University of Kentucky Research

Grants Bulletin

May 25, 2010

Limited Submissions

  • William T. Grant Scholars Program - June 1
  • Rheumatic Diseases Research Core Centers (P30) - June 16
  • Skin Diseases Research Core Centers (P30) - June 23

To view these and other limited submission competitions, visit the Proposal Development Office's site.

Enhancing Peer Review Advance Notice: New NIH Policy on Post-Submission Application Materials

Notice Number: NOT-OD-10-091

Issued by: National Institutes of Health (NIH)

Effective Date: Applications submitted to the NIH for the September 25, 2010, due date and thereafter

This Notice serves to announce that NIH soon will change its Amended NIH Policy on Submission of Late Grant Application Materials Prior to Initial Peer Review (NOT-OD-10-070), and will rescind the NIH Best Practice Guidelines for Accepting Additional Grant Application Materials (Revised 03/19/2010); these changes will become effective for applications submitted for the September 25, 2010, receipt date and thereafter. Note that this policy does not modify the existing Just-In-Time requirements or any other requests for additional information after the initial peer review.

This early notification is intended to provide applicants sufficient time to prepare for this transition. The new policy is intended to expedite timely peer review, reduce burden on NIH extramural staff and peer reviewers, and provide a uniform amount of materials for each grant application going to review.

Note: Post-submission of application materials is not required. Adding materials to reviewer workload may be counterproductive, so applicants should consider carefully the need to send post-submission materials.

The earlier policy (NOT-OD-10-070) allowed 1, 2, or 3 pages of post-submission materials, based on the page limits for the Research Strategy section of the application. However, for the majority of applications submitted for the September 25, 2010, receipt date and thereafter, the new policy will only allow grant application materials to be accepted after submission of the application but before the initial peer review if they result from unforeseen administrative issues. Exceptions to this policy are indicated below.

The deadline for receipt of post-submission materials is one month (30 calendar days) prior to the peer review meeting. Post-submission materials will not be accepted if fewer than 30 calendar days remain before the peer review meeting.

Acceptable post-submission materials under the new policy will include:

  • Revised budget page(s) (e.g., change in budget request due to new funding or institutional acquisition)
  • Biographical sketches (e.g., change in senior/key personnel due to the loss of an investigator)
  • Letters of support or collaboration resulting from a change in senior/key personnel due to the loss of an investigator
  • Adjustments resulting from natural disasters (e.g., loss of an animal colony)
  • Adjustments resulting from change of institution (e.g., PI moved to another university)
  • News of an article accepted for publication

Unacceptable post-submission materials [for all applications but those under Exceptions below] will include:

  • Updated Specific Aims or Research Strategy pages
  • Late-breaking research findings
  • Supplemental pages - information not contained in the existing application
  • New letters of support or collaboration that do not result from a change in senior/key personnel due to the loss of an investigator

Exceptions to the new policy will include:

  • Applications submitted in response to Requests for Applications (RFAs) that have only one due date. Post-submission materials for these applications will be accepted as outlined under the former policy (NOT-OD-10-070).
  • Applications for training grants. Additional guidance for these applications will be issued soon.
  • Certain NIH Funding Opportunity Announcements (FOAs) may allow certain other types of post-submission materials to facilitate the goals of the program. Such stipulations must be explained in the FOA in the NIH Guide for Grants and Contracts.

Page limits for post-submission materials under the new policy:

  • All post-submission materials must conform to NIH policy on font size, margins, and paper size as referenced in Part I.2.6 of the applicable application instructions.
  • NIH additional form pages such as budget, biographical sketches, and other required forms must follow NIH standards for required NIH form pages.
  • If post-submission material is not required on a form page, each explanation or letter is limited to one page (see Acceptable Late Materials above).
  • If the application has subprojects or cores, each subproject or core is allowed explanations or letters (see Acceptable Late Materials above), but each explanation or letter is limited to one page.

Authorized Organizational Representative (AOR) concurrence:
The requirement for concurrence from the Authorized Organizational Representative (AOR) of the applicant organization will continue under the new policy. Although the content of post-submission materials may originate from the PD/PI, Contact PD/PI for multiple PD/PI applications, or organizational officials, the AOR must send the materials directly to the SRO, or must send his/her concurrence to the PD/PI who will forward the materials and concurrence to the SRO. A communication from the PD/PI only or with a “cc” to the AOR will not be accepted.

