ePD Lite User Guide for Release 1.3
June 30, 2015
ePD Lite
Master User Guide
for Department Users
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Copyright 2015 The Regents of the University of California. All Rights Reserved.
ePD Lite User Guide for Release 1.3
June 30, 2015
Table of Contents
Proposal Record Preparation ........................................................................................................................ 5
Before You Begin ....................................................................................................................................... 5
Log In ......................................................................................................................................................... 6
Log Out ...................................................................................................................................................... 6
Current Locks ............................................................................................................................................ 7
ePD Basics ..................................................................................................................................................... 9
ePD Home Welcome Screen ..................................................................................................................... 9
My Proposals ........................................................................................................................................... 11
Create New Proposal .................................................................................................................................. 16
General Info Screen ................................................................................................................................ 17
Organization ............................................................................................................................................ 21
Investigators/Key Persons....................................................................................................................... 21
Special Review......................................................................................................................................... 33
Abstract ................................................................................................................................................... 36
Others ..................................................................................................................................................... 37
Proposal Roles ......................................................................................................................................... 38
Questionnaires ........................................................................................................................................ 41
Administrative ..................................................................................................................................... 41
Space ................................................................................................................................................... 42
Research .............................................................................................................................................. 42
SIO ....................................................................................................................................................... 43
Proposal Revisions .............................................................................................................................. 44
PI Exceptions ....................................................................................................................................... 44
Clinical Trials ....................................................................................................................................... 45
Answering a Questionnaire ..................................................................................................................... 45
Editing a Questionnaire .......................................................................................................................... 46
Budget Module ....................................................................................................................................... 48
Budget Summary..................................................................................................................................... 49
Budget Set Up ......................................................................................................................................... 50
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ePD Lite User Guide for Release 1.3
June 30, 2015
Adjust Periods ..................................................................................................................................... 51
Budget Versions ...................................................................................................................................... 51
Upload Attachments ............................................................................................................................... 55
Copy Proposal ......................................................................................................................................... 58
Delete Proposal ....................................................................................................................................... 59
Email........................................................................................................................................................ 59
Add New Rolodex Entry .......................................................................................................................... 63
PI Certification, Approval & Lab Safety Question ....................................................................................... 64
PI Self-Certification ................................................................................................................................. 64
PI is Certifying via Link in Email Notification ....................................................................................... 64
PI Goes Directly to the Proposal ......................................................................................................... 67
Certification on Behalf of a Principal Investigator .................................................................................. 71
Requesting a SPO Review ........................................................................................................................... 72
ePD Email ................................................................................................................................................ 73
Submit for Approval ................................................................................................................................ 77
Add Approver .......................................................................................................................................... 78
Email/Calls outside of the ePD System to contact the reviewer ............................................................ 83
Submit for Approval Routing ...................................................................................................................... 83
Approval Routing .................................................................................................................................... 83
Routing Map............................................................................................................................................ 87
Primary vs. Alternate Approvers ............................................................................................................. 91
Approval Routing ........................................................................................................................................ 93
Approve ................................................................................................................................................... 95
Offline Approval ...................................................................................................................................... 97
Reject – Send Back and Open for Editing ................................................................................................ 99
Recall – Bring Back and Open for Editing .............................................................................................. 101
Show Previous Submission........................................................................................................................ 103
Reassigning a Proposal/ Adding an Aggregator ........................................................................................ 105
As Proposal Creator/Aggregator ........................................................................................................... 105
Before Routing (In Progress) ............................................................................................................. 105
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ePD Lite User Guide for Release 1.3
June 30, 2015
After Routing (Approval in Progress) ................................................................................................ 108
As Proposal Routing Coordinator .......................................................................................................... 113
Before Routing (In Progress) ............................................................................................................. 113
After Routing (Approval in Progress) ................................................................................................ 116
Revisions, Renewals and Other Proposal Types ....................................................................................... 120
General Info Screen .............................................................................................................................. 120
Others Screen........................................................................................................................................ 120
Clinical Trials ............................................................................................................................................. 122
Questionnaires ...................................................................................................................................... 123
Administrative – Clinical Trial ........................................................................................................... 124
Research – Clinical Trials ................................................................................................................... 125
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Copyright 2015 The Regents of the University of California. All Rights Reserved.
ePD Lite User Guide for Release 1.3
June 30, 2015
Proposal Record Preparation
Before You Begin
1. Make sure you have a current browser.
2. Have your Business Systems login username and password ready.
3. Turn off pop-up blockers on your browser.
4. Never use the browser back and forward arrow buttons to toggle between screens doing so may
cause an error.
5. The ePD System will timeout remember to ‘Save’ your work frequently.
6. You are required to answer any question with a red asterisk (*). You may save your proposal at any
time, but you will be unable to submit your proposal unless all required fields have been answered.
7. Use the ‘Validation Checks’ function to check for errors as you go and before you submit for approval.
8. Use an asterisk (*) during searches to conduct wildcard searches that will return better results
(Example: *neuro* or *science or Stan*)
9. Once you click ‘Save’ wait for the system to respond. Clicking ‘Save’ multiple times may cause an
error.
10. ‘Print’ is a function that can be used to view and download various questionnaires, general proposal
documents and offline signatures.
NOTE: Additional Help on particular screens and specific fields can be found by clicking the
symbol
or visiting the ePD Help site, which will open a new browser window. Use the Help site left navigation to
locate help specific on that screen(s) and field(s) and access the Knowledge Center.
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Copyright 2015 The Regents of the University of California. All Rights Reserved.
ePD Lite User Guide for Release 1.3
June 30, 2015
Log In
1. To access the ePD System go to epd.ucsd.edu/coeus
2. Once you are directed to the login screen, use your business systems account username to ‘Login’ to
the system. If you do not know your business systems account username visit Blink for information on
Getting and Changing UCSD Passwords.
NOTE: ePD is not
behind VPN.
Log Out
To log out of the system click ‘Log Out.’ Be sure to ‘Log Out’ after each use and before closing the
browser.
NOTE: If you do not click ‘Log
Out’ before closing the
browser you may lock
yourself out of the proposal,
however, it can be unlocked
– see ‘Current Locks’ for
more information.
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Copyright 2015 The Regents of the University of California. All Rights Reserved.
ePD Lite User Guide for Release 1.3
June 30, 2015
Current Locks
Proposals can be locked for two reasons:
1. Local Lock - You forgot to click ‘Log Out’ before closing your browser and have therefore ‘Locked’
yourself out of the proposal.
2. Administrative Lock - Someone else is currently working on the proposal at the same time you have
tried to access it.
For a Local Lock: To unlock the proposal click ‘Current Locks’ and then click ‘Unlock’ – you may have
more than one line to unlock – be sure to ‘Unlock’ each line in order to fully unlock your proposal.
NOTE: You can use this
feature while working on
a proposal – you do not
need to exit the proposal
in order to ‘Unlock’ it.
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ePD Lite User Guide for Release 1.3
June 30, 2015
For an Administrative Lock: If someone else has locked the proposal, you will receive a message stating
who has the proposal locked. You can either contact the person directly to have them exit the proposal
or contact the eRAP Help Desk at 858-534-9979 to unlock the proposal for you.
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Copyright 2015 The Regents of the University of California. All Rights Reserved.
ePD Lite User Guide for Release 1.3
June 30, 2015
ePD Basics
ePD Home Welcome Screen
After logging on to ePD Lite you will be directed to the ‘ePD Home Welcome Screen.’ Click on ‘My
Proposals’ to access the Proposal Development module.
ePD Home
Returns you the ‘ePD Home Welcome Screen.’ On this screen the ‘Finding Opportunities Resources’ link
will open the Blink Funding Opportunities website in a new window. ‘Launch ePD Premium’ will open
the premium module.
NOTE: ePD Premium is
only accessible if
installed with java and
is primarily for Central
Office use.
