NIH QUESTIONS

- What’s the difference between a PA and an RFA?
- If one NIH institute denies my application, can I submit it to another institute at the
NIH?
- Is there a limit on the number of amended/revised applications I can submit?
- What type/font size must I use on NIH applications? And is there a page limit?
- Once submitted, when can I expect to hear whether my project will be funded?

NSF QUESTIONS
- Where can I get the current Grant Proposal Guide?
- Does NSF have a list of Frequently Asked Questions (FAQ) ?
- What is NSF’s Consultant Rate?

PROPOSAL ROUTING FORM QUESTIONS
- The proposal routing form has space for only three investigators. What if theproject has more?
- If the Project Director is collaborating with Co-PIs from other departments on campus, must the chair of each department sign the proposal routing form?

PROPOSAL PREPARATION QUESTIONS
- How do I find out more about the new business processes?
- How do I find out more about the electronic research administration or eRA system?
- I’ve got an idea for a research project. Where do I start on my proposal?
- How can I get help in putting together a budget for my proposal?
- I’m filling out a grant and need to know the University’s Tax ID Number, DUNS Number, Cage Code and some other numbers. Where would I find those?
What is the difference between cost sharing and matching?
- I’m working on a proposal and need someone with expertise in research methodology and statistics. Who can I talk to on campus?

GEPA STATEMENT
What does the Provision Require?

PROPOSAL SUBMISSION QUESTIONS
- My proposal is written. I’ve finished the budget, and I’ve filled out the necessary forms. Now what?
- Who is responsible for copying the proposal for the sponsor?
- Who is responsible for packaging and mailing the proposal?
- If I submit a proposal electronically do I also need to route the traditional paper copy?

NIH QUESTIONS
What’s the difference between a PA and an RFA?
Program announcements (PAs) differ from Requests for Applications (RFAs) in that applications for RFAs are generally evaluated for their scientific merit by standing or ad hoc committees within an institute. Proposals responding to PAs use NIH’s two-tier system: scientific review occurs in study section within the Center for Scientific Review (CSR) and an award review occurs within the various institutes.
The steps to submit either are the same, except that investigators responding to PAs must type in the title and number of the PA on line 2 of the PHS-398 application face page and check the ‘yes’ box. Investigators may also request a particular study section although the request may or may not be honored. In your cover letter, you may also request that a second institue consider your proposal for funding even if the PA is issued by a particular institute. If it scores high and is deemed highly relevant to program goals, another institute may consider it for funding and this gives your proposal a second chance to be funded.
RFAs often specify a fixed amount of funds available for projects so funding rates depend on the number of applications received. PAs do not specify an amount because they are funded using a general pool of extramural research funds.

If one NIH institute denies my application, can I submit it to another institute at the NIH?
No. The NIH says “it has been a long-standing Public Health Service (PHS) policy that the same application will not be reviewed within the PHS more than once. Reasons for this policy are to avoid added burdens on the review system, as well as avoid added burdens on principal investigators and their institutions. Therefore, the submission of identical or very similar applications to thye agencies of the PHS or to different Institutes/Centers within an agency is not allowed, even if the duplicate submissions occur for different review rounds or in response to different initiatives (e.g., Program Announcements or Requests for Applications). The two exceptions to this policy are: 1) an applications for an Independent Scientist Award (K02) may propose essentially identical research as proposed for an individual research project, and 2) an individual research project may be submitted that is essentially identical to a subproject of a program project or center grant application.

In accordance with this policy, the Division of Receipt and Referral, CSR, cannot accept any application that is essentially the same as one currently pending initial review, unless the applicant first withdraws the pending application. Nor will CSR accept any application that is essentially the same as one already reviewed.

Applicants may submit substantial revisions of applications already reviewd, but such applications must include an introduction addressing the previous critique and indicating how the amended application differs from the previous version.”

