For example, NIOSH awards the 91探花$5,000,000 for a project, and 91探花sends $20,974 to Northern Illinois University to do a portion of the project. 聽A purchase order/contract request (BPO/CR) provides payment to the outside institution.

The campus research team originates both new subaward requests and modification requests. The Subawards Group within OSP then manages the requests.

You must have the OSP Subcontracts ASTRA role in order to unlock and work with subawards in SPAERC.

NOTE:聽Documentation on the views shared with campus are covered in the .

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The SPAERC Admin Tools page has two sets of tools.

• Grant Runner Submission Queue Tools:聽You must have the OSP Administrator ASTRA role to use these tools.
• Editing Tools:聽You must have the OSP System Administrator ASTRA role for these tools, and the OSP Subcontracts ASTRA role for聽the Manage Subcontractors (Subrecipients) tool.

Grant Runner Submission Queue Tools

• Grant Runner Submission Queue: Monitor/Manage the Grant Runner submission queue. You can view status history, change status, remove an item from the queue, and initiate real-time queue updates. [editor’s note: full article under construction]
• View Status History: View full status history for a specific Grant Runner application
• Grants.gov Status Checker: Query Grants.gov webservice for a real-time status check (must have the Grant.gov Tracking Number). NOTE: This is a query only. This will not update the submission queue. [editor’s note: full article under construction]
• NIH Status Checker: Query NIH webservice for a real-time status check (need Grant.gov Tracking Number). NOTE: This is a query only. This will not update the submission queue.

Editing Tools

• List/Edit Sponsors: Edit, delete or undelete sponsors and parent-sponsor relationships.
• Add Sponsors: Add a new Sponsor.
• List/Edit OSP Administrators: Edit, delete or undelete OSP administrators, groups, and assignments.
• : Add, edit, delete or undelete subcontractors (subrecipients).
• Manage Grant Runner Form Content: Edit the hard-coded and default content in Grant Runner forms.
• Edit Auto Generated Document Text: Edit existing text blocks used to construct auto generated documents.

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• You can send auto-generated documents, which are partially-written emails and letters. You fill in the appropriate details and send the email or print out and send the letter. The system captures a copy of the document as an attachment on the item.
• You can send standard email messages as part of a process, such as returning an application you’re reviewing, or notifying campus about processed paper documents.
• The system automatically sends standard email messages based on the characteristics of an item.

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When you first create an Admin Actions, it is an “unidentified” or generic action (AAs). You then change the Admin Action to one of the following specific actions:

• A Non-Award Agreement (NAA) records a generic agreement not pertaining to funding.
• A Pre-Award Notification (PAN) records a change to the proposed project before the sponsor awards funding.
• A Funding Action (FA) indicates that the sponsor funded the proposal and records funding specifics about the聽award.
• A Post-Award Change (PAC) records changes to the project after the sponsor awards the funding.
• A Close Out (CO) records the tracked activities to terminate a project upon completion of the research.

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Approvers prior to OSP are notified of pending proposals via e-mail notification. OSP is manages proposals needing approval via their tasklist in SPAERC.

Reviewers may have the option to:

• approve a proposal
• return it to the preparer for changes
• add a comment which becomes part of the permanent record of the proposal
• mark it as watched
• add an additional reviewer or watcher to the approval flow

You can view a graphical and a text representation of the approval flow for each application from within SPAERC. You can access both versions from links in the left navigation menu of an open application.

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The Funding Action includes general information about the project, account setup, and budget details, among other details.

When GCA completes setting up the account, the system sends an email notification, with a PDF of the FA, to the PI, eGC1 Preparer and Contacts, and select reviewers. This notification lets the research team know they can now submit charges against the account.

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Following articles describe how to navigate, sort, and personalize your takslists and how to create custom tasklists.

SPAERC includes five standard tasklists. Click on any item type to see a list of all possible columns for that tasklist.

• Applications: lists all existing items in any status other than Composing.
• Funding Actions: lists all existing items, in any status. You create a Funding Action (FA) after the sponsor awards an application. The FA provides information to Grant and Contract Accounting (GCA) so they can set up a budget.
• Subawards: lists all existing items, in any status. The Subcontracts group within OSP manages subawards. The research team creates subaward requests using SAGE.
• Cycles: lists all existing items. Cycles group together related applications, funding actions, subcontracts, admin actions, and advance budget number requests.
• Admin Actions: lists all existing items, in any status. There are several types of Admin Actions: unidentified (AA), Pre-Award Notification (PAN), Post-Award Change (PAC), Non-Award Agreement (NAA), and Close Out (CO).

