Application Information

The following documents from the GCO will assist you in getting started with the application process:

• Does My Project Need to be Submitted to the GCO?
• Application Submission Process: Which Applications and Forms do I Work on First? Sponsored Projects
• Application Submission Process: Which Applications and Forms do I Work on First? ISMMS
• Application Submission Checklist
• Application Submission Instructions
• Submission, Review and Approval Process Pictorial
• Pre-Award Contacts in Mount Sinai’s Departments
• Administrative Information Sheet
• Agreement Navigator - Find out what to do with the agreement you are working on.
• Communications from the GCO and InfoEd
• Gift vs Sponsored Project Checklist
• Glossary of Common Terms
• InfoEd Instructions - Includes examples of different submission types so you can identify yours. Includes examples of different submission types so you can identify yours.
• InfoEd Proposal Status Definitions - Terms to help you navigate through the submission and funding processes.
• Sponsored Projects Manual
• Subawardee, Consultant and Vendor Determination Checklist. Use this checklist to determine which relationship is most appropriate for your study, when working with an individual, company or organization.

InfoEd is the software program the Icahn School of Medicine uses to internally route and manage all research and sponsored project applications excluding BRANY projects.

InfoEd is also used to submit competitive, single project National Institutes of Health (NIH) and other federal sponsored projects electronically to these agencies. These applications are called “System to System Submissions” or “S2S” applications.  InfoEd is the system used to transmit the application directly to the extramural funding agency.

All other applications are referred to as “Non System to System Submissions” or “non-S2S.” For non-S2S applications, the system is used internally at ISMMS only and not to submit the application to the extramural funding agency.

• Login
• Form to Request User Access, Add Personnel and Other Types of Requests
• Instructions
• Policy: Training Requirement
• Proposal Status Definitions - Terms to help you navigate the submission and funding processes.
• Routing List

Beginning April 10, 2023, the Principal Investigator (PI) or his/her delegate must create a Triggering Event (TE) in eDMS for  every project (e.g., new, yearly renewals, supplement requests, no cost extension applications) each project year except for 1) final reports and 2) BRANY projects.

Once the Triggering Event is created, the investigator will be prompted by email to complete project specific conflict of interest questions.

• eDMS Logon (live April 10, 2023)
• Training Videos PEAK > Online Courses > Functional > Research > eDMS
• Step by Step Instructions
• Conflict of Interest Office

Sinai Central houses historical Investigator Forms (IFs) and conflicts of interest information prior to April 1, 2023.

• Sinai Central Logon > COI

Includes GCO, Finance, COI, and other related application information

• Administrative Information Sheet
• Agreement Navigator
• Application Submission Process: Which Applications and Forms do I Work on First? Sponsored Projects
• Application Submission Process: Which Applications and Forms do I Work on First? ISMMS Supported Projects
• Budgeting: Cost Sharing Policy
• Budgeting Facilities and Administrative Costs: Determination of On and Off Campus Activity
• Budgeting NIH Genomic Arrays on NIH Grants: Examples of Calculating Indirect Costs
• Budgeting for an ISMMS Faculty Member with a VA Appointment
• Budgeting: Updated DHHS Rate Agreement and Federal Split Rate Sponsored Projects
• Budgeting Students and Post Graduates on Federal Research, Fellowship, and Training Grants
• Communications from the GCO and InfoEd
• Conflicts of Interest in Research
• Cost Sharing
• COVID-19 Research Roadmap Guidance
• COVID-19 Sponsored Projects Finance (SPF) Flexibilities Available to Recipients of Federal Financial Assistance
• Data ownership
• Electronic Submission Systems (Federal and State) that Require GCO Registration or Approval
• Export Control
• Facilities and Administrative Costs: Determination of On and Off Campus Activity
• Foreign Travel Request Reminder
• Freedom of Information Act (FOIA) Requests
• Gift vs Sponsored Project (includes checklist)
• Glossary of Common Terms
• GCO Submissions Workflow Diagram
• Hospital Sponsored Programs Office (HSPO)
• InfoEd Proposal Status Definitions - Terms to assist you in navigating the submission and funding processes.
• Misconduct Reporting
• NIH Biosketch and MyNCBI FAQs
• NIH Biosketch: See NIH Biosketch and Other Support Changes section.
• NIH Budgeting Students and Post Graduates on Research, Fellowship, and Training Grants
• NIH Confidentiality Reminder for Reviewers
• NIH and Foreign Influences on Research Integrity: A Guide to Navigating Through NIH Policy and Procedure
• NIH Foreign Subrecipient Data Access: LabArchives Instructions for ISMMS PI
• NIH Foreign Subrecipient Data Access: LabArchives Instructions for Subrecipient PI
• NIH Genomic Arrays: Examples of Calculating Indirect Costs
• NIH Individual Development Plan (IDP) Information Requirement for all Annual Progress Reports
• NIH/AHRQ Multiple PI Guidance and Template
• NIH Multi-Project and Single-Project with Complicated Structure RPPR Applications
• NIH Other Support: See NIH Biosketch and Other Support Changes section.
• NIH Prior Approval Requirements
• NIH Prior Approval: Guidance for Grants that Do Not Allow for Automatic Carryover of Funds
• NIH PubMed Guidance (Levy Library)
• NIH Small Business Innovation Research (SBIR) / Small Business Technology Transfer (STTR): Guidance for Employee Participation
• NIH Training Grants: Certification Letter for Harrassment and Discrimination Protections
• NIH Training Grants: Human Subjects and Vertebrate Animals Section Boilerplate Language for Competitive Applications
• No-Cost Extension
• Preferred Name Use on Sponsored Project Applications
• Research RoadMap
• Sponsored Project Accounting Policies and Procedures
• Sponsored Projects Manual
• Students and Post Graduates on Federal Research and Training Grants Guidance – A Compendium of Budgetary, Administrative, Application Submission, and Post Award Information
• Subawards: ISMMS as the Prime Institution
• Subawards: ISMMS as the Subawardee
• Submission, Review and Approval Process Pictorial
• Supervision of a Related Party on a Sponsored Program
• VA Appointments: Budgeting for Faculty Members with a VA Appointment
• VA Appointments: GCO Procedure for Oversight of VA Memorandum of Understanding (MOU)

