1. RAMSeS Training 2014 September 22: 9:00 – 10:50 am Brewster D-213 October 1: 9:00 – 10:50 am Brewster D-213 October 2: 9:00 – 10:50 am Brewster D-213 Gina Betcher - Grants Program Specialist Thomas Harriot College of Arts & Sciences Office of Research (OOR)

2. RAMSeS Training Today’s goal is to enable participants to initiate a RAMSeS file Objective 1: understand required items Objective 2: complete the general information page (with a look ahead) Objective 3: locate instructions and assistance

3. What is RAMSeS? Research Administration Management System and eSubmission [portal] Replaces the hard copy file for a secure online electronic file Not the application package going to the sponsor RAMSeS Allows us to pprepare an accurate record of a proposal submission ttrack accurate record of submissions and awards ssubmit a request for a Financial Guarantee ggenerate reports (e.g., awards)

4. Chart as a Timeline Sponsor Application Deadline Continue finalizing external application with OOR & OSP Notify OSP in an EMAIL when you are ready to submit Internal Documents Complete Submit RAMSeS file minimum 5-to-7 days prior to deadline Funding Announcement Proposal Preparation Internal Documentation for RAMSeS 1.Funding Announcement made 90-30 days in advance of deadline 2.Standard RAMSeS required attachments: Internal budget spreadsheet Budget justification Sponsor Guidelines DRAFT project description

5. What’s Needed Items Required to Initiate a New Ramses File: i. A hard copy of the Research Funding Proposal (RFP), or the Research Funding Announcement (RFA), for the Funding Opportunity Announcement (FOA), or the email from e.g., Duke University, or NC Humanities Council, or the NCBC ii. Details about the lead principal investigator iii. Ideally, the internal budget

6. RAMSeS Start a New Proposal 1. Starting a New Proposal: i.Login Process: To log into RAMSeS, use your Pirate ID Username and Password. ii.Start New Proposal: select “Start New Proposal” in the Proposal Dashboard. This will take you to the Start New Proposal Page of RAMSeS. A RAMSeS File ID # will be in the top left hand corner of the screen beside “Item List”. iii.The RAMSeS file will not be saved until you completed the General Information Page and Entered The Lead Principal Investigator in the Personnel Section of the RAMSeS file.

7. RAMSeS General Information Page 2. General Information Page: i. *Funding Agency: Select in the pop-up window the Agency/Sponsor that will directly fund the research/project at ECU. This detail is on the RFP. ii. Funding Opportunity/Sponsor Application Number: (If applicable) enter the alphanumeric number provided by the Sponsor for this proposal. iii. *Proposal Guideline URL: (If applicable) enter the web address of the guidelines/instructions associated with the Sponsor's application. If none available, enter NA.

8. RAMSeS General Information Page 2. General Information Page cont.: iv. Prime Funding Agency: (If Applicable) the Prime Funding Agency applies when ECU receives a subgrant or subcontract from an intermediate funding source. (e.g., NIH awards a grant to Duke and Duke awards a subgrant to ECU. NIH is the Prime Funding Agency and Duke is the Funding Agency.) v. *Short Project Name: An abbreviated "Project Title" used for tracking purposes. vi. *Project Start Date: use the calendar to select an initial start date. vii. *Project End Date: Please use the calendar to select a project end date. viii. *Activity Type/Chess Code: Please select the most appropriate activity type from the drop down list (e.g., Research, Training, and Clinical Trial)

9. RAMSeS General Information Page 2. General Information Page cont.: xi. *Proposal Type (Please select one): Supplement: if requesting additional new dollars, a change in the scope of work on an existing award, or extending period of performance. New: if requesting new dollars NOT associated with an existing grant. Non-Competing Continuation/Progress Report: if requesting release of $ previously committed by sponsor/agency for an existing contract/grant or if requesting a no-cost extension to an expiring budget period. Renewal (competitive): if requesting new dollars for continuation of an existing award to establish a new budget period. Resubmission or Amendment: if a previously submitted proposal is being reviewed for funding by the sponsor. The submission of a revised request would occur for the following reasons:1) Revised Personnel 2) revised budget 3) revised cost share. Resubmission or Amendment: if a previously submitted proposal is being reviewed for funding by the sponsor. The submission of a revised request would occur for the following reasons: 1) Revised Personnel 2) revised budget 3) revised cost share.

10. RAMSeS General Information Page 2. General Information Page cont.: x. *Award Type: Select the appropriate agreement. xi. *Will this proposal be submitted electronically to the Sponsor?: Select electronic method: Choose one of the following: Grants.gov, Fastlane, (sponsor’s own) website, email, other. Does the sponsor require a paper copy of this proposal or any part there of? Please indicate. xii. *If NIH, is this a RPPR? Please indicate if this proposal is being completed for a Research Performance Progress Report. xiii. *Award Admin Department (Lead Unit): Select the ECU Department that has the responsibility to manage the contract or grant. xiv. *Primary Contact: The lead department administrator overseeing the project on behalf of the unit

11. RAMSeS General Information Page 2. General Information Page cont.: xv. *Sponsor Deadline: Enter the date by which the proposal must be received by the Agency/Sponsor. xvi. Previous ECU Account Number (6 digits, no hyphen): If this proposal amends, supplements, renews or continues an existing project, provide the most recent ECU account number. This information will assist in proposal review. xvii. *Title of Project: Include the full title of the proposal which ECU is submitting to the Funding Agency. This title should match the title on the cover letter and face page to the sponsor. xviii. Save: Once the page is saved, the screen will change to include an Item List. Please make note of your Proposal Number beside “Item List”. You will now have a list of pages that must be completed before the proposal can be submitted for institutional approval. As you complete each page, a green check mark will appear beside the page.

