Source: eRA Commons website (as of 11/9/22)

1. I. General Questions
   1. What is eRA Commons?
   2. Do I have to have my browser configured a certain way to use eRA Commons?
   3. I seem to be experiencing a problem with the browser when using an eRA module.
   4. Where do I go to find old grant information?
   5. What do the various status notes for applications and awards mean when looking at the Status screen? For example, statuses such as Council deferred or Pending Council Review.
   6. When submitting PDFs to eRA Commons, particularly for RPPRs and Just-in-Time, I am getting an error telling me to ensure all files are flattened PDFs. What does flattening a PDF mean and how do you do it?
   
   II. eRA Commons Registration
   1. Do I need an eRA Commons account?
   2. How do I register my organization/institution with eRA Commons?
   3. How does a Principal Investigator (PI) get registered in eRA Commons?
   4. If I am an individual Research Fellow, how do I register in the eRA Commons?
   5. How long does the registration process take?
   6. What is an IPF number?
   7. How do I find my organization's UEI number?
   8. If I do not have a UEI number, how do I obtain one?
   
   III. Accounts Log In and Password
   1. How do I select a username for eRA Commons?
   2. If I have forgotten my password, or have been locked out due to failed log-in attempts, what should I do?
   3. How do I change my password?
   4. I have switched institutions. Do I need a new Commons account?
   5. Where will Notice of Award (NoA) notices be sent?
   6. I am the Signing Official for my institution. Will I receive all the NIH eRA Commons e-mail messages?
   7. If I do not see the module I need on the eRA Commons selection bar, what should I do?
   8. I am a Signing Official for my organization but I am not listed within the Institution Profile?
   9. How do I locate my grant if it does not appear in the Grants List within eRA Commons?
   10. May I be affiliated with more than one institution in eRA Commons?
   11. If I am a PI affiliated with more than one institution, is there a way I can toggle between institutions once I am logged in to eRA Commons?
   12. I am affiliated with a new institution, but the old institution is still being displayed in eRA Commons when I log in. How do I change the institution displayed?
   13. How do I find who my signing officials are at my institution?
   14. My name has changed since I got an eRA Commons username. How do I change my user name in the system?
   
   IV. Roles in eRA Commons
   1. What roles are considered scientific accounts in eRA Commons?
   2. What roles are considered administrative accounts in eRA Commons?
   3. What is the Signing Official (SO) Role?
   4. What is a Principal Investigator (PI) Role?
   5. What is an Account Administrator (AA) Role? Does a Signing Official (SO) need to assign an AA?
   6. What are the other roles available in eRA Commons?
   7. How do I add a role to an individual registered in Commons?
   
   V. Creating Accounts; Delegating and Revoking Authority; Affiliating
   1. I am the signing official for my institution. Can I assign administrative authority to another administrative account?
   2. How does a Signing Official create a new account for someone else in his/her organization?
   3. How do I revoke submit progress report authority that was delegated to a non-SO account?
   4. How does a PI delegate Progress Report authority to another user?
   5. How do I revoke Progress Report authority from another PI?
   6. How does an SO affiliate a PI to a new organization?
   7. How does an SO unaffiliate a PI?
   8. How do I manage a Commons account, if I have the appropriate role?
   9. How do I search for an eRA Commons User ID?
   10. Are senior/key personnel on a grant application required to obtain a Commons username?
   11. What are the options for providing an eRA Commons username that meet the new requirement of senior/key personnel needing a eRA Commons Username (user ID) effective for all submission for due dates on or after January 25, 2022?
   12. What are the options for obtaining an eRA Commons username (Commons ID) for a senior/key person who isn't affiliated with a registered organization?
   
   VI. Personal Profile
   1. How do I update my email address?
   2. How does the PI delegate Personal Profile (PPF) update authority?
   3. How do I revoke Personal Profile (PPF) update authority?
   4. What demographic data does NIH collect on Researchers via their eRA personal profile?
   5. Why does NIH collect demographic data on researchers?
   6. Does NIH publicly report the demographic data of supported principal investigators?
   
