Stony Brook University Office of Research Services
Continuing the COEUS Roll-out    

To: All Faculty and Staff
From: Office of Sponsored Programs
Date: September 28, 2010

Dear Campus Colleagues:

In its effort to reduce faculty members' time and make the process of preparing proposals less burdensome, the Office of Sponsored Programs identified the COEUS grant proposal submission system as a tool integral to achieving that goal and is happy to continue the roll-out, demonstrations and training sessions of the system.

As many of you know, the Proposal Development module of COEUS was rolled out on a voluntary basis back on April 2, 2010. Since that time, many of you have chosen to use COEUS, either strictly for electronic routing of your proposal for internal approvals or for system-to-system submission to We are now moving to the next step of the roll-out.

Effective, January 1, 2011, the Office of Sponsored Programs will require institutional routing of all proposals through COEUS. The SUSB-299 form ("4 page form") will no longer be accepted. Using COEUS for routing will still allow you to utilize existing methods of proposal submission (Fastlane, via Adobe, etc.), securing Stony Brook University approvals. While we encourage all of you to use the COEUS' system to system (S2S) connection for submissions, it will not be mandatory.

Benefits of using COEUS include:

  • Provides the faculty with an internet based program that allows them to share proposal information with other faculty, administrators and OSP
  • Reduces the time required to acquire signatures from multi- departmental or multi-PI/Co-PI submissions and allows faculty to work on the science up until submission to sponsor
  • Ability to create proposal templates and utilize the copy function to save time
  • Robust budgeting module with F&A (IDC), fringe benefit and inflationary rates pre-loaded
  • Enhanced ability to provide detailed reports to the Deans, Chairs, Faculty and Staff
  • Provides the faculty with an electronic storage system of all of their proposals
  • Provides on-line tracking and status of proposal development and routing
  • With System to System submissions: o forms are pre-loaded and connectivity issues are mitigated o Coeus provides the ability for research faculty to work on the science concurrent with an administrator or designee working on other areas, such as the budget.

You can learn more about the COEUS product and the roll-out by accessing our website at To date, the Office of Sponsored Programs has conducted 27 departmental/school demonstrations of the product and 8 hands on training sessions. We will be updating our website to provide enhanced training material, checklists, FAQs, and required internal forms that will be accessible from within the COEUS application.

For those of you that would like a departmental demonstration of COEUS or to register for hands-on training, please contact Kathryn Belmonte at or via telephone at 2-4402. Please contact me directly should you have any other questions or to provide feedback on the COEUS tool.


Ivar Strand
Assistant Vice-President Office of Sponsored Programs.