How to Start a New Proposal Record

Step 1: From within Cayuse SP, click on the “Products” drop-down menu and click Sponsored Projects.

Step 2: Click “Start New Proposal”.

If the Proposal is New
When the pop-up window appears, select “This proposal is not related to any existing proposals or awards (Create New Project)”. Enter the title for your project and click “Create New Project”.

If the Proposal is NOT New
If the proposal type is anything other than “New” or “Pre-Proposal” (Ex. Resubmission, Renewal, Revision Continuation, Supplement etc.), when the pop-up window appears, select “This proposal is related to existing proposals or awards (Add Proposal to Project)”.

You will need to select the previous proposal or award record that this current proposal you are about to create is connected to from the dropdown.

Note: DCG recommends first utilizing the SP Dashboard (see the section on Understanding the Cayuse SP Dashboard above) to locate the previous proposal or award and notate the Cayuse proposal number/award number. This will help to ensure that the correct record is selected when viewing the various choices on the dropdown. 

Once, the correct previous proposal/award has been selected, click “Add New Proposal to Project”. 

Step 3: The proposal form will display on the screen. The form contains a number of sections. Each section must be completed in order to route the proposal for review and approval. You can complete each section in whichever order you choose.

The General Information 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.

Each field in this section requires the user to complete this tab.

Project Title:
The title of the proposed project as reflected on the proposal being submitted to the Sponsor.

Proposal Types: 

Pre-Proposal: Represents a preliminary proposal submitted to the sponsor in order to determine whether a full proposal should be subsequently submitted or to help the sponsor organize a full proposal review. Please note that Cayuse is not required for Pre-Proposals unless the sponsor requires institutional approval and the proposal includes or requires an institution commitment (e.g. detailed budget, commitment to cost share, agreement to terms)

New: Represents an original funding request made to a sponsor for a proposed project. No prior proposal has been submitted to the sponsor for the proposed project and the sponsor has not previously made an award to support the proposed project.

Revision: Represents a request to revise a proposal that is not yet funded but not officially declined (e.g. submission of a revised budget) or an award (e.g. Change of PI).

Resubmission: Represents an application that was previously submitted, but was not funded, and is now being resubmitted for new consideration. A resubmission is generally submitted to make a significant change (e.g., scope of work, budget, facilities, subawards) to a previously submitted proposal not yet funded by the sponsor.

Renewal: Represents a request for additional funding that is intended to extend, or results in the extension of, a project beyond the originally approved project period.

Continuation: Represents a non-competing application for an additional budget period within a previously approved project period. This proposal type is typically used when the sponsor commits to funding the entire project period but requires the submission of a continuation or progress report to monitor progress.

Supplement: Represents a request for additional funds to support an existing project during the same project period.

Project Start Date:
The anticipated date the project will begin.

Project End Date:
The anticipated date the project will end.

Activity Type:
Clinical Trial: The controlled, clinical testing of investigational and/or approved drugs, devices, treatments or diagnostics in human subjects where such testing is performed under a sponsor or investigator-developed protocol covered by an IND or IDE from the FDA. Note: If you select the Activity Type “Clinical Trial”, an entire new “Clinical Trials” section will appear on the proposal form and need to be completed.

Collaboration: Unfunded activity with the intent to work together to submit a proposal and/or achieve a common goal.

Conference: Supports the costs of a meeting or meetings.

Data Use: Please do not use this activity type as all Data Use Agreements should not be submitted through Cayuse and should be submitted through the Sophia System (https://stevens.usc.edu/researchers/request-an-mta-dta-cda/)

Equipment: The acquisition of equipment, including grants of equipment or full or partial funding to enable the purchase of equipment and where the title to such equipment vests with USC.

Fellowship: Training or subsistence during training to either graduate students or post-doctoral candidates training in research techniques.

Instruction: The development or enhancement of a curriculum.

Other: Serves as the catchall for activities not reflected in the rest of the list.

Public Service: Please do not use this activity type.  The correct activity type is “Service”.

Research (Applied): The systematic use and practical application of findings/theories in studies involving useful products, where such studies are designed to test and/or evaluate practical application of proposed solutions

Research (Basic): Directed toward research that increases knowledge of the subject being studied. This includes activities that seek to increase the understanding of fundamental phenomena.

Research (Clinical): Research in which people, or data or samples of tissue from people, are studied to understand health and disease.

