2 what is assist? submission options registration using
TRANSCRIPT
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Sheri Cummins November 2017
What is ASSIST?
Submission Options
Registration
Using ASSIST to Navigate the Submission Process
Finding Help & Resources
Questions
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ASSIST is NIH's online system for the
preparation, submission & tracking
of grant applications through Grants.gov to NIH
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http://grants.nih.gov/grants/how-to-apply-application-guide/prepare-to-apply-and-register/choose-a-submission-option.htm
ASSIST System-to-System Downloadable FormsWorkspace
Downloadable Forms Option will be retired Jan. 1, 2018• Jan. 1 – Grants.gov will no longer
provide option to download application package
• April 1 – Grants.gov will no longer process application packages previously downloaded
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NIH ASSISTNIH ASSIST Grants.gov WorkspaceGrants.gov Workspace
Managed by NIH
Multi-user access
Leverages eRA Commons accounts
Pre-population from eRA Commons profiles
Pre-submission validations
Pre-submission preview in agency format
Track application status in a single system
Copy application data to another opportunity or to a different package for the same opportunity
eRA Service Desk can see your screens for more seamless support
Managed by Grants.gov
Multi-user access
Requires additional user registrations
No pre-population from existing profiles
Pre-submission validations (optional)
Pre-submission preview in agency format
Must track application in multiple systems
Forms (same version) can be shared between applications
NIH has no visibility to your Workspace screens Must contact Grants.gov for tool support & eRA Service Desk
for application support
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35%40%
48%
60% 50%42%
5%9% 10%
0%
20%
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Q4 2016 Q1 2017 Q2 2017
ASSIST Grants.gov Downloadable Forms Grants.gov Workspace
If you use Grants.gov’s Downloadable Forms,
you MUST pick another option for April 5 due date.
USE ASSIST!
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Can take 6-8 weeks to complete all registrations. If not yet registered – start now!
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http://grants.nih.gov/grants/how-to-apply-application-guide/prepare-to-apply-and-register/registration.htm
DUNS – provides unique organization identifier
SAM (System for Award Management) – needed to do business with government
Requires annual renewal
Grants.gov – required to submit grants
eRA Commons – required to do business with NIH
SBA (Small Business Administration) – required for SBIR/STTR applications
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http://grants.nih.gov/grants/how-to-apply-application-guide/prepare-to-apply-and-register/registration/org-representative-registration.htm
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Grants.govGrants.gov eRA CommonseRA Commons
E-Business Point of Contact (EBiz POC)
Authorized Organization Representative (AOR)
Signing Official (SO)
Principal Investigator (PI)
Anyone doing data entry in ASSIST needs an account
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http://grants.nih.gov/grants/how-to-apply-application-guide/prepare-to-apply-and-register/registration/investigators-and-other-users.htm
Do not combine administrative (e.g., SO) and scientific (e.g., PI) roles on single Commons account If the same person serves both functions, two accounts are needed
PIs get one Commons account that follows them throughout their careers
If PI is already registered, “affiliate” their existing account rather than creating a new one PIs should update their Commons profile prior to submitting
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FORMS-E application packages are required for due dates on or after January 25, 2018 Includes new PHS Human Subjects and Clinical Trials Information form
Consolidates information from multiple forms
Incorporates structured data fields
Collects information at study level
https://grants.nih.gov/policy/clinical-trials/new-human-subject-clinical-trial-info-form.htm
FORMS-E application packages will be added to FOAs starting in October Be sure to use the correct application forms and
instructions for your due date
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FORMS-E: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-17-062.html
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1. Find 2. Plan 3. Initiate4. Build Team
5. Enter Data
6. Finalize 7. Submit 8. Track
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N I H S M A L L B U S I N E S S W E B S I T E
N I H G U I D E F O R G R A N T S & C O N T R A C T S
G R A N T S . G O V
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Find TrackPlan InitiateBuildTeam
EnterData
Finalize Submit
The SBIR/STTR website provides direct links to omnibus and other funding
opportunity announcements.
14http://sbir.nih.gov/
SBIR: PA-17-302
STTR: PA-17-303
Standard Due Dates:• Jan 5• April 5• Sept 5
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Participating institutes FOA Part 1, Participating Organizations & Components of Participating Organizations
Type of Application – New, Resubmission, Renewal, Revision FOA Part 2, Section II Award Information
Clinical trials allowability (for due dates on/after January 25, 2018) FOA Part 2, Section II Award Information
Eligibility FOA Part 2, Section III Eligibility Information
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Carefully read full announcement
Check for updates in Related Notices
Due Dates section links to standard dates web page or
lists specific due dates
HHS expects to re-issue Omnibus FOAs after Jan. 5 due date to accommodate
FORMS-E transition
Link to Application Guide
Pay special attention to Section IV. Application and Submission Information• Includes any FOA-specific submission instructions
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Link to ASSIST
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19http://grants.nih.gov/grants/how-to-apply-application-guide.htm
General Application Process Information
Form Instructions Resources
Use correct Application Guide for
intended due date.
