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Sponsored Program Services

Roles and Responsibilities of Players Involved in Proposal Submission at Purdue

Completion of a successful proposal involves the cooperation and interaction of numerous University staff. It is critical that staff keep one another informed and involved in proposal processing. These roles and responsibilities will vary between academic departments. It is imperative that SPS be notified as soon as a proposal is begun in the departments.

** The Principal Investigator's signature indicates approval of the final prepared proposal package. **

Principal Investigator

  • Notifies Business Office of intent to submit proposal at least 2 weeks prior to proposal deadline or as soon as PI becomes aware of opportunity
  • Familiarize self with submission application
  • Works with BO on preparing budget papers
  • Notifies Business Office of collaborating institution(s) and provides business contact
  • Completes text and any other necessary agency forms in compliance with agency guidelines. May include: Checklist, Biosketch, Budget Justification, Current & Pending, etc.
  • Assures the proposal meets format requirements (fonts, page #'s, etc.)
  • Solicits and secures all cost share commitments
  • Completes PI Worksheet
  • Forwards entire proposal to BO
  • Make changes to documents as needed
  • Provides contact information to the Business Office for any proposal questions throughout the review process
  • Sign and initial Proposal Submission Form

Business Office

  • Works with PI on budget and creates new Proposal Development record in Coeus

  • Completes and submits online SPS Proposal Notification Form as soon as aware of proposal to be submitted

  • Consults with other departmental business offices, when necessary

  • Provides copies of final budget information to Co-PI's business office

  • Reviews budget and checks budget justification

  • Checks proposal text for budget-related statements

  • Consults with other institutions if subcontracts are involved

  • Reviews cost sharing commitments and prepares necessary cost share forms

  • Reviews proposal format requirements, # of pages, etc., if time permit

  • Answer “Yes/No” questions in Coeus based on PI Worksheet

  • Completes all Coeus Proposal Development data entries

  • Mark Coeus budget as final and complete

  • Runs the Coeus validation checks and notes any special circumstances in the comments in Coeus

  • Generate all forms needed out of Coeus (Proposal Submission Form, Sponsor Forms)

  • Assures appropriate academic and Business Office signatures are obtained

  • Generates additional hardcopies to sponsor

  • Completes proposal package and ensures it is in “Final Form”

  • Delivers complete proposal package with appropriate academic and Business Office signatures to SPS

  • Provides contact information of person/(s) who can help SPS until proposal has been submitted to the sponsor

Department Head

  • Reviews text to make sure research is within Purdue's missions, scientifically valid, etc.

  • Reviews and agrees on release time

  • Reviews and agrees on cost share commitment

  • Signs Proposal Submission Form to indicate approval of proposal for transmission to sponsor

Dean

  • Reviews and agrees on school cost sharing commitment

  • Reviews any space commitment

  • Signs Proposal Submission Form to indicate approval of proposal for transmission to sponsor

Proposal Office

  • Completes initial review for final form

  • Cross check Coeus entries with Proposal Submission Form, contact BO if corrections are required

  • Complete SPS internal tracking and proposal preparation processes

  • If UCG involvement is required, route package to UCG for review

  • Complete all corrections and additional documents to be added

  • Final preparation of proposal to be submitted including electronic and additional hardcopies

  • Maintain awareness of the status of all proposals currently processing in SPS and follow up as needed.

  • Final approval of proposal in Coeus (which creates institute proposal & submits to Grants.gov)

  • Submits proposal to sponsor

  • Maintains institutional proposal records and Proposal files

  • Maintains online sponsor submission systems in addition to Grants.gov

  • Maintains all centralized sponsor communications

  • Notifies Business Office and PI that proposal has been submitted

  • Assists with Understanding Coeus Functionality

  • Receives completed Proposal Notification Form from Business Office and Assigns proposal to specific proposal specialist.

  • Enter proposal into a Work Distribution Log

  • Maintains work distribution log for proposals received

  • Follows up with Business Offices for proposals not yet received

  • Works with technical resource to resolve Coeus issues

  • Answers basic proposal and Coeus questions

Account Manager

  • Assists business office and PI in proposal preparation

  • Assigns themselves as “Proposal Reviewer” on the Other Tab in Coeus

  • Quick review of technical proposal to ascertain type and scope of proposal

  • Identify if UCG Services are necessary and inform them if needed

  • Reviews data in Coeus and assures it is accurately reflected

  • Assures all regulatory requirements are identified

  • Reviews cost sharing and related documentation

  • Reviews budget to check if project is properly costed and works with BO on needed corrections

  • Assures that the proposal meets all sponsor guidelines including budget requirements

  • Assures that all Purdue information included in proposal is correct and complete, if time permits

  • Checks budget justification

  • Verifies that budget data in proposal matches the budget justification

  • Makes minor budget changes in Coeus (Non-Salary)

  • Obtains approval on any costing issues requested

  • For Center proposal, obtains necessary documentation for further approval

  • Takes ownership of sponsor forms printed from Coeus and communicates any changes to Coeus administrator.

  • Communicates changes to sponsor-specific validation rules to Coeus administrator

  • Assists with Understanding Coeus Functionality

  • Receive post submission communications via Proposal Office. Analyze need and assign task

Institutional Authority

  • Reviews proposal package

  • Addresses proposal errors and assures corrections are communicated to business office, proposal reviewer, and/or proposal office (pending situation)

  • Provides Institutional approval for proposal

Contracting

  • Initiates negotiations

  • Logs comments and activities in Coeus

  • Links negotiation records with proposal when applicable

  • Approves in Coeus when contract is needed with proposal submission

Coeus Training Group

  • Prepares Coeus training documents

  • Coordinates Coeus training

  • Delivers Coeus training