The Personnel section of the PI, Personnel, & Organizations page lists all individuals who will be participating in the research and indicates their Role, Investigator status, Significant Financial Interests (SFI) status, and Compliance Details. For more information review:
You may edit this information except when the eGC1 has a status of Routing or In OSP. You should update it whenever personnel join or leave a research project. When personnel are added who are considered an investigator (whose Investigator status is Yes), will need to complete a Financial Interests Disclosure System (FIDS) disclosure for the eGC1. There may be other sponsor or UW requirements when adding or changing senior/key personnel after an award is made. Review the award and Award Changes for more information.
If your eGC1 is linked to a budget that is also linked to other eGC1s, any changes made to the PI, Personnel, & Organizations page will be reflected on all of the linked eGC1s.
Note: The Approval Flow may change if you add or delete personnel while the eGC1 is still in the approval process.
Add Personnel
Include all personnel who will be participating in the research, but do not include non-UW personnel who may be collaborators, consultants, or subcontractors. SAGE uses the personnel list to determine which campus units need to approve the eGC1.
Also include an individual’s name if:
Their participation requires approval by their unit
Their unit is committing cost sharing of any portion of their salary
The PI is automatically listed first in the personnel section. To add other personnel to the list:
In the pop-up window, select one or more personnel you wish to delete
Select the Delete button to complete the process and return to the PI, Personnel, & Organizations page
When you remove investigators from an eGC1, their pending SFI disclosures will be deleted. If they had completed a disclosure, then the system will retain the disclosure, but remove the primary eGC1 information. SAGE will not notify the investigators that they have been removed; you may want to let them know.
Personnel Data Descriptions
Name, Employee ID, Email Address
Selected Unit, Primary Position Unit
Role Type
Investigator
Significant Financial Interest (SFI)
Compliance Details
FCOI Training Status
Disclosure Notification Email Dates
Disclosure, Review and FCOI Status
Investigator Disclosure History
MyResearch Training Transcript
Name, Employee ID, Email Address
The Name column displays a person’s Name, Employee ID, and Email Address. If the person has not yet entered an email address in their FIDS Profile at the time they are added, then the message Email Address Unlisted will appear. There is more information about what this affects in the Disclosure Notifications article.
Selected Unit, Primary Position Unit
The Selected Unit is the cost center and name for the person selected. If the individual has multiple positions/appointments listed, this is the code for the particular position chosen. See Personnel Chooser for more information.
The Primary Position Unit is the cost center and name for the unit that is the person’s primary position.
If the unit selected is other than the primary, you may see both organizations represented on the approval flow for the application. Use the View draft approval graph link on this page to see the approval flow.
Role Type
The Role Type for each person added will default to “Key Personnel.” Select the appropriate value from the drop-down:
Co-Investigator
Key Personnel
Fellow
Mentor
Multiple PI
Application PI
Other
You can only add one Application PI. For all other roles, you can add more that one person with the same role.
If either the Application PI or Multiple PI role is selected, SAGE will add the person to the Approval Flow. An exception is if the Multiple PI is a non-UW person. In that case, there are additional steps, as described in the Multiple PIs article.
Note: If you designate someone as an Application PI or Multiple PI who does not have any ASTRA role that grants access to SAGE, a warning message will appear in red following their email address. It reads “no access: ASTRA permissions required.” This information will allow you to request ASTRA roles in advance to avoid delays when routing for approval.
When you add personnel, Investigator is marked Yes by default. For some roles, you may select No if the person is not an Investigator. Select an appropriate value for each person.
For personnel with the role of PI, Co-Investigator, Application PI, or Multiple PI, SAGE automatically sets the Investigator value to Yes. This automatic selection cannot be edited.
Significant Financial Interest (SFI)
The Significant Financial Interest status is based on information provided by the investigator in the Financial Interest Disclosure System (FIDS).
