Electronic Grant Submission: FASTLANE and GRANTS.GOV

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Electronic Grant Submission:

FASTLANE and GRANTS.GOV

BRAD STITH,

UNIVERSITY OF

COLORADO AT DENVER

TALK POSTED TO:

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WHY ELECTRONIC SUBMISSION?

during the 1980s…. the NSF budget nearly

tripled to $3 billion and the number of fully

reviewed proposals increased by 40%, while

personnel resources remained level. NSF's

solution … was to (develop FASTLANE)…”

Grants.gov

was born as part of

the President’s

2002 Fiscal Year Management Agenda to

improve government services to the public:

…a common web site, simplifying grants

management and eliminating redundancies.”

(also: cheaper?)

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Two electronic protocols:

1.

1. Grants.gov

Grants.gov

—

NIH and other

governmental agencies

2.

2. FASTLANE

FASTLANE

—

NSF, but switching over

to GRANTS.GOV

OVERVIEW OF Steps to Prepare Proposal

STEP 1STEP 1 ––Register your organization at Register your organization at Grants.govGrants.gov AND AND

with the NSF for FASTLANE. This is a one

with the NSF for FASTLANE. This is a one--time only time only registration process.

registration process. YOUR SPONSORED RESEARCH YOUR SPONSORED RESEARCH OFFICE (SRO) OR SIGNING OFFICIAL (SO) SHOULD

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STEP 2: REGISTER YOURSELF

(NEED DEGREE, SSN, AND

CONTACT INFO)

For FASTLANE, work through your

For GRANTS.GOV, grants going to NIH

REQUIRES USE of

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NIH eRA Commons

Registration

Open to all applicant institutionsOpen to all applicant institutions

Go to Commons home page & click registration link (see Go to Commons home page & click registration link (see

next slide)

Enter small amount of informationEnter small amount of information

Print out signature page & fax to NIHPrint out signature page & fax to NIH

Approximately 2Approximately 2--3 days to process registration3 days to process registration

eRA Commons Help DeskeRA Commons Help Desk

can help with any problems

Phone: 301 Phone: 301--402402--74697469 Toll Free: 866 Toll Free: 866--504504--9552 9552 TTY: 301 TTY: 301--451451--5939 5939 Business hours M

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STEP 3: STEP 3: WRITE YOUR GRANT IN WORDWRITE YOUR GRANT IN WORD

STEP 4: CHANGE WORD FILES TO PDFSTEP 4: CHANGE WORD FILES TO PDF——YOU YOU

SHOULD IT WITH

SHOULD IT WITH ADOBE ACROBAT ADOBE ACROBAT (~$180)(~$180)--((don’t don’t scan in hardcopy with OCR and then save as PDF)

scan in hardcopy with OCR and then save as PDF)

See available PDF tools and software: See available PDF tools and software:

http://www.grants.gov/assets/PDFConversion.pdf

free, shareware, or commercial PDF products: Planet free, shareware, or commercial PDF products: Planet PDF’sPDF’s http://www.planetpdf.com/find_software.asp

http://www.planetpdf.com/find_software.asp

Don’t useDon’t use the NSF utility, "Convert Files to PDF" in the NSF utility, "Convert Files to PDF" in FastLaneFastLane

See See FastlaneFastlane info on PDF: info on PDF:

https://www.fastlane.nsf.gov/documents/pdf_create/pdfcreate

_07.jsp?page=0.

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“

Adobe PDF preserves all the fonts, Adobe PDF preserves all the fonts, formatting, graphics, and color of any

formatting, graphics, and color of any

source document, regardless of the

application and platform used to create

it

it……. . …

…files are compact and can be shared, files are compact and can be shared, viewed, navigated, and printed exactly

viewed, navigated, and printed exactly

as intended by anyone with free

as intended by anyone with free Adobe Adobe

Acrobat

Acrobat®® ReaderReader®® software. software.