Research (Development): Normally follows basic research and attempts to expand the potentialities of new discoveries.

Service: Consulting or other services, including public services, research services , business services, testing (recharge centers); Interpersonal agreements (IPA);  work-for-hire; training to non-USC students at outside facilities; independent contractor agreements For additional information please see ( https://dcg.usc.edu/wp-content/uploads/2021/06/research-services-agreement.pdf ). Please note that Cayuse is only required for Services type agreements which include government funding (city, county, state, federal).

Training: Scholarly, professional, or occupational instruction primarily for graduate students or University employees (including post docs) and includes training awards made to USC that provide for selection of student recipients by academic units.

Award Type:

Collaborative Agreement: An unfunded agreement involving USC and additional parties who plan to combine resources to work together to submit a proposal and/or achieve a common goal.

Contract: An agreement to procure research services or other services from USC. Activities performed under contract are more closely controlled by the sponsor than those performed under a grant.

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.

Data Use Agreement: Please do not use this activity type as all Data Use Agreements should be submitted through the Sophia System (https://stevens.usc.edu/researchers/request-an-mta-dta-cda/)

Equipment Agreement: An agreement to provide equipment and/or funding to purchase equipment.

Grant: Award of financial assistance with PI-defined work scope.

IDIQ Master Agreement: (Indefinite Delivery, Indefinite Quantity) A type of contract issued when a sponsor has identified a need for services, but does not know precisely how or when these services will be required. The terms and conditions of the IDIQ Master Agreement are negotiated and accepted by both parties, but it does not contain a statement of work or provide any funding.

Incoming Subaward: A document written under the authority of and consistent with the terms and conditions of an award (a grant, contract or cooperative agreement) that transfers a portion of the research or substantive effort of the prime award to USC.

Master Agreement: An agreement that embodies established terms and conditions of a basic relationship between USC and a sponsor. A Master Agreement typically covers publication, confidentiality, intellectual property, indemnification, publicity, notice and access to information, but it does not contain a specific statement of work or provide funding

Service Agreement: This agreement is used when a Principal Investigator uses pre-existing protocols, models, methods, or software to analyze, test, opine, or draw conclusions using the collected data. An Agreement to provide consulting or other services, including public services, research services , business services, testing (recharge centers); Interpersonal agreements (IPA);  work-for-hire; training to non-USC students at outside facilities; independent contractor agreements For additional information please see https://dcg.usc.edu/wp-content/uploads/2021/06/research-services-agreement.pdf ).  Please note that Cayuse is only required for Services type agreements which include government funding (city, county, state, federal).  For all other agreements please work directly with Vardan Duzdabanyan at the Office of General Counsel.

Please Note: Only Service Agreements funded by government agencies are submitted via Cayuse SP.

Proposal Keywords:

This field will allow for keywords or phrases to be entered at the proposal stage and when the proposal is linked, the data from the proposal keywords will copy to the award keywords field.

The Sponsor section of the Proposal Record contains information about the Sponsor, including deadline dates, solicitation numbers, and sponsor guidelines.

Sponsor:
The entity external to USC to which USC submits a proposal, or from which it receives an award.

If you are unable to locate the Sponsor in the dropdown menu, please fill out a Sponsor & Subaward Request Form. You will be notified when the Sponsor has been added to the system.

NOTE: Before completing a Sponsor Request Form, ensure that you have spelled out the entire name of the Sponsor and/or specifically searched for some of the major words within the Sponsor name.

Sponsor Deadline Date:
The date of the proposal deadline as identified by the Sponsor.

Note: If you select a day that has already passed, a message will appear stating that the proposal is being submitted “After the Fact”.

An “After the Fact” deadline designation indicates that the proposal has already been submitted to the sponsor and so no submission of the proposal is required by DCG. For “After the Fact” proposals documentation confirming submission of the proposal should be uploaded by the Dept. Admin/PI in the “attachments” section under the header “Sponsor Confirmation of Submission”. For proposals marked “After the Fact” DCG shall provide a review and note any concerns, however, will not submit the proposal to the Sponsor.

FOA/Solicitation:
The Funding Opportunity Announcement/Solicitation number.

Sponsor Guidelines URL:
The URL of the Sponsor’s proposal guidelines (if applicable).

