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Grants@Heart

Information for Researchers at The Ohio State University

The American Heart Association has implemented an electronic proposal development and submission system - Grants@Heart. Unlike other electronic systems, Grants@Heart does not allow administrators access to edit/update proposals.  Consequently, investigators will be responsible for completing and correcting their own applications.

Resources

Introduction to Grants@Heart

Introduction to Grants@Heart

Video Recordings

AHA Peer Reviewer Panel Discussion

Video Tutorials

• Getting Started with Grants@Heart
• Basic Navigation Including How to Submit Proposal to Grants Officer
• Completing an Application - Part I
• Completing an Application - Part II
  

AHA Program Descriptions

• Great Rivers Program Descriptions
• National Program Descriptions

General Application Instructions

General Application Instructions (common to all AHA programs, updated December, 2009)

Program Specific Instructions

• Great Rivers Research Grants (BGIA and GIA)
• Great Rivers Fellowships
• National Scientist Development
• National Fellow-to-Faculty Transition Award

Third Party E-mail Information

Third Party Instructions

E-mail templates for Ohio State PIs to send to third parties

• Mentor (Clinical Research Program)
• Referent
• Sponsor/Mentor (fellowships and fellow-to-faculty award)
• Biosketch (okay to use NIH biosketch; however, convert to Arial 12 pt font before uploading to application)
• Department Head - A letter of support from the department head is required for certain applications to the American Heart Association. This letter must use a template provided by AHA, available here. Please use the following formatting instructions:
  • Use Arial Font style, 12 point font size for Windows users; Helvetica Font style, 12 point font size for Macintosh users
  • No less than ¾" margins allowed
  • The document may be in Word or pdf format.
  Please return the completed letter to the applicant, who will upload it into the online submission system. This is a change from previous application cycles. The applicant will not be able to submit his/her application until the department head letter has been uploaded.

Third Party Downloadable Documents

• Department Head Template
• Sponsor Reference Report (this is the required document into which reference letters must be loaded)

Frequently Asked Questions

Are there any changes to the system since the July 2009 deadline?

Yes. With the exception of referents, all third-party materials now must be uploaded by the principal investigator directly into the application.

Referents still must access your proposal via their own account and upload their reference report themselves.

How do I mark my application as a resubmission?

After you answer the eligibility questionnaire, you will be asked if you wish to copy a previous application. Click yes. The following page will ask if you if want to copy the application for resubmission. Click yes and choose the correct application from the list.

Can I copy a proposal so I don’t have to start my new application from the beginning?

Yes, but it is not recommended because the copy function only copies your advanced profile, project summary, science & evaluation information uploads, research classification, and science classification. With the possible exception of the profile, these pieces will most likely have to be changed significantly. If you do use the copy function and inadvertently mark it as a resubmission, you will have to delete the application and start over.

Do I need to e-mail my sponsored program officer (SPO) that I have submitted a proposal to them?

No. The Grants@Heart system will automatically generate an e-mail to the Grants Officer that you selected on your proposal. You may wish to notify them as a courtesy.

Do third party personnel have viewing rights to my proposal?
What if my referent cannot see my proposal or where to upload their documentation?
What e-mail address should I use for my referent?

We have prepared a document that specifically addresses the questions regarding the involvement of third party personnel. Download “Third Party Instructions”

What is the institution e-mail address?

This is YOUR e-mail address at the institution where the work will be performed. AHA would like this address to be the one assigned you by the institution, rather than a personal address (such as a hotmail account). This is especially important if you will be moving to a new institution before an award starts. If you will be at OSU during the award, then use your current e-mail address.

What if I have no specialty in my degree (for example, what if my MD is just in general medicine)?

If there is not a specialty on the list that applies, then just select “Other.”

What kinds of funding do I have to list for in the Funds Available section (e.g., do I list extramural AND intramural)?

You must list all funding available to you (either as principal investigator or as a co-investigator, including clinical trials) as of the start date of the project. You should not include those projects in an unfunded extension. You also should not list internal funding (start-up packages or internal grants, for example) in this section. Internal funding needs to be listed in your biosketch.

If my other funding is pending and does not yet have a project number assigned to it, what do I type into the Award Name or ID Number field in the Funds Available section?

If you have not yet received an ID number for pending funding, just type “to be determined” or “pending.”

Will I get an e-mail once the SPO has submitted my application to AHA? Yes, you will receive an e-mail confirmation once application has been submitted.

Do I have to sequentially number the pages of all my uploaded documents?

No. You are not required to number pages or label them with your name.

If the SPO sees even a small problem, they send the application back to me. Why can’t the SPO make changes to my application if they see things that need to be fixed?

The SPO who is reviewing your application is not allowed to make changes -- they can only view it. Only the PI can make changes to the proposal. It is important to note that after you send your proposal to your SPO, you will NOT be able to make changes to it. If they “reject” the proposal and send it back to you, then you can make any needed changes. If you discover a needed change after it has been submitted to the SPO, then notify them immediately, and if they have not already submitted it to AHA, they can “reject” it and send it back to you to make the change. Once an application has been submitted to the AHA, it cannot be retracted.

What are the instructions for the Research Plan?

On the Research Plan subsection of the Science and Evaluation Information page, click on the “?” icon to access the instructions. Note that the page limit is posted next to the “?” icon. You may also download the instructions at http://www.americanheart.org/presenter.jhtml?identifier=3058435.