Minimum Proposal Requirements for Routing

Transcription

1 Minimum Proposal Requirements for Routing This QuickCard contains the minimum requirements for routing a proposal for approval in Coeus. Review the sponsor s solicitation for specific requirements and instructions. Detailed instructions can be found in the CoeusLite User s Guide ( Creating a proposal with Minimum Proposal Requirements is appropriate in the following situations: NON System-to-System proposals The proposal is a transfer The proposal is a sub-award The proposal is a foundation The proposal is a Contract The agency requires a programmatic budget An NSF proposal submitted through Coeus will require a file update in Fastlane (form not supported by GG) In these cases: Summary budget can be input into Coeus, but a detailed budget in an Excel spreadsheet must be uploaded into attachments Investigator/Key Persons Details can be skipped Attachments can be uploaded as one large PDF, provided the documents are the complete and final version If there is reduced F&A (or cost share), details should be in an uploaded attachment, and a comment placed in the budget summary Create a New Proposal 1. Log into Coeus with your MyNEU ID and password; click My Proposals and Create New Proposal. If you are authorized to create proposals in more than one Lead Unit, you will first be presented with your list of those units. Click on the appropriate Unit for this submission. Lead unit cannot be changed once a proposal is started. You will be able to add a unit(s) to support routing and credit split for each investigator on the Investigator Details screen. 1 P age

2 Enter required information on the General Info tab Complete the required fields. Then, click Save. Fields with a red asterisk ( ) are required to save and generate a proposal number. Field Proposal Deadline Date is * required to route the proposal for approvals. Navigates to the Proposal Summary screen. Details required to save and create a proposal; will always be the first screen presented when a proposal is selected. Displays the contact information of the submitting organization, performing organization, and allows users to add performing sites of additional locations. Add Investigators and Key Persons and customize their unit, roles, and contact and degree details. Certify Investigators. Enter credit allocation specifics for Investigators as defined by your institutional business practices. Enter information for research requiring special review or approval such as use of animals or human subjects. Except in the instances of NSF (suggested reviewers, deviation authorization, and 2 P age

3 reviewers not to include), field not used at Northeastern. Not used at Northeastern. Contains custom elements, e.g. name of PI from Prime Institution, etc. Enter answers to compliance questions required by your Institution, sponsor, or both. Add or remove user access to your proposal Heading for Questionnaires- Locally defined and applied Questionnaires will display in this category. EXAMPLE Questionnaire Links the proposal to a Grants.gov opportunity; displays opportunity details, forms, and submission status For upload of individual (Unstitched) Adobe forms Navigates to the budget screens Navigates to the file upload screens Performs the locally defined validation checks and s2s validations if a Grants.gov opportunity has been selected and saved. Starts Complete & Validated proposals routing for internal approval Navigates to the print options screen to print the Grants.gov forms, generic forms, or sponsor paper-submittal forms from your Coeus proposal data Allows authorized users to copy all or part of the proposal to a new proposal Navigates to the notification function that allows users to generate and send messages. Create a non-institute investigator, performing site, contact, or key person Rolodex entry 1. Select Save 2. Result: Coeus assigns the next available proposal number, which will appear in the proposal header on all CoeusLite entry screens. 3 P age

4 Investigators Click Employee Search or Non Employee Search to add the Principle Investigator, Co-Investigator(s), and any Key Study Person(s). Complete the required fields, then click Save. Required Field Name Name Unit Proposal Role Key Person Role Certify Details Description (Proposal Summary Form Name) The Employee/Non Employee Search will populate the Name and other contact information. For the PI, Unit is the Lead Unit where the proposal is created and managed (populated by Search). Proposal will route to all units listed for the PI and Co-PI s in the details. Select the appropriate role from the pull-down menu (PI, Co-PI, Key Study Person). If you select Key Study Person as a Proposal Role, the Key Person Role field will display with the persons directory title as a default; enter the persons role on the project. PI and Co-PI(s) must provide answers to the certification questions. Select Certify and provide appropriate answers. Click Details to review and update contact information; add/remove Units listed for routing for approval. Credit Split The credit split indicates the percentage of participation in the proposal for each of the investigators and units, and factors into the F&A percentages. In the example below, the credit split indicates that each of the investigators will be recognized for 50% effort, with each receiving 50% of the F&A costs. Since one investigator has a dual appointment, the F&A costs accorded to the investigator are further split 50/50 between the investigators units. Each unit will receive 50% of the 50% F&A costs accorded to the investigator. 4 P age