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ePD Lite User Guide for Release 1.3
June 30, 2015
Inbox
Takes you into the message ‘Inbox’ where you can manage your actions.



Unresolved Messages
Resolved Messages
Proposal Search
NOTE: ‘From’ refers to
the last person that
took action on the
proposal, not the
person who sent the
message
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Copyright 2015 The Regents of the University of California. All Rights Reserved.
ePD Lite User Guide for Release 1.3
June 30, 2015
My Proposals
Once you have selected ‘My Proposals’ you will be directed to the main Proposal Development screen
used for managing and creating proposals. You will be automatically directed to the ‘Proposals In
Progress’ view.
This view displays proposals currently ‘In Progress,’ ‘Approval in Progress,’ ‘Rejected’ and ‘Recalled.’
Each list of proposal view displays the Proposal Number, Status, Title, Lead Unit, PI and a direct link to
the Budget.
Each column within the various views is hyperlinked for quick access to the proposal record.
‘Proposal Number’ is the number automatically assigned by ePD Lite System once a proposal record is
created.
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ePD Lite User Guide for Release 1.3
June 30, 2015
‘Status’ is the state of the proposal and includes (In Progress, Approval In Progress, Recalled, Rejected,
Submitted).
‘Title’ is the name of the proposal.
‘Lead Unit’ is the code of the primary unit or department that is submitting the proposal.
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ePD Lite User Guide for Release 1.3
June 30, 2015
‘PI’ is the name of the Lead Unit’s Principal Investigator.
‘Budget’ is a link that takes you directly to the budget module within that particular proposal.
To open a proposal record you have the option to click anywhere on the line to access the proposal of
your choice or you can click on ‘Budget’ and it will take you directly to that proposal’s budget.
Additional functionality is available using the links below.
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ePD Lite User Guide for Release 1.3
June 30, 2015
‘All Proposals’ shows all the proposals in your dashboard regardless of status. This view includes
proposal of every ‘Status’ including:
 In Progress - proposal has been started but has not been routed for approval yet and the record
is still open for editing at this time, documents can be added, removed and replaced
 Approval in Progress – proposal is in approval routing, is waiting for approval and the record is
closed for editing at this time, however existing documents can be replaced
 Recalled - proposal has been recalled by the person who created the proposal (Aggregator) and
is open for editing, documents can be added, removed and replaced
 Rejected – proposal has been rejected by an approver because there required changes and the
record for is open for editing, documents can be added, removed and replaced
 Submitted – proposal has been submitted to the sponsor, an Institute Proposal record has been
created and the ePD record is now permanently closed for editing and no further changes to the
record or documents can be made
‘Create New Proposal’: click to start a new proposal (see Create New Proposal for more information).
‘Proposal Search’: click to search all proposals and retrieve proposals by entering in specific search
criteria.
NOTE: Always use this
‘Wild Card Search’
technique of (*) when
using the ePD System to
conduct and return better
search results
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ePD Lite User Guide for Release 1.3
June 30, 2015
‘Grants.gov Opportunity Search’ is used to search for a Grants.gov opportunity by entering the ‘CFDA
Number’ OR the ‘Opportunity ID’ to perform the search and retrieve results.
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ePD Lite User Guide for Release 1.3
June 30, 2015
Create New Proposal
After logging into the system and clicking ‘My Proposals’ to begin a new proposal click ‘Create New
Proposal.’
If you are authorized to create proposals in more than one Lead Unit, you will first be directed to a list of
those units. Select the ‘Lead Unit’ under which the proposal will be created and submitted as you will be
able to add additional participating units later. This is the department that will submit the proposal and
manage the award if funded.
NOTE: If you do not create
proposals for multiple
departments you will be
directed straight into the
‘General Info’ screen to
begin creating the proposal
and will skip this step
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ePD Lite User Guide for Release 1.3
June 30, 2015
General Info Screen
Complete various appropriate fields on the ‘General Info’ Screen and click ‘Save’ in order to create the
record and generate the Proposal Number. (*) indicates mandatory field.
NOTE: You can manually
enter dates or use the
calendar tool.
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ePD Lite User Guide for Release 1.3
June 30, 2015
Use the ‘Search’ function to look up information for that field.
NOTE: If looking for the NIH –
Miscellaneous sponsor, use
the SPONSOR NAME search
box and enter *misc* into the
SPONSOR NAME search field
Click on the ‘Sponsor Name’ or any blue hyperlink of the entity you want to select to populate the field.
NOTE: Remember to use
the (*) Wild Card Search
– however entries must
match exactly
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ePD Lite User Guide for Release 1.3
June 30, 2015
Notice that the field has auto populated with the search selection.
NOTE: If you cannot find the
sponsor you are looking for and
have exhausted your searches,
use the sponsor code *9850*
(sponsor code pending) until the
new sponsor is added to the
database.
Use the radio button ‘Receipt’ or ‘Postmarked’ in correspondence with the ‘Proposal Deadline Date’ to
indicate whether the proposal needs to be received or postmarked by that date. This will appear on the
UCSD Internal Routing Form.
NOTE: If there is not a
specific proposal deadline
date listed use the date you
would like the central office
to review the proposal.
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ePD Lite User Guide for Release 1.3
June 30, 2015
Continue filling out the appropriate fields for the proposal as related to the opportunity. Click
‘Save’ and move to the next screen.
NOTE: For additional
help click the ‘I’ icon in
the upper right hand
corner. The ePD Help
Site will open in a
different window.
Once you click ‘Save’ the proposal record has now been created within the ePD System. A ‘Proposal
Number’ has been generated for your reference. You may now either continue working on the proposal
or exit and return later. A checkmark ‘√’ will appear next to the title of completed screens. Some
screens may have pre-populated data and will therefore show a ‘√’ even if no action was taken.
NOTE: Once the General
Info Screen has been
completed and the record
saved, OCGA and/or OCTA
Central Offices will be
aware of the record, as
new proposals appear in a
report sent to them every
15 minutes.
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ePD Lite User Guide for Release 1.3
June 30, 2015
Organization
This screen auto populates the ‘Proposal Organization’ and the ‘Performing Organization’ and will
default to University of California, San Diego or Scripps Institute of Oceanography depending on which
area of campus is submitting the proposal. Simply double check the correct information is showing.
Investigators/Key Persons
Add any and all persons named on the proposal using the ‘Employee Search’ or ‘Non Employee Search.’
For more information, refer to
NOTE: Only persons named on
the proposal - such as PI’s, CoPI’s, Co-I’s and Key Study
Persons should be listed on
this screen. Key Study Persons
should be listed as Co-I’s for
effort reporting purposes.
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ePD Lite User Guide for Release 1.3
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Click on the ‘Name’ or any blue hyperlink of the contact you want to select to populate the field.
NOTE: Many people have the
same name – be sure you are
selecting the correct person
by looking at all the contact
information.
Notice that once the person is selected their information will auto populate. Here you can add
additional information like the ‘Agency Credentials,’ change the ‘Proposal Role,’ ‘% Effort,’ and
designate multiple PI’s (by ticking the box) next to ‘Multi PI’ on each of the PI’s details screen.
Add additional details and/or click ‘Save.’
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ePD Lite User Guide for Release 1.3
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Once the personnel information has been saved a new line will populate.
From here you can also ‘Remove’ a person.
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ePD Lite User Guide for Release 1.3
June 30, 2015
To edit an Investigator/Key Personnel that is already listed, click on their name. This will allow you to
edit the information populated above.
NOTE: To edit an
Investigator/Key
Personnel that is already
listed click on the name
Or view/ edit ‘Details’ and also ‘Add Degree’ if necessary.
NOTE: Only Proposal
Creators with
adequate permissions
will be able to edit the
‘Details’
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ePD Lite User Guide for Release 1.3
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Click ‘Return to Investigator’ to go back to the previous screen.
