Quickguide to Creating a Proposal in Kuali Coeus

Proposal Tab v.1 Revised 7/18/2014 Panel Field Action Notes Proposal Development Guide Reference Page(s) Enter a description of the proposal in this format: Document Overview Description Due Date xx/xx/xx_pi Last namepi First Initial_Sponsor Initials_Short Title (first 3 This is the description that will display in Action List (i.e. for routing approvals) to identify characters are funding mechanism if applicable) the proposal. Page 3 Example: 07/05/14_TrojanT_NIH_R01_Studies on xyz Proposal Type Select the type of proposal being submitted. Ensure that the Proposal Type is consistent with the application type. The Proposal Type selected dictates what, if anything, is entered in the "Institutional Fields Conditionally Required" Panel. For definitions of each of the Proposal Types and how they are linked to previous awards/proposals, please reference the Proposal Development Guide. Page 4 Lead Unit Utilizing the lookup select the designated unit responsible for the application and administration of the proposed project. The Lead Unit Number should always be a 10-digit number. Page 5 Activity Type Select the type of activity reflected in the proposal being submitted. Ensure that the Activity Type is consistent with the work described in the proposal. For definitions of each of the Activity Types, please reference the Proposal Development Guide. Page 5 Proposal Title Enter the title of the proposal. The Proposal Title must match the title input on the and contain no typographical errors. Page 6 Sponsor ID Utilizing the lookup select the sponsor that the proposal is being submitted to. If the proposal is for a Subaward, this field should contain the sponsor who will be funding USC and not the original source of the award. Page 6 Required Fields for Saving Document Project Start Date Enter the anticipated date the project will begin. For continuations or renewals, this date should mark the beginning of the new period of performance. For supplements or revisions, this date should match the current project period unless you are requesting more time. Page 6 Project End Date Enter the anticipated date the project will be completed. For continuations or renewals, this date should mark the end of the new period of performance. For supplements or revisions, this date should match the current project period unless you are requesting more time. Page 6 Award Type Select the Award Type from the dropdown. Ensure the Award Type is consistent with the anticipated award identified in the solicitation/guidelines. If Subcontract is selected, the Prime Sponsor ID field in the Sponsor & Program Information Panel becomes mandatory. For definitions of each of the Award Types, please reference the Proposal Development Guide. Page 7 Previous Award ID Utilizing the lookup select the Sponsor Award ID that is connected to the current proposal being submitted. This field is mandatory only if the Proposal Type selected is a Renewal, Continuation, or Supplement. You may use the Account # to search/look up. Page 8 Original Institutional Proposal ID Utilizing the lookup select the previous Institutional Proposal in KC that is connected to the current proposal being submitted. You may use the proposal title to search/look up. This field is mandatory only if the Proposal Type selected is a Revision or Resubmission. If the previous Institutional Proposal cannot be located in KC, leave this field blank. Submissions prior to 12/2013 will not be available in KC. Page 8 Sponsor Deadline Date Enter the Sponsor Deadline date, as reflected on the solicitation/guidelines. If none, utilize the USC Deadline Date as the date the proposal needs to be submitted by. Page 9

USC Deadline Date Enter the USC Deadline Date (The date the PI expects the proposal to be submitted to the sponsor). If none, the proposal should be submitted consistent with the Sponsor Deadline Date. Page 9 Sponsor & Program Information After the Fact If the Sponsor Deadline date has passed, ensure the box is checked. This box should be marked for proposals submitted after the sponsor s due date or at the time of the award. Prime Sponsor ID Utilizing the lookup select the Sponsor ID of the Prime Sponsor. This field is mandatory only when Subcontract is selected as the Award Type. Page 10 Page 10 NSF Science Code Select the type of research activity associated with the NSF funding opportunity. This field is mandatory only when the National Science Foundation (NSF) has been selected as the Sponsor in the Sponsor ID field. Page 10 Does the Proposal Include Subawards? If there are Subawards in the proposal, ensure this box is checked. If this box is checked, each Subaward organization should be entered in the Subaward Panel along with their associated dollar amounts. Page 10 This field is mandatory only if the proposal being submitted to the sponsor contains Subaward(s). Confirm all Subaward organization names and amounts are correct. Subawards Subawards Utilizing the lookup select each Subaward Organization and Subaward amount (i.e., the total amount across all project periods). FCOI documentation must be uploaded in the Abstracts and Attachment Tab for each subcontractor for sponsors that follow the PHS FCOI requirements (ACS, AHA, etc.). Page 10 Ensure all Performance Sites are reflected in the Organization/Location Panel and that the Technical Scope of Work, Budget and Budget Justification are uploaded for each subcontractor. Organization/Location Performance Site Locations Enter the Performance Site Location if any portion of the work will occur off-campus. Confirm that the performance sites identified are consistent with the locations identified in the proposal, budget, etc. Page 11

