Perform an ED Program Contact Change Admin Action


Concept

In this topic, you will learn how to perform an ED Program Contact Change Administrative Action.


Steps:

  1. Click the Initiate Actions menu item to begin the process of initiating an administrative (admin) action.

    Step 1
  2. Next, enter the appropriate search criteria to retrieve the award for which you wish to perform the admin action.

     

    You can search by the Fiscal Year and CFDA/Subprogram, PR/Award Number, or UEI.  We will search by the PR/Award Number in this example.

    Step 2
  3. Enter the award number in the PR/Award No. field.

     

    In this example, enter "P432A240004" in the PR/Award No field.

    Step 3
  4. Click the Search button to search for the award you entered.

    Step 4
  5. Click the Select button to mark the award information which displays.

    Step 5
  6. Click the Continue button to move to the Admin Action Types tab.

    Step 6
  7. Click the Select button to mark the ED Program Contact Change action type for this example.

    Step 7
  8. Click the Continue button to move to the next tab.

    Step 8
  9. Click in the ED Program Contact field to select the new contact.

    Step 9
  10. Note: The list of program contacts will appear.  This list populated by the grant team assigned to the grant schedule.

     

    To add or remove individuals from the list, you can modify the grant team.

    Step 10

  11. Select the appropriate contact from the list.

     

    In this example, select Wayne, Bruce.

    Step 11
  12. Click the Continue button to continue to the Clauses tab.

    Step 12
  13. Note:  The system automatically applies the ADMIN ACTION: Education Program Contact change clause.  To view the clause text, you can click the View Clause link.

    Step 13
  14. The ADMIN ACTION: Education Program Contact change clause is displayed here.

    Step 14
  15. Click the Continue button to move to the Packet Information tab.

    Step 15
  16. Note:  The Signature Type defaults to Electronic Signature. To issue a GAN in hard copy, users must select the "Hard Copy Signature" option.  Selecting the "Hard Copy Signature" option will require users to enter a comment justifying their decision to override the default.

    Step 16
  17. After confirming the Electronic Signature option is selected and checking the appropriate print options, click the Continue button to generate the GAN.

    Step 17
  18. After the GAN is generated, a link to the GAN PDF will appear.  Click the link to open and review the GAN for accuracy.

     

    In this example, click the GAN-P432A240004 link to view the GAN.

    Step 18
  19. Next, review the GAN to confirm the appropriate changes have been made.

     

    The new Education Program Contact appears on the GAN.

    Step 19
  20. Confirm that the appropriate clauses appear in Block 10.

     

    Additionally, you can view the placeholder for your electronic signature.

    Step 20

  21. After reviewing the GAN for accuracy, click the Close icon (X) to close the PDF tab.

    Step 21
  22. Click the Initiate eSignature button to start the eSignature process.

    Step 22
  23. A message will appear confirming that the GAN has been submitted to Adobe.

     

    Click the Sign GAN button.

    Step 23
  24. The GAN will open in a new Adobe Acrobat Sign tab.

     

    Click the Continue button to acknowledge the terms of use.

    Step 24
  25. You can either click the Sign With Acrobat field or the Start button to continue.

     

    In this example, click the Start button.

    Step 25
  26. Click the Submit and Proceed to Sign button.

    Step 26
  27. Click the Download Document button to download the GAN.

     

    Note: Downloading the GAN is required to complete the eSignature process but you must delete the GAN from your computer afterward.

    Step 27
  28. Navigate to the folder where the GAN is saved.

     

    Click the file name to open the GAN PDF.

    Step 28
  29. Click the vertical scrollbar to scroll down to the Signature field in Block 10.

    Step 29
  30. Click in the Click here to sign field.

    Step 30
  31. The Sign with a Digital ID window will open.

     

    Ensure your name is selected then click the Continue button.

    Step 31
  32. Click the Sign button.

    Step 32
  33. Click in the PIN field to enter your PIN.

    Step 33
  34. Next, enter your PIN in the Smart Card window.

     

    This step has been completed in this example.

    Step 34
  35. Click the OK button to submit your PIN.

    Step 35
  36. A window will appear confirming that you have successfully signed the GAN.

     

    Click the OK button to continue.

    Step 36
  37. Your signature now appears on the GAN.

    Step 37
  38. Click the Close icon (X) to close the Adobe window.

    Step 38
  39. You will be asked if you want to save the GAN.

     

    Click the No button to continue.

    Step 39
  40. After signing the GAN, you must return to the folder where you downloaded the GAN and delete the file.

     

    Right-click in the Name field.

     

    Note: Electronically signed GANs must be deleted from your computer after completing the eSignature process.  Additionally, users should never distribute the GAN saved on their local computers.

     

    Electronically signed GANs are saved in the award's Grant File.

    Step 40
  41. Click the Delete menu.

    Click the Delete menu item.

    Step 41
  42. Click the Yes button to confirm you want to delete the file.

    Step 42
  43. After deleting the file, return to the G5 page.  Note that G5 now indicates the GAN has been signed.

    Step 43

  44. You can click the GAN link to view the signature.

     

    In this example, click the GAN-P432A240004 link to view the GAN.

    Step 44
  45. Your signature now appears on the GAN.

    Step 45

  46. Click the Close icon (X) to close the PDF tab.

    Step 46
  47. Click the Submit button to complete the process and save your data.

    Step 47
  48. A message will appear confirming that the admin action has been saved.

     

    Click the vertical scrollbar to scroll down.

    Step 48
  49. Note:  If you want to prepare additional awards and print their GANs, you may click the Done button and return to the search screen to repeat the process.

    Step 49
  50. Click the Go to Home button to return to the homepage.

    Step 50

Congratulations!

 

You have learned how to perform an ED Program Contact Change Administrative Action.