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If you don't find the information you are looking for, contact a SAGE Peer Mentor or see the ORIS website.
Using SAGE eApproval |
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SAGE (System to Administer Grants Electronically) supports electronic Research Administration (eRA) at the University of Washington for use by faculty, administrators and staff. A common database is shared with SPÆRC - the OSP internal web system.
SAGE currently allows users to create and route eGC1 forms for campus and UW approvals. The system supports electronic (e)approval of eGC1, file upload of sponsor documents & internal UW documents, enhanced reports via OSP. In the future it will support electronic submission of grants to sponsors (system-to-system), budget-builder tool and automate the award process. For more information, visit the ORIS website.
The Electronic GC1 (eGC1) is the internal compliance form that is attached to all grants and contracts for routing and approval on campus before going to the Office of Sponsored Programs (OSP). Only authorized users can access an eGC1.
The online approval of grants and contracts at the UW. eApproval replaces the signature page of the eGC1 and File Upload eliminates the need to provide paper copies of the research documents to all reviewers on campus. Data in the eGC1 and the approval rules for the units involved in the application generate the approval chart.
Is there a class I can take to learn about SAGE and practice creating eGC1s?
SAGE classes are always available. For class schedules and registration, visit the training page. Onsite training is available for groups of 3 - 10 participants. Email ORIStraining@u.washington.edu, or call 206-616-9096 to arrange an onsite class.
Ask your department or dean’s administrator to give you access. To find this information, start by looking up the PI in the UW Faculty/Staff Directory to find the "department" to which they belong. Then look up the department in the UW Office Directory to identify the name of the administrator. Finally, go back to the Faculty/Staff Directory and look up the administrator's contact information (email and phone).
If they've never logged in to SAGE, the authorization information is available immediately. If they have already logged into SAGE with a different role then it will take 45 minutes.
First, ask the proper UW department or dean's administrator to sponsor you for a UWNetId and UW email account. See the UWNetID page for more information. The UW email account will be used for email notification during the eApproval of grant or contract applications in SAGE. Use email forwarding to send all messages to your local email account (e.g., xxx@VA.gov or xxx@fhcrc.org). Second, ask this administrator to give you access to SAGE by entering your UWNetID into ASTRA.
Authorization is the granting of official permission to work with specific grant applications, resources, and services. Authorization information will be used to access the eGC1 and determine who can approve applications during electronic routing and approval.
Dean's level and department level administrators determine who has access to the system and who is able to approve applications for their unit.
The combination of authentication, authorization, roles and access restriction define what operations an individual can perform. Authorization information will be used to access the eGC1 and determine who can approve applications during electronic routing and approval.
No. You only need your UWNetID and password. Your administrator will need to enter you into ASTRA, the authorization system used by SAGE.
Access to Systems, Tools, Resources and Applications (ASTRA) is a C&C system.
See SAGE Roles
SAGE classes are always available. For class schedules and registration, visit the training page. Onsite training is available for groups of 3 - 10 participants. Email ORIStraining@u.washington.edu, or call 206-616-9096 to arrange an onsite class.
The SAGE Training server can be used to practice entering eGC1 forms, but should never be used to enter real eGC1s you want to route and approve.
If you click on "Use SAGE (eGC1) Training Server" link on the SAGE Welcome page and receive a "page cannot be displayed" error instead of going to the UW Net Id Login page, then your problem is most likely a local firewall. Please contact your computer support staff and explain that the URL for our training server specifies a particular port, "8109". If they have a logical firewall installed it will need to be configured to allow this port to be used. The URL is https://ucstrain.admin.washington.edu:8109/sagenet/
Use the SAGE Training Server. Follow this simple recipe:
1. Go to the SAGE Welcome page
2. Click on "Use SAGE (eGC1) Training Server" from the left navigation options
3. Log in with your UW Net Id and password
4. Click on "Create New eGC1" (top option from the left navigation)
5. Complete all the required fields (denoted by a red asterisk*), beginning with the long title; suggest that you also name an Administrative Contact and Budget Contact
6. The approval graph will be created based on the Org Code Rec'ving Funding, Personnel appointments, Cost Sharing, Compliance Questions and the rules for each school/college or organization. Enter information on the eGC1 that will generate the type of approval graph you want.
7. "Complete" the application using the button of the same name on the Certify-Complete-Print page
8. The page will refresh and display some new buttons
9. Click on the button "View Final Approval Graph"In the production system, email notifications would be sent to the PI and then onto the campus units. The training server has a filter which diverts these messages so they are not sent onto campus users.
10. View the Approval Flow and try the following tasks-
Notice the current Approval Status Data (your current status, action options, reason for review); if you are an approver on this application, this status will change once you have approved the application
Find your box on the graph (look for the bold border around one of the boxes)
Any actions that are taken on this eGC1 will be attributed to you and this role (i.e., Add Comment)
Click on "Preparer/Owner" header in the white box on the graph to view the Reviewer Details; notice that at the bottom of this pop-up window there is a list & directory information for all persons who are Owners or Preparers of the eGC1. Close this window.
Click on the header in one of the reviewer boxes on the graph (i.e. Dept Reviewer) to view the Reviewer Details; notice that at the bottom of this pop-up window there is a list & directory information for all authorized approvers for this unit. This information comes from ASTRA.
