National Institute of Health & other US Federal Funding

NIH submissions

PI Registration

To access your application you must have a UCT affiliated PI account. You can only register through RC&I (Maghmuda Ockards). Note: It may take up to 72 hours for the account to become active. Please submit your request to register at least two weeks before the submission deadline

Once an application has been submitted through the NIH's eRA Commons performs a detail check of the application against the instructions. If the application passes the validation check, the forms are uploaded to the NIH Commons and assigned an Accession number. At the same time, NIH sends an email to the RC&I Signing Official (SO) and PI notifying them of the status of the application. If the application does not pass the Commons validation check, NIH sends the SO and PI an email saying there are error messages or warnings that they must address. The application is not compiled or posted and the reference number assigned to it is the Tracking Number.

Error message in the application: All errors must be fixed to complete the submission process. Generally, errors will indicate significant inaccuracies, inconsistencies, omissions, or incorrect formatting that has been identified in the body of the application. Resubmission of technically unsatisfactory applications (those which generate ERRORS in the NIH eRA Commons) must be resubmitted via and by the program deadline. Corrected applications sent late must include a cover letter requesting acceptance of the late submission according to NIH late submission policies.

NIH has created a booklet handbook titled: "Notes, Tips and Validations for Components" which clearly delineates what can cause errors or warnings in the commons, and tips to avoid them. The guide can be found here[link not working/outdated]

Verification Process

Verification Process: The verification process is now a "passive" process in which both the PI and Signing Official (SO) view the application and possible warning notices and decide whether to accept or reject the compiled application. If both the PI and SO find nothing to correct, the application automatically goes to Referral after two calendar days from the time of notification/posting of the application in the e -submission site of the Commons. Ultimately the SO and PI are notified of the Referral status. Several weeks later another e -mail notification informs the SO and PI of the assignment of the proposal to an Internal Review Group (IRG). At that point the customary proposal review process begins.

If after viewing the compiled proposal, the PI wishes to reject the proposal and resubmit, NIH instructs the PI to work with the SO to resolve the issue(s). Only the SO may reject and resubmit the Corrected/Changed application. Any resubmission after the deadline requires a cover letter explaining the reason for the late submission.

Please note: NIH instructions state that a proposal should be rejected only if there are technical problems, e.g.unreadable documents. Problems such as missing information should be handled after the proposal is assigned to an Initial Review Group (IRG). At that time, the PI may contact the Review Administrator to resolve the programmatic issues.