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<h1>Actions Taken after Submission of
Your Grant Proposal</h1>
<p>After submitting your proposal,
you should not have to spend time anxiously waiting for a response.
You need to be pro-active at this point, and take several steps to promote
your proposal with your potential grantor(s).</p>
<p>Post-submission steps vary
depending on the particular grantor’s policies and practices.
The steps to approach a federal agency differ from the steps to approach
a private foundation or other non-government grantor. Federal
grants submitted through <a href="http://www.grants.gov/" target="_blank">www.Grants.gov</a> automatically ensure that your proposal
has been received, and you are presented tangible evidence on the site
that your application was complete and accepted by the grantor. </p>
<h2>Pro-Active
Plan of Action After Grant Application Submission</h2>
<p>Here are a few suggestions
of what you can do after submission of your proposal to a non-government
that does not utilize the electronic proposal application methodology:</p>
<ul type="DISC">
<li>For traditional
(non-electronic) proposals, call the <a name="0.1_indexentry56"></a>grantor’s
program director or other designated contact person and inquire if the
proposal was received, and whether the application package was completed
to the grantor’s satisfaction. It would be advantageous for
you to speak with the same contact person you had with the funding source
prior to the submission of your grant. If you can continue to
augment this personal relationship, you will maintain a personal connection
with the grantor and your grant submission.</li>
<li>If your proposal
was accepted without incident, feel free to inquire about the review
and decision-making process that is involved in determining the recipient.
Some inquiries concerning the on-time schedule and decision dates as
outlined in the grantor’s RFP are appropriate at this time.
Grantors are apt to readjust their timetables after publishing their
RFP, so this is a valid and important question. If you learn that the
grantor is not far enough along in the decision-making process to provide
you with any more information, you can ask when might be a better time
to call back for the information you seek. </li>
<li>Speak with your
contact person directly, and assure that party that you’ll be happy
to answer any questions relative to the proposal at any time. </li>
<li>If the grantor should
ask you questions at that time relative to your grant proposal, make
sure that you carefully respond to those inquiries. Do not regurgitate
the first thought that comes into your head! Answer any questions
the grantor may have, but do not rush. Take enough time to be sure
your answers are thoughtful, accurate, and complete. If you are asked
to provide additional information in <a name="0.1_indexentry57"></a>writing,
do so in a timely manner.</li>
<li>If you are applying
on behalf of a non-profit organization, inquire as to the possibility
of a face-to-face meeting. If the grantor requests a meeting, try to
arrange such a meeting at your workplace in order to give your organization
an opportunity to provide a personal view of your operations. If this
is a feasible outcome, then ensure that your organization puts its best
foot forward during the visitation. <b>This is your audition for
the grant.</b></li>
<li>Follow-up your grant
submission by furnishing elected officials on federal, state and/or
local levels with copies of your proposal so that they are familiar
with its contents.<b> </b> If you apply for a grant from a federal or
state agency, try to get these officials’ involvement and support,
for your grant proposal. Ask them for any assistance they can
provide, including letters of support. Include direct communications
and updates throughout the grant process to these officials so that
they are aware of progress throughout the process. These officials
will appreciate your recognition of the importance of their involvement.</li>
</ul>
<h2>Preparing
for a Site Visit from a Potential Grantor</h2>
<p>Grantors may request a site
visit before they make a decision on your grant proposal. For smaller <a name="0.1_indexentry59"></a>grantors,
a site visit typically involves the grantor’s program officer making
a brief visit to meet you and your staff, in order to ask relevant questions,
and to observe your programs. Funders such as the United Way make
site visits an important element in their grant funding process. They
usually want to see your physical space, meet the leaders of your organization,
and observe the operations of your organization first-hand. </p>
<p>If your potential grantor is
a large agency or foundation, your visitor(s) will likely arrive with
an agenda, and will expect to meet certain people and see some areas
of specification. These visitors from the funding source want
to be sure you have the resources to manage the funds you are seeking,
and they will want to have sufficient empirical evidence to support
your proposed project before rendering their decision. If you have
received funds from this grantor before, the grantor may want to see
whether, or how, things have changed since their last grant award. </p>
<p>Despite any concerns or anxieties
you might have about site visits, you can turn a site visit into a great
opportunity. Impress upon your staff that this is an opportunity for
the funding source to witness first-hand the quality of the programs
that you already deliver, and that you can do the same for the grantor.