Scroll to the top left and click on "History & Comments" in the lefthand navigation; it is important to check this page for all actions taken on this eGC1 and read the comments by campus approvers.
Enlist the support of your PI and your unit administrator and ask that they approve this application online (remember to tell them it is on the training server, not production). To do this, they should click on "SAGE eApprovals Training Server" from the SAGE Welcome page.
Send email to sagehelp@u.washington.edu or call the SAGE Help Desk at 685-8335.
Please consult your OSP administrator.
Send e-mail to sagehelp@u.washington.edu.
System Requirements
We are committed to supporting users' choice of browsers while also providing for the functionality desired by campus users. SAGE has been designed to work on any standards-compliant web browser, which includes the latest versions of most popular browsers. Visit our Browser page for more information, or go to the UWICK Software Guide to download the latest browsers for SAGE.
Yes. We have tested SAGE with several MacOS/browser combinations. Visit our Browser page for more information.
General Information
Data is saved when any of the 3 actions are taken:
- the user clicks on the ‘save’ button at the top of the page,
- the user navigates to a new page – either by clicking on the ‘previous’ or ‘next’ buttons, or one of the left navigation links,
- the user Logs Out and clicks ‘okay’ in the pop-up window.
Yes. The preparer can copy and paste into most data fields. See "Can I use special characters in the abstract?" for more information about copying and pasting special characters.
Log Out of SAGE
When a browser window is closed (e.g., by clicking the little "X" in the upper right of a Windows window), it doesn't send any message back to SAGE, so SAGE has absolutely no way of knowing whether you have closed up shop and gone home or are diligently typing columns of numbers on the budget screen and just haven't clicked the Save button in a while. To make sure you don't lose data, SAGE keeps your session alive and your eGC1 selected for 45 minutes after your last activity, unless you explicitly release that eGC1 by doing one of the following:
- Returning to the My eGC1 List, My Approvals List, Search, or
- Log out of SAGE
- By clicking the "Logout" link at the top of the screen
- By clicking "Save" and "Close this eGC1" in the left-hand navigation
- By clicking "Exit SAGE" in the left-hand navigation
If you leave a browser window open with an eGC1 selected in it, or close the browser window without logging out properly, SAGE considers the eGC1 still open and selected, and other users on the Access List are not allowed to edit it. This can result in users being "locked out" at times when they need to make changes. For more information about this problem, see "Why is my eGC1 in read-only mode, when I have read-write access?".
- How do I log out of SAGE?
To log out of SAGE correctly, you must click on the ‘Logout’ button located on the top right portion of the form. Closing the web page by clicking on the red "x" will not log you out of SAGE.
My eGC1 List
- What is shown on the My eGC1 List?
The header shows ‘My eGC1 List’ and a ‘Help’ button. (This is how the user knows they are in the ‘My eGC1 List’ rather than the ‘My Approval List’.)
Select eGC1 statuses to display: Composing, Routing, Withdrawn, Returned, In OSP, Approved, Awarded, Denied by Sponsor, Permanently WithdrawnQuick buttons for filtering: Select Composing, Select Routing, Select All.
Users list (your name) of eGC1s displayed, depending upon status type selected and the total results number based upon filter selection.
- What is the difference between the My eGC1 List and the My Approvals List?
The My eGC1 list will show the user all of their eGC1s. For example, if they are the PI, Creator or Owner they will only see their personal list of eGC1s. Only those eGC1s in which the user has direct access (i.e., owner, read-only or read-write permissions) are displayed here. From this viewpoint you will also see eGC1s in “Composing” status. Preparers should use the My eGC1 List.
The My Approval list pertains to all of the eGC1s that the user is authorized to see (including their own) because they have approval authority and/or watcher authority. The Approval Status page indicates where an eGC1 is in the routing process relative to their role. Only online applications are displayed via this filter. The eGC1s that are in “Composing” will only be shown from the My eGC1 List page. Approvers or Watchers should use the My Approvals List.
Creating and Viewing eGC1s
Each eGC1 is stored according to the "state" of the application (Composing-Routing-Withdrawn-Returned-In OSP-Approved-Awarded-Denied by Sponsor-Permanently Withdrawn). Log into SAGE and click on the corresponding filter checkboxes. (If uncertain click on Select All) If your eGC1 has been completed and is currently routing for UW internal approvals, it will appear under the View Routing. If your eGC1 has completed the routing process and been approved by OSP, it will appear under View Approved.
Yes. Your eGC1 is automatically saved in the SAGE Database as soon as it is created. Changes made on each screen are automatically saved every time you move from one SAGE screen to another, or when you click the Save button on any screen. You can stop by logging out of SAGE ("Why is it important to log out of SAGE correctly?") and return to your existing eGC1s at any time ("I can't find the eGC1 I started earlier.").
Yes, any eGC1 in the system can be copied by any person who has access to it. Open the eGC1 and click the "Copy" link at the top of the page. A new eGC1 will be created with a unique eGC1#.
The copy function can be used for two reasons - templates and re-using eGC1s for multiple applications.
