OSP and GCA can apply and remove holds from an Award Setup Request or a Modification Request.
A hold can be placed for a variety of reasons and applied when the Award Setup Request or the Modification Request is in any of the following statuses:
- OSP Setup
- OSP Assigned
- Returned
- GCA Workday setup
Types of Holds
The following manual holds and compliance checks may be applied to your Award Setup Request or Modification Request:
- General Hold
- Export Control Hold
- IACUC Approval Hold
- IRB Approval Hold
- Campus Input Required
- Sponsor Input Required
- GCA/OSP Coordination Required
Knowing a Hold has been Placed
Once a Hold is applied to your Award Setup Request or Modification Request, near the top of the page, the following text will display in a blue font color (on all pages):
“Holds or compliance checks are in process. View the Comments & History section for more information.”
The following image shows an example of this text:
More detailed information is displayed in the Comments & History section of the Award Setup Request or a Modification Request.
The following image shows an example of an added hold:
The General Information section contains basic information about your Award Setup Request. Any fields that are required are noted.
The sections are:
Award Overview
- Short Title (from eGC1, required)
- Full Title (from eGC1)
- Current Period Start Date (required)
- Current Period End Date (required)
- Sponsor Total for Spending Period
- Estimated Award End Date
- Sponsored Program Activity Type (required, drop-down menu)
- OSA: Professional Development Public Service (UW External)
- OSA: Other Sponsored Activity
- OSA: IPA/JPA/Staff Assignment
- OSA: Equipment
- OSA: Construction
- OSA: Clinical Trial Non Federal Sponsor (including Industry Sponsored)
- OR: Research: Basic
- OR: Research: Applied
- OR: Other Training: Research
- OR: Fellowship: Research Undergraduate
- OR: Fellowship: Research Graduate or Professional
- OR: Development
- OR: Clinical Trial, Federal
- I: Training and Development (UW Internal)
- I: Fellowship: Non Research Undergraduate
- I: Fellowship: Non Research Graduate or Professional
- Clinical Trial Phase (drop-down menu)
- Values: I, II, III, IV, Other, None
- Sponsor Award Issue Date
- Sponsor Award Number
- Non-Monetary Award (toggle)
- Select the toggle to display the Non-Monetary Award Amount field
The following image shows the Award Overview portion of the General Information form section:
- Sponsor (from eGC1, required)
- Instruction text below this field reads: “If you can’t find your Notice of Award sponsor, it may not exist in our system. Request Sponsor Setup in FECDM (Funding Entity Core Data Management).” and links to the FECDM form.
- Sponsor Type (not editable)
- Bill to Sponsor (from eGC1, same as Sponsor, editable)
- Funding originates from a different entity than the sponsor listed above (flow-through). Select the toggle to display the following fields:
- Originating (Prime) Sponsor (required, from eGC1, if toggle enabled)
- Originating (Prime) Sponsor Type (not editable)
- Originating (Prime) Sponsor Award Number
- The sponsor has a deadline for accepting the award.
- Instruction text: “Use only when the sponsor has specified a required date to receive the signed award by to provide funding. Upload the required documentation of the deadline from the sponsor in the Supporting Attachments section.” and links to the attachments section.
- Select the toggle to display the following fields:
- Deadline for Accepting Award Date (required)
- Instructions for where data source can be found in Notice of Award
The following image shows the Sponsor Details portion of the General Information form section:
PI & Department
- Cost Center (required)
- Principal Investigator – display only (from eGC1)
The following image displays the PI & Department portion of the General Information form section:
Select the Next Section button at the bottom, right of the page to navigate within your award.
When the Office of Sponsored Programs (OSP) receives or retrieves a new Notice of Award (NoA) and the PI is not included on the notification, OSP creates the Award Setup Request (ASR). The request has an initial status of OSP Setup.
When OSP finishes the setup and sends the item to SAGE, it changes to Composing status. The contacts on the linked eGC1 application are then automatically notified by email about the newly-created ASR. They are able to edit and complete the request, and then route it.
Individuals on the Access list will see the item on their Awards tasklist. When opened, it displays a “review” version and cannot be edited.
