After you submit an application to the NIH which uses an Adobe form set, you can have the system automatically update the submission status information. This information displays in both SPAERC and SAGE.
To request the status updates, your application must
- have a status of In OSP
- have a post-submission Grants.gov tracking number
To start the process:
- Open and unlock the application
- Click on the Status tab
- Enter the complete tracking number (GRANT plus all digits) in the text box.
- Click the “Receive Adobe Status Updates” button to start the process.
Information about the submission status will display on the application’s Status page and the History & Comments page.
Status updates will begin to flow through to SPAERC within 10 minutes. SPAERC users can edit the Grants.Gov tracking ID while the application is still in “In OSP” status. Once you approve the application, you can no longer edit the tracking ID. If you need to change the tracking ID of an approved application, contact the SAGE Help Desk.
Receiving the status updates will also cause the Adobe Submission icon to appear on the tasklist for the application.
You can change the status of a subaward from the Overview page. Once you have unlocked the page, an SC Status Change button will appear in the upper-right of the page.
Clicking the button will open the Change Status dialog. In the status drop-down menu, all possible subaward statues display. However, you can only select the allowed ones.
The OSP Note is optional. If you enter a note, it will appear in the All Event History & Comments section of the overview page.
Valid Subaward Status Changes
| From Status |
To Status |
| In OSP, OSP Assigned, or Issued |
Canceled, if there are no subaward requests in Active or Expired status |
| Canceled |
In OSP, OSP Assigned, or Issued |
| Expired |
Active or Closed Out |
| Closed Out |
Active or Expired |
Subaward Statuses
When campus creates a new subaward, the Subaward and Subaward Request statuses will be the same from Composing through Active as you review and process the request. Once the subaward reaches Active status, the status of subsequent modification requests will be independent of the overall subaward’s status.
The system will automatically change the subaward’s status to Expired when the End Date is in the past. If a new modification is approved, the subaward status will be changed to Active once again.
OSP can change a subaward’s status as follows:
| From |
To |
Effect on Requests |
| In OSP, OSP Assigned, or Issued |
Canceled, if there are no requests in Active or Expired status |
If there is only a New request with a matching status, then the request will be Canceled. |
| Expired |
Active |
No change to requests |
| Expired |
Closed Out |
No change to requests |
| Close Out |
Active or Expired |
No change to requests |
| Canceled |
In OSP, OSP Assigned, or Issued |
No change to requests |
Subaward Request Statuses
A Subaward Request will have one of the following statuses.
| Status |
Description |
| Composing |
Campus created an initial request or modification request, but hasn’t yet submitted it to OSP. Campus can delete a requests in Composing status. |
| In OSP |
Campus has submitted the request to OSP for review; the system assigns the request to Subaward Intake initially. Campus can cancel or withdraw a request in this status. OSP can return the request. |
| Withdrawn |
Campus pulled the request back for changes. Campus can only withdraw requests in status In OSP. Once withdrawn, campus could cancel the request. |
| Returned |
OSP had returned the request to campus for changes. You can return a request in either In OSP or OSP Assigned status. Once returned, campus could cancel the request.
The system sends an email notification about the returned request to the Subaward Preparer. |
| OSP Assigned |
OSP has assigned a staff member to review the request. |
| Issued |
OSP has issued the agreement to the Subrecipient. |
| Canceled |
Either campus or OPS decided not to continue processing the request. You may cancel a New or Modification subaward request that is in a status of Returned, Withdrawn, or In OSP.
If the subaward has only a New request, then the system will also change the subaward’s status to Canceled. |
| Active |
This indicates a fully-executed request. |
| Expired |
The system will automatically change a Subaward request’s status to Expired once its end date is in the past. |
| Closed Out (Subaward only) |
The subrecipient has completed the Subaward and OSP has changed the status to reflect that. The status for the subaward’s requests will remain unchanged when OSP changes the subaward to Closed Out. |
You can reset the status of an Approved or Denied by Sponsor application, and some Permanently Withdrawn applications.
Note: To have an Awarded application reset to Approved, contact the ORIS Support Desk.
When you open an application that you can reset, you will see a Reset Status link on the left navigation menu below Email Notifications.
Select this link to open the Reset Status pop-up window.
In the Reset Status section, the current or “From” status of the application displays. You will need to select the “To” status from the drop-down menu. The system will only display allowed choice(s), as listed below.
| From |
To |
Notes |
| Approved |
In OSP |
|
| Denied by Sponsor |
Approved |
|
| Permanently Withdrawn |
In OSP |
Only if the application reached this status |
| Permanently Withdrawn |
Approved |
Only if the application reached this status |
Note: You cannot reset applications that were Permanently Withdrawn by their research team using SAGE. These would be applications that were withdrawn or returned before reaching In OSP status.
Application Details Section
This section will list a few identifying pieces of information:
- eGC1 Number
- Short Title
- PI Name
- Org Code Receiving Funding
- Sponsor Name
OSP Notes
You must enter some text in the OSP Notes field. Use it to explain why you are making this change of status. You also have the option to reassign the item when resetting its status.
The system will display an entry under OSP Notes and History & Comments indicating who made the status change, when it was made, and showing the entered notes. Any assignment change will also appear on the OSP Notes page.
Reset Status
Click this button to complete the process of changing the eGC1’s status.
Cancel
Click this link to cancel the status change and return to your eGC1.
New Features
Allow deletion of subcontract actions beyond most recent
OSP can now delete any Subcontract Action, not just the most recent, as long as the Subcontract Action is in “Pending” status.
Provide OSP staff with ability to alter eGC1 status
All OSP staff now have the ability to reset eGC1s that had been accidentally set to “Approved”, “Denied by Sponsor”, or “Permanently Withdrawn” back to active statuses. Approved eGC1s can be reset to “In OSP” status, and “Denied” can be reset to “Approved”. If an eGC1 reached “In OSP” or “Approved” status prior to being “Permanently Withdrawn”, then OSP can reset it back to either of those statuses. eGC1s that are “Permanently Withdrawn” while in “Routing” status cannot be reset to an active status, but can still be copied.