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Agency Faqs












General

How can I extend the close date of an application?

What does the grace period field refer to?

What is the difference between the close date and the grace period?

My agency has development dollars - can we develop our own forms in PureEdge then deliver them to Grants.gov for deployment?

Does Grants.gov support Non-Windows users?


Posting Grant Opportunities

What do you do if you don’t have a CFDA Number for your program?

Can I post earmarked or mandatory grant application packages on Grants.gov?


Managing Package Templates

How do I create an application package template?

How do I modify an application package template?

How do I delete an application package template?

How do I post my application package requirements to Grants.gov?

What information will I need to publish an application package?

How will applicants find my agency's application packages?

What if I need to modify a published application?


Retrieving Submitted Applications

How can I retrieve submitted applications?

I downloaded my application already, why won’t it disappear from the Retrieve Submitted Applications list?

Assigning Tracking Numbers

How do I assign tracking numbers to submitted applications?

I just assigned an agency tracking number to an application. When I clicked on the Continue button, the application was no longer on the screen. What happened to it?

What happens after my agency assigns a tracking number to a grant application?

How does my applicant know a tracking number has been assigned to his/her application?

What if my agency does not assign tracking numbers?


Managing Agency Users

What information will I need to establish a new account?

How do I register for a new account?

How do I modify an agency user?

How do I reassign user roles?

How do I delete users?

I am an administrator, why can't I create a new user?

How many users can I have registered with an agency?

What roles are available for my agency to assign to users?

Where can I find my agency enrollment code?

Where/how do I obtain my agency enrollment code?

How do I change my password?

How is a Role Manager created?

I am the agency admin, why can’t I see the applications published by and submitted to my sub-agencies?


Managing Agencies

How do I create new agencies?

How do I modify existing agencies?


Viewing Applications

How do I view all the submitted applications for my agency?


I have already downloaded all of my application packages, when will these old applications be removed?



When will applications be removed from the View All Submitted Applications screen?

General

How can I extend the close date of an application?

When publishing a grant application package, you can set the grace period field based on the time frame that you will be accepting grant application package revisions rather than the closing date. For example, if an opportunity is open for submission for 30 days and has a grace period for 90 days, then applicants can submit revised grant applications 90 days after the closing date. Grants.gov does not place a system limitation on the grace period of an application so you can set this field based on your particular requirements.

What does the grace period field refer to?

A grace period is the time frame, or amount of days, after the closing date in which your agency can still accept applications. The grace period field is the location where your agency can enter the number of days preferred for the grace period.

What is the difference between the close date and the grace period?

The close date is the day designated by your agency as the deadline to grant applicants for submitting a grant application package. The grace period, also designated by your agency, is the amount of days after the closing date in which your agency can still accept applications. For example, the grace period may be extended so that your agency can accept revised applications.


My agency has development dollars – can we develop our own forms in PureEdge then deliver them to Grants.gov for deployment?

No. A PureEdge form is actually a mini-software application and must fully integrate with the Grants.gov backend system. This integration is sufficiently complex that it would not be feasible to outsource it to individual agencies.

Does Grants.gov support Non-Windows users?

Yes, Non-Windows users can use Grants.gov just like other users. Adobe Reader is compatible with most operating systems. If you are using PureEdge and you do not have a Windows operating system, you will need to use a Windows Emulation program.

Non-Windows Support for PureEdge
A Citrix server connection allows Non-Windows users to remotely launch a Windows session on their own machines by using the free Citrix client application. While connected to the server, Non-Windows users can develop their grant application using PureEdge forms. Applicants will need to download and install the free Citrix client application in order to work on the SF424 (R&R) application package with the specific grant for which they are applying.

While connected to the Citrix server, the Authorized Organizational Representative (AOR)/Signing Official (SO) can submit the application via Grants.gov.

Please review the PureEdge Support for Non-Windows Users page for additional information.


Posting Grant Opportunities

What do you do if you don’t have a CFDA Number for your program?

You can override the system by entering the following: 00.000. This will allow you to post the opportunity without a CFDA Number.

Can I post earmarked or mandatory grant application packages on Grants.gov?

Yes. You can post any type of application package on Grants.gov. In the case of those packages that have a limited applicant pool or are part of a block or mandatory grant program, you can just post the package on Grants.gov APPLY and not post it on Grants.gov FIND.




