Overview of the Grant.gov submission at UAB

1. Electronic SubmissionsPresented by:Timothy M. ParkerAssociate DirectorOffice of Sponsored Programs Overview of the Grant.gov submission at UAB

2. Electronic SF424 Application Submission Process Roles ofAOR/SO and PI in electronic submission Find opportunity and download package Check submission status in Commons Submit application to Grants.gov Verify Prepare application Prepare to apply If errors found, OSPsubmits changed/ corrected application to Grants.gov Registers at Grants.gov and Commons Submits application to Grants.gov Reviews the draft and final versions of the SF424 application package. Authorized Organizational Representative (AOR)/Signing Official (SO) in OSP OSP helps PI And others to Register in Commons; Updates Institutional Profile If errors found, OSP and PI correct the application Finds and downloads opportunity- specific application from Grants.gov or NIH Guide Prepares SF424(R&R) application package; sends completed package to AOR in OSP Verify application and if no errors then Registers in Commons through OSP; Updates Personal Profile Principal Investigator (PI) Check status of application in Commons Submission complete

3. Registration • Grants.gov • UAB is already registered as an Organization. • OSP Officers have the (AOR) Authorized Organization Representative role which provides authority to submit proposals. • No registration needed in order for the PI to either find opportunities or to download forms from Grants.gov. • eRA Commons • UAB is registered as an Applicant Organization. • OSP Officers have the (SO) Signing Official role. • OSP assigns and affiliates roles for PD/PI, ASST, Postdoc's, Trainees, Graduate Student, and Undergraduate Student • OSP has a form that can be completed to request roles as shown on the next page.

4. http://www.uab.edu/osp/images/OSP_PDF/PI_Account_for_the_eRA_Commons.pdfhttp://www.uab.edu/osp/images/OSP_PDF/PI_Account_for_the_eRA_Commons.pdf

5. Find the Solicitation • IRAP’s SPIN application can either be found at the following website or in IRAP as shown on the next slide. • http://www.uab.edu/era/presentations/Documents/InfoEd_SPINPlus.pdf

6. Find the Solicitation • https://irap.uab.edu/main.asp

7. Find the Solicitation • Solicitations can also be found at grants.gov. • http://www.grants.gov

8. Find the Solicitation

9. Announcement Guidelines Carefully read the entire announcement!! Key Entries: • Release/Posted Date: package and instructions available for download • Application Submission/Receipt/Due Date: applications must be submitted by 5:00 p.m. local time • Opening Date: systems begin accepting applications • Expiration Date: announcement closed • Section IV. Application and Submission Information • Includes FOAs-specific submission instructions • Instructions in FOA trump instructions in the SF424 application guide

10. Know Your Deadlines • Sponsor • October 5, 2013 (NIH recommends a submission be at least 2 business days prior to the deadline - October 3, 2013) • Office of Sponsored Programs • Draft (7 business days before) September 26, 2013 • Final (3 business days before) October 2, 2013 • Departmental • Collaborators (Review times similar to UAB’s) • Principal Investigator

11. Identify the Application Package from within the Program Announcement • http://grants.nih.gov/grants/guide/pa-files/PA-13-302.html

12. Identify the Application Package

13. Know Your Sponsor Requirements

14. Know Your Sponsor Requirements • SF424 (R&R)Application Guidefor NIH and Other PHSAgencies • A guide developed and maintained by NIH for preparing and submitting applications via Grants.gov to NIH and other PHS agencies using the SF424 (R&R)

15. SF424 (R&R) Application Guide • You will find instructions within the guide addressing issues such as: • File Name • Save all files with descriptive file names of 50 characters or less and be sure to only use standard characters in file names: A through Z, a through z, 0 through 9, underscore (_), hyphen (-), space ( ), and period (.). Do not use any other special characters (example: “&”, “*”, “%”, “/”, and “#”) or spacing in the file name. • Font • Paper Size and Page Margins • Page Formatting • Figures, Graphs, Diagrams, Charts, Tables, Figure Legends, and Footnotes • Grantsmanship • Use English and avoid jargon. • If terms are not universally known, spell out the term the first time it is used and note the appropriate abbreviation in parentheses. The abbreviation may be used thereafter. • Page Limits (as shown on the next slide)

16. SF424 (R&R) Page Limits

17. Know Your Sponsor Requirements Software Adobe Reader • Only Specific Adobe Reader versions are compatible with Grants.gov forms. • You can verify if you have a compatible version of Adobe Reader installed on Grants.gov. PDF conversion program • Attachments must be converted to PDF Grants.gov download software page http://www.grants.gov/help/download_software.jsp

18. Know Your Sponsor Requirements

19. Application Guide

20. SF424 Form Comparison Form-B2 Form-C

21. Navigating Application Forms • Grant Application Package includes all appropriate forms, components that are required (mandatory) and those that are optional. • Some forms listed as optional are actually mandatory. Click on form and then complete the open form. • Fields shaded in yellow and highlighted in red are mandatory!