12. RAMSeS Item List 3. Item List The “Item List” is a list of pages that must be completed before the proposal can be submitted for institutional approval: 1. Subcontractors Page 2. Personnel Page 3. Budget Page 4. F&A Sharing Page 5. Conflict of Interest Page 6. Research Subjects Page 7. Export Control Page 8. Intellectual Property Page 9. Community Engagement Page 10. Locations of Budget Expenditures 11. Application Abstract Page – CIP (science code) and Permission 12. Attachments Page 13. Approving Departments 14. Submission Notes As you complete each page, a green check mark will appear beside the page.

13. RAMSeS Personnel Page 4. Personnel Page: Provide the detail for each of the senior personnel on the project. i. Add Personnel Information: Select Last Name field and a pop-up window will appear to allow you to search the ECU database by last name. Please note- Lead Principal Investigator MUST BE entered first. In addition, if an individual holds Dual Appointments they must be entered twice with effort split appropriately between the two units. Dual Appointments often take place in separate units (department and institute) The roles following detail what second or dual role to select

14. RAMSeS Personnel Page 4. Personnel Page: ii. Role Definitions: Lead Principal Investigator: Every proposal must have one (1) Lead Principal Investigator. This individual is responsible for the technical, regulatory and financial aspects of the project. The Lead PI is typically synonymous with the PI on the Grant application. Investigator: This individual is considered to be a primary contributor to the successful conduct of a research project; any person who is responsible for the design, conduct, or reporting of research. Principal Investigator: This individual should only be selected if the Sponsor allows for multiple PIs, and must meet all of the criteria for a PI and/or in the instance a lead PI has a dual appointment Postdoctoral Research Associate: This individual has received a doctoral degree and serves on the research project. Fellow: This individual is a student, pre or post-doc applying for a fellowship or support for dissertation research whose mentor is the Lead Principal Investigator on this proposal. Graduate Research Assistant: A post baccalaureate student who serves on the project. Technical Staff: This individual performs standardized or routine measurements, analyses or procedures in support of the research project.

15. RAMSeS Personnel Page 4. Personnel Page: iii. Effort %: The individual's total effort on the project. Dually Appointed Faculty must split their effort between their multiple appointments. iv. Total Calendar Months: There are three salary bases: Calendar Year CY, Academic Year AY and Summer Term or Summer Month(s) SM CY = 12 months AY = 9 months SM = 3 months *Faculty can work no more than 133% effort in any year; AY effort is a portion of research time or a course buyout v. List of Investigators: The Lead Principal Investigator and all PIs will receive an email notifying them to log on to RAMSeS to certify their role on the project

16. RAMSeS Personnel Page 4. Personnel Page: iii. Effort %: The individual's total effort on the project. Dually Appointed Faculty must split their effort between their multiple appointments. iv. Total Calendar Months: There are three salary bases: Calendar Year CY, Academic Year AY and Summer Term or Summer Month(s) SM.

17. RAMSeS Personnel Page 5. Calculating Effort: i. The % effort for each personnel should match the effort calculated on the internal budget spreadsheet and what is requested of the sponsor. This must be the same. ii. You can leave the % effort blank until effort is confirmed or finalized by the Lead PI in the internal budget spreadsheet. iii. Effort in AY and CY for a lead PI in a single unit (not dually appointed) should be annualized (e.g. 9 x.20 = 1.8 m and 3 x.33 = 1 m; add months 2.8/12 =.233 or 23% effort).

18. RAMSeS Item List 6. Revisit Item List The “Item List” is a list of pages that must be completed before the proposal can be submitted for institutional approval: 1. Subcontractors Page – budget, budget justification, statement of work, authorized letter of intent 2. Personnel Page – ECU lead project personnel 3. Budget Page – can be completed once the internal budget spreadsheet is completed 4. F&A Sharing Page – this item appears when a lead PI is dually appointed or the team is multi-disciplinary 5. Conflict of Interest Page – no member of the research team should be involved in activities that would risk the ethical integrity of the proposed work or relationships 6. Research Subjects Page – human or animal subjects 7. Export Control Page – any part of the project to be transported outside the USA 8. Intellectual Property Page – a possible invention from the proposed work needs to be reported to the Office of Tech Transfer 9. Community Engagement Page – student training, community outreach or training 10. Locations of Budget Expenditures – where in Pitt county or on campus or ???

19. RAMSeS Training ? Links to Bookmark The College of Arts & Sciences Website: http://www.ecu.edu/cs-cas/ Office of Research (OOR) http://www.ecu.edu/cs-cas/oor/index.cfm For Assistance: Gina Betcher - Grants Program Specialist betcherg@ecu.edu The Office of Sponsored Programs: osp@ecu.eduosp@ecu.edu