Brown University - OSP

Brown University - OSP

Investigators & Approvers

The Coeus Lite User Guide covers the key functions an Investigator or Approver may need to conduct on a

proposal. Topics include certifying a proposal, uploading attachments, and approving or rejecting a proposal.

(Please Note, that there is a different set of instructions for using Coeus Premium).

ABOUT COEUS ... 2

LOGGING INTO COEUS LITE ... 2

OVERVIEW OF THE COEUS LITE SCREEN ... 3

CREATING A NEW PROPOSAL ... 4

COEUS LITE NAVIGATION ... 5

GENERAL INFO SCREEN: ... 6

FOR GRANTS.GOV SYSTEM-TO-SYSTEM (S2S) CANDIDATES: ... 8

ORGANIZATION SCREEN TO ENTER ADDITIONAL PERFORMING ORGANIZATIONS OR SITES ... 10

INVESTIGATORS & KEY PERSONNEL SCREEN ... 11

COMPLETING THE INVESTIGATOR CERTIFICATION IN COEUS LITE ... 13

CREDIT SPLIT ... 16

SPECIAL REVIEWS SCREEN ... 16

ABSTRACTS – BROWN PROPOSAL SUMMARY ABSTRACT & NSF / GRANTS.GOV INFORMATION ... 17

OTHERS SCREEN ... 18

ANSWERING YES NO QUESTIONS / QUESTIONNAIRES ... 18

ASSIGN PROPOSAL ROLES ... 20

REVIEW BUDGET SUMMARY SCREEN ... 21

UPLOADING PROPOSAL ATTACHMENTS ... 22

VALIDATE THE PROPOSAL ... 24

SUBMIT FOR APPROVAL ... 24

PRINT THE PROPOSAL ... 24

APPROVING / REJECTING A PROPOSAL IN LITE ... 25

MAINTAINING THE INBOX IN LITE ... 29

UNLOCKING A PROPOSAL IN LITE ... 30

SETTING EMAIL PREFERENCES ... 31



AB OUT C OE US

Coeus is a research administration and grant management system developed by the Massachusetts Institute of Technology's Office of Sponsored Programs and implemented by the University April 2006. The system centralizes stored information about proposals, awards, subawards, & sponsors and is the system of record for all research activities for the University. In addition, it contains an electronic proposal-development and approval-routing system.

The Proposal Development module in Coeus has been designed to allow departmental administrators and investigators to construct full proposals from the desktop; create budgets with a robust budgeting tool; route the proposal online for internal approvals; and submit proposals electronically, system-to-system with Grants.gov. Work on the proposal can be distributed by function (budget development, uploading attachments, etc.) and managed through use of system roles. The Proposal Development module also serves as a database of all proposals developed by the department and is a central source to view the most current version of a proposal in progress.

Coeus Lite is the web-based version of the Coeus Application for Investigators to certify themselves and upload required attachments. It is also used by proposal Approvers to approve or reject a proposal in the submission process.

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L OG G ING INT O C OE US L IT E

In order to access Coeus you must complete the Coeus Request for Access form found on t

The Coeus application authenticates using your Brown User ID and Password. When accessing Coeus Lite from off campus, you must be logged into SSL-VPN to access Brown's servers.

[ Link to Brown WebVPN Service

To Connect to Brown’s SSL-VPN Service Click the link

Log in with your Brown Users Name and Password

For more information about the VPN system -

You will receive the following message if you try to access Coeus Lite from outside of Brown without being logged into VPN:

"Network Timeout

The server at coeus.brown.edu is taking too long to respond.

The requested site did not respond to a connection request and the browser has stopped waiting for a reply." Download any additional tools your browser needs to open webVPN

To begin, use your internet browser to access the URL for Coeus Lite: .

The Coeus Lite Login page opens and requires your Brown User Name and Password for login.

• Enter your Brown User Name in the User Name field.

• Enter your Brown Password in the Password field.

• Click the Login button.

The Coeus Lite homepage opens where you can access your proposals and your Coeus Inbox.

Click on My Proposals link to access your proposal(s).

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OVE R VIE W OF T HE C OE US L IT E S C R E E N

The default view upon entry to My Proposals is Proposals in Progress.

- Select Proposals In Progress displays any non-approved proposal that you hold a view or modify role. - Select All Proposals to see the list of all Coeus Proposals (in progress, approval in progress, submitted, etc). - Select Create New Proposal to start a new Coeus Proposal

- Select Proposal Search to locate a specific proposal.

- Select Grants.gov Opportunity Search to connect to Grants.gov and locate a funding opportunity - Select anywhere on a proposal in the List of Proposals displayed in the lower pane to open the proposal

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C R E AT ING A NE W P R OP OS AL

To start a new proposal, click the Create New Proposal link. Opening Screen

*Use the Navigation Panel buttons to navigate

your proposal. Don’t use your Browser’s “back” or “forward” buttons – these functions are not supported for use in navigation in Coeus.