If you are required to enter percentage of effort, go to the ‘% Effort’ field and enter the percentage as a
decimal (ex: enter 0.10 for 10%). For more information see the SPO Procedure for Proposal Creator’s
Entry of Project Personnel’s Effort into ePD standard operating procedure.
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ePD Lite User Guide for Release 1.3
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Employee/Non Employee Search
If the person(s) to be added was not found using the ‘Employee Search’ or ‘Non Employee Search’:
1. Double check the name of the person and try the search again using various search terms and
methods (i.e. full name, last name, first name and/or user name)
2. If the person(s) is still not showing - Use the Add New Rolodex Entry function to enter the person –
(see Add New Rolodex Entry)
3. For UCSD employees not found in the system contact epdhelp@ucsd.edu
4. For Non-UCSD Employees see the Adding non-UCSD Employees to Coeus ePD standard operating
procedure.
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Copyright 2015 The Regents of the University of California. All Rights Reserved.
ePD Lite User Guide for Release 1.3
June 30, 2015
Multi-PI
In some instances multiple PI’s are named on the proposal.
To designate a multiple PI’s on a proposal once the PI’s have been added click the tick box next to ‘Multi
PI’ on each PI’s details screen.
NOTE: After each record
has been ‘Saved’ the MPI
box will be ticked beside
each PI designating each
person as a PI even if the
role is showing as ‘CoInvestigator’
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ePD Lite User Guide for Release 1.3
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Unit
The primary PI’s ‘Unit’ will default to the ‘Lead Unit’ of the proposal creator. All other persons added
will display the home unit of that person.
NOTE: Only participating
Units can be overridden. To
change the ‘Lead Unit’ you
will need to start a new
proposal with an account
associated with the new unit.
To override the unit for the purpose of the proposal, click on the name of the person whose unit will be
changed. Next, click ‘Search’ beside the ‘Unit’ field to find and select the appropriate unit.
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ePD Lite User Guide for Release 1.3
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Click on the ‘Name’ or any blue hyperlink of the contact you want to select to populate the field.
Click ‘Save’ to complete the change.
NOTE: Just a reminder
that ‘Lead Units’ cannot
be overridden. Trying
to do so will add an
additional department.
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ePD Lite User Guide for Release 1.3
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If mistakenly added you can remove the additional department by clicking ‘Details.’ You can also use the
‘Details’ function to add an additional unit.
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ePD Lite User Guide for Release 1.3
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To remove click ‘Remove’ next to the incorrect unit.
To add, click ‘Add Unit’ and use the search function to find the unit to add. This feature can be used for
PIs with dual appointments whose units require the proposal be routed to them for approval.
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ePD Lite User Guide for Release 1.3
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Certify, Approve, Lab Safety
Every PI and Co-PI named on the proposal will need to ‘Certify’ participation and compliance on the
proposal, ‘Approve’ they have completed a full review, and answer the ‘Lab Safety’ question. PIs and
CO-PIs MUST certify, approve, and answer the lab safety question themselves. This can be done at any
point in the proposal process once the record has been created and saved and MUST be completed
before ‘Submit for Approval’. Co-Investigators and Key Study Personnel do not need to certify, approve
or answer the safety question. Certification is indicated on the ‘Investigator/Key Persons’ screen.
For more information on ‘Certify, Approve and Lab Safety’ (see the PI Certification and Approval Step by
Step).
NOTE: A red ‘X’ indicates the
person needs to certify &
approve but has not completed
it; a green ‘√’ signals a
complete certification; if the
space is blank it indicates that
no certification is needed
Send Notification
To notify the person(s) named on the proposal needing to ‘Certify’ click on ‘Send Notification.’
NOTE: If you do not use
the ‘Send Notification’
feature the PI(s) and COPI(s) will not receive a
notification to certify &
approve.
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Select tick box next to the person(s) to be notified and click ‘Send.’ This will send an email notification
with a link to the proposal asking that individual to answer the certification question.
NOTE: Remember only
PI’s and CO-PI’s need to
certify & approve.
Therefore, ONLY send
notifications to the PIs
and CO-PIs.
Notifications can be sent
more than once.
This will send an email notification with a link to the proposal asking that individual to answer the
certification question. For more information see the Notifications Matrix.
Special Review
This screen is utilized by adding items that need Special Review by additional compliance offices, such as
Conflict of Interest, Environmental Health & Safety, Human Subjects, etc. Here you can ‘Add Special
Review’ type along with the ‘Status,’ ‘Protocol Number’ and ‘Comments.’ For more information on
Special Review procedures see the Special Review standard operating procedure.
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ePD Lite User Guide for Release 1.3
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Use the drop down menus to select the appropriate ‘Special Review’ and ‘Approval’ status. The
‘Comments’ box can also be used to add additional information.
Because the level of regulatory and policy complexity varies across different research areas, each special
review type is handled differently. For information about specific compliance requirements related to a
specific review type, please see the Special Review SOP and/or contact the appropriate special review
office.
Once the information has been entered click ‘Save’ and a new line will appear for each added review.
NOTE: For COI lines the person’s
name MUST be added in the
Protocol Number field (Last Name,
First Name, Middle Initial) and the
Approval Status MUST be listed as
‘Pending.’ If a COI line is not
required do not add a line. For COI
forms add the ePD Number using
the following format: ePD ### (you
do not need to add 0s).
For COI forms add the ePD Number
using the following format: ePD ###
(you do not need to add 0s).
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ePD Lite User Guide for Release 1.3
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NOTE: eCOI is still in progress. For
current COI procedures, in ePD
Lite, use the Special Review screen
to add a COI line for each
applicable person following the
procedures mentioned above.
Use ‘View’ to see comments and ‘Remove’ to delete the line.
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Abstract
Abstracts
Select the type of ‘Abstract,’ copy and paste the corresponding text/content and click ‘Save.’ This
information will appear on the UCSD Internal Routing Form. To delete, simply click on the ‘Abstract’
highlight, delete the text and click ‘Save.’
Once the information has been saved a ‘√’ will appear next to the ‘Abstract’ title and a ‘Last Updated
by’ name, time and date stamp will appear to indicate when field was last updated.
NOTE: Use plain text only special characters and
formatting will not copy
correctly. Also, more than
one ‘Abstract’ can be
added.
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ePD Lite User Guide for Release 1.3
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Internal Comments
‘Internal Comments’ can be used to add additional comments regarding the proposal.
NOTE: Use the ‘Internal
Comments’ to add
Subaward contact
information along with the
Prime Sponsor deadline
date.
Others
The ‘Others’ tab is where you can add the ‘Copy Index Number,’ ‘UCSD Org Code’ and select the ‘UCSD
Proposal Type.’ You will leave the OCGA Analyst field blank as this information will be added by OCGA
only. Type information directly in the free form fields or where available use the ‘Search’ function to
look up and/or select the content for the field or to simply select the entry from the ‘Search’ menu.
‘UCSD ORG Code’ and ‘UCSD Proposal Type’ are mandatory in order to complete this screen and in
order to submit the proposal for approval.
Click ‘Save’ and move to the next screen.
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ePD Lite User Guide for Release 1.3
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Proposal Roles
On a proposal by proposal basis additional users can be added with the following permissions:
 Aggregator – Person creating the proposal record/managing the proposal, can make changes to
any part of the proposal, answer questionnaires, perform offline approvals, add additional users
to the proposal using proposal roles, submit for approval and recall the proposal at any time
 Approver – Primary and alternate approvers in the department and central office that must
approval the proposal prior to submission, **Note: additional approvers must be added using
the ‘Approval Routing’ functionality**
 Narrative Writer - Create and edit the attachments
 Budget Creator - Create and edit the budget
 Viewer - View any part of the proposal, but cannot edit the proposal
 Access Proposal Person Institutional Salaries – DO NOT USE – This role is not currently in use
 Modify Proposal Rates – DO NOT USE - This role is not currently in use
 UCSD Department Proposal Assistant – also known as the Proposal Routing Coordinator, this
person serves as a triage/back up and facilitates offline approvals and proposal reassignments
NOTE: Additional
Approver(s) cannot
be added on this
screen.