Submission Method:
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 424
• FastLane
• Research.gov
• ASSIST 
• Acquisition Resource Center (ARC)
• CIRM Grant Management Portal 
• eBRAP
• Proposal CENTRAL 
• NSPIRES
• Justgrants
• SmartSimple 
• Other

Please note: For submission methods marked as “Other” please include additional information on how the proposal should be submitted. Please see the Route for Review section of the Cayuse SP Pre-Award Resources page for additional information

For more information on how Cayuse SP connects to Cayuse 424, please see the “How Cayuse SP and Cayuse 424 Are Connected” section of the Cayuse SP Pre-Award Resources page.

Limited Competition:
Competitions for awards by outside agencies for which USC can only nominate a limited number of candidates.

Is there an institutional limit on the number of proposals?

Select:

• Yes
• No

If yes is selected, approval from the Office of Research is required prior to submission to the sponsoring agency. Additionally, the associated approval will need to be uploaded to the Attachments section of the proposal record.

All USC PI’s and Co-PI’s must be entered in this section of the Proposal Record.

Name:
The full name of the USC Key Personnel.

Role:
The designated role of the person specified on the project.

Principal Investigator: The USC employee responsible for the scientific, technical and administrative conduct of the proposed project.

Co-Principal Investigator: The investigator sharing 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, and 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.

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.

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.

Credit and Effort Fields:
The credit field currently serves no function in terms of proposal routing and is slated to be removed from the system in a future update. Until the field is removed, the system requires that between all listed USC Key Personnel, the credit add up to 100% (Ex. 100% for the PI or 50% for the PI and 50% for the Co-PI, etc.) If the total allocated credit is not equal to 100%, the system will generate an error. The three additional effort fields (Cost Share Effort, Sponsored Effort, and Total Effort) are not required to complete the proposal record.

Multiple Schools:
This checkbox is used to identify whether the proposal involves multiple USC Schools. If selected, a new proposal section called Multi School/PI Project Breakdown (for more information see this section below) populates on the left side of the screen that will need to be completed.

Multi-PI:
This checkbox is used to identify whether the proposal involves multiple Principal Investigators (i.e. PI, Co-PI or Multi-PI). If selected, a new proposal section called Multi School/PI Project Breakdown (for more information see this section below) populates on the left side of the screen that will need to be completed.

Is the Association identified above for the Principal Investigator, the Cost Center responsible for the administration of the project, if awarded?

• Yes
• No

If “No” is selected, the proposal preparer will be requested to identify the appropriate Cost Center for the project.

The Multi School/PI Project Breakdown section of the proposal form is a conditional section used to facilitate future award set-up in both Cayuse SP and Workday. It fosters the establishment of award lines for Multi-School and/or Multi-PI projects (i.e. projects that are within and across schools/units).

Name
Select the name of each PI/Co-PI on the proposal. 

Budget Total
Enter the budgeted total for the specific PI/Co-PI.

Note: A separate budget attachment for the specific person will be required to be uploaded in the Attachments section (see the Attaching Proposal Documents section below).

PI Cost Center
Enter the designated Cost Center responsible for the administration of the awarded sponsored project.

The Performance Sites section of the Proposal Record is for identifying where the proposed work will take place and delineating if any of the programmatic work will be performed by a subrecipient.

Will the proposed work be conducted On-Campus?

• Yes
• No

If you select “Yes”, you will need to select the On-Campus Building Location from the dropdown.

Will the proposed work be conducted Off-Campus?

• Yes
• No

If you select “Yes”, you will need to select the Off-Campus Building Location from the dropdown.

Note: Proposal preparers can also search for and select “Other” when answering “Yes” to either of the above questions. When “Other” is selected, a free-text field will appear to manually identify where the proposed programmatic work will be performed. 

Will any of the programmatic work be performed by a third party?

• Yes
• No

If you select “Yes”, a new “Subawards” section (for more information see The Subawards Section below) will appear on the left side of the screen and will need to be completed prior to routing.

The Summary Budget section of the proposal form is where you will reflect summary (i.e. “high-level”) budget information related to the proposal.

Summary Budget

• Total Project Direct Cost: The Direct cost being requested from the sponsor for the entire project.
• Total Project F&A Cost: The F&A (indirect) cost being requested from the sponsor for the entire project.
• Total Project Cost: The Total cost (Direct + F&A) being requested from the sponsor for the entire project.

NOTE: If the Total Project Direct Cost + the Total Project F&A Cost do not add up correctly in the Total Project Cost field, you will get a warning (see below). You will need to ensure that the numbers are correctly added before finalizing the proposal record.