Templates - create an eGC1 and enter data that is common to multiple applications. For example, enter the org code receiving funding, PI name, Admin Contact and Budget Contact. Leave this eGC1 in your Composing list. Each time you have an application to submit on behalf of this PI, just open the template eGC1 and click the "copy" link at the top of the page. A new eGC1 will be created with this same data set; add the remaining data and route for approval. The template will remain in Composing status for use next time.
Re-Use an Existing eGC1- the copy function is perfect for those situations in which most of the eGC1 data is the same for one or more applications. Find the eGC1 that was submitted previously (this can be from any status) and click the "copy" button at the top of the page. Most, but not all, of the data will be copied into a new eGC1; add the remaining data and route for approval. The original eGC1 will remain as it was.
All persons listed on the eGC1 Assign Access List (Creator, PI, Admin Contact, Budget Contact, others given read-only or read-write access), and all approvers listed on the approval graph. OSP can view and edit this eGC1 only after it is completed and pushed into routing.
If you are a Preparer, go to your My eGC1 List and click the filter checkboxes for "Routing" at the top of the page. Applications should appear on your list with a button to open the eApproval Workflow.
If you are a Reviewer (approver or watcher) go to your My Approval List and click on Search Approvals in the top black navigation bar. Search by eGC1# or PI name to find the application. An application that is routing on campus could be en route, waiting for approval or approved by you or your role.
Assign Access
Yes, using the Access List. The creator of the eGC1, PI, Admin and Budget Contact are automatically "owners", and can add and remove other users. This is an excellent way to share preparation responsibilities or to have questions answered by your department, dean or OSP. More information.
There are four possible reasons why your eGC1 might open in read-only mode:
- You only have read-only user permissions for that eGC1. You can check your permission level on the Assign Access screen. If you are listed as owner or read-write, then this isn't the cause.
- Your eGC1 is in routing status or has been approved by OSP. If your eGC1 is routing then it is locked down and you must withdraw it to make your changes. Don't forget to push it back into routing by clicking the "complete" button on the Certifiy-Complete-Print page. If your eGC1 has already been approved by OSP then no changes can be made. If your eGC1 is in Composing status, then it has not been finalized or approved, and this isn't the cause.
- Your eGC1 is being edited in read-write mode by another user at the same time you are trying to access it. Only one person may have an eGC1 open for editing at a time. All other users who log in later will have it read-only and will see a red banner message at the top of all eGC1 pages with the name of the person who has it open. This protects the integrity of your eGC1 data by making sure you aren't overwriting each other. To resolve this situation, contact the person who is using it, you should both log out of the eGC1 in question, and then you can log back into it in read-write mode.
- Another user recently exited your eGC1 without logging out of SAGE correctly. When this occurs, the system considers it still open for editing, even if the other user has closed his or her browser window and gone home! To resolve this, the user who exited incorrectly can log back into SAGE and then log out properly to "release" the eGC1; or, if the user is unavailable, you can wait 45 minutes and the system will release it automatically. For more information, see "Why is it important to log out of SAGE correctly?".
Details
Ask your department administrator or fiscal specialist for the correct number. Some departments use one org code number for all research, while others use a different number depending on the persons involved.
The current list in SAGE has approximately 5000 entries, and includes most sponsors. Try searching again with alternate words or abbreviations.
If you have searched and are certain your sponsor is not listed in SAGE:
Read the following instructions completely before you do anything.
1) Type the word "Pending" instead of the sponsor's name in the "Search for:" field on this page. Click on the "Search" button.
2) A list of various "Pending" Sponsor Types will be returned by the search. Select the Pending Sponsor Type most appropriate for your Sponsor.
3) When you select a Pending Sponsor Type, you will be returned to the Application Details Page. Enter the Sponsor's name and address in the Address field on the Application Details Page. Fill in the other Sponsor information fields if you have the information.4) Send an email to gcstech@u.washington.edu with the Sponsor name, type, address, contact information (website address or other contact information) , description and/or as much information as you have.
The request will be researched, the sponsor database updated if appropriate, and the eGC1 updated by OSP with the new sponsor information if needed.5) Complete the rest of your eGC1, finalize it and submit it for review.
Alternate Contacts
- What if I can't find my Admin Contact or Budget Contact via the "Look Up" functionality?
First, try looking them up by UWNetID. Only those persons who work at the UW (in HEPPS), have an affiliate position at UW, or have requested a sponsored UWNetID can be added as an Admin or Budget Contact. Persons who work for an affiliated organization (e.g., VA, FHCRC) may ask someone at the UW to request a UWNetID on their behalf. See the UWNetID page for instructions on how to get a sponsored UWNetID.
- The directory data does not auto-populate (or does so incorrectly) for the PI, Admin Contact or Budget Contact. How do we fix this?
Some directory data for the PI, Admin Contact and Budget Contact should auto-populate on the eGC1. If it doesn't auto-populate, or does so incorrectly, these employees may update their own directory data by visiting Employee Self-Service on MyUW. The new data can be accessed in SAGE on the following day; to refresh the display in SAGE, search for and select the person again using the Personnel Chooser.