5 With only one appointment, the second investigators unit will receive 100% of the 50% F&A costs accorded to the investigator. The total for all investigators must equal 100%; total of all units under each investigator must equal 100%. Special Review Special Review is used to identify research that requires special review or approval, such as work with Human Subjects, animals, or recombinant DNA. If your proposal, including any subcontracts, requires Special Review/Approval, complete the required fields as needed. Then, click Save. Required Field Name Special Review Approval Protocol No., Application Date, Approval Date Description (Proposal Summary Form Name) Select appropriate entry from pull-down menu. Select Pending, Approved, or Exempt approval status from the pull-down menu. NOTE: at NU, almost all Special Reviews are PENDING. Also note, approved or exempt status is assigned by IRB. Required if Approval Status is Approved; Add information if available. Otherwise, leave blank. If Approval Status is Exempt, exempt code (letter and number, i.e. E4) must be entered in the Comments field. 5 P age

6 Others Research Theme new mandatory field (denoted by the red asterisk) which assists the University in collecting data on whether the proposal is related to one of the three Major Research Themes. Select the Search field next to the blank field then select the appropriate value Health, Security, Sustainability, or Other (use other if research is so basic that it cannot be tied to an application at its current stage of development, or outreach programs like STEM that don t fit any of the designated themes). Research Theme-Other Explained - If Other is chosen as a Research Theme, provide an explanation in the field Research Theme- Other Explained. Special Considerations - new mandatory field (denoted by the red asterisk) which assists the University in collecting data on whether the proposal is related to a Program Project, or a Young Investigator solicitation. Select the Search box next to the blank field, then select the appropriate value (Program Project, Young Investigator, or N/A - Not Applicable). YNQ If present, answers to these YNQ questions are related to your local institutional requirements. Questions required for Grants.gov forms have been relocated to Questionnaires. Answer all questions, then click Save. Questionnaire 6 P age

7 Budget CoeusLite is used to develop Detailed Budgets, Modular Budgets (required by NIH), or at a minimum, *Budget Summaries. *NOTE: If the sponsor requires use of specific budget forms, completing a Detailed Budget in Coeus is not required, but the sponsor s specific forms MUST be uploaded into Coeus as an Other Institutional Attachment. While a Detailed Budget can be completed in Coeus, the information will not be pulled into the specific sponsor forms. Complete the minimum required Budget Summary sections below to submit the proposal and route for approval. Budget Summary Required Field Name Overhead Rate Type Direct Cost Description (Proposal Summary Form Name) Coeus populates this field based on the Activity Type on the General Info Screen (e.g. Overhead Rate Type for Organized Research is MTDC). Revise as needed by selecting an entry from the pull-down screen. For each period, enter the Direct Cost amount. 7 P age

8 Indirect Cost Under Recovery Cost Sharing For each period, enter the Indirect Cost amount. For each period, enter the amount of Under Recovery. After saving, select Under Recover Distribution from left navigation and enter source of funds. Enter a value for each period, if appropriate. Refer to the sponsor guidelines and NU policy regarding cost sharing requirements. After saving, select Cost Sharing Distribution from left navigation and enter source of funds. Final Budget Status Check the Final checkbox to designate the budget version for approval routing and/or submission to sponsor. Select Complete from pull-down menu. The budget must be complete to submit for routing and approval. Upload Attachments Upload Attachments contains three tabs where you can upload and attach required PDF documents for your proposal. required fields and click Save. Complete the Required Field Name Proposal Attachment Personnel Attachment Description (Proposal Summary Form Name) Documents or files that are required as defined by the sponsor opportunity instructions and their general submission guidelines. Proposal must have been linked to a Grants.gov opportunity to upload the required attachment types. These are person-specific files (biosketch, current & pending, etc.) 8 P age

9 Institutional Attachment Attachment Type File Name Complete Validations These are institutional attachments that do not get submitted to the sponsor. Printed/signed investigator certifications, NU Cost Sharing Distribution, NU F&A Under-recovery distribution, Documentation of Sponsor required reduced F&A, foundation files, NSF Fastlane proposals. Select the appropriate Type from the pull-down menu. Click the Browse button to navigate to the file to attach. Draft or Final documents should be identified as such as part of the filename. The Complete Box is checked by default. To indicate it is a DRAFT version of the document, UNCHECK the box. Prior to submitting your proposal for routing and approval, select Validation Checks from the Proposal Summary Navigation menu. Coeus will run validations to ensure you have completed the minimum requirements. If the validation check returns an error or a warning, make appropriate corrections, and then run the Validation check again. Getting Help CoeusLite Users Guide Coeus Support RA-Help@northeastern.edu Research Administration, Finance and Compliance Grant Officer: 9 P age