Sponsor Portals - access information & account guidance

NOTE: If you don’t see a specific portal in this table, or if you have questions about any of the information, contact the OSP eRA Systems team.

A significant number of portals assume the PI is submitting a proposal. Please make sure to include OSP in the proposal review stage regardless of how the proposal is being submitted.
A KR PD record is required for all sponsored programs proposals (i.e., external funding, sponsor terms & conditions apply, reporting/invoicing requirements, and obligation by the institution required).

Most non-Federal portals are individual account based, not centrally (OSP) managed. Some have ‘organization’ information that is linked to a proposal.

If a portal asks for ‘authorized representative’ information, please contact the OSP eRA team so that we can investigate further.

Login.gov

If a portal/system requires login through Login.gov:

The email address used for the Login.gov account must match the email address used for the sponsor portal account
Some portals require an initial request in the portal first; others prompt the account creation through Login.gov.
- Look for a 'create account' or 'register' link or button, then follow sponsor guidance to determine how to proceed.
- If Login.gov is used for initial sign-up or registration for a portal, user will need to click on a Login.gov link or button to initiate sponsor portal access.

Recommendations for a NEW Login.gov account:

Create with first.last@colostate.edu email address format for an account to be used for CSU-related activities. DO NOT USE your CSU NetID C# for this action.
Set up at least two authentication options (e.g., authenticator app, backup codes)
1. Authentication options | Login.gov
2. NOTE: If you use a phone app and you change the device, you will have to use another authentication method to establish your new phone’s connection to Login.gov
A personal email or alternate CSU address (like a gmail domain account) can be used as ‘backup’ address for account recovery

Follow each portal’s instructions for linking the portal account to the Login.gov account

Once a portal account is linked to a Login.gov account, the user must follow Login.gov instructions for portal access

One person can have multiple Login.gov accounts, but the primary email address has to be unique:

If user has an existing Login.gov account for non-CSU work in Federal portals, a separate Login.gov account should be created for CSU work

OSP does not have access to manage account information or reset password for Login.gov accounts

Grants.gov

Account Creation/Affiliation:

Account must be created by the individual.
A user should have only one account and affiliate as needed when changing institutions.
- NEW account: https://www.grants.gov/register
  - Account is needed to be added to a Workspace as a participant
  - Participants can be given access to application forms and attachments in Workspace without being affiliated with an institution
  - Account is not required to be listed as Key Personnel in a proposal
Affiliation of an account with CSU is required in order for CSU OSP to have access to and submit a Workspace (proposal).
1. Use the CSU OSP SAM.gov UEI = LT9CXX8L19G1
2. New account affiliation can be done by the individual during the account registration and profile completion process.
3. Existing accounts can be affiliated with CSU OSP by creating a new user profile within the existing account.
  - After logging into Grants.gov, click the My Account link in upper right
  - Click Manage Profiles tab
  - Click Add Profile button at right side of the panel
  - Use the UEI field to add an organization profile
  - Enter a profile name that makes sense to you for the purpose of the profile (e.g., CSU proposals)
  - Enter a job title that makes sense for your position (e.g., Department proposal coordinator)
One user account can have multiple profiles.
- For opportunities that require individual submission (not through CSU), a user will need to create a separate individual profile.
  - Login to Grants.gov
  - Go to My Account
  - Go to Manage Profile tab
  - Click Add Profile button
  - Choose Individual Application and enter a profile name (like "Individual") and your preferred job title

Login.gov required as of March 2022

Roles:

No role is needed for a person to be added as a participant to an existing Workspace.
Workspace Manager role is needed to create and manage a Workspace (proposal).
1. Affiliation with CSU is required for a person to have the Workspace Manager role for CSU proposals

OSP Access:

OSP will get an email when an account is affiliated with CSU.
- OSP reviews the request to determine if roles need to be assigned.
- Assignment of the Workspace Manager role is done by CSU OSP.
OSP cannot see any account profile details, only user name and role information.
- Password reset must be requested by the individual (cannot be reset by OSP)

NIH eRA Commons (used also for ASSIST, Dept of Commerce (NOAA) GEMS, USDA-NIFA)

Contact OSP ERA to request an account

Use this link to open an email with pre-populated recipient and subject line: eRA Commons account request

Provide the following information:

Federal agency (e.g., NIH, NOAA, USDA-NIFA)
- NOTE: Department administrator (ASST) role is NOT available for NOAA or NIFA
Purpose of account -- Role descriptions are available at eRA Online Help - User Roles
- Principal Investigator for a proposal submission
- Senior/Key personnel (co-PI, investigator, other significant contributor) for a proposal to be submitted
- Postdoctoral employee/fellow to be reported in RPPR
- Graduate student to be reported in RPPR
- Graduate or undergraduate student participating in a Training grant
- Undergraduate student to be reported in RPPR
- Project personnel to be reported in RPPR
- Department administrator who needs access to work with PIs for proposal and report actions
If you want a preferred name to be used for the User ID setup, provide the First and Last name to be used. If not provided, we will use the Outlook profile information.
- User ID name format is dependent on availability in the system.

