QUIC K START GUIDE
Creating a New Rolodex Entr y in Kuali Coeus (KC)
Creating a New Rolodex Entry in Kuali Coeus (KC)
YoumaycreateaRolodexentrytoaddaperformancesite,deliveryaddress,ornon-(IU)employeethatdoesnotalreadyexistintheKCsystem.
STEP 1: ACCESS THE ROLODEX BY CLICKING THE MAGNIFYING GLASS ICON FROM EITHER OF THESE LOCATIONS:
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ProposalTab>Organization/Locationpanel>PerformanceSiteLocationssubpanel
ProposalTab>DeliveryInfopanel>MailingName&Addressfield
KeyPersonneltab>Non-employeeSearchfield
BudgetDocument>Personneltab>Non-employeeSearchfield
STEP 2: CONDUCT A SEARCH TO DETERMINE IF THE ROLODEX ENTRY ALREADY EXISTS
Entertheappropriatesearchcriteria.Besuretousewildcards(*)torefineyoursearchandlimittheentriesreturned.Ifyour
searchdoesnotreturntheinformationyouneed,amessagewillappeardirectlybelowthesearchcriteriathatreads“Can’tfind
whatyouarelookingfor?ClickheretoaddanewRolodexentry,orcontacttheSystemAdministratortoaddone.”
STEP 3: OPEN A NEW ROLODEX ENTRY
Clickthe“here”linkfromthemessagereferencedabove.AblankRolodexentryopensonyourscreen.
STEP 4: CREATE A NEW ROLODEX ENTRY
Somefieldsaremandatory;othersareoptional.
Youmustcompletethefollowingfields:
• Description–brieflydescribethenewentryinyourownwords
• Organization–theofficialnameoftheorganization,agency,orbusiness(IndianaUniversityforyourlaboratory,officelocation,etc.)
• OwnedbyUnit–putyourIUUnithere(ex:IN-HEMO,BL-CHEM)
• SponsorAddressFlag–enter“N”
• Active–checkthisbox;youmustcheckthisinorderforasearchtoreturntheRolodexentry.
Allremainingfieldsareoptional.However,completeasmanyadditionalfieldsasyouneedatthistime.
(IfyouarecreatinganentryforaPerformanceSiteonaGrants.govsystem-to-systemsubmission,youmustincludethe9-digitpostalcode.)
STEP 5: PROOF YOUR INFORMATION
Checkyourinformationcarefullybeforesubmitting.YoucannoteditaRolodexentryonceithasbeensubmitted.Youwillneedto
eithercontacttheSystemAdministratortoedititforyouoryouwillhavetocreateanothernewentry.
STEP 6: CLICK THE SUBMIT BUTTON
Ifsuccessfullycreated,themessage“Documentwassuccessfullysubmitted”willbedisplayed.
STEP 7: CLICK THE CLOSE BUTTON TO CLOSE OUT OF THE ROLODEX SCREEN
The new Rolodex entry will be available immediately.
STEP 8: CONDUCT A NEW SEARCH AND RETURN YOUR NEW ROLODEX ENTRY
NowthatyouhavecreatedyourRolodexentry,youmustconductanotherSearchtoretrievetheentryandpopulatetheKCfield.
• ReturntotheRolodexLookupscreen.
• SearchforyournewlycreatedRolodexentry.
• Returnthevalue.
WHERE TO FIND HELP:
OfficeofResearchAdministration
Website:http://researchadmin.iu.edu
C re a t ing a N ew Ro l o d ex En t r y in Ku ali C o eu s (KC)
L a s tM o di f i e d:O c t o b e r25,2011
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