   VII. Research Performance Progress Report (RPPR)
   1. Research Performance Progress Report (RPPR)
   
   VIII. Federal Financial Report
   1. How do I add the Financial Status Report (FSR) role?
   
   IX. Grants Closeout
   1. What is Grant Closeout and how do I close out my grant in eRA Commons?
   
   X. Just in Time
   1. How do I know when I should submit Just-in-Time information?
   2. Why does the Just-in-Time (JIT) link appear in eRA Common's Status section when I have not been asked to submit the information?
   
   XI. No Cost Extension
   1. How do I request a no cost extension?
   
   XII. Reference Letters
   1. How does a referee submit reference letters for an applicant?
   2. How long will it take for a reference letter to show in the system after someone has submitted one on your behalf?

1. I. General Questions
   1. What is eRA Commons?

      The eRA Commons is an online interface where signing officials, principal investigators, trainees and post-docs at institutions/organizations can access and share administrative information relating to federal awards. Users can shepherd their application in eRA Commons through the grant’s lifecycle from receipt to closeout.

       

   2. Do I have to have my browser configured a certain way to use eRA Commons?

      Yes, to use the functionality of the eRA Commons, you must enable JavaScript on your browser. For instructions on enabling JavaScript, check your browser's help text. Also see eRA’s Browser Compatibility statement.

       

   3. I seem to be experiencing a problem with the browser when using an eRA module.

      Does this occur with a browser we support (See eRA Browser Compatibility statement)? If not, please contact the eRA Service Desk , who will assist with known issues and possible workarounds. 

       

   4. Where do I go to find old grant information?

       As a principal investigator, all applications and grants information can be found on the Status screen under List of Applications/Grants. A signing official will go the Status screen and use the search tools provided, such as the General Search, or the Closeout search for awards that have ended and are closed. However, if the information you are looking for is more than 10 years old, you will need to put a request in through the eRA Service Desk. 

       

   5. What do the various status notes for applications and awards mean when looking at the Status screen? For example, statuses such as Council deferred or Pending Council Review.

      See eRA Commons’ Statuses for a complete list of status notes and their definitions.

       

   6. When submitting PDFs to eRA Commons, particularly for RPPRs and Just-in-Time, I am getting an error telling me to ensure all files are flattened PDFs. What does flattening a PDF mean and how do you do it?

      A PDF that has fillable fields, electronic signatures, text boxes or images inserted, becomes layered with each of these elements representing a layer. Flattening a PDF merges these separate elements into one flat layer. There are a number of methods to flatten a PDF, the easiest of which is to print it as a PDF.

      To do this, go to File>Print, select the printer option from the menu that has a PDF option. Depending on the software available to you, the specific option may vary from the one shown below. Click the Print button and name the file.

      

      Figure 1: A print dialog box with the Printer field set to Adobe PDF

      In this process, you are exporting the layered PDF to the printer and saving it as a simple (flattened) PDF.

     
   
   II. eRA Commons Registration
   1. Do I need an eRA Commons account?

      Yes. To do anything in eRA Commons, you will need an account. The only exceptions are to run Quick Queries or for a referee to submit a reference letter; an eRA Commons account is not required for these two purposes.  See list of eRA Commons Roles & Privileges.

       

   2. How do I register my organization/institution with eRA Commons?

      Only individuals with legal signing authority - the signing official (SO) - can register their organization in Commons. The SO typically has a title such as: President, CEO, Executive Director, Dean, Chancellor, Provost, Owner, or Partner. Please note

      that the SO registers the applicant organization in eRA Commons and an SO account is automatically created. The SO (or an Account Administrator) then creates an account for the principal investigator.  If a PI already has an existing eRA Commons account with another organization, the SO can affiliate the PI to the current organization.

