FAQs: Filling Out an Application

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What are the formatting guidelines?
How do I fill out and submit my application?
If my IT does not have an additional Adobe Writer license to load onto my computer, is there a cheaper option to buying the software?
Whose signatures should I obtain on the cover sheet?
What if I cannot obtain all the required signatures by the deadline?
Is it ok for me to include multiple documents that would make up the research plan?
What constitutes an incomplete application?
What is a preceptor and which programs require a preceptor?
Which letters of support do I include with my application?
Do I need letters of recommendation?
Do I need a biosketch for everyone involved with the project?
What should be included in the abstract?
Do I need to submit the "Other Support" section?
Can I change the title of my grant application?
What about human and animal subjects?

What are the formatting guidelines?

• The application should be single-spaced and stay within the margin limitations indicated on the form.
• The Research Plan section should not exceed 10 pages, excluding appendices (tables, photos, charts, bibliography/references, etc.)
• The font for all template sections should be no less than 15 characters per inch (10-point)
• All graphs, diagrams, tables, and charts should be in black ink.
• Any photographs or oversized documents should be included in the appendix.
• Include the applicant's name in the right-hand corner of each page (located in the "header" on the MS Word template).
• Use English only and avoid excessive jargon and unusual abbreviations.

How do I fill out and submit my application?

Download MS Word fillable templates for the AAO-HNSF application from proposalCENTRAL. You may complete them using standard word processing software, including Macintosh formats. Be sure to follow the page limitation and format requirements.

After completing the templates, convert the files from MS Word to Adobe Acrobat PDF format, using the full, licensed Adobe Acrobat software (this differs from the free Adobe Acrobat Reader used only to read PDF documents). Information and ordering of the Adobe Acrobat and PDF can be found at Adobe’s web site: http://www.adobe.com/products/acrobat/main.html. Because this requirement for a PDF file is common to many grant-making agencies, including the NIH, and to publishers, most sponsored research offices have Adobe Acrobat software available to create a PDF file from MS Word. Adobe usually has special discounts available to academic institutions; check with your institution.

Once you have converted the completed MS Word templates to PDF files, return/attach them through proposalCENTRAL along with the rest of your application. CORE is a paperless program, and requires applications to be submitted electronically. This includes the cover sheet, which contains space for the appropriate signatures. Once all signatures have been obtained, the cover sheet should also be scanned, converted to a PDF file, and uploaded to your proposalCENTRAL account. This can take time so plan to complete your application early to allow time for the appropriate individuals to review and sign your application cover sheet. No hard copies will be accepted.

Applications must be completed in proposalCENTRAL by the close of business on January 15th, without exception.

What if my IT does not have an additional Adobe Writer license to load onto my computer, is there a cheaper option to buying the software?

Yes. If your IT team does not have a license for the adobe writer for you, there is an online option that you can purchase called ‘Adobe Online Service Subscriptions: Create Adobe PDF Online.’ They offer a 1-month, unlimited pdf conversions package for $9.99. You can order this by visiting their website.

Whose signatures should I obtain on the cover sheet?

At a minimum, the application must be signed by the applicant, the sponsor or department head, an authorized official of the institution, and an authorized fiscal official of the institution. The online application will allow you to print a cover page which will indicate the signatures you need to obtain. Signatures must be original (not stamped or electronic signatures). It is the AAO-HNSF’s expectation that each person who signs the application has reviewed the application contents and accepts responsibility for accuracy prior to submission. By signing the application, the Principal Investigator and other officials are stating that they have reviewed the final proposal for compliance with the AAO-HNSF format and requirements.

What if I cannot obtain all the required signatures by the deadline?

We understand that getting the final signature page signed by all of the necessary staff may take some time. If you do not have all of the signatures by the January 15th deadline, please upload what you do have to proposalCENTRAL. Once you have the fully signed signature page, please scan the PDF document and email to Stephanie L Jones (or if you must, you can also mail it and we will scan the document and upload it to your application) by no later than February 15. Please be advised that no grants will be awarded without a fully signed signature page.