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To add users find the ‘Proposal Role’ then click the ‘Add User’ associated with the role. Once the search
box appears enter search criteria in order to find the person to be added.
Click on the ‘Name’ or any blue hyperlink of the contact you want to select to populate the field.
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ePD Lite User Guide for Release 1.3
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The user will populate under the ‘Proposal Role.’ To remove users click ‘Remove.’
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Questionnaires
This section of the proposal provides the opportunity to gather additional information regarding the
details of the proposed research. At a minimum user’s will be asked to complete the ‘Space,’
‘Administrative,’ and ‘Research’ questionnaires. Depending on the type of proposal additional
questionnaires such as ‘SIO,’ ‘Clinical Trials,’ ‘Proposal Revisions’ and ‘PI Exception’ may appear and will
need to be answered before the proposal can be submitted for approval routing/re-routing.
Administrative
This questionnaire is intended for proposal creator/managers and asks questions regarding
administrative components of the proposal.
NOTE: Because the
system uses Smart Forms
some questions may or
may not appear
depending on the
answer to the question
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Space
The space questionnaire asks questions regarding where the research will be conducted and if any
special reviews are needed.
Research
This questionnaire is intended for those familiar with the research being conducted and ask questions
regarding the research activities that will take place in the event the proposal is funded and if any
special reviews are needed.
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NOTE: If you do not know the answers to these questions and would prefer to send them to the PI you
can either give the PI additional access to the proposal using the ‘Proposal Roles’ function. Or you can
go to ‘Proposal Summary’ and click on ‘Proposal Print,’ then ‘UCSD Internal Routing Form’ and click
‘Print Selected.’ This will give you a PDF of the proposal summary details and the research
questionnaire that you can both attach to an email or copy and paste from.
SIO
Only appears and is applicable for SIO proposal, this questionnaire asks questions regarding ship time.
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Proposal Revisions
Only appears if the proposal was ‘Rejected’ by the SPO Analyst after having received approval from the
department reviewers. It uses questions to facilitate whether or not the proposal will need to be rerouting through the department or back to the SPO Analyst depending on whether or not significant
changes have been made to the proposal.
PI Exceptions
Only appears if the title code of the PI that was added under the ‘Investigator/Key Persons’ screen does
not have a title code that makes them automatically eligible to submit a proposal.
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Clinical Trials
Research and Administration questionnaires will only appear if this is a clinical trial. For more
information see Clinical Trials.
Answering a Questionnaire
Begin by clicking on the name of the questionnaire, which will prompt the first question. To answer click
the radio button and then click ‘Save & Proceed’ to move to the next question. There is also the ability
to return to a ‘Previous’ question, ‘Modify’ the questionnaire and to ‘Start Over.’
Once all of the questions have been answered a review screen will appear displaying all questions and
answers for that questionnaire. To view, save or print a copy of the questionnaire, click ‘Print’ and the
form will open in a new window.
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Editing a Questionnaire
To edit the questionnaire click ‘Modify.’
Change the answers to the appropriate questions or leave the answer and click ‘Save & Proceed’ to
move to the next question or ‘Save & Complete’ to save changes and exit the questionnaire.
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To complete the next questionnaire, click on the name of the questionnaire, which will bring up the
corresponding questions. For additional information on questions, click ‘More’ and an information box
will appear with additional content and links regarding that particular question.
NOTE: Clicking on the blue
hyperlinks will open the
page within the ‘More’
box
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Budget Module
Only the Budget Summary information needs to be completed in order to complete the budget portion
of the ePD record. All detailed budget information should be uploaded to the record under ‘Upload
Attachments.’
To begin click the ‘Budget’ screen and click ‘OK’ to the prompt.
You will then be directed to the ‘Budget Summary’ screen.
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Budget Summary
This screen is used to enter the Direct Costs, Indirect Costs per period and brief comments about the
budget. All detailed budget information (including subawardee information) will be added as
attachments under the ‘Upload Attachments’ screen, for more information (see Upload Attachments).
This is also where Budgets can be marked as ‘Complete’ and ‘Final,’ however remember to first enter in
the dollar amounts, click ‘Save’ and then go back to mark the budget as complete/final.
NOTE: Comments about
subawardees can be entered in the
budget comments. Budget details
(including subawards) will be
available in the attached budget.
Remember to save budget
comments in the ‘Complete’ and
‘Final’ budget version.
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To exit the budget module at any time and return to the main proposal details, ‘Save’ your work and
click ‘Return To Proposal’ do not use the browser back button.
Budget Set Up
‘Budget Set Up’ is a section that is used to adjust periods that are not standard 12 month periods before
entering information in the ‘Budget.’
 Adjust Periods – lists proposal periods that will be used in the budget and is used to adjust
period start/end dates, add periods and remove periods
All budget periods will default to 12 month time frames based off the start date and end date that were
entered on the ‘General Info’ screen.
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Adjust Periods
Click ‘Adjust Periods’ to double check that the periods listed for the budget are correct. To adjust
periods that are not standard 12 month periods, the ‘Start Date’ and ‘End Date’ can be adjusted by
entering values in manually or using the calendar function; users can ‘Add Period’ and/or ‘Remove’
periods in order to adjust budget periods accordingly.
NOTE: Adjust Periods (if
necessary) before
completing the ‘Budget
Summary’
Budget Versions
‘Budget Versions’ and ‘Print’ provide high level budget functionality.
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‘Budget Versions’ allows users to create multiple version of the budget, which can be edited, copied or
marked as the final version to be used in the proposal submission. Click ‘Budget Version’ to access the
various budgets that have been created.
Click ‘Add New Version’ to start a new budget from scratch or ‘Open’ to enter that version of the
budget or ‘Copy’ to create a new budget using that budget version’s information.
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When ‘Add New Version’ is selected you will be directed to the ‘Budget Summary’ screen.
If opening a budget version, you should automatically be directed to the ‘Budget Summary’ screen always double check to make sure you are on the correct version of the budget.
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The newest version will appear at the bottom.
NOTE: Once a Version
has been created it
cannot be deleted, but
unless it is marked as
‘Complete’ and ‘Final’
will not show in the
final print package
If copying a ‘Budget Version’ select whether one or all periods should be copied then click ‘OK’ to
generate the new version of the budget. After clicking ‘OK’ the new version of the budget will be
created and you will be directed to the ‘Budget Summary’ screen. Continue to work through the budget
as normal.
Print (Budget) – NOT IN USE
This section is not currently in use. To review, view, print or save a copy of the budget view the
attachments in the ‘Proposal Summary’ view or under ‘Upload Attachments.’
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Upload Attachments
This screen is where all proposal attachments can be uploaded.
 Institutional Attachments – Upload ALL proposal related documents
First, select the ‘Attachment Type.’
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Next, enter a ‘Description.’ This can be particularly helpful in calling out drafts and/or additional notes
about the attachment.
NOTE: ALL attachments can be
updated even during routing;
however, attachments can
only be added an/or removed
when the record is open for
editing
Then, attach the document by using ‘Choose File.’
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Use the ‘Complete’ flag to call out documents still in draft form by unselecting it or leave the flag
selected and use the description as needed. Click ‘Save’ when done. Repeat to add additional
documents.
If you copied an existing proposal with attachments, make sure you update the attachments and mark
them as “complete”
NOTE: The system will
automatically time/date stamp
when the document was last
updated and by whom. There is
the option to override the file
OR to create versions.
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Copy Proposal
‘Copy Proposal’ can be used in several different ways.
