Routing a Proposal

Routing is the movement of a proposal through the internal steps necessary for departmental, compliance and Central Admin Office approval prior to submission to the sponsor.

After submission for routing, the proposal record is certified by the PI, authorized by department/school/college/center administrators (IPF Approvers), and reviewed by the Central Admin Office. PI certification and Department approvals may occur in parallel; the departments do not need to (but may choose to) wait for the PI to certify before approving. All review and approval of the proposal record is handled electronically within SP. Post-award routing is limited to Central Admin Office staff.

Routing in SP with a Paired 424 Proposal

If you start a proposal record in SP and build a paired Cayuse 424 proposal, routing in 424 is turned off and handled completely through SP. Cayuse SP assigns permissions to the paired 424 proposal based upon the user's role in SP and the routing state of the proposal record. In general, the proposal creator (Owner) and any Proposal Editors will have full permissions to the 424 record, and the Lead PI and any PIs will be able to see and edit the 424 proposal. After submission, everyone's permissions are limited to read-only except the IPF approver in the Award Admin Dept.

For more information about permissions on the paired 424 proposal, please see Integration with Cayuse 424 in the Cayuse SP System Admin Manual.

Routing Emails

Routing activities in Cayuse SP trigger email notifications to relevant parties. During the routing process, the Lead PI and proposal creator (Owner) receive an email for almost every proposal status change, although they do not receive emails for each Departmental approval as long as the proposal is moving along successfully toward the Admin Office. Departmental approvers receive notification when the proposal is ready for review by their department, and other PIs receive a notification when the proposal is submitted and available to certify.

For more information on what events trigger emails and who receives them, see Email Admin. Your institution may customize both the recipients and content of these emails based on institutional needs. The emails are sent in HTML format.