Process for Submitting Large Budget Cancer Epidemiology Grant Applications ( ≥ $500,000)
- Materials Required for ARAs
- Deadlines for Submitting ARAs
- Reminders for Competing Renewals (Type 2)
- FAQs about ARAs
- Relevant NIH Policies
Investigators planning to submit a grant application to the National Cancer Institute (NCI) in which the subtotal direct costs in any one year equal or exceed $500,000, must seek approval from NCI prior to submitting applications to NIH’s Center for Scientific Review (CSR).
Approval for applications assigned to NCI’s Division of Cancer Control and Population Sciences (DCCPS), of which the Epidemiology and Genomics Research Program (EGRP) is a part, must be sought in the form of an Awaiting Receipt of Application (ARA) at least eight weeks prior to submission to CSR or NCI in order to complete the necessary internal processing.
Why Do Investigators Need to Obtain Approval to Submit an Application with Large Budgets?
Unanticipated requests for unusually high amounts of direct costs are difficult for NIH Institutes and Centers to manage regardless of the merit of the grant application or the budget justification. ARAs help the NIH extramural Divisions, such as DCCPS consider research projects with large budgets as early as possible in the budget and program planning process.
When Does this Policy Apply?
This policy applies to:
- New (Type 1) applications,
- Competing renewal (formerly called “competing continuation” applications) (Type 2),
- Competing revision (formerly called a competing supplement) (Type 3), and
- Amended/resubmitted applications (A1).
The policy does not apply to applications submitted in response to Requests for Applications (RFAs) or other funding opportunities with specified budget limits.
Consequences Associated with Not Obtaining Approval
Failure to seek approval prior to submission will result in the application not being accepted for review, and a delay in consideration until the next application receipt date.
Materials Required for ARAs
To request approval for an ARA, submit the following materials to the EGRP Program Director at least 8 weeks prior to the anticipated receipt date.
|Required ARA Information||Details to Include in ARA Request||Links to Related NIH Policies and Other Notes|
|Letter requesting approval to submit a grant application to NIH’s Center for Scientific Review in which the subtotal direct costs equal or exceed $500,000 in any year.||
||To view the NIH policy on applications that include consortium and contractual facilities and administrative costs, see NOT-OD-05-004.|
|Draft budget pages with budget justification||
||It is not necessary to have institutional sign-off at this point.
For Competing Renewals (Type 2), NCI policy limits the increase in first-year direct costs that may be requested in any competing renewal R01, U01, or P01 application to 10% over the award amount in the last year of the prior project period (i.e., over the last non-competing continuation award).
For more details about allowable budget levels for NCI renewal and P01 applications, see NOT-CA-08-026.
|Research plan||Abstract and specific aims, and study timeline||Ideally, this information will be provided as a separate Microsoft Word document.|
|Data sharing plan||The Principal Investigator and institution are expected to:
The data sharing plan should include information addressing expectations of the all relevant resource sharing policies. At a minimum, it should include:
|Resource sharing plans may be further negotiated and considered as part of the funding decision.
All investigator-initiated applications with direct costs $500,000 or more in any single year will be expected to include a data sharing plan in their application to comply with the NIH 2003 Data Sharing Policy (NOT-OD-03-032).
View additional details
All NIH-funded research that generates large-scale human or non-human genomic data is also subject to the NIH Genomic Data Sharing (GDS) Policy (NOT-OD-14-124). Examples of projects that fall within the scope of the GDS Policy are available on the NCI Genomic Data Sharing webpage.
View additional details
To facilitate adherence to the data sharing policy for large budget grants, EGRP established a public access database, The Cancer Epidemiology Data Repository (CEDR); however, investigators are not required to share data through CEDR.
Deadlines for Submitting ARAs
The NIH Guide for Grants and Contracts’ Notices NOT-CA-02-029 and NOT-OD-02-004 state that approval must be sought six weeks prior to submitting such applications. However, as mentioned in the “Requirements” section above, approval for applications assigned to the Epidemiology and Genomics Research Program (EGRP) in NCI’s Division of Cancer Control and Population Sciences must be sought at least eight weeks prior to submission to CSR or NCI in order to complete the necessary internal processing.
Click on the signs below to learn more about EGRP’s grant application due dates by mechanism for cycles I, II, III for most applicants, the alternate submission schedule for members of chartered NIH Study Sections and selected other advisory groups, and notes for new investigators.Members of NIH Study Section, Boards, Councils
NIH has an alternate schedule for submission and review of large-budget R01, R21, and R34 (including AIDS-related) grant applications received from members of chartered NIH Study Sections and selected other advisory groups in recognition of their outstanding service to NIH.
