The Access & Roles page displays a read-only list of the individuals who have access to the Award Setup Request or Modification Request and their level of access, as well as other details. Access is shared with the selected eGC1.
The table displays one contact per row. The columns of information include:
- Contact
- Role
- Permissions
- Primary Organization (cost center) – only for Owners
- Email – only for Owners
- Phone – only for Owners
The following image shows this section with some example data.
Access Roles
Individuals with a role that has Owner permissions are listed first in the table, followed by any General Collaborators. The Owner rows display in the following order:
- Award Preparer
- Advance Preparer
- Budget Preparer (if applicable)
- eGC1 Preparer
- Pre-Award Budget Contact
- Administrative Contact
- Principal Investigator
All owner role rows display even if there is no one assigned to that role. General Collaborators will display in the order added.
By default, the person who creates the Award Setup Request or Modification Request becomes the Award Preparer. The exception is when OSP creates the request, the Award Preparer will be empty when the PI or administrator first views it. An Award Preparer will need to be added.
Note: The exception is when OSP creates the request, the Award Preparer will be empty when the PI or administrator first views it. An Award Preparer will need to be added before the Submit & Route button will be active.
The other owners are populated from the associated eGC1 application and from its connected budget, if applicable. An owner’s primary organization, email, and phone information will display. Anyone with Owner permission can make changes to the request. A new request will not have any default collaborators.
Note: At the time of award, eGC1 owners will have the ability to initiate an Award Setup Requests. Access to the eGC1 and Award Setup Request will then need to be updated on each item independently. So if someone leaves/needs to be removed, the change must be made on both the eGC1 and the ASR.
A person may have more than one Owner role, but cannot be both an Owner and a General Collaborator. If you try to add an existing person in a role that would conflict, their name would appear grayed out in the search results.
Editing the Access List
Anyone who is an Owner or who has Can Edit permissions may update the Access & Roles page of an award in any status.
Owners
To replace an existing owner, start typing the new person’s name or NetID in the Contacts column for that role, then select them from the results list. The one exception is that the Principal Investigator cannot be changed or removed.
In addition, a Pre-Award Budget Contact or Administrative Contact can be either demoted to a general collaborator with edit permission or removed from the budget by using the “more options” menu icon to the far right (three vertical blue dots). Any time you choose “remove” from the menu, a confirmation dialog will display.
An Award Preparer, if there is at least one other Award Preparer, can be demoted or removed.
General Collaborators
To add a general collaborator, select Add Contact, then choose “Add general collaborator” from the drop-down menu. A new row will be added to the top of the table. Start typing the person’s name or NetID in the Contact column, then select them from the results list. After adding a person, you can use the Sort by Role link to re-order the list.
Use the drop-down menu in the Permissions column to give either View Only or Can Edit access. The default choice is View Only.
You can change the access permission at any time. Anyone with Can Edit permissions can make changes to the award.
General Collaborators can also be:
- Promoted to be the Pre-Award Budget Contact or Administrative Contact
- If the contact role is empty, the collaborator is moved directly.
- If the contact role is not empty, a confirmation dialog appears to confirm the replacement. The person being replaced is demoted to a general collaborator with edit permission.
- Removed from the SAGE budget
MOD Review & Submit
Use this read-only section to review your entries in the General Information, Comments & History, and Supporting Attachments sections for accuracy. You can return to those sections in the left navigation menu to fix any errors or omissions.
Review detailed guidance & instructions:
Authority & Approval Submission Requirement
The statement in this section affirms your submission information. It reads:
- By submitting this request, you are confirming that you have the authority and approval to submit this modification request on behalf of the PI or the department.
Select Submit & Route to route the OSP/GCA or GCA only MOD for review, approval & processing.
SAGE – the System to Administer Grants Electronically – is the web-based system used by faculty, researchers, administrators and staff.
You can stay up-to-date on changes in SAGE (and FIDS) by subscribing to our Office of Research Information Services (ORIS) News.