• Application Submission Checklist
• Application Submission Instructions
• Gift vs Sponsored Project Checklist
• NIH ASSIST
• NIH Competitive Subaward Checklist: ISMMS as the Prime Institution
• NIH Competitive Subaward Checklist: ISMMS as the Subawardee
• NIH Single Project, Competitive Grant Application Checklist
  PDF I  Excel
• NIH RPPR SNAP & Single Project Non-SNAP Checklist
  PDF I Excel
  not for use in K and F grants
• NIH Other Support Checklist
• Subawardee, Consultant, and Vendor Determination Checklist

• Budget Templates
  GCO Recommended I  Basic (Use with Caution)
• Budget Calculator: Prorating Federal Indirect Costs
• COI Form for Subawardees Under ISMMS Policy (New, competitive, renewals, and transfer applications). If the project is awarded, investigators must complete the form annually; use the COI Form for Subawardees Under ISMMS Policy below for the annual renewals.
• COI Form for Subawardees Under ISMMS Policy (Non-competitive, no cost extension, supplemental applications, new financial interests or new investigator)
• Compliance Application Waiver Form
• Cost Sharing Form
• Grants Management Tool
• NIH Foreign Component Prior Approval Request Form
• NIH - PHS 398 Budget Form for Competitive Applications
• NIH - PHS 398 Budget Form for Competitive Applications ISMMS Template Instructions
• NIH Initial No Cost Extension Request and Progress Report Form
• NIH Prior Approval Request Form for Rebudgeting Activity at High Risk of Indicating a Change in Scope
• NIH Other Support RPPR Changes Form
• NIH Salary Cap: Effort and Salary Source Transaction Forms
  o  Training Video (approx 12.5 minutes)
  o  P-T Employees Above the NIH Salary Cap (Required beg 4/1/22)   
  o  F-T Employees Above the NIH Salary Cap (Required beg 4/1/22)  
  o  P-T Employees Below the NIH Salary Cap (Optional)
  Review the Instructions in Each of the Forms Above 
• Prior Approval Request Form for Establishment of a Fund Number Prior to Award
• Subaward/Consortium Statement of Intent Template: ISMMS as the Prime Institution
• Subaward/Consortium Statement of Intent Template: ISMMS as the Subawardee

Tip: GCO forms in .xls format work best and should be downloaded using Chrome and not Firefox

Internal

• InfoEd Form to Request User Access, Add Personnel, and Other Types of Requests
• InfoEd Instructions
• InfoEd Policy: Training Requirement
• InfoEd Routing List

External

• ASSIST
• ERA Commons
• NSF Research.gov
• NY State Financial System
• GCO Memo: Federal and State Electronic Submission and Grants Management Systems that Require Grants and Contracts Office (GCO) Registration or Approval

• Calendar Month: Conversion Table from % effort to CM
• Calendar Month FAQs
• Due Dates for Competing Applications 
• Extramural Nexus / Open Mike
• Forms and Applications
• Modular Research Grant Applications
• NIH Policy Statement and Guidance
• Research Performance Progress Reports (RPPR)
• Rigor and Reproducibility
• For additional educational resources, visit the Grants and Contracts Office's Training and Resources page
• SF424 (R&R) Application Guide
• Podcasts: All About Grants
• Videos and Webinars: Grants, Funding, Peer Review Process and More. For additional educational resources, visit the Grants and Contracts Office's Training and Education page.
• For additional resources for recent initiative visit the NIH's News Highlights page.

