RAMSeS User Manual - Elizabeth City State University
Contents
1. see Figure 28 panem L nmana comstar E o Corm JL Es Individual awards and Project information can be accessed Meere Bapata maigri gaie from this screen Note Pls and dass WOYUSEUHOV SOUS 127209700 Hon n RAs have READ ONLY access to oe EP award materials Only OSP wvcenetear HE ID en sexo matan SUVS QS en Am sveo apa make changes to award data When Go to Project is selected the screen will appear asin Figure 29 The award project has tabs to access different parts of the awards much like the proposal view has General The General tab shows the project title PI agency payment information project and budget dates along with notes Changes made to this screen only get saved when the Save Project Detail button is clicked te 2 oat saen ha Ints accounts pes eps z RAMSeS User Manual Awards The Awards tab lists E98 all the awards for the project It shows the RAMSeS award number the Sponsors Award number award amount type Of isses o certant d funds and the date it was vt tasto e recorded in RAMSeS To see oleae catia the detail of a particular award ses oreo fans sro 8 click on the award number2. LNC repart eripe several areas were UNC must report on eng mt he necs ot North Carcina leas arias tray and ons lom e domn Aet at es dase roes our may aon ace check any ar may deste ou acy check oce ta yor docs tete er am civis cheat er Sect rary chose ons Pesce ect atona tat le deserte vor att check al hat apply sadness e problem slg team work entepencorl nung experertal kang natens patersps E gieba Ineenang Acceso Elton pe ream p underserved areas orter on tratos tions se comrnadaton of persans w n Seabees mianra ert of campus ren rent aa pausto ance enne c cen impro Punte Easton Le ary quaty and geographic detto f teachers terse catcaton paru i science and math teased development lr p 2 leacture presang cles drop o rates lw promi soot and por stud performance Economie Tranciormaton and Communty Development e regonal ovacpmert needs c nural or underserved areas small and ering ires sm sf new emen nane ch rer ara pestaren aon pm rrr cu facon hne Heath e based sorces adiresing heath and publ heath sg hah formation tren and address real sits heath somes Emronmert e campus Sonera ctas ery nerve changes pobi awareness progr
3. m i Bovey ead which is highlighted in blue P p m obl fe p sara p p p SER we mm voii Siehe exe nen sce OR fe Figure 30 Award sereen hs lis sar Accounts The Accounts tab shows information about each account on a project When an account number is selected it will open up a screen that shows detailed read only information about the account LT a tc ze tne in as atin en er omen Lm B wt dove a S EEA uan map Wes HE ru Fure 3 Accont view has rk to individual account information ECSU 2011 34 t RAMSeS User Manual Events The Events s tab will list any events that have been created on an award project Events are typically things that the OSP and C amp G staff will need to take care of at some point during the life of a project or after the termination of a project They are usually technical and final reports Proposals tab shows every C proposal that is D NE 3 linked to a particular project An award project can have many different proposals listed due to annual renewals continuations or 31 Proposal view has inks to al proposals ited on projet supplements that have been requested Each proposal listed can be accessed by clicking on t
4. RAMSeS does not view Investigators the same as agencies Lead Principal Investigator would be the equivalent of a Principal Investigator with NIH or NSF and Principal Investigator would be equivalent to CO Principal Investigators When in doubt which to choose contact OSP for assistance e Effort This is the Budgeted Effort for Entire Project Use the Click to view effort report link to review the current committed effort from payroll for the selected individual The report will show a graphic representation of the most recent report of effort committed to research projects In addition the report will list the various accounts and corresponding effort committed including cost share with active links to those awards that will provide additional details Enter just numerals in this field not decimals or the percent sign Allocation of Credit Clicking on the Allocation of Credit link will take you to the ECSU policy on Facilities and Administrative Costs The total F amp A Distribution for the General Info screen must equal 100 The entire 100 may be assigned to a single PI but this total may also be divided among several Pls Please note that this is not a reflection of the amount of F amp A requested in the proposal rather it is the distribution of the F amp A recovered by the University and returned to the and departments at the end of each fiscal year Both the PI and the Department are allocated 10 of the F
5. E xbuitaraner Slissamunawspnasepuad Bist Ecc EIE ErinestasarDenacment E ar ro MN S Ea Elan ELAINE pc pronum prm FI EE omo oc poro uoc ane m Proposa YaariGanans eon aro Roos xem Esa Vear nh eer ara ono serene tay Sooatat hoa Flecken Semen i Uschaniem come B ehas Ended Papasa Seach cama be Lead BI Dapre unnam rarat vear Eur Aaa sessara seam Besse Morbi and cl Yaa subst change unti tne and sacerdo Pets as een Oed Far anea en ars De BEC AN RIT Fiure 27 Report isting within 2011 32 RAMSeS User Manual Awards Management Accessing awards is done one of two ways depending on the role of the individual accessing them If itis person named on the proposal or the individual who created the proposal in RAMSes awards will be found under My Awards or My Proposals If itis the RA who is trying to access awards they will be found under Awards in My ET Department or Proposalsin amp S E omedspremirgen i res x My Dept or My Proposals poset sana pem proposal hasbeen mm selected awards can be Semone accessed under the Awards tab amacam EIER Proson spavate crana owsen
6. Authorization screen seen by Deans and Department Heads Lcd LIESS The authorization of each party required to approve the proposal is complete once the Submit Css endum mcr ny se UN ep uit freer Ae Ti tcm mederi eser g Som eae E E MTM TET E NET n X X v ui ET p esee m EE T poe Mom omen C ppm mm Authorization button is clicked Fire 34 electronic signature sereen Once all Department Heads and Deans have approved a proposal it moves to OSP for review and final approval before the proposal is submitted to the sponsor ECSU 2011 28 RAMSeS User Manual Department Heads and Deans can choose to reject a proposal if there is something wrong with it by clicking the Reject Proposal button also found in the row of buttons at the middle of screen If you choose to reject a proposal a submission note must be submitted explaining why the submission was rejected OSP does not encourage rejecting a proposal Instead we ask that you contact OSP by email at ecsuosp ecsu edu with the request to have the submission returned to the PI When you do this please post a submission note in the proposal s RAMSeS record describing why it was returned to the PI Working with an existing proposal Click on My Proposals and then choose either the Unsubmitted or Submitted Proposal tab A list of proposals including the date submitted by the PI the proposal number the project
