/Office for Research and Innovation
Offices of Sponsored Programs and Grants Management

About myResearch Grants

Access myResearch Grants

 

What is myResearch Grants?

myResearch Grants  is an electronic gateway for the submission, review, approval and tracking of funding proposals and related budgets for research at our institution. The Office of Sponsored Programs maintains all information regarding grant and contract applications, budgets and on-going annual adjustments to research funding using this system.

myResearch Grants provides a flexible, scalable and configurable electronic grants management and System-to-System (S2S) proposal-submission solution that can be used to simplify sponsored project life cycle processes while meeting sponsor and institutional compliance requirements. This module provides a platform for:

  • Robust, transparent and flexible workflow
  • Electronic proposal routing for internal review and approval, credit distribution, notifications and error checking
  • Budgeting capability
  • System-to-system proposal submission for most Grants.gov applications
  • Integration and sharing of information between other myResearch modules.

myResearch Grants is an integrated electronic system allowing multiple users to access the same funding proposal record online for both updating and review. In addition, up-to-date reporting using a number of different querying factors is available at any time.

Benefits of using myResearch Grants include:

  • Standardizes budget preparation and review
  • Minimizes sponsored research review time
  • Opportunity coverage for NIH, NSF, DoD, and more
  • Eliminates redundant data entry and improves collaboration between sponsored research and finance
  • Expedites award setup and improves financial accuracy
  • Transparent award change management
  • Ensures consistent processes and timely reminders to researchers and staff for pending work items
  • Provides management visibility into research portfolio demographics and financial planning metrics
  •  Management of budgets, milestones, contract terms, sub-recipients, and compliance status

If your sponsor is not available in myResearch Grants, complete the Add a New Sponsor request form.

 

Accordion Item Title Accordion Item Content
What if a PI or Co-PI has a joint appointment? Add Unit NOTE: There may be instances when it will be necessary to add a Department/Center/Institute to the Credit Split, however the PI assumes responsibilities and should never add additional departments and remove their department for the purpose of circumventing campus approvals. Click the Add button → Type in the Department/Center/Institute into the box or click Select and select the Department/Center/Institute from the pop up   box, scroll down and select OK.
 What documents do I need to upload for the proposal to be approved?  Attach your Abstract/SOW, Facilities Statement, and Budget Justification or a full copy of your proposal, as appropriate. For a clinical trial upload your Protocol, Informed Consent Form (ICF), Final Approved Budget and Facilities Statement. Note that for clinical trials, the ICF and Facilities Statement are not mandatory documents.
How do I check where the proposal is in the approval cycle? Go to the front page of your Funding Proposal Select Credit Routing Information located to the right of History The page will list Current Pending Reviewers; these are the people that are currently approving the funding proposal. At the bottom of the page is All Reviewers; these are all the people who have previously approved, are pending approval, or who have yet to receive the funding proposal to approve. The column, Reviewer, lists all the people involved in reviewing this funding proposal. The column, Reviewing for Organization(s), lists the Department, School and/or Provost the reviewer is reviewing for. The column, Waiting On, tells you who that person is waiting on to approve the funding proposal before it comes to their stage. The column, Reviewer Result, will tell you the status of the person (example: waiting for approval, approved, etc). If the approver wrote any comments in when they approved, you will see them in the column Comments. If the reviewer attached any documents when they approved the funding proposal, they will be accessible from the column Attachments.
To whom do I route my proposal on myResearch Grants?

In myResearch Grants, the PI submits the funding proposal for routing. The next approval will be that of all Chairs/Deans. CoPIs will only receive a notification and will be able to review or comment on the submitted proposal.

Once the PI submits the funding proposal for routing, the status in myResearch Grants will show as Department Review regardless if it is at the Chair, Dean or Provost levels.

At any time during routing, the PI can press the Recall button for a revision and this will bring the funding proposal out of Departmental Review.

If you have a joint appointment or unique situation, it is your responsibility to make sure that the departments/centers/institutes listed on the Credit Distribution screen are correct.
What type of training is available for myResearch Grants? There is a training manual and video clips on how to submit and approve a proposal on ether the myResearch Grants web site, the Guidance webpage, or hands on training. To register for one of our upcoming trainings complete the form at this link.
What is my Login ID for myResearch Grants? To log on to myResearch portal you will need to use your NetID and password.  If you do not know your password it can be updated through the SOLAR system.
What is my sponsor deadline is an open submission or I qualify for continuous submission?  
I am both the department approver and the proposal PI. May I approve myself? If you are the lead approver for your department as well as the PI on the proposal, yes, you are able to approve the proposal.
How do I complete the Credit Distribution tab? What is Financial and Recognition Credit?

To complete the credit distribution, click on ‘Credit Distribution’ on the left side menu of your Funding Proposal workspace in myResearch Grants.

All Senior and Key personnel added on the Funding Proposal appear on the Credit Distribution.