The core SAGE system allows you to carry out several tasks:
- SAGE Budget helps you create an accurate budget for your grant proposal. It auto-populates data from the payroll and financial systems, helps you select proper rates, and calculates totals automatically.
- You can connect a budget to a standard or Grant Runner eGC1 to populate budget data.
- You will need to connect a budget to an Award Setup Request.
- eGC1 Forms are the electronic Grants and Contracts forms you use to route your grant proposal through the University’s internal compliance process.
- Grant Runner applications combine the eGC1 and sponsor forms for some NIH funding opportunities requiring SF424 R&R forms, including Modular, Detailed and Subaward Budgets. With the click of a button, OSP can electronically submit your application via Grants.gov to the sponsor.
- Approvals is the electronic routing engine that stages eGC1s, Advances, and Award Setup Requests for approval by associated departments, colleges, compliance offices, and the Office of Sponsored Programs.
- Advances creates an online request form for an advance budget number.
- Awards allows you to create Award Setup Requests and Modification Requests.
- Subawards submits a request for a new subaward or a modification of an existing one.
The SAGE Awards landing page includes the option to create a request, view a list of all Award Setup and Modification requests, and access links to helpful resources:
- The Create A Request button (upper right) allows you to initiate an Award Setup or Modification Request in SAGE.
- Under Award Requests, select View List of Requests to see a list of your Award Setup Requests and Award Modifications in process. You can also create a new Award Setup Request or Modification Request from the request list page.
- Processed Awards (coming soon) will allow you to view award activity and other request history, add or remove related items, or create Modifications to the Award.
Review Awards Overview/Workflow for an overview of Awards.
Campus research teams and related central offices use the SAGE Suite electronic research administration system to manage application proposals and related items.
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- SAGE: System to Administer Grants Electronically – is used by campus researchers and administrators
- SAGE Central is used by both the Office of Sponsored Programs (OSP) and Grants and Contract Accounting (GCA)
In addition, FIDS: Financial Interest Disclosure System is used by researchers designated as investigators; it integrates with SAGE.
The following set of tables gives a high-level overview of who uses each of the different components, and describes the possible actions and the why and/or when.
SAGE: System to Administer Grants Electronically
WHO: Campus research administrators, Principal Investigators, campus reviewers, compliance reviewers
| ACTION |
WHY / WHEN |
| Create SAGE Budgets |
Centralizes data gathering for salaries, benefits, and F&A rates. It can be connected to an application, which automatically populates the eGC1 budget data on the Budget & Fiscal Compliance page. Any changes to the budget will update in real time when the eGC1 Budget & Fiscal Compliance page is viewed.
In addition, if your eGC1 is a Grant Runner application using the RR Detailed Budget form, your budget data will appear in the form.
When creating an Award Setup Request, you will need to connect a budget. |
| Create applications (standard or Grant Runner) |
Required for all sponsored research. The standard eGC1 pages of the application are, in effect, an approvals routing cover letter for the proposal. Only the UW uses the eGC1; it does not go to the sponsor.
A Grant Runner application includes, in addition to the standard eGC1 pages, the sponsor forms for NIH. OSP submits the application “system-to-system.” |
| Approve routing applications |
The Principal Investigator, Multiple-PI, Application PI, academic reviewers (division, department, dean) and compliance reviewers (human subjects, animal use, EH&S, etc.) view and approve the application. At each approval, SAGE captures a PDF snapshot of the application and attaches it to the eGC1’s Approvals History & Comments page. Copies of the attachments are also captured.
