User s Guide: Sponsored Programs PreAward Module

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1 User s Guide: Sponsored Programs PreAward Module Adding a New Proposal NUgrant is a web portal through which you can route proposals, file disclosures of interest, and submit IRB or IACUC protocols. This guidebook shows you how to navigate the Sponsored Programs PreAward module in NUgrant. UNL Office of Sponsored Programs 312 N. 14th Street Alexander West Lincoln, NE Telephone: Fax: University of Nebraska-Lincoln September 2009

2 Welcome to NUgrant Before you submit a proposal to any external granting agency, you must first route it internally to secure approvals from appropriate administrators (department chairs, deans, etc.). NUgrant allows you to complete the routing process electronically, saving time, increasing efficiency and creating a permanent record of your proposal by adding it to a university-wide database of sponsored projects. Eventually, NUgrant will become UNL s portal to grants.gov, further increasing the efficiency of submitting proposals to federal agencies. Some helpful icons you ll see in NUgrant: Spyglass Click to view any information currently entered in forms Envelope the proposal/routing form to someone Copies Save a duplicate of the proposal Recycle bin Delete the proposal/routing form

Getting Started in NUgrant Login to NUgrant at https://nugrant.unl. edu. Enter your login name and password. Your login name and password are the same as your Blackboard login name and password.

After entering your login name and password, click the Login button to go to the NUgrant home page. Navigating the NUgrant Home Page Proposals & Awards Proposals and Awards List.

3 Getting Started in NUgrant Login to NUgrant at edu. Enter your login name and password. Your login name and password are the same as your Blackboard login name and password. If you don t know your login information, please go to the Blackboard Web site at and follow the instructions for retrieving your login name and/or password. After entering your login name and password, click the Login button to go to the NUgrant home page. Navigating the NUgrant Home Page Proposals & Awards Proposals and Awards List. This feature will show you the status of all proposals you have submitted through NUgrant and/or awards received. Add a New Proposal. Use this feature to start a new proposal. Proposal and Award Reports. View a variety of proposal and award reports for UNL. Interest Reporting Interest Reporting Form List. Click here to see any previous IRF forms you have filed. Add a New Interest Reporting Form. Choosing this option allows you to file a disclosure of interest form electronically. IRB/IACUC/IBC Projects Project List. See a list of all projects for which you have filed an IRB/IACUC/ IBC protocol. Start a New IRB/IACUC/IBC Project. Choosing this option allows you to submit applications electronically. These features also can be accessed by scrolling the mouse over Sponsored Programs or Research Responsibility in the horizontal menu at the top of the page, then selecting the feature you want. NUgrant PreAward Module Guide - -

Adding a New Proposal Clicking on this link in the main menu of the NUgrant home page brings you to the first of five forms pages. NOTE: You will enter personal information at the end of the process.

4 Adding a New Proposal Clicking on this link in the main menu of the NUgrant home page brings you to the first of five forms pages. NOTE: You will enter personal information at the end of the process. PAGE 1 Provide Center Information. If the proposal is not associated with a center, do nothing. The default answer is NO. If the proposal is associated with a center, choose YES and select the appropriate center name from the dropdown menu. If you are not sure, view the dropdown list of approved centers. If your program is included on the list, respond Yes and select the appropriate center name. Enter Titles and Sponsor Information. IMPORTANT: Items marked with an asterisk (*) are required. Please provide as much additional information as possible about the solicitation and/or the sponsor. Short titles are required because of UNL s SAP restrictions. They will be used primarily for internal purposes. When you are finished filling out this page, check the box at the bottom. You may choose to save information and exit, or go on to the next page. New Proposal * Indicates Required Fields Page 1 Page 2 Page Page Page Center Information: * Is this proposal being submitted through a VCR approved center? (If yes, F&A policy for center distributions will apply) Center Name: Titles and Sponsor Information: * Project Title: * Short Title ( char. max): RFP Title (Solicitation Number): CFDA Number: * Sponsor (who is paying UNL?): * Will This Project Be A Subaward And NOT The Primary Award?: Sponsor Address Line 1: Sponsor Address Line 2: Sponsor City: Sponsor State: Sponsor Zip Code: Test Proposal Test No Check if page is complete Submit If you check the box at the bottom of the page, but required information is missing, you will receive an error message telling you which fields need to be completed. To move to the next page, you must either complete the information or uncheck the box at the bottom. If you leave the box unchecked, you can continue filling out subsequent pages of the form, and return later to provide required information. As you move to subsequent pages, red check marks in the page status bar at the top will indicate pages that are complete. All pages must be checked before you can submit the proposal. - - NUgrant PreAward Module Guide

PAGE 2 Enter Proposal Information. IMPORTANT: Items marked with an asterisk (*) are required. Choose receipt deadline for proposals to be submitted electronically.

