What's new in Coeus Proposal Development?

NIH ENFORCING PAGE SIZE LIMITATIONS: NIH added a new error validation that rejects applications with ANY pages over 8.5 in x 11 in.  The size requirement is not new, but the fact that a SINGLE PAGE being slightly off in size will stop a proposal is a new twist (and challenge). Read more

UMID and Coeus - As of July 15, 2013, the UMID will be the ONLY form of authentication accepted by myUM Portal, Coeus and Coeus RAVEN. This means that if you are in the habit of using your six-digit EMPLID number for access, you will need to switch to your UMID and associated password or be locked out.  Learn about the UMID - what it is and how to find or create yours.

Upgrade related:

Version C forms - Posted October 2013

  • Budget Justification narrative type - use S2S_Budget_Justification
  • The cover letter narrative type has been renamed. All the narrative attachment checklists have been updated on the Coeus Proposal Toolkit page.
  • Base salary - If you simply complete the "Calc Base" for Budget Persons (running man), the Base Salary field will not be completed on the Detailed Budget. You must either manually enter the base salary for each period (e.g., Base_salary_p1) OR click the button "Calculate All Base Sal" at the lower right of the Budget Persons window (running man).
  • Validations - we noticed some that are not working (e.g., missing biosketches). We understand that MIT is working to fix this; in the meantime, double check your attachments.

IMPORTANT COEUS WORKAROUND - Posted October 2013:  A situation arose as a result of the latest update to Coeus that everyone needs to be aware of.  When you have a proposal that is a Resubmission of a Renewal, you must enter "Renewal" on the Proposal screen in Coeus as the Proposal Type (not Resubmission).  Then, in the Questionnaire, respond "yes" to the question about whether this proposal is a Renewal. This response opens the question about Previously Reported Patents (which is only required for Renewal applications). Finally, when the proposal gets to SPA, SPA will request that the Proposal Type be changed "behind the scenes" to "Resubmission".  This will ensure that it goes through to NIH correctly, both WITH the Patent Question answered and marked as a Resubmission.

Subaward budgets - Posted 2/1/13 - When you upload a subaward budget in Coeus, the budget is automatically refreshed with the correct amounts in each Budget Period. Coeus applies the correct amounts to cost elements 000022, 000023, 000040, 000041; these no longer need to be entered manually.  Note that you may upload a subaward budget even if the submitted budget will be modular, and the subaward amounts will calculate accurately and sync to the modular budget correctly.

Questionnaire explanations - Posted 1/31/13 - Explanations have been added to the UMB Required Questions. The other questionnaires already included explanations for many questions. Click on the icon to the right of the question, then select the tab "Explanation" tab.

New cost element - Posted 1/31/13 - A new cost element has been added specifically to facilitate adding TBA faculty to the budget. To add a TBA faculty position, select cost element 000056 - "Other Faculty Salary" and populate it with an appropriate TBA position. The faculty fringe benefit rate will be applied. The salary and fringe for this position will print to the Other Professionals section of the Detailed Budget form.

Validation errors - Posted 1/31/13 - This is related to any proposal that is "In Progress" with the questionnaire previously answered. You will get an error message when your PI tries to route. The reason for the error is that we added a question to the questionnaire. The question regarding the salary cap had been omitted from the UMB Required Questions when we upgraded Coeus earlier this month.  The question has been restored and is now one of the UMB required questions. You will need to answer this question, save your proposal and it will then be okay for your PI to route.

Upgrade to Coeus Version 4.5.1: 

  • Coeus was successfully upgraded to Version 4.5.1 over the weekend of January 12-13, 2013. 
  • Changes to Expect:
    • One big change in Coeus 4.5.1 is the use of Questionnaires in place of the Yes-No Questions. Learn about Questionnaires in Coeus. Going forward, you will find that you'll need to answer fewer yes-no questions for each proposal, and you will no longer need to respond to NSF-related questions for your NIH proposal. You will need to go into any rejected proposals and complete the required Questionnaire(s).
    • A new feature in Coeus 4.5.1 is the Recall function that will allow an aggregator to recall a proposal from the routing process.  Learn about the new Recall function.
    • Contact your SPA team with any questions.

Other information of interest: 

Fringe benefit rates were created in Coeus, with the new rates effective on July 1, 2012.  New proposals will reflect the new rates.  Older proposals may need to be synced to the new rates.  If you copy a proposal, we recommend that you copy it without the budget, or create a new budget.

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

NIH F33 NRSA for Senior Fellows. The NIH application for 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.    

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 FormWARNING:  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.