Notice of Two Pilot Processes for Submitting Administrative Supplement Requests Electronically to NIH


Notice Number: NOT-OD-12-024

Update: The following update relating to this announcement has been issued:

Key Dates

Release Date: December 21, 2011

Issued by

National Institutes of Health (NIH)

Purpose

Since 2005 NIH has transitioned nearly 95% of its grant applications to an electronic submission process offered through Grants.gov.  This includes transitioning to the use of the SF424 (R&R) family of forms and away from the PHS398 paper-based applications.  NIH now announces two pilots for submitting administrative supplement requests, one through Grants.gov and one through a "streamlined system" in the eRA Commons.  The pilots are anticipated to begin on/around February 1, 2012.  Both are expected to standardize the administrative supplement request process and reduce the application burden of grantees.

Please note these two pilots are only available for administrative supplement (non-competing Type 3) requests that do not involve a change of scope or specific aims, and which do not require peer review.  All competitive Type 3 requests (also called Competitive Revisions) are handled through separate processes and are not included in these pilots.

During this pilot administrative supplement requests can still be submitted directly to the awarding IC as described in the NIH Grants Policy Statement.  However, grantees are encouraged to pilot these new systems to become familiar with them before their use is required.  More on the requirements for submitting Administrative Supplement requests can be found in Section 8.1.2.11 of the NIH Grants Policy Statement.

New Electronic Submission Process for Administrative Supplements

Beginning on/around February 1, 2012 the pilot systems will be available for submission of Administrative Supplement requests.  Many ICs have existing web sites detailing the eligibility requirements, programmatic interests, and submission requirements for administrative supplement requests.  Although the systems will simplify the application process, NIH strongly encourages applicants to review the awarding IC's web site and discuss potential requests with the awarding IC before submission to ensure they meet the IC's requirements.

The process for submitting an administrative supplement will vary depending on whether the activity code of the parent award requires electronic submission (as of the submission date of the supplement application). Visit the list of Activity Codes Processed Electronically by eRA to determine if the activity code of the parent award has transitioned to electronic submission.   If the parent award's activity code has not transitioned to electronic submission, then these electronic submission pilots do not apply and grantees should submit administrative supplement requests directly to the awarding IC, as described in the NIH Grants Policy Statement

If the parent award has transitioned to electronic submission, institutions may:

(A) electronically submit using the SF424 (R&R) Application Forms and Grants.gov/Apply, or

(B) electronically submit using the streamlined submission process of eRA Commons.

All requests utilizing one of the pilot systems must be submitted through an active Administrative Supplement Funding Opportunity Announcement (FOA) published in Grants.gov.  For specific administrative supplement programs (such as Research Supplements to Promote Diversity in Health-Related Research), FOAs will be published for applicants to apply through.  For all other supplement requests, a general "Parent FOA" will be published allowing submissions that do not fall under an existing administrative supplement program.  These will be published in early 2012.

The two pilot systems will operate as described below.  Additional instructions will be provided as the pilot's implementation date nears. Specific instructions will also be provided in each Administrative Supplement FOA.

Pilot System for Forms-Based Submissions through Grants.gov:

Applicants choosing this method will need to complete a full supplement application package using the SF424 (R&R) forms available on Grants.gov.  They will need to provide information in all required fields, and provide additional information justifying the supplemental dollars.

Pilot System for Streamlined Supplement Requests through eRA Commons:

PDs/PIs and AORs will login to the eRA Commons, identify the parent award that a supplement is being requested for, and prepare an administrative supplement request.  The system will utilize data from the previous award and pre-populate as much of the request as possible.  Applicants only need to provide information justifying the supplement.

Inquiries

Please direct all inquiries to:

NIH Grants Info           
Phone: 301-435-0714
TTY: 301-451-5936
E-mail: GrantsInfo@nih.gov


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