5 PAGE 2 Enter Proposal Information. IMPORTANT: Items marked with an asterisk (*) are required. Choose receipt deadline for proposals to be submitted electronically. Mailing type offers a dropdown list of options. Choose electronic submission for proposals to be submitted through grants.gov or another electronic portal. From the dropdown list, choose the proposal submission type. For any proposal type except new, enter the current award s WBS number, if you know it. From the dropdown list of purpose codes, choose the category that reflects the major focus of the project in what way will most of the award be used? Mouse over the Current Rates box to see UNL s authorized F&A rates. Enter the appropriate rate. Note: Do not use the % sign when entering F&A rate. Use figures only. If the RFP doesn t indicate that the sponsor limits F&A costs, request the full F&A rate. If the sponsor does limit F&A costs, answer yes and in the previous box enter the F&A rate the sponsor will pay. Show the balance of the F&A rate as cost share. When you are finished filling out this page, check the box at the bottom. You may choose to save information and exit, or return to the previous page, or go on to the next page. Note: you also may navigate by clicking a page number in the bar at the top. If the sponsor does not require cost sharing, enter zero. Otherwise, enter the percentage of cost sharing the sponsor requires (no % sign). NUgrant PreAward Module Guide - -

6 PAGE 3 Continue to enter Proposal Information. Enter dates your proposed project will start and stop. Calendar icons make it easy to find dates. The USDA requires that all landgrant institutions annually report all sources of research support. If you are part of IANR, select the appropriate class code for the proposed research from the dropdown list OR enter the IANR project number with which this research will be associated, if you know it. Contact your business center for assistance. Enter Budget Information. NOTE: Use integers only -- no dollar signs, decimal points or commas. Insert zeroes if no money is budgeted. IMPORTANT: Items marked with an asterisk (*) are required. If the sponsor doesn t require cost sharing, don t include it, unless you have a valid reason for committing institutional funds. Enter zero if no cost share funds are to be committed. When you are finished filling out this page, check the box at the bottom. You may choose to save information and exit, or return to the previous page, or go on to the next page. - - NUgrant PreAward Module Guide

PAGE 4 Respond to Compliance Check questions. IMPORTANT: Items marked with an asterisk (*) are required. For all questions to which you answer yes, enter approval numbers if you know them.

7 PAGE 4 Respond to Compliance Check questions. IMPORTANT: Items marked with an asterisk (*) are required. For all questions to which you answer yes, enter approval numbers if you know them. Otherwise, NUgrant will note that approval is pending. NOTE: You must have all necessary approval numbers before an award can be made. If you will use human subjects in your research, you must receive IRB approval. Please complete the IRB module in the Research Responsibility section of NUgrant. (See below) If you plan to use animal subjects, you will need IACUC approval. Please contact the Institutional Animal Care Program at for more information. If your research requires use of radiation, get approval from the Radiation Safety Committee. Go to general/ for contact information. If you will use hazardous materials or recombinant DNA in your research, or other biosafety issues may arise, get approval from the Institutional Biosafety Committee. Contact Brenda Osthus, Director Environmental Health and Safety, (402) When you are finished filling out this page, check the box at the bottom. You may choose to save information and exit, or return to the previous page, or go on to the next page. Access the IRB module from either the NUgrant home page or the dropdown menu under Research Responsibility NUgrant PreAward Module Guide - -

8 PAGE 5 Respond to Administrative Concerns. If you respond yes to any question, you must add a comment explaining your response. IMPORTANT: All items marked with an asterisk (*) are required. When you are finished filling out this page, check the box at the bottom and click Finish. NOTE: Be sure you complete an Interest Reporting form, no matter whether you respond yes or no to question 8. You can submit the IRF through NUgrant. From the main menu on the NUgrant home page, choose Add a New Interest Reporting Form. (Or select Interest Reporting from the Research Responsibility dropdown menu.) Follow the instructions for submitting the interest reporting form. - - NUgrant PreAward Module Guide

Proposal Details Your proposal is automatically assigned an ID number. When you have completed the Proposal Information Pages and clicked the Finish button, you will be taken to a Details page.

