Office of Sponsored Programs VANDERBILT UNIVERSITY The Office of Sponsored Programs has upgraded COEUS to accommodate the new Grants.gov C-Forms About

Office of Sponsored ProgramsVANDERBILT U N I V E R S I T Y

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.


Contents• 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.


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.

Why the change?


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.

When will this happen?


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.


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)


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


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


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


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


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.


SF424 (R&R) Cover V2-0 ContinuedA 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.


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.


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.


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?


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.


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.

http://www.vanderbilt.edu/coeus/

http://www.vanderbilt.edu/coeus/


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)


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 [email protected]

mailto:[email protected]


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/

http://www.vanderbilt.edu/osp/

http://www.vanderbilt.edu/coeus/index.php

https://www.mc.vanderbilt.edu/gcm/PEER/

Documents

Office of Sponsored Programs VANDERBILT UNIVERSITY The Office of Sponsored Programs has upgraded COEUS to accommodate the new Grants.gov C-Forms About