The fact that a potential grantor wants to visit you means that your
proposal was interesting enough to merit the grantor’s time and <a name="0.1_indexentry5A"></a>resources.
While you should not assume that a site visit signals that approval
is pending, it can indicate that the grantor thinks positively about
your proposal. The site visit gives you and your organization a serendipitous
chance to encourage and build upon any such positive thoughts and inclinations.<br /> </p>
<h2>Site
Visit Preparation Checklist (for Small Businesses and Non-profit Organizations)</h2>
<p>When you have been notified
of the desire of the grantor to visit your organization, you need to
make the date of the site visit at a time when the leaders of your organization
are available to meet with the funder’s representatives. Here
are some precautions you should take in order to ensure that your organization
will be reviewed in the best possible light.</p>
<ul type="DISC">
<li>Make all necessary
preparations before the visit, regardless of the size of your grant
proposal or the relative importance of your visiting grantor. </li>
<li><a name="0.1_indexentry5C"></a>Schedule
the meeting based on the schedule of your visitors and the availability
of the leaders of your organization. If the grantor supplies an agenda,
make sure that all appropriate administration and staff are aware of
it, and that they are prepared to give appropriate responses to these
inquiries.</li>
<li>Make sure your facilities
are neat and clean, but do not overdo it. Neatness counts, but <a name="0.1_indexentry5D"></a>grantors
are used to applicants whose working environments are less than glamorous.
A clean but humble facility may convey the sense that you are attentive,
thoughtful, and efficient, yet not defensive through this visitation. </li>
<li>Inform all your
staff members and other workers (including volunteers) about the visit
so they can act and dress appropriately.</li>
<li>Meet with any sponsoring
groups, partners, or affiliates before the visit in order that you can
coordinate any collaborative presentations, and to ensure that all parties
are on the same page with the same goals and mission.</li>
<li>Ensure that the
space provided for in your proposal is well equipped and is sufficient
to carry on the activities as outlined in your grant proposal.
The grantor’s representatives will be keenly aware of the importance
of this space.</li>
</ul>
<p>Remember, the best way to make
a positive impression on your visitors is through your personal enthusiasm
and commitment to the project. One of the best ways to convey
this impression is to allow those workers who are scheduled to conduct
the activities of the proposed program to have an opportunity to speak
with these visitors. The visitors will be particularly interested
in the attitude and demeanor of the staff who will operate the program.
Always be natural, and convey that your organization’s mission and
project goals are in alignment with those of the funding source. The
enthusiasm of yourself and your staff can be an important factor in
the grantor’s decision because genuine enthusiasm is obvious and it
can be contagious. This attitude will often make it easier for
the grantor to say “yes” to your proposal. Don’t forget
to discuss your clients or customers, and demonstrate that you know
the issues involved with your grant proposal. </p>
<p>The site visitation allows
the representatives of the grantor to project the collaborative relationship
that will exist between the funding source and your organization in
the event that you are named the recipient of the grant funding, so
be as accommodating as possible without being fraudulent or a phony. </p>
<h2>THE DECISION:
Full Acceptance</h2>
<p>You will know if you are the
recipient of the grant when you receive such notification in the form
of a letter to the C.E.O. of your organization, or to the contact person
of record as appointed in the grant proposal. <br></p>
<h2>Sample Letters
of Acceptance</h2>
<p>Here are two <a name="0.1_indexentry5E"></a>sample
grant acceptance letters: <br></p>
<p><b>Sample Letter #1</b>: (Source: <a name="0.1_indexentry5F"></a>Council
on Foundations, ©2003) Reprinted with permission from the Council on
Foundations. <br></p>
<ul><p>Date</p></ul>
<ul><p> </p></ul>
<ul><p>Name</p></ul>
<ul><p>Organization</p></ul>
<ul><p>Address</p></ul>
<ul><p>City, State, Zip </p></ul>
<ul><p>Grant Number:_____ </p></ul>
<ul><p>Dear________: </p></ul>
<ul><p>I am pleased to inform
you that the Board of <a name="0.1_indexentry60"></a>Directors of the ______________Foundation
has approved a ___-year grant of $______ to _________________________
in support of a health care organization for elderly people. This work
is to be carried out under the direction of (name of Project Director). </p></ul>
