UC San Diego SearchMenu

EPD Requesting Access & Appropriate Use

Learn how to request access, what roles are, which to chose, and the appropriate use of the system.

Coeus is the system of record for all contract and grant activity at UC San Diego. It is the responsibility of all Coeus users to follow all applicable standard operating procedures, meet UCSD’s minimum standards for network security and maintain systems in a safe and secure manner to minimize the risk of involuntary disclosure of sensitive university data to unauthorized users.

Important Note: Department approval routing map changes cannot be submitted via ALTNG. If you are requesting changes to a department approval routing map, please submit a ticket to (ERAP) Research Administration Systems through ASK (login required) or email us at eraphelp@ucsd.edu.

Expand all

Requesting Access to EPD

Step 1: Complete the Online Training via UC Learning Center

The online training is self-paced, and contains two parts. To register for the online training:

  1. Search for Electronic Proposal Development System (ePDon UC Learning Center
  2. Register for the course. It will require an approval from us.
  3. After you submit a request to take the training, you will get an email from us via ASK inquiring if you will be completing basic research proposals or clinical trial proposals.

For more information, please email us at eraphelp@ucsd.edu or call us at 858-534-9979.


Step 2: Determine the Roles You Need

 

Department Roles

  • eProposal Development - Department Approver: This role grants read-only access in EPD to proposals within a department. It is intended for Department Chairs, MSOs, and other people who need to review proposals but do not need to edit them. A user may be granted this role in more than one department. For example, an MSO who is in charge of multiple departments would be given this role by the DSAs in each of those departments.

  • eProposal Development - Department Manager: This role grants create and edit access in EPD to proposals within a department. It is intended for proposal managers and fund managers who assist in preparing proposals for multiple PIs in their department.

  • eProposal Development - Department Creator (This role is intended for Principal Investigators or other users who create their own proposals): This role grants access to create new proposals in EPD. The user can only edit proposals they have created or have been named on. 

  • eProposal Development - Department Assistant: This role grants view and edit access in EPD to proposals within a department. Department Assistants can also take ownership or reassign ownership of any proposal in the department. This role is intended for a user who needs to monitor the progress of all proposals within the department.

Sponsored Project Office (SPO) Roles

  • eProposal Development - OPAFS Awards Analyst: This role grants read-only access to all records in the EPD and Institute Proposal modules, and edit access to all records in the Award module. It is intended for people with duties in OPAFS.

  • eProposal Development - SPO Awards Analyst: This role grants edit access to all records in the EPD, Institute Proposal, and Award modules. It is intended for people with duties in a sponsored projects office.

  • eProposal Development - SPO Proposals Analyst: This role grants read-only access to all records in the Award module, and edit access to all records in the EPD and Institute Proposal modules. It is intended for people with duties in a sponsored projects office.

  • eProposal Development - SPO Viewer: This role grants read-only access to all records in the EPD, Institute Proposal, and Award modules. It is intended for people with duties in a central office, which requires access to records in all departments.

  • eProposal Development - SPO/ERAP Help Desk: This role grants read-only access to all records in the EPD, Institute Proposal, and Award modules, and some additional access such as editing rolodex entries and releasing record locks. It is intended for people with help desk duties.

Department users, for access requests (roles) not listed under the Department Roles:

  1. Contact the relevant SPO and justify the need for this access role.
  2. The SPO personnel will present the request to the ERAP Operations Committee for approval.
  3. Once the ERAP Operations Committee approves the request, the SPO will inform you to work with your DSA to request this role.

Step 3: Ask Your Department Security Administrator (DSA) to request role(s)

 

Email Your DSA

Coeus / EPD access is managed through UC San Diego's AccessLink system.  Each department at UC San Diego has one or more Department Security Administrators (DSA) who have been designated by the department Chair/Director to manage all system access requests by department users.  

Because DSA's must review and approve all access requests for departmental users, users should email their DSA asking them to submit an access request for the role(s) identified in Step 1.  You should also include a short justification for your request (255 characters or less). 

If you don't know who your Department Security Administrator(s) is/are, you can look them up using the DSA Lookup Tool.

ALTNG (Access Link) Instructions

About Coeus and EPD (Electronic Proposal Development)

The Coeus system is tool for pre- and post-award management. EPD is a module within Coeus which manages proposal creation and electronic routing, certifications, and approvals. EPD is used by departments and by central offices. Two additional Coeus modules, Institute Proposal and Award, are being used by central offices.

There are two versions of Coeus: Lite, which is web-based, and Premium, which requires Java to be installed on the user’s computer. Both versions use the same access provisioning in ALTNG.

Coeus Roles Defined

Roles are grouped into two categories, Departmental roles and Sponsored Project Office (SPO) roles. Within each category, a user may be assigned multiple roles.

Department Roles

  • eProposal Development - Department Approver: This role grants read-only access in EPD to proposals within a department. It is intended for Department Chairs, MSOs, and other people who need to review proposals but do not need to edit them. A user may be granted this role in more than one department. For example, an MSO who is in charge of multiple departments would be given this role by the DSAs in each of those departments.

  • eProposal Development - Department Manager: This role grants create and edit access in EPD to proposals within a department. It is intended for proposal managers and fund managers who assist in preparing proposals for multiple PIs in their department.

  • eProposal Development - Department Creator (This role is intended for Principal Investigators or other users who create their own proposals): This role grants access to create new proposals in EPD. The user can only edit proposals they have created or have been named on. .

  • eProposal Development - Department Assistant: This role grants view and edit access in EPD to proposals within a department. Department Assistants can also take ownership or reassign ownership of any proposal in the department. This role is intended for a user who needs to monitor the progress of all proposals within the department.

