Transcript Preparation of Grant Applications in Cayuse

Dhanonjoy C. Saha, Director
Regina Janicki, eRA Manager
December 3, 2015
Cay·use
ˈkīˌ(y)o͞os, kīˈ(y)o͞os/
noun
A member of an American Indian people of Washington State
and Oregon or the language of the Cayuse, of unknown affinity
adjective
Relating to the Cayuse or their language
Cayuse
/ˈkaɪuːs/
noun
A small Native American (Western US & Canadian) pony
used by cowboys
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Cayuse (424) is a Web application portal created to
simplify the creation, review, routing, approval, and
electronic submission of grant proposals, i.e., S2S
(system-to-system) submission of proposals
It is owned and operated by a company named
Evisions, Inc.
For usual help contact Regina Janicki at (718) 430-3643
or [email protected]
For urgent help (when we are not available) you may
call (503) 297-2108 Ex 201
https://yu.cayuse424.com/
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It delivers the S2S federal grant proposal
development and submission capabilities,
checks errors and warnings, and performs most
validations before submission
It can transform an old application or application
created for one opportunity type to another
(type) without creating a whole new application
It also can import sub-award proposal budgets from on-campus collaborators, other institutions,
or subcontractors, whether they are Cayuse
subscribers or not
 Downloads funding opportunities (i.e., forms)
 Stores data and files (i.e., contact information, biosketches, budgets – auto calculates most items)
 Enables users to easily prepare applications
 Checks for errors and warnings (including
sponsored required validations)
 Routes applications and documents for internal
approvals
 Electronically submits proposals to Grants.gov
 Can prepare reports about submissions
 Web-based – can be accessed from anywhere, anytime
 Browser support -- Internet Explorer, Firefox
 Safari and Google Chrome are not preferred
 Configurations
 JavaScript enabled
 Cookies enabled
 Pop-ups allowed
 Existence of a profile in Cayuse
 PIs and administrators register with NIH eRA
Commons, NSF Fastlane, HRSA Handbooks, DoD
eBRAP and …
 Existing agency accounts need to be “affiliated” with
new Einstein
 Individuals must have role as a PI
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Send an email with your request, along with
your complete contact information and
professional email address to:
[email protected]
The username and password given are casesensitive
You can change the password once you sign in
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In most cases, Principal Investigators have their
administrative personnel work on their
applications
To delegate authority Office of Grant Support
(OGS) must have a signed delegation/routing
form on file
Delegation routing forms can be found at
http://www.einstein.yu.edu/docs/administra
tion/grant-support/Delegation-routing2.doc
This needs to be done only once
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Select the Create button
Complete the Proposal Name field
Proposal Name should be filled out using
Einstein’s guidelines (It’s an internal title)
Competitive grants: PI’s last name/Grant
Mechanism/Deadline Date (e.g., Smith/R01/2-516)
Non-competing RPPRs/Progress reports: NC-PIs
last name/Grant Mechanism/Deadline Date (e.g.,
NC-Smith/R01/2-15-16)
OPAS (Other Pre-Award Submissions): OPAS-PI
last name/Type of OPAS/Deadline date (e.g.,
OPAS-Smith/JIT/2-10-16)
 Appointed members -- Continuous submission
 Temporary members -- Applications must be
received within two weeks of the standard
submission date
 Please make it clear on Cayuse when the PI
expects to submit or indicate study section
exemption, i.e., Smith/R01/12-10-15-SS
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Click on the “People” tab to check if they are listed
Key persons shouldn’t, ideally, be manually
entered in the actual application; they should have
a professional profile in the People section that can
be auto-filled in the application, as certain setting
will allow for auto-calculations/proper auto-fill
functions on Cayuse.
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Auto-fill sections are indicated by a pencil icon on the right side
of the text field
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To create a profile, click on the “+Person” icon
Type in the person’s name and any other
information you want to add (departments,
etc.). In most cases, you need to click “Create
Affiliation”
Select the appropriate educational institution.
All internal personnel should choose Albert
Einstein College of Medicine, Inc.
Please fill in eRA Role: which should be PI, for
investigators and administrative personnel
should be listed as “Assistants”
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If you know you will have a sub-contract and use a
SF424 R&R budget, make sure the sub-K
institution is in the system. If not, please send an
email to Regina, including all (where applicable) of
the following:
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Institution Name
Address
DUNS number
Congressional District
Fringe Rate
IDC rate
An institutional profile will be created
It is not necessary to create a new institutional
profile for a consultant from another institution
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Person to be contacted on matters involving
this application: should be Dhanonjoy Saha,
Ph.D. Auto-fill this into your application—
making sure you keep everything—especially
email, intact
The pre-award email goes to all three members
of the OGS -- Dr. Saha, Regina Janicki and
Gerard McMorrow
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Authorized Organizational Representative:
Regina Janicki. You will notice there is NO
email address. Put in your own. This will allow
you to receive email notifications regarding the
grant submissions.
