The Basics 2015

Craig JohnsonGrant AdministratorDepartment of Medicinecrjohnson@medicine.washington.edu221-3383

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 OverviewTwo ways to complete applicationsPreparation time

What info do I need?Where do I get it?

Finding & completing the Adobe formset

Final Check and downloadingQ&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 Budgets• Getting Started Grant Runner Guide

http://depts.washington.edu/research/Docs/grant_runner_getting_started.pdf

• https://www.washington.edu/research/?page=orisGR

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 OSPReview by OSP Admin

Navigating the Submission Freeway

OSP transmits application & receives confirmation

Grants.gov performs basic check GRANT00001234

Agency System

(NIH)eRA CommonsAN1234567

Grants.gov National Submission Funnel

Grants.gov

UCLA

USCUW

Everyone’s Goal: 100% success in submitting error free

UW Deadlines(Submit Proposal)

GIM 197+ 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

https://www.washington.edu/research/osp/gim/gim19.html

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

-2

-5

-10

-1-3-4

-8 -7 -6

-9

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 completedAll COMPLETED sponsor forms attachedIRB or IACUC studies / protocol approval datesIRB / IACUC modifications applied forAttached paperwork for subcontracts or

consultantsResearch Plan & budget is attached in FINAL

formAttachments are in correct format (NIH=PDF

only)F&A rate is in accordance with GIM 13AAny 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• Email acknowledgements and notifications

http://www.washington.edu/research/

http://www.washington.edu/research/funding/opportunities/

Finding a Grant Opportunity

Finding a Grant Opportunity

Finding a Grant Opportunity

To download application

For a full copy of the instructions

Enter your email address here if you would like updates on this PA

Save both to your desktop

7 Steps toSubmit NIH proposal via

Grants.gov1. Download application package via Grants.gov

2. Complete the application package3. Complete a eGC1 in SAGE.4. Upload application package to GC-1

and route to OSP5. OSP will review & submit final

application6. Validation process (multiple emails

btw OSP, Grants.gov & department)7. Validation of NIH proposals via ERA

Commons

3 Steps toSubmit NIH Proposal via Grant

Runner1. 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:http://www.nsf.gov

• NIH Instructions for 424 Formshttp://grants1.nih.gov/grants/funding/424/index.htm

• NIH ERA’s Commons website: https://commons.era.nih.gov/commons

• Avoid Common Errors:http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm

http://grants.nih.gov/grants/ElectronicReceipt/faq.htm

Where can I go for help?

For technical questions:http://grants.gov/ or 1-800-518-4726

For NIH’s overall plan for electronic receipt, contact NIH Grants info at grantsinfo@nih.gov

For UW procedure and process: Contact OSP Help Desk at 685-4362 or osphelp@u.washington.edu

For Grant Runner questions:Contact the SAGE Help Desk at 685-8335 or sagehelp@uw.edu.

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. http://www.grants.gov/web/grants/applicants/adobe-software-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 emailed shortly following class.

THANKS FOR YOUR PARTICIPATION!