7. be added to the Research Team and Key Personnel listing To add an Investigator Click the magnifying glass icon and a pop up window will appear that will allow you to search the ECSU database by last name If you cannot find an individual on the list please contact OSP at 252 335 3250 or email us at ecsuosp mail ecsu edu For each research team member enter the corresponding phone email address department role see below and expected percentage of effort see below In addition if an individual holds dual appointments and the wrong department in respect to your proposal appears you may change the department See Figure 10 below RAMSeS gure 10 investigator Research Team page ECSU 2011 8 RAMSeS User Manual Role There are several role types but the first person entered MUST be listed as the Lead Principal Investigator Below is a listing of role types from which to choose 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 Please verify that the person listed as the Lead PI is eligible to serve in accordance with the following ECSU policy Only full time permanent EPA employees are eligible to serve as Principal Investigators on sponsored research projects Any exceptions require the approval of the department chair and the appropriate dean For additional guidanc
8. incentives to profit from the commercialization of said technology 15 this proposal an STTR Small Business Technology Transfer Program ECSU 2011 20 RAMSeS User Manual STTR is an important small business program that expands funding opportunities in the federal innovation research and development arena Central to the program is expansion ofthe public private sector partnerships to include joint venture opportunities for small businesses and the nation s premier nonprofit research institutions Once all questions have been answered click the Save button to save the information entered and advance to the next section of the RAMSeS file Community Benefits All sponsored programs provide benefits in the sense of institutional support employment training of students and the economic multiplier effect e g university employee student and visitor spending However these questions are intended to address projects that emphasize benefits to North Carolina citizens beyond the immediate university community Please check all that apply to the proposed project In addition to answering each of the principal questions please respond to the subpoints that identify the location or extent of the expected benefit Does this project promote economic development Does this project provide information services or other resources directly to the community Does this project promote the health and well being of community residents
9. name the sponsor the submission deadline the viewer s role in the project the project status a copy button and a PDF symbol will appear Using this list you may click on a proposal number to gain access to the proposal and begin working with it see Figure 25 P LL D DA unm ropes ound you te scant cep eR m ani pube m m merce pene pene p Ce m ua emotes soar ome dud aint pen nu 2011 29 RAMSeS User Manual Proposals that have been routed When a proposal is opened that has already been submitted for signatures or has already received PROPOSAL APPROVED status the view will be similar to Figure 26 The yellow and orange tabs in the middle of the screen provide navigation through the proposal information The color coding of the tabs is yellow for the screen being viewed and orange for all others pe Figure 36 View af navigating an approved proposal Approvals The Approvals tab lists everyone who has to electronically approve the submission and the date and time they certified authorized the proposal lt Compliance Shows all information related to the IRB IACUC compliance of the proposal based the answers given to the RAMSeS questions at time of submission Status History Shows every time the status changed on the submission ie changed to awarded changed by Martisha Walla
10. not the Department Institute to provide cost sharing or cash matching in support of this project Required Submission Note regarding matching If cost sharing or cash matching is to be included in your proposal please provide a submission note see submission note instructions below that lets OSP and other IPF approvers know if it is required or voluntary If the cast sharing cash match is mandatory please include sufficient 2011 14 RAMSeS User Manual information in your submission note to allow IPF approvers to find the stipulation in the project s guidelines Personnel Space Equipment Do you need additional resources to do this project over and above what is requested in the proposal budget If the answer to this question is yes check any options that apply and provide justification for each in the space provided as well as indicating if approvals from your or other department s have been obtained for allocation of these additional resources Once all sections of the budget page have been completed click the Save button to retain the information that has been added and move to the next step in completing the RAMSeS proposal Conflict of Interest Pls must ensure that members of the Research Team are not involved in activities that may create an actual or perceived conflict of interest as it would relate to the conduct of the research and or a member of the research or project team s relationship with the sponsor If you
11. separate hundreds thousands and millions in the budget fields RAMSeS will not process the information if commas are included Initial Current Budget Period The initial period is the first year of the project Begin Date The start date for the initial period first year of the project The begin date comes over from the information entered on the General Info screen End Date The completion date of the initial period first year of the project which will be 365 days after the begin date for example a July 1 start has a June 30 end date the following year Direct The estimated direct costs for the first budget year of the project Do not use commas to separate hundreds thousands and millions o ECSU 2011 RAMSeS User Manual F amp A Base and F amp A Base 2 or Modified Total Direct Costs MTDC All salaries and wages fringe benefits materials and supplies services travel and subcontracts up to 25 000 of each subcontract regardless of the period covered by the subcontract ECSU s F amp A base excludes equipment capital expenditures and charges for patient care and tuition remission rental costs of off site facilities scholarships and fellowships as well as the portion of each subcontract in excess of 25 000 Equipment is defined as an item costing 5000 or more per unit Reminder Mandatory in state tuition for eligible GRAs on research grants must be excluded from the F a
12. think a conflict exists see ECSU s Policy on Conflicts of Interest and Commitment Once all questions have been answered click the Save button to save the information entered and to advance to the next page of the RAMSeS file Research Subjects For both human and animal subjects answer the questions as they apply to the current project Human Subjects direct link to ORC If the proposal involves human subjects and submission to the IRB has been completed provide the protocol number assigned by the Office of Research Compliance ORC Clicking on the magnifying glass will allow you to identify all human subject protocols for every member of the research team who is listed on the Investigator Research Team page Select the relevant protocol s for this proposal from the list see Figure 13 below The remaining Yes No questions are necessary for IRBs to accurately link research proposals with approved protocol s Please answer these questions to facilitate the work of the ORC and IRB If the proposal involves human subjects and no submission to the IRB has been made indicate IIT Just in Time processing This indicates that submission of a protocol will be made to the IRB once ECSU is notified that funding award is imminent ECSU 2011 15 RAMSeS User Manual Not Submitted Some explanation required The PI will need to know why this option s and how it differs from JIT Animal Subjects direct lin
