Submission Through Grants.Gov

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The following announcement is of interest to all Pace University  faculty submitting grant applications through grants.gov. It is anticipated that nearly all federal granting agencies will join this grants.gov system in due time.

Pace Univeristy faculty have already submitted several grant proposals using grants.gov so if you have any questions please contact Mr. Edward Leight, Director of Sponsored Research Administration for further details.

The Following contains:

A. Instructions developed by Edward Leight after several successful grant  application submissions to grants.gov

B. An example of just one of the agencies using Grants.Gov including an    announcement on submitting NIH Proposals through Grants.Gov

A. Instructions developed by Edward Leight after several successful grant application submissions to grants.gov

Electronic grant proposals follow the same Pace clearance procedures as paper ones so you must use the Grant Proposal Clearance Form (GPCF) which is available on our website: page.cfm?doc_id=13542 . The GPCF requires review by department chairs, deans, the finance office, Associate Provost Victor Goldsmith and the Provost, so please allow at least two weeks (i.e. ten working days – excluding holidays and weekends).

Electronic grant proposals to Federal Agencies can be submitted through grants.gov under the name of “Pace University Sponsored Research” using Pace’s Duns Number with a 4 digit extension: 0649610220001. This is the name & number that must appear on the Application for Federal Assistance SF 424 Form to submit under grants.gov.

To create a proposal in grants.gov, each PI must obtain a “Pure Edge Viewer” program and separate “upgrade” must be down loaded on your pc first before the grant application file will open. Here is the url:http://www.grants.gov/DownloadViewer

PI’s need to identify the CFDA # contained in the grant announcement and/or the RFP of the grant program they are applying to on the grants.gov website, then open the “electronic application” corresponding to that CFDA# and save it to their own pc. Once the “electronic application” is on their pc, they can add text and attach files etc. until it is ready to be submitted.

Before submission to the federal government, Pace PI’s must forward their proposals to us electronically (Sponsored Research and Economic Development) prior to the application deadline (preferably several days) and have completed the Pace grants clearance process and then we will submit.

A minimum of two mandatory documents must be included: the Application for Federal Assistance SF 424 Form and the Project Narrative Attachment Form.

The Application for Federal Assistance SF 424 Form has 33 mandatory fields that must be completed.  

The Authorized Organizational Representative (AOR) for Sponsored Research is Victor Goldsmith and his name must appear on the electronic grant application cover page in grants.gov. However authorization to submit a grant proposal from Pace University comes only from Provost Joseph C. Morreale which is why the Grant Proposal Clearance Form (GPCF) with his signature must be in hand prior to electronic submission.

B. NIH’s Announcement

NIH MAKES MAJOR CHANGES TO ITS GRANT APPLICATION PROCESS

After months of intense preparation, the National Institutes of Health opened its doors in November to receive its first round of grant applications electronically through the Federal web portal of Grants.gov. Almost 2,000 small business and conference grant applications streamed in electronically to NIH for December receipt dates via Grants.gov, marking a major stride forward in NIH's ongoing electronic submission efforts.

Beginning with the December 1, 2005, submission date for SBIR/STTR applications, one by one, all competing research grant programs (mechanisms, such as R01, R03, etc.) will transition from paper submission of the PHS 398 to electronic submission through Grants.gov <http://grants.gov/>  using the Standard Form 424 Research and Research Related (SF424 (R&R)). Applicants should take careful note of the transition schedule (timeline <http://era.nih.gov/ElectronicReceipt/strategy_timeline.htm>) to ensure they are using the appropriate mode of application transmission and application form. Applications for the transition submission date of a mechanism (even if submitted in advance of the date) and thereafter must use the SF424 (R&R) form and be submitted electronically through Grants.gov. Once a mechanism transitions, the change applies to all subsequent Requests for Applications and Program Announcements. No paper applications will be accepted for transitioned mechanisms.

This change affects both how NIH does business and how you, our applicant community, do business with the NIH.

REGISTER NOW! <http://era.nih.gov/ElectronicReceipt/preparing.htm>

One-time registrations for both Grants.gov <http://www.grants.gov/GetStarted> and eRA Commons <http://era.nih.gov/docs/Grantee%20Registration%20Process%20for%20Commons.pdf> systems must be completed before application submission. These are two distinct systems with separate registration requirements.