NIH does not have a specific field for
administrative professionals. Adding your
own in her (Regina’s) email field allows you to
get the same mail as the PI and all the members
of the OGS.
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Section A (of RR Budget) Senior/key person
PI should have some effort
Base salary (for anyone named on the budget)
should be equal to his/her annual salary per
Banner Finance (+2% increment)
Please explain any variations in the proposal
summary comments box
For anyone on Montefiore PR—please note in the
comments box and add MMC ORSP to routing
chain
Anyone expecting a promotion/raise—please
note/explain in the proposal summary comment
box
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Salary cap applies to NIH and a few other federal
awards and other grantors
AHRQ, SAMHSA, CDC, HRSA, ACF, ACL, CMS
USDA, DoD and NASA use different Salary Cap –
Benchmark Compensation Amount
If you use salary cap for other grantors, please add an
explanation and attach grantor policy as document
Months must always be shown if salary is budgeted
Fringe must always be budgeted at the Federal
negotiated rate; otherwise explain
Any waiver must be approved either by the Associate
Dean for Finance and Administration or the Executive
Dean
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We strongly urge that you begin routing at
least eight business days before the application
deadline
Applications are “locked down” for editing
fields and uploading anything into the budget
section when the routing button is checked off
You can ask for permissions to go in and edit,
post-completion of routing, however only for
the scientific and administrative portion, not
the budget
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The Cayuse summary form needs to be filled
out. This is a generic form, but very useful to
us, internally
The highlighted fields (on the “cheat sheet”)
are mandatory
Everything else can be left out (and budget will
be auto-filled by the system
The Einstein Final Approval Form is required
for EVERY application, except for OPAS
 Every
field must be filled out and the application
must be signed with the current date
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Routing chains for all competing grants:
PI
Chair
Office of Grant Support
Dean’s Office
CCI (Einstein’s IRB), IACUC, and/or EH&S (if Humans,
Animals or Health/Safety issues are involved)
 OGS-Budget
 Authorized Organizational Representative (AOR)*
 FCOI (Financial Conflict of Interest)
 Office of Biotechnology (if applicable)
 MWBE
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*Once the AOR has approved, you can submit the
application
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Routing chains for NC applications:
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PI
Chair
Office of Grant Support
EH&S is the ONLY compliance department who wants to see
the application, if applicable.
OGS-Budget
FCOI
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OPAS Routing Chains:
 Very
abbreviated
 PI
 OPAS
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For competing, electronic submissions:
 Once
the AOR has approved, you may submit.
 Go into the Electronic Submission section (bottom of
left side navigation panel of your application)
 Click Validate Proposal. If there are NO errors, hit
Validate and Submit
 Pop-ups will appear. Hit submit again and another
pop-up will appear, telling you the submission is in
progress. Keep this window open until you get
confirmation that it has been submitted
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Select “Other” when creating the application.
Fill in the budget, the summary page (as
indicated above), and the Einstein Final
Approval form
Include some information about the
opportunity from the sponsor (example,
sponsor does not allow indirect costs), you
should indicate that in the notes section of the
summary page
Upload the document, policy if any
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Same procedures as non-federal
Please make sure—when creating the budget—
to select “Einstein” as the institution in the
budget, not the “Prime Institution.”
Full routing is required
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There are specific guidelines on our website regarding
the various OPAS submissions.
Please do not include the Einstein Final approval form
for this type of submission.
Do not fill out the Einstein summary form, beyond the
“Comment” section on the bottom of Cayuse’s
summary page
Add the full name and address of anyone you want us
to send correspondence to in the Comment section,
along with instructions of what is to be sent
All documents can be uploaded in the “Document”
section
Routing should be PI/OPAS
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You can choose either Other or Subcontract
when creating the proposal/RPPR.
Fill in the budget, summary page and the
Einstein Final Approval form
Also include the RPPR report for NIH in the
document section (it may be incomplete)
Routing is required
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For general information, please contact the
Office of Grant Support at (718) 430-3643 or
[email protected]
For pre-award budget -- Gerard McMorrow at
(718) 430 3580 or
[email protected]
For Cayuse, eRA Commons and any other help
-- Regina Janicki at (718) 430-3643 or
[email protected]
For any other help -- D. C. Saha at (718) 4303642 or [email protected]