UTSA | COEHD | University of Texas at San Antonio | College of Edcuation and Human Development
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Thu, November 26, 2020


With over $54 million in funding for top-tier research, UTSA continues to develop creative, flexible and innovative approaches to address critical issues in education. Our ground-breaking research offers students and faculty opportunities to explore new horizons and ideas while providing support to our community and our society. Faculty members within the College of Education and Human Development are constantly conducting culturally and socially relevant research and have received almost $5 million dollars in research funding during the 2017-18 academic year.


The Associate Dean for Research, Senior Grant Development Coordinator, Assistant Director of Development and the Research Service Center (RSC) provide support to faculty during the grant development process.

Faculty interested in finding research funded opportunities should contact the Senior Grant Development Coordinator, when seeking local, state, federal and research oriented foundation opportunities (e.g., Spencer Foundation, William T. Grant Foundation) and contact the Assistant Director of Development, for general Foundation Grant opportunities. Faculty should also contact the Assistant Director of Development when the foundational grant requirement for submission is limited (e.g., Meadows Foundation) or requires non-profit (501c3 status) status since this needs to be submitted through UTSA’s UT Foundation, and possibly the Alumni Association (on a case by case basis). 

Types of Grant Opportunities

Internal & Limited Submission Opportunities (e.g. INTRA grants, GREAT grants, SALSI Innovation Challenge, SALSI Clusters in Research Excellence, COEHD Faculty Research Awards)

Federal Opportunities (e.g. NSF, NIH, USDA, DOE, DOD, NASA)

State Opportunities (i.e. THECB; Texas.gov; eGrants; TEA)

Private Opportunities (Lumina grants, Ford Foundation grants, Greater Texas Foundation grants, etc.)

**Proposal Submission Deadline Policy

  • The VPR has implemented a 5/2 day rule (Business Days) requiring proposals be routed and finalized prior to an agency's deadline.
  •  Multidisciplinary proposals require greater routing lead time
  •  5 Business Days Deadline (Non-Technical documents due): Budget, Justification, Biosketch, Current/Pending Support, References Cited, Letters of Support
  • 2 Business Days Deadline (Technical documents due): Routing form, Internal approvals in Cayuse, Abstract, Project Description, Research Strategy, etc.

Step-by-Step Grant Development and Submission Guide

STEP 1: Contact the Research Service Center. Principal Investigator (PI) notifies the COEHD Research Service Center of their plan to submit a proposal by completing an intake form (Wufoo Form)

STEP 2: Send Draft Budget document(s) to the RSC

As soon as the PI has a preliminary draft budget and/or budget outline prepared, it needs to be sent to the RSC. They will review the document and work with the PI to finalize it both to suit the PIs project needs and meet UTSA and sponsor requirements. The PI can also meet with RSC staff personally to get assistance with the first draft budget, if needed.

Link to the Budget template: Budget Template Form

STEP 3: Verify that Conflict of Interest Disclosure is up to date

All PIs must have a current Conflict of Interest (Disclosure) on file prior to submitting a proposal. 

STEP 4: Complete a Routing Form

PI logs into CAYUSE and creates an electronic routing form for the proposal.

Please complete the routing form – some questions are compliance related and best for the PI to complete. 

 1)  Login with your abc123

 2)  Select the New tab at top of the page

 3)  Complete the form, click on save at bottom of page

 Completion of Routing Form

  • the checklist / kick-off email contains a link or use https://comal.it.utsa.edu/routing/login.php
  • type of funding, use drop down arrow, select New
  • type of activity, use drop down arrow, click on icon for add’l info
  • type of award, use drop down arrow, select Grant
  • sponsor, use drop down arrow to select
  • see application for sponsor email and phone number 
  • select the PI/Co-PI role and shared credit – add PI/Co-PI to add additional Co-PI
  • direct costs are 0,000 1st year
  • standard university rate (F/A)  is ‘yes’ or “no”
  • respond to the remaining questions on the form
  • scroll to bottom of page, click on continue, the system will prompt you if any errors

4) Save the document as PDF to desktop or file

5) Send the PDF to the RSC pre-award staff

For first-time Cayuse users:

To create a profile in Cayuse for uploading all documents for internal routing/approvals at the following link. 

(production site)

Once you have logged in (abc123) go the people tab, put your name in and click search.

We will need you to link your profile with UTSA institution.

Complete the contact office info:   One UTSA Circle
                                                      San Antonio, Texas 78249-1164
                                                      Office phone number

STEP 5: Work with the RSC to finalize routing of the PIs proposal

All proposals must be reviewed and approved by all persons on a routing chain prior to submission. Typical routing order for the College of Education and Human Development: 

  • The PI
  • The PIs Department Chair
  • RSC Pre-Award Administrator
  • COEHD Associate Dean for Research
  • RSC Director
  • *If there is a Co-PI from another College on your project, plan for a prolonged routing/approval timeframe. Routing requirements and timeframes vary by College. 

STEP 6: Work with the RSC to finalize and upload the PIs technical documents

Please follow the link and instructions below:

Go to the Cayuse record in Cayuse

Cayuse # XXXX

1. Navigate to the left side of screen to “Proposal Summary” to review uploaded internal Documents

2. Navigate to the left side of screen to the “Routing & Approval” subsection under Proposal Management

3. Click the box next to your name, then click “Approve” to route it forward

4. Once you indicate your approval, the next person in the chain will be notified via email from CAYUSE

5. Click on Proposal Lists(upper left corner) under Overview tab to logout of Cayuse

Whether the PIs proposal is going to be submitted to Grants.gov via Cayuse, the National Science Foundation via Fastlane, or to another sponsor through another portal, the PI should work with the RSC pre-award contact to finalize the required documents and the PI should upload these documents into the sponsor’s required submission protocol.

STEP 7: Review final/complete proposal packet

Once the RSC pre-award contact has reviewed the PIs final proposal packet, they will provide the PI with an electronic copy of the complete, final proposal packet as it will appear to the sponsoring organization. It is very important that the PI and/or other members of the PIs project team (Co-PI, etc.) take time to review the packet one last time before submission.