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| Withdrawn |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 Once withdrawn, campus could cancel the request.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. |
This SAGE update introduces to you easier collaboration with the Office of Sponsored Programs (OSP), more subaward status transparency and a refreshed user interface.
Collaboration
If you are a Subaward Preparer, you are able to:
- Withdraw a subaward request with “In OSP” status
- Cancel a subaward request either “In OSP” or “Withdrawn” status.
OSP can return subaward requests that are “In OSP” or “OSP Assigned” status and will include an return comment so you can revise and resubmit.
Transparency
For better transparency, a history of changes and comments now displays on your subaward.
You can track the following types of events and comments from the Subaward Overview and within each Subaward Request:
- Status Changes (includes returns with explanations and related comments)
- Ad hoc OSP comments to you about a subaward
- OSP Assignment changes
- Changes to attachments
- Changes to OSP Assignment Date, Issue Date, and Fully Executed Date
The Subaward Overview page allows you to either view a comprehensive list of events for all related subaward requests, or filter to see only those for a particular request.
Ease of Use
Subawards refreshed design makes it easier for you to find the information that matters most.
Two new sections on the Subaward Overview Page:
- Request In Process – This section helps you quickly identify the current request being worked on. This section includes requests that have not reached Active status (i.e. Composing, In OSP, OSP Assigned, Withdrawn, Returned, or Issued).
- Processed Requests – This section includes any requests your items that have been processed for this subaward (i.e. Active, Expired, or Canceled).
You and OSP now share the same interface, which makes it easier for collaboration on subaward development.
My Subawards Task List
The “Latest Request Status” column helps you easily identify the status of requests that are still in process.
Your subaward requests in either “Returned” or “Withdrawn” status also have an arrow icon next to the status to help you identify those requiring action.
You can view changes to the subaward and its subaward requests in this section.
When viewing the Subaward Overview page, you’ll see an All Event History & Comments section which will show changes for the subaward and its subaward requests.
When viewing a Request Details page, you will see an Event History & Comments section that only shows events related to that specific request.
The section is an accordion which initially displays in collapsed mode. You can expand it by selecting the V-shaped “chevron” at the far right of the section title. Clicking the rotated chevron will collapse the section.
When expanded, you can select Filter to display the filtering options. For the Event Type filter, all of the check boxes are unselected by default, so all types display. To limit the list to just one or more types, select those check boxes.
- Status Change – displays all status changes with their associated comments
- OSP Notes – displays all related OSP Notes; this information displays only in SPAERC
- Comments – displays the comments from OSP, when they returen a request, and from campus, when they resubmit the returned request.
- Assignment Change – displays changes to the OSP Assigned To value
- Contact Change – displays changes to the UW or Subrecipient contacts; only appears in the “All” events section on the Overview page
- Attachment Change – displays added, updated and deleted files
When on the Overview page, you can also select a specific request from the Request ID drop-down menu to limit the events list to changes for just that item.
For each event or comment, the information shown includes
- Event Type, such as Status Change
- Subaward number (SC) or Subaward Request number (SA)
- Person who made the change
- Date and time of the change
- System generated description of the change
- Comments from OSP and campus about a returned and resubmitted request
The new Subawards section in SAGE marks a change in both business process and system usage.
Former State:
- All subaward intake actions managed through Ariba
New State:
- Subaward intake initiates through SAGE, provides OSP the ability to issue agreements at an earlier stage
- Procurement setup & invoicing for subawards continues to initiate through Ariba
An Outgoing Subaward Workflow Diagram is available for your reference.
New in SAGE: Subawards
For this initial release, the following new capabilities and features are available to campus users through SAGE:
- Create a new subaward request and submit to OSP
- Create a new modification request and submit to OSP
- Search/View subaward requests and current status from My Subawards tasklist
- View a detailed summary of all subaward modification history
- Help documentation available through the “?” icons
Important ASTRA Permissions
Users must have the “SAGE Subaward Preparer” role to create new subaward and modification requests. ASTRA: Who Can Authorize me?
Outgoing Subaward Resources
Upcoming Releases
Over the next few months additional releases will provide other functionality, such as:
- returns and resubmit capability
- visibility to OSP comments and hold details
Based on your feedback, enhancements will be prioritized following this initial release.