Office of Research
University of California, Irvine
Kuali Coeus Training Guides
Training Guides are documents that provide an overview of functionality. The guides
are often used as a reference point or cheat sheet.
Table of Contents
Title
Page
Start and Save a Proposal Development Document………………………….….………. 11
Request a New Sponsor Code as Initiator……………………………………….….…….. 35
Add Key Personnel in a Proposal Development Document………………….….………. 57
Prepare Principal Investigator or Co-Investigator Certifications……………………….... 89
Prepare Special Review Information…………………………………………………..……1011
Prepare Attachments in Abstracts and Attachments Tab……………………….…….….1113
15
Completing Proposal Questionnaires…………………………………………….……..…..13
Create and Edit Budget Versions in a Proposal Development Document…………..….1517
19
Granting Others Access to Your Proposal………………………………………………….19
21
Submit and Route Proposal for Approval as the Initiator………………………………….21
23
Approve a Proposal Development Document………………………………………………23
25
Return a Proposal as the Principal Investigator, Chair or Dean Approver………………24
27
View, Edit, and Submit a Proposal that has been Returned………………………...……26
28
Copy an Existing Proposal Development Document to a New Document………...…....28
30
Terminate a Proposal Development Document……………………………………..……..30
31
Viewing Institutional Proposals and Proposals Development Documents……………...31
34
Appendix 1………………………………………………………………………………..……35
Training Guide: Table of Contents
Updated 3/4/13
Start and Save a Proposal Development
Document
snap.uci.edu
Start a Proposal
Development Document
1. Log into SNAP using UCI Net
ID.
2. From Research/Academic tab,
click on Create Proposal.
A Proposal Development
Document will be created.
3. Note Doc Nbr in the upper right
to search for entry during
Proposal Development.
4. Initiator is the person who
created the document.
5. Click
or
to view or hide panel information.
6. Description: Use specific
information for reference. This
field is for reference and will not
be submitted to the sponsor.
7. Use drop down box to select
Proposal Type.
8. Use drop down box to select
Lead Unit.
9. Use drop down box to select
Activity Type.
10. Enter Project Title.
*30-minute Timeout:
Session will expire and user will be logged out automatically
after 30 minutes of inactivity with the server.
1
Training Guide: Start and Save New Proposal
11. Enter Sponsor Code, if known.
To search for the Sponsor Code,
click on the magnifying glass
next to the blank field to search
and return results using Sponsor
Lookup (Figure 1).
If a sponsor code does not exist,
refer to the Request a New
Sponsor Code as Initiator
Training Guide.
(Updated 3/4/13)
1
Start and Save a Proposal Development
Document
12. Enter Sponsor Name or
Acronym to limit search.
13. Click
. Verify the correct
Sponsor is displayed.
14. Click Return Value and the system
will populate sponsor code field.
Sponsor Lookup Tip
Use a wildcard search to expand search
criteria. A wildcard is an asterisk (*) that
may be used in a search term to
represent one or more characters. When
searching, place an asterisk before and
after the term. For example, searching for
the term “*cancer*” would yield results
which contain “cancer” such as “Natl
Cancer Inst of Canada”, “Chase Cancer
Ctr”, “Cancer & Leukemia Group”.
Figure 1 Sponsor Lookup
15. Enter the Project Start Date.
16. Enter the Project End Date.
17. If the Activity Type is
“Research”, use the drop down
box to select Research Type
Code.
18. Click
the screen.
at the bottom of
19. Use drop down box to select
Award Type.
20. If proposal is a Renewal or
Supplement, enter current
Award ID:
i.
Click on the magnifying
glass next to Award ID.
ii.
Enter Sponsor Award ID.
*Note: Sponsor Award ID
is the sponsor assigned
grant number. Award ID is
the Kuali Coeus assigned
number.
ES-14923
iii.
2
Training Guide: Start and Save New Proposal
Click
.
(Updated 3/4/13)
2
Start and Save a Proposal Development
Document
iv.
The results will display
below the search box.
v.
Verify the correct
Sponsor Award ID is
displayed and under
Return Value column,
click return value. The
Award ID will be
returned.
21. Enter Original Institutional
Proposal ID, if applicable.
0297220001
*Note: Original Institutional
Proposal ID is required if the
proposal is a resubmission
of a proposal that was
previously submitted through
Kuali Coeus.
22. In the Sponsor & Program Information
panel, use drop down box to select
Sponsor Deadline Type.
23. Enter Sponsor Deadline Date or:
a. If Sponsor Deadline Type is “No
Deadline,” enter Target Deadline.
*Note: If Sponsor deadline date is in the
past, relative to the current date, a warning
will occur but will not prevent submission
of the Proposal Development Document.
24. Enter Prime Sponsor ID if proposal is a
subaward. (e.g. Award Type is
“Subcontract” or “Multiple Campus
Subaward”).
*Note: After the required fields (indicated by an *) in the
Document Overview, Required Fields for Saving Document
and Sponsor & Information panel have been entered and
saved, the Proposal Development Document will be generated
in the system and user may return to the document at any time
to continue entering proposal information.
3
Training Guide: Start and Save New Proposal
25. Check box if proposal includes outgoing
subaward(s).
*Note: If proposal includes outgoing
subaward(s), user must attach subaward
budget in the Budget Versions tab. Refer
to Create and Edit Budget Versions in a
Proposal Development Document Training
Guide.
