Create an External Proposal

Table of Contents

 

Create an External Proposal

 

  1. To begin entering a proposal, click + Start New Proposal from your SP Dashboard.

  2. A pop-up will appear with two options:

    1. This proposal is not related to any existing proposals or awards (Create New Project)

    2. This proposal is related to existing proposals or awards (Add Proposal to Project)

  1. Create New Project

    1. In the pop-up box, enter the title for your project, then select Create New Project

    2. Title should describe your project. The title should not be the name of the sponsor or the name of the sponsor competition.

This title cannot be changed, so please ensure everything is correct before selecting “Create New Project”

 

  1. Create a Proposal Related to Existing Cayuse Proposal or Award

    1. In the pop-up box, enter either the existing proposal/award Cayuse record number or the name of the existing project.

    2. Select the existing record once it populates then select Add new Proposal to Project

  1. The Proposal Form Interface opens in the same window. Each question is based on conditional logic which means how you answer one question determines the subsequent question. This is an overview of the Form. The next sections will detail how to complete each section.

    1. Proposal Information: Title, Proposal Number

    2. My Actions:

      1. Route for Review button activates once each section beneath Proposal Sections has a green check mark.

      2. If the user has permissions to complete the review, the Complete Review button activates.

    3. Proposal Summary: Proposal summary information based on information entered.

    4. Proposal Related Tabs: Provide additional information to follow the tracking of the proposal and to include additional items to your proposal such as Attachments, Links, and Tasks

    5. Proposal Sections: Contains required proposal sections based on conditional logic

      1. The red number indicates the number of incomplete required fields

      2. A green check indicates the section is complete

    6. Proposal Form: Users complete proposal information based on selections within the form.

 

Proposal Sections

Each section is based on conditional logic based on your responses, so you may have different fields to complete depending upon your responses.

 

Basic Steps

  1. Complete all required fields for each Proposal Section

    1. Required fields are indicated with a red asterisk *

    2. Important notes or helpful information is provided in purple text throughout the Proposal Form

  2. Once all required fields are completed, select Route for Review in the My Actions section to start the automated routing process.

    1. Red exclamation marks indicate a section that has not been started.

    2. Red numbers indicate the number of questions in that section that still need answered.

    3. Green checkmarks indicate the section is complete.

Incomplete Proposal Complete Proposal

 

 

Proposal Information

  1. Proposal Types. Select one of the following:

    1. New Proposal or Application – new proposal not related to another Cayuse record. Use if SFA is the sole applicant or the lead applicant on a collaborative proposal.

    2. Collaborative Application (SFA not lead) – use for a collaborative proposal with an outside entity as the lead applicant.

    3. Continuation/Renewal – use to connect a new proposal to a previous award in Cayuse. This requires selection of Create a Proposal Related to Existing Cayuse Proposal or Award in previous step.

    4. Contract or Award – no proposal was submitted but an award/contract has been received.

    5. Internal – DO NOT SELECT. Solely for internal grants.

    6. Non-Competing Continuation/Progress Report – use for a continuing project and the new proposal is not competitively funded. This requires selection of Create a Proposal Related to Existing Cayuse Proposal or Award in previous step.

    7. Pre-Proposal/Letter of Intent – use when the sponsor states the proposal is a pre-proposal or letter of intent

    8. Resubmission – new proposal for a previously submitted proposal that was not funded.

    9. Revision – select to create a proposal that revises a previously submitted Cayuse record. This requires selection of Create a Proposal Related to Existing Cayuse Proposal or Award in previous step.

    10. Supplement – currently not used

    11. 501(c)(3) SFA Foundation Submission Required – new proposal that must be submitted by the Office of Development.

  2. Proposal Submission Method
    ORGS is the authorized university entity responsible for submitting all proposals. ORGS may approve faculty/staff to submit proposals based on submission method.

    1. Email

    2. Era Commons – only for NEH proposals

    3. Paper (regular mail) – it is the PI’s responsibility to mail the proposal once all university and ORGS approvals have been obtained.

    4. Proposals (S2S) – proposals that will be submitted via Grants.gov. Refer to the Creating a New Proposal (S2S) Record for more details.

    5. Research.gov/Fastlane –all NSF proposals

    6. Sponsor website –proposals that must be submitted via a sponsor portal

    7. Other – detail in the pop-up box

  3. Project Title - Complete title of project

  4. Preferred Banner File Name - Anticipated shortened name

  5. SFA Department Managing Award

    1. Select the department that will manage this award.

    2. Select only one unit.

  6. SFA Primary Contact that will manage this project if awarded

    1. Select the primary contact – may be the PI, administrative staff, etc.

    2. Select only one contact.

  7. Collaborative Unit(s) If Applicable

    1. Select other SFA units that are part of the project.

    2. May select multiple units.

    3. Note: The drop-down selection is populated by Banner. Only select the formal unit’s name and ignore other entries. For example, “Agriculture” is the correct formal unit’s name and not “Agriculture Rodewald”

  8. Project Start and Project End Date - Enter anticipated dates. If awarded, the award will be setup according to the sponsor’s approved start and end dates.

  9. Anticipated Award Instrument

    1. Contract

    2. Grant

    3. Internal - DO NOT SELECT. Solely for internal grants

    4. Subaward
      Note: if unknown, select Grant.

  10. Will funds be awarded to SFA or will SFA provide match/cost share

    1. Select ‘No’ if project includes no funds from the sponsor and no SFA commitments to provide staff, goods, services, etc.

