Grants.gov Workspace How-To Guide

1 P a g e Grants.gov Workspace How-To Guide A. Registration on Grants.gov Workspace B. How to Search for a Federal Grant C. How to Create a Workspace D. How to Apply for Federal Grants with Grants.gov Workspace University of North Florida Office of Research and Sponsored Programs

2 P a g e A. Registration 1. To register in Grants.gov Workspace, go to the following URL: https://www.grants.gov/web/grants/register.html 2. Click on the red Get Registered Now button as indicated on the next page. (*Note: You will be registering as an Applicant ) 3. Complete the Contact Information, Account Details and Communications sections and then click the Continue button. a. *Note: Be sure to record your username and password and your secret question and secret answer. Your password must contain at least eight (8) characters including: at least one (1) uppercase letter (A-Z); at least one (1) lowercase letter (a-z); at least one (1) number (0-9); and at least one (1) special character (e.g.! @ # $ % ^ & *)

3 P a g e 4. You will then be asked to confirm your email address. Click on the Send Temporary Code button and check your email account with the Grants.gov numerical code. The Edit button allows you to edit information previously entered. 5. Enter this code into the field and click continue. If you don t see the message in your inbox, check your junk/spam folder. Return to the registration screen and enter the temporary code. 6. In the next window click on the radio button next to Add Organization Applicant Profile. Enter UNF's DUNS number: 061909230. Profile Name: University of North Florida Job Title: [Enter job title] Click the Save button.

4 P a g e a. *NOTE: As determined by ORSP, faculty will be given the Manage Workspace role. An email will be sent to you and ORSP stating that you have been registered in Grants.gov Workspace. Please allow 24 hours for your role to be updated to Manage Workspace.

5 P a g e B. How to Search for a Federal Grant There are two ways to conduct a search on grants.gov website: Option 1: 1. At the top right corner of the website, you can search in the search box, entering a word, phrase, funding opportunity number or sponsor/agency and clicking the GO button. 2. The results will appear on the main search page. You will be able to filter the search based on the basic search criteria on the left side of the page. Option 2: 1. The second way you can search for a funding opportunity is by clicking on the search tab on the page after logging in. 2. Here, you will be able to search based on specific criteria on the left side of the page. a. You can search base on: i. Opportunity status ii. Funding instrument type iii. Eligibility iv. Category v. Agency

6 P a g e 3. When you click on the grant opportunity number, it will take you to the grant opportunity page. You will be able to view the Funding Announcement and download the PDF. a. To see/download the PDF version of the announcement, click on the Version History tab. It will take you to the agency website where you can download the PDF.

7 P a g e b. Notes: Searches can be saved and managed given that you are a registered user and are logged in. To save a search result, click the Save Search button and give the search a name. 4. To manage the search, click on the Manage Searches link. On this screen you will be able to delete, View results and edit your saved searches.

8 P a g e You will receive an email notification when your saved search criteria captures a new funding opportunity.

9 P a g e C. How to Create a Workspace on Grants.gov 1. Once you have registered, log in and ensure that you have the Manage Workspace role identified in your profile. a. To see your role, go to the My Account link at the top right side of the page after you have logged in. b. Click on Manage Profiles c. If your role is not identified as Manage Workspace, please contact your RD representative in ORSP to change your role in Workspace. i. *Note: If you do not have this role changed, you will not be able to create a workspace. Please allow 24 hours for your RD representative to update your status in Workspace. Another individual (Co-PI, if applicable) can create the workspace and then add you as a Participant. 2. Go back to Search Grants tab at the top of the page. Scroll down to locate the grant opportunity that you wish to apply for. a. You can find the funding opportunity by looking at the saved searches under Manage Searches you have created in section B of this instruction manual or by typing in the Funding Opportunity Number in the Search Box at the top right of the page. i. *NOTE: For further instructions on this, you can follow the How to Search for a Federal Grant instructions in section B. 3. Once you have found the funding opportunity, click on the Opportunity Number link 4. Then click the Package tab on the Funding Opportunity page.

10 P a g e a. Here, you can see: i. If the package is compatible with Workspace, ii. Preview the opportunity package details and see all the forms that are required and optional, and iii. Apply for that specific funding opportunity. 1. *Note: Please make sure that you have Adobe Reader installed on your computer. 5. To apply for this specific grant opportunity, click on the Apply link in the Action s column. Then click on Create Workspace button. a. You will be creating a New Workspace and enter an Application Filing Name. Then click the Create Workspace button. (*NOTE: Please remember your Application Filing Name, which is commonly known as the short name for your Project Title ) 6. Once it creates the workspace, if applicable, click Cancel and it will take you into your workspace page for that specific grant.

11 P a g e a. This is where you will see: i. The forms that are requires and forms that are optional for submission. ii. The participants that will be involved in the submission of the grant. (You can also add a participant, if applicable. This would be your Co- PIs on the grant) iii. The activity that you and other participants have done while working in workspace for this grant. iv. The details for this grant. b. *NOTE: If you ever need assistance while working in Workspace, click on the? icon next to the headers on the workspace page.

12 P a g e D. Applying for Federal Grants with Grants.gov Workspace 1. Create a workspace using the instructions listed in section C. 2. After the workspace has been created, to add other register Grants.gov users, who will be Co-PI(s), click on the Participants tab. This allows your Co-PIs to assist with completing the application forms necessary (or optional) for submission. (You can add participants either by Workspace Organization or by Username.) 3. Under the Forms tab, when you begin filling out forms, you can select PDFs, webforms or a mixture of both. i. *NOTE: If you are using PDF forms, please make sure that you have the latest version of Adobe Reader. You will have to download the forms and it requires the latest version of Adobe. ii. *NOTE: When working in the forms, you can also Lock the forms as you are working in them. This allows for only one person to work in the forms at a time. (In the case that you have a Co-PI who will also be working in the forms to help fill out any required forms but please be sure to Unlock the forms are you have finished working in it.) iii. *NOTE: You can also reuse forms that were used in previous workspaces 4. After completing a form s required fields, look for the Passed validation status in the Form Status column. When all selected forms are in the Passed status, you can submit the grant.

13 P a g e 5. If you log out and log back in to finish your grant submission, you have to search the workspace you previously started. The best way to search for your workspace is to click Manage Workspaces on the page after logging in. 6. Click Search and in the results section below should show you all of your workspace(s). 7. Click Manage under the Actions column and you will be taken to the forms tab of the specific grant opportunity you are submitting to.

14 P a g e Appendix: Grants.gov has posted a number of helpful Workspace training videos on their website and YouTube. To view the Grants.gov Workspace videos copy and paste or type this link in your browser. Helpful Step-by-Step Videos 1. How to Register in Grants.gov: https://www.youtube.com/watch?v=e1-ik-- nrig 2. How to search for a Federal Grant: https://www.youtube.com/watch?v=h3y17z8f_yc 3. How to create a workspace: https://www.youtube.com/watch?v=ngzcev18r8w 4. Applying for Federal Grants with Grants.gov Workspace: https://www.youtube.com/watch?time_continue=28&v=jyfr9semqyw 5. All of Grants.gov YouTube videos: https://www.youtube.com/user/grantsgovus