       

   3. How does a Principal Investigator (PI) get registered in eRA Commons?

      Once the applicant organization is registered in eRA Commons, the organization's Signing Official or Accounts Administrator/Business Official (AA/BO) can register the Principal Investigator by creating an account with the PI authority role. When a Signing Official creates an account for a PI, the PI will receive an email to go to the Commons to verify the PI's profile information. (This email is sent only when PI has prior NIH support, otherwise the account is created right away). See steps to ‘Create a New Commons Account for an Individual (e.g. PD/PI).’ Also watch a video tutorial on How Signing Officials Create Accounts in eRA Commons

       

   4. If I am an individual Research Fellow, how do I register in the eRA Commons?

      Please see NIH Guide Notice NOT-OD-07-003 Guidance to Applicant Organizations about Registering Research Fellows in the eRA Commons.

       

       

   5. How long does the registration process take?

      The Applicant organizations must start the registration process at least six weeks before the grant application submission deadline to allow plenty of time to address unforeseen issues along the way. Allow time for the PI to register once the organization has been registered in Commons. A PI must confirm eRA Commons registration before the application submission. 

       

   6. What is an IPF number?

      The Institution Profile (IPF) number is an internal NIH identifier that uniquely identifies and associates institutional information within NIH electronic systems. You can find it via the IPF tab in eRA Commons. See Institutional Profile online help and the Manage Institutional Profile webpage. The NIH assigns an IPF number after the institution registration has been approved. The number is used by applicant organizations to search for grants and search for pending progress reports through the Quick Queries tools. 

       

   7. How do I find my organization's UEI number?

      You can contact your office of sponsored research to find the number. However, if you are registered in Commons, you can find your unique entity identifier (UEI) by viewing your institutional profile. See steps and screenshots in Institution Basic information in the IPF online help.

       

   8. If I do not have a UEI number, how do I obtain one?

      Unique entity identifiers (UEIs) are issued by the System for Award Management (SAM). 

     
   
   III. Accounts Log In and Password
   1. How do I select a username for eRA Commons?

      Working with your signing official or account administrator, you can select any username you would like as long as it is at least six characters and no more than 20 characters in length. It can be a combination of letters and numbers. Each username must be unique within the eRA Commons community. Special characters, including spaces, may not be used.

      Note that your Commons ID will stay with you for life, so choose a username wisely. We suggest that you not make the ID institution-specific, in case the PI moves to another institution.

       

   2. If I have forgotten my password, or have been locked out due to failed log-in attempts, what should I do?

      You can reset your password by going to the Forgot Password/Unlock Account link on the eRA Commons home page below the Commons login. An institutional official (SO or AO) can also reset your password. After you reset the password, remember to clear your browser cache, so that the system does not try and log you in with the old password. If you still experience trouble, contact the eRA Service Desk for assistance. Note that all passwords should be kept private and secure. Also see Having Trouble Logging in to eRA Commons?. 

       

   3. How do I change my password?

      Follow these steps to change the password.  Do not copy and paste your password as spaces may also be pasted; instead, type in your new password. Also see Having Trouble Logging in to eRA Commons?. 

       

   4. I have switched institutions. Do I need a new Commons account?

      If you are a Principal Investigator, or have a scientific role or are a trainee, no; if you are a Signing Official or have another administrative role, yes. PIs should maintain a single Commons account throughout their career, which will be affiliated with each new institution to which they move. PIs should work with the SO at the new institution to complete the affiliation process. A SO will need a new account with their new institution. Follow these steps for the SO to affiliate the PI. Also see ‘Switching Institutions? Stick with your existing eRA Commons Account.’ 

       

   5. Where will Notice of Award (NoA) notices be sent?

      Notices of Grant Awards (NoAs) are sent to the email address specified in the Institution Profile (IPF). The Signing Official (SO) can update the NoA email address via the Institutional Profile tab in the eRA Commons. See steps and screenshot for updating the Institution Contact Information. Additionally, the SO can provide a contact name and email address in the IPF for NIH to communicate general issues with the institution and associated data. This contact information is in addition to the NoA email address. The NoA can be found in the Other Relevant Documents section of the eRA Commons Status Information screen. See steps and screenshots for ‘Viewing the Notice of Award’ in the eRA Commons online help.

