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UO Grants.gov Proposal Process, SPS Review and Submission Process

DO NOT WAIT UNTIL THE LAST WEEK PRIOR TO THE DEADLINE TO START A GRANTS.GOV GRANT APPLICATION PACKAGE (GAP). The University of Oregon requires completed GAPs be submitted to SPS at least 3 days prior to the external due date to allow for complete reviews and error-free submissions.

The basic steps to find programs in Grants.gov and start the application process are listed below:

MANAGE SUBSCRIPTIONS: This link is at the top right and allows you to sign up for notifications of new grant opportunity postings and updates.

SEARCH GRANTS: Conduct a search by keyword(s), Funding Opportunity # or Catalog of Federal Domestic Assistance (CFDA) #. At the View Grant Opportunity screen, go to the Application Package tab to download the GAP and the instructions.  Save it on your computer to complete it offline.

CREATE AND COMPLETE AN E-PCS RECORD:  This will notify your SPS PreAward SPA that you will be submitting an application through Grants.gov.  Enter the program announcement URL of the FOA in your E-PCS record for SPS to review.  To learn about the UO Electronic Proposal Clearance System (E-PCS) process, see the SPS Continuing Education calendar on our home page at http://orsa.uoregon.edu/index.cfm?topLevCat=training or contact your PreAward SPA for training on this system. 

Also follow this link for UO PreAward Proposal Planning, Preparation and Submission information and guidance:   http://orsa.uoregon.edu/index.cfm?topLevCat=proposals

COMPLETE THE GAP:  The GAP will display some automatically populated fields based on the program announcement, such as the Opportunity Number and the Opportunity Close Date. Complete all highlighted sections and mandatory forms based on the sponsor's guidelines, i.e., Request for Proposals (RFP), or the Funding Opportunity Announcement (FOA), and any other applicable guidelines such as the SF424 (R&R) Application Guide for NIH and Other PHS Agencies (if submitting a GAP to NIH). Upload it into your EPCS record for review and submission by your SPA.

The early completion of a Grants.gov application is critical to ensure that the proposal is received and validated by the Grants.gov system, then received and validated by the agency's own proposal receipt system prior to the external deadline.

For any questions, contact your SPS PreAward SPA or the SPS main number at 6-5131.  
Find your department's PreAward SPA at this link: http://orsa.uoregon.edu/index.cfm?topLevCat=orsa&page=orsa_campus_units


Submission Steps for Grants.gov

  1. Each Grant Application Package (GAP) is specific to a particular program and cannot be used to apply to any other opportunity or program. The "Find" feature in Grants.gov is used to search and identify a particular program to which an application will be submitted.
  2. The GAP provides specific instructions and guidance on how to complete the application package. It is very important to follow the instructions so that an application is accepted by Grants.gov. 
  3. Be sure to complete all of the forms in the mandatory box. If there are optional forms, complete the forms that apply to your proposal.
  4. Upon completion, click the "Verify Package" button to assure no errors are returned. Correct all errors until a "no error" message is received. The "Save" button saves the final copy of the proposal, and the "Submit" button should now be active. If the application is revised, these steps must be repeated.
  5. Upload the application into your Electronic Proposal Clearance System (E-PCS) record under the Grants.gov tab and notify your Sponsored Projects Administrator (SPA) that the application is uploaded and ready for review.
  6. Once the application has been reviewed and approved, your SPA will submit the proposal through Grants.gov. This will generate a series of e-mails containing the Grants.gov tracking number and other important information.  These e-mails will confirm that: (a) the application was received by Grants.gov and assigned a tracking number, (b) the application was validated by Grants.gov, (c) the application was retrieved by the grantor agency, and (d) the application was reviewed by the grantor agency and assigned an agency tracking number.  It is important to note that all of these e-mails from both Grants.gov and the grantor agency may take up to 24 hours to receive. 
  7. Once the proposal has been accepted by the agency, the proposal no longer resides in Grants.gov. Agency-specific systems such as FastLane for National Science Foundation (NSF) proposals and eRA Commons for National Institutes of Health (NIH) proposals can be queried for proposal status.