D. PROPOSAL DETAILS D. D. D.3. D.4. D.5. D.6. D.7. D.8. D.9. D.10. D.1 D.1 CREATE A NEW PROPOSAL GENERAL INFO ORGANIZATION ADD INVESTIGATORS AND KEY PERSONS CREDIT SPLIT SPECIAL REVIEW ABSTRACT OTHER YNQ (YES AND NO QUESTIONS) PROPOSAL ROLES QUESTIONNAIRE UPLOAD ATTACHMENTS D.1 PROPOSAL ATTACHMENTS D.1 PERSONNEL ATTACHMENTS D.13. INSTITUTIONAL ATTACHMENTS D.13. VALIDATE D.14. SUBMIT FOR APPROVAL D.15. APPROVAL ROUTING D. CREATE A NEW PROPOSAL Click the My Proposals link near the top of the page after logging in. Click the Create New Proposal link near the top of the page. When the proposal is saved, a proposal number is assigned, and it is stored permanently in the COEUS database. Proposals can never be deleted from the database. When a Proposal is created, it is immediately and permanently associated with a Department/Center/Institute ( Lead Unit ) that cannot be modified. The identity of the Lead Unit is derived from the Roles assigned to the Investigator s COEUS account. By default, Investigators have the Role to Create a Proposal in the Unit of their Primary Academic Appointment. Some Investigators may also have the Role to Create a Proposal in additional Units. If an
Investigator has the Create a Proposal Role in multiple Units, a supplemental screen is displayed from which the Lead Unit must be selected. Once selected, either from this screen or by default, the Lead Unit is linked with the new proposal and cannot be changed. WARNING! Once a proposal has been created in a lead unit, the lead unit cannot be changed. Users authorized to create proposals in more than one unit must select the Lead Unit at the time the new proposal is created or copied. An Aggregator on the existing proposal can copy it (be sure to select Budget(s) and Narratives), and select a new lead unit to save the initial work. D. GENERAL INFO Click the Create New Proposal link. Choose the type of proposal you are submitting by selecting the Proposal Type from the dropdown list. Choose from: Continuation - Non-competitive continuation application for the next period in an existing project for which the sponsor has previously committed funding. Internal Campus Programs Applies to internally funded programs. Modified Proposal - Resubmission of a proposal that was previously reviewed by the sponsor and has been modified by the PI which requires sponsor review and institutional signature. New - An application not previously proposed, or one that has not received prior funding. Preliminary Application Applies to pre-proposals that will be followed by full proposal applications. Renewal - An application for support of a new competitive segment of funding. Resubmission - A revised or amended application that addresses the reviewer feedback from a previous submission. Revision - Changes to an existing award or pending application. Examples include: Supplement, Budget Modification, PI Change, Revised Scope of Work. Task Order - Not applicable 3. 4. 5. Choose the type of activity that best describes your proposal by selecting the Activity Type field from the drop-down list. Type the proposal Start Date or click the calendar icon and select a date. Type the proposal End Date or click the calendar icon and select a date. NOTE: The Original Proposal Number and Award # fields are not utilized when creating a new proposal. Choose the appropriate agency/sponsor for your proposal. Click the Search link next to the Agency/Sponsor field. NOTE: If you know the six-digit sponsor code you may type it in the field and skip to step 8. Please note that if the desired Sponsor is not found in the COEUS database, you must call the Office for Sponsored Programs at 631-632-4402 and the new Sponsor will be added to the database.
6. Complete one or more search criteria fields and then click Search. 7. Click the correct sponsor name or code. The Agency/Sponsor field populates with the corresponding code. 8. The Prime Sponsor field is utilized only if this proposal is a subcontract. If you are submitting a subcontract, use the Search link to choose the prime sponsor. Select the appropriate sponsor. Enter your proposal deadline into the Proposal Deadline Date field. Click the appropriate radio button to indicate if your proposal deadline is a receipt or postmark deadline. Click the button to the right of the NSF Science Code field and choose the field that most appropriately describes your proposal. 9. 10.
