Starting a New Proposal Record in Cayuse SP
Brittany Bruce
122 steps
9 minutes
Cayuse
Navigation
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Go to "www.marshall.edu/murc/cayuse."
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Click "LOGIN TO CAYUSE"
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Cayuse SP is a Single Sign On (SSO) application. Your username\ and password are the same login assigned to you by Marshall University (this is the username you would use to log in to MYMU and other MU applications). \ Enter your username and password and click the Sign In button.
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You will then see the Cayuse Platform Homepage. This page allows you to view any tasks related to your project. If you encounter any issues logging in, please alert your Pre-Award Grants Officer who will work to troubleshoot the issue with you.
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From the Cayuse Home Page, click on the **Products** drop-down menu and click **Sponsored Projects.**
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From the Sponsored Projects dashboard, click on **Start New Proposal.**
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Select “**This proposal is *not* related to any existing\ proposals or awards (Create New Project)**”.
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Click "**Enter a title for your project:**" The title of the project here should be the agency name and the PI's name. Example: NIH, Ima Investigator.\ **This is not the name of the project, there will be a place to add that in later.\ Once filled in click Create New Project**.
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Click "**Create New Project**"
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**Proposal Record Screen:** 1. **Project Name:** This section also contains breadcrumbs back to the proposal's project, as well as the user's active projects. 2. **My Actions:** The Route for Review button will activate once each section beneath Proposal Sections has a\ green check mark. If the user has permission to complete the review, the Complete Review button will activate once routing has finished. 3. **Proposal Summary:** This section will provide at-a-glance information, such as Sponsor, Deadlines, and\ Proposed Amount. The fields will remain blank until established at a project or proposal level. 4. **Status:** The status flag lets users know what phase the proposal is in: In Development, Under Review,\ Approved, Submitted to Sponsor, Under Consideration, Funded, and Closed. 5. **Proposal Tabs:** The proposal tabs provide additional information, and let you add additional assets to your proposal (see the Proposal Tabs section below for more information). 6. **Proposal Sections:** The proposal sections are configured through the Form Manager by a System\ Administrator. All sections must have a checkmark in order to route the proposal for review. An exclamation mark\ means that the section contains a required field that hasn't yet been completed. 7. **Proposal Form:** The form is where users fill out their proposal information and is configured through the Form\ Manager by a System Administrator. 8. **Connected Link:** Links to any connected project.
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The Proposal Record Form includes additional tabs that are optional to complete You may fill in the information in the tabs at any time **Routing:** Administrators must configure Routing Rules prior to any user creating a new proposal. Information about the review process will be displayed in this tab once routing has begun.\ **History:** View proposal status and history. Proposal status can also be viewed from the new Sponsored Projects dashboard.\ **Access:** Manage who can view or edit the proposal.\ **Tasks:** View open tasks relating to the proposal.\ **Notes:** Add comments to the proposal for reference.\ **Attachments:** Upload files relevant to the proposal.\ **Links:** Displays data from records in connected systems (Developer to set up).\ **Admin Only:** Add notes and attachments that are only visible to other Administrators (tab only visible to SP System and SP Proposal Administrators)
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Understanding the form icon as you move through the proposal sections.
General Information
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Click "**General Information"** This section of the Proposal Record contains fields related to broad areas of the proposal including the project start and end dates and the type of award mechanism, proposal type, and activity type. **Basic Information Section:** **PI’s Project Title:** The title of the proposed project as reflected on the proposal being submitted to the\ Sponsor. **Project Start and End Date:** The anticipated date the project will begin and end. **Proposal Deadline:** Deadline for proposal to be submitted to the sponsor.
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**Sponsor Information Section:**\ The Sponsor section of the Proposal Record contains information about the Sponsor, including deadline dates, solicitation numbers, and sponsor guidelines. **Funding Agency:** This field is for the agency to which you are directly applying. **Prime Sponsor/Applicant:** This field is to be used in the event of flow through of federal funds. - If the funder is not listed in the dropdown, please list the funder in the next text box on the form.
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**NSF Funded:** Is this project funded by the National Science Foundation? **PHS Funded:** Is this project funded by the Public Health Service of the U.S. Department of Health and Human Services? **Proposal Guidelines:** Enter the link to the RFA/program guidelines here. **Sponsor Contact:** Only enter if known.
Tip! For Funding Agency, you may need to search with US first for federal. For example: US Economic Development Authority.
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**Agency Program Title:** HBCU-UP, if no program name is available, enter N/A
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**Funding Opportunity Announcement Number:** The information for this field can be found on the funding opportunity. If there is not a funding opportunity/sponsor application enter N/A
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**Funding Source:** For this field select the option that applies. Federal, State, Private, Business, Institutional, or Unknown at this time
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**Is the Federal Source:** Direct or Indirect?
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**CFDA** (if known)
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**NSF Funded:** Is this project funded by the National Science Foundation?
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**PHS Funded:** Is this project funded by the Public Health Service of the U.S. Department of Health and Human Services?
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**Proposal Guidelines:** Enter the link to the RFA/program guidelines here.
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**Proposal Guidelines:** Enter the link to the RFA/program guidelines here.
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**Sponsor Contact:** Only enter if known.