Multi-Year Budget Breakdown

• Budget Period Start Date: The specific start date of the budget period.
• Budget Period End Date: The specific end date of the budget period.
• Budget Period Direct Cost: The Direct cost being requested from the sponsor for the budget period.
• Budget Period F&A Cost: The F&A (indirect) cost being requested from the sponsor for the budget period.
• Budget Period Total Cost: The Total cost (Direct + F&A) being requested from the sponsor for the budget period.

NOTE: If the Budget Period Direct Cost + the Budget Period F&A Cost do not add up correctly in the Budget Period Total Cost field, you will get a warning (see below). You will need to ensure that the numbers are correctly added before finalizing the proposal record.

On-Campus and Off-Campus Rates:
The pre-populated rates present in these fields are drawn from information entered in the “Performance Site” section (for more information see The Performance Sites Section above). Depending on which On-Campus or Off-Campus buildings were selected, these fields will be populated with the appropriate F&A Rate.

You can change the On-Campus or Off-Campus F&A Rate anytime by selecting “On-Campus – Other” or “Off-Campus – Other” and manually inputting the rate. By doing so, you will be prompted to answer a question regarding if the F&A rate is less than the approved University negotiated On-Campus/Off-Campus rate. If so, you will be asked to confirm that the reduced rate is required by the sponsor. If you answer “no” to these two questions Cayuse will remind you that you need to attach the F&A waiver, signed by the PI, Chair and Dean, approving the reduced rate as an exception to the University negotiated rate.

Cost Share:
After entering the budget information, you will be asked if the proposal contains cost-share.

Does the proposal contain cost sharing as a portion of the project or program costs?

• Yes
• No

If “Yes” is selected, the following question will appear:

Cost Share Type

• Mandatory
• Voluntary Committed

Mandatory Cost Share is required by the sponsor as a condition of the award and is quantified in the proposal.

Voluntary Committed Cost Share is not required by the sponsor but is quantified in the proposal.  

You will then be asked to fill out the Cost Share Amounts by Period. You can add additional periods by clicking “Add Another Row”.

Each row will need the:

• Cost Share Amount
• Period Start Date
• Period End Date

The Regulatory Compliance section of the Proposal Record contains questions on Human and Animal Subjects.

Does this research involve human subjects?

• Yes
• No

If “Yes” is selected, an additional question pops up:

Has the Project Been Approved by the IRB?

• Yes
• No

If “Yes” is selected, an additional prompt pops up:

“Please ensure your IRB protocol identifies this proposal/award as the funding source. Linking this proposal/award to your IRB protocol will ensure up-to-date information is included in the linked SP Proposal and Award records.”

If “No” is selected, an additional prompt pops up:

“When funding is likely or confirmed, please submit your protocol to the IRB to avoid any delays in award acceptance. An approved IRB protocol will be needed prior to performing work involving human subjects.”

Does this research involve animal subjects?

• Yes
• No

If “Yes” is selected, an additional question pops up:

Has the Project Been Approved by the IACUC?

• Yes
• No

If “Yes” is selected, an additional prompt pops up:

“Please ensure your IACUC protocol identifies this proposal/award as the funding source. Linking this proposal/award to your IACUC protocol will ensure up-to-date information is included in the linked SP Proposal and Award records.”

If “No” is selected, an additional prompt pops up:

“When funding is likely or confirmed, please submit your protocol to the IACUC to avoid any delays in award acceptance. An approved IACUC protocol will be needed prior to performing work involving animals.”

Please Note: This section no longer captures requirement to seek Clinical Interest Research Committee (CIRC) or Clinical Trials Office (CTO) approvals.  If the proposed work requires CIRC or CTO review or approval it will be the responsibility of the PI with the assistance of their department administrator to secure.

It is the responsibility of the PI to identify any items, technology, or activities that might implicate federal export control regulations. USC’s policy on International Collaborations and Export Controls can be viewed. For more information about research and export controls, please see the Office of Culture, Ethics and Compliance website.

The Export Control section of the Proposal Record contains the below questions regarding federal export control regulations.

Will there be any international travel undertaken as part of this research?

• Yes
• No

If “Yes” is selected, the additional prompt appears:

Is the international travel identified in the Budget?

• Yes
• No

If “No” is selected, the additional information is required: 

• Date of Travel 
• Location of Travel 

Will the research result in the export of information, equipment, materials, software or technology to another country? 