May 17, 2010

Limited Submissions

  • Telehealth Network Grant Program (TNGP) HRSA 10-213 - May 26
  • Telehealth Resource Center Grant Program (TRCGP) HRSA 10-151 - May 26
  • Edward Mallinckrodt, Jr. Foundation Grant Program - June 11

To view these and other limited submission competitions, visit the Proposal Development Office's site.

May 10, 2010

NIH Expands Provisions of the Streamlined Noncompeting Award Process (eSNAP) and Requires Electronic Submission of SNAPs Beginning August 1, 2010

Notice Number: NOT-OD-10-093


Beginning with SNAP progress reports due on/after August 1, 2010, the National Institutes of Health (NIH) will require the use of the eRA Commons eSNAP module for the submission of all SNAP progress reports. Concurrently, NIH is expanding the SNAP provisions, described below, to all SNAP awards.


The eRA electronic Streamlined Non-competing Award Process (eSNAP) enables grantees to submit an electronic version of the SNAP Type 5 (non-competing) progress report through the eRA Commons. Grantees should refer to the Notice of Award (NoA), under Section II Terms and Conditions, to determine whether SNAP provisions apply to a particular award. In general this streamlined process applies to all R series grant activity codes except for Outstanding Investigator Grants (R35s), Phase 1 Small Business Innovation Research Grants (R43) and Phase 1 Small Business Technology Transfer Grants (R41). For Phase I SBIR/STTR awards that exceed one year and Phase II SBIR/STTR, grantees should review the NoA to determine if their project is subject to or excluded from the SNAP provisions. Career award activity codes (Ks) are also routinely covered under SNAP. Those activity codes routinely excluded from SNAP are generally those that do not have the authority to automatically carry over unobligated balances (centers, cooperative agreements, institutional training including Kirschstein-NRSA grants, non-Fast Track Phase I SBIR and STTR awards), clinical trials (regardless of activity codes), Program Project Grants (P01s) and Outstanding Investigator Grants (R35s).

SNAP instructions for submitting the progress report appear in the PHS 2590 Non-Competing Continuation Progress Report under Section 2.1: eSNAP is the electronic submission of SNAP progress reports. This eRA Commons tool is based on the data collected in the PHS2590. When eSNAP was first developed, it pilot tested a few additional provisions which are now being included as permanent provisions of all NIH SNAP progress reports. See the eSNAP eRA web page for additional information.

New SNAP Provisions:

The SNAP provisions are hereby expanded to include the following:

1. SNAP Progress reports will be due 45 days prior to the next budget start date instead of 60 days.
2. IRB and IACUC approval dates will not be required as part of each progress report submission. However, it remains an institutional responsibility to ensure that these reviews are conducted in accordance with all Federal requirements. The Federal-wide (human subjects) and Animal Welfare Assurance numbers will continue to be maintained in the Institutional profile section of the eRA Commons. Approval dates must be submitted to the NIH upon request.
3. The grantee may delegate authority to the PD/PI to submit the progress report directly to NIH. This is an optional delegation authority available in the eRA Commons eSNAP tool.

eRA Commons eSNAP Features:

Enabling eSNAP: The eRA Basic Institutional Profile screen presently includes the ability to selectively enable or disable the use of eSNAP through an "eSNAP Institution Self-Registration feature." To accommodate implementation of mandated use of eSNAP, in July 2010 NIH will automatically enable all grantees to submit eSNAPs. It is important that the grantee not click "disable." With the Fall 2010 eRA release, this feature will be completely removed as it is no longer required.

PD/PI Delegation to Submit: Only those with a Signing Official (SO) role in eRA Commons may delegate authority to a PD/PI to submit eSNAP Progress Report to the NIH. This is known as the Delegate Submit Authority function, and is found under the Admin tab in the Commons screen available to the SO. The SO may also revoke the submit authority. Delegation of submit authority to a PD/PI in no way lessens the responsibility of an SO to comply with required assurances and certifications. When such delegation is provided, the SO receives notification when the submission has occurred. For additional details see the eSNAP User Guide noted below.

The Delegate PI function enables a PD/PI to delegate PI authority to another registered Commons user from the institution. Delegating this authority allows the selected user to assist in the completion of the PD/PI's eSNAP, but does not include the authority or allow the user to submit the eSNAP to NIH. Only the SO or a PD/PI with delegated authority may submit an eSNAP to the NIH.

