General Updates
Grant Runner: Detailed and Subaward Budget Form Version Update
Grants.Gov will be releasing new versions of select forms by end of October, primarily due to some forms reaching their expiration dates. Two Grant Runner forms will be updated as a result: RR Detailed Budget and RR Subaward Budget. The RR Detailed Budget will display a new “Total Costs and Fees” calculation for each period, and for the cumulative budget. This will be visible for any opportunities utilizing version 1.4 of the RR budget form.
Updates to Human Subjects HS-1-B question
Clinical Research Budget and Billing (CRBB) has provided improved language and helpful alerts surrounding the HS-1-B compliance question. If you answer YES to HS-1, (Does this application involve the use of human subjects?), the HS-1-B compliance question appears. It will ask you about the use of UW Medicine Health System clinical services, procedures or tests in regards to human subjects use, and provides additional details intended to help you answer the question more easily.
Primate Center added to AUMS notifications
The AUMS review complete email was updated to include the Health and Safety specialist in the Primate Center on the email distribution list.
Training environment permissions updated to allow subawards testing without having the Subaward Preparer ASTRA role
The SAGE training environment has been updated to allow any user with a UW NetID to create test records in the Subawards section. Users no longer need to have the Subaward Preparer ASTRA role while working in the training environment. They will, however, still need to have the Subaward Preparer ASTRA role when working in the production (live) environment. The training environment release was made on 11/1/2016.
Fixes
Approval comments made after approval will no longer change the approval date (260583)
An issue which was causing the “My Approval Date” of an eGC1 to be updated when an approver comment was added at a later date, has been fixed. With this change, the original approval data will remain intact, when a subsequent comment is added.
Minor update to subawards return email
An update has been made to the subawards Notification of Return email, to clean up some accidental html characters displaying in the content.
General Updates
A New OAW Compliance Question for Significant Protocol Changes
A new compliance question, AC-1-D, has been added to identify grants that will require a Significant Change at the time of submission. An answer is required if the Animal Use question AC-1 is answered “Yes”.
A few textual enhancements (for existing compliance questions) were made to allow OAW to process the grants more efficiently, and they include:
- Removing the facility name and location of the work to be done on the AC-1-A for UW work
- Requesting the 3-year approval date range
- Updating electronic document submission contact info.
Sub-Object Codes 05-47 and 05-48 Added to Sage Budget for Grandfathered Awards
Effective July 1, 2016, UW’s equipment capitalization threshold will increase from $2,000 to $5,000. This change applies to all competing proposals submitted to sponsors on or after May 1, 2016. The following changes were made in Sage Budget to accommodate this threshold change:
- Two new object codes will be added to (05) Supplies and Materials to allow grandfathered awards to continue to use the old threshold for non-capitalized equipment:
- 05-47 Non-Capitalized Equipment ($2,000-$4,999) – Grandfathered Awards
- 05-48 Non-Capitalized Equipment – M&E Tax Exempt ($2,000-$4,999) – Grandfathered Awards
- These two new object codes will be excluded from F&A calculation when using the following cost bases for budgets associated with grandfathered awards:
- Exclude 05-47 and 05-48 form Total Direct Costs less Equipment & Tuition (TDC less E&T)
- Exclude 05-47 and 05-48 from Modified Total Direct Costs (MTDC)
- The following object code descriptions will be updated as listed below to reflect the new threshold of $5,000:
- 05-40 Non-Capitalized Equipment (less than $5,000)
- 05-41 Non Capitalized Equipment –M&E Tax Exempt ($200 – $4,999)
- The following object code descriptions will be updated as listed below to reflect their INACTIVE status upon 4/1/2016:
- 06-10 Inactive – Computing Equipment ($2,000-$4,999)
- 06-12 Inactive – Computing Equipment – M&E Tax Exempt ($2,000-$4,999)
- 06-90 Inactive – Other Equipment (Non-computing) ($2,000-$4,999)
- 06-92 Inactive – Other Equipment (Non-computing) – M&E Tax Exempt ($2,000-$4,999)
Personnel with an Invalid NetID will not be selectable
With this change, all active staff in the Person Web Service will continue to show in the results on staff search, but those without NETIDs will not be selectable, and users will see a note indicating that the NETID must be established before the person can be selected. Allowing personnel without NETIDs to be selected as personnel caused errors on the personnel list afterward.
