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 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 Saturday or Sunday for funding opportunities or run 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 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. 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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The More You Know: Using the PDF for Review in Coeus

Did you know that Coeus provides the opportunity for applicants to view the full PDF version of their application? In fact, OSP recommends that all applicants review both the data entry and PDF forms package to identify any potential gaps and errors prior to routing the proposal to OSP for review. Please note that this feature is only available for system-to-system proposals. To view the PDF package, please use the following instructions: Navigate to the proposal development Select ‘Action’ from the top of the screen Click ‘’ Select the ‘Forms’ tab Highlight the relevant form names and click ‘Print’ For questions or concerns, please do not hesitate to contact your OSP specialist.

Attention: Expired Federal Funding Opportunities

Due to recent changes in program instructions, federal sponsors have reissued several funding opportunities. Before routing a Coeus proposal, please verify that the chosen opportunity is still currently active and does not expire in the near future. To do this, check the “Closing Date” on the screen of the proposal: If the opportunity expires before the chosen submission date, please look up the currently listed opportunity on to determine the new opportunity identifier. The page for the expired opportunity should list the new opportunity identifier under the “Version History” tab: When changing opportunity numbers in Coeus, remember to first use the “Delete Opportunity” button on the Coeus screen before then saving the proposal and inputting the new opportunity number: Note: do not merely erase the opportunity number from the “Funding Opportunity” field: Please review the relevant guidelines and incorporate any changes from the previous opportunity number into the updated proposal before routing.  For questions or concerns, please

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Important: Submissions After October 21, 2018

On October 21, 2018, changed the way it posts funding opportunities. If you (a) connected your proposal to before this date or copied a proposal created prior to this date, and (b) intend to submit after this date, you will need to refresh your connection in Coeus. The process is outlined below: Here is an example of a proposal with an invalid connection. Notice the irregular Package ID: The next screenshot is an example of a proposal with a valid connection–note that the Package ID starts with ‘PKG’: To correct this, use the ‘Delete Opportunity’ button on the screen within the Coeus record, re-enter your funding opportunity number on the first tab of the proposal, and connect to again. If you have questions, or encounter difficulty, please contact the Coeus Help team at

S2S Functionality for HRSA Proposals

OSP has received several requests to clarify HRSA proposal submission processes in light of the recent discontinuation of Adobe Application Packages. Applicants may have noticed the following language in HRSA program announcements: “Effective December 31, 2017: You must use the Workspace to complete the workspace forms and submit your workspace application package. After this date, you will no longer be able to use the PDF Application Packages.” Please note, however, that with few exceptions, HRSA program announcements work and will continue to work with Coeus, VUMC’s system-to-system (S2S) solution. OSP recommends that all applicants attempt to utilize Coeus first before initiating an application within Workspace. The use of Workspace will only be approved as an application submission mechanism if and only if Coeus is unable to submit the application.  For questions or concerns, please contact your OSP specialist.