Admin and Funding Actions

How do I change a PAC to a FA when that option is not available in the drop-down menu?

A PAC can only have an FA as its parent, and an FA can only have an Application as its parent. So if the PAC you want to change already has an FA parent, you cannot change the PAC to an FA, since that would not be allowed under the parenting rules. That is why the option is not available. To make the change, you would have to go through the following steps:

  • Change the PAC to an AA (unidentified admin action)
  • Change the parent to the appropriate Application
  • Change the AA to an FA
How do I route a Funding Action to GCA?

Before you send a Funding Action to GCA, it must be in Approved status. To approve it, open the FA, and then click Approve in the left navigation menu. After it is approved, the Send to GCA link displays in the left navigation menu, if there are no Holds. Click this link to send the FA to GCA. The associated application will be changed from Approved to Awarded status as soon as the FA is sent to GCA.

Once the FA is sent, it displays a pink banner with “In GCA” and is no longer editable by OSP. This means you can view but not change any of the information in the FA.

How do I delete an Admin Action that I created?

Only individuals with the OSP System Administrator ASTRA role can delete Admin Actions, Funding Actions, or Subcontracts. If you have the System Administrator role, you’ll see a Delete option under the Actions + button next to the item. If you do not have this role, you will need to consult with someone who does.

General SPAERC

When sending my comments back to the PI, how do I get auto-generated language to populate in my review notice to campus?

To include any of the optional Body Text or Closing sections in the email (including “Free Text”), you must click on the associated check box.

example auto-generated documents option section

Which e-mail alerts are automatically generated and to whom are they sent?

During eGC1 routing and after OSP approval, the SAGE/SPAERC system automatically generates and sends several email messages.

For information about email messages associated with approvals, see Approvals: Reviewer Notifications.

See also the following sections in the Communications chapter:

SPAERC also automatically generates documents which SPAERC users may customize and send. These documents are covered in Communications: Auto Generated Documents and Ready for Pickup.

What’s the difference between the OSP Notes and History & Comments pages?

The OSP Notes page displays any information provided by an OSP staff member in the OSP Notes field. OSP Notes also displays system-generated information about changes in status, assignments, and holds, and the creation of auto-generated documents. If the application was created by copying another, that is indicated and includes the number of the original eGC1.

The History & Comments page provides an overview of all actions related to approvals, from when the application is first completed to when it is approved by OSP, including withdrawals, returns, and re-completions. For Grant Runner and Adobe package applications, submission status is also displayed here. History & Comments also includes any comments entered by campus users or OSP when processing the application. If the application was created by copying another, that is indicated and includes the number of the original eGC1.

Managing Sponsor Information

Campus needs to use a sponsor that’s not listed. What steps need to be taken?

If a campus unit cannot find a specific sponsor when using the Sponsor Chooser, they should follow the instructions which appear on that page.

The instructions read:

If you cannot locate the sponsor in our database, please complete the following three steps:

  1. Send an email to osptech@u.washington.edu with the name of the sponsor, and any contact information you have for the sponsor (website, physical address, etc.) and a brief description of the organization. OSP will research your request and update the sponsor database as appropriate.
  2. Type the word “Pending” in the Search for: field on this page, and then click Search. Select the Sponsor Type most appropriate for your sponsor from the list of pending sponsors. When you select a pending sponsor, you will be returned to the Application Details Page. Under Sponsor enter the sponsor’s name and address in the Address field.
  3. Upon confirmation from OSP that the sponsor has been added, update your eGC1 with the correct sponsor information and proceed to the PI and Personnel page to send SFI disclosure notifications.

SAGE Applications and Approvals

How can campus change their administrative/fiscal contacts on their eGC1s?

The Contacts & Access page of an eGC1 can be updated at any time, regardless of the eGC1’s status, by anyone who is an Owner (PI, Admin Contact, Budget Contact, eGC1 Preparer) or who has Read/Write status, either directly assigned on the eGC1 or through the Global Edit ASTRA role. If there is a connected budget, the Budget Preparer is also an Owner.

What system validations occur in a Grant Runner application before it arrives in OSP?

SAGE checks that all of the required fields have data and all required attachments are in place for the Grant Runner forms. In addition, a check is done for any NIH errors or warning. The eGC1 cannot be completed if any errors are present.

When is the Office of Animal Welfare added to the approval graph of an eGC1?

The application would be one that involves the use of vertebrate animals (compliance questions AC-1 = Yes). The Animal Subjects node appears as an approver if the application is After-the-Fact (ATF).  If not ATF, then if the Application Type is Transfer from Another Institution or Supplement and Extension.

Otherwise, the node is added “just-in-time” when the sponsor notifies the PI that the proposal has received a fundable score. The PI or other application owner adds Animal Subjects to the Approval Graph as an ad hoc Watcher. This sends an email notification to the Animal Subjects reviewers and gives them access to the application.

Just-in-time application types are:

  • Pre-Application
  • New
  • Competing Renewal
  • Competing Resubmission
  • Competing Suppliment

For more information, see Approvals: Compliance Reviewers.


An eGC1 owner cannot get into the eGC1 because it says I am in it. However, I got out of the eGC1 ten minutes ago. How do I let them have access to the eGC1?

If the user opened the item before you exited, she will need to close out and then re-open to switch from read-only access to read-write. If you had not properly exited the item by either using “Save & Close” or “Back to Spaerc Tasklist”, you can re-open the item, and exit properly to clear your hold on it. Then the user should re-open it.

I am running into a SPAERC error and need to submit this proposal today. Whom do I contact?

Send an email to osptech@uw.edu; if necessary, they will consult with ORIS. However, if the system is down or you are receiving a 99 error, call the ORIS Help Desk directly at (206) 685-8335. The desk is staffed Monday through Friday, 8:00AM to 5:00PM.

How do I avoid the attachment file type error message when changing an Admin Action type (e.g. PAN to PAC)?

All Admin Actions have the same choices for attachment types, so changing from one AA type to another should not be a problem. If you’re changing an Admin Action into a Funding Action, the only attachment type in common is Internal (UW) Document. See the Common AA Fields section of the User Guide for more information.

I changed my Tasklist options, but the view of my tasklist isn’t changing. What am I doing wrong?

After you make changes to your Tasklist Options, click Update View to see the results of those changes. This changed view is temporary and  will be used only until you log out of SPAERC or close your browser window.

If you want to save a particular view of a tasklist as its standard one, click the Actions button, and then select Save Tasklist Settings.

Why aren’t the items in my tasklist sorting correctly when I click a column heading?

Try opening the Tasklist Options and clicking Clear Sorting to clear any existing sort order, then click the column you want to sort on. Sorting is cumulative in SPAERC, which means that if you click a second column without clearing the existing sort order, items will be sorted by the first column and then the second column.

Note: You can also sort items in your tasklist by using the Initial Sorting for Items section of the Tasklist Options, then updating the view.