Deleting an Electronic Submission
Two is NOT Better Than One – Beware of Duplicate Electronic Applications!
The recent high volume of applications (March/April 2009) and unusually lengthy processing times have worried some applicants enough to decide to submit applications multiple times. In most cases, the eRA system is able to identify duplicates and prevent more than one submission for the same application from completing the submission process. In some cases, however, duplicate applications may exist—this is not allowed.
If you are a multiple-submitter, please make sure you have one and only one application available for NIH consideration.
Process: When an application passes through the first hurdle, at Grants.gov, where system errors are detected, it then enters eRA Commons. Upon receiving an application, eRA Commons’ system assembles an application image and makes it available in eRA Commons. Signing Officials (SOs), PD/PIs, and delegated Assistants (ASSTs) have the next two business days, during the “application viewing window,” to check it. Within the viewing window, a “Reject eApplication” action link is available to the SO to stop an application from moving forward (this link not available to the PD/PI). If no action is taken (e.g., subsequent submission overwrites the entry before the window elapses or the SO rejects the entry), the application moves forward to the Division of Receipt and Referral for retrieval by the agency and assignment to study section.
Finding a duplicate application: PD/PIs find applications that are still within the application viewing window (in “Pending Verification” status) under the “Recent/Pending eSubmissions” navigation bar of eRA Commons. SOs use the Recent/Pending eSubmission search to find the same applications.
PD/PIs find applications that have exceeded the application viewing timeframe (listed as “Submission Complete” status) in the “Listed Applications/Grants” section of eRA Commons Status. SOs use the General Search in Status to find the same applications.
You have a duplicate application if:
- You have multiple entries for the same application in “Pending Verification” status. To correct this, SO must use the “Reject eApplication” feature to stop all but one application from moving forward.
- You have multiple entries for the same application in “Submission Complete” status. To officially withdraw the duplicate, fax (don’t email) a letter to 301-480-1987 identifying the duplicate application by its accession number (e.g., AN:123456), PD/PI, and Application Title. The letter must be signed by an Authorized Organization Representative (AOR) or SO. Letters from the PD/PI will not be accepted unless that individual also serves as an AOR or SO for the organization.
- You have a submission in “Pending Verification” status and an entry for the same application in “Submission Complete” status. To correct this, SO can use the “Reject eApplication” feature to stop an application that is still within the viewing window. If such application is within the viewing window and was submitted on-time and you feel strongly that it should be used as the final version of your application, then the application located in “Submission Complete” status must be withdrawn to allow the other one to move forward.
