{"id":65231,"date":"2026-04-17T11:00:51","date_gmt":"2026-04-17T18:00:51","guid":{"rendered":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/"},"modified":"2026-04-17T11:01:41","modified_gmt":"2026-04-17T18:01:41","slug":"advance-approval-process","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/","title":{"rendered":"Advance Approval Process"},"content":{"rendered":"<p>This article describes:<\/p>\n<ul>\n<li>The <a href=\"#appflow\">Approval Flow<\/a><\/li>\n<li>The <a href=\"#sfi\">SFI &amp; FCOI review<\/a><\/li>\n<li>How to <a href=\"#adhoc\">add\/remove an ad hoc reviewer<\/a><\/li>\n<\/ul>\n<h2 id=\"appflow\">Approval Flow<\/h2>\n<p>To approve an advance, log in to SAGE and click on the Approvals tab to view the <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/approvals\/my-approvals-page\/\">My Approvals<\/a> page.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11208 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/MyApprovals.png\" alt=\"My Approvals Columns\" width=\"960\" height=\"242\" \/><\/p>\n<p>Select the advance to review from the list or use the Advanced Search link to find a specific advance.<\/p>\n<p>When you open an advance, the approval flow displays, as shown in the following image.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11209 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/AdvanceApprovalGraph.png\" alt=\"Advance Approval Graph\" width=\"596\" height=\"422\" \/><\/p>\n<p>The Approvals section of the advance displays this approval flow and can be used to check the approval status.<\/p>\n<p>The approval flow reads from top to bottom. Some approver nodes are grouped and can be approved in any order.<\/p>\n<p>The above image shows the approval flow for an advance in Routing status. The first node lists the Advance Preparer(s), two in this case, and indicates the routing date for the advance.\u00a0 The node is green to show its step is complete.<\/p>\n<p>The grouped nodes are for the Principal Investigator, Organization Reviewer, and the Office of Research (SFI Review):<\/p>\n<ul>\n<li>The PI node includes the principal investigator&#8217;s name and status.<\/li>\n<li>The organization reviewer node includes the organization&#8217;s name, ID, and status.<\/li>\n<li>The SFI review status is either Ready for review or Review complete.<\/li>\n<\/ul>\n<p>In the Organization Reviewer node, select the See All Reviewers link to view a list of reviewer names and NetIDs, as shown in the image below.<\/p>\n<p style=\"padding-left: 40px\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11497 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/OrganizationReviewer.png\" alt=\"Organization Reviewer image\" width=\"288\" height=\"303\" \/><\/p>\n<p>Next is the GCA Reviewer node with a status of Not yet ready for review. Last is the Processed node, which will turn green when all other nodes are complete. See the <a href=\"#processed\">example image<\/a> at the end of this article.<\/p>\n<p><strong>Note:<\/strong> if PI delegation is selected, the Principal Investigator node will not display, and the PI delegate chip will be added to the Organization Reviewer node, as shown in this image.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11498 \" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/OrganizationReviewer_PIDelegation.png\" alt=\"Organization Reviewer with PI Delegation\" width=\"315\" height=\"248\" \/><\/p>\n<p>After reviewing the advance, you can approve it or return it for modification by the PI and\/or advance preparer. The following image shows the return and approve buttons.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-8754\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approve_return_buttons.jpg\" alt=\"advance approve and return request buttons\" width=\"337\" height=\"64\" \/><\/p>\n<h3>Approve<\/h3>\n<p>When you select Approve Request, a dialog will display with an optional comments box and assurance text. The text varies depending on whether you are the PI or an organization reviewer. The PI&#8217;s dialog is shown below.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11499 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/ApproveAdvanceBudgetRequest.png\" alt=\"Approve Advance Budget Request Message\" width=\"577\" height=\"655\" \/><\/p>\n<p>Check the box to indicate you have read and agree with the certification text. This will enable the Approve Request button, allowing you to complete the process. You also have the option to Cancel.<\/p>\n<p>Your approval will be added to the <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/advances\/advance-comments-history\/\">Comments &amp; History<\/a> section.<\/p>\n<p>If you are an organization reviewer, you will see similar menus as the PI. The dialog may differ as certain elements like Human Subjects only apply to the PI.<\/p>\n<p><strong>Note: <\/strong>If PI Approval is <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/advances\/advance-review-submit-request-summary\/#delegation\">delegated<\/a> and the research involves Human Subjects or Animals, the organization reviewer will be providing assurance on behalf of the PI that spending will not occur until an approved IRB or protocol is in place.<\/p>\n<h3>Return<\/h3>\n<p>If you select the Return Request button, a dialog displays, as shown below.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-9498\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_return_dialog.jpg\" alt=\"advance approval return dialog\" width=\"434\" height=\"262\" \/><\/p>\n<p>To complete the process, enter the required return reason and select Return Request. The PI and Advance Preparer will be <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/advances\/advance-budget-request-email-notifications\/#route\">notified<\/a>.