       

   6. I am the Signing Official for my institution. Will I receive all the NIH eRA Commons e-mail messages?

      The SO can assign a specific email address to receive eRA Commons messages by updating the Institution Contact Information screen via the Institution Profile (IPF) tab of the Commons. There are currently seven specific fields the SO can assign contact information to:

      Notice of Award Email: NIH will use this address to send all notices when an application is awarded.

      • Announcements and Notifications: NIH will use this address for reminders, system notifications and other messages.
      • Closeout Correspondence Email: NIH will use this address to send any closeout related communications.
      • Financial Conflict of Interest Correspondence Email: NIH will use this address to send any FCOI related communications.
      • Contact Name, Phone, and Email: NIH will use this information as the primary contact for this institution.

      See steps and screenshot for updating the Institution Contact Information. The SO can enter an email address for Notice of Award to receive NoAs.

       

   7. If I do not see the module I need on the eRA Commons selection bar, what should I do?

      Modules are visible to users according to the role they have been assigned for a particular module. These roles are largely assigned by the signing official or the accounts administrator, except for the IAR role that is enabled by a scientific review officer. Contact the Signing Official or Office of Sponsored Research or equivalent office at your institution. If you cannot locate the appropriate person at your institution, contact the eRA Service Desk by submitting a Web ticket at https://public.era.nih.gov/commonshelp  or by calling them at 1-866-504-9552 between the hours of 7 a.m. to 8.p.m. Eastern Time, Monday through Friday (except federal holidays).

      • The list of signing officials can be found in the Institution Profile
      • Log in to eRA Commons
      • Select the Institution Profile tab, followed by the Basic Information tab
      • You will see a row titled Signing Officials and TTO Administrators. Click the plus sign to view the name(s) of the signing official(s).
        
   8. I am a Signing Official for my organization but I am not listed within the Institution Profile?

      The signing official will need to update the Employment(s) field(s) in the Personal Profile section of eRA Commons to see their name displayed as a signing official within the Institution Profile. See steps and screenshots to View and Edit Employment.

       

   9. How do I locate my grant if it does not appear in the Grants List within eRA Commons?

      If your grant does not appear in the Grants List within eRA Commons, please contact the eRA Service  Desk by submitting a Web ticket at https://public.era.nih.gov/commonshelp/ or by calling them at 1-866-504-9552 between the operating hours of 7 a.m. to 8.p.m. Eastern Time, Monday through Friday (except federal holidays). Your Service Desk contact will assist you and work with the appropriate NIH parties to correct this problem. 

       

   10. May I be affiliated with more than one institution in eRA Commons?

       Yes, if you are a principal investigator or have a scientific role. SOs cannot be affiliated with more than one institution.

        

   11. If I am a PI affiliated with more than one institution, is there a way I can toggle between institutions once I am logged in to eRA Commons?

       Yes. If affiliated with multiple institutions, the name of the default institution displays as a link within the Welcome section located in the upper right corner of each Commons page. To change institutions:

       • Click on the Institution name link located in the upper right corner of the Commons home page
       • The Change Affiliation screen opens, listing all the institutions with which you are affiliated
       • Select the institution you would like displayed and click Submit
       • The Commons home page will be displayed with the affiliated institution you selected

       For screenshots and steps, see ‘Changing the Displayed Affiliated Institution’ in the eRA Commons online help.

        

   12. I am affiliated with a new institution, but the old institution is still being displayed in eRA Commons when I log in. How do I change the institution displayed?

       Please follow these steps on Changing the Displayed Institution Affiliation.

        

   13. How do I find who my signing officials are at my institution?

       For most institutions, the signing official (SO) is in the Office of Sponsored Research or equivalent. You can find the list of signing officials for your institution in the Institution Profile.

       1. Log in to eRA Commons.
       2. Navigate to the Institution Profile module, then click the Basic Information tab.

       You see a row titled Signing Officials and TTO Administrators*.