(Updated 3/4/13)
3
Start and Save a Proposal Development
Document
26. In the Organization/Location panel, click
on the magnifying glass under Address if
the project will be conducted at UCI/
UCIMC or space leased by UCI/UCIMC.
(For non-UCI/UCIMC site(s), use free text
and type in the location into the blank field
next to Add. Skip to step 31.)
*Note: The Address Book Lookup table
only includes UCI/UCIMC owned and
leased locations. For off campus site(s),
use free text.
27. Enter Organization to search for the
building name the project will be
conducted.
*Address Book Lookup Tip: Search using
a wildcard search by placing an asterisk (*)
before and after the *term* to expand
search criteria.
28. Click
.
29. The results will display below the search
box.
30. Verify the correct Organization is
returned and under the Return Value
column, click return value.
31. To the right, click
.
*Note: Do NOT enter room number of
location here. Enter room number in the
Questions tab, Space and Location
panel.
32. On Congressional Districts, click
.
33. Use drop down box to select State.
34. Enter District Number.
35. To the right, click
36. Click
.
.
37. Continue adding additional location(s) in
the same manner.
4
Training Guide: Start and Save New Proposal
(Updated 3/4/13)
4
Request a New Sponsor Code as
Initiator
Note about Sponsor Codes: A sponsor is an external organization or entity that funds a research project. Each
sponsor must be assigned a Sponsor Code by UC Office of the President. If a Sponsor Code does not exist for a
sponsor, one must be requested.
Prior to initiating a new Sponsor
Code request, attempts should
be made to locate a sponsor
using the Sponsor Code lookup
in the Proposal Development
Document.
1. Search for existing sponsor code
using wildcard lookup; placing an
asterisk in front and at the back of
the word. For more information on
Wildcard lookups, refer to the Start
and Save a Proposal Development
Document Training Guide.
2. If user is not able to successfully
locate a sponsor in the Sponsor
lookup, and would like to save the
Proposal Development Document
prior to initiating new Sponsor Code
Request, insert the Miscellaneous
Sponsors code 009850 as a
placeholder. Before submission of
the proposal, user will need to
replace this placeholder code with
the new code, once it has been
obtained. Enter all other required
fields.
3. Save work and exit out of the
Proposal Development Document.
Request Sponsor Code Via
SNAP
4. Log into SNAP using UCI Net ID.
5. From Research / Academic tab,
click on New Sponsor Code
Request.
5
Training Guide: Request a New Sponsor Code as Proposal Creator
(WK Updated 3/4/13)
5
Request a New Sponsor Code as
Initiator
6. User will be taken to Sponsor Code
Request form. Enter as much
information as possible in the fields
available. Description, Sponsor
Name, and Sponsor Type Code are
required fields. Use drop down box to
select Sponsor Type Code.
7. Add your First and Last name in
Contact information.
8. Include sponsor website (if any) and
any other information from sponsor in
the Notes and Attachments panel.
Click
to add file attachment.
Click
. Click
.
9. Click
is complete.
when the Request form
Note: When an Initiator has submitted the
new Sponsor Code Request, Office of
Research Administration Core will receive
a Kuali Coeus system-generated email
notification. Office of Research
Administration Core will review then obtain
the code from UCOP and record a Sponsor
Code (if one does not exist).
10. Once a Sponsor Code has been
generated in Kuali Coeus, the Initiator
(who initiated the Sponsor Code
Request) will receive an email
notification requesting attention to the
Sponsor Code Request form. To
access the form and view the Sponsor
Code, click the first hyperlink.
11. The new Sponsor Code is found on the
For Sponsored Projects Office Use
panel in the Sponsor Code Request
form.
12. Note the new Sponsor Code and
update the code in your Proposal
Development Document by utilizing the
Sponsor Code lookup to search for
and return the value for the NEW
Sponsor Code.
6
Training Guide: Request a New Sponsor Code as Proposal Creator
(Updated 3/4/13)
6
Add Key Personnel in a Proposal
Development Document
Definitions:
Key Personnel: Individuals who are integral to the proposed project and make significant contributions to the scientific
development or execution of the project.
Principal Investigator (PI): The individual who is the lead investigator and will be responsible for the
scientific or technical direction of the project. (PI is a required Proposal Role prior to submission.)
Co-Investigator (Co-I): Additional lead investigator(s). (Co-I is also required to certify and approve.)
Key Person: Other senior personnel.
Access Kuali Coeus From SNAP
snap.uci.edu
1. Log into SNAP using UCI Net ID.
2. From Research/Academic tab, click
on Action List.
3. Locate existing In Progress Proposal
Development Document and click on
its corresponding ID.
4. User will be taken to the Proposal
Development Document.
Add Key Personnel
5. Click on Key Personnel tab.
6.
Click the magnifying glass
next to “Affiliate Search.”
7. Enter search criteria.
Key Person Search Tip
v Search using UCI Net ID. Find UCI Net
IDs at http://directory.uci.edu/
8. Click
.
9. The results will display below the
search box.
10. Verify the correct individual and
click return value.
11. Use drop down box to select Proposal Role.
12. Click
. Click save.
.
13. Continue entering additional key personnel
in the same manner.
Note: A Principal Investigator must be added in order
v to submit the proposal to Workflow. Only one PI is
allowed. Co-I will also need to certify and approve.