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Click "**Proposal Type**"
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Click "**Project Classification**"
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Click "**Award Mechanism**"
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**Award Type:** - **Contract:** An agreement to procure research services or other services from Marshall University. Activities\ performed under a contract are more closely controlled by the sponsor than those performed under a grant. - **Grant:** Award of financial assistance with PI-defined work scope. - **Cooperative Agreement:** An award of financial assistance in which the sponsor may be actively involved in defining the scope of work or program and/or anticipates having substantial involvement in the performance of the project. - **Fellowship** - **IGT (Intergovernmental Transfer)** - **Unknown**
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Click "**How this proposal will be submitted**"
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**How Proposal will be Submitted:** The Submission Method field indicates the portal through which the proposal will be submitted to the Sponsor. The submission portals listed in the dropdown menu include: **Cayuse Proposal (S2S)\ Grants.gov/Workspace\ Research.gov/Fastlane\ eRA Commons/ ASSIST\ Sponsor Website\ Email\ Paper\ Other**
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**Project Related to COVID-19**
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**Advance Funding Anticipated**
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**Does the PI have an updated SFID with the Technology Transfer Office (TTO)?**
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**Will you or do you plan on an immediate family member participating in your project for compensation?**
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**Is this project SBIR/STTR funded?**
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**Additional Reporting Classification**
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**Assigned Pre-Award Officer**
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Personnel
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Click "**Personnel**"
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The Project Personnel Information section of the Proposal Record is where PI’s and Co-PI’s must be entered. **\***\***The PI should be the first entry with the role of Principal Investigator.** To add additional project personnel, use the **Add Team Member tab.**
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**Name:** The full name of the Key Personnel.
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Click "**Role**"
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**Roles:** The designated role of the person specified in the project. **Principal Investigator:** The MU employee responsible for the scientific, technical, and administrative conduct of the proposed project.\ **Co-Principal Investigator:** The investigator shares equal responsibility with the PI for the direction of a sponsored research award.\ **Co-Investigator:** An individual who makes significant contributions, but does not have overall responsibility and authority for the project. They are NOT considered PD/PIs.\ **Investigator:** An individual performing various tasks related to the conduct of human subjects research activities, such as obtaining informed consent from subjects, interacting with subjects, communicating with the IRB etc.\ **Fellow:** An academic research position in which an individual serves as an independent investigator or under the supervision of a Principal Investigator.\ **Post-Doctoral Research Assistant:** An individual who has received a doctoral degree (or equivalent) and is engaged in a temporary and defined period of mentored advanced training to enhance the professional skills and research independence needed to pursue his or her chosen career path.\ **Graduate Research Assistant:** A graduate student who, in the course of their academic training, is employed in part-time or under a temporary research position, where the student’s academic training is\ based in part on the research performed.\ **Undergraduate Research Assistant:** An undergraduate student who, in the course of their academic training, is employed in part-time or under a temporary research position, where the student’s academic\ training is based in part on the research performed.\ **Other Participant:** An individual who is participating in the scientific development or execution of the project but not committing any specified measurable effort (in person months) to the project.
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Click "**Internal Association**" **Internal Association = Department**\ The Department (Internal Association) will appear once the name has been entered into the Name field. This department associated with this name is made through MU's HR Connect and can reflect multiple academic appointments. If you believe that the department available for selection is in error, please make that selection (as the field cannot be blank) and notify your MURC.
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**Internal Association:** The designated unit responsible for the application and administration of the proposed/awarded sponsored project. This field is integral to the routing process as it dictates which unit will be responsible for approving the proposal under the specified PI. If you believe that the department available for\ selection is in error, please make that selection (as the field cannot be blank) and notify your assigned Pre-Award Officer. *Note: In instances where a PI or Co-PI has a dual appointment, you will be able to see all of the unit associations to which the person is connected and select the one that is appropriate for the proposal.*
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Click "**Credit**" **Credit = Effort**\ Marshall University does not use this feature in Cayuse, so you may ignore these fields.
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**Credit and Effort Fields:** The credit field currently serves no function in terms of proposal routing and is not required to be completed. PIs will be able to add project effort to the project budget/justification.
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Click "**Add Team Member**"
Alert! Make sure the PI is the first entry with the role of Principal Investigator before adding additional team members.
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After clicking the **Add Team Member tab.** You may repeat processes 46-52.
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**Please select the PI's and any Co-PI's College/School:** Select the correct collage/school that the PI is listed under
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**Please select the PI's and any Co-PI's College/School:** Select the correct collage/school that the PI is listed under
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If the PI College is an Academic Unit, Select "**Yes**" If it is a Research Institute/ Center or School of Medicine, Select "**No**".
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**Please list the departmental/unit admin responsible for project paperwork and/or account access:**
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**Does this project involve Graduate Students:** All GA positions must be approved by the Dean of the Graduate College prior to submission or a tuition waiver must be included in the grant budget (if allowed by the agency). This approval will be indicated by the Dean/Chair approval in the routing process.
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**Will any investigators be provided a reduction in course load as a result of this project being funded?**
Research Materials
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Click "**Research Materials**" The **Research Materials Section** refers to a specific part of your grant proposal where information about the materials and resources needed to conduct your research project will be noted. This section is essential for demonstrating the feasibility and appropriateness of your research plan.
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**Radiation Safety Section:** **Does this study involve the use of Radioactive Materials?** If “Yes” is selected, an approved biosafety protocol must be approved and on file at MURC before awarded funds can be accessed. For research requiring radiation safety approval, further guidance can be found [here](https://www.marshall.edu/safety/).
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**Chemical Safety Section:** **Does this study involve the use of Hazardous Chemical Materials?** If “Yes” is selected, an additional question pops up: **Does the proposed research involve Dangerous (Toxic, Highly Toxic or Pyrophoric) Gases or Hazardous Materials not currently approved in a lab safety plan on file with the Biosafety Committee?** If “Yes” is selected, an additional prompt pops up: List Gases or Hazardous Materials
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**Biological Safety Section:** - **Does this study involve the use of Infectious Agents, rDNA or Bloodborne Pathogens?** - If “Yes” is selected, an additional question pops up: **Does the proposed research involve Dangerous (Toxic, Highly Toxic or Pyrophoric) Gases or Hazardous Materials not currently approved in a lab safety plan on file with the Biosafety Committee?** If “Yes” is selected, an additional prompt pops up: **Does your proposed research involve an upgrade in containment to Biosafety Level 2+ or Biosafety Level 3?** - **If Biosafety Level 2+** is selected, additional prompts pop up. - **If yes, where is the work being conducted?** - **If applicable, list Select Agents.** - **If Biosafety Leval 3** is selected, additional prompts pop up. - **If yes, where is the work being conducted?** - **If applicable, list Select Agents.**
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**Other Questions Related to Research Materials Section:** - **Does this study involve the use of materials provided by the sponsor or any other party?** - If “Yes” is selected, an additional question pops up: **If yes, from where?**
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**Does this grant provide sub-awards for research involving biological, hazardous chemical, and/or radiological materials conducted at other institutions where MU is the primary institution administering the funds?**
Research Subjects
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Click "**Research Subjects**" The Research Subject will ensure the PIs have submitted the necessary applications to the Institutional Review Board (IRB) and[ Marshall University Animal Use and Care Committee](https://jcesom.marshall.edu/research/office-of-research-and-graduate-education/core-facilities/animal-resources/) (IACUC).
