Tag Archives: eGC1

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This article covers the following:

Overview

You can use the Sponsor Budget Map page to understand how your SAGE Budget personnel data will initially flow to the RR Detailed Budget form.

In the (01) Salary and Wages section on the Sponsor Budget Map page, you will see one row for each person on your parent budget and any internal sub budgets.

Based on the Project Role you selected for each person in SAGE Budget, each person will map to either the RR Detailed Budget Section A. Senior/Key Person or Section B. Other Personnel.

The columns in this section of the Sponsor Budget Map are:

  • From SAGE Budget: displaying its Expense Type and Project Role
  • To RR Detailed Budget: displaying its Category and Project Role
  • Personnel Order: displaying the relative position in the Section A list for this person. Note: this column is unique to the 01 section.

Initially, you will see the personnel listed in the same Project Role order as on your SAGE Budget. Any personnel from internal sub budgets will display just after those on the parent budget, within each role.

You can adjust the default RR Detailed Budget Project Roles, except for the person who is the PD/PI. In some cases, you can change the default RR Detailed Budget Category (Section A or B).

Optionally, you can change the Personnel Order for those mapped to the RR Detailed Budget Section A by using the “Drag to Re-Order” feature (described below).

For personnel in Section B, in addition to the four default Project Roles, you can create customized ones.

Section A. Senior/Key Persons

When you first view the Sponsor Budget Map page, you will see the personnel listed in the same Project Role order as on your SAGE Budget. Any personnel from internal sub budgets will display just after those from the parent budget, within each role.

example list of personnel

Mapping Rules

The following table defines the initial mapping rules and indicates whether the default value can be edited (changed).

SAGE Budget Project Role RR Detailed Budget Project Role Can the Role Be Edited?
Principal Investigator PD/PI; if there is also an Applicant PI, then this role defaults to Faculty Only if “Faculty” role
Application PI PD/PI No
Co-Investigator Co-Investigator No
Multiple PI PD/PI No
Key Personnel Depends on the 01 sub-object code selected; defined below Yes
Mentor Faculty Yes. Note: You can map this person to Section B, if appropriate
Faculty Faculty No

If you selected Key Personnel for someone’s project role on your SAGE Budget, their sub-object code will determine the default role on the RR Detailed Budget.

01 Sub-Object Codes Project Role on Detailed Budget
10-14 Instruction & Research Faculty Co-Investigator
20-24 Auxiliary Teaching Staff Other Professional
30-34 Graduate School Student Appointments – Teaching Graduate Student
40-44 Graduate School Student Appointments – Non-Teaching Graduate Student
50-54 Postdoctoral Research Trainee Post Doctoral Associates
60-64 Classified Staff Other Professional
70-74 Professional Staff Other Professional
80-87 Temporary Staff Other Professional
88-89 Hourly Undergraduate Students
90-94 Graduate Stipends Graduate Students

As needed, you can change the role. Project Role choices for the RR Detailed Budget form are:

  • Co-PD/PI
  • Faculty
  • Post Doctoral
  • Post Doctoral Associates
  • Post Doctoral Scholar
  • Other Professional
  • Graduate Students
  • Undergraduate Students
  • Technician
  • Consultant
  • Co-Investigator

Drag to Re-Order Feature

You can use this feature to adjust the order of the personnel mapped to Section A of the RR Detailed Budget. The Personnel Order column displays the text “RR Detailed Budget Position” followed by a number, indicating that person’s place in the order.

The Application PI (if present) will display on the first row.  If your budget does not include an Application PI, then the Principal Investigator will be listed first.

After the PD/PI or Application PI (if present), the default order of the personnel entries is by Category (Section A or B) and, within each category, by Project Role with Parent Budget and Sub-Budget personnel grouped together. For example:

  • Multiple PI (parent)
  • Multiple PI (sub budget)
  • Co-Investigator (parent)
  • Co-Investigator (sub-budget)
  • Key Personnel (parent)
  • Key Personnel (sub-budget)

You can use your mouse, or the keyboard, to choose a person’s row to re-order. Move the row up or down to update the position number for that person. Note that the form can list up to eight individuals. Any additional personnel are included in the Additional Senior Key Persons attachment, described below. The PD/PI must be one of the initial eight people listed.

Personnel mapped to Section B will have the note “Not applicable” in the Personnel Order column. You can drag them to a different position on the mapping page, but the next time you view the mapping page, the order will have returned to the Section A personnel followed by those mapped to Section B.

