Office of Sponsored Programs - 400.04 - Award Notification and Acceptance

Title

Office of Sponsored Programs - 400.04 - Award Notification and Acceptance

Purpose

This operating standard establishes the Office of Sponsored Programs (OSP) as the designated division responsible for accepting, administrating, negotiating, and managing sponsored awards on behalf of the University.

Policy Statement

The terms and conditions of any award notification from a funding agency require review by OSP's Research Administration unit before OSP's acceptance of the award on behalf of the University.

Principal Investigators (PIs) do not have the authority to accept awards. Awards to the University may be accepted only by the Chancellor or those to whom the Chancellor has delegated signatory authority. No other individuals are authorized to commit or otherwise bind the University in any agreement.

Also, OSP is responsible for negotiating appropriate terms if an award:

• Contains provisions incompatible with University policy and operating standards
• Is inconsistent with Federal regulations regarding sponsored research at universities
• Fails to include all elements agreed upon before the award
• Requires modifications to conform to the PI's needs

Upon formal acceptance of an award, the University becomes legally bound to abide by the terms and conditions as outlined in the executed agreement. Following acceptance, OSP informs the PI and Department Administrator (DA) of the accepted award notification, which is uploaded to the award module in Research Administration Management System and eSubmission (RAMSeS).

Project directors and PIs are responsible for conducting the sponsored effort in accordance with award terms and conditions and within the funds allocated for such effort.

Deans, directors, and department heads have corollary responsibility for assuring that all sponsored research and training conducted within their jurisdiction is consistent with University operating standards and available funds.

Exclusions

• If the PI receives an award notification directly from an agency, they are required to notify OSP and forward the award notification to SponsoredPrograms@unc.edu for any required signatures and set-up. Likewise, if any award funds are received by DAs, they must be sent directly to OSP for deposit.
• Industry awards or other awards with non-standard patent, copyright, or licensing terms are reviewed in conjunction with the Office of Technology Commercialization (OTC) or other appropriate University units.
• If the award is for less than the University-proposed amount, the amount may be prorated across budget categories to establish the award within the budget restraints. This can include a request to the department to prepare revisions to the budget.

Related Requirements

• Research Administration Glossary at Carolina

Contact Information

For questions regarding this operating standard and its related procedure, please contact SponsoredPrograms@unc.edu.

For questions regarding Pre-Award management or Post-Award administration, please contact the assigned Sponsored Projects Specialist (SPS).

For invoicing, reporting and other financial matters, please contact the assigned Sponsored Projects Accountant.
OSP Staff assignments are found in RAMSeS or on the OSP website.

History

The operating standards in the Office of Sponsored Programs Operating Standards & Procedures Manual supersede any OSP operating standards, procedures and appendices previously included in the University Business Manual, a publication of UNC-Chapel Hill’s Division of Finance.