13. this project This question applies to any member of the research team Will you send your research results to a foreign country or foreign national ECSU 2011 18 RAMSeS User Manual This applies to unpublished documentation The term foreign national is defined as a person individual as well as a corporation business association partnership society trust or any other entity organization or group including government entities who is not a lawful permanent resident of the United States i e an individual who has not been lawfully accorded the privilege of residing permanently in the United States as an immigrant in accordance with the immigration laws or who is not a protected individual addition the term foreign national also applies to a person who has not been issued a green card by the U S government or who possesses only a student visa Is any member of the research team a foreign national See above for definition Does this proposal involve carrying out classified research not to include work with select agents on campus or require a security clearance for ECSU personnel Once all questions have been answered click the Save button to save the information entered and advance to the next step in the RAMSeS file Intellectual Property Management of intellectual property has significant overlap with management of sponsored research Contractual terms in sponsored research agreement
14. to make sure all Schools College judicio pcs Dean s office is represented Note The Award Department is always listed first and cannot be changed or removed The additional departments listed are those that must approve 1 meme Cocco the elPF This list will include etta e a the departments of each Investigator named on the Fires Agpreving Departments sie NOTE Peat ada the Dea fe axan approving department in ECSU 2011 24 RAMSeS User Manual project The routing order for these departments can be changed to make them sequential or concurrent by changing the number in the drop down box to the left of the department name You may add other departments by clicking the magnifying glass icon and choosing from the alphabetical list A listed department can be removed with the Remove prompt to the right of the Role s column Submission Notes Submission notes are used to communicate important information about the project both prior to and after submission Information here could be mailing information that needs to be communicated to the OSP staff or budget information that C amp G wants to let everyone know for a particular project Submission notes may also state whether sponsor guidelines limit the F amp A rate for submissions or may outline the reasons for voluntary cost sharing or matching Routing Once all the categories listed in the Item List at the left of each RAMSeS
15. RAMSeS User Manual RAMSES Research Administration Management System and electronic Submission is ECSU s official proposal tracking and award management system It is used to create and manage the official University records for all sponsored projects Each record contains both financial and compliance information necessary for submission as well as financial management once an award has been made All proposals requesting funding for a grant contract or cooperative agreement whether submitted electronically or via hardcopy must be routed through RAMSeS This is accomplished by preparing an electronic Internal Processing Form elPF which is mandatory for all applications regardless of the funding source or submission method This manual is designed to walk Research Administrators RA and Principal Investigators PI through creating and managing submissions in RAMSeS If at any time you have problems you should contact the Office of Sponsored Programs at 252 335 3250 or ecsuosp ecsu edu for assistance RAMSeS Submissions Log into RAMSeS to create or work with a current submission by going to the following link hitps ecsu myresearchonline org ramses The first time you log in or if you are using a different computer you will see a box asking you to choose your campus as seen in in ANC cd figure 1 From the drop down select Elizabeth City State nnd University and then check the box Remember My Selection and click the subm
16. Throughout RAMSeS required fields are marked with a red asterisk To aid you the information related to these fields will be marked with an asterisk in this documentation The first screen in RAMSeS is divided into two sections Funding Agency ies and General Proposal Information Figure 4 General Information The magnifying glass to the right of any field enables a search of a pre populated list Each of these is based on keyword searches Therefore it is not necessary to type the entire agency name to retrieve the information Instead enter a portion or an abbreviation of the name For instance if the Pl is applying to the National Institute of Child Health and Human Development NICHD the RA or PI should search using NIH NICHD Child Health or Human Development to bring up a list of choices Figures 5 amp 6 This will regularize the official name of the agency in the RAMSeS record Fire A showing haw sereen loola when ou st start new propa RAMSeS User Manual Funding Agency ies Funding Agency Select the Agency Sponsor that will directly fund the research project at ECSU from the list in the popup window Generally speaking this is the Agency Sponsor whose name will be on the check to ECSU or to whom OSP will send invoices If the Sponsor is not listed select Organization Not Listed and then enter the name of the Sponsor TE DHS had nena let ra Deme Jai t 80 va
17. U s Export Control page has been created to assist with determining whether compliance issues exist There is also information about this topic available on websites list several here OSP will assist Pls in assessing the application of such regulations but primary compliance responsibility will rest with the Lead Principal Investigator for the project or program If you have any questions about export control regulations please contact Office of Sponsored Programs at 252 335 3250 You may also email us at ecsuospG mail ecsu edu With respect to Export Controls the Lead Principal Investigator shall determine with OSP assistance or input that any research affected by the Export Control Act complies in advance of before initiation of the project with the Act s regulations and reporting requirements in order that an export license can be obtained should one be required The Lead PI shall also determine whether any change in the scope or addition of new staff may require a reassessment of this determination As a result the Lead PI must complete the Export Control page in RAMSeS see Figure 15 below by answering the following questions Do you anticipate sending transporting anything or receiving anything from outside of the US This applies to both actually exporting or importing equipment or other items or hand carrying items into or out of the country Do you anticipate any travel outside the U S associated with
