What's new in Coeus Proposal Development?
An updated guide to the Coeus Yes-No Questions and PI certification questions is now available.
Coeus Upgrade to version 4.4.4.1 is complete! Important Changes:
►The new PHS398 Modular Budget Form V1.2 is now available. If you were linked to an FOA requiring the new form prior to the Coeus upgrade, you will need to re-link to the Funding Opportunity Announcement in order to make the form available.
- Go to Action - Grants.gov
- Click on Delete Opportunity, then close the Grants.gov window
- On the Proposal Details page, re-enter the Funding Opportunity Number, then re-link to Grants.gov
- In the Grants.gov window, Forms tab, the PHS398 Modular Budget V1-2 should now show as Available
- Remember to check the "include" box and save, as usual
Note: The new version of the modular budget form will only pull into those funding opportunities that require the new forms. Not all funding opportunities require the new version of the forms at this time. So, as long as your proposal is now showing the Modular Budget as an available form and you are able to select to include it, the proposal should be fine for submission.
►Citizenship information is required for the PHS Fellowship Supplemental form and the PHS 398 Career Development Award Supplemental Form. This information is entered as follows by a Coeus User with a Person Maintainer role (or by the investigator):
Go to Person Details and click the “Other” tab. Enter the appropriate code:
- C = U.S. Citizenship
- N = Permanent Resident of U.S. (If a permanent resident of the U.S., a notarized statement must be provided by the time of award)
- P = Permanent Resident of the U.S. Pending
- A = Non-U.S. Citizen with temporary visa
►The NIH application for an F33 National Research Service Awards for Senior Fellows requires completion of the field "number of months" on the PHS Fellowship Supplemental form, section E. For Coeus to complete this, the Fellowship Questionnaire must be completed, and in addition, the fellow must be added in the Coeus Budget module. A new cost element # 000055, Fellow - pre- or post-doc, has been added in Coeus.
- Add the cost element 000055, Fellow - pre- or post-doc in the Period 1 budget
- Use Budget Persons (Running Man icon) to add the Institutional Base Salary for the person who will be the Fellow.
- Use Personnel Budget Details (Iron Man icon) to add this person to the Fellow line item, enter the effort, and as appropriate, change the Start Date and End Date for the person. These are the dates that Coeus uses to complete the "number of months" field on the Fellowship Supplemental form, Section E.
Other information of interest:
Degree Information. While degree information can be entered on the Person Detail screen, it does not populate the Key Person form (RR Key Person Expanded V1-2). To populate the degree information on the Key Person form, within a proposal, go to Edit - Proposal Personnel. Then highlight one of the listed persons and select Edit -Degree Info. On the Degree Details for that person, click ADD for the Person Degree Details screen. At minimum, select the Degree Type from the dropdown menu, enter the year graduated, and enter the degree (PhD, MD, DDS, etc). Click OK to save Person Degree Details. ADD another degree if applicable; the most recent degree will populate the Key Person form. When finished, click OK to save Degree Details for the individual. Note that changes that you make in Degree Info while in a proposal are applicable to that proposal only. The PI and authorized aggregators may "permanently" add the degree information in Coeus as described here.
Adding a non-UMB organization as a Performance Site: When you add the address for subcontracting institutions to the Organization tab, you must select "Other Organization" from the dropdown menu. This step is key to populating the DUNS number field. If you choose "Performance Site" (which is the term used in the 424 instructions) then the DUNS number field is left blank on the NIH Performance Sites form in Grants.gov. Detailed information about adding a non-UMB organization on the Organization tab in Coeus.
Internal Routing Deadlines. Be sure to allow time in your proposal development timetable to meet the internal routing deadlines now in effect (as of 1/3/11). In summary,
ll proposals will be submitted to the appropriate Dean’s Office at least seven (7) business days prior to the sponsor deadline for review and validation.
The Dean’s Office will forward the proposal to the Sponsored Programs Administration (SPA) office at least five (5) days prior to the sponsor deadline for review and validation.
Proposals that reach SPA in FINAL form at least five (5) business days prior to the sponsor deadline will be submitted by SPA at least three (3) days prior to sponsor deadline to allow sufficient time for sponsor review/validation and (if necessary) submission of a change/corrected proposal.
