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Grants.Gov

GRANTOR FAQS


General

How can I extend the close date of an application?

What does the grace period field refer to?

What is the difference between the close date and the grace period?

Posting Grant Opportunities

What do you do if you don’t have a CFDA Number for your program? 

Can I post earmarked or mandatory grant application packages on Grants.gov?

Managing Package Templates

How do I create an application package template?

How do I modify an application package template?

How do I delete an application package template?

How do I post my application package requirements to Grants.gov?

What information will I need to publish an application package?

How will applicants find my agency's application packages?

What if I need to modify a published application?

What is an Agency Enrollment Code, and who needs one?


Retrieving Submitted Applications

How can I retrieve submitted applications?

I downloaded my application already, why won’t it disappear from the Retrieve Submitted Applications list?

As a Grantor, Principal Investigator, Business Manager, or Research Office Staff, do I need any additional Adobe software (other than the Adobe Reader) in order to generate or process a Grant Application Package?

Assigning Tracking Numbers

How do I assign tracking numbers to submitted applications?

I just assigned an agency tracking number to an application. When I clicked on the Continue button, the application was no longer on the screen. What happened to it?

What happens after my agency assigns a tracking number to a grant application?

How does my applicant know a tracking number has been assigned to his/her application?

What if my agency does not assign tracking numbers?

Managing Agency Users

What information will I need to establish a new account?

How do I register for a new account?

How do I modify an agency user?

How do I reassign user roles?

How do I delete users?

I am an administrator, why can't I create a new user?

How many users can I have registered with an agency?

What roles are available for my agency to assign to users?

Where can I find my agency enrollment code?

Where/how do I obtain my agency enrollment code?

How do I change my password?

How is a Role Manager created?

I am the agency admin, why can’t I see the applications published by and submitted to my sub-agencies?

What can I change on my Grantor profile?

How do I log in if I’ve forgotten my password?

 

Managing Agencies

How do I create new agencies?

How do I modify existing agencies?

 

Viewing Applications

How do I view all the submitted applications for my agency?

I have already downloaded all of my application packages, when will these old applications be removed?

When will applications be removed from the View All Submitted Applications screen?

 

Login and Passwords

What is the Security Build?

When will the Security Build take effect?

What are the new password requirements?

How long are new passwords valid?

How do I log in after my password expires?

Why am I being locked out from logging in?

How do I log in after being locked out?

I have a Grantor account but have not logged in for a while. Why can’t I log in?


General

How can I extend the close date of an application?

When publishing a grant application package, you can set the grace period field based on the time frame that you will be accepting grant application package revisions rather than the closing date. For example, if an opportunity is open for submission for 30 days and has a grace period for 90 days, then applicants can submit revised grant applications 90 days after the closing date. Grants.gov does not place a system limitation on the grace period of an application so you can set this field based on your particular requirements.

What does the grace period field refer to?

A grace period is the time frame, or amount of days, after the closing date in which your agency can still accept applications. The grace period field is the location where your agency can enter the number of days preferred for the grace period.

What is the difference between the close date and the grace period?

The close date is the grantor agency designated deadline for submission of a particular grant application. A grace period may be created at the grantor agency's discretion to extend the period in which an applicant may submit an application after a close date. For example, the grace period may be extended so that your agency can accept revised applications.



Posting Grant Opportunities

What do you do if you don’t have a CFDA Number for your program?

You can override the system by entering the following: 00.000. This will allow you to post the opportunity without a CFDA Number.

Can I post earmarked or mandatory grant application packages on Grants.gov?

Yes. You can post any type of application package on Grants.gov. In the case of those packages that have a limited applicant pool or are part of a block or mandatory grant program, you can just post the package on Grants.gov APPLY and not post it on Grants.gov FIND.


Managing Package Templates

Howdo I create an application package template?

1. Click the Manage Application Package Templates link.
2. Click the Create Template button.
3. Select a form family and click Continue.
4. Complete the New Application Package Template screen.
5. Click the Save button.

