May 21, 2014

Exciting Developments in Phoebe!

The Sponsored Projects Office is committed to making Phoebe available to all departments and units across campus. We also are always looking for ways to make proposal preparation within Phoebe more straightforward and trouble free. In that vein, we are pleased to announce the following recent developments in Phoebe.

Guidance for Small Units Joining Phoebe
Is your department or unit interested in accessing Phoebe? Please consult SPO’s new guidance.

Submit to Sponsor
Want to know if your proposal has been submitted? Contract and Grant Officers (CGOs) at SPO are now able to click on a newly exposed button in the system labeled “submit to sponsor.” The button is only visible to CGOs and, upon submitting proposals to agency sponsors, CGOs will now immediately click on that button, which will update the status of the record to “Approval Pending – Submitted.” The status appears in the upper, right-hand corner of the record and can be viewed by principal investigators (PIs), department approvers, and CSS/department administrators with appropriate access.

Phoebe Proposal Preparation Checklist - Now Available
New to Phoebe or just want to make sure you have completed all the required proposal steps? Please visit our Proposal Checklist for Departments, now included in the Phoebe Instructions.

PHS FCOI PI Certification Form - No Longer Required for Proposals in Phoebe
Note that this form is still required at other stages of the funding cycle – new award, non-competing award, no cost extension – but it is not required as an upload for proposals in Phoebe. PIs now are able to certify to the language on the form as part of the online approval process within Phoebe. See What SPO Requires: PHS FCOI Guide for Department Research Administrators and PIs for more information.

Reminder: Avoid Identity Theft
Please remember a proposal initiator should NEVER log into Phoebe with a PI’s CalNet information. If a PI asks you to use his or her CalNet ID to carry out PI functions within Phoebe explain that a CalNet ID should never be shared with anyone for any reason. This is to protect the PI’s personal data, which should be kept private, and to ensure that PI approvals and certifications within Phoebe are valid. The approvals that we track in the system are serious in nature and we want to avoid any gray areas regarding approval and/or allegations that someone’s sensitive personal information has been misused.

We hope these updates are useful, and please feel free to write to our mailing list at with any questions or ideas for improvements.