1. Western Psychiatric Institute and Clinic Research Administration Forum
March 14, 2007

2. Electronic Submissions Grants.Gov Updates
Post-Mortem of February and March 5th Deadlines
Most Common SF424 Errors
Electronic Submission Training
University and WPIC Submission deadline
Preparing for the June 5th Deadline
Updates on Timeline for Transition to Electronic Submission
NIH Non-Competing Applications and E-Snap
No-Cost Extension Requests

3. University-Wide Experience February and March Deadlines
All electronic R01 submissions were successful!
No major glitches or system problems
There were a few non-fatal glitches and times when the Office of Research could not connect to Grants.gov or it ran very slow.
Approximately 475 electronic applications have been submitted by the University since December 2006.
Marked decline in submissions – many PI’s postponed to next deadline (also at WPIC)
 June volume may be very heavy!
 Important to start early on June submissions!

4. University-Wide Experience Most Common Errors
Abstracts were over the 30 lines of text limitation
Attachments were not in pdf format
Bio-Sketches exceed the 4-page limitation
Other support pages contained % effort rather than person months
Applications not spell checked

5. University-Wide Experience Most Common Errors – cont.
Assurance numbers are incorrect or missing
Human Subject: FWA
Animal Welfare: A
Cognizant agency field not completed:
Department of Health and Human Services Arif Karim, (202)
Organization name/affiliation on senior personnel page not completed

6. University-Wide Experience Most Common Errors – cont.
Letters of Support not scanned so signatures were not included
Most Frequent Mistake: Incorrect Commons ID
Please make absolutely sure that you are using the exact same ID information for the Investigators as listed in the eRA Commons. The slightest deviation can cause an error and the submission to be rejected.

7. University-Wide Experience Most Common Errors – cont.
The use of headers and footers. These will be automatically generated, along with the Table of Contents, by the system
New appendix guidelines not followed regarding publications and color pictures
Modular budget justification not followed correctly
Modular budgets-do NOT include a detailed budget for subcontractor (for internal use only)

8. How to avoid Most Common Errors
Print out and Read
the entire SF424 guideline package and your Program Announcement!

9. How to avoid Most Common Errors
Utilize the Error Check Button
Press button to check for errors and correct them before you transmit your application! The OGC is supposed to receive an error-free file. Failure to do so results in unnecessary delays!

10. Electronic Submission Training
The Office of Grants and Contracts cannot provide electronic submission training -- PI and staff are responsible for obtaining adequate training prior to 1st submission
Sign up for hands-on training – additional training sessions are being offered by Office of Research (
Complete sample grant and other training resources are available at:

11. Submission Deadline
PIs and staff have generally respected the 10 business day deadline imposed by the Office of Research, but not the additional 3-days required by the Office of Grants and Contracts. Please note that for the OGC, 3 days is the minimum required processing time.

12. Submission Deadline
If you do not respect the ENTIRE internal deadline (3+10 business days), your application is in jeopardy of NOT being received by the agency by deadline.

13. Submission Deadline
The Office of Grants and Contracts was able to accommodate deadline violations for the February and March deadlines because of reduced submission volume – do not count on the same conditions for upcoming deadlines!!

14. June 5th –large volume expected due to delayed submissions!
Submission Deadline
June 5th –large volume expected due to delayed submissions!
All applications must be FINAL and sent to OGC via no later than:
Wednesday, May 18th, 5:00 p.m.

15. What is the next step if we are submitting for the June 5th Deadline?
Complete “Planning to submit” form and submit to Kasey Antol by April 1st
Submit application to WPIC Research Committee:
Print out and read the SF424 guidelines and the specific Program Announcement
When the submit form is received, a OGC Pre-award Specialist will forward you a SF424 budget template in Excel and the University signature verification page.

16. What is the next step if we are submitting for the June 5th Deadline
What is the next step if we are submitting for the June 5th Deadline? (cont)
On the SF424 Excel budget:
Fill in the personnel names, % effort, department if not WPIC
List any tentative subcontractors, and contact them for their detailed budget and authorized signatures.
Return budget to OGC Pre-award Specialist, and they will provide all salaries and fringe benefit rates

17. What is the next step if we are submitting for the June 5th Deadline
What is the next step if we are submitting for the June 5th Deadline? (cont)
The University and NIH require that all key personnel have completed
Conflict of Interest Superform (
Research Practice Fundamental Modules (
Finalize the budget and return the OGC (preferably before the 13 day deadline for the entire application)

18. Why does it have to be done early? Submission Timeline
Principal Investigator
13 business days before NIH deadline, sends FINAL SF424 to OGC via
All PIs on budget sign University signature verification form, and have it delivered to OGC
OGC pre award specialist
reviews SF424
completes stock 136 form
Obtains approvals for all subaccounts
Prepares all paperwork to be routed for signatures
Uploads the SF424 to the Office of Research
Thomas Berkhoudt, OGC Director
11 business days before NIH deadline, approves SF424 and signs stock 136
Kathy Sidorovich (Health Sciences)
11 business days before NIH deadline, approves SF424 and signs stock 136
Office of Research
Must receive SF business days before NIH deadline
Brian Balich reviews SF424
Obtains Allen Dipalma’s approval
Send SF424 to Grants.gov
Grants.gov
Checks SF424 for errors
Sends receipt
Sends SF424 to NIH Commons
Will reject proposal for:
Viruses, invalid DUNS #, incorrect forms
NIH/eRA Commons
Sends a receipt to Pitt and PI
Checks SF424 for errors
Clock starts ticking on 2 day window to fix errors
Forward to CSR if no errors
Center for Scientific Review

19. Grants.gov: Other Updates
NIH has postponed the transition of a few notable mechanisms until further notice: K, T, F, P, U.
Transition to Adobe-based forms is underway and on schedule to be implemented by April 2007.
A free Adobe program will be made available on the Grants.gov website.

21. Electronic Submission of Progress Reports (Type 5): E-Snap
We are still receiving many paper NIH non-competing applications -- the majority of these applications can be submitted using E-Snap
Submitting progress reports by E-Snap gives you two additional weeks!
The University signature process does not change.
Instructions on how to use E-Snap can be found on OR website at:

22. No-Cost Extension Requests: A Few Reminders
Standard no-cost extension request format can be found at:
Please note that with every no-cost extension request, whether it be electronic or hard copy, the Office of Research requires a budget, all compliance approvals and any sponsor correspondence available before approving the request

23. No-Cost Extension Requests
Keep in mind that the same terms and conditions apply to the NCE period that were applicable to the prior grant period.
This includes effort/person months for key personnel!
Any effort reduction by key personnel beyond 25%, including effort reduction during a NCE period, requires prior approval by NIH Program and Grants Management staff