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Preparing a Summary Proposal

Last Updated: 12/15/2017

This job aid details the information required for creating a Summary Proposal for submission of non‐ proposals. Proposals submitted to the National Science Foundation (NSF) and National Aeronautics and Space Administration (NASA), will also submit summary proposals rather than submitting system‐to‐system through KC.


  • Department/College Administrators
  • Principal Investigators


  • Creating a proposal that does not require system‐to‐system ( submission


  1. Click the Create Proposal link found within the Proposals Channel on the Researcher Tab The Create Proposal Link in Proposals channel
  2. You are now in a new Proposal Development document with the Proposal tab open to the first panel


Proposal Tab

The Proposal Tab in Kuali Coeus

  1. Complete the required information on the Required Fields for Saving Document panel
  • Proposal Type – Select the appropriate Proposal Type from the dropdown list. Definitions of the Proposal Types can be found on the Prepare Proposal Development Document webpage.
  • Lead Unit – Select the Lead Unit for the proposal from the dropdown list. If you only have access to add proposals for one unit, the unit will automatically be displayed in this field. NOTE: This field cannot be edited once the proposal has been saved and a Proposal Number has been assigned.
  • Activity Type ‐ Select the appropriate Activity Type from the dropdown list. Definitions of the Activity Types can be found on the Prepare Proposal Development Document webpage.
  • Project Title – This is the official proposal title that matches the submitted proposal. If you do not know the title at the time you are creating the PD document, enter a placeholder that you will remember to edit with the final proposal title.
  • Sponsor Deadline Type – Select “No Deadline” if there is no official deadline for the proposal submission. Select “Deadline Date” if there is a deadline for the proposal submission.
  • Sponsor Deadline Date – This field is only populated if “Deadline Date” was selected as the Sponsor Deadline Type, and it should be populated with the official deadline date issued by the sponsor. This field should NOT be used to enter a Target date for submission.
  • Sponsor Code – Either manually enter the sponsor code that is assigned to the direct sponsor for the proposal submission, or use the search icon to search for the correct direct sponsor. If the sponsor has not been added to the Sponsor Table. Please make the request by using the Adding Sponsors web form on the OSP website. As a place holder for the sponsor code, enter 999999, which is the TBN sponsor code.
  • Project Start/End Dates – Enter the project period start and end dates.
  1. Click save; a Proposal Number will now be assigned to the Proposal Development document
    • NOTE: Once the Proposal Number is assigned, contact your OSP Proposal Team or Business Connect to inform them of the proposal submission and provide them with the Proposal Number. The Proposal Number highlighted on the Required Fields for Saving Document
  2. Click show next to the Sponsor & Program Information panel and complete the following fields, if applicable:
    • Prime Sponsor ID
    • Sponsor Deadline Time, if outside of the typical 5pm EST
    • Opportunity ID – this field represents the solicitation number
    • Does this proposal include subaward(s)?
  3. Click show next to the Keywords panel if this project includes International Activities, which would require the applicable Country or Region to be entered as a Keyword. All other Keywords are optional.


Key Personnel Tab

The Proposal Number highlighted on the Required Fields for Saving Document

  1. Click the search icon next to Employee Search to search for and add an individual to the Key Personnel tab. One person must be added with the Principal Investigator role.
  2. Complete the Combined Credit Split panel, making sure all Unit Total lines and Investigator lines add up to 100%.


Special Review Tab

The Special Review Tab

  1. Enter special review lines if the proposal involves the inclusion of human subjects, animals, international activities, or export‐controlled information, if known at the time of proposal.


Custom Data Tab

The Custom Data Tab

  1. Enter any voluntary committed cost sharing included in the proposal


Abstracts and Attachments Tab

The Abstracts and Attachments Tab

  1. Click show on the Internal Attachments panel. At a minimum attach the scope of work, detailed budget (if not creating the detailed budget using the KC Budget module), budget justification, any sub‐recipient commitment forms, and other supporting documentation


Questions Tab

The Questions Tab

  1. Click show next to the Standard Proposal Questionnaire panel. Answer all questions contained in the Questionnaire.


Budget Versions Tab

The Budget Versions Tab

  1. Enter a description for the budget in the Name field and click add.
    • KC will display the Parameters Tab
      NOTE: The remaining instructions are for adding a Summary budget. If you would like to create a detailed budget in KC, view the related job aids and videos for assistance.
  2. Select the appropriate F&A Rate Type from the dropdown list
  3. Click the Rates tab, and show next to the Research F&A panel
    • Verify the correct rate for the budget is reflected in the Applicable Rates column, and if not, edit the percentage for each fiscal year. The RatesTab
  4. Click back to the Parameters tab
  5. Adjust the period boundaries in the Budget Periods & Totals subpanel, if necessary
  6. For each budget period, enter the Direct Cost, F&A Cost and required Cost Sharing (if applicable) amounts under the appropriate heading.
  7. The application will automatically calculate the Total Sponsor Cost for each budget period as well as inputting the total Direct Cost, F&A Cost, and Cost Sharing (if applicable) amounts when you click save or calculate all periods
  8. Click the Final? checkbox in the Budget Overview panel
  9. Click save
  10. Click the Return to Proposal button located in the top right‐hand corner The Budget Overview tab with highlighted fields from steps above
  11. Provide your budget via email to either your OSP Proposal Team or Business Connect once your budget has been completed so the attached budget and Summary Information can be reviewed. Following review and approval by either OSP or BC, the budget status will be changed from Not Approved to Approved. 


Proposal Actions

The Proposals Actions tab with the submit button highlighted

  • Click the submit button at the bottom of the page, note that Data Validation will automatically engage and present any errors or warnings.

  • Fix any errors in the proposal, if applicable. Once all errors are corrected, click the submit button to start the institutional approval process





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