1. SELF-SUBMIT PROCESS CAYUSE424 Krystal Toups, CRA Assistant Director, Grants Ashley Popham Systems & Reporting Supervisor Office of Sponsored Projects (OSP)

2. Objectives Define Self-Submit for Cayuse424 – Advantages Detailed step-by-step process – How to Self-Submit – Check Proposal Submissions – Correct Errors Questions

3. Self-Submit Process “Self-Submit” is a new process in which Principal Investigators (PIs)/Departments submit Cayuse424 proposals directly to the agency.

4. How is it Different the PI/department submits the Administrative & Financial (A&F) portion of the application to OSP for review OSP reviews the A&F packet and works with the department on revisions Application is re-routed to the PI/Department for upload of the science PI/department routes the final application with science to OSP OSP submits the application to the agency

5. Self-Submit Process Per HOOP 64, all proposals must be reviewed and approved by OSP prior to submitting to the agency. The Self-Submit Process only applies to proposals built in Cayuse424.

6. Self-Submit Process

7. Advantages Flexible deadline for science No wait time to submit applications to the agency Submission delegation & responsibility may be given to the Principal Investigator Self-Submit process only takes seconds to complete

8. Testing Phase Participants Schools Departments 13 School of Dentistry Pediatrics School of Nursing Family Health Medical School Neurobiology & Anatomy Integrative Biology & Pharmacology School of Public Health Mgmt, Policy and Comm Health Biostatistics Epidemiology & Disease Control Health Prom& Behavioral Sci SW Ctr Occup & Environ Health

9. Testing Phase Fast Facts Of the 13 Proposals Submitted: 4 successfully managed errors Proposals submitted 5 days early to 6 hours early 10 NIH proposals 2 HRSA proposals 1 AHRQ

10. Self-Submit Process PIs/Departments will: Route A&F for Review and Approval Upload Science Validate Submit Verify Submission Manage Errors (if necessary) June 2012 All Proposals Will Be Self-Submitted

11. STEP-BY-STEP PROCESS

12. Self-Submit Instructions 1.Route A&F for Review and Approval 2.Upload Science 3.Validate 4.Submit 5.Verify Submission 6.Manage Errors (if necessary)

13. 1. Route A&F for Review & Approval A&F portion of the grant application is routed to OSP ten (10) days prior to the sponsor deadline. Once the A&F portion is approved by OSP, the application will be locked (other than the ability to attach the science). The Sponsored Projects Specialist (SPS) will update the applications permissions to allow everyone listed on the routing chain the ability to submit. These individuals and their delegates will be able to upload the science and submit the application directly to the agency

14. 2. Upload Science The SPS will send a follow-up email notifying the department that they have access to submit the application. PI/Department will upload the final science to the application.

15. 3. Validate Ensure the application is error free. Run the final validation checks under Proposal Management by: a. Click Electronic Submission b. Click Validate Proposal

16. 3. Validate cont… If your proposal is error free after running the validations you will receive a “No Problems Detected” report

17. 4. Submit To submit the final application to the agency: a. Click Electronic Submission b. Click Validate and Submit to Grants.gov

18. 4. Submit cont… c. Click Submit

19. 4. Submit cont… A dialogue box will appear showing the pending submission status of the application and then the grants.gov number will appear once the application has been submitted.

20. 5. Verify Submission 4 Ways to verify submission: 1.eRA Commons: The preferred and most accurate method to check the status of a NIH, AHRQ, CDC, FDA, SAMSHA, & VHA proposals. PIs may delegate “status” to administrators to view and manage errors. 2.Cayuse424 3.Email 4.Grants.gov

21. 5. Verify Submission cont.. eRA Commons

22. 5. Verify Submission cont.. Cayuse424: The application status may be viewed under Electronic Submission by: i. Click the small “plus sign” [+] next to Proposal Submission History for submission status ii. Click on the Grants.gov tracking number hyperlink to view current status of proposal

23. 5. Verify Submission cont.. Email: The agency will often send an email notification to the PI in regards to the status of the application. The email may specify the application cleared validation or that the application was rejected due to errors.

24. 5. Verify Submission cont.. Grants.gov: Applications may be tracked using the Track My Application feature by grants.gov.

25. 6. Managing Errors The PI/Department is responsible for tracking, managing, and correcting errors. OSP will not monitor/contact the department if the application is rejected with errors. The department must notify OSP to make corrections. PIs/Departments will need to notify their OSP Sponsored Projects Specialist to correct applications that did not clear the grants.gov validation. The Sponsored Projects Specialist will re-open the proposal and re- route it to the PI/Department for corrections. Once the errors are corrected the PI/Department will repeat steps 3-5.

26. Things to Think About Be mindful of the deadline and whether it is central or eastern standard time. Allow enough time for Grants.gov validation and to correct any errors prior to the deadline. Availability of departmental and OSP staff. Please work early to submit your application!

27. Resources Checklist for Self-Submitting Proposals http://www.uthouston.edu/dotAsset/1723bcc7-86fe-4b1e- 88c5-2e1e118d83c8.pdf OSP Website Http://www.uthouston.edu/sponsored-projects/ Contact Info: Ashley Popham Systems and Reporting Supervisor Office of Sponsored Projects| UCT 1012A 713.500.3374 (office) Ashley.Popham@uth.tmc.edu Krystal Toups, CRA Assistant Director, Grants Office of Sponsored Projects UCT 1002 713.500.3091 (office) Krystal.Toups@uth.tmc.edu

28. Questions