<ul><p>The funds are to be used
over the period from___________ to _________ 2008, in accordance with
the budget submitted on _______________. The grant is subject to the
terms and conditions outlined in the Request for Project Support of
that same date, and in a letter of agreement that you will receive shortly
from the Director of the Foundation. There is no commitment by the
Foundation to supplying any further support to this project. </p></ul>
<ul><p>If you have any other questions
about this grant, please contact [name of Program Officer or Trustee]
who has principal responsibility for your grant at the Foundation. </p></ul>
<ul><p>Our best wishes in carrying
out this important work. <br></p></ul>
<ul><p>Sincerely, <br></p></ul>
<p><b>Sample Letter #2:</b> (Source: <a name="0.1_indexentry61"></a>Council
on Foundations, ©2003) Reprinted with permission from the Council on
Foundations.</p>
<ul><p>Date</p></ul>
<ul><p> </p></ul>
<ul><p>Name</p></ul>
<ul><p>Organization</p></ul>
<ul><p>Address</p></ul>
<ul><p>City, State, Zip </p></ul>
<ul><p>Grant Number:_____ </p></ul>
<ul><p>Dear _________: </p></ul>
<ul><p>We are pleased to advise
you that the trustees of the _____________ Foundation have approved
a <a name="0.1_indexentry62"></a>challenge grant of $______ toward the construction
of a visual arts center at an estimated cost, including endowment, of
$_________. <br></p></ul>
<ul><p>Payment of the grant is
conditioned upon: <br></p></ul>
<ul>
<ol type="1">
<li>Certification by
Date that you have raised the balance of the funds required to complete
this project. Such certification should include a general statement
of the source of the funds received, pledged or otherwise committed
to the project. </li>
<li>Notification of
the actual contract costs, once all applicable project contracts have
been signed, and assurance that they are within available <a name="0.1_indexentry63"></a>resources. </li>
</ol>
</ul>
<ul><p>For your eventual use in
reporting your compliance with the grant conditions, we are enclosing
a form which describes our understanding of the project costs, timetable
and available funding to date. <br></p></ul>
<ul><p>Grant funds will be remitted
following the Foundation’s review and approval of all compliance documentation.
At this time we are projecting a potential grant payment date of _____. </p></ul>
<ul><p>We ask that you acknowledge
receipt of this letter and furnish a written report to us upon completion
of the project. We shall assume that the date specified in Condition
(1.) is satisfactory unless you promptly advise us to the contrary.
Grant funds not expended or committed for the purposes of the grant
must be returned to the Foundation. <br></p></ul>
<ul><p>On behalf of the Foundation,
I wish you every success in your program. <br></p></ul>
<ul><p>Sincerely, </p></ul>
<ul><p>Enclosures: News Release
Information </p></ul>
<ul><p>
Grant Compliance Form <br></p></ul>
<h2>Response
to the Grant Letter of Notification</h2>
<p>If your organization receives
notification that it has been named the grant recipient, you need to
construct a <a name="0.1_indexentry64"></a>“thank-you” letter to the
grantor. This will show your appreciation, and it will further strengthen
the bonds for a quality and satisfying collaborative relationship.
Grantors appreciate hearing from applicants to whom they have given
money. In your letter, make sure to use the same words that the grantor
used when referring to your grant. For example, the grantor’s name
for your project may be different from the name you originally gave
it in your proposal. Grantors who work with many applications that
have similar project titles sometime identify each individual project
by its own particular name. <br></p>
<p>Invite the grantor to visit
you to see your project (its investment) in action. Add key people
in the grantor’s organization to your holiday <a name="0.1_indexentry65"></a>mailing
lists, and send them greeting cards and invitations to special events
that you sponsor during the year. In short, consider this grantor as
a “member of your family” because, in effect, this is the only way
to maintain a synergistic relationship. You will benefit by showing
your continuing appreciation through ongoing communication and invitations
to your social activities. <br></p>
<h2>Restrictions</h2>
<p>Read the grantor’s acceptance
letter carefully because there may be restrictions as to how and when
you can spend its grant money. Any such restrictions are usually
in your grant award letter or in the initial RFP guidelines. <b><i>
You must be aware of all legal agreements and how they may affect your
grant and the work you do with any funds that you receive.</i></b>
<p><b>There may be restrictions
on the funding you receive as to how you spend the appropriation</b>.
