New Coeus Link — 2nd Notice!

A few weeks ago we posted about Coeus moving to a new home.  That change is right around the corner. VUMC IT and the Coeus team are planning to move Coeus in the middle of this month. The day before the move, we will post and email detailed instructions for changing your browser bookmarks for CoeusWeb and/or eCat. Users of Coeus Premium will need to download the updated software from the new link. We will provide detailed instructions for that process as well. Those individuals who had issues installing Coeus Premium the first time will be relieved to know that we do not anticipate those same problems occurring again. The new software will run on the same version of Java, so the move to the new version will be a simple update. To help users ensure they have the correct version of Premium going forward, we are also updating the desktop icon to a new color. For those individuals who

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New Coeus Link – Coming Soon!

Since legal separation, VUMC IT has been steadily transitioning all VUMC electronic systems (email, websites, databases, etc.) to the new ‘vumc.org’ address.  Next month it will be Coeus’ turn to move to a new address. August tends to be a slower month for the electronic submission of proposals, and VUMC IT has graciously allowed Coeus to delay its migration until this time. We don’t expect a big disruption, but this change will affect anyone who uses Coeus. Over the next several weeks, users will receive additional communication about this change, including a sneak peak at the new icon to help users ensure they are using the new connection. There is nothing to do at this time – just watch for additional communication on this blog, in email, and on the Coeus welcome screen. The OSP team will endeavor to communicate clearly and frequently about this change.

Coeus: Sync Your Rates

Last month, a new series of budget rates were approved for federally sponsored projects. A post about those rates is available here. Whenever new rates are approved, CoeusHelp is asked why the new rates aren’t in a specific Coeus proposal and/or why new rates aren’t automatically applied to proposals under development. Only new proposals–created after the rate approval–will automatically have the new rates. All other proposals require users to ‘sync’ their rates in the Coeus budget to apply the new rates to their proposal. To sync rates from within the Coeus budget, select ‘Edit‘ from the top of the screen and then click ‘Rates.’  Click the ‘Sync‘ button and review the resulting changes. Budget amounts will automatically update when you click ‘OK.’ This process is required for a number of reasons: Any copied proposal will inherit the rates of the original proposal. Coeus doesn’t make any changes to a proposal during a copy, other than to assign a new proposal development number.

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New VUMC F&A Rate Agreement (FY 2020 AND FY 2021) – 04/03/20

Please note that VUMC has a new facilities and administrative (F&A) rate agreement with the federal government for BOTH FY 2020 and FY 2021, dated April 3, 2020. The new agreement contains updated indirect cost rates for each of VUMC’s five predetermined rates: on-campus, off-campus (A), off-campus (B), other sponsored activities, and clinical training. Coeus has been updated to reflect the new rates. For questions regarding ‘syncing’ those new proposals already in process, please contact Coeus Help at CoeusHelp-vumc@vumc.org. We ask that all administrators involved in proposal and award administration retrieve and review the agreement as soon as possible. OSP will work with federal sponsors at JIT to apply new rates when possible.  Copies of the new agreement can be found on OSP’s website under “Forms” or “Policies and Guidance.” For questions or concerns, please contact your OSP specialist.

FORMS-F Questionnaire Errors

For our previous blog posts about FORMS-F see HERE. Some users have encountered an error message that says the questionnaire is incomplete, even when all questions have been answered. The error occurs if the questionnaire was completed prior to connecting to the FORMS-F opportunity; however, there is an easy fix: open the questionnaire in edit mode and answer any unanswered questions. We realize this is confusing and irritating. Because of changes to the forms, the questionnaire had to be updated and a new version created. Coeus is trying to ensure you are using the latest version of the questionnaire for your submission. Depending on how the questionnaire was completed, an older version may be missing questions relevant to the NIH requirements. As always, email CoeusHelp-vumc@vumc.org with questions or concerns at any time.

FORMS-F Now Available in Coeus

For our previous blog posts about FORMS-F see HERE. Thank you for your patience. Our upgrade of Coeus was successful, and users can now connect to FORMS-F opportunities. The Coeus team is still offering Zoom-based training and discussion about the new forms and the Coeus upgrade. Please contact shane.crounse@vumc.org to register for one of these sessions. As always, email CoeusHelp-vumc@vumc.org with questions or concerns at any time.

Human Subjects Changes for FORMS-F

For our previous blog posts about FORMS-F see HERE. The most noteworthy changes in the FORMS-F package involve proposals with human subjects or data/specimens. V1-0 of the human subjects form–released with FORMS-E in January 2018–required investigators to choose between human subjects or data specimens. Now, investigators can include data specimens on proposals whether they have human subjects or not. Additionally, the data specimens explanation narrative can be used with any FORMS-F proposal submission, regardless of whether the proposal includes human subjects. Another significant change removes the Women, Minorities, and Children narrative and replaces it with two separate attachments: the Women and Minorities attachment and an Inclusion Across the Lifespan narrative. eCat will automatically detect the form version of the opportunity and provide space for the appropriate narrative types. If users need to copy a version V1-0 (FORMS-E) human subjects proposal and use it for a V2-0 (FORMS-F) submission, they will see a question in eCat about copying old data. If they

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Coeus Upgrade This Weekend

For our previous blog posts about FORMS-F click HERE. This weekend (May 16-17) the Coeus team will be installing necessary changes for the upcoming FORMS-F funding opportunities. We have chosen this weekend because Grants.gov will be making their own changes and will be unavailable the entire weekend. If possible, we encourage users to wait until Monday morning to work on those proposal records being submitted system-to-system. Users can work in Coeus over the weekend if necessary; however, Coeus will not be able to connect to Grants.gov Saturday or Sunday for funding opportunities or run Grants.gov validations against a Coeus record. Users may also experience intermittent downtime or errors in Coeus associated with the upgrade. If you experience strange errors, we suggest closing Coeus, waiting 15 minutes, and then trying to reconnect. Users can email CoeusHelp-vumc@vumc.org with questions or concerns at any time.

FORMS-F Release

See previous blog posts related to Forms F here and here. NIH application packages due on or after May 25, 2020, will use FORMS-F application packages. Over the next two weeks, we will be posting several blog posts related to the roll-out of those new forms. In this post we will outline what you can expect. Grants.gov is not making the forms available for use until May 15; unfortunately we cannot make them available in Coeus until that date. Form changes include (but are not limited to): Alterations to human subjects data collection, including changes to narrative attachments A new section on the PHS Cover Page Supplement for projects using human fetal tissue New narrative documents for career and fellowship applications A new narrative attachment for training grant proposals As you know, the eCat system was developed and released by the VUMC Coeus team in early 2018 to accommodate previous NIH forms changes. To date, eCat has been used to

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AHA Moving From Grants@Heart to ProposalCentral

The American Heart Association (AHA) recently announced that it will be transitioning its proposal/award management portal from Grants@Heart to ProposalCentral, beginning in May. As a result there will be a short window of time in May in which neither system is available. While AHA has not yet specified a date for this transition, OSP will keep the VUMC research community updated as information becomes available. In the meantime, please continue to submit scientific progress and expenditure reports via Grants@Heart; however, AHA recommends holding change requests until the transition to ProposalCentral is complete. For questions or concerns, please contact your OSP specialist.