7
Training Guide: Add Key Personnel in a Proposal Development Document
(Updated 3/4/13)
7
Add Key Personnel in a Proposal
Development Document
14. The Proposal Person Certification section
must be completed for all those listed as
PI, Co-I, and Key Person. This section
can be completed by the Initiator.
Note: Principal Investigators or Co-
vInvestigators may certify themselves
before the proposal is submitted to
workflow. Refer to “Prepare Principal
Investigator/Co-Investigator
Certifications” Training Guide.
15. Click “More Information” to view policy
and guidance text for each question.
30-minute Timeout:
Session will expire and user will
be logged out automatically after
30 minutes of inactivity with the
server.
(Optional)
Certifying Individuals with Key Person
Role
16. By default, individuals with the role Key
Person (as opposed to Principal
Investigator or Co-Investigator) are not
required to complete the Proposal Person
Certification section. If Initiator wishes to
include certification for a particular Key
Person,
the panel for the Key
Person, and
subpanel.
the Certify
Click
17. Click
.
.
v Note: Key Person must be given permission
in order to complete this section. Refer to
Granting Others Access to Your Proposal
Training Guide.
8
Training Guide: Add Key Personnel in a Proposal Development Document
(Updated 3/4/13)
8
Add Key Personnel in a Proposal
Development Document
18. Initiator can remove personnel
from the Key Personnel list by
selecting check box and clicking
.
19. Click
.
Note: For more than one Co-Investigator, the approval process of the Proposal Development Document is in the
vsequence of the Co-Investigators listed in the Key Personnel tab. (e.g. The Co-Investigator listed at the bottom of the
list cannot approve and must wait until the Co-Investigator(s) at the top of the list approves the Proposal Development
Document first.) The Initiator can resort the list using the green
arrows.
(Optional)
Reordering Co-Investigators List
20. To move a particular CoInvestigator to the top of the list,
locate the Co-Investigator panel
for the person > Click
.
21. To move a particular CoInvestigator to the bottom of the
list, locate the Co-Investigator
panel for the person > Click
.
22. Click
at the bottom of
the screen when finished.
9
Training Guide: Add Key Personnel in a Proposal Development Document
(Updated 3/4/13)
9
Prepare Principal Investigator or CoInvestigator Certifications
snap.uci.edu
Acess Kuali Coeus From SNAP
1. Log into SNAP using UCI Net ID.
*Note: Initiators also have the option of
preparing PI and Co-I Certifications,
but PIs will be required to agree to the
Certifications upon Approving the
Proposal for submission.
*Note: Searching
My Proposal in
Progress defaults
user as Initiator in
the Document
Lookup. If user is not
the Initiator, clear out
the Initiator field.
Figure 1 Document Lookup
2. From Research/Academic tab, click on My
Proposals In Progress.
(If the Proposal has not been submitted to
Workflow by the Initiator, it will not show
up in the Principal or Co-Investigator’s
Action List.)
3. In the Document Lookup (Figure 1), search for
Proposal Development Document. Open the
Proposal Development Document user wishes
to certify.
Certification Tip
In order for PI or Co-I to access the proposal
and certify, the Initiator must have:
1) Created a proposal and added PI or Co-I in
the Key Personnel Tab. (Refer to Add Key
Personnel Training Guide.)
2) Clicked
to close out of the Proposal
Development Document (or it will show up
as ‘locked for editing’ by him/her.)
4. Click on Key Personnel tab.
5. On the panel with name (ex. John
Smith) and role (ex. Principal
Investigator), click
.
6. To view certification questions, locate
the Proposal Person Certification
subpanel and click
.
7. Complete certification questions.
8. Click
. Click
out of proposal document.
to exit
Close Tip
In order for the Initiator to continue
editing the proposal and submit to
workflow, PI or Co-PI must click
.
10
Training Guide: Certify as the Principal Investigator or Co-Investigator
(Updated 3/4/13)
10
Prepare Principal Investigator or CoInvestigator Certifications
Sharing Proposal
As Initiator
Note: The Initiator has the
option to share a link to the
Proposal Development
Document to all those listed
as Principal Investigator,
Co-Investigator, and Key
Person through the
button.
1. Click on Key Personnel
tab.
2. Click
at the bottom of the
screen.
3. An email will be created.
4. By default, the email
addresses of all
personnel listed in the
Key Personnel tab will be
listed in the “To…” entry.
5. Edit as necessary.
6. The Initiator must also
share the document ID
of the Proposal
Development Document
for the purpose of
document lookup.
Note: Doc ID can be
found in the upper right
of the Proposal
Development Document.
7. Click send.
*30-minute Timeout:
Session will expire and user will be logged out automatically after 30 minutes of
inactivity with the server.
11
Training Guide: Certify as the Principal Investigator or Co-Investigator
8. The Kuali Coeus email
notification will be sent
shortly.
(Updated 3/4/13)
11
Prepare Special Review Information
snap.uci.edu
Access Kuali Coeus From SNAP
1. Log into SNAP using UCI Net ID.
2. From Research/Academic tab, click
on Action List.
3. Locate existing In Progress
Proposal Development Document
and click on its corresponding ID.
4. User will be taken to the Proposal
Development Document.
Special Review (IRB, IACUC,
IBC, and/or HSCRO)
5. Click on Special Review tab.
6
7
8
8
6. Use drop down box to select
Type of approval
(IRB, IACUC, HSCRO, or IBC).
7. Use drop down box to select
Approval Status.
..
