Thanks everyone for the responses!
We ended up getting the letter okayed by phone and then someone from the collaborators office put it on letterhead and added his electronic signature.
:)
Thanks,
Andrea

*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*
Andrea Schmitt
ADCC Administrative Director
and Grants Manager, Banner Research
Banner Sun Health Research Institute
10515 West Santa Fe Dr.
Sun City, AZ  85351
623-876-5628
623-876-5461 (fax)
xxxxxx@bannerhealth.com

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Stephens, Martha F.
Sent: Tuesday, October 11, 2011 7:45 AM
To: xxxxxx@lists.healthresearch.org
Subject: Re: [RESADM-L] late-breaking letter of support

Hi!

I can recall once when a program officer accepted a letter after the deadline but it isn't something I would count on happening.  I would recommend submitting the letter with a note on the bottom of it that says something like 'per email dated XX the consultant is not able to provide a final signed copy of the letter due to being out of town, a final signed copy will be available at XX date.'--this way you have something in the file the reviewers can look at if the program officer isn't interested in helping update the submission with a replacement.  When you have the final copy ask if it can be added and if the answer is no at least you have something in your submission.  The other option I'd look into, since the consultant has phone access is to see if the PI can talk to them and iron out what the final letter will say even if you can't get a signed copy on letter head.  Then get an email from him saying he agrees to the letter.  Then you can write on the bottom of the let!

 ter that per email dated XX the consultant agrees to the letter as written but is unable to provide ......    :-)

Fran Stephens, CRA, MSgt (USAF,Ret.)

Proposal Development Specialist
The University of Oklahoma
Office of Research Services
Three Partners Place, Suite 150-12
201 David L. Boren Blvd.
Norman, OK  73019-5300
Phone:  (405)325-3904   Fax:  (405) 325-7750
E-Mail:  xxxxxx@ou.edu
Office website:  http://research.ou.edu
Hours:  8 to 5, M-F; lunch at 11

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Schmitt, Andrea L
Sent: Sunday, October 09, 2011 11:50 PM
To: xxxxxx@lists.healthresearch.org
Subject: Re: [RESADM-L] late-breaking letter of support

Hello,  I have a question related to the email below on late support letters....  have a similar situation and looking for advice on how to handle....

Has anyone been successful in having NIH accept support letters after the deadline and prior to Scientific review,   under the new policy?    http://grants.nih.gov/grants/guide/notice-files/NOT-OD-10-115.html.

I have a PI who already knows he won't get the signed support letter in time for the K01 deadline on 10/12,  the consultant is out of town and sent an email (excerpt pasted below).     The PI emailed the  scientific contact for the program announcement to ask if the letter can be submitted late.   I don't think we will get a response in time for the deadline.       Should we include the email in the proposal submission and take a chance the SRO will accept it when we get it later?  include the draft letter and the email attached?     any other advice on how to handle?

excerpt from email from consultant....."  I received your email with the draft of the letter and your project sounds very interesting. As I mentioned, I will be pleased to serve as a consultant but am out of town until Oct 18th. I have no way to edit the letter or any way to put it on my letterhead with signature until I return. I can only suggest sending my Biosketch with the promise of a letter after October 18th. .....Sent from my iPhone"

Thanks!
-Andrea

Andrea
*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*
Andrea Schmitt
ADCC Administrative Director
and Grants Manager, Banner Research
Banner Sun Health Research Institute
10515 West Santa Fe Dr.
Sun City, AZ  85351
623-876-5628
623-876-5461 (fax)
xxxxxx@bannerhealth.com<mailto:xxxxxx@bannerhealth.com>

--------------------------------

Subject:

Re: late-breaking letter of support<http://lists.healthresearch.org/cgi-bin/wa?A2=resadm-l;6eb340b.1102>

From:

Charles Hathaway <[log in to unmask]<http://lists.healthresearch.org/cgi-bin/wa?LOGON=A2%3Dind1102%26L%3Dresadm-l%26D%3D0%26P%3D214243>>

Reply-To:

Research Administration Discussion List <[log in to unmask]<http://lists.healthresearch.org/cgi-bin/wa?LOGON=A2%3Dind1102%26L%3Dresadm-l%26D%3D0%26P%3D214243>>

Date:

Fri, 25 Feb 2011 00:15:53 +0000

Content-Type:

multipart/related

I think such documents fall in a grey area of the new supplemental materials guidelines.  I'd give it a try.  SROs generally accept this stuff up until one month prior to IRG meeting.