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**Does this research involve human subjects?** - If “Yes” is selected, an additional question pops up: **Has your team submitted an application for IRB approval?** If “Yes” is selected, an additional prompt pops up: **Please list the IRB studies (Protocol Numbers) associated with this research.** - If “No” is selected, an additional prompt pops up: **Please indicate your reason for not submitting an IRB application.** Select Not required at proposal submission (JIT) or Submission is pending
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**Does this research involve animal subjects?** - If “Yes” is selected, an additional question pops up: **Has your team submitted an application for IACUC approval?** If “Yes” is selected, an additional prompt pops up: **Please list the IACUC application numbers** - If “No” is selected, an additional prompt pops up: **Please indicate your reason for not submitting an IACUC application.** Select Not required at proposal submission (JIT) or Submission is pending
Budget
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Click "**Budget**" The **Budget Section** is a critical component of a grant proposal. This section outlines the financial aspects of your research project, detailing how you intend to allocate and manage the funds provided by the sponsoring agency.
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**Total Budget Start Date and Total Budget End Date:**\ Enter the anticipated start and end date for the budget period.
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Click "**Total Sponsor Direct Costs**" **Total Sponsor Direct Costs:** The Direct cost being requested from the sponsor for the entire project.
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Enter **Total Sponsor Direct Costs**
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Click "**Total Project Costs**" **Total Project Cost:** The Total cost (Direct + F&A) being requested from the sponsor for the entire project.
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Enter **Total Project Costs**
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Highlight "**Total Project Costs**"
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Click "Total Project Costs"
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Press [[Backspace]]
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Locate "**Cost Share/ Matching**"
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**Cost Share/Matching Section:** **What is cost sharing/match?**\ The portion of the project costs that are not paid by the sponsoring agency. The term includes cash contributions, in-kind (non-cash) contributions, and matching funds.
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**Does this proposal include funds or contributions in the form of sponsor-required (mandatory) cost sharing or required cash matching?** - If “Yes” is selected, an additional question pops up with a drop-down: **Type of Cost Share**
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**Select one of the following:** - **Institutional In-Kind:** This is non-monetary cost sharing, often consisting of equipment that is donated or loaned for a project. - **Institutional Cash:** *Definition Needed* - **Third-Party:** *Definition Needed*
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For this section, an attached document describing the sponsor requirements for mandatory cost share is needed.
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**Attach Document.**
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**Total Sponsor Indirect Costs:** This refers to the cumulative amount of indirect costs that a sponsoring agency or organization is willing to reimburse or cover as part of a grant or contract.
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**Does the Sponsor Limit Indirect Costs?** - If “Yes” is selected, **an attached proof of agency indirect cost restriction is required.**
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**Additional Resources Needed:** **Do you need new additional resources to do this project over and above what is requested in the proposal budget?** - If “Yes” is selected, an additional question pops up with a dropdown to select from: **Select the resources needed for this proposal (check all that apply).** - New Personnel - Space - Equipment - Other - An additional question is required describing the additional resources. **Please provide a brief explanation for the additional resources.**
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**Will the proposed project require any equipment installation, space modification, ventilation, electrical service/backup generator, or other modifications that would require approval from the Facilities department?** - If “Yes” is selected, an additional question pops up: **Please provide a brief explanation, including whether the University will provide financial or non-financial support.**
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**Does this project expect to generate revenue?**
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**Does this project require the establishment of new academic programs?**
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**Attachments:**\ The budget spreadsheet and justification must be attached before a proposal can be routed for institutional approval. The budget must be reviewed and approved by your Pre-Award Grants Officer prior to submission. *Note: We realize the budget is a dynamic work-in-progress and is subject to change, however, it must be attached before your proposal can be routed for institutional approval* - **Attach a Budget.** Please attach as an Excel budget spreadsheet. Other formats make it difficult for Pre-Award to edit. - **Attach a Budget Justification** - **Please provide any relevant notes regarding the budget. (agency restrictions, requirements--for example: "only 10% of budget may be used for salary"; "travel to xyx conference required")**
Subawards
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Click "**Subawards**" **Subaward** is an award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of an award received by the pass-through entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a sponsored program
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**Does the proposed research include Subaward(s)?** - If “Yes” is selected, additional questions pop up: - **If Subawardee(s) are not listed, please provide those below and notify your Pre-Award Officer.**
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**Search for the subaward name here.**
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**Search for the subaward name here.**
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**Subawardee Attachments:** As you are adding subrecipients, please keep in mind that for each sub-entity, you will need to provide the following attachments: Statement of Work\ Budget\ Budget Justification\ Letter of Intent from subcontractor signed by an authorized official of the proposed subcontractor
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**The proposed subawardee(s) scope of work includes the use of human subjects.**
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**The proposed subawardee(s) scope of work includes the use of animal subjects.**
Intellectual Property
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Click "**Intellectual Property**" If the answer to any of the following questions is yes, you need to contact **Amy Melton** with the [**MU Technology Transfer Office (TTO)**](https://www.marshall.edu/tto/). Failure to contact the TTO will cause significant delays in award negotiation/setup.