Administrators and reviewers have the option to return the application to the research team for changes. They can also add other reviewers (as individuals or a group) to the approval flow as needed. These are referred to as “ad hoc” reviewers (approvers or watchers). |
| Request an advance budget number for awards |
Used when a research proposal is being awarded by the sponsor, but the actual award has not yet arrived. It requests GCA to set up a budget account in the financial system so the research team can start spending the anticipated award money. The preparer completes the request in SAGE, then GCA processes it in SAGE Central. |
| Create Award Setup Requests and Modification Requests for awarded eGC1 applications |
Used when a research proposal has been awarded and the award has been received. A “new” Award Setup Request (ASR) is created. For an ongoing award, a Modification Request might be created. |
SAGE Central
WHO: Office of Sponsored Programs (OSP), Grant & Contract Accounting (GCA)
| ACTION |
WHY / WHEN |
| Review and approve eGC1 applications |
OSP reviews the information on the eGC1, such as the sponsor proposal information and compliance questions, after all campus reviewers have approved. |
| Process Award Setup Requests |
Received from campus for reviews and approvals. Forwards to GCA for integration into Workday, with Award budget number. As part of completing the Award Setup Request, the system sends a notification to the requesters. |
| Manage Actions |
Will manage existing items while transitioning to SAGE Central and Workday. |
| Process Advance Budget Number Requests |
Received from the research team, an advance allows the team to spend award money before the actual award arrives. GCA adds a budget number to the Advance and sets up that budget in the financial system. As part of completing the Advance, the system sends a notification to the requesters. |
FIDS: Financial Interest Disclosure System
WHO: Any research personnel designated as an “Investigator” on the PI, Personnel, & Organizations page of the eGC1.
| ACTION |
WHY / WHEN |
| Create a Financial Interest Disclosure for an eGC1
or
A disclosure for a CoMotion tech transfer agreement or IRB approval
or
Complete an Annual Update disclosure |
Investigators are required to disclose any significant financial interests (SFI) such as salary, equity, sponsored travel, etc., that might, or might appear to, bias their research.
An investigator must complete a disclosure for each eGC1, whether or not there are SFI that apply, before the proposal can be marked as Ready-to-Submit = Yes.
The disclosures are reviewed by the SFI Reviewer, in the central Office of Research, who determines if there is a potential for a Financial Conflict of Interest (FCOI). The review occurs at the time of award (just-in-time).
Annual Updates: All investigators are required to review and update their SFI at least once a year. The “year” is calculated from the date of the last disclosure created in FIDS. Investigators are notified by email 45 days prior, and again at 15 days prior, to the end of that year’s time.
Full details on using FIDS can be found in its User Guide.
Note: only a UW NetID is needed to access FIDS. |
The approval flow for an Award Setup Request (ASR) or Modification Request (MOD) starts with the Award Preparer submitting the request.
Optionally, one or more ad hoc reviewers may be included between the Award Preparer node and the OSP Reviewer node. Review: Awards Approval Process.
The ASR or MOD is then reviewed and processed by the Office of Sponsored Programs (OSP). Review: Approvals.
SAGE automatically routes the award to the reviewer units included in the approval flow. The system sends email notifications of pending approvals to reviewers on campus. Review: Awards Email Notifications. After reviewing, the reviewer can approve the request or return it to the preparer for changes.
Note: In the future, campus organizational reviewers will access the advance from the link in their email notification.
The Processed Awards feature will be coming soon.
It will allow you to view a processed Award’s activity including Advances and other request history, add or remove Related Items, or create Modifications to the Award.
The following image shows the Processed Awards portion of the Awards Landing page.
When you are logged in to SAGE, but have not been actively using the system for 40 minutes, a dialog message displays indicating that your session will expire in 5:00 minutes. The dialog will continue to count down the time. You have the option to click “Keep Working” to re-activate your session.
If you do not click “Keep Working”, then when the time count reaches zero (0) minutes, your session will expire. Your browser will be redirected to a “session expired” page from which you can log back in to the system you were using. Any unsaved data at the time your session expires will be cleared.
The SAGE system has always timed out after 45 minutes of inactivity. We have now made the timeout more visible so you know that your session has expired, instead of sending you to the tasklist with no explanation.
The following image shows the session timeout dialog, with the time remaining until expiration and the instruction to click “Keep Working” if you want to continue to stay logged in.