PI & Personnel
First, try searching again with only the last name. Refer to the search hints at the bottom of the search screen for other ideas. PI names are selected from a list in HEPPS (payroll system). If your PI is not in HEPPS, he or she must be entered by the appropriate unit administrator or payroll coordinator. Note: because SAGE uses appointment information to determine necessary reviewers for the eApproval process, both "minimal" HEPPS entry and "appointment" data must be entered into HEPPS in order for the PI to be available to SAGE. New personnel can be entered in HEPPS up to two years prior to their start date.
Some investigators have more than one appointment on campus. Since all active appointments should be displayed during the search process, it is important to select the correct one for the project. Ask the PI which appointment should be used. All appointments selected will cause a reviewer to be added on the approval graph.
If the person has an unpaid appointment and it was not entered into HEPPS (or has dropped off), then it will not display on the list. For example, Center Director. Ask the appropriate unit administrator or payroll coordinator to add this appointment in HEPPS.
Yes. All personnel meeting the requirements listed in the instructions should be listed. This information is used to determine routing and approval, for Significant Financial Interest Disclosure and will be used for reporting.
Ask your department administrator to confirm that it is incorrect and then he/she should email Academic Human Resources at acadpers@u.washington.edu to request the change.
Use Compliance Question FG-9 to identify any additional units needing to approve the project. Enter the person’s name in the comment field.
This is a 3 step process.
1) First, enter the name in a Personnel search. The information entered into HEPPS will not be found for this person.
2) Second, click on the ‘Alternate Search’ button located beneath of the search results. The name you are searching for should appear on the list.
3) Third, select the person by clicking on the ‘Select’ button for the appropriate row.Look them up with their UW Net ID.
Ask the proper UW department or dean's administrator to sponsor this person for a UW Net Id and UW email account. Follow the steps on the Getting a UWNetID for Non-UW Personnel.
Cost Sharing
Begin by entering the personnel name on the Personnel page. This name will be copied to the Cost Sharing page along with some new data fields. Go to the Cost Sharing page. Click on the “Change Org Code” button and identify the organizational code of the proper office. Then enter the amount to be cost shared (salary + benefits + indirect costs).
The Cost Sharing Addendum form is only required when cost sharing is indicated. This form can be completed and attached to the eGC1 electronically via File Upload.
Abstract and RFA/RFP
- Can I use special characters in the abstract?
Yes, but not in the way you may be accustomed to. Microsoft Word typically uses the Symbol font to insert special characters into documents intended for printing. This will not work in a web browser, unfortunately, and there is no way for SAGE to make it work. If your special characters disappear or turn into different characters when you cut and paste them, this is probably caused by the Symbol font.
You can use "Character Map" (a Windows program) or "Insert Symbol" functionality in Word to create your special characters using a standard text font. Most of these characters are supported by the web browser and will work fine.
Budget
Yes. Enter a single-year budget in the Total column to avoid validation errors, and leave the First Period column blank.
Attachments
- What types of files can I upload to my eGC1?
Sponsor documents should be uploaded as a single PDF in the order required by sponsor. Other documents can be uploaded as any file type ((MS Word, Excel, etc.). Remember, all reviewers must be able to open documents to complete their review process.
All documents to be submitted to the Sponsor should be uploaded as a single, PDF document in the section called Documents to be Submitted to Sponsor. If a cover page page or other documents that require an approval signature by OSP are required to be submitted, they should be uploaded as a second and separate PDF document. OSP will sign, scan & upload the signature pages to the eGC1 and leave the signed original pages at the front desk for pick-up.
For large NIH proposals that have multiple sections (such as U's and P's), each of the sections can ALSO be attached as separate PDF files in the Internal Documents for Depts, Schools, Colleges so the proposal can be more easily reviewed by campus. Remember to attach these files in the order they appear in the grant application; label the files so that reviewers will be able to recognize their sections.
Campus signatures should be collected in advance and the original paper signature page delivered to OSP. OSP will sign, scan & upload to the eGC1 section called, Internal Documents Uploaded by OSP. OSP will trigger an email notification making the PI and preparers aware that the signed original will be held at the front desk for pick-up.
- What types of attachments are acceptable for Internal Documents for OSP?
Documents in this section are available to all users. Attach documents in this section that do not need to be submitted to the sponsor but are necessary for OSP to complete its review of the application. Some examples: Cost share addendum, cost share commitment letter, detailed budget for modular grants, detailed budgets for subcontracts or collaborators, letter of intent from the subcontractor (if it is not required by the sponsor & included in the proposal). Do Not attach any files that will be submitted to the sponsor.
- What type of documents are acceptable for Internal Documents for Dept/School/College?
Some examples: SOM inventory form, equipment fabrication budget,non-PI faculty approval letter, documentation of projected salaries. Do Not attach any files that will be submitted to the sponsor.
- What documents are displayed in Documents Uploaded by OSP?
These files appear in read-only format in SAGE after they are uploaded by OSP. Some examples include signed sponsor signature pages, sponsor letters or emails sent by OSP or final NSF Fastlane application.
No, attach files in one category only. The one exception is large NIH grants; see How should sponsor documents be attached?