Is it ok for me to include multiple documents that would make up the research plan?

The bibliography and appendices (figures, graphs, tables) should be included in the same document as the Research Section whenever possible. The 10-page limit applies only to the Research Section; however, the appendix is not to be used to circumvent the page limitations. Keep such material to a minimum; only include tables and graphs essential to the application.

Instructions for merging multiple PDF files into one file with Adobe Acrobat 7.0 Professional or later:

1. With the source document open, choose Document > Insert Pages.
2. In the Select File to Insert dialog box, select the source document you want to insert into the target document, and click select. Note: You may highlight all necessary files by holding the shift button down and clicking all necessary files needed.
3. In the Insert Pages dialog box, specify where you want to insert the document, and click OK. Most often, any pages that will be inserted will be placed after the source document.
4. Save the document under a new file name.

You may contact proposalCENTRAL customer service at 1-800 875 2562 (Toll-free U.S. and Canada), +1 703 964 5840 (Direct Dial International) or by email at pcsupport@altum.com if you do not have access to a scanner or have difficulty with this process.

What constitutes an incomplete application?

An application will be considered incomplete if:

1. it fails to follow the instructions;
2. the material presented is insufficient to permit an adequate review; or
3. the appropriate institutional approvals for use of human or animal subjects are not pending or in place prior to review. No award can be made until evidence of the IRB/IACUC approval has been submitted. Unless specifically required by these instructions (e.g., IRB or IACUC approvals, change in other support), do not send supplementary or corrective material pertinent to an application after the receipt date without its being specifically solicited or agreed to by prior discussion with the staff of the Department of Research.

What is a preceptor and which programs require a preceptor?

A preceptor is required for the following grants:

• AAO-HNSF Resident Research Award
• ARS New Investigator Award
• AHNS/ AAO-HNSF Young Investigators Combined Grant
• AAO-HNSF Maureen Hannley Research Training Award
• ARS Resident Research Grant
• AAFPRS Leslie Bernstein Resident Research Grant

Selection of a preceptor is a key step in the application process and will constitute an important review criterion. The applicant is responsible for selecting a research preceptor at an academic or nonprofit research institution and for making arrangements to work with that person. The designated preceptor should be an active investigator in the area of the proposed research, and must be the faculty member who will directly supervise the proposed research training and evaluate the awardee’s progress. The proposed training shall be designed in collaboration with the designated mentor and approved by the applicant’s Department/Division Chair and institution. Training should be focused on the acquisition and refinement of patient-oriented clinical research skills and may include both didactic course work and applied experience. A structured program of study (as opposed to informal directed readings) will be reviewed most favorably. The preceptor must document the availability of staff, research support, and the curriculum and facilities for high-quality clinical research training. 

In general, the applicant should seek a successful clinical researcher who has recent publications in the area of research, experience in the research techniques to be studied, and, optimally, external grant support from NIH or other major agencies. Location in a department that will provide a stimulating and supportive research environment is an additional factor to consider. An applicant may have a co-preceptor if his/her research interests cross areas of expertise.

Applications must be accompanied by letters of support from both the applicant’s preceptor and from the Department/Division Chair, verifying that the applicant will be permitted to devote the specified amount of time to the proposed research and research training activities.

What letters of support do I include with my application?

Letters should be obtained from the following:

• Co-Investigator
• Preceptor
• Mentor
• Consultant
• Collaborator: If a co-investigator, preceptor, or mentor will play a key role in the project, a letter of understanding from that individual must be submitted, stating what the arrangement will be and what role s/he will play in the project. Also include an appropriate letter from each consultant and collaborator confirming his/her role in the project. Include Biographical Sketch pages for each consultant and collaborator.
• Department/Chair Head: A Chairman’s letter must be included with all applications. Applications must include a letter of reference and support from the applicant’s Chairman confirming the applicant’s availability for the required period of time, the support of the Department or Division for the project, and availability of resources for the project. For residents, the Chairman’s letter must verify that the resident applicant will be permitted to spend the specified time on the project.

