Body
Issue/Question
You plan to submit a grant proposal to a federal or non-federal organization and you need to route it for internal review and approval.
Environment
- Cayuse Sponsored Projects
Cause
Supported by the South Dakota Board of Regents (SDBoR), Cayuse is BHSU's electronic research administration platform that connects approval routing, proposal submission, award management and compliance. All requests for external funding must be routed through Cayuse Sponsored Projects.
Resolution
1. Login to Cayuse by using your BHSU single sign-on (or SSO) username and password.
2. Click the "Products" dropdown menu button at the top right corner of Cayuse.
3. Click "Sponsored Projects" in the product dropdown menu.
4. Principal Investigators/Project Directors will see the "Proposals Dashboard," which contains a list and status of Sponsored Projects they are associated with.
5. Proposal Status Definitions are as follows:
- In Development: New project proposals initiated but not routed for approval.
- Under Review: Project proposals routed for internal approval.
- Approved: Reviews are complete and project proposals are approved for submission to sponsor.
- Submitted: Proposal applications have been sent to the sponsor.
- Under Consideration: Sponsor has asked for additional project information such as IRB or IACUC approval, updated CPS, etc. (aka "Just in Time").
- Funded: Award notices received, and funds set up for use.
- Closed: Project record closed for stated reason.
6. To initiate a new project proposal routing for internal review, select "Start New Proposal" at the top right.
7. If this new project proposal is not related to an existing one, click the top button and create a title for your project. Though not required, the following naming convention may be helpful: agency, program, year, PI/PD name. For instance, "NIH AREA R15 2024 - Smith." Then click the "Create New Project button.
PROPOSAL SECTIONS IN CAYUSE
The Proposal Form is where you will enter information. You will see a list of sections that need to be completed. Each has either a red exclamation point or a number indicating required fields for that page. When completed, a green check mark will be displayed.
1. General Information
As BHSU is sharing an instance with Northern State University, under "Please select your campus," choose Black Hills State University in the dropdown menu. Please leave the Banner Proposal ID field blank. Only fields with a red asterisk are required. Any field without a red asterisk can be left blank.
Many fields have convenient dropdown menus. In the “Sponsor” field, if the name doesn’t populate as you type it, please select “Other” and identify the Sponsor. In the “Description” field, provide a brief overview of the project (one to two sentences).
2. Key Personnel
Identify any BHSU personnel with time or effort committed to this project. Anyone listed here will have access to this record. At the bottom of the page, the appropriate college or unit must be identified for each person listed. Please also answer questions about release time and new personnel.
3. Summary Budget
Provide the required budget information and upload your line-item budget and justification.
4. Regulatory Compliance
Your answers to the following questions will trigger follow-up from the appropriate committees and offices as agreements are negotiated and plans are finalized for your project.
5. Performance Sites
This indicates where the work will be performed.
6. Foreign Collaborations
Enter information about foreign collaborations, if any.
7. Intellectual Property
Answer questions about intellectual property, if applicable.
8. Additional Information
Here you can add any additional documentation or comments.
9. Complete
Once all green check marks are displayed, the "Route for Review" option under "My Actions" becomes available for selection in the upper left corner.
Once you have selected the "Route for Review" action, project personnel will receive an email to certify their engagement in the project. After project personnel have certified, the proposal will move to the Sponsored Programs Office, then to your Dean or VP, then to the Provost, and finally to the VP for Finance and Administration. You can click on the “Routing” tab at any point in the process to see how the request for approval is progressing.