8. If the status is Approved, enter
Protocol Number and
Approval Date.
*30-minute Timeout:
Session will expire and user will be logged out automatically after 30
minutes of inactivity with the server.
Special Review Information
If you have answered “Yes” for any of the Compliance (IRB,
IACUC, HSCRO) or IBC questions in the Questions tab, the
respective approval types and statuses must be included in the
Special Review tab. An error will occur upon submission to
workflow if you have answered “Yes” for IRB, IACUC, HSCRO, or
IBC but have omitted the information on the Special Review tab.
Do not include information here if this proposal does not include
work involving Human Subjects, Animal Subjects, hESC, or
activities requiring IBC approval.
12
Training Guide: Prepare Special Review Information
Note: Protocol Number is
entered in Year-Number
format: XXXX-XXXX
9. Optional: Note special
circumstances in Comments
section.
10. Click
. Click
.
11. Enter multiple protocols
separately in the same manner.
Note: Include a copy of
Protocol Approval in the
Abstracts and Attachments
tab, Internal attachments
panel, if available.
(Updated 3/4/13)
12
Preparing Attachments in Abstracts
and Attachments Tab
snap.uci.edu
Access Kuali Coeus From
SNAP
1. Log into SNAP using UCI Net ID.
2. From Research/Academic tab,
click on Action List.
3. Locate existing In Progress
Proposal Development Document
and click on its corresponding ID.
4. User will be taken to the Proposal
Development Document.
+
5. Click on Abstracts and
Attachments tab.
6. Click
or
to
control view of panels on the page.
7. In the Proposal Attachments
panel, use drop down box to
select Attachment Type.
8. Use drop down box to select Status.
Note: Proposal Attachment Status
Codes must be set to “Complete”
before document can be routed.
9. To add an attachment, click
next to File Name.
10. Locate the appropriate document
and click Open.
IMPORTANT:
Attachment filenames should not
contain any special characters or
spaces. A warning will occur and files
will attach without causing problems
with workflow. This will become
important with implementation of
System-to-System. Use underscores
and dashes for filenames instead of
spaces.
e.g. “Proposal_NSF_Jabar.pdf”
*30-minute Timeout:
Session will expire and user will be
logged out automatically after 30
minutes of inactivity with the server.
13
Training Guide: Preparing Abstracts and Attachments
(Updated 3/4/13)
13
Preparing Attachments in Abstracts
and Attachments Tab
\\rgs\files\ORA\SPA
Complete
Developmental cells phase I
11. Description: Enter
description of the document.
This field is for reference
and will not be submitted
to the sponsor.
12. Click
Add. . Click Save
at the bottom of the screen.
13. Attachments will be listed at
the bottom of the Proposal
Attachments panel. Click
to view attachment
information.
Note: The maximum
attachments size is 200MB.
A grants.gov package can
range from 3,000 to 30,000
KB.
Additional Information
Open and view
uploaded document.
Clear the file and add
a new “Browse” button to add a
new attachment.
Complete
Developmental cells phase I
Delete uploaded
document.
Attachments Tip: In the Abstracts and Attachments tab, there are three different panels to upload attachments:
(1) Proposal Attachments panel
• Documents submitted to sponsor.
(2) Personnel Attachments panel
• Currently not required for Proposal Development Document.
(3) Internal Attachments panel
• Documents required by Sponsored Projects Administration, but not submitted to sponsor.
Refer to Appendix I to ensure documents are uploaded in the correct panel.
External eRA Systems Only: Users must submit proposal documents directly to eRA system (e.g. NSF Fastlane)
and are not required to attach documents to the Proposal Development Document.
Exceptions: (1) Does SPA have access to view in the eRA system?
• If no, attach documents to Proposal Development Document.
(2) Does Department Chair/Dean require any documents prior to proposal approval?
(e.g. Project Summary, Project Description)
• If yes, does Department Chair/Dean have access to view in the eRA system?
o If no, attach documents to Proposal Development Document.
14
Training Guide: Preparing Abstracts and Attachments
(Updated 3/4/13)
14
Completing Proposal Questionnaires
snap.uci.edu
Access Kuali Coeus From
SNAP
1. Log into SNAP using UCI
Net ID.
2. From Research/Academic
tab, click on Action List.
3. Locate existing In Progress
Proposal Development
Document and click on its
corresponding ID.
4. User will be taken to the
Proposal Development
Document.
Information Regarding
Questionnaires
The institutional and
regulatory compliance
questions pertaining to the
proposal project are grouped
with other relevant questions
into one of six (6)
questionnaires:
1) General Questions
2) Space and Location
3) Conflict of Interest
4) Export Control
5) Compliance
(IRB, IACUC, HSCRO)
6) IBC and Environmental
Health and Safety
Quick Tip: Each question must be individually answered for each Proposal Development Document created.
However, Initiators have the option of retaining questionnaire answers via the “Copy to New Document” function.
(Refer to the Copy Existing Proposal Development Document to New Document Training Guide.)
“More Information…” To obtain more information about a question, click on ‘More Information…’ text to the right of
the question. Additional information about the question will appear.
Partial Completion Prior to completion of a questionnaire, an (Incomplete) notification is displayed in the tabbed
section heading to the right of the panel label. If unable to complete a Questionnaire, user is able to save work and
return to complete it at a later time prior to submission. Additionally, user has the ability to modify responses as
desired prior to submitting to workflow.