Plan to scan your letters so that they may be uploaded to the application site. In general, if an individual’s biosketch is included in your application, plan to obtain a letter from that person.

Do I need letters of recommendation?

Only applicants for the Maureen Hannley award are required to submit letters of recommendation. In the online form, indicate the name and location of each person submitting a letter of recommendation. Two letters of reference are required for the Maureen Hannley award. These letters must be uploaded by the individual making the recommendation. When completing the application, you will be prompted to provide their email address so they can receive instructions on how to submit the recommendation to your application. This piece of the application will be blind to you and only available to the reviewers.

Do I need a biosketch for everyone involved with the project?

Include a biosketch for all key personnel. Start with the principal investigator. List any collaborating investigators who participate in the scientific development/execution of the project. Include all degrees for every individual. Biographical sketches and other support must be included for each individual named. You can view a sample biosketch here.

What should be included in the abstract?

State the project’s broad, long-term objectives and specific aims, making reference to the health relatedness of the project. Describe concisely the research design and methods for achieving these goals. Avoid summaries of past accomplishments and the use of the first person. This description is meant to serve as a succinct and accurate description of the proposed work when separated from the application.

Do I need to submit the “Other Support” section?

Yes. Follow the instructions. Other support includes all financial resources, active and pending. Include a section for each of the key personnel you have listed, even if they have no currently active support. See the attached document which includes a sample biosketch and other support for your reference.

Can I change the title of my grant application?

Yes, you can change your title by going into proposalCENTRAL and changing the name in the Title Page section. Be sure the click ‘Save’ once you’ve made the change and this can only be done before you officially submit the application.

What about human and animal subjects?

If you have any documentation concerning IRB or IACUC approvals, be sure to include this with your application (this can be scanned). All required documents are due prior to the date an award commences. If you are selected for a grant and you have not yet received your final IRB or IACUC approval, you grant funds will not be issued until it is received.

Human Subjects: Applicants should submit their projects to the appropriate human subjects Institutional Review Board (IRB) at the time of application. If your research requires an IRB approval, place actual date approved or “pending” (if submitted to IRB but not yet approved). If exempt from IRB approval within your institution, place “exempt” and the date the exemption was approved. If the proposed research project involves human subjects, the population sampled shall be inclusive of the general population, of relevance to the scientific question posed, without restriction in regard to gender, race, age, and socioeconomic status. Proposals that intentionally restrict the population sampled must include a compelling scientific rationale for such design. No award will be made until the appropriate documentation is received by the AAO-HNSF.

Animal Subjects: If your proposal involves animals and your institution does not have unqualified accreditation from the Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC), a current Public Health Service (PHS) Animal Welfare Assurance, accreditation from the United States Department of Agriculture, or accreditation from the Institutional Animal Care and Use Committees (IACUC), you are not eligible to apply. It is to the applicant’s benefit to include institutional endorsements with the application. If such endorsements are pending when the application is mailed to the AAO-HNSF, the applicant should make every effort to mail in the endorsement documents prior to January 15. Endorsements should specifically cite the applicant’s name and project title.

If you will not have your final IRB/IACUC approval letter prior to the January 15th application deadline, then submit the associated documentation that you do have (e.g. what you have provided to your IRB/IACUC committee, when they will be meeting to review and the date you anticipate obtaining the final approval). We understand that some committees only meet quarterly or have very full agendas and it may take some time for you to get on their schedule. Once you receive the final approval (after the Jan 15th deadline), please scan the PDF document and email to Stephanie L Jones to upload to your application no later than February 15. Please be advised that no grants will be awarded without the final IRB/IACUC approval.