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Notification of Sponsor Decision and Award Processing
1. Sponsor notifies Project Director of an award or
declination. The Project Director should immediately
notify OSP of Sponsor. s decision promptly upon
receipt.
a. When award notice is received, send it to OSP and
see below.
b. If the application was not successful, project
director should request the reviewer. comments and
discuss a possible resubmission with the sponsor,
colleagues, and/or OSP.
TIP: Start the personnel paperwork to classify
positions to be paid from the grant as soon as it appears
that the application will be funded. Although grant
related positions receive priority in the Office of
Human Resources, it can still take months to process a
new position.
2. OSP assists in negotiating award with sponsor,
when necessary. Budget revisions/changes may be
possible at this time. Before an account can be
established for a grant award, final approval of all
applicable clearances (Human Subjects, Animal
Subjects, etc.) must be received from the appropriate
university committees.
3. OSP processes final award notice and recommends
establishment of a grant account to ECU. s Office of
Grants and Contracts Administration.
4. Grant Account established by the Office of Grants
and Contracts Administration. Project Director may
now charge project costs to the account.
5. OSP notifies UNC-General Administration of
award.
7. Special Cases
a. Changes in the application before sponsor decision:
All substantive changes in the application, including
any budget revisions, must be submitted and approved
by OSP before submission to sponsors.
b. Receipt of an award without a formal application
approved by ECU:
Acceptance of the award in these cases is not
automatically assured, but will be determined on a case
by case basis. A university authorized application
should precede a grant award. Minimal requirements
for all awards are:
1) OSP must review the terms and conditions of the
award, and determine that they are consistent with
ECU policy and practice.
2) The project director obtains all necessary university
clearances, e.g., human or animal subject and
hazardous materials approvals, and must complete and
obtain all necessary signatures on the university forms
from the Proposal Preparation Packet.
TIP: This procedure was instituted for the situation
where an award is made after legitimate informal
written or oral communication between the project
director and the sponsor and not as a mechanism for
circumventing standard application submission
procedures.
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