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Grants.gov Submission Procedures and Tips for Applicants

U.S. Department of Education
Tips for Applicants

 

To facilitate your use of Grants.gov, this document includes important submission procedures you need to be aware of to ensure your application is received in a timely manner and accepted by the Department of Education.

ATTENTION – Adobe Forms and PDF Files Required
Applications submitted to Grants.gov for the Department of Education will be posted using Adobe forms.  Therefore, applicants will need to download the latest version of Adobe reader (at least Adobe Reader 10.1.4).  Information on computer and operating system compatibility with Adobe and links to download the latest version is available on Grants.gov.  We strongly recommend that you review these details on www.Grants.gov before completing and submitting your application.  In addition, applicants should submit their application a day or two in advance of the closing date as detailed below.  Also, applicants are required to upload their attachments in .pdf format only.  (See details below under “Attaching Files – Additional Tips.”)  If you have any questions regarding this matter please email the Grants.gov Contact Center at support@grants.gov or call 1-800-518-4726.

  • REGISTER EARLY – Grants.gov registration involves many steps including registration on SAM (www.sam.gov) which may take approximately one week to complete, but could take upwards of several weeks  to complete, depending upon the completeness and accuracy of the data entered into the SAM database by an applicant.  You may begin working on your application while completing the registration process, but you cannot submit an application until all of the Registration steps are complete.  Please note that once your SAM registration is active, it will take 24-48 hours for the information to be available in Grants.gov, and before you can submit an application through Grants.gov.  For detailed information on the Registration Steps, please go to:  http://www.grants.gov/web/grants/register.html  [Note: Your organization will need to update its SAM registration annually (formerly Central Contractor Registry (CCR)*.]

    Primary information about SAM is available at www.sam.gov .  However, to further assist you with obtaining and registering your DUNS number and TIN in SAM or updating your existing SAM account, the Department of Education has prepared a SAM.gov Tip Sheet which you can find at: http://www2.ed.gov/fund/grant/apply/sam-faqs.html.

  • SUBMIT EARLY We strongly recommend that you do not wait until the last day to submit your application.  Grants.gov will put a date/time stamp on your application and then process it after it is fully uploaded.  The time it takes to upload an application will vary depending on a number of factors including the size of the application and the speed of your Internet connection, and the time it takes Grants.gov to process the application will vary as well.  If Grants.gov rejects your application (see step three below), you will need to resubmit successfully to Grants.gov before 4:30:00 p.m. Washington, DC time on the deadline date. 

Note:  To submit successfully, you must provide the DUNS number on your application that was used when you registered as an Authorized Organization Representative (AOR) on Grants.gov.  This DUNS number is typically the same number used when your organization registered with the SAM (formally CCR - Central Contractor Registry).  If you do not enter the same DUNS number on your application as the DUNS you registered with, Grants.gov will reject your application.

    • VERIFY SUBMISSION IS OK – You will want to verify that Grants.gov received your application submission on time and that it was validated successfully.  To see the date/time your application was received, login to Grants.gov and click on the Track My Application link.  For a successful submission, the date/time received should be earlier than 4:30:00 p.m. Washington, DC time, on the deadline date, AND the application status should be: Validated, Received by Agency, or Agency Tracking Number Assigned.  Once the Department of Education receives your application from Grants.gov, an Agency Tracking Number (PR/award number) will be assigned to your application and will be available for viewing on Grants.gov’s Track My Application link.

    If the date/time received is later than 4:30:00 p.m. Washington, D.C. time, on the deadline date, your application is late.  If your application has a status of “Received” it is still awaiting validation by Grants.gov.  Once validation is complete, the status will either change to “Validated” or “Rejected with Errors.”  If the status is “Rejected with Errors,” your application has not been received successfully.  Some of the reasons Grants.gov may reject an application can be found on the Grants.gov site:  http://www.grants.gov/web/grants/applicants/applicant-faqs/tracking-an-application.html.  For more detailed information on troubleshooting Adobe errors, you can review the Adobe Reader Error Messages document at http://www.grants.gov/web/grants/support/technical-support/troubleshooting/encountering-error-messages.html..  If you discover your application is late or has been rejected, please see the instructions below.  Note: You will receive a series of confirmations both online and via e-mail about the status of your application.  Please do not rely solely on e-mail to confirm whether your application has been received timely and validated successfully. 

