Tag Archives: Attachments

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You can view award and administrative documents associated with your application from the Related Attachments section. This includes signed concurrence letters, notification documents from sponsor, agreements, extension approvals, and subaward documents.

Please note that you cannot view compliance documents, and significant financial interest (SFI) documents from Related Attachments.

Note: The Related Attachments list may not include some non-award agreements (NAA). This happens when OSP processes the NAA while the related eGC1 is still in Composing status. If you need to view an NAA that is not available, please contact OSP by email to request the file.

The following information is displayed for each file.

Field Description
Description As entered by the OSP administrator. Common descriptions may include:

  • Fully executed award
  • Signed Concurrence Letter
  • Notification from Sponsor
File Name  The name of the attached file.
Source The type of item and the item number to which the file is attached. Common item types include Funding Actions (FA), Pre-award notifications (PAN), Post Award Changes (PAC), and Subawards (SC).
Version The current version of the file, indicating whether the file was updated.
File Type As indicated by the OSP administrator who processed it. File types included are:

  • Agreement Documents
  • Award Documents
  • Internal (UW) Documents
  • Notification Documents to/from Sponsor.
Attached The date and time the document was attached to the source item. Documents display in reverse chronological order.
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The System Generated Budget Snapshots (Historical) section is only displayed for eGC1s with budgets associated or disassociated before April 20, 2011. SAGE previously attached snapshots of the budget as it was when it was associated with or disassociated from an eGC1. To view the snapshots in Microsoft Excel, click the View link.  You cannot remove these documents. The system will not generate new snapshots.

Tip: To take advantage of the new budgeting versioning and integration features, disassociate the associated budget from the eGC1, and then connect your budget. You will see more detailed information in Budget History and be able to view your most current budget information in the eGC1.

When you connect an older budget, the Budget Edit Numbers will start with “1” regardless of how many edits you made before April 20.

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In this section, you should attach the documents that OSP needs for compliance reasons or for a better understanding of the information with the grant application.  OSP will not submit these documents to the sponsor. An example is the Cost Share Addendum.

If both OSP and your department reviewers need to view these internal documents, upload them here. Any reviewer can see all of the attached documents regardless of which section they are in.

For general information about attaching documents, see eGC1 and Grant Runner Attachments.

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In this section, you should upload and attach the documents that will ultimately be submitted to the sponsor. Attaching them to the eGC1 makes them available online to all authorized approvers, including OSP.

Be sure to organize the documents according to the sponsor’s specifications. Use the PDF file format unless the sponsor indicates otherwise.

If there are pages that OSP needs to sign, place those pages in a separate PDF and upload the file in this section.

You can attach a draft version and update it with the final version before indicating that your application is “ready to submit.”

For general information about attaching documents, see eGC1 and Grant Runner Attachments.

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The Attached Documents page includes all the electronic files attached to the eGC1 for routing, approval and later reference. Users and reviewers with access to the eGC1 can view all documents.

For details on how to update an existing attachment or upload a new attachment, see eGC1 and Grant Runner Attachments.

See the following articles for each attachments section.

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Upload a Document

The process of adding an attachment to standard eGC1 pages or Grant Runner forms is the same.

Grant Runner File Names: There are a few differences in how you name a file for attachments on Grant Runner forms. In addition, all Grant Runner attachment names must be unique across all forms.

The NIH allows file names that contain characters in the following list. Note that the file name must be no more than 50 characters in length, including spaces, and end with .pdf in lowercase.

  • alpha-numeric characters: A-Z, a-z, 0-9
  • hyphen
  • underscore
  • space
  • period
  • parenthesis
  • curly braces
  • square brackets
  • tilde
  • exclamation point
  • comma
  • semi-colon
  • apostrophe
  • at sign
  • number sign
  • dollar sign
  • percent sign
  • plus sign
  • equal sign

Click on the Add Attachment link to start the process. The Upload Attachment dialog will display.

upload attachment dialog

Description

Provide a short description of your document file that is helpful to reviewers. You may want to use the word “draft” or “final”. Example: Science Final, Draft Proposal.

Grants.gov application descriptions should include the eGC1# and PI last name; you can append additional information to the end of the file name. This will help reduce errors and streamline the Grants.gov submission process for the OSP Administrators.

File

Select Browse to search for your document, or the equivalent step for your web browser (for example, Choose File).

To complete the process, select Upload to attach the document to the eGC1. Clicking the Cancel link will exit the process.

If there is a problem with the file name for a Grant Runner attachment, a dialog box will display indicating the naming rules.

error message indicating an invalid character in the filename

If you upload a file with the same name as an existing Grant Runner attachment, the system will add to the name to make it unique.

Attachment Information

Once you upload your attachment, the following information displays.

attached document information example

The version number is the number one (1) when you initially attach a file.

Field Field Description
Description Displays the value entered. Click on the description to view the attachment.
File Name  Displays the name of the file as it was saved on the computer or local server.
Version The system will automatically assign the version number of each file as it is attached or updated.
Attached On  Displays the date and time that the attachment was added to the eGC1.

Delete a Document

You can only delete an attachment if the eGC1 is in Composing status or in Withdrawn status if no approval actions have occurred. That is, when no one has approved, marked as watched, added a comment, or returned the eGC1. If the conditions allow, the system displays a Delete link to the right of the file information.  Selecting Delete removes the attachment from this eGC1.

Note: On a Grant Runner eGC1, you are allowed to delete files when the eGC1 is in Withdrawn or Returned status if the file is not a required one.

