This chart describes when and to whom the SPAERC system sends email notifications. The content of the auto-generated emails varies depending on the choices the sender makes. Select a link in the Email Type column to display an example of the email contents.
| Email Type |
Purpose |
Triggers |
Sent To |
| Application Returned |
To inform owners that their eGC1 application they submitted has been returned by OSP. |
When an eGC1 application is returned by OSP |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Application Review Notice |
To send review comments |
Email sent manually by OSP (auto-generated document) |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Ready for Pickup |
To inform owners that all signed and scanned documents are uploaded to an application and are ready for pickup for review. |
OSP can send the notification by clicking the Ready for Pickup button once they know all signed and scanned documents are uploaded to the application. |
Principal Investigator, Application PI, Administrative Contact, and Pre-Award Budget Contact |
| Sponsor Deadline |
Reminder email sent if the application’s value for the Ready to Submit question is “No.” If the value changes to “Yes” within the six-to-three day timeline, the email is no longer sent. NOTE: This email is not sent if the application is after-the-fact or a clinical trial. |
Each day (at 6:00 AM), the system checks for any applications that are between six and three business days prior to their sponsor deadline with the application’s value for Ready to Submit as “No.” |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Advance Budget Request Eligibility |
This email is sent to let the research team know that an advance budget number request can be made for the application. |
OSP marks the application as eligible for an advance. |
PI, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Subaward Request Returned |
To inform the Subaward Preparer that a request they submitted has been returned by OSP. |
When a subaward request is returned by OSP |
Subaward Preparer |
| Notice of Award (Funding Action) |
To send information about the award received |
Email sent manually by OSP (auto-generated document) |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Request for Activation Notice – fellowships (Funding Action) |
To notify the PI of a fellowship award and request the PI to complete the Activation Notice |
Email sent manually by OSP (auto-generated document) |
Principal Investigator (cc’d) |
| SFI Compliance Notification (Admin Action) |
To the PI concerning SFI disclosure for a budget extension |
Email sent manually by OSP (auto-generated document) |
Principal Investigator, Administrative Contact, Office of Research SFI Reviewers |
| Email Notification (Subaward) |
To the PI with subaward attachments to be reviewed and/or acted on |
Email sent manually by OSP (auto-generated document) |
Principal Investigator |
FORMS-E Changes to Existing Forms
NIH will require the use of FORMS-E application packages for due dates on or after January 25, 2018. Grant Runner now includes the FORMS-E version for the following agency specific forms.
- PHS 398 Cover Page Supplement
- PHS 398 Research Plan
- PHS 398 Career Development Award Supplemental
- PHS 398 Modular Budget (expire date change only)
- PHS Assignment Request
- PHS Human Subjects and Clinical Trials Information (New!!)
Federal-wide form updates that will also be incorporated into FORMS-E packages, and which are supported by Grant Runner, include:
- RR Budget and Subaward Budget
- RR Other Project information
NIH Form Change Resources
Review more information on:
High level FORMS-E summary of changes across all impacted forms
NIH: New Human Subjects Clinical Trial Form
NIH: FAQS for Application Forms, Form Updates, and Choosing the Correct Forms
New Human Subjects and Clinical Trials Information Form
Grant Runner now includes the new PHS Human Subjects and Clinical Trials Information Form. You will have the option of completing the form in its entirety directly in Grant Runner, or importing a completed PDF version of the form into Grant Runner. Due to the length of this form, it is recommended that you preview the form in Grant Runner or in PDF format, early in the proposal development process to plan appropriately for the information collection involved.
SAGE Subawards
Subrecipient Re-Certification Status and Form
When completing the subaward request in SAGE, a prompt will display below the subrecipient’s name if their certification status is in an expired state and needs re-certification. This prompt will have a link to the Subrecipient Certification PDF form that can be uploaded in the Attachments section of the Subaward Request once completed. Attachment of the Subrecipient Certification form is not required prior to submission of the subaward request. This status prompt and link will also display in the Subaward Overview Summary section.
SAGE eGC1
Non-Award Agreement Application Types
SAGE now provides a dedicated, streamlined eGC1 format for submitting Non-Award Agreements to OSP by requiring only the set of fields necessary for these application types. You will now select Application Types “Non-Award Agreement (new)” or “Non-Award Agreement (continuation)” for the following types of agreement:
- Confidentiality Agreement
- Data Use Agreement
- Memorandum of Understanding
- Unfunded Collaborative Agreement
- Unfunded Research Agreement
- Affiliation Agreement
- Master Transfer Agreement
Note that you should select “Non-Award Agreement (continuation)” to extend an existing agreement beyond the initial term.
Activity Locations Survey
We want your feedback on the new look and feel of the Activity Locations page. Click the “Give Feedback” link at the top of that page and let us know what you do/don’t like about the design as we evaluate updates to other parts of SAGE.