C OE US L IT E NAVIG AT ION

Enter specific details required to save and create a proposal. This panel will always be the first screen presented when a proposal is selected.

Displays the contact information of the submitting organization, performing organization, and allows users to add performing sites of additional locations. Add Investigators and Key Persons and customize their unit, roles, contact and degree details. Certify Investigators.

Enter credit allocation specifics for Investigators as defined by your institutional business practices. Enter information for research requiring special review or approval such as use of animals or human subjects. Enter text in appropriate tab screens to populate specific sponsor forms.

Institutionally defined field.

Enter answers to compliance questions required by your Institute, the sponsor, or both.

Add or remove user access to your proposal

Used to populate specific grants.gov forms and will be used for locally defined questions

Links the proposal to a Grants.gov opportunity; displays opportunity details, forms, and submission status

Navigates to the budget screens Navigates to the file upload screens

Performs the locally defined validation checks and s2s validations if a Grants.gov opportunity has been selected and saved.

Submits Complete & Validated proposals routing for internal approval

Navigates to the print options screen to print the Grants.gov forms, generic forms, or sponsor paper-submittal forms from your Coeus proposal data Allows authorized users to copy all or part of the proposal to a new proposal

Navigates to the email notification function that allows users to generate and send email messages.

Create a non-Institute investigator, performing site, contact, or key person Rolodex

*NOTE – THE P R OP OS AL DE TAIL S E NTE R E D IN THE AB OVE L IS TE D S C R E E NS IS WHAT P OP UL ATE S THE GR ANTS.G OV FOR MS. YOU DO NOT E NTE R INF OR MATION DIR E C TL Y ON THE F OR MS F OR A COE US GR ANTS.G OV S UB MIS S ION.

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G E NE R AL INF O S C R E E N

:

General Info is the default view upon opening a proposal. Users can select General Info from the left navigation bar to return to this screen. Fields with a red asterisk (

*) are required to save and generate a proposal number.

Fill in the all (

*

) fields and as much of the General Proposal Information Screen as possible.

* Proposal Type

→

Select the appropriate type of application / nature of the funding request from the list of values;

Continuation, New, Renewal, Resubmission, Revision

* Activity Type

→

Select the appropriate category of activity for which support is being requested from the list of values;

Organized Research, Instruction (Institutional Training Grants), Fellowship / Training Grants – (Individuals), Public Service, Student Services, Other

Construction

* Start Date

→

Enter the date the project/program is anticipated to begin in the Start Date field. Enter in mm/dd/yy format or use the calendar tool.

* End Date

→

Enter the date the last proposed budget period is anticipated to end the End Date field. Enter in mm/dd/yy format or use the calendar tool.

Original Proposal Number

→

Indicate the original Coeus Institute Proposal number in this field, if applicable. Required if the Proposal Type is Resubmission, Revision or Continuation. Use the Search link to search the Institute Proposal module.

Award # (number)

→

The Award # is a Coeus-generated number; to find the assigned number that is

affiliated with a given Brown account, use the Search link next to the field and search by Account number or other detail.

* Agency/Sponsor

→

Select the external funding agency to which the proposal will be submitted to. Click the Search link to conduct a search for the sponsor.

Prime Sponsor

→

Enter the agency that is the source of funds to the University's sponsor. Only use if Brown is a subcontract. (For example, Miriam Hospital receives an award from the National Cancer Institute (NCI) and Subcontracts a piece of work to Brown. Brown's Sponsor is Miriam and our Prime Sponsor is NCI.

Proposal deadline date

→

Enter the due date of the proposal in the Deadline Date field. Receipt/Postmarked

→

Select which option defines the deadline receipt requirement.

NSF Science Code

→

Select this code from the drop-down list for all proposals, not just for NSF submissions. Data used to aid institutional annual reporting requirements.

Anticipated Award Type

→

Select the category of Award that is anticipated from the drop-down list, (i.e. grant, contract, equipment award).

Sponsor Proposal No. (number)

→

Enter the ID Number assigned by a Sponsor to the original Proposal (i.e Federal Identifier for NIH or Proposal ID for NSF). Enter this field if the proposal type is a Resubmission, Revision, Continuation or Renewal.

* Title:

→

Enter the descriptive title. For electronic submission, the title can contain no special characters. 200 character maximum; individual sponsors may require shorter titles. Refer to the sponsor instructions.

Program Title:

→

Enter a program title provided by the sponsor. If this proposal will be submitted via Grants.gov, this field will be overwritten when you associate the proposal with a Grants.gov opportunity.

Proposal in Response to:

→

Select an entry from the drop-down list to identify how this funding opportunity was announced. This field also includes Special Programs, i.e. REUs, Career, SBIR, etc. Subcontract

→

Select the Subcontract Checkbox if Brown will issue one or more subcontracts for

this proposal. If there will be no subcontracts, leave it unchecked. Funding Opportunity

Number OR

CFDA Number:

→

The Funding Opportunity Number or the CFDA No.

