GRANTS 101

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GRANTS 101

• By Seda Galstian and Hilary Elliot

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Sources of Funding

• Federal Government
• State
• Private Foundations
• Industry
• Email broadcasts announce special opportunities
• Subscription databases Egrants.net, IRIS, COS can
  be accessed at http//www.med.cornell.edu/research
  /gra_con/sea_fun.html

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Internal Deadlines for Submissions

• Grants and Contracts Office (GCO) needs to have
  the final complete application 7 business days
  before the agency deadline
• Federal electronic applications should be
  submitted to GCO for preliminary review 7
  business days before the deadline and be ready
  for submission to Grants.gov 2 business days
  before agency deadline

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Change in Receipt Dates for NIH

• As of 01/01/2007 new dates for NIH grant
  submissions will be
• PPG Center Grants 01/25 05/25 09/25
• T series (Training) 01/25 05/25 09/25
• New R01 02/05 06/05 10/05
• R01-renewal, resubmission, revision 03/05 07/05 11
  /05
• Career Development-K new 02/12 06/12 10/12
• Career Development-K 03/12 07/12 11/12
• Research Grants-R03, R21 02/16 06/16 10/16
• R33,R21/R33, R34, R36-new
• Research Grants (not R01s) 03/16 07/16 11/16
• resubmission, renewal, revision
• The complete list of changed dates can be found
  at
• grants1.nih.gov/grants/guide/notice-files/NOT-OD-0
  7-001.html

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Proposal/Award Name Changes

• New An application that is being submitted to an
  agency for the first time (has not changed)
• Resubmission An application that has been
  previously submitted, but was not funded and is
  being resubmitted for new consideration. Formerly
  called Revision by NIH and other agencies
• Renewal An application requesting additional
  funding for a period subsequent to that provided
  by a current award. Formerly called competing
  continuation by NIH other agencies
• Continuation A non-competing application for an
  additional funding/budget period within a
  previously approved project period. Formerly
  called progress report
• Revision An application that proposes a change
  in the Federal Governments financial obligations
  or contingent liability from an existing
  obligation, or any other change in the terms
  conditions of the existing award. Somewhat
  equivalent to NIH other agencies Supplement,
  but also includes other changes

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Internal Documents

• Research Application Routing Form
• Study Specific Financial Disclosure Form
• Required documents based on your answers on the
  routing form
• Equipment survey form
• Human subjects education form
• Certificate of Registration for Research Using
  Recombinant DNA or Transgenic Animals
• ESCRO Notification/Request Form and the hESC
  Research Tracking Form if research involves
  embryonic cells

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What to submit to GCO with NEW applications

• Internal documents
• Submit a copy of agency guidelines or PA/RFA
  number. For NIH electronic applications we need
  the FON Funding Opportunity Number
• Submit a complete application with the
  budget(s)-detailed for the first year and for all
  years of the project

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Budget

• GCO always needs a detailed budget for the first
  period and projected budget for all years with
  new applications
• The calendar person months format must be used in
  the budget to NIH
• The conversion table for the effort reporting is
  at
• http//www.med.cornell.edu/research/gra_con/nat_i
  ns.html

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Sample detailed budget page
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What to Submit to GCO if WCMC is the
Prime-Federal Non-Federal

• In addition to the internal documents, agency
  guidelines the complete application should also
  include
• Detailed budget for the subgrantee for the first
  year and projected budgets for the project
• Scope of work for the subgrantee
• Checklist for the subgrantee
• Federal Non-Federal
• a) Subgrantee signed face page Letter of intent
  to collaborate
• b) Biosketches for key personnel
• c) Subgrantee resources page
• d) Subgrantee targeted enrollment
• table and certification of human
• subjects education for key personnel,
• if subgrantee is performing
• human subjects research

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What to Submit to GCO if WCMC is the
Subgrantee-Federal and Non-Federal