1. To create a basic template of frequently used proposals
2. To copy a proposal listed in any status
To copy a proposal you are currently working on click ‘Copy Proposal.’ Use the tick boxes and radio
buttons to indicate whether or not to ‘Copy Budget’ (All Budget Version or Final Version Only), ‘Copy
Attachments’ (all attachments will be copied), and/or ‘Copy Questionnaire’ (all questionnaires will be
copied). Click ‘Copy Proposal’ and the new proposal will open automatically.
NOTE: Don’t forget to
change the title and
make the appropriate
edits.
Any of your ‘My Proposals’ can be copied by first selecting the proposal to be copied and following the
‘Copy Proposal’ steps.
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Delete Proposal
The ‘Delete Proposal’ feature is only available to those with eProposal Development – Department
Manager and eProposal Development – Department Assistant roles (a.k.a Department Routing
Coordinators). Proposals can only be deleted prior to being submitted for approval routing, while they
are still ‘In Progress.’
To delete a proposal locate and open the record and click ‘Delete Proposal’ and select ‘OK’ to the
prompt.
Email
This feature allows you to send an Email via the ePD system. This feature can be used in a variety of
ways, including but not limited to:
 Contacting an Alternate Approver or those named on the proposal
 Requesting a review of a proposal
 Communicating/Notifying/Reminding one, some or all people associated with the proposal on
information or actions needed
To use this function, open the proposal record that you would like to send the email from. Click on the
‘Email’ Screen within the ePD Record.
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Select the ‘Add Employee,’ ‘Add Non Employee,’ or ‘Add Role’ hyperlink in order to add the person(s)
you would like to Email.
NOTE: The Email function
can be used at any time.
Both before and after the
record has been submitted
for approval routing.
If using the ‘Add Employee’ or ‘Add Non Employee’ search feature enter the appropriate search term(s)
and be sure to use the (*) wild card searches for best results.
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NOTE: More than 1 person
can be added to the Email.
Click ‘Search’ and when the result appears click on the blue hyperlink to select the person.
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To use ‘Add Role’ click on the hyperlink and use the drop down menus to select the proposal roles you
would like to Email, then click ‘Select.’
Continue by adding desired content to the ‘Subject’ and the ‘Message.’ Click ‘Send’ to complete the
action and send the Email.
NOTE: Remember to add
your name in the Message of
the Email so that the
recipient(s) will know who
the Email is from.
The Email will then be sent to the people specified in the Email Notification screen.
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The body of the email will contain any comments written by the sender, some details about the
proposal and a hyperlink to that proposal record.
Add New Rolodex Entry
Use ‘Add New Rolodex Entry’ to add a person(s) not found using the ‘Employee’ or ‘Non-Employee’
Search under the ‘Investigator/Key Persons’ screen. To do so, click on ‘Add New Rolodex Entry.’ Enter
the person’s details and use the ‘Comments’ box for additional comments, then click ‘Save.’
Return to the ‘Investigator/Key Persons’ screen, use the ‘Non-Employee’ search to find and add the
person.
Note: PI’s added via the Rolodex, in the instance of transfer proposals, will need to be updated with the
PPS once they are added to PPS.
This person will later be uploaded to the permanent database if applicable.
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PI Certification, Approval & Lab Safety Question
Certification and Approvals are required by every PI and Co-PI named on proposals in order to ensure
their participation and compliance with UC San Diego and sponsored research practices (UCOP Contracts
& Grants Manual Under Chapter 10 Section 300: Section 340 (10-330 and 10-340)
http://ucop.edu/research-policy-analysis-coordination/resources-tools/contract-and-grantmanual/chapter10/chapter-10-300.html PIs and CO-PIs MUST certify, approve, and answer the lab
safety question themselves. This can be done at any point in the proposal process once the record has
been created and saved and MUST be completed before ‘Submit for Approval’. Co-Investigators and
Key Study Personnel do not need to certify, approve or answer the safety question. Certification is
indicated on the ‘Investigator/Key Persons’ screen.
PI Self-Certification
PI’s will be manually notified that their proposal is ready for their certification and approval, enter the
proposal and answer the ‘Investigator Certification and Assurance’ questions themselves. PI’s can
access the ‘Certification and Approval’ screen in several ways.
PI is Certifying via Link in Email Notification
Log into the email account where you receive your notifications. Look for the email indicating the
request for ‘URGENT ACTION REQUIRED: Please Certify and Approve your Proposal.’ Double check the
email to make sure the proposal information matches the proposal you want to certify for.
Next, click on the ‘Project Details’ blue hyperlink.
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Log in to the system using your Single Sign On (SSO) business systems username and password.
If you were not a PI listed on the proposal for which the link was intended, you will receive the following
message.
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Once you have successfully signed in you will be automatically directed to the ‘All Certifications’ screen
within the ‘Proposal Summary’ section. Answer the question appropriately and click ‘Save.’
Once the questions have been answered and the certification, approval and lab safety is complete, click
‘OK’ to the prompt.
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To revise your answers or start the questionnaire from the beginning, click ‘Modify’ then change the
answer to the question and click ‘Save.’
PI Goes Directly to the Proposal
Go to the epd.ucsd.edu/coeus and sign in using your SSO Business Systems username and password.
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You can either choose the proposal from the ‘Proposals In Progress’ screen and click on the blue hyper
link to open the proposal record.
Or you can do a ‘Proposal Search’ to retrieve the specific record you are looking for.
Once you are in the proposal record, to access the ‘Certification’ screen first go to the ‘Proposal
Summary’ screen.
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From the ‘Proposal Summary’ find your name from the list of Investigators/Key Persons. Once you have
located your name, click the ‘Certify’ link next to your name.
NOTE: The red ‘X’
indicates that the
certification has
not yet been
completed. Once
the PI certifies a
green ‘√’ will
appear.
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Answer the question and click ‘Save.’
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Certification on Behalf of a Principal Investigator
YOU MUST HAVE A PI SIGNED AND DATED COPY OF THE CERTIFICATION/APPROVAL UPLOADED IN
THE PROPOSAL RECORD IN ORDER TO CERTIFY AND APPROVE ON BEHALF OF A PI!
That means do not click certify when you are logged into the system as anyone other than the PI that
needs to certify. Note: this can be audited as the system tracks the user that answered the PI
certification question.
The only exception for Certifying/Approving on Behalf of the PI is when a PI has completed a hard copy
paper signature of the Certification and Approval, which must be uploaded under the ‘Upload
Attachments’ section. This may occur if:
 The PI will not have access to the electronic proposal
If this occurs, be sure to upload a signed copy of the Certification/Approval to the ‘Upload Attachment’
screen under the ‘Institutional Attachments’ tab BEFORE you certify on behalf of the PI(s).
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Requesting a SPO Review
Once a proposal record has been created and the PI(s) have certified, the minimum information
required to Save, Submit for Approval, and Central Office Review has been completed, the proposal is
ready to be routed for review and approval by both departments and central offices.
There are several ways to indicate that a proposal is ‘Ready for Review.’
 ePD Email (before clicking ‘Submit for Approval’)
o Pros: Sends a notification with specific proposal details and a link to the specific
proposal record; The record can remain open for editing for both the proposal creator
and the SPO Analysts
o Cons: The proposal will not show in the reviewers queue, they will only know to review
the proposal by using the link in the e-mailed notification or looking up the proposal via
proposal search; In order to email the SPO Analysts, the creator would need to a)
already know which analyst would be assigned to this particular proposal. For OCGA
this information can be found under ‘Others’ in the ‘OCGA Analyst’ field or under OCGA
Staff Assignments on OCGA’s website
 ‘Submit for Approval’
o Pros: Sends a notification with specific proposal details and a link to the specific
proposal record; can see SPO Analyst and the routing map
o Cons: The proposal will show in the reviewers queue but will be will only be notified to
review the proposal once all other approvers have completed their approvals; the
proposal record is locked for editing, but can be reopened if the proposal creator
‘Recalls’ and/or if a reviewer ‘Rejects’ the proposal
 Add Approver
o Pros: The proposal will show in the reviewers queue; it can continue through routing if
approved
o Cons: The proposal record is locked for editing, but can be reopened if the proposal
creator ‘Recalls’ and/or if a reviewer ‘Rejects’ the proposal
 Email/Calls outside of the ePD System to contact the reviewer
o Pros: The proposal can still remain open
o Cons: May have to provide proposal information manually
Depending on the submitting office (OCGA, HS SPPO, SIO-OCGA, OCTA) there may be a preferred way to
request a review. Contact that office to find out which method is preferred.
