SAGE ASTRA Roles

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To view the basic information about authorizations, see 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 an organization. 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 authorizers you may contact to request access.

Some ASTRA roles have limits that identify the administrative or academic unit in which a person has access (such as a specific department). SAGE uses Organization Codes to identify specific units.

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

Roles

  • Proposal Preparer
  • Global Edit
  • Subaward Preparer

The Proposal Preparer role is generally for the research administration staff who prepare and submit eGC1 forms for review and approval, on behalf of a PI. This role is not limited by Organization Code.

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 Organization Code. 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 items through the Approvals tab rather than the eGC1 Forms tab.

The Subaward Preparer role is for those who prepare and submit subaward and subaward modification requests to OSP. This role is not limited by Organization Code.

Note: Anyone with an authorized role can create an eGC1 or Budget. However, individuals that have the SAGE Read-Only role may experience some known role conflicts when preparing eGC1s.


Researchers

Role:

  • 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.

The PI on an eGC1 can edit that eGC1.

The Non-PI Eligible Researcher and the Researcher Requiring Faculty Sponsor roles provide basic access in SAGE.


Reviewers: Business Units

Roles

  • Division Reviewer
  • Department or Center Reviewer
  • Dean’s Reviewer
  • Intellectual Property and Technology Transfer (CoMotion)
  • Bothell Grants
  • Program Director (Bothell)
  • Vice Chancellor Academic Affairs (Bothell, Tacoma)
  • Vice Chancellor Administrative Services (Bothell, Tacoma)

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 Organization Code. Reviewers may add other approvers/watchers to the approval graph either by role or as a specific individual.


Reviewers:  Compliance Office

Roles:

  • 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
  • Human Subjects
  • Primate Center
  • Security Reviewer
  • SFI 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 Organization Code. Reviewers may add other approvers/watchers to the approval graph either by role or as a specific individual.


Read-Only Roles

The SAGE Read-Only role provides read-only access to previously routed and routing eGC1s, per Org Code. 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). Training is required.


Historical Roles

These roles may display in historical data. They also may be added as ad-hoc approvers or watchers.

  • Chancellor
  • Tacoma Grants

Preparers and Contacts within SAGE

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 eGC1s and/or budgets, and can update the contacts and preparers in SAGE.

Roles

  • Administrative Contact – assigned by an owner
  • Pre-Award Budget Contact – assigned by an owner
  • eGC1 Preparer – the person who creates an eGC1 is automatically assigned this role
  • Budget Preparer – the person who creates a SAGE Budget is automatically assigned this role

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