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Notification of Sponsor Decision
1. Sponsor notifies the faculty member of their
interest or lack of interest in awarding a contract.
Faculty should notify OSP promptly upon receipt.
a. If sponsor wishes to award a contract, OSP or the
faculty member requests a copy of the draft
agreement for review.
b. If the proposal was not successful, the faculty
member should request the reviewer. s technical
comments or a sponsor debriefing. This information
may be very valuable when preparing future
proposals.
TIP: Start the paper work to classify and advertise
new personnel positions to be paid from the contract
as soon as it appears that the proposal will be funded.
Although contract related positions receive priority in
the Office of Human Resources, a new position may
still require months to process!
Negotiation of Terms and Conditions
1. OSP reviews the draft agreement for
administrative and policy issues and discusses
concerns with the faculty. These issues include rights
to data, freedom of publication, patent rights, etc. See
Appendix C for a full list of administrative and policy
issues.
2. OSP and the faculty member negotiate the terms,
conditions and budget for the agreement with the
sponsor. After consultation with the faculty member,
OSP usually handles the administrative portions of the
negotiations directly with the sponsor.
TIP: Patience may be required. Negotiations can be
very time consuming. In many cases, negotiation can
be completed in a few days. Occasionally, when
difficult issues are involved or when responsible
individuals at the sponsor. s headquarters are not
available, negotiation can take weeks or months. In
addition, receipt of the negotiated agreement from the
sponsor for university signatures can take time.
3. Special Case: Receipt of a contract award without
a formal proposal approved by ECU.
a. The project director must complete and obtain all
necessary signatures on the university forms from the
Proposal Preparation Packet before OSP can begin to
process the contract. Faculty must also obtain all
needed university clearances, e.g., human subjects
approvals, before final execution.
b. OSP will review and process the draft agreement
as described above.
TIP: Please contact OSP as soon as possible if you
anticipate a contract award without a formal proposal
approved by the university. OSP will advise you on
fulfilling the necessary university requirements.
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