The free

_{The free}

reader cannot make

pdf

files

-

-you need Adobe Acrobat

you need Adobe Acrobat

(

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Grants.gov

(NIH)

Font

Use an Arial, Helvetica, Palatino Linotype, or Georgia typeface,Use an Arial, Helvetica, Palatino Linotype, or Georgia typeface, a black a black

font color, and a font size of 11 points or larger. (A Symbol fo

font color, and a font size of 11 points or larger. (A Symbol font may be nt may be used to insert Greek letters or special characters; the font siz

used to insert Greek letters or special characters; the font size e requirement still applies.)

requirement still applies.)

Type density, including characters and spaces, must be no more tType density, including characters and spaces, must be no more than han

15 characters per inch. 15 characters per inch.

Type may be no more than six lines per inch.Type may be no more than six lines per inch.

Page Margins

Use Use standard paper size (8 ½" x 11)standard paper size (8 ½" x 11)..

Use at least oneUse at least one--half inch margins (top, bottom, left, and right) for all half inch margins (top, bottom, left, and right) for all

pages. pages.

Page Formatting

Avoid using a twoAvoid using a two--column format since it can cause difficulties when column format since it can cause difficulties when

reviewing the document electronically. reviewing the document electronically.

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STEP 5: for

Grants.gov

onlyonly--

download 2 items:

A.

Download “

PureEdge

Viewer” program

-

this

program combines INDIVIDUAL PDF files

-

-PureEdge

PureEdge ViewerViewer. Constantly being updated!! . Constantly being updated!! System System

requirements: Windows 98, ME, NT 4.0, 2000, XP

(NOT MAC); 500

(NOT MAC); 500 MhzMhz processor; 128 MB of RAM; processor; 128 MB of RAM; 40 MB disk space; Web browser: Internet Explorer

40 MB disk space; Web browser: Internet Explorer

5.01 or higher or Netscape Communicator 4.5

5.01 or higher or Netscape Communicator 4.5 -- 4.8, 4.8, Netscape 6.1, 6.2, or 7

Netscape 6.1, 6.2, or 7

For non

For non--Windows users, Windows users, a free a free CitrixCitrix server server is available is available ––but but

LIMITED access & save your application often! Macintosh

LIMITED access & save your application often! Macintosh- -compatible

compatible PureEdgePureEdge viewer by November 2006. viewer by November 2006. http://www.grants.gov/help/applicant_faqs.jsp#50

http://www.grants.gov/help/applicant_faqs.jsp#50

B. Download “APPLICATION PACKAGE” specific for

your program

your program——these are general forms WITH these are general forms WITH CERTAIN DETAILS FILLED IN FOR YOUR

CERTAIN DETAILS FILLED IN FOR YOUR

specific program

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STEP 6: CHECK

the appearance of your PDF filesthe appearance of your PDF files-

-paragraphs and pages may occasionally re

paragraphs and pages may occasionally re--wrap due to wrap due to different margin definitions and, on Macs, minor

different margin definitions and, on Macs, minor

differences in font metrics. Symbols may change,

figures disappear. You may be

figures disappear. You may be ½½ page over the limit!! page over the limit!! Fastlane

Fastlane: PRINT YOUR PROPOSAL after uploading : PRINT YOUR PROPOSAL after uploading all

all pdfpdf files to the NSF (this is before you officially files to the NSF (this is before you officially submit)

submit)

FOR GRANTS.GOV, print off entire proposal file and

check it before submitting to

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RELAX, COMPLIMENT YOURSELF

(AT LEAST UNTIL THE REVIEWS COME

BACK)

STEP 7: SUBMIT:

FASTLANE: after uploading all files to NSF, CLICK

ON “ALLOW SRO TO SUBMIT” BUTTON.

Your SRO (grants office) will get an email from the

NSF to do so.

NSF to do so. Do not do this on the deadline date Do not do this on the deadline date but at least days before.

but at least days before.

FOR GRANTS.GOV: YOUR GRANTS OFFICE

SUBMITS

SUBMITS ----. Once all required documents are . Once all required documents are properly completed and the application has been

properly completed and the application has been

saved, the “Submit” button will become active.

