Manage Access
Application access is controlled by assigning appropriate access levels or privileges to system users. An access level is a group of privileges. Privileges control the extent to which each person working on an application can view and/or edit application data.
Users from the applicant organization that log in to ASSIST using an eRA Commons ID with an SO role automatically have the Access Maintainer privilege needed to manage privileges for other users. Users with the SO role can also assign the Access Maintainer privilege to other users within their institution.
Application access can be controlled across three variables:
- Edit vs. View
- Entire application vs. specific component within an application (for multi-project applications)
- Budget data vs. Non-Budget data
It is not necessary for all users who access an application to be affiliated with the applicant organization, although certain functions are only available to affiliated users. For example, only users affiliated with the applicant organization hold the Access Maintainer privilege for an application.
Because all users granted access via this screen have the ability to edit the application, it is not necessary to route to PD/PI or route to SO. Routing history is not necessary because you can view status history for the entire application, and you can view access history for an individual user on the User Access Summary screen.
Privileges Automatically Available in ASSIST Based on eRA Commons Role
Some privileges are automatically available based on the organization and roles associated with the eRA Commons ID used to access ASSIST. Since these privileges cannot be individually granted or revoked with ASSIST, the Manage Access interface does not display all users that hold these automatic privileges.
Signing Official (SO) at the lead application organization:
- Initiate application
- Assign, modify, or revoke application access for other users
- Delegate ability to assign, modify, or revoke application access for other users
- Edit entire application
- Submit application (must be SO at lead applicant organization AND have valid Grants.gov Authorized Organization Representative credentials)
- Update the component status from WIP to Final (without setting it to Complete)
Administrative Official (AO) at the lead applicant organization:
- Initiate application
- Edit entire application
- Update the component status from WIP to Final (without setting it to Complete)
Principal Investigator (PI) identified on an application:
- Edit entire application
- Delegate access to another PI on their behalf enabling delegated PI to initiate and work on HSS request.
Delegations from Commons that are supported within ASSIST:
| Commons Authority Type | Delegated By | Delegated To | Description |
|---|---|---|---|
| Progress Report | SO, AA, AO (on behalf of PI) | PI | SO, AA, AO are giving this authority on behalf of one PI to another PI, which enables this second PI to initiate and submit a progress report or initiate and submit an HSS request for the first PI. This delegation also gives the delegated PI the authority to submit progress reports for the Institution Note: An AO can work on the progress report, and therefore should be able to work and edit an HSS request. However, the AO cannot submit a progress report and should not be allowed to submit an HSS request in ASSIST. The privileges for AO in ASSIST with regards to HSS requests will be the same as the PI. |
| Progress Report | PI | Any active user within the Organization (this includes the PI, SO, AA or AO or anyone else who has a commons account so that whoever they delegate to can initiate and edit an RPPR or initiate and edit an HSS request on their behalf.) | Enables the authorized user to initiate and edit an RPPR or HSS request |
| Submit | SO, BO | PI | Enables the PI to submit (progress report or HSS Request) |
IMPORTANT: In the case of multi-project applications, once the DUNS or UEI (Unique Entity Identifier) number is entered on the SF424 R&R for a component, then similar automatic privileges apply for that specific component. For applications due on or after January 25, 2022, applicants must have a UEI at the time of application submission; see NOT-OD-21-170. You cannot revoke the automatic access given to the SOs of the component through Manage Access. However, when the component is in any status other than Work In Progress, the component can only be edited by individuals that are granted edit access to the entire application (the automatic access provided at the component level alone is insufficient). This provides the applicant organization with the ability to limit editing as they are pulling together the application. Access can be restricted to the component lead through Manage Access at any time and when the component is in any status.