The eRA Commons Streamlined Non-competing Award Process (eSNAP) User Guide is updated and available at this site

New Submission Policy:

Beginning with SNAP progress reports due on/after August 1, 2010, paper progress reports will not be accepted.

All progress reports for awards subject to SNAP must be submitted electronically using the eRA Commons eSNAP module. The purpose of this firm implementation date is to electronically capture all SNAP Progress Reports eligible for funding in FY2011. Paper submissions will be considered noncompliant and will not be accepted or used for consideration for funding and will not become part of the official grant file. Grantees who incorrectly submit a paper progress report will be required to resubmit the progress report electronically using eSNAP. Note that late progress reports may delay a noncompeting award.

Inquiries: Contact your College Grants Officer or Research Administrator.

NIH/AHRQ/NIOSH/FDA Return to a Two-day “Error Correction Window” for Grant Applications Effective May 8, 2010

Notice Number: NOT-OD-10-088

Issued by:

  • National Institutes of Health (NIH)
  • Agency for Healthcare Research and Quality (AHRQ)
  • National Institute for Occupational Safety and Health, (NIOSH)
  • U.S. Food and Drug Administration (FDA)

This notice supersedes NOT-OD-10-042.

Effective May 8, 2010, NIH, AHRQ, NIOSH, and FDA will return to a two (2) business day “error correction window” (i.e., the time allowed after the submission deadline for an applicant to address NIH system-identified errors/warnings) for electronic and competing paper-based PHS 398 grant applications. Errors on electronically submitted applications must be corrected within the two business days following the submission deadline; paper applications must be corrected and postmarked/e-mail date stamped within two business days of the date that NIH staff contacts the Program Director/Principal Investigator (PD/PI) and Authorized Organization Representative (AOR) via e-mail to alert them to an issue with the use of correct forms and instructions (whether or not receipt of the e-mail is acknowledged).

The temporary extension from two to five days, announced in NOT-OD-10-042 and clarified for competing paper-based PHS 398 applications in NOT-OD-10-050, was implemented in order to accommodate the transition to new application forms and instructions as part of the Enhancing Peer Review initiative. The temporary extension provided additional time to correct errors for applicants who submitted using incorrect forms or who exceeded the new page limits in applications intended for submission deadlines on or between January 25 and May 7, 2010—the first cycle in which the new forms and page limits were mandated.

As always, in order to take advantage of the error correction window and still be considered “on-time,” an application must meet the following criteria:

  • All required registrations must be complete prior to the initial submission.
  • The initial submission to (for an electronic application) must have a timestamp on or before 5:00 p.m. local time of the submitting organization on the submission deadline.
  • Errors/warnings must be corrected within the two business days following the submission deadline.
  • The Authorized Organization Representative is expected to enforce that all application changes made within the window are restricted to those necessary to address system-identified errors/warnings. NIH may reject any application that includes additional changes.
  • If submitting a changed/corrected application after the submission deadline (i.e., within the error correction window), the applicant must include a cover letter attachment that provides proof of “on-time” submission (e.g., original tracking number and/or help desk ticket numbers that confirm a system issue) and documents the changes made to the application.
  • This return to the two-day error correction window does not affect the two-day viewing window, which allows applicants to view an assembled electronic image of their application in the eRA Commons upon submission of an error-free application.

Remember: Applicants who experience problems with or the eRA Commons that threaten the timely submission of their application or the ability to obtain the tracking number and timestamp necessary to verify on-time submission should follow the directions and adhere to the policies outlined on the “Need Assistance?” page of the NIH Applying Electronically Web site.

Inquiries: Contact your College Grants Officer or Research Administrator.

Limited Submissions

  • National Endowment for the Arts: Grants for Arts Projects - May 14
  • NFL Charities Medical Research Grants - See Note re indemnification clause - May 17
  • NSF Improvements to Biological Research Collections Program (NSF 09-548) - May 24

To view these and other limited submission competitions, visit the Proposal Development Office's site.

May 4, 2010

Limited Submissions

  • U.S. Dept. of State - Human Rights Initiatives in Iraq - May 7
  • U.S. Dept. of State 2010 Community Solutions Program - May 12
  • U.S. Dept. of Agriculture - National Clean Plant Network Cooperative Agreements - May 12
  • International Research Ethics Education and Curriculum Development Award (R25) - May 17

To view these and other limited submission competitions, visit the Proposal Development Office's site.

University of Kentucky | UK Research
Updated 5.26.10 by Alicia Gregory

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