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**Does your proposal disclose patentable or confidential information?** - If “Yes” is selected, an additional question pops up: - **Have you disclosed any of this research to MURC?**
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**Does the research in this proposal involve any filed patents?**
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**Does the research in this proposal involve any issued patents?**
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**Will this research use any materials obtained from a third party under a transfer agreement granting ownership rights in inventions and/or data out of the use of the material?**
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**Will this research use any material, patented or otherwise, which is owned by the University and licensed to a commercial entity?**
Export Control
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Click "**Export Control**" If you have a specific question about export control regulations, please contact Amy Melton with the [MU Technology Transfer Office (TTO). ](https://www.marshall.edu/tto/)
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**Does any part of this project involve a country other than the US (including personnel)?** - If “Yes” is selected, an additional question pops up: - **Do you anticipate sending/transporting anything or receiving anything from outside of the US?** - If “Yes” is selected, an additional question pops up: - **If yes, please list the name(s) of the country(ies).** - **What items do you plan to ship or transport out of the US? (Please be specific.) Keep in mind your proposed budget may have to include additional costs for permits, licenses, and tariffs, if applicable**
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**Does the project involve conducting proprietary research with a potential military application?**
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**Is any member of the research team a foreign national?** - If “Yes” is selected, an additional question pops up: **If yes, please list the name of the country(ies):**
Application Abstract
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Click "**Application Abstract**"
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With your permission, this abstract, or executive summary will be used to help match faculty researchers with potential collaborators and funding resources and to help identify expertise and areas of research interests. It may also be used to search keywords in order to provide reports to University administrative offices regarding research on specific subjects.
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The abstract should be plainly written and in sufficient detail to summarize the proposed activity. There is no need to write a special abstract for this purpose. The abstract or proposal summary for your proposal will be sufficient. \ The abstract should not contain ANY institutional or sponsor proprietary information, such as the description of a potentially patentable invention (e.g., a new and useful process, machine, article of manufacturing, composition of manufacture, or related improvements). If so, indicated below, abstracts will be made available to the public--the public being defined as university personnel who have access to this proposal record.
Attachments And Submission Notes
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Click "**Attachments And Submission Notes**"
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Where applicable, please attach the following documents if not already uploaded in previous sections (items in **bold** below are required for every proposal): - **Scope of Work, Narrative, or Research Plan** - Subcontractor documentation (letter of commitment, budget, budget justification, scope of work) -- Subawardee section (if applicable) - Letters of support, cover letters, etc. **Acceptable file formats include: pdf, docx, xlsx**\ To see all attachments added throughout the proposal, click on the **Attachments tab.**
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To see all attachments added throughout the proposal, click on the **Attachments tab.**
Routing a Proposal
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Routing a proposal is the initiation of the MURC internal approval process. A proposal record can only be routed when all the sections in the Item List have green checkmarks. The PI should review each section of the proposal as green checkmarks do not indicate that the section is complete, rather they indicate that information has been entered into all required fields noted with a red asterisk. It is the PI’s responsibility to ensure that all the information has been entered accurately and completely prior to submitting for routing. After all components of the Cayuse SP proposal record have been reviewed carefully, the PI will submit for routing. Once submitted for routing, the PI will receive an email notifying them that the proposal is been routed. If a PI needs to make changes to the proposal after it has been submitted for routing, they can ask their assigned pre-award officer to have the proposal changed back to the Unsubmitted status. Approvers will also receive emails from Cayuse requesting that they review and approve the proposal. A link to the system along with the proposal number will be provided in the email. The assigned pre-award officer will track the routing process and contact any approver who has not approved a proposal within 24 hours of\ receiving an approval email. The PI can also view the approval process in the **Routing Tab.**
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**Routing for Review:** Any member of the project team can submit a proposal for routing in Cayuse SP. 1. Once each section displays a green checkmark, the proposal is ready to begin routing. 2. Click on the **Route for Review** button to begin the routing process.
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You may check the status of the proposal at any time by clicking on the **History** tab within the proposal.
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The proposal will begin routing according to the Routing Rules set. Routing Rules are specific to your department. For questions regarding Routing Rules, please reach out to your Pre-Award Officer.
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If you need to make changes to the proposal after submitting it for routing, you can ask your Pre-Award Officer to change the proposal back to the **Unsubmitted status**, which will reopen the proposal. Reopening is similar to Unsubmitting in that you will be able to edit the proposal while it is Reopened.
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The Routing tab allows reviewers to see who is on the routing chain for the proposal or award, and other relevant status information. To access, open the proposal or award form, then click the Routing tab. 1. **Team:** Unit the reviewers belong to. 2. **Member:** Name of reviewers and a checkmark once the review is complete. 3. **Decision:** Status of reviewer decisions. **Approved:** The reviewer is approved and the routing chain will continue.\ **Pending:** Under review and awaiting decision.\ **N/A:** A task is open for a Certification Rule and no decision has been made.\ **Declined:** During the Review Completion process, the reviewer chose 'Return to In Development' as their Review Decision, causing routing to halt until an Admin re-submits for routing to start over (a record will be kept in the History of prior Review Decisions). 4. **Review completion date.** 5. **Comment:** Any comments entered during the review process.
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The Proposal Record Form includes additional tabs that are optional to complete You may fill in the information in the tabs at any time. **Routing:** Administrators must configure Routing Rules prior to any user creating a new proposal. Information about the review process will be displayed in this tab once routing has begun.\ **History:** View proposal status and history. Proposal status can also be viewed from the new Sponsored Projects dashboard.\ **Access:** Manage who can view or edit the proposal.\ **Tasks:** View open tasks relating to the proposal.\ **Notes:** Add comments to the proposal for reference.\ **Attachments:** Upload files relevant to the proposal.\ **Links:** Displays data from records in connected systems (Developer to set up).\ **Admin Only:** Add notes and attachments that are only visible to other Administrators (tab only visible to SP System and SP Proposal Administrators)
Starting a New Proposal Record in Cayuse SP
Brittany Bruce
122 steps
9 minutes
Cayuse
Navigation
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Go to "www.marshall.edu/murc/cayuse."
