NIH/Grants.gov Fellowships Hands On Session Find. Apply. Succeed. Instructors: Debra Porzio Fellowship Manager, RMG dporzio@stanford.edu 736-0767 Course Numbers: ORA-1218 Updated 02/2012

Session Overview After completing this lab you will be able to: Download software, grant application packages and instructions using the NIH and Grants.gov Websites Understand how to use the NIH instructions Complete an NIH NRSA Fellowship Grants.gov application package completely and correctly Understand the NIH application process timelines Initiate a SeRA Proposal Development & Routing Form Resources: Stanford NRSA Fellowship Resources: http://med.stanford.edu/rmg/funding/nih_NRSA_F_awards.html Contains instructions and resources for downloading and submitting fellowship applications via Grants.gov Fellowship Resource Page: http://med.stanford.edu/rmg/fellowships.html Contains links to forms, tools, funding, contacts, and more

Before You Get Started… Make sure you have an NIH Commons Username Contact your Institutional Representative as soon as you know you will apply School of Medicine: Debra Porzio, Fellowship Manager All other schools: Your OSR Contract & Grant Officer Check the Grants.gov Software Download Page for Updates on Compatible Version of Adobe Reader http://www.grants.gov/help/download_software.jsp Additional Software Needs A PDF Writer Optional: If you need an alternate web browser (for the PC or the MAC), Mozilla Firefox is an excellent alternative browser. http://www.mozilla.com/en-US/firefox/ Grants.gov has a lot of information on their Adobe Reader FAQ page http://grants.gov/help/general_faqs.jsp#adobe Registering in the NIH eRA Commons School of Medicine: Contact Debra Porzio, dporzio@stanford.edu Phone: 650-736-0767 All Other Schools - Contact your OSR Rep http://ora.stanford.edu/grantsgov/osr_contacts.asp

Format Specs for PDF Attachments Font Arial, Helvetica, Palatino Linotype, or Georgia 11 point font or larger Margins (8 1/2 x 11 paper) ½ inch margins all around No Headers or Footers Figures, Graphs, Charts, etc. Can be smaller font Must be black font, clear and legible No Jargon Font Use an 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. Page Margins Use standard paper size (8 ½" x 11). Use 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. Page Formatting Since a number of reviewers will be reviewing applications as an electronic document and not a paper version, applicants are strongly encouraged to use only a standard, single-column format for the text. Avoid using a two-column format since it can cause difficulties when reviewing the document electronically. 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. Figures, Graphs, Diagrams, Charts, Tables, Figure Legends, and Footnotes 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. Grantsmanship Use English and avoid jargon. If terms are not universally known, spell out the term the first time it is used and note the appropriate abbreviation in parentheses. The abbreviation may be used thereafter.

Grant Application Package Save the grant application to your computer Complete the application using the instructions attached to that particular FOA (Funding Opportunity Announcement) Always download a new application for each grant Don’t copy and reuse an old Application Package When application is complete, click “Check Package for Errors” button Do not select “Save & Submit” button – Institutional Rep will use it when they submit Grants.gov requires that all fields highlighted in yellow be completed. Sponsors may require additional fields to be completed, but they aren’t highlighted on the forms (e.g., “Credential” field on the “Research & Related Senior and Key Personnel” form: NIH REQUIRES you to enter your NIH Commons Username). Be sure to read all instructions and follow all formatting requirements! If you resubmit this grant during the next cycle, download a new application package; NEVER copy and resubmit an old one! Specific information is coded into the applications and if you use an old one, it will be rejected by NIH. All YELLOW FIELDS must be Completed!

