era and Grants.gov presented by: Cindy Schaefer Tim Schlais Hollie Schreiber

era and Grants.gov presented by: Cindy Schaefer Tim Schlais Hollie Schreiber

Log onto the computer using your OKEY username and password. GETTING STARTED WITH GRANTS.GOV Download PureEdge Viewer Open Internet Explorer Go to www.grants.gov Click Apply for Grants Click PureEdge Viewer Page 3

Select Run the software installation program will download Select run Select yes The installer will open and guide you through the remainder of the installation process. Once this is completed, you can view, complete, and submit application packages using PureEdge Page 4

Find Opportunities This is the main Grants.gov screen. You can see the sections on the left for agencies, resources, contact us. The module that we will be working in is the For Applicants section, which is the default section. At the bottom of the page is what s new section. This is where you ll find important updates, upgrades, etc. There is also a Quick Links section on the left. Page 5

Click on Find Grant Opportunities Types of Searches: a. Basic Search -- b. Browse by Category c. Browse by Agency d. Advanced Search Browse by Category Click on Browse by Category Page 6

Click on Health Click on agency to sort by agency. You can sort by closing date (be aware this is not the due date, but the date the solicitation closes. Solicitations from large grant-making agencies are often valid for years with multiple due dates in that period), opportunity title and agency. Let s look at searching by agency. Browse by Agency Click on Browse by Agency Page 7

Let s choose the National Endowment for the Humanities. Click on National Endowment for the Humanities You ll see the same screen and sorting choices as the previous search. Let s look at the basic search. Basic Search Click on Basic Search As you can see, you can search by three different criteria. Keyword, FON, or CFDA number. Keyword is self-explanatorily useful. It will yield result of opportunities that contain the keyword. Let s try oral health. Page 8

Type [oral health] into the search field. This search returned 900+ opportunities. If you look at the titles, some contain the full search term oral health. Others contain oral and others health. You re getting results that match either of the two search words. You re also getting both open and closed opportunities. You see the same screen and sorting choices as the previous searches. We ll see later, in the Advanced Search, how to narrow that to only open opportunities and to only results with the exact phrase oral health. Click the back button. Searching by Funding Opportunity Number is used when you have the solicitation, announcement or rfp number assigned by the agency. Type [PA-07-151] into the search field. This search returned only the single opportunity with that FO number. Page 9

Advanced Search Click on Advanced Search With this function, you can search by multiple criteria. Page 10

Click on closed opportunities to check the box Type [oral health] into the keyword field. Press enter. Note that we receive the same 900+ opportunities that we did before on the Basic Search. Click on the back button Make sure closed opportunities is not checked. Type [oral health] into the keyword field. Press enter. This time, by eliminating the closed opportunities, we ve narrowed our results down to just over 300. You see the same screen and sorting choices as the previous searches. Page 11

Click on the back button Make sure closed opportunities is not checked. Type [ oral health ] into the keyword field. Press enter. Before, when we didn t use the quotation marks, it returned 300+ opportunities. This search, with the quotes, returned 7 opportunities. You re getting only the results that match the exact phrase. You see the same screen and sorting choices as the previous searches. Click the back button. Type [ oral health ] into the keyword field. Choose grant in funding type Click Select sub agencies Select National Institutes of Health Page 12

Click Search Page 13

Apply for Opportunities If you re already searching via the Find feature, you can continue from there without having to go back to the home page. As we showed earlier, you can click on the title of the grant you want to apply for. 1. Via the Search feature 2. Directly Via the Search feature Click on Oral Health of Special Needs and Older Populations (R01) It will show the announcement, all pertinent info, and include a link to the application process. Click on Application A new window will open Page 14

Verify that this is the correct opportunity. Click on Download. Verify this is the correct application package. If you want to be notified of any changes in the package, enter your email address in the blank and click submit Page 15

Click download application Instructions Depending on the agency and the type of file, either a new window will open, or a file will open. Save the file to the location you prefer on your hard drive or network drive. If it opened in a new window, close the window to return to this screen. If it opened a file in the current window, click Back to return to this screen. Click Download Application Package The PureEdge file will open in your browser window. Page 16

