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Receiving the Award

Receiving the Award. (Nearly) Everything You Wanted to Know about Grants.gov. Thank you . to Stanford University and University of Michigan for use of their excellent resource materials. Sponsored Programs Office Contact Information. Grants Coordinators

reginald-ethelbert
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Receiving the Award

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  1. Receiving the Award (Nearly) Everything You Wanted to Know about Grants.gov

  2. Thank you to Stanford University and University of Michigan for use of their excellent resource materials

  3. Sponsored Programs Office Contact Information Grants Coordinators Nancy Becker 472-3601 nbecker1@unl.edu Shelly (Hardies) Cutsor 472-2247 mcutsor2@unl.edu Suzan Lund 472-1930 slund2@unl.edu Julie Poykko-Post 472-6174 jpoykkopost2@unl.edu

  4. Grants.gov: A Guided Tour • Overview of Grants.gov • Using the Grants.gov website

  5. Learning Objectives After completing this session you will be able to do the following: • Identify the five major steps to using Grants.gov to find and apply for federal grants • Configure your computer to use Grants.gov • Download software required to use Grants.gov • Find and download grant application packages • Complete grant application packages • Complete the common forms you may use with Grants.gov • Submit a grant application via Grants.gov.(through OSP) • Find useful resources

  6. Terms • Many terms are used to refer to the same item: – Funding Opportunity Announcement (FOA) – Funding Opportunity Number (FON) – Solicitation – Program Announcement, Announcement • Three terms for same role: – Authorized Official (OR) term used at UNL – Authorized Organizational Representative (AOR) term used by NIH – Authorized Representative (AR) term used by Grants.gov • Instructions for completing an application may refer you to: – the “Application Guide” or – the “Program Announcement” • Terms that refer to the funding provider: – agency – federal agency – sponsor

  7. About Grants.gov • Grants.gov – Replaces paper applications with electronic forms – Requires electronic submission of all federal grant applications – Is the central portal for federal grant announcements and submissions • Users are sponsors: – Non-profits and other federal agencies – State, local, and tribal governments • Users are applicants: – Colleges and universities – Individuals

  8. After completing this session you will be able to do the following: Learning Objectives • Identify the five major steps to using Grants.gov to find and apply for federal grants • Configure your computer to use Grants.gov • Download software required to use Grants.gov • Find and download grant application packages • Complete grant application packages • Complete the common forms you may use with Grants.gov • Submit a grant application via Grants.gov (through OSP) • Find useful resources

  9. Terms • Many terms are used to refer to the same item: – Funding Opportunity Announcement (FOA) – Funding Opportunity Number (FON) – Solicitation – Program Announcement, Announcement • Three terms for same role: – Authorized Official (AO) term used at UNL – Authorized Organizational Representative (AOR) term used by NIH – Authorized Representative (AR) term used by Grants.gov • Instructions for completing an application may refer you to: – the “Application Guide” or – the “Program Announcement” • Terms that refer to the funding provider: – agency – federal agency – sponsor

  10. About Grants.gov • Grants.gov – Replaces paper applications with electronic forms – Requires electronic submission of all federal grant applications – Is the central portal for federal grant announcements and submissions • Used by sponsors – Non-profits and other federal agencies – State, local, and tribal governments • Used by applicants – Colleges and universities – Non-profits and individuals Note: Grants.gov is a central storehouse for information on over 1,000 grant programs, and access to approximately $400 billion in annual awards.

  11. When Must You Use Grants.gov? It depends. Be prepared! – The granting agency you are applying to may require you to submit through Grants.gov now – Each Agency will eventually require submission through Grants.gov according to its own timetable. Current Status: – All federal agencies must post their Funding Opportunity Announcements (FOA) – Submission via Grants.gov is mandatory for some agencies and optional for others

  12. Download Complete Search Grants.gov Overview The PI, Research Administrator, or other person working on the PI’s behalf will: • Search for a • federal funding • opportunity in • Grants.gov by: • Category • Agency • Specific topic • Grant application package • FOA • Instructions • **All 3 are • needed*** The Grant application package

  13. OSP Review OSP Submit PI Route Grants.gov Overview (cont.) OSP Grants Coordinator submits endorsed application package to Grants.gov OSP Grants Coordinator reviews grant application package to ensure all errors that can prevent submission via Grants.gov are corrected • Route grant proposal in NUgrant for submission approval • Send Grants.gov package to OSP via DropBox (http://is.unl.edu/dropbox/)

  14. Note: The Grants Coordinator (GC) will review budgets, formatting, etc. before submitting to Grants.gov. If errors are found, the GC will contact the PI or department administrator and ask them to correct the errors and resubmit the grant application for a second OSP review. Once the application package is correct the GC will submit it to Grants.gov.