Grant Application Package The Grant Application Package is one PDF file Forms have data fields and attachments NRSA application packages will have a header page and five forms (detailed below) Always check the instructions! See Samples and Instructions in your handout A few words about PDF… Attachments required to be PDF No spaces, characters, etc. in filename Less than 50 character filename Use a “one word” format: e.g., SpecificAims.pdf, JonesBiosketch.pdf, SmithResearchPlan.pdf Convert to PDF (do not scan) Don’t add extra security to your PDF! Do not add “headers and footers” The package consists of the following: A Header Page: First page of the application package – serves as a menu/jump page to get to forms. An SF424/424RR: Cover or “Face” Page with information about Stanford and the investigator (e.g., address, Employer ID, DUNS, etc.). Always complete this form first as it’s used to populate information on other forms. R&R Senior/Key Person Profile: This has information about the investigator and is where you attach your Biosketch. Don’t forget to enter your NIH Commons Username/Login in the “Credential/Agency Login” field! PHS Fellowship Supplemental Form: This is where you attach your Research Training Plan, Human Subjects Attachments, Other Training Plan, and budget information (if applicable). R&R Project/Performance Site Location: This is where you indicate the address of the lab in which you’ll be performing your research; it’s the shortest and quickest form in the package! R & R Other Project Information: This form is a series of “Yes/No” questions and some attachments. You indicate if you have human or animal subjects and provide IRB/IACUC dates and numbers, indicate if there will be an environmental impact, if there is an international component, etc. It’s also where you attach your Project Abstract, Narrative, Bibliography/References, Facilities, and Equipment.

Download YOUR NRSA Now! Open a web browser to the “NIH F Kiosk” and follow the steps above to download and save YOUR OWN NRSA Application and Instructions now.

Stipend Levels Predocs – Year Stipend Inst. Allow All Years $22,920 Postdocs – Year Stipend Inst. Allowance Year 0 $42,840 $7,850/Year Year 1 $44,556 Year 2 $46,344 Year 3 $48,192 Year 4 $50,112 Year 5 $52,116 Year 6 $54,216 Year 7 + $56,376

Letters of Reference At least three references (and not more than five) are required Include this list in your cover letter names, degrees, and affiliations of the referees Select referees carefully Your Mentor CANNOT be a reference; their recommendation is included as part of the application (on the PHS Fellowship Supplemental Form). Your references should be carefully selected. Only those individuals who can make the most meaningful comments about your qualifications for a research career should be used. Whenever possible, select at least one referee who is not in your current department. If not submitting a reference from the dissertation advisor or chief of service, provide an explanation. For postdoctoral applications, references from graduate or medical school are preferred over those from undergraduate school. Request reference reports only from individuals who will be able to submit them in time. Applicants can direct their referees to the Individual Fellowship Application Guide SF424 (R&R) at http://grants.nih.gov/grants/funding/424/index.htm, then go to Section 5.4, Part B. Instructions for Referees. Consider any factor (e.g., illness or extended vacation) that might cause an inordinate delay. Give these reference forms to the referees well in advance of the application submission date. Fellowship Reference Form available online at: http://grants.nih.gov/grants/funding/416/416-1reference.doc Your referees will need the following three pieces of information: PD/PI (Fellowship applicant - this is YOU) Commons User ID PD/PI’s Last Name, as it appears on the PD/PI’s Commons account (be sure you have checked the spelling of your name on your Commons account AND your application) The Funding Opportunity Announcement Number for which you are applying (e.g., "PA-11-113") Letters of reference are due by the application receipt deadline date – no grace period!

Log into SeRA to Initiate the PDRF SeRA/PDRF All applications require an internal “Proposal Development and Routing Form” Also called a “PDRF” PDRF Includes: Conflict of Interest (COI) declaration by both Fellow and Mentor NIH Fellowship Certification Assurance Approvals by Fellow, Mentor, and Department Log into the SeRA system https://sera.stanford.edu/ Log into SeRA to Initiate the PDRF

Route Application Route completed application to your Institutional Representative A least 5 business days before the deadline Route via SeRA School of Medicine: Debra Porzio All Others: Check the List Your Inst. Rep. will review and submit the completed application to Grants.gov Institutional Reps for Non-Med Schools are found at http://ora.stanford.edu/grantsgov/osr_contacts.asp Be sure to route your PDRF in time for all Approvals to be complete by the deadline

