Award/Agreement Acceptance Processes
Many sponsors notify the PI/PD and/or the University’s Authorized Official that his/her proposal has been selected for funding prior to transmission of the actual award notice. However, if the PI/PD has not been contacted by the sponsor regarding the funding status, and the start date of the grant is close, the Grant Development Coordinator will contact the sponsor to inquire on the status of the award if the PI/PD submits a request.
Just-in-Time (JIT) Process
The National Institutes of Health agencies use the Just in Time (JIT) process prior to making the actual award. JIT allows applicants and signing officials to submit certain elements of a competing grant application at a later date in the application process – after peer review is completed and as the application is being considered for funding.
The NIH agency will contact the PI/PD/Signing Official for the documents needed (typically by email). Applicants should only submit JIT information when it is requested by the NIH agency (even if the JIT link appears in PI/PD eRA Commons profile).
These documents typically include (when applicable):
- Institutional Review Board (IRB) approval
- Institutional Animal Care and Use Committee (IACUC) approval
- Human subject assurances
- Other Support (Current and Pending)
- Biosketches for new key personnel
- Budget clarification
- Additional questions
The PI/PD will go to the NIH eRA Commons portal and upload the required documents using the JIT link provided in the grant. Once everything is uploaded the PI/PD will want to notify the Grant Development Coordinator as the Signing Official for the University is required to submit the JIT to the sponsor.
Receipt of Official Award Notice
- Awards are the official documents received from the sponsor agency, which will include the final approved budget; the period of performance (i.e., project dates); and terms and conditions of accepting the award.
- The award can come in the form of a Grant; Contract; MOU; MOA; Cooperative Agreement; Research Agreement; or Subcontract.
- It is the responsibility of the Post Award Manager to review the terms and conditions of the award document and negotiate a resolution to any unacceptable or undesirable terms that would create a compromising situation for the investigator or the University. It is the intent of OSP to finalize negotiation of an award document as succinctly and quickly as possible; however negotiation may take several weeks depending upon the sponsor and the scope of the requested revisions.
- Office of Sponsored Programs accepts awards (grants and contracts) on behalf of Touro University. If any award documents are sent directly to a PI/PD, s/he should forward them to the Post Award Manager immediately.
- It is important to note that only the University’s Authorized Officials and Provost has institutional authority to legally bind the institution in grants administration matters. In general, awards are made to Touro University rather than an individual applicant.
- If signatures are required, the Post Award Manager will return the agreement to the sponsor. The receipt of the fully-executed award document initiates the processing of the award.
Pre Award Steps in the Award Process
- Once the fully-executed award is received in OSP, the Grant Development Coordinator will check to make sure all compliance has been completed as required for the awarding sponsor.
- For all awards, OSP will confirm all project personnel who are categorized as investigators have current annual Significant Financial Interest (SFI) Disclosure forms on file. The Grant Development Coordinator will send out a reminder to any investigators to update their SFI if it is no longer current.
- For all awards, if the project involves human or animal subjects, OSP will confirm IRB/IACUC protocols are approved and proper human and/or animal subject training has been completed. If there are any hazardous materials or recombinant DNA, OSP will check with the PI/PD on the approved assurances. The Grant Development Coordinator will send out a reminder to the PI/PD at the time of the award if any of these items are still marked as pending. Award set up cannot be completed until the appropriate approvals have been received by OSP.
- PHS funding requires additional compliance measures. In addition to those compliance checks listed above, OSP will also confirm:
- all personnel who are categorized as investigators have CITI Conflict of Interest (COI) and Commitments training as well as any other required training through CITI.
- all subrecipient institutions included on a project are compliant with the PHS policy.
- The Grant Development Coordinator will work with the PI/PD to finalize any budget changes necessary for the award.
- It is the responsibility of the PI/PD to abide by all the terms and conditions contained within the award materials.
Proposal Tracking in Banner and SmartGrant
- The Grant Development Coordinator will enter all awards in the OSP SmartGrant Proposal
Tracking module and pass along the award to the Post-Award Manager for award processing
in the Banner system.
Note: Proposal Tracking provides the PI/PD access to his/her historical files of proposals and awards.
- The Post-Award Manager will contact the PI/PD when the financial fund and budget has been set up in Banner, or if s/he has any questions that need to be addressed.
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