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NIH/Grants.gov Fellowships Hands On Session
Find. Apply. Succeed. Instructors: Lisa Teresi Dean of Research Training Debra Porzio Fellowship Manager, RMG Course Numbers: ORA-1218 Updated 02/2012
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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 Navigate and use the Stanford Grants.gov website Understand the NIH application process timelines Upload and download grant application packages using eSubmit Initiate a SeRA Proposal Development & Routing Form Resources: Grants.gov Fellowship Resources: Contains instructions and resources for downloading and submitting fellowship applications via Grants.gov Fellowship Resource Page: Contains links to forms, tools, funding, contacts, and more
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Before You Get Started…
Download the current version of Adobe Reader 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 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. Grants.gov has a lot of information on their Adobe Reader FAQ page Registering in the NIH eRA Commons School of Medicine: Contact Debra Porzio, Phone: All Other Schools - Contact your OSR Rep
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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.
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Grants.gov @ Stanford Website
Open a Web Browser Type “Grantsgov” (No Dot “.”) in the URL Select “Fellowship/NRSA” from the left Nav
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Download the Application
Open the “NIH F Kiosk” Choose your Opportunity Download Program Announcement Click the Button (in the PA) Download Instructions and Application F Kiosk NIH F Kiosk – Information about Ruth L. Kirschstein NRSA Individual Fellowship Funding Opportunities: Select your application from the following: F30: RLK/NRSA for Individual Predoctoral MD/PhD and Other Dual Doctoral Degree Fellows F31: RLK/NRSA for Individual Predoctoral Fellowships to Promote Diversity in Health-Related Research F31: RLK/NRSA for Individual Predoctoral Fellows F32: RLK/NRSA for Individual Postdoctoral Fellows Start at: Then find the:
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Select the first result
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Select your application from the list below
F Kiosk Select your application from the list below Select your application from the following: F30: PA RLK/NRSA for Individual Predoctoral MD/PhD and Other Dual Doctoral Degree Fellows F31: PA RLK/NRSA for Individual Predoctoral Fellowships to Promote Diversity in Health-Related Research F31: (Updated PAR-0RLK/NRSA for Individual Predoctoral Fellows F32: PA RLK/NRSA for Individual Postdoctoral Fellows
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The Program Announcement will open.
Scroll to Section “IV-6” and read important information about your grant Scroll to Section “VII” to find the Agency Contacts for your institute Click the “Apply for Grant Electronically” button to access the Grants.gov download site. The program announcement for your application will open and there is a link to the electronic download page. This will take you from the NIH website to the Grants.gov download site. Be sure to download or print the program announcement – it will have information or instructions you will need to review for your award! Program Announcement Section I. Funding Opportunity Description Section II. Award Information 1. Mechanism(s) of Support 2. Funds Available Section III. Eligibility Information Section IV. Application and Submission Information 6. Other Submission Requirements This information is detailed in the Application Guide as well, but outlined here. It discusses the Research Training Plan and may give different instructions than those called out in the application guide. Section V. Application Review Information Section VI. Award Administration Information Section VII. Agency Contact(s) Section VIII. Other Information - Required Federal Citations
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* Congratulations! You are now on the Grants.gov download site. This page reminds you to download the most current Adobe Reader. The download link provided under the “Instructions and Application” heading will take you to a page with the specific application package and instructions for the NRSA you selected on the NIH website. * The guidance from Grants.gov is that everyone needs to be using a Valid version of Adobe Reader
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Download BOTH the Instructions and the Application Package!
Are you downloading the correct package? Be sure to add your address here so you receive all updates on this package! Enter your address into the field provided. This is used to notify you of any changes to the package, and your address will not be added to any SPAM or distribution lists. Download BOTH the application instructions and the application package (the instructions are the same for all the NRSAs). Download the Instructions in the PDF format and open the bookmarks to find information (see later slide on “Instructions”). Please Note: When you download the application package, it’s important to note that it’s on your computer, not a sponsor server. The “package” is one electronic file – it cannot be broken up or merged. Only 1 person can work on the application package at a time. The package must be loaded into Stanford’s eSubmit electronic drop-box, which is used to file-share application packages and route them to Institutional Reps for processing and submission. It’s available at (use of this application is addressed later in this session). Download BOTH the Instructions and the Application Package!
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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.
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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!
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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. PHS 398 Cover Letter: Reference your PA number, list your referees, and indicate which institutes or centers you want to review your application (recommended). If you need practice converting documents to PDF, check the instruction on the Stanford Grants.gov Fellowship Page NIH PDF Issues Common Guidelines:
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The Instructions Open The Bookmarks You will find most of the instructions to complete your application in Section 4 & 5 of the instructions Be sure you have the right version of the instructions!
