ORS - NIH General News Update

NIH General News Updates
Comprehensive list of NIH notices can be found at: http://grants.nih.gov/grants/guide/index.html and click the bullet "Notices"

Contents:

Use new PHS 398 and PHS 2590Forms
Updated Instructions to Form PHS 398
NIH Policy on Late Submissions of Grant Applications
Executive Level I salary increased
New Investigator NIH Website

Use New PHS 398 and PHS 2590 Forms:
NIH Notice Number: NOT-OD-05-043 issued April 15, 2005

NIH requires that the revised instructions and forms (9/04) for be used for PHS 398 and PHS 2590 forms be used for submission of applications since :

MAY 10, 2005 for PHS 398
MAY 1, 2005 for PHS 2590

For more info: http://grants.nih.gov/grants/forms.htm

Updated Instructions to Form PHS 398 (DHHS Public Health Service Grant Application
NIH Notice Number: NOT-OD-05-039 issued March 16, 2005

Updated instructions to the PHS398 Application are now available at http://grants.nih.gov/grants/forms.htm Since the November 2004 release of the new version, the instructions have been updated to reflect changes in policy and/or to provide better clarity. Not all updates are published in the Guide; however, all are noted on the web site. Applicants are reminded to periodically check this web site for the latest version. Notable changes in the instructions are marked in purple.

Updates of note since the initial November 2004 release include:

Additional acceptable fonts are specified. Applicants may now use an Arial, Helvetica, Palatino Linotype or Georgia typeface and a font size of 11 points or larger. (A Symbol font may be used to insert Greek letters or special characters; the font size requirement still applies.)
Instructions for the budget fields on the Face Page and the various Budget Form Pages have been revised to provide clearer guidance for applications that include consortium F&A costs.
A clarification has been made regarding Appendix material. Appendix material can be two-sided as appropriate. While the font requirements imposed in the rest of the application do not apply to the Appendix, all material must be clearly legible.
Minor formatting revisions have been made to some form pages to improve usability.
Significant revisions have been made primarily in Part II, Human Subjects Research Supplement, to further address NIH implementation of OHRP Guidance on research involving coded private information or biological specimens. Minor revisions and formatting changes have been also been made in the PHS 398, Parts I and III.
On Form Page 3, Research Grant Table of Contents, the ordering of items in the Human Subjects Research section of the Research Plan has been revised.
Chapter V of the PHS 398 has been revised to reflect that the modular budget format no longer applies to SBIR/STTR grant applications.

NIH Policy on Late Submission of Grant Applications

NIH Notice Number: NOT-OD-05-030; issued January 27, 2005

NIH expects that grant applications will be submitted on time. The standing dates are listed in the application kits and at: http://grants.nih.gov/grants/funding/submissionschedule.htm. These are submission or postmark dates; applications are on time if they are sent on these dates. When these dates fall on a weekend or holiday, they are extended to the next business day. However, Requests for Applications (RFAs) and Program Announcements with Special Referral Considerations (PARs) with special receipt dates applications must be received on the dates designated in the announcement to be on time. This is clearly noted in website above and in the text of each RFA/PAR.

The long-standing NIH policy on late applications is stated in the PHS 398 and 416 application instructions. Late applications are generally not accepted. Permission for a late submission is not granted in advance. In rare cases, late applications will be accepted but only when accompanied by a cover letter that details compelling reasons for the delay. While the reasons are sometimes personal in nature, an objective evaluation of their merit requires that some details be provided. It is not sufficient, for example, to state simply that there has been an unforeseen circumstance that delayed submission. Specific information about the timing and nature of the cause of the delay is necessary so that a decision can be made. Only the explanatory letter is needed; no other documentation is expected.