1 1 13. 14. 15. 16. 17. 18. 19. NOTE: This is a mandatory field for all proposals. This information is used to compile reporting on Research & Development activities. Anticipated Award Type must be selected from the drop-down list, if known (e.g. grant, contract, clinical trial, subcontract etc.). The Sponsor Proposal No field is utilized for National Institutes of Health (NIH) renewals and resubmissions. Enter the NIH generate proposal number (e.g., CA123456) assigned to the original proposal. Enter your proposal title into the Title field. Click in the Program Title field and type the name of the FOA program, if available. Click on the drop-down list of the Proposal in Response field and select the appropriate type, if available. Click in the Funding Opportunity Number field, if applicable. For paper submissions enter the data manually. For Grants.gov submissions this number will be populated automatically if CFDA is used to search and link. Otherwise, insert the Funding Opportunity Number to perform the Grants.gov search. The Sub Contract box should be checked if there will be a subcontract on your proposal. Click in the CFDA (Catalog of Federal Domestic Assistance) Number field, and then type the appropriate number assigned by sponsor for a funding opportunity, if available. For paper submissions enter the data manually, if known. For Grants.gov submissions enter the CFDA number to support the Grants.gov search. NOTE: You must enter the Opportunity Id or the Catalog of Federal Domestic Assistance (CFDA) Number in order to download the appropriate Grants.gov application package for your proposal. NOTE: The Agency Program Code and Agency Div Code fields are not utilized. Click the Save button. D.3. ORGANIZATION The Organization screen automatically populates with Stony Brook University s organization information. But, if you need to add an organization or performance site, you will do the following:
Click the Add Organization/Location link. Type can be chosen as either Performance Site or Other Organization. Location field is a free text field. 3. Click Find Address and complete the search for the desired location address. 4. Click Add Cong District. New text field will become available. 5. Click Save. D.4. INVESTIGATORS/KEY PERSONS Click the Investigators/Key Persons link on the navigation pane. Click the Employee Search or Non Employee Search link. The Person Search screen displays.
3. 4. To designate a Principal Investigator and other faculty members on your proposal, click the Employee Search link. Enter the last name of the employee into the Last Name field. NOTE: Asterisk (*) is a wild card and can be used before or after a partial employee name. If your employee or non-employee is not listed, contact the Office of Sponsored Programs. 5. Complete one or more search criteria, and then click Search. The employee information will populate in the fields where matching data exists. 6. 7. Select the appropriate role from the Proposal Role drop-down list. (The value initially defaults to Principal Investigator since every proposal must have a Principal Investigator role assigned.) NOTE: If you select Key Study Person you must also complete the Key Person Role field. You are required for NIH to enter your era Commons user name into the Commons User Name field. Verify that your unit is correct. If not, please contact the Office of Sponsored Programs. WARNING: Changing your unit without contacting the Office of Sponsored Programs may compromise your access to the COEUS system.
8. 9. You must enter the total percentage of effort in the %Effort field for each person listed on this screen as well as the estimated %Academic/Summer/Calendar year effort. Click the Save button. The name will be displayed under the List of Investigators/Key Study Personnel section. Repeat this process for each role that must be added. If you need to add an additional business unit: If you or your Co-Investigator hold a joint appointment, you must add the additional department/unit under the appropriate person. NOTE: This will not only populate the Credit Split section, but it will also generate proper routing of your proposal. Under the List of Investigators/Key Study Personnel, click the Details link next to the person for whom you want to add an additional business unit. Click the Add Unit link. 3. 4. Click Search. Enter the search criteria, and then click Search.
5. 6. 7. Select the appropriate business unit from the search results. Click the Lead radio button to designate the lead business unit. Click the Save button near the bottom of the screen. IMPORTANT! The Principal Investigator and Co-Investigators must certify each time a proposal is submitted. Each faculty member must provide their own certification. In order for the Co-Investigator to certify, they must be given the Aggregator role under the Proposal Roles section of the menu on the left side of the screen. If you have a Co-Investigator from another institution, please contact the Office of Sponsored Programs. Once the Certify link is clicked, answer the questions by clicking the appropriate radio buttons. Once completed, click the Save button. NOTE: You may choose to print the certification page for your records. You can do so by clicking the Print Certification button to the right of the Save button.
D.5. CREDIT SPLIT Click the Credit Split link on the navigation pane. You are required to complete the credit split category for all proposals. For 100% credit allocated to one department, Recognition and Financial fields should both list 100%. NOTE: Both fields should always reflect the same percentage. The Recognition and Financial fields represent the distribution of credit for this proposal. The dark grey line adjacent to the faculty member's name represent how much credit the faculty member is receiving for this proposal. The light grey line adjacent to the department represents how much credit the department is receiving for the faculty member's credit. Proposals involving faculty from more than one department will see the following: Under the Principal Investigator's name, you will see their department/unit. Also listed will be the department/units for all Key Study Persons. Under the Co-Investigator's name, you will see their department/unit. NOTE: In the COEUS system, department/units automatically list using a number assigned to each area. Consequently, the Principal Investigator's unit may not be the first unit listed. 3. Click the Save button.
D.6. SPECIAL REVIEW Click the Special Review link on the navigation pane. Choose the special review that your proposal will require. NOTE: Currently, the Office of Sponsored Programs does not utilize the following special reviews: * Foundation Relations * International Programs * Investigational New Drugs 3. Choose the appropriate status of your special review. 4. Click the button to the right of the Approval field. Please note that if you submit a Grants.gov application you cannot choose Not yet applied as an option since this is not a valid answer. 5. Enter the appropriate information into these fields if available: Protocol No, Application Date, Approval Date, Comments.
