A hanging file folder labeled "Changes" sits atop a computer keyboard.

Roles and department assignments for RSP staff changing

The addition of CaTia Daniels to the Research & Sponsored Programs (RSP) staff has given us the opportunity to make some improvements to the proposal services we provide, and to update the list of RSP Consultants assigned to each department.

CaTia will now be the primary RSP consultant for the following departments:

  • Electrical and Computer Engineering
  • Computer Science and Software Engineering
  • Mathematics
  • Statistics
  • College of Education, Health and Society (except Kinesiology, Nutrition, and Health)

All other department assignments remain unchanged.  As always, any of the three RSP consultants — Anne Schauer, Amy Cooper, and CaTia Daniels — can assist any faculty with proposal submission in the absence of the primary department consultant.

We have also expanded Vanessa Gordon’s role in the proposal preparation process. Vanessa will now serve as the “RSP Cayuse Expert” and will be the go-to person for all Cayuse questions. Among her new duties, Vanessa will now be available to provide the following services upon request:

  • Start a Cayuse proposal record: Email Vanessa the following information:
    • Sponsor
    • Prime funding agency (only if we are a subcontractor)
    • Sponsor program name (if applicable)
    • Proposal guidelines URL
    • Project title
    • Project dates
    • Proposal deadline
    • Name(s) of subcontractors (if applicable)
    • Names of co-PIs (if applicable) and % allocation for each (total should be 100%)
  • Add new sponsors: Email Vanessa if your proposal sponsor or one of your subcontractors is not currently in the Cayuse system.
  • Enter detailed budget in Cayuse SP, Cayuse 424, and Fastlane: Email Vanessa your final approved internal budget spreadsheet.
  • Review and approve Cayuse SP record before it is submitted for routing: Email Vanessa once your record is complete and she will review, approve, and submit for routing on your behalf.

Image by Nick Youngson, Alpha Stock Images, used under Creative Commons license.

Decorative image

Everyday eSPA: Asking OARS to review before submitting for routing

Closeup of a computer keyboard and mouse, with a corner of a monitor visible. A users hand -- holding a pen -- is poised on the mouse.

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


Once you have completed the required information on all screens in your eSPA record, you will see green check marks next to every entry in the “Item List” on the lefthand side of the record screen.

At this point, the Submit for Routing button below the “Item List” will become active and clickable. (Note that the “Submission Notes” screen is optional, so it does not need to be completed, nor does it need to be accompanied by a green check mark in the “Item List” for the Submit for Routing button to become clickable, as shown in the screeenshot below.)

Screenshot of a record in Cayuse SP. All of the items in the "Item List" have green check marks beside them. Those checkmarks are highlighted, as is the "Submit for Routing" button below the Item List.

Before you click that Submit for Routing button, however, you should ask your OARS proposal facilitator to review your record for accuracy and completeness. The reason is that any changes made to the proposal after you click the Submit for Routing button will cause the proposal to have to be re-routed. Reviewing the same proposal multiple times can be confusing and time-consuming for chairs, directors, and deans.

If you send an email to your OARS proposal facilitator asking her to review your proposal record before you hit the “Submit for Routing” button, she can check for common errors, including incorrectly calculated sponsored effort percent, missing credit allocation, home departments incorrectly designated as affiliated units, and project names that don’t follow conventions. These errors can then be corrected before the proposal is routed, ensuring that the proposal your chair, dean, and other administrators review is accurate and complete and that re-review is rarely required.

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

“Everyday eSPA” series posts:


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

Decorative image

Everyday eSPA: Determining sponsored effort percent and allocating credit

Closeup of a computer keyboard and mouse, with a corner of a monitor visible. A users hand -- holding a pen -- is poised on the mouse.

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


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:


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

Decorative image

Everyday eSPA: Understanding affiliated units

Closeup of a computer keyboard and mouse, with a corner of a monitor visible. A users hand -- holding a pen -- is poised on the mouse.

