This Business Process will be used by all Principal Investigators and Department Administrators who submit an application through COEUS when the application is being submitted to the Sponsor via Grants.gov Download a pdf of this process
Checklist for NIH proposals
Narrative attachments for NIH proposals 1. Create a new proposal record in the Proposal Development Module in Coeus by entering the proposal title, start and end dates of the performance period, proposal type, and activity type. [NOTE: At this point and throughout the process, the record may be saved and the proposal continued later.] 2. Identify Funding Opportunity Announcement (FOA) outside of Coeus, via Grants.gov or agency search engine. 3. Enter the sponsor and FOA number (Program No.) and use the Grants.gov screen under the “Action” menu to link proposal to Grants.gov 4. Complete Proposal Detail, Organization, Investigator, Key Person and Special Review tabs. 5. Complete the budget using a detailed or modular budget in accordance with agency instructions.
Detailed budget with subaward: Upload a completed subaward budget into the proposal budget as an .xfd file. The subaward budget file must be obtained from the UMB Coeus Website. Download the subaward budget file. 6. Upload Narratives as required by the FOA. 7. Answer Yes-No questions. 8. On the Grants.gov screen, Forms tab, ensure that appropriate forms and narratives are “included”. 9. Notify ORD that proposal is available for pre-review. 10. Preparation for “Submit for Approval”
a. Change/correct proposal as appropriate pursuant to ORD review
b. Certify the PI(s); print, scan and upload the signed/dated certification in the Narrative module at Narrative Type “Signed Certification”
c. For proposals involving UMB personnel not in the Lead Unit, the Lead Unit Administrator will:
i. Identify participating (collaborating) departments other than the Lead Unit.
ii. Add the department administrators (preferred) or chairs as Viewers
iii. Notify the added Viewers and request their review and approval (provide a deadline)
iv. Obtain emails to document approvals
v. Create pdf(s) from the approval email(s) and upload to the Narrative module at Narrative Type “Participating Dept Approvals”
d. For proposals with cost sharing other than over-salary-cap, complete the cost sharing approval form and upload it to the Narrative module at Narrative Type “Cost Share Form” for review and approval. 11. Principal Investigator submits for approval through the routing process. 12. Upload final narrative attachments and notify ORD that proposal is ready for final review and submission. 13. ORD reviews
a. If proposal is acceptable, ORD approves in Coeus and submits to Grants.gov through Coeus
b. If proposal is not acceptable:
i. If changes are required to Narratives, ORD notifies PI or other Aggregator; PI or other Aggregator uploads revised attachment(s). ORD approves in Coeus and submits to Grants.gov through Coeus
ii. If changes other than narrative attachments are identified that must be corrected prior to submission, ORD rejects proposal with comments.
1) Department makes corrections and notifies ORD
2) An ORD Director, at his/her discretion, bypasses all approval steps prior to ORD
3) An ORD Contract & Grant staff member approves in Coeus and submits to Grants.gov through Coeus 14. ORD and Department check Grants.gov status in Coeus. 15. For agencies other than NIH, check agency instructions regarding communications and corrections after submission 16. For NIH:
a. ORD and PI will receive email from NIH Commons.
b. If application has no Errors, ORD and PI review the assembled application in NIH Commons
c. If application has Errors:
i. Go to Development Proposal List
ii. Highlight the line for the submitted proposal that contains an Error
iii. Create copy of proposal, including budget and narratives
iv. On Proposal Details tab, link the submitted Original Proposal
v. Link to Grants.gov
vi. In Grants.gov screen, change Submission Type to “Changed/Corrected Application”
vii. In the Grants.gov Forms tab, ensure all appropriate forms are “included”
viii. Correct Error(s)
ix. Make sure all Narrative modules are listed as Complete
x. Choose a final budget and mark the budget as Final and Complete
xi. Certify the Investigator(s)
xii. Answer the Yes/No Questions
xiii. Continue with Step 11, “Submit for Approval”
xiv. An ORD Director, at his/her discretion, may bypass approvals prior to ORD
xv. An ORD Contract & Grant staff member reviews, approves in Coeus and submits to Grants.gov through Coeus.
xvi. ORD updates status of prior (linked) proposal to “Deactivated” in Institute Proposal.
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