{"id":65596,"date":"2026-04-17T11:00:18","date_gmt":"2026-04-17T18:00:18","guid":{"rendered":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/sage-overview\/common-sage-look-up-tools\/personnel-chooser\/"},"modified":"2026-04-17T11:01:17","modified_gmt":"2026-04-17T18:01:17","slug":"personnel-chooser","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/sage-overview\/common-sage-look-up-tools\/personnel-chooser\/","title":{"rendered":"Personnel Chooser"},"content":{"rendered":"<p>Use this chooser whenever you are looking up a person, across all of the SAGE Suite except for <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/sage-budget\/\">SAGE Budget<\/a>, <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/advances\/\">Advances<\/a>, and <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/awards\/\">Awards<\/a>, which use a type-ahead style search.<\/p>\n<p>Enter an appropriate search value in the text box, select Name or UW NetID\/EmployeeID from the drop-down menu, and then select the <strong>Search<\/strong> button. You can use the <strong>Cancel<\/strong> link, or the <strong>X<\/strong> in the upper right corner, to return to the page you were on without completing the search process. Details on all the steps are given below.<\/p>\n<p>The following image shows the personnel chooser dialog.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-9029\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/chooser_personnel.jpg\" alt=\"personnel chooser dialog\" width=\"666\" height=\"347\" \/><\/p>\n<p>From the results list, select the title and unit combination that is appropriate for your situation by clicking on the person\u2019s name.<\/p>\n<p>This page covers the following:<\/p>\n<ul>\n<li><a href=\"#name\">Search by Name<\/a><\/li>\n<li><a href=\"#netid\">Search by UW NetID or Employee ID<\/a><\/li>\n<li><a href=\"#non-uw\">Search for Non-UW Employees<\/a><\/li>\n<li><a href=\"#results\">Search Results<\/a><\/li>\n<li><a href=\"#inactive\">Inactive UW NetIDs<\/a><\/li>\n<li><a href=\"#where\">Where the Personnel Chooser Appears in SAGE<\/a><\/li>\n<\/ul>\n<h2 id=\"name\">Search by Name<\/h2>\n<p>You must enter at least two characters when searching by name. You can enter:<\/p>\n<ul>\n<li>Just a last name (complete or partial), though if it&#8217;s a common name, the search may find more people than can be displayed<\/li>\n<li>A last name and at least the first two letters of the first name, such as:\u00a0 diaz, ja<\/li>\n<\/ul>\n<p><strong>Note:<\/strong> You need to search by &#8220;preferred name&#8221; not &#8220;legal name&#8221; to find a person. For example, if the user&#8217;s legal name is Judith Smith, but their preferred name is Judy Smith, you will need to search for &#8220;Smith, Judy&#8221; to get a result.<\/p>\n<h2 id=\"netid\">Search by NetID\/EmployeeID<\/h2>\n<p>When searching by NetID or EmployeeID, you will only get a result for an exact match to what you enter.\u00a0 For example, if a person&#8217;s NetID is &#8220;abcd&#8221; and you search for just &#8220;abc&#8221;, you will not find the &#8220;abcd&#8221; person.\u00a0 Similarly, you must enter the complete EmployeeID to get a result.<\/p>\n<h2 id=\"non-uw\">Search for Non-UW Employees<\/h2>\n<p>If you are searching for a person who is not a UW employee, but has a NetID, you can only find them by using the NetID search. In the results, the value for EID will be &#8220;NON-UW PERSON&#8221; and the Title will be &#8220;N\/A.&#8221; The department may show N\/A or a name, but will not include the organization code.<\/p>\n<h2 id=\"results\">Search Results<\/h2>\n<p>People who have more than one position or academic appointment will appear more than once on the results list.<\/p>\n<p>The results list includes the following information:<\/p>\n<ul>\n<li>Preferred Name<\/li>\n<li>Legal Name<\/li>\n<li>EID &#8211; the Employee ID<\/li>\n<li>Title (Academic Appt. Type) &#8211; this displays the person&#8217;s academic or position title. Their academic appointment type will display in parentheses after the title. Their Primary position will also be indicated. Appointment types are described below.