RAPSS General FAQs

Research Administration and Proposal Submission System

General Frequently Asked Questions

  • Yes, all new proposals must be submitted through RAPSS, effective August 8. During the current transition period, which will be completed in October, the RAPSS team is developing the ability to migrate existing activities on grants, contracts, and awards into RAPSS. Until that is accomplished, for transactions already in progress that were not previously submitted through RAPSS, the current paper endorsement process will be in effect. A matrix outlining the intended uses for RAPSS now and in the future is posted here.

  • Phase II was completed and went live on August 8, 2016.

  • The Office for Research has engaged Huron Consulting to customize and install its Click® Portal Solution for electronically managing grants and research contracts. Huron’s project team comes to campus regularly to meet with the university team working on RAPSS, which includes front-line users and research development professionals from numerous Rutgers schools. The project is being led jointly by Diane Ambrose, who directs the Office of Research and Sponsored Programs; Faizan Ahmed, associate director of IT in the Office for Research; and Steve Schipper, project manager in the Office of Information Technology. Terri Goss Kinzy, vice president for research, is overseeing the project.

  • Just send an email to rapss@rutgers.edu and we’ll let you know when the next demo is scheduled. You can always send input to that email account. You’ll find a list of our team, the school liaisons and the advisory group on our contact us page. All of these people would be happy to hear from you.  

  • After considering several suggestions from the implementation team and others working on the system during the planning stages of the project, we chose the name Research Administration and Proposal Submission System. It was suggested by Nicole Nicholas, a research contract and grant specialist in the Office of Research and Sponsored Programs.

  • Yes these files will be accepted.

  • Yes. Since this is not an application constraint but more of a CAS requirement that your NetID/password is case sensitive.

  • The RAPSS test environment will be made generally available for continual practicing. Assistance will also be made available using RAPSS training videos and tutorials which will eventually be posted on the RAPSS home page.

  • In general a “workspace” is any space on the RAPSS site that you are currently viewing/working on.


    • If you are in your “Inbox”, that would be considered your user or personal workspace.
    • If you click on the “Grants” tab that would be considered your grants workspace.
    • If from the “Grants” tab you click on the desired “Proposal”, that would be considered your proposal workspace.
  • The deadline date can be accessed a few ways:

    • From your Inbox, click on the “In Progress” tab
    • From the “Grants” tab, view date listed under your proposal
    • From the proposal link, view the Proposal Information listed under the “Project Information” tab
    • From the “Edit Proposal” tab, click on section 12.0.1
  • Your main “homepage”, also known as your “Inbox” or “personal workspace”, can be accessed by clicking on the “Inbox” tab in the upper right hand corner of the RAPSS page.

  • The diagram below shows the most basic workflow a proposal (and SF424) can go through.

    Proposal Stages General FAQs

    The tabs below, as listed under your “Inbox” or “personal workspace”, reflect the following workflow information:

    My Inbox: Items that currently require your action

    In Progress: Items that are under development or in the review process. The application has not been submitted to the sponsor. During this phase you may see your application go through some of the following stages:

    • Department Review
    • Specialist Review
    • Signing Official (SO) Final Review

    Pending: Items that have been submitted to the sponsor. They are awaiting notification from the Sponsor regarding the status of the application.

    • Sponsor Review
    • Award Notification Received
    • JIT Requested

    Active: Items that have been awarded by the sponsor.

    Completed: Items that are either:

    • Withdrawn
    • Not Funded
    • Otherwise Completed

    They may neither be worked on nor may they be returned to an active state.