You should only enter data in only one of these fields. The following steps detail how to enter each one.

fields are the two fields used to connect your proposal to the opportunity in Grants.gov.

o

Enter the Funding Opportunity Number

o

Enter the

- If the program you are applying to has an opportunity number provided by the sponsor enter it as it is listed, i.e. PA-07-070.

OR

CFDA Number

Agency Program Code:

-The identifying number that a federal program is assigned in the Catalog of Federal Domestic Assistance. When you enter the CFDA No. field, click as far left in the field and enter the number without a decimal point (Coeus enters that for you), i.e. 93.389.

Agency Division Code:

→

The Agency Program Code and the Agency Div Code

If you are submitting a NSF submission through FastLane, you do NOT need to complete these fields.

are only entered for NSF-Grants.gov submissions.

Go t

Program Code for the NSF opportunity.

1. Select Save

2. Result: Coeus assigns the next available proposal number, which will appear in the proposal header on all CoeusLite entry screens.

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F OR G R ANT S

.

G OV S Y S T E M

-

T O

-

S Y S T E M

(

S

2

S

)

C ANDIDAT E S

:

In order to connect your proposal to Grants.gov, you need to enter either the Funding opportunity Number (Opportunity Id) or CFDA Number on the General Info screen to link your proposal to the correct opportunity on Grants.gov.

(Do not enter both).

You must also have a federal Sponsor selected to connect to Grants.gov. 1. Navigate to the Grants.gov screen:

Initial navigation to the Grants.gov screen links your proposal to a posted opportunity at Grants.gov. The General Info data fields for either CFDA Number or Funding Opportunity Number (aka Opportunity ID) – but not both - must be filled in order to perform the search. A completed search retrieves the sponsor’s electronic submission details for the application such as the list of mandatory and optional forms, program title, instructions, CFDA Number, Opportunity Number, etc, required for a successful proposal submission. If all mandatory forms are available and have been successfully populated, your proposal can be submitted via Grants.gov.

a. Grants.gov search results (partial screen shot from test instance: CFDA 00.000)

1. Click on Select to choose this opportunity and retrieve the submission requirements. If more than one opportunity is listed, you can click the Show link to view details of the opportunity and then select the appropriate one.

c. Other Grants.gov screen functions:

Performs validation on

Select to Print checked

forms

Generates

printable PDFs

of selected forms

Save the opportunity and forms selected.

Default Type = Application

Alternates: Pre-Application and Change/Corrected

Click individual boxes to select a form to print/preview.

Selections checked generates a list of forms to print. (print button at bottom of screen)

Click All Included to auto-select forms already checked to Include.

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OR G ANIZAT ION S C R E E N T O E NT E R ADDIT IONAL P E R F OR MING OR G ANIZAT IONS OR S IT E S

The Organization screen contains the Authorized contacts for Brown and additional performing organizations and sites

involved in the project.

*Coeus stores sponsor required data about the University, such as, the Congressional District, DUNS #, Cognizant Auditor, Assurance numbers, etc

Proposal Organization

→

_{The legal entity for the proposal, defaults to Brown University - *Do Not} Change

Performing Organization

→

The organization doing the main portion of the project work, defaults to Brown University

Other Organization/Location

→

_{Other Organizations are other participants in the project, often recipients of} a subcontract.

Performance Site/ Location

→

_{A site where work is being done that is not an organization (e.g. a volcano, a} field camp location, or other significant off campus location that should be recognized in the proposal).

T o add an Other Organization

from the Coeus Organization Table.

Once Other Organization type is selected the Location and

Find/Remove address fields will be replaced with a Search function

in the right hand corner to locate the Organization.



INVE S T IG AT OR S

&

K E Y P E R S ONNE L S C R E E N

This screen identifies the Principal Investigator (PI), Multiple Investigators, and Co-Investigators of the project. Effort over the entire project period is entered for each Investigator and Investigator Certifications are completed in this screen. In addition, designate the lead unit for the PI and certify investigators.

A. Search for and add the Principal Investigator on the Investigators/Key Persons screen:

There are two database tables that can be searched to add Investigators to this screen.

• The Person Table - [ ] link - All Brown employees - populated with info from Brown's Human Resources Database.

• The Rolodex Table - [ ] button - All Non-Brown employees - manually entered in the Rolodex by the OSP staff. (New faculty may be located in the Rolodex until they have an official record in the Human Resources database.)

B. Edit the PIs maintained data if needed:

*Coeus will store contact information that is populated from the HR system. It will also store Commons IDs and Degree information assuming it has been provided to OSP for upload.

1. Modify or revise contact information if needed

2. Enter Commons User Name (For any Grants.gov submission using the R&R Senior/Key Person Profile form. this field will populate the ”Credential” field, e.g. agency login”

3. Enter estimated percent of effort over the proposed project period (Required field). 5. Select Multi PI, if relevant to your submission (see key box below).

