NIH Commons eSNAP Preparation at Boston University

As of Aug. 1, 2010, NIH requires electronic submission of progress reports by means of the Streamlined Non-competing Award Process (eSNAP). The requirement applies to most NIH research grant mechanisms (NOT-OD-10-093). A PI’s Notice of Award from NIH indicates whether this requirement applies to his/her award. To prepare the report, consult the PHS 2590 instructions for detailed guidance.

(1) Login to Commons at http://commons.era.nih.gov/. Click on the “Personal Profile” tab to update your personal information, if necessary.

(2) Designate another registered Commons user (such as a Departmental Administrator) as a “PI Delegate,” if desired. The PI Delegate may prepare an eSNAP report on behalf of the PI but not submit it. To designate a PI Delegate, click the “Administration” tab, “Accounts” tab and finally, “Delegate PI” tab. From the box on the left, select the name of the person to whom PI authority will be delegated. Click the “Assign” button and then the “Save” button when the confirmation screen appears. A confirmation e-mail is sent to the selected PI Delegate.

(3) Click on the “eSNAP” tab to open the Manage eSNAP page. Click the hyperlink of the appropriate grant number. This opens the eSNAP Menu page.

(4) Click “Initiate” to begin the eSNAP.

(5) Open the “Edit Business” tab. Complete each of the applicable Business sections of the eSNAP: (a) Organizational Information, (b) Performance Sites, (c) Key Personnel, (d) Research Subjects, (e) SNAP Questions and Checklist, and (f) Inclusion Enrollment. Note that in answering eSNAP questions, the text entered in the designated text fields should be brief because the fields contain space for no more than 2000 characters including spaces (that’s less than 400 words). Be sure to click the “save” button at the bottom of each page.

Note: When completing the Organizational Information section of the report, PIs should select the OSP Proposal Development Assistant Director responsible for his or her school/department as the Administrative Official (AO) and Jennifer Marron as the Signing Official (SO). SOs are responsible for submitting the report to NIH.

(6) Click the “Designate As Complete” button if the section is complete. Clicking the “Designate As Complete” button does not prevent further work on the section. It serves only as a tool to help PIs track completed sections.

(7) Open the “Upload Science” tab. Using the “Import” button, upload your Progress Report file, Research Accomplishments file, and, if necessary, additional file(s). Files can be uploaded as Microsoft Word (*.doc), text (*.txt), or Adobe PDF (*.pdf). The Commons system automatically converts Microsoft Word and text files to PDF.

(8) Associate with the eSNAP report any peer-reviewed publications directly related to the project. Use NIH’s “My NCBI” system to do this. Visit http://era.nih.gov/ncbi/how-to_steps.cfm for information about creating an NCBI account, linking that account to your eRA Commons account, and uploading publications. Note: You must comply with NIH’s Public Access Policy (http://publicaccess.nih.gov/). 

(9) Use the “Manage eSNAP” tab to return to the Manage eSNAP page.

(10) Click the “Validate” button to confirm that all required fields have been filled out.

(11) Click the “Route” button to forward the eSNAP report to OSP. Reminder: the OSP representative responsible for your school or department, to whom you send the report, must be listed as AO in the Organizational Information section of the eSNAP Business items. Once OSP and the PI agree that the report is ready to be submitted to NIH, the OSP representative assigned to your school or department will route the eSNAP report to the SO and coordinate its submission. Click submit to route the report. At the same time, submit your OSP-MED internal documents (as described on the OSP-MED transmittal instructions and form) to your research administrator for review and approval.

(12) Once the “Route” button is clicked, PIs will no longer be able to edit the eSNAP report. PIs may edit the report by using the “Recall” button on the Manage eSNAP page. This pulls the eSNAP report out of the routing sequence. After making the desired changes, you must click the “Route” button again to re-route the report.