Grants.gov Adobe Manual for Windows Users July, 2008 This workbook also contains information and original material from the PHS Grants.Gov application Guide SF 424 (R&R) which can be found at http://grants2.nih.gov/grants/funding/424/index.htm as well as the Grants.gov manual found at www.grants.gov. 0
The purpose of this handout is to assist with the preparation of applications submitted via the grants.gov system. The Federal Financial Assistance Management Improvement Act of 1999, also known as Public Law 106-107 (P.L. 106-107), was enacted on November 1999. The purposes of the Act are to (1) improve the effectiveness and performance of Federal financial assistance programs, (2) simplify Federal financial assistance application and reporting requirements, (3) improve the delivery of services to the public, and (4) facilitate greater coordination among those responsible for delivering services. Grants.gov was developed in response to PL 106-107. Reminders: The submits the final proposal application to Grants.Gov The application is a package of forms that have to be completed. It is NOT web based. Complete the SF 424 R&R form first as it populates other forms. The file does NOT automatically save. You have to click on SAVE to save the data entered. Submitting the Application -- The following steps must be taken in order to submit a grant application through Grants.gov: 1. Registration of GTRC & GTARC are completed in both the Grants.Gov. 2. Find a Funding Opportunity Announcement (FOA) using the Grants.gov Apply feature that reflects use of the SF424 (R&R) forms and electronic submission through Grants.gov. 3. Download Adobe Reader 8.1.2 4. Download the associated Application Package from Grants.gov. 5. Complete the appropriate application components, including all text (PDF) and Adobe Reader attachments. Upload all attachments into the appropriate application component. 6. Upload the document to www.ggov.gatech.edu. Large files may need to be burned to a DVD or jump drive. The completed application should be reviewed through the Office of Sponsored Programs. OSP requires the proposal to be in house 5 business days prior to the deadline. Reminder: Both the Chair s and the Dean s signatures or their designee(s) are required on the routing form. The chair may sign for the Dean but his signature must be on the Dean s section of the routing form. The Submit button becomes active only after all mandatory elements of the grant application package have been completed including attachment of forms and mandatory fields. Do NOT submit via Grants.gov, the contracting officer does that! When you ve completed your application and saved all the information. Then upload the document to the ggov.gatech.edu server or for large files burn it onto a DVD or jump drive and bring it over. (NOTE: DO NOT Zip the file attachment email systems will strip the attachment assuming there is a virus!) Remember an OSP routing form needs to be completed and our deadlines for an electronic submission are: 5 business days prior to the submission deadline. 1
7. Coordinate with your Contracting Officer to submit the application by the date specified in the FOA. (Keep a copy locally at the Applicant Organization/Institution.) 8. After agency validation, receive the agency tracking number (accession number). The following sections explain each step in more detail. Grants.Gov The URL for grants.gov is www.grants.gov. The system can be utilized for both finding funding as well as submitting an application via grants.gov to a specific federal agency. The first step in utilizing the grants.gov system is to download the PureEdge Adobe Reader 8.1.2 (or upgrade if necessary). Note: GTRC is registered; PI/PDs do not need to register with the system. The application will be submitted by the Contracting Officer who is a registered user for grants.gov Click on the first Apply for Grants link on the left (red) part of the web site. In the Apply for Grants portion 2
IMPORTANT: In order to complete the application form, Adobe Reader will need to be downloaded onto your PC. You may need to coordinate with your department s CSR to download software. Download and Install Adobe Reader 8.1.2 or PureEdge Viewer (See website for directions) If you ve already downloaded the Adobe Reader 8.1.2,. Be sure to check before downloading the application file as you ll get an error message. If you have already downloaded Adobe Reader you will still need to check the version before opening a application. Confirm that the version of Reader you have is 8.1.2 or greater. To do this open Adobe reader, select the help menu click on the menu choice About Adobe Reader 8 This is the best way to know exactly which version you are working with. Right clicking and selecting about will not give you enough information. Downloading the Application 3
From the screen with the APPLY FOR GRANT screen simply click on the link within STEP 1 Download a Grant Application Package and Instructions. Below is the Download Application Package Screen. You will already need to have searched for the funding opportunity that you are applying for. Simply key in the CFDA number or Funding Opportunity Number into the text field and click on Download Package Some opportunities maybe have multiple listings, simply select the one that you want and click the download link. NOTE: If looking for an unsolicited application at NIH, try searching for the mechanism (R01) and the word parent. 4
NOTE: Agencies should post an application at least 60 days prior to the deadline. Searching Funding Opportunities You may see this search result if using the Find Grant Opportunities link. To get to the application, click on the How to Apply Tab. Agencies may have information about the funding opportunity listed on the site but not have the application posted. 5
You should key in your email in the text field in case any changes or modifications are made to the application so that you can receive an update regarding those changes. The next steps involve downloading both the instructions for the solicitation and downloading the application package. You should key in your email in the text field in case any changes or modifications are made to the application so that you can receive an update regarding those changes. The next steps involve downloading both the instructions for the solicitation and downloading the application package. Be sure to save the application to your desktop (or where ever you want it saved) and then run the application from your computer and not through your browser. Be sure to download the Application Instructions, too! 6
