Modified Competing and Noncompeting Application Instructions
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Modified Competing and Noncompeting Application Instructions

National Institutes of Health

As part of the design and implementation of Electronic Research Administration, the National Institutes of Health (NIH) is assessing measures for protecting private information, including the Social Security Number (SSN), currently collected about personnel identified in research grant and cooperative agreement applications. Although the provision of the SSN is voluntary, it is critically important to NIH for the accurate identification, referral, and review of applications and for management of NIH grant programs. NIH is pursuing long-term strategies in this area. Interim measures are being implemented immediately, however, to further enhance the protection of this private information. Thus, effective with the October 1, 1996, submission date, instructions for submitting competing applications to the NIH are modified as follows:

  1. The Social Security Number (SSN) of the Principal Investigator, Program Director, or Fellowship applicant should be provided along with the applicant's name at the top of the Personal Data form page only (PHS Form 398, page KK, and PHS Form 416-1, page GG). The SSN should not be listed on the face page of the application, nor provided elsewhere in the application, e.g., top of each application page.
  2. In accordance with the instructions for completing the Personal Data form page, do not attach copies of that form to the duplicated copies of the application. Upon receipt of the application by NIH, this form is separated from the application and the data, including the SSN, are encrypted in the NIH database. A partially completed Personal Data form page is acceptable to NIH, i.e., applicants may elect to provide some items but not all.
  3. When submitting competing renewal applications using the PHS 398 grant application kit, do not complete or submit the Personnel Report form page (JJ). This form page will be requested, if necessary, at time of award.

Effective immediately, instructions for submitting non-competing applications have also changed as follows:

  1. The Social Security Number of the Principal Investigator, Program Director, or Fellow should not be provided on the face page of the application.
  2. When using the PHS 2590 kit, the Personnel Report form page (G) should be completed and submitted only with the original application. Do not attach copies of that form to the duplicated copies of the application.

Similar changes affecting Small Business Innovation Research Grant and Small Business Technology Transfer Grant application forms will be implemented for the Fiscal Year 1997 solicitations.

Applicants are strongly encouraged, to the extent possible, to follow the new procedures for the October 1 submission date. Applications not following the new procedures will be accepted for the October 1, 1996, submission. The Referral Office, Division of Research Grants, will take the necessary steps to remove the SSN from the application face page. However, applicants must follow the new procedures for receipt dates beyond October 1.

INQUIRIES

Questions regarding these procedures may be directed to the Referral Office, Division of Research Grants at 301/435-0715 for issues relating to receipt of competing applications, or to Institute or Center grants management offices for issues relating to noncompeting applications.

This page last updated on September 27, 1996
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