VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #R006

VCOM utilizes a review / sign-off process to ensure that the faculty member’s division is aware of the grant. The Principal Investigator (PI) is responsible for discussing the grant with his or her Research Dean; however, the ORA will obtain signatures for all required approvals. 1.2. Contract Management Overview The ORA is charged with post-award contract management and accounting responsibilities. After a proposal is awarded, the ORA has routine contact with the PI, the sponsoring agency and/or the prime contractor and, if applicable, any subcontractors. The ORA provides budgeting, accounting, monitoring and invoice issuances necessary to carry out the grant / contract and keeps proper documentation for auditing purposes. It is imperative for the PI to work closely with the ORA and provide staff with all information received from the sponsor and/or the prime; this provides the PI with the timeliness and flexibility to implement the work items with a minimum of time delay and submission of forms. Once a grant is awarded and the contract signed by all parties, the ORA assigns a specific account number to the project. The ORA will contact the PI and provide information regarding the submission of requisitions and other items unique to the grant. The ORA will provide the PI with a monthly financial statement of revenues and expenditures related to the project. 2.1. Definitions Deliverable: A deliverable is a tangible product or service that is a direct result of the research effort. Deliverables must be included as an integral part of the proposal and award document. Proposal Approval Form and Signature Sheet: This is an internal VCOM routing form used to expedite review and to request approval of project proposals and agreements between VCOM and sponsoring entities. Before these project proposals or agreements will be given final signature by authorized VCOM officials, they must be reviewed and approved by the appropriate Associate Dean whose units have faculty and staff or other commitments to the project. The form must be used in the following cases: No-Cost Time Extension: If the PI believes it will be necessary to work on a project after the contract or grant termination date under the existing budget, a request should be made to the sponsor for a no-cost time extension through the ORA at least 60 days prior to the termination of the grant or contract. Renewal: A proposal renewal requests support beyond that previously committed by sponsor. Transfer: A researcher coming to VCOM may have several ongoing or pending grants. It is possible that these can be transferred to VCOM. Several guidelines must be followed as grants are awarded to institutions, not individuals. For this reason, the grantee institution must “relinquish” the grant and equipment (if any). In addition, the awarding agency must approve all grant transfers from one organization to another. 2.2. ORA Deadlines and General Submission Guidelines All proposals, letters of intent etc. must pass through the ORA before submission to the sponsoring agency. While the management of proposed research is the ultimate responsibility of the PI, it falls under the auspices of VCOM; therefore, VCOM’s ORA must insure that it is represented in a legal, consistent and accurate manner in each proposal. 2. K EY A REAS OF P RE S UBMISSION  A new or pre-proposal is to be submitted to a sponsor.  A renewal of an existing award is to be submitted to a sponsor.  A continuation is to be submitted to a sponsor.  Supplemental funds are received that were not in the original proposal.  A revised proposal is to be submitted to a sponsor.

Office of Research Administration Grants Administration Policies and Procedures

Page 3 of 11