Any changes you make on your connected SAGE Budget or the Sponsor Budget Map page will be reflected on the RR Detailed Budget form when you view it. The ordering of Personnel on both the Sponsor Budget Map page and the RR Detailed Budget form will match the last ordered sequence you created and saved on the Sponsor Budget map page. Any newly entered Personnel, after the initial synchronization, will sort to the bottom of the Sponsor Budget Map page order by default.

Additional Senior Key Persons Attachment on RR Detailed Budget

Section A can display up to eight individuals on the RR Detailed Budget form. You must list any additional personnel in an attachment to the form. When you initially connect your SAGE Budget and Grant Runner application, SAGE will automatically generate and attach the PDF file listing any additional personnel. The file will be named to reflect the budget period. For example, the attachment for Period 3 of your budget will be named “Period_3_Personnel.pdf”. In addition, the system will calculate the Total Funds for Attached Persons value and display it.

Any time you add or remove Section A personnel from your SAGE Budget, or change their order on the Sponsor Budget Map page, the PDF attachment will automatically be recreated to reflect those changes, if necessary.

example view of section a personnel with an attachment

Section B. Other Personnel

Personnel that map to Section B are combined into the appropriate rows, with their data values totaled.

Mapping Rules

If you select one of these SAGE Budget Project Roles, the individual will be added to the corresponding role in Section B.

  • Post Doctoral Associates
  • Graduate Students
  • Undergraduate Students
  • Secretarial / Clerical

On the Sponsor Budget Map page, you can shift personnel with the Post Doctoral Associate role to the A: Senior/Key Persons section. You cannot edit the other project roles from the Sponsor Budget Map page. You would change them on your SAGE Budget.

If you select Other for someone’s project role on your SAGE Budget, that person’s sub-object code will determine the default role on the RR Detailed Budget.

SAGE Budget Personnel Sub-Object Code RR Detailed Budget Project Role Default Value
10-14 – Instruction & Research Faculty Select…
20-24 – Auxiliary Teaching Staff Select…
30-34 – Graduate School Student Appointments – Teaching Graduate Students
40-44 – Graduate School Student Appointments – Non-Teaching Graduate Students
50-54 – Postdoctoral Research Trainee Post Doctoral Associates
60-64 – Classified Staff Secretarial / Clerical
70-74 – Professional Staff Select…
80-87 – Temporary Staff Select…
88, 89 – Hourly Undergraduate Students
90-94 – Graduate Stipends Graduate Students

When “Select…” displays, you can choose one of the four existing Section B roles listed above, or you create up to six different, customized roles.

Create a Customized Personnel Project Role

Click on “Select…” in the drop-down menu and choose “Other…”

personnel row showing select in drop-down

A dialog will display where you can enter the customized name of your project role for Section B. Click Save to return to the Sponsor Budget Map page. The new project role will appear, followed by an Edit link.

create custom project role dialog

Once you have added a customized role, it will appear in the drop-down so that you can choose it for additional personnel. If you edit the customized role, your changes will apply to all personnel with that role.

RR Detailed Budget Personnel Data Sources

Section A. Senior/Key Persons

The following table describes the source data for each RR Detailed Budget field in Section A.

RR Detailed Budget Field Data Source
Name SAGE Budget: First, Middle and Last Name
Project Role Sponsor Budget Map: Project Role
Base Salary ($) SAGE Budget: Line Setup Starting Monthly Salary * 12 (annualized) * the inflation rate for the period
Calendar Months SAGE Budget: if Calendar is checked on Line Setup; from Update Periods: Person Months
Academic Months SAGE Budget: if Academic/Summer is checked on Line Setup; from Update Periods: Academic Person Months
Summer Months SAGE Budget: if Academic/Summer is checked on Line Setup; from Update Periods: Summer Person Months
Requested Salary ($) SAGE Budget: from Worksheet (01 item) period amount or Update Periods: Period Total Salary
Fringe Benefits ($) SAGE Budget: from Worksheet (07 item) period amount or Update Periods: Total Benefits
Funds Requested ($) System calculated: Requested Salary plus Fringe Benefits

Section B. Other Personnel

The source data for each RR Detailed Budget field in Section B is the same as that for Section A. In this section, the values for a given row are a sum of the values for all personnel with that specific Project Role.