Managing Package Templates

How do I create an application package template?

1) Click the Manage Application Package Templates link.
2) Click the Create Template button.
3) Complete the New Application Package Template screen.
4) Click the Save button.

How do I modify an application package template?

1. Click the Manage Application Package Templates link.
2. Select the template to modify.
3. Click the Modify Template button. Make the revisions.
4. Click the Save button.

How do I delete an application package template?

1. Click the Manage Application Package Templates link.
2. Select the template to delete.
3. Click the Delete Template button.
4. Click the Delete button.

How do I post my application package requirements to Grants.gov?

Go to the Manage Opportunities link in the For Grantors section here you can create, modify and delete application packages, see the Grantor User Guide for more details.

What information will I need to publish an application package?

To publish an application package, you will need the information listed below. For more details see the Grantor User Guide.
· Agency CFDA Number
· Opportunity Number
· Opportunity Title
· Competition ID
· Open Date
· Grace Period
· Agency Contact Information
· Form Package
· Application Instructions

How will applicants find my agency's application packages?

Applicants can find you agency’s application package by using the Find Grant Opportunities.

What if I need to modify a published application?

  • Go to Manage Opportunities
  • Select the Opportunities you want to modify
  • Click Modify Opportunity
  • Select the Application under Application Packages Section
  • Click the Modify button
  • Go to Change Form Package Section
  • Click on the down arrow and select the new package
  • Click on Publish



Retrieving Submitted Applications


How can I retrieve submitted applications?

1. Click the Retrieve Submitted Applications link.
2. Select the applications to retrieve.
3. Click the Continue Download button.
4. Click the Download Applications button.
5. Save the application to your computer.
6. Click the Acknowledge Completion of Download button.

I downloaded my application already, why won’t it disappear from the Retrieve Submitted Applications list?

If you have downloaded your application and it is still visible in the list, you may have forgotten to click the Acknowledge Download button. Once the download is complete, clicking on the Acknowledge Download button will change the status of applications. The status is viewable to both the Grantor and Grant communities.



Assign Tracking Numbers

How do I assign tracking numbers to submitted applications?

To assign a tracking number to a submitted application:

1. Click on the Assign Tracking Numbers link
2. Enter the tracking number in the application’s row
3. Click the Continue button

I just assigned an agency tracking number to an application. When I clicked on the Continue button, the application was no longer on the screen. What happened to it?

The Assign Tracking Numbers screen only displays applications submitted to your agency that have not yet been assigned a tracking number. You may see a full list of applications submitted to your agency by clicking the View All Applications link.

What happens after my agency assigns a tracking number to a grant application?

The grant applicant will receive email notification stating that a tracking number has been assigned to their grant application.

How does my applicant know a tracking number has been assigned to his/her application?

The applicant will receive email notification that a tracking number has been assigned. An applicant may also obtain the tracking number for their grant application by logging in to the "For Applicants" link and checking the status of their grant application.

What if my agency does not assign tracking numbers?

Assigning tracking numbers is not mandatory and is the choice of the individual agency. If your agency does not assign tracking numbers the application process will not be affected.

 


Managing Agency Users

What information will I need to establish a new account?

· Your first and last name
· Your telephone number
· Your email address
· Your title

How do I register for a new account?

  1. Click on the New Agency Users link under Quick Links on the right hand side of the Grants.gov Home Page
  2. Click on the E-Authentication User Guide for detailed information on the process
  3. Your registration is completed once your Agency Role Manager has approved your access

How do I modify an agency user?

1. Click on the Manage Agency Users link
2. Select the user to modify
3. Click on the Modify User button
4. Make the revisions
5. Click the Submit button

How do I reassign user roles?

  1. Click on the Manage Agency Users link
  2. Select the user to modify
  3. Click on the Reassign Roles button
  4. Make the role revisions
  5. Check the box indicating: “I have verified the identity of this user and their authority to be assigned the above roles. I understand that users assigned the Agency Grant Retriever and View Applications roles will have the ability to access proprietary information in grant applications, and that users assigned the Manage Agencies role will have the ability to assign roles to other users on my behalf. I will periodically review the list of users in my agency and revoke these roles when they are no longer needed. “
  6. Click the Continue button

How do I delete users?

1. Click on the Manage Agency Users link
2. Select the user to delete
3. Click on the Delete User button
4. On the Delete User Confirmation screen, click on the Delete button again.

