Learn: Cayuse SP

The following materials have been developed to assist with use of the Cayuse SP system, through which all proposals for Sponsored Programs review and approval must be submitted.

Once routed and authorized via Cayuse SP, proposals are submitted through external electronic Research Administration (eRA)  systems such as Cayuse 424, which is used for all submissions to grants.gov (in place of Workspace).

• • Cayuse SP FAQs
  • Learn: Managing Roles in Cayuse SP

Written materials:

• • Cayuse SP Quick Reference Guide – 1-page overview of left column of Cayuse SP proposal preparation screen
  • Cayuse SP Tips – 7-page list of tips with screenshots to help avoid routing and assignment issues
  • Quick Reference: Working with SPO on Proposals – 8-page step-by-step instructions on proposal preparation with screenshots of Cayuse SP
  • School of Medicine Cayuse SP Guidelines – 3-page guidelines for those submitting proposals in Cayuse SP for SOM approval
  • Handbook for Department Contract & Grant Staff, Principal Investigators and Approvers – 70-page step-by-step instructions with screenshots on all aspects of Cayuse SP usage
  • Handbook for Users with “Read-Only” Administrative Access – 28-page step-by-step instructions with Cayuse SP screenshots on Admin View “Read-Only” Access
  • Quick Reference for Administrative View Access – 12-page step-by-step instructions on admin view access with screenshots of Cayuse SP
  • Handbook for Approvers – 10-page step-by-step instructions for approvers with screenshots of Cayuse SP

Brief “How To…” videos:

If the video doesn’t start on the first try — “This video is unavailable” — simply refresh the video and it should work.

• • Access Proposals and Awards in Cayuse SP (length: 1:52)
  • Log in to Cayuse (length: 1:49)
  • Entering a Proposal/Internal Processing Form (IPF) – Overview (length: 7:27)
  • Editing an Unsubmitted Proposal/IPF (length: 0:17)
  • Edit a Submitted Proposal/IPF in Cayuse SP (length: 0:17)
  • Approve Proposals/IPFs (length: 1:45)
  • Certify a Proposal/IPF (length: 1:38)
  • Check Proposal/IPF Status and Assigned Proposal Analyst in Cayuse SP (length: 3:52)

Training:

• • Cayuse Professional Profiles & Role Management (eCourse) This UC Learning Center class covers how to work with Cayuse 424 Professional Profiles (which autopopulate into Cayuse SP) and establish Cayuse roles (i.e., grant permissions) for others. It explores the functions and responsibilities of Role Managers, who grant specified permissions to personnel within their units to proposals, awards and subawards, and are essential to the successful internal routing of proposals for required approvals. The eCourse takes approximately 35 minutes to complete. Prerequisite–Recommended: Electronic Research Administration (eRA) (offered as either an Instructor-Led Training or eCourse)
    • “Unlocked” Cayuse Professional Profiles & Role Management eCourse – this version will not earn you course credit but allows you to navigate to any section (using the menu on left) to find information you seek.
  • Cayuse SP: Awards and Post-Award Actions (Instructor-Led Training or eCourse) – This class provides an overview of awards and post-award actions routed through the Sponsored Programs Office, with a focus on the use of the Cayuse SP system for shared document access and internal routing for approvals. The course covers roles and responsibilities related to awards, how awards are created and accessed in Cayuse SP, and the following post-award actions: after-the-fact awards, progress reports to sponsors, award amendments, and advance accounts (pre‐award spending). The eCourse takes approximately 40 minutes to complete. Prerequisites–Recommended: 1. electronic Research Administration (eRA) (Instructor-Led Training or eCourse) and 2. Understanding the Awards Process (Instructor-Led Training or eCourse)
    • “Unlocked” Cayuse SP: Awards and Post-Award Actions eCourse – this version will not earn you course credit but allows you to navigate to any section (using the menu on left) to find information you seek.
  • Processing Subawards (Cayuse) (Instructor-Led Training or eCourse) – This class provides guidance on preparing and submitting proposals in which UC Davis is a subrecipient institution (incoming subawards) as well as proposals that include subawards to other institutions (outgoing subawards). It covers Principal Investigator and departmental responsibilities as well as use of the Cayuse SP and 424 electronic Research Administration systems for subawards. The eCourse takes approximately 50 minutes. Prerequisites–Recommended: 1. Proposal Preparation and Submission (Instructor-Led Training or eCourse) and 2. Understanding the Awards Process (Instructor-Led Training or eCourse)
    • “Unlocked” Processing Subawards (Cayuse) eCourse – this version will not earn you course credit but allows you to navigate to any section (using the menu on left) to find information you seek.
  • Cayuse SP – Entering Proposals – SPO Training Video (YouTube) on entering proposals in Cayuse SP (length: 53:45 – if the video doesn’t start — “This video is unavailable” — simply refresh the video and it should work)
    • Cayuse SP Lab Presentation – Slide deck for SPO Training Video: Cayuse SP – Entering Proposals
    • Cayuse SP Lab/Activity Scenario – 1-page lab scenario for SPO Training Video: Cayuse SP – Entering Proposals
    • Handbook for Department Contract & Grant Staff, Principal Investigators and Approvers – document referenced in presentation: 70-page step-by-step instructions with screenshots on all aspects of Cayuse SP usage

Additional Resources

• Other Proposal and Award Learning Resources