This chart describes when and to whom the SPAERC system sends email notifications. The content of the auto-generated emails varies depending on the choices the sender makes. Select a link in the Email Type column to display an example of the email contents.
| Email Type |
Purpose |
Triggers |
Sent To |
| Application Returned |
To inform owners that their eGC1 application they submitted has been returned by OSP. |
When an eGC1 application is returned by OSP |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Application Review Notice |
To send review comments |
Email sent manually by OSP (auto-generated document) |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Ready for Pickup |
To inform owners that all signed and scanned documents are uploaded to an application and are ready for pickup for review. |
OSP can send the notification by clicking the Ready for Pickup button once they know all signed and scanned documents are uploaded to the application. |
Principal Investigator, Application PI, Administrative Contact, and Pre-Award Budget Contact |
| Sponsor Deadline |
Reminder email sent if the application’s value for the Ready to Submit question is “No.” If the value changes to “Yes” within the six-to-three day timeline, the email is no longer sent. NOTE: This email is not sent if the application is after-the-fact or a clinical trial. |
Each day (at 6:00 AM), the system checks for any applications that are between six and three business days prior to their sponsor deadline with the application’s value for Ready to Submit as “No.” |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Advance Budget Request Eligibility |
This email is sent to let the research team know that an advance budget number request can be made for the application. |
OSP marks the application as eligible for an advance. |
PI, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Subaward Request Returned |
To inform the Subaward Preparer that a request they submitted has been returned by OSP. |
When a subaward request is returned by OSP |
Subaward Preparer |
| Notice of Award (Funding Action) |
To send information about the award received |
Email sent manually by OSP (auto-generated document) |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Request for Activation Notice – fellowships (Funding Action) |
To notify the PI of a fellowship award and request the PI to complete the Activation Notice |
Email sent manually by OSP (auto-generated document) |
Principal Investigator (cc’d) |
| SFI Compliance Notification (Admin Action) |
To the PI concerning SFI disclosure for a budget extension |
Email sent manually by OSP (auto-generated document) |
Principal Investigator, Administrative Contact, Office of Research SFI Reviewers |
| Email Notification (Subaward) |
To the PI with subaward attachments to be reviewed and/or acted on |
Email sent manually by OSP (auto-generated document) |
Principal Investigator |
You can add holds to Applications, Funding Actions, or any type of Admin Action. You can also modify or remove existing holds whether added manually or automatically by the system.
There are two categories of hold reasons: Non-Compliance and Compliance.
Non-Compliance hold reasons are:
- For Check
- Other (Campus)
- Other (Sponsor)
- Pending Fully Executed Agreement
- Pending Notice to Process/Activation Notice
- PI Signature
- Revised Budget
Compliance hold reasons are:
- Administrative Support
- Cost Share
- Export Control
- F&A
- Federal Flow-Through
- IACUC Approval
- IRB Approval
- SFI/FCOI
- PHS Training
Automatic Holds
- Applications: If there is an Export Control watcher on the approval flow, when the application reaches In OSP status, the system will automatically add an Export Control compliance hold. Manually added holds on Applications do not enforce any process rules.
- Actions: The system will automatically place some compliance holds on Funding Actions and Post-Award Changes. See the section on Automatic Holds for further details.
Add a Hold
- On the left navigation menu, select Add/Modify Hold
- In the dialog window that opens, check one or more hold reason boxes. The dialog window is shown in the following image for a Funding Action.
-
- Enter any optional OSP notes about the holds
- Click Save to complete the process.
Note: When you open the Add/Modify Hold dialog window after the first time, you will see an expandable bar below the list of holds titled “Previous OSP Note Hold Reason Comments.” Click on the bar to expand the section. A table displays that shows the date entered, the comment, and who the comment was entered by. The same information also displays under the OSP Notes tab. Clicking the bar again will hide the table. This section is shown expanded in the above image.
A yellow “On Hold” banner will display at the top of the item’s details page. The following image shows the banner on a Funding Action.