<\/li>\n<li>Unit &#8211; name and financial cost center associated with the position. This field will also indicate which line is the primary unit associated with the person&#8217;s primary position:\n<ul>\n<li>For a paid position, the cost center for the position will display<\/li>\n<li>For a paid academic appointment linked to a paid position, the cost center for the position will display<\/li>\n<li>For an unpaid academic appointment that is not linked to a position, the cost center that displays is derived from the supervisory organization<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>In the example in the following image, the search was for &#8220;wang, rui&#8221;. The first three results are the same person, with a title of Professor and an Academic Appointment Type of Primary in one unit, and a second entry with the same title, but an Academic Appointment Type of Joint in a different unit. Most academic appointments are connected to a position, and therefore to a cost center. Which of the two results you choose will affect the approval graph.<\/p>\n<p>The last result is for someone who is an Academic Student Employee (ASE), rather than an academic appointment. The information in parentheses following the Title indicates this.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-9031\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/chooser_personnel_results_list.jpg\" alt=\"example results for the personnel chooser\" width=\"758\" height=\"336\" \/><br \/>\n<strong>Academic Appointment Type<\/strong> allows you to distinguish between multiple Appointments for the same person. Note that academics cannot have more than one &#8220;Primary&#8221; Academic Appointment at a time. The types are defined as follows:<\/p>\n<ul>\n<li><strong>Primary:<\/strong> The person\u2019s primary academic appointment. Every academic should have a primary appointment, so if an academic has only one appointment, that appointment will be primary.<\/li>\n<li><strong>Dual:<\/strong> Used for adjunct appointments, endowment appointments, and other appointments which are secondary and are not administrative or joint, such as someone with two lecturer appointments or two clinical appointments.<\/li>\n<li><strong>Joint:<\/strong> Used for secondary appointments in the Professorial track which meet the definition of a joint appointment outlined in the faculty code.<\/li>\n<li><strong>Administrative:<\/strong> Used for administrative appointments such as chair, dean, chancellor, etc.<\/li>\n<\/ul>\n<h2 id=\"inactive\">Inactive UW NetIDs<\/h2>\n<p>If there are individuals in the search results whose UW NetIDs are not yet active, you will not be able to select them from the list. The message &#8220;This person cannot be selected until their UW NetID is established.&#8221; will appear following their name as an explanation, as shown in the following image.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-3593\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/sage_personnel_lookup_no_netid.jpg\" alt=\"example of no net I D message in search results\" width=\"351\" height=\"58\" \/><\/p>\n<p>If there are no matching results for your search, the message &#8220;Sorry, no results for your search.&#8221; will display.<\/p>\n<h2 id=\"where\">Where the Personnel Chooser Appears in SAGE<\/h2>\n<ul>\n<li>eGC1s\n<ul>\n<li>Add or change the PI, or add other research personnel on the PI, Personnel, &amp; Organizations page<\/li>\n<li>Add or change the Contacts, or change the eGC1 Preparer or Budget Preparer, on the Contacts &amp; Assign Access page<\/li>\n<li>Add personnel to the Access list section of the Contacts &amp; Assign Access page<\/li>\n<li>Add personnel to an Advanced Search<\/li>\n<li>For Grant Runner applications, add research personnel to the RR Key Person Expanded form<\/li>\n<\/ul>\n<\/li>\n<li>Approvals\n<ul>\n<li>Add a specific person as an ad hoc approver or watcher to the approval flow<\/li>\n<\/ul>\n<\/li>\n<li>Subawards\n<ul>\n<li>Add or change the UW PI and Contacts<\/li>\n<li>Add personnel to the Manage Access page<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Use this chooser whenever you are looking up a person, across all of the SAGE Suite except for SAGE Budget, Advances, and Awards, which use a&#8230;<\/p>\n","protected":false},"author":28,"featured_media":64511,"parent":65591,"menu_order":1,"comment_status":"closed","ping_status":"open","template":"templates\/page-builder-no-image.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-65596","page","type-page","status-publish","has-post-thumbnail","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - 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