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


Near the bottom of the “Start New Proposal” screen in eSPA is an “Affiliated Unit(s)” field. Importantly there is an “(if applicable)” notation next to the field name. For most Miami researchers, this field is not, in fact, applicable, and should be ignored.

Screenshot of "Start a New Proposal" eSPA screen with "Affiliated Units" field highlighted.

Many researchers mistakenly follow the Click Here to Choose Affiliated Unit(s) link to select their home department. However, the PI’s home department is already supplied in the required “Award Admin Department” field earlier on the screen. Instead, an “affiliated unit” is (usually) a center or institute that the PI is affiliated with. The PI will select a center or institute as an “affiliated unit” when the project being proposed is relevant to the work of that center or institute.

Screen shot of "Start a New Proposal" eSPA screen, with "Select Affiliated Unit(s)" pop-up menu displayed.
Only PIs with center or institute affiliation should select an affiliated unit.

The rule of thumb, then, is that if you are not affiliated with a center or institute, you will do nothing with the “Affiliated Unit(s)” field. Just skip over it and move on to the “Sponsor Deadline” field.

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:


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

Decorative image

Everyday eSPA: Assigning short project names

Closeup of a computer keyboard and mouse, with a corner of a monitor visible. A users hand -- holding a pen -- is poised on the mouse.

“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.

Decorative image

Everyday eSPA: Always start in Cayuse SP

Closeup of a computer keyboard and mouse, with a corner of a monitor visible. A users hand -- holding a pen -- is poised on the mouse.

“Everyday eSPA” is series of occasional posts that offer Miami University researchers quick tips for working effectively in eSPA. Our first topic is starting in Cayuse SP.



Screenshot of Evisions Research Suite login landing page. Evisions Research Suite logo. Text: Evisions Research Suite 3.6. Research Administration Models: Cayuse SP (Sponsored Projects), Cayuse 424.

When you first login to eSPA, you will see two options in the “Research Administration Modules” section: Cayuse SP (Sponsored Projects) and Cayuse 424.

All eSPA users should always select Cayuse SP for all proposals.

If you’ve made the correct selection — Cayuse SP — you will see this screen:

Screenshot of Cayuse SP login landing page. Miami University logo. Page title: Sponsored Projects. Header: Logged in as: Heather Johnston. For immediate assistance contact OARS at 513.529.3600. Tabs: Home. My Dashboard. Reporting. Admin. Log out. Navigation: Proposal Dashboard section: Start New Proposal. My Proposals. Proposals in My Unit. Advanced Account Inbox. Award Dashboard section: My Awards. Awards in My Unit. Unit Approval Inbox. Office for the Advancement of Research and Scholarship OARS 501 E High Street 102 Roudebush Hall Oxford, OH 45056-1846. Phone: 513.529.3600. Fax: 513.529.3762. Main text: Welcome to Cayuse SP. Use the Proposal Dashboard to: Start a new Proposal. Edit and track proposal records you have created or on which you are named as a contributing member. View proposal records in administering departments to which you have been granted Proposal Data Access. Authorize preliminary award requests in your role as a Pre-Award Spending Approver. Use the Award Dashboard to: View awards on which you are listed. View awards in administering departments to which you have been granted award data access. Use the Certifications/Approvals Dashbard to: Certify proposals on which you are PI or Co-PI. Authorize proposals in your role as department/college/school/center approver. Administrative Support: Contact OARS for policies and procedures regarding the management and administration of research and sponsored activities. OARS is the primary contact for information about funding opportunities, proposal development, budget development, award administration, contract administration, and authorized signatures. Technical Support: For technical issues in Cayuse SP, contact Evisions Technical Support at one of the following: Email: ResearchSuiteSupport@Evisions.com. Phone: 503.297.2108. Also refer to the Evisions Research Suite Support website for frequently asked questions, product documentation and other technical information. Footer: Evisions Research Suite logo. This application is supported by OARS. Please contact support if you have any questions.

