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Special Announcements

����̽̽ Researchers: ����̽̽ is aware of the current limits on external communications from HHS agencies (NIH, CDC, etc). We are also tracking delays in award announcements and postponements of review committees and study sections at these agencies and other agencies involved in extramural research support. Our current understanding is that these communication delays will persist until February 1st. We are monitoring the situation carefully and will update the ����̽̽ research community via email and on this webpage. If you receive contact from a federal program officer regarding a current or pending award, please inform your Associate Dean for Research and your respective ����̽̽ sponsored projects administrator. Thank you for your help and patience. 

View the signed SPA 2.0 MOU:

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More time means more services!

The CESS Pre-Award Team will assist with all aspects of proposal preparation, proposal submission, revised budgets and award administration.

To coordinate a proposal submission, please email your assigned Pre-Award Administrator, based on the assignments noted in the below table.

In addition, the SPA 2.0 Pre-Award Team Lead, Julie Macy, is always available to answer your questions and assist with urgent matters.

Departmental Assignments

Please follow the . 

Highlights:

All proposal preparations and submissions should be coordinated with your assigned Pre-Award Administrator (UA) before the final ����̽̽Click - Funding Proposal (FP) is submitted to SPA for review and submission to the sponsor.

SPA 2.0 Timeline:

At least 4 weeks ahead of a Sponsor deadline (and preferably 6 weeks):

• The PI completes the and forwards the document to their assigned Pre-Award Administrator.
• The Pre-Award Administrator will then complete the following:
  • Use the completed questionnaire to create a ����̽̽Click - Funding Proposal.
  • Review the proposal guidelines and provide feedback to the PI, where needed.
  • Initiate a draft budget and send to the PI for review, comment and/or confirmation.

SPA Internal Deadline (2 business days before deadline):

• A submission-ready proposal should be received in SPA, using ����̽̽Click, no later than two (2) business days before the sponsor published deadline. This gives the department, college and SPA time to provide a review, have any issues fixed and complete a successful submission.

All ����̽̽Click - Funding Proposals are electronically routed for approval. See the

What our Pre-Award Team will assist with:

• Prepare ����̽̽Click - Funding Proposals, including SF424 system-to-system Grants.gov submissions
• Prepare ����̽̽Click - Funding Proposals for Gifts in Support of Research
• Prepare ����̽̽Click - Advance Account requests, when needed
• Prepare proposals in sponsor electronic proposal submission systems, such as Research.gov, FASTLANE, and Proposal Central
• Complete ����̽̽ and Sponsor proposal forms
• Collect ����̽̽ Authorized Signatures on Proposal Documents
• Develop Budgets & Revised Budgets
• Obtain Cost Sharing approvals
• Request and collect Subaward documents
• Respond to Sponsor Requests for Additional information (Post Submission Updates, JIT)
• Research questions and find answers
• Assist PIs with standard documents, for example other support pages, facilities and resources
• Assistance with post-proposal information requests, such as just-in-time (JIT) submissions, revised budgets and any other sponsor driven requirement
• Prepare ����̽̽Click - Non-Financial Agreements (Teaming Agreements, Data Use Agreements,  Non-Disclosure Agreements, No Money Collaboration Agreements)

You know your award is forthcoming, the sponsor has indicated approval but is delayed. You need to start work or you will fall behind. What to do?

Advance Account has numerous benefits, such as:

• Begin work on time.
• Project chartstrings remain the same after the award arrives.
• Expenses are charged to the appropriate chartstring initially, resulting in fewer cost transfers and less use of department funds.
• Facilities timely fiscal oversight by the PI and Unit Administrator.
• SPA can invoice immediately once the fully-executed award arrives.

Next Steps:

1. Most often the PI will send an email to their assigned Pre-Award Administrator requesting an Advance Account. The email will include confirmation from the sponsor that an award is in process and include the effective dates and total amount of the award.  

2. The Pre-Award Administrator will complete the and submit to SPA using ����̽̽Click - Funding Proposal - Request Advance Account activity.

3. The Pre-Award Administrator follows the

4. The Pre-Award Administrator coordinates within SPA and keep investigators informed through completion.

Our Pre-Award Team will assist with all non-financial sponsored project prior approvals. For a matrix of prior approvals see: .  