NIH will consider accepting late applications based on the acceptability of the explanation and the processing time required for two different kinds of submission dates:

Regular Standing Submission Dates: January 10, January 25, February 1, March 1, May 10, May 25, June 1, July 1, September 10, September 25, October 1, November 1. Applications must be received at the NIH within two weeks of the standing submission date.
Expedited Standing Submission Dates: April 1, April 5, April 15, May 1, August 1, August 5, August 15, September 1, December 1, December 5, December 15, and January 2. Applications must be received at the NIH within one week of the standing submission date.

The windows of time for consideration of late applications have been carefully chosen so that the late applications can catch up with and be processed with the cohort of on-time applications. In all cases, when the regular standing submission date or expedited submission date falls on a weekend or federal holiday and is extended to the next business day, the window of consideration for late applications will be two weeks after that business day.

NIH will not consider accepting late applications for the Special Receipt Dates for RFAs and PARs.

NIH will consider all late applications received within the window of time specified above but will not automatically accept all of them. The reasons for the delay will be carefully considered by the Division of Receipt and Referral at the Center for Scientific review and a decision made. Applications submitted within the window with reasons that are not found to be acceptable will be returned without review. NIH does not expect to accept any applications received beyond the window of consideration.

In the past, late applications have been accepted for reasons such as: death of an immediate family member of the principal investigator, sudden acute severe illness of the principal investigator or immediate family member, or large scale natural disasters. Recent service on an NIH review group that could reasonably be expected to require a time commitment that could have been used to prepare an application is also an allowable reason. Note this does not apply to non-NIH review activities. Examples of reasons that have not led to the acceptance of a late application are: heavy teaching or administrative responsibilities, relocation of laboratory, health problems or personal events for participants other than the principal investigator, attendance at scientific meetings, or having a very busy schedule.

It is important to emphasize that these various examples are just that, examples. No NIH staff member whether in the Center for Scientific Review or any of the other Institutes/Centers has the authority to give permission in advance for a late application. Contacting the Division of Receipt and Referral or any other component of the NIH will not lead to either permission to submit late or an evaluation of the acceptability of the reasons for a delay.

Salary Limitation on Grants, Cooperative Agreements, and Contracts

NIH Notice Number: NOT-OD-05-024

Effective January 1, 2005, the Executive Level I salary level increased to $180,100.

Please see the salary cap summary and the time frames associated with existing salary caps at http://grants.nih.gov/grants/policy/salcap_summary.htm

Implementation of new salary limitation:

No adjustments will be made to modular grant applications/awards or to previously established commitment levels for non-competing grant awards issued with FY 2005 funds.
NIH competing grant awards with categorical budgets reflecting salary levels at or above the new cap(s) issued in FY 2005 will reflect adjustments to the current and all future years so that no funds are awarded or committed for salaries over the limitation.
For awards issued in those years restricted to Executive Level I (see Salary Cap Summary, [FY 1990 – FY 2005]), if adequate funds are available in active awards, and if the salary cap increase is consistent with the institutional base salary, grantees may rebudget to accommodate the current Executive Level I salary level and contractors may charge at the higher level. However, no additional funds will be provided to the prior year grant awards and the total estimated cost of the contract will not be modified.
An individual's base salary, per se, is NOT constrained by the legislative provision for a limitation of salary. The rate limitation simply limits the amount that may be awarded and charged to NIH grants and contracts. An institution may pay an individual's salary amount in excess of the salary cap with non-federal funds.
The salary limitation does NOT apply to payments made to consultants under an NIH grant or contract although, as with all costs, those payments must meet the test of reasonableness and be consistent with institutional policy.
The salary limitation provision DOES apply to subawards/subcontracts for substantive work under an NIH grant or contract.

More information on allowable re-budgeting and examples for calculating adjustments can be found at: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-05-024.html

New Investigator NIH Website

New Investigator website: http://grants.nih.gov/grants/new_investigators/index.htm

This site has useful information for first time applicants for NIH support.

