Award Acceptance

Project Director/Principal Investigator

• Recognize the university as the recipient of any funds. If the PD/PI receives an award, or agreement directly, it should be immediately forwarded to OSP grants coordinator. If the PD/PI receives a check directly, it should be immediately forwarded to OSP Grants Accounting.
• Review and understand each award’s conditions.
• Certify that PD/PI ultimately will be responsible for the conduct of the work, reporting of the work and compliance with university, sponsor, state and federal policy and regulations.
• Coordinate with OSP to negotiate an agreement or execute an award and transmission of that information to the sponsor.
• Complete and provide all non-fiscal compliance information to OSP for review prior to award set up. This includes:
  • Human Subjects (IRB)
  • Animal Use (IACUC)
  • Institutional Biosafety (IBC)
  • Export Control

• Prepare or coordinate with department administration to allocate the awarded budget with the appropriate breakout of projects according to budgetary restrictions or preferred investigator or department management practices.
• PD/PI will notify chair, dean, college administration or center director of all major budget revisions, and awards terms and conditions concerns that deviate from the original proposal.

Chair/Director

• Recognize the award is not officially accepted until status in NuRamp is “Awarded."
• Establish departmental procedures supporting university policies and procedures for reviewing award terms and conditions. Some sponsors may have restrictions on when public announcements of award can be made.

Central, Dean, College Administration, or Center Director

• Recognize the award is not officially accepted until status in NuRamp is “Awarded.”
• Establish departmental procedures supporting university policies and procedures for reviewing award terms and conditions. Some sponsors may have restrictions on when public announcements of award can be made.
• Clearly delineate the college/unit expectations in communicating with Office of Strategic Marketing and Communications for publicizing award.

Grants Coordinators Team

• Assist PD/PI with preparation of responses to sponsor inquiries during review process (i.e., JIT, revised budgets, revised scope of work, etc.). Serve as point of contact/liaison in transmitting appropriate response to the Sponsor.
• Review award documentation for terms and conditions related to fiscal matters.
• Forward award to OSP Contracts and Awards Team for final review, negotiations, and award acceptance.

Awards and Contracts Team

• OSP develops institutional policies and procedures and direct institutional systems and trainings to ensure compliant and efficient acceptance of awards.
• Work with and on behalf of the PD/PI to negotiate all research-related agreements and any modifications. Act as institutional signatory under Board of Regents designated by the chancellor of the university.
• Coordinate with General Counsel, and other institutional offices in the review and negotiation for all research-related agreements.
• Ensure that all fiscal and non-fiscal compliance requirements necessary to initiate work (including management of conflicts of interest, review of export control, and human and animal use) have been established prior to release of funds for expenditure.
• Provide institutional data systems for managing award acceptance and institutional award reporting.
• Review project award budgets uploaded by grants coordinators for compliance with university requirements for minimum effort information, adherence to sponsor budget categories, and any award fiscal restrictions.
• Review each award and document the terms and conditions required for management in the institutional award management system.
• In a timely manner, prepare the official institutional acceptance of award, prepare the award packet for all new awards and awards with special and complex requirements to the PD/PI.
• Update NuRamp Form status to “Awarded” and submit NuRamp award notification to PD/PI, administrators, support staff and Grants Accounting.