Strategy for NIH Funding
Create a Cover Letter · Strategy for a Successful Submission
Prepare to Submit
You will need to take action to prepare for your application's submission to Grants.gov.
Learn how to comply with technical requirements to avoid corrupting your files; then do a preliminary check to make sure your application package is in good shape.
Next, see what it takes to submit on time. Should you miss the deadline, it's unlikely you will be able to submit late—read the rules for late applications.
This page applies to any application using electronic submission.
Table of Contents
Just the Facts
(This section has factual information only; for advice on this topic, go to Our Advice below.)
About Applying
Most NIH grant applications, including R01s, require electronic submission. For other activity codes, check your funding opportunity announcement (FOA) to confirm.
Your institution may apply directly to Grants.gov or use alternative software, but most submit directly to Grants.gov. If your institution uses a different approach, keep that in mind when we discuss the submission process.
Over 90 percent of R01 applicants successfully complete the application process on their first or second attempt.
When you apply, you must follow the instructions in your FOA, its NIH Guide announcement, and the Grant Application Guide.
To be on time, Grants.gov must successfully timestamp your application by 5:00 p.m. your institution's local time on the receipt date listed in the NIH Guide announcement for your FOA.
Over 90 percent of R01 applicants successfully complete the submission process on their first or second attempt. For advice on submitting successfully, read the Our Advice section below.
For technical support and information, use the following links:
Rules for Late Applications
In rare instances, NIH allows late submissions for investigator-initiated applications (RFAs follow different rules).
NIH's Center for Scientific Review (CSR) may accept your application late if you have a valid reason, such as:
- Problem with a federal electronic system.
- Natural disaster.
- Personal tragedy.
- Service on an NIH advisory panel, under rules for continuous submission. Read Do You Qualify for Continuous Submission? in Part 2.
Neither CSR nor NIAID may give permission in advance for a late submission.
Depending on who conducts the initial peer review, some practices are different. See the Late Applications SOP for more information.
Our Advice
(This section has advice only; you should also read the factual information above at Just the Facts.)
Since you'll likely submit electronically,* you should be aware of the steps your application will go through, decisions you may have to make along the way, and what you can do to ensure smooth sailing.
Submitting your application is not as easy as you may think. That's why you shouldn't go it alone if you run up against a roadblock or are confused about how to proceed. First, learn about the process; then if needed, find help at NIH's Help Desks.
Start by talking to staff in your business office to find out whether your institution submits directly to Grants.gov or uses a proprietary system. If it's the latter, keep your institution's approach in mind when reading our information.
*R01s and most other activity codes require electronic submission. To find out whether an application must go the cyber route, check the FOA or the Timeline of NIH Transitions to Electronic Submission.
Get Your Technical Ducks in a Row
To avoid technical hiccups that could derail your application, follow these steps.
Use the Right Software Version
Make sure that you use the right version of the Adobe forms and Reader and that everyone who opens your application package uses a compatible version of Adobe Reader. Otherwise the application file may be corrupted. Compare your software with Grants.gov's Compatible Versions of Adobe Reader.
If you're like many people who have more than one version of Adobe Reader or Acrobat—the most current version and one too old for the Adobe forms—be warned: you can inadvertently corrupt your application if you or others who work on your file open it with the wrong version.
First, try to uninstall the old version. If you cannot uninstall, do the following:
- Each time you open the file, open the program, then open your file using the program's menu.
- Do not click directly on the file name to open the program. If you do, Windows could choose the older program and ruin your file.
Dodge Interference Later
If you are having trouble when submitting to Grants.gov, try these tips to avoid interference from browser security settings and other programs.
- Delete browser history cache entirely.
- Remove all browser toolbars.
- Ensure pop-up blocker is off.
- Close all other applications.
- Under Internet Options, Settings, make sure that "Every time I visit the web page" is checked.
- In Adobe's Trust Manager, Allow All Web sites. Find the Trust Manager under Edit, then Preferences.
- Open the application file only by dragging from the desktop into Internet Explorer.
For more help, review NIH's Finding Help, Avoiding Common Errors, and PDF Guidelines along with Grants.gov's Troubleshooting Tips and eRA's training Web site.
Application Package: Check That It's in Good "Form"
Before you hand off your application to your authorized organizational representative (AOR)—the person who submits your application to Grants.gov—you may want to do a preliminary check to see that your forms are in order.
You can do this by using the "Check Package for Errors" button at the top of the grant application package page. This button looks for some very basic Grants.gov form errors (e.g., ensures you completed all the fields marked required by Grants.gov).
Even if you get an all-clear after clicking the button, keep in mind that additional Grants.gov and all Commons validations take place after you submit your application.
If your institution is using a different process or system to send applications, this section may not be relevant to you. Check with your business office for instructions.
Act Now to Avoid Post-Submission Rejection
After you submit, CSR performs a manual review of your application. Avoid this failure point by planning ahead.
Before you submit, check that you do the following:
- Leave out other support (you submit this just-in-time; see Prepare Your Just-in-Time Information in Part 3).
- Provide sufficient human subjects or animal research documentation.
- Document your preapproval to submit any application that requires it, for example:
- Include documentation of your approval for using select agents.
- Submit a modular budget if requesting $250,000 or less in annual direct costs for activity codes requiring modular. NIH does not accept detailed budgets for these applications even if the rest of it is in good order.
- Use proper font size, margins, and other formatting.
After your application completes the submission process, CSR performs a manual review. This is another potential failure point you can avoid by planning ahead.
CSR may return your application to you without a peer review if you fail to do any of the following: complete all required form fields, use the correct forms, format your documents properly, or follow instructions in the FOA and SF 424 Application Guide.
Also keep in mind that NIH rejects all forms sent directly to NIH instead of through Grants.gov.
And finally, NIAID's program staff may decline your application if you don't meet the requirements of a request for applications or institute-specific program announcement and are responding to one of our initiatives.
Don't Be Late for a Very Important Date
Ask your institution when it needs your application. Make sure your business office receives your application well ahead of this internal deadline so you will have time to get through Grants.gov and eRA Commons in case you need to correct.
If you have problems to fix, count on several more days and consider that NIH is not the only agency that uses Grants.gov for application submission, and there may be overlapping submission dates you're unaware of. With so many applicants flooding the system, it's no surprise it can get bogged down.
Be aware that if your application does miss the deadline, you will probably have to correct and try again for the next receipt date (if any) because NIH accepts few late applications for specified reasons only. Read the Rules for Late Applications above.
That said, we recommend that you give yourself as much time as possible. Learn more at Passing Validations and other pages in Part 4.
Related Links
Strategy for NIH Funding
Create a Cover Letter · Strategy for a Successful Submission
See the other sections of
Part 4. Submit Your Application
Table of Contents for the Strategy
We welcome your comments, questions, or suggestions. Email deaweb@niaid.nih.gov.