The Basics 2015

Craig Johnson Grant Administrator Department of Medicine Instructor

Objectives By the end of this class you will: Know what Grants.gov is and when to use it Understand the 2 options for submitting applications from the UW Know how to find funding opportunities supported by Grants.gov Understand the UW process for submitting Grants.gov applications Gain hands-on experience using Grants.gov

Agenda  Grants.gov Overview  Two ways to complete applications  Preparation time  What info do I need?  Where do I get it?  Finding & completing the Adobe formset  Final Check and downloading  Q&A

What is Grants.gov? An electronic portal that allows users to find, apply for, and manage over 1,000 grant opportunities from 26 different Federal agencies

When do I use Grants.gov? Depends on the agency and program requirements. Some sponsors (e.g., NIH, NOAA) currently use Grants.gov NSF has it’s own system (Fastlane)

Two Ways to Complete Grants.gov Applications #1 Adobe – Search and download forms direct from Grants.gov – Complete forms – Attach to eGC1 and route – OSP will upload and submit your application – Errors and warning messages provided by OSP

Two Ways to Complete Grants.gov Applications #2 SAGE Grant Runner – Complete the forms directly in SAGE (combined with eGC1) – Route for campus approvals – OSP submits application with a click of a button – Errors and warning messages appear in eGC1 History & Comments

SAGE Grant Runner Grant Runner combines the eGC1 & sponsor forms for some NIH funding opportunities requiring SF424 R&R forms, including Modular, Detailed and Subaward Budgetsfunding opportunities Getting Started Grant Runner Guide ant_runner_getting_started.pdf ant_runner_getting_started.pdf risGR risGR

Getting Started NIH’s system is called eRA Commons. In order to apply to NIH, every PI (or grad student) must have an active account in Commons. Contact your Department Administrator to request an NIH Commons login account.

Getting Started Your computer is loaded with the most currently supported version of Adobe (9.1.2.) – Grants.gov warns -anyone entering text on the forms should be using the same version of Adobe. Search, download and become familiar with the Program Announcement and instructions Schedule so that submission is in compliance with GIM19

UW Routing and Submission Process Routing on Campus In OSP Review by OSP Admin

Navigating the Submission Freeway OSP transmits application & receives confirmation Grants.gov performs basic check GRANT Agency System (NIH) eRA Commons AN

Grants.gov National Submission Funnel Grants.gov UCLA USCUW Everyone’s Goal: 100% success in submitting error free

UW Deadlines (Submit Proposal) GIM days: – All final business elements and draft scope of work – Approved by campus reviewers and IN OSP – OSP needs to be able to do a meaningful review 3+ days: – Final proposal in complete & final format – Status = IN OSP by 5pm -3 days: – Any application received by OSP after 5pm 3 business days before the sponsor deadline will not be reviewed and will be sent back to the PI/Dept – Waiver Process

Sponsor Deadlines (Submit Proposal) Any hard deadline that is missed will usually result in the application being returned without review Hint – Create a calendar using the sponsor deadline – Count back 3 and 7 business days – Make a reasonable timeline for each section/part – Concurrent timelines for admin vs. science sections UW Holiday

7 Day Rule 7 Day Rule 3+ Day Rule all business components complete/final + draft version of the science (Research Strategy) all proposal components complete/final + final version of the science (Research Strategy) What is due when? QUIZ

When am I really ready to submit? All required eGC1 fields completed All COMPLETED sponsor forms attached IRB or IACUC studies / protocol approval dates IRB / IACUC modifications applied for Attached paperwork for subcontracts or consultants Research Plan & budget is attached in FINAL form Attachments are in correct format (NIH=PDF only) F&A rate is in accordance with GIM 13A Any required waivers approved (e.g. IDC, e-GC1 addendum, GIM 19) Then RTS = YES!!

Demonstration of Grant.gov System Finding Grant Opportunities Download Instructions Download application package Complete application package Viewing and Printing application package acknowledgements and notifications

Finding a Grant Opportunity

To download application For a full copy of the instructions

Enter your address here if you would like updates on this PA Save both to your desktop

7 Steps to Submit NIH proposal via Grants.gov 1.Download application package via Grants.gov 2.Complete the application package 3.Complete a eGC1 in SAGE. 4.Upload application package to GC-1 and route to OSP 5.OSP will review & submit final application 6.Validation process (multiple s btw OSP, Grants.gov & department) 7.Validation of NIH proposals via ERA Commons

3 Steps to Submit NIH Proposal via Grant Runner 1.Create, complete and submit to OSP a new eGC1 in SAGE containing the application package. 2.Real time validation info contained within SAGE History and Comments. 3.Validation of NIH proposals via eRA Commons.

Where do I look for more info? NSF website: NIH Instructions for 424 Forms NIH ERA’s Commons website: Avoid Common Errors: rrors.htm rrors.htm

Where can I go for help?  For technical questions: or  For NIH’s overall plan for electronic receipt, contact NIH Grants info at  For UW procedure and process: Contact OSP Help Desk at or  For Grant Runner questions: Contact the SAGE Help Desk at or

Helpful Tips Always review the Program Announcement for requirements (i.e. page limits, documentation, etc.). Answer “Yes” on the eGC1 Ready-to-Submit (RTS) question only when the proposal is ready for submission The budget & SF424 form must have same start date. Make sure to use the correct DUNS#. Level of effort must be listed on detailed budget. Do not use headers and footers on documents. Grants.gov warns: ANYONE inserting text into an application should be using the SAME version of Adobe. compatibility.html

More Helpful Tips NIH Only: Make sure PI information in eRA Commons matches the name used on the application. Convert document attachments to PDF format. Do not use “Assemble PDF Portfolio” function in Adobe

Questions & Answers

In Closing Course evaluations will be ed shortly following class. THANKS FOR YOUR PARTICIPATION!