UNCG Sponsored Programs

Facilitating Research, Scholarship & Creative Activity

Congratulations on receiving an award! Here is what to do and what to expect:

Information to Know

[accordian][accordian-item heading=”Award notification will take time.” item_no=”One”]After a proposal is submitted, sponsor review can take anywhere from a few weeks to 9 months. Refer to your RFP for details on when the sponsor expects to announce awards. We do not recommend you contact the sponsor for an update.[/accordian-item][accordian-item heading=”Please do not accept awards.” item_no=”Two”]In order to protect you as a researcher as well as the university, the Chancellor has designated a select number of people with the authority to accept awards. The most common person to accept sponsored projects awards in Dr. Valera Francis, Director OSP.[/accordian-item][accordian-item heading=”Finalizing an award may take some time.” item_no=”Three”]Before Dr. Francis signs an award document, it must be reviewed. Some awards must also be reviewed by UNCG Legal Counsel, the Office of Innovation Commercialization, or our Export Control Officer. [/accordian-item][accordian-item heading=”Negotiations may be needed.” item_no=”Four”]If any modifications are needed your award, your Grants Specialist, Dr. Francis, or UNCG Legal Counsel may be involved. We will keep you informed. [/accordian-item][accordian-item heading=”Changes to the Scope of Work and/or Budget:” item_no=”Five”]Any time a sponsor requires or requests a change in the originally proposed budget or scope of work, the PI should always notify and coordinate a response through OSP before submitting a revised budget or scope of work to the sponsor.[/accordian-item][accordian-item heading=”OSP can create an award document.” item_no=”Six”]Some sponsors may prefer that UNCG draft an award document of amendment. If so, send your Grants Specialist a completed agreement request and we’ll take it from there.[/accordian-item][/accordian]

 

Notice Received

[accordian][accordian-item heading=”Step 1.” item_no=”Seven”]If you receive an award notice or letter, send to Dr. Valera Francis and copy your Grants Specialist. Even if there is a line for the PI to sign, do not sign until OSP has a chance to review the agreement.[/accordian-item][accordian-item heading=”Step 2.” item_no=”Eight”]If the sponsor does not have the contact information for Dr. Francis / OSP, please tell your specialist. This would be a good time to make that introduction.[/accordian-item][accordian-item heading=”Step 3.” item_no=”Nine”]Do not begin work or incur costs on your project until the official award is received and accepted.[/accordian-item][accordian-item heading=”Things to Know” item_no=”Ten”]

Many times sponsors will send an unofficial letter announcing the awards. The formal document usually follows anywhere from a few days to several months after. 

Dr. Valera Francis, Director OSP, will review and sign the award.[/accordian-item][/accordian]

 

Award Received

[accordian][accordian-item heading=”Step 1.” item_no=”Eleven”]

If you receive an award agreement, send to Dr. Valera Francis and copy your Grants Specialist. Even if there is a line for the PI to sign, do not sign until OSP has a chance to review the agreement.

Things to know:

– Many times sponsors will send the agreement directly to OSP. We’ll let you know when it has been received.

– Do not begin work or incur costs on your project until the official award is accepted.

[/accordian-item][accordian-item heading=”Step 2.” item_no=”Twelve”]

OSP will review and negotiate as needed.

Things to know:

– Finalizing an award may take some time. Before Dr. Francis signs an award document, it must be reviewed. Some awards must also be reviewed by UNCG Legal Counsel, the Office of Innovation Commercialization, or our Export Control Officer.

Negotiations may be needed. If any modifications are needed your award, your Grants Specialist, Dr. Francis, or UNCG Legal Counsel may be involved.

– Who negotiates an award? It is the responsibility of the OSP to negotiate the terms of an award with the sponsor. OSP works in conjunction with the Principal Investigator to negotiate an award that is acceptable to the University, the PI, and the sponsor.

– Changes to the Scope of Work and/or Budget: Any time a sponsor requires or requests a change in the originally proposed budget or scope of work, the PI should always notify and coordinate a response through OSP before submitting a revised budget or scope of work to the sponsor.[/accordian-item][accordian-item heading=”Step 3.” item_no=”Thirteen”]If you need to begin work right away (while review and negotiations occur), please send your Grants Specialist a signed Assumption of Risk Form[/accordian-item][accordian-item heading=”Step 4.” item_no=”Fourteen”]Once accepted and signed by both UNCG (Dr. Francis) and the sponsor, (i.e. fully-executed), OSP will send the award to the Office of Contracts and Grants for the fiscal management. At that time, we’ll also send an award notice email to your department chair, research dean, and any other personnel listed in Ramses.[/accordian-item][/accordian]