Every eCG1 must have a Principal Investigator (PI) listed on the PI, Personnel, & Organizations page. For additional information on who can be a PI, review the UW Research Personnel page.
Note: The person you select to be the PI must have the SAGE ASTRA role of PI. If the person does not, you will see a dialog warning message. The PI must have this role before you can route the application for approval. Each department manages who may be a PI.
In the case of career development applications there could be a difference in the eGC1 PI and the PI on the sponsor’s application. See the article on the Application PI for more details.
To add the PI, select Look Up Principal Investigator and use the Personnel Chooser to search for the PI. You can enter all or part of the person’s name, or search by their UW NetID or Employee ID (EID). Some individuals have more than one appointment. Use the Academic Appointment Type and Unit information to pick the appropriate one for the project.
Once you add a PI, the Change the Principal Investigator? link displays.
Data for the PI comes from the UW Directory and Workday academic appointment or position information.
Name and Employee ID Number
Selected Unit: The unit associated with the academic appointment or position selected when choosing the PI
Title: Based on the academic appointment or position selected
Primary Position Unit: The unit associated with the PI’s primary position
UW box number: The UW box number for the PI’s primary position
Phone, Fax: The PI’s office phone and fax numbers, if available from the directory
Cell Phone, Pager: This information is optional
Email: The PI’s full campus email address from the directory
Note: If the selected PI has opted out from the UW Directory, SAGE will not pull in email address data. In this case, the email address field will be blank and the preparer will need to manually enter the PI’s email address.
If your project has one or more multiple PIs, see the Multiple PIs article on how to designate them.
Use this section to provide information about the use of vertebrate animals in the project to allow reviewers to determine compliance with UW and sponsor requirements. If you have questions regarding the use of Vertebrate Animals, please contact the Office of Animal Welfare.
Note: Hoverboard data will be refreshed each time you view this page.
As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.
Select Start Section to open the section initially, and then Edit Section to add or update existing data.
Animal Use Question
AU-1:
Will the project involve the use of vertebrate animals?
Answer: Yes or No
A table for Animal Use Protocols and an Add Protocol button display if AU-1 = Yes
Note: If AU-1 = Yes, then you must include at least one protocol.
Add Protocol
You can add a protocol in three ways. Start by selecting Add Protocol. By default, the UW Protocol choice displays. Select the appropriate protocol type link from there.
Use this to search Hoverboard and import your data. Start by entering at least 3 digits of your protocol number. The search will return any items that contain the digits you enter. Click in the results list to select the appropriate item. The following image shows a results list after searching for “123”.
When you select a protocol from the results list, the following data displays in the dialog window:
Protocol Number
Protocol Title
Protocol PI
Primate Center Involved – Yes or No
Expiration Date
Select Next to continue the process. The dialog will display the question “Does the protocol require an amendment?” Answer Yes or No.
Select Save to return to the Animal Use section.
Note: If the value for Primate Center Involved is Yes, the Primate Center will be added to the approval flow as an Approver.
The following image show the amendment question in the dialog window, with Yes selected.
External Protocol
Select this choice in the Add Protocol dialog to enter an External Protocol. Select the appropriate institution from the drop-down menu.
The choices are:
Allen Institute
Center for Infectious Disease Research (CIDR)
Fred Hutchinson Cancer Research Center (FHCRC)
Seattle Children’s Research Institute (SCRI)
VA Puget Sound Health Care System (VAPSHCS)
Benaroya Research Institute of Virginia Mason (BRI)
Add a New Institute
The following image shows the initial screen with the drop-down menu expanded.
When you select one of the existing institutions from the menu, its details will display. These fields are
Assurance Number
Institution Country
Institution City
You can find more information about assurance numbers on these NIH web pages:
The following image shows the details for Fred Hutchinson Cancer Center (FHCC).
Select Next to enter your Protocol Number and the Expiration Date.
The following image shows this step, with some example data entered.
Select Save to complete your entry. You can save a partial entry. It must be complete prior to routing your application.
The following image shows the expanded table row from this entry on the compliance summary page.
