Getting Started

  1. How do I log onto Coeus?
    Visit http://coeus-web.neu.edu/coeus/ and enter your myneu username and password to complete authentication.
  2. How can I see my proposal?
    To view your proposals, log onto Coeus. From the top horizontal navigation click on the "My Proposals" link.
  3. Which proposals can be submitted to Grants.gov via Coeus?
    All proposals that are eligible to be submitted to agencies via Grants.gov are eligible to be submitted through Coeus. Unless otherwise specified in an NSF solicitation, applications to NSF may be submitted via use of Grants.gov/Coeus. Please note that simultaneously submitted collaborative applications must be submitted via FastLane as Grants.gov does not currently support this functionality. In addition, sponsor specific forms not used by "primary" research funding sponsors may not be available in Coeus, causing the proposal to be ineligible for system to system submission via Coeus.
  4. What are the advantages of using Coeus?
    Key advantages to using Coeus include: the ability to create and maintain proposals in one easy-to use place; web-based access from any browser, including tablets; electronically routing for approvals (no running around for signatures); administrative data is pre-filled in (no need to remember DUNS number or fringe rate); submit proposals to the sponsor electronically (when supported by sponsor), create multiple proposal templates for re-use; create multiple budgets within a proposal and select a final version, etc.

Proposal Development

  1. What is the purpose of the Yes and No Questions?
    Yes/No questions allow for the flagging of important compliance sensitive topics such as hazardous materials, as well as important internal considerations like space requests. Please note the Yes/No questions are not a substitute for providing information on the Special Review page. For example, if you enter Yes to “Hazardous materials are used or produced,” you should add an appropriate special review (“Radiation,” “Biohazard Materials,” etc.) on the Special Review tab.
  2. Where does my eRA Commons/NSF ID go?
    There is no separate box for the eRA Commons or NSF ID. If you are submitting to NSF, please put your ID in the "Agency Credentials" field box located at: Investigators/Key Persons, Agency Credentials field, or Investigators/Key Persons, Details link, Agency Credentials field.  If you are submitting to NIH, your eRA Commons user name should be inserted in the same Agency Credentials field.
  3. How can I copy a proposal?
    To copy a proposal, navigate to the "My Proposals" link, and select the proposal that you would like to copy.  From the left navigation frame, select "Copy Proposal."  If you are authorized to create proposals in more than one unit, you will be prompted to select a unit.  You can choose to copy the entire proposal, or only particular sections.If the proposal is linked to a grants.gov opportunity for which you would like to re-apply, select the grants.gov tab, click update opportunity, then select save. Use the “delete opportunity” option on the grants.gov screen of the copied proposal to remove the copied opportunity if you are linking to a new opportunity or wish to delete it entirely.
  4. When should I submit my proposal for routing?
    Proposals should be received by the Grant Officer no later than 5 business days (5-Day rule) before the deadline of a proposal. All PI's are expected to adhere to the 5-Day rule. An exception to the 5-Day rule may be approved by the Associate Vice Provost for Research Administration. A complete proposal consists of all administrative requirements and at a minimum, draft science documents.  Only the final science documents are allowed to be submitted after this period. Proposals that are routed fewer than 5 days before the deadline will require completion of the 48 Hour Addendum if the proposal is not in its final state within 48 hours of the deadline.
  5. How do I delete a proposal in Coeus?
    As a general practice, development proposals are not deleted; users may want to use them as a template for future proposals. If you build a proposal that you intend not to submit, change the first word in the title to “Abandoned” as a marker that the proposal will not be processed.
  6. I tried to link my NIH Multi-Project Program proposal to Grants.gov in Coeus, but I keep getting an error message. Why?
    The Application Submission System & Interface for Submission Tracking (ASSIST) system is used by NIH to prepare and submit multi-project grant applications electronically to NIH and other Public Health Service agencies. Currently, Coeus cannot submit proposals System-to-System for these opportunities. If you have a multi-project program proposal, prepare the application according to the sponsor guidelines, create your proposal within Coeus, upload a copy of the completed sponsor’s application as an “Other Institutional Attachment,” and route it for internal approval. If you have any questions, please contact your Grant Officer.
  7. One of my investigators is not a Northeastern University employee. How do I list them on my proposal?

    Depending on the role of the investigator, and their need to work on the Proposal in Coeus, the person can be added in one of several ways.

