Initiating a Proposal Routing Form
The PI or research administrator may initiate a Routing form in the UIRIS System by following these steps:
- Go the DSP Research Tracker in UIRIS;
- Once logged in, click the green "New Routing Form" on the upper right;
- Select the routing form option as appropriate (blank proposal routing form for new monetary agreements; blank non-monetary routing form for non-monetary agreements or Continue for existing monetary grants/contracts such as a non-competitive renewal).
- Initiating a routing form video.
Creating and managing Custom Routes in Universal Workflow
It is the responsibility of departments and orgs to create and update workflow paths associated with the routing form. For help creating a custom approval path in universal workflow and linking this path to the Monetary Proposal Routing Form, please see:
Recommended tips when creating or managing custom routes:
- When available, list the Institutional Role (PARA, DEO, etc.) when assigning users. This will keep the route updated when employees leave the University. See more information about the Pre-Award Research Administrator (PARA) role.
- Assign more than one person\role to a stop with “Signature Permitted”. See chart below. This will reduce the risk of a routing form being delayed at a stop because the person is not able to approve and advance the form.
- Remind form approvers to turn on out-of-office" workflow delegate if they will be out of the office for an extended period of time.
- Suggest form initiators have contact information for all approvers if they are submitting a proposal with a short deadline.
Recommended: 2 or more individuals in the same stop, either of whom can approve | Not Recommended: Only one required approver | Not Recommended: With only 1 permitted approver in each stop, this is same as making the person in the first stop required before the workflow package can move to stop 2 where again, the person is required to sign. |
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Approving Proposal Routing Form within Universal Workflow
Editing Proposal Routing Form once submitted to Universal Workflow
- The person making edits to the form in workflow is required to provide a summary of the change(s). This summary gets emailed to everyone who has provided assurances on the form.
- Adding or removing investigators requires restarting workflow approvals (by clicking the "Withdraw From Workflow & Edit Form” button).
- Instructions for Editing Routing Form
Withdrawing Proposal Routing Form from Universal Workflow
- You can withdraw a routing form from Workflow to edit it and resubmit. The form will need to go through the entire routing process again.
- Withdraw and Editing Instructions
Questions and Feedback
All proposals to external entities (including individual awards and other applications that do not require a formal institutional signature) require a UI routing form. The routing form ensures that your department and the university are aware of and support your proposal and that it complies with federal, state, and university regulations. For more information about the routing form, go to UI Routing Policy and Procedure.
The Division of Sponsored Programs welcomes your questions and feedback as we continuously work to improve the Routing form and procedure. Please contact us at any time, e-mailing dsp@uiowa.edu.
More Information
- How can I view the routing paths established for PI and Co-I?
- Future routing can be viewed in the Workflow section in the proposal routing form after all investigators have been added to the form and the form has been saved.
- May I copy a routing form from another routing form?
- Yes, when you initiate a new routing form select continue from the pop-up wizard. This will bring up a search interface that allows you to copy an existing record. This will create another record associated with the same project with some information pre-populated.
- Can I print my proposal routing form?
- To print the routing form, use the blue "Print PDF" button located on the upper left.
- Is there a way to edit Cost Sharing once the routing form has entered the Workflow path?
- Yes, if you have the rights to edit the proposal routing form in Workflow, you are able to edit Cost Sharing Information.
- Who can submit (prepare, initiate) a routing form?
- Anyone employed by the UI can prepare a routing form on behalf of the PI(s) and submit the form into workflow. The PI(s) will be the first approver in the routing chain. In addition, in the personnel section in the routing form there is an editor role available, people in this role can access and edit the proposal routing form.
- Who must approve the routing form in Workflow?
- The PI(s) must assure and approve the form. In addition, someone on the department level and org level must also approve the form.
- Can a PI delegate authority to approve the routing form?
- No, the PI (or PIs, if using a multiple-PI format) is required by Federal Regulation and Institutional policy to certify and assure information on the routing form and the proposal itself. This certification may not be delegated to another individual.
- Are Co-Is required to approve the routing form?
- No, Co-Investigator (Co-I) approval is not required on the routing form but Co-I's do receive a view path of the routing form. Departmental and org-level approval is required for each Co-I, however.
- Are Departmental Research Administrators required to approve the routing form?
- No, but they may be added to the Workflow path for this form, if desired by the department.
- Can DEO/Department and Dean/org level approvals be delegated?
- Yes, DEO/Department and Dean/org approval may be delegated to individuals with the authority to review and approve the proposal routing form.
- How will I know if my routing form arrived in DSP?
- The initiator and PI(s) will receive an auto-confirmation e-mail when the routing form has been approved by all individuals on the routing path. The PI and department are responsible for monitoring the routing form through Workflow and confirming delivery to DSP.
- How will I know if there is a routing form awaiting my approval?
- The Workflow system automatically emails individuals when a routing form is in their Workflow inbox. However, you might not see the email for a variety of reasons -- security settings, etc. If you expect an email notice but don’t receive it, you can go to your Workflow inbox to see all routing forms awaiting your approval.
Reviewed August 2024