INTERNAL USER GUIDE
Contents
1. AOR PI approved by the RO for Grant gov PI will be set up by the RO in eraCommons AO cannot submit to NIH Senior Research Administrator Research Services Manager SO submit to NIH Research Services Grants Manager AA Research Offiice Central Administration FSR Senior Research Administrator process submit Financial Status Reports to the NIH PI registers through Grants gov then RO Grants gov approves registration refer to Grants gov approval for info 2 ae PI requests registration by contacting oc rs compliance imperial ac uk eraCommons refer to eRA Common account set up for T info Q Q lt 3 ae On line Submission Forms based Find specific funding programme T opportunity and dowload the application a package Q lt S B The application proposal is prepared ensuring that the a Research Services Team responsible for your campus is o made aware that it is in progress Prepared proposals will also need to be set up on InfoEd If error are found the PI will be informed and instructed to correct application ac before re submission to Grants gov fe S 2 Application assembled 2 Q D a Accept Application Reject Application Submission Complete NIH Applicant Guide September 2012 Page 3 of 11 Na2. is working on the application package ALL applicants must be using the same software version Click here to download the required PureEdge Viewer and Adobe Reader if you do not have it mstalled already Additional Resources e Sign up for Grants goy Updates for the latest issues and news Download Adobe Reader and PureEdge Viewer for free e Visit Help for FAQs and more information on Applying for grants Below is a list of the application s currently available for the CFDA and or Funding Opportunity Number that you entered To download the application instructions or package click the corresponding download link You wil then be able to save the files on your computer for future reference and use Instruct Arpt ions and Opportunity Number PA 11 239 Competition ID ADOBE FORMS B1 Competition Title ADOBE FORMS 81 National institutes of Health NIH Applicant Guide September 2012 Page 7 of 11 National Institutes of Health Electronic Submission of Applications Step 4 complete the application offline The PI should complete the required information in the application form using Adobe Reader This is an offline application You will need to add the College s DUNS number to the application The number is 227092590 GRANTS GOV Grant Application Package Opportunity Title Spatial Uncertainty Data Modeling and Communication CFDA Number CFDA Description Opportunity Number PA 11 2
3. 39 Competition ID ADOBE FORMS B1 Opportunity Open Date 09 16 2011 Opportunity Close Dats Agency Contact Grants Info Grants Information il GrantsInfo nih gov 301 435 0714 This opportunity is only open to organizations applicants who are submitting grant applications on behalf of a company state local or tribal government academia or other type of organization The PI is also required to add their eRA Commons Username to the credential field on the Research amp Related Senior Key Person field This field is located in the first section called Profile Project Director Principal Investigator N B The omission of this is one of the most common errors made by applicants The field is not marked by Grants gov as required on the application form but is required by NIH as indicated in the application instructions RESEARCH amp RELATED Senior Key Person Profile Expanded Prefx OOOO O First name gt R Middle Name OOOO O O Street2 PC O Phone number 7 Fax Number Po Credential e g agency login Project Role Other Project Role Category fo Degree Type EEE EEE Carefully read the announcement Application packages are opportunity specific i e you cannot use an application completed for one opportunity to apply for another so be sure you have chosen the correct Funding Opportunity Announcement FOA before you download and complete the application package A button added to t
4. IH Applicant Guide September 2012 Page 10 of 11 National Institutes of Health Electronic Submission of Applications Federal User Login Here eRA Commons Help Desk Hours Mon Fri 7AM 8PM EDT EST Web http itservicedesk nih gov eRA Toll free 866 504 9552 Phone 301 402 7469 TTY 301 451 5939 Contact initiated outside of business hours via Web or voice mail will be returned the next business day NIH Applicant Guide September 2012 Page 11 of 11