Completing the Application Package 1 2 3 When you select a funding opportunity in Grants.gov Apply, verify that the information shown in the Grant Application Package screen corresponds to the funding opportunity for which you wish to apply. Grants.gov autopopulates the following information: Opportunity Title Offering Agency CFDA Number CFDA Description Opportunity Number Competition ID Opportunity Open Date Opportunity Close Date Agency Contact Find the application where it was saved (i.e., Desktop) and open the file. Be sure you ve downloaded the correct application as each application is SPECIFIC to the solicitation. You cannot change the info regarding the Opportunity Title, CFDA, etc. within the application package. (1) 7
Each Grants.gov application package has a cover page that lists all forms necessary to complete the package (2). Forms are divided into two groups mandatory and optional. Instructions for completing the specific application package are listed at the bottom of the screen (3 in blue). The cover page will always stay at the very top of the document as you open required & optional documents they will appear below the cover page. Use the scroll bar to move up and down the application package. Field level help is available within Adobe Reader by leaving your mouse over the area you would like to know more about. Begin the application by populating the field Application File Name with text. Since the field name needs to be unique, we suggest that you begin with your last name and then the title of your project. Use an underscore in between your last name and the title you want for proposal. For example, LastName_My NIH Proposal Title. Spell check is available within each form, click Edit > Check Spelling > In Form Fileds or press your F7 key on your keyboard. You can save your application at any time by clicking the Save button at the top of the screen (1). 1 How a title should look Last Name of PI and then an _ (underscore) and then the title of the proposal. To open any form, move it over to the Mandatory Documents for Submission section by clicking the right arrow (1), then click open form (2). We are opening the SF 424 (Research & Related) from. You should begin with the SF 424 R&R as it populates some of the other forms. To remove a form from the Mandatory Document for Submission section click the left arrow. Warning, removing a document from submission by clicking the left arrow will remove any data you entered in the fields. 1 2 8
The yellow highlights are the mandatory fields that must be populated in order to complete the form. As you complete the mandatory sections, the yellow highlights will disappear. Click on the Next button to complete the rest of the forms. There may be a number of screens to click through before the form is completed. The user can also use the scroll bar on the side of the screen to get to the next form. When you are finished entering the data in a form, click the Close Form button to close the document and return to the first page. In order to save your complete application package, you must click the Save button on the application cover page. 9
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NOTE: This is an example. Your information should populate the appropriate fields. Click on the NEXT button for this screen. The SF 424 R&R The items marked in RED do not need to be completed. The items in GREEN may need to be completed depending on the circumstances surrounding the application. See the notation on the application for the appropriate use of the field. 11
Section 8: Type of Application (NIH Terms) NIH Term NEW R&R Term New (T-1) Competing Continuation (T-2) Revision or Amendment New Renewal Resubmission Competing Supplement Revision 12
Section 10: Catalog of Federal Domestic Assistance Number Section 15 of the SF 424 R&R (NIH Terms) R&R Terms PD/PI: Combined term Division isn t necessary 13
Section 19 of the SF 424 R&R (NIH Terms) NIH Term Other R&R Term Authorized Organizational Official (AOO) or Signing Official (SO) Authorized Organizational Representative (AOR) 14
Research and Related Other Project Information Item 6: Project Summary (NIH Specific) PDF File No longer than 30 lines of text. Be sure to check the solicitation guidelines in addition to information presented here, when unsure create a PDF. Should be self-contained description of the project and should contain a statement of objectives and methods employed. Item 7: Project Narrative (NIH Specific) PDF File Include two-three sentences on the Relevance of this research to the public health Item 8: Bibliography & Reference Cited (NIH Specific) Formally known as the Literature Cited section PDF File Citations for references in the Project Narrative Item 9: Facilitates & Other Resources (NIH Specific) PDF File Identify the facilities to be used and if appropriate their capacities, capabilities, etc. If select agents, see notes in grants manual Item 10: Equipment (NIH Specific) PDF File 15
List of major equipment ALREADY available for this project. As well as location and pertinent capabilities. NIH NOTE: Credentials is a REQUIRED field for NIH for all Senior or Key Personnel. This is your Commons ID. Typically, first/last name combo. Email Trina at trina.brennan@osp.gatech.edu NIH Notes: Reminders The name of the PI and Senior Persons should be listed as it is in The Commons System (at NIH). Current and Pending Support isn t necessary. NIH uses a system called JIT or Just in Time for this information, this varies from organization to organization. 16
Attaching a File To attach a file to your application, simply click on the Add Attachment button. This will bring up a dialog box. Simply, find the file you want to attach. After the file is attached, you may view the file. If you want to make changes to the file, be sure to make the changes on the file on your desktop and delete and then replace the file with the modified one. Some people folks have encountered problems by making changes while viewing the file. NOTE: NIH and NSF require all attachments to be in PDF format. But DOE, DOD and others do not. Be sure to check the solicitation guidelines in addition to information presented here, when unsure create a PDF. When in unsure use a PDF! NIH Project Narrative: This attachment will reflect the second component of the Project Summary. The second component of the Project Summary/Abstract (i.e., Description ) is Relevance. Using no more than two or three sentences, describe the relevance of this research to public health. In this section, be succinct and use plain language that can be understood by a general, lay audience. 17