Update an Existing Document

The Update link will only appear after a reviewer has approved, marked as watched, added a comment, or returned the eGC1 and the eGC1 has a status of Withdrawn or Returned. Selecting Update allows you to attach a newer version of a current document. You can display the prior versions of the updated file by clicking on the arrowhead to the left of the Description. Only the most recent version of an attached file is submitted.

Attachment history example

If you have attached a file to the wrong place in an eGC1, you can update it with a document that indicates the file is incorrect and should be ignored.

November 2013 SAGE Maintenance Release

New Features

Additional FG-3 compliance question validation for RRF eGC1s

  • eGC1s that have Royalty Research Fund (RRF) as the sponsor will display a validation error if question FG-3, the question about F&A cost reimbursement, on the Compliance Questions page is marked as ‘Yes’. RRF requires FG-3 to always be marked as ‘No’, so this validation error is intended to ensure that the eGC1 preparer selects the correct response prior to completing the eGC1.

Increase character limit in “Reason” field when adding Approvers and Watchers

  • The “Provide a reason” field when adding an Approver or Watcher on the Approval Flow Screen has been increased from 250 characters to 1000. Department and School reviewers who add additional Approvers and Watchers like to include detailed instructions in that comment box and needed a higher character limit.

We now will show all recipients on the TO line of SAGE auto-generated email notifications.

  • SAGE users will be able to see all persons who received the same Auto-generated SAGE email on the TO: line of the email. This was a frequent request from campus through our help desk and survey responses.

Fixes

Inadvertent sending of disclosure notifications

  • Fixed the system to prevent investigators from receiving disclosure notifications when an old awarded eGC1 is opened. The system will now only trigger disclosure notifications when there is an investigator change made to the eGC1 (addition of an investigator or change of personnel to an investigator role).

HSD JIT email notifications are suppressed for RRF eGC1s

  • Human Subjects Just-In-Time emails will no longer be sent to the owners of eGC1s where the Royalty Research Fund (RRF) is the sponsor. RRF is an internal UW sponsor and operates differently than external sponsors. Unique characteristics of RRF opportunities include shorter application/review/award timelines and the lack of “fundable score” notifications. These unique characteristics therefore made the Human Subjects JIT email irrelevant and confusing for the owners of the eGC1.

New clarifying message displayed when clicking on Investigator Disclosure History and FIDS Profile is not yet established

  • If an Investigator has never completed a disclosure in FIDS, or does not have any disclosure history for the past 12 months, a new user-friendly message stating there is no history will display when the Investigator Disclosure History link is clicked.

New error message displayed when you have attachment upload errors due to hidden or invalid characters in file name

  • A new error message will display in SAGE if you attempt to upload eGC1 attachments with invalid characters in the file name. To correct this issue, rename the file on your computer by directly typing in the characters before attempting to upload it in SAGE.

September 2013 SAGE Maintenance Release

New Features

New Public Health Service (PHS) Sponsor Web site

  • To make it easy to find the list of current Public Health Service sponsors, we created a new PHS Sponsors web page.The FCOI online training and other communications will have links to this page.

SAGE Record retention – Removing aged eGC1 attachments

  • In compliance with the UW Records Retention policy, on October 1st, 2013, we will be removing attachments from grant applications (eGC1s) which were never awarded and have a sponsor deadline before January 9, 2009. This will free up storage space and simplify data management. The eGC1s without their attachments will remain in SAGE for reporting purposes. We informed all affected PIs on September 19, 2013.

Users are no longer able to send disclosure notifications from eGC1’s where the sponsor name is “Pending – Notify OSP of Correct Sponsor”

  • If the sponsor has not yet been filled in, you will not be able to send the notifications either. This will help ensure that the correct disclosure rules and requirements are applied when the investigators are updating their SFI in FIDS.

We have improved the organization of the disclosures on the PI & Personnel pages.

  • The primary disclosure will display in italics, followed by related disclosures ordered from most recent to oldest. Users will be able to view the one-year history of all of an Investigator’s submitted disclosures by clicking the new Investigator Disclosure History link.

April 2013 SAGE Maintenance Release

New Features

SAGE Budget: Preliminary Benefit Rates are now available to users of SAGE Budget.

  • GIM 3 has been updated to display both current benefit rates and preliminary benefit rates for future budgeting as they become available.
  • SAGE Budget will use the correct rate based on the period start date and whether the user has opted to use current and preliminary rates or current-only rates.
  • Budget preparers can use a global update feature to update their budgets quickly when preliminary rates become available each year.
  • The period entry page for a given person will indicate whether the rate being used is current or preliminary for that period.

An ASTRA information page will display instead of an error message at sign in.

  • When you attempt to log in to SAGE without the required ASTRA role, SAGE will display a list of people in your unit who can authorize access to SAGE. You able to choose an authorizer and send him or her a message to request access to SAGE.

Designated Subcontract Actions (SA) attachments are viewable in SAGE.

  • Subcontracts Actions (SA) attachments will now be viewable in the Related Documents section of the Attached Documents page if the SA is in Active or Closed-Out status and if the type of attachment is not a To/From Communication.

EH&S has a new compliance question: “Will the project involve scientific diving?”

  • Anyone diving under the University of Washington’s auspices must have current certification as a University of Washington Scientific Diver and adhere to the standards set forth in the UW’s Diving Safety Manual. EH&S will contact you to assist in meeting Diving Safety Program requirements prior to diving.