6. Click the [ Save ] button

C. Search and add Co-Investigators and Key Study Persons:

(Other Proposal Roles can only be added after a PI is entered and saved)

Enter Co-Investigator: Proposal Role Co-Investigator defaults next.

1. Search Employee or Non-Employee 2. Modify or enter contact or information

3. Enter Commons User Name (for NIH, this is required for Investigators designated as Multi-PI) 3. Enter estimated percent of effort of proposed project period

4. Enter estimated Academic/Summer/Calendar year effort 5. Select Multi PI, if relevant.

6. Select Co-Investigator from Proposal Role drop-down list. 7. Select Save

Enter Key Study Person(s): Key Person Role field presented to fill out.

1. Search Employee or Non-Employee 2. Modify or enter contact and unit information 3. Enter Commons User Name, if relevant

3. Enter estimated percent of effort of proposed project period

4. Note: intentionally disabled (grayed out) for Key Study Person - Academic/Summer/Calendar year effort

5. Select Proposal Role Key Study Person from the drop-down list

6. Enter or modify Key Person Role in presented field – defines this persons specific activity on this project. 7. Select Save

When Key Study Person is the selected Proposal Role; Key

Person Role field is presented. Entering this project role is

mandatory.



C OMP L E T ING T HE INVE S TIG AT OR C E R T IF IC AT ION IN C OE US L IT E

All Principal Investigators and Co-investigators designated in a proposal need to certify the proposal in Coeus.

Certifying investigators involves answering a series of questions in an electronic certificate in Coeus which will then be printed, signed by the investigators and then forwarded to the OSP office to be placed in the institutional proposal file. The electronic certificate within Coeus must be completed in order to submit the proposal through approval routing. The Investigator certification in Coeus contains all the same elements that Investigators certify to on the PSAF and the Grant application.

Click on the My Proposals link in the center of the top menu bar.

A listing of all your Proposals In Progress is displayed.

You can also conduct a search for the specific proposal that you are looking for by clicking on the Proposal Search link on the second row menu bar.

Click on the Title link of the proposal you need to certify.

The proposal will open to the GENERAL INFO screen.

Investigator certifications occur in the INVESTIGATOR /KEY PERSONS screen. Click the Investigators/Key Persons link on the left-hand navigation bar.

A listing of the Investigators & Key Study Personnel are listed on the bottom portion of the screen. Investigators that need to certify the selected proposal have the word Certify in the row of their name.

A red X next to the Certify link indicates that the Investigator has not certified the proposal. Once you certify the proposal, a green checkmark  will be displayed.

•

To certify the proposal:

Click the Certify link next to your name.

The Certify screen will open with a listing of 6 compliance questions. These questions contain the same information that an Investigator certifies to on the PI Assurance page of the current PSAF and the grant application.

Select the appropriate Yes or No radio button for each question. *All questions must be answered. Do not select NA / that is only used for submitting Revised Budgets.

To view an explanation of the question, click theDetails link. There are 4 sections within the Details :

• Certification Question: The question that is on the PI Certification Questions list.

• Explanation: Explains in detail the PI Certification Question.

• Policy: If there is a specific Brown Policy affiliated with this question, the details or the link to the policy will be listed here.

• Regulations: Specific Federal Regulations, if applicable, will be listed here. To exit the DETAILS screen; click theClose link.

When you have completed answering the questions; Click the Save button.

Once you click Save, you will be taken back to the INVESTIGATOR /KEY PERSONS screen.

Notice that there is a green checkmark  next to the Certify link; this indicates that the questions have been answered and saved.

When you submit your proposal for Approval routing, you will be required to submit a hard copy of the Investigator Certification into the Office of Sponsored Projects before the proposal is submitted to the sponsor.

Once the Investigator Certification questions are complete in Coeus, you must print the paper certification from Coeus and sign it as an original copy.

•

To print the Certification form:

Click the Certify link.

Click the Print Certification link.

The Investigator Certification form opens as a PDF and contains statements based on how you answered the questions in the CERTIFY INVESTIGATOR screen.

You will need to print out & sign a hard copy to hand in to the Office of Sponsored Projects with your proposal. To print the certification form, use the PDF print function.

When you want to close out of the PI Certification, do not click the Close ( red X ) button in the right hand corner of the screen - that will close you out the Coeus Web Application;

Click the Close button of the PDF window.

When you have completed the Investigator Certification, click the Logout link.

*Do Not close the browser window ( ) before logging out, this will create a lock on the proposal.

In circumstances where a PI or Investigator is not set up in Coeus, a printable version of the Investigator Disclosures & Assurances Form is located under the File > Print menu.



C R E DIT S P L IT

Brown does not currently use this functionality! We will be rolling this function out to departments in the near future.



S P E C IAL R E VIE WS S C R E E N

Enter Human Research Participants and Animal Laboratory Care in the Special Review screen. These two are the only Institutional Issues that should be entered in this screen.