If you have come to CSU from another institution and you already have an account, use this link to request an affiliation with CSU: Affiliate eRA Commons account request

Provide your existing User ID so that we can find and manage the correct account

Login.gov or InCommon 2-factor authentication are required for the IAR role and scientific roles (e.g., PD/PI).

NOTE: InCommon login uses an institutional account (e.g., CSU NetID) and SSO for access to a portal. If a federal portal supports this, the user can establish a link between their CSU credentials and the portal. OSP does not manage or provide support for this login method.

Admin accounts are still in transition to mandatory Login.gov.

OSP Access: OSP can edit an account’s primary email address and prompt a password reset, but cannot see or edit any profile details. We can only manage affiliations for CSU.

NSF Research.gov

Accounts must be created and managed by the individual.

Users should have only one account, updating their email address and role affiliation when changing institutions.

New account: https://www.research.gov/accountmgmt/#/registration

PIs and other senior/key personnel, Postdoctoral fellow applications and, department administrators:
- Use Add Investigator or Authorized User tile, then choose from the options based on project role
- Use the OSP SAM.gov UEI = LT9CXX8L19G1 in the Organization search to affiliate with CSU

Existing account:

Login to Research.gov
Click 'My Profile' in upper right corner
Choose Add a Role from the left navigation column
- PIs and other senior/key personnel, Postdoctoral fellow applications and, department administrators:
  - Use Add Investigator or Authorized User tile, then choose from the options based on project role

Users can login directly with InCommon credentials or via Login.gov

Multifactor authentication (MFA) is required. Options vary by role and chosen login method.

OSP Access to account information:

OSP will get an email notification that an account has been affiliated so that roles can be confirmed/managed.
1. CSU OSP account administrator can manage affiliation only for CSU.
Individual must request a password reset. OSP cannot prompt a password reset.
OSP account administrator cannot change the email address for an account
OSP cannot look up an NSF ID number.
OSP account administrators can see user name, NSF ID number, email address, and role information only for accounts affiliated with the CSU OSP UEI.

SciENcv & ORCID

These are researcher resources that OSP does not manage, but are required by federal agencies for multiple proposal and report activities and actions.

SciENcv is required by multiple federal agencies to produce compliant biosketches/CVs and current/pending support documents for proposals and reports.
ORCID is a global, independent not-for-profit entity that provides a unique persistent identifier used in account profiles and for reports and publications, as well as a repository of information related to the ORCID iD and APIs to facilitate interoperability with member organization systems.
- Multiple federal agency portals require the account holder to enter an ORCID value in their account profile.

NSPIRES (NASA)

Account must be created by the individual.

NEW account: https://nspires.nasaprs.com/external/
- Click ‘create an account’ button in upper right corner
- User will receive an email with an action requirement to activate the account.

Affiliation with CSU must be requested during the account creation process.
1. Search by UEI = LT9CXX8L19G1 (the SAM.gov UEI for Colorado State University OSP)
2. OSP receives and evaluates a notification for affiliations.

Password reset must be done by the individual account holder.

Roles:

PI: There are no PI roles to manage. Access to individual proposals requires only an account.
Department research administrator: Additional access can be enabled for proposal development. Contact the OSP ERA team to request department proposal access.

OSP Access: OSP cannot manage information for a person’s account or reset passwords.

eBRAP (Dept of Defense/War > Congressionally Directed Medical Research Program (CDMRP)

Accounts are created by the individual, and affiliated with CSU during the registration process

NEW account: https://eBRAP.org/
To affiliate, search for Colorado State University, UEI LT9CXX8L19G1

Password reset is by the individual, not OSP.

Roles: An account with PI role is required for submission of pre-applications.

Department administrators can be assigned the PI role, then added to specific pre-applications as ‘alternate submitter’ in order to assist with pre-application development.

OSP Access:

OSP has to approve account affiliation requests.
OSP cannot see or manage individual account information.