The following is a listing of some of the common restrictions placed
on expenditures:</p>
<ul type="DISC">
<li>Limitations on the
types of expenditures allowed with the grant money, such as administrative
salaries, equipment purchases, inventory, overhead expenses, and advertising.</li>
<li><a name="0.1_indexentry66"></a>Content
restrictions on artistic expression are common in <a name="0.1_indexentry67"></a>grants,
such as the arts. Be particularly careful to follow the list of restricted
expenditures to the letter of the law if you are required to sign <a name="0.1_indexentry68"></a>legal
agreements related to such content restrictions. </li>
<li><a name="0.1_indexentry69"></a>Operations
restrictions, often on grants for scientific <a name="0.1_indexentry6A"></a>research,
limit how scientists can do research or the kinds of material they can
use. </li>
</ul>
<p><b>There
may restrictions on the funding you receive
as to when you can spend the appropriation.</b> </p>
<p>You may be required to use
all the money in a certain amount of time. For example, if you receive
a challenge or matching grant, you may not be able to use the money
until you meet that challenge or match the funds. If you have any questions
about any such restrictions, do not hesitate to ask the grantor. </p>
<p>Restrictions regarding <b><i>
when</i></b> you can use the funds are typical with government grants.
Your refusal to sign such agreements could lead to increased interest
from private sector <a name="0.1_indexentry6D"></a>grantors who are impressed
by your perseverance and willingness to continue your funding search
rather than accept such restrictions. <br></p>
<ul><p><b><i>Be careful and beware,
however. <a name="0.1_indexentry6E"></a>Violating any content or operating
restrictions can result in <a name="0.1_indexentry6F"></a>losing your entire
grant! This could also affect your future grant funding chances with
this and/or other grantors. </i></b></p></ul>
<h2>Agreements: Contracts with Grantors</h2>
<p>Many grantors require you to
sign a <a name="0.1_indexentry70"></a>grant contract agreement. This
agreement is the basis of your grant award. It is a <a name="0.1_indexentry71"></a>legal
contract between you and the grantor and any sponsor or other third
party. You must sign it and comply with it in order to receive your <a name="0.1_indexentry72"></a>grant
funds. Make sure you know and understand all the <a name="0.1_indexentry73"></a>terms
and conditions of each grant award contract, including any fine print,
because you will have to comply with these terms to ensure that you
receive, and continue to receive, your grant funds throughout the grant
period. These agreements typically are designed to ensure that you
comply with the grant award terms, conditions, and restrictions as published
in the grant guidelines or elsewhere. <br></p>
<p>Like any other contract, a
grantor can treat your failure to comply with its terms or conditions
as a <a name="0.1_indexentry74"></a>breach of contract, stop your payments,
and impose other <a name="0.1_indexentry75"></a>penalties or liabilities,
depending upon the particular contract. <br></p>
<p>If you have any questions about
a grant agreement, call the grantor and ask for clarification <b><i>
before</i></b> you sign it. Grantors welcome such open communications,
particularly if it helps avoid confusion and ensures your future compliance.
If you are still uncertain, ask a qualified attorney with expertise
in grant contracts to review it for you. <br></p>
<h2>Grant
Payment Methods</h2>
<p>If grant money is distributed
in <a name="0.1_indexentry76"></a>installments, it may be allocated by a <a name="0.1_indexentry77"></a>calendar
schedule or by milestone achievements, such as project stages, stated
in your proposal. If you have a sponsor or fiscal agent acting as your
financial representative, either party may receive the grant in a lump
sum, and distribute the money to you in installments. </p>
<p>Be sure to clarify any such
arrangement with your agent. It is important that you clearly
establish the <a name="0.1_indexentry78"></a>payment arrangements and understand
all <a name="0.1_indexentry79"></a>payment terms. <br></p>
<h2>Maintaining
your Financial Records of the Grant Appropriation</h2>
<p>Make sure you fully understand
the grantor’s specific format requirements for keeping the required
records. If you have a sponsor, do not assume that it automatically
understands its <a name="0.1_indexentry7A"></a>record keeping responsibilities.