The remaining reviews will be populated by completing the Yes No Questions section. 1. Click the drop-down box in the field labeled Special Review

2. Select the type of Review that applies to the proposed project (Human Research Participants or Animal Laboratory Care) 3. Click the drop-down box in the field labeled Approval

4. Select a status appropriate to the review. (Do not select NOT YET APPLIED).

• If you select “Pending” status, then all required information has been entered. (Leave approval date blank if pending)

• If you select “Approved” status, then enter a date into the Approval Date

• For Human Research Participants only. If you select “Exempt” status, the exempt code must be entered in the Comments field. Valid exemption codes are: E1, E2, E3, E4, E5, and E6. If multiple exempt codes are required, entries should be separated by a comma only, not spaces (i.e. E1,E4).

(Appr. Date) field.

5. Save the entry.

Select Special Review from drop-down list; select Approval Status from drop-down list; select Save.

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AB S T R AC T S

–

B R OWN P R OP OS AL S UMMAR Y AB S T R AC T

&

NS F

/

G R ANT S

.

G OV INF OR MAT ION The Abstract section is used to capture the following information:

1.

Brown's required Proposal Abstract - This Layman Abstract is used to capture the short description of the project and is for internal purposes only.

2.

NSF Grants.gov submissions - The Grants.gov forms use the following abstract to populate the Deviation Authorization and List of Suggested Reviewers or Reviewers Not to Include forms: Deviation Authorization, Suggested Reviewers, and Reviewers Not to Include.

1. Select abstract type to navigate to that abstract text entry panel 2. Enter or paste in text.

3. Save

Results:

Abstract selections – click to navigate to this

entry panel.

Type or paste in text.

Check denotes Abstract text entered.

Color text identifies text pane in focus.



OT HE R S S C R E E N

The Other tab captures data needed for Brown University’s reporting requirements.

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ANS WE R ING Y E S NO QUE S T IONS

/

QUE S T IONNAIR E S

•

Answering Yes No Questions;

Before a proposal can be submitted for approval, a series of compliance questions need to be answered in the

Yes / No

Questionssection of the Development Proposal record. These questions relate to compliance issues required by either

the University or the Sponsor or both.

Click the YNQ link to navigate to the Yes No Questions:

There are 3 groups of questions: (Brown) Institutional Issues, (Brown) Regulatory Issues, Sponsor Questions 1. Answer all questions on the YNQ screen by clicking on the radial button.

2. Use More to read additional information about this question, if available. 3. Save the answers.

•

Answering a Questionnaire;

This is a new section in Coeus. The Coeus Questionnaire Section contains questionnaires that populate some of the Grants.gov forms. The system currently only uses the Questionnaire for NSF Grants.gov applications and PHS Fellowship applications.

There are two active questionnaires:

• NSF s2s Required Form Data

• PHS Fellowship Form – required data

These questionnaires will only be available if the opportunity contains forms that are mapped to the questionnaire. All sets of questions within a questionnaire must be answered in order to pass validation checks prior to submission.

If submitting a Grants.gov NSF submission, you will have to complete the NSF specific questions in the YNQ section as well. We will retire those questions as soon as we can confirm they are no longer needed on any forms.

Click the name of the Questionnaire (Grants.gov / NSF Cover Page) link to navigate to the selected questionnaire:



AS S IG N P R OP OS AL R OL E S

Check the roles that have been assigned for your proposal on the Proposal Roles screen, and make changes as necessary. Any roles you assign to a user apply only to the current proposal. If you copy a proposal, access rights do not carry over. Access rights apply only to the specific proposal number in which they are granted.

*You can only assign users who have an active account in Coeus. 1. Click Add User

2. Search (users must have Coeus ID) at Role category line

3. Select the user: they will be added to the role category

Role Definition

Aggregator Make changes to any part of the proposal, answer yes/no questions, certify investigators, submit for approval

Brown Assistant Aggregator

Brown Assistant Aggregator can modify proposal details and can create and upload proposal narratives and personnel attachments. Brown Assistant Aggregator can NOT view or edit the budget and cannot maintain proposal roles.

Brown Certifier Brown Certifier can view the proposal and answer the Investigator Certification questions and upload proposal narratives and personnel attachments. Brown Certifier cannot view or edit the budget or maintain proposal roles.

Budget creator Create and edit to the budget. Narrative writer Create and edit the narratives.

Viewer View any part of the proposal. Cannot edit.

Select to perform search

of available Coeus users

to add to selected role.

Select to remove user

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R E VIE W B UDG E T S UMMAR Y S C R E E N

On this screen, you can review your project costs: direct and indirect costs (totals and by project period), underrecovery, cost sharing (totals and by project period), and total costs (total and by project period).

