Yes, the proposal routing and approval mirrors the current routing in KC. 

At this time, DCG Officers will be checking Cayuse SP directly and not relying on email notifications to identify proposal and/or award actions.  

When a proposal is final and ready for DCG to review and submit, please ensure that you upload the final proposal under the “Final Proposal” attachment.  We also encourage you to work closely with your DCG Officer to ensure a successful submission.

Email notifications to DCG are under development and will be released in future enhancements.

The status of “Approved” indicates that the DCG officer has reviewed and approved the Cayuse record.  Once the proposal is submitted to the sponsor the proposal status will reflect “Submitted to Sponsor.”

Anyone given access to a proposal with “Edit” rights can add additional people to the “Access” tab of the proposal.

When a proposal’s status is changed to “Disapproved”, the proposal status will be changed to  “In Development”.  This will allow revisions to the proposal.  Once the corrections are made, the proposal will be routed and the status reflected as “Under Review” and it will return to the PI and School for approval.

When a proposal is final and ready for DCG to review and submit, please ensure:

• The final and ready to submit proposal is uploaded as the “Final Proposal” attachment.

• All PI(s) and School(s) approvals are in place.

We encourage you to work closely with your DCG Officer to ensure a successful submission.

No, the routing in Cayuse is determined by the Internal Association(s) tied to the PI and Co-PI, if identified.  

On the Key Personnel page, when an USC employee is entered, Cayuse will identify all Internal Associations tied to the individual (via Workday HR).  For PI and Co-PI(s), the Internal Association drives routing and approvals.  In instances where a PI or Co-PI has a dual appointment, the user will be able to view all of the Internal Associations to which the person is connected and select the one that is appropriate for the proposal.

Any user who creates and/or has edit rights to a proposal can edit the record and add notes.  Notes can be added in the “route for approval” tab under “submission notes” while the proposal is in the “In Development” status.  

Once the proposal is moved into “Under Review” no changes can be made to the information in the Cayuse tabs unless the proposal is returned to the “In Development” status.

Yes, approvers have access to all proposals within their assigned School.

Yes, approvers have access to all proposals within their assigned School.

When a Proposal Record has been submitted into routing, a required certification attestation will be sent to all PI’s and Co-PIs. Each PI/Co-PI in the routing chain will receive an email that contains a direct link to certify the proposal. When the link is clicked from the email, the proposal form will be loaded along with a button to certify the proposal record. A series of certification attestations will be listed, along with a free-text section for any comments.

To certify the proposal, the PI will need to check the “Confirm My Certification” box and then click “Certify”.

By Clicking “Certify” the PI/ Co-PI is certifying that:

• As the Project Director, Principal Investigator or Multi-Principal Investigator of this proposed project, they acknowledge the responsibility associated with their role and agree to comply with the sponsoring agency’s terms and conditions for awards.
• They have reviewed and approved the proposed project’s technical content and budget.
• They understand and agree to comply with USC’s policies and procedures regarding research and sponsored programs.
• They also certify that the information submitted within the application is true, complete and accurate to the best of their knowledge; that any false, fictitious, or fraudulent statements or claims may subject them to criminal, civil, or administrative penalties; and
• They agree to accept responsibility for the scientific/programmatic conduct of the project and to provide the required progress reports and/or deliverables if a grant or contract is awarded as a result of the application.

Once the Cayuse proposal has been moved to the “Under Review” status no changes can be made to the information entered into the tabs.  

In the event there are errors in the Cayuse proposal tabs that require correction prior to the school approval then the school would select “Return to In Development” and provide a comment laying out the requested revisions.  The PI and/or Research Administrator would then be able to make edits to the information contained in the tabs and then return the proposal to “Under Review” status once the changes were in place.

All proposal approvers will get an email notification that a proposal requires approval. The email will contain a direct link that will take the proposal preparer into the Cayuse SP proposal record.  To Approve the  Proposal Record follow the below steps:

1. Open the link provided in the email.
2. Click “Complete Review” in the My Actions section.
3. Select “Approve” from the dropdown.
4. Enter any optional comments.
5. Click “Save”

The routing tab will show the individuals required to approve.  The certification and approval order starts with all PI’s/Co-PI’s >  Department, if required > School > Department of Contracts and Grants. Once the approver approves the proposal, the date of their approval will be visible on the “Under Review” tab along with any comments.

In order to move the proposal into routing, all proposal sections must be complete (completed is designated as a green check mark).  Once all the proposal sections are completed then the “Route for Review” section will appear.