SOP Owner: Office of Sponsored Research Administration Last Reviewed/Update Date: 03/01/2016. NIH Continuous Submission Standard Operating Procedure

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1 NIH Cntinuus Submissin Standard Operating Prcedure 1. Purpse T recgnize review and advisry service by members f the scientific cmmunity, and t minimize disincentives t such service, the Natinal Institutes f Health (NIH) prvide an alternate plan fr submissin and review f research grant applicatins frm appinted members f NIH review and advisry grups and temprary members f NIH review grups with substantial, recent review service. The alternative submissin and review prcess is limited t NIH R01, R21, and R34 applicatins, including thse that are AIDS-related, that wuld nrmally be received n standard submissin dates. Weill Crnell Medicine (WCM) Principal Investigatrs (PIs) can check their eligibility fr cntinuus submissin in their Electrnic Research Administratin (era) Cmmns Accunt prfile (instructins here). PIs must ntify the Office f Spnsred Research Administratin (OSRA) in advance f a planned submissin under the cntinuus submissin plicy, allwing OSRA t cnfirm bth PI and pprtunity eligibility. Applicatins submitted under the cntinuus submissin ptin must include a cver letter that states the eligibility f a PI fr cntinuus submissin, which requires review and apprval frm OSRA. Cntinuus submissin is typically NOT available fr applicatins submitted fr special deadlines r ther activity cdes, including Requests fr Applicatins (RFAs) and sme Prgram Annuncements (PARs). Faculty must cntact OSRA well in advance f the applicatin deadline listed in the pprtunity annuncement fr clarificatin n eligibility, allwing sufficient time t meet the applicatin deadline shuld cntinuus submissin privileges be unavailable. 2. Scpe This standard perating prcedure (SOP) explains the NIH cntinuus submissin plicy, utlines hw t cnfirm bth PI and pprtunity eligibility, and instructs PIs n hw t include eligibility infrmatin in their applicatins. 3. Prerequisites PI must be an appinted member f a chartered standing NIH Study Sectins, NIH Bards f Scientific Cunselrs, NIH Advisry Bards, NIH Advisry Cuncils, NIH Prgram Advisry Cmmittees; OR PI must serve as regular r temprary peer review member f a NIH peer review cmmittee 6 times in 18 mnths (recent substantial service) Page 1 f 7

2 4. Related Dcuments Submitting a Cmpetitive Grant Applicatin fr OSRA Review (OSRA 0002) OSRA Grant Applicatin Review and Submissin (OSRA 0004) 5. Respnsibilities Respnsibility = persn r rle respnsible fr ensuring that the item is cmpleted Accuntable = persn r rle respnsible fr actually ding r cmpleting the item Cnsulted = persn r rle whse subject matter expertise is required in rder t cmplete the item Infrmed = persn r rle that needs t be kept infrmed f the status f item cmpletin Prcess Members Principal Investigatr Key Persnnel Academic Department OSRA Administratr OSRA Specialist OSRA Directr OSRA Office Develpment/Maintenance f SOP I I I/C I I I/C R/A Determine PI Eligibility R/A R Determine Opprtunity Eligibility R/A R Verify Eligibility I/C I R/A Prepare Applicatin Cver Letter R/A I/C C Review and Submit Grant Applicatin I/C I I/C R R/A Page 2 f 7

3 6. Prcedure Step Actin Methd Owner Schedule 1.0 Determine PI eligibility fr Check era PI and At least tw weeks in cntinuus submissin Cmmns prfile Department advance f applicatin deadline listed in the funding pprtunity 1.1 PIs must check their era Cmmns prfile t determine their eligibility t submit applicatins under NIH s cntinuus submissin plicy Instructins PI may als check the NIH eligibility list, hwever NIH advises the Cmmns prfile is the authritative surce List 2.0 Determine funding pprtunity eligibly fr cntinuus submissin Funding Opprtunity Prgram Annuncement PI and Department At least tw weeks in advance f applicatin deadline listed in the funding pprtunity 2.1 PI must carefully review the funding pprtunity t determine if NIH will accept applicatins under the cntinuus submissin plicy NOT-OD The cntinuus submissin and review prcess is limited t NIH R01, R21, and Page 3 f 7

4 R34 applicatins that wuld nrmally be received n standard submissin dates Cntinuus submissin is NOT available fr applicatins submitted fr special deadlines (RFAs, sme PARs) r ther activity cdes 3.0 Ntify OSRA f intent t submit under cntinuus submissin plicy 3.1 When cnsidering a prpsal under NIH s cntinuus submissin plicy, PIs must ntify their OSRA Grants & Cntracts Specialist, wh will verify eligibility 4.0 Verify PI Eligibility OSRA Grants & Cntracts Specialist 4.1 OSRA Grants & Cntracts Specialist must verify PI and funding pprtunity eligibility 4.2 As necessary, OSRA Grants & Cntracts Specialist will cntact the funding pprtunity Grants Management Cntact fr cnfirmatin 4.3 The OSRA Grants & Cntracts Specialist will prvide verificatin fr the PI within ne business day At least tw weeks in advance f applicatin deadline listed in the funding pprtunity Within 24 hurs f ntice frm PI and/r Department Page 4 f 7

5 5.0 Prepare applicatin cver letter indicating eligibility and include in Final Applicatin sent t OSRA fr submissin 5.1 Once verified by OSRA, PI must prepare an applicatin cver letter cnfirming their eligibility fr cntinuus submissin Applicatins submitted under the cntinuus submissin ptin must include a cver letter that states the eligibility f a PD/PI fr cntinuus submissin 5.2 Applicatin must then be ruted accrding t OSRA guidelines OSRA 002 OSRA 004 PI and Department Must be received in OSRA at least 2 business days befre submissin deadline Page 5 f 7

6 7. Prcess Maps PI Intends t submit a grant applicatin under NIH s cntinuus submissin plicy PI must check their era Cmmns accunt t cnfirm eligibility fr cntinuus submissin PI must review prgram annuncement t determine its eligibility fr cntinuus submissin PI and Department must ntify OSRA f intent t submit under cntinuus submissin tw weeks prir t submissin deadline, allwing sufficient time fr OSRA t cnfirm eligibility OSRA must verify eligibility within 24 hurs f ntificatin frm PI PI must prepare an applicatin cver letter fr inclusin in the submissin clearly stating PIs intent t submit under the cntinuus submissin plicy, cnfirming eligibility Page 6 f 7

7 8. Prcess Metrics PI/Department must ntify OSRA f intent t submit under cntinuus submissin tw weeks prir t submissin deadline OSRA must verify PI eligibility within 24 hurs 9. References Eligible Individuals List: NIH cntinuus submissin plicy page: era Cmmns instructins fr checking eligibility: Definitins Nne 11. Limitatins/Exclusins Nne Page 7 f 7