Make sure you clarify these responsibilities with both your grantor
and, if applicable, your sponsor or any third party. </p>
<h2>Accounting Procedures</h2>
<p>If you have a sponsor, you
should meet with its fiscal officer (probably its business manager)
to establish accounting procedures in case the grant has requirements
that were not stated in the original guidelines or in your formal letter
of agreement. This is another reason to make sure you understand all
of your <a name="0.1_indexentry7C"></a>financial obligations and relationships
with your grantor, sponsor, and/or affiliate. <br></p>
<h2>Progress
Reports/Updates</h2>
<p>You need to be sure of your
grantor’s requirements for progress reports and/or updates.
If progress reports and/or updates are required, find out the time frames
for the forwarding of these reports, and the information that is required.
If these reports are expected to be formal on company letterhead, then
inquire as to frequency of any expected updates other than the aforementioned
reports, and whether the expectation is that these updates will also
be formal. You will also want to know if there is a recommended or <a name="0.1_indexentry7D"></a>required
format, style, or topics that you need to address. Taking notes
or keeping a <a name="0.1_indexentry7E"></a>daily log will help you prepare
for periodic progress reports. <br></p>
<h2>Project Evaluation</h2>
<p>The evaluation process
is the grantor’s assurance that the program is fulfilling the goals
of the grant. It is important that you develop a project evaluation
methodology that is preferred by the funder of the project. You
will need to clarify the following points before making a final determination
with regard to the evaluation of your project:</p>
<ul>
<ul type="DISC">
<li>Does the grantor
prefer one particular <a name="0.1_indexentry81"></a>type of evaluation
process? </li>
<li>Will you be solely
responsible for evaluating your project success, or will the grantor
or a third party provide this evaluation? </li>
<li>Is there a <a name="0.1_indexentry82"></a>specific
time when evaluations are planned or expected? Much of this may be
in your proposal and/or the grantor’s guidelines, but it can not hurt
to double-check to be sure and avoid any future problems. </li>
</ul>
</ul>
<h2>Decision:
Partial Acceptance</h2>
<p>In some instances, a grantor
will offer a <a name="0.1_indexentry83"></a>partial acceptance for your
grant proposal. This is an award of an amount less than the full amount
you requested in your grant proposal. There are many reasons that grantors
may choose to only partially fund your project. They may have
a limited amount of funds to distribute among many competing <a name="0.1_indexentry84"></a>grant
applicants, or they may believe that you can complete your project with
less funding than you requested.
<b><i>Regardless of the grantor’s reason, do not turn down any grant award
because you did not receive all the funds you requested!</i></b>
<p>Remember, <a name="0.1_indexentry85"></a>grantors
do not expect, or even want, to be your only funding source. On
the contrary, they appreciate seeing <a name="0.1_indexentry86"></a>grant
applicants with <a name="0.1_indexentry87"></a>other income sources, whether
they be separate fundraising activities, other grantors or lenders,
or some other means. <br></p>
<p>Partial funding can also encourage
other grantors to add to your overall budget in the short or long-term,
upon noticing that other funding sources are interested in your project.
Each partial grant you receive can actually increase your chances of
receiving additional partial <a name="0.1_indexentry88"></a>grants from
other sources until you meet your entire budget. </p>
<p>Make every effort to manage
your project, even on a scaled-down budget, with the partial funding
you receive, while you continue to seek funds from other sources. This
makes your cause more appealing in the eyes of other prospective grantors.