Other Support includes all resources made available to a researcher in support of and/or related to all of their research endeavors.

• This includes resources and/or financial support from all foreign and domestic entities that are available to the researcher.
• This is regardless of whether or not they have monetary value.
• This is regardless of whether they are based at the institution the researcher identifies for the current grant.

GCO Resources
NIH Resources
NSF Resources
DOD Resources

GCO Resources

Training

• GCO 401: Basics of Preparing an NIH Other Support (OS) Page
• GCO 402: Collecting Information for the NIH Other Support (OS) Page
• GCO 403: Using Mount Sinai's Other Support Template
• GCO 404: Upcoming Changes to the NIH Biosketch and Other Support Page (Slide Set)
  For applications due on or after May 25, 2021
  Video I Slide Set
  Updates: GCO's Response to NIH Implementation Plan

Guidance

• Informing the NIH When Applying to Multiple Funding Agencies
• Biosketch: Who Must Submit
• Biosketch and Other Support Changes: GCO's Response and Instructions (last updated: 8/24/21)
• Biosketch and Other Support FAQs (last updated: 8/30/23)
• Other Support: Adobe Signature Certification Instructions
• Other Support: List of Most Common Errors
• Other Support Instructions
• Other Support: Overlap Guidance (Dean’s Office/GCO)
• Other Support: Overlap Guidance Clarification
• NIH and Foreign Influences on Research Integrity: A Guide to Navigating Through NIH Policy and Procedure

Forms and Checklists

• InfoEd Eform for New and Competitive Sponsored Projects:  Entering Major Goals for Other Support
• NIH Other Support Checklist
• Investigator Other Support Tracker
  Maintain an investigator’s active effort and active and pending support. Features include tracking prior approval requirements, salary above the NIH cap, cost-sharing, effort exceeding 11.4 CM and other requirements.

Other Support Template

Visit the Other Support SharePoint Site to access the new NIH and DOD templates, samples, shared folders, and instructions.

Features include data entry of standardized information, ability to customize and further tailor, for use with Mount Sinai only appointments, Multiple Research Appointments (MRAs) or Dual ISMMS – VA Appointments, and shared access with research team, departmental administration, and the GCO.

For technical assistance with the OS Templates please submit a Research 411 Ticket .

NIH Resources

Notices

• Implementation of Changes to the Biographical Sketch and Other Support Format Page (NOT-OD-21-110)
• Upcoming Changes to the Biographical Sketch and Other Support Format Page for Due Dates on or after May 25, 2021 (NOT-OD-21-073)

Biosketch

• Biosketch Resource Webpage
• FAQs
• Sample Page (Non-fellowship)

Other Support

• Other Support Resource Webpage
• FAQs
• Sample Page

Please visit the NIH webpages for additional resources.

NSF Resources

• Current and Pending Support Resources Page
• Current and Pending Support FAQs
• Biographical Sketch and Current and Pending Support: Pre-award and Post-award Disclosures

DOD Resources

• Other Support Instructions
  excerpted from the DOD General Application Instructions
• Other Support Page: Mount Sinai's OS Template
  Visit the Other Support SharePoint Site and use Mount Sinai's OS template to prepare.
• Other Support Page: Blank DOD Template
• DoD Memo – Actions for Protection of Intellectual Property, Controlled Information, Key Personnel and Critical Technologies, for your information
• National Defense Authorization Act (NDAA) FY 2021, Section 223(a)(1)
  excerpted from William M. Mac Thornberry National Defense Authorization Act for FY 2021

• DOD
  o  Regulations & Requirements for Human Subject Research
• HHS
• NSF
• USAMRAA

National Institutes of Health (NIH) requires a data management and sharing plan effective for competitive grant applications for due dates on or after January 25, 2023.

