Instructions for Routing and Signature Approval of the PTF

IMPORTANT:

1. All signatories should read and follow each step of the instructions to avoid misinterpretation.
2. All signatories must have a valid ODU MIDAS account before they can review and sign the electronic Proposal Transmittal Form (PTF).
3. When navigating through the PTF, do not use browser forward or back arrows; use the navigation buttons found at the bottom of each page of the form.
4. Save the form before leaving the form, using the navigation buttons at the bottom of the screen. If the browser is closed without first saving the form, the information entered during the session will be lost.

I. Investigator Reviews and Signs Form

1. The investigator will receive an email notification stating the PTF is ready for review and signature routing. Investigator should note PTF number as stated in the email notification.

2. Investigator will select the hyperlink to log into MIDAS found in the email notification and click on it to access MIDAS.

3. After being logged into MIDAS, investigator will be in the Proposal Transmittal System. Investigator will type in the PTF number, as found in the email notification, and click submit to begin reviewing the PTF.

4. Investigator reviews each page of the PTF for accuracy and completeness.

• Page 1: Investigator will only have the authority to change items 1 through 7 of Page 1. If other revisions are requested, contact appropriate pre-award grant and contract administrator (GCA). To view PTF attachments, select the hyperlink, "Click here to view attachments for this form," from the top of Page 1.
• Page 2: Investigator reviews questions 18 through 25 and answers yes or no as appropriate. Investigator uses box 26 to upload the proposal abstract attachment. Attachments should be only .pdf, .doc, or .xls files(other file formats, such as .txt, cannot be viewed by ODURF or by the approvers).
• Page 3: Investigator completes section 27.
• Page 4: In Section 29, investigator signs the form by entering his/her first and last name EXACTLY as it appears in their MIDAS account. Investigator also enters date signed, department name, and percent credit.

To enter the remaining signatories' email addresses, the investigator must first select "Save and/or send for signatures" from the navigation buttons located at the bottom of the PTF. Investigator does not enter signatories' email addresses on this page.

5. After selecting "Save and send for signatures," investigator will be directed to a new screen to select the names of individuals required to review and sign the form. Here, the investigator also selects the names of any Co-investigators, as well as the Co-investigators' dean(s) and chair(s). If the form includes cost share, investigator is to include names of those required to approve cost share obligation. If the investigator cannot find a recipient's name in the list, then he/she can enter the recipient's e-mail address manually in the space provided.

IMPORTANT: Review all manually entered email addresses for accuracy, before selecting "Send to Signers." The Proposal Transmittal System cannot check e-mail addresses for accuracy.

6. As signatories approve the form, investigator will receive email notifications confirming approvals as they are completed. After the form has been completely signed, investigator is required to complete the PTF approval routing by following the steps stated in Section III below.

II. Others Who Must Sign the Form - Co-investigator, Department Chair, College Dean, VP of Finance, and VP of Research

1. Signatory will receive an email notification stating the PTF is ready for review and signature.

2. From the body of that email notification, signatory will select the hyperlink to log into MIDAS. Signatory should note PTF number as found in the email notification.

3. After logging into MIDAS, signatory will be in the Proposal Transmittal System. The signatory enters the PTF number and clicks submit.

4. Signer reviews each page of the PTF.

• Page 1: If signatory is to approve any cost share obligations, review section 17, and approve the cost share by entering first and last name EXACTLY as it appears in his/her MIDAS account, as well as the date signed. NOTE: If there are multiple departments/colleges with cost share obligations, select the hyperlink, "Click here to enter additional cost share information," to navigate to additional cost share screens. If changes are requested to the PTF, contact the investigator. To view any attachments to the PTF, select the hyperlink, "Click here to view attachments for this form" from the top of Page 1 of the form.
• Page 2: Any comments can be entered in Section 26.
• Page 3: Signatory reviews Page 3.
• Page 4: The signatory signs form in designated box by entering his/her first and last name EXACTLY as it appears in his/her MIDAS account.

Signatory selects "Sign and Notify PI" to navigate to the next screen.

5. The signatory is directed back to the Proposal Transmittal System, where s/he selects "Notify PI."

III. PTF has been completely signed and investigator is ready for submission to GCA

1. Each time a signatory has provided signature approval, the investigator will receive an email notification. The PTF signature routing is not complete until all designated signatories have approved the PTF.

IMPORTANT: It is the investigator's responsibly to monitor the signature routing of the form and to assure the form is completed well in advance of the proposal submission deadline.

2. After PTF has been approved by all signatories, the investigator completes the routing process by selecting the hyperlink, as directed in the email notification, to log into MIDAS.

3. The Proposal Transmittal Menu will open, and from the menu, the investigator will enter the PTF number and click submit.

4. PTF opens and investigator reviews the PTF to ensure the cost share secton of page 1 has been signed, if appropriate. Investigator also ensures each signatory has completed Page 4.

5. If investigator is confident the form has been completely signed, investigator clicks the "Get Confirmation No." button.

6. Investigator is then directed to a new page where the confirmation number appears. Investigator selects "Notify GCA." If form is not completely signed, investigator selects "Return to Investigator Options" to obtain any additional signatures as needed.

IMPORTANT: The PTF is not complete until the investigator selects "Notify GCA" and receives notification this step has been completed.

7. If the GCA receives form and finds it has not been completely signed by all required and authorized signatories, the GCA will forward the form back to the investigator for further action.