18. al These prompts are in the left hand column of the RAMSeS screen Ifa person has been give access to proposal data he she may access the proposals for their department under PROPOSALS IN MY DEPT Proposals will be visible to all departments that have been granted access Ifa person is an IPF Approver as opposed to a department Chair or Dean proposal data may be accessed through DEPT APPROVAL INBOX When accessing projects with the DEPT APPROVAL INBOX depending on the routing status proposals can be found under either the UNSUBMITTED PROPOSALS or SUBMITTED PROPOSALS tab yellow and green tabs in upper middle of the screen Once the desired proposal has been found click on the proposal number to access it At any time a proposal is in development an Adobe printable document of everything that has been entered in RAMSeS for that proposal may be obtained by clicking on the Adobe icon 7 that appears at the far right in the list of proposals ECSU 2011 31 RAMSeS User Manual Reporting RAMSeS offers a wide range of reporting options that anyone can access To access the reports click on the Reporting link on the blue menu bar in RAMSeS The screen will look like figure 27 below Each report be exported to Excel for modification and review If you experience problems running any report contact OSP RAMSeS dear Prete m gruppoinasaaser Eum ECT
19. amp A funds An entry of 100 indicates that you request the full 10 F amp A to be returned to the PI When several ECSU faculty or staff are collaborating the 10 F amp A return may be divided among the Pls but must be allocated in whole numbers i e three Pls may divide it as follows 34 33 33 100 Enter just numerals in this field not decimals or the percent sign Release Time Questions There are two questions that were on the paper version of the Release Time Certification form that was required of all faculty requesting course reduction if the project was funded Answer YES or NO according to the project List of Investigators The Lead Principal Investigator and all Principal Investigators will receive an electronic notifica certify their role on this project prior to submission to the Sponsor You may go back and Remove an individual who has been previously accepted If you ion to ECSU 2011 10 RAMSeS User Manual need to make changes to an Investigator already added to the proposal you may click on the Edit link to the left of the individual s information See Figure 11 Budget Fill in the budget information for the initial and total period of the project see Figure 12 on next page If the project is just one year complete the Initial Period and then click the Click Here if this is a one year project link located to the left of Total Budget Total Request Do not use commas to
20. ams 17 Shows the UNC Tomaten selections on the Comunity Benefits pape ES Ge Rie gt ECSU 2011 21 RAMSeS User Manual Does this project involve the study of birth to 12th grade education Does this project promote adult education and or life long learning Does this project involve research with an Institute Center within ECSU UNC Tomorrow The information requested in this section is being gathered at the UNC General Administration s request to assist them in reporting on research activities that meet the needs of North Carolina s citizens as outlined in the UNC Tomorrow report see Figure 17 Please Select Primary Activity Please select one or more of the listed categories that best describe s the primary activity ies in your proposal The options are Global Readiness Increasing Access to Higher Education Improving Public Education Economic Transformation and Community Development Health Environment or Other Once all questions have been answered click the Save button to save the information entered and move to the next section of the RAMSeS proposal record Location of Sponsored Activities For each location that is added a percent of time must be provided i e under the In State County heading an entry of Guilford 20 indicates that 20 of the project activity will occur in Guilford County NC ECSU Locations In the drop down box select the specific campus location
21. an existing contract or grant Renewal or Competing Select this label if you are requesting new dollars for continuation of an existing award to establish a new budget period Resubmission or Amendment Select this identifier 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 Revised Personnel Revised Cost Share Revised Budget Reporting Designation can be New Carry Forward Prorate e interest income Budget Revision Preliminary Agreement Pending People The People tab shows everyone that has a role on the proposal The roles are the same as those on the Investigators Research Team on the proposal side They get added when a proposal is x ES added to the award or someone manually adds a person 36 People view shows each dun that has been named on the awari 2011 37 RAMSeS User Manual Events The Events tab is like that of the submission and the award project Events SS It shows events that have been created for OSP or CRG staff See Figure 37 Cena m ra LA LA E gure 37 Events view ats ech event that hat been rested for the award being Distribution The Distribution tab shows all the accounts for current award and how much is distributed to each one C amp G adds t
22. ccess If an attachment says Admin Office only OSP and C amp G staff can access the file If it says All Parties everyone that has access to the file can see it JEEE EEE 24 atachents ew has inks to attachments on both the swan for the project and ane When award is accessed screen will appear showing tabs much like those of ntium sait p oe the project It carries over the project mon aet title and project number from the award project screen EE General The Award General tab shows 7 the award amount sponsor award i number award type reporting 7 designation dollars feed date award din notice received date whether or notitis ARRA Stimulus funding budget begin Deus Nr and end dates the award admin satan department and notes that are relevant meae EL to this award 2011 36 RAMSeS User Manual Award type can be one of the following Supplement Select this identifier if you are requesting additional new dollars extending the period of performance or requesting a change in the scope of work on an existing award New Select this identifier if you are requesting new dollars NOT associated with an existing contract or grant Non Competing Continuation Progress Report Select this option if you are requesting release of dollars previously committed by sponsor agency for
23. ce date 6 15 2010 10 46 Assumptions of Risk AOR Should you have questions please contact OSP Awards Shows all awards made with respect to the proposal You may access individual awards by clicking on the award number in the list appearing on the next screen Notes The tab that has a sheet of paper with a turned down edge is the notes tab This tab allows access to view all submission notes related to the proposal and offers the ability to add new ones Submission notes CANNOT be deleted and everyone with access to the proposal in RAMSeS can read them Exercise your best judgment when drafting a RAMSeS submission note ECSU 2011 30 RAMSeS User Manual Attachments The paperclip tab is where attachments can be found and added to a proposal once it has been submitted for review and approval by the PI Once a proposal has been routed for signatures or has reached the PROPOSAL APPROVED status all of the following Investigators Administrative Contacts Departmental Contacts or OSP may add documents to a proposal However at this point only OSP may remove attachments or make other changes that may be needed For Department Heads and Deans Department Heads Deans and anyone listed as an IPF Approver person authorized to sign on behalf of the Department Head or Dean may access proposal data in RAMSeS through PROPOSALS IN MY DEPT or DEPT APPROVAL INBOX depending on the access level given to each individu
