SPAERC provides several ways for communicating with campus and sponsors:
- You can send auto-generated documents, which are partially-written emails and letters. You fill in the appropriate details and send the email or print out and send the letter. The system captures a copy of the document as an attachment on the item.
- You can send standard email messages as part of a process, such as returning an application you’re reviewing, or notifying campus about processed paper documents.
- The system automatically sends standard email messages based on the characteristics of an item.
When you open and unlock an application, you have control of it. Until you re-lock it, or close it, campus users will not be able to unlock it for editing.
To re-lock and/or close an application
You have three options:
- Click the padlock to lock it, returning it to read-only access
- From the left navigation menu of the open application, click Save & Close this eGC1 to lock and close it
- From the breadcrumb, click Back to Spaerc Tasklist to lock and close it
Any time you lock or close an application, the system saves its data.
Tip: Don’t use your browser controls to close your application window. This won’t release your control of the application. To ensure that others can access an application when they need to, always use SPAERC controls to close and lock the application.
If you prefer, you can view and print a PDF version of the entire application.
- Click Printable eGC1 from the left navigation menu
- Click the Print icon for your browser
When a preparer submits an application into routing for approval, the system automatically associates it with an OSP Group/Team and assigns it to an individual. The assignment depends on the following information provided in the application:
- The organization code receiving funding
- The amount of money requested
- The sponsor
- The application type
- The sponsored program activity type
By default, your Application Tasklist will display applications assigned to you with a status of In OSP. This status indicates that all campus reviewers have completed their approvals are complete. You can personalize the settings of your Application Tasklisk if you want to monitor applications in Routing status.
Note: When the preparer of an application in Withdrawn or Returned status re-completes it, the system re-evaluates the selected group/team and may change it. The assignment remains unchanged, so that the item returns to the person who last worked on it, and who can then re-assign it if needed.
Each application created in SAGE has a status. The status reflects where the application is in the whole grant lifecycle from proposal through to close-out.
An application may have one of the following nine statuses:
- Composing: An application has this status while in development by a Principal Investigator (PI) or a research administrator in SAGE. OSP reviewers cannot see an eGC1 in this status.
- Routing: When a research team completes an application, indicating that it’s ready for review, the application status changes to Routing and it moves into the approval phase. Preparers have the option to “withdraw” the application from routing to make adjustments, and then re-complete it so that it resumes routing.
- In OSP: When all of the business units on campus that need to approve the application have done so, its status changes to In OSP.
- Returned: During the review process, a campus or OSP reviewer may return the application to the research team for changes. When that occurs, the application status changes to Returned.
- Withdrawn: As the application is routing, the research team may need to make changes. They can pull the application out of routing to make it editable. When that occurs, the application status changes to Withdrawn.
- Approved: When OSP has approved an application, and their node on the approval graph is green, the application status changes to Approved. The application will have a pink “Approved” banner on its pages.
- Awarded: If the sponsor awards funding to the proposal, OSP creates a Funding Action and sends it to Grant and Contract Accounting (GCA) for processing. When the system changes the FA to “Sent to GCA,” it also automatically changes the application status from Approved to Awarded.
- Denied by Sponsor: If the sponsor does not fund the proposal, then either the research team or OSP can change its status from Approved to Denied.
- Permanently Withdrawn: If the research team decides not to submit the application to the sponsor, its status should become Permanently Withdrawn. If the application’s status is Withdrawn or Returned, the research team can change it; if its status is In OSP with RTS = Yes or if its status is Approved, then OSP can change the status.
To view status history
If you have any questions about the status of an application, you can check its Status Page for the details.
To reset the status
OSP can use the Reset Status feature to set some statuses to a prior state.