You can change the status of a subaward from the Overview page. Once you have unlocked the page, an SC Status Change button will appear in the upper-right of the page.
Clicking the button will open the Change Status dialog. In the status drop-down menu, all possible subaward statues display. However, you can only select the allowed ones.
The OSP Note is optional. If you enter a note, it will appear in the All Event History & Comments section of the overview page.
Valid Subaward Status Changes
| From Status |
To Status |
| In OSP, OSP Assigned, or Issued |
Canceled, if there are no subaward requests in Active or Expired status |
| Canceled |
In OSP, OSP Assigned, or Issued |
| Expired |
Active or Closed Out |
| Closed Out |
Active or Expired |
Subaward Statuses
When campus creates a new subaward, the Subaward and Subaward Request statuses will be the same from Composing through Active as you review and process the request. Once the subaward reaches Active status, the status of subsequent modification requests will be independent of the overall subaward’s status.
The system will automatically change the subaward’s status to Expired when the End Date is in the past. If a new modification is approved, the subaward status will be changed to Active once again.
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 |
Subaward Request Statuses
A Subaward Request will have one of the following statuses.
| Status |
Description |
| Composing |
Campus created an initial request or modification request, but hasn’t yet submitted it to OSP. Campus can delete a requests in Composing status. |
| In OSP |
Campus has submitted the request to OSP for review; the system assigns the request to Subaward Intake initially. Campus can cancel or withdraw a request in this status. OSP can return the request. |
| Withdrawn |
Campus pulled the request back for changes. Campus can only withdraw requests in status In OSP. Once withdrawn, campus could cancel the request. |
| Returned |
OSP had returned the request to campus for changes. You can return a request in either In OSP or OSP Assigned status. Once returned, campus could cancel the request.
The system sends an email notification about the returned request to the Subaward Preparer. |
| OSP Assigned |
OSP has assigned a staff member to review the request. |
| Issued |
OSP has issued the agreement to the Subrecipient. |
| Canceled |
Either campus or OPS decided not to continue processing the request. You may cancel a New or Modification subaward request that is in a status of Returned, Withdrawn, or In OSP.
If the subaward has only a New request, then the system will also change the subaward’s status to Canceled. |
| Active |
This indicates 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 subrecipient has completed the Subaward and OSP has changed the status to reflect that. The status for the subaward’s requests will remain unchanged when OSP changes the subaward to Closed Out. |
You can reset the status of an Approved or Denied by Sponsor application, and some Permanently Withdrawn applications.
Note: To have an Awarded application reset to Approved, contact the ORIS Support Desk.
When you open an application that you can reset, you will see a Reset Status link on the left navigation menu below Email Notifications.
Select this link to open the Reset Status pop-up window.
In the Reset Status section, the current or “From” status of the application displays. You will need to select the “To” status from the drop-down menu. The system will only display allowed choice(s), as listed below.
| From |
To |
Notes |
| Approved |
In OSP |
|
| Denied by Sponsor |
Approved |
|
| Permanently Withdrawn |
In OSP |
Only if the application reached this status |
| Permanently Withdrawn |
Approved |
Only if the application reached this status |
Note: You cannot reset applications that were Permanently Withdrawn by their research team using SAGE. These would be applications that were withdrawn or returned before reaching In OSP status.
Application Details Section
This section will list a few identifying pieces of information:
- eGC1 Number
- Short Title
- PI Name
- Org Code Receiving Funding
- Sponsor Name
OSP Notes
You must enter some text in the OSP Notes field. Use it to explain why you are making this change of status. You also have the option to reassign the item when resetting its status.
The system will display an entry under OSP Notes and History & Comments indicating who made the status change, when it was made, and showing the entered notes. Any assignment change will also appear on the OSP Notes page.
Reset Status
Click this button to complete the process of changing the eGC1’s status.
Cancel
Click this link to cancel the status change and return to your eGC1.
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.
Issue: When an eGC1 has reached a status of In OSP, the standard OSP approval node will have an approval status of Waiting Approval. If OSP adds a colleague as an “ad hoc” Approver by name, for a second opinion or purposes of training, both the ad hoc Approver node and the standard OSP node will have a status of “Waiting Approval.”
When the application is returned by OSP before the ad hoc node is approved, and campus re-completes the application, the graph’s logic changes. When it is redrawn upon re-completion, the ad hoc OSP Approver node is considered to be a campus approver with an approval status of Waiting Approval, and the standard OSP node will have an approval status of En Route. Therefore, the status of the eGC1 is set to Routing rather than back to In OSP as expected. Unless the OSP staff have included eGC1s with a status of Routing in their tasklist view, the application will not appear on their tasklist.
This causes confusion for both the campus user who can verify that the eGC1 has been re-completed and the OSP Administrator who cannot see the eGC1 because of the unexpected status change.
Note: Once the ad hoc OSP Approver node is “approved” the status of the application will change from Routing to In OSP.
Solution: When an eGC1 does not show up on the Tasklist for an Administrator in OSP but Campus asserts to have Re-Completed it, have OSP include “Routing” on their tasklist filtering, or search for the specific application.
