Higgins Operations Business Services
Pre‐Award Functions
Roles Responsibilities
Department/ HOBS
Principal Investigator
Office of Sponsored Research
Proposal Development
1
Pre‐Award GA sends monthly e‐mails to all research faculty to inquire about upcoming grant submissions
2
3
4
Provides sponsor information including name, solicitation and deadline.
Collates information obtained from monthly e‐mail and forwards to OSP
Schedules intital meeting with PI to discuss proposal. Downloads solicitation and appropriate form set. Informs PI of internal deadlines for compliance.
For federal applications, go to grants.gov and find opportunity using criteria provided by PI.
For foundation applications, go to Foundation webpage and find forms for correct program.
If proposal due date is less than 5 business days away, PI must request and receive approval from VPR to submit.
Reviews solicitation to confirm deadline and to identify unique requirements such as indirect cost or PI waiver, cost sharing requirements, conflict of interest and other requirements. Prepares budget based on input from the PI, specifications provided by sponsor in the solicitation and sponsor imposed limitations. Confirms salaries.
Log in to Peoplesoft HR to confirm salary of all BC personnel.
If a subcontract is involved, contact is made with GA and PI at subaward institution to confirm documents required and deadline for receipt Develops and submits human subjects and animal protocol requests and waiver requests
Contact the BC Office of Research Integrity and Compliance (http://www.bc.edu/content/bc/research/oric.html) to review policies and download forms Updates budget: revises and finalizes budget based on specifications provided by the sponsor and input from the principal investigator. Integrates subk budget into final budget. Verifies that proposed expenses comply with both sponsor and university policy. Prepares draft budget justification.
Prepares budget forms in electronic applications. Updates faculty curriculum vitae and publication lists as needed for proposal submissions.
Obtains current & pending support lists, compares against current awards and pending proposals, and updates as needed; sends to PI for further review. Prepares technical aspects of proposal and submits to HOBS.
5
6
7
8
9
10
11
12
13
14
15
1
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Updated December, 2011
Higgins Operations Business Services
16 Reviews and finalizes budget justification to explain how proposed expenses will benefit the project. Roles Responsibilities
X
17 Completes internal documents and routes for appropriate signatures.
Download appropriate forms from Office of Sponsored Programs (http://www.bc.edu/research/osp.html)
X
18 Coordinates collaborative proposals
19 Assembles and uploads proposals
20 Delivers hard copy of proposal with completed internal documents to OSP
X
X
X
Proposal Review & Submission
21 Review all components of proposal for compliance to sponsor and university proposal preparation and submittal instructions/procedures
22 Processes proposal submission: finalize uploads, ensure proposal package is complete, monitor routing to sponsor, submit proposal to OSP.
23 Review proposal to ensure sponsor is properly identified, proposal is in compliance with University and sponsor guidelines, application is complete, waivers and approvals are in place, compliance panel submissions are identified, inderect cost and benefit rates are correctly computed, prime sponsor if any is properly identified and cost sharing is properly identified and documented. X
X
X
24 Prepares transmittal letter, provides certifications and provides authorized institutional signature. Approves and submits proposal to sponsoring agency on behalf of the University. 25 Follows up with OSP to ensure that all requirements are met and proposal is submitted to sponsor. 26 Respond to any warning/error messages generated after proposal submission.
X
X
X
X
X
Pre‐Award Records and Information
27 Maintains official University files
28 Maintain department database regarding all proposal submissions and update re: status
29 Inform Research Faculty of both internal and external policy changes regarding agency or institutional grant submissions.
2
X
X
X
X
Updated December, 2011