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Click "LOGIN TO CAYUSE"
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Cayuse SP is a Single Sign On (SSO) application. Your username\ and password are the same login assigned to you by Marshall University (this is the username you would use to log in to MYMU and other MU applications). \ Enter your username and password and click the Sign In button.
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You will then see the Cayuse Platform Homepage. This page allows you to view any tasks related to your project. If you encounter any issues logging in, please alert your Pre-Award Grants Officer who will work to troubleshoot the issue with you.
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From the Cayuse Home Page, click on the **Products** drop-down menu and click **Sponsored Projects.**
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From the Sponsored Projects dashboard, click on **Start New Proposal.**
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Select “**This proposal is *not* related to any existing\ proposals or awards (Create New Project)**”.
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Click "**Enter a title for your project:**" The title of the project here should be the agency name and the PI's name. Example: NIH, Ima Investigator.\ **This is not the name of the project, there will be a place to add that in later.\ Once filled in click Create New Project**.
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Click "**Create New Project**"
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**Proposal Record Screen:** 1. **Project Name:** This section also contains breadcrumbs back to the proposal's project, as well as the user's active projects. 2. **My Actions:** The Route for Review button will activate once each section beneath Proposal Sections has a\ green check mark. If the user has permission to complete the review, the Complete Review button will activate once routing has finished. 3. **Proposal Summary:** This section will provide at-a-glance information, such as Sponsor, Deadlines, and\ Proposed Amount. The fields will remain blank until established at a project or proposal level. 4. **Status:** The status flag lets users know what phase the proposal is in: In Development, Under Review,\ Approved, Submitted to Sponsor, Under Consideration, Funded, and Closed. 5. **Proposal Tabs:** The proposal tabs provide additional information, and let you add additional assets to your proposal (see the Proposal Tabs section below for more information). 6. **Proposal Sections:** The proposal sections are configured through the Form Manager by a System\ Administrator. All sections must have a checkmark in order to route the proposal for review. An exclamation mark\ means that the section contains a required field that hasn't yet been completed. 7. **Proposal Form:** The form is where users fill out their proposal information and is configured through the Form\ Manager by a System Administrator. 8. **Connected Link:** Links to any connected project.
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The Proposal Record Form includes additional tabs that are optional to complete You may fill in the information in the tabs at any time **Routing:** Administrators must configure Routing Rules prior to any user creating a new proposal. Information about the review process will be displayed in this tab once routing has begun.\ **History:** View proposal status and history. Proposal status can also be viewed from the new Sponsored Projects dashboard.\ **Access:** Manage who can view or edit the proposal.\ **Tasks:** View open tasks relating to the proposal.\ **Notes:** Add comments to the proposal for reference.\ **Attachments:** Upload files relevant to the proposal.\ **Links:** Displays data from records in connected systems (Developer to set up).\ **Admin Only:** Add notes and attachments that are only visible to other Administrators (tab only visible to SP System and SP Proposal Administrators)
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Understanding the form icon as you move through the proposal sections.
General Information
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Click "**General Information"** This section of the Proposal Record contains fields related to broad areas of the proposal including the project start and end dates and the type of award mechanism, proposal type, and activity type. **Basic Information Section:** **PI’s Project Title:** The title of the proposed project as reflected on the proposal being submitted to the\ Sponsor. **Project Start and End Date:** The anticipated date the project will begin and end. **Proposal Deadline:** Deadline for proposal to be submitted to the sponsor.
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**Sponsor Information Section:**\ The Sponsor section of the Proposal Record contains information about the Sponsor, including deadline dates, solicitation numbers, and sponsor guidelines. **Funding Agency:** This field is for the agency to which you are directly applying. **Prime Sponsor/Applicant:** This field is to be used in the event of flow through of federal funds. - If the funder is not listed in the dropdown, please list the funder in the next text box on the form.
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**NSF Funded:** Is this project funded by the National Science Foundation? **PHS Funded:** Is this project funded by the Public Health Service of the U.S. Department of Health and Human Services? **Proposal Guidelines:** Enter the link to the RFA/program guidelines here. **Sponsor Contact:** Only enter if known.
Tip! For Funding Agency, you may need to search with US first for federal. For example: US Economic Development Authority.
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**Agency Program Title:** HBCU-UP, if no program name is available, enter N/A
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**Funding Opportunity Announcement Number:** The information for this field can be found on the funding opportunity. If there is not a funding opportunity/sponsor application enter N/A
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**Funding Source:** For this field select the option that applies. Federal, State, Private, Business, Institutional, or Unknown at this time
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**Is the Federal Source:** Direct or Indirect?
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**CFDA** (if known)
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**NSF Funded:** Is this project funded by the National Science Foundation?
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**PHS Funded:** Is this project funded by the Public Health Service of the U.S. Department of Health and Human Services?
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**Proposal Guidelines:** Enter the link to the RFA/program guidelines here.
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**Proposal Guidelines:** Enter the link to the RFA/program guidelines here.
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**Sponsor Contact:** Only enter if known.
