Approvals / PI Verification
Principal Investigator Verification
The Office of Sponsored Programs implemented a new process in SUMMIT requiring principal investigators (PI) to verify information provided in proposals before submission to the sponsor. Increased compliance and monitoring by federal sponsors require this new step, ensuring that all questions have been answered correctly and mitigating risks for the principal investigator, the research team, and the university.
PI Verification Needed
When a proposal is put into routing, a verification email is sent to notify the Principal Investigator (PI) that an action to verify the proposal is required.
The proposal will need to be verified by the PI before the sponsor's due date.
The pending verification will be in the To be approved subfolder, under the Approvals folder. Clicking the hyperlink in the verification email will send you directly to the verification itself.
The principal investigator is expected to review and must click “Verify Proposal” to complete the verification process.
If there are any concerns regarding the verification, the principal investigator should contact the Pre-Award Associate assigned to the proposal.
In the Summary View it will be labeled as "PI Verification of" versus the already existing functionality with proposal approvals that will be labeled "Proposal Approval of".
Verification Folders
The same folders used for the Approval process is being used for the Verification process.
- To be approved
- When a proposal goes into routing, an approval will be in the "To be approved" folder for approvers that need to directly approve at that time. In addition, a verification will be in this folder for the PI to verify.
- Pending
- Since only 1 PI can be on a proposal at a time and the direct verification needed is for that PI, this folder is not used. Anything pending, will be needing direct verification which will be in the "To be approved" folder.
- Approved
- When a proposal is verified, the verification that was in "To be approved" will move to "Approved".
- Canceled
- When a proposal has routing canceled or the approval discarded, the Verification even if already verified, will move to the Canceled folder. If it was not verified and was in the "To be approved" folder, it will stay there for the PI to acknowledge that there was a verification, but it will no longer be active and the user can transition it to the Canceled folder by pressing the "Ok. Remove this outdated request from my list" button
Information in the Verification View
Principal Investigators will have a view that shows information from the proposal sections below:
- General Information
- Submitting Organization
- Proposal Team
- Budget
- Budget Totals
- Cost Share (if applicable)
- Compliance (All Questions/Answers, Comments)
- COI, OESRC, IACUC, IRB, IBC, Additional Coordination
Verified
When a proposal is verified, the label in the proposal will change from "PI Verification Pending" to "PI Verified" or "Verified" depending on who verifies the proposal.
Verification Canceled
When routing is canceled or an approval is discarded, the proposal will go back to the Preparing status, which will discard the prior verification if it was already verified.
When the proposal is routed again, a new verification will be required by the PI due to the possibility of changes to the proposal. The PI will receive a new email notification and a new verification request will appear in the To be Approved folder.
Verification Labels & Icons
In the Work Items folder Labels and Icons are displayed in the summary view and proposal editor to indicate the PI verification status.
Pending:
PI Verified:
Pre-Award Verified:
Verification Emails
- Verification Needed
- When a proposal is routed, an initial email is sent to the PI informing them they need to verify the proposal.
- Verification Reminder
- When the proposal has not been verified, a reminder is sent each day until the proposal is verified.
- PI Verified
- When the PI verifies the proposal.
- Verified
- When Pre-Award verifies the proposal.
- Verification Canceled
- When the proposal is taken out of routing or approval is discarded any issued or pending verification is canceled.