    As Northeastern University, through submission of the proposal, is certifying on behalf of the Investigators, all Investigators must certify on their own behalf that he/she will adhere to NU policies.  For non-NU Investigators, your Grant Officer can assist with providing a non-NU certification letter for upload into Coeus.

    • Non-NU investigator will need access to work on the proposal in Coeus:

    • The lead unit college must provide the investigator with a sponsored account. Sponsored accounts are fed from HR into the Coeus “employee” database, and only those in the employee database can have roles assigned to them in Coeus.

    • Non-NU investigator is a PI or Co-PI from a Sub-Contract on the proposal:

    • Individual will be at the Key Person Level, with the role "Co-Investigator"
      • Individual must be setup within the Rolodex
      • Add the person from the “Non-Employee” search, choose the Coeus Proposal Role “Key Study Person” from the dropdown, and in the “Key Person Role” field that appears, put the role “Co-Investigator.” By assigning the “Key Study Person” role, investigator certification is currently not required in Coeus (Key Persons will need a sponsored account when Coeus ‘”self-certify” functionality is implemented, as required by Federal Regulations)
      • After adding the investigator, select “Details” next to their name, and fill in any missing information required by the solicitation in the Person Details record.
    • Individual will be at the Co-Investigator level as a Multi-PI
      • The lead unit college must provide the investigator with a sponsored account. Sponsored accounts are fed from HR into the Coeus “employee” database, and only those in the employee database can have roles assigned to them in Coeus.

    • Non-NU investigator is a Student (e.g Post-Doc), where the solicitation requires the student be a named Principal Investigator on the proposal:

    • The lead unit college must provide the investigator with a sponsored account. The college may limit Sponsored Account duration to expire at the end of the proposal’s review period. The student must complete NU’s certification, and as such, will need access to the Coeus proposal.

    • Non-NU investigator is an incoming PI or Co-PI, or a visiting professor:

    • The lead unit college must provide the investigator with a sponsored account. The PI or Co-PI must complete NU’s certification, and as such, will need access to the Coeus proposal.

    • Non-NU investigator is an incoming Key Study Person:

    • Individual must be set up within the Rolodex
    • Add the person from the “Non-Employee” search, choose the Coeus Proposal Role “Key Study Person” from the dropdown, and in the “Key Person Role” field that appears, list the appropriate role title.   By assigning the “Key Study Person” role, investigator certification is currently not required (Key Persons will need a sponsored account when Coeus ‘”self-certify” functionality is implemented, as required by Federal Regulations)
    • After adding the investigator, select “Details” next to their name, and fill in any missing information required by the solicitation in the Person Details record.

Budget Questions

  1. Why doesn't the budget in Coeus match my Excel spreadsheet?
    COEUS uses complex algorithms to compute salary, raises, and inflation in real-time on the date they would actually occur. COEUS will escalate salaries on July 1 of each budget year, a level of detail not typically accounted for in spreadsheet calculations. For example, a budget with a start date of March 1 would not normally apply escalation until year 2 of the project; the salary increase effective July 1 would also not be calculated. COEUS calculations ensure that escalation occurs even if the escalation is in the middle of a budget year.
  2. How do I split credit between two departments?
    To manage credit splits in Coeus, navigate to the "Credit Split" link from the left side navigation. The total credit for all investigators must equal to 100%. If an investigator is listed under more than one unit, the total for all units under each investigator must equal 100%.
  3. In the Budget Personnel section, what is the effective date of the Base Salaries?
    The Base Salaries should be effective July 1st of the year prior to the start date of the proposal so that annual salary increases are applied (except TBA's - salary effective date should match the start date of the proposal).
  4. How do I adjust the budget periods on my proposal?
    Budget periods in can be edited directly from the Budget Pages in Coeus Lite.  From within your proposal, navigate to the "Budget" link; under Budget Set Up, select "Adjust Periods."  On this page, you can add, remove, and modify budget period dates as necessary, as long as the start date of period 1 and the end date of the last period match the start and end dates on the "General Info" page.   Changes to the proposal start and end dates must be made on the “General Info” page.
  5. How do I upload the R&R Subaward budget form?
    To upload a SubAward budget into Coeus, extract and complete the Adobe Research and Related budget V1-1 Form and save it for upload into the SubAward Budget in Coeus.  In your Coeus proposal, navigate to the Budget, generate all periods, and select the SubAward Budget link.  Select “Add SubAward,” and enter the required information.  For detailed instructions on this upload process, see the QuickCard “Uploading SubAwards into Coeus.”