How do I modify an application package template?

1. Click the Manage Application Package Templates link.
2. Select the search criteria then click Search.
3. Select the template to modify.
4. Click the Modify Template button. Make the revisions.
5. Click the Save button.

How do I delete an application package template?

1. Click the Manage Application Package Templates link.
2. Select the search criteria then click Search.
3. Select the template to delete.
4. Click the Delete Template button.
5. Click the Delete button.

How do I post my application package requirements to Grants.gov?

Go to the Manage Opportunities link in the For Grantors section here you can create, modify and delete application packages, see the Grantor User Guide for more details.

What information will I need to publish an application package?

To publish an application package, you will need the information listed below. For more details see the Grantor User Guide.

Information Needed:
· Opportunity Number*
· Agency CFDA Number
· Opportunity Title*
· Competition ID
· Open Date
· Close Date*
· Grace Period
· Agency Contact Information
· Form Package*
· Application Instructions*
· Applicant Type*

Required information indicated by (*)

How will applicants find my agency's application packages?

Applicants can find you agency’s application package by using the Find Grant Opportunities.

What if I need to modify a published application?

  • Go to Manage Opportunities
  • Select the Opportunities you want to modify
  • Click Modify Opportunity
  • Select the Application under Application Packages Section
  • Click the Modify button
  • Go to Change Form Package Section
  • Click on the down arrow and select the new package
  • Click on Publish

What is an Agency Enrollment Code, and who needs one?

Grants.gov has assigned an agency enrollment code to each of the federal grantor agencies as an identifier within the Grants.gov system. This enrollment code links grantor users to their particular grantor agency and enables the grantor agency "Super User" to assign rights and responsibilities to members of their agency. The agency enrollment code is required for grantor registration and is only given to members of a grantor agency responsible for managing opportunities, application review, generating reports and other grantor functions at Grants.gov. This is NOT required for applicants applying for grants.

 

Retrieving Submitted Applications


How can I retrieve submitted applications?

1. Click the Retrieve Submitted Applications link.
2. Select the applications to retrieve.
3. Click the Continue Download button.
4. Click the Download Applications button.
5. Save the application to your computer.
6. Click the Acknowledge Completion of Download button.

I
downloaded my application already, why won’t it disappear from the Retrieve Submitted Applications list?

If you have downloaded your application and it is still visible in the list, you may have forgotten to click the Acknowledge Download button. Once the download is complete, clicking on the Acknowledge Download button will change the status of applications. The status is viewable to both the Grantor and Grant communities.

As a Grantor, Principal Investigator, Business Manager, or Research Office Staff, do I need any additional Adobe software (other than the Adobe Reader) in order to generate or process a Grant Application Package?

You may need additional software programs (e.g. Wordperfect, Microsoft Word, etc.) to open, view and/or print attachments submitted by the applicants along with their applications.

 

Assign Tracking Numbers

How do I assign tracking numbers to submitted applications? 

To assign a tracking number to a submitted application:

1. Click on the Assign Agency Tracking Numbers link
2. Enter the tracking number in the application’s row
3. Click the Continue button

I
just assigned an agency tracking number to an application. When I clicked on the Continue button, the application was no longer on the screen. What happened to it?

The Assign Tracking Numbers screen only displays applications submitted to your agency that have not yet been assigned a tracking number. You may see a full list of applications submitted to your agency by clicking the View All Applications link.

What happens after my agency assigns a tracking number to a grant application?

The grant applicant will receive email notification stating that a tracking number has been assigned to their grant application.

How does my applicant know a tracking number has been assigned to his/her application?

The applicant will receive email notification that a tracking number has been assigned. An applicant may also obtain the tracking number for their grant application by logging in to the "For Applicants" link and checking the status of their grant application.

Whatif my agency does not assign tracking numbers?

Assigning tracking numbers is not mandatory and is the choice of the individual agency. If your agency does not assign tracking numbers the application process will not be affected.

