Writing and Submitting NIH Administrative Supplements An Introduction

Writing and Submitting NIH Administrative Supplements: An Introduction Gina Della Porta, DHSc, MHS Program Manager, Funding Opportunities Yale University

What is an Administrative Supplement? An administrative supplement is a noncompeting award that provides additional funding to a currently funded grant to meet increased costs that are within the scope of the approved project, but that were unforeseen when the new or competing renewal application was awarded. Administrative supplements are added to existing grants without

What can Administrati ve Supplements be used for? 1. Reinstating: Grant funds that the scientific review group approved but were cut due to cap on renewal applications (first year only, approved in rare circumstances) 2. Scientific review group reductions of budget, time, or both 3. Using or preserving a unique research material or resource that may otherwise be lost 4. Addressing special time-critical cases, such as countering a major threat to public health

Eligibility for Administrative Supplements • Administrative supplements are available for almost all activity codes. • Administrative supplements are generally not available for individual fellowship applications. • The supplement can only be proposed during an active award and the period of award will not extend beyond the grant end date. • Supplements are institute-specific; you can only apply for a supplement if the agency that awarded the original grant participates in the funding opportunity announcement

Example: Administrativ e Supplement Eligibility • Dr. Jekyl would like to apply for an NIAID supplement to his NIDCD-funded R 01. He plans to apply for supplement opportunity PA-18 -935 in response to NOT-AI-20 -030. • NOT-AI-20 -030 states: Applications for Urgent Competitive Revisions will be routed directly to the NIH awarding component listed on the No. A of the most recent parent award. • NOT-AI-20 -030 specifically references NIAID and NIGMS, but the parent award is funded by NIDCD • Thus, Dr. Jekyl would not be able to apply for a supplement from NIAID. • He would be eligible for a supplement from NIDCD, if available.

How to Get Started Consult with the NIH grants management officer and program official assigned to your award before submitting a request for an administrative supplement. They can further advise you regarding institutespecific criteria for supplements. ØIf you are not sure who this is, look in your e. RA commons account for the assigned program staff contact for your existing

Do Your Homework Before Applying • Consult with the NIH grants management officer and program official assigned to your award before submitting a request for an administrative supplement. • Review the awarding institute and center's (IC) website to determine any IC-specific submission deadlines or eligibility criteria before submitting an administrative supplement request.

Can I submit my administrative supplement application directly to the NIH institute? NO. All supplement applications require institutional approval and must be routed to OSP in IRES

How do I obtain institutional approval to submit my proposal for an administrative supplement? Work with your department’s pre-award proposal manager to create the supplement proposal and route the proposal record to OSP

How to Prepare an Application for an Administrative Supplement There are several options for preparing administrative supplement applications: 1. Apply electronically through Grants. gov (which can be submitted by OSP in Yale’s IRES system) 2. Apply electronically through either the e. RA Commons site or ASSIST Please work with your preaward manager to choose the appropriate submission format

Identifying Administrative Supplement Funding Opportunities Identify an appropriate funding opportunity announcement (FOA) by searching the NIH Guide to Grants and Contracts. Using the advanced search feature, use the activity code field and select "Admin Supp". NIH offers: • Administrative supplement FOAs for specific programs (such as the Research Supplements to Promote Diversity) • A parent administrative supplement FOA for requests that do not fall under a specific program. • Notices of Special Interest that identify an administrative supplement FOA for application submission (remember to check the Related Notices section of the administrative supplement FOAs. ) Find the application package linked from the FOA.

How to Apply Electronically in the e. RA Commons: • Log into the e. RA Commons • Identify the parent award for which you are submitting a supplement • The system will pre-populate as much of the request as possible from information from the initial award. Applicants only need to provide information justifying the supplement. • Although Principal Investigators or delegates can initiate the request in the Commons, a Signing Official must submit.

How to Apply Electronically in Grants. gov • Applicants may use ASSIST, Workspace, or a System-tosystem Solution (IRES) • Applicants choosing this method will need to complete all required fields in the application package and provide additional information justifying the supplemental dollars as described in the FOA. • Cover letter attachments may not be included in applications for administrative supplements. • Attempting to include a cover letter will generate an error message and block your application from successful submission.

Example NIH Administrative Supplement Funding Opportunities • NIH PA-18 -591 Administrative Supplements to Existing NIH Grants and Cooperative Agreements (Parent Admin Supp Clinical Trial Optional) • NIH: NIH PA-18 -935 Urgent Competitive Revision to Existing NIH Grants and Cooperative Agreements (Urgent Supplement - Clinical Trial Optional)

Administrative Supplement Resources for Applicants • NIH - Administrative Supplements resource page • NIMH - Administrative Supplements to Research Grants and Cooperative Agreements resource page • NIAID - Get Acquainted With Administrative Supplements • NHLBI - Research Supplement Application Guidelines • NIDA - Administrative Supplements to Grants

Good luck with your application!