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Grants.gov

Grants.gov: : PureViewPureView programprogram

THIS SECTION ALREADY FILLED OUT FOR YOUR SPECIFIC PROGRAM…

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Grants.gov

FOR THOSE WHO SUBMIT

TO THE NIH:

1.

The FOA for program specific guidelines

(Funding Opportunity

Announcement/Program Announcement)

2.

2. NIH AND GRANTS.GOV: Revised SF 424 (R&R) NIH AND GRANTS.GOV: Revised SF 424 (R&R)

Application Guide

Application Guide -- released April 7, 2006released April 7, 2006

3.

The new eSubmission website is better able

to help you find answers to all related

questions quickly

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FOR THE NIH GRANTS.GOV APPLICATION: http://era.nih.gov/ElectronicReceipt/ CLICK ON EACH STEP TO FIND OUT MORE

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Grants.gov

and NIH

Grants.gov

Grants.gov registration, submission and Pure Edge behavior questions:registration, submission and Pure Edge behavior questions: Questions from faculty…must look at:

Questions from faculty…must look at:

http://era.nih.gov/ElectronicReceipt/files/Combined_Jan_11_FAQs.

http://era.nih.gov/ElectronicReceipt/files/Combined_Jan_11_FAQs.htht m#PureEdge

m#PureEdge

Also Visit:

Also Visit: http://http://www.grants.gov/CustomerSupportwww.grants.gov/CustomerSupport

Grants.gov Customer ServiceGrants.gov Customer Service

E-E-mail: mail: support@grants.govsupport@grants.gov

Phone: 1-Phone: 1-800800--518518--4726 4726

eRA Commons registration and post submission questions on eRA Commons registration and post submission questions on

Commons functionality Commons functionality

Support Page: http://Support Page: http://era.nih.gov/commons/index.cfmera.nih.gov/commons/index.cfm

eRA Commons Help DeskeRA Commons Help Desk

Web support: commons@od.nih.govWeb support: commons@od.nih.gov

Phone: 1-Phone: 1-866866--504504--9552 OR 3019552 OR 301--402402--74697469

Extended hoursExtended hours

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Grants.gov

PureViewPureView used to read and create the one huge used to read and create the one huge

(for me, about 5

(for me, about 5--6 megabytes) file from individual 6 megabytes) file from individual pdf

pdf filesfiles

One big file is uploaded to One big file is uploaded to grants.govgrants.gov: any changes : any changes

must be made to this one file and then upload this

one file

one file ––

MAJOR PROBLEM MAJOR PROBLEM ––OVERWRITE NEW OVERWRITE NEW

PUREEDGE GRANT FILE WITH OLD ONE

PUREEDGE GRANT FILE WITH OLD ONE——

KEEP CHANGING THE NAME OF THIS FILE

EVERY TIME A CHANGE IS MADE

(VERSION A, VERSION B, ETC)

(in NSF FASTLANE, a better process, you upload

one section at a time to NSF)

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Find Opportunity and download application package Submit Online

Grants.gov Summary: after Registration…

Download PureEdge Viewer from Grants.gov Download application package from Grants.gov

or NIH Guide for Grants and Contracts

Grants.gov performs basic checks

eRA Commons checks application against guidelines Prepare application (WordÆPDF) Check submission status

If errors found, AOR must correct application and submit to Grants.gov

Application grant image generated-- recommend that the PI review the image in the Commons

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Check your submission on

eRA

commons….

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part 2: FASTLANE;

WWW. NSF.GOV

:

THEN CLICK HERE FOR

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AFTER CLICKING ON FASTLANE LINK,

YOU SEE THIS FASTLANE HOME PAGE:

CLICK HERE FOR NEW PROPOSAL

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NOW YOU ARE READY TO START

FILLING OUT THE NSF PAPERWORK

AND UPLOAD YOUR WORD/PDF

FILES.

AS NOTED, ON LAST WEB PAGE

CLICK ON : “

PROPOSALS, AWARDS &

STATUS

.”

