Institutional Proposal

The Institutional Proposal (IP) document is the master record for the submitted funding proposal. Administrators update the IP document with documents, updated Special Review details, or other details during the pre-award phase.

KC automatically creates the Institutional Proposal document when a Proposal Development document status is updated to Submitted to Sponsor. Administrators can manually create an Institutional Proposal document by promoting a Proposal Log document.

When an Institutional Proposal is selected for funding by a sponsor, from an Award document, the administrator can link the Institutional Proposal document to the Award document as the funding proposal. KC uses information from the IP record to populate the Award document (examples include title, sponsor, proposal persons). Administrators then add and/or modify the provided information in the Award record. When an IP record in Pending status is linked as a funding source to an Award record, the IP record’s status is updated to Funded.

Unlinking an IP record used as a Funding Proposal in an Award record is performed from the IP record from the Institutional Proposal Actions Tab > Funded Awards panel.

In this topic:

Pages Overview

Figure 142 Institutional Proposal Document Layout Example

Table 51 Institutional Proposal Document – Page Descriptions

Page (linked to documentation topic)	Description
Document Overview	Standard KC fields for defining and tracking this document.
Institutional Proposal	Key proposal information, some data is automatically entered by KC from the Proposal Development document or the Proposal Log document
Contacts	List of project personnel and administrator contact information
Custom Data	Customized sections and data elements specific to your institution
Special Review	Special reviews required for regulatory compliance
Intellectual Property Review	A record of Intellectual Property reviews; required for proposals submitted to commercial sponsors Maintained by either OSP or the Technology Transfer office, depending on your institution’s business processes
Distribution	Project cost sharing and unrecovered F&A for each project year
Institutional Proposal Actions	Institutional Proposal data validation, Funded Awards, Proposal Notice Generation, Current and Pending Support report generation, email notification, and routing
Medusa	A hierarchical view of KC e-docs and a point-of-entry to those e-docs Medusa shows the relationship between the Institutional Proposal and Awards, and allows the user to navigate between them.

Permissions

Your KC user role determines your permissions to create, modify, view, or print an Institutional Proposal document. Your institution may create its own user roles and authorizations or you may use the default KC roles and authorizations:

Table 52 Institutional Proposal Permissions

User Class	Role	Authorizations
OSP Administrator	Maintainer	The OSP Administrator is responsible for high-level maintenance of the Institutional Proposal. The OSP Administrator can view, create, edit, and version an Institutional Proposal document.
OSP Administrator – Contractor	Viewer	The contracting officer is responsible for negotiating contract terms. The contracting officer can view most portions of the Institutional Proposal. The contracting officer may have permission to modify the Intellectual Property Review section or the Intellectual Property Review document.
Unit/Dept Administrator	Viewer	The unit/college/departmental user can view an Institutional Proposal document for his or her department.
PI/Co-PI/Key Personnel	Viewer	The PI, Co-PI, and key personnel can view an Institutional Proposal document for their proposals.
Compliance Administrators	Viewer	Compliance administrators (for example, IRB, IACUC, or COI) may be able to view an Institutional Proposal document.

Access

You can access the Institutional Proposal document one of these ways:

To access an existing Institutional Proposal document:

• Researcher menu > Proposals menu group > Search Institutional Proposals link

• Unit menu > Pre-Award menu group > Institutional Proposal

• Central Admin menu > Pre-Award menu group > Institutional Proposal

• Action List screen > Document Id column > Document Id link

• Doc Search screen > Search Results table > Document Id column > link

When using a lookup method:

• Enter your search criteria in the Institutional Proposal Lookup screen

• Locate the existing document in the results section and then click ‘return result’ to open the document.

j0438981

TIP: When you first open the IP document from the search window, it will be in READ ONLY mode. Click the (edit) button located at the bottom of the screen to make any additions or changes to the document.

To create a new Institutional Proposal document:

• Unit menu > Pre-Award menu group > Institutional Proposal

• Central Admin menu > Pre-Award menu group > Institutional Proposal

Creating an Institutional Proposal from a Pending Proposal Log

You can create an Institutional Proposal document by promoting a pending Proposal Log document to a full Institutional Proposal record. This is done when you do not have an electronic proposal routed from the Proposal Development module; this will create a record for internal reference and institutional reporting.

1. Click Institutional Proposal on the Pre-Award menu on the Kuali Coeus Portal menu:

Figure 143 Institutional Proposal Add Button on the Pre-Award Menu

KC displays the Proposal Log Lookup screen:

Figure 144 Proposal Log Lookup Screen

2. Search and return the Proposal Log that you want to use to create this Institutional Proposal. After you select the Proposal Log document, KC creates a new Institutional Proposal document. KC populates the Institutional Proposal document with information from the Proposal Log document.

Document Header

The Document Header is common to all KC documents. It displays information about the Institutional Proposal document:

Figure 145 Institutional Proposal Document Header

Table 53 Institutional Proposal Document Header Definitions

Field	Description
Doc Nbr	The unique identifier for the Institutional Proposal document
Initiator	The user name of the person who created the Institutional Proposal document
Status	The state of the document as it relates to the completion of the Institutional Proposal document Automatically set to Initiated when an Institutional Proposal document is created This is not related to submission status.
Created	The time and date the Institutional Proposal document was created

Subtopics: