Stanford University Proposal Routing Form (SU-42)

Download a copy of the SU-42 Form (updated 03/13/08)
Download the new form and discard any previous versions.

The Stanford University Proposal Routing Form (SU-42) is the tool Stanford uses to collect the information it needs to submit a sponsored project proposal. It is an internal routing form used to document the necessary approvals of the proposal.

Updates on 3/13/08

1. Format of the spreadsheet has been changed based on user suggestions. Sections A & B are displayed on Tab 1 (University SU-42_A&B), and 10 Sections C's are each displayed on their own tabs. This allows users to:
   • Use only the SU-42s needed
   • Print only what is needed
   • Rename the "C" Tabs each PIs name (Double-Click on the Tab, so it's highlighted, then type in name). This will help them identify which tab is their's and will eliminate the need to send multiple SU-42s in multiple e-mails.
   • See addtional instructions on printing multiple tabs and hiding tabs

2. Added language (in red) to the certification language for the "Department Approval" on the SU-42:

   "I have reviewed and approve the financial commitments for this proposal, including any cost sharing, any salary in excess of the sponsor's salary cap, or infrastructure charges. I have also reviewed and approve the space commitments. I have reviewed the proposed/reported effort and confirm it is accurate. "

Please use this form - all previous versions of the SU42 are now obsolete with the exception of Fellowships. The SU-42FL will continue to be available on another website.

Check the sample copy of a completed form to use as a guide (please note that worksheets 4-11 are "hidden"). Need additional help? Check the on-line SU-42 On-Line Job Aid. Click on the hyperlink labels to find out what should be entered or selected.

Tips and Hints for Using the Form

The SU-42 is divided into 3 Sections:

• Section A
• Section B
• Section C

Sections A & B are to be completed every time.

Section C is completed only if there are Stanford Faculty members  (in addition to the PI) devoting committed effort (with or without salary). 

To complete:

1st:  Enter the Faculty Member's Role, Name & Dept/Div at the top of Section A.  This information flows down to the corresponding Section C.

2nd:  Complete Sections A & B as usual.  Relevant information flows down to each Section C.

The entire SU-42 workbook contains 11 worksheets (tabs):

• Tab 1:   2 pages for Sections A & B
• Tabs 2-11:   1 Section C page in each tab (for up to 10 Additional Faculty).
• To print multiple tabs at the same time: 

• Hold the [CTRL] key down and Click on each Tab you want to print. The tabs should highlight as they are selected; the hightlighted tabs should all print.
• Or...to select all 11 Tabs for printing...Click on 1st Tab->Hit Shrift+ Last Tab with curser and all will be selected.

• Hide the Tabs you don't need:
• Click on Tab you wish to hide
• From the Menu, select Format-->Sheet-->Hide (or Unhide) 
  

• Data Entry Tip:   On cell:  F&A Cost Rate or Amount:  56%  - This cell defaults to format in %, not $.  To over ride this, so you can enter a flat $ amount, just type an apostrophe (‘) before you enter the number and any comma…for example:  Enter ‘2,000 for the cell to show 2,000 dollars.
• Phone Numbers   Cells where a phone number will be entered are formatted so you do not need to enter dashes '-' or parenthesis '()'. For example:
  • 10 digits will automatically show as (650) 725-5555
  • 7 digits will automatically show as 725-5555
  • 5 digits will automatically show as 5-5555
    
• Selecting Values from Drop Down lists.  Cells highlighted in yellow contain drop-down lists of acceptable values. To see the drop down list:

1. Click on the cell in question. A hand icon will appear on the cell and will appear to the right of the cell.
2. Click on the [?] to see the list of values. Click on your choice, and the value will appear in the cell. Click on the next cell to make the [?]disappear. *By default, Microsoft Excel completes text entries that you start to type in a column of data — if the first few letters that you type match an existing entry in that column. So if you have chosen PI/PD and want the cell below it to be PI/PI, then just type a ‘p’ and enter…it will fill the rest in for you.

• To create additional Section “C” pages on the form when you have additional faculty who are devoting effort:
  • Unprotect the :"University SU-42_A&B" worksheet (first tab) - Tools --> Protection --> Unprotect Sheet
  • In Section A, Highlight the last row  of roles (Should be Row 21 of the worksheet) and copy it
  • Click on the row below (Row 22) and "Insert Copied Cells"
  • Select the last Section C, click on it and select Edit --> Move or Copy Sheet, then choose (move to end) and check the "Create a copy" box
  • Select the new tab, rename it
  • Click on the person's name (Row 6, Column A)
  • Change the code in the formula bar from ='University SU-42_A&B'!G21 to ='University SU-42_A&B'!G22 (or higher if you created more people)
  • The name you typed in Section A should appear
  • Repeat for Dept/Div (Row 6 Column K) ='University SU-42_A&B'!N22 and Role (Column R) ='University SU-42_A&B'!F22 for this person