• Internal documents
• RFA/PA or FON or agency guidelines
• WCMC detailed budget for year one and projected
  budget for the project
• Scope of Work for WCMC
• Federal Non-Federal
• a) WCMC face page (Form PHS 398) Letter of intent
  to collaborate
• b) Biosketches for key personnel
• c) WCMC resources page
• d) WCMC targeted enrollment table
• Human subjects education form,
• if applicable
• e) Checklist

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Just In Time Information (JIT)(Submit only per
NIH request)

• NIH requests Just In Time information if the
  application is in the top 20 of the grants in
  the review cycle. Request for JIT doesnt
  guarantee funding
• If there is JIT link in Commons that doesnt mean
  that JIT is required.
• When notified by NIH you have two weeks to submit
  
• Other Support for Key Personnel
• Detailed budgets for K applications
• IRB IACUC approvals can be obtained later since
  NIH recognizes that it takes time to have
  protocols processed
• IRB IACUC have to approve the application as
  well as protocol IRB issues 310 form IACUC
  issues the Animal Protocol Approval Verification
  form after the approval

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Other Support

• Other support cannot exceed 100
• If the PI has other responsibilities (teaching,
  administrative, grant writing, etc) then that
  time and effort are included in the 100 cap
• Postdoctoral Fellows can devote 100 effort to a
  project. The head of the lab is responsible for
  monitoring their effort distribution. An e-mail
  will be sent to the head of the lab asking to
  certify the 100 effort on the project

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Continuations (Formerly Called Progress Report)

• Internal documents with
• Updated IACUC and IRB approval dates
• Detailed budget for the next year for WCMC and
  the subgrantee, if applicable
• Financial disclosures only if there has been a
  change
• Providing the date of birth and last four digits
  of Social Security on Key personnel report page
  is optional
• You can submit hard copy or eSNAP

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After the Notice of Grant Award Comes to WCMC

• Submit to GCO a revised Detailed Budget, if
  needed with a statement indicating if there is a
  change in effort for the PI or any of the key
  personnel compared with the original grant
  application or if awarded budget has been
  reduced.
• NGA is forwarded from GCO to the PI
  administrator
• GCO will forward the paperwork to Grant
  Accounting after checking the completeness
• All post award inquiries should be addressed to
  the Research Accounting office.
• GCO office will set up and negotiate the subaward
  agreement if there is a subaward on the grant.
  Department must issue a Purchase Order to pay the
  sub
• If WCMC is the subawardee then we will receive
  the subcontract from the prime institution. The
  contracts should be mailed to GCO for review and
  execution

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To Transfer a Grant to WCMC

• The previous institution has to relinquish the
  grant to NIH
• Submit to GCO the copy of the relinquishing
  statement
• Face page
• Budget pages (current remaining years)
• Updated Biographical sketches for the PI and
  existing or any new key personnel
• Statement indicating whether the overall research
  plans/aims have changed and the impact on the
  research project caused by the transfer
• Updated Other Support pages
• Resources page
• Checklist page
• Certification of IRB/IACUC approval, if
  applicable
• Detailed list of any equipment being transferred
  to WMC
• http//www.med.cornell.edu/research/for_pol/forms/
  pi_grant_trans_v7_08_08_06.doc

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To Transfer a Grant From WCMC

• PI needs to contact GCO office as early as
  possible and consult with the appropriate Sr.
  Grants Specialist
• NIH must be notified as soon as possible
• The Department will submit relinquishing
  statement and the list of the equipment purchased
  for the grant to GCO
• Grant Accounting will submit Final Financial
  report to NIH once all the accounts have been
  settled
• It is PIs responsibility to make sure that all
  his/her the accounts are settled before his/her
  last day at WMC
• The personnel must be given appropriate notices
• The IRB and IACUC must be notified
• http//www.med.cornell.edu/research/for_pol/forms/
  pi_grant_trans_v7_08_08_06.doc