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1
Reject Application (SO)
Select Reject eApplication
Enter comment to be sent with email notification
Click Reject
2
eSubmission Process
Prepare to Apply
Find Opportunity and Download Application
Package
Submit, Track & View Application
Prepare Application
Submission Complete!
3
Submission Complete!
• If no action is taken during the two business day viewing window, the application automatically moves forward to NIH for further processing
• Any subsequent application changes are approved through and at the discretion of the Scientific Review Officer in the form of addenda
4
Finding Help
Applicant Resources
5
New NIH Applying Electronically Web site
http://grants.nih.gov/grants/ElectronicReceipt/
6
Finding Help: Web Site Links
Links to Applicant Resources
– NIH Applying Electronically Web site:http://grants.nih.gov/grants/ElectronicReceipt/index.htm
– Grants Web site: http://grants.nih.gov/
– electronic Research Administration: http://era.nih.gov/
– eRA Commons: https://commons.era.nih.gov/commons/
77
Finding Help • Grants.gov:
For help with the Grants.gov registration process, downloading forms, form behavior or with technical aspects of submitting through the Grants.gov system:
– Check the Grants.gov Website: www.grants.gov – Grants.gov Contact Center
• Contact Center Phone: 1-800-518-4726• Business Hours 24 hours/day; 7 days/week (closed on Federal Holidays)• Email [email protected]
• eRA Commons:For help with eRA Commons registration or system validations after submission through Grants.gov:
– Check the eRA Commons website: https://commons.era.nih.gov/commons/index.jsp– eRA Commons Help Desk
• Web support: http://itservicedesk.nih.gov/era/• Phone: 301-402-7469• Toll Free: 866-504-9552• TTY: 301-451-5939• Business hours M-F, 7am-8pm ET
• Grants Info:For help with grant policy, application content requirements and other general inquiries:
– Review the Application Instruction Guide– Review the FOA– Grants Info:
Phone: 301-435-0714Email [email protected]
8
Grant Administration in eRA Commons
Check ReviewAssignment
Submit Pre-awardInformation
Check ReviewOutcome
Prepare/SubmitPost-award
Reports
Closeout Grants
eRACommons
My application is submitted……now what?
Additional
eRA Commonsfeatures
Update Personal Profileand Institutional
Profile Information
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eRA Commons Applications:
– Profiles (Personal and Institutional)– Application Tracking – Grant Status– Just In Time (JIT)– Electronic Streamlined Non-competing Award
Process (eSNAP)– Closeout– No-cost Extension (NCE)– Financial Status Report (FSR)– Internet Assisted Review (IAR)– xTrain– Financial Conflict of Interest (FCOI)– My BIB / My NCBI integration
1010
Institutional Profile (IPF)The Institutional Profile
– Contains information necessary to facilitate processing & review of applications submitted by an institution
– Is a central repository of information for registered organizations
– Is designed so each organization’s Signing Official (SO) establishes & maintains his or her organization’s profile data
It includes information such as:– Preferred institution name & contact information
– Signing Official’s name, e-mail, & phone number
– Institutional DUNS number
– Institutional Assurances – E-mail addresses to receive Notice of Award and other notifications
1111
Personal Profile (PPF)
Personal Profile maintenance– You are responsible for keeping your information
accurate & up-to-date.– Very few staff members at NIH have access to
change PPF information (emergencies only).– Commons will require a change of password
every 90 days for security reasons.
TIP: Always keep your e-mail address up-to-date. E-mail addresses are used to retrieve forgotten passwords and as the primary source of communicating grants-related information.
12
Uses of PPF Information
… display to the reviewer the status of eligibility for Continuous Submission
… determine whether a PI is eligible for Early Stage Investigator (ESI) status
… verify information submitted in grant applications
… populate specific forms (Trainee Appointment, etc.)