I am an administrator, why can't I create a new user?

To create a new user you must be assigned the role of Manage Agencies.

How many users can I have registered with an agency?

You may register an unlimited number of users with a specific agency.

What roles are available for my agency to assign to users?

When a user is signed up for Grants.gov, they have to ability to log in, but they cannot do anything in the system until you give them a role. The following roles can be assigned to agency users:

  • Manage Packages role allows a user to add, modify and delete an application package(s)
  • Agency Tracking Number Assigner role allows a user to assign tracking numbers to submitted applications.
  • Agency Template Creator role allows a user to manage application package templates.
  • Manage Agencies role allows a user to manage agencies.
  • View Applications role allows a user to view the applications submitted to your agency.
  • Agency Report Viewer role allows a user to view a report or the registration status for an applicant or organization
  • Manage Synopses role allows a user to add, modify and delete synopses
  • Agency Grant Retriever role allows a user to retrieve applications that were submitted to your agency.

Where can I find my agency enrollment code?

You can find your agency enrollment code in your agency profile. To access your agency profile, start at the Manage Agencies screen. Click the Modify My Agency button above the listed agencies. This will take you to the Agency Profile screen for the agency with which you are registered. You can also find your Agency Enrollment Code, by contacting the Agency POCAdobe PDF or emailing support@grants.gov.

Where/how do I obtain my agency enrollment code?

If you are already a registered user and have managed agencies as a role, you can find your agency enrollment code in your agency profile. If both those conditions are not met, then the only way to obtain your agency enrollment code is to request it from your Agency Point of Contact (APOC).

How do I change my password?

1. Login to the For Grantor section
2. Click on the Manage Agency Users link
3. Select the user to modify
4. Click on the Modify User button
5. Update your password
6. Click the Submit button

How is a Role Manager created?

Assign the role of "Manage Agencies" to create a Role Manager by completing the following steps:
 
1. Click on the Manage Agency Users link
2. Select the user to modify
3. Click on the Reassign Roles button
4. Select Manage Agencies

I am the agency admin, why can’t I see the applications published by and submitted to my sub-agencies?

To perform any functions other than managing sub-agency agency users, you will need to create a log-in specifically for that sub-agency.

If you use the Manage Agencies role then you could “Set Agency Level” to the sub-agency. The Manage Agencies role does not have to have a separate login for the sub-agency. This is the only way you can manage the sub-agency users without having a login.



Managing Agencies

How do I create new agencies?

To create a new agency:

  • Click on Agency Login on Grants.gov’s homepage
  • Click on the Create Agency link on the left menu
  • Complete the Agency Profile screen
  • Click the Submit button
For more details see the Grantor Guide.

How do I modify existing agencies?

To modify an agency:

To modify your agency profile , click the Modify Agency link on the left of your screen.

This will take you to the Modify Agency screen. This will take you to the Agency Profile screen for the agency with which you are registered. Make any necessary revisions.

If you do not want to save the changes you made to your agency profile , click the Cancel button at the bottom of the screen. You will be returned to the Manage Agencies screen and the changes will not be saved.

OR

If you want to save the changes you made to your agency profile , click the Submit button at the bottom of the screen to save the changes. You will be returned to the Manage Agencies screen and the changes will be saved.




Viewing Applications

How do I view all the submitted applications for my agency?

Go to www.grants.gov and click on Agency login on the right side of the page in the blue menu. Login and then once you are on the For Grantors page click on View all Submitted Applications link on the left menu on the page.

I have already downloaded all of my application packages, when will these old applications be removed?

Applications will be removed from the View All Submitted Applications screen 180 days after agencies have downloaded and confirmed successful receipt of the submissions. To clarify, 180 days after an Agency has properly downloaded application submissions and confirmed successful download, the Grants.gov system will delete them and they will no longer be available via the View All Submitted Applications screen.

While the application will no longer be available after 180 days, we will retain a basic submission summary (FON, CFDA, etc.). Submissions received less than 180 days earlier will not be affected.

Note: Grants.gov is not a system of record for grant applications, so this is a required process.

When will applications be removed from the View All Submitted Applications screen?

Applications will be removed from the View All Submitted Applications screen 180 days after agencies have downloaded and confirmed successful receipt of the submissions.

 




 
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