| eSUBMIT ELECTRONIC DROP-BOX |
What is eSubmit?
eSubmit is Stanford's drop box for electronic research proposals and provides storage, routing and tracking features. Potential users include faculty, departmental staff, and central office staff who participate in the creation, approval and submission of these electronic proposals.
eSubmit is used to:
- Share files between multiple people for editing and reviewing, and
- Allow multiple people access Grants.gov application packages (both ICS PureEdge and Adobe Forms) for editing and reviewing
- Create consistent naming and version control of files
- Route the completed grant application package to an Institutional Rep for review and submission to Grants.gov.
eSubmit Functions and Attributes
eSubmit allows multiple users to upload and download application packages for editing and routing. Because eSubmit is an application, it bypasses the "50mb email limitation". eSubmit also makes it possible for Institutional Reps' colleagues to access files for review and submission, in the event that someone is out of the office during a deadline.
Each time someone uploads or downloads a copy of the file, a date and time stamp are recorded in the eSubmit record, which will help mitigate overwriting of files.
Each person who logs in (using their SUNet ID and Password) will see all proposals for which they have authority (files they have uploaded as well as other people's files they have been given access to).
First-time users are asked to complete a 6-minute online tutorial before using the application.
People may also experiment with the system in the Demo/Training environment.
eSubmit Additional Information and Best Practices
- eSubmit Naming Convention: "PI Name_Sponsor_FOA_Version"
- eSubmit will be used to collect data as a precursor to our SeRA Preaward System
- Access the eSubmit module of the Grants.gov Training
Best Practices:
- Downloading files from eSubmit for editing
Problem: The internet browser will cache the file in a temp folder and it will be difficult to locate
Tip: Navigate to a known location on your computer (such as your desktop or a grants.gov file)
- "Checked Out" Grants.gov application files
Problem: if someone is absent from the office and has a file checked out, no one else can edit or route it.
Tip: At the end of each day, upload all checked out Grants.gov application files. (This enables others to access them)
eSubmit Login Problems and Solutions:
- Incorrect SUNet ID: Everyone has one SUNet ID. Some people set up aliases and they won't work for the eSubmit login. If you cannot remember your correct SUNet ID, please check your "Stanford You" record (https://stanfordyou.stanford.edu/)
- Multiple Employee IDs: Many faculty and staff have more than one Employee ID in the system. If you receive this message when logging into eSubmit: "Your SUNet ID and password are valid, but your user information is not available", please do the following:
- Check your Stanford ID Card for your current Employee ID number
- Submit a HelpSU ticket (helpsu.stanford.edu)
- Request Category: Administrative Applications
- Request Type: E-Submit
- In the Request Description section, Please enter the following information: Prevented from logging into eSubmit because of duplicate Empl ID, current ID is XXXXXX [enter number].
- We'll include this information to a login script that will allow you to get into eSubmit
- You receive a message that your SUNet ID and Password are invalid: This can usually be resolved by resetting your password in Stanford You (https://stanfordyou.stanford.edu/). You can "update" your password to the same value as it is currently. Once this is done, you should be able to log in.
- If none of these solutions works for you, please submit a help ticket (helpsu.stanford.edu)
- Request Category: Administrative Applications
- Request Type: E-Submit