15
Training Guide: Completing Proposal Questionnaires
(Updated 3/4/13)
15
Completing Proposal Questionnaires
Opening Questionnaires
5. Click on Questions tab.
6. Click
or
to control the
view of panels on the
page.
*30-minute Timeout:
Session will expire and
user will be logged out
automatically after 30
minutes of inactivity with
the server.
Answering a Questionnaire
7. To answer the questions: make
selections and enter text as
appropriate. Standard selection
tools include radio buttons for
selection of options for Yes/No.
Branching Concept: Answers to
particular questions can cause
additional questions to appear
(child question), which also need
to be answered.
8. All questionnaires must be
completed or error will occur.
9. Click
at the bottom of the
screen when finished.
Updating Questionnaires
Reminder: When a newer version of the questionnaire(s) has been published in the Kuali Coeus
system, an Update Required message will appear. Click Update to get the most recent version of
the questionnaire(s).
16
Training Guide: Completing Proposal Questionnaires
(Updated 3/4/13)
16
Create and Edit Budget Versions in a
Proposal Development Document
The budget document is electronically attached to the Proposal Development Document. This document allows creation
of budget versions by specifying budget periods, direct and indirect costs, and cost sharing allocations. Multiple budget
versions can be created.
Create a Budget Document
1. Open a Proposal Development
Document in SNAP.
2. Click on Budget Versions tab.
3. In the Budget Versions panel, enter
Name of the first Budget Version.
4. Click add. .
5. Once the Budget Version has been
added, select the desired budget
version line, and click
.
The document display changes from Proposal Development Document to Budget with the Budget Versions tab displayed.
The Budget Versions tab is made up of the following four subtabs, each of which contains one or more panel sections:
Budget Versions subtab: View
information about the different
potential budgets that are
works in progress in addition to
the one currently accessed.
One of these candidates must
eventually be selected to be the
final version associated with the
Proposal document. *Budget
period Start/end dates must
match Project start/end.
Parameters subtab: Enter and
view basic information about
the budget including its status,
Budget Periods, Direct/F&A
costs, Cost Sharing, F&A
Rates, and totals.
Cost Sharing subtab: Allocate
cost sharing to source. (Refer
to next page for further detail).
*30-minute Timeout:
Session will expire and user will be logged out automatically after 30 minutes of
inactivity with the server.
17
Training Guide: Create and Edit Budget Versions in a Proposal Development Document
Subaward subtab: Enter and
view budgetary information
about proposed Subaward
organization (if applicable).
The Subaward checkbox
must first be marked on the
Proposal tab, Sponsor &
Program Information panel.
Updated 03/04/2013
17
Create and Edit Budget Versions in a
Proposal Development Document
Cost Sharing subtab: Cost
share amounts must first be
entered on Parameters subtab
and then allocated on the Cost
Sharing subtab. Error will
occur if not allocated.
This section requires users to
distribute the cost share by
dollar amount to a specified
source account(s) and
specified budget years. It
also displays a summary of
committed cost share both by
individual budget periods and a
project total. User must choose
the period in which the cost
sharing will occur.
Unrecovered F&A Cost
Definition:
The F&A costs associated with
the direct costs cost shared
6. Enter annual budget
information into Parameters
subtab. Additional budget
lines can be added in cases
of changes in F&A rates
within one budget period.
Click Save. .
7. Enter cost share allocations
on the Cost Sharing
subtab, if applicable.
8. If proposing outgoing
subawards, click on
Subaward subtab. Add
name of Subawardee and
attach subaward budget.
Note: Subrecepient
Commitment Form is
attached on Abstracts and
Attachments tab.
9. When finished, check the
“Final?” check box in the
Parameters Subtab. Change
status to “Complete.”
Note: the “Final?” checkbox must be marked prior to changing the
status to “Complete”. “Complete” indicates the budget version is ready
for review. Only one budget version can be marked as “Complete”.
18
Training Guide: Create and Edit Budget Versions in a Proposal Development Document
10. Click
to
resume editing Proposal
Development Document.
Updated 03/04/2013
18
Granting Others Access to Your
Proposal
snap.uci.edu
Access Kuali Coeus From
SNAP
1. Log into SNAP using UCI Net ID.
2. From Research/Academic tab,
click on Action List.
3. Locate existing In Progress
Proposal Development Document
and click on its corresponding ID.
4. User will be taken to the Proposal
Development Document.
5. Click on Permissions tab.
6. View the individuals who
currently have access and each
assigned role in the Assigned
Roles panel.
Note: It is important to understand
each role before assigning it to
individuals. Refer to Roles &
Permissions Matrix for complete
description.
Aggregator: Ability to make
changes to any part of the
Proposal Development Document.
More than one Aggregator can be
assigned. The Initiator is
automatically assigned Aggregator
role.
Narrative Writer: Access to edit
the Abstracts and Attachments
tab.
Budget Creator: Ability to create a
budget document associated with
the proposal document.
Viewer: Read-only access. It does
not allow for creation of new
documents or editing capabilities.
Unassigned Role
allows Initiator to
customize role.
19
Training Guide: Granting Others Access to Your Proposal
Unassigned: Initiator can choose
which role to assign to User.
(Updated 3/4/13)
19
Granting Others Access to Your
Proposal
7. Permissions for new users
are added in the Users
panel.
8. In the Users panel, enter the
UCI Net ID directly into the
*User Name field if known,
or find at
http://directory.uci.edu/.
