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Electronic Submission

This page will help you navigate the world of electronic submissions. For information about funding searches and using the COS database, select the Proposal Development link on the sidebar and read the section on "How to Find Funding."

For information on how to route an external grant at SIUE, visit the How to Submit External Grants link.

Submission Portals is now the portal for most federal grant submissions. Check the links below for instructions on how to submit your application through, for news about agency changes, for upcoming workshops on how to use and information on specific issues. Please contact the ORP if you have any questions.


Transition to provides a single, secure and reliable source for applying for Federal grants online, simplifying the grant application process and reducing paperwork. It will soon be the only method to apply for grants to all federal agencies, including NSF and NIH. You are also able to search for Federal grants through the system.

SIUE is already registered and ready to submit applications through, however, because the electronic systems and and procedures are so new, the Graduate School strongly urges faculty to submit their proposal materials to ORP at least two business days in advance of the agency deadline. While Federal agencies also provide assistance for applicants, it is important that you work with ORP and allow ample time to resolve any potential electronic problems.

Each federal agency has a different timeline for its implementation. The NSF is revising its funding opportunities to incorporate submission requirements throughout the fiscal year. Until the program solicitations have been revised, the NSF will continue to use their own FastLane system for grant application submissions.

The National Institutes of Health (NIH) will transition to by research program or funding mechanism. As mechanisms are transitioned, Funding Opportunity Announcements will be issued in the NIH Guide and posted in NIH's goal is to post an opportunity a minimum of 60 days before the submission date. By June 1, 2006, all R03 (Small Grant Programs), R21 (Exploratory Development Research), R21/R33 (Exploratory Development Research/Phase II) and R34 (Clinical Trial Planning Grant Program) applications must go through R01 (Research Project Grant Program) applications will require electronic submissions through by February 1, 2007.

Other Federal agencies also have information about on their websites.

Check for the latest updates, feel free to consult our FAQ and please contact our Pre-Award staff found here: if you have any further questions.

Specific Agency Information

National Science Foundation

NSF FastLane still the standard submission interface for some NSF applications. Note: you must register for an ID number through the ORP if you have not already done so. You will be able to track the status of your application through FastLane once it has been received through You can consult the following document to check which grant programs will transition to in FY 2006:

You can check the status of your NSF submission here.

Department of Education

E-grants, Department of Education portal site for electronic grants

National Institute of Health

NIH Commons virtual meeting place where NIH extramural grantee organizations, grantees and the public can receive and transmit information about the administration of biomedical and behavioral research. Note: although proposals are now submitted through you must still register with eRA Commons. The agency will draw on information entered into your Commons profile, so make sure it is up-to-date. If not, mismatched information will generate warnings and errors when you submit through You will be able to track the status of your application through eRA Commons once it has been received through Check here for the NIH transition timeline:

You can check the status of your NIH submission here.

Illinois Board of Higher Education

IBHE Electronic Grants Submission online application submission for the Illinois Board of Higher Education


When investigators from two or more organizations want to collaborate on a research project, they sometimes have questions about how to go about submitting the proposal. Do they file jointly, or independently? There are sometimes several alternatives, depending on the funding agency. In general, one organization accepts the role as lead institution, which is then responsible for coordinating the entire submission of the proposal. Sometimes this means simultaneous submission of more than one proposal, but most often the lead institution submits a single proposal that simply designates the collaborating organization as subrecipient or subgrantee.

See below for specific guidelines by funding agency.

1) as a single proposal. Preferred method.
2) simultaneous submission.

Consortium agreements NIH may request additional information prior to award and may place a special condition(s) on the award. Please see NIH website for complete details and instructions.


1) Instructions from NSF: "The single proposal method allows investigators from two or more organizations who have developed an integrated research project to submit a single, focused proposal. A single investigator bears primary responsibility for the administration of the grant and discussions with NSF, and, at the discretion of the organizations involved, investigators from any of the participating organizations may be designated as co-PIs.

By submission of the proposal, the organization has determined that the proposed activity is administratively manageable. NSF may request a revised proposal, however, if it considers that the project is so complex that it will be too difficult to review or administer as presented."

Proposal Stage: The lead PI is advised to collect the following materials from the collaborators at the proposal stage, whether or not these are actually required for submission: CV for each of the collaborator's principal personnel, statement of proposed work, budget, institutional letters of support.

Collecting these materials early greatly facilitates successful post-award management.



2) Instructions from NSF: "In many instances, simultaneous submission of proposals that contain the same project description from each organization might be appropriate. For these proposals, the project title must begin with the words "Collaborative Research:" The lead organization's submission will include a proposal Cover Sheet, project summary, project description, references cited, biographical sketches, budgets and budget justification, current and pending support, and facilities, equipment and other resources for their organization. Non-lead organization submissions will include all of the above for their organization. Non-lead organization submissions will include all of the above for their organization except the project summary, project description, and references cited which are the same for all collaborating institutions. FastLane will combine the proposal submission for printing or electronic viewing."



"The grantee, as the direct and primary recipient of NIH grant funds, is accountable to NIH for the performance of the project, the appropriate expenditure of grant funds by all parties, and all other obligations of the grantee, as specified in this policy statement. This section includes the requirements for an applicant/grantee under "consortium agreements" in which the grantee collaborates with one or more other organizations in carrying out the grant-supported research.

Under consortium agreements:

• The award will be made to a single grantee with a single PI, even though one or more organizations other than the grantee will carry out portions of the planned programmatic activity.
• The grantee must perform a substantive role in the conduct of the planned research and not merely serve as a conduit of funds to another party or parties.

Applicants are expected to detail their proposed collaborations as part of the grant application. If the application is approved as submitted, no further approval is required unless, during performance, the grantee plans to undertake additional or alternative collaborations that would constitute a change in the scope or objectives of the approved project.

Whether proposed at the application stage or subsequent to award, the following information must be provided to NIH for review and approval:

• A list of all proposed performance sites both at the applicant/grantee organization and at the consortium participant(s);
• Complete application budget pages (for the first year and each future year of support requested) for each consortium participant; and
• The following statement, accompanied by the signatures of the authorized institutional officials (or equivalent) of the applicant and consortium participants:

"The appropriate programmatic and administrative personnel of each organization involved in this grant application are aware of the NIH consortium agreement policy and are prepared to establish the necessary inter-institutional agreement(s) consistent with that policy."

NIH may request additional information prior to award and may place a special condition(s) on the award."

Please see NIH website for complete details and instructions.

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