       1. Click the plus sign to view the name(s) of the signing official(s).
           
       If you are unable to identify your SO, contact the eRA Service Desk.
       * * A Technology Transfer Office (TTO) Administrator supports the Technology Transfer/Licensing Office or Office of Research and Development at the grantee organization. The TTO administrator can submit inventions, patents, and utilization reports in iEdison, request waivers and create iEdison accounts.

        

   14. My name has changed since I got an eRA Commons username. How do I change my user name in the system?

       Contact the eRA Service Desk, who will work with your institution’s signing official to create a new Commons account and username for you. The service desk will then merge the profile associated with your old Commons account and username with the profile of your new Commons account.  Note that your Commons ID will stay with you for life, so choose a username wisely. We recommend that usernames do not contain words or phrases that could change (such as surnames or names of institutions).

    
   
   IV. Roles in eRA Commons
   1. What roles are considered scientific accounts in eRA Commons?

      Here is a table of eRA Commons scientific roles:

      Scientific roles for research	Scientific roles used for reporting
      Principal Investigator (PD/PI)	Undergraduate	Scientist
      Trainee	Graduate_Student	Project_Personnel
      Sponsor	Postdoc
      Assistant (ASST) – used in conjunction with specific delegations to assist PIs with various tasks

       For more information on eRA Commons roles, please review the eRA Commons Roles document for full descriptions of the roles, and the eRA Commons Roles & Privileges Matrix for a quick view of roles and their capabilities.

       

   2. What roles are considered administrative accounts in eRA Commons?

      Here is a table of eRA Commons administrative roles:

      Administrative roles to support grants     management	Administrative role for special reporting     scenarios
      Signing Official (SO)	Financial Conflict of Interest (FCOI)
      Administrative Official (AO)	Financial Conflict of Interest Assistant (FCOI_ASST)
      Account Administrator (AA)	Financial Conflict of Interest View (FCOI_View)
      Business Official (BO)	Financial Status Reporter (FSR)
      ASSIST Access Maintainer         (ASSIST_ACCESS_MAINTAINER_ROLE)	Public Access Compliance Report (PACR)

       For more information on eRA Commons roles, please review the eRA Commons Roles document for full descriptions of the roles, and the eRA Commons Roles & Privileges Matrix for a quick view of roles and their capabilities. 

       

   3. What is the Signing Official (SO) Role?

      The signing official (SO) has institutional authority to legally bind the institution in grants administration matters. The individual fulfilling this role may have any number of titles in the grantee organization. The label ‘signing official’ is used in conjunction with the eRA Commons. The SO can register the institution and create and modify the institutional profile and user accounts. The SO also can view all grants within the institution, including status and award information. An SO can create additional SO accounts as well as accounts with any other role or combination of roles. See eRA Commons Roles & Privileges Matrix.

      For most institutions, the signing official (SO) is in the Office of Sponsored Research or equivalent.

      The list of signing officials can also be found in the Institution Profile

      • Log in to eRA Commons
      • Select the Institution Profile tab, followed by the Basic Information tab
      • You will see a row titled Signing Officials and TTO Administrators. Click the plus sign to view the name(s) of the signing official(s).

      If you are unable to identify your SO, contact the eRA Service Desk.

       

       

   4. What is a Principal Investigator (PI) Role?

      A Principal Investigator (PI) is designated by the grantee organization to direct the project or activity being supported by the grant. The PI is responsible and accountable to the grantee for the proper conduct of the project or activity. The role of the PI within the eRA Commons is to complete the grant process, either by completing the required forms via the eRA Commons or by delegating this responsibility to another individual. A PI can access information for any grant for which they are designated the PI. See eRA Commons Roles & Privileges Matrix. 

       

   5. What is an Account Administrator (AA) Role? Does a Signing Official (SO) need to assign an AA?

      The account administrator role can create/edit all Commons accounts (except an SO account and IAR accounts). Note: The AA cannot create/modify an Institutional Profile or user's Personal Profile. The creation of an account administrator (AA) is at the SO's discretion and does not need to occur. See eRA Commons Roles & Privileges Matrix. 