  • Number of Personnel: the total number of personnel with the specific Project Role
  • Project Role: the first four rows are the fixed project roles; any custom roles you create will appear below these. There is a maximum of 6 custom roles.
  • Calendar, Academic, Summer Months: the sums of each type of person months for personnel with the specific Project Role.
  • Requested Salary ($): the sum of all Requested Salaries for personnel with this Project Role
  • Fringe Benefits ($): the sum of all Total Benefits for personnel with this Project Role
  • Funds Requested ($): System calculated: Requested Salary plus Fringe Benefits
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Overview

The Sponsor Budget Map page shows where the expenses from your connected SAGE Budget will flow to on the RR Detailed Budget form.

A link to the Sponsor Budget Map page will appear on the left navigation menu once you connect your SAGE Budget to your Grant Runner application and the RR Detailed Budget form is either mandatory for your opportunity, or you have selected it.

You may not need to use the Sponsor Budget Map page unless you have expenses that are not mapped to default fields on the RR Detailed Budget form, or you need to adjust the defaults. A red exclamation “validation icon” will display if you need to complete any mappings.

Note: The Sponsor Budget Map page does not show dollar amounts. It shows you how the various expenses on your budget are categorized for the RR Detailed Budget form. For some expenses, you can use the Sponsor Budget Map to change where and how your data displays on the RR Detailed Budget form.

left navigation partial view with sponsor budget map highlighted

Data Synchronization

After the initial connection of your SAGE Budget and Grant Runner application, any data changes you make on your SAGE Budget will be synchronized with both the RR Detailed Budget form and Sponsor Budget Map page. Any changes you make on the Sponsor Budget Map page will be reflected on the RR Detailed Budget form when you view it.

Your data changes will also be reflected in the PDF generated when you select View Grant Runner forms (PDF) on the left navigation menu.

Using the Sponsor Budget Map

The Sponsor Budget Map page will initially show where the SAGE Budget expenses will appear, by default, on the RR Detailed Budget. Where editable, you can choose to shift those expenses to a different category on the RR Detailed Budget. You can also specify the order of the personnel entries for Section A. Senior/Key Persons.

The Map page includes a link to your budget, just above the first section, that displays the budget number and title. For example: B88888 GENE LAB PROJECT.

link to budget highlighted

Below the link, there is a section for each expense type (object code) on your connected SAGE Budget. By default, the sections are all collapsed when you first view the page. You can “Expand All” sections or just individual ones.

The sections you see will match those where you have entered data in your parent SAGE Budget and any sub budgets. The possible sections are:

General Section Layout

SAGE Budget data is displayed on the left side of the page, in the same order as your SAGE Budget. The RR Detailed Budget expense category to which the expense will be mapped is shown on the right side.

Each section will display a status icon to indicate the status of the data within the section. A red exclamation point indicates that there are one or more expenses from your SAGE Budget that you need to map to an RR Detailed Budget category or sub-category. A green check mark indicates that all mappings are resolved. The Participant/Trainee Support Costs section shows a gray check mark icon if one or more of the optional mappings are unresolved.

example of green check mark icon

example of red exclamation point icon

example of gray check mark icon

Adjust Expense Categories

You can change a number of SAGE Budget expense categories from the default value to another category on the RR Detailed Budget. Use the drop-down menus in the right-hand column to make changes to the default mapping between SAGE Budget and the RR Detailed Budget form. Some selections are grayed-out to indicate that the SAGE Budget object code cannot be mapped to that selection. For example, Travel costs cannot be assigned to Other Personnel.

Create Customized Categories

For some expenses that map to Section F: Other Direct Costs, there is no default sub-category. You must make a selection. These expenses are:

  • Supplies & Materials 05-47, 05-48
  • Student Aid 08-00, 08-02, 08-05
  • Unallocated 38-00

You can either select one of the existing sub-categories, or create a customized one. You can add up to 3 custom (user defined) sub-categories for Section F.

Click on “Select…” in the drop-down menu and choose “Other…” You made need to scroll down the list.

sponsor budget map expense with required sub-category

A dialog will display where you can enter the customized name of your sub-category. Click Save to return to the Map page. The new sub-category will appear, followed by an Edit link.

create custom sub-category dialog with example text

Once you have added a customized sub-category, it will appear in the drop-down so that you can choose it for additional expenses. If you edit the name of your customized sub-category, all items you associated with that sub-category will be updated.

sponsor budget map sub-category drop-down with custom entry

Participant Support Costs

You can change some SAGE Budget expense items from the default mapping value to Section E. Participant/Trainee Support Costs.