	Grants Funding, Proposal, Startup, Management, Closeout eRA Grants.gov, File Uploader, Fastlane File Cabinet Forms, Reports, Rates, Policies, Agreements, Memos Knowledge Base Institutional Profile, Award Types, Roles and Responsibilities Contact Staff Directory, Job Openings, Campus Map, Leave Feedback --------------------------------------- FO and AO Training News Board of Regents Reports			NIH General News Updates Comprehensive list of NIH notices can be found at: http://grants.nih.gov/grants/guide/index.html and click the bullet "Notices" Contents: Use new PHS 398 and PHS 2590Forms Updated Instructions to Form PHS 398 NIH Policy on Late Submissions of Grant Applications Executive Level I salary increased New Investigator NIH Website Use New PHS 398 and PHS 2590 Forms: NIH Notice Number: NOT-OD-05-043 issued April 15, 2005 NIH requires that the revised instructions and forms (9/04) for be used for PHS 398 and PHS 2590 forms be used for submission of applications since : MAY 10, 2005 for PHS 398 MAY 1, 2005 for PHS 2590 For more info: http://grants.nih.gov/grants/forms.htm Updated Instructions to Form PHS 398 (DHHS Public Health Service Grant Application NIH Notice Number: NOT-OD-05-039 issued March 16, 2005 Updated instructions to the PHS398 Application are now available at http://grants.nih.gov/grants/forms.htm Since the November 2004 release of the new version, the instructions have been updated to reflect changes in policy and/or to provide better clarity. Not all updates are published in the Guide; however, all are noted on the web site. Applicants are reminded to periodically check this web site for the latest version. Notable changes in the instructions are marked in purple. Updates of note since the initial November 2004 release include: Additional acceptable fonts are specified. Applicants may now use an Arial, Helvetica, Palatino Linotype or Georgia typeface and a font size of 11 points or larger. (A Symbol font may be used to insert Greek letters or special characters; the font size requirement still applies.) Instructions for the budget fields on the Face Page and the various Budget Form Pages have been revised to provide clearer guidance for applications that include consortium F&A costs. A clarification has been made regarding Appendix material. Appendix material can be two-sided as appropriate. While the font requirements imposed in the rest of the application do not apply to the Appendix, all material must be clearly legible. Minor formatting revisions have been made to some form pages to improve usability. Significant revisions have been made primarily in Part II, Human Subjects Research Supplement, to further address NIH implementation of OHRP Guidance on research involving coded private information or biological specimens. Minor revisions and formatting changes have been also been made in the PHS 398, Parts I and III. On Form Page 3, Research Grant Table of Contents, the ordering of items in the Human Subjects Research section of the Research Plan has been revised. Chapter V of the PHS 398 has been revised to reflect that the modular budget format no longer applies to SBIR/STTR grant applications. NIH Policy on Late Submission of Grant Applications NIH Notice Number: NOT-OD-05-030; issued January 27, 2005 NIH expects that grant applications will be submitted on time. The standing dates are listed in the application kits and at: http://grants.nih.gov/grants/funding/submissionschedule.htm. These are submission or postmark dates; applications are on time if they are sent on these dates. When these dates fall on a weekend or holiday, they are extended to the next business day. However, Requests for Applications (RFAs) and Program Announcements with Special Referral Considerations (PARs) with special receipt dates applications must be received on the dates designated in the announcement to be on time. This is clearly noted in website above and in the text of each RFA/PAR. The long-standing NIH policy on late applications is stated in the PHS 398 and 416 application instructions. Late applications are generally not accepted. Permission for a late submission is not granted in advance. In rare cases, late applications will be accepted but only when accompanied by a cover letter that details compelling reasons for the delay. While the reasons are sometimes personal in nature, an objective evaluation of their merit requires that some details be provided. It is not sufficient, for example, to state simply that there has been an unforeseen circumstance that delayed submission. Specific information about the timing and nature of the cause of the delay is necessary so that a decision can be made. Only the explanatory letter is needed; no other documentation is expected. NIH will consider accepting late applications based on the acceptability of the explanation and the processing time required for two different kinds of submission dates: Regular Standing Submission Dates: January 10, January 25, February 1, March 1, May 10, May 25, June 1, July 1, September 10, September 25, October 