Have PI check with SRO.

Charlie

---------------------------------

Subject:

Re: late-breaking letter of support<http://lists.healthresearch.org/cgi-bin/wa?A2=resadm-l;1a5e6822.1102>

From:

Kellie Dyslin <[log in to unmask]<http://lists.healthresearch.org/cgi-bin/wa?LOGON=A2%3Dind1102%26L%3Dresadm-l%26F%3D%26S%3D%26P%3D215914>>

Reply-To:

Research Administration Discussion List <[log in to unmask]<http://lists.healthresearch.org/cgi-bin/wa?LOGON=A2%3Dind1102%26L%3Dresadm-l%26F%3D%26S%3D%26P%3D215914>>

Date:

Fri, 25 Feb 2011 12:28:47 -0600

Content-Type:

multipart/alternative

Parts/Attachments:

text/plain<http://lists.healthresearch.org/cgi-bin/wa?A3=ind1102&L=RESADM-L&E=base64&P=5491077&B=--____ALFRQQVSKYGSPZLRCNZC____&T=text%2Fplain;%20charset=utf-8&header=1> (1 lines) , text/html<http://lists.healthresearch.org/cgi-bin/wa?A3=ind1102&L=RESADM-L&E=base64&P=5500753&B=--____KERNOCTXLCUZLOOJFETD____&T=text%2Fhtml;%20charset=utf-8&XSS=3&header=1> (453 lines) , image/gif<http://lists.healthresearch.org/cgi-bin/wa?A3=ind1102&L=RESADM-L&E=base64&P=5540797&B=--____KERNOCTXLCUZLOOJFETD____&T=image%2Fgif&header=1> (5 kB)

I just covered this as part of a presentation to faculty yesterday.  Unless the R01 is a special FOA with only one deadline, or the letter is the result of some unforeseen administrative change in personnel, the answer is probably no.

The new post-submission materials policy spells this out pretty clearly: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-10-115.html

That said, you could always take a change and have the PI claim ignorance and ask the SRO about this.  You run the risk of irritating the SRO, which is a call you and the PI would have to make.

>>> Katherine H Davis Small <[log in to unmask]<http://lists.healthresearch.org/cgi-bin/wa?LOGON=A3%3Dind1102%26L%3DRESADM-L%26E%3Dbase64%26P%3D5500753%26B%3D--____KERNOCTXLCUZLOOJFETD____%26T%3Dtext%252Fhtml%3B%2520charset%3Dutf-8%26pending%3D>> 2/24/2011 1:11 PM >>>
To all of you NIH gurus out there:

We have received a letter of support for a recent R01 submission, after the deadline.  Is there any way to get it appended to our application?

Thanks,

Katherine H. Davis Small
Sponsored Programs Administrator
Virginia Sea Grant Fiscal Officer
Virginia Institute of Marine Science
Post Office Box 1346, 1208 Greate Road
Gloucester Point, VA  23062

<mailto:[log%20in%20to%20unmask]>[log in to unmask]<http://lists.healthresearch.org/cgi-bin/wa?LOGON=A3%3Dind1102%26L%3DRESADM-L%26E%3Dbase64%26P%3D5500753%26B%3D--____KERNOCTXLCUZLOOJFETD____%26T%3Dtext%252Fhtml%3B%2520charset%3Dutf-8%26pending%3D>
804.684.7026
fax 804.684.7614

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 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)

 A link directly to helpful tips:  http://tinyurl.com/resadm-l-help
======================================================================

======================================================================
 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)

 A link directly to helpful tips:  http://tinyurl.com/resadm-l-help
======================================================================