Notice Number: NOT-OD-11-117
Key Dates
Release Date: September 16, 2011
Issued by
National Institutes of Health (NIH), Office of Extramural Research, Office of Research Services, Division of Information Services (OER/ORIS/DIS) https://grants.nih.gov/grants/oer_offices/suboris_dis.htm
Purpose
As NIH’s fiscal year comes to a close on September 30, 2011, NIH encourages grantee officials to verify the accuracy of the FY11 award information reflected in NIH systems to ensure the most complete and accurate information is reported for your organization in FY11 reports. Any corrections to the data must be received by Friday, October 7, 2011.
Background:
Each year NIH develops reporting files that are used to generate the reports found on the RePORT Website, to address inquires from the Department of Health and Human Services, Congress, and research community and to meet annual reporting requirements on NIH’s expenditures. The data in these files are “frozen” to ensure the reporting files produce consistent reports. It is imperative that corrections to the data occur before these files are frozen to ensure the veracity of NIH’s FY11 reports.
Only the Authorized Organization Representative (AOR) or Signing Official (SO) has the authority to submit corrections for a grantee organization or investigator. The AOR is the designated representative of the grantee organization in matters related to the award and administration of its NIH grants, including those that require NIH approval. The AOR role is documented as part of the electronic submission process and is authenticated through the Grants.gov registration process. In the eRA Commons, this individual holds the SO role. Although NIH requires that the grantee organization designate such an official, NIH does not specify the organizational location or full set of responsibilities for this official.
Verifying Your Information:
Verify the accuracy of the grant award information for your organization by going to the NIH Extramural Awards by State and Foreign Site page, selecting FY11, and drilling down by state or country to find the data for your institution.
Making Corrections:
To submit a correction, please copy the complete grant information (i.e., Grant Number - column B,
NIH Dept Combining Name – column G, NIH MC Combining Name – column H) to be corrected from the spreadsheet, and include the NIH reference or identification number for the grant into a new file, retaining the data to be corrected. Use the row immediately below to indicate changes requested.
- For a department combining name change, select the new combining name and code from the approved list of NIH department combining names dept_name.csv.
- For a major component combining name change, select the new combining name and code from the approved list of NIH major component combining names mc_name.csv.
Corrections to the data for your organization must be provided to the DIS Data Quality Branch no later than Friday, October 7, 2011. Any changes not reported by this date may not be reflected in our reporting files. The file with the changes should be emailed as an attachment to [email protected].
It is recommended that you periodically check the RePORT Website for updates. The website is refreshed weekly (every Friday night).
Thanks for your cooperation.
Inquiries
For additional information or questions, please contact the DIS Data Quality Branch by sending an e-mail to:
DIS SQAIB mailbox: [email protected]
and Human Services (HHS)