All Mandatory Documents must be moved to the Mandatory Completed Documents for Submission box in order to submit your application. (This process of moving a form into the complete field then completing it must be done for all mandatory forms) All mandatory fields (yellow highlights) in all mandatory forms have been completed Optional forms have been completed and moved to the Optional Completed Documents for Submission. The Save button has be clicked AFTER all documents have been moved to the completed documents section (both the mandatory and the optional if applicable) R&R Budgets Use the budget wizard to assist with completing the budget section. The URL is http://www.osp.gatech.edu/budgetwizard.shtml. 18
Continue populating the form with your budget information. If you have more than one year, click on the Next Period. Note: ALL yellow fields need to be completed including the Budget Justification before you can launch the next budget period. The system will calculate your cumulative budget for you. Be sure to upload your budget justification to the budget section. \ 19
Proposal Submission The Submit button becomes active only after all mandatory elements of the grant application package have been completed including attachment of forms and mandatory fields. That means you ve completed the forms and moved them into the section entitled Completed Documents for Submission. There is a Check Package for Errors button to assist you with the preparation of this proposal, too. DO NOT submit it directly through Grants.Gov! When you ve completed your application and saved all the information. Then email the file as an attachment to the Contracting Officer in Sponsored Programs who will be submitting the proposal. (NOTE: DO NOT Zip the file attachment email systems will not allow for the file to be mailed assuming that it contains a virus!) Remember an OSP Routing Form needs to be completed and our deadlines for an electronic submission are: 5 days prior to the deadline release the file to the contracting officer! After You Submit Your Application Via Grants.gov The Authorized Organizational Representative (AOR) can use Grants.gov to check the status of an application at any time. Note that Grants.gov requires a user login and password. To check the status of an application, go to https://apply.grants.gov/applicantlogingetid. Once an application has been submitted via Grants.gov, several emails are generated by Grants.gov and sent to the Contracting Officer named in the grant application indicating a Grants.gov tracking number that is assigned to the submission: 1) Submission Receipt: An email is sent indicating your application has been received by Grants.gov and is currently being validated. 2) Submission Validation Receipt: An email is sent indicating your application has been received and validated by Grants.gov and is being prepared for Grantor agency retrieval and review. 3) Grant Agency retrieval Receipt: An email is sent indicating your application has been retrieved by the Grantor agency and is currently being reviewed. NIH era Commons: The PD/PI and Contracting Officer must verify the application in the era Commons within two (2) business days of the application being downloaded and validated by the era system. The era system will make every effort to send an email to the PD/PI and Contracting Officer summarizing download and validation results. However, since email can be unreliable, applicants are strongly encouraged to periodically check on their application status in the Commons, so that the application verification can be effected in the timeliest manner possible. Both individuals need to perform the review and verification process. The order in which the review and verification is completed does not matter as long as both the PD/PI and Contracting Officer complete the process. Timely verification will enable the application to continue through the remaining steps in the agency review process. Failure to perform this review and verification 20
process in the time allotted may prevent the application from receiving further consideration by the agency. Applicants should be aware that the PD/PI and AOR/SO verification steps referenced above will be replaced with a new business process beginning with submissions made on or after May 10, 2006. Once an application package has been successfully submitted through Grants.gov, all errors are corrected and an application has been assembled by the era Commons, PDs/PIs and AORs/SOs will have two business days to view the application. If everything is acceptable, no further action is necessary. The application will automatically move forward to the Division of Receipt and Referral in the Center for Scientific Review for processing after two business days. If, however, it is determined that some part of the application was lost or did not transfer correctly during the submission process, the AOR/SO will have the option to Reject the application and submit a Changed/Corrected application. The Reject feature should also be used if you determine that warnings are applicable to your application and need to be addressed now. Remember, warnings do not stop further application processing. If an application submission results in warnings (but no errors), it will automatically move forward after two business days if no action is taken. Some warnings may need to be addressed later in the process. PIs should work with their AOR/SO to determine when the Reject feature is appropriate. Correcting Errors Prior to a specified submission date, applicants may make corrections and resubmit an application through Grants.gov. After a specified submission date, if applicants make corrections and resubmit, the application will be considered late. In this case, applicants must include a cover letter explaining the reasons for the delay. Please be aware of the distinction between errors and warnings. The word error is used to characterize any condition which causes the application to be deemed unacceptable for further consideration. Generally, errors will indicate significant inaccuracies, inconsistencies, omissions, or incorrect formatting that has been identified in the body of the application. Conversely, the word warning characterizes any condition that is acceptable, but worthy of bringing to the applicant s attention. It is at the applicant s discretion, whether a warning condition requires any action. 21