9 Proposal Details Your proposal is automatically assigned an ID number. When you have completed the Proposal Information Pages and clicked the Finish button, you will be taken to a Details page. Summary The first tab, Summary, shows key information about your proposal, based on data entered and actions taken to date. Note: Selecting the Summary tab at any point in the entire routing process will display any information that has been added to the proposal up to that point (including information provided by Nugrant and comments from approvers). Forms If any information is incorrect or missing or you wish to review specific information you provided in completing the proposal submission form, choose the Forms tab and return to the page that contains information you wish to review, edit or add. Page 1: Center Information / Titles and Sponsor Information Page 2: Deadline, Submission Type, Purpose, F&A Rate Page 3: Project Dates / Budget Information Page 4: Compliance Check Page 5: Administrative Concerns Investigator Details To add investigator information, select the second tab, Investigators. Click on Add An Investigator. NUgrant PreAward Module Guide - 9 -

By default, the person is classified as faculty/staff. If the person is a student, select Student. Click the Find button.

10 Click the Find Person button. A Person Finder pop-up box will appear. Type in the name of the person you are searching for. You may enter last name, first name or some portion of either. The more specific your entry, the more limited the list that will be returned. By default, the person is classified as faculty/staff. If the person is a student, select Student. Click the Find button. A list of all names that match your search query will appear. Scroll through the list and stop on the name you are seeking. Information about that person will be highlighted. Simply click to retrieve information about that person NUgrant PreAward Module Guide

NUgrant returns you to the Investigator Details page and inserts into the form the investigator s name, e-mail address and telephone number.

You must complete the remaining fields. (Pass your cursor over the question marks to read more information about each field.

11 NUgrant returns you to the Investigator Details page and inserts into the form the investigator s name, address and telephone number. It also inserts any available default information about the investigator s college and department. As a rule, use the defaults. If necessary, select department and college from the drop down lists. You must complete the remaining fields. (Pass your cursor over the question marks to read more information about each field.) % Credit for Department: enter a number between 0 and 100 (no % sign), indicating the amount of the award to be credited to this person in his/her department. A person can be listed more than once if he/she is working on the award in more than one department. Total credit for all investigators must equal 100 percent. % F&A Credit: enter a number between 0 and 100 (no % sign), indicating the amount of the F&A costs to be credited to this person in his/her department. A person can be listed more than once if he/she would allocate credit to more than one department. Total F&A credit for all investigators must equal 100 percent. Person Months during Academic Year: enter a number between 0 and 12 (including decimal places if appropriate), indicating the total number of months the person will devote to work on the award. Multiply the percent of time the person will spend by the number of months in the person s appointment (9 or 12). For example, a person on a 9-month appointment committing 20% of her time during the academic year to the award, will spend 1.8 person months on the project. A person on a 12-month appointment committing 20% will spend 2.4 person months. Person Months during Summer: If the person has a 9-month appointment and will be spending time in the summer on the project, also compute person months for the summer (e.g., she will spend 100% of her time in the summer on the project, equivalent to 3 person months.) NOTE: You must enter something in this field. If no summer months will be spent on the project, enter 0. If there is only one investigator, click the Submit button. To list additional investigators, click the Submit and Add Another button. If you have made errors in the form, you will be notified. After you correct errors, or if there are no errors, you may follow the same process to add more investigators. Click the Submit button after entering the final investigator. NOTE: The first name entered is assumed to be the PI. If you want to make another person the PI, select Yes from the dropdown menu. NUgrant PreAward Module Guide

After you have submitted all investigators, NUgrant returns you to the Investigator Details page. All investigators should appear here.

To delete one or more persons from the investigator list, mark the check box to the right of the name(s), then click the Delete Selected

Click the magnifying glass to view the electronic version of the routing form pages you have already completed.

12 After you have submitted all investigators, NUgrant returns you to the Investigator Details page. All investigators should appear here. Note that % Credit and % F&A for all investigators should add up to 100. To delete one or more persons from the investigator list, mark the check box to the right of the name(s), then click the Delete Selected Investigators button. Forms You may view all pages of the routing form by selecting the Forms tab. Click the magnifying glass to view the electronic version of the routing form pages you have already completed. Click the pdf icon to view a downloadable pdf of the old paper version of the routing form with your current information entered in the appropriate sections. (Electronic signatures and comments will be added to the form as it moves through routing.) NUgrant PreAward Module Guide

Upload Files To upload your proposal and budget files and any other supplemental files, click the Files tab.

When you find a file you are looking for, select it, then click Open.

The filename will appear in a table. Continue in this fashion until you have uploaded all relevant files.

13 Upload Files To upload your proposal and budget files and any other supplemental files, click the Files tab. Click the Browse button to search your computer for your proposal files. When you find a file you are looking for, select it, then click Open. The selected filename will appear in the attachment box. Click Upload to attach the file. The filename will appear in a table. Continue in this fashion until you have uploaded all relevant files. (Note: any reviewer may click on the disk icon to download a file.) If you upload the wrong file or wish to remove a file or files, check the box(es) to the right of the filename(s), then click Delete Selected Files. NUgrant PreAward Module Guide

Comments If you wish to add notes, questions or additional information about your proposal, select the Comments tab and make your notes in the box provided.