Modify or Remove a Hold
- Select Add/Modify Hold to open the dialog window
- Adjust the selected hold reasons
- Add an optional comment
- Click Save
If you clear all of the check boxes, the item will no longer be on hold and the banner and tasklist icons will no longer display.
New Features
Allow deletion of subcontract actions beyond most recent
OSP can now delete any Subcontract Action, not just the most recent, as long as the Subcontract Action is in “Pending” status.
Provide OSP staff with ability to alter eGC1 status
All OSP staff now have the ability to reset eGC1s that had been accidentally set to “Approved”, “Denied by Sponsor”, or “Permanently Withdrawn” back to active statuses. Approved eGC1s can be reset to “In OSP” status, and “Denied” can be reset to “Approved”. If an eGC1 reached “In OSP” or “Approved” status prior to being “Permanently Withdrawn”, then OSP can reset it back to either of those statuses. eGC1s that are “Permanently Withdrawn” while in “Routing” status cannot be reset to an active status, but can still be copied.
Assignment Factors
When a SAGE user completes an eGC1 for the first time and moves it into Routing status, the system assigns the eGC1 to a group/team and to a person who is the Administrator or GCC. There are a number of factors that contribute to the assignment.
Organization Code Receiving Funding: OSP uses the List/Edit OSP Administrators admin tool to associate organization codes with specific groups/teams within OSP.
- Roll-Up of Organization Codes: When a SAGE user completes an eGC1 with an organization code receiving funding that has no group association, SPAERC steps up the organization code hierarchy to find a higher-level code that does have an associated group. Then, based on the logic below, the system assigns the eGC1 to a member of that group.
- For example, a sub-division level code with no group, will roll up to the division level; a division level code with no group will roll up to the department level. See IT Connect’s page on Organization Codes for details on levels.
- Failover: If the system cannot find a group for the eGC1’s organization code or its roll up codes, then the assignment is to the Failover Team. That team can reassign the eGC1 to the appropriate group, and add the organization code to the correct group via the admin tool.
Re-Completed eGC1s: When a campus user re-completes a withdrawn or returned eGC1, the system may change the group/team assignment in response to changes made in the eGC1. However, the system does not update the original person assigned (with the one exception being if the sponsor changes from, or to, RRF). This ensures that the recompleted eGC1 returns to the same OSP staff person for follow-up, rather than disappearing from that person’s tasklist due to an automatic reassignment. If the changes warrant assigning the eGC1 to another OSP person, you can manually reassign it (see Reassign an Item). Note: Manual reassignments only change the person, not the group. The only time a group changes is in response to changed data on a withdrawn or returned eGC1, upon re-completion.
Assignment Logic
The following set of rules determine the eGC1’s initial assignment to the group/team and person.
| Conditions |
Assignment |
| RRF
Primary sponsor is the Royalty Research Fund |
RRF reviewers |
| NSF
Primary sponsor is the NSF (National Science Foundation) |
GCC (Grant & Contract Coordinator) role for the org code receiving funding |
| IPA/JPA
Sponsored Program Activity Type = IPA/JPA/Staff Assignment |
GCC (Grant & Contract Coordinator) role for the org code receiving funding |
Clinical Trials
- Sponsored Program Activity Type = Clinical Trial – Non-Federal Sponsors
- And Sponsor Type is Private Industry or Foreign Private Industry
|
Contracts Intake (Team C Administrator) |
Certain federal primary sponsors where:
- Application Type is either a Non-Competing Renewal or a Non-Competing Supplement
- And the total amount requested is $2 million or less
- And the primary sponsor or parent sponsor is DoED, DHHS, or ONR
|
GCC (Grant & Contract Coordinator) for the org code receiving funding |
| Non-Award Agreements
Application Type = Non-Award Agreement (new) or Non-award Agreement (continuation) |
Contracts Intake (Team C Administrator) |
After-the-Fact
- Sponsor Type = Private Industry or Foreign Private Industry
- And After the Fact = Yes
|
Contracts Intake (Team C Administrator) |
| All other conditions |
Administrator role for the org code receiving funding |