    2. Select ‘Yes’ if sponsor will provide funds to SFA and/or SFA is committing funds or services as match/cost share. This option will populate a Budget section for completion.

  11. Activity Code - Select the most appropriate activity code from the list provided in Cayuse. If the proposal is awarded, this code is used in Banner to designate the nature of the work

  12. Institutional Considerations

    The answer to each question will determine if subsequent approvals/information are required.

    1. Alterations to space or new construction – also includes any new outdoor spaces.

PI/PD must attach approval from either the Design Center and/or appropriate Dean and VP.

  1. Maintain equipment or activities after project ends – including annual service or maintenance agreements, annual reports, etc.

PI/PD must attach approval from a chair, dean, or director who will commit to providing the funds to maintain equipment, to provide staff to complete reports, etc.

 

  1. Hire additional faculty or professional staff – only if new positions will be created.

    1. PI/PD must contact HR.

    2. If new job description will be required, upload either document or email from HR stating that they will work with PI/PD if the grant is awarded.

    3. Can also use current grant-related job description templates. Contact ORGS grants team.

PI/PD must attach job description from HR or an email from HR stating the salary range for the new position.

  1. Create new certificate or degree or create a new center or institute.

    1. PI/PD must receive approvals as required by SFA.

    2. For new certificate or degree programs, approval is required from multiple units.

PI/PD must attach job description from HR or an email from HR stating the salary
range for the new position.

 

Personnel

Read definitions detailed in Cayuse. If exact role is not listed, select the most appropriate role.

  1. Required – designate one person as the PI.

    1. Main person who will manage the project.

    2. This will also populate the person’s name in the summary section.

  2. Not required – all other roles

  3. Internal Association – select the appropriate unit. Click in the space and the individual’s department should automatically populate (based on Banner).

  4. Select PI/co-PIs supervising department or college

  5. Will faculty be provided reduction in course load or responsibilities as a result of this project being funded?

    1. If ‘Yes’ then specify the name(s) of the faculty and if the sponsor is providing funds.

    2. Contact ORGS for assistance with figures required for the budget.

 

Sponsor Information

If sponsor is not listed in the drop-down menu, send the following information to cayuse@sfasu.edu:

Funding Agency Name
Funding Agency Website
Funding Agency Contact (if known)

 

  1. Deadline – date proposal is due to the sponsor.

ORGS requires that all internal approval are obtained at least 5 business days prior to submission in order to ensure ORGS will have available staff to prepare final proposal package and submit.

  1. Funding Agency – the entity that will directly give SFA the award

  2. Prime Funding Agency – the parent entity or original source of funds. The prime awards funds to the Funding Agency who then awards funds to SFA.

  3. Is either agency federal?

  4. Funding Opportunity Announcement

  5. Funding contact

 

Conflicts of Interest Disclosure Process

  1. PI answers the questions in Cayuse

  2. Each PI/PD/Key Personnel completes the separate disclosure form and submits to ORGS (this is a Microsoft Forms document)

 

Research Subjects

  1. Follow prompts and answer all required questions.

  2. Contact IRB or IACUC Chair as appropriate or ORGS Compliance Coordinator with any questions.

  3. Most sponsors only require IRB or IACUC approval prior to start date of project.

 

Budget

IMPORTANT: Use the ORGS internal budget spreadsheet to create and obtain approval from ORGS prior to entering your budget into Cayuse.
Round all figures to the nearest dollar.

 

  1. Project start and Project end dates – Enter estimated dates

  2. Amount Requested from Sponsor

    1. Direct Cost - planned expenses that are directly tied to your project

    2. Indirect Cost -also called overhead or facilities & administrative costs

    3. Total Sponsor Cost – total of direct and indirect

  3. Required SFA Cost Share/Match – Only include if sponsor has a written cost-sharing requirement in the Request for Proposals or other formal sponsor policy or regulation.

  4. Total Project Cost

 

Research Materials

  1. Follow prompts and answer all required questions.

  2. Contact IBC Chair as appropriate or ORGS Compliance Coordinator with any questions.

  3. Most sponsors only require IBC approval prior to start date of project.

 

Subawards & Subrecipients

  1. Follow prompts and answer all required questions.​​​​​​​

  2. Subawards – SFA is partnering with another institution who will be responsible for managing the project.

    1. Contact ORGS immediately

    2. The subaward entity must complete a separate form prior to proposal submission.

    3. Attachments required as specified in Cayuse.

    4. Subawards must be listed in the sponsor budget as “subawards”.

    5. Subawards can only be institutions and not individuals.

    6. If awarded, SFA must execute a subaward agreement with the external entity prior to any work being performed.

  3. Subcontractors

    1. Individual contractors are not usually named in a sponsor budget.

    2. Include a line for each type of contract in the sponsor budget as applicable.

    3. If awarded, SFA must execute contracts with each subcontractor prior to any work being performed.

 

Export Control

Review the Export Control section of ORGS’s website to determine if this section applies to your project.

 

Proposal Abstract

Follow instructions in Cayuse. Abstracts are used for reporting purposes and to publicize awards.

 

Attachments & Submission Notes

Only upload final versions of documents as attachments cannot be deleted.
Contact ORGS to determine what documents are required as not all sponsor-related documents will be included in Cayuse.

 

For questions or assistance, email cayuse@sfasu.edu.
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