Brown University OSP COEUS GUIDE NSF / Grants.gov Submission Validations NSF has recently implemented new automatic compliance checks on proposals created and submitted within Fastlane - Fastlane_Compliance_checks. The Coeus validations have been updated to perform the majority of these compliance checks. *There are a few compliance checks, highlighted in gray on the chart, that we could not build validations for in Coeus. These compliance checks will require manual check to confirm compliance, i.e. page limits. Proposal Section Exists Checks 1. Project Summary is required All Updated: Project Summary Attachment is a required; please upload as Narrative / Attachment Type "Project summary". 2. Project Description is required All Updated: Project Description Attachment is required; please upload as Narrative / Attachment Type "Narrative". 3. References Cited is required (Except Conference & International Travel) Updated: References Cited Attachment is required; please upload as Narrative / Attachment Type "Bibliography". 4. Biographical Sketch(es) is required. (Except Conference & International Travel) Please upload a Biosketch for each Senior / Key Person. 5. Primary Budget is required All Grants.gov requires the RR Budget form which will be submitted to Fastlane to create the Primary Budget. 6. Budget Justification for the Primary Organization is required. 7. Budget Justification for each is Subrecipient Organization that exists is required. All Automatic Coeus Validation A budget justification has to be uploaded Narrative / Attachment Type S2S Budget Justification All Automatic Coeus Validation System will not translate the subaward form without the budget justification attachment. Coeus 4.5.x / Document version 1 Page 1 of 7 Updated : 8/13/15
8. Current and Pending Support is required. Please upload a Current and Pending Support document for each Senior / Key Person. 9. Facilities, Equipment & Other Resources is required. (Except Conference & International Travel) Updated: Facilities & Other Resources Attachment is required; please upload as Narrative / Attachment Type "Facilities". Updated: Equipment Attachment is required; please upload as Narrative / Attachment Type "Equipment". 10. Mentoring Plan is required. (All proposals that request funding to support postdoctoral researchers) Updated: A Mentoring Plan is required since funding to support postdoctoral researchers has been requested in the budget. When submitting conference, symposia or workshop proposals, state 'Not applicable Conference, symposia or workshop proposal' in the attachment. 11. Data Management Plan is required. Updated: A Data Management Plan is required. Please upload the attachment. Proposal Section Page Count Checks 12. Project Summary page count cannot exceed 1 page. 13. The Project Description page count cannot exceed 5 pages for a RAPID proposal 14. The Project Description page count cannot exceed 8 pages for an EAGER proposal Requires Manual Check RAPID Requires Manual Check EAGER Requires Manual Check Coeus 4.5.X/ Document version 1 Page 2 of 7 Updated: 8/13/15
15. The Project Description page count cannot exceed 15 pages (excludes RAPID and EAGER). RESEARCH CONFERENCE EQUIPMENT INTERNATIONAL TRAVEL IDEAS LAB Requires Manual Check 16. The Budget Justification page count for the Primary Organization cannot exceed 3 pages. 17. The Budget Justification page count for the Subrecipient Organization cannot exceed 3 pages. 18. The Mentoring Plan cannot exceed 1 page. 19. The Data Management Plan cannot exceed 2 pages Requires Manual Check Requires Manual Check Requires Manual Check Requires Manual Check Budget Checks 20. The Requested Amount on the Remainder of the Cover Sheet cannot exceed $200K for a RAPID proposal. RAPID The total requested amount for a RAPID proposal cannot exceed $200,000, please revise your budget. 21. The Requested Amount on the Remainder of the Cover Sheet cannot exceed $300K for an EAGER proposal. EAGER The total requested amount for an EAGER proposal cannot exceed $300,000, please revise your budget. 22. The requested amount on the Remainder of the Cover Sheet and the total amount of request on the budget should match. Coeus will map the Total Budget amount in Coeus to the SF424 Cover Section 15 which populates the dollar amount on the NSF Coversheet. Coeus 4.5.X/ Document version 1 Page 3 of 7 Updated: 8/13/15
23. If Senior Personnel or Other Personnel funds requested exist on the Primary Budget, there should not be any blank values in the Primary budget senior or other personnel months fields (calendar, academic, or summer) Coeus requires Effort to be entered on salaried line items to populate the Grants.gov forms for all personnel besides the PI. Exception: *If PI will have No Effort & No Salary proposal must go through Fastlane. 24. If Senior Personnel or Other Personnel funds requested exist on a Subrecipient Budget, there should not be any blank values in the corresponding Subrecipient budget senior or other personnel months fields (calendar, academic, or summer) Only Subcontract Forms need to be manually checked for compliance. Please check your Subcontract budgets to ensure that all personnel have effort and whether there is any foreign travel on the Subcontract(s). If Foreign travel, be sure to indicate international collaboration on the S2S Questionnaire. Subcontract Forms need to be manually checked for compliance. Coeus can NOT check for this scenario: The effort fields in section A. Senior/ Key Person are not required fields on the Grants.gov forms so a Subcontract could save the file without completing that field. 