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Approval Workflow

eGrants leverages automated approval processing features to ensure that all relevant parties have approved a given grant funding application prior to committee review or award allocation. Approval routing is dependent upon the type of grant application and whether the application was created by the applicant or his/her proxy. This document provides an overview of the different approval process roles, how they relate to each other, and how each role may act on an application at any point in the approval process.

Basic Asgaa Approval Process2

Role Definitions

There are four distinct roles that may participate in a grant application approval process prior to committee review:


(Research, Travel, and IEX)

The preparer is the person who creates, edits, and initiates the initial submit request for an application. The preparer may be the person applying for grant funding, or the preparer may be any other UC San Diego employee tasked with creating an application on behalf of an eligible grant recipient.

The preparer is the only person who is able to edit a draft application before the initial submit request. For example, if a fund manager is asked to prepare an application for a departmental faculty member, the applicant (faculty member) cannot concurrently edit the application before the preparer (fund manager) has has submitted it. The preparer can no longer edit an application after it is submitted unless the application is returned to them by the next approval process participant.


(Research, Travel, and IEX)

The applicant is the person who is actually applying for an Academic Senate grant. The preparer and the applicant are the same person when an applicant chooses to create and complete their own grant application. In terms of the approval process, the preparer and the applicant roles are consolidated whenever an applicant creates and completes their own application.

General Campus Intercampus Exchange (IEX): The department chair assumes the applicant role if an IEX application is prepared by someone other than themselves.

The applicant functions in the same manner as the preparer whenever the application is self-prepared, and the applicant’s approval is implied when they submit the application. If an applicant delegates the task of preparing their application to an assistant or fund manager, the applicant can view the draft at any time prior to the preparer’s initial submission, but he/she cannot simultaneously edit the application.

The application is routed to the applicant for approval following the preparer’s submission. By default, the applicant can view the application in read-only mode and either approve or return the application to the preparer for revision. However, the applicant can also temporarily suspend the approval process and edit the application themselves by clicking the Edit button. One the applicant is through making changes, they can reenter the approval process by clicking the Save button in the confirmation screen.

The applicant can return the application to the preparer for revision as many times as necessary until they approve it; the applicant cannot return their application to the preparer if it is returned to them by a subsequent approver. The applicant is responsible for amending the application if it is returned to them by a collaborative project owner or an Academic Senate grant analyst.

Collaborative Project Owner

(Research only)

The collaborative project owner is the first co-investigator on a joint research project to identify the project as part of a research grant application. This role only applies when more than one co-investigator on a collaborative project applies for research funding to support that project during the same fiscal year. In section 5 of the research grant application, the first member of the project team to prepare a grant proposal indicates that their project is collaborative and that they need to create a new collaborative project reference. Subsequent members for the project team can then reference this collaborative project in their applications, and they will not be required to reenter the project compliance information in section 7. As Academic Senate awards are granted to individuals rather than projects, acknowledging that your project is a collaborative effort will not negatively impact the likelihood that you will be funded.

The collaborative project owner’s function in the approval process is simply to validate that other applicants claiming to be involved in the project are in fact members of the research team. The collaborative project owner’s view of any application that references the project is limited to the applicant’s identity and project-specific information unless the project owner is otherwise involved in preparing the application (i.e. as the preparer).

Grant Analyst

(Research, Travel, and IEX)

The grant analyst is an Academic Senate staff member responsible for verifying applicants’ funding eligibility and ensuring that applications are sufficient for committee review.

The grant analyst can return an application to the applicant for revision, deny an application due to applicant ineligibility, approve applications for committee review, and approve some travel and iex applications for funding. If a grant analyst returns a research grant application referencing a collaborative project that the project owner has approved, the application is not routed back through the project owner.