5. National Institutes of Health Electronic Submission of Applications Imperial College London INTERNAL USER GUIDE How to Complete and Submit Electronic Applications for Funding with the National Institutes of Health Applying and Finding Funding within the NIH Guide and Downloading the Application Package NIH Applicant Guide September 2012 Page 1 of 11 National Institutes of Health Electronic Submission of Applications Contents Flowchart overview of the NIH Application Process Important Pre Requisite Information Narrative overview of the NIH Application Process Step 1 create a user account Step 2 install correct software Step 3 download application forms Step 4 complete the application offline Step 5 email the application for approval Step 6 submit the Infoed costing and any Attachments to Research Services Step 7 Research Services checks the application Step 8 application is submitted by the PI Step 9 electronic routing of application Step 10 notification that application is available for checking on eRA Commons Avoiding Common Errors Helpdesk Page Number Ea ENAN 6 7 E EN 8 9 NIH Applicant Guide September 2012 Page 2 of 11 National Institutes of Health Electronic Submission of Applications Flowchart overview of the NIH Application Process NIH Grants gov and eRA Commons flowchart Electronic Application Process
6. To download the application instructions or package click the corresponding download link You will then be able to save the files on your computer for future reference and use A w 2 GRANTS GOV FOR APPLICANTS SELECTED GRANT APPLICATIONS FOR DOWNLOAD Applicant Login Find Grant Opportunities gt Search Opportunit Download the application and its instructions by selecting the corresponding download link Save these files to your computer for future reference and use You do not need Internet arch Vppartunnres access to read the instructions or to complete the application once you save them to your computer Basic Search Browse by Category READ BELOW BEFORE YOU APPLY FOR THIS GRANT Browse by Agency Advanced Search Email Subscription Get Registered Apply for Grants Track My Application Applicant Resources Search FAQs User Guides and Site Information ABOUT GRANTS GOV FOR GRANTORS RESOURCES ABOUT GRANTS GOV HELP CONTACT US SITE MAP Before you can view and complete an application package you MUST have the PureEdge Viewer or compatible Adobe Reader installed Application packages are posted in either PureEdge or Adobe Reader format You may receive a validation error using incompatible versions of Adobe Reader To prevent a validation error it is now recommended you uninstall any earlier versions of Adobe Reader and install the latest compatible version of Adobe Reader If more than one person
7. hare oOo gov apply opportunities packa v Pager Safety Tools GRANTS Gov Grant Application Package Step 6 submit the InfoEd costing and attach any attachments The Infoed proposal and any relevant attachments need to be submitted a minimum of FIVE WORKING DAYS in advance of the deadline Step 7 Research Services checks the application Once the InfoEd costing and any attachments have been received Research Services will check the application within five working days allowing for up to two working days for the application to be routed via grants gov and eRA Commons Research Services will notify the Pl Department of any amendments that are needed The Pl Department must make any amendments to the application offline and then email the revised version of the application to Research Services The Infoed record will also need to be amended and re submitted Step 8 application is submitted by the PI Once Research Services have checked the application the PI needs to submit the final application to Grants gov Step 9 electronic routing of application Once submitted the application is routed electronically from Grants gov to the NIH s eRA Commons for validation N B Please note that the NIH application deadline applies to when the application reaches the NIH and NOT Grants gov It can take up to three days for the application to be submitted through both systems Grants gov may take up to two days
8. he NIH FOA allows you to access the Grants gov application package directly from the NIH FOA NIH Applicant Guide September 2012 Page 8 of 11 National Institutes of Health Electronic Submission of Applications Please note copying and pasting data into a Grants gov application form from MSWord may lead to errors in the Adobe Reader form unless the information is copied and pasted from a text editor such as Notepad which does not have proprietary fonts and characters There are various web pages giving instruction on the preparation of applications these can be found here http era nih gov ElectronicReceipt prepare app htm Step 5 email the application for approval Once the PI is satisfied that the application is correct and complete it should be emailed to the Research Services for approval a minimum of FIVE WORKING DAYS in advance of the deadline Select the Envelope option to email it to your Faculty Research Services Joint Research Office team http apply07 grants goy apply opportunities packages oppPA 11 239 cidADOBE FORMS B1 pdf Windows Internet Explorer provided L i S IE http spply07 grants gov apply opportunities packages oppPA 1 1 239 cidADOBE FORMS B1 pdf wI Uy Favorites 523 Googe 8 BBC News j European Central Bank Hotmail Live gy Report2Web Signin MM Research Support E Log in to Je 5 yk Gaydar Radio http apply07 gran i J ever T E GF E B a F Comment S
