FAQ Pages - Managing Your Grant
- Can I extend the period of my grant?
- What kinds of changes require pre-approval by NLM staff?
- What documentation is needed to make changes to my grant?
- If I change institutions during the grant, can I take the grant funding with me
- My Notice of Award (NoA) says the grant is subject to Streamlined Noncompeting Award Procedures (SNAP) - what does that mean?
- If I invent something during my grant, who owns the invention?
- What kinds of reports are required during the grant period?
- What kinds of final reports are required after the grant ends?
- When I am finished with my project, what is the process for closing out the grant?
A: The grant's project period can be extended for a period of up to 12-months beyond the original expiration date as referenced in the Notice of Award as long as:
- No term of the award specifically prohibits the extension,
- No additional funds are requested, and
- The project’s originally approved scope will not change.
Effective October 1, 2011, grantees must use the No-Cost Extension feature in the eRA Commons to notify NLM when they exercise their one-time authority to extend the final budget period of their grant. NLM will no longer accept these notifications via other means. See //grants.nih.gov/grants/guide/notice-files/NOT-OD-11-098.html. In extending the final budget period through this process, the grantee agrees to update all required certifications and assurances, including those pertaining to human subjects and animal welfare, in accordance with applicable regulations and policies. All terms and conditions of the original award continue during the extension period.
Q: What kinds of changes require pre-approval by NLM staff?
A: Changes such as change in work scope, change in key personnel, change of grantee organization, etc. always require prior approval by NLM Grants Management and Program Staff. Prior approval is required to rebudget funds awarded for trainee stipends as well as tuition and fees on NLM training grants or from patient care costs on traditional research grants. In most cases you may rebudget funds from one category to another without prior NLM Staff approval. However, there are some budget categories that do require prior approval to changes. For a complete list and explanation of actions that require NLM Grants Management and Program Staff prior approval, refer to Prior Approval Requirements, Section 8.1.3 for specific information.
Q: What documentation is needed to make changes to my grant?
A: A request for a change of principal investigator is made via a countersigned letter (signed by the principal investigator and the administrative official listed on the face page of the grant application). Most other changes can be negotiated through electronic communication with NLM staff assigned to your grant. If using e-mail, follow the guidelines described at //grants.nih.gov/grants/policy/nihgps_2010/nihgps_ch8.htm for requesting changes that need prior approval.
Q: If I change institutions during the grant, can I take the grant funding with me?
A: You can change institutions in most instances. A request for a change of institutions must be submitted to the designated Grants Management Staff and must be accompanied by a Relinquishing Statement (PHS 3734) and a Final Invention Statement (HHS 568) as well as an application from the proposed grantee. It is strongly recommended that you consult with your Program Officer if you are considering a change of institutions. For additional information, see //grants.nih.gov/grants/policy/nihgps_2011/nihgps_ch8.htm#_Toc271264936
Q: My Notice of Award (NoA) says the grant is subject to Streamlined Noncompeting Award Procedures (SNAP) - what does that mean?
A: If your grant is subject to SNAP, there are a number of provisions that modify annual progress reports, NoAs, and financial reports. See //grants.nih.gov/grants/policy/nihgps_2011/nihgps_ch8.htm#_Streamlined_Non-Competing_Award for details.
Q: If I invent something during my grant, who owns the invention?
A: If research findings result in inventions, grantees have the right to retain title to these inventions, as long as they abide by the provisions of the Bayh-Dole Act of 1980, as implemented in 37 CFR 401, for their utilization, commercialization, and public availability. NIH requires that some form of public access be provided the results and accomplishments of activities that it funds. See //grants.nih.gov/grants/policy/nihgps_2011/nihgps_ch8.htm#_Toc271264974 for more specific details.
Q: What kinds of reports are required during the grant period?
A: A progress report issued under the SNAP provision is due the 15th of the month preceding the month in which the budget period ends. If an award is not issued under SNAP provisions, the progress report is due the first of the month preceding the month in which the budget period ends. For fellowships, the progress report is due two months before the beginning date of the next budget period. Progress Reports for Multi-Year Funded (MYF) awards are due annually on or before the anniversary of the budget/project period start date of the award (see //grants.nih.gov/grants/rppr/rppr_instruction_guide.pdf for more details). Progress reports for non-competing grant periods should be submitted via NIH eRA Commons using the RPPR form.
Grantees may access a list of progress reports that are due using the Status page in eRA Commons, and selecting the Tab "List of Applications/Grants”. The far right column on the resulting table entitled Action will include an RPPR link if a progress report is due for a SNAP or Fellowship award. Select the RPPR link.
Q: What kinds of final reports are required after the grant ends?
A: Three reports are due when grant funding ends: a Federal Financial Report (SF 425), a Final Project Progress Report, and a Final Invention Statement and Certification. The forms for these reports are available online. See the listing of reports and forms at //www.nlm.nih.gov/ep/reports-table.html.
Q: When I am finished with my project, what is the process for closing out the grant?
A: See the NIH Office of Extramural Programs guidance on closeout procedures at //grants.nih.gov/grants/closeout/faq_grants_closeout.htm.