Is there a limit on the number of amended/revised applications I can submit?
Yes. The NIH reports that in June, 1996, the “NIH announced a policy limiting the number of amended versions of an application that will be accepted to two. The amended versions must be submitted within two years of the original application. If an applicant is not successful after three attempts at funding (the initial submission and two revisions), she’he is expected to make a significant change in the direction and approach for subsequent research applications. It is not appropriate to submit an essentially identical or only slightly changed application as a new application. Such applications identified by the Division of Receipt and Referral, CSR, will withdrawn from the review process.”

What type/font size must I use on NIH applications? And is there a page limit?
“The application kits (PHS 398, PHS 416, SBIR, and STTR) for submitting grant applications to the NIH include instructions limiting the type size and number of pages to be used in preparing applications. In all cases, the type size should be no smaller than 10 point, the type density no more than 15 characters per inch, and there should be no more than 6 lines of type within a vertical inch. Applications with type size exceeding these specifications are difficult for reviewers to read.

Page limitations are specified in each application kit, although they are sometimes modified in specific instructions for Program announcements or Requests for Applications. Peer reviewers (who are themselves applicants) expect that all applications they review will conform to these requirements. Applications that do not conform to these instructions may be returned to the applicant organization before assignment, or may be withdrawn from the review process after assignment. Therefore, applicants are urged to be sure that their applications conform to these requirements.”

Once submitted, when can I expect to hear whether my project will be funded?
The NIH requires that “the interval between submission and the funding decision not be longer than six months.”

NSF QUESTIONS
Where can I get the current Proposal Guide?
At this website: NSF Grant Proposal Guide

Does NSF have a list of Frequently Asked Questions (FAQ)?
Yes, usually for each program.

PROPOSAL ROUTING FORM QUESTIONS
The proposal routing form has space for only three investigators. What if the project has more?
Include additional routing forms as needed. You do not need to fill out everything on the additional forms…just the investigator information.

If the Project Director is collaborating with Co-PIs from other departments on campus, must the chair of each department sign the proposal routing form?
Yes. Each department needs to be aware of the projects in which various investigators are involved. If there isn’t room on the proposal routing form, please print additional copies of the form, get the signatures, and attach these extra sheets to the proposal.

GEPA STATEMENT

What is GEPA?
The Department of Education’s General Education Provisions Act (GEPA) applies to applicants for new grant awards under Department programs. This provision is Section 427 of GEPA, enacted as part of the Improving America’s Schools Act of 1994 (Public Law 103-382). All applicants for new awards must include information in their applications to address this new provision in order to receive funding.

What does the Provision Require? Section 427 requires each applicant for funds (other than an individual person) to include in the application a description of the steps the applicant proposes to take to ensure equitable access to, and participation in, its Federally-assisted program for students, teachers, and other program beneficiaries with special needs.

To assist researchers, the Office of Research has prepared the following to meet this requirement:

In carrying out its educational mission, the University of Notre Dame will ensure to the fullest extent possible the equitable participation of, and appropriate educational opportunities for, those individuals involved. Federally funded activities, programs and services will be accessible to all teachers, students, and other program beneficiaries with special needs to participate fully in the proposed projects. The University does not discriminate on the basis of age, color, religion, creed, disability, marital status, veteran status, socio-economic status, national origin, race, gender, genetic predisposition or sexual orientation in its education and research programs, services and activities. It provides reasonable and appropriate accommodations to meet the learning and evaluation needs of a diverse group of students, faculty, and other participants. The steps taken in this project to illustrate how we will ensure equitable access will include………

(PI provides examples here such as printing brochures in languages other than English, conducting outreach efforts to encourage those not likely to participate in the project, making the program materials available in braille and/or audiotapes, etc.)

PROPOSAL PREPARATION QUESTIONS

How do I find out more about the new business processes?
We’ve created a list of Frequently Asked Questions, or feel free to submit some questions/comments of your own on our Questions/Comments page

How do I find out more about the electronic research administration or eRA system?
We’ve created a list of Frequently Asked Questions, or feel free to submit some questions/comments of your own on our Questions/Comments page

I’ve got an idea for a research project. Where do I start on my proposal?
Our website is a great place to start. Our goal is to maintain all of the information you’d need in locating funding opportunities, to writing your proposal, to routing it through the University, and procedures after you receive the award. Another recommendation is to contact the program officer of the sponsor. He/she can tell you whether your idea is on track with their research interests, or not. And feel free to call the Research Hotline to set up an appointment with one of our administrators. With all of their experience, they can answer any question you may have.