 


Managing Agency Users

What information will I need to establish a new account?

To create a new Grants.gov account you are required to provide the following information:

  • First Name
  • Last Name
  • Job Title
  • Telephone Number
  • Email Address
  • Secret Question
  • Secret Answer
  • Username
  • Password


How do I register for a new account?

  1. Click on the New Agency Users link under Quick Links on the right hand side of the Grants.gov Home Page
  2. Follow the directions under To Become a Grantor Agency User
  3. Click the Get Registered button
  4. Upon completion your Agency Super User will receive an email stating you have registered. (Only the Agency Super User may assign you a role to use different levels of functionality in the grantor system)

For more information and step-by-step instructions to register, view the Grantor Registration User Guide.


How do I modify an agency user?

1. Click on the Manage Agency Users link
2. Select the user to modify
3. Click on the Modify User button
4. Make the revisions
5. Click the Submit button


How do I reassign user roles?

  1. Click on the Manage Agency Users link
  2. Select the user to modify
  3. Click on the Reassign Roles button
  4. Make the role revisions
  5. Check the box indicating: “I have verified the identity of this user and their authority to be assigned the above roles. I understand that users assigned the Agency Grant Retriever and View Applications roles will have the ability to access proprietary information in grant applications, and that users assigned the Manage Agencies role will have the ability to assign roles to other users on my behalf. I will periodically review the list of users in my agency and revoke these roles when they are no longer needed. “
  6. Click the Continue button


How do I delete users?

1. Click on the Manage Agency Users link
2. Select the user to delete
3. Click on the Delete User button
4. On the Delete User Confirmation screen, click on the Delete button again.


I am an administrator, why can't I create a new user?

To create a new user you must be assigned the role of Manage Agencies.


How many users can I have registered with an agency?

You may register an unlimited number of users with a specific agency.


What roles are available for my agency to assign to users?

When a user is signed up for Grants.gov, they have to ability to log in, but they cannot do anything in the system until you give them a role. The following roles can be assigned to agency users:

  • Manage Packages role allows a user to add, modify and delete an application package(s)
  • Agency Tracking Number Assigner role allows a user to assign tracking numbers to submitted applications.
  • Agency Template Creator role allows a user to manage application package templates.
  • Manage Agencies role allows a user to manage agencies.
  • View Applications role allows a user to view the applications submitted to your agency.
  • Agency Report Viewer role allows a user to view a report or the registration status for an applicant or organization
  • Manage Synopses role allows a user to add, modify and delete synopses
  • Agency Grant Retriever role allows a user to retrieve applications that were submitted to your agency.


Where can I find my agency enrollment code?

You can find your agency enrollment code in your agency profile. To access your agency profile, start at the Manage Agencies screen. Click the Modify My Agency button above the listed agencies. This will take you to the Agency Profile screen for the agency with which you are registered. You can also find your Agency Enrollment Code, by contacting the Agency POC or emailing support@grants.gov.


Where/how do I obtain my agency enrollment code?

If you are already a registered user and have managed agencies as a role, you can find your agency enrollment code in your agency profile. If both those conditions are not met, then the only way to obtain your agency enrollment code is to request it from your Agency Point of Contact (APOC).


How do I change my password?

On the login page within the grantor center, you will have the option to “Change My Password.” You will be required to enter your current password before it can be changed.


How is a Role Manager created?

Assign the role of "Manage Agencies" to create a Role Manager by completing the following steps:
 
1. Click on the Manage Agency Users link
2. Select the user to modify
3. Click on the Reassign Roles button
4. Select Manage Agencies


I am the agency admin, why can’t I see the applications published by and submitted to my sub-agencies?

To perform any functions other than managing sub-agency agency users, you will need to create a log-in specifically for that sub-agency.

If you use the Manage Agencies role then you could “Set Agency Level” to the sub-agency. The Manage Agencies role does not have to have a separate login for the sub-agency. This is the only way you can manage the sub-agency users without having a login.