In this way, you demonstrate your commitment to the project and your
willingness to do whatever it takes to make it work. </p>
<p>First-time grant seekers, in
particular, may find that settling for a smaller, lower-budget grant
for their project gives them the opportunity to prove their ability
to adjust, adapt, and work on a budget until they receive the additional
support they need. You might discover this type of positive attitude
and work ethic is a more effective long-term strategy in order to attain
all the funds you need. <br></p>
<h2>Denial:
They said, “No”</h2>
<p>If you do not get the grant,
do not be discouraged. There are still ways you can follow up that
will help you in the long term and with future applications. Your
best response to a denial of your grant proposal is also the most challenging
one. You must turn this negative response into an opportunity to improve
your proposal. Review your proposal and the steps you took
during the research, planning, preparation and submission stages of
the grant application process, and learn from any mistakes you may have
made. <br></p>
<p><b>Most importantly, do not
let a denial letter stop your grant-seeking efforts.</b> <br>
<h2>Taking
Pro-active Steps: Contact the Grantor’s Program Officer</h2>
<p>After your grant has been denied,
there is much that can be derived from the experience. Here
are some pro-active steps that you should take after your grant proposal
has exacted a negative response from a funding source:</p>
<ul type="DISC">
<li>Allow a week or
ten days to pass after you have received the letter of denial and then
call the program officer to ask for some constructive criticism. Remember,
do not call to defend your proposal or to challenge the grantor’s
decision, just politely ask the program officer for constructive criticism
so that you can improve your grant upon its next submission. </li>
<li>Ask the program
officer of the funding source to explain the reason(s) why your proposal
was denied. Any advice you receive from the grantor at this stage can
be extremely valuable to you. </li>
<li>Be sure to jot down
the feedback rendered by the grantor, including, but not limited to,
any explanations or other feedback as this could end up being the best
advice you receive. </li>
<li>Be sure to ask whether
the grantor would let you revise and resubmit your proposal during the
next grant cycle. </li>
</ul>
<p>If you know that your proposal
reached a certain level of consideration within a government agency’s
review process and you have been in touch with agency representatives
about it, any subsequent contacts in an attempt to elicit some information
or an explanation for their denial should be pleasantly received.
These communications can give you the following tangible results for
your efforts:</p>
<ul type="DISC">
<li>Provide important
insights into what you need to improve. </li>
<li>Keep your lines
of communication open in order to build and maintain future
relationships. </li>
<li>Improve your chances
of acceptance by the grantor should you decide to apply again.</li>
</ul>
<p>For state or local agencies,
kindly request a summary of the agency grant
review panel’s assessment of your proposal. Make sure to communicate
that you are not questioning their decision, only trying to obtain any
information that might help you proceed with your project in the future. </p>
<h2>Re-submission
of Your Proposal</h2>
<p>First and foremost, make sure
that the grantor permits re-submission, as some <a name="0.1_indexentry8B"></a>grantors
have policies that prohibit you from submitting the same project more
than once. Many require that you wait for the next grant cycle or fiscal
year before you are permitted to re-submit your proposal. </p>
<p>Re-submittal may be a worthwhile
endeavor if you know that your proposal was denied after it was recommended
to the review committee. Even, in this instance, you should wait until
the <a name="0.1_indexentry8C"></a>next <a name="0.1_indexentry8D"></a>grant
cycle to re-submit it. <br></p>
<p>If you chose to re-submit your
proposal, here are some factors for you to consider prior to conforming
to the process:</p>
<ul type="DISC">
<li>Make any revisions
that you deem necessary that will improve your chances for approval
subsequent to your original submission. Grant applicants can receive
affirmation on their applications upon secondary and tertiary grant
submissions. </li>
<li>The process of re-submission
affirms your commitment to the project.</li>
<li>Do not re-submit
your proposal prior to inquiring from the grantor why the original application
was rejected. The grantor will furnish you with the reasons for
the rejection, and this will give you the time to make the needed corrections
and/or amendments that will reinforce your re-submission.</li>
<li>Consider using a
non-profit sponsor, partner or affiliate if the denial is based on a
perceived lack of individual qualifications on the part of your staff,
or the lack of sponsorship on the part of your organization. </li>
</ul>
<p>In the end, your success depends
upon your commitment and passion for your project, and your willingness
to work hard and be persistent. If you truly believe in your project,
you should eventually win the grant(s) you seek. </p>
<h2>Pro-Active
Plan of Action After Electronic Grant Application
<a name="0.1_indexentry8E"></a>Submission</h2>
<p>Online electronic submission
of your grant application adds new rules and requirements to the grant <a name="0.1_indexentry8F"></a>writing