       

   6. What are the other roles available in eRA Commons?

      To view a list of roles available in eRA Commons, see eRA Commons Roles & Privileges Matrix. 

       

   7. How do I add a role to an individual registered in Commons?

      Follow these steps to add a role to an individual registered in Commons. 

   
   V. Creating Accounts; Delegating and Revoking Authority; Affiliating
   1. I am the signing official for my institution. Can I assign administrative authority to another administrative account?

      An SO can create accounts for others to help administer tasks in the eRA Commons. The SO can assign the appropriate roles for these users (SO, AO, AA), depending on their function. Note that if the SO delegates his/her role, he/she is effectively giving the SO role to that person. 

       

   2. How does a Signing Official create a new account for someone else in his/her organization?

      Follow these steps for the SO to create a new account for someone in his/her organization. 

       

   3. How do I revoke submit progress report authority that was delegated to a non-SO account?

      Only users in the SO role can revoke submit authority. The SO should follow these steps to revoke submit authority delegated to a non-SO account. 

       

   4. How does a PI delegate Progress Report authority to another user?

      The PI must follow these steps to delegate Progress Report authority to another user. 

       

   5. How do I revoke Progress Report authority from another PI?

      Follow these steps for revoking Progress Report authority from another PI. 

       

   6. How does an SO affiliate a PI to a new organization?

      Follow these steps for an SO to affiliate a PI. 

       

   7. How does an SO unaffiliate a PI?

      Follow these steps for an SO to unaffiliate a PI. 

       

   8. How do I manage a Commons account, if I have the appropriate role?

      Please see the Manage User Accounts topic in the eRA Commons online help. 

       

   9. How do I search for an eRA Commons User ID?

      Only SOs and Account Administrators (AAs) can look up a person’s eRA Commons User ID. They will access the Account Management System (AMS) by following these steps: Accessing AMS. Then they will look up the desired account by following the steps to Search for Commons User Account. The User ID will be listed in the first column of the search results. 

       

   10. Are senior/key personnel on a grant application required to obtain a Commons username?

       Yes, effective for all submission for due dates on or after January 25, 2022, NIH will require all individuals listed on the R&R Senior/Key Person Profile (Expanded) Form to have an eRA Commons username (Commons ID).

       To obtain a Commons username, one must contact the eRA Commons signing official (SO), administrative officer (AO) or an account administrator (AA), all of whom have the privileges to search for and affiliate or create an account. Before creating a new account, it is important to first search to see if the user already has an existing eRA Commons username.

       Follow these steps to search for a username in eRA Commons:

       • After logging into eRA Commons, click the Account Management (Admin) button.
       • Select the Admin tab, then Accounts, then Account Management.
       • The Account Management System’s Search Accounts screen will open in a new browser window.
       • On the search accounts screen, make sure the checkbox for Search only within my organization is not checked. You want to search the entire Commons database for the user so that you do not create a duplicate account.

       NOTE: When searching outside of your organization, it is possible to exceed the maximum of 500 results that can be displayed. Make sure you have enough information from your user to do a thorough search.

       • Enter the search criteria, using as much information on the user as is available to you. But remember some users may have a legal name that is different from what they use every day, for example “Bill” for “William”. The percent sign (%) may be used as a wildcard for the different name fields to assist in broadening the search.
       • When done, select the Search button.

       You can also reference the Create or Edit a New Commons Account section of the online help for detailed instructions.

        

   11. What are the options for providing an eRA Commons username that meet the new requirement of senior/key personnel needing a eRA Commons Username (user ID) effective for all submission for due dates on or after January 25, 2022?

       There are several eRA Commons roles that can be used to meet the new requirement of senior/key personnel needing a eRA Commons Username (user ID)  but are limited in their ability to access information on the awards and applications of your institution.