Note: If you have any Participant Support Costs, you must use the section at the end of the Sponsor Budget Map page to indicate the associated numbers of participants for those budget periods.

(01) Salaries and Wages

This section has some unique characteristics, so it is described in its own article Sponsor Budget Map: (01) Salaries and Wages. LINK

(02) Service Contracts

sponsor budget map section 02

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs, subcategory Consultant Services.
  • You can change the RR Detailed Budget Category to either D. Travel, or E. Participant/Trainee Support Costs.
  • Within this category you can select the appropriate subcategory for your expense item.

(03) Other Contractual Services

example view of section 03

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs. The default subcategory depends on the SAGE Budget sub-object code for the expense. Consult the table below.
  • Generally, you can change the RR Detailed Budget Category to either D. Travel, or E. Participant/Trainee Support Costs. The exception is an 03-62 expense, a subcontract sub budget. You cannot change its mapping.
SAGE Budget Sub-Object Code Default RR Detailed Budget Subcategory
00, 01, 02, 08, 11, 12, 13, 19, 20, 21, 23, 25, 26, 28, 29, 33, 34, 35, 39, 40, 41, 42, 43, 44,  47, 48, 49, 50, 51, 53, 56, 62, 64, 69, 71, 72, 92, 95, 99 Subawards/Consortium/Contractual Costs
04, 06, 14, 22, 45, 46, 57, ADP/Computer Services
24, 27, 30, 32, 36, 37, 38, 75 Custom – entered by user
58, 59 Publication Costs
60 Alterations and Renovations
80, 81, 85, 87, 89, 91 Equipment or Facility Rental/User Fee

(04) Travel

example view of section 04

  • By default, the expenses for the (04) Travel object code, on a parent or internal sub budget, will map to Section D. Travel on the RR Detailed Budget form. The expense will map to either Domestic Travel Cost or Foreign Travel Cost, depending on your SAGE Budget Destination choice.
  • You can change the RR Detailed Budget Category to E. Participant/Trainee Support Costs. The subcategory will default to Travel.

(05) Supplies & Materials

sponsor budget map section 05

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs, with the subcategory of Materials Supplies.
  • You can change the RR Detailed Budget Category to E. Participant/Trainee Support Costs, except for sub-object codes 47 and 48 “Non-Capitalized Equipment”.
  • Within the category you can select the appropriate subcategory for your expense item.

(06) Equipment

sponsor budget map section 06

  • The expenses for this object code, on a parent budget or internal sub budget, will map to Section C. Equipment, and you cannot change the mapping.
  • Additional Equipment Items Attachment
    • Section C. Equipment on the RR Detailed Budget form can display up to ten items. Any additional items must be included in an attachment to the form. When you initially connect your SAGE Budget and Grant Runner application, SAGE will automatically generate and attach the PDF file listing any additional equipment items, as needed. The file will be named to reflect the budget period. For example, the attachment for Period 3 of your budget will be named “Period_3_Equipment.pdf”.
    • Any time you add or remove equipment items from your SAGE Budget, the PDF attachment will automatically be recreated (or removed) to reflect those changes, as needed.

(08) Student Aid

sponsor budget map section 08

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs. You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.

(10) Capital Projects

sponsor budget map section 10

  • The expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Alterations and Renovations, and you cannot change the mapping.

(19) APL

sponsor budget map section 19

  • The expenses for APL Prorated Direct Costs (PDC), on a parent or internal sub budget, will map to Section H. Indirect Costs
  • The non-PDC expenses will map to section F: Other DIrect Costs. You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.

(38) Unallocated

sponsor budget map section 38

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs.You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.
  • You can change the sub-category to any value for Section F, except Subaward/Consortium/Contractual Costs.
  • You can also change the RR Detailed Budget Category to either D. Travel or E. Participant/Trainee Support Costs.

(25) Facilities and Administrative

sponsor budget map section 25

  • The expenses for this object code, on a parent budget or internal sub budget, will map to Section H. Indirect Costs, and you cannot change the mapping.
  • The RR Detailed Budget form allows a maximum of four distinct indirect cost base/rate rows.

