Table of Contents
- Introduction
- Why NIH Is Moving to the Common Form
- Key Changes Taking Effect in 2026
- New Account Requirements for Researchers
- Understanding the New Biosketch Structure
- Major Changes to Products and Publications
- ORCID Profiles Become More Important
- Formatting Changes Researchers Must Know
- How to Prepare for the Transition
- Common Challenges and How to Avoid Them
- Best Practices for a Strong NIH Application
- Final Thoughts
- Frequently Asked Questions (FAQs)
For researchers seeking funding from the National Institutes of Health (NIH), 2026 marks a significant shift in the grant application process. NIH has introduced new requirements that will affect how biographical sketches and current and pending support documents are prepared and submitted.
These changes are designed to create greater consistency, improve transparency, and simplify the review process across federal funding agencies. However, for many applicants, the transition may require substantial preparation and adjustment.
If you’re planning to submit an NIH proposal, Research Performance Progress Report (RPPR), or Just-in-Time (JIT) documentation, understanding these new requirements early can save valuable time and prevent costly submission errors.
This guide explains the most important changes, what they mean for researchers, and how you can prepare effectively.
About the National Institutes of Health (NIH)
The National Institutes of Health (NIH) is widely recognized as one of the world’s leading biomedical and public health research funding organizations. Operating under the U.S. Department of Health and Human Services, NIH plays a critical role in advancing scientific discovery, improving healthcare outcomes, and supporting research that addresses some of the most pressing health challenges facing society today.
For more than a century, NIH has funded groundbreaking studies across a broad range of disciplines, including cancer research, neuroscience, infectious diseases, genetics, mental health, cardiovascular medicine, and emerging healthcare technologies. Through its extensive grant programs, the agency provides financial support to universities, hospitals, nonprofit organizations, research institutions, and independent investigators both within the United States and through international collaborations.
Each year, NIH invests billions of dollars into scientific research, making it one of the largest and most influential research funding agencies globally. Its funding opportunities are highly competitive, requiring applicants to demonstrate scientific excellence, innovation, feasibility, and potential impact. As a result, researchers seeking NIH grants must adhere to rigorous application standards and evolving compliance requirements.
To enhance transparency, improve consistency across federal funding applications, and streamline the grant review process, NIH continues to modernize its submission systems and documentation requirements. One of the most significant recent developments is the adoption of the Common Form and updated SciENcv processes, which will become mandatory for eligible submissions beginning in 2026.
NIH at a Glance
| Feature | Details |
|---|---|
| Organization Name | National Institutes of Health (NIH) |
| Parent Agency | U.S. Department of Health and Human Services |
| Established | 1887 |
| Mission | To advance knowledge and improve human health through scientific research |
| Funding Scope | Biomedical, clinical, behavioral, and public health research |
| Annual Research Investment | Billions of dollars in grant funding |
| Primary Recipients | Universities, hospitals, nonprofit organizations, and research institutions |
| Application Systems | eRA Commons and SciENcv |
| Research Areas | Cancer, Neuroscience, Genetics, Infectious Diseases, Mental Health, Public Health, and more |
Understanding NIH’s role in the global research ecosystem helps explain why changes to its grant application requirements attract significant attention from researchers, institutions, and funding professionals worldwide. The transition to the Common Form represents an important step toward a more standardized and transparent grant submission process, making it essential for applicants to prepare well before upcoming deadlines.
Why NIH Is Moving to the Common Form
Federal research agencies have been working toward standardized researcher documentation for several years. The introduction of the Common Form is part of a broader effort to streamline grant administration while ensuring greater consistency in how researchers present their qualifications, appointments, publications, and research contributions.
By adopting a unified format, NIH aims to:
- Improve transparency across funding applications
- Standardize researcher information
- Reduce administrative burden
- Enhance reviewer efficiency
- Strengthen compliance with federal funding requirements
For applicants, this means adapting to a new way of presenting professional accomplishments and support information.
Key Changes Taking Effect in 2026
Beginning with NIH submissions due on or after May 8, 2026, applicants must create personnel documents using the Common Form through SciENcv.
The changes affect:
- New grant proposals
- Research Performance Progress Reports (RPPRs)
- Just-in-Time (JIT) submissions
Researchers can no longer rely on previous methods of manually creating these documents in Word or PDF formats.
Instead, all required personnel documents must be generated directly within SciENcv.
New Account Requirements for Researchers
One of the most important preparations involves establishing and connecting several essential accounts.
Researchers will need:
| Account | Purpose |
|---|---|
| ORCID | Researcher identification and profile management |
| eRA Commons | NIH grant administration system |
| SciENcv | Creation of Common Forms and biosketch documents |
These accounts must be properly linked before applicants can generate the required forms.
Many institutions report that account setup and linking are among the most common causes of delays during submission preparation. Because of this, applicants are encouraged to complete account setup well in advance of grant deadlines.
Understanding the New Biosketch Structure
The revised NIH biosketch consists of two primary components:
1. Common Form
This section includes:
- Professional Preparation
- Appointments and Positions
- Products
2. Biosketch Supplement
This section includes:
- Personal Statement
- Honors
- Contributions to Science
Unlike previous formats, both components must be created directly within SciENcv.
Once completed, the system generates a certified PDF that can be uploaded as part of the NIH application package.
Major Changes to Products and Publications
One of the most notable updates involves how research products are presented.
