Each Admin Action has a status that can change based on manual action by the user. The status reflects where the action is in the whole grant lifecycle.
An Admin Action may have one of the following statuses:
- In OSP: The default status of a newly created action. OSP staff can edit actions with this status.
- Approved: When you click the Approve link in the left navigation, the status of an action changes from In OSP to Approved. OSP staff can still unlock and edit an action with this status.
- In GCA: PAC only – When you click the Send to GCA link in the left navigation, the status of a PAC changes from In OSP to In GCA. A PAC must have an Approved status, and not be on Hold, before you can send it to GCA. OSP staff cannot edit a PAC with this status.
- Returned By GCA: PAC only – This status indicates GCA sent the PAC back to OSP to add or correct information. OSP staff can unlock and edit a PAC with this status. When GCA returns a PAC, the system assigns it to the Prepared By person (or to the Failover Team if the person is no longer OSP staff). NOTE: You can personalized your tasklist to help identify these returned transactions.
- Re-Sent By OSP: PAC only – A PAC that was Returned By GCA status and OSP re-sent to GCA. OSP cannot edit a PAC with this status.
- Duplicate: An action has this status when you click the Mark as Duplication link. You must enter the number of the existing action that this one duplicates to assign this status.
- Denied: An action has this status when you click the Deny link in the left navigation.
- Processed: PAC only – A PAC has this status after GCA has fully processed the PAC and notified campus. OSP cannot edit a PAC with this status.
To view status history
If you have any questions about the status of an admin action, you can check its Status Page for the details.
You can review the status history of any application, funding action, or admin action by clicking on the Status tab.
This is the Status page from an application.
The Status History includes the date and time the status changed, the resulting status, the person whose actions changed the status, and either a system-generated comment or any notes entered by the person at the time.
To understand the different statuses an item may have, see the appropriate section.
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. |