The Office of Sponsored Programs is excited to announce the release of Cayuse Sponsored Projects (SP). On July 1, 2024, Cayuse SP will replace grantsERA as the University-wide grants management pre-award and non-financial post-award system. Cayuse SP will integrate with research enterprise Cayuse IRB platform as well as Workday HRM and allow for a more streamlined and efficient connection between systems.
Cayuse SP offers a broad array of benefits, including:
- Create a proposal.
- Route a proposal for grants and contracts for review and approval.
- View the status and routing progress.
- View funded proposals and active awards based on your role and assigned Unit/Cost Center.
- Smart Form Technology
- Improved Reporting Functionality
- Modern Look and Feel
We expect a high level of activity in Cayuse SP over the next few weeks as our community creates new proposals and navigates the new user interface and functionality.
In anticipation, we wanted to answer a few questions you may have as you navigate the new system:
How Do I Log into Cayuse SP?
- Navigate to the UNLV Cayuse SP System
- Enter your UNLV issued ACE ID (Shibboleth) username and password.
- Click “Sign in”
What Data is Available in Cayuse
| Data | Location In Cayuse SP | Data Source/Integration |
|---|---|---|
| People and Assigned Cost Center(s) | Admin Module | Workday |
| Sponsors | Proposals/Awards | GrantsERA/Workday |
What Proposals and Awards will I be able to View?
- No legacy data has been imported into Cayuse.
- Principal Investigators (including Co-PI/Multi-PI) will have view access to their active awards and associated funded proposal(s).
- Based on their assigned Cost Center, Research Administrator will have view access to active awards and their associated funded proposal(s).
- Based on their School Cost Center, Unit (Dean, Chair, Associate Deans for Research) Approvers will have view access to active awards and their associated funded proposal(s).
Submitted Proposals not tied to an Active Award will not be available to view in Cayuse SP prior to July 1, 2024. At the time of Notice of Award, project documents will be requested and available to view after August 31st or at the time of award/amendments.
If you have, an urgent request related to a Submitted Proposal that is not in Cayuse SP, please contact ospcayuse@unlv.edu for technical issues or your OSP Pre Award Research Administrator.
Projects stay under In Development while being completed. Upon completion, the Route for Review button is activated for the PI or department delegate which then requires certification by PI and CoPI(s) and then is routed for review to Chair, Deans, and/or Associate Deans for Research. Upon completion of the routing process, the proposal moves to Approved. It will stay in the approved status until the proposal is formally submitted to the sponsor (Submitted to Sponsor).
OSP will then move all projects to Under Consideration for tracking purposes. The header says that the sponsor has notified the institution, but UNLV OSP is utilizing this section for holding all projects that are under review by the Sponsor. This allows us to update the status to either funded or closed upon notification by the sponsor.
Campus Training
To prepare for the transition, OSP has continued trainings available, video of training, online guides and training module through WebCampus "Cayuse SP Proposals WebCampus Course”. The course is an introduction to Cayuse SP and offers users an understanding of the various elements and functionality within Cayuse SP as well as information regarding proposal development, review, and approval. The course is hosted on UNLV WebCampus.
In addition, OSP has developed additional resources Cayuse Tips, Tasks Dashboard, Basic Navigation, etc. The online training is posted at UNLV WebCampus and consists of customized gif illustrated guides that aim to walk users through creating and approving proposal records, routing workflows, user roles, and dashboard views.
In addition to the online resources, the OSP training team has scheduled Google training with individual Schools and Divisions. Initial training focuses on proposal preparation, routing and approvals customized to address School and/or Division specific needs. For additional trainings sign up here.
1-hour Step-by-Step Training Video
Questions? For any questions related to the implementation of OSP Cayuse SP, please email OspCayuse@unlv.edu to submit your question to the Office of Sponsored Programs training team.
Where Do I Go for Help?
Our goal is to provide multiple avenues of support to you during this transition.
Please see the below quick reference guide on where to go for help:
| Need real-time guidance or assistance? | Call our main office 5-1357 or ospCayuse@unlv.edu |
| Need assistance with a proposal that needs to be routed, approved or | Contact your Pre Award OSP College Assignments |
| Need training guides and resources? | Cayuse SP Website |
| Need technical assistance (e.g., logging in, access, user roles, etc.) | Reach out to ospCayuse@unlv.edu |
We look forward to working with you on the new Cayuse SP system! Please do not hesitate to reach out with any questions.