       The following eRA Commons roles can only view the Institution Profile (IPF) of the affiliated organization and can only view and edit their own Personal Profile (PPF):

       UNDERGRADUATE	GRADUATE_STUDENT	POSTDOC
       SCIENTIST	PROJECT_PERSONNEL

        For more information on eRA Commons roles, see:

       • Create and Edit Accounts
       • eRA Commons Online Help: User Roles
       • eRA Commons Roles & Privileges At a Glance (PDF)
       • eRA Commons Roles (PDF)

       A user could also register themselves as an independent scholar (unaffiliated/independent applicant) and then be affiliated by the host institution.  See steps.

        

   12. What are the options for obtaining an eRA Commons username (Commons ID) for a senior/key person who isn't affiliated with a registered organization?

       There are several options:

       • The senior/key individual’s organization can register in eRA Commons and provide a Commons username (Commons ID) for them.
         
         This is a good option if there is sufficient time (registration can take several weeks to complete) and the organization either has multiple individuals serving as senior/key on NIH grant applications or the organization is considering becoming an applicant organization themselves in the future.
          
       • The applicant organization can create an eRA Commons account for the senior/key individual and assign a role that is solely used for reporting purposes.
         
         Individuals with these roles can only view the Institution Profile (IPF) of the affiliated organization and view/edit their own Personal Profile (PPF):
         • UNDERGRADUATE
         • GRADUATE_STUDENT
         • POSTDOC
         • SCIENTIST
         • PROJECT_PERSONNEL
            

       This is the quickest option and within the control of the applicant organization.  A single Commons ID can be affiliated with multiple organizations. It doesn’t matter which organization initially establishes the account.

       • The senior/key individual can register themselves as an organization using our Special Instructions for Unaffiliated/Independent Applicants.
         
         This is a good option for independent consultants or other individuals who are not affiliated with an organization.

       Reminder: Individuals needing scientific roles (Program Directors, Principal Investigators, Scientist, Post-Doc, Graduate Students, Undergraduate Students, Project Personnel) should only have one eRA Commons username for the life of their research career. It is important that the signing official (SO), or account administrator (AA) check to ensure a person does not already have an eRA Commons username. If the person has an existing username, the SO or AA can then affiliate them to their institution if the person is changing institutions. Before creating a new account, it is important for the person creating the account to first search to see if the user already has an existing eRA Commons username.

       For more information on eRA Commons roles, see:

       • Create and Edit Accounts
       • eRA Commons Online Help: User Roles
       • eRA Commons Roles & Privileges at a Glance (PDF)
       • eRA Commons Roles (PDF)
   
   VI. Personal Profile
   1. How do I update my email address?

            Follow the steps in the 'Name and ID' section of the online Personal Profile help.

           Note: If someone other than the Principal Investigator (PI) will be adding the PI's information, he/she must have updating authority. (See Question 39 below) 

       

   2. How does the PI delegate Personal Profile (PPF) update authority?

      The PI must follow these steps to delegate Personal Profile update authority. 

       

   3. How do I revoke Personal Profile (PPF) update authority?

      Follow these steps for revoking Personal Profile update authority.

   4. What demographic data does NIH collect on Researchers via their eRA personal profile?

      NIH collects demographic information including sex, ethnicity, race, and disability status from researchers as part of their eRA personal profile. Providing demographic information is voluntary and an option exists to select “Do not wish to provide” for each category. Definitions for the race and ethnicity categories may be found in NOT-OD-15-089. For more information, please also visit this page on the collection of demographic data.  
       

   5. Why does NIH collect demographic data on researchers?

      Collecting demographic data as part of the eRA personal profile provides information for NIH to better understand its supported research workforce and program participation. The demographic data collected are confidential and used for aggregate statistical reporting only, not for consideration of funding of individual grant applications. For more, please also visit this page on the collection of demographic data. 
       

   6. Does NIH publicly report the demographic data of supported principal investigators?

      NIH publicly reports aggregate, de-identified demographic data such as the sex, race, ethnicity, or disability status of principal investigators designated on NIH awards annually in the NIH Data Book. We also report data in the NIH Open Mike blog, such as this example post and corresponding full report.