Key Personnel Tab Panel Field Action Notes Proposal Development Guide Reference Page(s) Add Key Person Person Enter all named PI's, Co-PI's, and Key Persons for the proposal. For every PI, Co-PI or Key Person listed, a series of subpanels will populate for that person, detailing summary information about them. All Principal Investigators (PI s) Co-Principal Investigators (Co-PI s), and Key Persons listed on the budget must also be listed in this section. Pages 13, 14 Unit Details Unit Name For Co-PI, enter the unit number or look up the unit number and click Add to add a unit to the Co-PI. For PI, the Unit will be auto-populated with the Lead Unit Number identified on the Proposal Tab. Page 14 Principal Investigator Proposal Person Certification Subpanel Answer the Proposal Person Certification Questions in this section only if you are a PI and initiated the proposal development document. The certification questions are mandatory at this point only if the proposal is being filled out by the Principal Investigator. If the proposal is being filled out by a Research Administrator, these questions will be answered by the PI at the time of their approval of the proposal in the Approver View Tab. These certification questions will be also need to be answered for every Co-Principal Investigator (if applicable), but this will occur when the proposal is routed to them for approval. Page 14

Special Review Tab Panel Drop Down Selection Action Notes Proposal Development Guide Reference Page(s) IRB If the proposal contains human subjects, enter the protocol approval status. If the proposal contains human subjects, ensure that this is reflected in the Technical Scope of Work, Budget and Budget Justification. Pages 16, 17, 18 IACUC If the proposal contains animal subjects, enter the protocol approval status. If the proposal contains animal subjects, ensure that this is reflected in the Technical Scope of Work, Budget and Budget Justification. Pages 16, 17, 18 Special Review CTO If the proposal is for a clinical trial with budgeted patient care costs, enter the CTO approval status. If patient care costs are budgeted, CTO- Coverage Analysis must be completed. If not, the Approval Status should be set to Pending. Ensure that patient care costs are reflected in the Budget and Budget Justification. Pages 16, 17, 18 CIRC Confirm if there are any Conflicts of Interests being reviewed by CIRC. If so, Approval Status should be set to Pending. Pages 16, 17, 18

Abstracts and Attachments Tab Panel Action Notes Proposal Development Guide Reference Page(s) Ensure all proposal documents are attached, per the solicitation. Ensure that the status of each attachment is set to "Complete" before finalizing the proposal development document. Proposal Attachments Attach all applicable proposal documents that are to be submitted to the Sponsor. All documentation uploaded to the Proposal Attachments section will be submitted to the sponsor. Verify that there is a 1:1 match between the proposal attachments and the information entered in the KC proposal development document. Pages 19, 20, 21 Personnel Attachments Attach all applicable Key Personnel documents that are to be submitted to the Sponsor. Ensure all appropriate letters of support, including any letters necessary to demonstrate the support of consortium participants and collaborators such as Senior/Key Personnel and Other Significant Contributors are included in the grant application. Pages 21, 22 Ensure the following documentation is uploaded when applicable: Internal Attachments Attach all applicable institutional documentation related to the proposal. - FCOI Confirmation for all Subcontractors - Approval for Limited Submission - Human Subjects Documentation - Animal Subjects Documentation Pages 23, 24 Attachments uploaded to this section will not be submitted to the sponsor and will only exist internally in the proposal s static record (the Institutional Proposal). Notes Enter any additional details about the proposal in this section. Any content in this field will be viewable to all parties who have access to the proposal. If the proposal is returned for revision at any point in the routing process, this section will collect the comments for why the proposal was returned. Pages 26, 27