… allow for automatic population of publications in National Library of Medicine systems
… contact you via Agency notifications
… used in aggregate reporting
…monitor submission of reference letters
13
Accommodating Your Work Flow
Commons allows many functions to be delegated to other users
• Delegate PI– Delegation can be made to any other eRA Commons
user at the institution– Provides ability to complete eSNAP information for the
PI’s grants (cannot Route or Recall)
• Delegate PPF Edit – Delegation can be made to any other eRA Commons
user at the institution– Provides ability to edit Personal Profile (PPF)
14
Accommodating Your Work Flow
• Delegate Status– Delegation can be made to any eRA Commons user
at the PI’s institution with the Assistant (ASST) role – Provides access to PI’s Status information, including
the ability to check for submission errors/warnings and to view the assembled application image
– DOES NOT provide access to application summary statement or priority score
• Delegate xTrain Authority– Delegation can be made to any eRA Commons user
at the PI’s institution with the Assistant (ASST) role– Provides same xTrain authority as the PI, except the
ability to Submit appointments to the Agency
15
Delegation to PI
• Signing Official (SO) can “Delegate Submit” authority to a PI– Allows a PI to submit his or her own eSNAP
information to Agency
Delegate Submit
1616
Tracking Application Status as a PI
Note: There is a separate SO-tailored view of the Status page.
1717
Status Hit List
Click App ID for detailed Status info
STATUS is your LINK to the Action!
Action links: JIT, eSNAP, Closeout, NCE (SO only), Reject eApplication (SO only)
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Track Assignment Info. in Status Details
Primary Institute Assignment
Study SectionAssignment
Key Contact Information
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Track Review Outcome
Only the PI can view Summary Statement, Priority Score and Percentile information.
2020
Just In Time Submission (JIT)
• Allows PIs, AOs, & SOs to prepare and SOs to submit additional grant application information requested by NIH prior to an award decision– Other Support, IRB and/or IACUC Approval Dates,
Human Subjects Education info
• Not an indication that application will be awarded• Wait for a request from NIH to submit the
information– System-generated email or contact from the Grants
Management Specialist (GMS)
• You may now submit JITs piece by piece!
2121
Click on the JIT link in the Action column of the Status hit list.
Just In Time
2222
eSNAPElectronic Streamlined Non-competing Award
Process (eSNAP)
• Electronic submission of annual SNAP Progress Reports– Most non-competing grants at NIH are
streamlined• SO can enable the organization to submit
eSNAPs
NOTE: Beginning with SNAP progress reports due on/after August 1, 2010, the NIH will require the use of the Commons eSNAP
module for the submission of all SNAP progress reports!
2323
eSNAP
Electronic Streamlined Non-competing Award Process (eSNAP)
• PI or PI Delegate can initiate the process, upload progress report, and enter the administrative data
• eSNAP can be routed to staff for approval• SO submits the completed eSNAP to NIH
– SO can delegate submit privileges to PI(s)
2424
eSNAP
Begin the eSNAP either from the Action column of the Status Hit List or the eSNAP item on the menu bar.
2525
eSNAP Hit List
PI hit list shows all grants and applications with the Grant Number of eSNAP-eligible grants hyperlinked.
2626
My BIB Publications in eSNAP
Upload Science screen shows My BIB publications that can be associated with an eSNAP report.
For more My BIB & My NCBI info: http://www.nlm.nih.gov/pubs/techbull/jf10/jf10_myncbi_redesign.html
My BIB / My NCBI Integration
From the new Awards View in My NCBI, eRA Commons users can:– See whether their publications are compliant with the
NIH Public Access Policy– Start the manuscript submission process – Associate their NIH extramural grants awards with
their publications– Designate delegates to manage their bibliography via
My NCBI
Note: As of July 22, 2010, PD/PIs will no longer be able to upload publications to eRA Commons and must manage their professional
bibliographies in My NCBI.
