Tag Archives: Application

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  • Withdrawn: As the application is routing, the research team may need to make changes.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 When that occurs, the application status changes to Withdrawn.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  • Permanently Withdrawn: If the research team decides not to submit the application to the sponsor, its status should become Permanently Withdrawn.  If the application’s status is Withdrawn or Returned, the research team can change it; if its status is In OSP with RTS = Yes or if its status is Approved, then OSP can change the status.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.

This article covers

Document Options

You can attach many types of documents to an application, including the documents to be submitted to the sponsor, internal documents for OSP to review, and administrative and award documents. You can view all of these documents from the Attachments & Routing Questions page.

The following table outlines the document options on the Attachments & Routing Questions page of the application.

These are uploaded by OSP staff to the related Funding Actions and/or Administrative Actions, and are only displayed here for convenience. SAGE users can also view these attachments.

Section Document Types Who Uploads
Documents to be Submitted to Sponsor Any files to be submitted to the sponsor, in the requested format. Application preparers
Internal Documents for OSP Any files requested or required by OSP or other unit reviewers for the internal review process, but which will not be submitted to the sponsor. Example: Cost Share Addendum. Application preparers
Internal Documents for Dept/School/ College Attachments that only your division, department or school/college need to review. Application preparers
Documents Uploaded by OSP Documents in support of or in reference to this application. OSP staff
Related Documents Administrative and award documents, which may include partially- and fully-executed award documents, signed concurrence letters, and notifications by sponsor.

While different rules apply to each section of the Attachments & Routing Questions page, the basic functionality for viewing, attaching, and updating documents is the same. Documents that you attach would typically be placed in the Documents Uploaded by OSP section of that page.

Note: Anyone with access to the application can view any of the attached documents, regardless of which section they’re in.

When you create an Auto-Generated Document for the application, the system will automatically attach it in the Documents Uploaded by OSP section.

Attaching a Document

  1. On the left navigation menu, click Attachments & Routing Questions
  2. Click the Lock icon to unlock the application.

The following image shows the attachments part of the Attachments & Routing Questions page.

application add attachments section

The Documents Uploaded by OSP section displays the comment “No attachments have been associated” and the Add Attachment link.

  1. Click Add Attachment to display the Upload Attachments dialog box, as shown in the image below.

spaerc application upload attachments

  1. Enter a description for the attachment, and then click Browse to locate the file you want to attach.
  2. Click the file name to select it and click Open, or double-click the file name.
  3. Click Upload to complete the process.

Updating an attached document

Click Update to the right of the attached document you want to update. In the Upload Attachment dialog box, enter a description, browse to find the new version, and upload it. The most recent version will display in the list of attachments.

Note: You can view previous versions of a document, but you can only update the most recent version.

application update attachments

Viewing an attached document

From the open application, click Attachments & Routing Questions, and then scroll to the document you want to review. The description, file name, version number, and date and time attached display for each file you uploaded.

Select the Description for the document you want to view. If you have uploaded multiple versions of the document, click the “+” button to access previous versions of the document.

Deleting an attached document

You can only delete attachments that are in the Documents Uploaded by OSP section of the page. When you unlock the application, a Delete link will display.

application attachment delete link

You can view, add, update, or delete documents associated with an item. You will use a slightly different process for uploading and attaching documents to Applications compared to Funding Actions and Admin Actions.

The following sections describe the types of documents you might find in the system, how to open them, and how to add documents to Applications, Funding Actions and Administrative Actions, and Subcontracts in SPAERC.

Application’s Admin Actions Tab

Issue: When you click the Admin Action tab to see a list of Admin Actions related to an Application, the PI’s Name does not display on the list of those related Admin Actions.

Workaround: Open the  Admin Action to see the PI’s Name.

When a principal investigator (PI) at the University of Washington (UW) decides to solicit funding for a project from a sponsor, they identify an appropriate funding opportunity. Then, often with the assistance of a research administrator, the PI puts together a proposal according to the sponsor’s instructions. From the proposal information, the PI and/or research administrator create an online application—called an “eGC1”—in SAGE (System to Administer Grants Electronically). The application provides the means to route the proposal information around campus and to the Office of Sponsored Programs (OSP) for approval before the research team or OSP submits the proposal to the sponsor. eGC1 stands for electronic Grant and Contract form 1.

Applications are sometimes also referred to as eGC1s, but the terms are not synonymous. The eGC1 is used internally for

  • routing proposals for approval
  • documenting approval by units when supplemental funds arrive in OSP
  • documenting an After-the-Fact (ATF) condition, when a department has already received an award and the system has no previous eGC1 on record for the funding

The application includes the proposal components for submission to the sponsor. It also includes:

  • Information about the PI and any other research personnel
  • The funding agency (sponsor) and its submission deadline
  • The proposed dates and type of funding
  • A brief description of the project (abstract)
  • The budget and any cost sharing information
  • The attached proposal documents that will be submitted to the sponsor
  • Attachments of any other relevant documents needed by reviewers.

The Office of Sponsored Programs is responsible for reviewing all the materials in an application to ensure that the proposal is in compliance with UW requirements, federal and state regulations, is responsive to the particular Sponsor requirements, and is ready for submission to the Sponsor.

To access detailed information for any sections within an application, use the help links. The application help pages are part of the SAGE User Guide for campus users.