Value
Description
Yes
The investigator has completed the primary disclosure for this eGC1. On the primary disclosure and/or a related disclosure, they have indicated that they have SFI (for sponsors that require UW review) or that they have SFI that pertains to this research.
No
The investigator has completed the primary disclosure for this eGC1. On neither the primary disclosure nor any related disclosure has the investigator indicated that they have any SFI.
Unknown
The investigator has not yet completed their primary disclosure. Their SFI status is unknown until they complete the primary disclosure even if they have completed related disclosures.
Not applicable
The person listed is not an investigator.
Compliance Details
The Compliance Details column displays several pieces of information for all personnel listed.
FCOI Training Status
Disclosure Notifications
Disclosure, Review and FCOI status
Investigator Disclosure History
Any entry in this column displayed in bold font requires action. This may include actions required by the eGC1 preparer, such as sending a disclosure notification, or actions that are required by the investigator, such as needing to take training or complete their disclosure.
Financial Conflict of Interest & Other Support Disclosure Training Status
When the sponsor requires it, you must take the Financial Conflict of Interest (FCOI) training every four years. If the training has been taken, either the expiration date or FCOI training required will display.
You can complete an application for routing, with Ready to Submit marked Yes, even if all of the personnel with Investigator status have not yet taken their training.
FCOI training required
When the sponsor requires it and the investigator has not yet completed the FCOI training, or the FCOI training has expired.
FCOI training complete. Expires on mm/dd/yy
The investigator has taken the FCOI training and the expiration date of their training is listed. FCOI training is valid for 4 years.
FCOI training not required
The person listed is not an investigator, or the eGC1 does not require FCOI training.
Note: For National Institutes of Health (NIH) and NIH flow-through proposals, all senior/key personnel must complete Other Support Disclosures training. Investigators who have completed Financial Conflict of Interest & Other Support Disclosure Training on or after 5:15 PM on October 8, 2025, satisfy this requirement. See the Current and Pending, or Other Support policy for more information.
When you have sent a Disclosure Notification email to the investigator, the message “Disclosure D##### Notification sent mm/dd/yyyy” will display, where D##### is the disclosure number and mm/dd/yyyy is the sent date.
Notification dates for any related disclosures the investigator has, in addition to the primary disclosure, will also be listed.
If this eGC1 reaches FCOI Just-in-Time (JIT) status, the date when the JIT Disclosure Notification email was sent will also display: JIT Disclosure D##### Notification sent mm/dd/yyyy
See the JIT section of the FIDS User Guide for more details about the FCOI JIT process, which generally occurs when the proposal has received a fundable score but has not yet been awarded. Review more information on Post Submission.
Financial Conflict of Interest Disclosure Status
All personnel who are listed as investigators on the eGC1 are required to complete a disclosure for that eGC1.
The Primary Disclosure status always displays first and is in italic font to make it easy to spot. The status for any related disclosures display in order from most recent to oldest.
D#### is the number of the disclosure.
Primary Disclosure Required
The person listed is an investigator, and has been notified by email of their obligation to disclose.
No Disclosure Required
The person is not an investigator, and therefore is not required to disclose.
Primary Disclosure Notification not Sent
The person is an investigator and is required to disclose, but has not yet been notified of the disclosure requirements. If the eGC1 preparer (or anyone with read/write access to the eGC1) clicks on the “Send Disclosure Notifications” button on the PI, Personnel, & Organizations page, the investigator will be notified. The system only sends a notification once to each person. If you complete the eGC1 without sending the notifications, SAGE will automatically send them within a day.
The person is an investigator, and a primary (or related) disclosure has been submitted on the date indicated.
Once an investigator submits a disclosure, its Review Status will also display.
Review Status
The disclosure will be assessed when appropriate for the eGC1, and will be given a status of “Review Required” or “No Review Required” depending on the presence of SFI. For more details about JIT and Disclosure Review Statuses, see the FIDS User Guide.