What can I change on my Grantor profile?

If you are a grantor with a “manage agencies” role, you have read-only access to other grantors in your agency and sub agencies. You cannot change their profile information.

If you are a grantor viewing your profile, Username and Agency Enrollment Code are non-editable, but you may edit the following fields:

  • First Name
  • MI
  • Last Name
  • Job Title
  • Telephone
  • Email
  • Secret Question
  • Secret Answer.


How do I log in if I’ve forgotten my password?

On the newly titled “I Forgot My Password/Unlock My Account” page you now have two options. You can either answer your secret question or if you’ve forgotten the answer to your secret question, you can request a system-generated password, which will be sent to the email address in your profile.



Managing Agencies

How do I create new agencies?

To create a new agency:

  • Click on Agency Login on Grants.gov’s homepage
  • Click on the Create Agency link on the left menu
  • Complete the Agency Profile screen
  • Click the Submit button

For more details see the Grantor Guide.


How do I modify existing agencies?

To modify an agency:

To modify your agency profile , click the Modify Agency link on the left of your screen.

This will take you to the Modify Agency screen. This will take you to the Agency Profile screen for the agency with which you are registered. Make any necessary revisions.

If you do not want to save the changes you made to your agency profile , click the Cancel button at the bottom of the screen.

OR

If you want to save the changes you made to your agency profile , click the Submit button at the bottom of the screen to save the changes.


Viewing Applications

How do I view all the submitted applications for my agency?

Go to www.grants.gov and click on Agency login on the right side of the page in the blue menu. Login and then once you are on the For Grantors page click on View all Submitted Applications link on the left menu on the page.


I have already downloaded all of my application packages, when will these old applications be removed?

Applications will be removed from the View All Submitted Applications screen 180 days after agencies have downloaded and confirmed successful receipt of the submissions. To clarify, 180 days after an Agency has properly downloaded application submissions and confirmed successful download, the Grants.gov system will delete them and they will no longer be available via the View All Submitted Applications screen.

While the application will no longer be available after 180 days, we will retain a basic submission summary (FON, CFDA, etc.). Submissions received less than 180 days earlier will not be affected.

Note: Grants.gov is not a system of record for grant applications, so this is a required process.

When will applications be removed from the View All Submitted Applications screen?

Applications will be removed from the View All Submitted Applications screen 180 days after agencies have downloaded and confirmed successful receipt of the submissions.

 


Login and Passwords


What is the Security Build?

The Security Build is a password and security system update to comply with the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53A, regarding recommended Security Controls for Federal Information Systems.


When will the Security Build take effect?

The Security Build will occur on October 11, 2010.


What are the new password requirements?

New passwords created by Grantors:

  • Cannot be the same as the previous three (3) passwords
  • Must contain at least eight (8) characters
  • Must contain at least one (1) number
  • Must contain at least one (1) uppercase letter
  • Must contain one (1) lower case letter.


How long are new passwords valid?

Passwords are valid for 90 days and will not be valid on the 91st day onward.


How do I log in after my password expires?

You can change your password by using the "Change My Password" link on the login page. Once your password is successfully changed, you can log in.


Why am I being locked out from logging in?

After three (3) consecutive failed attempts at login or submission over a period of five (5) minutes, accounts are locked for 15 minutes.


How do I log in after being locked out?

If you have a username and password, wait 15 minutes before taking any action on the login page. After 15 minutes, your correct username and password will allow you to log in.

If you do not want to wait 15 minutes to unlock your account, you can either click “I Forgot My Password/Unlock My Account” or request a system-generated password.


I have a Grantor account but have not logged in for a while. Why can’t I log in?

Accounts that have not been logged into for one (1) calendar year will be deactivated. Once the account is inactive, the current role for AORs will be removed and the user will not be able to access the system (roles are not assigned to E-Biz POC or individual applicant users). To reactivate an account, the user must change the password and the E-Biz POC must re-assign roles for the user requesting reactivation.


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