Participant/Trainee Support Costs

sponsor budget map participant trainee support costs section

  • Use this section to indicate how many participants and/or trainees there are for each period.
  • There will be an entry field for each period.
  • If there are not any participants in a period, leave the field blank.

May 2018 Compliance Release 2

New Non-Fiscal Compliance page

The eGC1 Compliance Questions and Explanations pages have been replaced by a new page called Non-Fiscal Compliance. This consolidation provides a more streamlined experience for preparers and reviewers.

Updated questions reflect current institutional needs, with improved clarity in mind.  Links to supporting guidance have been added to assist preparers in understanding the policies and regulations behind each question. You can review the updated questions by visiting this page..

Design improvements make the page easier to navigate and gauge progress toward completion.

human subjects with H S 1 C answered yes

eGC1s that are in routing at the time of this release will display the old compliance questions that existed when the eGC1 was initially routed.

However, any eGC1 that is returned or withdrawn after the release will be reset with the new compliance questions. Answers to the previous questions will no longer display. Plan for additional time to re-complete that page in case a return or withdrawal is necessary.

Zipline and Hoverboard linked to eGC1

Human Subject (Zipline) and Animal Use (Hoverboard) protocols can now be linked to your eGC1. Searching by IRB Application Number or IACUC Protocol Number will allow you to pull in real-time information, reducing manual back-and-forth between systems and improving the accuracy of protocol details in SAGE.

animal use section with hoverboard protocol

Improved Collaboration

Send page link to PI, Reviewers

From any standard eGC1 page (excluding Grant Runner forms), the URL is now a direct link that you can copy and share with others who have access to that eGC1. This will be particularly useful when collaborating with the PI on completing the Non-Fiscal Compliance page.

direct U R L for e G C 1 page

Multi-User Editing (limited)

Currently, only one person can edit an eGC1 at a time. However, the Non-Fiscal Compliance page can now be edited, even while someone else is working in other areas of the eGC1. This will avoid situations where the PI could be blocked from contributing to the Non-Fiscal Compliance page while the administrator is currently editing other areas of the proposal.

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Use this section to provide information about tangible items involved in a project, such as equipment and biological materials. This information helps reviewers understand export control and budgetary implications as well as informing protections that need to be in place for any sharing of tangible items outside UW. Contact Equipment Inventory Office with specific questions about fabricating equipment, or email exports@uw.edu for guidance on export controls.

As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.

Select Start Section to open the section initially, and then Edit Section to add or update existing data.

E-1. Will equipment be fabricated by the UW on this project?

Answer: Yes or No

Note: if the fabrication is being performed entirely by a non-UW entity (that is, a subcontractor), answer “No”.

E-2. Will the project involve the export of hardware, equipment, specimens, goods, software or monies?  (excludes personal-use laptops)

Answer: Yes, No, or Unknown

Note: Answer “No” for personal-use laptops unless the laptop contains any military or space technical data, or if the only international transactions are for travel expenses.

E-2A displays if E-2 = Yes

E-2A. Describe the items/materials

Answer: enter a description

 

E-2B displays if E-2 = Yes

E-2B. Add one or more destination countries

Answer: search for by name, and select the appropriate countries

M-1. Will University-owned biological materials be provided to non-UW parties, including sponsor?

Answer: Yes or No

Note: Materials include (but are not limited to) cell lines, cultures, bacteria, nucleotides, proteins, transgenic animals, pharmaceuticals, or chemicals.

April 2018 SAGE Grant Runner Release

SAGE Grant Runner

NIH Required Fields Added to HSCT

To assist researchers in filling out the Human Subjects & Clinical Trials (HSCT) form, NIH required fields are now indicated with an asterisk and red highlighting. These same fields will have validation messages when the user clicks “Show Form Errors” at the top of the form. All NIH errors and validations will continue to show when the full application is checked by clicking “Check for Errors” in the left navigation of SAGE.

eGC1 Data Sync Improvements with Grant Runner Forms

To help prevent data inconsistencies when multiple browser sessions are open, the data sync between the eGC1 and Grant Runner forms has been improved.  When you make updates to information in the eGC1 that flows through to Grant Runner forms, those updates will now automatically sync with each save/refresh of the eGC1.

Improved Accessibility for  Keyboard and Tab Order Functionality

To meet accessibility standards, all Grant Runner forms are now accessible using keyboard only functionality.  In addition, tab order has been improved to be more logical and intuitive, reducing the number of times the user has to press the tab key.  

