: <ogc@mail.mcg.edu> Date: Thu, Jun 1, 2006 9:20 AM Subject: Validations Complete/Check Assembled Application, Grants.Gov Tracking Number GRANT00111844, PI Barbeau, Paule - Warnings Only NIH has received the electronic application titled "The Junior Heritage Physical Activity Project for Youths" that was submitted through Grants.gov. One or more warnings have been generated for the application; these warnings will not block processing of the application. To view the warnings, log in to the era Commons at https://commons.era.nih.gov/commons/ with your username and password. Select the "Status" tab. Find the Application ID with the correct Grants.gov tracking number. You will see "esubmission Error" in the Application Status. To see a list of all warnings associated with the application submission and to view the assembled application, click on the Grants.gov tracking number. Please review the assembled application within the next two business days (i.e., Monday-Friday; includes holidays). If you wish to go forward with the warnings, and the assembled application is acceptable, no action is required. If you wish to address the warnings, or the application does not correctly reflect your submission (e.g., missing or garbled text), the Signing Official (SO) has the authority to stop the application from moving forward. To stop the application, the SO should click on the Reject eapplication link on the Status hitlist. The SO will be asked to include comments; these comments will be included in an e-mail that will be sent to the PI and to the SO. Once corrections have been made, the entire corrected application can be submitted (select the Changed/Corrected Application Type of Submission) through Grants.gov. If the SO does not explicitly stop the application within two business days (i.e., Monday-Friday; includes holidays), it will automatically move to the referral process. Once the application has moved to referral, all subsequent corrections must be addressed through your assigned Scientific Review Administrator. Note that if the application correctly reflects your submission and you choose to stop the application from moving to referral, any subsequent application submissions that occur after the submission deadline will be subject to the late policy. If you have any questions about this email, please contact the era Helpdesk via Web Support at http://ithelpdesk.nih.gov/era/. If you have any questions about this email, please contact the era Help Desk at 1-866-504-9552 (tty: 301 451-5939) or commons@od.nih.gov. Date: 1-29-09 Rev. No. 01-2 Page 8 Created by S.Wright
Example of Auto Verified Electronic Application E- mail From: <commons@od.nih.gov> To: <ogc@mail.mcg.edu> Date: Tue, Jun 6, 2006 12:02 AM Subject: era Commons: NIH has auto verified electronic application AN # 2932538; PI: BARBEAU, PAULE ; Title: The Junior Heritage Physical Activity Project for Youths NIH has received Grant Application titled: The Junior Heritage Physical Activity Project for Youths; at least 2 business days have passed. Grant Application has now advanced to the next step, Referral. You can view and track the status of this Grant Application via Status module in era Commons (log into era Commons and click Status on the top blue menu bar). If you have any questions about this email, please contact the era Help Desk via the web at http://ithelpdesk.nih.gov/era/, by phone 1-866-504-9552 (tty: 301-451-5939) or commons@od.nih.gov <mailto:commons@od.nih.gov>. Date: 1-29-09 Rev. No. 01-2 Page 9 Created by S.Wright
>>> <era_notification@od.nih.gov> 11/18/2008 10:56 PM >>> November 18, 2008 Dear Dr.BERGSON: era Notification email Your grant application entitled "Plasticity in Adolescence and the Development of Emotional Control Mechanisms" has been received by the National Institutes of Health and assigned to a Scientific Review Group (SRG) for scientific merit evaluation and to an Institute/Center for funding consideration. Specific information about your assignment is available on the NIH era Commons website at https://commons.era.nih.gov/commons/. Log in with your username and password. Then select the "Status" menu item, retrieve the grant application, and click on the Application Id link available in the result set. A roster of the membership of the Scientific Review Group is located at the following website: http://era.nih.gov/roster/index.cfm The initial peer review should be completed by the end of March 2009 and a funding decision made shortly after the appropriate National Advisory Group meets in May 2009. Questions about the assignment should be directed to the Scientific Review Administrator (SRA) or the Division of Receipt and Referral, Center for Scientific Review at (301) 435-0715. Other questions prior to review should be directed to the Scientific Review Administrator and questions after the review to the program staff in the Institute/Center. IMPORTANT NOTICE: Please review the information on human and animal subjects research located at: http://grants.nih.gov/grants/peer/hum_anim_notice.pdf as these requirements will affect the priority score on your application. Date: 1-29-09 Rev. No. 01-2 Page 10 Created by S.Wright
Submission Work-Around Save Application to your desktop. Open your internet browser and minimize so that you can access the application file. Left click on the Application and drag into the body of the open browser. Log-in screen should immediately appear. Enter log-in and proceed with submission Note: this does not work for all PCs. Date: 1-29-09 Rev. No. 01-2 Page 11 Created by S.Wright