Application Format Requirements SPONSOR National Institutes of Health (NIH) SOLICITATION # PA- DUE DATE FORM OF SUBMISSION Electronic: Hard Mail: Email: Additional Submission Requirements: RFP/FOA/SOLICITATION LINK SPONSOR SUBMISSION GUIDELINES (Note: Does the proposal require submission to an additional department/ agency or person in addition to main form?) http://grants.nih.gov/grants/funding/424/sf424_rr_guide_general_adobe_verb.pdf Below is a brief summary of the technical requirements for your upcoming submission to NIH. This quick check-off does not replace the Sponsor solicitation or main guidelines. **Be sure to review the complete details and requirements as it pertains to your particular Request for Proposal (RFP) or Program Announcement (PA) as it may differ from the standard sponsor guidelines. era Commons Registration Individual(s) designated as PD/PI(s) on the application must be registered in the Commons. A PD/PI must hold a PI account. This registration will need to be done by your Sponsored Project Administrator (SPA) at Teachers College. As soon as you identify which Program Announcement you are applying to speak to your SPA to coordinate this as it may take a few days to register in the system. Page Limits (see Table 2.6-1. Page Limits) Observe the page number limits given in Table 2.6-1. Only when specifically allowed in a FOA, such as in cases involving interdependent multiple subprojects (e.g., Program Projects and Multi-Center Clinical Trials) will the PHS accept applications that exceed the page number limitations. However, specific page number limits may apply to each subproject. For information pertaining to page number limits for such projects, contact the awarding component to which the application may be assigned. (See Table 1.4-1. Agency Contact Table.) The page number limitations may also be different for other specialized grant applications. Consult and follow the additional instructions for those applications. Saving & Naming Your Submission Files: Although all documents will need to be uploaded as PDF files; in order for your Sponsored Project Administrator (SPA) to effectively be able to review your documents for guideline adherence (margins, font type, spacing etc.)- Word documents are initially preferred. Save all files with descriptive file names of 50 characters or less and be sure to only use standard characters in file names: A through Z, a through z, 0 through 9, and underscore (_). Do not use any special characters (example: &, -, *, %, /, and # ) or spacing in the file name. Writing in the Margins No information should appear in the margins, including the PI s name and page numbers.
RFP SPECIFICATIONS # Of Pages Allowed GUIDELINES GENERAL GUIDELINES Project Title Guideline (if appl.) See your solicitation if it applies Font Type & Size Arial, Helvetica, Palatino Linotype, or Georgia typeface, a black font color, and a font size of 11 points or larger. (A Symbol font may be used to insert Greek letters or special characters; the font size requirement still applies.) Type density, including characters and spaces, must be no more than 15 characters per inch. Type may be no more than six lines per inch. Margins At least one-half inch margins (top, bottom, left, and right) for all pages. No information should appear in the margins, including the PI s name and page numbers. Spacing Single space Page Numbering (IF APPL. Be sure to ensure all page # s across all documents line up with table of contents or lists whenever a pg # is noted for reference. PI will need to verify where the pg # s are located) Unless Otherwise Stated in the Program Announcement: Do not include any information in a header or footer of the attachments. A header will be system-generated that references the name of the PD/PI. Page numbers for the footer will be system-generated in the complete application, with all pages sequentially numbered. Charts You may use a smaller type size but it must be in a black font color, readily legible, and follow the font typeface requirement. Color can be used in figures; however, all text must be in a black font color, clear and legible. Table of Contents *See note above regarding page # s See your solicitation if it applies PROPOSAL SECTIONS Cover Letter/ PHS398 (If appl) Can be optional depending on Program Announcement Introduction to Resubmission Application 1 pg (Only resubmissions) Project Summary No longer than 30 lines Must contain a summary of the proposed activity suitable for dissemination to the public. It should be a self-contained description of the project and should contain a statement of objectives and methods to be employed. State the application s broad, long-term objectives and specific aims, making reference to the health relatedness of the project (i.e., relevance to the mission of the agency). Project Narrative No more Must be in accordance with the announcement and/or agency- REVIEWED & COMPLETED
than 2-3 sentences specific instructions Describe the relevance of this research to public health Specific Aims 1 page State concisely the goals of the proposed research and summarize the expected outcome(s), including the impact that the results of the proposed research will exert on the research field(s) involved. List succinctly the specific objectives of the research proposed Research Strategy 12 pgs / 6 pgs *see guidelines to determine which Start each section with the appropriate section heading Significance, Innovation, Approach. Cite published experimental details in the Research Strategy section and provide the full reference in the Bibliography and References Cited section (Part I Section 4.4.9). Preliminary Studies for New Applications: For new applications, include information on Preliminary Studies. Progress Report for Renewal and Revision Applications. For renewal/revision applications, provide a Progress Report. Provide the beginning and ending dates for the period covered since the last competitive review. Bibliography & References n/a Provide a bibliography of any references cited in the Project Narrative. Each reference must include the names of all authors (in the same sequence in which they appear in the publication), the article and journal title, book title, volume number, page numbers, and year of publication. Include only bibliographic citations. Inclusion Enrollment Report (If Appl) If the renewal or revision application involves clinical research, then you must report on the enrollment of research subjects and their distribution by ethnicity/race and sex/gender. See Part II, Section 4.3 for more detailed instructions on which Target and Enrollment Report or Table to use. Progress Report Publication List (If Appl) Human Subjects IRB n/a If IRB review is pending leave check off date blank. Must incl. assurance number Protection of Human Subjects (See main guidelines for details on what information to provide) This section is required for applicants answering yes to the question Are human subjects involved? on the R&R Other Project Information form. If the answer is No to the question but the proposed research involves human specimens and/or data from subjects applicants must provide a justification in this section for the claim that no human subjects are involved. Inclusion of Women and Minorities Refer to Part II, Supplemental Instructions for Preparing the Human Subjects Section of the Research Plan. This section is