Eligible investigators are appointed members of chartered standing NIH Study Sections, Boards of Scientific Counselors, Advisory Boards or Councils, the Peer Review Advisory Committee (PRAC), and peer reviewers who have served as regular or temporary members six times in 18 months.
The schedule, described below, permits periods of continuous submission so that applications may be submitted as soon as they are completed. Applications are reviewed no later than 120 days after receipt. To enable timely second-level review, the following National Cancer Advisory Board (NCAB) dates will apply. If time permits, applications may be moved to earlier NCAB dates following review.
Investigators who intend to submit a large RO1 application under the continuous submission policy will be required to submit their ARA eight weeks prior to the anticipated submission date.
|NCAB Round||Submission Period for Continuous Submission|
|May||August 17 – December 16|
|October||December 17 – April 16|
|January||April 17 – August 16|
See the NIH Guide Notice, NOT-OD-17-042.
All Other Applicants
The following table lists the grant application due dates for CSR by grant mechanism, followed by the dates by which EGRP must receive ARAs for that cycle. If the EGRP due date falls on a weekend or holiday, then the deadline is the next business day.
Be aware that approval given to submit a large-budget application is limited to the cycle (CSR receipt date) for which the proposal is being submitted.
|Grant Mechanism:||Cycle I||Cycle II||Cycle III|
|Research Grants - R01 AND U01 - new||5-Feb||5-Jun||5-Oct|
|ARA Deadline for EGRP||12-Dec||10-Apr||10-Aug|
|Research Grants - R01 AND U01 - renewal, resubmission, revision||5-Mar||5-Jul||5-Nov|
|ARA Deadline for EGRP||9-Jan||10-May||10-Sept|
|Program Project Grants and Center Grants - P Series new, renewal, resubmission, revision*||25-Jan||25-May||25-Sept|
|ARA Deadline for EGRP||30-Nov||30-Mar||31-July|
|New Investigator - R01 resubmissions (optional submission dates)||10-Apr||10-Aug||10-Dec|
|ARA Deadline for EGRP||13-Feb||15-Jun||15-Oct|
|All Mechanisms Cited Above (new, renewal, resubmission, revision) for AIDS and AIDS-Related Applications||7-May||7-Sept||7-Jan|
|ARA Deadline for EGRP||12-Mar||13-July||12-Nov|
Reminders for Competing Renewals (Type 2)
In 2008, NCI changed its funding policy for all competing renewal (Type 2) applications to cap first-year direct costs so that they generally do not exceed an increase of 10% over the direct costs awarded for the last year of the prior project period (i.e., the last Type 5 award). See the NIH Guide Notice, NOT-CA-08-026, and contact your Program Director for more information.
FAQs about ARAs
A1 Yes. You must always submit an ARA when your application’s subtotal direct costs equal or exceed $500,000 in any year.
A2 Approval of your ARA is required prior to submission. However, you should continue to prepare the application for submission during the ARA review process.
A3 The investigator is expected to comply with the budget that was approved in the ARA request. However, decreases in direct costs are permitted without further NCI approval. If an increase in direct costs is anticipated, the investigator’s Program Director should be contacted to determine whether further approval is required.
A4 For cancer-related grant applications in which the subtotal direct costs in any one year equal or exceed $500,000, investigators must seek approval from NCI prior to submitting applications to NIH's CSR. The NIH Guide for Grants and Contracts' Notices NOT-CA-02-029 and NOT-OD-02-004 state that approval must be sought six weeks prior to submitting such applications. However, approval for applications assigned to NCI's DCCPS, of which EGRP is a part, must be sought in the form of an ARA at least eight weeks prior to submission to CSR or NCI in order to complete the necessary internal processing.
Relevant NIH Policies
- NOT-CA-02-029, Clarification of the NCI Policy on Acceptance for Review of Unsolicited Applications that Request $500,000 or More Direct Costs Per Year (Release date: September 27, 2002)
- NOT-02-004, Revised Policy on the Acceptance for Review of Unsolicited Applications that Request $500,000 or More in Direct Costs (Release date: October 6, 2001)
- NOT-CA-08-026, Change in Allowable Budget Levels of Renewal (Type 2) R01, U01, and P01 Applications for the National Cancer Institute (Release date: August 15, 2008)
- NOT-OD-03-032, Final NIH Statement on Sharing Research Data (Release date: February 26, 2003)
- NOT-OD-14-124, NIH Genomic Data Sharing Policy (Release date: August 27, 2014)
- NOT-OD-17-142, Update and Clarification: NIH Continuous Submission Policy (Release date: March 2, 2017)
- NOT-OD-12-001, Update of NIH Late Application Policy to Reflect Change in Due Dates for New Investigator R01 Resubmission Applications (Release date: October 5, 2011)