Otterbein University Office of Sponsored Programs
Guide of Responsibilities
PROPOSAL PROCESS: PRE-AWARD
A reasonable lead time for completing the grant writing process is one month before the deadline. The Office of Sponsored Programs
(OSP) will guide the process for submitting proposals that are approved by Otterbein administration. We want to help you write a
successful proposal and manage a successful project.
PI responsibilities:
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Read the funder’s proposal guidelines thoroughly for your ability to meet eligibility requirements, documentation, and
deadlines.
Read the Otterbein Project Director’s Manual.
Meet with the Office of Sponsored Programs (OSP) staff on ____________ to plan tasks required to meet the funding
deadline.
Confer with project partners on the project’s goals, scope of work, and assessment/evaluation methods. Arrange for
research approvals to be in place prior to submitting the grant.
o IRB and / or IACUC
o Cost share (see OSP website for form to guide you)
o Course releases/stipends (department chairs, administration approvals)
o Routing approval form (see OSP website for form)
o Computer hardware
Meet or confer with OSP no later than ____________ to develop a budget (the earlier the better!).
Submit final proposal draft to OSP no later than ______________.
OSP will review the proposal draft and approve it for submission.
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Through mutual agreement, either the PI or OSP will submit the final proposal to the funder no later than ___p.m. on
___________.
PROPOSAL PROCESS: POST-AWARD
It is very important that the PI and OSP agree to provide each other with copies of all correspondence from the funder.
PI responsibilities:
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Manage all operating aspects of the project.
Ensure that all student research assistants complete Responsible Conduct of Research (RCR) training.
Be responsible for all reporting deadlines.
Prepare all expense reports, payment vouchers, or purchase orders. Attach original receipts. All requests for payment must
be sent to OSP for signature.
OSP responsibilities:
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Coordinate with the PI to send a thank you note to the funder when appropriate.
Coordinate with the PI and Business Affairs to create external provider contracts and internal MOUs for the grant.
Track and administer all grant related expenses for the project. (This is why OSP needs to sign all payment vouchers and
expense reports.)
REPORTING
PI responsibilities:
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Adhere to all of the funder’s reporting guidelines (including the format and content). Submit draft copies of all reports to
OSP no less than one week before the report deadline.
OSP responsibilities:
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OSP will remind the PI of all reporting deadlines two weeks beforehand.
Provide complete and final financial data to the PI in the funder’s format.
Edit and approve reports.
Through mutual agreement and in accordance with the funder’s guidelines, PI or OSP will submit the report to the
funder.
For more detailed information, please visit www.otterbein.edu/sponsoredprograms or drop by our office in Towers 14.