The System to Administer Grants Electronically (SAGE) is an internal UW compliance and approval routing system. All sponsored program proposals must be reviewed and approved by campus units, appropriate compliance offices and the Office of Sponsored Programs (OSP).
GIM 1: Review and Submission requirements for Proposals
Review the Step by Step Proposal Submission Quick Guide: to walk through administrative steps, tools and processes for the proposal submission process.
OSP requires an eGC1 for:
OSP will determine if unique situations not described here require an eGC1.
Items that require OSP review on an active award should come to OSP on an Award Modification in SAGE.
Providing full and accurate information on the eGC1 facilitates proposal review and central office review at time of award.
If awarded, some information you provide on an eGC1 may mean the Award will be placed on HOLD to allow time for necessary compliance review.
Budget and fiscal information provided on an eGC1 are important review criteria.
Review more information for:
If the project involves interaction with Human Subjects, or identifiable data or specimens from human subjects, review Human Subjects Research Considerations for proposals.
At the time of award you may need Institutional Review Board (IRB) review.
Contact the Human Subjects Division (HSD) or your department’s HSD team with questions.
Does your project involve UW Medicine clinical services or clinical space as a site of patient care, or includes medical treatment of a patient by a UW Physicians provider?
Review Clinical Research Budgeting & Billing (CRBB) guidance.
Working with Embryonic Human Stem Cells?
Review guidance on Embryonic Stem Cell Research Oversight (ESCRO)
Contact escro@uw.edu with questions
Does your research involve the use of vertebrate animals?
Institutional information such as UW’s PHS assurance number and AAALAC accreditation information can be found on OAW’s Institutional Compliance page. Review more information on OAW’s grant review process.
Contact OAW with any questions.
Research that involves Biohazards, Select Agents & Toxins, Radioactive Material, Scuba Diving or that may have Chemical Thresholds have regulations and approvals that must be in place to perform the work.
Biohazards:
Research involving biohazards will require Biological Use Authorization from the Institutional Biosafety Committee and/or EH&S before initiation. Review EH&S BUA guidance and submission deadlines.
Select Agents and Toxins:
UW Researchers working with select agents and toxins are required to enroll in the UW Select Agent Program before receiving the agents. EH&S will work with PIs to obtain necessary federal clearances, approvals, and training. Documentation of due diligence is required for any transfer of Select Toxins in any amount.
Radioactive Materials:
Radiation Use Authorization (RUA), issued to the Principal Investigator (PI), must sufficiently cover the proposed radioactive material work before EH&S will approve the proposal in SAGE.
SCUBA Diving:
Current certification as a UW Scientific Diver and strict adherence to the UW’s Diving Safety Manual is required for anyone diving under the UW auspices. Review the UW Diving Safety Program for more information.
Chemical Thresholds:
EH&S will contact you for planning assistance as fire department requirements may not allow these quantities in your space or may require building modifications.
Contact EH&S with questions.
Tangible items involved in a project, such as equipment and biological materials may have export control and budgetary implications as well as informing protections or licensing that need to be in place for sharing outside UW.
Fabricating Equipment at the UW?
Review Equipment Fabrication guidance. Contact eio@uw.edu with questions.
If University-owned biological materials will be provided to non-UW parties, including sponsor (such as cell lines, cultures, bacteria, nucleotides, proteins, transgenic animals, pharmaceuticals, or chemicals etc.): Review Material Transfer Agreement FAQs
Sharing or shipping items to foreign locations or with foreign nationals?
Review Export Control Measures
Contact exports@uw.edu with questions
If and how specific types of information and technologies will be involved may determine if special guidelines or restrictions apply.
Review information for:
Contact exports@uw.edu with questions.
Industry Sponsors and Intellectual Property
Will your work with an Industry Sponsor potentially involve licensing of intellectual property? If you need further information on options for providing intellectual property rights to the sponsor, review the Washington Innovation Advantage Program (WIAP) or contact osp@uw.edu with questions.
By approving an eGC1 for submission, PIs makes assurances and certification to the UW about the proposal for routing and submission. These assurances reflect the PIs intent to adhere to federal, state, UW and sponsor policies that apply to the proposal.
When SAGE Grant Runner is not an option for proposal submission, OSP reviews proposals within sponsor systems as well as within SAGE.
More information GIM 1: Review & Submission Requirements for Proposals
FAQ: Is my eGC1 ready to submit?
In addition to ensuring your proposals are prepared according to sponsor requirements and submission deadlines, the UW has internal submission deadlines that must be followed for proposals requesting external support.
Review the Step by Step Proposal Submission Quick Guide: to walk through administrative steps, tools and processes for the proposal submission process.
Route proposal drafts, final administrative and business elements within SAGE along with any supporting documents that need to be reviewed internally.
All final proposal materials to all external sponsors (including collaborators) must be:
Sponsor Due Date |
GIM 19 Deadline |
|---|---|
| Thursday by 5 pm PST | Preceding Monday by 5pm PST |
| Wednesday by midnight PST and preceding Monday is a holiday | Preceding Thursday by 5pm PST (Monday is not a business day) |
| Wednesday by 2 pm, EST (11 am PST) | Preceding Friday by 5 pm PST |
| Friday by 5 pm EST (2 pm PST) | Preceding Tuesday by 5 pm PST |
| Friday, no specific time or time zone mentioned | Preceding Tuesday by 5 pm PST |
Follow any additional School & College or department requirements.
All UW key personnel must complete their Significant Financial Interest (SFI) disclosure in the Financial Information Disclosure System (FIDS) before submission.
Ready to submit (RTS) means the eGC1 has a complete proposal in final format, ready for submission to the sponsor. This includes following all technical instructions and required sponsor forms, components, sections, and attachments, per sponsor program announcement and policy.
RTS proposals must have:
An eGC1 does not have to be marked “Yes” RTS to be reviewed by OSP. It does have to be marked “Yes” RTS to be submitted to the sponsor.
FAQs:
OSP reviewers primarily handle eGC1s on a first-in, first-reviewed basis. This is determined by the most recent time OSP receives the item.
Your OSP reviewer will respond within 2 business days of an eGC1 being “In OSP” status. It will:
If parts of the proposal or eGC1 need revision, OSP will email comments to the PI and eGC1 Administrative Contacts and return the eGC1 to the PI.
These comments will be marked as Required or Recommended Changes.
All changes and a RTS proposal on an eGC1 and in a sponsor system, if applicable, must be “In OSP” by 5 pm 3 business days before the sponsor deadline, or you will need to request a GIM 19 Waiver.
eGC1s with significant differences from the attached proposal, where OSP does not have access to a proposal in the sponsor system or eGC1s that do not contain a proposal will be returned to the department without review by OSP until these issues are corrected by the department.