Individual Fellowship Application Guide - UCLA School of Nursing

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PHS SF424 (R&R) Individual Fellowship Application Guide2.10 Submitting Your Application Via Grants.govThe Authorized Organization Representative (AOR) registered in Grants.gov is the only official with theauthority to actually submit applications through Grants.gov. Therefore, the Fellowship applicant (PD/PI)will need to work closely with their AOR to determine that all the necessary steps have beenaccomplished prior to submitting an application. This includes any internal review process required by theapplicant organization.Before starting the final submission step, applicants are encouraged to save a copy of the finalapplication locally. Once you have properly completed all required documents and attached any requiredor optional documentation, click on the Check Package for Errors button to ensure that you havesuccessfully completed all required data fields. If any of the required fields are not completed you willreceive an error notice which will indicate where revision is needed within your package. Correct anyerrors or if none are found, save the application package. The Save & Submit button will now becomeactive and clicking this button will begin the application submission process. Only after the package hasbeen saved with no errors will the Save & Submit button become active. The application package mustthen be saved once more before the submission process begins. Only an AOR will be able to perform thesubmit action, and they will be taken to the applicant login page to enter the Grants.gov username andpassword that was established in the Register with Grants.gov process (if not connected to the internetyou will be instructed to do so).Once logged in, the application package will be automatically uploaded to Grants.gov. A confirmationscreen will appear once the upload is complete and a Grants.gov Tracking Number will be provided onthis screen. Applicants should record this number so that they may refer to it should they need to contactGrants.gov Customer Support or the eRA Commons Help Desk.For additional information, access Grants.gov/Submit Application Package(http://grants.gov/SubmitApplication).Applicants should be aware that on-time submission of an application is currently a two-step process: 1)the application is accepted by Grants.gov on or before 5 p.m. Local time of the applicant organization onthe submission date, and 2) reviewed within two business days of the image being available in the eRACommons (the image is available only once all errors are corrected).IMPORTANT NOTE! NIH has eliminated the two day error correction window for due dates of January 25,2011 and beyond. Please see NOT-OD-10-123.Once an application package has been successfully submitted through Grants.gov NIH providesapplicants a two-day error correction window to correct any eRA identified errors or warnings before afinal assembled application is created in the eRA Commons. The standard error correction window is two(2) business days, beginning after the submission deadline and excluding weekends and Federal holidays.All errors must be corrected to successfully complete the submission process. Warning will not preventthe application from completing the submission process.Please note that the following caveats apply:• Initial application must be “on-time.”• The AOR/institution is expected to enforce that application changes made within the errorcorrection window are restricted to those necessary to address system-identifiederrors/warnings. NIH may reject an application that included additional changes.• Proof of “on-time” submission (e.g., Grants.gov timestamp and tracking number) and adescription of all changes made within the window must be documented in the PHS398Cover Letter component of the application.Part I: Instructions for Preparing and Submitting an Application I-26
PHS SF424 (R&R) Individual Fellowship Application GuideNote: In some extenuating circumstances, the error correction window may be extended beyond thestandard two business days. The NIH Guide to Grants and Contracts(http://grants.nih.gov/grants/guide/index.html), Electronic Submission Program e-mail lists, and theElectronic Submission web site (http://grants.nih.gov/grants/ElectronicReceipt/) will be the primaryvehicles used to communicate error-correction window extensions. Any changes or updates will also benoted in NIH Guide Notice NOT-OD-08-018 (http://grants.nih.gov/grants/guide/notice-files/NOT-OD-08-018.html).2.11 After You Submit Your Application Via Grants.govThe Authorized Organization Representative (AOR) can use Grants.gov to check the status of anapplication at any time. Note that Grants.gov requires a user login and password. To check the status ofan application, go to https://apply07.grants.gov/apply/checkApplStatus.faces.Once an application has been submitted via Grants.gov, several emails are generated by Grants.gov andsent to the AOR (also known as the Signing Official [SO]) named in the grant application indicating aGrants.gov tracking number that is assigned to the submission:1) Submission Receipt: An email is sent indicating your application has been received by Grants.govand is currently being validated.2) Submission Validation Receipt: An email is sent indicating your application has been received andvalidated by Grants.gov and is being prepared for Grantor agency retrieval.3) Grantor Agency Retrieval Receipt: An email is sent indicating your application has been retrieved bythe Grantor agency.4) Agency Tracking Number Assignment for Application: An email is sent indicating your applicationhas been assigned an Agency Tracking Number.If the AOR/SO has not received a confirmation message from Grants.gov within 48 hours of submission,please contact:Grants.gov Contact CenterTelephone: 1-800-518-4726Email: support@grants.govAt that point, the application will be scheduled for download into the eRA system for agency validation.It is imperative that the email address provided in blocks 14 for the Fellowship applicant (PD/PI) and 19for the AOR/SO on the SF424 (R&R) Cover component be current and accurate. Once agency validationis completed, an agency notification (not Grants.gov) will be emailed to the Fellowship applicant andAOR/SO named in the application.This email notification will inform the Fellowship applicant and AOR/SO that the application has beenreceived and processed by the agency and will indicate whether any errors or warnings resulted during thevalidation process. The Fellowship applicant and AOR/SO will be invited to log on the eRA Commons,to view the assembled application or review the list of warnings/errors that were encountered during thevalidation process.If there were no validation errors, this email notification will also inform the Fellowship applicant andAOR/SO of an agency accession number, which represents the “agency tracking number.” This numberreplaces the Grants.gov tracking number that was assigned when the application was first submitted. TheGrants.gov system will indicate that the agency tracking number has been assigned, and will reflect bothnumbers. In subsequent interaction with the eRA Commons, however, it is the agency accession numberthat will be used to refer to the application, not the Grants.gov tracking number.Part I: Instructions for Preparing and Submitting an Application I-27
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Individual Fellowship Application Guide - UCLA School of Nursing

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