unmc research user group (rug) grant documents & development converting word documents to pdfs
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UNMC RESEARCH USER GROUP (RUG)
GRANT DOCUMENTS & DEVELOPMENT
Converting Word Documents to PDFs
RUG Planning Committee
Linda WilkieInstitution Research Analyst-CoordinatorVice Chancellor for Research
Kim LaursenIT Training CoordinatorITS Learning Environment/Internet Services
Kirsten StitesResearch/Education Service ManagerPathology & Microbiology
Robin TaylorProject CoordinatorPharmacology & Experimental
Neuroscience
Research User Needs
Grants Writing, formatting,
and converting Word documents to PDFs
Completion of forms and uploads in RAMS/grantsERA
Public Access Mandate Graphics
Creation of charts, images, and figures
Use in lectures, posters, manuscripts, and grants
Presentations PPT Posters
Library research Databases
Collection and storage of data in database
Security/Malware protection
RSS/CMMS animal studies
Branding compliance in research publications
Other
Sponsored Programs Administration
Common Issues:
Electronic submission
Biosketch
Budgets
Resubmissions
RAMS/grantsERA
Today’s Session
NIH SPONSORED GRANT APPLICATIONS:
Electronic submission processes
Electronic submission processes Pre-submission Conversion Submission
Discussion Today’s topic Future topics
Electronic submission processes Pre-submission Conversion Submission
InstructionsFiling SystemGrant FormsDocuments
Pre-Submission Process
Instructions
Follow the program guidelines for the specific grant
Read the program guidelines for the specific grant
AND
Before you start
Get the program guidelines for the specific grant
Filing System
Keep filing system consistent Suggested Samples
Grants\PI Name\Grant Acronym\Year\File Name Grants\Rossi\RO1\2009\File Name
Grants\Submitted\PI Name\Grant Acronym+Month&Year\File Name
Grants\Submitted\Rossi\RO1June2009\File Name Create a folder named attachments and save your PDF files in
that folder
More efficient Easier upload of attachments
More meaningful Now where is that submission I did two years ago?
What is in a name?
PDF File Title Character limitations
Number of Characters (≤ 30)
No-No’s Spaces Hyphens Special characters Other punctuation
Bad Example:The Voyage of the Begle/On the Origin of the Species!-Natral Selection
Good Example: DarwinAbstractR212009
Grant Forms
Grant is written and contained within a series of specific forms
Headers & Footers PD/PI header Form and page
number footer
Most of grant is written and contained within a blank Word document(s)
Only a few specific forms Biosketch Human subject
enrollment forms No Headers & Footers
Hard Copy Submissions: PHS 398
Electronic Submissions: SF424 (R&R)
SF424 (R&R) Document Formatting
Margins = 0.5 inches Font Style
Type = Arial, Helvetica, Palatino Linotype, or Georgia
Color = black Size ≥11 points (although captions can be smaller)
Do not include headers & footers Current system automatically generates a
header with the name of the PD/PI and page numbers in sequential order for the footer - similar to PHS 398
Size Matters
Overall attachment size > 0 byte No max size, but can
slow or stall submission Resize in Acrobat
Abstract ≤ 30 lines
Narrative 2-3 sentences
Biosketch ≤ 4 pages No 2:2 rule currently
Research plan RO1 = 25 pages R21 = 15 pages Resubmission
Introduction RO1 = 3 page response R21 = 1 page response
Appendix Follow the Program
Guidelines
Writing & Formatting Research Plan Create as a single document using any word processing
software to track page limits Write text Use Item Headings within the document
Each item is a separate uploaded attachment within RAMS/grantsERA
Creates visual separation Item Headings
Introduction (if resubmission – not include in page limit) Specific Aims Background and Significance Preliminary Studies Research Design and Methods
Insert Section Break-Next Page between Item Headings while writing More efficient during conversion process Controls movement of figures
Format references and create bibliography Insert figures
PDF filesConverting Microsoft Word documentsPDF file size
Conversion Processes
PDF files
Portable Document Format (PDF) Attachments are in PDF format
SPA suggests 8.1.3 Adobe Acrobat or higher Contact Work Station Support to get software
Avoid scanning text documents to produce the required PDFs
Remove all security features in the PDF document
Converting Microsoft Word documents Open Word document that contains
entire grant Create PDF by…
PDF File Size
Double check individual PDF file sizes RAMS/grantsERA - no set file size but
large files slow down the submission of grant
Resize in Acrobat: Document Reduce File Size
RAMS/grantsERAReady to Submit
Submission Processes
RAMS/grantsERA Open RSS
Ready to Submit
Almost Done!
Save the final application document
Click “Validate” on Grant Application Package Screen This checks for RAMS/grantsERA
errors, not NIH-generated errors
Sponsored Program Administration - contact your representativeToday’s session:
Johna Belling: 9-5483 [email protected] Stites: 9-7601 [email protected] Taylor: 9-3549 [email protected]
Helpful Contacts
Software and Links Software
Adobe Acrobat Professional 9.0 Work Station Support Help Desk (9-7000) sales.unl.edu $56.00
Links NIH:
Forms & Applications http://grants.nih.gov/grants/forms.htmAvoiding Common Errors - PDF Issues http://era.nih.gov/ElectronicReceipt/pdf_guidelines.htm
Sponsored Programs AdministrationMain Site: http://www.unmc.edu/dept/spa/index.cfm?
L1_ID=15&CONREF=157
Rams User Manual: http://www.unmc.edu/media/spa/user_manual__final_version__may_2007.pdf
Poster PresentationsApril 22, 2009Bill Wassom – Printing Services
Next RUG Session
Today’s Session
Topics for further sessions Graphics for grants, manuscripts, and
postersGrantsIdeas?
Discussion