The System to Administer Grants Electronically (SAGE) is the tool that researchers and grant administrators use to prepare proposals for approval and submission to the funding agency. At the UW, the appropriate campus units, compliance offices, and the Office of Sponsored Programs must review and approve all grant and contract proposals. The Approvals component of SAGE manages the electronic routing of the proposal for approval.
This guide describes the functionality of the Approvals component.
The “approval flow” is a sequential list of all UW individuals, divisions, departments, deans, and/or compliance offices (including OSP), that must review and sign off on a proposal before its submission to the sponsor. Review: How the Flow is Generated.
SAGE automatically routes the proposal to the individuals and units included in the approval flow. The system also sends email notifications of pending approvals to Approvers on campus. OSP uses their SPAERC (Sponsored Projects Administration & Electronic Research Compliance) tasklist to manage proposals waiting for approval. Review: Reviewer Email Notifications.
As a reviewer, you can access the approval flow for an application from the Approvals tab in SAGE. You have the option of viewing a graphical or a textual representation of the approval flow. If you are a preparer or owner of the eGC1, you can also access the approval flow from its Certify & Route page.
Generally, anyone who appears on the SAGE approval flow is referred to as a reviewer. More specifically, reviewers are either Approvers or Watchers.
- Monitor the status of an eGC1; they are not required to approve the eGC1
- May choose to “mark” the application as Watched
- May add a comment that then becomes part of the permanent record of the proposal
The Approval Status indicates where an eGC1 is in the routing process relative to you or your role. An eGC1 will have different approval statuses for different people or organizations depending on where the eGC1 is in the process.
The approval statuses are:
||Applications that are waiting for approval by units before you in the approval flow. This status allows reviewers to see eGC1s before they receive the notification to approve. You do not need to wait for your approval notification to approve an eGC1.
|Waiting for My Approval
||All units before your node in the approval flow have approved the application. You, or someone in your shared role, (for example: Dept Reviewer) are now due to approve the application.
||You, or someone else in your shared role, has approved the application.
||You, or someone else in your shared role, has returned the application to the research team.
||You do not need to approve an application in this status. You can review it, and optionally, mark it as Watched.
||You, or someone else in your shared role, has marked the application as watched.
Note: When an eGC1 on your list with a status of “Waiting for My Approval” becomes withdrawn or returned, its approval status will change to “En Route.” If you do not have your list filtered to show that status, the application may seem to disappear. You would still be able to see it by either including more statuses, or searching for it from the Advanced Search page.
To be able to make changes to a routing eGC1, you need to start by withdrawing it from routing. Before you withdraw your eGC1, you may want to contact approvers to let them know that you plan to do so.
You can click the Withdraw button on the Certify & Route page in the Update Application section to make an eGC1 that is routing for approval editable. Once you have made your changes, click the Route to Reviewers button on the Certify & Route page to re-route the eGC1. You must add comments when re-routing an eGC1 that has had at least one approval.
Approvers who have already approved your eGC1 will not be notified again. If you make a major change, you may add them back into the approval graph as ad hoc approvers.
Note: If you marked Yes for Ready to Submit and your eGC1 has reached In OSP status, you cannot withdraw it. Instead, contact OSP and request they return the eGC1.
Any reviewer can use the Return process to make your eGC1 editable also. The reviewer will enter required comments which are part of the email notification to the eGC1 owners. See Return an Application in the Approvals User Guide.
Both withdrawing and returning make the eGC1 editable by its owners, those with read/write access and those with the Global Editor role.