Working with NIH

Visit NIH Grants Policy Statement (NIHGPS) for the latest version.

Updated 1/26/26 based on user feedback:

• Users have reported significant challenges with using SciENcv particularly during normal business hours.  If you experience this problem, please try in the early morning or in the evening.
• It is easiest to log into NCBI SciENcv with your ORCiD.

NIH recently announced that effective January 25, 2026 it is requiring the use of the Common Forms created in SciENcv for Biographical Sketch and Current and Pending (Other) Support. The requirement applies to anyone identified as Senior/Key Personnel on proposals, RPPRs, JIT submissions and prior approval requests due on or after January 25, 2026. The requirement also applies to Agency for Healthcare Research and Quality (AHRQ), Centers for Disease Control and Prevention (CDC) and Department of Veterans Affairs (VA).

Because both the content of the new forms and the process for generating them have changed significantly from current practice, we are providing the following step-by-step guide to help investigators begin complying with the new requirement. 

SciENcv is accessed through the National Center for Biotechnology Information (NCBI) part of the National Library of Medicine. To use SciENcv investigators must have an ORCID iD linked to their eRA Commons ID and have both linked to their NCBI account.

Getting started – what you need to know now

1. Obtain an ORCID iD, if you don’t already have one. Your ORCID iD is your unique identifier in SciENcv 
2. Log in to your eRA Commons account, select ‘Personal Profile’ and link your ORCID iD to your eRA Commons ID
3. Log in to SciENcv via NCBI, using any of the log in options available
4. Connect your ORDID iD and eRA Commons ID to your NCBI profile 
   1. click on your login ID in the top right corner of the screen
   2. select  ‘Account Settings’
   3. under Linked Accounts your eRA Commons ID is likely already linked
   4. select ‘Add account’ to add your ORCID iD, and your eRA Commons ID if necessary
5. Click ‘MyNCBI Dashboard’ at the top left to access the main NCBI screen 
6. Click ‘Click here’ in the SciENcv box at the bottom right to access the main SciENcv screen 
7. Select ‘Edit My Profile’ to review/ update the information included, then  
8. At’ My Documents’ select New Document to begin creating the required forms.

Notable differences between the current and new format Biographical Sketches

For help understanding the distinctions among academic, professional, and institutional appointments and how to report them, see: 

• NSF definitions
• NIH Common Forms FAQ

Notable differences between current and new format Current and Pending (Other) Support

Certification 

Once completed each investigator is required to agree to the following certifications regarding the information provided in their Biosketch and Current and Pending (Other) Support: 

I certify that the information provided is current, accurate, and complete. This includes but is not limited to information related to domestic and foreign appointments and positions. I

 certify that the information provided is current, accurate, and complete. This includes but is not limited to current, pending, and other support (both foreign and domestic) as defined in 42 U.S.C. § 6605. 

I also certify that, at the time of submission, I am not a party in a malign foreign talent recruitment program. 

Misrepresentations and/or omissions may be subject to prosecution and liability pursuant to, but not limited to, 18 U.S.C. §§ 287, 1001, 1031 and 31 U.S.C. §§ 3729-3733 and 3802. 

The signature date must be within 12 months of when the form is submitted. 

Certification cannot be delegated – the investigator is personally responsible for the accuracy and completeness of the information provided. 

Viewing and saving the form 

Users are prompted to save the form after each entry and can view a draft of the form at any time by clicking ‘View Draft’ at the top of the data entry page. 

Once all the sections are completed and the form certified if necessary, it can be downloaded as a pdf for inclusion in a proposal, RPPR, etc. using the ‘Download PDF’ button next to the ‘View Draft’ option. 

Delegating access 

Under NCBI Account Settings investigators can add delegates to help them manage their documents. Departments/Units will decide whether they will support their staff providing such assistance. Sponsored Program Officers cannot be listed as delegates. However, whether or not a delegate assists with entry and upkeep of SciENcv data, the subject investigator is responsible for data accuracy and integrity and for certifying that such is the case. 

Helpful links 

• Common Forms for Biographical Sketch and Current and Pending (Other) Support FAQs 
• NOT-OD-26-018 includes Reminders and Tips for SciENcv and Reminders and Tips for eRA Commons. 
• For issues with SciENcv contact NCBI Service Desk or consult My NCBI Help

NIH recently released NOT-OD-25-132 Supporting Fairness and Originality in NIH Research Applications addressing the appropriate use of Artificial Intelligence (AI) in proposal development and limiting the number of applications that will be considered per Principal Investigator per calendar year. 

