National Institutes of Health

NIH Proposal Guide

Setting up a NIH eRA Commons Account

NIH requires the Principal Investigator(s)/Program Director(s) to have an NIH eRA Commons account.  The NIH eRA Commons account allows the PI to submit an application and review and administer certain aspects of their own NIH submissions. If you have not previously applied to the NIH, please send the below information to your Sponsored Research Officer for an account to be created for you:

1. First Name:
2. Last Name:
3. SU Email:

After your account is created, you will receive an automated “Account Created” notification email from NIH containing the username and a randomly generated password. Please activate your account and populate your profile as soon as possible.

When submitting a Progress Report to NIH, NIH requires associated undergraduate and graduate students on NIH-funded projects for at least one person month or more to have an NIH eRA Commons account. Follow the same instructions above to request the creation of an account for undergraduate and graduate students who participate in NIH-funded projects.

How to Access NIH Proposal Forms

1. Find an opportunity

• the NIH website, or
• on grants.gov

2. Choose a submission option

• Use the NIH ASSIST system to prepare, submit and track your application online, or
• Use Grants.gov Workspace to prepare and submit your application and eRA Commons to track your application

3. Initiate an application

• The correct forms will be presented to you.

Note: There is NOT a universal form set available for download that can be used to submit a grant application to NIH.

 

NIH Format Requirements

File Names	All file names must be descriptive and contain 50 characters or less.  Do not use the ampersand (&) character in file names.  Use one space (not two or more) between words and characters.  A space counts as one character.
Pagination	Do not paginate individual sections of the proposal or add other information to the headers or footers.  eRA Commons will automatically assemble, paginate, and add PI’s name to the header.
Font	Recommended typefaces of 11 points or larger include: Arial, Georgia, Helvetica, and Palatino Linotype.  Other fonts may be used if the font adheres to the NIH Format Requirements.  A “symbol” font may be used for Greek letters or special characters, but the font size requirement still applies.
Citations	Use whatever format for citations that you want. We do not require a specific citation format. The use of "et al." in place of listing all authors of a publication is acceptable practice. Most style guides include format guidance for citations and all formats are acceptable. SciENcv, a tool to prepare biosketches for NIH and other agencies, uses a standard format used by the National Library of Medicine (see Citing Medicine). If your organization does not already have a standard, you may want to consider this one. Remember to comply with our public access policy by including the PMC reference number (PMCID) when citing applicable papers  that you author or that arise from your NIH-funded research.
Margins	All documents must have at least one-half inch margins (top, bottom, left, and right).
Figures	Smaller type size may be used in figures, graphs, diagrams, charges, tables, figure legends, and footnotes, but must be in a black font color, and follow the font typeface requirement.  Color may be used in figures but all text must be in a black font color, clear, and legible.
Hyperlinks	Hyperlinks and URLs are only allowed when specifically noted in funding opportunity announcement (FOA) and form field instructions. The use of hyperlinks is typically limited to citing relevant publications in biosketches and publication lists. It is highly unusual for a FOA to allow links in Specific Aims, Research Strategy and other page-limited attachments. Hyperlinks and URLs may not be used to provide information necessary to application review. Reviewers are not obligated to view linked sites and are cautioned that they should not directly access a website (unless the link to the site was specifically requested in application instructions) as it could compromise their anonymity. When allowed, you must hyperlink the actual URL text so it appears on the page rather than hiding the URL behind a specific word or phrase.
Page Limits	Page limits apply in most sections. A listing of page limits for each section by activity code is available online.

For more NIH format erquirements: https://grants.nih.gov/grants/how-to-apply-application-guide/format-and-write/format-attachments.htm 

SF424 (R&R)

The SF 424 request applicant and institutional information. Please reference the current SU Institutional Profile in the Institutional Information section of our website for help completing this form.

You'll also provide your project title - limited to 200 characters including spaces and punctuation.  The title must be different than any other NIH or PHS agency application submitted by the same PI

Provide a project start and end date.

Sample SF424 

(Note: This form is for reference only. This form CANNOT be uploaded to Workspace or ASSIST and CANNOT be used for submission to NIH. Only forms accessed, prepared and submitted through ASSIST or Grants.gov Workspace will be accepted.)