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Click "**Proposal Type**"
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Click "**Project Classification**"
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Click "**Award Mechanism**"
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**Award Type:** - **Contract:** An agreement to procure research services or other services from Marshall University. Activities\ performed under a contract are more closely controlled by the sponsor than those performed under a grant. - **Grant:** Award of financial assistance with PI-defined work scope. - **Cooperative Agreement:** An award of financial assistance in which the sponsor may be actively involved in defining the scope of work or program and/or anticipates having substantial involvement in the performance of the project. - **Fellowship** - **IGT (Intergovernmental Transfer)** - **Unknown**
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Click "**How this proposal will be submitted**"
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**How Proposal will be Submitted:** The Submission Method field indicates the portal through which the proposal will be submitted to the Sponsor. The submission portals listed in the dropdown menu include: **Cayuse Proposal (S2S)\ Grants.gov/Workspace\ Research.gov/Fastlane\ eRA Commons/ ASSIST\ Sponsor Website\ Email\ Paper\ Other**
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**Project Related to COVID-19**
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**Advance Funding Anticipated**
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**Does the PI have an updated SFID with the Technology Transfer Office (TTO)?**
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**Will you or do you plan on an immediate family member participating in your project for compensation?**
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**Is this project SBIR/STTR funded?**
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**Additional Reporting Classification**
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**Assigned Pre-Award Officer**
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Personnel
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Click "**Personnel**"
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The Project Personnel Information section of the Proposal Record is where PI’s and Co-PI’s must be entered. **\***\***The PI should be the first entry with the role of Principal Investigator.** To add additional project personnel, use the **Add Team Member tab.**
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**Name:** The full name of the Key Personnel.
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Click "**Role**"
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**Roles:** The designated role of the person specified in the project. **Principal Investigator:** The MU employee responsible for the scientific, technical, and administrative conduct of the proposed project.\ **Co-Principal Investigator:** The investigator shares equal responsibility with the PI for the direction of a sponsored research award.\ **Co-Investigator:** An individual who makes significant contributions, but does not have overall responsibility and authority for the project. They are NOT considered PD/PIs.\ **Investigator:** An individual performing various tasks related to the conduct of human subjects research activities, such as obtaining informed consent from subjects, interacting with subjects, communicating with the IRB etc.\ **Fellow:** An academic research position in which an individual serves as an independent investigator or under the supervision of a Principal Investigator.\ **Post-Doctoral Research Assistant:** An individual who has received a doctoral degree (or equivalent) and is engaged in a temporary and defined period of mentored advanced training to enhance the professional skills and research independence needed to pursue his or her chosen career path.\ **Graduate Research Assistant:** A graduate student who, in the course of their academic training, is employed in part-time or under a temporary research position, where the student’s academic training is\ based in part on the research performed.\ **Undergraduate Research Assistant:** An undergraduate student who, in the course of their academic training, is employed in part-time or under a temporary research position, where the student’s academic\ training is based in part on the research performed.\ **Other Participant:** An individual who is participating in the scientific development or execution of the project but not committing any specified measurable effort (in person months) to the project.
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Click "**Internal Association**" **Internal Association = Department**\ The Department (Internal Association) will appear once the name has been entered into the Name field. This department associated with this name is made through MU's HR Connect and can reflect multiple academic appointments. If you believe that the department available for selection is in error, please make that selection (as the field cannot be blank) and notify your MURC.
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**Internal Association:** The designated unit responsible for the application and administration of the proposed/awarded sponsored project. This field is integral to the routing process as it dictates which unit will be responsible for approving the proposal under the specified PI. If you believe that the department available for\ selection is in error, please make that selection (as the field cannot be blank) and notify your assigned Pre-Award Officer. *Note: In instances where a PI or Co-PI has a dual appointment, you will be able to see all of the unit associations to which the person is connected and select the one that is appropriate for the proposal.*
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Click "**Credit**" **Credit = Effort**\ Marshall University does not use this feature in Cayuse, so you may ignore these fields.
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**Credit and Effort Fields:** The credit field currently serves no function in terms of proposal routing and is not required to be completed. PIs will be able to add project effort to the project budget/justification.
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Click "**Add Team Member**"
Alert! Make sure the PI is the first entry with the role of Principal Investigator before adding additional team members.
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After clicking the **Add Team Member tab.** You may repeat processes 46-52.
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**Please select the PI's and any Co-PI's College/School:** Select the correct collage/school that the PI is listed under
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**Please select the PI's and any Co-PI's College/School:** Select the correct collage/school that the PI is listed under
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If the PI College is an Academic Unit, Select "**Yes**" If it is a Research Institute/ Center or School of Medicine, Select "**No**".
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**Please list the departmental/unit admin responsible for project paperwork and/or account access:**
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**Does this project involve Graduate Students:** All GA positions must be approved by the Dean of the Graduate College prior to submission or a tuition waiver must be included in the grant budget (if allowed by the agency). This approval will be indicated by the Dean/Chair approval in the routing process.
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**Will any investigators be provided a reduction in course load as a result of this project being funded?**
Research Materials
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Click "**Research Materials**" The **Research Materials Section** refers to a specific part of your grant proposal where information about the materials and resources needed to conduct your research project will be noted. This section is essential for demonstrating the feasibility and appropriateness of your research plan.
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**Radiation Safety Section:** **Does this study involve the use of Radioactive Materials?** If “Yes” is selected, an approved biosafety protocol must be approved and on file at MURC before awarded funds can be accessed. For research requiring radiation safety approval, further guidance can be found [here](https://www.marshall.edu/safety/).
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**Chemical Safety Section:** **Does this study involve the use of Hazardous Chemical Materials?** If “Yes” is selected, an additional question pops up: **Does the proposed research involve Dangerous (Toxic, Highly Toxic or Pyrophoric) Gases or Hazardous Materials not currently approved in a lab safety plan on file with the Biosafety Committee?** If “Yes” is selected, an additional prompt pops up: List Gases or Hazardous Materials
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**Biological Safety Section:** - **Does this study involve the use of Infectious Agents, rDNA or Bloodborne Pathogens?** - If “Yes” is selected, an additional question pops up: **Does the proposed research involve Dangerous (Toxic, Highly Toxic or Pyrophoric) Gases or Hazardous Materials not currently approved in a lab safety plan on file with the Biosafety Committee?** If “Yes” is selected, an additional prompt pops up: **Does your proposed research involve an upgrade in containment to Biosafety Level 2+ or Biosafety Level 3?** - **If Biosafety Level 2+** is selected, additional prompts pop up. - **If yes, where is the work being conducted?** - **If applicable, list Select Agents.** - **If Biosafety Leval 3** is selected, additional prompts pop up. - **If yes, where is the work being conducted?** - **If applicable, list Select Agents.**
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**Other Questions Related to Research Materials Section:** - **Does this study involve the use of materials provided by the sponsor or any other party?** - If “Yes” is selected, an additional question pops up: **If yes, from where?**
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**Does this grant provide sub-awards for research involving biological, hazardous chemical, and/or radiological materials conducted at other institutions where MU is the primary institution administering the funds?**
Research Subjects
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Click "**Research Subjects**" The Research Subject will ensure the PIs have submitted the necessary applications to the Institutional Review Board (IRB) and[ Marshall University Animal Use and Care Committee](https://jcesom.marshall.edu/research/office-of-research-and-graduate-education/core-facilities/animal-resources/) (IACUC).
