Research and Economic Development

eCAF QuickStart Guide

For a quick overview that will help you get started with eCAF, click on the appropriate role:

PI

If a Contract & Grant Analyst has created an eCAF for you, you will receive a system-generated e-mail message notifying you that action is required on your part. You will be instructed to review the project information and budget and fill out the "Research Integrity" tab. To do so:

  1. Log in to eCAF by clicking on the link provided in the e-mail message. Enter your Username (your UCR NetID) and your associated password. If you need assistance, contact your department’s System Access Administrator (SAA).
  2. Click on the Main Menu selection, select eCAFs Work in Progress, select the eCAF you want to review, and start with the “Overview” tab. Each eCAF has a unique number, and the e-mail message you receive will have this number.
  3. If everything is correct, move to the “PI Research Integrity” tab and enter the required certifications and assurances. (From here you could choose to move directly to step 6.)
  4. Click on the “Comments” tab if you want to enter remarks. Comments are optional unless you choose to "Return to Department C&G Analyst," at which point comments become mandatory.
  5. Click on the “Attachments” tab if you want to review already-attached documents or if you want to add an attachment to the eCAF.
  6. Click on the option in the top right-hand corner of the eCAF screen to approve and submit the eCAF to your Chair. (If your proposal has Co-PIs, you will not have the option to submit it to your Chair, but rather your option will be to approve and submit it to your Co-PI(s)).
  7. At any time you can log into the eCAF system and click on the “Approval Status” tab to determine a specific approval form’s location in the routing conduit.

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Co-PI

If you are a Co-PI on a proposal that is being routed through the eCAF system, you will receive a system-generated e-mail message notifying you that your PI has approved an eCAF that now requires action on your part. You will be instructed to review the budget/proposal and fill out the "Research Integrity" tab.

  1. Log in to eCAF by clicking on the link provided in the e-mail message. Enter your Username (your UCR NetID) and your associated password. If you need assistance, contact your department’s Enterprise Directory Administrator.
  2. Click on the Main Menu selection, eCAFs Work in Progress, select the eCAF you want to review, and start with the “Overview” tab. Each eCAF has a unique number, and the e-mail message you receive will have this number.
  3. If everything is correct, move to the “PI Research Integrity ” tab and enter the required certifications and assurances. (From here you could choose to move directly to step 6.)
  4. Click on the “Comments” tab if you want to enter remarks. Comments are optional unless you choose to "Return to Department C&G Analyst," at which point comments become mandatory.
  5. Click on the “Attachments” tab if you want to review already-attached documents or if you want to add an attachment to the eCAF.
  6. Click on the option in the top right-hand corner of the eCAF screen to approve and submit the eCAF to your Chair. (If your proposal has Co-PIs, you will not have the option to submit it to your Chair, but rather your option will be to approve and submit it to your Co-PI(s)).
  7. At any time you can log into the eCAF system and click on the “Approval Status ” tab to determine a specific approval form’s location in the routing conduit.

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Chair

The Chair (or official designee) is required to approve all eCAFs submitted by PIs or Co-PIs from his or her department. (Note that the term Chair is used generically for center directors or in situations where a school has no Chairs.) You will be notified by e-mail that a uniquely numbered eCAF is ready for you to review. To get started:

  1. Log in to eCAF by clicking on the link provided in the e-mail message. Enter your Username (your UCR NetID) and your associated password. If you need assistance, contact your department’s Enterprise Directory Administrator.
  2. Click on the Main Menu selection, eCAFs Work in Progress, select the eCAF you want to review, and start with the “Overview” tab. Each eCAF has a unique number, and the e-mail message you receive will have this number.
  3. Click on the “Attachments” tab if you want to review already-attached documents, or if you want to add an attachment to the eCAF.
  4. Click on the “Co-PI Approval” tab to see a when the Co-PIs approved the eCAF and to read any comments they submitted.
  5. Click on the “Chair Approval” tab to see any approvals provided by Chairs of other departments. You may enter optional comments if you are approving this eCAF for submission to the Dean of your college. (If you are rejecting the eCAF and sending it back to the Department Contract & Grant Analyst, comments are mandatory.)

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Dean

The Dean (or official designee) approves only certain eCAFs. See eCAF business rules relating to Dean's approval and routing. The Dean will receive a system-generated notification when an eCAF needs to be reviewed. To get started:

  1. Log in to eCAF by clicking on the link provided in the e-mail message. Enter your Username (your UCR NetID) and your associated password. If you need assistance, contact your department’s Enterprise Directory Administrator.
  2. Click on the Main Menu selection, eCAFs Work in Progress, select the eCAF you want to review, and start with the “Overview” tab. Each eCAF has a unique number, and the e-mail message you receive will have this number.
  3. Click on the “Attachments” tab if you want to review already-attached documents, or if you want to add an attachment to the eCAF.
  4. Click on the “Co-PI Approval ” tab to see a when the Co-PIs approved the eCAF and to read any comments they submitted.
  5. Click on the “Chair Approval” tab to see the Chairs’ approval record.
  6. Click on the “Dean Approval” tab where you can enter comments, which are optional if you intend to select the option in the upper left corner to "Approve - Send to RED." If there are errors you should select the option to "Comment & Return to C&G Analyst." If you choose to return the eCAF to the C&G Analyst, comments are mandatory.

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