and submission process. When you prepare and submit a federal agency
grant proposal electronically, you can utilize either the agency’s
website or, more likely, <a href="http://www.grants.gov/" target="_blank">www.Grants.gov</a>. Most federal agencies require
that you submit your grant electronically, and the majority of these
will only accept proposals submitted through Grants.gov, which has its
own system for tracking your proposal after submission. </p>
<p>Once Grants.gov receives your
grant application submission, you’ll receive two e-mail messages within
24 to 48 hours advising you of your application’s status. The first
e-mail confirms that Grants.gov received your application. Write
down, or otherwise note, the application tracking number in this confirmation
e-mail, as you will need it to track your application. The second
e-mail indicates whether <a href="http://www.grants.gov/" target="_blank">www.Grants.gov</a> has successfully validated your
application before transmitting it to the grantor agency, or whether
it rejected your application due to errors or other reasons. </p>
<p>If the grantor agency receives
your application and assigns it an <a name="0.1_indexentry90"></a>agency-specific
tracking number, you may also receive a third e-mail with a second tracking
number from that agency. Write down or note this number as well. </p>
<p>Use these numbers to check
your application status on Grants.gov by logging on to the “Applicant”
page, where you enter your username and password. Next, click on “<a name="0.1_indexentry91"></a>Application
Status” to track your application’s progress. </p>
<h2>Case Study:
Post-Submission of Grant through Electronic Process</h2>
<h2>Illustrative
Federal Agency Post-Electronic Grant
<a name="0.1_indexentry92"></a>Submission Process: National Institutes of
Health (NIH)</h2>
<p>A good example of how the federal
agency post-submission process operates in the <a name="0.1_indexentry93"></a>electronic
age is the National Institutes of Health (NIH). The NIH requires that
you submit your grant application electronically through <a href="http://www.grants.gov/" target="_blank">www.Grants.gov</a>. It also provides guidelines and
checklists for checking and tracking your submission status. However,
the responsibility as a grant applicant to track your application(s),
through Grants.gov and/or NIH’s <a name="0.1_indexentry94"></a>eRA Commons,
remains on your shoulders. <br></p>
<h2>New Verification
Process for Non-Profit Organizations</h2>
<p>The new eRA Commons verification
process provides a <a name="0.1_indexentry95"></a>two-day window for grant
applicant organizations to check and verify the electronically submitted
application. This means any applicant AOR (Authorized Organization
Representative), SO (Signing Official), and/or PD/PI (Project Director/Principal
Investigator) has just two days after submitting a grant proposal to
review it in its final form. The eRA Commons review is your only opportunity
as a grant applicant to review and revise your grant application before
a grantor agency reviewer sees it. If you have any doubts, you
can ask Grants.gov to halt your proposal process within this two-day
period, if necessary. <br></p>
<p>Once the <a name="0.1_indexentry96"></a>two-day
period ends, the submission process is complete. Grants.gov will
automatically forward your application to the agency’s <a name="0.1_indexentry97"></a>(NIH)
Division of Receipt and Referral Center for Scientific Review. Any
additional alterations to your application after this two-day period
can only be made through and, with permission of, <a name="0.1_indexentry98"></a>NIH’s
Scientific Review Administrator and this can potentially delay application
processing. <br></p>
<p>If your submission is on the
due date, this two-day window will fall after the submission deadline.
You can only reject the application if the final application does not
correctly/accurately reflect the application package that you submitted.
If part of the application gets lost or does not get transferred correctly,
you should contact the eRA Commons Helpdesk to confirm the system error,
document the issue, and decide on the best action to take. NIH will
not penalize you for an eRA Commons or Grants.gov system issue or error. </p>
<p>You are able to correct or
otherwise change your application after the submission deadline for
any reason other than an eRA Commons or Grants.gov system error, and
resubmit it, but you will be subject to the NIH late policy. You also
take the risk that your application will be rejected. If you are
faced with this situation, you may explain your reason for the delay
in a cover letter attachment. <br></p>
<p>Whether you are an AOR/SO or
a PD/PI, you will receive e-mail notices informing you as to the status
of your application. <br></p>
<h2>Review and
Fix any Errors and Warnings</h2>
<p>If you are your organization’s
PI or SO, you can review your completed proposal for any errors by following
these steps:</p>
<ol type="1">
<li>Find the application
that shows “eSubmission Error” in “<a name="0.1_indexentry99"></a>Application
Status.” Then, follow the link on the Application ID to see any specific
error or warnings.</li>
<li>View the list of
“<a name="0.1_indexentry9A"></a>eSubmission Errors and Warnings.” Select
the “Show eSubmission Errors” checkbox to include applications that
did not pass <a name="0.1_indexentry9B"></a>eRA Commons error checking.