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**Does this research involve human subjects?** - If “Yes” is selected, an additional question pops up: **Has your team submitted an application for IRB approval?** If “Yes” is selected, an additional prompt pops up: **Please list the IRB studies (Protocol Numbers) associated with this research.** - If “No” is selected, an additional prompt pops up: **Please indicate your reason for not submitting an IRB application.** Select Not required at proposal submission (JIT) or Submission is pending
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**Does this research involve animal subjects?** - If “Yes” is selected, an additional question pops up: **Has your team submitted an application for IACUC approval?** If “Yes” is selected, an additional prompt pops up: **Please list the IACUC application numbers** - If “No” is selected, an additional prompt pops up: **Please indicate your reason for not submitting an IACUC application.** Select Not required at proposal submission (JIT) or Submission is pending
Budget
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Click "**Budget**" The **Budget Section** is a critical component of a grant proposal. This section outlines the financial aspects of your research project, detailing how you intend to allocate and manage the funds provided by the sponsoring agency.
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**Total Budget Start Date and Total Budget End Date:**\ Enter the anticipated start and end date for the budget period.
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Click "**Total Sponsor Direct Costs**" **Total Sponsor Direct Costs:** The Direct cost being requested from the sponsor for the entire project.
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Enter **Total Sponsor Direct Costs**
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Click "**Total Project Costs**" **Total Project Cost:** The Total cost (Direct + F&A) being requested from the sponsor for the entire project.
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Enter **Total Project Costs**
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Highlight "**Total Project Costs**"
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Click "Total Project Costs"
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Press [[Backspace]]
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Locate "**Cost Share/ Matching**"
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**Cost Share/Matching Section:** **What is cost sharing/match?**\ The portion of the project costs that are not paid by the sponsoring agency. The term includes cash contributions, in-kind (non-cash) contributions, and matching funds.
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**Does this proposal include funds or contributions in the form of sponsor-required (mandatory) cost sharing or required cash matching?** - If “Yes” is selected, an additional question pops up with a drop-down: **Type of Cost Share**
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**Select one of the following:** - **Institutional In-Kind:** This is non-monetary cost sharing, often consisting of equipment that is donated or loaned for a project. - **Institutional Cash:** *Definition Needed* - **Third-Party:** *Definition Needed*
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For this section, an attached document describing the sponsor requirements for mandatory cost share is needed.
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**Attach Document.**
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**Total Sponsor Indirect Costs:** This refers to the cumulative amount of indirect costs that a sponsoring agency or organization is willing to reimburse or cover as part of a grant or contract.
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**Does the Sponsor Limit Indirect Costs?** - If “Yes” is selected, **an attached proof of agency indirect cost restriction is required.**
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**Additional Resources Needed:** **Do you need new additional resources to do this project over and above what is requested in the proposal budget?** - If “Yes” is selected, an additional question pops up with a dropdown to select from: **Select the resources needed for this proposal (check all that apply).** - New Personnel - Space - Equipment - Other - An additional question is required describing the additional resources. **Please provide a brief explanation for the additional resources.**
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**Will the proposed project require any equipment installation, space modification, ventilation, electrical service/backup generator, or other modifications that would require approval from the Facilities department?** - If “Yes” is selected, an additional question pops up: **Please provide a brief explanation, including whether the University will provide financial or non-financial support.**
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**Does this project expect to generate revenue?**
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**Does this project require the establishment of new academic programs?**
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**Attachments:**\ The budget spreadsheet and justification must be attached before a proposal can be routed for institutional approval. The budget must be reviewed and approved by your Pre-Award Grants Officer prior to submission. *Note: We realize the budget is a dynamic work-in-progress and is subject to change, however, it must be attached before your proposal can be routed for institutional approval* - **Attach a Budget.** Please attach as an Excel budget spreadsheet. Other formats make it difficult for Pre-Award to edit. - **Attach a Budget Justification** - **Please provide any relevant notes regarding the budget. (agency restrictions, requirements--for example: "only 10% of budget may be used for salary"; "travel to xyx conference required")**
Subawards
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Click "**Subawards**" **Subaward** is an award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of an award received by the pass-through entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a sponsored program
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**Does the proposed research include Subaward(s)?** - If “Yes” is selected, additional questions pop up: - **If Subawardee(s) are not listed, please provide those below and notify your Pre-Award Officer.**
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**Search for the subaward name here.**
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**Search for the subaward name here.**
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**Subawardee Attachments:** As you are adding subrecipients, please keep in mind that for each sub-entity, you will need to provide the following attachments: Statement of Work\ Budget\ Budget Justification\ Letter of Intent from subcontractor signed by an authorized official of the proposed subcontractor
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**The proposed subawardee(s) scope of work includes the use of human subjects.**
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**The proposed subawardee(s) scope of work includes the use of animal subjects.**
Intellectual Property
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Click "**Intellectual Property**" If the answer to any of the following questions is yes, you need to contact **Amy Melton** with the [**MU Technology Transfer Office (TTO)**](https://www.marshall.edu/tto/). Failure to contact the TTO will cause significant delays in award negotiation/setup.