6. Click the Save button. NOTE: If your proposal requires more than one special review, click the button to the right of the Special Review field and repeat the procedure. If you need to remove a Special Review: Click the Remove button next to the Special Review that you would like to delete. A pop-up box will appear asking for removal confirmation. Click OK to remove. 3. Click Save. D.7. ABSTRACT Abstract link on the navigation pane is not currently being used.
D.8. OTHERS Others link on the navigation pane is not being used at Stony Brook University. D.9. YNQ (YES AND NO QUESTIONS) Click the YNQ link on the navigation pane.
Read each question and select Yes or No. If an Explanation field displays when selecting Yes, complete this field. When you have responded to all questions, click Save. D.10. PROPOSAL ROLES Click the Proposal Roles link on the navigation pane. This information will automatically populate based on approval queue information for the business unit. However, if you need to add another proposal role you will do the following to add a role: Next to the role you wish to add, click the Add User link.
3. Complete one or more search criteria, then click Search. Select the correct name from the search results. NOTE: You must grant the Aggregator role to all Co-Investigators and your Sponsored Programs Grants or Contracts Administrator. DEFINITIONS: Aggregator Aggregators can create and modify the proposal details, create proposal narratives, attach narrative files to the proposal, and can create and modify the proposal budgets. Aggregators control which users have access to their proposals in progress, and can apply and remove users as needed to roles such as Aggregator, Budget Creator, Viewer, or Narrative Writer. Only a user with Aggregator role can perform the following necessary steps in the proposal process: Certify the proposal Maintain Proposal Roles 3. Modify Budget 4. Modify Narrative 5. Modify Proposal 6. Answer Yes/No Questions 7. Submit the proposal for departmental routing and Institute approval. Approver This role is determined by the Office of Sponsored Programs. You do not have authority to make changes to this role. Narrative Writer Narrative Writer can create proposal narratives and upload narrative files to the proposal and also modify proposal details. Narrative Writers can view the budget, but cannot modify the budget details. Budget Creator Budget Creator can create and modify a proposal budget and modify proposal details. Budget Creator also has the ability to view the proposal narrative module and attachments, but cannot create or modify narrative files for the proposal. Viewer Viewer can view the proposal, including the proposal details, the narratives, and the budget module. The Viewer cannot create or modify any portion of the proposal.
D.1 QUESTIONNAIRE There are three sections of questions to be completed: Export Control Questions, Intellectual Property Questions and Proposal Questions. Some of these questions will generate additional routing of your proposal. All questions must be answered to complete this section. Answer the Yes/No questions for your proposal by clicking the appropriate radio buttons. Click the Save button. Export Control Intellectual Property Proposal Questions D.1 UPLOAD ATTACHMENTS The Upload Attachments section will be used to store the body of a funding proposal. COEUS will accept MSWord or Adobe pdf documents. Please read the sponsor s guidelines carefully for any specific formatting requirements for proposal attachments. Unless specifically required by the sponsor, it is
recommended that all files be converted to Adobe pdf format as these files are more stable and provide a more accurate representation of the material. Click the Upload Attachments link on the navigation pane. There are three different types of Attachments: Proposal Attachments, Personnel Attachments and Institutional Attachments. All files must be marked as Complete in order to support final approval actions. If a file was not checked as Complete prior to routing for approval, the Complete column will display a red X. Incomplete narratives will prohibit the proposal from completing the approval cycle. D.1 Proposal Attachments - These include the body of a proposal: Narratives, Background, Special Reviews, Project Summary, Budget Justifications, Facilities, as well as all of the specific Sponsor Forms that are necessary for Grants.gov proposals. To display the types required for Grants.gov submissions, an opportunity must already have been selected in General Info screen for your proposal. A. Upload a New File Choose the necessary Attachment Type from the drop-down list. Write a brief Description which can be used to identify the file. 3. Click on the Browse button and locate the file to upload from the available computer drives. 4. Click on the Save button and the file name will be added to the list at the bottom of the screen.
Any number of attachments may be added to the list. There are some Attachment Types that are limited to a single attachment (i.e. Narrative), and others that have no restrictions. You must ensure that you mark the box Complete when saving your attachments. To view any of the attachments click on View on the right side of the list and the file will be displayed. To remove any of the attachments click on Remove on the right side of the list and the file will be removed. B. Refresh Proposal Attachments If an attachment needs to be edited, or replaced, double click on the file name to bring it to the top of the page. At that time the Browse button will be replaced with Upload new file. A modified or replacement file may then be uploaded in its place.