24. e on this policy please contact OSP at 252 335 3250 Principal Investigator This individual should only be selected if the Sponsor allows for multiple Pls meets all of the criteria for a PI and is not the Lead Principal Investigator The classification Principal Investigator in RAMSeS corresponds with the title Co PI as used by funding agencies All principal investigators have to certify the proposal in RAMSeS Investigator This individual is considered to be a primary contributor to the successful conduct of a research project Investigators are not required to certify the RAMSeS proposal but their respective department heads and Deans will have to authorize the proposal Fellow This individual is a student pre or postdoc applying for a fellowship or support for dissertation research whose mentor is the Lead Principal Investigator on this proposal PostDoc This individual has received a doctoral degree and serves on the research project Administrative Contact This individual has proposal edit rights but is not named in the budget e g department contract and grant manager REMINDER NEVER add the OSP or C amp G points of contacts as an Administrative Contact They have access to all proposals in RAMSeS and adding them could hold up a proposal because of unnecessary delays caused by the related routing and approval issues Other This individual does not meet any of the above definitions 2011 9 RAMSeS User Manual
25. e sponsor and the title listed on the abstract Once all the required fields have been completed the SAVE button located at the bottom of the page should be clicked Once the information has been saved the proposal is assigned a number and a new menu will appear see Figure This initial menu will have only the General Info and Submission Notes sections checked as complete As you complete each section it will be checked off see Figure 9 below Once all sections are completed you imam Shows a sectione compete 2011 7 RAMSeS User Manual Investigators Research Team In the Investigators Research Team section you will provide the requested information about all individuals involved with this proposal The research team must include individuals named in the budget as well as administrative contacts and investigators whose research protocols human and animal may be used on the project See definitions below NOTE The departmental contact in OSP C amp G and the appropriate department head and dean should not be added as an Administrative Contact to a proposal because they automatically have access to the proposals for their departments school or college OSP and C amp G staff members also have access to every proposal in RAMSeS Adding these individuals is unnecessary and it could delay routing of the proposal Contact OSP if you have questions about who should and should not
26. equires the information requested in this section of RAMSeS Transfer Agreement A transfer agreement can be a Material Transfer Agreement MTA academic or research use license or any other written agreement under which the ECSU researcher has obtained the limited right to use something owned by another entity ECSU researchers also share materials with outside parties under an MTA or other forms of research use licenses Should the sponsored research proposal contemplate using materials data or software obtained under such an agreement OSP must take care to avoid conflicting obligations between the transfer agreement and the sponsor of the proposed research License A license is a written agreement whereby the owner of property grants limited rights related to that property to another A commercial license for tangible property material or intellectual property typically grants the right to make use or sell the property If a ECSU invention is licensed to a commercial entity and is also to be used or further developed in the proposed research OSP must take care to avoid granting rights for that invention to the sponsor of the proposed research In order to complete this section of the RAMSeS file you must answer the following questions 15 this proposal an SBIR Small Business Innovation Research Program SBIR is a highly competitive program that encourages small businesses to explore their technological potential and provides
27. he accounts and distributes the funds for each award Fire 38 view of an award Proposals The Proposal tab lists the proposal that is linked to the current award There should only be proposal listed on each individual many proposals inked to it Proposals listed on awards are based on the project A project can run for many years were an individual award may only run for one to three years based on the terms of the award documents Fire 39 Proposal ew ats the proposal that inked to the award being viewed 2011 38 RAMSeS User Manual Attachments The aetachments ta shows st files that have been uploaded to the award that is being viewed Figure 40 Award Attachment tab lats at the documents that have been uploaded far the n Should an award have documents that the PI RA or anyone else that has been granted access not be accessible contact OSP With legacy data there may be some files that cannot be accessed without OSP making the needed change When an award is not accessible the PI or RA should contact the OSP at 334 5878 and they will correct the problem If the PI or RA cannot find an award that they have documents for they should provide OSP with the documents so the award can be created in RAMSeS and the accounts set up All award documents should go to OSP first OSP will then create the award so that C amp G can set up the account OSP then routes notifications to the app
28. he agency to which the proposal is being submitted The General Information consists of the following fields ECSU Short Project Name This may be different from the full Project Title and is used for tracking purposes Project Start Date Please use the calendar feature to select the proposed start date for the project Project End Date Please use the calendar feature to select the proposed project end date Activity Type or Chess Code Please select the most appropriate activity type from the drop down list e g Research Training Proposal Type Please select the appropriate label Supplement Select this identifier if you are requesting additional new dollars extending the period of performance or requesting a change in the scope of work on an existing award New Select this identifier if you es ween tete man are requesting new dollars NOT pacc associated with an existing at ay pe ee contract or grant Non Competing Continuation Progress Report Select this option if you are requesting release of dollars previously committed by sponsor agency for an existing contract or grant Renewal or Competing Select this label if you are requesting new sia dollars for continuation of an 1 existing award to establish a new budget period 2011 5 RAMSeS User Manual Resubmission or Amendment Select this identifier if a previously submitted proposal is being revie
29. he proposal number EE Subcontracts The Subcontracts tab will show every active subcontract that has been added to a project This view shows the subcontract number assigned by RAMSeS the imm rer inm account number of the subcontract SNR ROUEN EE EE status sponsor date sent date fully Puce executed and the total amount of the e subcontract nsn pies pod Subcontracts are accessed by clickingon il the desired subcontract number auam Attachments for subcontracts only zum 3 cr visible within the individual see o subcontracts All subcontracts should be created by someone in OSP to ensure that the terms and conditions meet the University s guidelines They also must have the signatures of both the authorizing official at ECSU and the agency providing the service p E Figure 33 Subcontract iew has ink t ECSU 2011 as the subcontracts for a project RAMSeS User Manual Notes The Notes tab has an icon of a piece of paper with the corner turned down It will show all notes that have been added regarding the project Attachments The Attachments tab has an icon of a paperclip just like the attachment tab on the proposal side It shows not only all the award attachments but also all of the proposal attachments It lists the name of the attachments the file size file type attachment type and who has a
