Cayuse Training

No, proposals that are created and electronically routed in Cayuse do not need a Transmittal Form.

When selected this will create a proposal record tied to a new project record. Cayuse is designed to create a project record which may have multiple proposal or award records within that project record.

No, once that project record is created, you or central administration cannot edit the title, so please be sure to pause and choose a project title wisely. We recommend you consider using an easy-to remember, high-level, broad naming convention for your project as the individual proposals and awards within it may contain a more detailed title.

For example, a project title of “Researching My Dog Phase I” may not be the best as a Phase II opportunity may come along and that proposal is related to this overall project. In a case such as this, “Researching My Dog” may be a better fit for the project title and “Researching My Dog Phase I” “Researching My Dog Phase II” would be better fits for the proposal/award titles.

We suggest using a naming convention that makes it obvious which file is the most current by simply adding YYYY-MM-DD to the end of the filename. It sorts naturally and is easy to see. If not that, you could choose a simple numbering system. We caution against using “final” in the filename. Sometimes that ends up appearing in multiples which makes it more difficult to discern the newest file.

The system is designed to protect the integrity of the attachments being routed for review and approval. This makes it more restrictive in terms of the ability to delete attachments. For example, you cannot delete attachments from a proposal that is under review. Another example is Joe cannot delete Carol’s uploaded files. And yet another example, if your chair requests you make an update to a budget justification, you can upload a revision to the Attachments tab, but you can’t delete the old version(s) embedded within the proposal form. Adopting a standard naming convention for multiple uploads of the same document may save you time in the long run.

Unfortunately, this section is designed for use by many schools and we aren’t able to hide/delete the “Credit”, “Cost Share Effort”, and “Sponsored Effort” fields. The data elements aren’t applicable to Michigan Tech so we are simply asking users to ignore them.

Begin searching by typing the organizations name or acronym. If you don’t find it, you may need to try searching several ways. For example:

• Federal organizations are generally paired within their overarching organization and include its acronym (e.g. US Dept of Defense/Defense Advanced Research Projects Agency(DARPA) or US Dept of Health & Human Services/National Institutes of Health(NIH)). Begin searching by typing “US Dept of Defense” or “DARPA”;  or “US Dept of Health” or “NIH”.
• Universities with multiple locations generally include the locations in the name descriptor such as University of Minnesota/Duluth and University of Minnesota/Twin Cities. Begin searching by typing “University of Minnes”.
• If the organization name is not found,  choose “Not Available” and enter the new organization name in the field labeled “If Not Listed, Indicate the Organization name”; it will display below the initial question. When the proposal is routed, the Sponsored Operations group will ensure to add the intended organization name to the proposal record prior to it moving forward in the routing queue.

The Cayuse SP software is used for the University’s internal review and approval process; it replaces the old paper transmittal process. Once the proposal record is ready for review and approval within Cayuse, when all required questions have been answered in each section of the form, the blue “Route for Review” button (upper left of the screen) will become active. Clicking the “Route for Review” will begin the process of routing the form for all reviews and certifications/approvals.

All certifications and approvals must be completed before the proposal is submitted to the sponsor. Once approved, the Sponsored Programs analyst will submit the proposal to the sponsor on behalf of the University as this part of the process hasn’t changed.

The records are displayed based on the record creation date stamp.

When entering a proposal related to an existing project, you have the option to find the existing project by searching for that project number or project title. If you search by project number, we recommend using the middle four numbers as it seems to work best. For example, if looking for 23-0165-P00001, search by inputting the 0165.