Waiting for JIT(Just-in-Time)
A newly completed disclosure gets Waiting for JIT status, whether or not it has SFI.
Review Required
This disclosure requires a review because the investigator has indicated that they have SFI and one of the following is true:
The eGC1 has been awarded and/or has an ASR or
The eGC1 is for an After-the-Fact application and is at In OSP or Approved status.
No Review Required
At the time the disclosure status was assessed, the investigator’s disclosure did not have any SFI (for sponsors that require UW review), or did not have any SFI related to this eGC1 (for all other sponsors).
Review Complete
The Institutional Official has completed their review of this disclosure.
Pending Answer
The Institutional Official has indicated that the review is pending additional information from the investigator.
Once the disclosure has been reviewed, its FCOI Status will also display.
FCOI Status
SFI not related
The Institutional Official has determined that the disclosed SFI are not related to the investigator’s institutional activities.
FCOI not found
The disclosed SFI are related to the investigator’s institutional activities, but do not constitute any financial conflict of interest.
FCOI Management plan not yet in place
The disclosed SFI are related to the investigator’s institutional activities, and constitute a financial conflict of interest. A management plan has not yet been put in place.
FCOI Management plan in place
The disclosed SFI are related to the investigator’s institutional activities, and constitute a financial conflict of interest. An FCOI management plan has been completed and is now in place.
Investigator FCOI Disclosure History
Selecting this link opens a pop-up window that displays a list of the investigator’s disclosures submitted in the past year. See the One Year Investigator Disclosure History help page for more details.
Occasionally, there could be a difference in the eGC1 PI and the PI on the sponsor’s application – for example, in the case of career development applications. For more information review the FAQ: When should a PI be designated as an Application PI?
To designate an Application PI, select that role for the person after adding them to the PI, Personnel, & Organizations page. For additional information on research team roles, review the UW Research Personnel page.
If the Application PI is a UW person, SAGE will add the Application PI to the Approval Flow and send an approval required email notification at the appropriate time. If the person selected does not already have an ASTRA role for SAGE, a warning message of “no access: ASTRA permissions required” will display in red once you select the Application PI role. You will need to give them access, so that they can approve the application.
Note: If the Application PI only needs access to SAGE to approve applications, there are two ASTRA roles, Non-PI Eligible Researcher, and Researcher Requiring Faculty Sponsor that could be used.
As part of the approval process, the UW Application PIs are required to certify the PI Assurance Statement which appears in the approval dialog.
The Assurance Statement reads:
I certify that the statements in this eGC1 and the related sponsor application are true, complete and accurate to the best of my knowledge. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. I agree to accept responsibility for the scientific conduct of the project and to provide the required progress reports if a grant is awarded as a result of this application.
The Principal Investigator/Program Director Assurance reads:
I am the PI and I have read and agree with the PI Assurance Statement. I understand that approving this eGC1 electronically is equivalent to my signature.
The following image shows the assurance statement in the approval dialog.
For Grant Runner applications, the person designated as the Application PI will appear as the PD/PI on the SF 424 and Key Person Expanded forms.
Non-UW Application PI Assurance Statement Instructions
If the Application PI is a non-UW person (an affiliate), SAGE will not add them to the approval graph. Since they have a NetID, they could be given access to SAGE and added as an ad hoc approver to the graph. The eGC1 PI is responsible for securing assurance statements for those non-UW Application PIs. The following steps describe the paper process.
This article covers both UW and non-UW Multiple PIs.
UW Multiple PI
You may only use the Multiple PI role when specifically allowed or required by the sponsor instructions. For additional information on research team roles, review the UW Research Personnel page.
When including one or more Multiple PIs:
Identify the UW Contact PI as the “Principal Investigator” on the eGC1
List all multiple PIs on the Personnel page of the eGC1 and choose “Multiple PI” from the drop-down list
SAGE will add the Multiple PI to the Approval Flow and send an “approval required” email notification at the appropriate time. If the person selected does not already have an ASTRA role for SAGE, a warning message of “no access: ASTRA permissions required” will display in red once you select the Multiple PI role. You will need to give them access so that they can approve the application.
