The eGC1 status indicates where an eGC1 is in the overall creation and routing process. Each eGC1 has only one eGC1 status at a time.
The following image shows the status choices on the My eGC1s page, with Composing selected:
The eGC1 statuses are defined in the following table:
| Status | Description |
|---|---|
| Composing | Applications being filled in and not yet ready for routing. Anyone with read/write access to the eGC1 can delete it. |
| Routing | Application which have been completed and are currently routing to campus approvers. |
| Withdrawn | Applications which have been withdrawn by an owner, someone with the ASTRA Global Edit role, or someone with read/write assigned access. eGC1s in Withdrawn status have stopped routing, and anyone with read/write access to the eGC1 can edit it. The eGC1 will resume routing when it is recompleted. |
| Returned | Applications which a reviewer (campus or OSP) has returned for modifications. eGC1s in the Returned status have stopped routing, and anyone with read/write access to the eGC1 can edit it. The eGC1 will resume routing when it is recompleted. |
| In OSP | Applications which the PI and all required campus units have approved, and OSP received for review. |
| Approved | Applications which OSP have approved. |
| Awarded | Applications which the sponsor has awarded. This system will update the eGC1 from Approved to Awarded when the associated Award Setup Request is updated to Processed status. |
| Denied by Sponsor | Applications which the sponsor has denied. SAGE users can change an application to Denied by Sponsor status if the sponsor is not the UW Royalty Research Fund (RRF), or if there is no child FA. OSP can also change an application to this status. |
| Permanently Withdrawn | Applications which will not be submitted to the sponsor. SAGE users can change an application to Permanently Withdrawn if there is no child FA; OSP can also change an application to a status of Permanently Withdrawn. |
The diagram below shows the flow of an application through the various statuses:
The Certify & Route page includes the final compliance questions, a place to add information for the UW reviewers, and the ability to check for any remaining errors. Select Route to Reviewers to send your application to the reviewers. Once routed, you will see a Withdraw button. Use it to withdraw your application for editing. You would then re-route it with the changes.
The sections on the page vary depending on the application’s status and whether the person editing is the PI or not.
When you create a new subaward, the Subaward and Request statuses will be the same from Composing through Active as OSP reviews and processes the new request. Once the subaward reaches Active status, the status of any modification requests will be independent of the overall subaward’s status.
When all of a subaward’s requests reach Expired status, then the system will automatically change the subaward’s status to Expired.
OSP can change a subaward’s status as follows:
| From | To | Effect on Requests |
|---|---|---|
| In OSP, OSP Assigned, or Issued | Canceled, if there are no requests in Active or Expired status | If there is only a New request with a matching status, then the request will be Canceled. |
| Expired | Active | No change to requests |
| Expired | Closed Out | No change to requests |
| Close Out | Active or Expired | No change to requests |
| Canceled | In OSP, OSP Assigned, or Issued | No change to requests |
A Subaward Request will have one of the following statuses.
| Status | Description |
|---|---|
| Composing | Newly created initial request or modification request, not yet submitted to OSP. You can delete requests that are in Composing status. |
| In OSP | Request is submitted to OSP for review; the system assigns the request to Subaward Intake initially. You can cancel or withdraw the request when it is in this status. OSP can return the request. |
| Withdrawn | Request was pulled back by campus for changes. You can only withdraw a requests in status In OSP. You can cancel a withdrawn request. |
| Returned | Returned to campus by OSP for changes. OSP can return a requests in either In OSP or OSP Assigned status. You can cancel a returned request.
The Subaward Preparer will receive an email notification when OSP returns a request. |
| OSP Assigned | Assigned to an OSP staff member for review. |
| Issued | Issued to the Subrecipient. |
| Canceled | Indicateds the request will not be processed. You may cancel a New or Modification subaward request that is in a status of Returned, Withdrawn, or In OSP.
If a subaward only has a New request, then the system will change the subaward to Canceled status. |
| Active | A fully-executed request. |
| Expired | The system will automatically change a Subaward request’s status to Expired once its end date is in the past. |
| Closed Out (Subaward only) | The Subaward has been completed. When OSP changes a subaward to Closed Out status, its request statuses remain unchanged . |
If the sponsor notifies you that a proposal will not receive funding, you can change the eGC1’s status from Approved to Denied By Sponsor.
By updating your eGC1 to Denied, it helps improve the data quality in SAGE for many reports. It also allows you to filter your tasklist to not display these items.
To make the change, look on the left navigation menu for the Denied By Sponsor link. It will be after the “Save & Close this eGC1” link.
Note: if your Approved eGC1 has a child Funding Action, the Denied by Sponsor link will not appear.
Click on this link to open the Denied by Sponsor pop-up window.