9. ions e Birth date MM DD YYYY Once a user account has been created the PI will receive a system generated email informing them of their username and a temporary password The PI should then log in to eRA Commons and change the password as soon as possible From commonsod nih gov mailto comnonsgod nih pov Sent 28 March 2009 15 25 To Robinson Gregory A Subject eRA Commons An account has been created for GREGAROBINSON An NIH eRA Commons account has been created for you with the user ID GREGAROBINSON Your role is that of a n PI This role provides your account with a certain level of access to the NIH eRA Commons Shortly you will be receiving another email containing your password Your account was created on 3 20 2009 11 25 21 by Cindy Lai If you have any questions about the creation of this account or level of access contact the person who created the account at rs conpliance ingerial ac uk 44 0 20 75947206 A If you have any questions about this email please contact Cindy Lai at rs conplianceBinperial ac uk who initiated this action If you have any questions about this email please contact the eRA Help Desk at our preferred nethod of contact http ithelpdesk nin pov eRA or call 1 866 504 9552 tty 301 451 5939 or commonspod nih gov lt nailto connonsBod nih pov gt Please access the NIH Commons at nttos comnons era nih pov connons Step 2 install correct software The Principal Investigator and ever
10. ities You do not have to register with Grants gov to find grant opportunities However once you are ready to apply for a grant you will need to Get Registered This process takes 3 5 business days up to 4 weeks if you experience any difficulties Basic Search Browse by Category Browse by Agency Ahanoa Sendi Search Grant Opportunities Subscriptions gt X Browse by Category gt gt l Get Registered Search by keyword Funding Opportunity Number FON or Catalog of Basic search Federal Domestic Assistance CFDA number n Apply for Grants Track My Application s a Search by a variety of categories of funding activities Applicant Resources Search FAQs Userguides and site information Search from a list of agencies offering grant opportunities Browse by Agency gt gt E APPLICANT SYSTEM TO SYSTEM FOR GRANTORS ABOUT GRANTS GOV HELP CONTACT US Search by more specific criteria such as Funding Instrument Type eee Advanced Search gt gt Eligibility or Sub agency i a Search for Recovery Act Opportunities Find Recovery Act Opportunities gt gt Once you have found the grant opportunity for which you wish to apply click the Application button in the grant opportunity synopsis This page contains links to the page on Grants gov where the Adobe application forms and instructions can be downloaded It is important to check the instructions for completing each application carefu
11. lly noting any page limits or restrictions on attachments Alternatively if the Funding Opportunity Number FON e g PA 07 100 RFA HL 07 004 or the Catalog of Federal Domestic Assistance number CDFA e g 93 393 are known the PI can go to direct to Application page to find and download the application form and instruction A gt lt a GRANTS GOvV Search ContactUs SiteMap Help R Home For Applicants Find Grant Opportunities FOR APPLICANTS FIND GRANT OPPORTUNITIES Applicant Login All discretionary grants offered by the 26 federal grant making agencies can be found on Grants gov gt Find Grant Opportunities You do not have to register with Grants gov to find grant opportunities However once you are ready to apply for a grant you will need to Get Basic Search ji pg Registered This process takes 3 5 business days up to 4 weeks if you experience any difficulties Browse by Category Browse by Agency p PE E ore Search Grant Opportunities Subscriptions Search by keyword Funding Opportunity Number FON or Catalog of Federal Domestic Assistance CFDA number Basic Search Get Registered Apply for Grants Track My Application Neminem ar AOabanaw ee Once you have found your opportunity you will be directed to the Selected Grant Application page where you will see a list of the application s currently available for the CFDA and or Funding Opportunity Number that you entered