Under the new format, applicants are limited to a maximum of ten products.
These include:
Products Closely Related to the Proposed Project
Researchers may include up to five products that directly support the proposed research project.
Other Significant Products
Applicants may include up to five additional products that demonstrate broader scientific impact and accomplishments.
This limitation encourages researchers to be strategic and selective when showcasing their work.
Instead of listing dozens of publications, investigators must carefully choose those most relevant to the application and their scientific contributions.
ORCID Profiles Become More Important
The role of ORCID will expand considerably under the new system.
Previously, applicants could direct reviewers to publication lists through external bibliography links.
Under the Common Form requirements:
- MyBibliography links will no longer be permitted.
- ORCID becomes the primary external profile reference.
- Applicants should maintain an updated ORCID profile.
- Visibility settings should be reviewed carefully.
This means your ORCID profile effectively becomes a public extension of your professional identity.
Researchers who have neglected their ORCID records may need to invest time updating publications, affiliations, awards, and other professional information.
Formatting Changes Researchers Must Know
Another major adjustment involves text formatting.
The Personal Statement and Contributions to Science sections now require HTML formatting rather than traditional document editing.
This creates several challenges:
Character Limits Become More Restrictive
HTML tags count toward character limits.
Current limits include:
| Section | Character Limit |
|---|---|
| Personal Statement | 3,500 characters |
| Contributions to Science | 2,000 characters each |
Researchers must therefore write more efficiently and avoid unnecessary formatting.
Even simple formatting choices can consume valuable character space.
Conciseness Matters More Than Ever
Because of these restrictions, applicants should focus on:
- Clear language
- Direct statements
- Measurable achievements
- Strong evidence of impact
Every character counts.
How to Prepare for the Transition
Researchers can take several practical steps now to avoid complications later.
Update Your ORCID Profile
Review:
- Publications
- Awards
- Positions
- Affiliations
- Professional activities
Ensure all information is accurate and publicly visible where appropriate.
Create and Link Required Accounts
Don’t wait until the grant deadline approaches.
Establish and connect:
- ORCID
- eRA Commons
- SciENcv
Testing these connections early can prevent last-minute technical issues.
Review Existing Biosketches
Compare your current biosketch against the new requirements.
Identify:
- Publications that may qualify as products
- Contributions to Science statements that need revision
- Areas requiring stronger evidence of impact
Learn Basic HTML Formatting
You do not need advanced programming skills, but understanding basic tags such as:
- Bold
- Italics
- Paragraph breaks
- Lists
can make the transition much smoother.
Common Challenges and How to Avoid Them
Challenge 1: Account Linking Problems
Solution:
Set up and test account connections months before submission deadlines.
Challenge 2: Exceeding Character Limits
Solution:
Draft content in a character-counting editor and remove unnecessary wording.
Challenge 3: Choosing Only Ten Products
Solution:
Focus on impact, relevance, and scientific significance rather than quantity.
Challenge 4: Incomplete ORCID Profiles
Solution:
Conduct a comprehensive profile audit and update all missing information.
Challenge 5: Learning New Systems
Solution:
Participate in institutional workshops, webinars, and grant support programs.
Best Practices for a Strong NIH Application
The transition to the Common Form offers an opportunity to improve application quality.
Successful applicants should:
- Start preparation early
- Prioritize high-impact research products
- Maintain an up-to-date ORCID profile
- Use concise and persuasive language
- Demonstrate clear scientific contributions
- Ensure all documentation is compliant
- Seek institutional review before submission
Researchers who prepare early will likely experience a smoother transition and stronger application outcomes.
Final Thoughts
The NIH Common Form represents one of the most significant changes to grant application preparation in recent years. While the new requirements may initially appear complex, they ultimately encourage researchers to present a more focused, transparent, and standardized record of their accomplishments.
By understanding the new structure, updating professional profiles, and learning the SciENcv workflow early, applicants can avoid unnecessary stress and position themselves for successful funding submissions.
Preparation is no longer optional. For researchers planning NIH submissions in 2026 and beyond, now is the time to adapt, organize, and become familiar with the new process.
Frequently Asked Questions (FAQs)
What is the NIH Common Form?
The NIH Common Form is a standardized format used for biographical sketches and current and pending support documents across federal research funding agencies.
When do the new NIH requirements take effect?
The requirements apply to NIH submissions with deadlines on or after May 8, 2026.
What is SciENcv?
SciENcv is an online platform used to create and manage researcher biosketches and support documents required for grant submissions.
Do I need an ORCID account?
Yes. Researchers must have an ORCID account linked to their SciENcv profile to generate the required Common Form documents.
Can I still use MyBibliography links?
No. NIH no longer permits MyBibliography links within the new biosketch format.
How many products can I include in my biosketch?
Applicants may include a maximum of ten products: five closely related to the proposed project and five other significant products.
Why are character limits important now?
HTML formatting counts toward the allowed character limits, making concise writing more important than ever.
Should I update my ORCID profile before applying?
Absolutely. Your ORCID profile serves as the primary external record reviewers can access, making accuracy and completeness essential.
What is the biggest challenge researchers face during the transition?
Many applicants experience difficulties linking ORCID, eRA Commons, and SciENcv accounts. Setting up these accounts early can help avoid delays.
How can I prepare for the new system?
Create and link required accounts, update your ORCID profile, review your current biosketch, learn basic HTML formatting, and become familiar with SciENcv well before your submission deadline.