    Submission Problems – What should you do?
    If you have problems submitting to Grants.gov before the closing date, please contact Grants.gov Customer Support at 1-800-518-4726 or http://www.grants.gov/web/grants/about/contact-us.html, or access the Grants.gov Self-Service web portal at:  https://grants-portal.psc.gov/Welcome.aspx?pt=Grants

    If electronic submission is optional and you have problems that you are unable to resolve before the deadline date and time for electronic applications, please follow the transmittal instructions for hard copy applications in the Federal Register notice and get a hard copy application postmarked by midnight on the deadline date.

    If electronic submission is required, you must submit an electronic application before 4:30:00 p.m., unless you follow the procedures in the Federal Register notice and qualify for one of the exceptions to the electronic submission requirement and submit, no later than two weeks before the application deadline date, a written statement to the Department that you qualify for one of these exceptions.  (See the Federal Register notice for detailed instructions.)

    Helpful Hints When Working with Grants.gov
    Please note, once you download an application from Grants.gov, you will be working offline and saving data on your computer.  Please be sure to note where you are saving the Grants.gov file on your computer.  You will need to logon to Grants.gov to upload and submit the application.  You must provide the DUNS number on your application that was used when you registered as an Authorized Organization Representative (AOR) on Grants.gov.

    Please go to http://www.grants.gov/web/grants/about/contact-us.html for help with Grants.gov.  For additional tips related to submitting grant applications, please refer to the Grants.gov Submit Application FAQs found on the Grants.gov http://www.grants.gov/web/grants/applicants/applicant-resources.html.

    Dial-Up Internet Connections
    When using a dial up connection to upload and submit your application, it can take significantly longer than when you are connected to the Internet with a high-speed connection, e.g. cable modem/DSL/T1.  While times will vary depending upon the size of your application, it can take a few minutes to a few hours to complete your grant submission using a dial up connection.  If you do not have access to a high-speed connection and electronic submission is required, you may want to consider following the instructions in the Federal Register notice to obtain an exception to the electronic submission requirement no later than two weeks before the application deadline date.  (See the Federal Register notice for detailed instructions.)

    MAC Users
    For MAC compatibility information, review the Operating System Platform Compatibility Table at the following Grants.gov link: http://www.grants.gov/web/grants/support/technical-support/recommended-software.htmlIf electronic submission is required and you are concerned about your ability to submit electronically as a non-windows user, please follow instructions in the Federal Register notice to obtain an exception to the electronic submission requirement no later than two weeks before the application deadline date.  (See the Federal Register notice for detailed instructions.)

    Attaching Files – Additional Tips

    Please note the following tips related to attaching files to your application, especially the requirement that applicants only include read-only, non-modifiable .PDF files in their application:

    1. Ensure that you attach .PDF files only for any attachments to your application, and they must be in a read-only, non-modifiable format.  PDF files are the only Education approved file type accepted as detailed in the Federal Register application notice.  Applicants must submit individual .PDF files only when attaching files to their application.  Specifically, the Department will not accept any attachments that contain files within a file, such as PDF Portfolio files, or an interactive or fillable .PDF file.  Any attachments uploaded that are not .PDF files or are password protected files will not be read.  If you need assistance converting your files to a .pdf format, please refer to the following Grants.gov webpage with links to conversion programs under the heading of additional resources:   http://www.grants.gov/web/grants/support/technical-support/software/pdf-conversion-software.html
    2. Grants.gov cannot process an application that includes two or more files that have the same name within a grant submission.  Therefore, each file uploaded to your application package should have a unique file name.
    3. When attaching files, applicants should follow the guidelines established by Grants.gov on the size and content of file names.  Uploaded files must be less than 50 characters, contain no spaces, no special characters (example: -, &, *, %, /, #, \) including periods (.), blank spaces and accent marks.  Applications submitted that do not comply with the Grants.gov guidelines will be rejected at Grants.gov and not forwarded to the Department. 
    4. Applicants should limit the size of their file attachments.  Documents submitted that contain graphics and/or scanned material often greatly increase the size of the file attachments and can result in difficulties opening the files.  For reference, the average discretionary grant application package totals 1 to 2 MB.  Therefore, you may want to check the total size of your package before submission.

    *Please note that the Central Contractor Registry (CCR) was replaced by the System for Award Management (SAM) effective July 30, 2012.  For more information on the migration of CCR data to SAM, grant applicants should read this information located on Grants.gov:  http://grants-gov.blogspot.com/2012/07/information-about-pending-migration.html#!/2012/07/information-about-pending-migration.html


 
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Last Modified: 02/21/2014