GrantSolutions

Account requests need to be routed through OSP.
1. Request the current account form with this link: GrantSolutions account request
After the account is created, OSP must work with the agency grant management officer to enable PI access to their award(s)

FedConnect

Accounts are created by the individual and reviewed/approved by a vendor Administrator. For sponsored programs, the vendor administrators are OSP personnel.

https://www.fedconnect.net/FedConnect/PublicUserRegistration.aspx

Roles:

Vendor Administrator = Account management, award/modification management
Vendor Representative = Opportunity search, initiate/submit pre-application, view awards

OSP Access:

The OSP Vendor Administrator must approve user-initiated account registration.

USDA ezFedGrants

NOTE: Roles are not assigned outside of OSP.

Coordinate the application development and submission with the OSP RA for the PI's department.
Provide performance report for submission to the OSP FRA or SRA assigned to the award/account's lead unit.
OSP assignment information is available on the OSP website staff page: https://www.research.colostate.edu/osp/staff/

SAM.gov

Account is created by the individual, using an existing Login.gov account.
- Please see the recommendations in this article for Login.gov -- CSU work should use a Login.gov account set up with CSU first.last email address
Choose 'sign in' on the SAM.gov home page, then follow instructions at Login.gov
Accounts are required to access Entity Information, but not for other features like Assistance Listing (ALN) lookup.
None of the available roles are applicable to PI or department administrator access.

Login.gov is required for access

JustGrants (Dept of Justice)

Accounts are created by invitation, initiated by Entity Administrator (OSP)

Send an account request using this link: JustGrants account request

No unique role for PI

Because the system lacks a PI role, does not provide transparency for action item assignments, and does not make a distinction of access for proposal submission, progress reports, and financial actions, OSP will complete award progress report actions on behalf of the PI.

Proposal Role for campus department administrator:

Application Submitter = OSP user who completes and submits applications, including assurances.
Department research administrator can be assigned as a secondary application submitter to complete the application
If PI does not have support, OSP RA will complete and submit the application.

FEMA GO

Account Creation:

OSP must generate an invitation to register for an organization account
- Use this link to request an invitation: FEMA GO registration invitation request
Complete the registration steps per the invitation email
Contact OSP when registration has been completed to confirm that role is active

OSP Access:

OSP generates a registration invitation and manages ‘team’ in the portal
OSP manages roles for an account holder
OSP does not manage account information, cannot reset a password or unlock an account

Dept of Energy (PAMS, EPIC, xCHANGE)

PAMS

Accounts are created by the individual, then registered to an institution.

https://pamspublic.science.energy.gov/
Search for Colorado State University or CSU SAM.gov UEI = LT9CXX8L19G1

OSP Access:

OSP cannot see or manage individual PAMS accounts or reset passwords.
OSP can manage user access to PAMS and to specific awards.

EPIC (Energy Program Information Center)

NEW account: Use existing ID.me or Login.gov account with CSU email address to create the new EPIC account

EPIC Registration

- choose New External User

- at the next page, you can use an existing account for ID.me or Login.gov to initiate the EPIC account. For proposals or other activity associated with CSU, the account email address should be CSU first.last format.

Roles:

Technical POC = PI (principal investigator)
Business POC = department research administrator

OSP Access:

Account Administrator (AA) must approve user-initiated account registration
AA can modify existing user’s roles

Login.gov sign-in and phishing-resistant multi-factor authentication are required.

ARPA-E eXCHANGE, EERE eXCHANGE

Account must be created by the individual. New accounts are created using an existing Login.gov account

NEW applicant accounts:
- APRA-E DOE: ARPA-E eXCHANGE: Registration
- EERE: DOE: CMEI eXCHANGE: Registration

A proposal requires an institutional identifier in order for an award to be issued:

Proposals submitted by CSU personnel should include the CSU OSP SAM.gov UEI in their applications = LT9CXX8L19G1

OSP Access:

OSP does not have access to user account information

Login.gov required

Department of Education G5

Account must be created by the individual.

PIs need an account for award action notifications and performance reporting
- PI accounts should use the Project Director role
PIs have to give access to other account holders for specific awards

Login.gov required as of May 2023

OSP Access:

OSP does not have access to user account information

Proposal Central

Accounts must be created and managed by the individual.

An account is required to initiate and submit an application
NEW account https://proposalcentral.com/register.asp

Please note: Proposals, not accounts, are affiliated with CSU, per the following application process:

Application and Submit Action:

Proposal creation and submission is done by the PI.
- Create an application
- Choose Colorado State University as the institution
Assignment of contacts is done on a per-proposal basis using the email address of the correct OSP administrator
- If the person is already in the ProposalCentral system, the name will be available in a dropdown for contact role.
  - If the OSP SRA or RA is not in the system, add by email to generate a notification and provide access.
- Add other users who need to work on the proposal by email address

OSP Access: OSP cannot see any account information for individual users.