25. The proposal duration on the Remainder of the Cover Sheet should not exceed 1 year (12 months) for a RAPID proposal. RAPID The proposal duration should not exceed 1 year (12 months) for a RAPID proposal; please adjust the timeframe of your proposal. 26. The proposal duration on the Remainder of the Cover Sheet should not exceed 2 years (24 months) for a EAGER proposal. EAGER The proposal duration should not exceed 2 years (24 months) for a EAGER proposal; please adjust the timeframe of your proposal. 27. If the Primary budget contains an amount in foreign travel line (E2), then the International Activities Country Name(s) checkbox should be checked on the Remainder of the Cover Sheet. There is Foreign Travel indicated in your budget, please complete the Grants.gov Questionnaire question on whether the project involves activities outside of the United States or partnerships with international collaborators? Coeus 4.5.X/ Document version 1 Page 4 of 7 Updated: 8/13/15
(This validation will trigger If your budget contains the following Cost Elements: C333920 Travel Foreign C353940 Travel Non University Personnel Foreign) 27. If the Subrecipient Budget contains an amount in foreign travel line (E2), then the International Activities Country Name(s) checkbox should be checked on the Remainder of the Cover Sheet Only Subcontract Forms need to be manually checked for compliance. Please check your Subcontract budgets to ensure that all personnel have effort and whether there is any foreign travel on the Subcontract(s). If Foreign travel, be sure to indicate international collaboration on the Grants.gov Questionnaire. Subcontract Forms need to be manually checked for compliance. Coeus can NOT check for this scenario: You should review the Cumulative page of the Subaward budget for a quick indicator if there is any foreign travel. Other Checks 28. The International Cooperative Activities Country Name checkbox was checked on the Cover Sheet but no Country Names were entered Grants.gov validation ensures that Countries are entered when the Grants.gov Questionnaire question on whether the project involves activities outside of the United States or partnerships with international collaborators is answered as yes. Countries must be entered in the 2 digit Country Code format. 29. Country Names for International Cooperative Activities Country were entered on the Cover Sheet but the checkbox for International Cooperative Activities Country Name was not checked. Grants.gov validation ensures that Countries are entered when the Grants.gov Questionnaire question on whether the project involves activities outside of the United States or partnerships with international collaborators is answered as yes. Countries must be entered in the 2 digit Country Code format. Coeus 4.5.X/ Document version 1 Page 5 of 7 Updated: 8/13/15
30. The Vertebrate Animals checkbox was checked on the Cover Sheet but no Institutional Animal Care and Use Committee (IACUC) Approval date was entered. Either the IACUC Approval date or the text Planned must be entered. If a proposer enters a date for the IACUC Approval date, then they must also enter the Vertebrate Welfare Assurance Number. 31. The Human Subjects checkbox was checked on the Cover Sheet but no Institutional Review Board (IRB) Approval Date was entered and no Exemption Subsection was entered. Grants.gov validation ensures that if there are activities involving vertebrate animals that the approval date is identified as pending or with an actual approval date. If an approval date is entered, the Animal Welfare Assurance Number will automatically populate. Grants.gov validation ensures that if there are activities involving human subjects that the approval date is identified as pending or with an actual approval date. If the project is Exempt it will also be identified. 32. The International Activities Country Name checkbox should be checked on the Remainder of the Cover Sheet if the Primary Place of Performance on the Cover Sheet is outside the U.S. (excludes U.S. Possessions). The Primary Place of Performance will never be outside the U.S since it defaults to Brown University. Brown Specific Checks 1. NSF does not accept Application Types (Resubmission, Continuation or Revision) 2. Voluntary committed cost sharing is prohibited by NSF. All For the purpose of NSF submissions, RESUBMISSION, CONTINUATION, or REVISION application types are not utilized. These should be submitted as NEW application types. Please correct accordingly. All Inclusion of voluntary committed cost sharing is prohibited by NSF. Total Non Federal Funds should Not be included for programs that do not require Cost Sharing. Please correct if necessary. 3. NSF ID is required for PI All Please enter the NSF ID for the PI. The format of the NSF ID should be all numbers. Coeus 4.5.X/ Document version 1 Page 6 of 7 Updated: 8/13/15
4. Accomplishment Base Renewals need to have the NSF assigned Award number of the previously funded application in the Federal Identifier Field. All You have indicated that this proposal is an Accomplishment Base Renewal; please enter the NSF assigned award number from the previously funded application in the Federal Identifier Field (Sponsor proposal No field in Coeus) Coeus 4.5.X/ Document version 1 Page 7 of 7 Updated: 8/13/15