Preparation of Grant Applications in Cayuse

Dhanonjoy C. Saha, Director Regina Janicki, eRA Manager

December 3, 2015

What is Cayuse?

Cay·useˈkīˌ(y)o'os, kīˈ(y)o'os/nounA member of an American Indian people of Washington State and Oregon or the language of the Cayuse, of unknown affinityadjectiveRelating to the Cayuse or their language Cayuse/ˈkaɪuːs/nounA small Native American  (Western US & Canadian) pony used by cowboys

Cayuse Pony

Cayuse

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 Regina.janicki@einstein.yu.edu

For urgent help (when we are not available) you may call (503) 297-2108 Ex 201

https://yu.cayuse424.com/

What Can Cayuse Do?

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

What Can Cayuse Do?...

Downloads funding opportunities (i.e., forms) Stores data and files (i.e., contact information,

bio-sketches, 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

Cayuse’s abilities and limitations

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

Pre-requisites for Submitting Application Using Cayuse

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

Obtaining a Username and Password

Send an email with your request, along with your complete contact information and professional email address to: regina.janicki@einstein.yu.edu

The username and password given are case-sensitive

You can change the password once you sign in

Delegation of Authority

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/administration/grant-support/Delegation-routing2.doc

This needs to be done only once

Creating an Application/document in Cayuse

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/R01/2-5-16)

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)

Exceptions -- Study Section Members

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

Adding Key Persons

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. Auto-fill sections are indicated by a pencil icon on

the right side of the text field

Creating a Profile

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”

Adding Outside Institutions

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: 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

SF424 R&R - Page 1

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

SF424 R&R-Page 2

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.

Budget Development/Review

  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

Salary Cap

  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

Routing

  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

Requirements for Routing

  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

Routing for Applications

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

*Once the AOR has approved, you can submit the application

Routing for Applications…

Routing chains for NC applications:

PI Chair Office of Grant Support EH&S is the ONLY compliance department who wants to

see the application, if applicable. OGS-Budget FCOI

Routing for Applications…

OPAS Routing Chains:

Very abbreviated PI OPAS

Application Submission

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

Application Submission … (Non-Federal Applications)

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

Sub-Contracts

  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

OPAS

  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

RPPR/Progress Reports

  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

Thank You

For general information, please contact the Office of Grant Support at (718) 430-3643 or preaward@einstein.yu.edu

For pre-award budget -- Gerard McMorrow at (718) 430 3580 or gerard.mcmorrow@einstein.yu.edu

For Cayuse, eRA Commons and any other help -- Regina Janicki at (718) 430-3643 or Regina.janicki@einstein.yu.edu

For any other help -- D. C. Saha at (718) 430-3642 or dhanonjoy.saha@einstein.yu.edu