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Everyday eSPA: Assigning short project names

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“Everyday eSPA” is series of occasional posts that offer Miami University researchers quick tips for working effectively in eSPA.


When you start a new record in eSPA, you will be asked to complete both a “Short Project Name” field and a “Title of Project” field. In most cases, the text entered in each of these fields should be different.

The short project name is for internal reference only. As indicated in the directions at the top of the “Start New Proposal” screen, the short project name should follow this convention: Prime Funding Agency (if applicable)-Sponsor Lead PI/PI.

Screenshot closeup of directions at top of "Start New Proposal" screen in eSPA, with directions for Short Project Name highlighted. Header: Miami University beveled M logo. Logged in as: He [cut off]. For immediate assistance contact OARS. Tabs: Home. My Dashboard. Reporting. Admin. Log out. Left navigation: Proposal dashboard section: My Proposals. Proposals in My Unit. Advanced Account Inbox. Award Dashboard section: My Awards. Awards in My Unit. Certifications/Approvals section: PI Certification Inbox. Unit Approval Inbox. Main text: Start New Proposal. Begin your new proposal by filling in the information requested in the Start New Proposal screen and clicking Save at the bottom. You will then be directed to the General Info section. Enter the information requested in all sections listed in the left navigation bar, proceeding in sequential order until all sections are complete. A green check indicates a section is complete, with the exception of the Cayuse 424 Proposal section where a green check indicates a proposal has been started. Proposals cannot be Submitted for Routing until all sections are complete. NOTE: Only enter a Prime Funding Agency if Miami will be included as a subcontractor on a proposal being submitted by another institution. In this case, the Sponsor is the institution that is submitting the proposal and the Prime Funding Agency is the Agency to which the proposal will be submitted. NOTE: Short Project Name should be in the following format: Prime Funding Agency (if applicable)-Sponsor (space) Lead PI/PI. NOTE: For ALL Federal proposals except NSF, select Cayuse 424 from the Submission Method drop down menu, and check the Create a Paired Proposal radio button at the bottom of the screen. NOTE: NSF proposals should still be submitted through Fastlane and not Cayuse 424. Select Fastlane from the Submission Method drop down menu in the General Info section. Do NOT create a paired proposal. NOTE: Primary Administrative Contact should be the PI, unless there is another staff member who is responsible for oversight of the grant award account. If you have any questions, please contact your OARS Proposal Specialist.

Following are several examples of short project names for various scenarios:

  • PI Jane Jones is submitting a proposal to the Oxford Community Foundation. The short project name should be Oxford Community Foundation Jones.
  • Lead PI Marcus Smith and PI Keesha Johnson are submitting a proposal to NSF. The short project name should be NSF Smith/Johnson.
  • PI Jamie Williams is a subcontractor on a proposal the University of Cincinnati is submitting to NIH. The short project name should be NIH-University of Cincinnati Williams.
  • Lead PI Miguel Suarez and PI Diane Martin are subcontractors on a proposal Texas A&M University is submitting to the Department of Energy. The short project name should be DOE-Texas A&M Suarez/Martin.

Screenshot of fields in the "General Proposal Information" section of the "Start a New Proposal" screen in eSPA. Fields: Award Admin Dept:. Primary Administrative Contact:. Project No:. Short Project Name: (internal reference name). Project Start Date:. Clear. Project End Date:.Activity Code:. Clear. Click Here to Choose Activity Code. Proposal Type:. Instrument Type:. How will this proposal be submitted? Select Submission Method:. Affiliated Unit(s) (if applicable): Click Here to Choose Affiliated Unit(s). Sponsor Deadline: Clear. Time: Eastern [drop-down menu]. Postmark [radio button]. Receipt [radio button]. Title of Project:. Create a Paired Proposal [radio button]. Pair with a 424 Proposal [radio button]. Un-Pair with 424 Proposal [radio button]. Save [button]. The following text is filled into both the "Short Project Name" and the "Title of Project" field.

When you enter text in the “Short Project Name” field, it will automatically be duplicated in the “Title of Project” field (as shown above). However, the “Title of Project” field can — and should — be edited to reflect the title of the project as it is meant to be submitted to the sponsor (as shown below).

Screenshot of fields in the "General Proposal Information" section of the "Start a New Proposal" screen in eSPA. Fields: Award Admin Dept:. Primary Administrative Contact:. Project No:. Short Project Name: (internal reference name). Project Start Date:. Clear. Project End Date:.Activity Code:. Clear. Click Here to Choose Activity Code. Proposal Type:. Instrument Type:. How will this proposal be submitted? Select Submission Method:. Affiliated Unit(s) (if applicable): Click Here to Choose Affiliated Unit(s). Sponsor Deadline: Clear. Time: Eastern [drop-down menu]. Postmark [radio button]. Receipt [radio button]. Title of Project:. Create a Paired Proposal [radio button]. Pair with a 424 Proposal [radio button]. Un-Pair with 424 Proposal [radio button]. Save [button]. The following text is filled into the "Short Project Name" field, which is highlighted: DOE-Texas A&M Suarez/Martin. The following text is entered into the "Title of Project" field, which is highlighted: Developing satellite solar panels to meet Earth's energy needs

For more help with eSPA, check out other posts in our “Everyday eSPA” series, consult our quick start guide, or contact your OARS representative.

“Everyday eSPA” series posts:

Always start in Cayuse SP


Digital image by roaded via Pixabay. Keyboard and mouse photo by Vojtech Okenka. Both public domain.

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