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Grant Application Header Page
This is always the first page of the application package file. As each form is completed, you will be returned to this page. Enter Investigator Name in the “Application Filing Name” field. Information on this form Buttons across the top – use “Save” & “Check Package for Errors”; do not use “Save & Submit” or “Print” As you close other forms in the package, you will use the “Save” button on the header page. Right before you are ready to route the package for institutional review, you will use the “Check Package for Errors” button. Your Institutional Rep will use the Save & Submit button. The print button will only print forms, not attachments; best to wait for the application to get into eRA Commons where a Table of Contents and page numbers will be added before you print. Top section is pre-populated from the FOA – you cannot change it Confirm Opportunity Number on Header Page matches FOA to which you are responding Application Filing Name: Required field – enter the investigator name Mandatory and Optional Documents (i.e., “Forms”) To open a form, click on the form name, then click the [=>] button to move it to the Mandatory Documents for Submission column You can click the [Open Form] button or click the icon to open thumbnails of the forms and scroll through them. Mandatory Documents These forms must all be complete before submitting the application package to Grants.gov They must be in the “Completed” column to edit or submit Optional Documents Use if the sponsor requires. ALWAYS check the Program Announcement and instructions for form requirements! Check the “Avoiding Common Mistakes” Page
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Grant Application Header Page
Open the “Pages” icon to see all the forms at once. This allows you to scroll between the forms (rather than click “Open” and “Close” form buttons). Always scroll to the Grant Application Header Page to Save. Move forms from the “Mandatory Documents” side to the “Mandatory Documents for Submission” side to edit them. (also the PHS 398 Cover Letter in the Optional Documents if you are submitting) Always start with the SF424 Form first!
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Let’s Complete the Application
Open your application package. We’ll complete the SF424R&R form together, and answer some of the administrative questions about the other forms as we go through the package. Use the sample application guide and SF424(R&R) instructions in your handout to guide you, but ALWAYS read the NIH instructions. If you are taking this class online, use the sample application package to guide you. Complete the SF424(R&R) Form first using the instructions.
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Stipend Levels Predocs – Year Stipend Inst. Allow All Years $22,032
Postdocs – Year Stipend Inst. Allowance Year 0 $39,264 $7,850/Year Year 1 $41,364 Year 2 $44,340 Year 3 $46,092 Year 4 $47,820 Year 5 $49,884 Year 6 $51,582 Year 7 + $54,180
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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 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: 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 ") Letters of reference are due by the application receipt deadline date – no grace period!
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Referees Log Into: commons.era.nih.gov
Then Click on “Submit Reference Letter
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Referee enters their information (they do not need a Commons username)
Referee enters information about YOU – be sure they have this information 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 ") EXAMPLE SMITH.JOHN SMITH PA
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eSubmit Stanford's Electronic “Drop Box” for Grants.gov
Upload/download of Grants.gov application packages File sharing & “routing” with Institutional Rep Demo (6 minutes) will launch for first-time users Click “bypass training” button to skip Will launch each login until it completes Access eSubmit at - Each person who logs in (using their SUNet ID and Password) will see all proposals for which they have authority (files they have uploaded as well as other people’s files they have been given access to). The naming convention used in eSubmit is “PI Name_Sponsor_Proposal Number_Version” Once application packages are marked “Routed for Institutional Review” in eSubmit, your Institutional Rep will access them and route them to Grants.gov. eSubmit Tips When downloading files from eSubmit to your desktop for editing, be careful to navigate to a known location on your computer (such as your desktop or a Grants.gov file). Wait until you’re ready for someone else to download and review your application to put it in eSubmit. Mac users: Firefox works better than Safari for the upload eSubmit Logon Problems and Solutions – following are some common problems and solutions: Multiple Employee IDs: Many faculty and staff have more than one Employee ID in the system. If you receive this message when logging into eSubmit: "Your SUNet ID and password are valid, but your user information is not available", please do the following: Check your Stanford ID Card for your current Employee ID number Submit a HelpSU ticket (helpsu.stanford.edu) Request Category: Administrative Applications Request Type: E-Submit In the Request Description section, Please enter the following information: Prevented from logging into eSubmit because of duplicate Empl ID, current ID is XXXXXX [enter number]. We'll include this information to a login script that will allow you to get into eSubmit You receive a message that your SUNet ID and Password are invalid: This can usually be resolved by resetting your password in StanfordYou ( You can "update" your password to the same value as it is currently. Once this is done, you should be able to log in. Log into eSubmit and Upload your Application Package: Type “esubmit” in your web browser
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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) NIH Fellowship Certification Assurance Appointment Verification (Housestaff or Prospective Scholars only) Log into the SeRA system Log into SeRA to Initiate the PDRF
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Route Application Route completed application to your Institutional Representative A least 5 business days before the deadline Route via eSubmit Electronic Drop Box 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 Be sure to route your PDRF at this time
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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 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 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 NIH Fellowship Reference Form. A Microsoft Word version of the form is available online We recommend you complete the top and bottom section of the form and it to your referees ASAP and remind them to upload to eRA Commons before the deadline. Applicants can direct their referees to the Individual Fellowship Application Guide SF424 (R&R) at then go to Section 5.4, Part B. Instructions for Referees. 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 ") 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: APLAC Homepage: Lab Animal Training/Vet Service: Research & Lab Safety: IRB Rosters and Information: 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 My NCBI – Managing Compliance with the NIH Public Access Policy Med School Liaisons:
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Overview of Submission Process
Investigator Institutional Rep. Grants.gov Sponsor (NIH) Downloads & completes application Completes PDRF Routes via eSubmit to Institutional Rep Reviews application (may suggest some modifications) Submits application to Grants.gov Performs cursory electronic review Sends 3 s Received Validated or Rejected Agency Retrieval Upon validation, notifies Sponsor Retrieves application from Grants.gov Sends to IR: Validations Complete/Check assembled application (or ACTION REQUIRED). Investigator Downloads and completes application and all required forms Application from NIH F Kiosk: 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 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 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.
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Questions? Check the Stanford 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: Contains instructions and resources for downloading and submitting fellowship applications via Grants.gov Fellowship Resource Page: Contains links to forms, tools, funding, contacts, and more
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