Tag Archives: Details

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The Details page of the eGC1 includes basic information about the proposed research, such as the proposal dates, the organization code receiving funding and the sponsor.

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If your sponsor is the Royalty Research Fund, you will see this section. The fields are required.

Please also refer to the Instructions for Preparing an RRF Proposal for more details on completing an eGC1 for the RRF.

additional information for r r f applicants

Research Area
Select the one area that best classifies the research. If unsure, consider reviewing the RRF Committee Members list and their departmental affiliations.
The areas are:
  • Arts or humanities
  • Social or Behavioral Sciences
  • Physical Sciences
  • Engineering
  • Basic Biological or Biomedical Sciences
  • Clinical Biomedical Science
Application for RRF Scholar? (one quarter teaching release)
Answer Yes or No. If Yes, be sure to document your teaching load in section E of the Description of Research.
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If there is an existing application or award related to this eGC1, enter that information in this section.

additional information for existing applications

Field Description
Sponsor number at UW Enter the complete reference number (existing sponsor award number or previous eGC1 #) if this is a renewal, supplement, or extension application.

Include the year of funding this application represents (for example, you could indicate year 2 of a 5 year project as 2/5). Example: 5 R21 CA002176-02 2/5.

UW budget number Provide the UW budget number for the currently funded project.
Previous eGC1 number(s) Enter the previous eGC1 number(s), separated by commas.
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The sponsor is the funding agency to which you are applying for funding.

Use the Look Up Sponsor button to open the Sponsor Chooser.  You can search by all or part of a sponsor name, or by the Parent Sponsor Name. Search for and select your sponsor.

Note: If you cannot find your sponsor, please follow the instructions on the chooser page to send a request to OSP (osptech@uw.edu) to add the sponsor to the database.

The Sponsor Name, Sponsor Type and Parent sponsor name (if there is one) are automatically filled in by SAGE.

The address and contact fields are not required, but we strongly recommend that you fill them in, as the values are used in the sponsor cover letter sent by OSP.

  • For the Address, City, State, Zip, and Country fields, enter the application mailing address of the sponsor as it appears in the sponsor’s application instructions or enter the name and web address (URL) of the sponsor’s electronic proposal submission system (for example, Grants.gov, FastLane) in the Address field.
  • For the Contact Name, Contact Phone, and Contact Email fields, enter the information for the person to be contacted with questions or issues (optional).

sponsor section showing originating sponsor question

Once you have added the sponsor, the Change the sponsor? link displays below the contact information.

Originating (Prime) Sponsor

Following the change link, a question about originating sponsor displays. The question reads: Does the funding originate from a different entity than the sponsor listed above (flow-through)? You must answer this question.

If you answer Yes, a button displays for you to look up the sponsor.  Once you’ve selected the originating sponsor, its Name, Type, and Parent Name (if there is one) display.  You will also see links to change or remove the originating sponsor.

originating sponsor filled in with change and remove links

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This section provides categorization information about the application. If you are unsure of how to answer these questions, please consult with the Principal Investigator or your local administrator.

You must select both a Project Type and a Sponsored Program Activity Type. The following image shows the Project Details section of the application.

project details section on the application details page

Project Type Description
Grant The application is for a specific investigator-initiated project with minimal programmatic involvement from the grantor (sponsor).
Contract The application’s funding mechanism is a contractual arrangement with specific deliverables and expected outcomes which benefit the sponsor.
Cooperative Agreement The application uses a federal assistance agreement mechanism. See Glossary entry for details.
Other Transaction Authority (OTA) Other Transaction Authority gives certain federal agencies the flexibility to use a special award mechanism. So the application is other than a grant, contract, or cooperative agreement. See Glossary entry for details.

Note: Do not use an eGC1 for processing gifts. See Gift Processing for information on this topic.

Sponsored Program Activity Type

Select a value from the drop-down menu. It is organized by Institutional Activity Types: Organized Research, Instruction, and Other Sponsored Activity. For definitions, see GIM 13: Activity Types.

Note: if you choose the type “IPA/JPA/Staff Assignment” then the application is considered to be non-competing.

Institutional Activity Types Sponsored Program Activity Types
Organized Research
  • Research: Basic
  • Research: Applied
  • Development
  • Fellowship: Research Undergraduate
  • Fellowship: Research Graduate/Professional
  • Other Training: Research
  • Clinical Trail: Federal Sponsors
Instruction
  • Training and Development (UW Internal)
  • Fellowship: Non-Research Undergraduate
  • Fellowship: Non-Research Graduate/Professional
Other Sponsored Activity
  • Professional Development/Public Service (UW External)
  • Construction
  • Equipment
  • Clinical Trial: Non-Federal Sponsors
  • Other Sponsored Activity
  • IPA/JPA/Staff Assignment

Clinical Trial Phase

This field will display if you select either of the Clinical Trail values for SPA Type. Select the appropriate value. Choices are: I, II, III, IV, and Other. For definition of these choices, see the Clinical Trials web page.

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Application Type

This is used by the system and OSP to classify and organize eGC1 materials. It helps to link related applications to one another (for example, a new application with all its revisions, continuations, and renewals) for improved tracking and reporting.

