Proposal Development and Submission
Grants.gov in Five Steps
1. Download the Application Package
For NIH applications, download the application package from the link embedded in the FOA/RFA published in the NIH Guide. For other federal agencies, go to Grants.gov to find the right package for the submission. If you know the CFDA number or the Opportunity Number for the program you can go directly to the package, at https://apply.Grants.gov/forms_apps_idx.html. Download the package and its instructions.
Packages are tailored to a specific program, and to a particular deadline. It is not possible to reuse a package intended for one application deadline, on another deadline.
2. Complete the Application Package
The instructions will guide you on how to complete the application. At the very least you must do the following before the application can go any further:
- Move all the sub-forms in the mandatory box to the Mandatory Documents for Submission box on the right side
- Open and complete all the sub-forms listed in the mandatory box
- Complete all the fields that show up in yellow.
- Click the Verify Package button
- Correct any errors.
- Once error-free, click the Save button, and save the final copy of the application.
- Ensure that the Submit button is now active – do not press it, you will not be able to submit the application.
Any time you revise the application, you must repeat these last three steps. URA cannot submit the application unless the Submit button is active. This only happens if you verify the package, and then save the application.
Bear in mind that these minimal steps are only sufficient to get your application accepted by Grants.gov. The agency will reject it in a later step if you do not follow all of their instructions (for example, on page limits).
3. Provide a Hard-Copy to URA, for Review
The unit transmitting the application to URA (department, an LBC, etc.) must provide a printed copy of the application, along with the PTF, for review by URA. In line with the new deadline policy, this hard copy must be received at URA no later than 3 full business days before the agency deadline. [The review copy should include all components of an application. If any component is missing and cannot be reviewed by URA, the FSR/Dept. Administrator takes responsibility for ensuring data and format accuracy according to the agency guidelines and solicitation requirements.
4. Deliver the Final Copy to URA
The electronic final copy must be delivered to URA by noon, the day before the electronic deadline. It is not necessary to provide a hard copy of the final version. The department administrator should electronically transmit the file to URA via the URA Mail Box on the University’s web share.
5. Submission, and After
Once URA has the final copy of the proposal, it will be submitted to the Grants.gov website. After doing so, the URA manager typically receives several emails which he or she will forward to the administrator and the PI.
- From Grants.gov, confirming that the proposal was received.
- From Grants.gov, indicating that the proposal passed or failed data verification.
- From the agency, confirming that the proposal has been picked up from Grants.gov.
- From the agency, indicating that the proposal passed or failed data verification.
The first two messages generally come within about ten minutes of submission (although Grants.gov only guarantees to send them within 24–48 hours). The others come later.
The first data checks (at Grants.gov) only impose very basic rules – that a date field contains a date, for example. The second set (at the agency) are much more stringent, and include things like page limits; font sizes; all attachments must be PDFs; and all attachments must have different names (NSF).
If the application fails the second set of tests, it is quite likely that the deadline will already have passed. To correct errors in an application, it is necessary to correct the errors in the proposal file, to deliver it to URA again (following the above instructioins), and for URA to submit it at Grants.gov again.
Once the proposal has been accepted by the agency, it is out of the hands of Grants.gov. The only way to check on its status is to query the agency (through NIH Commons or NSF Fastlane)
