Office of Sponsored Programs VANDERBILT UNIVERSITY 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.

Office of Sponsored Programs VANDERBILT UNIVERSITY 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.

Office of Sponsored Programs VANDERBILT UNIVERSITY 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?

Office of Sponsored Programs VANDERBILT UNIVERSITY 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, Small Business programs (SBIR/STTR) applicants will transition to FORMS-C packages later in When will this happen?

Office of Sponsored Programs VANDERBILT UNIVERSITY 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.

Office of Sponsored Programs VANDERBILT UNIVERSITY 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)

Office of Sponsored Programs VANDERBILT UNIVERSITY 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

Office of Sponsored Programs VANDERBILT UNIVERSITY 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

Office of Sponsored Programs VANDERBILT UNIVERSITY 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

Office of Sponsored Programs VANDERBILT UNIVERSITY 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

Office of Sponsored Programs VANDERBILT UNIVERSITY 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.

Office of Sponsored Programs VANDERBILT UNIVERSITY SF424 (R&R) Cover V2-0 Continued A 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.

Office of Sponsored Programs VANDERBILT UNIVERSITY 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.

Office of Sponsored Programs VANDERBILT UNIVERSITY 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.

Office of Sponsored Programs VANDERBILT UNIVERSITY 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?

Office of Sponsored Programs VANDERBILT UNIVERSITY 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.

Office of Sponsored Programs VANDERBILT UNIVERSITY 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: After completing the questionnaire, be sure to print the forms on the Action > Grants.gov screen to confirm they have been filled out correctly.

Office of Sponsored Programs VANDERBILT UNIVERSITY 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)

Office of Sponsored Programs VANDERBILT UNIVERSITY 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

Office of Sponsored Programs VANDERBILT UNIVERSITY Common Resources OSP Website: Coeus Website: Peer Website: