VANDERBILT
UNIVERSITY
Office of Sponsored Programs
The Office of Sponsored Programs has
upgraded COEUS to accommodate the new
Grants.gov C-Forms
About this change…..
The purpose of this notice is to provide guidance and
information for applicants that NIH is transitioning to the
updated electronic application forms packages. The new
packages will be identified with a Competition ID of FORMS-C.
As always, please continue to provide feedback. Coeus is a tool
for all of us and your input is very much appreciated.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Contents
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Why the change?
When will this happen?
Locating Appropriate Grants.gov Package
Forms changing: updated, new, and retired forms
New SF424 (R&R) Cover Page and COEUS
New detailed budget justification narrative type
Change to Smart Questionnaire in COEUS
New questionnaires for Planned Enrollment and Cumulative
Inclusion human subject data tables
• Changes to data limits (key persons, sites, trainees, equipment, etc)
• If you have already started a proposal, COEUS Help personnel will
be contacting you directly with specific instructions.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Why the change?
With the overall goal of reducing the number of forms,
Grants.gov continues to work with Federal agencies to
retire forms that are no longer in use and improve forms
that continue to be used.
In this change, several forms have been updated, three new
forms have been created, and two forms have been retired.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
When will this happen?
For due dates on or after September 25, 2013, all applicants will
be required to use FORMS-C packages except for:
• Individual Research Career Development Award Programs
(Ks), Institutional Training and Career Development Programs
(Ts and Ds) and Individual National Research Service Awards
(Fs) applicants will be required to use FORMS-C packages for
due dates on or after January 25, 2014.
• Small Business programs (SBIR/STTR) applicants will transition
to FORMS-C packages later in 2014.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Locating Appropriate Grants.gov Package
The new/updated Grants.gov Forms are being incorporated
into new and existing Funding Opportunity Announcements
(FOAs).
• Proposals due on/after September 25, 2013 (with the
exceptions noted previously) must use the FORMS-C
Package associated with the FOA.
• It is important to select your Grants.gov opportunity
number and include the appropriate forms before
working on other parts of your proposal in COEUS.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Verify Competition Id: Forms-C
To verify that you have the correct application package, check
the Competition ID field on the application package that you
download/connect to. That field will display the information
about the forms package (i.e. FORMS-C, ADOBE-FORMS-B1,
or ADOBE-FORMS-B2)
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
LIST OF UPDATED GRANTS.GOV FORMS IN FORMS-C PACKAGES
Each of these forms have been tweaked to accommodate
user requests and/or sponsor needs.
• SF424 (R&R) Cover V2-0
• R&R Other Project Information V1-3
• R&R Senior Key Person (Expanded) V2-0
• Project/Performance Site Location(s) V2-0
• R&R Budget (5 Year & 10 Year) and Associated Subaward
Budget V1-3
• PHS 398 Research Plan V2-0
• PHS 398 Cover Page Supplemental V2-0
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
LIST OF NEW GRANTS.GOV FORMS IN FORMS-C PACKAGES
NIH has changed the format for two forms. The new forms are
available for download on the COEUS website and should be
used for planning purposes and proposal creation.
• Planned Enrollment Report V1-0
– Used for new, renewal, and re-submission projects that include
Human Subjects
• PHS 398 Cumulative Inclusion Enrollment Report V1-0
– Use for renewal projects that include Human Subjects
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Sample Enrollment Forms
The old format on the left did not break down
ethnicity by race. The new form on the right
includes race categories for all ethnic categories
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
LIST OF RETIRED GRANTS.GOV FORMS IN FORMS-C PACKAGES
These forms have been removed entirely and will no longer be
available for use.
• PHS Cover Letter: No longer a stand-alone Grants.gov form. It will now
be attached to the SF424. See slide 12 for example.
• PHS 398 Checklist
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
SF424 (R&R) COVER V2-0
The Person to be Contacted section has been expanded for
additional information that used to be on the PHS Cover Letter.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
SF424 (R&R) Cover V2-0 Continued
A new attachment field is added for Cover Letter Attachment. A
separate PHS Cover letter will no longer be used. See Box 21 at
the bottom of the new SF424.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
SF424 (R&R) Cover V2-0 Continued
In order to accommodate two new fields added to the SF424
(R&R) Cover V2-0 Form – new fields have been added to the
Proposal Tab of COEUS:
• Previous Grants.gov Tracking ID: (under Agency Program
Code on bottom left of screen)
• Agency Routing Identifier: (under Agency Div Code on bottom
right of screen)
• To see how these fields are used, click the “?” beside each
field.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Detailed Budget Justification
If you are proposing a detailed budget, there is a new form type
that must be used when uploading the justification narrative.
Instead of Detail_Budget_Justification, select
S2S_Budget_Justification from the Narrative Type drop-down.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Change to Smart Questionnaire
Question wording modified:
Does the project have an actual or potential impact on
the environment?
Has been changed to :
Does the project have an actual or potential impact positive or negative - on the environment?
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Change to Smart Questionnaire (continued)
• Selecting the new forms for Planned Enrollment and/or
Cumulative Enrollment will result in new questionnaires
appearing in COEUS.
• It is recommended that you fill out the form(s) in hardcopy or
on your desktop prior to completing the questionnaire(s) in
COEUS. Having a completed form available will make it easier
to understand the questionnaires in COEUS.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Planned Enrollment Report V1-0
and PHS 398 Cumulative Inclusion Enrollment Report V1-0
• The new forms are available for download from the COEUS
website here: http://www.vanderbilt.edu/coeus/
• After completing the questionnaire, be sure to print the forms
on the Action > Grants.gov screen to confirm they have been
filled out correctly.
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Data Limits have been Expanded for Several Forms
• 100 Senior/Key Persons. (Old limit of 40)
– Biosketches enforced by NIH, not Grants.gov
• 300 Project/Performance Site Locations (Old limit of 30)
• 9999 Participants/Trainees (Old limit of 999)
• 100 Equipment (Old limit of 10)
• 200 Stem Cell Lines (Old limit of 20)
• 30 Subaward Budget Attachments (Old limit of 10)
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Questions/Concerns
Any questions and/or concerns regarding the new forms
should be directed to the OSP Specialist assigned to your
department, or to the COEUS team at
coeushelp@vanderbilt.edu
VANDERBILT
UNIVERSITY
Office of Sponsored Programs
Common Resources
OSP Website:
http://www.vanderbilt.edu/osp/
Coeus Website:
http://www.vanderbilt.edu/coeus/index.php
Peer Website:
https://www.mc.vanderbilt.edu/gcm/PEER/