Cayuse Training and FAQs

If you have been named as an investigator on a proposal, you will be asked to certify the proposal once it has been routed for review. You will not receive an email to certify until the proposal has been completed and routed. To certify, click the link included in the certification email which will bring you to the proposal to be certified. Be sure to look at every section that contains a red circle with a white exclamation point then click the Certify Proposal button in the top left of the screen. The button will only become active when all sections with red warning sign have been cleared by clicking on them. Once all investigators have certified, the proposal will move to the next stage of routing, signoffs from each department’s approval team.

For a video tutorial on how to certify, click HERE

Only after all investigators have Certified a proposal will the next stage of routing begin – departmental Approvals. Each person listed in Key Personnel with an Investigator role has an Internal Association with a specific department at Tulane. Whichever department is selected determines the Review Team members. You may check the routing tab in a Proposal to see who is on each Routing Team…there are typically two or three members of a Review Team for each department, and the first person to Approve (or Reject) a proposal will be credited with the Review. To Approve, click the link included in the approval email which will bring you into the proposal. Be sure to look at every section that contains a red circle with a white exclamation point then click the Complete Review button in the top left of the screen. The button will only become active when all sections with red warning signs have been cleared by clicking on them. If you do not approve of the proposal in the current state, you may choose “Return to in Development” instead of “Approve” after clicking Complete Review. This will return the proposal to an editable state and re-start the routing process from scratch. After all department reviews have been done, the proposal will move to an “Approved” state, which means it is ready for the final SPA review before submission by the SPA team.  

NOTE: An Investigator must not Approve their own proposals. If an Investigator happens to also be on the department’s review team, they must let one of the other members of the team do the Approval.

For a video tutorial on how to Approve, click HERE

A Project is simply a container or “virtual file folder” containing all Proposals and Awards within a particular researcher’s submission. When creating a new proposal in Cayuse SP, you’ll see the following question at the beginning:

If this is a new Proposal that has never been submitted by Tulane, use the top option in order to create a brand new Project and Proposal.

If this is a Proposal that is related to a previous Tulane proposal (maybe a resubmission or renewal), use the bottom option and search for the proposal number or name to add the new Proposal to the existing Project. Please use the top option and create a new project if the sponsor has changed!

If you are unsure of which option to select, contact your SPA representative.

First, try searching for their last name or part of their preferred first name in the search area…sometimes the person may have a different name in the official Tulane HR system that flows into Cayuse. If you still can’t find the person, please submit a ticket to the IT Help Desk using our special Cayuse request form HERE. If this person will eventually be named on S2S proposals, be sure to mention that they should be added to S2S with their salary information included.

Members of a department’s proposal review team are not automatically assigned and must be manually added or removed by the IT Help Desk. If you see someone in the routing tab that shouldn’t be there, first double check each Investigator in Key Persons to make sure the correct Internal Association is selected. If this looks correct and the routing tab is still showing the wrong people, submit a ticket to IT HERE

The effort field is tied to each user’s Department, or “Internal Association” in Cayuse parlance. Some research team members may have multiple Internal Associations, and some of those Internal Associations may not have their Effort field setup properly in the background. First, double check that you’ve selected the correct Internal Association from the dropdown menu. 

If this is correct but you still don’t see an Effort field opening up, submit a ticket HERE asking to enable the effort field for whichever association isn’t working. Be sure to mention if this person will be on a 12-month Calendar Year schedule or a 9-month/3-month Academic/summer schedule.

Cayuse being a web-based platform with a Tulane Single Sign-On (SSO) means that all users can access the software from anywhere in the world, even on a mobile phone. If a user is not able to get into the system due to firewall restrictions, travel, or login issues, reach out to your SPA representative. If someone can’t certify or approve in Cayuse, we may ask them to email us some sort of approval message, or have them digitally sign off on a PDF version of the certification questions, and then a SPA team member can manually move the proposal forward in routing. Under no circumstances are users permitted to login to Cayuse and Certify/Approve a proposal using another person’s credentials. Each department usually has multiple Approvers in case someone is not available.

You can! Go to the attachments tab and make sure to select an attachment type from the dropdown. That will unlock the uploading area. If you still can’t upload, contact a SPA or RASU representative for assistance.

We do not recommend using Cayuse for Award reports, especially for accurate dollar figures, since the Cayuse reporting tool will report on all previous versions of an Award and could confuse most users. Please reach out to a SPA representative for the latest official Award reports or for specific reports you may need. 

To run some basic Proposal reports using the built-in Cayuse report tool, we have a video with instructions available HERE

In order to fix this, you’ll need to uncouple the two forms in SP and then search/add the correct S2S proposal.

First, navigate to the General Information section in your SP form, and look at the bottom of the page under the question “Will this proposal be submitted through Cayuse Proposals (S2S)?”

If the proposal is still In Development, you may click the “X” to uncouple the S2S proposal from the Cayuse SP form.

After uncoupling the S2S Proposal, you may use the “Link to existing Proposals (S2S) Record” search to find and link your SP form to the correct S2S proposal. 

If the proposal is Under Review or Approved, you’ll need to contact SPA for assistance, as the SP form will be completely locked for review.