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Grants.gov Electronic Grant Submission Workshop

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Title: Grants.gov Electronic Grant Submission Workshop


1
Grants.gov Electronic Grant Submission Workshop
  • October 29, 2008
  • Sponsored Programs
  • Division of Research

2
Background
  • 1993 Government Performance Results Act
  • 1994 Federal Acquisitions Streamlining Act
  • 1999 Federal Financial Assistance Management
    Improvement Act
  • 2001 Presidents Management Agenda
  • - expand e-government
  • - increase results-oriented research
  • Federal government initiative designed to reduce
    and eventually eliminate paper-based data
    collection.
  • - 5 CFR part 1320

3
Objectives
  • Streamline, simplify and improve granting
    process for both the granting agencies and grant
    recipients.
  • Announce federal funding opportunities.

4
What is Grants.gov?
  • GRANTS.GOV is the gateway through which all
    federal grant proposals are (or will be)
    submitted. As programs are transitioned to
    Grants.gov the submission of paper proposals are
    no longer an option.
  • GRANTS.GOV is the interface to agency programs.

5
An Evolving Technology
  • Currently, Grants.gov is the single access point
    for over 1,000 grant programs and allows
    organizations to electronically find and apply
    for more than 400 billion in federal grants.

6
System Requirements
  • Grants.gov now supports all Adobe Acrobat and
    Reader 8.1.2 and 9.0 programs. This includes
    Adobe Acrobat Standard, Adobe Acrobat
    Professional, and Adobe Reader 8.1.2 and 9.0. 
    To test your version of Acrobat for
    compatibility, go to http//www.grants.gov/applica
    nts/AdobeVersioningTestOnly.jsp.
  • Adobe Acrobat 8.1.2 is supported on the following
    platforms
  • Microsoft Windows 2000 , Windows XP, and Vista
  • Mac OS X 10.4.3 or above
  • Linux, AIX, HP/UX, and Solaris

7
Registration Process
  • Principal investigators do not register on
    Grants.gov as they may be required to do on
    agency back office programs
  • Grants.gov differs from other electronic grant
    programs in that it only allows for one
    registration for the entire institution!
  • FAUs Authorized Organization Representative
    (AOR) is Camille E. Coley, JD.

8
PI Responsibility
  • It is the responsibility of the PI to download
    the application, review instructions and complete
    all mandatory forms.
  • Sponsored Programs is responsible for reviewing
    the SF 424, budget, assurances and certifications
    and submitting the completed application.

9
Basic Steps for Electronic Submission
  • Go to www.grants.gov
  • Search for your funding opportunity.
  • Review the RFP check requirements!
  • If needed, download Adobe software to your
    desktop (make sure you have the ability to
    download check with IRM.)
  • Download the application and instructions.
  • Remember the application is not web-based! The
    icon is a file saved to your computer and will be
    located on your desktop.

10
When you are ready to submit
  • Check the application package for errors using
    check error button.
  • Keep in mind this function is designed to
    check for missing information. It does not check
    for agency specific requirements!
  • Grants.gov performs basic form validation and
    virus check on submitted applications

11
Internal Process
  • DO NOT RELY UPON EMAIL ON THE DAY OF THE
    SUBMISSION DEADLINE!
  • As a back-up, plan to hand deliver the Adobe
    application file burned on to a CD or saved to a
    flash drive to send to the Sponsored Programs
    Office.

12
Internal Paperwork is Required for ALL Proposals
  • Full copy of Funding Opportunity Announcement
    (FOA)
  • Pre-award routing sheet, etc.
  • Subcontract documentation, e.g., Scope of Work,
    Detailed Budget and Letter of Commitment
  • Institutional Contribution Statement if cost
    sharing is involved
  • CAS 502 Request form for non-allowables charged
    to federal awards

13
FAU Policy DEADLINES
  • Principal investigators must submit all internal
    documents including a printed copy of the
    proposal with the budget, and provide access to
    the completed electronic proposal sections and
    files 5 working days prior to program deadline.