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**Does your proposal disclose patentable or confidential information?** - If “Yes” is selected, an additional question pops up: - **Have you disclosed any of this research to MURC?**
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**Does the research in this proposal involve any filed patents?**
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**Does the research in this proposal involve any issued patents?**
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**Will this research use any materials obtained from a third party under a transfer agreement granting ownership rights in inventions and/or data out of the use of the material?**
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**Will this research use any material, patented or otherwise, which is owned by the University and licensed to a commercial entity?**
Export Control
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Click "**Export Control**" If you have a specific question about export control regulations, please contact Amy Melton with the [MU Technology Transfer Office (TTO). ](https://www.marshall.edu/tto/)
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**Does any part of this project involve a country other than the US (including personnel)?** - If “Yes” is selected, an additional question pops up: - **Do you anticipate sending/transporting anything or receiving anything from outside of the US?** - If “Yes” is selected, an additional question pops up: - **If yes, please list the name(s) of the country(ies).** - **What items do you plan to ship or transport out of the US? (Please be specific.) Keep in mind your proposed budget may have to include additional costs for permits, licenses, and tariffs, if applicable**
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**Does the project involve conducting proprietary research with a potential military application?**
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**Is any member of the research team a foreign national?** - If “Yes” is selected, an additional question pops up: **If yes, please list the name of the country(ies):**
Application Abstract
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Click "**Application Abstract**"
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With your permission, this abstract, or executive summary will be used to help match faculty researchers with potential collaborators and funding resources and to help identify expertise and areas of research interests. It may also be used to search keywords in order to provide reports to University administrative offices regarding research on specific subjects.
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The abstract should be plainly written and in sufficient detail to summarize the proposed activity. There is no need to write a special abstract for this purpose. The abstract or proposal summary for your proposal will be sufficient. \ The abstract should not contain ANY institutional or sponsor proprietary information, such as the description of a potentially patentable invention (e.g., a new and useful process, machine, article of manufacturing, composition of manufacture, or related improvements). If so, indicated below, abstracts will be made available to the public--the public being defined as university personnel who have access to this proposal record.
Attachments And Submission Notes
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Click "**Attachments And Submission Notes**"
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Where applicable, please attach the following documents if not already uploaded in previous sections (items in **bold** below are required for every proposal): - **Scope of Work, Narrative, or Research Plan** - Subcontractor documentation (letter of commitment, budget, budget justification, scope of work) -- Subawardee section (if applicable) - Letters of support, cover letters, etc. **Acceptable file formats include: pdf, docx, xlsx**\ To see all attachments added throughout the proposal, click on the **Attachments tab.**
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To see all attachments added throughout the proposal, click on the **Attachments tab.**
Routing a Proposal
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Routing a proposal is the initiation of the MURC internal approval process. A proposal record can only be routed when all the sections in the Item List have green checkmarks. The PI should review each section of the proposal as green checkmarks do not indicate that the section is complete, rather they indicate that information has been entered into all required fields noted with a red asterisk. It is the PI’s responsibility to ensure that all the information has been entered accurately and completely prior to submitting for routing. After all components of the Cayuse SP proposal record have been reviewed carefully, the PI will submit for routing. Once submitted for routing, the PI will receive an email notifying them that the proposal is been routed. If a PI needs to make changes to the proposal after it has been submitted for routing, they can ask their assigned pre-award officer to have the proposal changed back to the Unsubmitted status. Approvers will also receive emails from Cayuse requesting that they review and approve the proposal. A link to the system along with the proposal number will be provided in the email. The assigned pre-award officer will track the routing process and contact any approver who has not approved a proposal within 24 hours of\ receiving an approval email. The PI can also view the approval process in the **Routing Tab.**
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**Routing for Review:** Any member of the project team can submit a proposal for routing in Cayuse SP. 1. Once each section displays a green checkmark, the proposal is ready to begin routing. 2. Click on the **Route for Review** button to begin the routing process.
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You may check the status of the proposal at any time by clicking on the **History** tab within the proposal.
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The proposal will begin routing according to the Routing Rules set. Routing Rules are specific to your department. For questions regarding Routing Rules, please reach out to your Pre-Award Officer.
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If you need to make changes to the proposal after submitting it for routing, you can ask your Pre-Award Officer to change the proposal back to the **Unsubmitted status**, which will reopen the proposal. Reopening is similar to Unsubmitting in that you will be able to edit the proposal while it is Reopened.
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The Routing tab allows reviewers to see who is on the routing chain for the proposal or award, and other relevant status information. To access, open the proposal or award form, then click the Routing tab. 1. **Team:** Unit the reviewers belong to. 2. **Member:** Name of reviewers and a checkmark once the review is complete. 3. **Decision:** Status of reviewer decisions. **Approved:** The reviewer is approved and the routing chain will continue.\ **Pending:** Under review and awaiting decision.\ **N/A:** A task is open for a Certification Rule and no decision has been made.\ **Declined:** During the Review Completion process, the reviewer chose 'Return to In Development' as their Review Decision, causing routing to halt until an Admin re-submits for routing to start over (a record will be kept in the History of prior Review Decisions). 4. **Review completion date.** 5. **Comment:** Any comments entered during the review process.
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The Proposal Record Form includes additional tabs that are optional to complete You may fill in the information in the tabs at any time. **Routing:** Administrators must configure Routing Rules prior to any user creating a new proposal. Information about the review process will be displayed in this tab once routing has begun.\ **History:** View proposal status and history. Proposal status can also be viewed from the new Sponsored Projects dashboard.\ **Access:** Manage who can view or edit the proposal.\ **Tasks:** View open tasks relating to the proposal.\ **Notes:** Add comments to the proposal for reference.\ **Attachments:** Upload files relevant to the proposal.\ **Links:** Displays data from records in connected systems (Developer to set up).\ **Admin Only:** Add notes and attachments that are only visible to other Administrators (tab only visible to SP System and SP Proposal Administrators)
