WVU+kc FAQ

WVU+kc FAQs

1. What is Kuali Coeus?

2. Do I need a new username and password to log into WVU+kc?

3. How do I login and logout?

4. Can I copy/paste text into the various fields?

5.  What is the keyboard functionality (i.e., Does Ctrl S save)?

6. I’ve been through several research operating systems at WVU and am not looking forward to inputting my information into a new system that might disappear in a couple years. How long will WVU+kc be around?

7.  Will WVU+kc integrate with other systems at WVU such as ORACLE, Encore, and Citi?

8. How do I add a non-WVU employee to a protocol or proposal?

9. I have a sponsored research project. Will I be able to tie the information from my protocol to my proposal/award in WVU+kc?

10.  Can I use WVU+kc on any operating system?

11. What browsers will work with WVU+kc?

12.  Can I use the back arrow in my browser?

13.  Does the system time-out?  And if so, does it save my data?

14.  How can I test drive the new system before submitting a protocol or proposal in it?

15.  How can I provide feedback on the WVU+kc system?

16.  Who do I contact for technical support and what hours will they be available?

1. What is Kuali Coeus (KC)?

Kuali (ku-wah-lee) was announced in August 2004 as a community source initiative to build a financial accounting system for higher education, by higher education.  Coeus is the name given to an electronic research administration system developed by the Massachusetts Institute of Technology (MIT) and named after the Greek Titan of Intelligence.  Created to assist the research community in proposal development and pre- and post-award management, the purpose of this system is to standardize and increase the efficiency of award acquisition and administration for all participants contributing to the research enterprise.  The Kuali Coeus project is building a comprehensive system to manage the complexities of research administration that fully addresses the needs from the faculty researcher through grants administration to federal funding agencies.  KC is using MIT’s proven Coeus system as its baseline design, filling in missing functionality, and updating its technical architecture for vendor independence and easier integration with other administration systems.

2.  Do I need a new username and password to log into WVU+kc?

WVU+kc is part of the Identity and Access Management system at WVU.  Users must have a valid WVU MyID to log into WVU+kc.

3.  How do I login and logout?

Visit the WVU+kc website and enter your MyID username and password on the CAS authentication login page.  Once you have completed your work, log out of the system by clicking the logout button.

4.  Can I copy/paste text into WVU+kc fields?

Text can be pasted into text boxes located within the WVU+kc system; however, the text boxes do not accept special formatting such as bold, italics, or bullet points.  Most text boxes have a 2,000 character limit.  Please note that the system will not give an error message if a user enters more than 2,000 characters  into a text box-it will merely cut off the text that is over 2,000 characters.  Therefore, it is highly recommended that if entering a significant amount of text to double-check that all of the necessary text was accepted by the system before moving on to answer the next question.  If additional text is required, attach additional pages and note the name of the file attachment in the answer field.

If you are cutting and pasting text and receive an error that you can’t save your document, you most likely have special characters in your text that WVU+kc is not accepting such as commas, percent signs, apostrophes, etc.  There are several ways to prevent receiving this error message:

  • Backspace to delete the special character and reenter the character manually; or
  • Cut and paste from Word into Notepad and then into WVU+kc; or
  • Change Word automatic formatting settings.  Click here for instructions to remove Word automatic formatting.
  •  

5.  What is the keyboard functionality (i.e., does Ctrl S save)?

No.  Ctrl S will not save within the WVU+kc system; it will populate a SaveAs box to save the current webpage on which you are located.  The keyboard can only be used to tab to fields and enter text.

6.  I’ve been through several research operating systems at WVU and am not looking forward to inputting my information into a new system that might disappear in a couple years.  How long will WVU+kc be around?

Kuali Coeus is not a static software provided by a private, for profit business, it is software provided by a community that is dedicate to providing continuing support for electronic research administration systems for higher education institutions.  Therefore, it is a system that will be continually growing with additional functions added as they are developed by the community.  Because WVU+kc will be a living system that will be continually updated to meet the needs of the WVU research community and is intended to be a system that the university will use for years to come.

7.  Will WVU+kc integrate with other systems at WVU such as ORACLE, Encore, and Citi?

Eventually, WVU+kc will interface with other WVU operating systems; however, this functionality will not be available in the first phase of the project and will not likely occur for a year or two.

