When an agency or organization decides to provide funding for a research project, that triggers steps in the award setup process. There are several requirements that must be in place for the university to accept a grant award on behalf of a researcher.
Receiving a Grant Award
Depending on the agency or organization, notification of a grant award may be sent to the Principal Investigator or to the authorized organizational representative (AOR), which is most often a business officer in RSP (Research and Sponsored Programs Office).
If notice of the award is sent to the PI, notify the SoHE preaward (Sarah Marcotte) and postaward (Andrea Plassman) research administrators right away. Award setup is coordinated by preaward research administrators in Divisions and at RSP and requires coordination between with the PI to ensure the funding is not delayed.
Steps Involved in Award Receipt and Setup
- PI and SoHE research administrator review award terms.
- The Notice of Award is loaded to the WISPER record with revised budget, if needed.
- All of the award's administrative details (dates of the project, awarded budget, effort commitments, key personnel involved, etc.) must be entered into the Projects Tab of the WISPER record.
- Any protocol compliance requirements must be in place (i.e., IRB approval for human subjects research).
- The PI must sign the WISPER record, accepting the terms of the award. What the PI is agreeing to.
- RSP will review the award and, if needed, negotiate terms with the sponsor to ensure terms meet university and system polices.
- RSP completes award setup in WISER, the campus financial system, typically within 1-2 weeks of receiving a grant award. Awards requiring negotiation will take more time.
Preaward to Postaward Transition
Once an award is set up and a fund account has been established, expenses can be incurred and contracts can be put in place for any services, consulting, etc.
Andrea Plassman is the primary contact for researchers who need to hire study personnel, make purchases, book travel, establish contracts, pay study participants, etc. as part of the activities of a grant award.