Create and Edit an Account

Information on how to manage accounts, using the Account Management System (AMS) in eRA Commons.*

* You must be logged into eRA Commons with appropriate role(s) to complete these activities. 

Once a grantee organization is registered in eRA Commons:

  •  A signing official account and an optional administrator account are created
  • The signing official at the organization can establish additional user accounts.
  • Users who are assigned the following roles can create accounts:
    • Signing official (SO): all accounts including other SO accounts
    • Account administrator (AA): all accounts except SO, FCOI accounts, and IAR accounts
    • Administrative official (AO): all accounts except SO, BO, FCOI accounts, and IAR accounts, and 
    • Business official (BO): all accounts except SO, BO, FCOI accounts, and IAR accounts
  • A principal investigator cannot create his or her own eRA Commons account but has to rely on the signing official or other users listed above to create the account.

If an individual is to be listed on an application as senior/key personnel, they will need to have a valid eRA Commons username (Commons ID). This requirement is targeted for all grant application submissions for due dates on or after January 25, 2022. Applicants will receive a warning starting in late April 2021 if the ‘Credential, e.g. agency login field’ for all Senior/Key Personnel is blank on the R&R Senior/Key Person Profile (Expanded) form or does not contain a valid Commons username. This warning is targeted to become an error for applications coming in for due dates on or after January 25, 2022 and will need to be corrected before the application is submitted to the agency.

The account can be assigned any of the eRA Commons roles as needed.

Individuals with these roles can only view the Institution Profile (IPF) of the affiliated organization and view/edit their own Personal Profile (PPF):

  • UNDERGRADUATE
  • GRADUATE_STUDENT
  • POSTDOC
  • SCIENTIST
  • PROJECT_PERSONNEL

This is the quickest option and within the control of the applicant organization. Remember, a single Commons account can be affiliated with multiple organizations. It doesn’t matter which organization initially establishes the account.

NOTE: Before creating a new account, ensure an account does not already exist for that individual by completing a search of all eRA Commons accounts. This is done by accessing the Accounts Management System (AMS), under the eRA Commons>Account Management (Admin) button > Accounts > Account Management tabs. Users conducting scientific research should only have one eRA Commons account for their entire research career.

If you find that you have more than one account please contact the eRA Service Desk at https://public.era.nih.gov/submithelp/ or 1-866-504-9552.

Basic Tasks (step-by-step instructions from the online help)*

After logging into eRA Commons, the signing official or other authorized users can access the Account Management System by clicking the Account Management (Admin) button on the landing page, or selecting Admin from the apps icon in the upper left corner. See Figure 1.  From there, they can select the Admin>Accounts>Account Management sub-menu. Clicking on Account Management opens the AMS Search Account screen.
Figure 1: eRA Commons landing page showing the Account Management (Admin) button and the Admin menu option from the apps icon
Figure 1: eRA Commons landing page showing the Account Management (Admin) button and the Admin menu option from the apps icon

Figure 2: eRA Commons landing page showing the Admin menu option from the apps icon

After logging into eRA Commons, the signing official or other authorized users can access the Account Management System via the Admin>Accounts>Account Management sub-menu. Clicking on Account Management opens the AMS Search Account screen.

 

The Create Account screen can be accessed from the Search Accounts screen by clicking the Create Account button.

* You must be logged into eRA Commons with appropriate role(s) to complete these activities. 

Main Screenshots

Click on thumbnail image to expand to full view.

 

Figure 2: Accounts Management System (AMS) Add Search Accounts screen

Figure 2: Accounts Management System (AMS) Add Search Accounts screen

 

Figure 3: Accounts Management System (AMS) Add Roles screen

Figure 3: Accounts Management System (AMS) Add Roles screen

 

Figure 4: Accounts Management System (AMS) Search Screen showing Create New Account button

Figure 4: Accounts Management System (AMS) Search Screen showing Create New Account button

Additional Resources