8.  How do I add a non-WVU employee to a protocol or proposal?

If working with a non-WVU employee who needs access to the WVU+kc system, first check to see if the person has already been registered in the WVU Identity and Access Management database and has a valid WVU MyID by initiating an Employee Search function of WVU+kc.

If a non-WVU employee is serving as a member of the research team but who will not need access to the WVU+kc system, search for that person through the Non-Employee Search function of WVU+kc.

If the person you are working with does not appear in the appropriate search results, contact the Research Office Information Technology Department and be prepared to provide the following information in order to add the person to the system:

    • First and Last Name;
    • A non-WVU email address;
    • WVU department sponsoring the work;
    • Title that best describes the person’s role/function;
    • Person’s affiliation (e.g., university, business name);
    • Birth date (if the person needs access to the system); and,
    • Indicate if the person will require access to WVU+kc or not.  If so, also provide system access start date and end date.  The default access is 90 days.

Non-employees who have been provided a valid MyID will then populate in future Employee Search results as long as their MyID is valid.  If their MyID expires and the person requires access to WVU+kc in the future, access will need to be requested again.

A non-WVU employee who was added to the system as a non-employee (that does not require access to the system) will remain in WVU+kc and should populate for future Non-Employee Searches.  Contact the ROIT, if at any time a person who is registered as a non-WVU employee in WVU+kc will need to access the system and therefore need a valid WVU MyID.

9.  I have a sponsored research project.  Will I be able to tie the information from my protocol to my proposal/award in WVU+kc?

Currently, the IRB Protocol and Award Initiation modules are being utilized by ORIC and OSP, making it possible for human subject research protocols to be tied to sponsored research awards.  Eventually, WVU+kc will be an overarching electronic system that will incorporate all functions of the ORIC and OSP offices.  At that time, it will be possible to connect protocols/awards to proposals sponsoring the research study.

10.  Can I use WVU+kc on any operating system?

Yes.  WVU+kc is an online-based operation that will work on Windows and Mac operating systems.

11.  What browsers will work with WVU+kc?

All types of browsers will work with WVU+kc including Firefox, Safari, Chrome, and IE.  If using IE9, it is recommended to use Compatibility View, which can be turned on by opening the Tools menu and selecting Compatibility View.  Click here, for more information about using Compatibility View.

12.  Can I use the back arrow in my browser?

No, you should not use the back, forward, or refresh arrows from your browser when navigating from screen to screen, menu to menu, or page to page within WVU+kc and could result in loss of entry/selection work.  The system is not designed to use web browers’ functionality for anything other than viewing the display of the user interface.  Navigation should be accomplished by clicking the appropriate tab, menu, page, or panel.  For additional information about navigating WVU+kc, see the Using E-Docs quick reference guide.

13.  Does the system time-out?  And if so, does it save my data?

For security issues, WVU+kc times out after 30 minutes of inactivity.  An inactive session occurs when a document has not been saved for 30 minutes.  The system will display a pop-up message and if the document is not saved within 5 minutes, the system will close.  This action could result in lost work as only the data since the last save will be preserved.  It is recommended that users save documents frequently to prevent such a loss.  For more information about session time-outs, see the Using E-Docs quick reference guide.

14.  How can I test drive the new system before submitting a protocol or proposal in it?

The production instance of WVU+kc (kc.wvu.edu) should ONLY be used to submit protocols to the Office of Research Integrity and Compliance or to submit a protocol or manage an award via the Office of Sponsored Programs. If you would like to be able to submit some test protocols in the system prior to submitting a protocol or award, please contact the Research Office Information Technology.

15.  How can I provide feedback on the WVU+kc system?

Once signed into WVU+kc, there is a “Provide Feedback” button located in the top right corner of the system.  This link will direct you to the WVU Self-Service Help Desk.  Once logged into the online help desk, locate the WVU+kc Issues tab in the list of actions on the left side of the page.  Clicking on this tab will open a WVU+kc Incident Form on which you should provide information about the issue you encountered in the system.

We’d also love to hear positive feedback and hear suggestions to make the system more functional.  If you have this type of feedback, please email the ROIT and let us know what you’re thinking.

16.  Who do I contact for technical support and what hours will they be available?

Questions about the WVU+kc system can be directed to the Research Office IT department via email or by phone at 304.293.5967.  ROIT office hours are 8:15 a.m. to 4:45 p.m., Monday-Friday.