Use this section of the eGC1 Contacts and Assign Access page to look up an Administrative or Pre-Award Budget Contact. Approvers may contact these persons during the review process. OSP and/or GCA staff may contact them following the awarding of funds.
Review the SAGE Budget and eGC1 Shared Access Data page to learn how contact information is displayed on the shared access page of your eGC1 and its connected SAGE Budget.
Note: This page is editable regardless of the eGC1’s status.
Click on either the Look Up Administrative Contact or Look Up Pre-Award Budget Contact button on the Contacts & Assign Access page to open the Personnel Chooser. Search for and select the person.
The information displayed for both contacts is the same.
To select a different contact, click the appropriate Change the (Admin/Budget) Contact? link beneath the contact information to open the personnel chooser.
To remove a contact, click the appropriate Remove the (Admin/Budget) Contact? link beneath the contact information to clear the selection.
When you choose to change or remove yourself as a contact, a warning message will appear. If the change you are making removes your last access to this item, once you confirm the change you will be returned to the tasklist.
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.
Yes. To create a “template” eGC1, start with a newly created eGC1 and fill in just the data values that you commonly use. This might include:
Review the data that is copied, so you’ll know what to add.
Give the eGC1 a title that indicates it’s a template, and then save it, leaving it in Composing status. When you need to create a new eGC1, open the template eGC1 and make a copy of it.
The Approval Graph for an application is based on:
Use the Additional Organizational Unit Reviewers section if this application requires the approval of any additional departments or units (not identified by the above categories) for:
Note: Only add those units not already represented on the approval graph.
You must add at least the Cost Center Receiving Funding on the Details page and the PI before SAGE can generate a draft approval graph. When that is done, you will see a “View draft approval graph” link below and to the right of this section. The graph will update as you add additional reviewers.
Select Look Up Cost Center (or Add another Cost Center) at the bottom left of this section to add the Cost Center Number and Name. You must then select the appropriate Approval Rule Type from the drop-down menu and add Comments.
The following image shows an example of an added organization for a joint appointment.
Use the Delete link to the right of the added department or unit to remove it from the list. The system will prompt you for a confirmation of the deletion.
Access permissions govern what a user may see and do with a specific eGC1 (and connected budget) in SAGE.
The eGC1 Preparer, Principal Investigator (PI), Administrative Contact, and Pre-Award Budget Contact are automatically Owners of the eGC1.
Any owner, any user with Read/Write permission, or any user with the Global Edit ASTRA role for the appropriate Cost Centers may give Read-Only or Read/Write access to other SAGE users.
Different permission types have different access rights:
| Owner | Read/Write | Read-Only | Global Editor | Approver | Watcher | |
|---|---|---|---|---|---|---|
| View Contents | Yes | Yes | Yes | Yes | Yes | Yes |
| Edit Contents | Yes | Yes | No | Yes * | No | No |
| Assign Access | Yes | Yes | No | Yes * | No | No |
| Delete | Yes | No | No | No | No | No |
| Complete | Yes | Yes | No | No | No | No |
| Withdraw / Re-Complete |
Yes | Yes | No | Yes * | No | No |
| Return | No | No | No | No | Yes | No |
| Add Reviewer or Watcher | Yes | Yes | No | ** | Yes | No |
| Add Comment | Yes | Yes | No | ** | Yes | Yes |
* Note: A Global Editor can edit or withdraw an eGC1 only if the editor’s span of control matches the Cost Center of an approving unit. Global Editors access eGC1s from the My Approvals tab. Note that you cannot see eGC1s in Composing status on the My Approvals tab.
** A Global Editor cannot add reviews, watchers, or comments even if they has Read/Write assigned access to the eGC1.
To create an Advance Budget Number Request for an eGC1, you must be an owner or have been assigned access – either Read/Write or Read-Only. For Global Editors, this means you must open the eGC1 from the Approvals tab and assign yourself access (or change one of the contacts, if appropriate). Then you can create an Advance.
You can edit an eGC1, if:
Editing exceptions are:
If you need to make changes to a routing eGC1, you must start by withdrawing it from routing. Before you withdraw your eGC1, you may want to contact approvers to let them know that you plan to do so. A routing eGC1 would have a status of Routing or In OSP.
To withdraw and then re-route the eGC1:
Any approver who already approved your eGC1 is not contacted again. If you make a major change, you may add them back into the approval graph as ad hoc approvers.