Grant Runner Forms-D Implementation
Grants.Gov will be updating its systems to FORMS-D, for all applications submitted for due dates on or after May 25, 2016. The Grant Runner forms that will be updated to comply with FORMS-D requirements are identified below. There may be some application packages which include both a FORMS-C and a FORMS-D as options, and in this case users will be prompted in SAGE to select the appropriate one based on the due date. Per NIH, FORMS-C application packages will be set to expire after the May 7, 2016 AIDS due date.
Update of PHS 398 Cover Page Supplement to Forms-D
For Grants.Gov FORMS-D, users will notice the following changes applied to the Grant Runner Coverage Page Supplement form:
- A new “Vertebrate Animals” section, which includes questions on euthanization and use of AVMA guidelines.
- Removal of the PD/PI section
- Removal of the Disclosure Permission section
- The ability to add Program Income information for 10 budget periods (previously 5)
- Re-ordering of fields to accommodate the new additions and removals
Update of PHS 398 Research Plan to Forms-D
For Grants.Gov FORMS-D, users will notice the following changes applied to the Grant Runner PHS 398 Research Plan form:
- New “Data Safety Monitoring Plan” attachment
- New “Authentication of Key Biological and/or Chemical Resources” attachment
Creation of a New PHS Inclusion Enrollment Form for Forms-D
For Grants.Gov FORMS-D, users will notice a new form called “PHS Inclusion Enrollment Report” in Grant Runner. This single form will replace the 2 separate forms in FORMS-C applications (Cumulative Inclusion and Planned Enrollment Report). With the Forms D changes, users will notice some additional fields to identify the type of reporting being done (“Delayed Onset Study?”, “Enrollment Type?”, “Existing Data Set or Resources?”) When “Delayed Onset Study” is marked YES, the remainder of the form will not be editable, per form rules.
Store activity type code for Grant Runner Applications
In order to aid in the analytics of Grant Runner usage, the SAGE system will begin to retrieve and store the Activity Type code from Grants.Gov, as we are retrieving submission status information.
Fixes
Error when Inactivating Advances
An issue that was causing users to receive an error when trying to discard advances has been fixed.
If the sponsor notifies you that a proposal will not receive funding, you can change the eGC1’s status from Approved to Denied By Sponsor.
By updating your eGC1 to Denied, it helps improve the data quality in SAGE for many reports. It also allows you to filter your tasklist to not display these items.
To make the change, look on the left navigation menu for the Denied By Sponsor link. It will be after the “Save & Close this eGC1” link.
Note: if your Approved eGC1 has a child Funding Action, the Denied by Sponsor link will not appear.
Click on this link to open the Denied by Sponsor pop-up window.
Note: You should only make this status change if the sponsor has notified you. Once you change the eGC1 to Denied By Sponsor status, it will become read-only. You will be able to copy it, but not edit it. Once done, you will not be able to reverse the status change. You will need to contact OSP to have it reset.
Application Details
This section will list a few identifying pieces of information:
- eGC1 Number
- Short Title
- PI Name
- Org Code Receiving Funding
- Sponsor Name
Attachments
This section is used to add an attachment with any documents or email you received confirming the sponsor’s decision.
OSP Notes
This is a required field. Use it to explain why you are making this change of status.
Denied by Sponsor
Click this button to complete the process of changing the eGC1’s status. An entry will be added to the History & Comments page indicating who made the status change, when it was made, and showing the entered notes.
Cancel
Click this link to cancel the status change and return to your eGC1.
New Features
eGC1 Permanently Withdrawn status change by user
SAGE users can now permanently withdraw eGC1s that are in “Withdrawn” or “Returned” status. Previously, only OSP could mark eGC1s as “Permanently Withdrawn”. This will provide SAGE users with a way of quickly removing eGC1s from their tasklist that are no longer being considered for submission to a sponsor.
eGC1 Denied by Sponsor status change by user
SAGE users can now mark “Approved” eGC1s as “Denied by Sponsor” and attach related documentation. Previously, only OSP could set eGC1s as “Denied by Sponsor”. This will provide SAGE users with a quick way of clearing eGC1s from their tasklists that are no longer being considered by sponsors, and improve the accuracy of proposal data.
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A new hire must have a UW NetID and UW email account before you can add them to an eGC1. UW departments/divisions may obtain sponsored UW NetIDs for people who are new to the university and whose academic appointments or positions are not yet active.
If the researcher needs access to SAGE to view or edit eGC1s, then you will also need to authorize them with the appropriate role(s) in ASTRA. If the new person will be the PI, they will need the PI role.
Once the NetID is created, you’ll need to use the NetID look up, as a sponsored person is considered a “non-UW person” until their academic appointment or position is active. Once active, you can go back to any eGC1s where they are listed as non-UW and refresh the information.