These new deadlines have been implemented in response to the elimination of the post-deadline correction window for NIH, AHRQ and NIOSH applications (see NIH Notice NOT-OD-10-123). The internal routing deadlines apply to ALL proposals, regardless of the Sponsor or whether the proposal is being submitted electronically or via paper copy.
Narrative Module - Draft/Final. When you add a narrative, you'll have a choice of Draft or Final. All narratives must be FINAL before ORD will approve/submit your proposal. And, if all Narratives are marked as Final when ORD reviews your proposal, ORD will approve/submit your proposal without the double-checking that was previously required to make sure that "complete" really meant "ready to go".
From the NIH about embedded files in NIH grant applications: Are you thinking of embedding a video clip as part of your proposal? Don't do it! NIH states that the Research Plan must be self contained. In other words, you can't link to Web sites or embed additional information not directly visible in the application image.
Coeus-generated emails. Just a reminder - to ensure that you receive Coeus emails for approvals and other notifications, be sure to add Coeus to your address book and/or safelist it. Coeus emails are sent from: Coeus.Application@umaryland.edu
ARRA Stimulus. You are still required to identify whether or not you are applying for Stimulus funding (funding made available as a result of the American Recovery and Reinvestment Act (ARRA). The tab to the far right in Proposal Development is called ARRA (Stimulus). From that tab, click the ADD button. In the search screen, enter an asterisk to find all values. Then highlight the appropriate selection [either ARRA Funding (Stimulus) or Regular Funding] and click OK.
Grants.gov Subaward Budget
If you are including a Subaward Budget form as part of your Grants.gov application, we have noted that there is a reduced chance of error if you use the Subaward Budget form from this site. The Subaward Budget form is not used for modular budgets. Download the Subaward Budget Form. WARNING: Open file with Adobe Reader ONLY.
GRAs and routing of fellowship applications
If you have a GRA paid through the Graduate School, please follow these instructions for proper routing of a fellowship application. Initiate the proposal through the Mentor's unit. The graduate student applying for the fellowship should be entered as the Investigator. The Mentor's unit should be the Lead Unit, and if it is a Center, be sure to add the Mentor's primary appointment department on the Investigator tab. The Graduate School (GS) unit may be deleted from the Investigator tab.
Fixing Investigator-Key Person Errors
The Principal Investigator should be listed only on the Investigator tab. If you have listed the Investigator on both the Investigator tab and the Key Person tab, this will need to be corrected. Delete the Investigator on BOTH tabs. SAVE. Add Investigator and effort and select lead unit. SAVE. Make sure Investigator is in the list of Aggregators in Edit → Proposal Roles. Note that if you do not "Save" the proposal after each step, Coeus gets confused...you may get errors to the effect that the proposal person does not exist.
Investigator vs Key Person: The Investigator tab should list ONLY the Principal Investigator for the proposal or agreement. All other co-investigators, subrecipient investigators and other key persons and other significant contributors are to be listed on the Key Person tab.
The only time that it is appropriate to have more than one investigator on the Investigator tab is when the proposal is a "multiple PI" application as defined by the agency/sponsor. The NIH provides a good definition of key personnel, and guidelines for its Multiple Principal Investigator proposals.
Proposal Final Copies
The final copy of a proposal, as submitted to the sponsor with signatures, must be uploaded as a Narrative attachment. If you have submitted a proposal approved by ORD and you are wondering why the status of the proposal in Proposal Development still says "Approval in Progress", it may be that ORD does not realize that the final copy of your proposal has been attached. Be sure to contact the ORD official who reviewed the proposal once the final version has been uploaded.
To upload narratives (e.g. final version of research plan, final signed proposal) while a proposal has the status of "Approval in Progress", you must replace an existing attachment. PDF format should normally be used for all narrative attachments, with the exception of routed agreements (e.g., MOUs) which may be attached in Word format.
Reminder for Aggregators
If you are an administrator who is creating a proposal for an investigator, remember to give the PI rights in the proposal. Once you have saved a proposal, go to the Main Menu and choose Edit---Proposal Roles. The list on the left side of the Proposal Roles screen is a list of users in your unit. Drag and drop the PI's name from the list to the role of Aggregator. The Aggregator role allows the PI to certify the proposal and "Submit for Approval". The PI must "Submit for Approval" to provide the electronic "signature" for the proposal certification.