You can fix warnings at your discretion, and they do not require any
action for the application to be submitted. You must fix any errors
before your application can be submitted. </li>
<li>Refer to the NIH
“Application Guide” and “Announcement Instructions” for guidance
on NIH directives on what information is required to be entered in specific
fields. </li>
<li>After you enter
your selection criteria, click on the “search” button.</li>
<li>After using these
available <a name="0.1_indexentry9C"></a>resources, if you still can’t
identify and fix the errors, contact the eRA Helpdesk for online support. <br>
(<a href="http://ithelpdesk.nih.gov/eRA" target="_blank">http://ithelpdesk.nih.gov/eRA</a>)</li>
<li>After you have made
all the necessary corrections, you must <a name="0.1_indexentry9D"></a>re-submit
the entire corrected application through <a href="http://www.grants.gov/" target="_blank">www.Grants.gov</a>. <i> </i></li>
<li>Once Grants.gov
receives an <a name="0.1_indexentry9E"></a>error-free application from you,
eRA assembles it, and allows you to review the entire grant application
package for a <b><i>final check.</i></b> </li>
</ol>
<h2>NIH
“<a name="0.1_indexentry9F"></a>Frequently Asked Questions” (FAQ) on
Post-Electronic <a name="0.1_indexentryA0"></a>Submission</h2>
<p>NIH offers helpful tips, in
the form of Frequently Asked Questions (FAQ), on the various steps you
can take after submitting your grant proposal electronically.
These tips answer questions concerning the following topics: </p>
<ul type="DISC">
<li><a name="0.1_indexentryA1"></a>Checking
the submission status of your grant proposal. </li>
<li>Action to take if
your NIH application has not yet been acknowledged as processed and
accepted.</li>
<li>Checking your assembled
application both before and after NIH receives it. </li>
<li>Re-submitting grant
application.</li>
<li>Correcting your
submitted <a name="0.1_indexentryA2"></a>grant proposal. </li>
<li>Queries regarding
e-mail notifications. </li>
<li>Dealing with issues
involving new and amended forms. </li>
<li>Dealing with other
issues in the online grant application process. </li>
</ul>
<p>These FAQ provide practical
answers and steps you can take in order to answer your questions concerning
situations that may arise after submission. <br></p>
<h2>Frequently
Asked Questions Regarding the Post-Submission of Grant Applications</h2>
<p><b>Q:
How long does it take to have your application processed electronically?</b></p>
<p><b>A:</b> Grants.gov
can take up to two business days to process an application. NIH, through <a name="0.1_indexentryA3"></a>eRA
Commons, generally takes one day. <br></p>
<p><b>Q:
What is the <a name="0.1_indexentryA4"></a>success rate for receiving
<a name="0.1_indexentryA5"></a>grants? </b></p>
<p><b>A:</b> The success rate
for winning grants depends upon the particular grant you apply for,
the particular grantor, the number of grant applicants, and many other
factors. By using the information and keys to grant success contained
in these chapters, you can better prepare yourself for the grant proposal
application process. <br></p>
<p><b>Q:
How long does it take to receive a grant?</b></p>
<p><b>A: </b>
There is no basic rule of thumb, but it helps to be patient during
this time, and follow all the after-submission recommendations. Every
grant program has different qualifications, rules, and <a name="0.1_indexentryA6"></a>time
frames. Some <a name="0.1_indexentryA7"></a>grantors may tell you approximately
how long their process takes, or you can call and ask them. Some grantors
have <a name="0.1_indexentryA8"></a>deadlines spaced at different times
throughout the year, while some offer the same grant opportunity at
the same time each year. Others operate on a first-come, first-served
basis, so you may have to wait to submit your grant application until
their next grant cycle. Many people think that waiting a few months
is a long time, so they may decide not to apply for the grant because
they do not want to wait that long. It is our expectation that
you will recognize that the benefits of applying for a grant application
are well worth the wait. <br></p>
<p><b>Q:
What is a “good reason” to decide not to apply because of the wait
time? </b></p>
<p><b>A:</b> One reason
could be that the grantor’s schedule or time frame differs so much
from your project plans that you should seek other <a name="0.1_indexentryA9"></a>grant
opportunities. <br></p>
<p><b>Q:</b> <b>What if I do
not get the grant I applied for? </b></p>
<p><b>A:</b> You will always
be notified whether your grant application was accepted in full, partially
accepted, or denied. Based on the results, it is up to you what you
action to take at that point. You may consider re-submission, or you
may apply to other <a name="0.1_indexentryAA"></a>grantors if you still
believe in your project. In any case, you should always apply
for more than one grant, and to more than one grantor.</p>
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