Administrative Route You must send your proposal through at least one administrative route for approvals. Click Add an Administrative Route to do so.

14 Comments If you wish to add notes, questions or additional information about your proposal, select the Comments tab and make your notes in the box provided. Routing To begin routing your proposal, click the Routing tab. A checklist will show you which steps in the routing process (checked and dimmed) you have completed. Administrative Route You must send your proposal through at least one administrative route for approvals. Click Add an Administrative Route to do so. Pre-defined administrative routes will appear, depending on the departments identified as participating in the award credit. (Any previous routes you have used will also appear. Be sure to slect the correct route, based upon departments and individuals involved in the project) Check corresponding boxes to select all appropriate administrative routes. Add Administrative Route to Proposal * Indicates Required Fields NOTE: If a route you need does not appear in the list, send to nugrant@unl.edu, providing the department name and list of approvers if you know them, to set up a route for you. Once you have selected all relevant routes, click the Add Selected Routes button. Pick from these pre-defined routes: Sample Administrative VCR Recipients 1. Jeanne Wicks 2. Michael Zeleny Recipients 1. Michael Zeleny Note: If you do not see the route you need in this list, contact us at nugrant@unl.edu and we will get a route setup for you. Add Selected Routes Cancel NUgrant PreAward Module Guide

Pre-defined administrative cost share routes will appear, depending on the departments identified as participating in the award credit.

15 Cost Share Route The routing form will now include all selected administrative routes. If you indicated that your project would include cost sharing, the check list will tell you to add cost share route(s). Click Add a Cost Share Approval Route to do so. Pre-defined administrative cost share routes will appear, depending on the departments identified as participating in the award credit. Select the appropriate route(s), enter the amount of cost share to be approved by each recipient, and check the corresponding box(es) to select the appropriate cost share route(s). NOTE: If a route you need does not appear in the list, send to nugrant@unl.edu, including the department name and a list of all approvers, if you know them, to set up a route for you. Once you have selected all relevant routes, click the Add Selected Routes button. NUgrant PreAward Module Guide

Start Routing When you have added all administrative and cost share approval routes, you ll return to the routing page. The first five items on the checklist should be checked and dimmed.

16 Start Routing When you have added all administrative and cost share approval routes, you ll return to the routing page. The first five items on the checklist should be checked and dimmed. If any items is not, select the appropriate tab and add or correct information. NOTE: Be sure all information is complete and correct before submitting the form for routing. Once routing begins, you cannot change the form, unless someone in the routing process disapproves the proposal, in which case it goes back into preparation status and, after any changes, begins the routing process all over again. If you are sure the proposal is ready to route, click the Start Routing button. Routing Process When you click the Start Routing button, the proposal follows this route: 1. All investigators receive s containing a link to the proposal in NUgrant and requesting their approval. Each investigator must approve the proposal. (For security purposes, each PI must log in again to NUgrant to approve the proposal.) 2. When approval is secured from all investigators, the first person on each administrative and cost share approval route receives an containing a link to the proposal in NUgrant and requesting his or her approval. NOTE: Persons appearing on more than one list receive only one and are required to sign off only once. 3. When approval is secured, the proposal moves on to the next person(s) on the approval route(s), and so on in subsequent fashion until the proposal has been routed to all approvers. Approvers are offered three choices: Approve as is Approve with changes (the approver must include comments) Disapprove (approver must include comments) Resulting in these actions: If all approvers sign off, the proposal status changes to Approved, and NUgrant is notified. If an approver suggests a change, NUgrant sends an to all previous approvers notifying them of the suggestion. Routing still proceeds to the next approver on the route. Once all approvals are in, the Office of Sponsored Programs will take appropriate action based on the suggestion. If any approver disapproves the proposal, NUgrant sends an to the investigator(s) to that effect and returns the proposal to Preparation status. Investigators then must make changes and start the routing process once again NUgrant PreAward Module Guide

17 TROUBLESHOOTING Your session times out or you log out before you have finished completing the proposal submission form: Login is limited to three hours. If your session times out, you will be returned to the NUgrant welcome page. Simply log in again. To find the proposal you were working on, click the gray Recently Viewed Projects tab in the upper right corner of the home page and choose the appropriate proposal. Then select the tab labeled Forms to return to the proposal routing form. You have filled out all the required information, but the proposal won t route. Be sure you have checked the complete box at the bottom of each page of the routing form. NUgrant PreAward Module Guide

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