Note: You should only make this status change if the sponsor has notified you. Once you change the eGC1 to Denied By Sponsor status, it will become read-only. You will be able to copy it, but not edit it. Once done, you will not be able to reverse the status change. You will need to contact OSP to have it reset.
Application Details
This section will list a few identifying pieces of information:
Attachments
This section is used to add an attachment with any documents or email you received confirming the sponsor’s decision.
OSP Notes
This is a required field. Use it to explain why you are making this change of status.
Denied by Sponsor
Click this button to complete the process of changing the eGC1’s status. An entry will be added to the History & Comments page indicating who made the status change, when it was made, and showing the entered notes.
Cancel
Click this link to cancel the status change and return to your eGC1.
eGC1 Permanently Withdrawn status change by user
SAGE users can now permanently withdraw eGC1s that are in “Withdrawn” or “Returned” status. Previously, only OSP could mark eGC1s as “Permanently Withdrawn”. This will provide SAGE users with a way of quickly removing eGC1s from their tasklist that are no longer being considered for submission to a sponsor.
eGC1 Denied by Sponsor status change by user
SAGE users can now mark “Approved” eGC1s as “Denied by Sponsor” and attach related documentation. Previously, only OSP could set eGC1s as “Denied by Sponsor”. This will provide SAGE users with a quick way of clearing eGC1s from their tasklists that are no longer being considered by sponsors, and improve the accuracy of proposal data.
On the My eGC1s list, click the value in the status column to open the Approval Graph for your eGC1. Note: The Approval Graph is not available from the status column when the eGC1 is still in Composing status.
You can also open the Approval Graph from the Certify & Route page using the link in the Process Application section.
The History & Comments page, accessible from the Approval Graph, displays a record of all approval actions taken on an application.
If you have an eGC1 that started routing, but you decide not to submit it to the sponsor, you can change its status to Permanently Withdrawn.
Updating your eGC1 to Permanently Withdrawn allows you to filter your tasklist to exclude these items.
To make the change, the eGC1 needs to be in Withdrawn or Returned status. Look on the left navigation menu for the Permanently Withdraw link. It displays after the “Save & Close this eGC1” link.
Note: If your eGC1 has a child Funding Action, the link will not display in the left navigation menu.
Click on this link to open the Permanently Withdraw pop-up window, as seen in the image below.
Note: Make this status change only if you no longer plan to submit the eGC1 to the sponsor. Once you make the eGC1 Permanently Withdrawn, it will be read-only. You will be able to copy it, but not edit it. You will not be able to reverse the status change. If needed, you can contact OSP and request they change the eGC1’s status.
Application Details
This section will list a few identifying pieces of information:
Notes
This is a required field. Use it to explain why you are moving this eGC1 to this status.
Permanently Withdraw
Click this button to complete the process of changing the eGC1’s status. The system will add an entry to the History & Comments page indicating who made the status change, when it was made, and showing the entered notes.
Cancel
Click this link to cancel the status change and return to your eGC1.
Once you have routed your eGC1 to its reviewers, the links that display on the screen will reflect the status of your application.
You will see the “ready to submit” question and answer for reference.
View Entire eGC1 (PDF)
Click this link to preview or print the entire eGC1. The printout will have a date and time stamp which provides the Last Modified date and time. If you withdraw and re-route the application, you must reprint the final eGC1 in order for these dates to match.
Print Final Routing Sheet
Click this link to preview or print the Routing Sheet. If you will be submitting paper documents to campus reviewers and OSP, attach a copy of the final Routing Sheet to a copy of the application and provide it to each of the units that will review. The Routing Sheet content is based on the content on the eGC1: department and dean for the PI, personnel, organization code receiving funding, and some compliance questions. The Routing Sheet has two purposes:
View Final Approval Graph
Click this link to view the final Approval Workflow. If you modify the eGC1 data in any manner, the Approval Graph may change. The data in the eGC1 – department and dean for the PI, personnel, organization code receiving funding, and some compliance questions – as well as the rules for each organization involved with this project determine which units are on the Approval Graph.
Once OSP approves the eGC1, this section will display the change history for Personnel on the eGC1.
The following changes are included:
You can make these changes on the eGC1 or through the Financial Interest Disclosure System (FIDS). Note that you can only change the PI from the the eGC1. If you change the PI, you will see a warning message with a reminder to contact OSP if sponsor approval is required.
When you copy an eGC1, the Personnel Changes section of the original eGC1 is not included.
For each change, the following information is displayed:
You can view this page once OSP has submitted your application to Grants.gov. The Grants.gov Tracking History section contains information about the status of the application from Grants.gov and the sponsor.
If you had connected a budget to your application, you may view a read-only version of your submitted budget by clicking the Budget Edit Number.
SAGE imports Action Taken and Comments from Grants.gov and the sponsor.