FORMS-E instructions will be
posted in September, but not used until due dates
on/after Jan. 25.
Follow All GuidanceFollow All Guidance Handy ResourceHandy Resource
Notices in NIH Guide for Grants & Contracts
Funding Opportunity Announcement Section IV. Application and
Submission Information
How to Apply - Application Guide
Annotated form sets
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Pre
cede
nce
/ Im
port
ance
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M A K E A P L A N B E F O R E Y O U N E E D O N E .
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TrackFind InitiateBuildTeam
EnterData
Finalize SubmitPlan
Identify team members Gather Commons Usernames for anyone who will be working in ASSIST
Verify registrations are in place and active
Determine application preparation responsibilities Who will – prepare the budget, gather form data, create
attachments, do data entry
Make sure everyone is aware of process Internal review & approval process
Post-submission responsibilities How to deal with errors/warnings
Who will verify application in eRA Commons?
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L O G I N T O A S S I S T W I T H E R A C O M M O N S U S E R N A M E & P A S S W O R D
I N I T I A T E A P P L I C A T I O N
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TrackFind Plan InitiateBuildTeam
EnterData
Finalize Submit
Access application forms through ASSIST
If more than one application package is available (e.g., FORMS-D and FORMS-E), select the appropriate package for your due date
FORMS-D for due dates on/before January 24, 2018
MUST use FORMS-D for Jan. 5, 2018 deadline
FORMS-E for due dates on/afterJanuary 25, 2018
MUST use FORMS-E for April 5, 2018 deadline
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Excerpt from FOA in NIH Guide…25
Login with eRA Commons Username & Password
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Initiate Application
Search for Application
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FOA information pulled from Grants.gov
Enter Project Title
Drop-down list of organizations affiliated with your eRA Commons account
Data pre-populated from organization selection
Visibility to SAM registration expiration date & details
Can manually enter PD/PI information or provide eRA
Commons username to auto-populate
If multiple employment records, select appropriate record for application. 28
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Form navigation
Actions ‐ vary based on application
context and access
ASSIST messages
Screen tips
Access online help
A U T O M A T I C A P P L I C A T I O N A C C E S S
M A N A G E A C C E S S T O A D D I T I O N A L U S E R S
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TrackFind Plan InitiateEnterData
Finalize SubmitBuild Team
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ASSIST automatically provides application access to some individuals based on their Commons roles or role on the application
Examples: Users with eRA Commons accounts that have the Signing Official (SO) or
Administrative Official (AO) role have access to all applications for their organization
PD/PIs have access to all applications for which they have been given the PD/PI role
Application initiator has automatic access
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Signing Officials (SOs) can provide application access to anyone with an eRA Commons account SOs can delegate Access Maintainer authority to others to manage application access
for a specific application
Application access can be controlled across these variables:
Read vs. Edit
Budget vs. Non-budget data
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Change current access Provide access to additional users
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Delegate ability to control access to the
application
Delegate ability to change application status
Control access level
Provide Commons Username
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D A T A E N T R Y S C R E E N S
A V O I D I N G C O M M O N E R R O R S
V A L I D A T E A P P L I C A T I O N
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Enter Data
TrackFind Plan InitiateBuildTeam
Finalize Submit
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Click each tab to access form data entry screens
Clicking Edit blocks other users from editing form
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Save and release lock on form so others can edit this form
Save and continue to lock out others from editing this form
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The form tab is added to navigation
Select form and click Submit
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Whether an attachment is required or not is often based on how you answer specific questions throughout the application Examples:
Human Subjects = Yes, then Human Subjects section of the PHS 398 Research Plan is required
Vertebrate Animals = Yes, then Vertebrate Animals attachment is required
More than one entry on the R&R Sr/Key Person Profile form with the role of “PD/PI,” then the Multiple PD/PI Leadership Plan attachment on the PHS 398 Research Plan
form is required
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FORMS-D
In the Other Attachments section of the R&R Other Project Information form:
Attach proof of your SBA registration
Attach the “SBIR Application VCOC Certification.pdf” if your organization is venture capital backed
Find it here: http://grants.nih.gov/grants/forms.htm#sbir
FORMS-D
Fields added to SBIR/STTR Information form to collect this information
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Other Project Information form
Other Attachments section
Use simple PDF-formatted files Do not use Portfolio or similar feature to bundle multiple files into a single PDF
Disable security features such as password protection
Keep file names to 50 characters or less
Use meaningful filenames
Do not include headers or footers Section headings as part of the text (e.g., Significance,
Innovation, Approach) are encouraged
Follow guidelines for fonts and margins
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Format Attachments: http://grants.nih.gov/grants/how-to-apply-application-guide/format-and-write/format-attachments.htm
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Page Limits: http://www.grants.nih.gov/grants/forms_page_limits.htm#other
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Errors and Warnings are displayed
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Errors stop application processing and must be corrected You will be unable to submit in ASSIST
until all identified errors are corrected
Warnings do not stop application processing and are corrected at the discretion of the applicant
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P R E V I E W A P P L I C A T I O N
U P D A T E S U B M I S S I O N S T A T U S
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TrackFind Plan InitiateBuildTeam
EnterData
Finalize Submit
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View last preview
Generate new preview
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The preview is exactly how your application would be
assembled upon submission, except a few items in the
footer (Grants.gov submission ID and timestamp) are not
filled in.