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The following sections describe the types of documents you might find in the system, how to open them, and how to add documents to Applications, Funding Actions and Administrative Actions, and Subcontracts in SPAERC.

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• SAGE: System to Administer Grants Electronically – used by researchers and administrators to enter their proposal information.
• SPAERC:聽Sponsored Projects Administration & Electronic Research Compliance – used by the Office of Sponsored Programs (OSP) to access the proposal application, and to create additional, related items.
• SERA:聽System for Electronic Research Accounting – used by Grants and Contract Accounting (GCA) to process Funding Actions (FA), Post-Award Changes (PAC), Advance Budget Number Requests (ADV), and view the application information.

All research proposals submitted to sponsors external to the university go through the following process:

• Application creation in SAGE
• Campus review and approval
• OSP review and approval
• Submission to the sponsor
• Funding or rejection by the sponsor

Application Creation

When a principal investigator (PI) at the 91探花decides to solicit funding for a research project from a sponsor, he or she identifies an appropriate funding opportunity and then, often with the assistance of a research administrator, puts together a research proposal according to the sponsor鈥檚 instructions. From the proposal information, the PI and/or research administrator create an online application鈥攃alled an 鈥渆GC1鈥濃�攊n SAGE. The application provides the means to route the proposal information around campus and to OSP for approval, before OSP submits the proposal to the sponsor.

The application includes the proposal components for submission to the sponsor and provides the university answers and explanations to compliance questions. The application includes:

• Information about the PI and other research personnel
• The funding agency (sponsor) and its submission deadline
• The timeframe and details of the research
• A brief description of the project (abstract)
• The budget and any cost sharing information
• The attached proposal documents that OSP will submit to the sponsor
• Attachments of any other relevant documents needed by reviewers.

When the research team first creates the application, it has a status of Composing. Once the application has all but the final version of the scope of work for the sponsor, the preparer routes it to reviewers. The status of the application changes to Routing and it moves into the campus approval phase.

Preparers have the option to “withdraw” the application from routing to make adjustments, which changes its status to Withdrawn, and then re-complete it so that it resumes routing, resetting its status to Routing.

Tip: The name “eGC1” comes from the original paper form which was the GC-1 (Grant and Contracts form 1). The “e” indicates the electronic version of this form.

Campus Review and Approval

Each school or college at the 91探花defines its own approval “routing rules” to聽use with聽SAGE approvals. The rules indicate which unit levels (division, department, dean, etc.) will need to review an application based on:

• The unit of the PI and other research personnel
• The organization receiving the funding
• Any cost sharing
• The answers to certain compliance questions

When the research team routes the application for the first time, SAGE sends an automatic email notification to the first reviewer(s). This is usually just the PI. If the PI is the person who completes the eGC1, then SAGE automatically marks it as approved by the PI. In that case, SAGE notifies the next set of reviewers. As each group of reviewers approves the eGC1, the system notifies the next group.

Note: Generally, each unit designates several reviewers, but only one reviewer needs to approve the application.

When a specific unit approves the application, information is added to the eGC1’s approval history, which can be viewed on the History & Comments page.

Approvers have the option to “return” the application to the preparers for any needed revisions. This changes the application’s status to Returned, and automatically sends an email to the PI, eGC1 Preparer, Administrative Contract, and Pre-Award Budget Contract, notifying them of the change in status. Once the revisions are made, the preparer would re-route the eGC1 to the remaining approvers.

Once all the required campus units have indicated their approval of an application, the application changes to a status of In OSP, indicating it is now ready for review by OSP.

OSP Review and Approval

OSP staff review the application and proposal documents to verify compliance with research regulations and the sponsor’s requirements. If OSP determines that the application needs some revisions, they will return it to the preparer. The preparer, PI and Contacts receive an email notifying them of the return, which contains the comments OSP staff must include as part of the return process. The comments can also be viewed from the History & Comments page of the eGC1 in SAGE.

When OSP determines that the application is ready, they submit it to the sponsor, and mark it as “approved.” The application status changes to Approved, and the application’s data at that point in time becomes a permanent record of the submission.

Submission to Sponsor

An application can be submitted to a sponsor in聽multiple ways. OSP staff usually submit all federal and electronic applications.

Sponsor Funding

When a sponsor funds a proposal, OSP uses SPAERC to manage that information by creating a Funding Action (FA). When OSP sends the FA to Grant and Contract Accounting (GCA) for processing, the system automatically changes聽the application’s status from Approved to Awarded. GCA will process the FA and set up a budget for the research project in the financial system. The preparers will receive an email notification with the budget number information.

If the sponsor does not fund the proposal, OSP staff can change the status of the application to Denied by Sponsor.

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