Routing & Submission to Sponsor

Internal Routing & Sponsor Submission

Proposal Internal Routing for Approvals

The Cayuse SP module has a built-in/customized routing protocol that, based on how questions are answered in SP, creates a schedule of email notifications and review/approval requests.

The “Route for Review” button is inactive until the PI has completed all of the sections in Cayuse SP.

Cayuse SP Question Sections

Cayuse SP has a series of sections on the righthand side of the screen. In each section are questions related to the section topic.

The RED circle indicates that the section is not yet completed and the number in the circle indicates how many questions remain to be answered.

When all questions have been answered in a section a GREEN circle with a checkmark will display.

When each section has a green checkmark, the “Route for Review” button is activated, and the PI can begin the internal routing/review process.

Cayuse SP Routing Chain

The routing routine begins by first sending an email request to the PI to certify that the information provided is accurate. Then based on the college/school selected and answers to compliance questions, the routing and notification chain is created:

The general routing chain:

PI – Certifies the content is accurate
OSPRA – Deep review for compliance
Chair/Assist. Dean/Authorized designee by Dean – Review/Approve
Dean – Review/Approve
Provost – Review/Approve

At each step in the review and approval process the proposal is on hold until the sequential designated faculty completes their review and approves the proposal. (Example: cannot route from PI to Dean or PI to Provost)

If the proposal approval is declined by any internal reviewer during this phase, the Cayuse administrator is notified to take the necessary steps to move the proposal back into the development stage (so the PI can address any issues and try re-routing), OR if the proposal is declined, it is marked as closed and remains in the PI’s portal for future reference.

Submitting to the Sponsor

Internal Review and Approval:
- Advance Notice Required: Notify the Office of Sponsored Programs and Research Activities (OSPRA) of the intent to submit a proposal at the onset of the project and minimum of three (3) weeks prior to submission.
- Budget Consultation and Review: OSPRA works with the PI to ensure the budget aligns with sponsor guidelines. The final budget review is required five (5) days prior to the internal approval. This allows the PI time to make any final adjustments as directed by OSPRA.
- Department Approval: Obtain additional departmental approvals, such as Course Release, etc.
Final Proposal Preparation:
- Compliance Check: The OSPRA reviews the proposal for compliance with institutional and sponsor requirements.
- Revisions: Make any necessary revisions based on feedback.
Submission:
- Authorized Organizational Representative (AOR) Approval: The AOR is the final and official approver of all university funding proposals. The AOR ensures that the proposal meets all institutional and sponsor requirements and is authorized to submit the proposal on behalf of the university.
- Electronic Submission: The AOR submits the final proposal through the appropriate electronic system (e.g., Grants.gov).
Post-Submission:
- Award Negotiation: If successful, the OSPRA assists in negotiating the terms of the award.
- Post-Award Management: Cameron Lansdale, in the finance department provides ongoing support for the post-award management of grants and contracts.

Key Role of the AOR

Final Approval: The AOR is responsible for the final approval of all funding proposals, ensuring compliance with institutional policies and sponsor guidelines.
Official Submission: The AOR is the only individual authorized to approve proposal submissions on behalf of the university, making their role crucial in the submission process.

By following these steps and understanding the critical role of the AOR, researchers can navigate the federal grant submission process more effectively.

Get the Funding Conversation Started

Ann Serra, Dir. OSPRA
serraam@udmercy.edu
(313) 993-1469

Quick Links

CAYUSE SUPPORT
Michele Favoretto
favoremi@udmercy.edu
(313) 993-1428

Forms

Required Forms/Templates

Helpful Links

Working with OSPRA from project concept through award has significantly increased my awareness and understanding of the processes and UDM policies.

OSPRA Workshops

OSPRA offers a series of workshops throughout the academic year. Browse the workshop schedule and register today.

NEW Faculty Members

OSPRA Workshops offer the perfect opportunity to lean more about the sponsored research activities at UDM and gain an understanding of the process and policies. Register today.