1) If unsure of the user
name, click on the
magnifying glass
next to the blank field
to perform a Lookup.
(Refer to Figure 1)
2) Enter search criteria.
3) Click
Note: Adding users through this process does not change approval
workflow in the document.
.
4) The results will display
below the search box.
5) Verify the correct
individual and click
return value.
9. Use drop down menu to
select Role.
10. Click
.
Figure 1
*30-minute Timeout:
Session will expire and user will be logged out automatically after 30
minutes of inactivity with the server.
20
Training Guide: Granting Others Access to Your Proposal
11. Click
at the bottom
of the screen.
12. Continue adding additional
users in the same manner.
(Updated 3/4/13)
20
Submit and Route Proposal for Approval as the
Initiator
snap.uci.edu
Access Kuali Coeus From
SNAP
1. Log into SNAP using UCI Net ID.
2. From Research/Academic tab,
click on Action List.
3. Locate existing In Progress
Proposal Development Document
and click on its corresponding ID.
4. User will be taken to the Proposal
Development Document.
5. Click on Proposal Actions
tab.
6. On Data Validation panel, click
.
7. Click
to
check if there are any errors
(will prevent submission to
workflow) or warnings (will
*not* prevent submission).
8. Under Validation Errors, click
. To
the right, click
to navigate to the
specific section that needs correction.
(If no validation errors, continue to step 12)
9. Make correction.
10. Click
after the correction has been
made. This will take user back to the Data
Validation panel.
11. Complete all elements of the proposal and
correct all validation errors.
*30-minute Timeout:
Session will expire and user will be
logged out automatically after 30
minutes of inactivity with the server.
21
Training Guide: Submit and Route Proposal for Approval as the Proposal Creator
(Updated 3/4/13)
21
Submit and Route Proposal for Approval as the
Initiator
12. View current status of the proposal in
the Route Log panel.
The Route Log can be viewed at any
time during Proposal Development.
There are three main sections in the
Route Log.
•
•
•
Actions Taken: Displays actions
completed.
Pending Action: Shows where
the document currently is in the
routing process.
Future Action: Shows future
routing path after pending
actions have been complete.
Optional: Request additional actions of
specific individuals in the Ad Hoc
Recipients panel.
FYI: a courtesy request allowing an
individual to view the document, but does
not require any action.
Approve: requires individual to verify that
document content is acceptable before it
can move forward.
Acknowledge: a request to view and
acknowledge the proposal without the
need for formal approval.
13. Click
the screen.
*Note: Ad Hoc recipients only apply to the current proposal
document.
at the bottom of
Note: For PI, Chair, Dean, or Other
Approver, refer to the Approve a Proposal
Development Document Training Guide.)
14. In the confirmation screen,
click return to portal .
22
Training Guide: Submit and Route Proposal for Approval as the Proposal Creator
(Updated 3/4/13)
22
Approve a Proposal Development
Document
Approver Tip
Tip
Approver
fhdj
Initiator submits proposal to workflow  Principal Investigator (PI) Approval  Co-Investigator(s) Approval (if applicable)
 Chair Approval  Dean Approval
ORU: Initiator submits proposal to workflow  PI Approval  Co-I(s) Approval (if applicable)  ORU- Director Approval
Refer to KC Workflow diagram for more information on the sequence of Proposal Development Document approvals.
0
Open Proposal Document
from New Proposal Email
Notification
1. When the Initiator has submitted a
Proposal to Workflow, and it
requires approval, the approver
receives a Kuali Coeus systemgenerated email notification. Open
the email notification.
2. Click on the first web link under “To
access this Proposal.”
3. User will be taken to the Proposal
Actions tab in the Proposal
Development Document.
Approve the Proposal
4. Review each tab as necessary.
5. To approve the proposal, click:
The approver reviewed all the
information and supports the proposal as
written.
The approver will not support
the proposal until certain changes have
been made or conditions have been met.
Return routes proposal back to Initiator
for revisions.
*After modifications are made, the
proposal will be re-routed for approval.
Do NOT click disapprove
unless the approver does not support the
proposal and this will prevent future
submissions of the proposal.
If changes need to be made, click “Return”. You will need to provide a Return reason.
*30-minute Timeout:
Session will expire and user will be logged out automatically after 30
minutes of inactivity with the server.
23
Stop the action and return to the
Action list. Approval will remain pending.
6.
Training Guide: Approve and Certify a Proposal Document as the Principal Investigator
Approve will allow proposal to
advance to next approver.
(Updated 3/4/13)
23
Return a Proposal as the Principal
Investigator, Chair or Dean Approver
Open Proposal Document from Your
Notification Email
1. When the Initiator has submitted a Proposal
to Workflow, and it requires approval, the
approver receives a KC system-generated
email notification. Open the email
notification.
2. Click on the first web link under “To access
this Proposal.”
3. User will be taken to the Proposal Actions
tab in the Proposal Development Document.
PI/Chair/Dean Approver Tip
In order for user to have access to the
proposal and Approve/Disapprove/Return:
1) the Initiator must have submitted the
proposal to workflow
2) *If user is the Chair approver, the PI must
have approved. If user is the Dean
approver, the PI and Chair must have
approved.
*Refer to KC Workflow diagram for more
information on the sequence of Proposal
Development Document approvals.
Return the Proposal
4. If user has reviewed the proposal
elements and certifications and
would like to return the proposal
for changes to the Initiator, click
.
