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What is my Login ID?
Your Username is the same as the prefix of your university email address. For
example, if your university email address is cyclone@iastate.edu, your Username
is "cyclone".
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How do I change my password?
You can go to the "My Profile" tab and then click on the "Password" button on the following screen. [movie]
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What if I forget my password?
Please contact
ospa-support@iastate.edu or call 515-294-5225 to request a password
reset.
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How do I edit my profile (i.e. change
Department/Center/Institute/Extension Unit name)?
Beginning November 1, 2007, the
GoldSheet will require that the
Department/Center/Institute/Extension Unit name that you select on
the form matches the standard list used for the drop-down items on
Pages 2 and 3. Instructions for how to
edit your profile so it matches the
drop-down list is available on a separate page. Please refer
to the standard list of
Departments/Centers/Institutes/Extension Units to find the
correct wording/formatting.
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How do I get to the form or manual?
There is an icon on the left hand side of our website,
that says e-GoldSheet, if you click on that link, you will get to the login link.
The manual
is also available.
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How do I know who to route the e-GoldSheet to?
You should route it to the PI, (if you are not the PI),
all Co-PI's, and Department/Center/Institute/Extension Unit and RRC Work Queues. Remember the PI and Co-PI's
could have different Departments/Centers/Institutes/Extension
Units and RRC's so you must include all of
them. If a center or institute needs to sign the e-GoldSheet you
should select that under the Dept. section of the e-GoldSheet
(refer to the list in FAQ#4 above).
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How do I track the form?
Log in to the e-GoldSheet system and click on the Forms, go to
GoldSheet_Status, click on that, the form will come up, put in the e-GoldSheet
ID# in the first box, tab out and it will find the info on the location of that
e-GoldSheet.
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What do I do with forms that need an ink authorized university signature?
If that signature is the only one needed on a particular form you can attach it
to the e-GoldSheet, put a note in the “Notes to OSPA” box on page 4 to print
off the form and sign it. If it needs other signatures first (PI and or
Co-PI's), then the paper copy will need to be sent to the OSPA office after the other
signatures have been obtained. Please make sure that the
GoldSheet ID number is
attached to the document to be signed so OSPA staff can match it up with the e-GoldSheet
when it arrives. When the e-GoldSheet has been signed electronically, the PI
will receive an email notification that the
e-GoldSheet has been completed. OSPA staff will call the
PI or a designee when the signed documents are ready to be
picked up in the OSPA office.
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What happens if a Co-PI is not available to sign the e-GoldSheet?
If a Co-PI does not have access to the internet, contact
ospa-support@iastate.edu to bypass that person in the
GoldSheet and the form will continue to route. The request
should come from the Co-PI's department chair. Bypass
should be requested in extreme circumstances only. The Co-PI
will need to sign a paper copy of the GoldSheet upon their
return.
- Don't omit the Co-PI's name from the
form.
- No one else should be signing for PI's or Co-PI's.
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What if a PI or Co-PI has a split appointment?
If more than one
Department/Center/Institute/Extension Unit or RRC needs to sign the e-GoldSheet
include each of them in the appropriate section
of the e-GoldSheet (page 3). If they need
to sign the e-GoldSheet, select those work queues under the
Department/Center/Institute/Extension Unit section of
the e-GoldSheet.
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Attachments
Before uploading a file attachment to the e-GoldSheet, please be sure that
it contains a file extension
(i.e. doc, pdf, xls, gif).
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Can attachments be added by Co-PI's and approvers?
Yes, click on the “View/Add Attachments”
button (near the Signature_and_Submit button), scroll to the bottom of the
new
page and add additional attachments by clicking the “Add” button for each.
When all attachments have been added, click on “Finish” and that will add all
your attachments and take you back to the e-GoldSheet. Do NOT
click the browsers "Back" button.
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What type of attachments can I add?
The system works best with Word, Excel, PDF, GIF, JPG, TIFF.
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Why don't I have to route the form to VPRED or OSPA offices?
The e-GoldSheet has been designed to route automatically to the VPRED office and
OSPA.
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Which GoldSheet do I choose from the GoldSheet folder?
To originate a form choose GoldSheet_Start or
GoldSheet_Start_HTML.
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When I enter my name as the PI, why doesn't the form automatically fill in my
Department/Center/Institute/Extension Unit and RRC info on the routing section of the form?
The form is not designed for auto fills in the routing sections.
You must manually select which Co-PI's and work queues for routing.
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In the compliance section, I don't have approval yet but I am using animals,
humans, recombinant DNA, and/or Radioactive Materials, what do I fill out?
If you say “Yes” to one of the compliance questions and do not yet have a Log #
and date, click the Pending box.
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There is no Indirect cost on this proposal, what do I put in the % of PI
incentive box in the routing section of the form?
The incentive must add up to 15% for the form to route, so fill
that box out so it sums 15%. Since there is no Indirect,
there will be no Incentive money to distribute.
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I am an originator and I am also an approver in a Work Queue. When do I use, my
“Inbox” or my “Work Queue”?
As the originator you will receive the e-GoldSheet form in your “Inbox”
after the PI electronically signs it. This is simply your
notification. When
the e-GoldSheet needs to be signed by your
Department/Center/Institute/Extension Unit or RRC,
you will click on the “Work Queue” tab on the toolbar and click on
your Work Queue's name. The form(s) will be there. Click on the form
you are going to electronically sign. After you have
reviewed the GoldSheet and attachments, go to the signature section in the
e-GoldSheet form and Click the gray Signature_and_Submit button, you will be
prompted for your password and the form will then route to the next approver.
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My
Department/Center/Institute/Extension Unit rejected my e-GoldSheet, now what do I do?
The form will come back to the PI. This e-GoldSheet can't be edited, but you
can reduce your amount of effort by launching a new e-GoldSheet, click Load
from Previous in the upper right hand corner, and type the rejected number.
This will load the new GoldSheet with the same data as the
rejected GoldSheet. Make any
changes necessary to the new form and upload attachments. Sign the e-GoldSheet
and it will begin routing. Yes, it has to go through the full routing again.
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What if only minor changes need to be made to the e-GoldSheet after the PI has
signed it?
All Co-PI's and approvers have the option to reject the e-GoldSheet.
However, they can
also add files and notes. So, if minor changes need to be made to text, etc. simply
put a note in the “Notes to OSPA” box regarding the change to be made and OSPA
will make those changes when they get the e-GoldSheet. If budgets need to be
revised, simply upload the new version and add a note to OSPA about the
changes.
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What if I forgot a
Department/Center/Institute/Extension Unit or RRC in the routing section of the
e-GoldSheet?
The VPRED office and/or OSPA will contact the PI and ask them to print out the
e-GoldSheet, carry it to the
Department/Center/Institute/Extension Unit or RRC that was left off,
obtain an ink signature, and bring it to OSPA before the e-GoldSheet can be
approved.