National Institutes of Health (NIH) eSubmission Procedures

If you do not have a PI account role in eRA Commons, email ors@ors.ubc.ca. 

Applicants DO NOT need to register with Grants.gov. UBC is registered with Grants.gov for electronic submission. Only an ORS representative can submit applications to Grants.gov on behalf of UBC.

• Organization DUNS (Box 5 on SF424): 251949962
• Employer Identification (Box 6 on SF424): 1900002823A1
• Person to be contacted on matters involving this application (under Box 5):

Mr. Dean Kuusela
Associate Director, Office of Research Services
#102-6190 Agronomy Road, Vancouver, BC V6T 1Z3
Tel: 604-822-8582, email:dean.kuusela@ors.ubc.ca

• Authorized Representative (Box 19 on SF424):

Applicants located at UBC campus:
Ms. Yvonne Ng
Research Awards Manager, Office of Research Services 
#102-6190 Agronomy Road, Vancouver, BC V6T 1Z3
Tel: 604-822-1304, email: yvonne.ng@ors.ubc.ca

Applicants located at C&W - BCCHRI or WHRI:
Mrs. Nur Eisma
Manager, Research, Office of Research Services located at BCCHRI
Room A2-142 - 950 West 28th Avenue Vancouver, BC V5Z 4H4
Tel: 604-875-2427, email: neisma@bcchr.ubc.ca

Applicants located at VCHRI, ARC, PHCRI or BCCA:
Ms. Susan O'Neil
Manager, Research, VCHRI Office of Research Services 
Vancouver Coastal Health Research Institute
Robert Ho Research Centre
6/Fl, 2635 Laurel Street
Vancouver, BC V5Z 1M9
Tel: 604-875-4111 ext.21692, email: susan.oneil@ors.ubc.ca

• Human Subject Assurance Number: 00000668
• Animal Welfare Assurance Number: A5090-01
• Facilities & Administrative Costs (F&A):
  • 8% applied to all direct costs excluding equipment costs.
  • 8% F&A costs also apply to the first $25,000 of each sub-award or subcontract (i.e. 8% F&A should be assessed on the first $25,000 of any new subcontract issued to a collaborator).
  • If a new subcontract is issued pursuant to a renewal, extension or supplemental award from the prime sponsor, based on a competing proposal subsequent to the initial award, that provides for additional work and increased funding for the collaborator, an 8% F&A also applies to the first $25,000 of that portion).

Note that all research grant applications must be accompanied by a Research Project Information Form (RPIF), which can be used to obtain the necessary signatures. Please ask your Head and Dean to sign only the RPIF. Dean's signatures are not required for the Faculty of Applied Science, Faculty of Science, and the School of Kinesiology.

If you are a sub-recipient/sub-awardee on a grant being submitted to NIH on a grant application initiated by a PI at another institution, you must submit a paper copy of the application with required UBC signatures for ORS review, even though the application is being submitted to the agency by another institution. ORS does not need to approve the application online but must still review a copy of the application.

Required pages for ORS if you are the Prime Awardee:

• SF424 1 & 2 pages
• Key Personnel Page
• Project summary
• Research and Related Other Project Information Page
• All budget pages and budget justifications
• Subawardee budgets, budget justifications and Statement of Intent to Establish a Consortium Agreement for Subawardee Institution Template (if applicable)
• A signed ORS Research Project Information Form

Required pages for ORS if you are a Sub-recipient/Sub-awardee:

• UBC sub-award project summary
• UBC sub-award budget pages
• A signed ORS Research Project Information Form

All researchers submitting a grant application to NIH (or any other U.S. Public Health Services funding agencies) will need to complete U.S. FCOI requirements before your proposal can be approved.

Applicants to National Science Foundation must also complete U.S. FCOI requirements.

Please visit the UBC US FCOI webpage for details.  If you need assistance, please contact US.FCOI@ubc.ca​

PIs should subscribe to the NIH Guide for Grants and Contracts.  Please be aware that NIH periodically implements updated versions of federal-wide SF424(R&R) and agency-specific (PHS) grant application forms in order to remain current with the most recent form sets available through Grants.Gov.  

If you need assistance to prepare an NIH application, visit NIH guidance on Writing Your Application as well as Grant Writing Tips Sheets and Sample Applications. 

 And confirm all investigators have filed their SFI by the ORS deadline to your ORS contact at least 5 days before the agency deadline. At the same time, the signed application should be received by ORS. Accordion contents happen in here

and returns it to you if any errors are found; you must correct and resubmit the application to ORS. NIH will not accept your application until all errors are corrected. Be available to address any errors after submitting your application to ORS.

NIH has eliminated the error correction window for due dates of January 25, 2011 and beyond.The error correction window is the two days after the submission deadline in the e-submission process that NIH has given applicants to address NIH system-identified errors/warnings.  The elimination of the error correction does not affect the two-business-day application viewing window (i.e. the time an applicant has to view the electronic application image in eRA Commons upon NIH's receipt of an error-free application).  Applicants will still be able to view their application, reject (contact ORS to "reject" the application on eRA Commons) and submit a corrected application prior to the submission deadline.  Application changes made within the “error correction window” are restricted to those necessary to address system-identified errors/warnings. NIH may reject any application that includes additional changes.

Be proactive in checking your application status in eRA Commons, as email can be unreliable. Once validation is complete you can view your entire assembled application in eRA Commons before it automatically moves forward to NIH for further processing and consideration. Once the application has moved forward, no additional changes to the application will be accepted through Grants.Gov or eRA Commons.

Visit NIH to view detailed steps for PI to track submission status.