Electronic Submission Guidelines

The NYU SOM Office of Sponsored Programs is in process of implementing a system-to-system data transfer approach in conjunction with InfoEd for electronic submission of grant applications directly to Grants.gov and the NIH.

Until the system-to-system mode of submission is launched, the SPA Office will utilize the forms-based submission method which relies on the PureEdge Software provided free of charge from Grants.gov.

Click here for an overview of SPA's on-going efforts and the electronic grant submission process.

NYU SOM Electronic Submission Requirements:

• Registration – The NIH electronic submission process requires that Principal Investigators must be registered in eRA Commons prior to application submission.

• Until the system-to-system mode of submission via the InfoEd application is launched at the NYU School of Medicine, the SPA Office will utilize the forms-based submission method which relies on the PureEdge Software provided free of charge from Grants.gov. The PureEdge Viewer is a free program which must be downloaded and installed to allow access to complete and submit electronic applications through Grants.gov.

• Download an application package from the Grants.gov website: enter the appropriate CFDA Number OR Funding Opportunity Number.

• After you have downloaded the application package, you can complete it offline - you will not need to be connected to the Internet.

• Provide a paper copy of the application to Sponsored Programs Administration for review along with the in-house forms, available for download at the SPA website.

• Submit the completed application package to the Sponsored Programs Administration on a CD or bring the package on a flash drive to SPA for submission to the Grants.gov. The Authorized Organization Representative (AOR) within the SPA Office is authorized to submit applications through Grants.gov on behalf of NYU SOM.

• Once an application package has been successfully submitted through Grants.gov, errors (if any) have been addressed, and the assembled application has been created in the eRA Commons, the PI and AOR have two business days to view the application image. If everything is acceptable to the sponsor, no further action is necessary. The application will automatically move forward for processing by the Division of Receipt and Referral after two business days.

Note: Grant applications must be successfully received by Grants.gov by no later than 5:00 p.m. local time in order to be considered "on time”. SPA strongly encourages applications be submitted for internal review one week prior to the submission date in order to avoid unanticipated technical difficulties.

NIH’s Initiative for e-Submission of Grant Applications

The transition to electronic application submission and a new set of application forms is a huge initiative for the NIH involving numerous funding mechanisms. The NIH has developed a timeline for transitioning all competing grant mechanisms by May 2007.

Applicants are strongly encouraged to prepare to participate in electronic submission through Grants.gov and the eRA Commons. The NIH presented a videocast outlining the new technology and changes in the process of grant submission. This training session, geared toward the applicant community, provided an overview of NIH's transition plans, the submission process and the new form set. A question and answer session followed the formal presentations.

Click on the following link to view the archived videocast training session and download various training tools available for e-submission: http://era.nih.gov/ElectronicReceipt/training.htm#10

Non-Windows Users (MAC)

Grants.gov recognizes that support to users of Non-Windows operating systems and the PureEdge Viewer is often required across a distinct segment of the grant applicant community. Although at this time, the PureEdge Viewer is only available for Windows based installs, Grants.gov offers support for Non-Windows platforms.

Non-Windows users will be able to download and complete the PureEdge forms by taking advantage of the free Citrix server. Non-Windows users are also able to submit completed grant applications via the Citrix environment.

Instructions and user guides are available for download at the following link for installation of the Citrix Client and PureEdge Viewer for Macs: http://www.grants.gov/MacSupport#

Download step-by-step tutorials of NIH's e-submission mechanisms:

Just In Time (JIT) Tutorial

"Just-in-Time" is an initiative of the National Institutes of Health (NIH) which postpones the collection of certain information that currently must be included in all competing applications at the time of submission. The information for the applications with a likelihood of funding is submitted "just-in-time" for awards to be made. This delayed exchange of information significantly relieves the administrative burden for the 75 to 80 percent of applicants who will not receive an award.

Electronic Streamlined Non-Competing Award Process (eSNAP) Tutorial

The NIH eSNAP (electronic Streamlined Non-competing Award Process) system provides a web interface for investigators to prepare and submit Type 5 (non-competing) progress reports online.