You can attach as many files as you need. Each file must be designated as a Sponsor document, an Internal OSP document or an Internal Dept/School/College document. Sponsor files should be submitted as 1 or 2 PDF documents - one PDF file of the entire sponsor packet and one PDF of any signature pages requiring OSP signoff.
- If I add a new file will it overwrite the old one?
If you use the "Update" button, then the versioning process will be engaged. All versions of the same file will be linked together in numerical sequence. Always use the "Update" button (rather than the "Add New Attachment" button) when uploading a corrected version of a document.
- Will early reviewers be able to see later versions of files uploaded?
Yes, all versions will be available to anyone with access to the eGC1. The History page will display which documents (and versions) were approved by each Reviewer.
- Can I delete a file that I uploaded?
Yes, you can delete files up until your application has been approved by one reviewer. Once the PI or a campus reviewer has approved the application, the delete button disappears and is replaced by an "Update" button on the eGC1 Attachments page.
- Why can’t I delete a file that I uploaded?
Once someone has approved the application, the delete button disappears and is replaced by an "Update" button on the eGC1 Attachments page.
- How does OSP know when the final science/work scope has been uploaded and the application is ready to be submitted to the sponsor?
Your answer to the "Ready to Submit" (RTS) question appears in SPAERC (the OSP web system). OSP has the green light to submit the application to the sponsor when you answer "yes" to RTS and they have approved the application.
- If a document needs to be updated, do all the reviewers need to re-approve?
Not usually. If substantive changes are made that would modify the commitment of a unit then the unit should be added back on the approval chart using the Add Approver button on the eApprovals page. The system will not automatically cuase the approval process to start over from the beginning.
- What is the OSP business process related to Grants.gov applications?
The OSP administrator will add themselves to the approval graph before the OSP box. They will approve this box when the UW internal review is completed. OSP will forward all email notifications from the Grants.gov system to the PI and unit contact. After the application has reached the sponsor system, then the "OSP" box on the chart will be approved.
- How can I expedite the approval process for my application?
First, quality counts - make sure sponsor instructions are followed, forms are complete and accurate;
Second, upload complete sponsor documents as a single PDF in the order requested by the sponsor.
Third, if needed, provide sponsor signature pages either as an attachment to the Sponsor Documents category or as a paper document when signatures other than OSP's are required.
Fourth, begin routing the application 12-15 days prior to the deadline so there is plenty of time for necessary revisions.
Fifth, if Animal Subjects reviewer is listed on the approval graph, provide a final paper copy of the grant along with an eGC1 Routing Sheet to their office.
Sixth, when revisions are requested by campus reviewers or OSP, remember that quality counts.
Seventh, for electronic sponsor applications, make sure final documents are attached & RTS=yes by at least 5 business days before the sponsor deadline (See GIM 1).
Eighth, do not withdraw and resubmit an application for a typo; use your central resources responsibility.
Ninth, do not flirt with sponsor deadline - if the application does not reach the sponsor by the deadline, then it won't be considered for funding. When Grants.gov was initially being used by research institutions, the Feds provided a grace period which is being eliminated in 2008.
Finally, after the application is submitted successfully, review your personal planning and execution to identify ways you can improve the process next time.Validation Rules
The approval process was the number one area in which campus users wanted improvement. Streamlining the approval process is done by making sure that all necessary information is provided before the eGC1 is routed. This will reduce the number of phone calls and emails asking for additional information.
Routing Rules and Procedure
The approval graph is created from 4 areas of information on the eGC1:
1) Org Code Receiving Funding
2) PI & Personnel selected units and corresponding dean’s office
3) Some compliance questions, and
4) Organizations paying for cost sharing. This data is compared to the approval rules for each organization and the approval graph is generated.When they are identified using compliance question FG-9, joint appointments are added to the approval graph.
First, use the "Add Approver" button above the graph to add the unit to the graph. Second, notify sagehelp@u.washington.edu so that the business rule can be checked.
Edit eGC1
Open the eGC1 and go to the Certify-Complete-Print page. In the middle of the page you will see a series of buttons stacked vertically; click on the "Withdraw" button. The eGC1 will leave the routing process and unlock for editing. Once the changes are complete, don't forget to click the "Complete" button to push the application back into the routing process.
The PI, Creator, Admin Contact, Budget Contact and persons with read-write access can prepare or edit the eGC1. Once the application is pushed into the routing process, it can be removed from routing and edited (see above question) by this same group of people AND also the unit reviewers for the Organizational Code Receiving Funding and the PI's Selected Unit.
The "Withdraw" button is located on the eGC1 (Certify-Finalize-Print page) and allows the eGC1 to be pulled out of the routing process. The "Return" button is located above the approval graph and allows reviewers on campus to push the eGC1 back to the PI and Department for editing; it leaves the routing process. To find applications in these statuses, click the filter checkbox for "Withdrawn" or "Returned". Additionally, you can use the "Search Approvals" functionality to locate applications.
Miscellaneous Questions
Organizations at the UW are represented by an organization code that is divided into six levels. The organization code works as a security measure. Each usercode is bound to one organization code level. Also, each budget number is linked with one organization code level. See the Admin Gateway website on org codes for further reference.
Data Warehousing's purpose is to facilitate end-user analysis of data by providing information to distinct communities of interest. SAGE is not yet saving and data to the data warehouse or pulling data from the data warehouse. Visit the Data Warehousing website for more information.