      To protect an individual’s self-disclosed sensitive personally identifiable information from being released, NIH will only publicly report aggregate and de-identified data. When necessary to protect privacy, NIH may use additional procedures to protect aggregate demographic data from public reporting purposes. Such procedures may include, but are not limited to, suppressing cells under a threshold, suppressing data for one or more subgroups to prevent their data from being back calculated from the presented data, or reporting percentages instead of absolute counts.  

   
   VII. Research Performance Progress Report (RPPR)
   1. Research Performance Progress Report (RPPR)

      Please review the entire list of RPPR FAQs.

        
   VIII. Federal Financial Report
   1. How do I add the Financial Status Report (FSR) role?

      Only an account holder with authority to edit accounts (SO, AO, AA) can add the Financial Status Report (FSR) role to a profile. Follow these steps for adding the FSR role to a profile.

      Note that the FSR has been replaced by the Federal Financial Report, but the FSR role has not been renamed. 

   
   IX. Grants Closeout
   1. What is Grant Closeout and how do I close out my grant in eRA Commons?

      Grants Closeout is a feature within eRA Commons that allows a grantee to electronically file the information      necessary to complete grant closeout requirements. It interfaces with the Closeout system used by Agency staff to track and monitor this business process. The closeout documents include the final Federal Financial Report, the final Invention Statement and Certification and the final RPPR. The PI or SO should follow these steps to locate the Grants Closeout link in eRA Commons.

      See Closeout Status for more information.

      Note about Interim RPPR and Final RPPR

      The Interim RPPR (IRPPR) is used when you are submitting a Competing Renewal application (Type 2). If you opt NOT to apply for a Competing Renewal, complete the Final RPPR as you normally would within 120 days of the project end date. If you are going to complete a Competing Renewal application (or have already submitted such an application), you will submit an Interim RPPR. This must be submitted within 120 days of the project end date. 

      If you are awarded the renewal, the Interim RPPR will be treated as your annual RPPR and no other progress reporting will be needed for that segment of the study. If the application is NOT awarded, then the Interim RPPR will be accepted as the Final RPPR. 

   
   X. Just in Time
   1. How do I know when I should submit Just-in-Time information?

      Applicants should not submit any JIT information until it is requested by the grantor agency. NIH issues just-in-time emails for all applications that receive an overall impact score of 30 or less. 

       

   2. Why does the Just-in-Time (JIT) link appear in eRA Common's Status section when I have not been asked to submit the information?

      The Just-in-Time link appears for all grant applications within 24 hours after the score is released, to ensure its availability should the grantor agency request the Just-in-Time information. Applicants should not see this link as an indicator of the need to submit JIT information and should rely on a specific request from agency staff.

      See Just-in-Time for more information.

   
   XI. No Cost Extension
   1. How do I request a no cost extension?

      No Cost Extensions may be performed automatically one-time only by the Signing Official (SO) no earlier than 90 days before the end of the project and no later than the end date. The SO should follow these steps to request a no cost extension.

      See 'No Cost Extension' for more information.

      Note: There can only be one no cost extension through Commons per grant. If you have applied previously for an extension for this grant, an Extension link will not be available.

      If you are not eligible for an automatic no cost extension, you can request prior approval from NIH for a no cost extension when the grant meets certain conditions. Please see Prior Approval: Request a No Cost Extension for details.

   
   XII. Reference Letters
   1. How does a referee submit reference letters for an applicant?

      A referee does not need to log in to eRA Commons to submit a reference letter. The ‘Submit a Reference Letter’ link is on the eRA Commons landing page.

      Go to ' How Do I Submit a Reference Letter' in the Commons online help. Also see the video tutorial on Submitting Reference Letters through eRA Commons. See frequently asked questions about Letters of Reference.

   2. How long will it take for a reference letter to show in the system after someone has submitted one on your behalf?

      Submitted reference letters post immediately. See instructions for ensuring reference letters have been submitted. If you do not see the list of letters in Personal Profile, the letters have not been submitted.