You can also review the details of each period by budget categories:

• Personnel Budget

• Equipment

• Travel

• Participant / Trainee



UP L OADING P R OP OS AL AT T AC HME NT S

The Upload Attachment link allows you to upload documents to your proposal from your computer desktop. The Attachment Types currently available in Coeus contain a standard set of narrative types for all proposals, specific Grants.gov narrative types based on sponsor requirements, and a few Brown specific narrative types to track proposal information that does not need to get sent to the sponsor.

The Attachment type drop down list is filtered based on the Grants.gov opportunity selected in the proposal. If no opportunity is selected, a standard set of narrative types will be listed. If an opportunity is selected, list of narrative types available will be based on the forms included in the opportunity.

In this topic, you will learn how to attach sponsor or Brown specific Narratives and Attachments, and upload the Biosketch and Current and Pending documents to your proposal.

Process

The Upload Attachmentssection is where proposal related documents are stored in Coeus, i.e. science, budget

justifications, equipment, personnel attachments, ( Biosketch and current and pending documents) should be added to this section.

To open the Upload Attachments screen; click the Upload Attachments link on the left-side menu bar.

Attach documents according to instructions in the announcement / sponsor requirements. There are 3 Tabs of Attachment types:

• Upload Proposal Attachments: These documents or files are required as defined by the sponsor opportunity instructions and their general submission guidelines.

• Upload Personnel Attachments: These are person-specific files (biosketch, current & pending, etc.)

• Upload Institutional Attachments: These documents are to be reviewed by Brown only. These files will not be submitted to the sponsor. (Cost sharing approval).

Process

•

Uploading Propos al Attachments :

→

Select the | Upload Proposal Attachment | tab.

→

Select an Attachment Type from the drop-down list by clicking the arrow in the field (list varies by opportunity selected).

→

Enter a Description

For a single-use Attachment Type this field is for your reference and is optional.

The Description field is required if the Attachment Type is one that can be used more than once. When the attachment is one of those types, the entry in the Description field is used as the file name. (See the funding opportunity or the sponsor requirements for file naming conventions.) Enter a unique title, and do not use any spaces or special characters.

Click the [ Browse ] button to search for file to be uploaded.

Select the document you wish to upload and click the [ Open ] button. When you have attached the document;

Click the [ Save ] button.

Once you click save, the Attachment/File is moved under the List of Proposal Attachments. Once an attachment is uploaded, you can

o Click the View link to open the attachment for review. o Click the Remove link to un-attach the document. Upload the remaining required attachments in the same manner.

Each Attachment Type may be used only once with the exception of Other and Other Attachments Form.

•

To attach personnel documents to the proposal;

Click the | Upload Personnel Attachments | tab. To select an Personnel attachment to upload;

~ Select an Attachment Type from the drop-down list by clicking the arrow in the field

(options are Biosketch, Current & Pending, Budget Details, Statement of Commitment, and Other).

→

Select the Person relevant to the file being uploaded. (List generated from Investigators & Key Persons entries.)

Click the Arrow to the right of the Person field and select the name of the individual. Click the [ Browse ] button to search for file to be uploaded.

Click the [ Save ] button once the file is attached. To close out of the Upload Attachments screen; Click the General Info link.



V AL IDAT E T HE P R OP OS AL

Select Validate link to check your proposal against any validation rules which will help you verify that your proposal is complete and ready to be submitted for approval. Review any messages that appear and verify that appropriate files have been uploaded, questions answered, investigators certified, etc. There are three unique validation mechanisms in Coeus:

•

Internal Validations

Brown defined business rules to locate missing data and making sure data is entered correctly.

•

Grants.gov Submission Validations:

If your application is to be submitted electronically via Grants.gov and you’ve selected and saved a valid opportunity, the s2s validation check will also be performed. Examples include:

• Missing a Budget (such as not selecting Modular on the Budget Summary)

• Missing Narrative uploads for mandatory forms (such as Biosketches for RR Key Person form)

• Missing eCommons User ID for NIH submissions

Make any corrections, additions, or changes as required and then perform the validation again. Once you pass the validations, you are ready to submit your application for approval routing.

•

Coeus Proposal Validations:

Several fundamental items must be completed to route your application, such as:

• Answering all the Yes/No Questions

• Certifying all the Investigators

• Completing Mandatory Questionnaires

• Marking a budget Final and Complete



S UB MIT F OR AP P R OV AL

Select Submit for Approval when the proposal is complete (i.e., checked and validated) to begin routing for internal approval. The proposal must be complete for this process to begin. If it is not, Coeus will alert you to the non-compliant sections (i.e. Yes/No Questions unanswered, budget not marked final, etc.)

Before you try to submit:

• Finalize your proposal:

o Mark your budget as Final and Complete on the Budget Summary screen o Navigate to the Grants.gov screen and select Validate;

 Respond to any errors displayed – make the necessary corrections.