Click save. You will see the following warning: Click yes. You will continue to see this warning every time you save or print until the application is complete. Continue to click yes and virtually ignore this warning until you think your application is complete. If you are still receiving the warning at that time, click no. We will cover how to check for errors in a later section. Save the file to your desired location on your hard drive or network drive. Name the file something you can remember and associate with the application. You may now close your browser. From this point on, the application will be complete offline, and you will no longer need access to the internet. Page 17

Apply directly Go back to the G.G home page (www.grants.gov) Click on Apply for Grants Page 18

Click Step 1: Download a Grant Application Package There are three ways in which you can locate the correct package: a. CFDA Number b. FON c. FO Competition ID FO Competition ID rarely used. It works just like FON, so we won t demonstrate that option. CFDA Number Enter 93.121 in the CFDA Number field. Click download package Page 19

As you can see, this will often return multiple application packages. CFDA numbers are not unique and apply to a category of applications, so you will rarely get a single response. Click the back button. FON This will be the quickest, most efficient method if you already know the FON for the program you are applying to. Enter PAR-07-151 in the Funding Opportunity Number field Click download package Page 20

Verify this is the correct package. Click download New window We are back to the same screen as before, when we navigated via the find feature. Page 21

COMPLETING A GRANTS.GOV APPLICATION PACKAGE R&R Form Set Go to the Desktop Double-click the folder called Grants.gov Tutorial Double-click the File titled R&R Form Set This is the main Grants.gov screen. At the top, you see the basic information on the funding opportunity: title, agency, CFDA number, description, FON, Competition ID, Open Date, Close Date, and Agency contact information. This information is pre-filled and uneditable. It is there for the applicant to verify they are applying to the right program. There are five important buttons at the top of the page. Submit, Save, Print, Cancel and Check Pacakge for Errors. Submit This button is grayedout/inactive. It will not become active until ALL required fields, documents and forms have been completed and moved to the Completed Documents field. Save This saves your work. Click Save Page 22

As stated earlier in this presentation, you ll see this warning every time you save or print You will continue to see this warning every time you save or print until the application is complete. Continue to click yes and virtually ignore this warning until you think your application is complete. Click Yes Navigate to where you want to save the file and continue saving Print This button will print all forms in the Grants.gov package. It will not print any files attached within the Grants.gov forms. Cancel This closes the Grants.gov file. You can also close by clicking Red X in the upper right corner, just like with any other windows based program. Check Package for Errors Use this button to verify that you have completed all mandatory fields and documents, and moved them to the completed documents field. Click Check Package for Errors It will only show you one error at a time. After you ve corrected the first error, it will show you the second, and so on. Click OK Page 23

This is the main body of the Grants.gov application package. You can see that the Application Filing Name box is yellow. In grants.gov, all mandatory fields are yellow. You must complete theses field prior to submission. For this field, you can generally use any title you want. Within our college, for filing and consistency, we use the routing number and the PIs name. Type a title into the Application Filing Name box. All the forms you will need to complete are in either the Mandatory Documents box, or the Optional Documents box. All forms in the Mandatory Documents box must be completed and moved to the Completed box before submission. Until all the mandatory documents have been moved over, the submit button will not become active, and you ll continue to receive the error message upon saving or printing. Select SF424 (R&R) Page 24

Click Open Form One of the first things you ll notice is a series of buttons at the top of each page. Close Form This closes the individual form. It does not close the application. You do not need to save before closing the form. In fact, you cannot save while a form is open. All saving is done from the main page of the application, not from within forms. Next This navigates to the next page within the form. It does not navigate to the next form. Print Page This prints the individual page. Not the entire form, nor the entire applkication. About Shows information about the software version of the form. Page 25

