Routing & Approval Workflow

Table of Contents

• General Information
• Routing Order
• Monitoring the Approval Process
• Routing Example - Declined & Returned
• History Example
• Routing Example - All Approvals Recorded

General Information

Once the employee has completed the proposal (signified by all green checks on the proposal information sections), they then submit the proposal for university review.

• SFASU requires that all proposals receive ORGS review and approval prior to submission.
• Each approval team may have multiple persons listed who can approve. However, only one person is required to approve. Once the person approves, any others in that routing queue can no longer approve and are removed from the routing queue.
• Some proposals require other institutional approvals from a vice-president or the president. ORGS will alert the PI/PD to other required approvals that will occur outside of Cayuse.

Routing Order

In Cayuse, the routing queue follows this order:

1. The lead grant person routes for review to ORGS. This is typically either the Principal Investigator (PI) or Project Director (PD).

2. ORGS team performs an initial review

   1. If proposal has missing/incorrect items:

      1. ORGS changes status to “In development”

      2. ORGS may also email PI/PD or create a Cayuse Task

      3. As needed, ORGS will copy the chair, dean, etc.

   2. If proposal is accurate and complete, ORGS approves

3. PI/PD and any co-PIs certify the proposal

4. ORGS team completes formal review

5. PI/PD supervisor team

   1. Academic colleges - chair and dean review

   2. Director level or above - no further approvals required

   3. Other units – supervisor reviews​​​​​​​

6. ORGS team approves (for submission purposes)

   1. Reviews final package

   2. Prepares package for submission to sponsor​​​​​​​

7. ORGS dean approves (for submission purposes)

8. For federal proposals or proposals over $450,000, the appropriate VP and the President must approve. ORGS is responsible for this approval which occurs external to Cayuse.

Monitoring the Approval Process

You can monitor the routing process using the Routing and History tabs.

• History tab reflects status changes
• Routing tab reflects approvals or denials

Routing Example - Declined & Returned

Beverly declined this proposal as the record was missing items.

History Example

The status changes reflect when Beverly returned the proposal to the originator.

Routing Example - All Approvals Recorded

The green check beside the member’s name in each team and the status of “approved” inform you that all required approvals are completed.

In this example, the ORGS Dean level was not required for internal proposals. Thus, that team level does not have the green check.