 Return to the Grants.gov screen and Validate again. Repeat until the Validations Successful message is displayed.

o Make sure that you certified all the Investigators



P R INT T HE P R OP OS AL

Select Print to open the print options screen

o Non-Grants.gov forms are for paper submittals

 Select Show or Hide to expand the available forms

 Select All to check all the forms available in the displayed group; None to deselect; or select individual forms.

 Grants.gov forms are the Grants.gov forms for s2s submissions

 Select Show or Hide to expand the available forms

 Select All to check all the forms available in the displayed group; None to deselect; or select individual forms.

 Select Print Selected to print. A new browser window will open to display your PDF document. o Budget forms are located in the budget section of the record.



AP P R OVING

/

R E J E C T ING A P R OP OS AL IN L IT E

When a proposal is routed to you for your approval, you will enter Coeus Lite; review the proposal; and render a decision whether to Approve or Reject the proposal.

• If the proposal is Approved it moves ahead to the next Approval Stop.

• If the proposal is Rejected it is returned to the Proposal Aggregator (Department) to make corrections. In this topic, you will learn how to Approve or Reject a proposal in Coeus Lite.

Process

As an Approver for a proposal, you will be notified by email that a proposal requires your approval. The email will be sent to your Brown email address.

The Subject line will state: Proposal Approval. The From line will begin with: Coeus.Application@

All approvers, including alternates will receive an email message. Alternates will have the following message in the body of their email:

Each time a proposal is rejected and then resubmitted, approvers will receive another email. There is potential for approvers to receive numerous approval emails. Approvers within a department should define a process for best responding to email approval requests.

Within the body of the email there is a direct link to the proposal in Coeus Lite. Click on that link to open the proposal in view mode.

Process

When you click the link in the notification email, you are directed to the Coeus Lite Login page where you can sign into Coeus Lite.

You can also access Coeus Lite directly at:

or via the Coeus Homepage at:

The Coeus application requires your Brown User Name and Password for login.

• Enter your Brown Username in the Username field.

• Enter your Brown Password in the Password field.

• Click the Login button.

If you used the link in the notification email, Coeus Lite will open directly to the proposal summary page of the proposal you are requested to approve.

If you access Coeus Lite via the Coeus homepage link, it will open to the Welcome display screen. To view the proposals that require your attention or approval,

Click the Inbox link to open your Coeus mailbox.

Click the Proposal Title or Number link to open the proposal that is seeking your review / approval. When you open a proposal in Approval in Progress status, basic summary information is shown. *Proposal Summary - PI, Title, Agency, Proposal Period.

*Budget Summary –



 Budget Total - Total Direct and Indirect Costs, Cost share, etc. totals



 Budget Period - Direct and Indirect Costs, Cost share, etc, by Period



 Budget Report – A variety of printable Budget forms.

Process

To view more detailed budget information, click on the Title links to the Budget Reports. The report will open in a separate browser window as an PDF.

*Budget Summary by Period report is most useful for review

To view Uploaded Attachments, click the View link next to the attachment name.

If you want to view additional detailed information about the proposal before you approve or reject it, click on the Proposal Details link on the left-side menu to open the full proposal record.

To view approval routing for the selected proposal; Click the Approval Routing link.

Process

The Approve Proposal screen opens.

•

To Approve a Proposal:

Before you approve the proposal, you have an option to leave a comment which will be included in the email sent to the next approver(s).

Before you Approve a proposal, there is an option to add another individual as an approver. If you choose to do this, the proposal will have to be approved in Coeus Premium.

Click the Approve button.

You will be directed back to the Approval Routing screen.

Once the proposal has been approved, Coeus will place a Stamp next to the name of the person who has approved the proposal and it will state Approved next to your name.

•

To Reject a Proposal:

Click the Reject link on the left-side menu.

The Reject Proposal screen opens.

A Rejection Comment is mandatory. Enter a comment in the white text box, indicating why you are rejecting the proposal.

If you do not enter comments, Coeus Lite will prompt you to enter comments.

If you did not mean to press the reject button, click the [ Back ] button to get back to the Proposal Summary page.

Click the Reject button.

When you are finished Approving / Rejecting a proposal, Click the Logout link to exit out of Coeus Lite.

You have successfully Approved or Rejected a proposal in Lite. End of Procedure.



MAINT AINING T HE INB OX IN L IT E

Your Coeus Inbox functions like a mailbox and serves as a central location where you can access a listing of proposals that require your attention; i.e. proposals in need of an approval, notifications about proposals, etc.

Additionally, in this topic you will learn about the use of the Resolved and Unresolved tabs and how to delete resolved items on which you have taken action.

In this topic, you will learn how to maintain your Coeus Lite inbox. Process

To open your Coeus Lite inbox; click the Inbox link.

When you open up your inbox, the Unresolved messages folder will be displayed, automatically. A list of all proposals awaiting your approval and any proposal notifications will be listed. Click on the title or number for the development proposal you wish to review.

Coeus Users will also receive an email in their Brown email account. Your Coeus Inbox will display all items needing your attention. The Coeus Inbox has two links:

• Unresolved - link displays the items needing action, such as Proposals awaiting your approval. • Resolved - link displays those items on which you have already taken action.