Your next step is to click Start New Proposal in the “Proposal Dashboard.”

If you’ve made the wrong selection — Cayuse 424 — you will see this screen:

Screenshot of Cayuse 424 login landing page, with a giant red "X" superimposed on it. Cayuse 424 logo. Text: Welcome! Cayuse 424/v7.6.1. Navigation: Opportunities. Proposals. Professional Profiles. Institutional Profiles. Reports. Administration. Text: Ensure your OARS representative has reviewed your SP record prior to submitting for routing. Links: Compatible browser info. Support.

Simply close the tab and return to the previous screen to select Cayuse SP instead.

For more help with eSPA, consult our quick start guide or contact your OARS representative.


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

Image is a long shot of a red brick building. The building has two wings, between which is an entrance surrounded with grey stone. Grass, sidewalks and trees with fall leaves are visible in the foreground.

eSPA training sessions offered

Beginning January 1, 2014 all proposals at Miami University must be routed through the eSPA system (Cayuse Research Suite).
Beginning January 1, 2014 all proposals at Miami University must be routed through the eSPA system (Cayuse Research Suite).

The OARS staff has been hard at work getting our new electronic sponsored programs administration, or eSPA, system (Evisions Cayuse 424/SP) ready to roll out to the Miami community. Our campus-wide training sessions began on October 29 and will continue to be offered on numerous dates at various times through January 2015.

Online registration is required for these 90 minute sessions, which will provide an overview of the on-line system, and a walk-through of the steps involved in creating a proposal record, building a proposal, routing the proposal for approvals, and monitoring proposal and award activity.

Implementation of the new on-line system will begin on January 1, 2015, at which point paper routing forms will no longer be accepted.  All faculty and staff will be required to use the new eSPA system for the submission of all external grant proposals beginning January 1, 2015.

If you are involved in submitting proposals for external funding, we strongly encourage you to attend one or more of the following sessions (click on the date to register).  All sessions are in the B.E.S.T. Library instructional space, 116 Laws Hall.

Thu 11/6, 11:30-1:00

Wed 11/12, 12:00-1:30

Wed 11/12, 3:00-4:30

Wed 11/19, 3:30-5:00

Thu 11/20 11:00-12:30

Wed 12/10, 12:00-1:30

Wed 12/10, 3:30-5:00

Thu 12/11, 12:00-1:30

Tue 12/16, 1:00-2:30

Wed 12/17, 10:00-11:30

Red, orange and yellow digital ones and zeros stream from front to back across the frame. The numbers are clear in the foreground, blurry in the background, giving the image a sense of motion.

eSPA training is on the horizon

Photograph of the unibody iMac. The screensaver is an image of space -- swirling matter and stars.

“eSPA?” you ask. In case you have missed our previous announcements, OARS is in the process of implementing a new Electronic Sponsored Programs Administration (eSPA) software tool — Evisions Cayuse Research Suite — that will officially launch on January 1, 2015.

This system will provide for system-to-system electronic submission of all Federal proposals formerly submitted through grants.gov and Fastlane, and will replace our paper Proposal Approval Form (PAF) with electronic routing. In addition, the new system’s robust features will allow faculty and administrators to generate grant-activity reports on their own at any time.

We will launch training for this new system on October 6-8, when Evisions staff will be onsite at the Oxford campus. OARS will lead additional training sessions throughout the remainder of fall semester, with multiple sessions every two weeks, to accommodate as many schedules as possible. Be on the look out — here on the blog, on Twitter @MiamiOH_OARS, on the OARS website, and on 25Live — for the training schedule for specific dates and times.

For more information about eSPA, read the FAQs on the OARS website or contact me.

Featured image (left) by freeimages.com user flavioloka, used with permission. Image above by Matthieu Riegler (user:Kyro) via Wikimedia Commons, used under Creative Commons license.