The Unit of Sponsored Programs offers the following services in support of Jackson State University faculty and staff who have received support for research or other sponsored projects from federal, state, or private agencies and organizations.
The Unit of Sponsored Programs:
- Reviews and negotiates all grant and contract awards on behalf of the University.
- Accepts each award and authorizes account set-up with the Grants and Contracts Office.
- Informs principal investigators of the terms and conditions of awards, including compliance issues.
- Coordinates and reviews budget revisions and budget extension request.
- Prepares and modifies subcontracts on behalf of the University
- Collects and maintains the official file of award notices, subcontracts and cooperative agreements.
- Monitors technical, patent, equipment, and final report submission.
NOTICES OF AWARD
Award Notices are legal agreements between the University and the sponsor. Notices of Award can assume the form of formal contract, grant, cooperative agreement, or business letters. Before accepting Award Notices, Sponsored Programs must review them for compliance with University policy. Only the Vice President for Research is authorized to sign Notices of Award on behalf of Jackson State University.
The Unit of Sponsored Programs will send Grants and Contracts a copy of the Award Notice along with the proposed budget for an account to be established. It is imperative that the Grants Officer and the Principal Investigator read the Award Notice because it details legal requirements that bind the University.
Occasionally the Principal Investigator will receive the Award Notice. He/she should contact the Office of Sponsored Programs to ensure USP also received the notice. The Unit of Sponsored Programs cannot administratively initiate the project without formal sponsor notification.
When the University is awarded a sponsored research agreement in which a material portion of the work will be accomplished by another institution or organization, a subcontract is issued. Usually, the need for a subcontractor is identified in the original proposal and includes the following:
Name and contact information of selected subcontractor
Subcontractor’s scope of work
Subcontractor’s budget estimating direct and indirect cost
When the award is made and these conditions are met, the Principal Investigator should request the USP prepare, negotiate, secure necessary approvals for, and execute the subcontract.
If a subcontracting requirement is identified after a sponsored project is awarded, sponsor approval is required before initiating a subcontract.
Subcontractors must honor all terms and conditions the sponsor imposes on the University. The purpose of the subcontract document is to establish those requirements contractually.
Budget changes are necessary when the Principal Investigator determines that expenditures are required for unanticipated items that were not included in the proposal budget. Generally, budget changes involve moving funds from one budget category to another, without increasing the total amount of the award. To determine whether a proposed change is permissible:
Read the award terms and conditions.
Discuss the change with your Sponsored Programs Unit.
Contact the funding agency.
The Principal Investigator may determine that additional funding is needed. This usually requires the submission of a proposal for supplemental funds. Contact the USP to submit supplemental proposals.
Federal regulations require prior approval from an awarding agency for a variety of project changes. Although, the Office of Management and Budget has waived the required number of approvals, a few required prior approvals remain:
- Changes in project scope or objective
- Change of PI or other key personnel
- Absence of the PI for more that three months, or a 25% reduction in time spent on the project by the PI
- Need for additional funds
- Other changes specifically cited in the award or agency-specific guidelines
NO COST EXTENSION
A request to extend an award beyond the end date of the award with no additional funds should be made at least 60 days prior to the end of the award. The Principal Investigator should notify the USP of their intention to request an extension. The USP will determine the process required by the funding agency for requesting a no cost extension based on the terms and conditions of the individual award.
Most agencies allow award recipients to extend awards up to 12 months beyond the end date of the award without prior approval for one time only. If the need arises USP will send a letter to the funding agency notifying them that the one time extension is being utilized. Agency approval is required for subsequent extension request. If agency approval is required, the Principal Investigator/USP will prepare a letter detailing the reason that the extension is being requested. Please note the explanation must be related to the project and work being performed and not related to unexpended funds.
CLOSING THE PROJECT
When a sponsored project ends, certain administrative actions are required to effectively close the grant or contract. Final reports are required and vary by sponsor. The following are necessary for most projects:
- Final Technical Report
- Final Report of Inventions
- Final Inventory of Equipment
- Final Financial Report (including cost-sharing if appropriate)
Each final report requires the assistance of the Principal Investigator. Please note the Final Financial report is prepared by the Grants and Contracts Office. Final reports are usually due to the awarding agency within 90 days of the end of the project. The University and the Principal Investigator are obligated to complete these closing reports as quickly as possible. Failure to do so reflects negatively on the University and could affect future funding.
For more information on the Post-Award Services available from USP, contact Sonja Robinson, Director, at 601-979-4317.