Other Project Information (R&R)

In addition to questions about the type of research being conducted, this form asks for uploads of the following documents:

• Project Summary/Abstract: The project summary is a succinct and accurate description of the proposed work and should be informative to other persons working in the same or related fields and understandable to a scientifically literate reader.  Avoid both descriptions of past accomplishments and the use of the first person.  This section is limited to 30 lines of text.
• Project Narrative: In no more than three sentences, describe the relevance of the project to public health to a lay reader. 
• Bibliography & References Cited: No page limit. Include a bibliography for all references cited in the Project Narrative.  Include the names of all authors (“et al” is not permitted). 
• Facilities & Other Resources: No page limit. Describe the resources available from all participating organizations to support the project (Laboratory, Animal, Computer, Office, Clinical, and Other). 
• Equipment: No page limit. Describe the equipment available from all participating organizations to support the project; describe the equipment location and pertinent capabilities.
• Other Attachments: Provide only in accordance with the announcement and/or agency-specific instructions.  

Sample R&R Other Project Information

(Note: This form is for reference only. This form CANNOT be uploaded to Workspace or ASSIST and CANNOT be used for submission to NIH. Only forms accessed, prepared and submitted through ASSIST or Grants.gov Workspace will be accepted.)

Project/ Performance Site Location(s)

This form requests the location of the project (typically SU address). SU's congressional district is: WA-009

For projects with subawards, all subaward recipient sites must be included along with their Congressional District.

Sample Project/Performance Site Location(s)

(Note: This form is for reference only. This form CANNOT be uploaded to Workspace or ASSIST and CANNOT be used for submission to NIH. Only forms accessed, prepared and submitted through ASSIST or Grants.gov Workspace will be accepted.)

Senior/Key Person Profile

Profiles must be provided for all senior/key persons, as well as other significant contributors and consultants.

All individuals listed as PI/PD must include their eRA Commons ID. To request an eRA Commons ID, please contact your Sponsored Research Officer or osp@seattleu.edu

After the PI/PD, remaining senior/key person profiles should be listed in alphabetical order. 

Biographical Sketches are limited to 5 pages per person and should include:

• Personal Statement
• Positions and Honors
• Contributions to Science
• Resarch Support and/or Scholastic Performance

Unless otherwise indicated, do NOT provide Current and Pending Support documents for each individual. 

Find additional instructions and sample biosketches here.

Budget & Budget Justification

Please use our Budget Template for Federal/Public Funding and Budget Justification Forms for budget development.

Salary and effort is limited to the NIH Salary Cap. 

Foreign organizations may include limited F&A Costs (up to eight percent MTDC less equipment).

R&R Budget Form (for proposals requesting between $250,001 and $300,000 in direct costs):

• A detailed budget must be included for each year of the project.
• All expenses must be necessary, reasonable, and allocable to the project and must align with the budget justification and research strategy.
• The budget justification must include a justification for the following categories: equipment, travel, participant/trainee support, and other direct costs; a justification should also be provided for any significant increase or decreases from the initial year budget.
• If subawards are included in the project, include the R&R Subaward Budget Attachment Form.

PHS 398 Modular Budget (for proposals requesting less than $250,000):

• List the number of modules requested per year (each module is $25,000).
• The personnel justification should list all personnel, including name, percent of effort, and role(s).
• The consortium justification should include a list of subawards rounded to nearest $1,000 per year, identify whether each subrecipient is a domestic or foreign entity, and identify the subrecipient personnel, including name, percent of effort devoted to the project, and role.
• An Additional Narrative Justification should be attached to explain additional items in the budget, including variations in the number of modules requested in each year of the project.

Sample R&R Budget Form

Sample PHS398 Modular Budget Form

(Note: These forms are for reference only. These forms CANNOT be uploaded to Workspace or ASSIST and CANNOT be used for submission to NIH. Only forms accessed, prepared and submitted through ASSIST or Grants.gov Workspace will be accepted.)

 

PHS 398 Research Plan Form

The PHS 398 Research Plan form is used only for research, multi-project, and SBIR/STTR applications.

The Research Plan, together with the rest of your application, should include sufficient information needed for evaluation of the project, independent of any other documents (e.g., previous application). Be specific and informative, and avoid redundancies.

Learn more about this form here.

