You can access the OSP Notes page by clicking the OSP Notes tab from an opened item. This page is only visible to people with access to SPAERC. You can use this page to:
- Enter notes for the item.
- View all the OSP Notes for the item.
- View system-generated notes for holds or assignments.
Note: The OSP Notes History section at the bottom of the main FA or PAC page is visible to both SPAERC and SERA users, and contains some of the OSP Notes information. In an eGC1 application, the OSP Notes also display at the bottom of the Control Sheet.
To add an OSP note
- From the open application, click the OSP Notes tab.
- In the Notes field, enter your comments. You can then click the Reset button to clear the text or click Save to keep the note.
- After clicking Save, the page will refresh and display the newly-added comment. Once you add a note, you cannot edit or delete it.
Information Displayed
The Application OSP Notes History displays the details of four types of actions: status changes, assignments, holds, and notes directly added.
A Funding Action may also have a note with a type of “GCA Update.” This indicates that GCA has edited a field. The note text will indicate the change. For example, Budget Details Location changed from [Award documents] to [eGC1 Attachments].
Columns, reading from left to right, are:
- Date: when the action occurred.
- Type: what action generated the entry.
- Entered by: the person taking the action.
- Status: shows the value that resulted from the action taken.
- Assigned to: for an assignment change, the new person.
- OSP Note Text: system-generated comments or ones directly entered.
A single action can result in multiple entries on the OSP Notes page. The following image shows an example.
Reading from the bottom to the top:
- The application was assigned to Lauren
- Lauren returned it to campus
- When campus (Katherine) re-routed it to OSP at 4:36 PM, the system logged two entries:
- An assignment to the OSP reviewer as part of the re-completion (indicated as SPAERC Administrator)
- A change of status to In OSP
SPAERC organizes items into tasklists to help you manage your work. The tasklist displays all items of a specific type.
SPAERC includes five item tasklists:
- Applications
- Funding Actions
- Subawards
- Cycles
- Admin Actions
The following image shows the set of tasklist tabs.
A sixth tab, Administration, displays a drop-down menu when you place your mouse over it. It includes a few choices, depending on your ASTRA role.
Full details are available in the Tasklists section.
A breadcrumb trail displays immediately under the “SPAERC” heading. The left-most choice is “Back to Spaerc Tasklist” which you can use to return to the last tasklist viewed. To the right of that is the item number. Click it to return to the page you see when you first open that type of item. In the case of an eGC1, the last part of the breadcrumb is the page being displayed.
The page heading displays just below the breadcrumb and includes the Short Title, the item ID, and the name of the PI. This appears on every page as a quick reference. The following image shows these heading parts.
This article covers:
Using the Action Bar
The icons on the action bar will vary depending on the item you are viewing, and whether the item is locked or unlocked.
Possible Icons in the Action Bar
 |
Save |
Writes any changes made to the database |
|
Reset Form |
Clears any text entered on the page since the last save |
|
Previous Page |
Displays the preceding page in an application |
|
Next Page |
Displays the following page in an application |
Note: any time you navigate from one page to another, SPAERC saves any changes made to the item.
Within an application, the eGC1 pages contain a Previous link and a Continue button, which provide another way to navigate from page to page.
Using the Left Navigation Menu
The left navigation menu for an item generally contains “action” links such as change status, place or remove holds, save & close. For an application, you will also see links to view its pages, a summary, the approval graph and related approvals pages.
Using the Item Tabs
Use the set of tabs across the top of the main display area to access pages related to the item. Generally, you use the left-most tab to return to the page you see when you first open that item.
The following image shows the set of tabs for an application. The tabs are: Application, Funding Actions, Admin Actions, OSP Notes, Assignments, Status, Auto Generated Documents, and Cycle Details.
Applications, Funding Actions, and Admin Actions have the following tabs in common.
| Tab |
Description |
| OSP Notes |
Displays both system-generated notes and any that you add directly by using the text box on the page. For more details, see the OSP Notes Page article. |
| Assignments |
Used to reassign the item, and optionally some related items, to another individual within OSP. You can also view assignment history. For more details, see the Reassign an Item article. |
| Status |
Shows the history of status changes to the item from when it was initially created. For more details, see the Status article for the specific item type. |
| Auto Generated Documents |
Displays a page with email and/or letters you can use to communicate with the research team or the sponsor. See the Auto Generated Documents articles for more details. |
| Cycle Details |
When hovered over with the mouse, this tab displays a flyout list of this item’s cycle ID and all of that cycle’s related items. If no one has placed the item in a cycle yet, no list will appear. If you click the tab when there is no cycle, a pop-up window will appear with options for placing the item into a cycle. See the Cycles articles for more details. |
In addition to the common tabs, since Applications and Funding Actions can have related items (children), they have tabs for viewing a list of these items, and accessing them.
- Applications have a Funding Actions and an Admin Actions tab.
- Funding Actions have a Subawards and an Admin Actions tab.
Note: Use the Admin Actions tab to create a new Admin and/or Funding Action as a child of the current item.
Cycles have just the OSP Notes and Assignments tabs.