There are three types of entries that may appear in your Inbox:

Notification entries will have a subject of Notification, and a proposal number in the Proposal column. Notifications remain in your Unresolved tab until you either delete them from the Inbox or change their status to Resolved. Approval entries will have a subject of Approval, and a proposal number in the Proposal column. Approval entries will move automatically from the Unresolved tab to the Resolved tab when you approve or reject the proposal. Rejection entries will have a subject of Rejection, and a proposal number in the Proposal column. These entries appear in the Inbox of the Aggregator when the proposal is rejected by an approver.

To open the desired development proposal; click the Proposal Title or Number link. To view the resolved messages; click the Resolved Messages link.

If there are any messages you have taken care that you may want to delete. Click the Checkbox option next to the desired proposal.

Process

To delete; click the Delete Selected Messages link. To logout out of CoeusLite; click the Logout link.

You have successfully maintained your inbox in CoeusLite. End of Procedure.



UNL OC K ING A P R OP OS AL IN L IT E

Occasionally, you may try to edit a proposal and find that is has been locked by you or another user. Coeus allows you to unlock a proposal that you yourself have locked.

Warning! Be certain the proposal you wish to unlock is not just minimized on your desktop before deleting a proposal lock. If you "unlock" a proposal that is already open, you could lose any unsaved data in your proposal.

In this topic, you will learn how to unlock a proposal that has been locked for editing. Process

When a proposal is locked, Coeus indicates this with a message in red. If it is your username that has locked the proposal you can unlock the proposal via the Current Locks link.

If a different username has locked the proposal, he/she may be working on the proposal at that time. If another user has it locked, but is not currently editing the proposal, you can ask him/her to unlock the proposal for you.

To close the Locked for Editing Proposal; Click the ProposalInProgress link. To remove the lock on the proposal; Click the Current Locks link.

To remove the lock on the proposal;

Process

Warning: Before you delete the current lock, make sure that your proposal isn't open but simply minimized on your desktop. If you unlock a proposal that is already open, you could lose any unsaved data that is currently in that proposal.

Coeus confirms that you wish to delete the lock.

Click the [ OK ] button.

When the lock has been removed; Click the Close link to return to the proposal to edit.

You may have to click the Refresh button on your browser to ensure the lock is removed.



S E TT ING E MAIL P R E F E R E NC E S

By default when your Coeus User account was created, the email preference was set to Yes. This means, anytime your receive mail in your Coeus Inbox, the mail will automatically be forwarded to the email address associated with your user account.

You have the ability to change this default setting to No, however please be advised that a business process should be established to be sure you are notified of proposals that require your approval.

To change your Email default setting to No, you must log into Coeus Premium. For instructions to logging into Coeus

Premium, s

In this topic you will learn how to manage your email preferences. Process

To navigate to the User Preference window; Click the File menu.

Click the Preferences list item from the File menu drop-down. To change your Email Notifications preference;

Process

Click the No list item.

When you have finished making your changes; Click the [ OK ] button.

You have successfully learned how to manage your email preferences. End of Procedure.



S E AR C HING C OE US L IT E

There are various ways to search for records in Coeus Lite. In addition, the system allows for more refined search and sort features to organize your proposals.

In this topic you will learn how to search for proposals that you need to certify or approve. Process

To access all the proposals that you have access to; Click the My Proposals link.

When you click the My Proposals link, Coeus will automatically open up to all the Proposals In Progress that you have access to.

This window displays any proposals that are still being developed (In Progress) or any proposals in the approval process (Approval in Progress).

Process

To search for a specific proposal; click the Proposal Search link.

The Proposal Search screen will open above the List of Proposals.

There are many different ways to search for a proposal in Coeus Lite, i.e. Proposal Number, Status, Investigator, Sponsor, etc.

You can search for a specific Proposal by Proposal Number, Title, Investigator, Sponsor Name, etc. Wildcards can be used to help refine your search result:

* (asterisks) Use the *operator to indicate that there may be any number of unspecified characters before or after the text.

It is strongly recommended to use * (asterisks) before and after searches by Proposal Number, Title, Investigator, or Sponsor Name.

For example, most Development Proposal Numbers have lead zeros as the start of the number. To search for your proposal number you can enter *706* in the Proposal Number field.

To conduct your search; Click the [ Search ] button.

Some fields in the Search window have drop-down lists associated with them, so you can select a value from the list. For example, the proposal Status field contains a drop-down list of pre-defined values for you to choose from. (In Progress, Approval in Progress, Rejected, Approved, Submitted).

All proposals with the selected status will display in the Development Proposal Search Result window. To exit the Search window;

Click the [ Close Window ] link.

Within the List of Proposal window you can click on any of the Column Headings to sort the results in ascending or Descending order.

You have successfully searched for proposals in Lite. End of Procedure.