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 Administrative Assistants

Question:  My department has a person who helps us complete our applications. How can our assistant get into my form to fill it out and upload the documents?

Answer:  Grants@Heart does not have an administrator or an assistant role. Only the applicant has the ability to enter data into the fields and upload specific documents into the application. There is no “sharing” mechanism.

Animal Subjects Browse Area

Question: What goes in the upload area where it says “Browse”?

Answer: If you are using Vertebrate animals, this is where you upload the document concerning their use in your proposed research plan. Go here for instructions.

Question: Where are the instructions for vertebrate animals?

Answer: The instructions are in the help text question mark on the blue bar with the title Research Subjects/Assurances.

Application Fee

Question:  Why is the AHA implementing an application fee?

Answer:  Effective with the winter 2012 deadlines, each applicant is required to either be an American Heart Association Professional Member at any level or to pay $100 per application submission. This fee helps to defray the administrative cost of processing applications, making more funds available for research awards.  Read more about the membership/application fee.

Application Instructions

Question: Where are the instructions and how can I print them out?

Answer: Click on the question marks (?) throughout the application sections to review instructions, help text or links to formatting requirements, etc., for documents to be created and uploaded as part of your application. You can also refer to the Applicant Information Guide, which will assist you with the application process.

Applicant/PI Publications

Question: After saving my publication in the Science and Evaluation Information section, I went back and it was not there. What can I do to get the publication to save?

Answer: The file name may be too long.  Rename the file (less than 30 characters) and try to upload it again.

Question: I am unable to save the Publications section. Is it because I only have one (or two) publications? How can I get this section to save?

Answer: Each of the three areas must have an upload. If you do not have three publications, then create a PDF document that says, “Not Available.” Upload one or two as necessary to satisfy the system. Save each one.

Budget

Question: My institution requires a detailed budget. The online application only has an abbreviated budget. How can I submit the detailed budget as required by my institution?

Answer: The abbreviated budget in the online form is a requirement of the American Heart Association. If the applicant’s institution requires detailed budget information, then the applicant should submit details to the institution's grants office. However, the association will accept only the abbreviated budget format.

Change in Application Deadline Time

Question:  Why has the AHA changed its Application Deadline Time?

Answer:  The AHA has decided to change its application submission deadline time to 5:00 pm CST to provide greater support to applicants, institutions and third parties. AHA staff will now be able to respond to inquiries and assist with programmatic questions and technical issues leading right up to the deadline time.

Co-Author Publication Name

Question: What does “Publication Name” mean?

Answer: This refers to the names under which you have published (not the actual journals, etc.). It could be maiden or married names; it could be different formats, i.e., J. John Jones or James J. Jones or J. Jones, etc.

Copy a Previous Application (Dual Submissions & Resubmissions) (see also Resubmissions below)

Question:  Can I copy a previous application without making it a resubmission?

Answer:  Yes, to copy an application, you must have a previously unfunded application.  When you begin the application process and successfully complete the questionnaire, you will be asked if you would like to copy a previous application.  Select "Yes".  You will be asked if you would like to mark the application as a resubmission.  Select "No".  Select the application in the list that you would like to copy and click Copy.

Question:  Will the entire application be copied to my new application?

Answer:  No, the items copied over are: 

• Advanced Profile
• Project Summary
• Science & Evaluation Information
• Research Classification
• Science Classification

You can - and should - modify any of the above if the information has changed.  You should pay particular attention to the Science Classification section as the choices may change for both the major and sub-classifications.

Items that do not copy:

• Institutional Personnel
• Third Party Personnel
• Co-authors
• Budget
• Funds Available
• Research Subjects
• Third Party Supporting Documents

Question:  How do I mark my application as a resubmission?

Answer:  To mark your application as a resubmission, you must have a previously unfunded application.  When you begin the application and successfully complete the questionnaire, you will be asked if you would like to copy a previous application.  Select "Yes".  you will be asked if you would like to mark the application as a resubmission.  Select "Yes".  Select the application in the list that you would like to copy and click Copy.

If you are successful in marking your application as a resubmission, you will have a Resubmission Modification tab to upload the necessary document in the Science/Evaluation Information section of the application.