• Yes
• No

If “Yes” is selected, the additional information is required: 

• The country to where the information, materials, or equipment will be exported. 
• A description of the item(s) to be exported. 

Has the sponsor indicated that it will require prior approval on publications, that the project will be export controlled, or that it will restrict the participation of foreign nationals? 

• Yes
• No

If “Yes” is selected, the additional text appears:

“The Principal Investigator must obtain approval to conduct research with publication and/or personnel restrictions from the Vice President of Research. See International Research or contact the Office of Culture, Ethics, and Compliance for additional guidance.”

Does the research involve encryption, military (ITAR) and/or space technology (e.g. satellites, explosives, military training, military vessels, vessels, and equipment)? 

• Yes
• No

Does the proposed research involve access to export-controlled information or technology such as government or third party confidential information identified as export restricted?

• Yes
• No

If “Yes” is selected, the additional information is required: 

• A description of the information or technology that will be accessed.

The Foreign Support & Collaboration section of the Proposal Record contains questions regarding the disclosure of all sources of other support (domestic or foreign) as well as all foreign components to research projects.

Do any research personnel participate in a foreign talent program?

• Yes
• No

Will any significant scientific element of this project occur outside the United States?

• Yes
• No

If “Yes” is selected, an additional question will appear:

Have you identified the foreign components in the proposal?

• Yes
• No

Do any research personnel receive any foreign support for their research efforts?

• Yes
• No

If “Yes” is selected, an additional prompt will appear:

• Please explain. 

Do any research personnel receive any personal payments from a foreign institution, have a faculty appointment at a foreign institution, or are any research personnel performing research on behalf of a foreign institution (i.e. outside of a grant or contract through USC)?

• Yes
• No

If “Yes” is selected, an additional question will appear:

Have the research personnel disclosed this in diSClose?

• Yes
• No

Do any research personnel intend to collaborate with entities or individuals based or ordinarily resident in Iran, Cuba, North Korea, Syria, or Sudan? If Yes, OCEC review is required prior to proposal submission.

• Yes
• No

If “Yes” is selected, an additional prompt will appear:

• Identify and explain the collaboration with the foreign entity or individual. 

The Clinical Trials section of the Proposal Form is created only if the proposal preparer selects “Clinical Trial” as the “Activity Type” on the General Information Section (for information see The General Information Section above). If the proposed project is a Clinical Trial, the proposal preparer will need enter the below information:

Protocol Number
Enter the Protocol Number

Type of Protocol

• Sponsor-Authorized Protocol
• Investigator-Initiated Protocol
  

Type of Study

• Investigational Drug
• Investigational Device
• Oncology
• Non-Oncology
  

Study Phase

• Early Phase I
• Phase I
• Phase 2
• Phase 3
• NIH-Defined Phase 3
• Phase 4
• N/A

Does the trial require registration in Clinicaltrials.gov or any other registries?

• Yes
• No

If “Yes” is selected, you will need to identify the National Clinical Trial ID Number. 

Is this Trial a Multi-Site Study?

• Yes
• No

The Subawards section of the Proposal Record is for adding subrecipients to the proposal.

As you are adding subrecipients, please keep in mind that for each sub-entity, you will need to provide the following attachments for each Subrecipient with your Proposal:

• Subrecipient’s Statement of Work
• Subrecipient’s Budget and Budget Justification
• A Letter of Commitment or A Subrecipient Certification Form signed by the Subrecipient’s Authorized Official
• Confirmation of Subrecipients compliance with FCOI, where applicable

Are the outgoing subaward(s) named in the proposed scope of work and/or budget?

• Yes
• No
  

If “Yes” is selected, you will be prompted to enter:

• The Subrecipient Name
• The Subaward Amount (Total)
  

You can also click “Add Another Subrecipient” if there are multiple Subrecipients.

If you are unable to locate the Subrecipient in the dropdown menu, please fill out a Sponsor & Subaward Request Form. You will be notified when the Sponsor has been added to the system.

The History section of the proposal record serves as an audit trail of every action taken on the proposal record. This section lists:

• The person who created the proposal record. 
• Anyone who edited the proposal record.
• All proposal approvers.