This form includes fields to upload several attachments, including:

• Specific Aims: One page. The Specific Aims states concisely the goals of the research and expected outcome(s), including the impact of the results on the research field(s) involved. 
• Research Strategy: The Research Strategy page limitation will vary by Activity Code.  The Research Strategy should be organized into three sections: Significance, Innovation, and Approach.
• Vertebrate Animals: Required only if the applicant yes to “Are Vertebrate Animals Used” on the R&R Other Project Information Form.
• Select Agent Research: Required only if the project will use select agents as identified by the CDC and Animal APHIS. 
• Multiple PI/PD Leadership Plan: Required for all proposals that will utilize a multiple PI/PD leadership model.
• Consortium/Contractual Agreements: Required for applications that involve subrecipients. 
• Letters of Support: Letters of support may be attached to the application to: demonstrate the support of consortium participants; stipulate co-authorship expectations; indicate data or resource sharing commitments; include consultant rates and level of effort/hours per year; and/or demonstrate access to core facilities and resources. 
  • NIH recommendations for letters of support
• Resource Sharing Plan(s): Include information/documentation on sharing data, model organisms, or genomic data. 
• Authentication of Key Biological and/or Chemical Resources Plan: Describe methods to ensure the identity and validity of key biological and/or chemical resources used in the study. 
• Appendix: Appendices may be included, but only in limited situations.  Consult the NIH Application Guide for details. 

Sample Research Plan Form

(Note: This form is for reference only. This form CANNOT be uploaded to Workspace or ASSIST and CANNOT be used for submission to NIH. Only forms accessed, prepared and submitted through ASSIST or Grants.gov Workspace will be accepted.)

 

 

Data Management & Sharing Plan

Effective January 25, 2023 - All proposals submitted to the NIH producing scientific data must submit a Data Management and Sharing Plan in accordance with the NIH Policy.

The plan must not exceed 2 pages and address the following:

• Data Type
• Related Tools, Software and/or Code
• Standards
• Data Preservation, Access, and Associated Timelines
• Access, Distribution, or Reuse Considerations
• Oversight of Data Management and Sharing

Review NIH's full "Writing a Data Management and Sharing Plan" guidance 

Download the: NIH Data Mangement and Sharing Plan template

Optional: PHS Assignment Request Form

Optional form.  Applicants may select up to three institutes/centers for assignment application and up to three SRGs or SEPs.  This information no longer may be included in the Cover Letter. 

Sample PHS Assignment Request Form

(Note: This form is for reference only. This form CANNOT be uploaded to Workspace or ASSIST and CANNOT be used for submission to NIH. Only forms accessed, prepared and submitted through ASSIST or Grants.gov Workspace will be accepted.)

NIH Seminar Presentations

Ready! Set! Submit! Application Preparation and Submission

View the Application Preparation and Submission webinar February 2023

Webinar description: How do you get your great research idea to NIH for funding consideration? You must find an appropriate opportunity; prepare your application; submit your error-free application through Grants.gov to NIH on-time; and confirm NIH received it correctly. Learn about the NIH grant application process and the NIH resources available to complete each step.

 

 

Grant Writing for Success

View the Grant Writing for Success webinar (February 2023)

Webinar description: Are you a new or junior investigator? Do you assist in the preparation of the scientific portions of grant applications to NIH? If you answered “yes” to either question, then check out this popular presentation from NIH experts that provides insights and helpful hints on preparing an application for submission. Learn how to avoid the most common mistakes in writing grant applications and correct some typical misconceptions about the grant review process.

 

Let's Look at Peer Review

View the Let's Look at Peer Review webinar February 2023

Webinar description: What happens after your application has been submitted?   How will it be evaluated?  This video follows a typical application from submission through peer review to funding consideration, with key steps and important factors to note along the way.  Understanding the NIH peer review is fundamental to a successful grant application.  So don’t miss this opportunity to know the score on peer review!

 

Research Enhancement Award (R15)

View the Research Enhancement Award (R15) Program webinar

Webinar description: The NIH Research Enhancement Award program (R15) supports faculty research at campuses that have received no more than $6 million in total costs of NIH funding in the past 4 of 7 fiscal years. It is designed to support meritorious research, strengthen the research environment of the institution and to expose students to research. This video describes NIH’s goals for the program and provides perspective on how to write a competitive application.

Research Enhancement Award (R15) Powerpoint - NIH October 2020

Research Enhancement Award (R15) Transcript - NIH October 2020

 

NIH Peer Review: "Live" Mock Study Section

View the mock study session here

Join us for a brief look at what a peer review study section meeting might look and sound like as applications are discussed. During this 45-minute session, you’ll get a better idea of how the meeting is conducted, as well as hear a sampling of common questions asked by reviewers and mistakes by applicants. Recorded on October 28, 2020 during session at 2020 NIH Virtual Seminar on Program Funding and Grants Administration.