Error Messages Enhanced

Question numbers have been added to error messages on all Grant Runner forms. This update will help users quickly identify the specific error within a form.  This will be especially helpful for longer forms such as the new Human Subjects & Clinical Trials form.

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When OSP creates a child Funding Action (FA) for an awarded eGC1, the system will automatically create compliance holds, if appropriate.

The system applies automatic holds to the FA based on the conditions in the following chart.

Compliance Hold Due to
Administrative Support Budget & Fiscal Compliance page: question F2 = Yes
F&A Budget & Fiscal Compliance page: question F1 = Yes
IRB Approval Non-Fiscal Compliance page: question HS-1 = Yes
Cost Share Budget & Fiscal Compliance page: question F3 = Yes
Fed Flow-Through Details page has an Originating Sponsor listed with a Sponsor Type of Federal Government
SFI/FCOI One or more investigators on the PI, Personnel, & Organizations page has an SFI value of Yes or Unknown
Export Control Non-Fiscal Compliance page: if Yes for any one of questions E-2, D-1, D-2, D-3, D-4.
IACUC Non-Fiscal Compliance page: question AU-1 = Yes
PHS Training One or more investigators on the PI, Personnel, & Organizations of a PHS-sponsored eGC1 has either not done the FCOI training or the training has expired.

 

 

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Use this section to indicate if and how specific types of information and technologies will be involved in the project so that reviewers can determine if special guidelines or restrictions apply. Contact exports@uw.edu for guidance on export control limitations related to sharing of data and technology. For information about the Washington Innovation Advantage Program (WIAP), visit the CoMotion site or contact osp@uw.edu with further questions.

As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.

Select Start Section to open the section initially, and then Edit Section to add or update existing data.

D-1. Does this project involve any of the following?

Answer: Check all that apply

  • Proprietary Information
  • Export Controlled/Controlled Unclassified Information
  • Classified Information
  • Other Sensitive Information (Excludes personal or patient information)
  • None of the above

You must make at least one selection. If “None of the above” is selected, the system will clear any other boxes that were checked.

D1-A displays if for D-1 you select any value other than “None of the above”

D-1A.  Will this information be shared with foreign nationals in the United States or abroad (including UW faculty, staff, or students)?

Answer: Yes or No

Note: U.S. Permanent Residents are not considered foreign nationals. The actual country of citizenship/residency of foreign nationals is not required at this time.

D1-B displays if for D-1 you select “Other Sensitive Information (Excludes personal or patient information)”

D1-B. Please describe the other sensitive information

D-2. Is this project intended to assist any foreign country’s military or space activities?

Answer: Yes or No

D-2A displays if D-2 = Yes

D-2A. Please describe.

D-3. As far as you know, will the sponsor require approval prior to foreign national participation or prior to publication of the research results of this project?

Answer: Yes or No

D-4. Will the project involve travel to or collaboration with a person or entity in a sanctioned country (e.g., Cuba, Iran, North Korea, Sudan, Syria)?

Answer: Yes or No

Question T-1 displays if the Sponsor Type and/or Originating Sponsor Type (as indicated on the Details page) is one of the following:

  • Private Industry
  • Private School, College, University
  • Foreign Private Industry

T-1. Does the Sponsor wish to obtain an upfront commercial license to Project Intellectual Property (IP) based on the pricing under the Washington Innovation Advantage Program (WIAP)?

Answer: Yes, No, or Unknown

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Use this section to provide information about human subject involvement and approvals for the project to help reviewers determine compliance with UW and sponsor requirements. Contact the Human Subjects Division with questions.

As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.

Select Start Section to open the section initially, and then Edit Section to add or update existing data.

Human Subjects Questions:

HS-1. Will the project involve interaction with Human Subjects, or identifiable data or specimens from human subjects?
Answer: Yes or No.  An answer is required.

HS-1A displays if HS-1 = Yes

HS-1A. Delayed Onset: Will IRB application submission be delayed until after award because you will (1) identify and develop new protocols that will be supported by the award or (2) complete other research described in the proposal that is necessary before the human subjects research can be fully planned.

Answer: Yes or No

HS-1B displays if HS-1 = Yes

HS-1B. IRB Approval Pending:  Will you need to submit a new IRB application, modify an existing IRB application, or are awaiting approval of a current IRB application for the human subject research in this project?

