Hello,
In this May edition of the newsletter, I will provide details of the most recent and impactful NIH policy changes, our institutional submissions, office updates, sponsor updates, internal forms changes, system updates and proposal reminders.
Application Breakdown
Applications numbers have been analyzed for January 1 – May 31, 2025. OGS has already reviewed 473 applications (363 New, 20 Renewal, 78 Resubmission, 12 Supplement). The total cost request is $570,483,177. These applications were submitted by 55 Departments/Divisions across the institution.
The funding breakdown: 40% Federal prime, 30% Federal and Non-Federal subcontracts, 23% Non-Federal prime, 5% Industry, and >1% New York State and 1% International.
We are currently reviewing 88 applications that have been routed for June deadlines.
Einstein leadership is reviewing the impact of executive orders and terminations of NIH grant awards. If you receive notice that your grant will be impacted or the parent award of a subcontract will be terminated, please contact Research Finance.
NIH policy changes are being released at a very unusual cadence, please see the list below for the most recent impactful changes:
NOT-OD-25-090 Notice of Civil Rights Term and Condition of Award
NOT-OD-25-098 Reminder: Application Requirements for Projects Involving Activities Outside the US or in Partnership with International Collaborators
NOT-OD-25-104 Updated NIH policy on Foreign Subawards
NOT-OD-25-110 Updated NIH Processes for No-Cost Extension
NOT-OD-25-112 Implementation Update: Improving the Safety and Security of Biological Research
NOT-OD-25-113 Notice of Early Expiration of Notices of Funding Opportunities Related to the Simplified Review Framework for NIH Research Grant Applications
NOT-OD-25-114 Notice of Short-Term Extension to Early-Stage Investigator (ESI) Eligibility Period
OGS Office Updates and Reminders
We are recruiting for the role of Senior Grant Specialist and the role of grant Grant Specialist in OGS. Come join our team!
Resource - Funding: OGS maintains an active license with SPINPlus portal. This portal has over 40,000 funding opportunities and allows investigators to set filters and receive notifications from the system of new field specific opportunities as they become available. Registration link for June 5th and July 10th
Reminder - Communication: Please ensure that communication and sponsor required clarifications route through OGS. As the Authorized Organization Representatives (AOR), we will review, provide feedback, and offer our concurrence for all direct sponsor communications.
Reminder – ProposalCentral: If you are submitting to a non-federal sponsor using ProposalCentral and you require institutional signature, you need to list the appropriate central office staff and provide edit access for the collection of signatures. All ProposalCentral full applications require an approved Cayuse record.
Reminder – Federal Applications: SF424 R&R page 1 “Person to be contacted on matters involving this application” list administrator information or Indranil Basu or Morgan McKenna. If you are submitting a DoD application list only OGS contact. SF424 R&R page 2 section for Authorized Representative please list Indranil Basu or Morgan McKenna. Applicant information should include Division as “Albert Einstein College of Medicine.”
Submission Policy Clarification (Enforcement): OGS requires the routing of proposals 8 business days prior to deadline for administrative documents. This includes the final budget, justification(s), Data Management and Sharing Plan (if applicable), biosketch of all key personnel, subcontract documents (signed SOI, performance site, biosketch of key persons, budget, and justification). If complete, you can also upload the Facilities and Other Resources, Equipment, Key Authentication, Vertebrate animal documents and the Protection of Human Subjects and study record documents.
Note: Due to the NIH policy change you may not apply to an NIH grant with a foreign subcontract.
We request the upload of final science 2 days prior to deadline (NIH recommendation).
Late Submission: OGS will require department, division or deans’ office approval for late submission review requests. This will be in the form of an email to the Chair of the department, Division Chief or the Executive dean requesting approval for late review.
Reminder - Routing: All Cayuse applications require full routing and budget approval prior to submission to sponsors.
Reminder – New Sponsors: If you plan to work with a new sponsor, it is important that OGS review contract and/or award terms. Please route language to OGS prior to submission.
Reminder (Holiday or Office Closure): OGS will have coverage for urgent signatures and application deadline support. Please be proactive and route applications and signature requests to OGS in advance.
Federal Sponsor Updates and Resources
NIH Updates:
Funding Opportunities updated March 31st. Please read all funding opportunities very closely for changes in requirements and language. Changes have been made to align with administrative priorities.
NIH CAP – NOT-OD-25-085 Salary CAP increase has been confirmed 4/3/2025. Effective January 1, 2025, the salary cap for Executive Level II has been set at $225,700.
NRSA Stipend FY2025 - NOT-OD-25-105 Released updated information and fees May 16th.
Common Forms - POSTPONED - Adoption for Biographical Sketch and Current and Pending (Other Support). All investigators will continue to use NIH-specific format pages until further notice. NSF is using SciENcv common forms (change live 5/20/2024).
NIH Grant Applications – Mechanism type and component clarification for FORMS-I.
New Award Condition – NOT-OD-090 The NIH requires certification that no funds will be used to support “programs that advance or promote DEI, DEIA, discriminatory equity ideology and any discriminatory prohibited boycott.”
NIH RePORTER Updates – We have submitted several requests to adjust public facing information on RePORTER. We have had mixed responses from the agencies of NIH. We suggest that you contact your PO prior to routing the requested change to OGS for further guidance and discussion of your proposed changes.
Peer Review – Simplified Review Framework for NIH Research Project Grant Applications (NOT-OD-24-010). This new framework and structure will begin with submission for due dates on or after January 25, 2025. Information concerning the framework is included in updated FONs. Resources for Simplified Review Framework webinar and overview of changes are available here.
Data Management and Sharing Plan (DMSP): OGS is not involved in the implementation of the DMSP. Please do not list OGS, RF, or any other central office on Element 6 of the plan, as this should be project personnel. OGS and Einstein IT are working on template language to share concerning institutional resources.
NIH Data Access and Security: Effective January 25, 2025, new and renewal users will be expected to secure data according to updated NIH Security Best Practices. Updated requirement for security of controlled-access data NOT-OD-24-157. 20 NIH Controlled access repositories (dbGAP, NDA, NIAGADS, etc.). Einstein IT will prepare plan to comply with regulation. Webinar: Community-Days-Securing-NIH-Controlled-Access-Genomic-Data.pptx
NIH – Clarification: NIH does not allow for overlapping or duplicative funding. Please read the extramural article on research integrity. Link: https://nexus.od.nih.gov/all/2024/10/04/the-how-and-why-of-recovery-of-grant-funds/
NIH Withdrawal: Avoid NIH administrative withdrawal of your application by communicating with the listed contact of the preferred agency in advance. This is recommended for all opportunities with limited agency involvement.
Upcoming Form and System updates: The required Cayuse Supplemental form is under review. This new form 5.1 will be circulated for use when the review is complete.
Reminder – Early Approval: Cayuse SP required field added for Early Approval /Submission Request). If you require an early review, select Yes, and enter the date in the text box. If you do not require an early review, select No. Please ensure your review request is consistent with the submission policy and provides reasonable turnaround time for OGS review. All documents should be complete and correct to ensure an early review can be completed on the requested date.
Training: Cayuse training will continue to be available monthly. Please contact OGS to request inclusion (OGS@einsteinmed.edu). OGS is creating training in specific areas including Other Support, Common Forms, and Budget Development.
Additional training will be available in 2025.
Please continue to reach out to OGS for all your research administrative related inquiries. We look forward to continuing to provide a high level of support for your applications as well as clear updates on sponsor’s requirements and guidance to maximize funding success!
Sincerely,
M. Caitlin McKenna