Note: If a Principal Investigator does not create their own proposals, they do not need to be assigned a role via AccessLink. The default access in Coeus will allow the PI to view and edit proposals they are named on.

Sponsored Project Office (SPO) Roles

  • eProposal Development - OPAFS Awards Analyst: This role grants read-only access to all records in the EPD and Institute Proposal modules, and edit access to all records in the Award module. It is intended for people with duties in OPAFS.

  • eProposal Development - SPO Awards Analyst: This role grants edit access to all records in the EPD, Institute Proposal, and Award modules. It is intended for people with duties in a sponsored projects office.

  • eProposal Development - SPO Proposals Analyst: This role grants read-only access to all records in the Award module, and edit access to all records in the EPD and Institute Proposal modules. It is intended for people with duties in a sponsored projects office.

  • eProposal Development - SPO Viewer: This role grants read-only access to all records in the EPD, Institute Proposal, and Award modules. It is intended for people with duties in a central office, which requires access to records in all departments.

  • eProposal Development - SPO/eRAP Help Desk: This role grants read-only access to all records in the EPD, Institute Proposal, and Award modules, and some additional access such as editing rolodex entries and releasing record locks. It is intended for people with help desk duties.

Assigning Coeus Roles

  1. Click on the plus (+) sign next to the role.
  2. Choose the user’s PPS department in which the role should be assigned. Click the check (a) button.
  3. Enter the following justification message: Requesting access to eProposal Development – “Role Name (selected in Step 1 above)” role for the “Department Name & Department Code.” For e.g.  Requesting access to eProposal Development – Department Manager role for the San Diego Supercomputer Center 000170.
  4. Click the “Save” button.

Adding Non-UCSD Employees to ePD

Non-UCSD employees may occasionally need to be added to Coeus records as PI’s, Co-PI’s or granted other Coeus system access roles.  This document addresses the procedures for creating a department sponsored affiliate account for a non-UCSD employees. This procedure will be used to handle proposals in EPD when the PI is not yet a UCSD employee, e.g. transfer proposals.


Procedure

For a general description of the ACT policies and procedures for granting access to UCSD business systems to non-UCSD employees, please see https://altng.ucsd.edu/extras/affiliates.html

1. In order to add a “non-UCSD employee” to Coeus, the requesting department will:

  • Contact the Department Security Administrator (DSA) in the lead department, or in the home department where the individual will be employed, and request they create a department sponsored affiliate account for the non-UCSD employee;
  • Provide all information about the non-UCSD employee PI to the sponsoring department DSA;
  • Advise the non-UCSD employee PI that he/she will receive an email which will include a username and a temporary password and once they receive the information they will need to log into EPD

2. The DSA in the sponsoring department will:

3. Send a copy of the completed form to the ACT Access Team (act-access@ucsd.edu) The ACT Access Team will:

  • Review/approve the form
  • Promote the affiliate account to a department sponsored affiliate account
  • Inform the sponsoring department when account creation is complete

4. The requesting department will:

  • Contact the non-UCSD Employee and provide them:
    • The URL of the appropriate Coeus Lite (EPD) instance
    • Ask them to log in using their new affiliate account User ID and password
    • Ask the user to confirm that they were able to successfully log in

5. Once all of the above steps have been completed, the non-UCSD employee will be able to be added to any Coeus record (e.g. investigator tab in the EPD system). 

6. If the department sponsoring the affiliate account wishes to grant Coeus roles to the user, they may do so by submitting an ALTNG access request

Training Requirements

  • EPD Training

Coeus & EPD - Appropriate Use Guidelines

Sensitive Date - Unfunded Proposals


As a public research university, the University of California strives for openness and transparency.  However, some data, such as unfunded proposal information, is considered sensitive and should be protected from disclosure to unauthorized users. 

Unfunded proposal information is sensitive to researchers because their research ideas are original and the research environment is highly competitive. Because faculty compete for a limited number of funding opportunities to support their research, it would be inappropriate to disclose details of a Principal Investigator’s (PI) unfunded proposal to another researcher without first asking permission from the PI on that proposal. Once a proposal has been funded however, the proposal details are no longer considered sensitive.  

Data Security and Stewardship


Data maintained in Coeus is the property of UC San Diego, so it is important to treat this data like you would any other type of university property. Do not disclose sensitive unfunded proposal data to unauthorized users unless you have received approval from the Principal Investigator listed on the proposal.

It is also important to enter and maintain Coeus consistently, accurately and in accordance with all applicable standard operating procedures

Personal Information or sensitive data should never be uploaded, entered or stored in EPD or Coeus.  Examples of this type of data include social security numbers, credit card numbers, medical record numbers, photos or videos of individuals, dates of birth/death, student data, etc. More information.

System Access


Access to Coeus data is restricted by department and user role. Every proposal has a lead unit and the lead unit is responsible for managing all aspects of the proposal and any subsequent award. Because the lead unit is responsible for their proposals, the department head, and MSO/DBO in academic departments, have full access to all proposal & award data for their unit. 

Other individual users in the department may be granted one or more system access and/or proposal approval roles at the discretion of the department head and/or MSO/DBO.

Access to Coeus is controlled using UC San Diego’s AccessLink System. Every department has one or more designated Department Security Administrators (DSAs). These individuals have been delegated the authority to manage user access requests in AccessLink by their department head. For more information about DSAs, please see More information about DSAs

Note: When users leave the department or change roles, it is important that the department remove the users’ Coeus roles or terminate their old account using AccessLink. Failure to do so will allow that user to maintain their access even if that access is no longer appropriate, depending on the employee’s new duties/role.

Expand all