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Post-Award Administration
This phase includes all activities from award to close-out of
the project. A number of university offices participate in a
contract. s administration during this phase. A good
reference book that describes the . nuts and bolts. aspects
of post-award administration is the Project Administration
Handbook. It should be available in all school and
departmental offices.
1. Project Execution: Faculty executes the project and is
responsible for providing all deliverables to the sponsor as
listed in the contract. The final contract language should
be read carefully to ascertain requirements, formats, and
due dates of deliverables.
2. Sponsor Liaison: OSP acts as administrative liaison
between the faculty and the sponsor: For
federal/state/non-profit sponsors, OSP assures compliance
with administrative requirements. OSP will also help
resolve problems when necessary.
3. Contract Modifications: All requests for contract
modifications must be channeled through OSP for review
and institutional approval before submission to the sponsor.
Many modifications such as time extensions, amendments
to the scope of work, and/or budget changes must be
submitted in writing to the sponsor. The modifications may
require formal amendment and signatures of both parties
before they can take effect.
4. Financial Administration: The Office of Grants and
Contracts performs the financial administration of the
contract award. Services include:
a . Arranging payment of all legitimate charges against a
project. s account.
b. Preparation and processing of invoices to sponsors and
subcontractors (except for clinical trial studies where the
sponsors require information that only the faculty can
provide).
c. Preparation of all financial reports for sponsors.
d. Reporting monthly to project directors on contract
account activity.
e. Notification of pending contract termination 45 days
prior to termination.
5. Technology Transfer: Inventions/Discoveries,
Disclosures and Patents.
Faculty should report possible inventions/discoveries to
the ECU Office of Technology Transfer and OSP. The
Office of Technology Transfer and the ECU Patent
Committee will work with the faculty to determine the
invention. s patentability, potential markets, and possible
licensees to pursue a jointly agreed upon course of action.
OSP provides support for this process by 1) providing
referrals to the ECU Office of Technology Transfer, and
2) reviewing sponsor requirements and initiating
appropriate actions for externally funded
inventions/discoveries.
TIP: Don. t throw away your rights! The definition of an
invention or discovery is broad and the products of your
research may qualify. Also don. t immediately assume that
your discovery/invention is covered by the contract. s
patent clause. Contact the ECU Patent Committee to
determine the patentability and contract status of your
work.
6. Termination/Close-Out of Agreements.
a. Faculty provides sponsor with final deliverables.
b. Project Director prepares invention report, if required,
and submits it to OSP for transmission to sponsor.
c. Office of Grants and Contracts prepares and submits
required final financial reports to sponsor.
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