We hope you’ll find this high-level overview of the research grant process here at the University of Washington (UW) useful. We’ve included pointers to a variety of resources for tools, training, and assistance.
- Key research administration offices
- The simplified grant lifecycle
- Online grant tools
- Training opportunities
- Other resources
- Page feedback
Key Research Administration Offices
The Office of Research Information Services (ORIS) creates online tools which make it easier to process grant proposals. The Office of Research (OR) oversees the research process The Office of Sponsored Programs (OSP) reviews, negotiates, approves, and provides administrative oversight related to proposals and establishment of awards in accordance with all applicable policies, and regulations. Grant and Contract Accounting (GCA) helps set up grants, contracts and gifts in the Financial Accounting System (FAS). GCA is a unit within Finance & Facilities’ Office of Financial Management. CoMotion (formerly known as C4C) works with researchers to deliver innovations to the right markets, providing the opportunities for recognition, distribution and utilization of the work to its full potential.
Simplified Grant Lifecycle
Grants typically follow five major steps.
- Find funding: The UW has several resources to help you locate funding opportunities.
- Proposal Development: This step requires coordination between many different units to prepare, approve, and submit the proposal package.
- Award Set-up: OSP receives the award notification, and GCA sets up the budget.
- Award Management: GCA oversees this step which involves managing money and property, sending reports to sponsors, and following other policies.
- Award Close-out: GCA reconciles and closes the budget; the PI provides the sponsor with the final report.
The first two are considered pre-award, and OSP typically plays a critical role in these steps. The last three steps are post-award, and GCA and the Office of Financial Management are typically responsible for overseeing most of these steps.
UW’s Online Grant Tools
SAGE (System to Administer Grants Electronically) is a web-based tool used to submit funding applications for internal review and approval. You use SAGE to create and route eGC1s (electronic Grant and Contract applications) which are required for any grant or contract proposal that is submitted from the UW. To access SAGE, you need to be authorized in ASTRA (Access to Systems, Tools, Resources, and Applications) and have a UW NetID. If you want to learn how to use SAGE (without actually submitting an application), you can use the training site.
SAGE also includes:
- SAGE Budget which helps you create an accurate budget for your grant proposal by auto-populating data from payroll and financial systems, assisting you in selecting proper rates, and calculating totals automatically. Access it by logging into SAGE and selecting the Budget tab.
- Grant Runner which combines the eGC1 and sponsor forms for some NIH funding opportunities requiring SF424 R&R forms, including Modular, Detailed and Subaward Budgets. With the click of a button, OSP can electronically submit your application via Grants.gov to the sponsor.
- Approvals which is used by department and dean’s reviewers and other compliance reviewers to view and approve your proposal.
- Advances which allows you to request an advance on your award, if appropriate.
FIDS (Financial Interest Disclosure System) is a web-based tool that investigators use to electronically submit their Significant Financial Interest (SFI) disclosures.
AUMS (Animal Use Medical Screening) is an online tool which researchers who work with animals use to request an evaluations for potential health risks.
GrantTracker provides up-to-date grant and contract information to UW researchers and staff, allowing them to better manage existing and new awards.
Status Checker displays information on all transactions relating to eGC1s that have been approved by OSP as well as have been entered into OSP’s online system (SPAERC) or modified within the past 60 days.
Training: Learn more about research administration
CORE Learning Program
- CORE, the Collaborative for Research Education, presents regularly-scheduled trainings help faculty and administrators expand their skill sets and build research programs. Courses are free of charge, and new courses are added frequently. The program is developed collaboratively with central offices and volunteers, and taught by subject matter experts.
ORIS SAGE System Training
In collaboration with CORE, ORIS offers courses that train UW researchers and administrators on how to use the SAGE system for grant proposal submissions and financial disclosures. These include:
- ORIS 101 SAGE: Creating and Editing eGC1s: Course offered monthly
- ORIS 102 SAGE: Creating NIH Proposals in Grant Runner: Course offered every other month
- ORIS 103 SAGE Budget: Course offered every other month
- ORIS 120 FIDS: Disclosing Financial Interests: Course offered quarterly
To read more about each course offering or to see what courses are available for registration, go to: https://uwresearch.gosignmeup.com/
- You can use the Required Training tool to identify which trainings are required for researchers to comply with external sponsor and internal requirements and/or reduce risk to the researcher. The trainings that an investigator will require depends on what their research involves such as Animal Subjects, Clinical Research, HIPAA and others.
- UW Research Home: Visit this web site to find a hub of information and links for researchers and administrators. Find links to compliance and support offices along with funding opportunities.
- MRAM (Monthly Research Administrators Meeting): MRAM is the main forum for communicating new information about grant tools, policies, compliance issues, and procedures. Join their mailing list and attend their meetings virtually or in person.
- ORIS News: Learn about updates to grant systems and ORIS’s latest developments. To subscribe, visit the News Signup page.
- Glossary: Learn some common terms and acronyms used in grants administration at the UW.
- SAGE User Guides: Find detailed information on how to use SAGE, SAGE Budget, Grant Runner, Approvals, and Advances. There’s also an overview guide. This information is available contextually from within SAGE by clicking on a help question-mark icon link.
- FIDS User Guide: Learn how and when to use FIDS. This information is available contextually from within SAGE by clicking on a help question-mark icon link.
- For more information about UW online grant systems, contact firstname.lastname@example.org.
- For pre-award questions, go to the Contact OSP Web page.
- For post-award questions, contact GCA at email@example.com.
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