NIH/Grants.gov Fellowships Hands On Session

1. NIH/Grants.gov FellowshipsHands On Session Find. Apply. Succeed. Course Numbers: ORA-1218

2. Session Overview After completing this lab you will be able to: • Download software, grant application packages and instructions using the NIH and Grants.gov Websites • Understand how to use the NIH instructions • Complete an NIH NRSA Fellowship Grants.gov application package completely and correctly • Navigate and use the Stanford Grants.gov website • Understand the NIH application process timelines • Upload and download grant application packages using eSubmit • Initiate a SeRA Proposal Development & Routing Form

3. Before You Get Started… • Download the current version of Adobe Reader • Make sure you have an NIH Commons Username • Contact your Institutional Representative as soon as you know you will apply • School of Medicine: Debra Porzio, Fellowship Manager • All other schools: Your OSR Contract & Grant Officer

4. Format Specs for PDF Attachments • Font • Arial, Helvetica, Palatino Linotype, or Georgia • 11 point font or larger • Margins (8 1/2 x 11 paper) • ½ inch margins all around • No Headers or Footers • Figures, Graphs, Charts, etc. • Can be smaller font • Must be black font, clear and legible • No Jargon

5. Grants.gov @ Stanford Website • Open a Web Browser • Type “Grantsgov”(No Dot “.”) in the URL • Select “Fellowship/NRSA” from the left Nav

6. Download the Application Start at: www.nih.gov Then find the: • Open the “NIH F Kiosk” • Choose your Opportunity • Download Program Announcement • Click the Button (in the PA) • Download Instructions and Application F Kiosk

7. Select the first result

8. F Kiosk Select your application from the list below

9. The Program Announcement will open. • Scroll to Section “IV-6” and read important information about your grant • Scroll to Section “VII” to find the Agency Contacts for your institute • Click the “Apply for Grant Electronically” button to access the Grants.gov download site.

10. * * The guidance from Grants.gov is that everyone needs to be using a Valid version of Adobe Reader

11. Are you downloading the correct package? Be sure to add your email address here so you receive all updates on this package! Download BOTH the Instructions and the Application Package!

12. Download YOUR NRSA Now! Open a web browser to the “NIH F Kiosk” and follow the steps above to download and save YOUR OWN NRSA Application and Instructions now.

13. Grant Application Package • Save the grant application to your computer • Complete the application using the instructions attached to that particular FOA (Funding Opportunity Announcement) • Always download a new application for each grant • Don’t copy and reuse an old Application Package • When application is complete, click “Check Package for Errors” button • Do not select “Save & Submit” button – Institutional Rep will use it when they submit All YELLOW FIELDS must be Completed!

14. Grant Application Package • The Grant Application Package is one PDF file • Forms have data fields and attachments • NRSA application packages will have a header page and five forms (detailed below) • Always check the instructions! • See Samples and Instructions in your handout • A few words about PDF… • Attachments required to be PDF • No spaces, characters, etc. in filename • Less than 50 character filename • Use a “one word” format: e.g., SpecificAims.pdf, JonesBiosketch.pdf, SmithResearchPlan.pdf • Convert to PDF (do not scan) • Don’t add extra security to your PDF! • Do not add “headers and footers”

15. The Instructions Open The Bookmarks You will find most of the instructions to complete your application in Section 4 & 5 of the instructions Be sure you have the right version of the instructions!

16. Grant Application Header Page This is always the first page of the application package file. As each form is completed, you will be returned to this page. Enter Investigator Name in the “Application Filing Name” field.

17. Grant Application Header Page Open the “Pages” icon to see all the forms at once. This allows you to scroll between the forms (rather than click “Open” and “Close” form buttons). Always scroll to the Grant Application Header Page to Save. Move forms from the “Mandatory Documents” side to the “Mandatory Documents for Submission” side to edit them. (also the PHS 398 Cover Letter in the Optional Documents if you are submitting) Always start with the SF424 Form first!

18. Let’s Complete the Application • Open your application package. We’ll complete the SF424R&R form together, and answer some of the administrative questions about the other forms as we go through the package. • Use the sample application guide and SF424(R&R) instructions in your handout to guide you, but ALWAYS read the NIH instructions. • If you are taking this class online, use the sample application package to guide you. Complete the SF424(R&R) Form first using the instructions.

19. Stipend Levels

20. Letters of Reference • At least three references (and not more than five) are required • Include this list in your cover letternames, degrees, and affiliations of the referees • Select referees carefully • Your Mentor CANNOT be a reference; their recommendation is included as part of the application (on the PHS Fellowship Supplemental Form). Letters of reference are due by the application receipt deadline date – no grace period!

21. Referees Log Into:commons.era.nih.gov Then Click on “Submit Reference Letter

22. Referee enters their information (they do not need a Commons username) Referee enters information about YOU – be sure they have this information EXAMPLE SMITH.JOHN SMITH PA-11-111

23. eSubmit • Stanford's Electronic “Drop Box” for Grants.gov • Upload/download of Grants.gov application packages • File sharing & “routing” with Institutional Rep • Demo (6 minutes) will launch for first-time users • Click “bypass training” button to skip • Will launch each login until it completes Log into eSubmit and Upload your Application Package: Type “esubmit” in your web browser

24. SeRA/PDRF • All applications require an internal “Proposal Development and Routing Form” • Also called a “PDRF” • PDRF Includes: • Conflict of Interest (COI) • NIH Fellowship Certification Assurance • Appointment Verification (Housestaff or Prospective Scholars only) Log into SeRA to Initiate the PDRF

25. Route Application • Route completed application to your Institutional Representative • A least 5 business days before the deadline • Route via eSubmit Electronic Drop Box • School of Medicine: Debra Porzio • All Others: Check the List • Your Inst. Rep. will review and submit the completed application to Grants.gov Be sure to route your PDRF at this time

26. Checklist Tasks for YOU To Do NOW Complete PDRF Tasks for YOU To Do (before award is accepted/post-award) Training & Protocols Human & Animal Subjects Responsible Conduct of Research Research & Lab Safety IRB & APLAC Post-Award–Publishing Papers Anything published based on NIH Funded Research must be entered in PubMed (Public Access Law) Check Lane Library Resources TO DO NOW: Documents to get from Other People • Mentors & Co-Mentors • Biosketch • Sponsor/Co-Sponsor information (limit to 6 pages) • Collaborators/Dissertation Advisor(s) attachment, if applicable • Certification Letter for Predoctoral Fellowships (F31) if applicable • Referees • Send them pertinent info • Ensure they file their form letters in NIH eCommons

27. Overview of Submission Process Investigator Institutional Rep. Grants.gov Sponsor (NIH) • Downloads & completes application • Completes PDRF • Routes via eSubmit to Institutional Rep • Reviews application (may suggest some modifications) • Submits application to Grants.gov • Performs cursory electronic review • Sends 3 emails • Received • Validated or Rejected • Agency Retrieval • Upon validation, notifies Sponsor • Retrieves application from Grants.gov • Sends email to IR: Validations Complete/Check assembled application (or ACTION REQUIRED).

28. Questions? • Check the Stanford Grants.gov Fellowship Page • For application downloads • Grants.gov information • Software requirements • Check the Stanford Fellowship Website • Internal Stanford forms • Process checklist • Contacts