Questions Tab Panel Action Proposal Development Guide Reference Page(s) General Proposal Questions If Question 1 is "YES" (related to institutionally limited proposals), upload Provost Approval documentation in the "Internal Attachments" section under the attachment type "Other". Pages 29, 30 Clinical Trials Export Control NSF, NIH and DoED Specific Questions If the proposal is NOT a Clinical Trial, click the "Not Applicable" button. This will default answer Questions 1-4 "N/A" and Question 5 "NO". Be cognizant of these questions if the proposal contains any international work or travel. Clicking the "Not Applicable" button will default all answers to "NO". If the proposal is not for the NSF, NIH, or DoED, Click the "Not Applicable" button. This will default all answers to "N/A". Page 30 Pages 30, 31 Page 31 Other Grants.gov Questions If the proposal is not a Grants.gov submission, Click the "Not Applicable" button. This will default all answers to "NO". Pages 31, 32 PI Related Grants.gov Questions If the proposal is not a Grants.gov submission, Click the "Not Applicable" button. This will default all answers to "NO". Page 32

Budget Versions Tab Panel Field Action Notes Proposal Development Guide Reference Page(s) Budget Versions Name Enter a name for the budget (i.e. Budget). Click add then click open. This is the name of the proposal budget. Page 33 Budget Periods & Totals Period Start Date Each budget period date is automatically generated based on the Project Start Date and Project End Date entered in the Proposal Document. If budget period is different from what is generated, change the date accordingly. This is the start date of the budget period. Page 34 Budget Periods & Totals Period End Date Each budget period date is automatically generated based on the Project Start Date and Project End Date entered in the Proposal Document. If budget period is different from what is generated, change the date accordingly. This is the end date of the budget period. Page 34 Budget Periods & Totals Direct Cost Enter the direct cost for each budget period. Total Direct Cost will be automatically calculated once saved. The total direct costs for a given budget period being requested from the sponsor. Page 34 Budget Periods & Totals F&A Cost Enter the indirect cost for each budget period. Total F&A Cost will be automatically calculated once saved. The total F&A costs for a given budget period being requested from the sponsor. Page 34 Budget Versions Final Click on the checkbox to mark the budget as Final. Only do so when the budget is complete. This is used to flag the budget as the final version to be used with the proposal. Page 35 Budget Versions Budget Status Change the status to Complete. Only do so when the budget is complete. This is used to indicate the status of the budget. Page 35

Proposal Actions Tab Panel Action Notes Proposal Development Guide Reference Page(s) Check for Any Validation Errors. Validation Errors will prevent a proposal from being submitted. Data Validation Click "Turn On Validation" - Click the "Show" Subpanel next to each Validation Error and then "Fix" to correct the error. Pages 36, 37 Warnings will not affect the submission of a proposal. - Ignore any Credit Split warnings.

Required Fields Action Notes Proposal Development Guide Reference Page(s) Certification Questions Quickguide to Creating a Proposal in Kuali Coeus Answer All 4 Certification Questions Approver View Tab If the proposal was initiated by a Research Administrator, these question are mandatory for the Principal Investigator at the time he/she approves the proposal. If the proposal was initiated by the Principal Investigator, these questions will have already been answered in the Key Peronnel Tab, under the Proposal Person Certification Subpanel. Page 41 Approve/Return to Initiator Select Approve if the proposal is ready for the next level of approvals. Select Return to Initiator to send the proposal back for corrections. If you click "Return to Initiator" you will be provided a free text field to address any problems with the proposal that prevented it's approval. These comments will be fed to the Notes Panel in the Abstracts and Attachments Tab. Page 42