Review the FAQ: What do I do when I receive an Award Setup Request created by OSP? for an overview, details on what data OSP will enter, and what data you will need to enter and review.
SAGE Awards allows campus preparers to create an Award Setup Request (ASR) after receiving a notice of award (NoA) from the sponsor or to complete one that OSP has started.
Note: The system will prevent more than one Award Setup Request from being created for the same eGC1.
Review the FAQ: What do I do when I receive an Award Setup Request created by OSP? for an overview, details on what data OSP will enter, and what data you will need to enter and review.
The Awards component of SAGE (System to Administer Grants Electronically) allows you to complete an online Award Setup Request after receiving a Notice of Award (NoA) from the sponsor or to complete one that OSP has started. To make changes to your existing award, you would create a Modification Request.
The Comments & History section displays entries for events in the award request process. You can also add a comment at any time. The entries display in reverse chronological order, so the most recent one is first.
The following image shows an example of this page for a fully processed award.
The table columns are:
- Action Taken: Event that created the entry; described in a table below
- Timestamp: Date and time of the event
- Name: User whose action triggered the event or who manually added a comment
- Comment: Text of the comment, either system-generated or user-entered
Note: not all actions have comments. For those entries, a dash (-) will appear in the Comment column.
You can manually add a comment by selecting the Add Comment button above the table, as shown in the following image.
A dialog window will display. As you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Select it to save your comment.
You can only delete your own manually added comments. To remove the comment, select the trash can icon to the right of the comment in the table it.
You can also add a comment from anywhere within the Award Setup Request by selecting the “more actions” (3 vertical dots) icon at the far left of the header, and choosing Add Comment.
Event Entries
The system will add an entry for the events described in the following table. The “comment type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.
| History Event |
Event Trigger |
Comment Type |
| Created request |
Clicking “Select” button next to eGC1 |
(none) |
| Submitted for routing |
Clicking “Submit & Route” button on Review & Submit page |
System-generated |
| Resubmitted for routing |
Clicking “Submit & Re-Route” button on Review & Submit page after a return |
User-entered and required |
| Approved |
Clicking “Approve” button on Request Summary page of routing Award Setup Request or Modification Request |
(none) |
| Returned |
Clicking “Return Request” button in return modal of Award Setup or Modification Request |
User-entered and required |
| Withdrawn |
Clicking “Withdraw” button |
(none) |
| Added ad hoc approver |
Clicking “Add ad hoc Approver” button in add approver modal |
User-entered and optional |
| Removed ad hoc approver |
Clicking “Remove Approver” button on the ad hoc approver’s workflow graph node |
User-entered and optional |
| Commented |
Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header |
User-entered and required (to complete process) |
The Approvals section of the Award Setup Request displays the units and individuals that will need to approve it. The section appears for all award statuses and can be used to check the approval progress.
The approval flow reads from top to bottom. Some approver cards may be grouped, and can be approved in any order. When the award has been submitted for routing, and reviewers are approving it, the card statuses and color will update to show the award’s progress. When all of the approvals are done, and GCA has completed their steps, the Processed card will also change to green.
Review Approving Awards for details on the approval flow, and Awards Email Notifications for details on emails sent.
The Access & Roles page displays a read-only list of the individuals who have access to the Award Setup Request or Modification Request and their level of access, as well as other details. Access is shared with the selected eGC1.
The table displays one contact per row. The columns of information include:
- Contact
- Role
- Permissions
- Primary Organization (cost center) – only for Owners
- Email – only for Owners
- Phone – only for Owners
The following image shows this section with some example data.
Access Roles
Individuals with a role that has Owner permissions are listed first in the table, followed by any General Collaborators. The Owner rows display in the following order:
- Award Preparer
- Advance Preparer
- Budget Preparer (if applicable)
- eGC1 Preparer
- Pre-Award Budget Contact
- Administrative Contact
- Principal Investigator
All owner role rows display even if there is no one assigned to that role. General Collaborators will display in the order added.
By default, the person who creates the Award Setup Request or Modification Request becomes the Award Preparer. The exception is when OSP creates the request, the Award Preparer will be empty when the PI or administrator first views it. An Award Preparer will need to be added.
