Validation-Errors-Warnings

The Kuali Coeus validation tool is useful but does not replace the knowledge and skills of a research administrator.

Many errors can be discovered and resolved by printing each Grants.gov form from the S2S tab or Proposal Summary tab. Perform this review step before you click "turn on validation." Error messages will let you know if an attachment is missing or invalid. To resolve the errors, make sure that all Questionnaires are completed, all required Attachments have been uploaded, and each attachment has a unique file name with no special characters.

To use the tool, click on the Proposal Actions tab and open the Data Validation panel. Click the "turn on validation" button. It can take some time for the system to complete the validation. Click "turn off validation" after you have fixed the errors and warnings.

Validation Errors are "stops." These must be fixed prior to routing. Click the "Fix" button, and the system will take you to the tab where the error needs to be fixed.

Warnings are just that — the system will not stop submission to the sponsor. If you are unsure whether a warning needs to be fixed or can be ignored, check with your SPA team. Click the "Fix" button, and the system will take you to the tab where the warning can be fixed.

Grants.gov Errors are also "stops" and must be fixed prior to routing. Most of these errors have to do with Grants.gov forms or attachments.

  • Print each Grants.gov form from the S2S tab or Proposal Summary tab. To resolve errors, make sure that all Questionnaires are completed, all required Attachments have been uploaded, and each attachment has a unique file name with no special characters.
  • Errors related to Key Personnel records can be harder to detect. Look for anomalies such as a blank Address Line 1 or an extra-long Department name. 
Tips and frequent errors

Incident report upon clicking "turn on validation" — If your proposal is a Grants.gov proposal, print each Grants.gov form to check for errors. Check Grants.gov and Fellowship Questionnaire responses. Ensure that each Attachment has a unique file name with no special characters. If your proposal is not a Grants.gov proposal and "turn on validation" generates an incident report, contact DL-CITS COEUS Report A Problem for review.

Forms Errors:  /GrantApplication/Forms/RR_SF424_2_0/SubmittedDate is not valid (and 21 additional RR_SF424_2_0 errors) — On the S2S Tab, open the Opportunity subpanel. Make sure the drop-down menu for Submission Type says “Application” and Save. This action should clear the errors.

Submission Error (Grants.gov) {0} — This error seems related to having too many characters in a field. For example, on the Abstracts and Attachments tab, in the Description fields, use short descriptions (<20 characters)

Grants.gov Error: /grantApplication/Forms/activity Title is not valid — If the funding opportunity title is longer than 120 characters, you will see this error on validation. Please email DL-CITS COEUS Report A Problem if this error occurs as it is something that needs to be fixed "behind the scenes".

Subrecipient Budget form error, "Subaward Budget has not been uploaded in the Budget Actions tab," when a form has been uploaded: — This error is generated when the wrong Subrecipient Budget form is used. The Proposal S2S tab, Forms sub-panel identifies the name of the required form. When the subaward budget is uploaded (Budget Actions tab, Subaward Budget sub-panel), the Form Name column is autopopulated. The form name on the S2S tab (e.g. RR_SubawardBudget10_30_1_3) and the Form Name in the budget module (e.g. RR_Budget10_1_3) should be similar. Contact your SPA Team for help troubleshooting this error.

Other errors: File Name (File Name) is a required field — Error usually appears on attempting to add a Key Person — This error may be related to the data migration from Coeus. In many cases, we have to go into the Key Person's profile and delete an old or empty biosketch and/or current-pending attachment. Contact DL-CITS COEUS Report A Problem for review.

/GrantApplication/Forms/RR_KeyPersonExpanded_2_0/KeyPerson/Profile/DepartmentName is not valid — In most cases this means the unit name is too long for one of the Key Persons. Contact DL-CITS COEUS Report A Problem for review. If the unit is corrected, you will need to delete and re-add the person on the Key Personnel page to resolve the error.