1, November 1. Applications must be received at the NIH within two weeks of the standing submission date. Expedited Standing Submission Dates: April 1, April 5, April 15, May 1, August 1, August 5, August 15, September 1, December 1, December 5, December 15, and January 2. Applications must be received at the NIH within one week of the standing submission date. The windows of time for consideration of late applications have been carefully chosen so that the late applications can catch up with and be processed with the cohort of on-time applications. In all cases, when the regular standing submission date or expedited submission date falls on a weekend or federal holiday and is extended to the next business day, the window of consideration for late applications will be two weeks after that business day. NIH will not consider accepting late applications for the Special Receipt Dates for RFAs and PARs. NIH will consider all late applications received within the window of time specified above but will not automatically accept all of them. The reasons for the delay will be carefully considered by the Division of Receipt and Referral at the Center for Scientific review and a decision made. Applications submitted within the window with reasons that are not found to be acceptable will be returned without review. NIH does not expect to accept any applications received beyond the window of consideration. In the past, late applications have been accepted for reasons such as: death of an immediate family member of the principal investigator, sudden acute severe illness of the principal investigator or immediate family member, or large scale natural disasters. Recent service on an NIH review group that could reasonably be expected to require a time commitment that could have been used to prepare an application is also an allowable reason. Note this does not apply to non-NIH review activities. Examples of reasons that have not led to the acceptance of a late application are: heavy teaching or administrative responsibilities, relocation of laboratory, health problems or personal events for participants other than the principal investigator, attendance at scientific meetings, or having a very busy schedule. It is important to emphasize that these various examples are just that, examples. No NIH staff member whether in the Center for Scientific Review or any of the other Institutes/Centers has the authority to give permission in advance for a late application. Contacting the Division of Receipt and Referral or any other component of the NIH will not lead to either permission to submit late or an evaluation of the acceptability of the reasons for a delay. Salary Limitation on Grants, Cooperative Agreements, and Contracts NIH Notice Number: NOT-OD-05-024 Effective January 1, 2005, the Executive Level I salary level increased to $180,100. Please see the salary cap summary and the time frames associated with existing salary caps at http://grants.nih.gov/grants/policy/salcap_summary.htm Implementation of new salary limitation: No adjustments will be made to modular grant applications/awards or to previously established commitment levels for non-competing grant awards issued with FY 2005 funds. NIH competing grant awards with categorical budgets reflecting salary levels at or above the new cap(s) issued in FY 2005 will reflect adjustments to the current and all future years so that no funds are awarded or committed for salaries over the limitation. For awards issued in those years restricted to Executive Level I (see Salary Cap Summary, [FY 1990 – FY 2005]), if adequate funds are available in active awards, and if the salary cap increase is consistent with the institutional base salary, grantees may rebudget to accommodate the current Executive Level I salary level and contractors may charge at the higher level. However, no additional funds will be provided to the prior year grant awards and the total estimated cost of the contract will not be modified. An individual's base salary, per se, is NOT constrained by the legislative provision for a limitation of salary. The rate limitation simply limits the amount that may be awarded and charged to NIH grants and contracts. An institution may pay an individual's salary amount in excess of the salary cap with non-federal funds. The salary limitation does NOT apply to payments made to consultants under an NIH grant or contract although, as with all costs, those payments must meet the test of reasonableness and be consistent with institutional policy. The salary limitation provision DOES apply to subawards/subcontracts for substantive work under an NIH grant or contract. More information on allowable re-budgeting and examples for calculating adjustments can be found at: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-05-024.html New Investigator NIH Website New Investigator website: http://grants.nih.gov/grants/new_investigators/index.htm This site has useful information for first time applicants for NIH support.
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