Helpful Information
All users can access the Help Center, “How To” guides, and Announcements by clicking the question mark icon found at the bottom right of your Cayuse dashboard at (link to be provided after training).
Frequently Asked Questions
- How do I access Cayuse SP?
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You can access Cayuse from (link to be provided after training) with your ACE ID - UNLV username and password (single sign-on).
Access your user profile by clicking on your name at the top right-hand corner of the Cayuse platform at (link to be provided after training) and selecting “My Profile” This is where you will access your profile and attach your biosketch/CV within Cayuse.
- When is the training?
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To prepare for the transition, OSP has developed an online training module. Self-enroll in this Cayuse SP - Proposals WebCampus course. The course is an introduction to Cayuse SP and offers users an understanding of the various elements and functionality within Cayuse SP as well as information regarding proposal development, review, and approval.
In addition to the online pre-recorded resources, the OSP training team will schedule Zoom and in-person training with individual Schools and departments.
Register for OSP Cayuse SP Training
You can also schedule a one-on-one or small group training session by emailing (ospCayuse@unlv.edu). Please include the date and time you are wanting to schedule your training.
- What are user roles?
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All members on a “Research Team” (as named in the Cayuse Proposal and Award Record) can see all proposals and awards on which they are named.
All College-level review teams (e.g., Dean, Associate Dean for Research) can see the proposals and awards of Research Team members who are administratively housed in their unit.
User Roles in Cayuse UNLV User Type Role Assigned by OSP Permissions/Functions Principal Investigator, Co-Principal Investigator, Co-Investigator, Investigator
(Note Non-key investigators can be given access to the Proposal Record)
SP User - create a new proposal record.
- view or edit proposals where they are named on the Research Team.
- view awards where they have been assigned on the Research Team.
- Certify (approve) proposals for submission and awards prior to set up.
College Administration (Deans, Business Officers, and their delegates) SP Proposal & Award Reviewer - View or approve proposals within their unit.
- View and approve awards within their unit.
Research Compliance areas (IRB, IACUC, Risk Management and Safety, etc.) Unit Team Reviewer Receive notifications on proposals within their compliance areas and can view proposal and award information. OSP Proposal Team SP Proposal & Award Administrator Full access to all proposal and award records in Cayuse SP. OSP Award Team SP Award Administrator Full access to all award records in Cayuse SP. - How do I submit a proposal for external sponsored funding at UNLV?
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You must initiate and complete a Proposal Record from within Cayuse Sponsored Projects in order to submit a proposal for external sponsored funding at UNLV. Your assigned OSP Research Administrator can assist with this process.
Important: Test proposals should never be created. Only initiate a new Proposal Record if you will be submitting a proposal (or if you will be a subrecipient on another institution’s proposal).
All members named on the “Research Team” in the proposal and award record are able to view and edit the Proposal Record and must certify proposals prior to submission.
Colleges will need to approve the Proposal Record on behalf of Research Team members which indicates their authorization of the submission, confirms approval of any cost share indicated, and confirms that appropriate space, facilities, and personal are in place to support the project.
From the proposal dashboard, users can filter proposals by status or other search criteria. Cayuse generates a proposal number that follows the record through the award stage. Each Proposal Record includes tabs to view the routing members, history, access permissions, attachments and more
Internal Deadline: Proposals should be initiated within the system five days prior to proposal submission and be fully approved prior to submission.
- What is an award record?
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All sponsored projects managed through OSP have an Award Record in Cayuse.
The Cayuse Award Record includes award information, budget information, and copy of award.
All members on the project's Research Team, as well as their college administration designees, will have access to all the Award Records on which they are named. Award records can be searched from the Award Dashboard within Cayuse Sponsored Projects.
- How do I access and manage tasks?
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The Cayuse Platform has task management functionality that is utilized to notify users of necessary actions that must be completed throughout the proposal and award process. When a task is created, the completer of the task will receive an email notification from “Cayuse Administration” where they can view the details of the task and what documentation needs to be uploaded (if needed).
Please note that you will only receive one notification email when you are assigned a task, as Cayuse does not send reminder emails at this time. The notification email will include a link to the Cayuse homepage where you can view a list of any tasks that you've created, closed, or been assigned at (link to be provided after training). Clicking on a task from the Cayuse homepage will link you to its associated record. Please make sure to close a task once it has been completed.