Transcript A Walk Through The SF424 R&R

Grants.gov & NIH Review
September 2008
Tufts University
Office of Research Administration
Paul Murphy, Director
Zoya Hamilton, Sr. Associate Director – Boston Campus
Elizabeth Brady, Research Administration Assistant
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SF424 (R&R)
The SF424 (R&R) includes common data
elements arranged in components
 Agencies are not required to use all
components for every funding opportunity
 Agencies “construct” application packages
for each funding opportunity
 Funding Opportunity Announcements will
indicate which components are required and
which are optional
 Each announcement will have the
appropriate application package attached
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Update

Transition to Adobe REQUIRES downloading Adobe Reader 8.1.2
 Different versions are incompatible
 Package can be corrupted without users knowledge
 Acrobat v 9 now available
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NIH transitioning to Adobe in December
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Currently only on selected submissions
See new guide at Adobe Guide at
http://grants.nih.gov/grants/funding/424/index.htm
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Its very similar to PureEdge with different features ie printing, scrolling.
Free versions of Adobe Acrobat Professional are available to those
eligible.
 NIH Faculty and administrators.
 Acrobat v9 updates available
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Update (con’t)
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NIH to limit competing resubmissions to 1 not 2 as of February 2009
(A1 no more A2s)
 This affects the March 5 R01 submissions
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Public Access Policy
 NIH applications, proposals and progress reports must include
the PubMed Central reference number (PMCID) when citing an
article that falls under the policy and is authored or co-authored
by the investigator, or arose from the investigator’s NIH award.
This policy includes applications, proposals and progress reports
submitted to the NIH for the May 25, 2008 due date and
subsequent due dates
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Update (con’t)
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Public Access Policy (con’t)
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Manuscripts Affected (They fall under the policy).
Manuscript generated by NIH FY 2008 (or beyond)
grant or cooperative agreement and accepted for
publication on or after 07 April 2008.
Manuscript generated by a continuing NIH grant or
cooperative agreement that is active in FY 2008 (or
beyond) and accepted for publication on or after 07
April 2008.
Manuscript generated by a NIH contract awarded after
07 April 2008.
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Update (con’t)
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Public Access Policy (con’t)
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Manuscripts Not Affected (Because they don’t fall under the policy)
Manuscript generated by NIH FY 2008 grant or cooperative agreement
and accepted for publication BEFORE 07 April 2008.
Manuscript generated by NIH FY 2007 (or earlier) grant or cooperative
agreement that is no longer active and accepted for publication on or
after 07 April 2008.
Manuscript generated by NIH FY 2007 (or earlier) grant or cooperative
agreement that is no longer active and accepted for publication
BEFORE 07 April 2008.
Manuscript generated by a continuing NIH grant or cooperative
agreement that is active in FY 2008 and accepted for publication
BEFORE 07 April 2008.
Manuscript generated by a NIH contract awarded prior to 07 April 2008
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Update (con’t)

Public Access Policy (con’t)

Remember, NIH applications, proposals and progress reports
must include the PubMed Central reference number (PMCID)
when citing an article that falls under the revised NIH Public
Access Policy.
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For further info:
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NIH Public Access http://publicaccess.nih.gov/index.htm
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NIH Public Access FAQ – very informative
http://publicaccess.nih.gov/FAQ.htm
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NIH Use of the SF424 (R&R)
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NIH uses several “standard” packages
The NIH Guide features a direct link to each FOA;
Formerly “unsolicited” NIH applications will not have
an associated FOA number (i.e., “parent”
solicitation)
A complete NIH application includes a combination
of (R&R) components and PHS 398 components
Applicants must complete data entry in all
necessary components and upload with appropriate
attachments to Grants.gov
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SF424 (R&R)
 SF424
(R&R) Components include:
SF424 (R&R)—An application cover
component
 Research & Related Project/Performance Site
Location (s)
 Research & Related Other Project Information
 Research & Related Senior/Key Person
 Research & Related Budget
 R&R Subaward Budget Attachment Form
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SF424 (R&R)
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Application components include specific structured
data fields as well as multiple attachments
Most attachments are text
NIH requires PDF versions of text attachments
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Attachments must be converted to PDF before they can be
attached to the application form.
• Get Adobe Acrobat Professional

