爆料社区

Roles and Responsibilities

A successful proposal submission reflects numerous roles and responsibilities from all involved. Roles and Responsibilities evolve through each stage of the proposal, from development through award management, and are highlighted below.

Abbreviations for common roles:

• • • • PI = Principal Investigator(s), the faculty wishing to submit and carry out a proposed project.
      • GCD = Grants and Contracts Development Team, pre-award.
      • OSP = Office of Sponsored Projects, 爆料社区 Corporation, post-award.

• 1. Identify External Funding Opportunities for Research, Scholarly, or Creative Activities

  PI Role:

  • Explore funding opportunities which align with proposed project.
  • Secure department chair/director approval and dean as necessary.
  • Notify GCD regarding submission 20 business days (minimum) prior to the deadline.

  Resources: Pivot, Listservs and Newsletters from potential sponsors

  GCD Role: 

  • Assist PI with identifying and evaluation potential funding opportunities.
• 2. Proposal Consultation

  PI Role:

  • Meet with GCD to review eligibility requirements and documents needed for submission.
  • Identify additional assistance needed for the proposal (e.g. Letters of Support, Data Request, IITS, editing, etc.).

  Resource: Email

  GCD Role: 

  • Review sponsor eligibility and guidelines and ensure PI follows guidance.
  • Ensure sufficient time for a quality submission.
  • Relay PI and proposal information to grant writer as needed for internal letters of support, editing, writing support.
• 3. Proposal Development

  PI Role:

  • Notify GCD regarding submission 20 business days (minimum) prior to the deadline.
  • Review and certify PI Assurances.
  • Initiate Cayuse Proposal Form and coordinate with appropriate departments as needed for specific issues related to the proposal (e.g. Safety, Health and Sustainability, Risk Management, IRB, IAUCUC, Global Programs and Services.
  • Develop proposal content according to sponsor guidance and RFA requirements. 
  • Ensure approval of reduced indirect cost exception (where relevant).
  • Build draft budget and work with GCD to finalize budget 10 days in advance of the deadline.
  • Complete compliance items as needed (e.g. COI, RCR, Human Subjects IRB, Animal Subjects IACUC, etc.).
  • Provide final documents to GCD according to the dates indicated on proposal timeline.
  • Confirm accuracy and completeness of assembled package and approve submission.

  Resources: Proposal checklist, Submission timeline, Budget template

  GCD Role: 

  • Review sponsor guidelines and ensure PI follows guidance.
  • Provide timeline for proposal development, templates, and checklist of documents required for submission.
  • Serve as point of contact for collaborating institutions.
  • Support PI with budget development to ensure compliance with institutional and sponsor policies/guidance.
  • Consult with other appropriate departments as needed for specific issues related to the proposal (e.g. Safety, Health and Sustainability; IRB; IACUC; Global Programs and Services).
  • Communicate Conflict of Interest and Responsible Conduct of Research requirements and collect and review COI forms.
  • Review draft budget and work with PI to finalize budget.

  *With sufficient time, GCD can assist in additional proposal tasks such as drafting language for facilities documents and providing other boilerplate, formatting CVs/biographical sketches and current and pending support forms, reviewing the narrative and summary and providing comments/suggestions.

  OSP Role: Where relevant, provide guidance on budget development and post-award administration questions.

• 4. Submitting a Proposal

  PI Role:

  • Adhere to deadlines for submission, review, routing, and approval.
  • Submit final, formatted version of proposal to GCD.
  • Complete Cayuse, including COI if applicable.

  Resource: 

  GCD Role:

  • Ensure indirect cost recovery exceptions have been approved (where relevant).
  • Circulate proposal for internal approvals.
  • Assemble proposals in sponsor鈥檚 platform (e.g. grants.gov, Research.gov).
  • Serve in the capacity of 爆料社区鈥檚 Authorizing Official (Authorized Organizational Representative or AOR) for providing contracting and granting agencies assurances.
  • Submit proposal.
• 5. Receive Award Notice

  PI Role: 

  • Review award notice and confirm acceptance of terms, including reporting terms and any budget changes.
  • Ask questions early and often.
  • Respond to any requests from GCD or OSP.

  Resource: Award Notice

  GCD Role:

  • Review award terms and conditions.
  • Communicate with other university offices involved in the project.
  • Negotiate and accept award terms and conditions.
  • Prepare the proposal file to transition to OSP for post-award management.

  OSP Role:

  • Award-set up
  • Enter budget in Data Warehouse.
  • Set-up post-award transition meeting to review award management expenctations, including Project Support Services, as applicable.
• 6. Post-Award Management

  Use grant funds to accomplish award objectives. Maintain compliance with applicable regulations and policies.

  PI Role: 

  • Review and sign the Project Agreement form from OSP.
  • Adhere to institutional, federal, and sponsor agency fiscal responsibilities.
  • Ensure timely spending and submission of expenditures.
  • Communicate with OSP.
  • Prepare any resports as required by sponsor and award terms/conditions.
  • Maintain required documentation.
  • Maintain institutional compliance (e.g. COI, RCR, IRB, IAUCUC, etc.)
  • Consider continuity of funding for the project after the grant period if the work will be ongoing.

  Resources: , OSP's SPA Handbook

  OSP Role: 

  • Adhere to institutional, federal, and sponsor agency fiscal responsibilities.
  • Communicate with PI.
  • Provide PI with budget data for adequate fiscal management of award.
  • Submit invoices or create draw-downs to reimburse costs incurred.
  • Submit financial reports.
• 7. Award Close-Out

  PI Role:

  • Ensure timely submission of outstanding expenses.
  • Ensure all expenses have posted to Data Warehouse.
  • Submit programmatic reports on-time.

  OSP Role:

  • File final financial report on time.
  • Invoice or draw down final expense reimbursement.
  • Complete final internal closeout procedures.