The Access section will list users who have the ability to view or edit this specific proposal record. This section is particularly important in instances where the PI initiates the proposal record in Cayuse SP. If a PI initiates the proposal record but at any point needs the assistance of other support staff (i.e. research administrator) to help complete it, they will need to utilize the Access section to give that person the appropriate access to edit their proposal.

To add an additional person with edit rights to the proposal:

1. Click “Add Person”.

2. Enter the person’s name.

3. Select the “edit” checkbox.

4. Select “Save”.

The Tasks section of the proposal record is a place to create internal tasks related to this specific proposal record. 

To Create a New Task:

1. Click “New Task”. 

2. Search for the person’s name in the “Assign To” field. 

3. Enter the date that the task is due. 

4. Describe the task in the free text field. 

5. Click “Assign and Send”. 

Note: The URL field should be ignored.

A new task will be created in this section of the proposal record.  Additionally, the new task will be viewable to the person it’s assigned to when they first log into Cayuse SP and are taken to the “My Tasks” section. 

To Complete a Task:

1. Click the task to open it. 

2. Complete the requested task. 

3. Change the Task Status from “Open” to “Closed”.

4. Click “Save Changes”. 

Note: Tasks created by users are not for the purposes of proposal routing and approval, which is a process that is entirely automated by the system.

The Notes section of the proposal record is an area used to collect pertinent information that needs to be highlighted as part of the overall proposal record. Notes in this section can only be created by users who have the SP Proposal Administrator role, which is currently limited to DCG Officers.

The Links section of the proposal record is an area where USC compliance systems (iStar and diSclose) feed over key compliance information and populate links for users to access information from within those systems. This section functions as a shortcut to accessing key diSClose and iStar information that may be relevant to the proposal.

disClose – The disclosure status of a PI and/or Co-PI’s can be found in this section along with a link to view those specific records in diSClose.

iStar – Direct links to IRB and IACUC records in iStar can be found in this section. 

NOTE: In order for the iStar system to connect to the Links section of the proposal record in Cayuse SP, a new prompt will need to be answered in the iStar record.

The prompt reads “If there are related proposals or awards in Cayuse, please use the respective button below to link it to this study.” The person filling out the information in iStar will need to:

1. Click the “Add Proposals from Cayuse” button.

2. Enter the Principal Investigator’s first and last name.

3. Select the specific proposal from the search results.

That proposal will then be added to the newly created “Related Proposals from Cayuse” section (and subsequently linked to the Links section of the proposal record in Cayuse SP).

The Attachments section of the proposal form is where your final proposal, budget, and solicitation (if applicable) will need to be uploaded. This is where all of the proposal documentation required by both the school and the Department of Contracts and Grants will be housed. 

Submissions Through Electronic Systems

If the proposal is being submitted by DCG through an E-System (Cayuse 424, Research.gov, Nspires, ASSIST etc.) you do not need to attach a final proposal. When submitting through Cayuse 424, the final proposal can be accessed on the Sponsor section of the Proposal Record and will not need to be uploaded to the Attachments section. However, the PI/Dept will need to e-mail their DCG officer confirming that the proposal is final and ready to submit. 

All Other Submissions

A “ Final Proposal” attachment can be uploaded in the Attachments Tab prior to routing for review.  After routing, please email the complete proposal package to your DCG Officer as a single PDF for final review and submission.  At a minimum this should include:

1. A Scope of Work

2. A Budget

3. A Budget Justification

It should also include any other materials, forms, certifications required as part of the submission.

Attaching Proposal Documentation

1. Open the proposal record.

2. Locate and click on the Attachments section under the ‘Proposal Form’ tab.  

3. Locate the drop area for the document you wish to upload.

4. Locate and select the document you wish to upload, you have the option to drag the document from your local computer or search for the document from your file system.  

5. Your document will be uploaded.

Attachment Types

Award/Agreement
An award from the Sponsor, based on an approved proposal and budget, to carry out a specific activity or a fully executed agreement signed by USC and the Sponsor which defines the obligations of both parties, including the specific activity to be performed and approved budget.

Certificate of Insurance
A statement certifying that the entity is covered by insurance (this can be USC or the Sponsor certifying).

Certifications and Representations
Certifications required by Sponsor.

Compliance Approval
Approval from the USC Office of Culture, Ethics and Compliance.

Consultant Commitment Letter
A letter of commitment from a person employed on a short-term basis that will provide expert advice without
responsibility for a portion of the work scope.

Contract Release
An agreement in which USC releases any claims against the Sponsor.