Question:  What is a dual submission?

Answer:  A dual submission is the same or similar application submitted to two funding opportunities. If eligible and the programs are available, an applicant may simultaneously submit an application to an affiliate and to the national award program. The proposed research plan may need to be adjusted based upon different length of award and dollars available. The deadline dates may be different for each submission. If both are funded, the applicant must choose one award.

If you have a pending application in Grants@Heart, when you successfully complete the questionnaire, you will be asked if you want to mark the application as a dual submission. Answer “Yes” to copy the other application.

Corrections and Updates after Submission to GO/AHA

Question: I submitted my application to the Grants Officer but found an error afterwards. What can I do about it?

Answer: Ask the GO to reject your application. Then you will be able to make the correction and submit it to the GO again.

Question: After my GO submitted my application to AHA, I discovered an error. How can I correct or update my application?

Answer: Once the application is submitted to AHA, no changes can be made to the scientific content of the application.  It will go to peer review as received, unless it is withdrawn.  Exception:  if your application requires a reference letter/report the Referent can still upload the supporting documentation after the deadline.  The deadline for the Referent is February 8, 2013.

Formatting and Page Requirements

Question: How many pages is the research plan? What are the other formatting requirements such as page numbering and font sizes? How do I know whether to use a Word document or a PDF document?

Answer: That information can be found here. All supporting documents to your application must be in Portable Document Format (pdf).

Grants Officer and Fiscal Officer Selection

Question: The GO/FO drop-down is blank or the name does not appear in the drop-down. What do I do?

Answer: First, the GO must be registered as a grants officer in Grants@Heart for his/her name to appear.  Contact your GO to be sure you have selected the correct officer.  Also, the institution name in the Where Work Will Be Done section of the application must match exactly the approved institution for your Grants Officer.  Check the institution name in the Advanced Profile/Institution Information section of your application.  The institution you select controls your choices of GO and FO in the Institutional Personnel section. Example: Cleveland Clinic and Cleveland Clinic Foundation may give you different sets of names for Grants Officers and Fiscal Officers.

Question: I chose the wrong GO and submitted the application to GO. Now, my form won’t let me change anything and my GO can’t see my application. How can I correct that?

Answer: The application must be declined/rejected by the grants officer.  If the incorrect GO can see it, they should reject it and it will be returned to you to correct the GO. If the grants officer not unavailable to reject the application, you will have to contact AHA staff for help.

Institution Information

Question: I can’t find my institution in the drop-down. What can I do? When I click “add institution,” it says it is already there but I can’t find it. How can I find my institution?

Answer: Type in only part of the name or type in the name of the state (such as Calif).  If your institution is in a foreign country, type in the name of the country.

Question: How can I edit my institution’s street address/phone number/zip code address?

Answer: The street address, phone number, and zip code cannot be changed.

Question: I changed and saved my institution in the Advanced Profile but it will not save. How can I save the change?

Answer: In the Institution Information, there is a box to check if you would like to use your current institution (the one in your Profile Manager) as the institution where work will be done. The green check mark must be clicked off before you select a different institution. Then, it will save.

Notification Timeline

Question: When will I know if my application is funded?

Answer: Applications received for Winter deadlines will be peer reviewed throughout April, and funding decisions will be made mid-May to early June.  Applications received for Summer deadlines will be peer reviewed throughout October and funding decisions will be made mid-November to early December.

Applicants and Grant Officers will receive an email from Grants@Heart prompting you to log onto Grants@Heart to see review comments, scores and funding decisions. Sponsors will be copied on messages to fellowship applicants.

Numbering and Footers for Research Plan

Question: Do I have to number or put my name on each page of the research plan?

Answer: No.

Paper Copies of the Application

Question: Is there a way for me to print out a paper copy of my application?

Answer: There is no print mechanism for the online forms.  However, you can view your application at any time using your username and password.

Reference Letters

Question:  If my application is a resubmission will my reference letters copy over from the previous submission?

Answer:  No, they do not.  When you enter the name of your referent in the application that individual will receive an auto generated email.  The email will give instructions for submitting the reference letter.

Question:  My application has been submitted to AHA by the deadline, but my referent hasn’t uploaded their letter. What should I do?