Answer: Yes or No

A table for IRB Application Details displays if HS-1 = Yes

Note: If HS-1 = Yes, and HS-1A = No (Delayed Onset), and HS-1B = No (IRB Approval Pending), then you must include at least one IRB application. See details below on how to add an IRB Application.

HS-1C displays if HS-1 = Yes AND Sponsored Program Activity Type (Details page) is “Clinical Trial – Federal Sponsors” or “Clinical Trial – Non-Federal Sponsors”

HS-1C. CRBB Involvement. Will the project involve use of UW Medicine clinical services or clinical space as a site of patient care, or include medical treatment of a patient by a UW Physicians provider?

Answer: Yes or No

CRBB (Clinical Research Budget & Billing) Note: If any of the following statements apply to this proposed work, mark Yes, even if the research involves only usual patient care items or the study budget will not be charged.

  • Some of the proposed work will be conducted in a UW Medicine clinical setting. See CRBB Coverage Analysis Checklist, Section II, Sites of Practice, for a complete list of sites. Studies using Seattle Cancer Care Alliance locations should use the SRAMP access point when submitting to CRBB.
  • The study involves one or more clinical procedures at one of these sites, such as use of a patient examination room, blood draws, imaging, clinical lab tests, administration of a research medication, or procedures.
  • Payment of physician professional fees for clinical services from a UW-affiliated or Northwest Hospital physician is required, separate from the salaried research personnel effort reflected in the budget.

Contact CRBB at crbb@uw.edu or 206-543-7774 for assistance.

HS-2. Stem Cells. Will this research involve the use and/or creation of human embryonic stem cells?
Answer: Yes or No   An answer is required.

Add IRB Application

Start by selecting Add IRB Application. A dialog box will open where you can choose how you enter your data.

Search Zipline

You can use the blue “X” in the upper, right-hand corner to close the dialog and return to the Human Subjects section without saving any data.

The following image shows the initial dialog box.

add i r b dialog

Enter all or part of the Zipline Application Number in the search box. The system will search for all applications that contain the entered numbers in the application number field. The results list will display below the search box, as shown in the following image.

add i r b search results

Click on the appropriate study in the results list to select it. The study data will display in the dialog window, as shown in the following image.

i r b study details

Use the Save button in the lower, right-hand corner to add the study data, and return to the Human Subjects section.

Enter Manually

You have the option to add IRB Application information manually.  Select Enter Manually in the dialog, then add the requested information.

    • Reviewing IRB Name
    • IRB Application PI
    • IRB Application Number
  • Approval Date
  • Expire Date
  • IRB Application Title

Select Save to return to the Human Subjects section.

Note: All of the fields are required prior to eGC1 completion.

The following image shows the manual entry screen.

add i r b manually dialog

IRB Application Details section

Your data will appear as an expandable row of a table in the IRB Application Details section of the page.
The table row shows the follow data fields:

  • IRB Application Number
  • Reviewing IRB Name
  • IRB Application PI
  • Approval Date
  • Expiration Date

You can edit or delete it using the icons (pencil, trash can) in the Actions column at the far right of the table row.
Use the chevron to the left of the row to expand the data shown. The additional data displayed includes:

  • IRB Application Title
  • Zipline Application Number
  • Zipline Status
  • Approved Funding Sources

The following image shows an expanded table entry.

i r b table entry expanded

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Use this section to provide information about the use of vertebrate animals in the project to allow reviewers to determine compliance with UW and sponsor requirements. If you have questions regarding the use of Vertebrate Animals, please contact the Office of Animal Welfare.

As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.

Select Start Section to open the section initially, and then Edit Section to add or update existing data.

AU-1. Will the project involve the use of vertebrate animals?

Answer: Yes or No

A table for Animal Use Protocols and an Add Protocol button display if AU-1 = Yes

Note: If AU-1 = Yes, then you must include at least one protocol.

Add Protocol

You can add a protocol in three ways. Start by selecting Add Protocol. By default, the UW Protocol choice displays. Select the appropriate protocol type link from there.

Each type is explained below.