All the yellow fields must be completed. I m going to complete them as if this were a normal Stillwater campus research application. You can complete yours in whatever way is appropriate for your department/college. Complete any applicable fields. Yellow ones must be completed. 1. Type of submission. Varies with agency and submission. 2. Date Submitted blank Applicant Identifier Optional for most agencies. In our college, we use the routing number 3. Date Received by State leave blank State Application Identifier complete only if instructed to by the agency solicitation 4. Federal Identifier complete only if instructed to by the agency solicitation 5. Applicant Information this pertains not to the Principal Investigator or indivudal faculty member, but to the organization as a whole Person to be contact on matter involving this application this should be your grants administrator [for the SF424 (R&R); will vary for other types of applications] 6. Employer Identification EIN or TIN 7. Type of Applicant OSU is an H: Public/State Controlled Institution of Higher Education Page 26

8. Type of Application Varies with agency and submission Other: None of these apply to OSU If Revision: -- varies with agency and submission Is this application being submitted to other agencies? specific to individual applications 9. Name of Federal Agency prefilled 10. CFDA Number -- prefilled 11. Descriptive Title of Applicant s Project Enter the title 12. Areas Affected by the Project enter the relevant geographical areas (note: some agencies want this answered N/A again, always refer to the solicitation and agency guidelines. Agency guidelines always trump g.g guidelines) 13. Proposed Project Start and End Dates -- enter the start/end dates for the entire project period 14. Congressional Districts enter the congressional districts of the applicant and the project. OSU s congressional district is OK 3 15. Project Director/Principal Investigator contact Information -- enter the appropriate information Click Next Page 16. Estimated Project Funding -- a. Total Estimated Project Funding enter the amount being requested of the agency b. Total Federal and Non-Federal Funds enter the total amount of federal and non-federal funds (i.e. include any cost sharing or matching funds) c. Estimated Program Income enter any income to be generated by the program (this is usually $0) 17. Is Application Subject to Review by State Executive Order 12372 Process? Oklahoma does not participate in this process, you can mark the first no option Page 27

18. Certification Click I agree 19. Authorized Representative Complete using the correct information for your department/college. For research/instruction grants and proposals, this should be VPR information. Use research@okstate.edu as the email address. 20. Pre-application only if applicable 21. Attachments only if requested by the agency solicitation Click Close form Click save and follow saving procedures Page 28

Select SF424 (R&R) Click the right chevron to move the SF424 (R&R) to the Completed Documents box Click save and follow saving procedures Page 29

Let s move on to the next form. We won t do all of these forms this time, just the SF R&R forms. If we have time, we can come back and do some more. The general principles are the same for all forms. It is the information contained therein that changes. Select Research & Related Other Project Information Click Open Form Page 30

Again, all the yellow fields must be completed. Complete any applicable fields. Yellow ones must be completed. 1. Are Human Subjects Involved If you choose no, you can move on to #2. If you choose yes, then you must answer the rest of the questions in #1. Note that if you choose yes, the other questions become yellow, indicating they are now mandatory. 2. Are Vertebrate Animals Used? -- If you choose no, you can move on to #3. If you choose yes, then you must answer the rest of the questions in #2. Note that if you choose yes, the other questions become yellow, indicating they are now mandatory. 3. Is Proprietary/Privileged Information Included Page 31

4. Does the Project Have an Actual or Potential Impact if you choose no, you can move on to #5. If you choose yes then you must answer the rest of the questions in #4. Note that if you choose yes, the other questions become yellow, indicating they are now mandatory. 5. Does this Project Involve Activities Outside the US -- if you choose no, you can move on to #6. If you choose yes then you must answer the rest of the questions in #5. Note that if you choose yes, the other questions become yellow, indicating they are now mandatory. 6. Project Summary -- These fields are where you attach an external file. Grants.gov will accept almost any type of file, however, most agencies prefer.pdf. Refer to the solicitation as to what type of file should be uploaded, as well as its contents, length, format and file name. Click Add Attachment Navigate to where the file you want to attach is stored. For this demonstration, all files are in a folder called grants.gov tutorial on your desktop. Select the file and click Open. 7. Project Narrative -- Click Add Attachment Navigate to where the file you want to attach is stored. Select the file and click Open. 8. Bibliography & References Cited Click Add Attachment Navigate to where the file you want to attach is stored. Select the file and click Open. 9. Facilities & Other Resources Click Add Attachment Navigate to where the file you want to attach is stored. Select the file and click Open. 10. Equipment Click Add Attachment Page 32