Note: If you have marked your eGC1 Yes for Ready to Submit and it is at In OSP status, you must contact OSP to return your eGC1 in order to make changes.
The eGC1’s owners and any users specifically assigned read/write access on the Contacts & Access page can edit an eGC1.
The owners are:
Users with a SAGE ASTRA role of Global Edit with a Cost Center that matches any Cost Center for a reviewer in the approval flow can also edit an eGC1. Note: Global Editors access completed eGC1s from the My Approvals tab. A Global Editor cannot access an eGC1 in Composing status with just the Global Editor role.
The Details page of the eGC1 includes basic information about the proposed research, such as the proposal dates, the Cost Center Receiving Funding, and the sponsor.
The Certify & Route page includes the final compliance questions, a place to add information for the UW reviewers, and the ability to check for any remaining errors. Select Route to Reviewers to send your application to the reviewers. Once routed, you will see a Withdraw button. Use it to withdraw your application for editing. You would then re-route it with the changes.
The sections on the page vary depending on the application’s status and whether the person editing is the PI or not.
The advanced search allows you to enter one or more criteria to find eGC1s. More specific searches will return fewer results.
You may search all eGC1s or limit your search to just the eGC1s that you have authorized access to. The following image shows the advanced search page.
Select Search to display all matching results beneath the search criteria. To open an eGC1 that you have access to, select its number. To open its Approval Graph (for Routing, In OSP, Approved, Awarded), select the Status value.
You can sort the results by any one column by selecting that column’s title. Clicking once will sort the list in descending order; clicking again will reverse the order.
| Search Field | Description |
|---|---|
| eGC1 Number | Enter the entire eGC1 number with or without the preceding “A”. |
| Short Title | Enter any of the words or string of letters contained in the Short Title. You must enter at least 3 characters. |
| Full Application Title | Enter any of the words or string of letters contained in the Full Application Title. You must enter at least 3 characters. |
| PI Name | Enter the last name, last name plus first initial, or last name plus first name. For example Smith; Smith, J; or Smith, John. You must enter at least 2 characters. |
| Personnel | Click the Look Up Personnel link, search for and select the desired person. Results will include any eGC1 that has this person listed on the PI & Personnel page.
Once a person has been selected, a Clear link will appear, which will clear the value for the Personnel, Name, and Role Type fields from the search criteria. |
| Name | This read-only field displays after a person is selected, and displays the name of the person selected. |
| Role Type | This drop-down menu appears after a person is selected. It allows you to look for someone in any research role, or in one specific role. The choices are:
|
| Sponsor Name | Enter any of the words or string of letters contained in the sponsor name. You must enter at least 3 characters. |
| Date Created Greater Than | Enter a date and the results will be restricted to any eGC1 created after that date. For example, enter 6/1/22 and the results will only display those eGC1s created after that date. |
| Date Created Less Than | Enter a date and the results will be restricted to any eGC1 created before that date. For example, enter 6/1/22 and the results will only display those eGC1s created before that date. |
| eGC1 status | Choose one option from the drop down list. Only eGC1s in the selected status will appear on the display list. For status definitions, see the eGC1 Statuses article. (egc1-statuses) |
This field allows you to choose between searching All eGC1s or just the eGC1s to which you have access (My eGC1s only). This can be helpful in finding all of the eGC1s that a particular researcher is associated with, for example.
If you search all eGC1s, the result list will display an icon (red “not” sign) next to those eGC1s you cannot access. If you need access, you can click on the Contacts link in the far right column to see who can provide assistance.
By default, the scope is set to All eGC1s.
The results list will include all eGC1s that match your search criteria. You can click on any column heading to sort the results by that column’s values. Click a second time to reverse the order of the sort. At the far right, above the column headers, the number of Total Results will display. The following image shows a list with one example entry.
The results list displays the following fields:
You can check this box, next to the Search button, prior to executing your search. The results list displayed on the page will then also be exported to an excel file.
This page is where you indicate:
SAGE will pull in Financial Interest Disclosure System (FIDS) data to provide the disclosure and FCOI training status for all personnel who are investigators.
The Additional Organizational Unit Reviewers section allows you to add reviewers for joint academic appointments, TBA personnel units, space and/or resources, and any other reason.
The Common Interdisciplinary Organizational Unit Reviewers section allows you to quickly select a unit and add their reviewers.
Note: You should keep the PI and Personnel list up-to-date throughout the life of the research project.