In the Proposal Credit column, assign Credit % that appropriately represents each person’s contribution to the project. The total of assigned Credit must equal 100%.

Next, assign the credit between the Department(s)/Center(s) displayed for each PI/co-PI/Senior Person/Key Person under both Financial Credit and Recognition Credit. A PI/co-PI/Senior Person/Key Person can have more than one Department they are assigned to receiving credit. Both columns when completed must total to 100% for each individual. NOTE: The Financial Credit for each PI/co-PI/Senior Person/Key Person can be different than their Recognition Credit but both must total 100% for the proposal. Even if 0% financial credit is desired for an individual, the Unit Total for that PI/co-PI/Senior Person/Key Person must still equal 100%. 

There may be instances when it will be necessary to add a Department/Center/Institute to the Credit Split, however the PI assumes responsibilities and should never add additional departments and remove their department for the purpose of circumventing campus approvals.

Credit Distribution Definitions

Proposal Credit

Percentage credit that represents the distribution of each person’s overall responsibility for the successful performance of the project.

Financial Credit

For each individual, this represents the percentage that each listed unit’s resources will be utilized for the project.

Recognition Credit

For each individual, this represents the percentage that each listed unit contributes intellectually/academically to the project.
 How do I give rights to my proposal?  

Under General Information, Proposal Description & Contacts screen, see questions 3.0 & 4.0 Departmental Research Coordinator and Departmental Administrative Contact - Staff chosen for these questions will have edit access rights to the proposal. If the proposal is created by the PI, he/she can add a study coordinator or departmental administrator here. NOTE: Do not list OSP staff or Co-PIs.

7.0 Select team members that have EDIT rights - Select SBU users that can edit the proposal, budget, and SF424. These users can be co-PIs or other project personnel named in the proposal. They will not receive any email notifications from the Grants module. NOTE: You are NOT required to add anyone to this section. If you are filling this out for a PI (not yourself), fill out this section with your name before saving and/or moving to the next page.

8.0 Select team members that have READ only rights - Select SBU users that have view-only rights to the proposal, budget, and SF424. These users will not receive any email notifications from the Grants module. NOTE: You are NOT required to add anyone to this section.
 How can I copy an existing proposal?  

Select Copy from the menu My Current Actions located on the left side of the screen. This allows you to make an exact copy of an existing proposal.

1. Type in the name of your new proposal

2. Click OK.

3. Once the proposal workspace refreshes, scroll down to the History tab and click the new funding proposal number (link).

4. The new proposal will appear as a Draft with many of the smart forms already completed.

NOTE: The SF424 application will NOT copy over and will need to be recreated.

 
 How do I delete a proposal?  A proposals may be deleted, as long as they are still in draft status. Once they have entered the approval chain, only OSP can delete it. 
How do I track the status of my proposal?  
 In the compliance section, I don't have approval yet, but I am using animals, humans recombinant DNA and/or Radioactive Materials, what do I fill out?  If you say "Yes" to one of the compliance questions and do not yet have a Log # and date, click the Pending box.
What type of attachments can I add? The system accommodates any type of uploads, such as DOC, EXL, PDF.

Trouble Logging in to myResearch Grants? 

Your login is your NetID username ad password 

  • You use your NetID currently to access other systems such as Blackboard, Libraries and the Faculty Interest Database. 
  • If you need assistance - you can find your NetID username and password in SOLAR or  
  • For NetID username and password, see https://it.stonybrook.edu/services/netid or call Help Desk 631-632-9800

If you have other trouble logging in for reasons other than your NetID username and password, contact OSP at  ovpr_myresearchgrants@stonybrook.edu

 

Use the Checklist to be sure you have competed all mandatory sections. 

The required routing documents in myResearch Grants, besides the completed Budget section of your proposal, are: 

  • Non-clinical trials: your Abstract/scope of work (SOW), Facilities Statement, and Budget Justification or a full copy of your proposal as appropriate.

  • Clinical trials: the Protocol, Informed Consent Form, Final Approved Budget, and Facilities Statement. The Budget section does not have to be completed for pharma or investigator initiated drug or device clinical trials.

Reference the myResearch Grants Activity Matrix for guidance on when a proposal is required in myResearch Grants. 

Watch the youtube video.

myResearch Grants Proposal Creation Training Video

Attend a training session.

Training sessions cover the myResearch Grants proposal and endorsement process, including funding proposals, budget preparation, and credit split.

Register at: https://stonybrookuniversity.co1.qualtrics.com/jfe/form/SV_0GnCf8MU1wXS2V0

A few things to keep in mind when signing up for training:

  • Each training session will cover the same content, so only sign up for multiple dates if you would like a refresher on the information.
  • We reserve the right to cancel any given training session within 24-48 hours of the training date if sign up counts are low.  If this occurs, we will assist you in choosing an alternative training date.
  • Registration is on a first-come, first-served basis, and space is limited.  Reserve your spot early!