Note: If you're panicking - You have to get this eGC1 out the door right now…
*Take a deep breath. There is a solution to your problem if you think calmly and clearly.
*Look at the error or problem.You may have pop-up blockers turned on in your browser:
There are several ways to set your preferences in Netscape and Mozilla to allow pop up windows for trusted sites (such as SAGE):One way:
1) Open a browser window and click on Edit Preferences (2nd from left on top)
2) In the preferences window, left hand side, 5th from the top, is "+Privacy & Security" expand this and click on "Popup Windows"
3) If the "Block unrequested popup windows" box is checked, the button to the right, "Allowed sites", should be active. Click on "Allowed Sites"
4) Under "Allow popups from the following web sites:" enter sage.washington.edu and click on "Add"
5) At the bottom of that window click on "OK"
6) Click on the Preferences window's "OK" button and you are finishedAnother way:
1) Assuming that "Display an icon in the Navigator status bar" in the Preferences section for popups is checked (see Preferences above)
2) Navigate to the site for which you want to allow popup windows
3) Trigger the action which is supposed to generate the popup window (i.e., "Check for Errors" on the "Certify-Complete-Print" page)
4) An icon should appear in the bottom left hand side of the browser's status bar (It looks like an exclamation point inside a star)
5) If you hover your mouse over the icon a small text box should appear which reads, "Unblock this site's popups"
6) Click on the icon and a dialog window will pop up which will allow you to add this site to the "Allowed sites list" (same as steps 4 and 5 above)
7) Click on "Add" and "OK" and you should be doneIf it's giving you an error: You most likely have not filled out the eGC1 completely. Carefully look through each screen, making sure you have entered all required information. (In particular, ensure you have selected an Organization to Receive Funding). If you entered "Yes" for SFI for one or more Personnel, then the UW Significant Financial Interest Disclosure Form question on the Certify, Complete and Print page must be marked "does".
If you followed the directions carefully, your sponsor is pending and that's okay. Your application may be finalized and routed.
Contact the SAGE Help Desk Monday-Friday from 9am-4pm for assistance (e-mail sagehelp@u.washington.edu or call 206-685-8335.) We try to return calls within 4 hours; response time is usually between 30 minutes-3 hours.
Please include a descriptive subject line on the e-mail
Include the application number that you're working on
Describe what kind of error is displaying and any details regarding what you were doing when you received the error
Include your phone number
Streamlining the routing and approval process is the feature most requested by campus members in the early discovery phase of this project. The Electronic GC1 with eApproval will make electronic routing and approval available to all researchers, saving valuable time, effort, and paper for both researchers and approvers. Initially, paper copies of the routing sheet and grant/contract documents must be distributed to all campus units who are reviewing/approving, but there is no need to retrieve a signed signature page, providing at least a 50% savings of time in this area (greater savings for researchers at remote locations such as Harborview Medical Center and the VA).
All researchers will be able to benefit from the convenience and accuracy of the SAGE Database as well. The increase in accuracy afforded to researchers by using a web form with built-in business rules will speed the approval process and reduce the various phone calls and email to clarify proposal information.
1. The eGC1 will be completed & all required data fields entered.
2. Finalize the eGC1 on the Certify-Complete-Print page.
3. Print the final Routing Sheet and make a copy for each unit that must approve (units are listed on the Routing Sheet).
4. Make copies of the application (grant/contract) for each unit that must approve.
5. Distribute a copy of the Routing Sheet + Application to all reviewing units.
6. Refer online to the Approval Workflow to view the approval process. Remember to read the History & Comments section.
7. Pick up the signed grant forms from OSP (if needed).The back-up approver will approve in their absence, same as the signature process now. All possible approvers must be authorized in ASTRA by the unit administrator. If your Department administrator is unavailable, contact your Dean's Administrator for assistance.
No, just the Routing Sheet and the grant or contract documents.
The Routing Sheet, all grant or contact documents (forms, science, etc.), and any school or college forms (e.g., SOM requires 2 extra forms). Instructions are listed on the Routing Sheet.
History & Comments Page provides a basic audit trail. Remember to read the comments in the History & Comments section! The research group or other reviewers may have left messages pertinent to their review process.
When the PI is unavailable to approve his/her own eGC1, the new PI Escalation functionality will be used. This replaces delegation of signature authority. This is for use in exigent circumstances only. Applications will be escalated up the approval chain to the Department Chair for approval on behalf of the PI. This is not available for applications in which NIH is the sponsor.
- Can a PI delegate signature authority for the eGC1?
No, PI delegation is no longer accepted. In the case that the PI is absent, the new Escalation of PI Certification should be used. This better supports the policy of GIM 1 .
- How much of the eApproval process can a PI delegate?
eGC1 Preparers and Owners may Finalize the eGC1, add comments on behalf of the PI, track the routing progress of UW approvals online, modify the eGC1 as needed, and contact reviewers listed on the Approval Workflow. They can not approve on behalf of the PI.