Correspondence
Emails, letters or memos directly related to the proposal submission.

Cost-Sharing Approval
Written approval in the form of an uploaded document signed by the Dean or Dean Designee for any project cost that is not reimbursed by the sponsor to support the scope of work on a sponsored project is now required where applicable.

Cover Letter
Institutional approval of the proposal, in letter form, along with summary information related to the proposal.  

Cover Page
A facepage that generally includes the signature of the DCG Officer, along with summary information related to the proposal (Ex.  institutional contact information, tax ID number, project title, project dates etc.)

Draft Agreement
Draft or preliminary version of an agreement, including proposed revisions.

Draft Budget and Budget Justification
Draft or preliminary version of a proposal budget, including the justification of the anticipated project costs. 

Draft Proposal
Draft or preliminary version of a full proposal. 

Export Control Plan
Documentation (approved by the Sponsor) identifying a plan for conforming with export controls regulations.

F&A Waiver
Written approval in the form of an uploaded document signed by the Dean or Dean Designee for the reduction or waiving of USC’s federally negotiated Facilities and Administrative cost rate is now required where applicable.

Final Budget and Budget Justification
Anticipated project costs that represent the Principal Investigator’s best estimate of the funds needed to support the work submitted to the Sponsor, including the justification of the anticipated project costs.

Final Equipment Report
Final report identifying any equipment purchased during the performance period of the Award.

Final Invention Statement
Final Invention Statement and Certification as to whether or not the funded project results in any subject inventions, and whether or not inventions were previously reported.

Final Proposal
Complete application for funding that contains all documents submitted to the Sponsor.

Final Technical Report
Final report summarizing work conducted over the entire award performance period.

No-Fund/Withdrawn
Documents directly related to a No-Funded or Withdrawn proposal.

Non-Disclosure Agreement
A fully executed agreement between USC and the Sponsor related to the proposal and/or award that outlines the exchange of confidential information that the parties wish to restrict access to by third parties.

Other Support
Financial resources available in direct support of a PI’s research endeavors, including pending and current support.

PI Exceptional Approval of Terms and Conditions
Documentation of a PI’s approval of exceptional terms and conditions of an Award (includes non-financial and financial information).

PreAward Approval
Approval for an extramurally funded project to be established prior to receipt of the award from the Sponsor.

Pre-Proposal
Project objectives that is required by a sponsor in advance of the submission of a formal proposal.

Project Outcome Report
Summary report prepared specifically for the public of the nature and outcomes of the project.

Project Summary
Overview of broader impacts of the proposed research project.

Relinquishing Statement
University approved official statement relinquishing interests and rights of an award to another institution.

Revised Budget
A modified request for funding generated or received after the original proposal was submitted to the Sponsor.  

Scope of Work
Work to be performed on a sponsored project (deliverables, timelines etc.)

Sponsor Approval
Documentation of a Sponsor’s approval (non-financial or financial) of a revision to the award (e.g., no-cost time extension, change in PI, rebudget, etc.).

Sponsor Guidelines
Written instructions from a funding agency regarding the submission of proposals.

Sponsor Policies and Guidelines
Document detailing Sponsor’s award administration policies and procedures.

Sponsor Solicitation
Announcement that indicates the availability of funds for a topic of specific interest to a sponsor.

Subaward Budget
A proposed subrecipient’s list of anticipated project costs that represent a best estimate of the funds needed to support their work

Subaward Budget Justification
Categorical description of a subrecipient’s proposed costs, including the methods used to estimate/calculate.

Subaward Certification Questionnaire
A form used to assess the proposed subrecipient’s ability to meet its subaward obligations.

Subaward Commitment Letter
Proposed subrecipient’s intent and approval to collaborate with USC as part of a sponsored research project.

Subaward Scope of Work
Work to be conducted by a proposed subrecipient, including deliverables and (if applicable) the time frame in which they are to be delivered.

Submission Confirmation
Confirmation from the Sponsor that the proposal has been successfully submitted and received for review.

Upon routing to DCG you will see a box with submission instructions.  If “Other” has been selected as the submission method please use this box to provide the below information where applicable:

• If the Dept/PI will be submitting this proposal directly to the sponsor.
• If DCG should submit the proposal to the sponsor and if so provide the contact information for the person/people/institution it should be submitted to.
• If there is a special submission system that we should be aware of?
• Any other notes about the proposal submission that may be important for DCG to know?