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Application Preparation

The HS SPPO Office has created guides and tools to assist departments in preparing internal documents, application packages, and proposal routing. Please be sure to view the Submission Timelines, Minimum Requirements, and Review Priorities to ensure you prepare a complete application and submit it to HS SPPO in a timely manner.

Effective July 1, 2018, HS SPPO will be requesting a placeholder for NIH applications in ePD (under the Upload Attachments Tab). This is so your HS SPPO Analyst can upload the final, signed proposals submitted electronically in eRA Commons or ASSIST.   (The application package for Subawards serves as the placeholder). 

The ePD Record is the official institutional record. HS SPPO does not have full edit rights to ePD. Besides approving, HS SPPO only has the right to replace attachments (not add) in the Uploaded Attachments Tab section. This is why HS SPPO requests a placeholder to be added to the ePD Record for NIH proposals.

A notice regarding this change was sent via the HS Contacts mailing list on June 8, 2018. Thank you, and we appreciate your cooperation.

OnBase: HS SPPO utilizes OnBase to review proposals for possible suggested corrections and/or questions for the department. When the email is sent to the department, with a link to said suggested corrections and/or questions, the department will be able to see HS SPPO's review as well as have the option to add comments.  For more information or assistance, please see the HS SPPO Form User Guide - Fund Manager or contact Alan Perez, with the RSC Projects Group. 

Agency Sponsor Code:  Do not use 5013. If the Agency Sponsor Code is unknown, use 3401.

For additional guidance not available on our website, please contact your assigned HS SPPO Analyst.

HS SPPO requires the following for a proposal to be considered ready for review as well as to be submitted to the Sponsoring Agency.

​NIH or AHRQ
(UC San Diego is the lead)
​New, Renewal, Resubmission, Supplement
​RPPR (Progress Report), Supplement
​​ePD Record
*​Include the FOA # on the General Proposal Information page*
  • ​Abstract Tab: Internal Comments
​Indicate the ASSIST number
​Indicate the RPPR or application is in eRA Commons
  • Uploaded Attachments Tab
- ​Internal Budget
- Placeholder for Final Proposal
- If applicable:
  • UC/VA Salary Worksheet
  • Salary Waiver
  • PI Exception
  • Subaward Packet(s)
  • Cost Share Documentation
- Internal Budget
- Placeholder for Final Proposal
- If applicable:
  • UC/VA Salary Worksheet
  • Salary Waiver
  • PI Exception
  • Subaward Packet(s)
  • Cost Share Documentation
Proposal Package
When the application is ready to submit, change the status in ASSIST to "Ready for Submission" and notify your HS SPPO Analyst
​Route your RPPR or application in eRA Commons to your HS SPPO Analyst

UC San Diego is the Sub on Subaward or Internal ProposalsNew, Renewal, Resubmission, SupplementRPPR (Progress Report), Supplement
​​​ePD Record
​*​Include the FOA # on the General Proposal Information page*
  • Abstract Tab: Internal Comments
​Indicate special instructions or requests by Sponsor
​Indicate special instructions or requests by Sponsor
  • ​Administrative Tab
​Indicate sponsor contact and contact information
​Indicate sponsor contact and contact information
  • Uploaded Attachments Tab
​- ​Internal Budget
- If applicable:
  • UC/VA Salary Worksheet
  • Salary Waiver
  • PI Exception
  • Subaward Packet(s)
  • Cost Share Documentation
​- ​Internal Budget
- Placeholder for Final Proposal
- If applicable:
  • UC/VA Salary Worksheet
  • Salary Waiver
  • PI Exception
  • Subaward Packet(s)
  • Cost Share Documentation
Proposal Package
(Serves as placeholder) 
Option 1:
  • PHS 398 Face Page 
  • Statement of Work
  • PHS 398 Budget Form Pages
  • Budget Justification
  • PHS 398 Checklist
Option 2:
  • PHS 398  Face Page
  • Statement of Work
  • R&R Budget Form Pages
Option 1:
  • PHS 2590 Face Page 
  • Statement of Work
  • PHS 2590 Budget Form Pages
  • Budget Justification
  • PHS 2590 Checklist
  • PHS 2590 All Personnel Report
Option 2
  • PHS Face Page
  • Statement of Work
  • R&R Budget Form Pages

NIH NRSA Fellowships
​New or Resubmission
​RPPR (Progress Report)
​​​​ePD Record*
​*​Include the FOA # on the General Proposal Information page*

  • Abstract Tab: Internal Comments
​​Indicate the ASSIST number
N/A
  • Uploaded Attachments Tab
​​- NIH NRSA Budget Workbook
- NIH Fellowship Assurance Form 
- Placeholder for Final Proposal
​​N/A
Proposal Package
​Change the status in ASSIST to "Ready for Submission" and notify your HS SPPO Analyst
​​Route your RPPR in eRA Commons to your HS SPPO Analyst
​Email
​N/A
​​​Internal Budget and/or Updated NIH NRSA Budget Workbook
*Fellowship NIH NRSA RPPRs are not entered into ePD.