* The registration process can take several weeks, especially when close to submission dates when registration volume peaks. Start early to avoid delays! NIH recommends starting the registration process now, or at a minimum two-four weeks ahead of your target submission date.  New organizations may need to start the Grants.gov registration process even earlier to obtain the necessary DUNS numbers and CCR registrations required for Grants.gov registration.

* Applicant organizations must register both in Grants.gov and eRA Commons, but Principal Investigators (PIs) need only register in eRA Commons. PI’s are advised to register at least one week in advance of proposal submission since eRA Commons PI account activation takes from 2 to 5 business days.

* The PI must hold a PI account and be affiliated with the applicant organization in the eRA Commons.

* Both the Principal Investigator (PI) and Signing Official (SO) need separate accounts in eRA Commons since both need to verify the application. If you are the SO for your organization as well as a PI of the grant, you will need two separate accounts with different user names - one with SO authority and one with PI authority.

* Organizations must include their DUNS number in their Commons profile that matches the DUNS number to be used on the submitted applications.

* Grants.gov and eRA Commons registration processes may be done concurrently.

FOLLOW ALL INSTRUCTIONS CAREFULLY! Each funding opportunity announcement (program announcement/request for application (PA/RFA)) includes an application package with an application guide (sample guide <http://grants2.nih.gov/grants/funding/424/index.htm>). This document is critical to submitting a complete and accurate application to NIH. There are fields within the SF424 (R&R) components that are not marked as mandatory on the federal-wide form but that are required by NIH (e.g., the Credential field of the R&R Senior/Key Person Profile component must contain the PI's assigned eRA Commons User ID). Agency-specific instructions for such fields are clearly identified in the application guide. The funding opportunity announcement to which you are applying also may include guidance on application submission. Taking advantage of these resources will save you time in the long run by avoiding the need to correct errors and resubmit your application.

GET INFORMED! We are using the Electronic Submission website, http://era.nih.gov/ElectronicReceipt/

<http://era.nih.gov/ElectronicReceipt/index.htm>, as our primary tool for communications. We continually update this site to provide you with the latest information and answers to your questions.

* Look at the timeline <http://era.nih.gov/ElectronicReceipt/strategy_timeline.htm> to determine when the transition impacts research grant programs of interest to your organization and learn about the new submission process. <http://era.nih.gov/ElectronicReceipt/applying.htm> (Note that only Authorized Organization Representatives (AOR) (i.e., Signing Officials (SO)) can submit applications to Grants.gov.)

* Take advantage of our training <http://era.nih.gov/ElectronicReceipt/training.htm> resources

-  SF424 (R&R) application guides, sample application packages and related resources at http://grants2.nih.gov/grants/forms.htm.

-  Grants.gov: How to Complete an Application Package Demo <http://www.grants.gov/CompleteApplication#demo>

-  eRA Commons Registration training demo <http://era.nih.gov/virtualschool/external/c101_GranteeRegistrationProcess.htm>.

-  Video Library. <http://era.nih.gov/ElectronicReceipt/training.htm> Professionally taped video training library, including: An Overview of the Electronic Application Transition Process and A Walk through the SF424 (R&R).

* Demo facility. By next spring, we plan to have a demo facility for applicants to "practice" the entire process from finding an opportunity in Grants.gov through verifying a submitted application in the eRA Commons.

* Check out the Tips and Tools <http://era.nih.gov/ElectronicReceipt/tips_tools.htm>  resources to avoid common application submission errors.

* Get support <http://era.nih.gov/ElectronicReceipt/support.htm> NIH has several support teams ready to answer the questions and concerns not covered on the website.

* Monitor announcements. We encourage you to monitor the NIH Guide for Grants and Contracts <http://grants2.nih.gov/grants/guide/index.html>. It continues to be NIH's definitive resource for policy and funding opportunity announcements.

* Early submission is encouraged. The electronic system requires applications to follow NIH business rules. Allow time for potential error corrections and the required application verification step by the AOR/SO and PI.

We are looking forward to working with you and your institution to reach a fully electronic research administration.

Sincerely,

Megan Columbus

NIH Program Manager for Electronic Receipt of Grant Applications