  15. Getting Started • Start Early! Start Early! Start Early! • Get familiar with Grants.gov There is no “logon” for Grants.gov, but ensure PI profiles are updated in: – NIH eCommons (for NIH submissions) – NSF FastLane (for NSF submissions) • Configure your computer (see Step 2)! Note: Begin a record in NUgrantand notify your Grants Coordinator as soon as you start an application!

  16. Computer Configuration • MAC • • Using PureEdge for the Mac: • –OS X Ver. 10.4.6 or higher • • All other options: • –OS X Ver. 10.1, 10.2, 10.3, or 10.4. • • 128 MB of RAM • • 10 MB Disk Space • • PowerPC Processor • • Web browser: • –Safari • Windows • • Windows 98, ME, NT 4.0, 2000, or XP • • 500 Mhz processor • • 128 MB of RAM • • 40 MB disk space • • Web browser: • – Internet Explorer 5.01 or higher • – Netscape Communicator 4.5-4.8 • – Netscape 6.1, 6.2, or 7 Go to the Grants.gov Software Download Page http://www.grants.gov/resources/download_software.jsp Verify your computer meets the min. requirements Download PureEdge Viewer

  17. Additional Computer Considerations • Web Browsers: – Mozilla Firefox is a good alternative browser for both platforms! – Download it free from http://www.firefox.com/ • Mac Consideration: – Download ICS PureEdge for the Mac – If you’re upgrading your Mac soon, consider the new Intel Macs using “Parallels” software.

  18. Find a Funding Opportunity Download the Application Package • In Grants.gov select “Find Grant Opportunities” • Choose an Opportunity – Please note, opportunities are CASE sensitive! • Download FOA, Instructions and Application

  19. Search for Funding Opportunities Basic Search: Search on a Keyword, Funding Opportunity Number, or CFDA Number Browse by Category • Agriculture • Housing • Arts • Humanities • Business & Commerce • Information & Statistics • Community Development • Income Security & Social Services • Consumer Protection • Labor & Training • Disaster Prevention & Relief • Law, Justice & Legal Services • Education • Natural Resources • Employment • Regional Development • Energy • Science, Technology & Other R&D • Environment • Transportation • Food & Nutrition • Other • Health Browse by Agency – This includes all federal granting agencies – Some agencies may be listed below others (e.g.: National Institutes of Health is listed under the Department of Health and Human Services) Advanced Search: Combination of the above three search criteria

  20. Additional Info on “Instructions” Instructions come in several forms Some sponsors: • Have general “Grants.gov Application Guides” • Provide different instructions for each research area • Provide specific instructions for each application • Have both general Grants.gov application guides as well as detailed instructions embedded in the solicitation

  21. The Application Package • The “package” is one electronic file • It is downloaded to a computer, not a sponsor server – It can be downloaded to a department server so that multiple people can access it – BUT…only 1 person can work on the file at a time Note: Version control is an issue if more than one person is working on a file – be very careful of version numbers!

  22. Funding Opportunity Summary –What’s Different? • Every solicitation submitted via Grants.gov will have a Funding Opportunity Number • Grants.gov does not provide general numbers for unsolicited proposals • For unsolicited proposals, check with the agency for general numbers (website or program office)

  23. Complete Grant Application Packages We’ll cover: Reviewing common forms PDF tips Providing complete grant application packages to OSP

  24. Completing the Application Package • Save the grant application to your computer – As you work on the application, save frequently! • Complete the application using the instructions attached to that particular FOA package – Don’t copy and reuse an old FOA – Pre-populated info is drawn from the specific FOA • When application is complete, click “Check Package for Errors” button • Do not select “Submit” button – OSP will submit All YELLOW FIELDS must be Completed!

  25. Grant Application Package • The Grant Application Package is one electronic file • Agencies “construct” application packages for each Funding Opportunity Announcement (FOA) using different forms – Forms have data fields as well as sections for attachments • Every electronic application package will have: – A Header Page - First page of the application package – serves as a menu/jump page to get to forms – SF424/424RR which serves as a common cover page for applying to all federal agencies.