Search Approvals button (in the top navigation bar)
List of applications requiring your approval
Links to the approval chart and eGC1
Sortable column headings (e.g., sort by PI last name)
Approval Status Filters
eGC1 Number, Short Title, PI Name, GCS Need By Date, Approval Status
- What are Approval Statuses?
- En Route--The application is currently routing for approval on the UW campus and is waiting for approval by units listed BEFORE you in the approval chart. This status allows reviewers to see eGC1s before they are required to approve. You may approve at this time.
- Waiting for My Approval--The application is currently WAITING for your unit to approve.
- Approved--The application was approved by you or someone else in your unit.
- Returned--The application was returned by you or someone else in your unit.
- Watching--Applications in which your unit does not need to approve, but can access the eGC1 to review online. These applications have not been viewed by anyone in your unit.
- Watched--Applications in which your unit does not need to approve, but can access the eGC1 to review online. These applications have already been viewed by you or someone else in your unit.
The My eGC1 list will show the user all of their eGC1s. For example, if they are the PI, Creator or Owner they will only see their personal list of eGC1s. Only those eGC1s in which the user has direct access (i.e., owner, read-only or read-write permissions) are displayed here. From this viewpoint you will also see eGC1s in “Composing” status. Preparers should use the My eGC1 List.
The My Approval list pertains to all of the eGC1s that the user is authorized to see (including their own) because they have approval authority and/or watcher authority. The Approval Status page indicates where an eGC1 is in the routing process relative to their role. Only online applications are displayed via this filter. The eGC1s that are in “Composing” will only be shown from the My eGC1 List page. Approvers or Watchers should use the My Approvals List.
The approval status is related to your perspective of the approval process (e.g., When is your unit required to approve?) and this list will only display electronically routing eGC1s.
The UW eGC1 Status is related to the application as a whole (e.g., Is the application in routing or has OSP approved it?); eGC1s with a paper signature page will only display via the UW eGC1 status.
En Route The application is currently routing for approval on the UW campus and is waiting for approval by units listed BEFORE you in the approval graph. This status allows reviewers to see eGC1s before they are required to approve. You may approve at this time.
Waiting For My Approval The application is currently WAITING for your unit to approve.
Approved The application was approved by you or someone else in your unit.
Returned The application was returned by you or someone else in your unit.
Watching Due to some limited involvement in the project, the application does not require approval by your organization, but your are able to access the eGC1. These applications have not been viewed by anyone in your unit
Watched Applications in which your unit does not need to approve, but can access the eGC1 to review online. These applications have already been viewed by you or someone else in your unit.
No. eGC1s can be reviewed in any order, and can be approved when they have the status of En Route or Waiting For My Approval.
Graphical representation of units and individuals who must review the eGC1
Buttons: Approve, Return, Add Comments, Add Approver, Add Watcher
Link to eGC1
Approval History & Comments
Email Notifications log
Link back to the My Approvals page
The same information that generated the eGC1 Signature Page will generate the Approval Graph. This includes content from the eGC1 (organizational code receiving funding (orf), department and deans approvers for personnel, units paying for cost sharing, some compliance offices) and the approval rules from each school/college involved.
Click on an Approval Graph box and all persons in an approving "role" for the unit will be listed (pulling information from ASTRA). For each person, a phone number and email address or a link to directory information is provided.
Yes, once a unit approves an eGC1, the name of the person who approved for that unit will be listed on the Approval Graph and on the History & Comments.
Yes, ad hoc reviewers (approvers or watchers) can be added by anyone with access to the Approval Graph. Click on the "Add Approver" or "Add Watcher" button and follow the step-by-step instructions.
PIs will be notified by email when an application is waiting for their approval. The email will contain a link (URL) directly to the Approval Workflow of the given eGC1. From this page the PI can approve or view additional online data.
The PIs can also log into SAGE, go to their My Approvals List and the application will be displayed for review and approval.
Yes, comments can be entered when approving or returning an application. General comments also can be added by anyone with access to the approval graph.
Yes, they will be able to view the chart, add approvers or watchers at their discretion, and add comments.
Yes, they will be able to view the Approval Chart. They will not be able to add reviewers.
- Can a Preparer add a comment to an eGC1 during the eApproval process?
Yes. Go to the Approval Graph page and a button called "Add Comment" should be located directly above the graph. Click on this button and a new window will open to allow a comment to be added. This comment will be recorded in the History and Comments page along with the name of the person who added it and the date/time.
- How would a Preparer know who can approve for the units listed on the Approval Workflow?
Go to the Approval Graph and click on the name listed in one of the boxes on the chart (or click on the "Reviewer Details" button on the Approval Text page). This will open a new browser window called "Reviewer Details". This page will display a list of people who are authorized to approve for this unit.
This information is pulled from ASTRA and is updated each time the records in ASTRA are updated (added or removed).
The Approval Workflow (graphical or text format) provides a list of all units that must approve a specific eGC1. As each unit approves an eGC1, the box for that unit will turn green and the name of the person who approved will be listed in the box. The name of the person who approved is listed on the History & Comments page along with the date, time and any comments they chose to include.
If you want to contact a unit that has not yet approved, just click on the name of the organization in the box (graphical version), or the ____ button (text version) to see the Reviewer Details. This provides the current status, a list of reviewers for this role, and directory information.