14
Learn From Our Experience!
  • Agencys servers may experience momentary
    disruption
  • The format used for the submission may be
    incompatible with the format used by the
    sponsor
  • The file may become too large to transmit using
    Outlook
  • The email system may go down the day of the
    deadline
  • An agency may become so overloaded with proposals
    the agency system can crash on the day of the
    deadline.
  • Therefore, it is imperative that the Sponsored
    Programs Office has sufficient time (5-days)
    before the deadline to deal with technical
    difficulties and emergencies!

15
Agency Specific Requirements
  • While Grants.gov does not require individuals to
    register, some federal agencies do require
    registration by the PI. Both NSF and NIH require
    PIs to register with their grants management
    systems when submitting through Grants.gov.

16
National Science Foundation
  • PIs submitting to the National Science
    Foundation must be registered on NSFs FastLane
    System prior to their Grants.gov submission.
  • To register, please contact your Sponsored
    Programs Administrator.

17
National Institutes of Health
  • PIs submitting to NIH must register in the NIH
    eRA Commons system prior to your Grants.gov
    submission.
  • After registering, PIs will need to complete the
    Personal Profile information within their eRA
    Commons account before submitting an electronic
    proposal .
  • This information is used by NIH to verify and
    link the electronic proposal to the PI.

18
NIH Proposal Process
  • Once the proposal is submitted through
    Grants.gov, the proposal is received into the eRA
    Commons system and validated according to the NIH
    common business rules. If there are no errors,
    then no further action is required by the PI.

19
Common Error/Warning Messages
  • If the proposal did not pass the NIH validation
    test, the PI and AOR will receive an e-mail
    citing the errors or warnings.
  • Warnings do not stop the application from moving
    forward but each warning should be reviewed to
    avoid delays or issues during the peer review
    process.
  • Errors must be corrected and the entire proposal
    application must be resubmitted through
    Grants.gov prior to the 500 pm deadline.

20
Proposal Retrieval and Tracking
  • Once the proposal is received by NIH, the PI will
    receive a series of e-mails stating when the
    proposal is received by NIH, validated, and
    referred for review.
  • PIs can track the progress of their proposal in
    the eRA Commons system by logging into the eRA
    Commons and clicking Status followed by
    eApplication.

21
Tips for NIH Proposals
  • Print out your eRA Commons Personal Profile and
    the Institution Profile and keep with you when
    filling out the forms. The profile information
    should match the information listed on the
    application. (Ex Animal Welfare Assurance
    number, Human Subjects Assurance number, PI name
    listed in eRA Commons, title, and degrees)

22
NIH News
  • Most electronic submissions to NIH on or after
    Jan. 1, 2009, must use Adobe application forms,
    with the exception of
  • Small business (R41, R42, R43, R44) ) and
    conference (R13/U13) grant applications for the
    standing AIDS receipt date of Jan. 7, 2009
  • Funding Opportunity Announcements (FOAs) expiring
    on or before January 31, 2009 that will continue
    to use PureEdge until the expiration date.

23
NIH Resource Website
  • NIH Electronic Submission of Grant guidelines
  • http//era.nih.gov/ElectronicReceipt/
  • Timeline
  • Avoiding Common Errors
  • FAQs
  • Other Resources
  • Finding Help

24
Getting Help
  • GRANTS.GOV
  • Online User Support
  • Animated Tutorials http//www.grants.gov/applicant
    s/app_help_reso.jspanimated
  • Overview Brochure http//www.grants.gov/section91
    0/GrantsgovBrochure.pdf
  • Registration Brochure http//www.grants.gov/sectio
    n910/Grants.govRegistrationBrochure.pdfFrequent
  • FAQs http//www.grants.gov/help/help.jsp
  • User Guides http//www.grants.gov/help/user_guides
    .jsp
  • Personalized Support
  • For Grantors http//www.grants.gov/assets/Grantsgo
    vAgencyContactList.pdf
  • For Applicants
  • Email support_at_grants.gov
  • Toll-Free Phone Number 1-800-518-4726
  • M-F 7 a.m. 9 p.m. ET

25
Parting Thoughts
  • Please notify Sponsored Programs as soon as you
    know of a grant opportunity that will require
    electronic submission
  • Allow yourself sufficient time to manage
    unforeseen problems which may require the
    resubmission of your application.
  • We value your feedback!

26
Division of Research Staff
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