The other owners are populated from the associated eGC1 application and from its connected budget, if applicable. An owner’s primary organization, email, and phone information will display. Anyone with Owner permission can make changes to the request. A new request will not have any default collaborators.
Note: At the time of award, eGC1 owners will have the ability to initiate an Award Setup Requests. Access to the eGC1 and Award Setup Request will then need to be updated on each item independently. So if someone leaves/needs to be removed, the change must be made on both the eGC1 and the ASR.
A person may have more than one Owner role, but cannot be both an Owner and a General Collaborator. If you try to add an existing person in a role that would conflict, their name would appear grayed out in the search results.
Editing the Access List
Note: anyone who is an Owner or who has Can Edit permissions may update the Access & Roles page of an award in any status.
Owners
To replace an existing owner, start typing the new person’s name or NetID in the Contacts column for that role, then select them from the results list. The one exception is that the Principal Investigator cannot be changed or removed.
In addition, a Pre-Award Budget Contact or Administrative Contact can be either demoted to a general collaborator with edit permission or removed from the budget by using the “more options” menu icon to the far right (three vertical blue dots). Any time you choose “remove” from the menu, a confirmation dialog will display.
An Award Preparer, if there is at least one other Award Preparer, can be demoted or removed.
General Collaborators
To add a general collaborator, select Add Contact, then choose “Add general collaborator” from the drop-down menu. A new row will be added to the top of the table. Start typing the person’s name or NetID in the Contact column, then select them from the results list. After adding a person, you can use the Sort by Role link to re-order the list.
Use the drop-down menu in the Permissions column to give either View Only or Can Edit access. The default choice is View Only.
You can change the access permission at any time. Anyone with Can Edit permissions can make changes to the award.
General Collaborators can also be:
- Promoted to be the Pre-Award Budget Contact or Administrative Contact
- If the contact role is empty, the collaborator is moved directly.
- If the contact role is not empty, a confirmation dialog appears to confirm the replacement. The person being replaced is demoted to a general collaborator with edit permission.
- Removed from the budget
Use this read-only section to review the data from the General Information and Supporting Attachments sections for accuracy. You can return to those sections to fix any errors.
Authority & Approval Submission Requirement
The statement in this section affirms your submission information. It reads:
- By submitting this request, you are confirming that you have the authority and approval to submit this modification request on behalf of the PI or the department.
Select Submit & Route to route the request to OSP or GCA for approval.
Use this section of your award to review the Significant Financial Interest (SFI) and Financial Conflict of Interest (FCOI) Training status of the investigators on the associated eGC1 application. The table lists each investigator, their role, SFI disclosure submission status, and FCOI training status. If any investigators are not up-to-date, an alert appears above the table. The green check marks will indicate at a glance if training and disclosures are up-to-date.
SFI Disclosure Requirement
Each investigator must have completed an SFI disclosure in FIDS for the associated eGC1 application whether or not they have any financial interests to disclose. If the investigator submitted that disclosure more than 12 months ago from the current date, and has not created another disclosure of any kind within the past 12 months, the investigator would need to submit an annual update disclosure.
An investigator’s disclosure status is either “Up-to-date” or “Disclosure Required” with a Notify link. Select the Notify link to send a notification that either the primary disclosure or an annual update disclosure is needed. The system determines which disclosure is required and sends the corresponding notification. The award preparer is copied on the notification. You can select the Notify link more than once. The date will refresh automatically. Review the Award SFI & FCOI Notifications for details.
FCOI Training Requirement
If the eGC1 application’s sponsor is one that requires UW review of SFI, the investigator’s FCOI training must also be “up-to-date.” The training expires after four years. If the investigator’s training is not current, their status is “Training Required” with a Notify link. Use the link to send a notification about the training requirement, with instructions. The advance preparer is copied on the notification.
Below the table is a link to the parent eGC1 application’s PI, Personnel, & Organizations page where you can update the list of investigators. If you make changes, the award will automatically update.
The following image shows an example of an investigator who is not up-to-date for neither SFI disclosure nor FCOI training.
