1. 1 Reject Application (SO) Select Reject eApplication Enter comment to be sent with email notification Click Reject

2. 2 eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Submit, Track & View Application Prepare Application Submission Complete!

3. 3 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. 4 Finding Help Applicant Resources

5. 5 New NIH Applying Electronically Web site http://grants.nih.gov/grants/ElectronicReceipt/

6. 6 Finding Help: Web Site Links Links to Applicant Resources –NIH Applying Electronically Web site: http://grants.nih.gov/grants/ElectronicReceipt/index. htm http://grants.nih.gov/grants/ElectronicReceipt/index. htm –Grants Web site: http://grants.nih.gov/ http://grants.nih.gov/ –electronic Research Administration: http://era.nih.gov/ http://era.nih.gov/ –eRA Commons: https://commons.era.nih.gov/commons/ https://commons.era.nih.gov/commons/

7. 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.govwww.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 support@grants.govsupport@grants.gov 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.jsphttps://commons.era.nih.gov/commons/index.jsp –eRA Commons Help Desk Web support: http://itservicedesk.nih.gov/era/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: 301-435-0714 Email GrantsInfo@nih.govGrantsInfo@nih.gov

8. 8 Grant Administration in eRA Commons Check Review Assignment Submit Pre-award Information Check Review Outcome Prepare/Submit Post-award Reports Closeout Grants eRA Commons My application is submitted… …now what? Additional eRA Commons features Update Personal Profile and Institutional Profile Information

9. 99 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

10. 10 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 notificationsNotice of Award

11. 11 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. 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. 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. 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. 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

16. 16 Tracking Application Status as a PI Note: There is a separate SO-tailored view of the Status page.

17. 17 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)

18. 18 Track Assignment Info. in Status Details Primary Institute Assignment Study Section Assignment Key Contact Information

19. 19 Track Review Outcome Only the PI can view Summary Statement, Priority Score and Percentile information.

20. 20 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!

21. 21 Click on the JIT link in the Action column of the Status hit list. Just In Time

22. 22 eSNAP Electronic 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!

23. 23 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)

24. 24 eSNAP Begin the eSNAP either from the Action column of the Status Hit List or the eSNAP item on the menu bar.

25. 25 eSNAP Hit List PI hit list shows all grants and applications with the Grant Number of eSNAP-eligible grants hyperlinked.

26. 26 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 http://www.nlm.nih.gov/pubs/techbull/jf10/jf10_myncbi_redesign.html

27. 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.

28. 28 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

29. 29 FSR Search Screen To view Financial Status Report status code definitions, visit: http://era.nih.gov/virtualschool/external/class_fsr_statuscode_faq.htm

30. 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. 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. 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. 33 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. 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

35. 35 xTrain http://era.nih.gov/services_for_applicants/other/xTrain.cfm

36. 36 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

37. 37 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).

38. 38 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

39. 39 Closeout Link Status Result - Closeout Search screen shows grants that are Closed or Requires Closeout.

40. 40 Finding Help Applicant Resources

41. 41 Finding Help: Web Site Links Links to Applicant & Grantee Resources –NIH Grants Web site: http://grants.nih.gov/ http://grants.nih.gov/ –Electronic Research Administration: http://era.nih.gov/ http://era.nih.gov/ –eRA Commons: https://commons.era.nih.gov/commons/ https://commons.era.nih.gov/commons/

42. 42 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.govwww.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: support@grants.govsupport@grants.gov 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.jsphttps://commons.era.nih.gov/commons/index.jsp –eRA Commons Help Desk Web support: http://itservicedesk.nih.gov/era/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: 301-435-0714 E-mail: GrantsInfo@nih.govGrantsInfo@nih.gov

43. 43 Thank You!