30. include this abstract in the Research Abstracts Database RAD Select Yes No to indicate whether you wish the proposal abstract to be published in the ECSU Research Abstracts Database RAD RAD is a database designed to match faculty researchers with potential collaborators and funding resources and to help identify expertise and areas of research interests on the ECSU campus All abstracts the database will be available to the public If the project abstract contains ANY university or sponsor proprietary information such as a description of a potentially patentable invention i e a new and useful process machine article of manufacturing composition of manufacture or related improvements you MUST not give permission for it to be published check No The abstract should be plainly written in sufficient detail to summarize at least 1 the purpose s or problem s 2 the hypothesis es or objective s and 3 the method s of the project s If the project involves a potentially patentable invention the PI should contact the Office of Research Compliance at 252 335 3823 for invention management assistance Tigre 18 Application Abstract page ECSU 2011 23 RAMSeS User Manual Attachments You may add as many attachments as necessary These attachments will be available to all IPF approvers persons authorized to sign approve the proposal listed on the Approving Departments tab On the RAMSeS attachment
31. it button the selection will be remembered until the history has been cleared on the computer being used AES Enter your Campus user name and password at the next screen see Figure 2 fuel If you have problems logging into RAMSeS you should contact the Mr Rufus Dance at 252 335 3940 Once you are logged in the screen will look like Figure 3 below ECSU 2011 1 RAMSeS User Manual The home page also referred to as the Dashboard is where Principal Investigators Pls or administrators create new or access prior submissions and awards It is also the place for department heads and deans to access proposals for their respective departments or schools colleges Sateen See st ate sys c eme eh Dents ay Hort d Hu eects Es yet pv posa ana aa ED atcur erg De The menu links do the following Start New Proposal Where the RA or PI goes to create a new proposal My Proposals List of all unsubmitted submitted proposals that the user created or is named Proposals in My Dept Access for department heads deans to all proposals from associated with faculty in their department or school college Assumption of Risk Inbox OSP use only My Awards List of all Active Inactive awards for the PI logged in or anyone listed as an Administrative Contact on the award Awards In My Dept Access f
32. k to ORC Glee ck d lf the proposal involves animal eee eee subjects and submission tothe goes ics Institutional Animal Care and Co DEC Use Committee IACUC has Prep e been completed provide sss protocol number assigned by the ORC Clicking on the magnifying glass will allow you to identify all animal protocols Fol for every member of the research team who is listed on the Investigator Research Team page Select the relevant protocol s for this proposal from the list shows an expo th Retearch Subjects tection end The remaining Yes No questions are necessary for the to accurately link research proposals with approved protocol s Please answer these questions to facilitate the work of the ORC and If the proposal involves animal subjects and no submission to the IACUC has been made indicate IIT Just in Time processing This indicates that submission of a protocol will be made to the IACUC once ECSU is notified that funding award is imminent Not Submitted Some explanation required The PI will need to know why this option exists and how it differs from JIT Research Materials ECSU 2011 16 RAMSeS User Manual Special ECSU clearances may be required if these types of research materials are used in the sponsored project If any of the hazardous research materials listed will be empl
33. list these documents will be labeled IPF indicating that they were uploaded during the submission of the IPF Once submitted attachments may only be viewed After submission in RAMSeS documents included as attachments may only be revised by downloading them editing them and uploading the revised version If an attachment needs to be removed from the RAMSeS attachment list contact OSP Additional proposal documents may be uploaded after the IPF has been submitted and assigned for viewing by persons occupying the following roles IPF Creator Lead PI Only Admin Award Dept IPF Approver Lead PI Appt Dept IPF Approver Certifying Investigator s Research Team or All IPF Parties Any document uploaded after the IPF is submitted will be automatically viewable by the Admin Office as well as OSP Such documents may include a JIT copy of the IRB or IACUC approval documents On the RAMSeS system table of attachments associated with the proposal these documents will be labeled Post Approval indicating that they were uploaded after the IPF was submitted Approving Departments Please review the List of Approving Departments at the bottom of this screen Each school or college represented in the proposal by a person or department must be listed This section is pre populated based on information entered in the Investigator Research Team section with one exception RAMSeS does not Office therefore itis the RA PI s responsibility
34. mp A cost base for each budget year F amp A Rate and F amp A Rate 2 The F amp A rate defaults to the current Organized Research rate but may be changed by clicking Change Rate and entering a different rate in the field Required Submission Note If the F amp A rate is different from the University s on campus rate of 54 7 or its off campus rate of 14 4 you should include a submission note with your proposal telling why the rate is different see submission note instructions below If it 2011 12 RAMSeS User Manual is agency mandated instruct OSP where to find this information in the guidelines for the project o F amp A Amount and F amp A Amount 2 Click Calculate Amt to obtain the product of the F amp A base and the F amp A rate If necessary this field may be edited manually Initial Funds Req Requested This field may either be calculated by clicking Calculate Total or changed manually If your project lasts only one year you should click the Click Here if this is a one year project link to the right of Total Period Total Request This will copy the information from the Initial Period to the Total Period so that you do not have to enter the information again Total Period Total Request Enter the cumulative fiscal information for the entire grant funded period in these fields Total period include all years of the proposed project This could be one year or multiple years Cost Sharing or Cash Matching i