Do not include page numbers, headers, or footers in
the text pages – this is done automatically. The
proposal will go through, but won’t look good.
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ERA Commons and
Grants.gov
All NIH Grants.gov submissions will be
transferred and validated in eRA Commons
 All PIs must have eRA Commons IDs
(MultiPIs too)
 All PI data entered in Grants.gov should
match eRA Commons user name and
institutional data
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Submission Process
Prepare to Apply
Notify ORA –”Heads up”
Find Opportunity and
Download Application Package
Prepare Application
Check Submission Status in
Commons
if errors
Submit Application to
Grants.gov
(AOR submits)
View the Application Image
Submission Complete
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Header
Information
Pre-filled from
announcement
Item 4, Must enter Fed ID for
renewals, resubmissions &
revisions, ie. CA12345
Item 5, Organizational DUNS:
Must match DUNS in eRA
Commons profile for Applicant
Institution
Use correct DUNS for your
campus:
Boston & Grafton =
039318308
Medford = 073134835
Item 10, CFDA Number & Title
CFDA = Catalog of Federal
Domestic Assistance
Fields are pre-filled
Item 13. Dates should
match budget
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Item 16, Funding
a. Total Estimated Proj
Funding = $$$
b. Total Fed & Non Fed
Funds = $$$
c. Est Prog Income = 0
Item 17 b,
Check NO, to Program
income not covered by E..O.
12372
Project/Performance Site Location(s)
Project Summary/Abstract
(Description) – up to 30 textual lines –
font & margin specs
Project Narrative – 3 sentences in
layman language
Bibliography & References – Public
Access issues - PubMedCentral
Credential: Must enter the eRA
Commons User Name - for the
PD/PI and for multiple PD/PIs
Biosketch is attached for each
person, 4 page limit
Current & Pending Support not
be used at time of submission
unless specified in FOA. Will be
requested via JIT
Project Role NIH does not use
Co-PD/PI- only PD/PI for multiple
PIs. For Co-I, choose “Other”
then in:
Other Project Role Category –
enter – “Co-Investigator”
Can have up to 7 Key/Senior
People then use Additional
Profiles.
Info for PD/PI & Key people MUST
have measurable effort even if no
salary requested.
R&R Budget
Sections C – E
Cognizant Fed Agency:
DHHS Robert Aaronson
212.264.2069
Budget Justification – a
PDF text attachmentUse a place holder to
advance
Next Period Button: At the
top of the last budget
page for that year. All
required data fields in
this component must be
entered before this
button is available,
including the Budget
Justification.
Component: Research and
Related Budget, General Notes
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Applicant prepares a detailed budget for every
budget period
There is no summary budget page like the PHS 398
Form Page 5
A detailed Cumulative budget is system-generated
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Use this for detailed budget from
a consortium grantee only
when the prime is submitting
detailed budget. Do not use if
prime is submitting Modular
Budget.
Sub must have PureEdge
installed.
- Applicant sends the R&R
budget component to the sub
for completion;
Sub returns to applicant as a
PureEdge file;
- Applicant attaches it in this
component
Name of file should be name of
Sub
PI for the Sub should not be
PD/PI unless truly so, should
be Co-I or Collaborator.
Applicants are encouraged to include a cover letter with the application. The cover
letter is only for internal use and will not be shared with peer reviewers.
For Format info – see PHS 424 RR Guide, section 5.2 Cover Letter Component
http://grants1.nih.gov/grants/funding/424/index.htm
Ensure the degrees are listed. This will come back as a warning because it uses
this field to show the PIs degrees on the final form.
PHS 398
Cover Page
Supplement
Page 2
Use when direct costs are 250k or less
unless FOA states otherwise.
Enter in modules of 25k
IC Rate date – 06/26/2008
Cognizant Fed Agency – DHHS, Robert
Aaronson 212.264.2069
Personnel Justification –
List all personnel, including names, number
of person months devoted to project
(indicate academic, calendar, and/or
summer) and roles on the project. Do
not provide individual salary information.
Since the modules should be a
reasonable estimate of costs allowable,
allocable, and appropriate for the
proposed project, you must use the
current legislatively imposed salary
limitation when estimating the number of
modules
Consortium Justification –
Provide an estimate of total costs (direct
plus F&A) for each year, rounded to the
nearest $1,000. List the
individuals/organizations with whom
consortium or contractual arrangements
have been made, along with all
personnel, including percent of effort (in
person months) and roles on the project.
Do not provide individual salary
information. Indicate whether the
collaborating institution is foreign or
domestic.
While only the direct cost for a
consortium/contractual arrangement is
factored into eligibility for using the
modular budget format, the total
consortium/contractual costs must be
included in the overall requested
modular direct cost amount.
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Do not exceed 25 pages for Items 2 – 5.
All tables, graphs, figures, diagrams,
and charts must be included within the
25-page limit.
Separate PDF attachments for each
section, can write the whole research
plan as one doc then separate
No headers, footers, page numbers
Do include a section heading as part of the
text i.e., Specific Aims, Background &
Significance
Appendix Material - Allows up to 10