The most popular request that requires a prior approval is a no cost extension.

No Cost Extension requests should be submitted to your assigned Pre-Award Administrator no later than 90 days prior to the award’s current expiration date. For more details, see SPA's .

Next Steps:

1. Most often the PI will send an email to their assigned Pre-Award Administrator requesting a NCE or other Non-Financial award adjustment.

2. The Pre-Award Administrator reviews the request, completes required forms and collect the information needed to ensure a complete NCE request is submitted into ����̽̽Click.

This includes obtaining the Vice Presdent for Research (VPR) written  approval of the new PI. See the

3. The Pre-Award Administrator logins into ����̽̽Click, finds the ����̽̽Click - AWD and makes the Award Modification Request. This is where you describe the request and attach all required documents.

4. ����̽̽Click delivers the request to the assigned SPA Research Administrator for review and further processing.

5. The Pre-Award Administrator coordinates with SPA and keeps the new PI informed through the completion.

Financial Prior Approvals

• Requests for financial prior approvals and award adjustments, for example, rebudgeting, carryovers, or establishing a new project under an existing award are sent to your assigned Post-Award Research Administrator.

The CESS Pre-Award Team will assist PIs with the SPA Award Acceptance and Set-up Process, as follows;

• Assist SPA’s Award Acceptance Officer with negotiation of award terms, as needed.
• Assist with resolving any outstanding issues in collaboration with the PI.
• Assist with completing any outstanding compliance items and make sure IRB and IACUC are linked to the ����̽̽Click - Funding Proposal.
• Complete the ����̽̽Click “Award Data Collection” activity.
• Complete the ����̽̽Click “Final Dept Review” activity, the last step prior to release of budget to PeopleSoft
• Review sponsor regulations as outlined in award documents and coordinate with PIs to ensure compliance with sponsor specific terms and conditions.
• Request an Award Kick-off meeting, where SPA staff, Unit staff and, whenever possible, the PI, get together and discuss the award's terms and conditions reporting requirements, and roles.
• Assist PIs with assembling Required Reports, as needed.

The CESS Pre-Award Team will assist PIs with the outgoing Subaward process.

Next Steps with New outgoing Subawards:

• Where a grant or contract includes an outgoing subaward, SPA’s outgoing Subaward Specialist is notified by the SPA Award Acceptance Team.
• The outgoing Subaward Specialist coordinates next steps with both the PI and CESS Pre-Award Administrator.
• To generate the subaward the following documents are needed; (Subrecipient Commitment Form, Scope of Work, Budget, Budget Narrative). These documents are normally collected and attached to the ����̽̽Click - Funding Proposal.
• Where documents are missing the outgoing Subaward Specialist will request the CESS Pre-Award Administrator collect the documents in coordination with the PI.
• Once the subaward is generated, both the PI and the CESS Pre-Award Administrator will review for accuracy.
• Upon approval, the subaward is delivered to the subrecipient’s Sponsored Programs Office (or equivalent) for review and signature.
• The Final subaward document is attached to the ����̽̽Click - AWD for future reference.

Next Steps with outgoing Subaward Amendments:

• Where a grant or contract amendment is received that includes a subaward, SPA's outgoing Subaward Specialist is notified by the SPA Award Acceptance Team.
• The outgoing Subaward Specialist coordinates next steps with both the PI and CESS Pre-Award Administrator.
• To generate a subaward amendment the outgoing Subaward Specialist will collect the needed documents with assistance from the CESS Pre-Award Administrator.
• Once the subaward amendment is generated, both the PI and the CESS Pre-Award Administrator will review for accuracy.
• Upon approval, the subaward amendment is delivered to the subrecipient’s Sponsored Programs Office (or equivalent) for review and signature.
• The Final subaward amendment is attached to the ����̽̽Click - AWD for future reference.

In support of faculty efforts to obtain extramural funding for research, scholarship, and creative arts, please connect with the OVPR Research Development Office.

Services offered include; Find Funding, Proposal Writing Assistance, Proposal Editing Services, Proposal Critiques, and Proposal Workshops. 

If you have questions, please reach out to ResDev's Erin McConnell, the CESS primary point of contact for Research Development Assistance.