Navigate to where the file you want to attach is stored. Select the file and click Open. 11. Other Attachments Click Add Attachments Click Attach Navigate to where the file(s) you want to attach is stored. In this type of field, you can select more than one file at a time, if desired. Select the file(s) and click Open. Page 33

Click Done Click Close form Select Research & Related Other Project Information Click the right chevron to move the form to the Completed Documents box Click save and follow saving procedures Page 34

Select Research & Related Project/Performance Site Location(s) Click Open Form Complete any applicable fields for all performance locations. Yellow ones must be completed. Click Close form Select Research & Related Other Project Information Click the right chevron to move the form to the Completed Documents box Click save and follow saving procedures Page 35

Select Research & Related Senior/Key Person Profile Click Open Form Complete any applicable fields. Yellow ones must be completed. 1. Project Director/Principal Investigator The main demographic information will be pre-filled from the SF424. You cannot change the information here. If you find an error, you must correct it on the 424. The correction will flow to here. 2. Credential, e.g. agency login Follow the directions in your solicitation. For NIH proposals, this should be the era Commons username and is a mandatory field for NIH. 3. Project Role For the PI, you cannot change this. It will default to PI/PD. For other personnel, choose from the pick-list provided. If you answer other, then the next field (Other Project Role Category) will become yellow and you will have to manually enter the other role. 4. Attach Biographical Sketch Attach the file, following the instructions of the solicitation. Click Attach Page 36

Navigate to where the file(s) you want to attach is stored. Select the file and click Open. 5. Attach Current & Pending Support Attach the file, following the instructions of the solicitation. Click Attach Navigate to where the file(s) you want to attach is stored. Select the file and click Open. 6. If there are additional personnel, complete the 2 nd form. Once you type in any information into any field, then all required fields will become highlighted and must be completed. Follow the steps for above. Page 37

7. If there are more than one additional personnel, you will need to explode a new form. All yellow fields for the previous person must be completed before you can move on to the next person. Click Next Person near the bottom right. This brings up the form for Senior/Key Person 2. 8. Follow the previous instructions personnel number 2-7. 9. If you have more than 7 other personnel (the PI would make a total of 8), follow the instructions of your solicitation or agency s user guide or instructions. Page 38

Click Close form Select Research & Related Senior/Key Person Profile Click the right chevron to move the form to the Completed Documents box Click save and follow saving procedures Select Research & Related Budget Click Open Form Complete any applicable fields. Yellow ones must be completed. Click Next Page 39

Complete any applicable fields. Yellow ones must be completed. Click Next Page 40

Complete any applicable fields. Yellow ones must be completed. Attach Budget Justification Attach the file, following the instructions of the solicitation. Click Attach Navigate to where the file(s) you want to attach is stored. Select the file and click Open. Click Next Period to open the Year 2 budget pages Repeat above steps for each budget period Click Next on the last page of the last budget period to bring up the Cumulative Budget page Page 41

Click Close form Select Research & Related Budget Click the right chevron to move the form to the Completed Documents box Click save and follow saving procedures The remainder of the mandatory forms are agency specific and are NOT part of the R&R form set. We will complete them, so that you can see that agency-specific forms work just like the standard R&R form set. We also must complete them to be able to complete the application and show you some of the functions/steps that happen after an application package is complete. Select PHS 398 Cover Page Supplement Click Open Form Complete any applicable fields. Yellow ones must be completed. Click Close form Select PHS 398 Cover Page Supplement Click the right chevron to move the form to the Completed Documents box Click save and follow saving procedures Select PHS 398 Research Plan Click Open Form Page 42

Add attachments per the solicitation s instructions. Click Close form Select PHS 398 Research Plan Click the right chevron to move the form to the Completed Documents box Click save and follow saving procedures Select PHS 398 Checklist Click Open Form Page 43