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ePD Email
This feature allows you to send an Email via the ePD system. This feature can be used in a variety of
ways, including but not limited to:
 Indicating that a proposal is ‘Ready for Review’
 Contacting an Alternate Approver that needs to take action on the proposal
 Requesting Changes to a proposal
 Communicating/Notifying one, some or all people associated with the proposal on information
or actions needed
This section will focus on using this function to indicate that a proposal is ‘Ready for Review.’
Open the proposal record that you would like to have reviewed. Click on the ‘Email’ Screen within the
ePD Record.
NOTE: The Email function can
be used at any time. Both
before and after the record
has been submitted for
approval routing.
Select the ‘Add Employee,’ ‘Add Non Employee,’ or ‘Add Role’ hyperlink in order to add the person(s)
you would like to Email.
NOTE: More than 1 person
can be added to the Email.
Remember to add your name
to the Message.
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If using the ‘Add Employee’ or ‘Add Non Employee’ search feature enter the appropriate search term(s)
and be sure to use the (*) wild card searches for best results.
Click ‘Search’ and when the result appears click on the blue hyperlink to select the person.
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To use ‘Add Role’ click on the hyperlink and use the drop down menus to select the proposal roles you
would like to Email, then click ‘Select.’
Continue by adding desired content to the ‘Subject’ and the ‘Message.’ Click ‘Send’ to complete the
action and send the Email.
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The Email will then be sent to the people specified in the Email Notification screen.
The body of the email will contain any comments written by the sender, some details about the
proposal and a hyperlink to that proposal record.
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Submit for Approval
Once the ePD record is complete and all appropriate documents have been uploaded, click ‘Submit for
Approval.’ This will start the routing and close the record for editing.
Depending on the submitting office (OCGA, HS SPPO, SIO-OCGA, OCTA) the routing map will differ.
For General Campus and SIO: Once the proposal has been ‘Approved’ by all Department Approvers, the
proposal will be reviewed by the SPO Analyst at the last routing stop.
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For Health Sciences: Once the proposal has been ‘Submitted for Approval’ the SPO Analyst will conduct
the review at the second routing stop.
For more information on routing see Submit for Approval Routing.
Add Approver
At any stop the person approving can also add an approver. When an approver is added, an alternate to
that approver can also be added.
NOTE: Approvers can only
appear once in a routing stop.
Therefore, approvers already
listed in an approval stop
cannot be added again (as
Primary or Alternates)
Click on the blue hyperlink to select the person you want to add.
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To add an alternate approver for the ad hoc approver recently added, click on the ‘Add Alternate
Approver’ link. Then, enter the appropriate search terms.
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Next, click on the blue hyperlink to add the person.
The alternate approver will then show below the added approver.
NOTE: To remove an approver
click ‘Remove.’ This feature is
only available at this step.
Primary and Alternate
Approvers that automatically
default in the routing map
cannot be removed.
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You can then ‘Approve’ or ‘Pass,’ to add the person(s) being added.
NOTE: Approvers added
manually, will need to be
manually notified. Use the
Email function in the record to
notify the approver.
Additionally, approvers added
manually, will need to be
added each time the proposal
is routed.
Once ‘Approve’ or ‘Pass’ has been selected the added approver will now be visible in the routing map at
the stop where he/she was added.
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Comments added will be visible to all persons listed in the routing map by clicking ‘Comments and
Attachments’ and/or ‘Comments.’
Comments will be time and date stamped.
NOTE: The time and date the
person approved will only
show if the approver leaves a
comment.
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Email/Calls outside of the ePD System to contact the reviewer
Use your local Email account or call the person(s) you would like to obtain a review from at your own
discretion and/or per your department’s practices. ePD Proposal packages can be downloaded and
saved or printed for those wishing to work outside of the system.
Submit for Approval Routing
Once a proposal record has been created and the PI(s) have certified, the minimum information
required to Save, Submit for Approval and Central Office Review has been completed, the proposal is
ready to be routed for review and approval by both departments and central offices.
Approval Routing
When the proposal is ready, click ‘Submit for Approval’ to trigger the routing. The system will run an
automatic validation check.
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Validations
If a RED message appears this is a ‘hard stop warning’ and corrective actions must be taken according to
the message in order to submit the proposal for approval routing.
If a BLUE message appears this is a ‘soft stop warning’ and the proposal may still be submitted for
approval routing.
If NO actions are needed and all validations were passed a message will appear stating that the
validations were passed successfully.
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Once you click ‘OK’ a message will appear confirming that the proposal has been successfully submitted
for routing. Click ‘OK’ to complete the action and view the routing map.
Notice how the ‘Submit for Approval’ function has now become the ‘Approval Routing’ function and
that the record is now closed for editing. The record can easily be opened by ‘Recalling’ or ‘Rejecting’
the proposal.
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To view the routing map and access the ‘Approve,’ ‘Reject’ and ‘Recall’ functions click ‘Approval
Routing.’
After clicking ‘Approval Routing’ you are directed to the list of Approvers that are required to approve
the proposal before it may be submitted to the agency.
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Routing Map
The routing map ‘approval stops’ start from bottom and end at the top. Therefore, in the example
below, the first person in line to approve this proposal is Michele Strong. Once all approvals have been
obtained at a stop an automatic notification will be sent to the approvers in the next stop indicating that
the proposal is ‘Waiting for Approval.’ For more information on notifications, see the Notifications
Matrix. This process will continue until all approvals at all stops have been completed.
ePD uses several different Routing Map formats. Each person added to the map in each stop (both as
Primary and Alternate Approvers) is pre-determined by each department when being set up to use the
ePD system.
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There is also a legend that is useful in determining what the different icons mean.
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Additionally, the view of the routing map can be changed by selecting ‘Hierarchy’ and ‘Boxed.’
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Primary vs. Alternate Approvers
Primary Approvers
Each stop will have at least 1 Primary Approver.
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Alternate Approvers
Each Primary Approver should have at least 1 Alternate Approver.
NOTE: An alternate can serve as
someone who DOES have signing
authority of that of a Primary
Approver OR serve as a facilitator,
who does not have said signing
authority, but instead obtains the
appropriate approvals, uploads
signed documents and ‘clicks the
button’ in the system
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Approval Routing
Once a proposal has been ‘Submitted for Approval’ the proposal will enter the ‘Approval Routing’
stage. The proposal needs to be approved by the appropriate approvers located in each stop. The same
person who creates a proposal may also be an approver at the first stop. That person must also
‘Approve’ the proposal in addition to clicking ‘Submit for Approval’ in order to move the proposal to the
next stop for approval. The approval routing functionality will change depending on what actions were
taken by the approver.
For example:
When the proposal is waiting for you to take an action like ‘Approve,’ the approval routing screen looks
like:
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After you have approved, the approval routing screen changes to:
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Approve
Approving a proposal means that the proposal has been reviewed and can continue on for approval until
it is ready to be submitted to the sponsor. Approving will trigger automatic notifications to the next
stop approvers requesting their review and approval.
To approve a proposal from the ‘Approval Routing’ screen click ‘Approve.’
Next, you will be directed to the ‘Approval’ screen. From here you can add a comment that will be
visible to all approvers named in the routing map. This can be a useful way to communicate to others
located in the routing map.
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Notice that once ‘Approved’ has been clicked the status of the approval is now visible in the routing
map.