Add a New Institution
If you select “Add a New Institution” from the External Protocol list, the dialog will display the following fields:
Institution
Assurance Number (optional)
Institution Country
Add the appropriate information for these fields. Note that if you select any country other than the United States of America, you must also enter an Institution City.
The following image shows the first page of the dialog.
Select Next to display the section page of the dialog. Enter the Protocol Number and its Expiration Date.
Select Save to complete your entry. You can save a partial entry. It must be complete prior to routing your application. The added information will display similarly to the existing external institution entries.
New Protocol
If you will be establishing a new protocol, select that option from the initial Add Protocol dialog box. You just need to answer yes or no to the question “Will the Primate Center be involved in the research?”
If you select Yes, the Primate Center will be added to the approval flow as an Approver.
The following image shows the New Protocol dialog with the Primate Center question.
The sponsor is the entity or agency to which you are applying for funding.
Note: To reduce returns, sponsor information should be checked for accuracy prior to routing an eGC1.
Select the Look Up Sponsor button to open the Sponsor Chooser.
Note: For a Grant Runner application, you will have selected the sponsor in the wizard.
Enter text in the search box. SAGE will look for a match within the following fields:
Sponsor or Agency Name
Acronym
Previous Names
Related Names
Parent Name
The results list will display the following data for each match, if available:
Sponsor or Agency Name
Acronym
Previous/Related Names
Parent Name
Sponsor Type
Select the desired Sponsor from the results list. The modal will close and the data for your sponsor will display in your eGC1.
Note: Sponsors populated in SAGE are also required to be maintained in the Funding Entity Core Data Management (FECDM) database. If the sponsor does not exist in the FECDM database with a Funding Entity ID, an alert will appear in the Funding Entity ID field notifying you that an update is required.
If you cannot find your sponsor or the alert “Update Required” displays in the field, select “Request sponsor setup in Funding Entity System” to request that your sponsor be added to the FECDM database. The following is an image of the form that will open:
Fill out the required fields of Entity Name (sponsor name), Your Name, and Your Email. Also provide the sponsor’s website address, as well as any additional information about the sponsor to be included in the database. Select Submit to send this request to a FECDM administrator; the sponsor will be created in the FECDM database and selected in SAGE within 24 hours.
Once you’ve selected the sponsor, the Sponsor name, Funding Entity ID, Sponsor type, and Parent sponsor name (if there is one) display.
The Sponsor address and contact fields are not required, but we strongly recommend that you fill them in, as the values are used in the sponsor cover letter sent by OSP.
For the Address, City, State, Zip, and Country fields, enter the application mailing address of the sponsor as it appears in the sponsor’s application instructions or enter the name and web address (URL) of the sponsor’s electronic proposal submission system (for example, Grants.gov, Research.gov) in the Address field.
For the Contact Name, Contact Phone, and Contact Email fields, enter the information of the person to be contacted with questions or issues (optional).
The following image shows the Originating Sponsor information:
Note: NAA eGC1s should select No to answer “Does the funding originate from a different entity than the sponsor listed above (flow-through)?”
Use this section to provide information about human subject involvement and approvals for the project to help reviewers determine compliance with UW and sponsor requirements. Contact the Human Subjects Division with questions.
Note: Zipline data will be refreshed each time you view this page.
As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.
Select Start Section to open the section initially, and then Edit Section to add or update existing data.
Human Subjects Questions:
HS-1:
Will the project involve interaction with Human Subjects, or identifiable data or specimens from human subjects?
Answer: Yes or No. An answer is required.
HS-1A.
Note: HS-1A displays if HS-1 = Yes
Delayed Onset: Will IRB application submission be delayed until after award because you will (1) identify and develop new protocols that will be supported by the award or (2) complete other research described in the proposal that is necessary before the human subjects research can be fully planned.
Answer: Yes or No
HS-1B:
Note:HS-1B displays if HS-1 = Yes
IRB Approval Pending: Will you need to submit a new IRB application, modify an existing IRB application, or are awaiting approval of a current IRB application for the human subject research in this project?
Answer: Yes or No
A table for IRB Application Details displays if HS-1 = Yes
Note: If HS-1 = Yes, and HS-1A = No (Delayed Onset), and HS-1B = No (IRB Approval Pending), then you must include at least one IRB application. See details below on how to add an IRB Application.