35. ne d A Ad ba pum 777 Fiure 5 sponsor popupwindow 0 Figure 6 showing an eramale ot the results of a keyword search Funding Opportunity Sponsor Application Number If applicable enter the alphanumeric number for this Request for Proposals RFP in Grants gov this is called the Funding Opportunity Number FON This information is very helpful for all parties involved but especially with opportunities that utilize the Grants gov application process Sponsor Program Name If applicable enter the name of the agency program for which the application is intended For example NSF offers many funding opportunities but each has a distinct name such as the Postdoctoral Research Fellowships in Biology Frontiers in Earth System Dynamics or Paleo Perspectives in Climate Change Proposal Guideline URL If applicable enter the web address of the guidelines instructions associated with the Sponsor s announcement and application materials Prime Funding Agency The Prime Funding Agency field applies when ECSU receives a sub grant or subcontract from an intermediate funding source e g NIH awards a grant to Duke and Duke awards sub grant to ECSU In this case NIH is the Prime Funding Agency and Duke is the Funding Agency 2011 4 RAMSeS User Manual Address Provide the address of the funding agency to which the proposal will be submitted Contact Phone Provide the phone number for the contact person at t
36. nitial current budget period NOTE All cost sharing must be documented in accordance with established criteria The Lead Principal Investigator and his her department chair must concur with and commit to any cost shared resources Does the proposal include funds or contributions in the form of cost sharing or cash matching Please indicate whether this proposal commits ECSU the Department or Center Institute and or a subcontractor to provide cost sharing or cash matching in support of the project If the answer is yes please select the unit on campus that providing the match by clicking on the blue link that reads Click Here to Add Cost Sharing Cash Matching Unit You will need to provide the unit amount and account number from which the funds are to be drawn Ifyes check the appropriate type s lease check all that apply Agency Mandated Cost sharing which is required either by federal statute or established by sponsor policy The costs are documented and are necessary and reasonable to properly and efficiently accomplish project objectives Voluntary Mandatory if Awarded Cost sharing which is not required by federal statute or sponsor policy or which is in excess of any such stated ECSU 2011 13 RAMSeS User Manual requirements and is volunteered to substantively demonstrate the collective university commitment to a project F amp A The PI elects to provide cost sharing by charging le
37. or department heads deans to all awards for associated with faculty in their department or school college ARRA Submissions Used for accessing ARRA reports only Pis who have an ARRA funded project will see information here PI Certification Inbox Shows list of submissions that require the PI to electronically approve Dept Approval Inbox Shows list of submissions that require the department head s dean s electronic approval 2011 2 RAMSeS User Manual The center of the screen provides information about both the Proposal and Award Dashboards and provides links to the Frequently Asked Questions and Help files The Help file is also accessible from every page within a proposal Adobe printable document of a proposal can be obtained by clicking the adobe icon at any time 2 This icon is found on the far right of the row for each proposal shown and under each menu option on the home page except for START NEW PROPOSAL and ARRA SUBMISSIONS Within a proposal the Adobe icon is located in the top left right beside the proposal number The Adobe document contains all information that was entered while answering the questions on the elPF the name and size of every attachment associated with the proposal and the date and time approvers required to sign off on the proposal complete this task see Appendix 1 for an example Creating a new proposal Click on the Start New Proposal link and begin filling in the required fields
38. oyed in the project please contact ORC for guidance regarding these questions at 252 335 3250 Once all questions have been answered click the Save button to save the information entered and advance to the next page of the RAMSeS file Subcontractors If subcontractors are included as part of the proposal list the subcontractor names and provide the information requested below see Figure 14 Search for subcontractors by key word i e one word from the subcontractor s legal name if the subcontractor is not listed use the Not Listed option to manually add the subcontractor Items to include as attachments related to subcontractors see below for instructions related to attachments 1 Subcontractor statement of work 2 Subcontractor budget 3 Subcontractor budget justification 4 If NIH is the sponsoring agency include a 398 and a 2590 face page budget pages for initial and subsequent years budget justification checklist and ECSU Subcontract Commitment Letter 5 If NIH is not the Sponsor Agency a ECSU Subcontract Commitment Letter is still a necessary attachment Additional information that may be required includes 1 the negotiated Indirect Cost Rate Agreement and 2 Representations and Certifications ECSU 2011 17 RAMSeS User Manual If the project has no subcontractors click the No Subcontractors button to save the page and advance in the RAMSeS file Export Control ECS
39. receive all C amp G post award information such as monthly financial statements The departmental pick list is pre populated and contains every Department Center School and College on campus Affiliated Center Institute Select other ECSU Centers Institutes that will contribute space personnel or equipment to this project This information is pulled from the departmental pick list Sponsor Deadline Enter the date by which the proposal must be received at the Agency Sponsor Please indicate whether receipt will be noted based on the day the proposal was sent postmark or the day the proposal was received by the sponsor receipt date Generally OSP and C amp G review 2011 6 RAMSeS User Manual proposals in the order in which they are received Proposals should be submitted in RAMSeS minimum of five business days prior to the sponsor deadline to ensure proper review and timely submission When proposals are not internally routed within the above timeframe they will still be processed and submitted Previous ECSU Account Number 6 digits no hyphen f this proposal amends supplements renews or continues an existing project provide the most recent ECSU account number This information will assist in proposal review Title of Project Include the full title of the proposal that ECSU is submitting to the Funding Agency This title should match the title on the cover letter the face page that will be sent to th
40. ropriate Dean Department Head Campus News Provost Office and the Vice Chancellor for Research and Economic Development RAMSeS Contacts For technical assistance with the application itself ie login difficulties error messages etc or procedural assistance with the submission of the forms contact OSP 252 335 3250 or e mail us at ecsuosp mail ecsu edu 2011 39
