1. Streamline your Proposal Submission – Update on GIM 19 & What is “Ready To Submit”? Office of Sponsored Programs Winter 2011 Al Marks and Gretchen Davis Richey, OSP Training Team

2. OSP Commitment The Office of Sponsored Programs (OSP) is committed to assuring timely submission of complete, accurate and excellent proposals.

3. To Achieve This It is critical that OSP receive proposals in sufficient time to provide: adequate review of the applications oversight of the submission process in compliance with all sponsor and University requirements GIM 19 was recently revised

4. Today’s Agenda It’s a national competition! NIH eliminates 2 day correction window UW revises GIM 19 Ready To Submit – what’s that mean? Reduce your error rate, streamline submission Scenarios Common errors checklist Tips & tricks

5. First to Submit, First to Arrive! All research institutions in the United States are using the same systems to submit their proposals. First in, first to arrive! It can take up to 48 hours or even longer for Grants.gov or electronic sponsor systems to process applications once they are submitted by OSP. Submitting early remains the best way to ensure successful submission.

6. Did you know Reviewers are asked to score proposals based on a list of criteria including both the science and how well the instructions are followed. If the sponsor receives 10 good proposals and can only fund 6 of them, those who do not follow the instructions will not be funded.

7. Say Goodbye to the NIH 2-Day Correction Window Notice Number: NOT-OD-10-123 Effective for the submission of NIH grant applications for the January 22, 2011 due date and thereafter NIH, AHRQ and CDC will eliminate the error correction window after the deadline

8. What’s the Difference? 2 Day Review Window For 2 days after your application is picked up by NIH eRA Commons it can be viewed for accuracy and completeness Remember, if you can’t see it, NIH can’t review it! System glitch = system make a mistake compiling applic 2 Day Error Correction Window (eliminated) Time allowed after the submission deadline to address NIH system-identified errors Error = we made a mistake & system identified it NIH Deadline Day +1 Day -1 Day -2 Day +2 Error Correction Processing Submit Error Correction

9. GIM 19 Internal Deadlines for Proposals to Outside Agencies Effective January 2, 2011 7 Day Deadline OSP needs to be able to do a meaningful review of the proposal 3 Day Deadline 5pm 3 business days before sponsor deadline Waiver process remains the same

12. RTS Question on the SAGE eGC1 What does it mean when SAGE eGC1 RTS = Yes?

13. Communicating Proposal Readiness RTS = Yes , PI’s approval that the science is complete + the dept’s indication that the business portion is complete RTS question for electronic applications Comments on eGC1 All campus reviewers have approved Determination of readiness by OSP

14. When is the Proposal Final? “Once a proposal is submitted to NIH and other outside agencies, the proposal is final and no corrections may be made, unless responding to system-generated errors prior to the Sponsor deadline.” GIM 19

15. Waiver Required If UW deadlines cannot be met for extenuating circumstances, a waiver must be requested. Official UW closure (e.g., inclement weather) PI or Co-PI serious illness or injury Death of key personnel Documented notification of funding opportunity was made < two weeks prior to the deadline. OSP will submit application prior to the Sponsor deadline but cannot ensure a successful submission.

16. Ideal Submission Finalize all business forms; attach draft science Check for and correct errors Route eGC1 & application to OSP Withdraw & attach final science, RTS=Yes Recomplete eGC1 OSP reviews and may ask for modifications OSP submits application to sponsor View application in eRA Commons ASAP

17. Preparation Submission The PI, Department and OSP are in a partnership together to prepare and submit proposals to external sponsors. Quality proposal Institutional approvals Maximum potential for award We are all in a partnershipwith electronic sponsor systems, as well.

18. Quality ApplicationvsTimely Submission PI perspective may be different from Admin System complexities drive timeline for submitting the application Competitive funding drives the development of the highest quality application Work together to create a timeline that can best meet both goals

19. Complexities & Complications Several possible system actions that can slow down your application reaching the sponsor on time. Processing delay Errors -> application must be resubmitted Processing delay + errors Withdraw application from eRA Commons for corrections, then resubmit What is your risk tolerance?

20. Hints Be absolutely clear about the readiness of your application – don’t check “yes” on RTS if from your perspective the application is not ready for sponsor submission OSP will review applications marked “yes” or “no” View your application in eRA Commons at the beginning of the 2 day window Get revised documents back to OSP ASAP for a quick resubmission; notify by phone/email Contact OSP if you have any questions

21. Last Year’s Science Question: Since the PI is still working on the Scope of Work, is it okay to attach the science from last year’s grant application? Answer: No. The draft scope of work attached to the application must reflect the current project and match with the other documents (e.g., budget, budget justifications, compliance approvals).

22. Can OSP Admins Grant Waivers? Question: If I contact my OSP administrator in advance, can I submit my application after the 3-Day Deadline? Answer: No, if your application will not reach OSP in final format at least 3 business days before the deadline, then a waiver is required. OSP staff are not authorized to grant a waiver to GIM 19.

23. Was it Really RTS? Scenario: A department routes an application with the final business and draft science. OSP does their full review, with no reviewer comments needed, and waits for the final science to be attached before submitting. Question: If the department withdraws the application and uploads the revised science, should they also update the business forms? Why or why not?

24. Rate the Risk Scenario: It is 2 days before the deadline, and Grants.gov and eRA Commons are especially busy and applications are taking a long time to process. OSP has submitted the application. It has successfully passed Grants.gov validation and we are waiting to view it in eRA Commons. Now, the PI wants to fix a small typo in the cover letter and requests the OSP Admin withdraw the application.

25. 7 secrets for Success

26. 1. Read the Instructions Program announcement will have all deadlines, requirements, form sets Program announcement usually answers most questions

27. 2. Create a Calendar Deadline Minus 3 business days Minus 7 business days Final science ready to attach in SAGE Date to start routing application in SAGE Final business ready to attach in SAGE Fill in eGC1 form Concurrent timelines for admin vs science sections

28. 3. Ask for Help Early in the Process Read the Program Announcement Use the UW Peer Mentor List Contact your OSP Administrator Provide the sponsor instructions Describe your project specifically as it relates to question Ask clear and concise questions

29. 4. Use SAGE Grant RunnerNIH R01, R03, R21 with modular budgets Grant Runner (GR) combines the Grants.gov forms and SAGE eGC1 forms into a single formset All UW institutional data is automatically populated All Grants.gov and some NIH field-level validations are built into the system OSP submits your application with a click of a button; a notation is entered in the History & Comments

30. 5. Communicate Clearly Use “final” in the document name, when attaching your final version of your documents. Only answer RTS= Yes constitutes the PI’s approval that the science is complete and the dept’s indication that the business portion is complete.

31. 6. Check for Errors Use the checklists discussed today Make sure your application is of the highest quality before routing for UW approvals

32. 7. Follow GIM 19 Final business & draft science must reach OSP 7 business days before the sponsor deadline Final business & final science must reach OSP by 5pm 3 business days before the sponsor deadline

33. SOM Brown Bag Session “Getting Your Proposal Approved by the School of Medicine” Thursday, January 27, 2011 11:30am to 12:30pm South Campus Center, Room 303

34. Wrap-Up Two day error correction window has been eliminated by NIH eRA Commons GIM 19 revised to 7 and 3 business days Ready to Submit. (RTS = Yes) PI’s approval that the science is complete + the dept’s indication that the business portion is complete Avoid common errors Hints and tips for success

35. Thank you