Note: If the Multiple PI only needs access to SAGE to approve applications, there are two ASTRA roles, Non-PI Eligible Researcher, and Researcher Requiring Faculty Sponsor that could be used.
As part of the approval process, the UW Multiple PIs are required to certify the PI Assurance Statement. The image below shows the assurance statement in the approval dialog.
The Assurance Statement reads:
I certify that the statements in this eGC1 and the related sponsor application are true, complete and accurate to the best of my knowledge. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. I agree to accept responsibility for the scientific conduct of the project and to provide the required progress reports if a grant is awarded as a result of this application.
The Principal Investigator/Program Director Assurance statement reads:
I am the PI and I have read and agree with the PI Assurance Statement. I understand that approving this eGC1 electronically is equivalent to my signature.
Non-UW Multiple PI
If the Multiple PI is a non-UW person (an affiliate), SAGE will not add them to the approval graph. If they have a NetID, they could be given access to SAGE and added as an ad hoc approver to the graph.
In most cases a non-UW multiple PI will not have a UW NetID. Therefore, the certification will be handled manually following the Non-UW Multiple PI Assurance Statement Instructions described below.
The eGC1 PI is responsible for securing assurance statements for non-UW Multiple PIs.
Non-UW Multiple PI Assurance Statement Instructions
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.
Use this chooser whenever you are looking up a person, across all of the SAGE Suite except for SAGE Budget, Advances, and Awards, which use a type-ahead style search.
Enter an appropriate search value in the text box, select Name or UW NetID/EmployeeID from the drop-down menu, and then select the Search button. You can use the Cancel link, or the X in the upper right corner, to return to the page you were on without completing the search process. Details on all the steps are given below.
The following image shows the personnel chooser dialog.
From the results list, select the title and unit combination that is appropriate for your situation by clicking on the person’s name.
You must enter at least two characters when searching by name. You can enter:
Just a last name (complete or partial), though if it’s a common name, the search may find more people than can be displayed
A last name and at least the first two letters of the first name, such as: diaz, ja
Note: You need to search by “preferred name” not “legal name” to find a person. For example, if the user’s legal name is Judith Smith, but their preferred name is Judy Smith, you will need to search for “Smith, Judy” to get a result.
Search by NetID/EmployeeID
When searching by NetID or EmployeeID, you will only get a result for an exact match to what you enter. For example, if a person’s NetID is “abcd” and you search for just “abc”, you will not find the “abcd” person. Similarly, you must enter the complete EmployeeID to get a result.
Search for Non-UW Employees
If you are searching for a person who is not a UW employee, but has a NetID, you can only find them by using the NetID search. In the results, the value for EID will be “NON-UW PERSON” and the Title will be “N/A.” The department may show N/A or a name, but will not include the organization code.
Search Results
People who have more than one position or academic appointment will appear more than once on the results list.
The results list includes the following information:
Preferred Name
Legal Name
EID – the Employee ID
Title (Academic Appt. Type) – this displays the person’s academic or position title. Their academic appointment type will display in parentheses after the title. Their Primary position will also be indicated. Appointment types are described below.
Unit – name and financial cost center associated with the position. This field will also indicate which line is the primary unit associated with the person’s primary position:
For a paid position, the cost center for the position will display
For a paid academic appointment linked to a paid position, the cost center for the position will display
For an unpaid academic appointment that is not linked to a position, the cost center that displays is derived from the supervisory organization
In the example in the following image, the search was for “wang, rui”. The first three results are the same person, with a title of Professor and an Academic Appointment Type of Primary in one unit, and a second entry with the same title, but an Academic Appointment Type of Joint in a different unit. Most academic appointments are connected to a position, and therefore to a cost center. Which of the two results you choose will affect the approval graph.