To limit the potential stress of multiple AI generated proposals on the application review process, beginning with applications submitted for the September 25, 2025, receipt date, NIH will only accept six new, renewal, resubmission, or revision applications from an individual Principal Investigator/Program Director (PI/PD) or Multiple Principal Investigator (MPI) for all council rounds in a calendar year. Applications on which the PI/PD or MPI is a co-Investigator do not count towards the 6-application limit. Training grants (T activity codes) and R13 Conference Grant Applications are also excluded. NIH expects this limitation to apply to only a small number of investigators.

Other Support is sometimes referred to as current and pending support or active and pending support. It is each investigator’s responsibility to ensure true, complete and accurate reporting of all sources of support for their research activities. While reporting other support has always been expected, a number of federal agencies have published expanded guidance.

Review recent announcements by NIH regarding undue foreign influence at U.S. institutions:

• August 20, 2018 letter reminded the research community of the requirement to disclose “support coming from foreign governments or other foreign entities”
• July 2019 NIH Notice NOT-OD-19-114 included Other Support guidance and reminded NIH applicants and recipients that “other support includes all resources made available to a researcher in support of and/or related to all of their research endeavors…”
• August 2024 NIH published a Decision Matrix for Assessing Potential Foreign Interference for Covered Individuals or Senior/Key Personnel

The National Institutes of Health (NIH) NIH requires that all trainees, postdocs, fellows, participants and scholars receiving support through any NIH training, career development award, research education grant and dissertation research grant must receive in-person instruction in the responsible conduct of research (see NIH RCR NOT-OD-10-019 and NOT-OD-22-055).

Training requirements apply to the following grant programs: D43, D71, F05, F30, F31, F32, F33, F34, F37, F38, K01, K02, K05, K07, K08, K12, K18, K22, K23, K24, K25, K26, K30, K99/R00, KL1, KL2, R25, R36, T15, T32, T34, T35, T36, T37, T90/R90, TL1, TU2, and U2R or any other NIH-funded programs supporting research training, career development or research education that require instruction in responsible conduct of research as stated in the relevant funding opportunity announcements.

Depending on the grant type, additional courses may be required for researchers working with human subjects or in clinical research.

For the specified award categories, the Principal Investigator (PI) must develop a discipline-specific, tailored plan for RCR training that meets NIH requirements with significant face-to-face interaction and participation by research faculty members. The instructional plan is evaluated as a component of the funding proposal and applications lacking an RCR instructional plan may be delayed in the review process or not reviewed.

The PI is responsible for ensuring that course attendance is monitored, and training records are maintained to document that all NIH-supported individuals received the required instruction. The PI must also comply with the specific reporting requirements in continuation applications. The RCR training should occur within one year of assignment to an applicable NIH Grant. NIH training records are subject to audit.

Ohio State's Office of Research Compliance offers an in-person RCR course - Responsible and Ethical Conduct of Research (GRDSCH 8000 RCR) - designed to fulfill the in-person NIH required training.

Additional courses that meet the in-person NIH requirement for RCR instruction include:

• BIOPHRM 5510 - Responsible Conduct in Biomedical Research
• MEDCOLL 5000 - Responsible Conduct of Research & Research Ethics
• ANIMSCI 7789 - Nutrition Research Ethics
• BIOMEDE 6983 - Research Ethics
• BIOPHRM 5510 - Responsible Conduct in Biomedical Research
• BIOPHRM 7510 - Professional and Ethical Issues in Biomedical Sciences
• BIOPHYS 7600 - First-Year Student Orientation
• MCDBIO 7600 - First-Year Student Orientation
• MICRBIO 7600 - First-Year Student Orientation
• MOLGEN 7600 - First-Year Student Orientation
• OSBP 7600 - First-Year Student Orientation
• PHR 8520 - Research Ethics
• VISSCI 7960 - Ethics in Biomedical Research
• Center for Ethics and Human Values: CARE Training Program (open to graduate and professional students, postdocs, university staff, and faculty)

Many new funding applications submitted to NIH on or after January 25, 2023, must comply with the National Institutes of Health (NIH) Data Management and Sharing (DMS) Policy. Under the policy, investigators and institutions are expected to:

• plan and budget for the managing and sharing of data
• submit a DMS plan for review when applying for funding
• comply with the approved DMS plan.