NIH Guidance, Policies and Resources

NIH Training

Mount Sinai Resources

Other Resources

NIH Guidance, Policies and Resources

NIH Data Management and Sharing Policy Website

NIH’s Data Management and Sharing Policy Site is organized into the following 3 sections:

• Planning & Budgeting for Data Management and Sharing
• Data Management | Data Sharing (nih.gov)
• Sharing Scientific Data

Below are additional NIH resources.

• Writing a Data Management & Sharing Plan
• Frequently Asked Questions

NIH Training

• Webinar I: Understanding the New NIH Data Management and Sharing (DMS) Policy Resource Slide Deck (I)

• Webinar II: Diving Deeper into the new NIH Data Management and Sharing Policy Resource Slide Deck (II)

Mount Sinai Resources

Data Storage Options Prior to Sharing

• Low volume up to 5 TB link to Storage-Options.pdf (mssm.edu)
• Low volume within your LabArchives Electronic Lab Notebook
• High volume - Consult with Research Data Services

Software Storage Option Prior to Sharing

• GitHub Enterprise for Mount Sinai Log In

Research Data Retention Requirements

• Faculty Handbook Data Retention Policy and Graduate School Student Handbook

Data and Software Sharing Repository Guidance and Resources

Visit the NIH site for Selecting a Data Repository for more information. For information on repositories that can accommodate project data that may need to be controlled/restricted or embargoed/delayed, see Repository Selection - Research Data Management and Sharing - Levy Library Guide.

Preparation Tools
DMPTool
DMPTool is a free, open-source, online application that helps researchers create data management plans (DMPs).  These plans are now required by many funding agencies as part of the grant proposal submission process. The DMPTool provides a click-through wizard for creating a DMP that complies with funder requirements. There are three options to choose from as follows:

1. NIH Default Plan
   This is the original, generic template offered by DMPTool.

Federal Demonstration Partnership (FDP) Pilot Templates

2. Alpha
   Alpha is a prescriptive template designed to limit the need for free text entry.
   
   
3. Bravo
   Bravo provides detailed prompts as well as more options to include free text responses as necessary.

The FDP created the Alpha and Bravo templates and collaborated with DMPTool to make their templates available through this online resource.  The FDP Organization has requested that you share your feedback via a survey.  

Previews of the Alpha and Bravo Templates:   FDP Pilot Template Alpha  I  FDP Pilot Template Bravo

NIMH/NIAAA Cost Estimator Tool
This cost estimator tool may be useful for projects that involve extensive work with sensitive human data and that have highly specified finder requirements.

OSF DMSP Checklist
The Working Group from the Open Science Framework (OSF) has developed a checklist for researchers.

Communications
Please read this series of communications regarding how Mount Sinai can help you with your DMSP.

• 1: Preparing and Budgeting to Meet NIH’s Jan. 25 2023 Data Management and Sharing Plan Requirement
• 2: Strengthen your Proposal by Discussing Data Management and Sharing in These Areas
• 3: Budget for Data Management and Sharing
• 4: Advice for Element 1 Data Type, Element 2: Related Tools, Software and/or Code: and Element 3: Standards in Your NIH
  DMSP
• 5: Advice for Element 4: Data Preservation, Access, and Associated Timelines
• 6: Advice for Element 5: Access, Distribution, or Reuse Considerations and Element 6: Oversight of Data Management and Sharing
• 7: Prior Approval Requirement for Changes to DMSP

Please review these resources when Mount Sinai is the prime institution submitting a sponsored project with subrecipient institutions or the reverse, when Mount Sinai is the subrecipient on another institution’s sponsored project.

Policies and Procedures

• Subawards: ISMMS as the Prime Institution
• Subawards: ISMMS as the Subawardee

Checklists

• NIH Competitive Subaward Checklist: ISMMS as the Prime Institution
• NIH Competitive Subaward Checklist: ISMMS as the Subawardee

Forms

• Subaward/Consortium Statement of Intent Template: ISMMS as the Prime Institution
• Subaward/Consortium Statement of Intent Template: ISMMS as the Subawardee
• COI Form for Subawardees Under ISMMS Policy (New, competitive, renewals, and transfer applications). If the project is awarded, investigators must complete the form annually; use the COI Form for Subawardees Under ISMMS Policy below for the annual renewals.
• COI Form for Subawardees Under ISMMS Policy (Non-competitive, no cost extension, supplemental applications, new financial interests or new investigator)
  Reminder! Many institutions already are compliant with PHS regulations on Conflict of Interest. The above COI forms are only required when the subrecipient institution does not have their own policy and agrees to comply with ISMMS policy.

Training

• GCO 301: Preparing Grants with Subawards