Frequently Asked Questions

Contact your Department Security Administrator (DSA) so that they can assign the appropriate access role(s) to your KSAMS account.  Don’t know who your DSA is? Check the DSA Lookup in KSAMS: https://systems.oit.uci.edu/kfs/ksams/lookupDSA.htm  (NOTE: You must be on the campus network or use the UCI VPN to access this system.)

You can generate a direct short URL link to the proposal, which you can email to them. Refer to the KR Proposal Development User Guide > Additional Info > Link Feature for instructions. Alternatively, you can direct your PI to their KR Action List from ZotPortal > Research tab > Research Tools & Support portlet.

Following the upgrade to Kuali Research (KR), the old Kuali Coeus (KC) was decommissioned. Therefore, links leading back to KC pages are no longer valid. You can access KR through Zot!Portal and rebookmark KR links from there.

Proposals converted from KC to KR are subject to the new data validation checks and errors included in the upgrade, including the completion of the new questions in the Questionnaire Section and fields in the Supplemental Information Section.

If you are an Approver (PI, Chair, Dean, MSO, Initial Unit Review) you will need to Return the Proposal Document to the Initiator for them to make the corrections, or you will need to contact the Initiator to Recall the Proposal Document so that they can make the corrections. Please refer to the Proposal Development User Guide for Initiators and Faculty to review how to perform these actions:

• Return Proposal Document (Additional Info Section > Reviewer/Approver Actions)
• Recall Proposal Document - (Additional Info Section > Summary/Submit Actions)

If you are the Initiator, you will be presented with a Data Validation error window upon attempting to Submit for Review; please follow the "Fix It" links to the proposal sections requiring attention. 

From the ZotPortal > Research tab > Research Tools & Support portlet, click on KR Action List get into the KR system. If you are not able to locate your document from your Action List, click on the Doc Search and try searching for the document by entering the Doc number (e.g. 22755133) in the Document ID field; click search.

When the document is retrieved, click on the Document ID to open the proposal file to make edits before submitting back to workflow. Note that proposals converted from KC to KR are subject to the new data validation checks and errors included in the upgrade, including the completion of the new questions in the Questionnaire Section and fields in the Supplemental Information Section.

If your document shows a Status of Canceled, you will need to Copy it to a new document in order to edit and submit to workflow.

If your document is Canceled, you will need to Copy it to a new document in order to edit and submit to workflow. To do this, open your proposal document, then click the Copy button in the Proposal Toolbar. A new window will appear, where you will need to select the Lead Unit for your new proposal. You also have the option to include the Budget and the Questionnaire. Click the blue Copy button. 

Note that proposals converted from KC to KR are subject to the new data validation checks and errors included in the upgrade, including the completion of the new questions in the Questionnaire Section and fields in the Supplemental Information Section.

KR no longer requires the subaward name or budget file to be included in the Budget section. Please refer to the Proposal Development User Guide for Initiators and Faculty to review specific instructions for proposals with subawards (Additional Info > Proposals with Subawards)

The KR system utilizes Locking to prevent multiple people from editing a document simultaneously and causing data integrity problems. When a user has a document open they “own” the Lock on that document which prevents any other user from opening it in edit mode. If a user leaves their document without using the Close button at the bottom of the screen it will leave their lock in place preventing other users from modifying the document. Locks are cleared after 24 hours, but in the meantime this can prevent users from making needed changes. When a user tries to open a document with a Lock in place they will receive an error message indicating the document is locked.

When you see the error message below, you should check with the user to see if they are still in the document; they will need to use the Close button at the bottom of the screen to exit the document.

If you are not able to get in contact with that user, a KR system administrator can delete the lock which was accidentally left in place. Please contact the ERA Team for assistance.

In a PD record, if a user uploads an attachment with special characters in the filename, the system will generate the following warning.

This is a built-in Kuali System-to-System validation that unfortunately cannot be suppressed at this time. The warning will NOT prevent the proposal from submission for review or any action in the KR system, so you can dismiss the warning message by clicking on the “x” in the upper right corner.

We can only enter UCI employees into KR. You can add this person on the actual application package to Grants.gov or Cayuse, but not in KR. We don’t store any non-UCI employees in our data systems.

You will need to create a new budget version: Only a Summary Budget is only required. Do not complete a Detailed Budget. Do not select Modular Budget option. For NIH proposals, you will be presented with the option to select a Modular Budget; do not select Modular Budget, even if you are assembling a Modular Budget in Grants.gov or Cayuse. For your Budget Version that contains the Modular Budget, mark it as Incomplete and Remove it from Submission, then create another Budget Version and select that one as Complete and the version to Include with Submission. Please refer to the Proposal Development User Guide for Initiators and Faculty and review the Budget  section for more information.

From Zot!Portal, under Research Tools & Support, click on KR Document Search. When you are in the Document Search screen, click on the Detailed Search button. The detailed search screen gives you more options for search criteria. If you only want to see Proposals, use the Document Type field to narrow down by 'ProposalDevelopmentDocument' (it has to be entered exactly like that. Alternatively you can use the magnifying glass lookup to do a wildcard search for *proposal*development* and select ProposalDevelopmentDocument.) Enter the Initiator's UCINetID in the Initiator field and select ENROUTE for Document Status. Click Search.

Proposals that were created prior to the upgrade in the Kuali Coeus (KC) 5.2.1 system are available and accessible in the new KR. If you have the Doc ID # or Proposal #, you can use the Document Search or Proposal Search in KR to look up the record.

No. Notes will not copy over. Only the File Attachments that are uploaded will copy to the new document.

Yes. Resubmission is no longer an option in the Proposal Type dropdown. In the actual application, the sponsor may request that a Resubmission proposal be distinguished as such, but we are no longer collecting this information in KR Proposal.

Yes. An Aggregator is able to view and edit all sections of the proposal and submit a proposal to workflow. This permission applies to this proposal document only.

Yes. An individual with KSAMS Admin Contact role is able to view and edit all sections of the proposal and submit a proposal to workflow. This access applies to all proposals created for that lead unit.

Yes, the PI will receive an auto generated FYI notification, although the Recall action is not specified in the email. However, the Recall action is recorded in the Route Log. Please note that if any approvals have already been completed, they will need to be obtained again.

No, faculty mentors do not need to be listed in the Personnel Section for COI purposes. COI Annual Disclosure and Training completion is not needed for all faculty mentors as long as they are not involved in research. However, the PI of the project who is ultimately responsible for the grant does need to be listed and complete Annual Disclosure and Training.

There are two locations in the Proposal Development Document where you can make notes: in the Attachments section and in the Route Log.

Please refer to the Proposal Development User Guide for Initiators and Faculty to review how to perform these actions:

• Add a Note in the Attachments Section (Attachments > Notes) - Please be aware that notes CANNOT be deleted.
• Add an Action Message in the Route Log (Summary/Submit Actions > Log Action Message) Please be aware that Action Messages CANNOT be deleted.