The approver will not
support the proposal until certain
changes have been made or
conditions have been met. Return
routes proposal back to the
Initiator for revision.
*After modifications are made
by Initiator, the proposal will be rerouted for approval.
*Note on making changes to the proposal: After the proposal has been submitted to workflow,
the Proposal Development Document is locked for editing by the Initiator. In order for changes to
be made to the Proposal, it must be Returned to the Initiator.
24
Training Guide: Return a Proposal as the Principal Investigator, Chair or Dean Approver
The PI Certification and Approver
certification statement will appear
at the bottom of the Proposal
Actions tab page. User must
agree to these statements upon
Approve.
(Updated 3/4/13)
24
Return a Proposal as the Principal
Investigator, Chair or Dean Approver
5. Enter Return Reason in the space
provided.
6. If necessary, add an Attachment.
(i.e. guidelines, detailed review
notes, etc.)
7. Click
to return document to
Initiator for changes. An email will
be sent to the Initiator to
Review/Approve.
View Return Reason and Return
Attachment
8. To view Return reason and
Return attachment (if any),
navigate back to Action list
Outbox.
9. Return reason can be viewed in
the Route Log panel in the
Proposal Actions tab at any
time.
10. Click on Abstracts and
Attachments tab. On Internal
Attachments panel, click
.
11. If the Return reason was not
accompanied by a Return
attachment, Return reason will
not appear in Internal
Attachments panel in Abstract
and Attachments tab.
*30-minute Timeout:
Session will expire and user
will be logged out
automatically after 30
minutes of inactivity with the
server.
25
Training Guide: Return a Proposal as the Principal Investigator, Chair or Dean Approver
(Updated 3/4/13)
25
View, Edit, and Submit a Proposal that
has been Returned
Open Proposal Document from
Returned Proposal Email
Notification
1. When the proposal has been returned
to the Initiator for revisions, the
Initiator is required to re-approve the
document and re-submit it to workflow.
The Initiator will receive a KC systemgenerated email notification. Open
the email notification.
An email will
be sent to the
Initiator.
2. Click on the first web link under “To
access this Proposal”
3. User will be taken to the Proposal
Actions tab in the Proposal
Development Document.
4. On the Route Log panel, click
to view the history of Actions taken,
including the reason for return from
the previous Approver.
5. Click on Abstracts & Attachments
tab. On Internal Attachments panel,
click
. View reason for return
and the proposal return file
attachment.
6. Click
to view the attachment.
7. Make revisions as necessary in
various tabs. Click
complete.
26
Training Guide: View, Edit, and Submit a Proposal that has been Returned to You
when
(Updated 3/4/13)
26
View, Edit, and Submit a Proposal that
has been Returned
8. In Proposal Actions tab, in
the Route Log panel, check
the Future Action Request
section to confirm the proposal
will receive the proper
electronic approvals.
*30-minute Timeout:
Session will expire and
user will be logged out
automatically after 30
minutes of inactivity with
the server.
9. Click
to submit
back to workflow.
To approve the proposal and certify, click approve (or select from the following):
Approve: The approver reviewed all the information and supports the proposal as written. This will route the
proposal development document to the next approver.
Disapprove:
The approver does not support the proposal. This will prevent future submissions of the proposal.
Save:
Save the proposal. No workflow action taken.
Close:
Closes proposal without any workflow action. User will be prompted to save the document first.
Reload:
Revert to a previously-saved version of the document.
Terminate:
The terminate button does not simply cancel recent changes made on the current page but instead, it
terminates the ability to route and submit the document. If the proposal is terminated, user will not be able to route and
submit this document. To preserve data entry/selection and attachment work from this document, refer to Copy Existing
Proposal Development Document to New Document Training Guide
27
Training Guide: View, Edit, and Submit a Proposal that has been Returned to You
(Updated 3/4/13)
27
Copy an Existing Proposal Development
Document to a New Document
The Copy to New Document function allows user to copy an existing Proposal document into a new
Proposal document for the purposes of starting a new (and similar) proposal or resubmitting a previouslysubmitted proposal.
snap.uci.edu
Access Kuali Coeus From SNAP
1. Log into SNAP using UCI Net ID.
2. From Research/Academic tab, click
on Action List.
3. Locate existing In Progress
Proposal Development Document
and click on its corresponding ID.
4. User will be taken to the Proposal
Development Document.
Copy an Existing Proposal
Development Document to a
New Document
5. Click on Proposal Actions
tab.
6. On the Copy to New
Document panel, click
.
7. User can select to copy the
proposal with or without all
versions or merely the final
version of the budget.
8. User can select to copy the
proposal with without the
attachments.
*30-minute Timeout:
Session will expire and user will be logged out automatically after 30
minutes of inactivity with the server.
28
9. The copy function also
provides user with a
mechanism to change the
Lead Unit by way of copying
an existing proposal and
selecting an alternate Lead
Unit (for which user is
responsible for creating
proposals) for that new
proposal document.
Training Guide: Copy an Existing Proposal Development Document to a New Document
(Updated 3/4/13)
28
Copy an Existing Proposal Development
Document to a New Document
10. After selecting the conditions for
copying the proposal to a new
document, click
.
11. A new Proposal
Development Document
will be generated, with a
new Document ID, copied
from the previous
Proposal Development
Document.
12. Review proposal
information in all tags;
identify information and
attachments and revise
others as needed. Click
.