How can I get help in putting together a budget for my proposal?
Help is available online in the Proposal Preparation area of our website. There you’ll find current forms, Facilities and Administrative Cost Rates (indirect costs), fringe benefit rates, insurance rates, and other important budget information you’ll need for your proposal. Or you can call the Office of Research at 1-7432, or email us.

I’m filling out a grant and need to know the University’s Tax ID Number, DUNS Number, Cage Code and some other numbers. Where would I find those?
You’ll find them on the Office of Research website in the “Information at a Glance” section of the Research Handbook.

Both cost sharing and matching provide funds (in addition to the sponsor’s award) toward the total cost of a research project. Generally, cost sharing occurs when the University uses its own funds for this purpose, while matching takes place when the University raises funds from another source. However, matching can also occur when a sponsor requires that the University “match” what it provides on the basis of some prescribed formula (e.g., one for one match).

I’m working on a proposal and need someone with expertise in research methodology and statistics. Who can I talk to on campus?
Please contact the Laboratory for Social Research at its website, (574) 631-6165 or send an email to lsrweb@nd.edu.

PROPOSAL SUBMISSION QUESTIONS
My proposal is written. I’ve finished the budget, and I’ve filled out the necessary forms. Now what?
Your proposal must be routed through the University. Each proposal needs a Proposal Routing Form available here. This form is used by Notre Dame to obtain the internal approvals necessary for submitting a proposal to an external funding source. After filling it out, you must sign the routing form. You then need to obtain the signatures of any co-investigators on the project, your department chair and dean. After obtaining those signatures, bring your proposal to the Office of Research at 511 Main Building. We will review and approve your proposal for the university. We can also mail it for you to the sponsor. If you bring your proposal in at least three days prior to the deadline, the Office of Research will pay the FedEx charges rather than your department.

Who is responsible for copying the proposal for the sponsor?
The project director is responsible for making the necessary copies for the sponsor, and one for the Office of Research files.

Who is responsible for packaging and mailing the proposal?
Either the Office of Research, or you, can mail the proposal. The Office of Research mails the majority of proposals for faculty members. We have the necessary packaging here on hand. We take pride in not missing a deadline. However, if you prefer to mail the proposal, the choice is yours. If you bring your proposal to the Office of Research at least three days prior to the deadline, we will also pay the FedEx charges. If your proposal reaches us two or fewer days before the deadline, your department is responsible for those fees.

Why doesn’t the Office of Research use Airborne Express?
Here are some of the reasons:

- Most of our packages must arrive by a certain deadline. If delivery is guaranteed by 10:30am, an additional fee of $3 is added to the cost of each Airborne package. At Federal Express, packages sent Priority Mail are guaranteed to be there in the morning at no extra cost.- All packages must be weighed for the airbills. We have no scale that can weigh heavy packages. We do no weighing with Federal Express.- All our airbills need account numbers for various university departments and centers. We would need a list of all these numbers for Airborne.- Airborne packages weighing under 5 pounds can be picked up during the day by Mail Distribution and packages over 5 pounds can be picked up during the day by Central Receiving. This service is available before 2pm only. Most of our packages are not ready this early in the day.

- Airborne would like airbills to be done via the web. Since our mailings are done during the day and mostly last minute, we do these airbills as needed so they all don’t have to be done at the end of the day when we’re busy. We have no way of knowing when our packages are going out since some of them do not have due dates and do not have to go ot immediately. Sometimes the airbills are done one day and not used until several days later.

In addition to the electronic version, you must route the traditional paper copy of the proposal along with Proposal Routing Form through the regular approval process. It is important that the routing form be clearly marked “Electronic Submission.” After review and approval of the paper copy, the Office of Research will submit the electronic proposal or inform you it’s ready so you an submit it.