eSPAR FAQs

The eSPAR is now a ‘smart’ form to enter specific types of requests, helping us minimize errors and duplicative data entry.

Start an eSPAR from the ResearchUVA dashboard:

Choose the type of request you want to make.

The available request types are the first to be released, but additional types will follow.  During this transitional period, please continue to make other requests via the SP23 form.  

Enter the number for the pending proposal, which you expect to or have received a NOA and are requesting an At-Risk Preliminary account for.  Proposals that have been previously awarded or rejected will not appear in the lookup.

As an At-Risk Preliminary request, the Department must agree to cover all charges incurred on the account with local funds, under control of the department, if the proposal ends up not being funded. The guarantee PTAO is that account number.

Prove your reasoning for this request and why it should be approved. Be sure to include any details from the sponsor indicating that an award is likely to be made.

Approval of Pre-Award Costs requires specification of a Pre-Award Start Date and uploading of Sponsor Pre-Award Cost Documentation.

Provide the dates for when the At-Risk Preliminary account should start and end.

Provide any complementary documentation for IRB Approvals, Human Subject Education, or IACUC Approvals which the request may depend upon being completed.

Enter the number for the pending proposal, for which the sponsor has requested more information.

Prove your reasoning for this request and why it should be approved. Be sure to include any details from interaction with the sponsor.

As a proposal change request, you only need to enter information into fields that differ from what was originally submitted to the sponsor. 

Enter the number for the pending proposal, which you have received an award offer notice for.  Proposals that have been previously awarded or rejected will not appear in the lookup.

Enter the due date the sponsor has provided in their offer letter.

Provide a brief summary of what is being offered in the letter and what is required in response.

Enter the project number for an on-hold or active project which needs expenditures to be released.

Select the control from the Expenditures box on the left and then click the right arrow button to move it over to the "Selected expenditures to be released" box.   Multiple Expenditures can be selected.  Enter any additional details for your request in the General Comments box and upload any additional documentation you may have.

Enter the award number for which you are requesting an At-Risk Extension.  Awards that are On-Hold or have previously been Closed will not appear in the lookup list.

As an At-Risk Extension request, the Department must agree to cover all charges incurred on the account with local funds, under control of the department, if the award ends up not being extended. The guarantee PTAO is that account number.

Prove your reasoning for this request and why it should be approved. Be sure to include any details about why the project needs to be extended and any initial indications from the sponsor regarding whether it will be approved.

Upload communication with the sponsor, such as a contract amendment, request letter, or other sponsor approval document.  Include the name and email of the person responsible for contracts at the sponsoring entity.

Enter your extension date.

If the award has multiple projects, you can either apply the same extension end date to all child projects or choose to request different end dates for each projects.

Key personnel appear as a convenient reminder of compliance status for key personnel on the award. 

Provide any complementary documentation for IRB Approvals, Human Subject Education, or IACUC Approvals which the request may depend upon being completed.

Enter the award number for which you are requesting an No Cost Extension.  Awards that are On-Hold or have previously been Closed will not appear in the lookup list.

Prove your reasoning for this request and why it should be approved. Be sure to include any details about why the project needs to be extended and any initial indications from the sponsor regarding whether it will be approved.

Upload communication with the sponsor, such as a contract amendment, request letter, or other sponsor approval document.  Include the name and email of the person responsible for contracts at the sponsoring entity.

Enter your extension date.

If the award has multiple projects, you can either apply the same extension end date to all child projects or choose to request different end dates for each projects.

Key personnel appear as a convenient reminder of compliance status for key personnel on the award. 

Provide any complementary documentation for IRB Approvals, Human Subject Education, or IACUC Approvals which the request may depend upon being completed.

Enter the number for the award where you need to change the PI.  The award must be active or on hold.

Prove your reasoning for this request and why it should be approved. 

In order to complete the form, you must complete a few additional fields:  

• Is Sponsor prior approval required?  If you check yes, you must provide documentation showing approval.
• Will this change affect all associated active projects?
• New Principal Investigator (enter PI name or computing id)

Enter the number for the award where you need to request Pre-Award Costs.  The award must be active or on hold.

If a sponsor is covered under FDP authority, then you can choose Yes.  If not, then choose No.  Answering No will require responding to whether you have Sponsor Approval for Pre-Award Costs.  If you answer Yes to this, then also upload Sponsor Pre-Award Cost Documentation.

Enter the date which the sponsor approved for pre-award costs to begin. 

Enter the number for the award where you need to change the sponsor.  The award must be active or on hold.

Prove your reasoning for this request and why it should be approved. 

Like on the ePRF, the Immediate Sponsor is where the funding is coming directly from and the Originating Sponsor (if different) is where the funds originate from.  Enter the name you know and the system will look it up in the list of existing sponsors.  If the name does not match, then a Create New Sponsor link will appear and you can enter the name you know to request that OSP setup a new sponsor.

Enter the number for the award where you need to change the scope.  The award must be active or on hold.

Prove your reasoning for this request and why it should be approved. 

In order to complete the form, you must complete one additional field: Is Sponsor prior approval required?  If you check yes, you must provide documentation showing approval.

Enter the number for the award where you need to process the internal budget transfer.  The award must be active or on hold.

Prove your reasoning for this request and why it should be approved. 

In order to complete the form, you must complete one additional field: Is a new project need?  If you check yes, you must provide all the required information pertaining to the project.

Enter the number for the award where you need to end the grant or contract early.  The award must be active or on hold.

Prove your reasoning for this request and why it should be approved. 

In order to complete the form, you must provide all the required information pertaining to the early termination of the award.

Enter the number for the award where you need to obtain sponsor prior approval.  The award must be active or on hold.

Prove your reasoning for this request and why it should be approved. 

In order to complete the form, you must provide all the required information pertaining to the other sponsor prior approval request.

Enter the number for the award where you need to submit a report.  The award must be active.

Once you have selected an award and saved, the form will then present a tab with the choices of: Invention/Patent, Property/Equipment, or Progress/Technical.  Choose the type of report you need to submit.  Once a box is checked, additional fields will appear to show and confirm data about key personnel for the award, allow for general comments, and then allow for upload of the actual report.  If compliance issues are highlighted in yellow on the key personnel section, those should be addressed.  Multiple report types can be selected on a single form if needed.

1. Once the required questions have been completed and the form has been saved, the tab will display a green check mark, like this:

2. Select “Review” button in summary window.

This brings up all of the data entered in one window. Scroll through and review for accuracy and completeness.

Edit (as necessary) by clicking on “Edit” next to any section that needs to be revised.

3. Go to the bottom of the review page and find the "Email Approvers" button.

4. Enter the names of the individuals who need to approve the eSPAR request.  Individuals who will have appropriate access to the request will automatically be in the lookup for selection. At least the PI must approve the request.  If desired, enter a message to the approvers in the Additional Info box and this will be included in the approval request email.  

The individuals appearing in the approval lookup have relevant approval roles related to the affiliated organizations on the form. Anyone with a Center Director role will also appear.  In order for a Center Director to approve, they must be sent a request via the Email Approvers button.

Request that they review for accuracy and completeness.

Approvers should:

• make edits, as necessary
• review certifications and prior approvals (if necessary)
• select the “Approve Form” button

Once approvals are complete, email the URL to the School Signatory to Submit to OSP.

Request that they do a final review for accuracy and completeness and then submit to OSP.  When at least one electronic approval (or uploaded approval document) is received, the “Submit to OSP” button will become available to users with the Dean's Office Signatory role.