YOU LOG IN WITH YOUR LAST NAME,

SSN AND THEN PASSWORD (WEB

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AFTER CLICKING ON “PROPOSALS,

AWARDS AND STATUS”

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NEXT STEP

TO CHECK YOUR

SUBMITTED PROPOSAL

IF GET GRANT, WORK ON

BUDGET (BECAUSE IT WILL BE CUT)

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PREPARE

PROPOSAL PREPARATION WEB PAGE

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USE OLD PROPOSAL (FOR RESUBMISSIONS OR NEXT GRANT) NEW PROPOSAL IF YOU HAVE ALREADY STARTED A PROPOSAL

IGNORE

NOTE

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EVERYTHING EXCEPT THE COVER SHEET CAN BE NOTE TEMP NO.

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NOW CLICK ON “GO” FOR PROJECT

SUMMARY

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FOR LARGE AMOUNTS OF TEXT, DON’T TYPE IN TEXT HERE BUT

UPLOAD THE WORD (OR PDF) FILE WITH “TRANSFER FILE” BELOW

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AFTER CLICKING “GO” FOR LIST OF SUGGESTED REVIEWERS (OPTIONAL)

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WHEN DONE…

TO GET A COPY OF WHAT THE NSF SEES

(MAY BE DIFFERENT THANWHAT YOU UPLOADED)

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How will my SRO know when I am done?

Click on the “

Allow SRO access

” button

FastLane

will send an email to each SRO staff

and the email will indicate that the SRO has been

granted access to the proposal

-

the SRO THEN

SUBMITS YOUR PROPOSAL.

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WHAT HAPPENS NEXT?

FASTLANE ALSO GENERATES AN EMAIL

NOTIFYING THE APPROPRIATE NSF

PERSONNEL WHO THEN LOG IN THE

PROPOSAL, PRINT IT OUT AND SEND IT

TO THE CORRECT NSF PROGRAM (E.G.,

CELL BIOLOGY).

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CHECK STATUS WITH FASTLANE

ENTER FASTLANE, GO TO YOUR

“

PROPOSAL FUNCTIONS

” WEB PAGE

AND CLICK ON “

PROPOSAL STATUS

”

YOU SHOULD SEE: PROPOSAL CLASSIFCATION YOU SHOULD SEE: PROPOSAL CLASSIFCATION FORM: SUBMITTED

FORM: SUBMITTED

ALSO, PROGRAM INFORMATION TELLS YOU ALSO, PROGRAM INFORMATION TELLS YOU WHERE IT WAS SENT AND WHO TO CONTACT

WHERE IT WAS SENT AND WHO TO CONTACT

UNDER “REVIEW INFO, ” YOU MIGHT SEE UNDER “REVIEW INFO, ” YOU MIGHT SEE “EXTERNAL PEER REVIEW BEGAN ON….”

“EXTERNAL PEER REVIEW BEGAN ON….”

FINALLY, “PROPOSAL STATUS: STATUS AS OF FINALLY, “PROPOSAL STATUS: STATUS AS OF TODAY DATED: 1/30/02…THIS PROPOSAL IS

TODAY DATED: 1/30/02…THIS PROPOSAL IS

CURRENTLY BEING CONSIDERED BY THE ABOVE

PROGRAM..REQUIRES UP TO 6 MONTHS”

IT CAN TAKE A LONG TIME FOR THIS

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GOOD LUCK!

(Never give up, never give in…)

Galaxy

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GET PROGRAM INFO &

DEADLINES:

NSFNSF Grant Proposal Guide,_{Grant Proposal Guide,} (check for latest version). _{(check for latest version).}

http://www.nsf.gov/pubsys/ods/getpub.cfm?gpg

INFO ON FASTLANE:

INFO ON FASTLANE: ““ELECTRONIC PROPOSAL SUBMISSION”ELECTRONIC PROPOSAL SUBMISSION”

https://www.fastlane.nsf.gov/guides/EB_Proposal_Submission https://www.fastlane.nsf.gov/guides/EB_Proposal_Submission .pdf .pdf

Electronic Grant Submission: FASTLANE and GRANTS.GOV