<\/p>\n<h2 id=\"sfi\">SFI &amp; FCOI Review<\/h2>\n<p>The Office of Research will approve the SFI status and the approvals section will reflect this update.<\/p>\n<p><strong>NOTE:<\/strong> If an investigator\u2019s disclosure status updates from \u201cWaiting for JIT\u201d to \u201cNo Review Required\u201d the investigator\u2019s name will no longer appear on the SFI Review node.<\/p>\n<p>The following describes the possible statuses for the Office of Research approval node, each with an example image.<\/p>\n<p><strong>SFI Review 1:<\/strong> Displays on approvals prior to routing the advance.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-10090\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approvals_sfi_node_1_not_ready.jpg\" alt=\"s f i node prior to routing\" width=\"286\" height=\"218\" \/><\/p>\n<p><strong>SFI Review 2:<\/strong> Displays once advance is routed.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-10089\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approvals_sfi_node_2_wjit.jpg\" alt=\"s f i node after reviews complete\" width=\"286\" height=\"197\" \/><\/p>\n<p><strong>SFI Review 3:<\/strong> Displays after system process runs to update Just-in-Time (JIT) status.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-10088\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approvals_sfi_node_3_req.jpg\" alt=\"s f i node after JIT update\" width=\"285\" height=\"188\" \/><\/p>\n<p><strong>SFI Review 4:<\/strong> Displays after Office of Research reviews disclosures.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-10087\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approvals_sfi_node_4_rev_complete.jpg\" alt=\"s f i node after disclosure review\" width=\"286\" height=\"210\" \/><\/p>\n<p><strong>SFI Review 5:<\/strong> Displays when system process updates all disclosures to \u201cNo Review<br \/>\nRequired\u201d.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-10086\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approvals_sfi_node_5_nrr_complete.jpg\" alt=\"s f i node when no review required\" width=\"286\" height=\"159\" \/><\/p>\n<h2 id=\"adhoc\">Add\/Remove an Ad Hoc Reviewer<\/h2>\n<p>If you can edit the advance, you can add an ad hoc (i.e., for a particular purpose only) reviewer to the approval flow. These manually-added reviewers could be a person that needs to review and approve the advance in addition to the Principal Investigator and Organization Reviewer.<\/p>\n<p>You can add a person by clicking on one of the plus signs (+) that appear on the approval flow. Once you submit the advance, the group nodes will be ready for review, and you will no longer have the option to add someone before the group. Similarly, once the advance is ready for review by GCA, the plus sign before GCA will no longer display.<\/p>\n<p>The following image shows this state of the approval flow.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11504 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/AddRemoveAd-HocReviewer-1.png\" alt=\"Add or Remove an Ad-Hoc Reviewer\" width=\"867\" height=\"564\" \/><\/p>\n<p>When you click on the plus sign, an Add Reviewer dialog will display. Enter a comment for this reviewer, which is required. Then search by name or NetID for the person you want to add. The Add Reviewer button will then be enabled for you to select. The approval flow will update to show the added node, and the reviewer will be notified when their node is ready for review, like the other approvers. The following image shows the Add Reviewer dialog.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-8745\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approvals_add_ad_hoc_dialog.jpg\" alt=\"advance add ad hoc reviewer\" width=\"481\" height=\"391\" \/><\/p>\n<p>To delete the added reviewer, click on the 3-dot menu icon in the node and select \u201cRemove reviewer\u201d. A confirmation dialog will display. The following image shows the Remove Reviewer dialog.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-8743\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approvals_remove_ad_hoc.jpg\" alt=\"advance remove ad hoc reviewer\" width=\"474\" height=\"287\" \/><\/p>\n<h2 id=\"processed\">Processed Approval Flow Example<\/h2>\n<p>The following image shows an example of the approval flow for an advance in processed status.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11509 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/ProcessedApprovalFlowExample.png\" alt=\"Processed Approval Flow Example\" width=\"563\" height=\"606\" \/><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This article describes: The Approval Flow The SFI &amp; FCOI review How to add\/remove an ad hoc reviewer Approval Flow To approve an advance, log in&#8230;<\/p>\n","protected":false},"author":28,"featured_media":63568,"parent":65230,"menu_order":5,"comment_status":"closed","ping_status":"open","template":"templates\/page-builder-no-image.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-65231","page","type-page","status-publish","has-post-thumbnail","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Advance Approval Process - UW Research<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Advance Approval Process - UW Research\" \/>\n<meta property=\"og:description\" content=\"This article describes: The Approval Flow The SFI &amp; FCOI review How to add\/remove an ad hoc reviewer Approval Flow To approve an advance, log in...\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/\" \/>\n<meta property=\"og:site_name\" content=\"UW Research\" \/>\n<meta property=\"article:modified_time\" content=\"2026-04-17T18:01:41+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_routed_sfi.