This final release for the SAGE Subawards Project includes priority items requested by preparers as well as some updates that will allow OSP to manage subrecipient profile data more effectively.
Managed Access
To make it easier for subaward preparers to cover absences and to allow for broader department review and access to subawards, you can now add additional users (beyond the three UW contacts) with either read/write or read-only access.
Expanded Subrecipient Profile
To improve OSP’s ability to report subaward information to sponsors and auditors, the following attributes have been added to the subrecipient profile in SAGE:
- Employer Identification Number (Federal Tax ID)
- DUNS and DUNS +4
- Country
Subrecipient Types have also been revamped to better align with reporting requirements.
Attachments Display Changes
- From a link on the Subaward Overview page, you can now view a consolidated list of attachments for the entire subaward.
- On the subaward request details page, the Attachments section now visually separates attachments that departmental subaward preparers uploaded from those that OSP did.
Performance Improvements
Using the Subawards section of SAGE and SPAERC will now be faster and more responsive, allowing you to accomplish what you need to get done with less waiting.
Improved Validations
The Start and End Dates on subaward requests are now checked by the system to ensure they make sense within the context of the broader award and subaward. This will help alert you to any easy mistakes made when preparing a request.
Other Enhancements
SAGE Tasklist
- The SAGE tasklist now displays the most recent BPO number, rather than the one listed on the first request. Searching the tasklist will also now only return subawards where the most recent BPO matches your search criteria.
Subaward Overview Page
- A visual cue displays in the Request in Process section on the Subaward Overview page to make it easier for users to identify how to open the details of request.
- A new Modification Number field has been added, which will be populated by OSP in SPAERC but will be visible on the Subaward Overview page in SAGE as well. The Modification Number will confirm the sequence of changes to the subaward agreement.
- You’ll now see the BPO number associated with each request, within both the Requests In Process and Processed Requests section of the Subaward Overview, for easy reference.
You can change the status of a subaward from the Overview page. Once you have unlocked the page, an SC Status Change button will appear in the upper-right of the page.
Clicking the button will open the Change Status dialog. In the status drop-down menu, all possible subaward statues display. However, you can only select the allowed ones.
The OSP Note is optional. If you enter a note, it will appear in the All Event History & Comments section of the overview page.
Valid Subaward Status Changes
| From Status |
To Status |
| In OSP, OSP Assigned, or Issued |
Canceled, if there are no subaward requests in Active or Expired status |
| Canceled |
In OSP, OSP Assigned, or Issued |
| Expired |
Active or Closed Out |
| Closed Out |
Active or Expired |
Subaward Statuses
When campus creates a new subaward, the Subaward and Subaward Request statuses will be the same from Composing through Active as you review and process the request. Once the subaward reaches Active status, the status of subsequent modification requests will be independent of the overall subaward’s status.
The system will automatically change the subaward’s status to Expired when the End Date is in the past. If a new modification is approved, the subaward status will be changed to Active once again.
OSP can change a subaward’s status as follows:
| From |
To |
Effect on Requests |
| In OSP, OSP Assigned, or Issued |
Canceled, if there are no requests in Active or Expired status |
If there is only a New request with a matching status, then the request will be Canceled. |
| Expired |
Active |
No change to requests |
| Expired |
Closed Out |
No change to requests |
| Close Out |
Active or Expired |
No change to requests |
| Canceled |
In OSP, OSP Assigned, or Issued |
No change to requests |
Subaward Request Statuses
A Subaward Request will have one of the following statuses.
| Status |
Description |
| Composing |
Campus created an initial request or modification request, but hasn’t yet submitted it to OSP. Campus can delete a requests in Composing status. |
| In OSP |
Campus has submitted the request to OSP for review; the system assigns the request to Subaward Intake initially. Campus can cancel or withdraw a request in this status. OSP can return the request. |
| Withdrawn |
Campus pulled the request back for changes. Campus can only withdraw requests in status In OSP. Once withdrawn, campus could cancel the request. |
| Returned |
OSP had returned the request to campus for changes. You can return a request in either In OSP or OSP Assigned status. Once returned, campus could cancel the request.
The system sends an email notification about the returned request to the Subaward Preparer. |
| OSP Assigned |
OSP has assigned a staff member to review the request. |
| Issued |
OSP has issued the agreement to the Subrecipient. |
| Canceled |
Either campus or OPS decided not to continue processing the request. You may cancel a New or Modification subaward request that is in a status of Returned, Withdrawn, or In OSP.
If the subaward has only a New request, then the system will also change the subaward’s status to Canceled. |
| Active |
This indicates a fully-executed request. |
| Expired |
The system will automatically change a Subaward request’s status to Expired once its end date is in the past. |
| Closed Out (Subaward only) |
The subrecipient has completed the Subaward and OSP has changed the status to reflect that. The status for the subaward’s requests will remain unchanged when OSP changes the subaward to Closed Out. |
