To view the basic information about authorizations, review Accessing SAGE.
SAGE uses your UW NetID to authenticate your access the system.
Your ASTRA Roles define the operations that you may perform, based on your responsibilities within a department or unit. ASTRA is the UW Access to Systems, Tools, Resources and Applications system. You may visit the View My Authorizations page to see your current ASTRA roles. If you try to log in to SAGE without a SAGE ASTRA role, a page will display the link to ASTRA to review your roles.
Some ASTRA roles have limits that identify the administrative or academic unit in which a person has access (such as a specific department). SAGE ASTRA roles are based on a research hierarchy used behind-the-scenes as a bridge to connect Cost Centers to organizational review levels like Department or Dean needed for approvals in SAGE
The combination of your roles and limits define what operations you can perform within SAGE.
SAGE ASTRA Roles for Access and Authorization
- Preparers and Editors
- Researchers (PI, Application PI, Multiple PI)
- Reviewers: Business Units
- Reviewers: Compliance Offices
- Read-Only Access
- Historical Roles
Preparers and Editors
- Proposal Preparer
- Global Edit
- Subaward Preparer
The Proposal Preparer role is generally for the research administration staff who prepare eGC1s, budgets, and advance budget requests on behalf of a PI. This role is not limited by Cost Center. Note: The PI role also allows creation of eGC1s, Budgets, and Advance Budget Requests.
The Global Edit role is for people who need to access items which they did not prepare, or to which they have not been assigned access. This role is limited by Cost Center. It is assigned primarily to preparers who are new to a unit and need to access historical items, and to reviewers who need to be able to edit items in addition to approving/watching them. With this role, you access applications through the Approvals tab rather than the eGC1 Forms tab. You can open and edit any application that has a matching Cost Center in one of the approval nodes.
The Subaward Preparer role is for those who prepare and submit subaward and subaward modification requests to OSP. This role is not limited by Cost Center.
Note: Anyone with an authorized role can create an eGC1, Budget, or Advance Budget Request. However, individuals that have the SAGE Read-Only role may experience some known role conflicts when preparing eGC1s.
Researchers (PI, Application PI, Multiple PI)
- Principal Investigator
- Non-PI Eligible Researcher
- Researcher Requiring Faculty Sponsor
A person must have the Principal Investigator role to be selected as the PI on a grant application or contract. Each school or college determines the rules for who may be a PI. The PI may be a faculty member, research scientist, or professional staff member.
Note that the PI on an eGC1 can edit that eGC1 and any linked Budget.
The Non-PI Eligible Researcher and the Researcher Requiring Faculty Sponsor roles provide basic access in SAGE. These roles can be used for Application PIs or Multiple PIs that just need to access SAGE to approve an application, as can the Proposal Preparer role.
Reviewers: Business Units
- Division Reviewer
- Department or Center Reviewer
- Dean’s Reviewer
- Bothell Grants
- Program Directors Reviewer (Bothell)
- Vice Chancellor Academic Affairs (Bothell, Tacoma)
- Vice Chancellor Administrative Services (Bothell, Tacoma)
- Office of Research Reviewer
Individuals assigned to these roles will automatically receive email notifications when it is time for them to approve or watch the routing application. The roles are limited by Cost Center.
These reviewers may add other approvers/watchers to the eGC1’s approval graph either by role or as a specific individual.
- Advance Reviewer
Individuals assigned to this role will automatically receive email notifications when it is time for them to approve the routing Advance Budget Request. The role is limited by Cost Center.
Advance Reviewers may add other individuals as approvers to the Advance’s approval flow.
Reviewers: Compliance Offices
- Animal Care
- CHDD (Center on Human Development and Disability)
- EH&S BioSafety
- EH&S Diving
- EH&S Fire Code Compliance
- EH&S Radiation Safety
- EH&S Select Agents
- EH&S Waste Management
- Export Control
- Human Subjects
- Primate Center
- Security Reviewer
Individuals assigned to these roles will automatically receive email notifications when it is time for them to approve or watch the routing application. These roles are not limited by Cost Center. Reviewers may add other approvers/watchers to the eGC1’s approval graph either by role or as a specific individual.
- SFI Reviewer
Note: The SFI Review will be notified to review disclosures related to routing Advance Budget Requests.
The SAGE Read-Only role provides read-only access to previously routed and routing eGC1s, limited by Cost Center. You can open any application that has a matching Cost Center in one of the approval nodes. Note that it does not work well with the Preparer role. Therefore, authorize this role for previewing eGC1s only.
OSP (Office of Sponsored Programs) authorizes the SPAERC Read-Only role. It allows staff in central offices to access SPAERC (the web-based system used by OSP staff to review, approve, and administer funding proposals and document awarded funding).
These roles may display in historical data.
- Intellectual Property and Technology Transfer (CoMotion)
- Tacoma Grants
Preparers and Contacts within SAGE
Note: The following roles are assigned in SAGE, and not in ASTRA.
The people in these roles may be contacted by approvers during the review process and by OSP and/or GCA staff following the awarding of funds. Along with the PI, they may receive email notifications and may assign access to others. They may edit the items (eGC1s, budgets, or advances) to which they have access.
- Administrative Contact
- assigned by an owner or editor
- Pre-Award Budget Contact
- assigned by an owner or editor
- eGC1 Preparer
- the person who creates an eGC1 is automatically assigned this role
- an eGC1 can have only one person in this role
- Budget Preparer
- the person who creates a SAGE Budget is automatically assigned this role
- a Budget can have only one person in this role
- Advance Preparer
- the person who creates an Advance Budget Request is automatically assigned this role
- an Advance can have more than one Advance Preparer