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"794\" \/>\n\t<meta property=\"og:image:height\" content=\"579\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/\",\"url\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/\",\"name\":\"Advance Approval Process - UW Research\",\"isPartOf\":{\"@id\":\"https:\/\/www.washington.edu\/research\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_routed_sfi.jpg\",\"datePublished\":\"2026-04-17T18:00:51+00:00\",\"dateModified\":\"2026-04-17T18:01:41+00:00\",\"breadcrumb\":{\"@id\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/\"]}]},{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#primaryimage\",\"url\":\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_routed_sfi.jpg\",\"contentUrl\":\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_routed_sfi.jpg\",\"width\":794,\"height\":579,\"caption\":\"approval flow for routed advance\"},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/www.washington.edu\/research\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Tools\",\"item\":\"https:\/\/www.washington.edu\/research\/new-tools\/\"},{\"@type\":\"ListItem\",\"position\":3,\"name\":\"SAGE\",\"item\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/\"},{\"@type\":\"ListItem\",\"position\":4,\"name\":\"Approvals\",\"item\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/\"},{\"@type\":\"ListItem\",\"position\":5,\"name\":\"Approving Advances\",\"item\":\"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/\"},{\"@type\":\"ListItem\",\"position\":6,\"name\":\"Advance Approval Process\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.washington.edu\/research\/#website\",\"url\":\"https:\/\/www.washington.edu\/research\/\",\"name\":\"UW Research\",\"description\":\"\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/www.washington.edu\/research\/?s={search_term_string}\"},\"query-input\":{\"@type\":\"PropertyValueSpecification\",\"valueRequired\":true,\"valueName\":\"search_term_string\"}}],\"inLanguage\":\"en-US\"}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"Advance Approval Process - UW Research","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/","og_locale":"en_US","og_type":"article","og_title":"Advance Approval Process - UW Research","og_description":"This article describes: The Approval Flow The SFI &amp; FCOI review How to add\/remove an ad hoc reviewer Approval Flow To approve an advance, log in...","og_url":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/","og_site_name":"UW Research","article_modified_time":"2026-04-17T18:01:41+00:00","og_image":[{"width":794,"height":579,"url":"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_routed_sfi.jpg","type":"image\/jpeg"}],"twitter_card":"summary_large_image","twitter_misc":{"Est. reading time":"5 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"WebPage","@id":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/","url":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/","name":"Advance Approval Process - UW Research","isPartOf":{"@id":"https:\/\/www.washington.edu\/research\/#website"},"primaryImageOfPage":{"@id":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#primaryimage"},"image":{"@id":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#primaryimage"},"thumbnailUrl":"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_routed_sfi.jpg","datePublished":"2026-04-17T18:00:51+00:00","dateModified":"2026-04-17T18:01:41+00:00","breadcrumb":{"@id":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#breadcrumb"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/"]}]},{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#primaryimage","url":"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_routed_sfi.jpg","contentUrl":"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/adv_approval_routed_sfi.jpg","width":794,"height":579,"caption":"approval flow for routed advance"},{"@type":"BreadcrumbList","@id":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/advance-approval-process\/#breadcrumb","itemListElement":[{"@type":"ListItem","position":1,"name":"Home","item":"https:\/\/www.washington.edu\/research\/"},{"@type":"ListItem","position":2,"name":"Tools","item":"https:\/\/www.washington.edu\/research\/new-tools\/"},{"@type":"ListItem","position":3,"name":"SAGE","item":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/"},{"@type":"ListItem","position":4,"name":"Approvals","item":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/"},{"@type":"ListItem","position":5,"name":"Approving Advances","item":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-advances\/"},{"@type":"ListItem","position":6,"name":"Advance Approval Process"}]},{"@type":"WebSite","@id":"https:\/\/www.washington.edu\/research\/#website","url":"https:\/\/www.washington.edu\/research\/","name":"UW Research","description":"","potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/www.washington.edu\/research\/?s={search_term_string}"},"query-input":{"@type":"PropertyValueSpecification","valueRequired":true,"valueName":"search_term_string"}}],"inLanguage":"en-US"}]}},"_links":{"self":[{"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages\/65231","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/users\/28"}],"replies":[{"embeddable":true,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/comments?post=65231"}],"version-history":[{"count":1,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages\/65231\/revisions"}],"predecessor-version":[{"id":65232,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages\/65231\/revisions\/65232"}],"up":[{"embeddable":true,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages\/65230"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/media\/63568"}],"wp:attachment":[{"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/media?parent=65231"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}