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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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• •  10a. To update an appointment by moving a portion of salary to the sponsored account, enter a chartstring change request. 
  •  10b. To create a new position, work with Alicia Madden in the Dean’s Office to complete a Position Evaluation Request (PER). When you receive the Position Identification Number (PIN), put the person into the position and then enter a chartstring change request to move the position (or portion of salary) to the sponsored account.
•  11. Complete or confirm forms and assurances, as applicable:
  •  11a. For projects involving human subjects, instruct personnel to complete CITI Human Research training (Learner Group 1).
    •  11a(i). Confirm completion of CITI training and document in the project file. 
  •  11b. For SU employees performing extra service, initiate an MOU for Extra Service or Overload Compensation (ES/OL).
    •  Submit completed MOU for ES/OL to OSP and save a copy to the project file. 

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