HS-1C:
Note:HS-1C displays if HS-1 = Yes AND Sponsored Program Activity Type (Details page) is “Clinical Trial – Federal Sponsors” or “Clinical Trial – Non-Federal Sponsors”
CRBB Involvement. Will the project involve use of UW Medicine clinical services or clinical space as a site of patient care, or include medical treatment of a patient by a UW Physicians provider?
Answer: Yes or No
UW CTO (UW Medicine Clinical Trials Office) Note: If any of the following statements apply to this proposed work, mark Yes, even if the research involves only usual patient care items or the study budget will not be charged.
Some of the proposed work will be conducted in a UW Medicine clinical setting. See Sites of Practice for a complete list of sites. Studies using Seattle Cancer Care Alliance locations should use the SRAMP access point when submitting to CTO.
The study involves one or more clinical procedures at one of these sites, such as use of a patient examination room, blood draws, imaging, clinical lab tests, administration of a research medication, or procedures.
Payment of physician professional fees for clinical services from a UW-affiliated or Northwest Hospital physician is required, separate from the salaried research personnel effort reflected in the budget.
Contact CTO at uwcto@uw.edu or 206-543-7774 for assistance.
HS-2
Stem Cells. Will this research involve the use and/or creation of human embryonic stem cells?
Answer: Yes or No. An answer is required.
Add IRB Application
Start by selecting Add IRB Application. A dialog box will open where you can choose how you enter your data.
You can use the blue “X” in the upper, right-hand corner to close the dialog and return to the Human Subjects section without saving any data.
The following image shows the initial dialog box.
Enter all or part of the Zipline Application Number in the search box. The system will search for all applications that contain the entered numbers in the application number field. The results list will display below the search box, as shown in the following image.
Click on the appropriate study in the results list to select it. The study data will display in the dialog window, as shown in the following image.
Use the Save button in the lower, right-hand corner to add the study data, and return to the Human Subjects section.
Enter Manually
You have the option to add IRB Application information manually. Select Enter Manually in the dialog, then add the requested information.
Reviewing IRB Name
IRB Application PI
Reviewing IRB Application Number
Approval Date
Expire Date
IRB Application Title
Select Save to return to the Human Subjects section.
Note: All of the fields are required prior to eGC1 completion.
The following image shows the manual entry screen.
IRB Application Details section
Your data will appear as an expandable row of a table in the IRB Application Details section of the page.
The table row shows the follow data fields:
IRB Application Number
Reviewing IRB Name
IRB Application PI
Approval Date
Expiration Date
You can edit or delete it using the pencil or trash icons in the Actions column at the far right of the table row.
Use the chevron to the left of the row to expand the data shown. The additional data displayed includes:
IRB Application Title
Zipline Application Number
Zipline Status
Approved Funding Sources
The following image shows an expanded table entry.
Select the one area that best classifies the research. If unsure, consider reviewing the RRF Committee Members list and their departmental affiliations.
The areas are:
Arts or Humanities
Social or Behavioral Sciences
Physical Sciences
Engineering
Basic Biological or Biomedical Sciences
Clinical Biomedical Science
Application for RRF Scholar? (one quarter teaching release)
Answer Yes or No. If Yes, be sure to document your teaching load in section E of the Description of Research.
Question F1: Will F&A costs be reimbursed at less than a federally negotiated rate for the UW?
The F&A Cost Rate is determined by the location(s) where the research is performed and is charged as a percentage of total Direct Costs. Rates can be found in GIM 13: F&A Rate Table. Guidelines for determining split rates when projects are conducted at two or more locations are found at GIM 13: Activity at Two or More Locations.
Item F1a will display: Attach GIM 13 waiver in the Documents for OSP section of the attachments page, or provide documentation of sponsor F&A policy (e.g. RFP, application documents, or website URL)
Use the text box to enter your documentation, or upload an attachment on the Attached Documents page.
Note: for RRF applications, the answer to this question must be No.
Question F2: Will administrative or clerical support be included in the budget as direct costs? (see GIM 23)
NIH grants do not allow administrative or clerical personnel costs unless they meet the criteria in GIM 23.
