Creating the Online eGC1 (RRF)

SAGE is the university's web-based system for submitting a grant application and routing it electronically for campus review and approval before it is submitted to an extramural funding source. The RRF, which is internal funding, is also using SAGE to manage its proposal applications. This means that some of the data requested may not be applicable to the RRF. These instructions will explain how to complete all of the input fields applicable to RRF.

If you have not used SAGE before, check with your unit's ASTRA administrator to be sure you have access to SAGE with the appropriate role.

For technical help in completing the eGC1, check with your unit's administrator or contact the SAGE Help Desk. A response is usually provided between 30 and 120 minutes after the request is received.

To create a new eGC1 (electronic Grants and Contracts form 1):

• Open a web browser and start at the SAGE homepage.
• Click on the “Enter SAGE (eGC1)” link on the left-hand menu to start the eGC1 creation process.

The first screen is for “Grant Runner” applications.

• Answer “No, create a standard eGC1” and click on the “Next” button.
• On the following screen, click on the “Exit Wizard and go to: eGC1” link; a blank eGC1 will open.

Note: The eGC1 does not have to be filled in entirely at one time. It can be closed and saved at any point by clicking “Save & Close this eGC1” on the left-hand menu, and re-opened later. Once created, it will be listed on the “My eGC1s” page, and can be opened by clicking on the “eGC1” button beside it.

Follow the steps below to fill in the eGC1. Note that for some of the required fields you will be instructed to enter a generic value specific to the RRF.

Use the links on the left-hand menu (or the Previous and Next buttons located at the top and bottom right of each page) to move from one page to another. Any data entered will be saved as you move from page to page.

Details (initial page)

• Be sure to note the unique eGC1 number assigned to this application so you can add it to the Proposal Cover Page (Step 1).
• Full Application Title – the title of the proposal
• Short Title – a short version of the title; used as the budget title (limit of 22 characters)
• Begin Date and End Date – use the generic values below. (Note: these dates will not be your actual budget period - if awarded you will choose your own budget period.)
  • Begin Date – for Spring, use June 15 of this year; for Fall, use January 15 of next year
  • End Date – use a date that is one year after the begin date
• Sponsor Deadline – use the RRF due date
  • For Spring, the first Monday in March of this year; for Fall, the last Monday in September of this year
• Organization Code Receiving Funding – “Look Up” and select the appropriate code for the department that will be administering the funding (your fiscal specialist or unit administrator can provide this code number)
• Application Type – select either “New” or “Resubmission (Previously Denied)” as appropriate
• Project Details
  • Project Type – select “Grant”
  • Funding Purpose – select either “Research: Basic” or “Research: Applied” as appropriate
  • International Projects – select either Yes or No as appropriate
• Sponsor – “Look Up” and select “Royalty Research Fund (RRF)”; no other sponsor information is needed
• Additional Information for RRF Applicants – this section displays at the bottom of the Details page when RRF is chosen as the Sponsor
  • Research Area – select the one that best classifies the research
    • Hint: Review the departmental affiliations of committee members in each category.
  • Application for RRF Scholar – select either Yes or No; if Yes, be sure that documentation of teaching load is included in section E of the “Description of Research.”
    • Note: RRF Scholar means that the proposal includes a request for one quarter of teaching release time; see the full definition and requirements.

PI and Contacts

• Use the “Look Up” button to select the PI for this application
  • If the search results include more than one entry, select the one that corresponds to the department that will be receiving and administering the funding.
• Check that the UW box number, Phone, and Email are properly filled in; enter this information if needed.
• Use the “Look Up” button to add the Administrative Contact for the department receiving funding. This contact will receive email notification from SAGE about the eGC1.
• Use the “Look Up” button to add the Budget Contact if applicable; if there is none, leave blank. Complete only if there is a separate Budget Contact for your unit.

Personnel

• The PI will be listed here automatically (from the PI and Contacts page).
• Select “Yes” or “No” for the Significant Financial Interest question.
• If there are co-PIs, add their names on this page so that their departments appear on the Approval Flow graph.
  • Use the “Look Up & Add Row” button to search for and select each co-PI.
    • If a co-PI has more than one entry, select the appropriate title and/or department.
  • Choose “Co-Investigator” from the drop-down menu for the Role Type.
  • Select “Yes” or “No” for the Significant Financial Interest question for each co-PI. If “Yes,” be sure to complete the SFI Disclosure Form. There is a link to this on the page.
    • Note: If a co-PI needs access to the online eGC1 application, the PI will need to assign access permission. This is done on the “Assign Access” page. Click on the “Look Up & Add Row” button, search for and select the co-PI. For Permission Type, select “Read/Write” from the drop-down menu. The co-PI will then be able to open and edit the eGC1.

Abstract & RFA/RFP

• From the Proposal Cover Page, copy and paste (or enter) the abstract into the Abstract text box
• No other information is needed on this page

Budget

• From the proposal budget document, enter the subtotals for each of the FAS Object Codes (1-8) in the Total (All Periods) boxes
• No other information is needed on this page

Cost Sharing

• No information is needed on this page

Compliance Questions

• Answer all of the questions
  • For RRF applications: FG-1 and FG-3 are “No.”

Compliance Explanations

• For each question answered “Yes,” there will be an explanation section to be completed
• If an explanation is needed for HS-1, select “Just In Time” from the drop-down menu for Type; leave the Number and Additional Information fields blank
  • Be sure to answer HS-1-A
• If an explanation is needed for any of the AC sub-questions, indicate “Just in Time” and provide any other information available at this time.
• Environmental Factors, Human Subjects, and Animal Use: If the proposal requires Environmental Health and Safety approval, or involves human subjects and/or animals, the PI must provide evidence of the necessary approvals before funds can be released. The PI is responsible for submitting the proposal to the appropriate committee after awards are announced

Application Summary

• Use this page to review the information entered

Attachments & Routing Questions

• Paper Documents – answer “No”; there are no paper documents submitted as part of an RRF application
• Sponsor Documents – answer “No”; the RRF application is not being submitted to an off-campus sponsor
• Attachments: The proposal documents attachment will be uploaded in Step 3 of the “Instructions for Preparing an RRF Proposal.”

Certify, Complete & Print

• Complete the Significant Financial Interest (SFI) section at the top of the page
• Use the “Check for Errors” button at the bottom of the page to verify that all required fields have been filled in; if not, navigate back to the appropriate page and correct the error
• Click on the “View Draft Approval Graph” button to see the units that will be approving the application
  • For any co-PIs, verify that the appropriate units are represented.
• Note: The Additional Information field is used for comments to your unit approvers only (division, department, dean).

Click the “Save & Close this eGC1” link on the left-hand menu to save the application at this point.

Return to the Instructions for Preparing an RRF Proposal and complete steps 3-6. Please note that your proposal will not be approved until you have submitted the suggested reviewers memo as outlined in step 6.