Answer needed.Answer needed.
- If a Preparer needs to contact a unit shown on the Approval Workflow, will the system provide assistance?
Yes, click on the approval box (graphical version) for a list of persons who can approve for this unit and directory information.
Yes, the progress is displayed on the Approval Workflow (both graphical and textual versions).
- As a Preparer, how do I judge when to pick-up the eGC1 from the Dean's office and route the grant physically to OSP?
Watch the Approval Workflow online (graphical or text format) to see when all units have approved. Unless the Dean's office signature is needed on sponsor documents, the grant can be delivered to OSP in advance of all campus approvers approving. They will not begin their review until all campus units have approved and the paper documents are received in their office.
History & Comments
The Approval History records all actions taken on this application (finalize, approve, return, withdrawn). The name, date, time, and comments of each reviewer are displayed here.
Yes, comments can be entered when approving or returning an application. General comments also can be added.
Yes. Go to the Approval Graph page and a button called "Add Comment" should be located directly above the graph. Click on this button and a new window will open to allow a comment to be added. This comment will be recorded in the History and Comments page along with the name of the person who added it and the date/time.
A variety of events will trigger email notification messages to be sent to eGC1 Owners (eGC1 creator, PI, Admin Contact, Budget Contact), approvers and watchers. Emails will be sent to the UW Net Id@u.washington.edu email address.
A variety of events will trigger email notification messages to be sent:
When each approver or watcher can review the eGC1.
When an approver returns the application.
When an owner of the application withdraws the application.
When OSP receives the eGC1 for processing.
When OSP approves the eGC1.
See Who will receive email notifications during the eApproval process? or When will email notifications be sent from the eApproval system?.
They may be notified by email when an eGC1 is awaiting their approval online.
When the eGC1 is finalized, the application is moved to Routing status and the PI is sent an email notification that it is "Waiting" for their approval. The PI can also log onto My Approvals and find the eGC1.
If one of its authorized approvers modifies an eGC1, no email notification is sent. The events of "Withdrawing" the application and then "Re-Finalizing" it are both recorded in the History & Comments section.
I am backup approver for my unit and don't want to receive all the regular email notification. Is there something I can do?
Yes. You can use the UW Email Delivery Manager in MyUW to create custom email filters according to your preferences. Instructions will be widely dispersed during to eApproval deployment.
Email notification is not sent if a unit approves prior to "Waiting for Approval" status (i.e. when the eGC1 is in the En Route status).
This is actually a question for you and your PI to determine. The PI will not automatically be added to the Approval Workflow to re-approve.
Yes, Preparers will receive email notification along with the PI, Admin Contact and Budget Contact.
Once an eGC1 is in routing, the Division Reviewers, Department Reviewers and Dean's Reviewers for the Org Code Receiving funding unit, the PI's selected unit, or the PI's academic home unit may modify it.
- As an Administrator, why would I want to modify an eGC1 myself, instead of returning it for modifications?
The system does not track changes to individual data fields, so if you have completed your review of an eGC1 and want to modify two data fields, you can withdraw the eGC1, make the two changes, and then re-finalize. If you return the eGC1 for modification by the PI & research group, they could possibly modify additional data fields without your knowledge. This is one reason it is important for anyone who makes modifications to an eGC1 to list the changes in the Comments field upon re-finalization.
Re-approval depends on the type of changes and the business process of a given unit. Contact your department and Dean's office directly to answer this on a case-by-case basis. The system will not automatically add any units to the Approval Workflow to re-approve. If modifications to the eGC1 results in additional units needing to approve (e.g., a new co-investigator is added from a different unit), these units will be added to the workflow.
The data on a finalized eGC1 can be modified in one of three ways, each involving different roles:
- An Owner* withdraws the eGC1, modifies the data, and then re-finalizes the eGC1.
- The Dept Reviewer withdraws the application, modifies the data, and then re-finalizes the eGC1.
- The Dept Reviewer returns the eGC1, and the research group modifies the data and then re-finalizes the eGC1.
Anyone who has access to the eGC1.
When a document is uploaded originally it is recorded as "version 1". When someone on the approval graph "approves", then any changes to this document would automatically trigger a subsequent version number. For example, if version 1 was updated, the new version would be #2. All versions are linked together for historical record keeping.
Reviewers should call or email the PI or Contacts to request changes. They can also use the "Return" button which will cause the application to leave the routing process. It is suggested that if the item that needs modification will impact all other reviewers, then use the "Return" button, otherwise it is better to call or email.
In addition, the PI's selected unit on the eGC1 or the unit of the Organizational Code Receiving Funding can withdraw the eGC1 from routing and modify the attached documents.
If a new Approver is authorized in ASTRA, how long until this information is available in SAGE eApproval?
If they've never logged in to SAGE, the authorization information is available immediately. If they have already logged into SAGE with a different role then it will take 45 minutes.
Looking for more information? Refer to the Researcher's Guide, or to SAGE Frequently Asked Questions for eGC1 or for eApproval.
If you have business questions regarding the grant and contract process at the University of Washington, please contact the Office of Sponsored Programs (OSP).
If you have technical questions regarding the eGC1, please email the sagehelp@u.washington.edu.
