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Cayuse Hazard Safety is a web-based, electronic submission module used by the º£½ÇÖ±²¥ Institutional Biosafety Committee (IBC) to manage, review, and approve biosafety protocols, hazardous agent usage, and compliance. It allows researchers to submit, track, and manage safety applications through automated workflows.

Access the º£½ÇÖ±²¥ (º£½ÇÖ±²¥) Cayuse system, including potential safety modules, by logging in with your º£½ÇÖ±²¥ Single-Sign-On (SSO) credentials via the official º£½ÇÖ±²¥ Cayuse website.  From the Cayuse Products drop-down, select Hazard Safety.

In order to activate your Cayuse account or the Cayuse account for another user, please submit a request to Research Integrity & Compliance.

The Cayuse Dashboard is the homepage for your Cayuse account.  You can use the dashboard to access your studies, submission, and tasks.  For additional guidance go to the Cayuse Hazard Safety guidance.

An º£½ÇÖ±²¥ ID is required to be added Cayuse, but all study personnel that are not affiliated with º£½ÇÖ±²¥ can be included on the application by attaching a document listing these individuals.  The attached document should include their name, role on the study, and institutional affiliation.  This information should be submitted to Research Integrity & Compliance.

Principal Investigator (PI), Co-Principal Investigator (Co-PI), and Faculty Sponsor: Individuals listed in these roles can access the study in Cayuse, create/edit submissions (Modifications, Renewals, etc.), and are required to certify all submissions.

Other Personnel: Individuals listed in this role will not have access to the study in Cayuse nor will they be able to create/edit submissions.

Primary Contact: Individuals listed in this role can access the study in Cayuse and create/edit submissions, but they are not required to certify submissions. This role can be used for administrators or study personnel that provide assistance with submissions.

If the Primary Contact is engaged in the research, they should also be listed as personnel on the application (PI, Co-PI, or Other Personnel).

Each submission and resubmission must be certified by the appropriate personnel before the request can be submitted to the IBC for review. For example: If a new application is returned to the study team with feedback, the application will need to be certified again during the resubmission process.

Who needs to certify each submission?

The PI or Co-PI(s) are required to certify all submissions and resubmissions. 

How can I determine who needs to certify a submission?

You can view the certification status via the Submission Details page. This section includes the individuals that must certify the submission and indicates if they have certified or if the submission is pending their certification.

The Study Details page is the main page for the overall study and includes the approval/expiration dates and all submissions related to the study. The Submission Details page is the main page for each individual submission and includes the status of the submission and all approved study materials for the submission.

You can check the status of the submission via the Dashboard or the Submission Details page.

What does each status mean?

• The In-Draft status indicates that the submission is pending completion by the study team. These studies could have been drafted but not submitted to through the Cayuse Hazard Safety portal, or they could have been submitted to RIC and returned to the study team for updates.
• The Awaiting Authorization status means that the submission is pending approval certification from at least one of the key researchers on the study (PI or Co-PI).
• The Pre-Review status indicates that the submission is being reviewed by RIC, and a RIC staff member is in the process of reviewing the submission.
• The Under Review status shows that the submission is under review by the IBC or RIC Reviewer.

When comments have been added to an application, it is returned to the study team so they can provide the requested information in the application / study materials. These comments can be provided by RIC during the pre-review process or the IBC Reviewers during the review process.

How can I access the comments?

 To locate the comments, you can look for the little bubbles next to each section of the application.

The little bubbles indicate which sections have comments, and the number in the bubble indicates how many comments are in that section. Once you have located the comments, you can click on Expand Comments to review the requested information.

How can I address the comments on my submission?

 You can address the comments by making the requested changes to the application / study materials and selecting the address button on the comment.

While you can reply to the comments, the requested changes must be made to the application form as well. When the study materials need to be updated (such as the recruitment materials or consent form), the old versions should be removed from the application and the updated versions should be attached to the application. The updated versions should be the clean versions without tracked changes.

Please note: Each comment must be addressed in order to be able to complete the resubmission process.

To link your CITI training with the Cayuse system, your preferred CITI email address must be in the [YourID]@smu.edu format. Once the course has been completed, your training records will automatically pull into Cayuse for all applications on which you are listed. This step eliminates the need to upload your CITI completion certificate as a separate document into the application form.

The application template in Cayuse is frequently updated to best capture information needed to ensure compliance with changes in Federal and State requirements and º£½ÇÖ±²¥ Policies and Procedures. To confirm that studies submitted for approval utilize the most current application template, all unapproved studies that have been inactive for 6 months will be administratively withdrawn (closed) and a new application must be submitted for review / approval. This includes all studies that have not been submitted to the Cayuse Hazard Safety portal within 6 months of initiation (Unsubmitted status) or within 6 months of submission (Reopened status).

Studies that have not been submitted to Cayuse Hazard Safety  can be deleted by selecting the Delete button on the Study Details page.

Submissions (Initial, Modification, etc.) that have not been submitted to Cayuse Hazard Safety can be deleted by selecting the Delete button on the Submission Details page.

Studies and submissions cannot be deleted once they have been submitted to the Cayuse Hazard Safety portal.  These submissions can remain in draft status until they are ready to be submitted through the Cayuse system.

Example: If a Modification has been submitted and then the study team decides that they do not want to make the changes now, the Modification can remain in draft status until the study team decides to modify the study in the future.

A study can be withdrawn by clicking on the New Submission button and selecting the Withdraw option. A withdrawal submission indicates that you no longer wish to submit your initial submission and have chosen to withdraw the study. Withdrawn studies are marked as finalized and can no longer be modified/submitted. You may create a withdrawal submission at any point once an initial submission has been created until it has been approved. Once the initial submission has been approved, you must submit a Closure request to close the study if you no longer wish to conduct the research.