Cayuse Training

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

In Cayuse, a Project is an umbrella term that encompasses the collection of all Proposal(s) and Award(s) within it. Project records offer a wide perspective within the system and allow users to view all of the Proposal(s) and Award(s) that are connected to an overall singular project.

In Cayuse, a new Project is generally created if:

1. the proposal is new – it is not a revision, supplement or continuation of or to a previously submitted proposal;

2. the sponsor is different from previous proposals having the same PI and similar project title; or

3. the resulting sponsor award number is anticipated to be different than the existing sponsor award number.

As an example review the visual representation of a typical project.

No, once that project record is created you cannot edit the title, so be sure to pause and choose a project title wisely. In a pinch, the central administrators have the ability to edit your project title; in this case, submit a ticket request to it-help@mtu.edu with the specific request details.

Consider using an easy-to remember, high-level, broad naming convention for your project as the individual proposals and awards within it may contain more detailed titles. 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” and “Researching My Dog Phase II”  may be better fits for the proposal/award titles.

It is suggested to use 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. Or, you could choose a simple numbering system. It is cautioned against using “final” in the filename as it sometimes ends up appearing in multiple versions which makes it more difficult to discern the newest file. Adopting a standard naming convention for multiple uploads of the same document may save you time in the long run.

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. Once the proposal has completed the routing and is in a status of "Submitted to Sponsor", the Sponsored Operations group will ensure to add the intended organization name to the proposal record.

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; the newest to oldest order.

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.