Approver Process - Step by Step

Table of Contents

 

Step 1: Receive Email

The email contains the supervisor certification statement and a link for Cayuse.

  • Review the statement carefully.

  • Your approval of the proposal is a formal commitment to the project team and SFASU that your unit will provide the resources and available time for the associated faculty, staff, and/or students to engage in project activities.

SAMPLE EMAIL:

 

Step 2: Login to Cayuse

  • If you are already logged into mySFA, clicking the link in your email should automatically take you to the correct proposal.
  • If you are not already logged into mySFA, clicking the link will take you to mySFA first to login.

 

  1. Login to mySFA using your mySFA username and password.

  2. Select Resources from Quick Navigation

 

  1. Select Cayuse

  1. You will be taken to the  Cayuse Home page. The home screen is defaulted to show any tasks assigned to you.

  1. Click on a Task to access the specific proposal.

 

Step 3: Review of Proposal

While there are some differences between the internal and external proposals in Cayuse, the below review list is useful for either type.

A separate section for specific internal grant review items follows.

  1. Proposal Information

    1. Gives an overview of the project – project title, department and person who will manage the award, collaborative units, start and end dates

    2. Institutional considerations – alterations to space or new construction, commitment to maintain equipment or activities after project ends, hiring of new personnel, creation of new certificate/degree program.

    3. Review the Institutional Considerations carefully as any “yes” responses require attachments and some items require specific approvals.

  2. Personnel – key personnel

    1. Lists name of principal investigator/project director and any co-investigators/co-project directors

    2. Work load reduction – if faculty request a course release or time off of other duties.

    3. Review

      1. Do you approve the personnel listed to work on the project (who are within your unit)?

      2. Do you approve the work load reduction / course release?

  3. Sponsor Information (external only – internal proposals are always “SFA Internal”)

    1. Basic information - name of sponsor, deadline, link to funding announcement

      1. External proposal - the funding announcement will give you more detail about sponsor expectations, proposal guidelines, etc.

      2. Internal proposal – the funding agency listed informs you of which sponsor the future application will be submitted to.

    2. Informational purposes only

  4. Conflicts of Interest Disclosure Process

    1. The principal investigator/project director has overview questions to answer.

    2. Each individual key team member will complete a separate Conflicts of Interest Form and submit to ORGS. These forms will not be included in Cayuse.

    3. Review and alert ORGS if you know of any potential conflict of interest (financial or nepotism related) involving the key personnel on the project.

  5. Research Subjects

    1. The IRB/ IACUC committee chair will receive a notification to review if fields are checked.

    2. Review to ensure the appropriate boxes are checked based on your knowledge of the project.

  6. Research Materials

    1. The IBC committee chair and the Environmental Health, Safety and Risk Management will receive a notification to review if fields are checked.

    2. Review to ensure the appropriate boxes are checked based on your knowledge of the project.

  7. Budget

    1. Shows overall budget details. A more detailed budget should be available under Attachments.

    2. Cost share/Match. A separate cost share detail form is required and will be included under Attachments.

    3. Facilities & Administrative Costs – if the project personnel request anything less than the full rate allowed by the sponsor, a separate waiver form is required. This waiver form is reviewed by the VPFA and the President.

    4. Review to ensure you are aware of the implications for award management expectations and cost sharing:

      1. You will allow the faculty/staff involved in the project the time and other resources to successfully manage the project.

      2. The administrative assistant in your unit will be responsible for numerous duties pertaining to the grant such as entering EPAFs, entering requisitions, ensuring Pcard purchases are detailed to the grant, etc.

      3. Your approval of a budget that contains cost share/match means you commit to provide the funds and/or resources as detailed in the proposal.

  8. Subawards & subrecipients (external only)

    1. Information on subawards indicate project partners. If project is awarded, SFA would contract with the subaward entities. Participants and contractors are not individually listed. Overall amounts are included in the budget.

    2. Informational purposes only.

  9. Export Control

    1. The appropriate SFA unit will receive a notification to review if fields are checked.

    2. Review to ensure the appropriate boxes are checked based on your knowledge of the project.

  10. Application Abstract

    1. Not required. If uploaded, ORGS would use abstract for promotion of project or for reporting purposes.

    2. Informational purposes only.

  11. Attachments & Submission Notes

    1. Attachments as required by sponsor and/or ORGS.

    2. Review these documents as they provide specific details of the project. The items to carefully review include:

      1. Scope of Work, Narrative, or Research Plan

      2. Budget and justification

      3. Timeline

      4. ​​​​​​​Equipment, Facilities & Other Resources (may be a separate document or may be included in the narrative). These items are those resources that SFA is committed to providing without any sponsor renumeration.

 

Step 4: Complete Review

  1. Select Complete Review in upper left of screen.

  1. Select relevant decision.
    1. Approve to indicate your approval on all relevant project areas.
    2. Return to in Development to indicate you either disapprove the entire project or that you believe there are areas that need addressed before submission to sponsor (for external sponsors) or to ORGS (for internal proposals).
    3. Comment is required for “return to in Development” and is not required for “Approve”.

Include what additional details are needed, what sections need to be updated, etc.


 

  1. Select Save in bottom right of window.

 

Questions? Contact cayuse@sfasu.edu.​​​​​​​

 

Print Article