1

Reject Application (SO)

Select Reject eApplication

Enter comment to be sent with email notification

Click Reject

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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/

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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 support@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.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 GrantsInfo@nih.gov

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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

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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

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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.

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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)

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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

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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

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Tracking Application Status as a PI

Note: There is a separate SO-tailored view of the Status page.

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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!

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Click on the JIT link in the Action column of the Status hit list.

Just In Time

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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!

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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)

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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.

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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.

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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

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FSR Search Screen

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

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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

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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

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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

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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!

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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

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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

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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).

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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

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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/

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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: support@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.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: GrantsInfo@nih.gov

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Thank You!