29
Training Guide: Copy Existing Proposal Development Document
(Updated 3/4/13)
29
Terminate a Proposal Development
Document as Initiator
The terminate button in Kuali Coeus terminates the ability to route and submit the Proposal Development Document.
Only the Initiator can terminate the Proposal Development Document. If the Initiator wishes to preserve data
entry/selection and attachment work from the terminated Proposal Development Document, refer to Copy Existing
Proposal Development Document to New Document Training Guide.
snap.uci.edu
Access Kuali Coeus From
SNAP
1. Log into SNAP using UCI Net ID.
2. From Research/Academic tab,
click on Action List.
3. Locate existing In Progress
Proposal Development
Document and click on its
corresponding ID.
4. User will be taken to the Proposal
Development Document.
Terminate Proposal
Development
Document
Terminate an existing
Proposal Development
Document. The proposal
will no longer be routed or
submitted to the sponsor.
5. Click on Proposal
Actions tab.
6. Click
at the bottom right of
the screen.
7. A message window will
appear. Click
.
*30-minute Timeout:
Session will expire and
user will be logged out
automatically after 30
minutes of inactivity with
the server.
30
Training Guide: Terminate a Proposal Development Document
(Updated 3/4/13)
30
Viewing Institutional Proposals and
Proposal Development Documents
Access Kuali Coeus from
SNAP
1. Access and log in to SNAP
using UCI Net ID.
2. Navigate to the
Research/Academic area.
3. Under Kuali Coeus
Lookups, click on
Institutional Proposal Lookup.
4. Enter the Institutional Proposal
ID number with two leading
zeroes (ex. 00100168).
5. Click Search.
6. The results will display below
the search box.
7. Verify the correct Institutional
Proposal is returned and under
the Actions column, click
Open.
Search Tip: The Institutional
Proposal can also be entered
without the leading zeroes by
using a wild card search; placing
an asterisk in front of the number.
(ex. *100168)
31
31
Training Guide: Viewing Institutional Proposals and Proposal Development Documents
(v.1.BI_10292012)
Viewing Institutional Proposals and
Proposal Development Documents
Documents attached to the
Institutional Proposal (ie.
after the proposal was
submitted to the sponsor)
will be attached under the
Notes and Attachments
panel on the Institutional
Proposal tab.
8. On the Institutional
Proposal tab, locate the
Notes and Attachments
panel.
9. Click Show.
10. To view the document(s),
click on the paper clip icon
next to the filename.
Documents attached to
the Proposal Development
Document (ie. during the
development stage, prior
to the proposal submitted
to the sponsor) can be
accessed by using
Medusa.
11. Click on the Medusa
tab.
12. Click on the
Development Proposal
link.
13. To access the Proposal
Development document,
click Open Proposal.
After clicking Open Proposal, you will be taken to the Proposal Development Document.
This is the document that houses all of the proposal data elements required for Institutional
review and endorsement.
32
32
Training Guide: Viewing Institutional Proposals and Proposal Development Documents
(v.1.BI_10292012)
Viewing Institutional Proposals and
Proposal Development Documents
Proposal Development Document
14. The document is
organized by topic. There
are tabs across the top
and panels within each
tab
15. Browse
the
Proposal
Development Document
to
find
the
needed
information.
Additional Items of Interest
Viewing Abstracts and Attachments
1. Click on the Abstracts and Attachments tab.
2. To view Proposal Attachments (the number in parentheses indicates the number of
attachments), click on the Show button located on the Proposal Attachments panel.
3. To view a specific attachment, click Show next to the attachment file.
4. Click view to open the document.
5. To view Internal Attachments (the number in parentheses indicates the number of
attachments), click on the Show button located on the Internal Attachments panel.
6. To view a specific attachment, under the Actions column, click on View.
33
33
Training Guide: Viewing Institutional Proposals and Proposal Development Documents
(v.1.BI_10292012)
Appendix I
Attachment Types in Abstracts and Attachments Tab
Refer to the table below for information on the location of all attachment types.
Attachment Type
Proposal
Attachments
Panel
Personnel
Attachments
Panel
Bio Sketch
●
Budget
Budget Details
●
●
●
Current/Pending
Draft Agreement
Grants.gov package
Indirect Cost Rate Agreement
●
●
●
●
NSF Financial Disclosure 800
Off-Campus Rate Request
Other Internal Attachment
●
Other
●
PHS Financial Disclosure 900
PI Clinical Trial Questionnaire
PI Exception Request
Proposal Cover Letter
Proposal package (complete packet
per RFA)
Reps and Certs
●
●
●
●
Subrecipient Proposal Package
Not in use
Not in use
●
●
●
●
Depending on what needs to
be submitted to the sponsor.
Depending on what needs to
be submitted to the sponsor.
●
●
●
●
●
●
●
Any miscellaneous documents
●
Not in use
●
Subaward Budget
Tax Exempt Letter
Third Party Cost Share
W-9
34
Same as Clinical Trial
Will be attached by SPA after
review and approval.
Sponsor Guidelines
Statement of Commitment
Comments
Include Justification
California 700 U Form
Clinical Trial Protocol
Internal
Attachments
Panel
Including signed Subrecipient
commitment form.
Attach to Budget Versions tab.
●
●
●
Training Guide: Preparing Abstracts and Attachments
●
Depending on what needs to
be submitted to the sponsor.
(Updated 3/4/13)
34