Checklist TO DO NOW: Documents to get from Other People Mentors & Co-Mentors Biosketch Sponsor/Co-Sponsor information (limit to 6 pages) Collaborators/Dissertation Advisor(s) attachment, if applicable Certification Letter for Predoctoral Fellowships (F31) if applicable Additional Educational Information Attachment Referees Send them pertinent info Ensure they file their form letters in NIH eCommons Tasks for YOU To Do NOW Complete PDRF Tasks for YOU To Do (before award is accepted/post-award) Training & Protocols Human & Animal Subjects Responsible Conduct of Research Research & Lab Safety IRB & APLAC Conflict of Interest Training Post-Award–Publishing Papers Anything published based on NIH Funded Research must be entered in PubMed (Public Access Law) Check Lane Library Resources You (the Applicant) will have at least three (and no more than five) references submitted on your behalf using the eRA Commons. We recommend you email your referees the instructions ASAP and remind them to upload to eRA Commons before the deadline. You will need to be sure they have the following three pieces of information: PD/PI (Fellowship applicant - this is YOU) Commons User ID PD/PI’s Last Name, as it appears on the PD/PI’s Commons account (be sure you have checked the spelling of your name on your Commons account AND your application) The Funding Opportunity Announcement Number for which you are applying (e.g., "PA-09-210") Some research will require other training or protocols to be complete before funds can be dispersed. You don’t have to complete it at the time of proposal, but will have to before research can commence. Here are some resources to help you: Human Subjects: http://humansubjects.stanford.edu/resources/req_tutorial.html APLAC Homepage: http://labanimals.stanford.edu/ Lab Animal Training/Vet Service: http://med.stanford.edu/compmed/education/vet.html Research & Lab Safety: http://www.stanford.edu/dept/EHS/prod/researchlab/index.html IRB Rosters and Information: http://humansubjects.stanford.edu/general/irb_members.html Post-Award–Publishing Papers Anything published based on NIH Funded Research must be entered in PubMed. Check the Lane Library site for resources: NIH Public Access Law in a Nutshell http://lane.stanford.edu/services/research/openaccess/nihpolicy.html My NCBI – Managing Compliance with the NIH Public Access Policy http://www.nlm.nih.gov/pubs/techbull/jf10/jf10_myncbi_redesign.html Med School Liaisons: http://lane.stanford.edu/contacts/index.html?loadTab=liaisons

Questions? Check the Fellowship Grants.gov Fellowship Page For application downloads Grants.gov information Software requirements Check the Stanford Fellowship Website Internal Stanford forms Process checklist Contacts Resources: Grants.gov Fellowship Resources: http://med.stanford.edu/rmg/funding/nih_NRSA_F_awards.html Contains instructions and resources for downloading and submitting fellowship applications via Grants.gov Fellowship Resource Page: http://med.stanford.edu/rmg/fellowships.html Contains links to forms, tools, funding, contacts, and more

Overview of Submission Process Investigator Institutional Rep. Grants.gov Sponsor (NIH) Downloads & completes application Completes PDRF Routes via SeRA to Institutional Rep Reviews application (may suggest some modifications) Submits application to Grants.gov Performs cursory electronic review Sends 3 emails Received Validated or Rejected Agency Retrieval Upon validation, notifies Sponsor Retrieves application from Grants.gov Sends email to IR: Validations Complete/Check assembled application (or ACTION REQUIRED). Investigator Downloads and completes application and all required forms Application from NIH F Kiosk: http://grants.nih.gov/training/F_files_nrsa.htm PDRF Investigator routes the application to their Institutional Rep via eSubmit (5 business days before the sponsor deadline) Institutional Rep will submit the application to Grants.gov once it is reviewed and error free Grants.gov will perform a cursory electronic review and accept or reject the application (verifies that all fields and attachments required by Grants.gov have been completed and there are no viruses) Grants.gov will send three email notifications to the Institutional Rep to indicate application status Received: Grants.gov has received the application, but it is awaiting validation Validation: Validated: Grants.gov validated the application and it is available for the agency to retrieve, OR Rejected with Errors: Grants.gov was unable to process the application because of an error(s) and cannot accept the application until you correct the errors and successfully resubmit the application. Errors at this point are usually corruption in the file or attachment name. Agency Retrieval It typically takes: Up to 1 day for Grants.gov validation Up to 2 days for agency confirmation/validation When the application is successfully validated by Grants.gov and retrieved by NIH, an additional email is sent to the Institutional Rep and Investigator: “Validations Complete/Check assembled application (or ACTION REQUIRED)”. Updates beyond this must be checked through NIH eCommons.