Select the appropriate type from the drop-down menu. This is a required field.

application type section

Application Types Description
Pre-Application An application where the sponsor has an evaluation process to screen and determine those applications worthy of an invitation for a full (new) proposal.
New An application for funding for a project that has never been submitted previously. Also known as a “competing application”.
Transfer from Another Institution An existing application or award being transferred from another institution or entity to the UW. Equivalent to “new” at the UW, but distinguished separately for reporting and statistical purposes.
Competing Revision  An application for a change to the scope of work an existing project with no further funding obligated by the sponsor.
Non-competing Revision  An application for a change to the scope of work for funds previously obligated by the sponsor.
Resubmission (Previously Denied) A revision of an application previously submitted and not funded. Similar to other types of revisions, but distinguished separately for reporting and statistical purposes. This is a competing application.
Competing Renewal An application for the continuation of an existing project with no further funding obligated by the sponsor.
Non-Competing Renewal An application for funds previously obligated by the sponsor. Usually a progress report to-date on the project.
Supplemental Extension An application for additional funding for an existing project and for an extension of the current ending date.
Competing Supplement An application for additional funding for an existing project for funds not already obligated by the sponsor.
Non-Competing Supplement An application for additional funding for an existing project for funds already obligated by the sponsor and for an extension of the current ending date.
Non-Award Agreement (new)

Non-Award Agreement (continuation)

An application for the following types of non-award agreement:

  • Confidentiality Agreement
  • Data Use Agreement
  • Memorandum of Understanding
  • Unfunded Collaborative Agreement
  • Unfunded Research Agreement
  • Affiliation Agreement
  • Material Transfer Agreement

Note: select Non-Award Agreement (continuation) to extend an existing agreement beyond the initial term.

When you select an NAA type, you will see a prompt that reads “Budget & Fiscal Compliance entries will be cleared. Do you wish to Continue?” This is to remind you that nothing should be entered on the Budget & Fiscal Compliance page. The system will delete any data that was there.

The system will automatically check the After-the-Fact box for an NAA application type.

For guidance on completing an NAA type application, see OSP’s NAA eGC1 Instructions FAQ.

Note: regardless of application type, if the Sponsored Program Activity Type is “IPA/JPA/Staff Assignment” then the application is non-competing.

Grant Runner Application Type Mapping

The eGC1 applications types map to SF424 types as follows:

eGC1 Type SF 424 Type
Pre-Application, New New
Transfer, Resubmission Resubmission
Competing and Non-Competing Revision Revision
Competing and Non-Competing Renewal Renewal
Supplemental Extension, Competing and Non-Competing Supplement Continuation

After the Fact Application

Check this box if the sponsor has already funded this application, or has sent an award letter. This is a required field. For more information, see After-the-Fact (ATF) eGC1s for Awards & Agreements

Note: When you select one of the Non-Award Agreement application types, the system will automatically check the box.

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The Organization Code Receiving Funding is the UW’s ten-digit code which identifies the department or unit that will receive funding. Ask your fiscal specialist or department administrator what code you should use.

Note: GCA requires the code to be at the department level or below. (Organization Code levels)

Each UW Organizational Code has a name associated with it. The name originates from the Org Code Index on the Administrative mainframe computer.

org code receiving funding sectin

Enter your organization code number directly on the page or select Look Up Organization Code to use the Organization Chooser.

Once you have selected the organization code, the associated Box number will appear. You can edit the box number if desired. If you need to change the associated box number, use the “Organization Code Setup/Changes” form available from the Office of Planning & Budgeting web page.

You can also use the +/-  buttons to expand and collapse the organization code’s hierarchy, as shown below.

org code filled in

The Change the Organization Code link will display the chooser so that you can select a different code.

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The Application Details section provides basic information for the Office of Sponsored Programs (OSP), Grant & Contract Accounting (GCA), and campus reviewers.

application details section

Field Description
eGC1 Number A unique, system-generated number used to identify an eGC1 and application. It is used in OSP correspondence.
Full Application Title Enter the complete project title of the application. This title must match the title on the sponsor application. Refer to the sponsor’s instructions for the length permitted. Maximum of 255 characters.
Short Title Enter a short title (no more than 22 characters, usually assigned by the PI or department) to identify the project within the UW financial system. Upon award, this will be the name of the budget.
Requested Start and End Date Enter the anticipated beginning and ending dates of the project period. These dates must match the dates on the sponsor application. Specific dates should be used for Royalty Research Fund (RRF) Applications.
Sponsor Deadline Enter the last date the sponsor will accept the application or the date the application must be postmarked. Include the time of day and the corresponding time zone. See GIM 19: Internal Deadlines for Proposals to Outside Agencies to understand when OSP needs to have your application based on the sponsor’s deadline.
Date Needed from OSP Use this optional field to enter the date that your department is requesting OSP’s approval process be complete.
Signed and Unsigned Sponsor Copies Required Optionally, indicate the number of signed copies and unsigned copies of the application required by the sponsor. Refer to the sponsor’s instructions for this information.
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For RRF grant applications, the “Dates Requested” should be given the following standard values:

Fall Round Spring Round
Begin Date January 15 of next year June 15 of the current year
End Date Start date plus one year Start date plus one year
Example Fall Round 2019 Spring Round 2020
Begin: 01/15/2018 Begin: 06/15/2020
End: 01/15/2019 End: 06/15/2021

Please refer to the Instructions for Preparing an RRF Proposal for more details.