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Back to: News & Events : Past Meetings and Workshops : NCCAM Grantsmanship 2008

Lifecycle of a Grant Application

June 2008 – Presentation delivered at NCCAM Grantsmanship Workshop

Martin Goldrosen, DEA
Dale Birkle, SRO
George Tucker, GMO

Overview

Overall Application Process

Review Process for a Research Grant

Flow chart of review process.

Overall Timeframe from Submission to Award

Flow chart of three overlapping cycles per year.

Dual Level of Review for Applications

First Level of Review
Scientific Review Group (SRG)

Second Level of Review
Council

E-Submissions

Overall Application Process

Prepare to Apply

Future Transitions

All applications now require electronic submission with the exception of the following mechanisms:

These use the paper PHS398 application process

Two Systems Working Together

Grants.gov eRA Commons

eRA Commons
Both Organization and PI Registration Required

Registration eRA Commons –PI

Internal Process Considerations

Find Out How Your Organization Manages…

…Calculate lead time needed

Make Sure You Have Necessary Software

Software Requirements

Transition to begin Dec. 2008

Find Opportunity and Download Application Package

Find Opportunity & Download Package

Find Opportunity & Download FOA

screen shot of Apply for Grant Electronically button

Submit Application to Grants.gov (AOR submits)

On-Time Submission

Back to NIH

You’re not done yet
Make sure you follow the application through to NIH

Check Submission Status in Commons

eRA Will Check To Ensure…

If You Receive Errors & Warnings .from NIH…

NOTE: Reviewers do not see notifications provided to applicants about errors/warnings.

Application Image — Validation and Errors

Submitting Changed/Corrected Application: Cover Letter

If submitting a changed/corrected application during the 2-business day window after the receipt date, the cover letter must explain changes

Check Status in eRA Commons

If the application is error-free the eRA Commons system will:

https://commons.era.nih.gov/commons/

E-mail Notifications — eRA Commons

AOR/SO and PI receive e-mails

Check Assembled Application

Application Image — Viewing Window

Submission Complete

Application Complete!

Receipt and Referral

Peer Review of NIH Support Mechanisms

CSR Review

Institute Review

Center for Scientific Review

Referral Officers

Applications are Assigned to:

Applications are Assigned by:

Other factors

Assignment to CSR Study Sections

Applications (NCCAM R01s, SBIRs) are assigned to Integrated Review Groups (IRGs) for review. IRGs are clusters of scientifically-related study sections

Within an IRG, applications are assigned for review to

CSR Review Divisions

Division of Biologic Basis of Disease

Division of Molecular and Cellular Mechanisms

Division of Physiology and Pathology

Division of Clinical and Population-Based Studies

Assignment to Institutes

Applications are referred to an Institute or Center as the potential funding component:

Locus of Review

CSR

Institutes

Assignment to NCCAM Review Groups

Applications are assigned to the Integrated Review Group called ZAT1

Fellowships, Career Development, Exploratory, Conference, AREA, Multi-site R01s, Special Initiatives (RFAs, PAR, PAS)

Funding announcements will state the locus of review

Assignment to NCCAM Review Groups

Applications are further assigned to specific review groups

Sample Application Number

1 R01 AT 12345 01 A1: First character is New Application; Second set, three characters is Individual Research Grant; Third set, two characters is National Center for CAM; Fourth set, five characters is Serial Number; Fifth set, two characters is Grant Support Year; Sixth set, two characters is Amended

Requesting Re-assignment

Peer Review

Criteria for Selection of Peer Reviewers

Graphical comparison of two pyramid information schemes.

Certification of No Conflict of Interest

"This will certify that in the review of applications and proposals by (study section) on (date), I did not participate in the evaluation of any grant or fellowship applications from

  1. any organization, institution or university system in which a financial interest exists to myself, spouse, parent,child, or collaborating investigators;
  2. any organization in which I serve as officer, director, trustee, employee or collaborating investigator; or
  3. any organization which I am negotiating or have any arrangements concerning prospective employment or other such associations."

Confidentiality

Review Criteria

Additional Factors

Outcomes of Review

Advisory Council

NACCAM

Council Deliberations

Council Action

What Determines Which Awards Are Made?

Cost Analysis by Grants Management

Cost Analysis

Allowable & Unallowable Costs

Costs must be…

Direct Costs vs F&A Costs

Direct costs can be identified and charge to a specific project with relative ease and with a high degree of accuracy

Direct Costs

Applications ≥ $500,000

Modular Budgets

Salaries and Wages

Which are appropriate for salaries?

When Direct Charging of Clerical Salaries May Be Appropriate

How do you convert percent effort to person months?

Multiply percentage of effort associated with the project, times the number of months of the appointment

Person Months and Budgets

For an institution with a 9 month academic year, if the PI will devote 9 months at 30% time/effort and 3 months summer term at 30% time/effort to the project, then 2.7 academic months and .9 summer months should be listed in the academic and summer term blocks of the application (9 x 30% = 2.7 person months; 3 x 30%= 0.9)

12 mo appointment, $120,000 base salary, devoting 30% effort

$120,000 X 30% = $36,000

12 mos X 0.3 = 3.6 person months

Salary Cap

Since Fiscal Year 1990 Congress has legislatively mandated a provision limiting the direct salary that an individual may receive under an NIH grant.

The FY 2008, Public Law 110-161: Consolidated Appropriation Act, 2008 restricts the amount of direct salary of an individual under an NIH grant or cooperative agreement to Executive Level I of the Federal Executive pay scale.

Effective 1/1/2008, that level increased to $191,300.

Equipment is defined as…

…having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of the capitalization level established by the organization for financial statement purposes or $5,000.

Equipment costs analyzed…

Supplies

Travel

May include…

Other Direct Costs

May include…

Just-in-Time Information

Just-in-time information (JIT) is information that NCCAM requests if your application scored roughly within the top 15 percent. Though you may not get funded, you should prepare your just-in-time information anyway.

Notice of Grant Award

Overview of Terms and Conditions

Division of Extramural Activities (DEA)

DEA flow chart of offices and positions.