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changes.mady.by.user Jill Ferguson

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changes.mady.by.user Vanessa Gatmaitan

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  •  1. Read the full OSP Award Notice.
    •  1a. Read the terms and conditions in the sponsor’s award letter and the OSP Sponsor Regulations Summary. Identify any special circumstances or noteworthy items associated with the award, such as unallowable costs, items requiring sponsor prior-approval (e.g., foreign travel, change in participant support costs), data management requirements, annual directors’ conferences, etc.
    •  1b. Review the budget in the sponsor’s award letter (i.e., award budget) and the OSP Budget and Narrative section. 
    •  1c. Review the OSA Chart String Data Sheet; notify OSA if any of the award data appears inaccurate (e.g., budget period, fund code, department code).
    •  1d. Review the OSP Award Brief; notify OSP if any of the award data appears inaccurate (e.g., payment type, F&A rate, cost sharing).
    •  1e. Record important project-related dates in your calendar or other tracking system, including:  
      • Budget/period-of-performance end dates and award end date 
      • Progress reporting due dates as well as internal dates to start progress report preparation    
      • Human subjects (IRB) and/or animal (ACUC) protections protocol submission dates for annual approvals
      • Other key dates
  •   2. Schedule a new-award meeting for yourself, the PI, and the OSP research administrator and OSA senior accountant assigned to the award (see SU OSP Award Notice, p. 1).
  •   3. Ensure that you have access to the award data in the Sponsored Award Management tool (SAMtool) in MySlice.  

New-award Meeting

  •  4. With OSP and OSA staff, highlight important award terms and conditions for the PI, including effort commitments, publication restrictions (if any), reporting requirements and deadlines, billing requirements and deadlines, etc.
  •  5. Review the award budget; determine any needed updates to the internal budget plan and note follow-up tasks required to make those updates after the meeting.
  •  6. Review personnel plan including PI, Co-I(s) and other project personnel including graduate research assistant(s). Note follow-up tasks required in order for project personnel to be paid from the award.  
  •  7. If applicable, discuss next steps for issuing subawards and review subrecipient reporting requirements.

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