  26. A Few Words About PDF… • Many sponsors require attachments to be PDF – a “best practice” is to save all attachments in PDF • Convert to PDF using “Adobe Acrobat” – Choose the “File/Print” option in your document, then choose Adobe PDF from the list of printers • The currently supported version of Adobe Acrobat Reader with Grants.gov forms is 7.0.9 and 8.1.1 Don’t add extra security to your PDF! • For NIH do not add “headers and footers” • Set “Viewing Mode” to Continuous • Other programs can be used – check Grants.gov for a list of programs

  27. Grants.gov forms: Standard information Form Variety*: Applications (even for the same agency) may use different versions of the 424 form. *despite the fact that Grants.gov was to bring consistency Common elements: Some elements must always be put in the forms. However, the placement of the fields may differ.

  28. Information on the Header Form Buttons across the top – use “Save” & “Check Package for Errors,” do not use “Submit” or “Print” Top section – Pre-populated from the FOA – you cannot change it – Confirm Opportunity Number on Header Page matches FOA to which you are responding 3. Application Filing Name (Required field) – Best Practice: Enter the PI last name and sponsor agency initials – there is only room for 40 characters; your Grant Coordinator may add the NUgrant number when it’s assigned 4. Mandatory and Optional Documents (i.e.: Forms) – To open a form, click on the name, then click the [open form] button (can’t double click) – As you complete the forms, select the [close form] button, and you will be returned to this page to save (by clicking the [save] button) – Mandatory Documents: must all be complete and moved to the “Completed” column before submitting the application package to Grants.gov – Optional Documents: may be required by the sponsor, or may really be optional.

  29. Information on the Header Form (cont.) Examples: – If a subaward will be issued on this grant, the Subaward Budget Attachment Form is required; if no subaward is issued, then the form is not necessary – NIH may post the Modular Budget Form under “Optional Documents” but the solicitation may require it to be used – If Optional Documents are completed, be sure to move them to the “Optional Completed Documents for Submission” column ALWAYS check the solicitation for form requirements!

  30. PureEdge Package: Top of the Header Page Check that the agency, opportunity number, and version are correct and current. Do not use a form before the Opportunity Open Date. NIH must have this version Required field The Application Filing Name is an OSP name for tracking the submission. Learn more on the next slide.

  31. The Application Filing Name is an identification name used by OSP to keep track of the application once it is submitted. It is not the same thing as the Project Title shown on the routing form in NUgrant or Item 11 on the Form 424. Still on the header page. . . Application Filing Name Required field • Use the format: • PI’s last name • 3-4 letter sponsor abbreviation (examples: NIH, NSF, NASA) • NUgrant number, if known • For example, Smith NIH 32577 If you do not know all items, use the ones you do know.

  32. Still on the header page. . . Mandatory Documents section All need to be opened and information entered into them. To open, click on name to highlight, and then click “open form.” Do not double click. When complete, move the document to the right by clicking to highlight it and click on the top middle arrow box. You can still open the form even if it is moved to the right—no need to move it back to make changes.

  33. Still on the header page. . . Optional Documents section • Other forms in this section: • Subawards • Cover letters. Many PIs like to submit cover letters, asking for certain reviewers. It is not required. Despite the optional name, sometimes you must use one or another. Choose one of the two budget options: “Modular” or “Research & Related.” Open the forms as you did for the Mandatory ones: Click on name to highlight, and then click “open form.” Do not double click. Once the Document is complete, move it to the right. [Click to highlight and click on the top middle arrow box.]

  34. SF 424 • Similar to the Face Page of an application • Provides general information about UNL • Provides application-specific information (type, title, etc.) • Complete this form first - Information from this form is used to pre-populate most other forms

  35. SF 424 (cont.) Box 1: Type of Submission – use “application” unless instructed to use Pre-application by the FOA. Only use Changed/Corrected Application when correcting an application that failed system validations at the sponsor level. This is NOT a resubmission. Please read the detailed information about changed/corrected applications in the supplementary notes. Box 2:Date Submitted – Your Grants Coordinator will enter the date this application is being submitted to the federal agency or state (if applicable). In the Applicant Identifier field enter the PI last name, agency initials and NUgrant number, if it is available. Box 3: Date Received by State and State Applicant Identifier – leave these fields blank unless your solicitation requires you to complete them. Box 4:Federal Identifier - Leave this field blank if this is a new submission; if you are submitting a corrected application to the NIH, enter the Grants.gov tracking number previously assigned to this application.

  36. 555456995 68588-0430 5. Applicant Information The system will usually add 4 zeros to the end of the number to note that there is not a plus four number used This field has limited characters. Please enter exactly as shown. Board of Regents, Univ of Nebraska, Univ of Nebraska-Lincoln This is a drop-down menu field. 312 N 14th Street Alexander Bldg West Lancaster NE Lincoln The official applicant on all proposals is the Board of Regents.

