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SAGE Authorization and Access

Authorization Overview

All systems developed by ORIS for UW researchers and central offices will limit access to authorized users. SAGE authorization data is managed by ASTRA (Access to Systems, Tools, Resources and Applications). Unit administrators or their designate give authorization to members of their organization to use specific systems and/or to approve applications for their unit.

Authorization is the granting of official permission to access specific systems. It will allow campus members to access SAGE (home of the eGC1 and eApprovals) and allow OSP to access SPÆRC (their internal office system).

Authentication is confirmation that you are who you say you are. We use UW NetID for authentication.

Roles define the operations that may be performed. Users are assigned roles based on their responsibilities within an organization, as well as the business process which they pertain to.

Access Restriction identifies the administrative or academic unit in which a person has access (i.e. specific department). SAGE references Organization Codes to identify specific units. Access restriction, when paired with a role, forms a set of access rights and limitations which control what a user can see and do within the system. Multiple organization codes are supported.

The combination of authentication, authorization, roles and access restriction define what operations an individual can perform with the system to which they have access.

SAGE Roles for Access and Authorization

Preparers & Researchers
Role Functional Description
Proposal Preparer The research administration staff who prepare and submit eGC1 forms for review and approval on behalf of a PI.
Principal Investigator A person who can be named as a PI on a grant application or contract, following the rules for your school or college. MAY be a faculty member, research scientist, or professional staff member who has authority in your unit to submit a proposal as a PI. For those persons who can submit as PI but need a faculty sponsor (i.e. senior fellow, post doc, etc), use the "Researcher Requiring Faculty Sponsor" role listed below. This role will also be able to prepare eGC1s.
Non-PI Eligible Researcher A person who may be named as key personnel on a grant application or contract but does not have the required privileges to be named as a PI within your unit. This includes co-investigators or associate investigators. This role will also be able to prepare eGC1s.
Researcher Requiring Faculty Sponsor Someone who is not a faculty member but who your unit allows to submit a grant application or contract if they have a faculty sponsor. This includes senior fellows, post docs, etc. Some schools and colleges will not use this role. This role will also be able to prepare eGC1s.
Division Reviewers
Role Functional Description
Division Reviewer The only role that receives the eGC1 automatically for division approval; it is the "front door" role. All persons holding this role can be automatically notified via email (once eApproval started) if the Org Code Receiving Funding is a DOM Division. May be the only reviewer of the eGC1 + application or may add other reviewers depending on how responsibilities are assigned. If other reviewers are required, this person will add them by name rather than role. This role has an access restriction via Organizational Code.
Budget Reviewer A person who reviews a proposal for fiscal correctness. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Division Head This will always be the Division Head of the academic division or the person who can approve for the Division Head during his or her absence. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Other Unit Reviewer Any other reviewer you may need to add to the review process. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Department Reviewers
Role Functional Description
Department or Center Reviewer The only role that receives the eGC1 automatically for department or center approval; it is the "front door" role. All persons holding this role can be automatically notified via email (once eApproval started). May be the only reviewer of the eGC1 + application or may add other reviewers depending on how responsibilities are assigned. If other reviewers are required, this person will add them by name rather than role. This role has an access restriction via Organizational Code.
Chair or Director This will always be the Chair of the academic department or the person who can approve at the chair's level during his or her absence. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Other Unit Reviewer Any other reviewer you may need to add to the review process. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Dean's Reviewers
Role Functional Description
Dean's Reviewer The only role that receives the eGC1 automatically for School or College approval; it is the "front door" role. All persons holding this role can be automatically notified via email (once eApproval started). May be the only reviewer of the eGC1 + application or may add other reviewers depending on how responsibilities are assigned. If other reviewers are required, this person will add them by name rather than role. This role has an access restriction via Organizational Code.
Dean This will always be the Dean of a School or College or the person who can approve at the Dean's level during his or her absence. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Other Unit Reviewer Any other reviewer you may need to add to the review process. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Office of Research Reviewer Receives the eGC1 for the Office of Research when they act as a dean's level reviewer for centers. All persons holding this role can be automatically notified via email (once eApproval started). May be the only reviewer of the eGC1 + application or may add other reviewers depending on how responsibilities are assigned. If other reviewers are required, this person will add them by name rather than role.
Center and Institute Reviewers
Role Functional Description
Primate Center Receives the eGC1 for the Primate Center. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
CHDD Receives the eGC1 for the Center on Human Development and Disability (CHDD). All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
Compliance Office Reviewers
Role Functional Description
Animal Care Receives the approval request for the Institutional Animal Use and Care Committee. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
EHS Biosafety Receives the review request for Environmental Health and Safety-Biosafety. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
EHS Radiation Receives the review request for Environmental Health and Safety-Radiation. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
EHS Select Agents Receives the review request for Environmental Health and Safety-Select Agents. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
EHS Waste Receives the review request for Environmental Health and Safety-Waste. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
Human Subjects Receives the review request for Human Subjects. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
UW TechTransfer Receives the review request for UW TechTransfer. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
Office of Research Reviewer Receives the approval request for the Office of Research, when certain UW approval and concurrence questions are marked "yes." Automatically notified via email of the approval request. May be the only reviewer of the proposal or may add other reviewers depending on how O.R. assigns responsibilities. If other reviewers are required this person will add them by name rather than by role.
Branch Campus Reviewers
Role Functional Description
Bothell Grants Receives the review request for Bothell Grants. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
Program Director This will always be the Program Director or the person who can approve at the Program Director's level during his or her absence. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Chancellor This will always be the Chancellor of a branch campus or the person who can approve at the Chancellor's level during his or her absence. Any person holding this role can be added to the approval chart by the research group who prepared the eGC1 or any other reviewer. Email notification options will be available.
Tacoma Grants Receives the review request for Tacoma Grants. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
VC Acad Affairs This will always be the Vice Chancellor of Academic Affairs of a branch campus or the person who can approve at the Vice Chancellor's level during his or her absence. Receives the review request for Vice Chancellor of Academic Affairs. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.
VC Admin Services This will always be the Vice Chancellor of Administrative Services or the person who can approve at the Vice Chancellor's level during his or her absence. All persons holding this role can be automatically notified via email (once eApproval started). If other reviewers are required, this person will add them by name rather than role.

Role-based Access

Role-based access allows Division Reviewers, Department Reviewers and Dean Reviewers to access eGC1s in routing or approval status via SAGE.

Using the org code restriction in ASTRA, reviewers only view those applications in which their unit is represented (unit is listed on the signature page). All eGC1s are in read-only.

Role-based access will eventually support the online eApproval process. Currently, role-based access is available for anyone who holds the Division Reviewers, Department Reviewers and Dean Reviewers roles.

How to use role-based access now:

  1. Open SAGE Production or Training version
  2. Look for the subheader "Reviewer Access" in the lefthand navigation list
  3. Select one of the options and the appropriate list of eGC1s will be displayed
  4. Open any eGC1 to view in read-only
  5. Contact eGC1 owners to make modifications to the data
 

Looking for more information?  Refer to the Researcher's Guide, or to SAGE Frequently Asked Questions for eGC1 or for eApproval.

If you have business questions regarding the grant and contract process at the University of Washington, please contact the Office of Sponsored Programs (OSP).

If you have technical questions regarding the eGC1, please email the sagehelp@u.washington.edu.