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Award Acceptance and Negotiation - E01

The Office of Research and Sponsored Programs (ORSP) is responsible for the review and acceptance of awards for restricted and sponsored projects made to Ohio University to ensure that the award terms and conditions are acceptable to the University and that the award can be managed properly under the University’s policies and procedures for sponsored projects.


Scope

This procedure applies to all sponsored projects subject to OU Policy 19.045 Administering External Grants and Contracts set up as separate accounts in the OHIO Financial Management System (FMS) that include special terms and conditions.


Procedure

The Office of Research and Sponsored Programs (ORSP) reviews the terms and conditions of every award received. Terms and conditions are negotiated in accordance with Ohio University policies, State and Federal laws. Terms and conditions are usually pre-determined in Federal grant awards; however, negotiations may be required for Federal contracts. Additionally, most non-federal projects require negotiations, especially those agreements with industrial sponsors.

Review of the award document includes consideration to the following:

  • Type of award (e.g., contract, grant, subaward, clinical trial)
  • Type of activity (research, training, other)
  • Amount of award
  • Budget/project period
  • Variances from period or amount proposed
  • Sponsor general and program-specific terms/conditions, including terms incorporated by reference
  • Reporting requirements
  • Payment terms
  • Restrictions on use of funds
  • Publication terms
  • Intellectual property terms
  • Liability and indemnification terms
  • Insurance terms
  • Any compliance restrictions (e.g., human subjects, animal subjects)
  • Export control concerns
  • Information security terms

Award Negotiation

The ORSP will follow up with the Sponsor to clarify award terms or request changes to ensure that the award is acceptable to the University and supportive of the project.

Award Acceptance

After the ORSP review and award negotiation is complete, ORSP obtains the Ohio University Authorized Organization Representative (AOR) signature and finalizes with the Sponsor.


Training

Training is available through ORSP upon request. Submit request for training to ORSP@ohio.edu.


Forms and Templates

None


Roles and Responsibilities

OWNER: PI/PD

CONTRIBUTOR: ORSP and Grants Accounting

APPROVER: ORSP


References