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Select status
Enter comment to be added to status history
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Before an application is changed to Ready for Submission status, it must pass validations (Warnings are OK).
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SUBMIT EARLY!52
TrackFind Plan InitiateBuildTeam
EnterData
Finalize Submit
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The appropriate measurement for “early” in the context of application submission is…
a) Minutes
b) Hours
c) Days
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Measure “early” on a calendar, not a clock!
Error-freeapplications must be accepted by Grants.gov with a time stamp on or before 5:00 p.m. local time of the submitting organization on the due date.
Important reminders:
NIH recommends submitting early (days, not minutes!) to allow time for correcting any errors found during the application viewing window prior to the due date
NIH’s late policy does not allow corrections after the due date
All registrations must be completed before the due date
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Must be an eRA Signing Official (SO) and a Grants.gov
Authorized Organizational Representative (AOR) to submit
Application Status must be set
to Ready for Submission.
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Message will appear indicating the application
was sent to Grants.gov.
Applications are submitted from ASSIST to Grants.gov.
Enter your Grants.gov AOR credentials and
click Enter.
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Application Successfullysubmittedto NIH
Submitting to Grants.gov is NOT the last step in the process!
VIEW SUBMISSION STATUS DETAILS
CAREFULLY CHECK ASSEMBLED APPLICATION IMAGE
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Find Plan InitiateBuildTeam
EnterData
Finalize Submit Track
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We really care about the details
Multiple levels of application checks for completenessGrants.gov
eRA systems
Agency staff (after application moves forward)
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https://grants.nih.gov/grants/how-to-apply-application-guide/submission-process/check-your-application.htm
Active System for Award Management (SAM) registration
Submitter has AOR role for DUNS on application
Submission made to active opportunity and application package
Virus check
Filenames include only appropriate characters
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Fields required by agency, but not required federal-wide R&R Sr/Key form
Credential for PD/PIs
Organization name for all sr/key
Biosketch for all sr/key
Performance Site form DUNS for primary site
Attachments in PDF format
Adherence to page limits in our Table of Page Limits
Included appropriate attachments
Fit with NIH/Institute mission
Eligibility
“Overstuffing”
On-time submission
Adherence to funding opportunity announcement specific instructions
Fonts and margin guidelines
Simultaneous review of essentially same application
Grants.gov eRA Systems Agency Staff
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Once an error-free application is received by NIH, the eRA system will: Assemble the grant application image
Insert headers (PI name) and footers (page numbers) on all pages
Generate Table of Contents and bookmark important sections
Post the assembled application image in the PD/PI’s eRA Commons account
Send notification
Email can be unreliable – proactively check application status
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ASSIST provides the ability to track both Grants.gov and NIH status
Links to the eRA Commons Detailed Status Information to view your assembled application
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Click View Submission Status Details
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Happy path…
• ASSIST = Submitted
• Grants.gov = Agency Tracking Number Assigned
• Agency = Processed
Agency Tracking # link brings you to the detailed
status screen in eRA Commons
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eApplication is the application image reviewers use.
Cover Letter, PHS Assignment Request Form, and Appendices (when allowed) are stored separate from the image.
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TIP: This is the same application image that will be accessed by reviewers and staff, so check it carefully!
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Applicants have two (2) business days to view the assembled application image before the application automatically moves forward for further processing
Signing official can Reject application in eRA Commons within viewing window to prevent it from moving forward to NIH
Changed/Corrected applications must be submitted before the submission deadline
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If you can’t VIEW it, we can’t REVIEW it!
If no action is taken during the two business day viewing window, the application automatically moves forward for further processing at NIH
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You must follow NIH’s standard ‘system issue’ procedure if you run into federal system problems beyond your control that
threaten your on-time submission: https://grants.nih.gov/grants/how-to-apply-application-guide/due-dates-and-
submission-policies/dealing-with-system-issues.htm
H E L P D E S K S
O N - L I N E R E S O U R C E S & W E B S I T E S
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Web: http://grants.nih.gov/support/
Toll-free: 1-866-504-9552
Phone: 301-402-7469
Hours: Mon-Fri, 7a.m. to 8 p.m. Eastern Time (Except for Federal holidays)
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Although we’ve worked closely with Grants.gov, ASSIST is a system developed and managed by NIH.
The eRA Service Desk should be your first stop for support.
NIH SBIR/STTR: http://sbir.nih.gov/
How to Apply – Application Guidehttp://grants.nih.gov/grants/how-to-apply-application-guide.htm
ASSIST: public.era.nih.gov/assist
Online help: era.nih.gov/erahelp/ASSIST/
Annotated form sethttp://grants.nih.gov/grants/how-to-apply-application-guide/resources/annotated-form-sets.htm
eRA ASSIST Training page: http://era.nih.gov/era_training/assist.cfm
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