41. s where research will be conducted Out of State Locations In the drop down box select the state s in which sponsored activities will occur More than one state can be selected or all states can be selected In State County Locations In the drop down box select the NC county or counties in which sponsored activities will occur More than one county can be selected or all counties can be selected Out of Country Locations ECSU 2011 22 RAMSeS User Manual Please select the name s of the country or countries where sponsored activities will occur Once you have selected all applicable locations you may move to the next screen in the RAMSeS file Application Abstract At this screen see Figure 18 please select a Classification of Instructional Programs CIP code that describes the type of research contained in this proposal select an applicable CIP category from the drop down list The CIP is a taxonomic coding scheme that contains titles and descriptions of predominantly postsecondary instructional programs It was developed to facilitate the National Center for Educational Statistics NCES collection and reporting of postsecondary degree completions by major fields of study using standard classifications that capture the majority of reportable program activity For additional information on CIP codes please visit the NCES website at http nces ed gov pubs2002 cip2000 ciplist asp I give permission to
42. s and licensing or material transfer agreements can sometimes conflict Your answers to these questions will help OSP speed communication and avoid problems that may delay your prOoject For additional information regarding any of your intellectual property questions please contact the Office of Sponsored Programs at 252 335 3250 or you may visit OIC s Commonly Asked Questions and Answers About Patents amp ses cnn ZS Disclosure Disclosure refers to the submission of an Innovation Disclosure Form IDF to the Office of Innovation and Commercialization en Nae An IDF may lead to the ge filing of a patent pem application and may EN RAMSeS User Manual further lead to commercial licensing of the invention regardless of whether a patent application was filed Patent A patent is a federal grant based on an invention that gives the holder the right to exclude others from making using or selling the invention A patent application gives notice that such rights may arise in the future however the right to exclude others begins only when the patent is issued Sponsored research projects may focus on further development of ECSU inventions already claimed in a patent or patent application or patented inventions owned by outside parties may be relevant to the project Situations of this type make it necessary for OSP to address these issues appropriately in the sponsored research agreement and this r
43. screen have a red check mark beside them the Submit button for the entire proposal can be clicked This initiates the routing process for review and approval Submitting the proposal for review and approval triggers notifications to be sent to all persons needing to approve the proposal before the sponsor deadline If any of the investigators named in the proposal clicks the Submit button for the group the screen will look similar to the one in Figure 20 below As approvals are given the appearance of the screen will change If the PI was not the party who submitted the proposal for review and approval he she may gain access by clicking on the number beside PI Certification at the extreme lower left on the home page and then clicking on the corresponding number Department Heads and Deans will do the same except in their case access is gained by clicking on the number beside the Dept Approval Inbox at the extreme lower left of the screen ECSU 2011 25 RAMSeS User Manual Cement i ur ewe vnc nr ai eam a p ee Den Ye Deng noes Ree Sets L LL IL pe E bises ii gst m oa Dd ponerte M mn prs Samat pues Soe aes haa rote beret Tito A Mer p p wx Fire 20 Routing view Pls must click the Certify Proposal button must reaa through
44. ss than the full indirect cost rate applicable to the project This type of cost sharing requires F amp A rate reduction approval by OSP In Kind Normally encountered in public service oriented projects involving the contribution of services from outside the University Such services might be donated by student tutors private MDs dentists volunteers etc or consist of property donated by non federal third parties Although the University does not pay for such services these must be documented and should at a minimum entail a record of dates and time donated by the individual IMPORTANT FAILURE TO MEET OR ADEQUATELY DOCUMENT IN KIND CONTRIBUTIONS COULD RESULT IN A PRO RATA PORTION OF UNIVERSITY INCURRED COST BEING DISALLOWED AND THE CREATION OF A SERIOUS FINANCIAL PROBLEM Matching Involves a University contribution of funds specifically appropriated for and allocated to the project The allocation and billing of project costs is processed in accordance with the agreement for example 75 Federal and 25 non Federal Salary Cap A mandatory form of cost sharing whereby a sponsor typically the NIH places an upper limit on the salary payable to a Pl Other Use this field to describe other types of cost sharing or cash matching you requesting the Vice Chancellor for Research and Economic Development ORED provide funds to support this proposal Please indicate whether this proposal commits ECSU or a subcontractor
45. the submission confirmation and click the Yes button to continue Ere cem reet VETTTN melde oan OSG o n eite Er er nes ot M DEUS s p apy neni M mp Y inan pa tracert ee ce co tn acer ee ep EO EE EMEN LET I Fire 21 Simson sereen no 1 Then Pls must click the Submit Certification button to electronically sign the proposal ECSU 2011 26 RAMSeS User Manual M Maas p Em sents SEDET tots edat wha a ci a t EE ae ame rae A i cn a msn i p Figure 22 Submision sereen na 2 Each PI listed will follow this procedure to sign the proposal Once the Lead PI has signed the proposal advances to the Departments and Deans Offices following the routing order listed on the Approving Depts page OSP is the last stop for all proposals where they receive the final approval Department Heads Deans Once the proposal has been submitted by an investigator authorization may be initiated by clicking on the Authorize Proposal button in the row of buttons at the middle of the screen as seen in Figure 23 below ECSU 2011 27 RAMSeS User Manual 5 eo sam t mes XM9 p c Lo d amem Aton miens Laer Prat Lm LRL o eee pouce rm an pubugumecc pum Eo pg eon caet ped EL ees ters Mut p Figure 23
46. wed for funding by the sponsor The submission of a revised request would occur for the following reasons Revised Personnel Revised Cost Share Revised Budget If your proposal does not match one of the descriptors above please contact your department s contract specialist in the Office of Sponsored Programs to discuss the specific circumstances Award Type Select the appropriate label Will this proposal be submitted electronically to the Sponsor Indicate if the proposal is to be submitted to the sponsor by an electronic method i e Grants gov email etc Does the sponsor require a paper copy of this proposal or any part thereof Please indicate if any physical documents are to be submitted to the sponsor if paper copy is required provide the number of copies and courier address proposal is to be mailed to Additional mailing instructions can be left as a submission note Is this a SNAP Streamlined Non Competing Award Process Please indicate if this proposal is being completed for a SNAP For more information about SNAPs working with NIH and eRA Commons go to http era nih gov services_for_applicants reports_and _closeout esnap cfm Is this proposal being submitted for funding under the American Recovery amp Reinvestment Act Stimulus a Funding E award Admin Department Lead Unit Select the ECSU sem Department that has the responsibility to manage the contract or grant This unit will
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