separate attachments, but only 3
publications. Use links to on-line
journals for publication references when
available
If you reference the appendix, don’t do
it by number, they upload randomly
Completing the Package
Make sure all Mandatory Documents
have been moved to the Completed
Documents box
 Be sure to save the package to a
folder on your computer not as a
“Temp File”
 Check for errors, add/correct any
missing information
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Rules for Submission
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Bring Tufts internal forms, signed by PI & School
&/or Department Chair, with paper copy of budget,
budget justification, narrative summary & full
subcontract proposal(s) to Research Administration
10 business days in advance of due date.
Send Grants.gov package as an e-mail attachment
or bring a flash drive to ORA 5 business days in
advance of due date .
Applications are accepted by Grants.gov by 5:00PM
EST on the submission date.
DO NOT WAIT UNTIL THE LAST DAY!!
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Rules for Submission (con’t)
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INTERNAL DATES FOR THE UPCOMING NIH "R" SERIES
PROPSALS:
R01 (PA-07-070) Research Grants NEW PROPOSALS. Due to NIH
on Sunday, October 5, meaning they are due on MONDAY,
OCTOBER 6.
Please send the business pages and abstract by MONDAY,
SEPTEMBER 22
This includes the signed revised internal proposal coordination form,
financial conflict disclosure form, SF424 Cover page, budget, budget
justification, subcontract proposals if included & an
abstract. NOTE: In lieu of the paper version, we will accept the
above pages via the PureEdge file. Also NOTE - signed coordination
and financial disclosure forms can be sent via email as a scanned
PDF file or fax, along with drop offs and campus mail.
- Send the full proposal as a PureEdge email attachment by
MONDAY, SEPTEMBER 29.
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Rules for Submission (con’t)
R03/R21/R33 Other Research Grants, NEW PROPOSALS. Due to
NIH on THURSDAY, OCTOBER 16.
Keep in mind Monday, October 13 is Columbus Day, a University
Holiday
-Business pages to Tufts Research Administration by THURSDAY,
OCTOBER 2.
-Full proposal package as a PureEdge email attachment by
THURSDAY, OCTOBER 9.
R01 (PA-07-070) Research Grants RENEWAL, REVISION,
RESUBMISSION PROPOSALS. Due to NIH on WEDNESDAY,
NOVEMBER 5.
-Business pages to Tufts Research Administration by WEDNESDAY,
OCTOBER 22.
-Full proposal package as a PureEdge email attachment by
WEDNESDAY, OCTOBER 29.
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Rules for Submission (con’t)
R03/R21/R33 Other Research Grants, RENEWAL,
REVISION, RESUBMISSION PROPOSALS.
Due to NIH on Sunday, November 16, meaning
they are due on MONDAY, NOVEMBER 17.
Keep in mind Tuesday, November 11 is Veterans
Day, a University Holiday
-Business pages to Tufts Research Administration
by MONDAY, NOVEMBER 3.
-Full proposal package as a PureEdge email
attachment by MONDAY, NOVEMBER 10
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What Will a Completed
Application Look Like?
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After submission, the eRA system will:
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Assemble the grant image
Generate a Table of Contents
Include headers (PI name) & footers (page numbers)
on all pages
Send out emails
Applicants (AOR/SO & PD/PI) will have 2
weekdays to view this grant image in the
eRA Commons
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Avoid Errors
Follow All Application Instructions
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Most common problems with applications to date:
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Senior Key Personnel listed with no effort in budget
All non-PureEdge attachments MUST be in PDF format
• Use no special characters in file names
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Abstract/Summary – only 30 textual lines
EIN # is 042103634
Fed ID, example CA12345, for renewal & resubmissions
There are application fields not marked as mandatory on the
federal-wide form that are required by NIH
Example: The credential field of the R&R Senior/Key Person
Profile component MUST contain the PI’s assigned eRA
Commons User ID
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Help & Tools
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Tufts OVP Website for Grants.gov information:
http://www.tufts.edu/central/research/grants.htm
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Review Electronic Submission website:
http://era.nih.gov/ElectronicReceipt/
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Familiarize yourself with the forms and
application guide(s)

Application guides and sample versions of application
packages are available at:
http://grants.nih.gov/grants/funding/424/index.htm
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Must have PureEdge Viewer/Adobe 8.1.1 installed in
order to manipulate the sample application packages.
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Finding Help: eRA Commons
If help is needed with the eRA Commons registration or review
process in the eRA Commons after submission through Grants.gov
by the applicant organization and principal investigators :

Check the resources available on the eRA Commons website:
https://commons.era.nih.gov/commons/index.jsp

eRA Commons Help Desk
Phone:
301-402-7469
Toll Free: 866-504-9552
TTY:
301-451-5939
Business hours M-F, 7am-8pm EST
Email [email protected]
Web support: http://ithelpdesk.nih.gov/eRA/
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