Unless specifically noted in the funding opportunity announcement, plans are not part of the scored peer review criteria and are reviewed only by program staff. However, peer reviewers will see and may comment on the related budget items.

Resources

• Ohio State NIH DMS Policy Guide
• 2023 Data Management & Sharing Policy FAQs
• example budget form
• example budget narrative for detailed budget
• example budget narrative for modular budget

Since 2008, publications resulting from NIH-sponsored research must be made publicly available in PubMed Central. A 2024 NIH Public Access Policy went into effect on July 1, 2025, based on guidance released in 2022 from the White House Office of Science and Technology Policy (OSTP) to make federally-funded research freely available without a delay. Under the policy, investigators are expected to:

• provide immediate access in PubMed Central upon the official date of publication
• include an acknowledgement statement of federal funding in all publications
• agree to a standard Government Use License for all publications

These requirements no longer allow for a 12-month embargo of publications. All manuscripts accepted for publication on or after July 1, 2025 must be made available in PubMed Central immediately upon publication in a journal. The policy applies to all publications resulting from NIH-sponsored research, regardless of when the grant was initiated.

Resources

• Overview Video: NIH Public Access Policy (5 minutes)
• Ohio State NIH Public Access Policy Guide
• Supplemental Guidance on Publication Costs

The National Institutes of Health requires that foreign subrecipients of NIH awards provide the primary recipient access to copies of all lab notebooks, data and documentation that supports the research outcomes described in the progress report.

This was outlined in NOT-OD-23-182 NIH Final Updated Policy Guidance for Subaward/Consortium Written Agreements. Access, which can be electronic, must be provided at least once per year, in alignment with the timing requirements for Research Performance Progress Reports (RPPR).

Two important issues to be aware of:

1. The access requirement applies to all foreign subawards, both new and active.
2. For all proposals submitted on or after January 2, 2024, NIH expects applicants to ask potential subrecipients to submit language in their letters of support indicating their awareness of these requirements and their willingness to abide by all requirements should an award be issued.

In addition to the Ohio State Subrecipient Letter of Intent distributed by Sponsored Programs to all potential subrecipients during the proposal stage, Sponsored Programs will also dispatch the "Additional Requirements for Foreign Subawards under NIH Prime Awards" to prospective foreign subrecipients of NIH grants.

Contact Laurie Rosenberg, Sponsored Programs Subaward Lead, with questions at rosenberg.1045@osu.edu.

On May 1, 2025, NIH announced an updated policy on foreign subawards.  NIH will establish a new award structure that will prohibit foreign subawards from being nested under the parent grant. Under the new structure, which is expected to be implemented by no later than September 30, 2025, NIH will fund foreign components that are structured as independent subprojects directly linked to the prime award.

Until the details of the new foreign collaboration award structure are released, NIH will not issue awards (new, renewal or non-competing continuation) that include a subaward to a foreign institution to domestic (U.S.) or foreign (non-U.S.) institutions. This applies to all foreign monetary collaborations. In addition, NIH will no longer accept prior approval requests to add a new foreign component or subaward to an ongoing project.

Impact on Ohio State Awards and Collaborations

• New, renewal, and non-competing continuations awards to Ohio State cannot fund subawards to foreign institutions.
• Awards to foreign Institutions can include subawards to Ohio State investigators.
• Ohio State awards can pay for foreign consultants or purchase unique equipment or supplies from foreign vendors where subaward agreements are not required.  

Options for Awards with Existing Foreign Subawards

• NIH will not retroactively revise ongoing (active awarded) grants to remove foreign subawards at this time, so the impact will come with your next new, renewal or non-competing continuation (including annual progress reports/RPPR) action.
• NIH will allow Ohio State to renegotiate awards (competing, renewal, and non-competing) to remove foreign subawards and rebudget the subaward funds for use by you at Ohio State or by issuing a domestic subaward  
• If your project is no longer viable without the foreign subaward NIH will work with Ohio State to negotiate a bilateral termination, taking into consideration any need to support participant safety and/or animal welfare.

NIH is beginning to contact impacted Ohio State awardees with award-specific instructions. Please share such communications with your SPO.

Guidance for New Proposals with Foreign Collaborations

NIH has not yet issued instructions for submitting proposals using the new subaward structure.  NIH has advised that current proposals should not include foreign subawards, applications that propose foreign subawards will be withdrawn by CSR and will not be reviewed, and institutions should delay submitting proposals that include what would have been a subaward to a foreign entity until revised instructions or additional guidance become available.