The last result is for someone who is an Academic Student Employee (ASE), rather than an academic appointment. The information in parentheses following the Title indicates this.
Academic Appointment Type allows you to distinguish between multiple Appointments for the same person. Note that academics cannot have more than one “Primary” Academic Appointment at a time. The types are defined as follows:
Primary: The person’s primary academic appointment. Every academic should have a primary appointment, so if an academic has only one appointment, that appointment will be primary.
Dual: Used for adjunct appointments, endowment appointments, and other appointments which are secondary and are not administrative or joint, such as someone with two lecturer appointments or two clinical appointments.
Joint: Used for secondary appointments in the Professorial track which meet the definition of a joint appointment outlined in the faculty code.
Administrative: Used for administrative appointments such as chair, dean, chancellor, etc.
Inactive UW NetIDs
If there are individuals in the search results whose UW NetIDs are not yet active, you will not be able to select them from the list. The message “This person cannot be selected until their UW NetID is established.” will appear following their name as an explanation, as shown in the following image.
If there are no matching results for your search, the message “Sorry, no results for your search.” will display.
Where the Personnel Chooser Appears in SAGE
eGC1s
Add or change the PI, or add other research personnel on the PI, Personnel, & Organizations page
Add or change the Contacts, or change the eGC1 Preparer or Budget Preparer, on the Contacts & Assign Access page
Add personnel to the Access list section of the Contacts & Assign Access page
Add personnel to an Advanced Search
For Grant Runner applications, add research personnel to the RR Key Person Expanded form
Approvals
Add a specific person as an ad hoc approver or watcher to the approval flow
Grant Runner can now be used for Fellowship (F) Award opportunities with the inclusion of the PHS Fellowship Supplemental Form.
Import ClinicalTrials.gov Data into Human Subjects & Clinical Trials Form
For studies where a ClinicalTrials.gov record is already present, researchers can now choose to import a subset of that data into the new Human Subjects & Clinical Trials (HSCT) form in Grant Runner. This will save entry time. Users will now see a button next to the ClinicalTrials.Gov Identifier (question 1.5) labeled “Import from ClinicalTrials.gov”. On Import from ClinicalTrials.gov, Grant Runner will verify that the identifier is valid, and if so, will populate the HSCT Full Study with the following ClinicalTrials.gov fields:
Study Title
Conditions or Focus
Eligibility Criteria
Age Limits (minimum, maximum age)
Recruitment Status
Brief Summary
Narrative Study Description
Primary Purpose
Interventions (type, name, description)
Study Phase
Intervention Model
Masking
Allocation
Outcomes and Measures (name, type, timeframe, description)
Any previously entered data on the HSCT Full Study will be overwritten.
After import, the eGC1 preparer is free to edit any of the information as necessary.
ClinicalTrials.gov data is NOT updated directly from SAGE. It is still the PI’s responsibility to maintain accuracy of data on the ClinicalTrials.gov site.
SAGE eGC1
Provide warning when Application PI or Multiple PI does not have an ASTRA role
When adding an Application PI or a Multiple PI on the PI, Personnel, & Organizations page, if the selected personnel does not have an ASTRA role that grants them access to SAGE, you will now receive a warning. This information will allow eGC1 preparers to request ASTRA roles in advance to avoid delays at time of routing and approval.
Fix: Adding the Same Person Twice in Contacts & Assign Access Results in Error
Users were getting confusing validation messages when attempting to add themselves or another person to more than one role on the Contacts & Assign Access page. This validation issue has been resolved.
SAGE General Updates
Data Source Update
SAGE Suite will now use the new version of Person Web Service (PWSv2). PWSv2 is commonly used in the SAGE Personnel Chooser when searching for non-UW people.
In some areas of SAGE, the Personnel Chooser was requiring users to click on “Enter” to search. This issue has been resolved and now you can search by either clicking on or pressing the “Enter” key.