UW Protocol

Use this to search Hoverboard and import your data. Start by entering at least 3 digits of your protocol number. The search will return any items that contain the digits you enter. Click in the results list to select the appropriate item.  The following image shows a results list after search for “234”.

add protocol search results

When you select a protocol from the results list, the following data displays in the dialog window:

  • Protocol Title
  • Protocol PI
  • Primate Center Involved – Yes or No
  • Expiration Date

Select Next to continue the process. The dialog will display the question “Does the protocol require an amendment?”  Answer Yes or No.

Select Save to return to the Animal Use section.

Note: If the value for Primate Center Involved is Yes, the Primate Center will be added to the approval flow as an Approver.

The following image show the amendment question in the dialog window, with Yes selected.

add protocol amendment question

External Protocol

Select this choice in the Add Protocol dialog to enter an External Protocol. Select the appropriate institution from the drop-down menu.

The choices are:

  • Fred Hutchinson Cancer Research Center (FHCRC)
  • VA Puget Sound Health Care System (VAPSHCS)
  • Seattle Children’s Research Institute (SCRI)
  • Benaroya Research Institute of Virginia Mason (BRI)
  • Center for Infectious Disease Research (CIDR)
  • Allen Institute
  • Add a New Institute

The following image shows the initial screen with the drop-down menu expanded.

add external protocol list

When you select one of the existing institutions from the menu, its details will display. These fields are

  • Institution Assurance Number
  • Institution Country
  • Institution City

You can find more information about assurance numbers on these NIH web pages:

The following image shows the details for Fred Hutchinson Cancer Research Center (FHCRC).

external protocol details

Select Next to enter your Protocol Number and the Expiration Date.

The following image shows this step, with some example data entered.

add protocol details

Select Save to complete your entry.  You can save a partial entry. It must be complete prior to routing your application.

The following image shows the expanded table row from this entry on the compliance summary page.

protocol table entry example

Add a New Institution

If you select “Add a New Institution” from the External Protocol list, the dialog will display the following fields:

  • Institution
  • Assurance Number (optional)
  • Institution Country

Add the appropriate information for these fields. Note that if you select any country other than the United States of America, you must also enter an Institution City.

The following image shows the first page of the dialog.

add new external institution dialog

Select Next to display the section page of the dialog. Enter the Protocol Number and its Expiration Date.

Select Save to complete your entry.  You can save a partial entry. It must be complete prior to routing your application. The added information will display similarly to the existing external institution entries.

New Protocol

If you will be establishing a new protocol, select that option from the initial Add Protocol dialog box. You just need to answer yes or no to the question “Will the Primate Center be involved in the research?”

If you select Yes, the Primate Center will be added to the approval flow as an Approver.

The following image shows the New Protocol dialog with the Primate Center question.

new protocol

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Use this section indicate whether EH&S agents or activities are going to be used during the project. Responses to the EH&S section provide additional guidance on regulations and approvals needed to perform the work. Contact Environmental Health & Safety with questions.

As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.

Select Start Section to open the section initially, and then Edit Section to add or update existing data.

EHS-1. Will this project involve any of the following?

Answer: Check all that apply

  • Biohazards
  • Select Agents and Toxins
  • Radioactive Materials
  • SCUBA Diving
  • Chemical Thresholds (toxic, unstable, explosive)
  • None of the Above

You must make at least one selection. If “None of the Above” is selected, the system will clear  any other boxes that were checked.

Additional information will display when a box is selected.

  • Biohazards: Biological Use Authorization from the UW Institutional Biosafety Committee is required as defined on the EH&S webpage. Please note that some categories of research require BUA prior to initiation. The BUA application submission deadlines are also posted on this website.
  • Select Agents and Toxins: EH&S approval of this eGC-1 is required due to federal regulations. EH&S will work with the PI to obtain necessary federal clearances, approvals, and training. Documentation of due diligence is required for any transfer of Select Toxins in any amount. Some Select Agent and Select Toxin research is subject to review by the Dual Use Research of Concern (DURC) Institutional Review Entity (IRE). See the EH&S website for information about Select Agents and Select Toxins, Select Toxin Due Diligence, and DURC.
  • Radioactive Materials: Approval of this application will be contingent on whether or not a Radiation Use Authorization (RUA), issued to the Principal Investigator (PI), sufficiently covers the proposed radioactive material work.
  • SCUBA 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. For more information, please see: https://www.ehs.washington.edu/research-lab/diving-safety-program
  • Chemical Thresholds (toxic, unstable, explosive): EH&S will contact you for planning assistance as fire department requirements may not allow these quantities in your space or may require building modifications.