12. requires a variety of different US reference numbers to be entered on the application Imperial College reference numbers are as follows o DUNS Number Data Universal Numbering System 227092590 o Animal Welfare Assurance Number OLAW Office of Laboratory Animal Welfare A5634 01 o Human Subject Assurance Number FWA Federal Wide Assurance FWA00003281 o Employer Identification Number EIN 1900216839A1 NIH Applicant Guide September 2012 Page 4 of 11 National Institutes of Health Electronic Submission of Applications Narrative Overview of the NIH Application Process NB A good summary of the electronic submission process for NIH grant applications can be found at http www grants gov applicants apply for grants js i Applicants download the Adobe application form and application instructions from grants gov to their own computer and complete the application offline The final application form and attachments should be sent to your department research services for review The department will then forward on the application plus any supporting documentation on to Research Services who will check and submit the application on Grants gov ii Please note that if more than one computer is used to view or work on an Adobe application form each computer must be running the same version of Adobe Reader Using incompatible versions will result in the application becoming corrupt even if it is not saved iii Once submitted
13. tional Institutes of Health Electronic Submission of Applications Important Pre Requisite Information e As this is a fairly complex application system we strongly suggest that you allow plenty of time to complete your application The actual process of creating validating and submitting the application online typically takes considerably longer than other electronic systems e We request that you contact your Faculty Research Services Joint Research Office team as early as possible so that they can assist you through the process e Grants gov may take up to two days to process an application and eRA Commons may take one day therefore all applications to the NIH should be emailed to your Faculty Research Services Joint Research Office teams FIVE WORKING DAYS in advance of the deadline to allow for checking and the possibility of re submission e The vast majority of NIH applications where we are applying direct to the Funding Agency must be submitted electronically using the Grants gov and the eRA Commons online systems however as the application process is a complex and lengthy one and it is recommended that you allow plenty of time for this e Pls need a registered account on eRA Commons so allow time for this to be created Also a Grants gov account is advisable discuss with the Research Office or visit the Research Support website http www3 imperial ac uk researchsupport funderinformation onlinesubmissionsystems nih e The NIH
14. to Grants gov the application undergoes two validation checks one by Grants gov and the second more detailed check by the NIH funding agency If the application has been successfully validated the Pl and Research Services will be notified by e mail via the Imperial College Research Support Mailbox rs compliance imperial ac uk If the validation process has failed the application will be rejected All errors must be corrected before the application can be re submitted iv The validation system will also highlight any warnings on the application Warnings will not stop the application being submitted to the funding agency but they will have to rectify before the grant will be signed off by the funding agency v If the application needs to be re submitted due to errors the submission process has to start again by correcting the application offline routing it via email to the department and then Research Services before submitting via Grants gov and then being electronically routed to the NIH s eRA Commons Please note that this will still have to be completed well before the submission deadline date vi The eRA Commons also allows PI s to review the status of all their grant applications and detailed information associated with them In addition the system allows reviewers to submit critiques and preliminary scores for applications they are reviewing vii Grants gov may take up to two days to process an application and eRA Commons may take one da
15. to process an application and eRA Commons may take one day NIH Applicant Guide September 2012 Page 9 of 11 National Institutes of Health Electronic Submission of Applications Step 10 notification that application is available for checking on eRA Commons The PI and the Imperial College Research Office Mailbox rs compliance imperial ac uk will receive an email informing them that the application is available on eRA Commons for checking and of any warnings or errors on the application If the application needs to be re submitted the whole process has to be started again by correcting the application offline routing it via email to the department and then Research Services before submitting via Grants gov and then being electronically routed to the NIH s eRA Commons Checking the assembled application is the role of the Authorised Organisation Representative AOR Signing Official SO At Imperial College the Faculty Research Services Managers and Senior Research Administrators are the designated AORs SOs NOTE for Research Services guidance notes on checking assembled applications may be found on the share imperial ac uk services RO Documents NIH 20 20Checking 20and 20Submitting 20Assembled 20A Reference G51 NIH Checking and Submitting Assembled Application Avoiding Common Errors a Common Errors There are detailed instruction and help pages on the eRA Commons website to help applicants to avoid common errors which ma
