WVU+kc Award Intiation Module FAQ

Overview:

The Award Initiation module of the Kuali Coeus electronic research administration tool, known as WVU+kc, maintains detailed information on externally-funded awards and subawards granted to investigators at WVU. WVU implemented this module in July 2013. For more information about the proposal submission process, see the Award Initiation & Management section of the Office of Sponsored Programs website.

Yes, there are training documents located in this knowledge base. Start with the Award Notification Details overview and the View Notice of Award instructions.
After receiving notice of award from a sponsor, the Office of Sponsored Programs will establish an award in WVU+kc and MAP. Known at WVU as a Green Sheet, the WVU notice of award will be generated electronically through WVU+kc. After logging into WVU+kc, investigators can view and save the information as a .pdf file or print a hard copy for personal records. Principal Investigators (PI), Co-Investigators (Co-I), task managers, department chairs and SBA task managers will receive an email notification once a new electronic Green Sheet is available for viewing.
Training is not required in order to view an award notice and its associated documents. Investigators can use their WVU Login user name to login to WVU+kc at kc.wvu.edu.
All documents associated with an award (e.g., award terms and conditions, budget information, correspondence from sponsor) are located in the Attachments section of the Comments, Notes, & Attachments page of an award.
The principal investigator, co-investigator(s), and task manager(s) on a project will be able to view award notices and relevant attachments. Deans, departmental chairs, Startegic Buisness Advisors and Sponsored Research Accounting also have access to view appropriate awards. Requests are also accepted from deans/division chairs to grant individuals, such as grant administrators, view-only access to awards for specific colleges or departments. To request access, visit the WVU+kc Notice of Award (Green Sheet) Access service page.
Once an award has been initiated by OSP, an email from wvukc@mail.wvu.edu will be generated to notify the PI, Co-Is, task managers, departmental chairs and SBAs on the project that the award notice is available for viewing. Persons with the view-only access to see awards for particular colleges/departments will not receive email notifications when an award is created.
No, ITS will not set up accounts for specific departments or colleges to handle grant-related emails. Notifications that are sent out from WVU+kc will be sent to the email address associated with the WVU Login for the person on the award.

ransactions are processed with MONEY IS RECEIVED for a brand new award, additional funding is received for an existing award or an existing award is decreased. Transaction Types include:

  • Competing Renewal: Funding to continue a project period that would otherwise expire when no recommended funding was established; no future recommended funding level was set in the award made for the initial grant.

  • Current FY Decrease: Previously-approved funding levels have been decreased by the sponsor for the current fiscal year.

  • Increase: Previously-approved funding levels have been increased by the sponsor.

  • Migration: An action on an award that was previously established in ROADs (WVU's previous electronic research administration system) and is being migrated into WVU+kc as a versioned award. No money is associated with this action.

  • New: New award being established; no previous actions have been recorded for this project.

  • Non-Competing: Funding for the second or subsequent budget period of a project within an approved period; the recommended funding level was set in the award made for the initial grant.

  • Past FY Decrease: Previously-approved funding levels have been decreased by the sponsor that effect the previous fiscal year.

  • Verbal Approval: A financial account has been established for the project, which has been underwritten by the college/department, but official award has not been received from the sponsor.

Transaction Type and the date OSP processed it is displayed in the upper, right corner of the award notice (Green Sheet). The Transaction Type of an award will not change until additional money is received for that award. For example, if you receive a new award on July 1, 2014, the Transaction Type will read New. If you are approved for a no-cost extension for that same award, the Green Sheet for the no-cost extension action will also read New in the Transaction Type field and the Transaction date will remain July 1, 2014; however, No-Cost Extension will be indicated in the OSP Version Field and the OSP Version Date will be the date OSP processed the no-cost extension.

Versioning of an award occurs when a change is made to an award that DOES NOT INVOLVE RECEIVING NEW MONEY. OSP Versions include:

  • Administrative Amendment: Change to award information by the sponsor (e.g., receipt of official NGA, award number changes, changes to agency program or grant contacts).

  • Correction: Change to award information by OSP (e.g., typo in explanatory remarks).

  • Date Change: Change to a start date, change to a date on a particular task, or pre-award costs.

  • F&A Rate Change: Rate change for an award that will result in the creation of a new MAP award.

  • Investigator Change: Change of a PI or Co-I.

  • No-Cost Extension: The end date of a project has been extended by the sponsor.

  • Rebudgeting: Moving money from one task to another; however, there is no change in the total overall dollars of the award.

  • Restriction Change: Approval has been received from committee (e.g., IRB, ACUC, Biohazard) and OSP is creating a notification that the restricted money set up in MAP has been made available.

  • Subaward Change: Moving money from one task to another, specifically related to subaward funding.

  • Suspension (Stop Work Order): No work may take place until the stop work order has been suspended by the sponsor.

  • Termination: Predominantly used to terminate work on a project.

  • Unit Change: Change to the department of the PI and will result in the creation of a new MAP award.

The OSP Version and date OSP processed it is displayed in the upper, right corner of the award notice (Green Sheet). The Transaction Type of an award will not change when a new OSP Version is processed. OSP Versions are simply edits to an existing award, such as extending the end date or changing a PI, that do not involve adding or decreasing award money. When an award is edited, the Version field, located above the OSP Version Date field, will update to indicate the number of edits that have been made to the specific Transaction Type for that award.

The Award ID is a number assigned automatically by WVU+kc when the award is created and is used to uniquely identify the award and the sequential order it was created. For example, an award with the ID of 000027-00001 indicated that the award is the 27th award created. This number is not related to OSP or MAP award numbers. OSP will continue to primarily utilize the OSP Number when referring to awards. Investigators can use either the OSP Number or Award ID to search for awards in WVU+kc.  
The Medusa page of an Award displays relationships between proposals, protocols and awards within WVU+kc. These documents can be opened through the use of an expandable/collapsible hierarchy tree. Investigators can navigate between proposal, protocol, and award document as well as any subsequent awards created from that proposal. 
Human subject research protocols in WVU+kc can be connected to an award and viewed via the Special Review page. Basic information regarding all other protocols associated with an award will only be listed on the Special Review page (not linked); however, as more modules are added to WVU+kc, such as IACUC, more protocols will be dynamically linked to awards and proposals.   
No, WVU+kc does not interface with MAP for financial management of awards. WVU+kc is used by OSP as the electronic research administration tool to track and report on funded awards. MAP will continue to be the financial record-keeping system for grant projects.

Details

Article ID: 10720
Created
Thu 1/14/16 2:06 PM
Modified
Thu 10/22/20 10:05 AM