The Common Interdisciplinary Organizational Unit Reviewers section of the PI, Personnel, & Organizations page allows you to select one or more units for your application.
The units are:
Center on Human Development and Disability (CHDD)
Alcohol and Drug Abuse Institute (ADAI)
Washington State Transportation Center (TRAC)
Radiology Services
Primate Center (only on historic applications)
Selecting a unit automatically adds their reviewers to the approval flow.
In addition, if you select ADAI, and/or Radiology Services, the School of Medicine will be added as a Watcher.
For certain types of funding applications, there is a need to list a PI (Principal Investigator) on the sponsor application forms that differs from the PI on the eGC1. This is often the case with NIH Career Development mentored opportunities and Fellowships, when the PI on the sponsor forms does not meet the eligibility requirements necessary to serve as a UW PI.
In order to better identify and accommodate this situation, a new personnel role type has been created on the “PI, Personnel and Organizations” page, called “Application PI”. When the Application PI role is selected, additional contact details for person will display and be editable. This will allow preparers to call out the contact information to be used on the sponsor forms. This is particularly important for NIH applications using Grant Runner.
This new role should only be used when there is a need to designate a different PI on the sponsor forms than on the eGC1.
“Application PI” flow to Grant Runner Forms
When an Application PI role is assigned to a personnel entry, and Grant Runner is being used to complete the sponsor forms, then the Application PI name and contact information will automatically flow through to the SF 424 and Key Person Expanded forms where the Application PI is listed.
“Application PI” and Approvals
When an Application PI is identified in the Personnel section of the eGC1, that individual will automatically be added to the approval graph, directly after the eGC1 PI. As such, they will automatically receive the same approval notification email that the eGC1 PI receives.
When the Application PI initiates their approval, they will be presented with an Assurance Statement, in the same way that the eGC1 PI is. Their approval will also represent that they have read and are providing the appropriate assurance as required by the sponsor.
“Multiple PI” Approval Changes
In order to improve efficiency and ensure compliance with federal rules around provision of assurance statements by Multiple PIs, SAGE will now automatically add personnel with the role type of Multiple PI to the approval graph. As is the case for the eGC1 PI and Application PI, the Multiple PIs will automatically receive approval notification email, and will be presented with an Assurance Statement at time of approval.
Bug Fixes: SAGE Suite
Budget: Cannot add personnel on the day they end one position and start another
You can now add personnel to a budget as they transition from one position to another.
Budget: Refresh Rate updates
Now on the Update Periods modal when you “refresh rate” for a period:
The rate will update for that period and no other periods.
If you have previously set a custom rate, the “custom” checkbox will be cleared.
Now on the F&A tab in a budget, when you “refresh rate” the “custom” check box and any justification text will be cleared for all periods and reset to the base rate.
PI & Personnel: Improved error handling on attempt to enter same person twice
When a user inadvertently attempts to add the PI to the Personnel section of the eGC1 or attempts to add one of the personnel as a PI, the system will now provide a clear message that a person can only be added to the PI, Personnel & Organizations page once.
SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.
Re-enabled Items
We’ve re-enabled the following
Personnel Chooser: Re-enabled the ability to search for group NetIDs
Approvals Tab: Re-enabled the Advanced Search
Subcontract Sub Budgets:Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract
Fixes
eGC1 PDF: The PDF version now displays the complete Compliance Details column as well as the new Additional Organizational Unit Reviewers section
SAGE Budget for Student Aid:The Update Periods window for (08) Student Aid now displays the correct summary amount and no longer displays the unnecessary “Line Setup” button.
Update or Convert Salary: If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary if:
You have access to the budget
The Last Period End Date is in the future
The line was added via “Add Personnel” rather than “Add TBD”
For Salary and Wages lines created or last updated with Workday data, the Line Setup modal will allow you to “Update” the salary if the above criteria are met.