2828
Financial Status Report
Financial Status Report (FSR)• Statement of expenditures usually due within
90 days from end of budget period or project period
• Schedule for submitting FSRs is normally specified in the Notice of Grant Award
• Can be searched by individual grant number, FSRs for the institution or status of the FSR
• Must have an account with the FSR role to create/submit the FSR
2929
FSR Search Screen
To view Financial Status Report status code definitions, visit: http://era.nih.gov/virtualschool/external/class_fsr_statuscode_faq.htm
30
Financial Conflict of Interest (FCOI)
FCOI Institutional Functionality • Allows grantee institutions to:
– Initiate and prepare a FCOI notification • Multiple FCOI officials and delegates can access and edit a
notification while in Work In Progress (WIP) status– Submit the FCOI notification and supporting
documents electronically to Agency • Can provide comments at time of submission that are included
in e-mail notification to Agency– Search and View FCOI notifications previously
submitted through Commons• Does not provide visibility to any notifications previously
submitted on paper– Edit or rescind submitted notifications (requires Agency
involvement)– Access history of actions
31
Commons FCOI & Internal FCOI
Commons FCOI integration with internal FCOI tracking system
• Commons FCOI and Internal FCOI systems will share information once daily
• Internal FCOI users can request additional information and rescind notifications– Notification to Institution made from Internal
FCOI system and also is reflected in Commons FCOI history
32
FCOI Flexible Account Admin
• Commons account must have FCOI role to submit FCOI notifications to Agency– Only SOs can add this role to an account– FCOI role can be added to multiple accounts at
institution’s discretion
• Ability to prepare and/or view FCOI notifications can be delegated, but not ability to submit to Agency– FCOI ASST– FCOI View-only
33
xTrain
xTrain• Allows users to electronically process the
required paperwork associated with awarded training grants
• Grantee institution staff can use xTrain to:– Create, route and submit Appointments, Re-
Appointments, Amendments and Termination Notices– Track the status and timing of training actions
• NIH will be mandating xTrain use as of January 2011. Gain experience now!
34
xTrain – New Commons Roles
xTrain introduces two new eRA Commons roles
• Trainee– Person appointed to training grant– Currently, account set-up done through xTrain
• Business Official (BO)– Has signature or other authority related to
administering training grants– Authorized to submit Termination Notices on behalf of
the institution
3535
xTrain
http://era.nih.gov/services_for_applicants/other/xTrain.cfm
3636
No-cost Extension
No-cost Extension (NCE) • Electronically submit a notification to exercise one-time
authority to extend without funds the final budget period of a project period of a grant
• NCE link appears 90 days before the end of the project period
• SO (only) can extend project period by 6, 9 or 12 months
• E-mail notification sent to NIH Grants Management staff when SO processes the extension
3737
No-cost Extension Link
Status Result - General Search screen shows grants that may be extended via a No-cost Extension (see Extension
hyperlink in Action column).
3838
Closeout
Closeout• Electronically submit required Closeout
documents for grants in Closeout status• NIH GM Specialist must mark the grant “ready
for close out” for link to appear in Commons – contact assigned GMS if records are not appearing
• Required Closeout items include:– Financial Status Report (FSR)- Final Progress Report- Final Invention Statement
3939
Closeout Link
Status Result - Closeout Search screen shows grants that are Closed or Requires Closeout.
40
Finding Help
Applicant Resources
41
Finding Help: Web Site Links
• Links to Applicant & Grantee Resources
– NIH Grants Web site: http://grants.nih.gov/
– Electronic Research Administration: http://era.nih.gov/
– eRA Commons: https://commons.era.nih.gov/commons/
424242
Finding Help • Grants.gov:
For help with the Grants.gov registration process, downloading forms, form behavior or with technical aspects of submitting through the Grants.gov system:
– Check the Grants.gov Web site: www.grants.gov – Grants.gov Contact Center
• Contact Center Phone: 1-800-518-4726• Business Hours: 24 hours/day; 7 days/week (closed on Federal Holidays)• E-mail: [email protected]
• eRA Commons:For help with eRA Commons registration or system validations after submission through Grants.gov:
– Check the eRA Commons Web site: https://commons.era.nih.gov/commons/index.jsp– eRA Commons Help Desk
• Web support: http://itservicedesk.nih.gov/era/• Phone: 301-402-7469• Toll Free: 866-504-9552• TTY: 301-451-5939• Business hours M-F, 7am-8pm ET
• Grants Info:For help with grant policy, application content requirements and other general inquiries:
– Review the Application Instruction Guide– Review the FOA– Grants Info
Phone: 301-435-0714E-mail: [email protected]
4343
Thank You!