Complete any applicable fields. Yellow ones must be completed. Click Close form Select PHS 398 Checklist Click the right chevron to move the form to the Completed Documents box Click save and follow saving procedures As you can see, the main page of the Grants.gov file now shows all mandatory forms in the Completed Documents box. This means you are probably ready to submit. The Submit button should now be available. If it is still grayed out, try the following: Click Save and follow saving procedures. The submit button will not be available for any application that has not been saved since the last edit or change was made. If it is still not available, click the Check Package for Errors button Correct the error. Repeat until all errors are corrected. Click Save and follow saving procedures. Click the submit button. A new Internet Explorer window will open. Page 44

Enter your username and password Click login Click Sign and Submit Application Don t actually do this now. You ll soon receive a series of emails 1. An email confirming that your Grants.gov application was received. This email will contain your Grants.gov tracking number. 2. an email stating that your Grants.gov application is being processed for the vendor. Page 45

3. An email stating that your Grants.gov application has been validated and is ready for vendor retrieval. 4. an email stating that your Grants.gov application has been retrieved by the vendor. To check the status of your application: Return to www.grants.gov Click Track Your Application Click Click Here to login Log in Page 46

Click Check Application Status You will see a list of all applications submitted with your username. This is where you can obtain the AGENCY tracking number. Page 47

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404 Form Set Go to the Desktop Double-click the folder called Grants.gov Tutorial Double-click the File titled 424 Form Set Again, this is the main Grants.gov screen. The layout is the same as before: At the top, you see the basic information on the funding opportunity: title, agency, CFDA number, description, FON, Competition ID, Open Date, Close Date, and Agency contact information. There are mandatory documents that must be completed. They re just different forms than the other set. We want you to see that no matter what shape the information or forms take, the interface is the same. Complete the Application Filing Name Select Application for Federal Domestic Assistance Short Organizational Click Open Form Page 49

The general process here is the same. The names of the fields, order of the fields, and information contained vary a bit. Complete any applicable fields. Yellow ones must be completed. 1. Applicant Information This is the information for the institution, not the individual. 2. Project Information Enter the title. Enter the Summary, following the instructions in your solicitation. You can cut and paste from Word or other programs. Complete the start and end dates. This should match the routing Page 50

Click Next Complete any applicable fields. Yellow ones must be completed. 3. Project Director This is the information for the individual, not the institution. 4. Primary Grants Administrator Enter the information as dictated by your department s/college s policy. Page 51

Click Next 5. Authorized Representative Complete using the correct information for your department/college. For research/instruction grants and proposals, this should be VPR information. Use research@okstate.edu as the email address. Page 52

Click Close From Select Application for Federal Domestic Assistance Short Organizational Click the right chevron Follow saving procedures Select Supplementary Cover sheet for NEH Grant Programs Click Open Form This is a good example of mandatory forms that are very agency specific. Page 53

Complete any applicable fields. Yellow ones must be completed. 1. Project Director 2. Institutional Information 3. Project Funding -- For a very short application, there will often not be detailed, separate budget pages. This is a good example of that. Here you just enter the total amount(s) requested. This should match the routing. 4. Application Information Click Close Form Select Application for Federal Domestic Assistance Short Organizational Page 54

Click the right chevron Follow saving procedures Select Attachments Click Open Form Click Add Attachment Navigate to where the file you want to attach is stored. For this demonstration, all files are in a folder called grants.gov tutorial on your desktop. Select the file and click Open. Repeat for any other attachments, following the directions in the solicitation. Click Close Form Select Attachments Click the right chevron Follow saving procedures The submit button is now active. As a precaution, click the Check Package for Errors button. Page 55

If there were errors, fix them. If not, you can now submit. Click OK Click the submit button. A new Internet Explorer window will open. Enter your username and password Click login Page 56

Click Sign and Submit Application Don t actually do this now. You ll soon receive the series of emails we talked about in the first part of this session. Page 57