Researchers applying for R01 grants from the National Institutes of Health (NIH) will no longer have to spend hours copying and collating paper. The NIH has mandated that all proposals be filed electronically, starting with the February 2007 submission period.
The R01 application is the most prevalent NIH funding request. Historically, the February submission period has generated the highest volume of submissions.
Because of the heavy volume of proposals expected for the NIH’s Feb. 5 deadline, the Research Office at the Danforth Campus and Grants & Contracts at the School of Medicine will need at least 10 full working days to process each proposal before it can be filed electronically, said John Michnowicz, director of Grants & Contracts.
This time will allow the University to address any potential issues with the application transmission.
“All of us as principal investigators, me included, are used to the idea of turning in the grant right before it’s due,” said Samuel L. Stanley Jr., M.D., vice chancellor for research. “But these are special circumstances, and because of the massive change, we have to move the deadline up.”
To prepare for the transition from paper submission to electronic submission, an eSubmission Working Group with members from both campuses was established in March.
In addition, a Faculty Advisory Committee was formed in August to provide the faculty’s perspective.
In October and November, the Research Office and Grants & Contracts, in coordination with Administrative Information Systems, trained more than 400 employees — who had proposals due Nov. 1 or Dec. 1 — in the new electronic filing system.
Additional training will be offered this month for staff who have not yet had it or would like a refresher, Michnowicz said. In addition, there will be specific training for faculty that will focus on uploading the research plan, viewing specific sections of the research plan and the approval process for submitting the proposal.
“Electronic filing has a lot of positive implications,” Stanley said. “It will ultimately reduce paper, help facilitate the reviewing process and allow us to track submissions.
“Like any other major change, there will be some growing pains, but the team has done their best to identify problems and pitfalls,” Stanley said. “But until we go live, it will be difficult to know what to expect.”
Cindy White, director of the Research Office, echoed Stanley’s sentiments.
“We’re trying to inform faculty that our offices need to have materials in as much as 10 full working days early at least for the first few deadlines,” White said.
Once faculty and staff get acquainted with the process, the 10-day lead time could be reduced, she said.