Application States

The state, or status, of an eGC1 indicates where it is in the application process.  In SAGE, there are nine possible states for Owner/Preparer Access, and seven possible states for Reviewer Access. Each is described below.

“View”

Viewing displays a list of eGC1s sorted by application state. For example, if we clicked “View Composing”, SAGE would produce a list of all applications in the Composing state, filtering out applications that are in other states.

Owner/Preparer Access

Preparers and researchers can view applications in which they have owner, read-write or read-only access. This access is granted based on the authorization data in ASTRA and permissions set in each individual application. Applications will be sorted into 1 of 5 views (see below).

Composing

An eGC1 is automatically placed in Composing state when it is created, or when it is withdrawn from Finalized state (see below).  All fields on a Composing application are available for editing, and may be completed in any order at any time.  There is currently no limit to the time an application may remain in Composing state.

Any user with owner, read-write or read-only permissions on a Composing eGC1 will find it listed on their View Composing screen and may select it to open it for viewing or editing.  A user with owner permissions may also delete it from this screen.

Applications in Composing state are not visible to OSP Administrators via SPÆRC or campus reviewers in eApprovals.

Routing

An eGC1 is placed in Finalized or Routing state when it is finalized on the Certify, Finalize and Print screen.  Only a user with owner permissions may finalize.  A Finalized application is "locked down" and cannot be edited (although users with owner permissions may continue to add or remove other users via the Assign Access screen).  It must be withdrawn in order to be edited.  Withdrawn applications are returned to Composing state (see above) and must be re-finalized for routing and approval by OSP.

Any user with owner, read-write or read-only permissions on a Finalized eGC1 will find it listed on their View Routing screen and may select it to open it for viewing.  A user with owner permissions may also withdraw it on the Certify, Finalize and Print screen.

Applications in Finalized state are visible to OSP Administrators via SPÆRC.

Received

An eGC1 is placed in Received state when it is finalized, routed for all signatures (or eApproval) and received by OSP. At this point it is undergoing a review within OSP but has not yet been approved. A Received application is "locked down" and cannot be edited (although users with owner permissions may continue to add or remove other users via the Assign Access screen). It must be withdrawn in order to be edited. Withdrawn applications are returned to the Composing state (see above) and must be refinalized and re-Received by OSP to return to this state.

Returned

An eGC1 is placed in Returned state when a campus reviewer or OSP Administrator/Coordinator wants to return the application to the eGC1 owners for revision (usually this occurs with the eGC1 owner withdrawing the application). All fields on a Returned application are available for editing, same as the Composing state (see above).
Any user with owner, read-write and read-only permissions on a Returned eGC1 will find it listed on their View

Returned screen and may select it to open it for viewing or editing. A user with owner permissions may also delete it from this screen.

Approved

An eGC1 is placed in Approved state when it has been routed for all signatures, received and verified by OSP, and been granted final approval by a OSP Administrator via SPÆRC.  An Approved application has been determined by OSP to have met all UW requirements for submission to the sponsor.  It is permanently "locked down" and cannot be edited in SAGE.

Any user with owner, read-write or read-only permissions on an Approved eGC1 will find it listed on their View Approved screen and may select it to open it for viewing.

Applications in Approved state are visible to OSP Administrators via SPÆRC.  If you need assistance with an Approved eGC1, contact your OSP Administrator.

Reviewer Access

Role-based access allows Division Reviewers, Department Reviewers and Dean's Reviewers to view applications in the Pending, Received and Approved states. This access is granted based on participation by these units and the authorization data in ASTRA. All access is in read-only mode.

Questions about access should be directed to your unit administrator or sagehelp@u.washington.edu.

Pending

An eGC1 is placed in Pending state when it is finalized on the Certify, Finalize and Print screen (similar to View Routing except that the application is in read-only mode). The application is "locked down" and cannot be edited. Reviewers with role-based access may view it.

Questions about content or modifications should be directed toward the PI or Administrative contact.

Received

An eGC1 is placed in Received state when finalized by the preparer, routed for all signatures and received by OSP. In this state, the application undergoes a review by OSP, but has yet to be approved by a OSP Administrator via SPÆRC.

A Received eGC1 is “locked down” and cannot be edited (with the exception of users with owner permissions being able to add or remove users via the Assign Access screen). To be edited, the application must be withdrawn, returning it to the Composing state. To return to the Received state, it must be re-finalized and re-Received by OSP.

If a reviewer’s organization is listed on the signature page of the eApproval chart, the eGC1 will appear on the View Received list for viewing. Applications in Received state are visible to OSP Administrators via SPÆRC.

Questions about access should be directed to your unit administrator or sagehelp@u.washington.edu.

Approved

An eGC1 is placed in Approved state when it has been routed for all signatures, received and verified by OSP, and been granted final approval by a OSP Administrator via SPÆRC. An Approved application has been determined by OSP to have met all UW requirements for submission to the sponsor. It is permanently "locked down" and cannot be edited in SAGE.

If a reviewer’s organization is listed on the signature page of the eApproval chart, the eGC1 will appear on the View Received list for viewing. Applications in Received state are visible to OSP Administrators via SPÆRC.

If you need assistance with an Approved eGC1, contact your OSP Administrator. Questions about access should be directed to your unit administrator or sagehelp@u.washington.edu.

System to Administer Grants Electronically

Coordinated by the Office of Research Information Services

sagehelp@u.washington.edu

Last Modified: 8/9/06