Answer:  If your application requires a reference letter/report the Referent can still upload the supporting documentation after the deadline.  The deadline for the Referent is August 2, 2013.

Question:  Will the system allow me to submit my application without reference letters?

Answer:  Yes.  Reference letters are the only missing documents that will allow you to submit your application to the grants officer.  Reference reports/letters cannot be accepted by the AHA by email or any other method.  A referent has through February 8, 2012 to submit his/her document.  The referent will upload his/her document at Grants@Heart.

Resubmissions

Question: After I started my application, I realized that it should be a resubmission.  How can I change my application to a resubmission?

Answer:  To mark your application as a resubmission, you must have a previously unfunded application.  When you begin an application after you complete the questionnaire, you will be asked the following: 1) Do you want to copy a previous application?  Select "Yes".  2)  Would you like to copy this application for resubmission? Select "Yes".  You must select the unfunded application you want to copy for a resubmission and click Copy.

If you have already begun the application and did not see the questions or answered “No” to the questions, you can no longer designate this application as a resubmission.You can delete your current application (as long as it is before the application deadline) and start over following the steps outlined previously. Or you can proceed with the current application, but you would not have the benefit of the 2 page modifications section and the reviewers will not see the prior review comments not Saving.

If you are successful in marking your application as a resubmission, you will have a Resubmission Modification tab to upload the necessary document in the Science/Evaluation Information section of the application.

Research Classification Choice not saving

Question: I checked "Yes" to translational and typed in the explanation but it doesn’t save. How can I save it?

Answer: Shorten the explanation and try again. It should be very brief.

Routing the Application Within the Institution

Question: My institution requires that PI’s route their applications to several people for review and/or approval. Is there a way for me to do that with the online version or with a paper copy?

Answer: The online system doesn’t have a mechanism for “sharing” your application. There is no way to route your application electronically. If you must have a paper copy, you could print out each page or do screen prints of each page. It is tedious and the quality is not the best.

Signatures

Question: Where do the institutional signatures go? Can letters with signatures be scanned? Are electronic signatures acceptable?

Answer: Unlike the old paper copies, signatures are not required for the online applications. For the supporting documents, electronic submission is fine.

Submission Deadline

Question: Why has the AHA changed its Application Deadline Time?

Answer:  The AHA has decided to change its application submission deadline time to 5:00 pm CST  to provide greater support to applicants, institutions and third parties. AHA staff will now be able to respond to inquiries and assist with programmatic questions and technical issues leading right up to the deadline time.

Question: Who submits the application to the AHA?

Answer: The Grants Officer reviews, approves and submits the application to AHA by the AHA deadline.  Early submission is encouraged.

Question: When does my application need to be submitted to the Grants Officer?

Answer: Contact your GO to verify your internal deadline. The internal deadline should allow plenty of time for the GO to review, approve and submit your application. There should also be time allotted for you to make changes if necessary.  Plan ahead in the event your Grants Officer is out of the office on the AHA deadline day!

Question: What happens if I submit my application to the Grants Officer on the AHA deadline day and the Grants Officer has already left the office for the day and my application does not get submitted to the AHA until the next day?

Answer: Applications submitted late – even if it is just a few minutes late – will not submit. The online submission shuts down automatically – right on time. Start early and submit early!

Third Party Documents

Question: Do my third parties have to logon to Grants@Heart to upload their supporting documents?

Answer: No.  Third parties (except referents) will send their documents to the applicant electronically (e-mail).  It is the applicant's responsibility to upload them to his/her application.  Be certain that all supporting documents are converted to Portable Document Format (PDF) prior to uploading to Grants@Heart.

Uploading the Wrong Document (before submission)

Question: I uploaded the wrong version of a document. How can I replace it with the correct one?

Answer: Repeat the upload task and select the correct version. The new one will replace the old one upon saving.

Uploading supporting documents in Grants@Heart

Question:  Where do I upload supporting documents in Grants@Heart?

Answer:  Supporting documents for third party personnel (except referents) can be uploaded in the Third Party Personnel section of the application.  Click the Upload button in each section to upload the supporting documentation for the identified party.