ATTACHING S2S GRANTS.GOV REQUIRED DOCUMENTS

Proposal - Attachments

• Navigate to the Kuali Research Attachments section.
• UMass only uses the Proposal and Personnel tabs when submitting S2S/Grants.gov based proposals (best practice is not to use the Proposal or Personnel tabs for non-Grants.gov proposals). These folders will generally house the majority of documents routed to the sponsor: 
  • Subaward budgets are loaded in the Subaward tab of the Kuali budget (see Attachments for details)
  • NIH proposals that include human subject research: The PHS Human Subjects and Clinical Trial Information form is loaded to the Compliance section (see Human Subject Study Record Attachment for detailed instructions.)
• Some sponsors include a requirement to use that is also called an “Attachments Form” – documents that must map to this form are still loaded through the Proposal tab, but be sure to add a unique description for each document and observe sponsor-required file name conventions.
• Go to the Proposal tab to upload non-personnel related documents.
• Select the +Add button or Drag and Drop to upload multiple attachments. Let go of the mouse (drop) when +copy appears – do not drop when +move shows. Hover over the blue tab Upload and Add.
• Make sure to select an Attachment Type to associate with your file. It is critical to select the correct Attachment Type. The Attachment types are very specific and map to the appropriate section of the sponsor proposal. If the document gets linked to the wrong attachment type, it will not be positioned in the correct location within the final synthesized proposal. This could create grounds for a proposal to be rejected by the sponsor.
• Select Status and choose either Final or Draft. Shortcut: Instead of picking from the Status drop down for each document, click the Select option at the right of the screen, select Final for example, and then select Set All Statuses. Then go back and reselect the Status options for the individual documents that should for example be in “Draft” form. The Science/Technical documents can be routed in draft form, with the final documents to be loaded and updated and status set to “Final” within 48 hours of the proposal deadline.
• In the Proposal tab when you add an Attachment Type of “Other” you must add a Description. This Description will map as the File Name into the proposal.
• Once done loading to the Proposal folder, select the Personnel tab to upload Biosketches and other personnel documents required by the sponsor – only load mandatory attachment types (e.g. don’t load Current & Pending for NIH). Be sure to follow the sponsor guidelines.

QUESTIONNAIRE

Depending on the federal agency and solicitation requirements, there will be additional tabs in the Questionnaire section of the proposal. These must be completed in order to populate data in certain Grants.gov forms. S2S - Supported forms.

PRINTING GRANTS.GOV FORMATTED PROPOSALS

Go to the S2S Opportunity page in the Basics section of the proposal record. Click Forms, then select the forms that will be submitted to the sponsor. Select Create PDF. NIH proposals also have the option for an NIH e-application. This version more closely resembles what will be transmitted to NIH and will exclude proposal elements that are separated during submission to eRA Commons, such as data management plans and cover letters.

DATA VALIDATIONS

When in doubt, use Data Validations to verify whether you are missing any data or documents. Note: Kuali will not validate for correct filenames for documents embedded in User Attached forms, the Subaward Budget, or the Human Subjects Study Record. Please review these files to ensure that unique filenames are used for each embedded document and that the filenames are in compliance with Grants.gov naming conventions.

Some proposals submitted via S2S in Kuali require that graduate students (the fellow) be listed as the PI. This will occur largely with NIH and in particular with the Kirschstein-NRSA Individual Predoctoral Fellowship (F31). For illustrative purposes, the NIH F31 application is assumed below.

Proposal development:

• Build the proposal in Kuali listing the Principal Investigator as the student.
• The faculty advisor who will be the student’s “Sponsor” should be listed as a Key Person from the pick list, and then further defined as “Sponsor” in the Key Person’s role will be: field.
• If the Sponsor is not a UMass Amherst faculty, there must be a UMass faculty member listed in the proposal as a “Co-Sponsor.” Select Key Person from the pick list and then in the Key Person’s role will be: field – type in “Co-Sponsor.”
• Be sure to populate the eRA Commons User Name field under Key Personnel > Details for the grad student fellow and all sponsors.
• Complete the rest of the proposal following sponsor guidance and running the validations within the Kuali proposal record.

Proposal routing:

• Add the UMass “Sponsor” to the routing via the “Ad Hoc” routing process. By adding the faculty advisor first, they will be the first to approve, and then initiate routing to the next levels (PI, Chair, Dean, OPAS).
• Select Submit for Review.
• Since the student is listed as the PI, they will be included in the routing at that level. They will be up next after the faculty advisor/Sponsor approves the proposal.
• After the student as PI approves, it continues through the rest of the routing and is ultimately logged in at OPAS.

Proposal Submission:

• The proposal is submitted by OPAS with the student as the PI. The proposal gets pulled into the NIH Commons correctly identifying the student as the PI as required by the NIH.

Post Submission:

• OPAS changes the PI from the student to the faculty advisor/Sponsor within the Kuali Institutional Proposal record.

Overview: Grants.gov provides many different versions of R&R Budgets and R&R Subaward Budgets. As a result, it can be easy to pick the wrong Grants.gov form when we are building proposals that involve subawards. This can cause system errors that cause delays in proposal routing and/or submission. The purpose of this QuickGuide is to ensure that you are downloading the proper R&R Subaward Budget form, which you can then send to the subrecipients to fill out.

STEP 1 – After you’ve connected your proposal to the correct Opportunity Announcement, navigate to the Basics section in Kuali. Enter the S2S Opportunity Search page and select the Forms tab. Once here, click on the RR_SubawardBudget link (the numbers that follow the document title will change depending on the solicitation).

STEP 2 – Navigate to This PC or your File Explorer on your computer. Then, open the Downloads folder. You will see a file entitled RR_Subaward (followed by some numbers). Open this document.

STEP 3 – Once inside the RR_Subaward document you will need to extract a second, and final, document. Click the large grey button highlighted below that appears on the top 1/3 of the document. The actual text on this document will vary from proposal to proposal, but the process will remain the same.

STEP 4 – After you click the large grey button in the middle of the document, simply save the resulting “R&R_Budget” to the appropriate location on your computer. Then you can send this blank document to your subrecipients to complete and return to you.