If you answer Yes:
Explain how administrative or clerical personnel will be used in the proposed project, following the criteria in GIM 23 Appendix A (Examples of Direct Costs). This must be appropriately justified in the sponsor application, following sponsor guidelines.
Question F3: Does this application commit funds for cost sharing or matching?
Cost Sharing, Matching or Continuation occurs when an application promises to deliver a support or service for which the research grant does not pay.
Cost Sharing may be mandatory (required by sponsor) or voluntary (a contribution of effort or other costs offered by the Principal Investigator which the sponsor does not require as condition of the award). Cost sharing occurs when an application commits allowable expenses (i.e., personnel, tuition, equipment or services) for which the research grant will not pay. You must charge these costs to an alternate source (UW or third party). You need to identify all sources and they must agree (via the eGC1 approval process) to commit the necessary funds. For more information, see the GCA Cost Sharing Overview page or GIM 21: Cost Share on Sponsored Programs.
Matching funds occur when proposal funding is contingent on a unit’s agreement to commit a matching amount of funding ($) to a project. Matching funds may come in the form of a gift or a grant.
Continuation funding takes three forms:
(a) it provides funding from a secondary source for ongoing support of a project after the original funding is depleted
(b) continuation funds may also be granted if the project is unable to be completed by the original time line and the sponsor has agreed to provide supplemental funding to see the project through to completion
(c) continuation funding also occurs when a portion of the original funding commitment is continued and the remaining budget must be found in grant money.
If you answer Yes:
Identify whether you are including cost sharing, matching or program continuation.
Provide a brief explanation in the text box and attach the completed Addendum form on the Attached Documents page. (On the Addendum, complete all fields including faculty effort, budget number and third party contribution.)
Indicate the cost sharing amounts and sources in the Personnel section of the eGC1’s Cost Sharing page.
You can enter any other necessary Object Codes not listed in the eGC1 Budget section above or break out items by specific Object/Sub-Object Codes where desired. Common examples include office rent (03-80), in-patient care costs (03-27) and tuition and fees (03-19).
Enter the proper FAS Object Code or Sub-Object Code and description (see the financial system object codes list for options), and the appropriate amounts for the 1st Period and Total columns. Select Add Object Code to save the entry and add another row.
Use Delete on the far right to remove a row.
Do not list amounts in this section if you have already included them in any of the totals in the eGC1 Budget section above.
You will need to list separately each institution subcontracting with the UW in this section. The object code for subcontracts is 03-62. This is displayed automatically by SAGE. (Do not include subcontract amounts in the 03 totals of the eGC1 Budget section above.)
Names must be unique; if listing more than one subcontract with the same institution, differentiate them (e.g., “UCLA 1”, “UCLA 2”). Calculate and enter the appropriate amounts for each subcontract.
Use the Add Subcontract link to save the current entry and add another row.
Use the Delete link to remove a row.
SAGE calculates and displays the Subcontracts Subtotal amounts based on the entries in the Subcontracts table. You will also see the subtotal of all subcontracts for the first budget period and the total for all budget periods.
You can enter your budget figures on the eGC1 Budget page or connect a budget created in SAGE Budget. The advantages of building a budget in SAGE Budget and then connecting it to your eGC1 are that you can easily access current salary information and F&A rates, track different versions of your budget, and reduce duplicate data entry from SAGE Budget. See Connect Budget for more details.
If you choose to enter your budget information manually into the eGC1 Budget page, be sure to do the following:
Specify the appropriate UW Financial Accounting System (FAS) Object Code for each of your expenditures. The UW object codes may be different from the sponsor’s budget categories, so a conversion between the categories may be necessary. See the financial system Object Codes for more details.
Include each budget item only once to ensure that SAGE does not count them twice in those totals which are automatically calculated.
Enter the direct costs for the first budget period (e.g., year 1) and the direct costs for the total of all budget periods. For single-year budgets, entering data in the “1st Period” column is optional.
Names must be unique; if listing more than one subcontract with the same institution, differentiate them (e.g., “UCLA 1”, “UCLA 2”). Calculate and enter the appropriate amounts for each subcontract.