3. 4. 5. 6. Locate the file to be updated. Click on the FILE NAME - first cell in table - NOT the View button. At the top of the screen, the Upload New File button appears. Click Upload New File. Browse for your replacement file; select and save it to return to the Add Documents screen. Click Save. NOTE: If a narrative is refreshed while the proposal is in Approval in Progress status; an email message will be sent to all proposal approvers that a file has been updated (the module number will be identified). C. Refresh an Uploaded Narrative File (replacing the existing file): Click Upload New File, the button will convert to Browse. Click Browse; locate the file; select and save it to return to the Add Document screen. 3. Click Save. D. To edit the Description only without replacing the file: Click in the Description field and make the changes. Click Save. D.1 Personnel Attachments - These include documents for each Key Person on the proposal: Biosketch, Current & Pending funding, Statement of Commitment. Select the appropriate Attachment Type from the drop-down list. The Person drop-down list will show the Investigators/Key Persons previously entered into the proposal. Select the appropriate name from the drop-down list.
3. 4. Click on the Browse button and locate the file to upload from the available computer drives. Click on the Save button and the file name will be added to the list at the bottom of the screen. Any number of attachments may be added to the list. D.13 Institutional Attachments - The documents may be uploaded and will be saved with the proposal in the database, but will NOT be included in any material that gets sent to a Sponsor via Grants.gov. 3. 4. Select the appropriate Attachment Type from the drop-down list. Write a brief Description which can be used to identify the file. Click on the Browse button and locate the file to upload from the available computer drives. Click on the Save button and the file name will be added to the list at the bottom of the screen. Any number of attachments may be added to the list. WARNING! There are two mandatory internal forms that must be completed and attached in this section. Conflict of Interest Declaration/Investigator Certification (CIO/IC). This form must be fully completed and uploaded for each faculty member with effort on this proposal. http://www.stonybrook.edu/research/forms/coi/cid.shtml The COEUS Proposal Form (CPF) must be completed and uploaded by the Principal Investigator.
http://www.stonybrook.edu/research/forms/osp/coeus-proposal.shtml You can also upload other internal institutional documents (i.e., cost sharing letters, subaward letters of intent). Write a brief description which can be used to identify the file D.13. VALIDATE This is the first validation check before submitting for approval. COEUS has fields that are mandatory in order to submit a proposal. When the proposal is ready for submission, click the Validate button. If there are any mandatory fields (marked with a red *) that are not populated, COEUS will return an error message noting the items that are missing. COEUS will also list other missing fields such as completion of YNQ or Key Personnel certifications, incomplete budgets, etc. for correction. If the proposal passes this preliminary validation, the following message will appear: D.14. SUBMIT FOR APPROVAL A major feature of COEUS is routing proposals electronically for approval by the individuals from each Unit (School, College, Department, Center, Institute) included in the proposal. Each Unit has provided a list of the primary approver and alternates, one of whom must review and approve proposals before they can be submitted to the sponsor. If multiple Units are involved, the approval process can occur simultaneously. Selecting the Submit for Approval link on the navigation pane will begin the routing and approval process before a proposal can be submitted to the sponsor. Once selected, COEUS will perform a secondary validation, including Budget and Investigator Certification. If either of these items is incomplete, an error message is displayed indicating the proposal has started the approval process. The proposal is now locked and cannot be edited or changed unless it is rejected by one of the listed approvers in the approval chain.
Confirmation of Submission for Approval screen Only files that have been attached may be replaced on a proposal after pressing Submit for Approval. No new attachments may be added. For any other changes, investigators need to contact their Sponsored Programs Representative or one of the approvers and ask that the proposal be rejected. Once the changes have been made, the proposal must again be submitted for approval and the approval chain will start again from the beginning. D.15. APPROVAL ROUTING When a proposal is submitted for approval, COEUS will generate an email to the approvers on the first level of the routing map, alerting them a proposal is waiting for their review and approval. The first level approver is typically the Department Chair. Users can track if a proposal is waiting for approval, or has been approved through the link on the left hand side of the screen marked Approval Routing. The approvers will then sign on to COEUS and approve or reject the proposal. If the proposal has been approved, another set of emails is then generated to the next grouping on the approval chain. The Approval Routing function will display the approval map. Waiting for Approval approval is pending 1 Approved the proposal was approved by the person listed 2 Approved by Other - the proposal was approved by another person in that unit 3 Rejected the proposal was rejected by the person listed 4 Rejected by Other - the proposal was rejected by another person in that unit 5 To be submitted waiting for the proposal to be approved by other units
6 Investigators are encouraged to use this function to monitor the progress of proposals through the approval chain. If the approval of a proposal gets delayed, contact one of the persons listed in that Unit or contact your Research Administrator for assistance.