Note: In addition to approval comments, attachments, such as those serving as hard copy signatures
can also be added as they can be viewed even if there have been multiple routing submissions by
using the ‘Show Previous Submission’ feature.
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Offline Approval
This procedure should only be used when one or more required approvers are permanently unable or
unwilling to use the system to electronically review and approve proposals.
Examples include: Unit Administrator and/or Academic Unit Heads are permanently unable to review
and approve the proposal online, Participating Departments that have not yet been on boarded to ePD.
Once the proposal details have been completed and are ready to be routed for approval, print a copy of
the ‘UCSD Internal Routing Form.’ Do so by clicking ‘Print’ and click ‘Show.’
Next, select the tick box beside ‘RoutingForm_UCSD.xsl’ and then click ‘Print Selected.’
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Click on ‘Keep’ or ‘Save’ if the prompt appears
Click on the file to open the document.
Have the appropriate parties sign the routing form.
Upload a signed copy of the form to the ePD record under the ‘Upload Attachments’ screen under the
‘Institutional Attachments’ tab. Add the following comment in the description: “Approved and Signed
by ….” or “Placeholder for offline approval of …”
Note: Users can also add a blank form as a placeholder so that once the document is signed the
attachment can be updated while in routing. This is recommended for instances when users know
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BEFORE a proposal is submitted that an offline signature will be needed but has not yet been
obtained.
Remember to uncheck the ‘Complete’ tick box for placeholders in order to indicate that the file is a
draft. Attachments can also be added directly to the routing map.
Reject – Send Back and Open for Editing
The ‘Reject’ function can be used to indicate that the proposal is not ready for approval and that
changes need to be made. Using ‘Reject’ will open the proposal for editing for those with Aggregator
permission on that proposal.
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Click ‘Reject’ to enter the rejection screen. Enter the appropriate comments. Then click ‘Reject.’
This will reopen the record for editing and will also trigger an automatic notification to the Aggregator.
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The body of the email will contain any comments written by the sender, some details about the
proposal and a hyperlink to that proposal record.
Recall – Bring Back and Open for Editing
This feature can be used when you want to reopen the proposal for editing and return the proposal to
your routing stop.
Clicking ‘Recall’ will direct you to the recall screen.
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Enter the appropriate comments and click ‘Recall.’
Click ‘OK’ to the prompt.
You will be returned to the proposal record. Notice that the record is now open for editing.
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Show Previous Submission
Because a proposal may have several rounds of routing there is a feature under ‘Approval Routing’ that
is called ‘Show Previous Submission.’ This feature allows one to view the previous routing map from
the previous submission.
The routing map will show a default view of the current/most recent routing map.
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To see the other submissions use the ‘Previous’ and ‘Next’ toggle buttons at the bottom of the screen.
NOTE: Comments and
attachments from previous
maps are also visible
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Reassigning a Proposal/ Adding an Aggregator
As Proposal Creator/Aggregator
The original proposal creator or any aggregator who has been previously added to the proposal can
reassign the proposal as follows:
Before Routing (In Progress)
In order to reassign a proposal or grant additional access to a proposal (on a proposal by proposal basis)
open the appropriate record.
Next, go to the ‘Proposal Roles’ screen. Notice the ‘Add User’ link on the right hand side.
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Use this link to search for the person to be added under the ‘Aggregator’ role.
Select the person to be added by clicking on the blue hyperlink.
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Once the person has been added, remove yourself by clicking ‘Remove.’ If you do not remove the
previous Aggregator, they will be added to the routing map and will have to approve, which may be
problematic if the person will be out. To keep them on the proposal and out of the routing map add
them as a Viewer.
Answer ‘OK’ to the prompt.
Once the new aggregator has been added the proposal will now show in his/her queue and will list the
new aggregator in the routing map once the proposal is submitted for approval.
Notice that in this example the original proposal creator Michele has been removed from the list of
aggregators. The ‘Add User’ link is no longer available to her because this proposal has now been
reassigned and you cannot add users to other people’s proposals.
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After Routing (Approval in Progress)
To reassign a proposal once the proposal has entered routing and the record is locked for editing, go to
‘Approval Routing.’
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Next, ‘Recall’ the proposal.
Add a comment regarding the recall.
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Click ‘OK’ to the prompt.
Next, go to the ‘Proposal Roles’ screen. Notice the ‘Add User’ link on the right hand side.
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Use this link to search for the person to be added under the ‘Aggregator’ role.
Select the person to be added by clicking on the blue hyperlink.
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Once the person has been added, remove yourself by clicking ‘Remove.’ If you do not remove the
previous Aggregator, they will be added to the routing map and will have to approve, which may be
problematic if the person will be out. To keep them on the proposal and out of the routing map add
them as a Viewer.
Answer ‘OK’ to the prompt.
Once the new aggregator has been added the proposal will now show in his/her queue and will list the
new aggregator in the routing map once the proposal is submitted for approval.
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Notice that the ‘Add User’ link is no longer available because this proposal has now been reassigned and
you cannot add users to other people’s proposals.
Additionally, you can always contact the Proposal Routing Coordinator who can recall/reject the
proposal (Note: others at the stop who have not approved yet can also reject the proposal).
Once the proposal has been either recalled by the Proposal Routing Coordinator or rejected by someone
at the current routing stop, the record will open for editing and the Proposal Routing Coordinator can
use the ‘Proposal Roles’ function to reassign the proposal on your behalf.
As Proposal Routing Coordinator
Before Routing (In Progress)
The Proposal Routing Coordinator WILL NOT see proposals in their queue that have not yet been
submitted for approval. However, the proposal record can be located by doing a proposal search by
number, PI and/or other relevant criteria.
In order to reassign a proposal or grant additional access to a proposal (on a proposal by proposal basis)
open the appropriate record.
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Next, go to the ‘Proposal Roles’ screen. Notice the ‘Add User’ link on the right hand side.
Use this link to search for the person to be added under the ‘Aggregator’ role.
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Select the person to be added by clicking on the blue hyperlink.
Once the person has been added, remove the other Aggregator by clicking ‘Remove.’ If you do not
remove the previous Aggregator, they will be added to the routing map and will have to approve, which
may be problematic if the person will be out. To keep them on the proposal and out of the routing map
add them as a Viewer.
Answer ‘OK’ to the prompt.
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Once the new aggregator has been added, the proposal will now show in his/her queue and will list the
new aggregator in the routing map once the proposal is submitted for approval.
After Routing (Approval in Progress)
The Proposal Routing Coordinator WILL see proposals in his/her queue because the proposal has been
submitted for approval.
To reassign a proposal once the proposal has entered routing and the record is locked for editing, go to
‘Approval Routing.’
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Next, ‘Recall’ or ‘Reject’ the proposal. It does not matter whether or not there is a proposal manager
routing stop or not.
Add a comment regarding the recall/reject.
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Click ‘OK’ to the prompt.
Next, go to the ‘Proposal Roles’ screen. Notice the ‘Add User’ link on the right hand side.
Use this link to search for the person to be added under the ‘Aggregator’ role.
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Select the person to be added by clicking on the blue hyperlink.
Once the person has been added remove the other Aggregator by clicking ‘Remove.’ If you do not
remove the previous Aggregator, they will be added to the routing map and will have to approve, which
may be problematic if the person will be out. To keep them on the proposal and out of the routing map
add them as a Viewer.
Answer ‘OK’ to the prompt.
Once the new aggregator has been added, the proposal will now show in his/her queue and will list the
new aggregator in the routing map once the proposal is submitted for approval.
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Revisions, Renewals and Other Proposal Types
General Info Screen
The following proposal types are located under ‘Proposal Types’ in the ‘General Info’ screen:
 New - A competitive proposal requesting funding for support of a research project.
 Continuation - A non-competitive proposal for the next funding increment of a current project
usually submitted annually, if required by the agency.
 Renewal - A competitive proposal requesting funding to renew an expiring project, which will be
reviewed competitively with other proposals and for which funding is not assured.
