Kuali Coeus Electronic Document Storage is a digital MIT initiative to reduce paper, improve access and streamline workflow. EDS enables 24/7 access to Institute Proposal and Award, and Subaward documents for all research stakeholders.
Kuali Coeus EDS Project Documents Page
KC EDS Project Documents provides authorized users one-stop access to documents linked to an award across modules (Development Proposal, Institute Proposal, Award, Subaward). A PI does not require a Kuali Coeus role. Access requires up-to-date MIT Certificates. PIs can access the page from their KC Dashboard via the Project Documents tab in My Research Activity by clicking on the View link next to a given award. Users can also be access the page via the EDS action in Award Search Results.
Kuali Coeus EDS within Modules
Users can also access Institute Proposal, Award, and Subaward documents via the Attachments section in each module. Users can navigate between linked Awards and Proposals via Medusa. Ability to view documents is based on users’ DLC authorizations. The authorizations need to match Lead Unit of Award or IP while for Subawards the authorizations need to match Requisitioner Unit.
Document Types and Naming Conventions
The Award Attachment Types and Institute Proposal Attachment Types tables provide guidance on which sort of project documents are uploaded, as well as which type, and what info the naming conventions convey.
Kuali Coeus Roles for EDS and My Awards
There are specific Kuali Coeus roles authorizing access to documents stored in Kuali Coeus; these plus their corresponding module roles manage access and all functionality available for Kuali Coeus EDS.
Roles for Electronic Document Storage
Document Roles enable viewing of attachments in the Kuali Coeus Award, Institute Proposal, and Subaward modules as well as via the Kuali Coeus Project Documents page.
- VIEW SHARED AWARD DOCUMENTS KC
- VIEW SHRD INST PROPOSAL DOC KC
- VIEW SHARED SUBAWARD DOCS KC
- VIEW DEV PROPOSAL ATTACHMENT KC
- VIEW ALL SHARED DOCUMENTS KC
Existing Module Roles do not automatically grant users access to view module attachments, but must be granted in conjunction with the corresponding Document Role to enable access to the module record.
- View Institute Proposal KC
- View Award KC
- View Subcontract KC
DLCs – Primary Financial Authorizers Maintain Kuali Coeus Roles in the Roles DB
- EDS along with all KC roles are now available in the Roles DB for DLC Financial Authorizers to Maintain.
- Link to Roles DB Website
- List of Kuali Coeus Roles – Roles DB Authorizations Maintained by the DLC
Deans Level Users
Roles can be maintained in the Roles DB by Primary Financial Approvers for Access at the School Level, or for special access needs by the Kuali Coeus Support Team
Please contact firstname.lastname@example.org with specific access requests.
Central Office Users – Roles maintained by Coeus Support Team
Users from VPF, TLO, OGC, Foundation Relations, VPR and Provost's office should contact email@example.com to request authorizations to view EDS in Kuali Coeus.
Resources and Help:
- OSP Forum on Electronic Document Storage (includes presentation materials)
- Presentation from OSP Forum “Kuali Coeus Electronic Document Storage”
- For Questions with EDS, please contact firstname.lastname@example.org
- For support with using the RolesDB, please contact email@example.com