FAQ

eGC1: Routing, Approving

Who gets an eGC1 approval email notification?
How do I designate a person as an eGC1 reviewer for our department?

For a person to be a reviewer of all eGC1s submitted to your department, they need to have the SAGE ASTRA (Access to Systems, Tools, Resources and Applications) role of Department or Center Reviewer for your cost center.

You can contact your department’s ASTRA administrator and request this role assignment. If you do not know who your ASTRA administrator is, contact your department administrator or email astra@uw.edu.

The Approval Flow doesn’t include an expected department. How do I add that department?

If the approval flow is not displaying a department or unit that you expect, review the values on your eGC1 in these areas:

  • Cost Center Receiving Funding on the Details page
  • The PI, Personnel, & Organizations page for personnel selected units and primary position units
  • Your response to select compliance questions
  • Organizations paying for cost sharing

If the unit still does not appear, use the Additional Organization Unit Reviewers section of the PI, Personnel, & Organizations page to add the unit.

 

How will I know when award or other documents are attached to my eGC1?

At this time, we do not send a notification when a new document is attached to your eGC1. The best strategy for tracking new documents is to check the Attached Documents page of your eGC1 regularly.

How do I add additional reviewers to an eGC1’s Approval Graph, such as IACUC?

Individuals with read-write access to the eGC1 can add ad hoc approvers or watchers. Follow the steps in the Add an Ad Hoc Reviewer user guide article.

For IACUC, once your sponsor has indicated that you are likely to be funded for your grant application (you have a fundable score) you will need to have the Institutional Animal Care and Use Committee (IACUC) review your eGC1. Your application will be in Approved status at this time, so you will add them as a Watcher. This will send an email to the committee alerting them that their review is needed.

What should I do if the PI is not available to approve the eGC1?

Some sponsors allow a Department Chair to sign an eGC1 and proposal on behalf of a PI in their department. This requires an Escalation of PI Certification which is indicated on the Certify & Route page of the eGC1.

When the reviewer approves the application for their own node, the system will also approve the PI node. The reviewer will have to mark the checkbox for the PI Assurance statement on the PI’s behalf.

For information on the approval of applications in the PI’s absence, contact your department administrator/chair.

How does OSP know when my eGC1 is ready to be submitted to a sponsor?

OSP depends on your answer to the “Is this application ready to be submitted to the sponsor?” question on the Certify & Route page. Until that question is answered Yes, OSP will not submit the application to the Sponsor.

When are re-approvals needed?

If you modify your eGC1 after the PI or other reviewers have approved it, when you re-route it, the system will continue with the next approver. SAGE does not automatically start the approval process over from the beginning.

If significant changes are made that would modify the commitment of a unit, then the unit should be added to the approval flow using the Add Approver process.

If you change the PI, the organization receiving funding, or the answer to some compliance questions, the approval flow may change.

How do I manage eGC1 changes during the approval process?

You can Withdraw an eGC1 that is routing for approval, which makes it editable. Once you have made your changes, click the Route to Reviewers button on the Certify & Route page to re-complete the eGC1 and move it back into the routing process. This will display a pop-up window for you to enter notes about the changes. Make sure your browser is not blocking pop-ups.

For more details, see the Changing a Routing eGC1 user guide article.

How can I check the status of my routing eGC1 and see any added notes?

On the My eGC1s list, click the value in the status column  to open the Approval Graph for your eGC1.  Note: The Approval Graph is not available from the status column when the eGC1 is still in Composing status.

You can also open the Approval Graph from the Certify & Route page using the link in the Process Application section.

The History & Comments page, accessible from the Approval Graph, displays a record of all approval actions taken on an application.