22. Completing the Application General Tips: • Follow FOA-specific guidelines • Complete the SF424 (R&R) form first – information from this form populates some fields in other forms within the package. • Do not cut & paste from any electronic documents into form fields. This will cause an error. • Use PDF formatted files for all attachments • Do not use Portfolio or similar features to bundle multiple files into a single PDF • Disable security features like password protection • Keep file names to 50 characters or less and use only letters, numbers, hyphen(-), period (.) and underscore (_) • Do not include headers or footers • Follow guidelines for fonts and margins

23. SF424 (R&R) Type of Application • Item 8, Type ofApplication- • New is an application submitted for the first time • Resubmission is a revised or amended application to address reviewer feedback • Renewal is used when competing for additional years of funding to continue project. • Continuation NIH does not use the SF424 R&R for continuation applications. • Revision request for additional funds to expand scope

24. Avoiding Common Errors Watch for fields that are required by NIH but not marked requiredon federal-wide forms • Provide correct Type of Submission (box 1), Federal Identifier (box 4), and Type of Application (box 8) information on the SF424 (R&R) cover form • Contact email on SF424 cover • Credentials field for PD/PIs on R&R Senior Key Person Profile form • Organization Name for all entries on R&R Senior Key Person Profile • Role of Co-PD/PI is not used by NIH • If Submitting a Multiple-PD/PI application, please assign all PIs the PD/PI role on the Senior Key Person Profile

25. Avoiding Common Errors (contd.) • All attachments should be in PDF format • Virus-free • Have file names of 50 characters or less • Save all files with descriptive file names of 50 characters or less and be sure to only use standard characters in file names: A through Z, a through z, 0 through 9, underscore (_), hyphen (-), space ( ), and period (.). Do not use any other special characters (example: “&”, “*”, “%”, “/”, and “#”) or spacing in the file name. • Answering “Yes” to the Human Subjects question on the R&R Other Project Information form makes the attachments in the Human Subjects section of the PHS 398 Research Plan required • Follow the page limits specified in the FOA and application guide.

26. Avoiding Common Errors (contd.) • If a Research & Related Budget is used: • the Project Role on the Research & Related Senior/Key Person Profile must match exactly the Project Role on the Budget pages. • Include effort > 0 for all Personnel listed on R&R Detailed Budget • Effort (Person Months) is required for each year. • The Indirect Cost Base is required • Again - All yellow fields with red borders must be completed.

27. SF424 Application Package Make sure you have the correct application package. FOA information is automatically populated and not editable. Refer to the Guidance Template PA-13-302-Forms-C.pdf for other information in completing the SF424 for an R01.

28. Required Documentation

29. Required Documentation – SF424 Application

30. Review Summary • To: PI, Contact Person & Award Manager • From: Officer / Specialist • Subject: OSP Assigned Number 000450000 – Submission Review Complete • Investigator / Sponsor: PI / NATIONAL INSTITUTES OF HEALTH • OSP Reviewer: [ Officer / Specialist name and email address ] • Project Title: • ************************************************************************************************************** • The review of your submission has been completed by an OSP Officer. This notification is to provide any comments, changes or required corrections that are necessary prior to submission to the sponsor. Please carefully review the reviewer's notes listed below, and make the appropriate changes. • NOTE: Please be aware that all key / responsible personnel must have a current disclosure on file with the Conflict of Interest office for this submission to be submitted to the sponsor. If you have questions, please contact the Conflict of Interest office @ 5-9691. • Pease read and follow the instructions of the program announcement (PA) or (FOA) carefully before completing the application package. Please correct the items that are checked below. • Application Filing Name – PI’s last name, first name, OSP Assignment Number • Item 4a – Federal Identifier - Since this is a renewal/resubmission application, please provide the grant number for the previous segment/submission, and include only the IC and serial number (e.g., CA987654)

31. Submit • In order for an Applicant Organization to submit proposals to NIH both the Grants.gov Authorized Organization Representative (AOR) and eRA Commons Signing Official (SO) roles are required. • Only the Office of Sponsored Programs (OSP) has the UAB employees that have both roles. • Please remember that an error free proposal, extramural checklist, responsible personnel list (RPL), the Conflict of Interest Ok to Submit and sufficient time are required to have a successful proposal submission.

32. Track Status – eRA Commons • Applications are picked up by eRA Commons and checked against application and opportunity instructions • Emails from eRA commons are sent to the SO, PI and the contact person listed on the SF 424 (R&R) form • Examples of emails are as follows: • Validation complete, check assembled application • Validation complete, check assembled application – Warnings only • Action required – Errors and/or Warnings • Action required – Missing or invalid eRA Commons Username (sent to the SO) • Action required – System Error (sent to the SO)

33. eRACommons Errors/Warnings • Errors do stop the processing of the application and errors mustbe corrected. • Warnings donotstop the processing of the application. They can be corrected at the discretion of the applicant if it is within the correction window. • Each withdrawal and change correction carries some risk of not being submitted.

34. View Application Image Once an error-free application is received, the eRA system will: • Assemble the grant application image • Insert headers & footers • Bookmark important sections • Generate Table of Contents • Post the assembled application image in the PD/PI’s eRA Commons account

35. View Application Image (cont.) Once the application is in the eRAsystem: • Please carefully review the entire application. • This is your chance to view/print the same application image that will be used by Reviewers! • There is a two-business-day application viewing window (i.e. the time an applicant has to view the electronic application image in eRA Commons upon NIH’s receipt of an error-free application). Applicants still will be able to view their application and reject and submit a corrected application prior to the submission deadline. • Remember that all applications submitted after 5 p.m. local time of the applicant organization on the due date will be subject to the NIH late policy and may not be accepted for review.

36. Questions