RAMSeS Instructions: Completing a proposal submission file for approvals and certifications Completing a RAMSeS File... 2 Brief Instructions for Chairs... 5 Draft 9-10-2012 1
Completing a RAMSeS File With these RAMSeS Instructions and the Research Funding Proposal/Announcement (RFP, RFA, PA) Guidelines in hand, and the internal budget spreadsheet completed: 1. SIGN IN to RAMSeS and Start a New Proposal 2. Enter the General Information about the project. Details about the Funding Agency and the grant program you are applying to should be available in the guidelines. Also, details in the completed start page to the internal budget spreadsheet will assist in this process. GENERAL INFORMATION DROP DOWN MENUS Select a CHESS Code for the type of project you are requesting support for Identify the type of proposal you are submitting (e.g., new, supplement, etc.) As pertains, select the submission type (e.g., resubmission, N/A) Identify the award type (or, the award mechanism ); is it a grant, is it a subcontract, is it a clinical trial Along with other details needing to be filled in, remember to search to select: Award Admin Department The primary department administrative contact (usually the lead office administrator; not yourself, not anyone in OSP, and not the Grants Program Specialist) Select Centers as applicable, etc. 3. For PERSONNEL, enter the name of the lead PI or PD and SAVE Enter other personnel and their roles as pertains and SAVE Be sure to search my last name BETCHER to add me as: Role: Administrative Contact Sponsor Effort: 0 Cost Share Effort: 0 Contract Type: 12 month For Contract Type, itemize as you prefer: e.g., 3 month or 9 month or 12 month Do not cost share effort unless cost share or a match of in-kind effort is required by the sponsor The percentages of effort must match the percentages used to calculate payment for personnel on the budget spreadsheet 5. The BUDGET Initial/Current Period should match the first year of the internal budget spreadsheet and the Total should match the cumulative total on the internal budget spreadsheet Do not include cost share or provide matching dollars unless mandated, without negotiating with your department Chair, without disclosing this requirement and asking for assistance from Dr. Cindy Putnam Evans If mandated, select the cost sharing/cost matching unit(s) Identify all appropriate cost sharing types (do not volunteer cost share) 2
For an explanation on F&A and In-Kind, Matching, Salary Cap, contact the HCAS Research Office at: 737-4389 Identify if you are requesting support of the Dean, etc. Identify additional space requirements, etc. 6. F&A SHARING is a page that will appear if you have a co-pi or other lead personnel located in another ECU department or administrative office. If your project involves any ECU Centers or Institutes, read the policy on the distribution of F&A recoveries (the link is embedded) The above F&A Sharing (or breakdown) must add up to 100% 7. CONFLICT OF INTEREST Address each instance Answer carefully as pertains If you understand a conflict of interest may be present, contact John Chin 328-9648 Complete 7. RESEARCH SUBJECTS answer and save 8. SUBCONTRACTORS are listed in the budget spreadsheet All major colleges and universities are already entered into the system to select and then add from the list If you believe a subcontractor should be listed but it is not, contact the HCAS Research Office 737-4389 to double-check Perhaps, enter a new subcontracting company or organization into the RAMSeS system 9. EXPORT CONTROL answer questions carefully If you understand an export control issue is present, contact John Chin 328-9648 Complete 10. INTELLECTUAL PROPERTY answer questions carefully Have you disclosed your research to the Office of technology Transfer? Is your work patentable? Is your sponsor a company offering a contract that while under review by the Office of Sponsored Programs the paragraph on Intellectual Property has drawn up concerns? If you understand intellectual property could be a concern, contact John Chin 328-9648 3
11. COMMUNITY BENEFITS answer carefully Think constructively about the impact of your project Select benefits as these pertain 12. The LOCATIONS OF BUDGET EXPENDITURES (the locations of the work of your project) should match the rate of F&A that was used in the internal budget spreadsheet and in the RAMSeS budget synopsis. If you calculated the 26% off-campus rate of F&A then you would not enter 100% of the location for the project on campus. 13. APPLICATION ABSTRACT should be a summary of the proposed project Short and to the point AVOIDS disclosing what is sensitive or classified information Cutting and pasting the abstract prepared for the sponsor is likely not well thought out Permit to include the abstract into the more centralized abstract database 14. ATTACHMENTS should include at a minimum: 1. The internal budget spreadsheet documented as the Budget (internal) 2. A budget justification documented as the Budget Justification 3. Proposal Announcement Guidelines 4. A draft of the proposal documented as Proposal 5. The Grants.gov application package if this is the application used 15. APPROVING DEPTS reveals an automated list of approvers of your proposal moving forward These should include the award department for the lead PI/PD The chair of the award department The co-investigator department (as pertains) Upper administrative offices (as pertains) Select AUTHORIZE DEPARTMENT LISTING 16. SUBMISSION NOTES The PI must indicate here: when the proposal itself, e.g., the Grants.gov or the Fastlane application, is ready for OSP to submit conditions of F&A Other approvers and/or preparers should indicate here: Conditions of F&A if there are any Conditions of understanding about the proposed project Why the RAMSeS record was rejected 17. ADMINISTER PROPOSAL 18. SUBMIT PROPOSAL ONLY when HCAS Grants Program Specialist, Gina Betcher, gives you the okay Once submitted, you can only add attachments No sections can be amended 4
Brief Instructions for Chairs 1. You will receive an email alert from RAMSeS 2. SIGN IN to RAMSeS 3. On the main RAMSeS page, under Certifications /Approvals: Select Dept. Approval Inbox Select a proposal number (the proposal number is a link) to Certify/Approve from the Proposal Number Select the proposal number AGAIN Review the proposal following all of the procedures above Enter submission notes as pertains Approve to show you understand the proposed grant application 5