National Institutes of Health eSubmission Tips eSubmission Tips Sheri Cummins NIH electronic Research Administration eRA Customer Relationship Manager External Services – eSubmission & eRA Commons Webinar November 25, 2008
National Institutes of Health
Feb 25, 2016
eSubmission Tips. National Institutes of Health. Sheri Cummins NIH electronic Research Administration eRA Customer Relationship Manager External Services – eSubmission & eRA Commons Webinar November 25, 2008. eSubmission Process. PI. PI. AOR/SO. - PowerPoint PPT Presentation
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eSubmission TipseSubmission TipsSheri Cummins
NIH electronic Research AdministrationeRA Customer Relationship Manager
External Services – eSubmission & eRA Commons
WebinarNovember 25, 2008
eSubmission Process
AOR/SOPI
Find Funding Opportunity
Announcement (FOA) and download
instructions and form package.
PI prepares application
per FOA and application instructions and sends it to AOR for
submission.
Authorized Organization Rep (AOR)
submits application to Grants.gov.
eRA retrieves application
from Grants.gov and
checks it for compliance
with application instructions.
PI and AOR/Signing Official
(SO) check submission
status and, if no errors, view assembled
application in eRA Commons.
PI
TIP: Complete registrations well in advance of deadline
• Two separate registrations– Grants.gov - organizations only; AOR– eRA Commons – organization SO & PD/PI
• “Good Faith” Effort - Start Commons registration 2+ weeks before deadline and you won’t be penalized for NIH caused delay if registration not complete
• If same person is both SO and Principal Investigator (PI), two separate accounts (one with each role) are required
START EARLY! Can take 2–4 weeks; up to 8 weeks for newly established or foreign businesses
TIP: Follow All FOA & Application Guide Instructions
Funding Opportunity Announcement (FOA)•May include announcement-specific instructions•FOA instructions take precedence over application guide
Application Guide•Agency-specific instructions are marked with the HHS logo
TIP: Download new application package for each submission round
Work from a fresh application package for each submission deadline to avoid issues.Many changes to the electronic forms will be made in 2009 and 2010.
Each new form change renders old application packages unusable.
Coming eSubmission Form Changes…•Submission deadlines after Jan. 7, 2009
– Move from PureEdge to Adobe forms•Submission deadlines after May 7, 2009
– Updates to SF424 (R&R) and PHS 398 forms resulting from new OMB clearance and reporting requirements
•2010– Updates to PHS 398 forms to support peer review initiatives
NIH Transition to Adobe Forms
FEBOCT JANDECNOV
* Most receipt dates on or after Jan 1, 2009 must use Adobe, except… Small business (R41,R42, R43, R44) and conference (R13/U13s) grant
applications with Jan. 7, 2009 AIDS submission deadlines FOAs expiring on or before January 31, 2009 will continue to use Pure Edge
until the expiration date.
Small Business applicants will use PureEdge for Jan. 7 AIDS deadline
Many grant programs switch to Adobe forms beginning Jan. 1 - NOT Small Business or Conference Programs
Adobe forms available for Small
Business & Conference FOAs
TIP: Check Commons Status & Correct Any Errors
• Errors stop application processing and must be corrected
• Warnings do not stop application submission and are corrected at the discretion of the applicant
Error Correction Window: NIH allows on-time applicants to correct errors/warnings during the 2 business days after the submission deadline. Only changes to address identified as errors/warnings allowed. Must include cover letter indicating changes.
Most Common Application Errors
• Missing email in SF424 (R&R) Applicant Information section (box 5)
• Missing PD/PI Commons Username in Credential field of Sr/Key Person Profile form
• Missing Organization Name for all Senior/Key Persons in Sr/Key Person Profile form
• Improper attachment format - NIH requires PDF• Including Sr/Key Persons in R&R Budget without
any effort recorded in calendar months or combination of academic and summer months
Avoiding Common Errors: http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm
TIP: Don’t wait until the last minute –submit early!
• Many applicants need at least two submission attempts to complete the submission process – build this time into your schedule – don’t depend on error correction window
• You will compete for system and help desk resources if you wait until the last minute to submit
TIP: View Entire Application in eRA Commons
If you can’t VIEW it, we can’t REVIEW it!
Application Viewing Window: 2 business days after application is assembled & before submission considered complete
TIP: Get Connected to receive notifications of process/policy changes and contingency alerts
• NIH uses the NIH Guide for Grants & Contracts and listservs to notify the community of:– Policy/process changes– Contingency alerts resulting from large scale
system issues during submission deadlines
NIH Guide for Grants & Contracts•http://grants.nih.gov/grants/guide/index.html •Subscribe to weekly email of new postingshttp://grants.nih.gov/grants/guide/listserv.htm
SBIR/STTR listserv•http://grants.nih.gov/grants/funding/listserv.htm
TIP: Use Help Desks & Document Issues
• Use help desk resources to address issues– Best equipped to assist you– Provides important documentation of your
issues and actions taken to address them– Especially important if issue threatens on-time
submission
eRA Commons Help DeskWeb support: http://ithelpdesk.nih.gov/eRA/Phone: 301-402-7469Toll Free: 866-504-9552TTY: 301-451-5939Hours: M-F, 7am-8pm ET
Grants.gov Contact CenterPhone: 1-800-518-4726Hours: M-F, 7 am-9 pm ETEmail [email protected]
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