16. y therefore all applications to the NIH should be emailed to Research Services FIVE WORKING DAYS in advance of the deadline to allow for checking and the possibility of re submission Step by step guide Step 1 create a user account Step 2 install correct software Step 3 download application forms Step 4 complete the application offline Step 5 email the application for approval Step 6 email the costing to Research Services Step 7 Research Services checks the application Step 8 application is re checked and submitted by Research Services Step 9 electronic routing of application Step 10 notification that application is available for checking on eRA Commons NIH Applicant Guide September 2012 Page 5 of 11 National Institutes of Health Electronic Submission of Applications Step 1 create a user account Anyone intending to submit an application to the NIH will first require an eRA Commons User Account as the details of this account will need to be added to the application The Principal Investigator will also need this account to view any Errors Warnings associated with their application once it has been validated and prior to final submission and to check scores assigned to applications already submitted Please contact the Research Office rs compliance imperial ac uk to request the creation of an eRA Commons User Account Please supply the following information e Full Name e Email address for notificat
17. y lead to an application needing to be corrected http grants nih gov grants ElectronicReceipt avoiding errors htm 6 6 b Preparing Text Attachments e NIH will accept attachments in PDF format only Do not submit attachments in other formats such as Microsoft Word this is one of the most common errors made by applicants e donot put special characters in filenames e disable all security features in the PDF document e donot submit documents with editable fields fields that can be changed Helpdesk For Further Information or Help please use the following link http www0O7 grants gov applicants app help reso jsp and select the User Guides or see below Grants gov Contact Center gt 24 hours a day 7 days a week We are closed on federal holidays Phone 1 800 518 4726 local toll free For International callers please dial 606 545 5035 to speak with a Contact Center representative gt Email support grants gov gt iPortal Top 10 requested help topics FAQs Searchable knowledge base self service ticketing and ticket status and live web chat available 7 00 A M 9 00 P M ET Please have the following information available when contacting us to help expedite your inquiry Funding Opportunity Number FON Name of Agency Specific Area of Concern U S Postal Service USPS Mail Address U S Department of Health and Human Services Grants gov 200 Independence Avenue S W HHH Building Washington DC 20201 N
18. yone viewing or working on the application must ensure that they have the same version the of Adobe Reader software installed The most recent version can be can be downloaded for free of charge from http www grants gov help download_ software js You may receive a validation error if you are using a different version of Adobe Reader To prevent a validation error it is now recommended you uninstall any earlier versions of Adobe Reader and install the latest compatible version of Adobe Reader Step 3 download application forms The Principal Investigator should locate the funding opportunity they wish to apply for on the grants gov website http www grants gov applicants find grant opportunities js If you do not know the specific Funding Opportunity Number FON or Catalog of Federal Domestic Assistance CFDA number you can search for a funding opportunity by either selecting one of the following options i Browse by Category ii Browse by Agency iii Advanced Search iv Find Recovery Act Opportunities see below NIH Applicant Guide September 2012 Page 6 of 11 National Institutes of Health Electronic Submission of Applications E gt Ns GRANTS GOvV Search ContactUs SiteMap Help Mr Home For Applicants Find Grant Opportunities FOR APPLICANTS FIND GRANT OPPORTUNITIES Applicant Login All discretionary grants offered by the 26 federal grant making agencies can be found on Grants gov gt Find Grant Opportun
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