 Revision o A proposal application that proposes a change in the Federal Government's financial
obligations or contingent liability from an existing obligation/award (e.g., NIH requires
that requests for supplements to their grant awards be submitted using the proposal
type of “Revision”). A Revision in this context is always a change to an existing award.
o A “new” proposal previously submitted to an agency that is being funded but needs to
be revised to incorporate changes requested by the funding agency (dollars or
research). (e.g., If there is a "New" ePD & IP Record that in the course of JIT or other pre
award negotiations has an informal revision (such as if emailing to a program officer a
revised budgetary or scope) that does not require formal submission of a Revised
Application to the agency then the ePD & IP records stay as original. See below for
instructions on how to process these types of revised proposals.
 Resubmission (NIH) - A competitive proposal that was previously submitted but was not funded
and is being amended for resubmission.
Others Screen
The following proposal types are located under the ‘UCSD Proposal Types’ in the ‘Others’ screen:
 Transfer Proposal - A proposal that is prepared for an award that has been transferred from
another institution to UCSD, when a Principal Investigator has left the transferring institution
and been given an appointment at UCSD. To learn more about getting transferring PIs access to
the system follow the Adding non-UCSD Employees to Coeus ePD standard operating procedure.
 Internal Proposal - Proposals that are required by UCSD when funding is received from a
sponsor and either the sponsor does not require an official proposal or the Principal Investigator
mistakenly did not submit via the Central Office Analyst. Enter as a "New" proposal on the
General Info tab.
NIH Minority Supplements - A non-competitive proposal requesting supplemental funds for a
current project to support minority students.
 Supplement (other than NIH Minority) - A proposal requesting supplemental funds for a current
project and which may or may not compete with other proposals for available funding.
 N/A – None of the Above
Use the following guide lines when creating proposal records in ePD.
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General Info Screen Guideline Chart:
General Info Screen - Proposal Type
New
Continuation
Renewal
Revision*
Resubmission (NIH)
Others Screen - UCSD Proposal Type
N/A – None of the Above
N/A – None of the Above
N/A – None of the Above
N/A – None of the Above
N/A – None of the Above
Need New ePD Record?
Yes
Yes
Yes
See notes below
Yes
*Revisions that DO require new ePD and Institute Proposal (IP) records: A proposal application
that proposes a change in the Federal Government's financial obligations or contingent liability from
an existing obligation/award (e.g., NIH requires that requests for supplements to their grant awards
be submitted using the proposal type of “Revision”). A Revision in this context is always a change to
an existing award.
*Revisions that DO NOT require new ePD and IP records: A “new” proposal previously submitted
to an agency that is being funded but needs to be revised to incorporate changes requested by the
funding agency (dollars or research). (e.g., If there is a "New" ePD & IP Record that in the course of
JIT or other pre award negotiations has an informal revision (such as if emailing to a program officer
a revised budgetary or scope) that does not require formal submission of a Revised Application to
the agency then the ePD & IP records remain original. See below for instructions on how to process
these types of revised proposals.
Others Screen Guideline Chart:
Others Screen - UCSD Proposal Type
Transfer Proposal
Internal Proposal
NIH Minority Supplements
Supplement (other than NIH Minority)
N/A – None of the Above
General Info Screen - Proposal Type
New
New
New
New
------
Need New ePD Record?
Yes
Yes
Yes
Yes
Yes
For more information see the Proposal Creator’s Use of Proposal Types and UCSD Proposal Types in ePD
standard operating procedure.
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Clinical Trials
To create an ePD Record for a Clinical Trial you will follow the same steps outlined under ‘Create New
Proposal’ on page 16, however you will select ‘Clinical Research’ as the Activity Type and either “Clinical
Trial (CTO)” or “PI Initiated Clinical Trial (OCGA)” for ‘Anticipated Award Type’.
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Questionnaires
This section of the proposal provides the opportunity to gather additional information regarding the
details of the proposed research. At a minimum user’s will be asked to complete the ‘Space,’
‘Administrative – Clinical Trial,’ and ‘Research – Clinical Trial’ questionnaires. Depending on the type of
proposal additional questionnaires such as, ‘Proposal Revisions’ and ‘PI Exception’ may appear and will
need to be answered before the proposal can be submitted for approval routing/re-routing.
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Administrative – Clinical Trial
This questionnaire is intended for proposal creator/managers and asks questions regarding
administrative components of the clinical trial.
NOTE: If you do not know the answers to these questions and would prefer to send them to the PI you
can either give the PI additional access to the proposal using the ‘Proposal Roles’ function. Or you can
go to ‘Proposal Summary’ and click on ‘Proposal Print,’ then ‘UCSD Internal Routing Form’ and click
‘Print Selected.’ This will give you a PDF of the proposal summary details and the research
questionnaire that you can both attach to an email or copy and paste from.
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Research – Clinical Trials
This questionnaire is intended for those familiar with the research being conducted and ask questions
regarding the research activities that will take place in the event the proposal is funded and if any
special reviews are needed.
NOTE: If you do not know the answers to these questions and would prefer to send them to the PI you
can either give the PI additional access to the proposal using the ‘Proposal Roles’ function. Or you can
go to ‘Proposal Summary’ and click on ‘Proposal Print,’ then ‘UCSD Internal Routing Form’ and click
‘Print Selected.’ This will give you a PDF of the proposal summary details and the research
questionnaire that you can both attach to an email or copy and paste from.
For more information on Clinical Trials through OCTA and OCGA please visit these quick links.
Clinical Trial Definition
The controlled, clinical testing in human subjects of investigational new drugs, devices, treatments, or
diagnostics, or comparisons of approved drugs, devices, treatments, or diagnostics, to assess their
safety, efficacy, benefits, costs, adverse reactions, and/or outcomes. Such studies may be conducted
under an industry-developed protocol (reviewed by OCTA) or an investigator-developed (reviewed by
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OCGA) protocol. Financial support for the clinical trial must be provided by a for-profit entity to use the
26% indirect cost rate (total direct cost).
OCTA is responsible for sponsor-initiated clinical trials (with For-profit entities only)
 The company or non-UC San Diego investigator authored the protocol
 The company or non-UC San Diego investigator is the holder of the Investigational New Drug
(IND) or Investigational Device Exempt (IDE).
 That the clinical investigation is conducted under a protocol that is a FDA Phase I, II, III, or IV
drug study or a FDA regulated medical device study.
 That the sponsor provides its proprietary product and study protocol to the University for the
purpose of conducting a clinical trial; and
 That the sponsor will fully fund the cost of the trial (i.e., no work will be supported in whole or in
part with other fund, including Federal funds).
No federal funds are allowed for sponsor-initiated clinical trials. If there are federal funds, then please
review “OCGA federal funding” below.
OCGA is responsible for PI-Initiated with For-Profit entities
It's determined to be a PI-initiated clinical trial when the protocol is authored by
UC San Diego Investigators within the course and scope of their University employment, or
UC San Diego Investigators within the course and scope of their University employment jointly with an
employee of another entity (e.g., an employee of another non-profit institution, an employee of the
industry-sponsor, etc.).
UC San Diego is usually the holder of the Investigational New Drug (IND) or Investigational Device
Exempt (IDE).
OCGA is responsible for Sponsor-Initiated Clinical trials (with all entities except those that are Forprofit)
 The entity or non-UC San Diego investigator authored the protocol
• The entity or non-UC San Diego investigator is the holder of the Investigational New Drug (IND)
or Investigational Device Exempt (IDE).
• That the clinical investigation is conducted under a protocol that is a FDA Phase I, II, III, or IV
drug study or a FDA regulated medical device study.
• That the entity provides its proprietary product and study protocol to the University for the
purpose of conducting a clinical trial; and
• That the entity will fully fund the cost of the trial with its own funds or with other funds,
including Federal funds
Please note: *solely federal grants would be not be processed or marked CTO.
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