required for applicants answering yes to the question Are human subjects involved? on the R&R Other Project Information form and the research does not fall under Exemption 4 Inclusion of Children Refer to Supplemental Instructions for Preparing the Human Subjects Section of the Research Plan, Sections 4.4 and 5.7. For applicants answering Yes to the question Are human subjects involved on the R&R Other Project Information Form and the research does not fall under Section 4, this section is required. Targeted/ Planned Enrollment If this application involves the Inclusion of Women and Minorities, applicants must complete the Targeted/Planned Enrollment Table for each protocol; see Part II, Supplemental Instructions for Preparing the Human Subjects Section of the Research Plan, Section 4.3. For applicants answering Yes to the question Are human subjects involved? on the R&R Other Project Information Form and the research does not fall under Exemption 4, complete the Targeted/Planned Enrollment Table for each protocol. Budget Narrative Use this section to list the names, role (e.g., Postdoc or Graduate Student), associated months, salary and fringe benefits for all Postdoctoral Associates and Graduate Students included in Budget Section B. Other Personnel. Include a justification for any significant increases or decreases from the initial year budget. Justify budgets with more than a standard escalation from the initial to the future year(s) of support. Also use this section to explain any exclusions applied to the F&A base calculation. If the application includes a subaward/consortium budget, a separate budget justification is submitted for that budget. Attachments* Appendixes* A maximum of 10 PDF attachments is allowed in the Appendix. If more than 10 appendix attachments are needed, combine the remaining information into attachment #10. A summary sheet listing all of the items included in the appendix is also encouraged but not required. When including a summary sheet, it should be included in the first appendix attachment. What is allowed: Surveys, questionnaires, and other data collection Materials that cannot be submitted electronically or
materials that cannot be converted to PDF format (e.g., medical devices, prototypes, DVDs, CDs), applicants should contact the Scientific Review Officer for instructions following notification of assignment of the application to a SRG. Not Allowed: Photographs or color images of gels, micrographs Publications that are publicly accessible. Letters of Support Attach all appropriate letters of support, including any letters necessary to demonstrate the support of consortium participants and collaborators such as senior/key personnel and Other Significant Contributors included in the grant application. Letters are not required for personnel (such as research assistants) not contributing in a substantive, measurable way to the scientific development or execution of the project. For consultants, letters should include rate/charge for consulting services. Equipment n/a List major items of equipment already available for this project and, if appropriate identify location and pertinent capabilities. Please click the Add Attachment button to the right of this field to complete this entry. Facilities & Other Resources n/a Requires a description of how the scientific environment will contribute to the probability of success of the project, unique features of the environment, and for Early Stage Investigators, the institutional investment in the success of the investigator (e.g., resources, classes, etc.). Identify the facilities to be used (Laboratory, Animal, Computer, Office, Clinical and Other). If appropriate, indicate their capacities, pertinent capabilities, relative proximity and extent of availability to the project. Describe only those resources that are directly applicable to the proposed work. If there are multiple performance sites, describe the resources available at each site. Resource Sharing Plan(s) Data Sharing Plan: Investigators seeking $500,000 or more in direct costs (exclusive of consortium F&A) in any year are expected to include a brief 1-paragraph description of how final research data will be shared, or explain why data-sharing is not possible. Specific Funding Opportunity Announcements may require that all applications include this information regardless of the dollar level.
Subcontracts/ Subawards Subcontract Budget & Budget Narrative All subcontracts must follow NIH guidelines and complete R&R Budget forms and budget Justification as indicated. Only in the even a Modular budget is done, a subaward budget is not needed for submission only for TC requirements. BUDGET Budget Type/ Form to complete Use of full SF424 R&R budget or PHS398 Modular budget is dependent on the type of grant being submitted. See guidelines Total Award Amount $ Depends on Solicitation Indirect Cost Rate Depends on Type of Solicitation Typically 69.1% off of Salary or in the instance of training grants 8% off of all Direct Costs Cost Sharing Depends on Solicitation Required Expenses to Include Check solicitation Salary Caps for PI or Graduate Students? Faculty Salary cap: $179,700 Percent Effort for PI or Senior Staff? Identify the number of months devoted to the project for each senior/key person (i.e., calendar, academic, summer). Please use either calendar months OR a combination of academic and summer months. Annual Increase on Salary NIH has capped annual increase on salary at 2%. However verify with SPO to confirm if applies to your appl. OTHER Project Start Date As Stated By Sponsor (if appl.) Project Duration PI & SENIOR PERSONNEL Can be put in Alpha order but PI must provide which order they will like each person to be listed. Commons Registration Required (if appl.) Speak to your SPA to register Bio-Sketch 4 pages Utilize and download NIH Format of Biosketch. These are the noted sections required by NIH: A. Personal Statement B. Positions and Honors C. Selected Peer-reviewed Publications D. Research Support Current & Pending (If appl.) n/a Provide a list of all current and pending support for the PD/PI and each senior/key person (even if they receive no salary support from the project(s) for ongoing projects and pending proposals). Sponsor type Project title Total award amount for the entire award period (including indirect costs) Number of person months per year to be devoted
Performance Site Locations n/a Need 1. Name 2. Address 3. DUNS # 4. 9 digit Zip code & 5. Congressional District for each location # of Participants (If providing participant support) If participant support is provided within the budget, PI must provide the total number of participants receiving $ benefits. (# must be less than 999) *Note: Be sure to verify what information is allowed into Attachments, Appendixes and Supplementary documents against all sponsor standard submission policy and RFP guidelines. If additional or unrequested information is provided, the submission may be rejected.