Setting Up an Award
In order for the Principal Investigator to begin spending a sponsored award, steps must be taken to set up the fund. This section covers the Notice of Award, including SPA review of terms & conditions, grant & contract negotiation, budget, award fund setup, and new award briefing.
Notice of Award
A Notice of Award, which is also referred to as a notice, NOA, sponsor notice or award letter, is notification from a sponsor indicating that a proposal has been funded. NOAs are typically received by the Office of Research and Sponsored Programs, but the PI may occasionally be notified directly. The award notification may require the signature of an authorized University official. Notices should be forwarded to Sponsored Programs Administration (SPA) for review and processing.
SPA Review of Terms & Conditions
Before accepting an award on behalf of the University, SPA reviews all terms and conditions, regardless of the sponsor, and is responsible for negotiating appropriate remedies if an award fits one of the following categories:
- It contains provisions that are incompatible with University policy on sponsored programs
- It is inconsistent with government-wide regulations for universities
- It fails to include all elements agreed upon prior to the award
- It requires scope of work or budget modification
In case of non-standard patent, copyright or licensing terms, Technology Transfer must approve the award terms, which will be coordinated through SPA. Additional reviews may be required by University Counsel.
Grant & Contract Negotiation
SPA is the responsible unit within the University for negotiating terms with external sponsors. Sponsored project awards are generally awarded to the institution, not to the individual responsible for the technical aspects of the project. Some level of grant and contract negotiation may be required to determine:
- The related scope of work
- The period of performance
- The amount of funding to be provided
- The terms and conditions that will govern the sponsored project
Most routine negotiations are handled quickly. The Principal Investigator is involved during all stages of this process.
The University’s goals for mutually beneficial sponsored program agreements require negotiation of an award that:
- Supports a successful project
- Minimizes risk
- Protects University and PI interests
New Award Briefing
Once an award has been approved and processed, your SPA GCA will connect with you, your Department Administrator, and Business Officer to set up a New Award Briefing. This briefing will discuss all special terms and conditions of the award and who has the responsibility to complete each item. For PIs that receive Federal funding, new award briefing are required.