  37. 5. (cont.) Contact person On all versions of the forms, use the name of the OSP Grants Coordinator (GC) for your department as the contact person. GCPhone NumberFaxEmail Nancy Becker 402-472-3601 402-472-9323 nbecker1@unl.edu Shelly (Hardies) Cutsor 402-472-2247 402-472-9323 mcutsor2@unl.edu Suzan Lund 402-472-1930 402-472-9323 slund2@unl.edu Julie Poykko-Post 402-472-6174 402-472-9323 jpoykkopost2@unl.edu Contact your GC early in the proposal preparation process!

  38. SF 424 (cont.) Box 5: Application Information - This section contains information about UNL, such as our DUNS Number, Legal Name which is “Board of Regents, Univ of Nebraska, Univ of Nebraska-Lincoln, Department Name and Address (use the name and address for OSP). At the bottom of box 5 is an area to enter a Person to be contacted on matters involving this application. This is the Grants Coordinator. This person will receive information from the sponsor on updates to this application. Currently only NIH is utilizing this field, but it is required by Grants.gov, so be sure to use it.

  39. 6. EIN and 7. Type of Applicant Use the same number on all versions of the form: 47-0049123 This is a drop-down menu. Items vary from form to form. No matter what options you are offered, always use: Public/State-Controlled Institution of Higher Education

  40. SF 424 (cont.) • Box 6:Employer Identification – Enter our employer ID number, 47-0049123, for all applications. • Box 7:Type of Applicant - Always choose Private Institution of Higher Education • Box 8:Type of Application – Enter the type of application being submitted. For example, it could be New, a Resubmission, a Revision, etc. Details about each type of application are available in the instructions. • Boxes 9 & 10 will pre-populate based on the FOA.

  41. 11. Name of the project & 12. Areas Affected Name of the project Put the name of the project as used on the Proposal Approval Form. This is different from the Applicant Filing Name that is on the first page of the PureEdge form. Areas Affected Indicate a specific area affected by the project. If it is global in nature, as is most basic science, then put “NA.” (This form is used by all organizations seeking grants—many are state and local governments, school districts, and Indian tribes where the grant will affect a specific geographical area.)

  42. SF 424 (cont.) Box 11: Descriptive Title of Applicant’s Project - Enter the PI’s project title. Box 12: Areas affected by the Project - Enter the “largest political area”; this could be cities, counties, states, countries, or the world.

  43. 13. Proposed Project Period & 14. Congressional Districts For Start Date and Ending Date, enter the entire planned project period. Be sure you enter the correct dates. These dates autofill in the budget forms and can’t be changed, even if you change the dates on the SF 424. For part a, the “Applicant” — All University of Nebraska-Lincoln proposals will use NE-001 for the district. For part b, the “project,” in some cases just repeat NE-001 or could be NE-all. Use a district relevant to the research if there is another specific one. To enter more than two districts, use the space at the end of page 2.

  44. SF 424 (cont.) Box 13: Proposed Project – Enter the start and end dates of the project. Be sure to enter correctly! Box 14: Congressional Districts – In the applicant section, enter NE-001. In the project section enter the district where the research is being performed.

  45. 15. Project Director/Principal Investigator This box is autofilled from Box 5-can leave This box is autofilled from Box 5-replace w/PI info This box is autofilled from Box 5-replace w/PI info This box is autofilled from Box 5-replace w/PI +4 Other 424 versions may not have a section for the PI. If there is no PI space on that 424, there will be another form with space for the PI. Do not put PI information in the “Contact Person” section. • Do not put Degrees in the prefix or suffix sections. • Delete and replace the autofilled address lines and zip+4 with PI information. Be sure to include PI email address.

  46. SF 424 (cont.) Box 15:Project Director/ Principal Investigator Contact Information - These fields will be populated by information entered in Section 5 above. Change to PI's mailing address. This completes page one of the form. Click the “Next” button to edit page two.

  47. SF 424 (cont.) Box 16: Estimated Project Funding has three fields: 1. Total Estimated Project Funding: Enter the federal funds requested for this application. 2. Total Federal & Non-Federal Funds: Enter all funds requested for this project, including other federal and non-federal requests. 3. Estimated Program Income: If you estimate this project will result in program income, enter the anticipated amount. A link to information on program income is provided on the supplementary notes page.

  48. 17. Review by state executive order To answer questions in section 17, check the application instructions. Unless otherwise stated in the FOA, the program is not covered by E.O. 12372.

  49. 18. Signing this application Be sure to check the box here. The box must be checked in order for the application to be submitted.

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