 |
|
|
|||||||||
|
|
||||||||||
      |
|
||||||||||
 |
 |
|
|||||||||
|
|||||||||||
 |
| Research Management Group (RMG) |
Award Negotiation
Award Activation
Award Negotiation
| PI and/or Department | RMG |
|---|---|
| Coordinate site visits, travel arrangements, conference calls, and prepare materials as needed. | Participate in site visits. |
| PI and/or Department | RMG |
|---|---|
| Receives request for just-in-time information and notify RPM. Prepare Other Support documentation. Provides copy of IRB, IACUC, SCRO approval to RMG as needed. | Review information for institutional compliance. Submit, as institutional official, Other Support, IRB/IACUC approvals, human subjects training certifications, and any other required information. |
| Agreement Type | RMG | OSR Contracts | ICO |
|---|---|---|---|
| Grants and contracts | Reviews and Identifies special terms and conditions for compliance with University policies. Consults with OSR Contracts when problematic terms or conditions are contained in sponsor notice of award. Negotiates grant award terms and conditions with sponsor through guidance from OSR. | Reviews and negotiates any special terms or conditions. | |
| Contracts | Reviews and Identifies special terms and conditions for compliance with University policies. Reviews and negotiates any special terms or conditions. |
||
| Industry-sponsored research agreements (except Clinical Trials) | Identifies special terms and conditions and consults with ICO. | Review and negotiate any special terms or conditions related to industrial contracts. |
| Department | RMG | OSR/ICO Contracts | OSR Accounting |
|---|---|---|---|
| Initiates and completes early PTA form and forwards to RPM. | Verifies anticipated start date and funding status with sponsor. Approves early PTA requests and obtains School Controller's approval of guarantee account. Forwards request to OSR Account Setup with accompanying documentation as needed. |
Reviews and approves early PTA forms for contracts. Forwards to OSR Account Setup. |
Reviews early PTA requests and accompanying documentation. Sets up the PTA within four business days. |
Award Activation
| RMG | PI and/or Department | OSR Accounting | |
|---|---|---|---|
Grant Notice of Award (NOA) |
Receives agreement from sponsor. Reviews terms and conditions, budget, and F&A rates. Accepts awards on behalf of Stanford University. |
Participates in any award negotiations. |
- |
OSR Contracts |
PI and/or Department |
||
Federal or Other Contracts |
Receives agreement from sponsor and requests proposal documentation from RMG. | Participates in any award negotiations. | |
Department |
RMG |
OSR |
|
Subcontract |
Notifies RMG that award is coming. Opens early PTA if award is delayed. | Verifies anticipated start date and funding status with sponsor. Forwards early PTA and file to OSR. (If this is a continuation/ amendment, the file already exists at OSR. | Reviews and approves early PTA. Follows-up with sponsor on status of delayed agreements. Reviews and negotiates the terms of the agreement for approval. Distributes award. |
RMG or OSR Contracts |
PI and/or Department |
OSR Accounting |
|
| Research Compliance | Confirms compliance approvals. | Obtains any outstanding compliance approvals. | - |
Stanford Notice of Award |
Issues internal Notice of Award (NOA). Distributes with copy of award and budget to PI, Department, and other central offices and departments as applicable. |
Reviews internal NOA terms and conditions, restrictions, effort commitments, and other award management requirements. | Reviews award documentation from RMG/OSR. |
Electronic Project-Task-Account (ePTA) Setup |
Initiates ePTAs (plus cost-sharing ePTAs if applicable) and routes to department. | Reviews and approves ePTAs and routes to OSR Accounting. | Sets up PTA within four business days. Distributes electronic notification of budget baseline to PI and award manager. |
Patient Care |
Requests 98/mnemonic accounts from Patient Financial Services (PFS). |
| Department | RMG | OSR Contracts |
|---|---|---|
| Submits requisition to Procurement for subaward(s). | Distributes prime sponsor Notice of Award and subaward proposal documents to and file to OSR Contracts Office. |
Receives requisition from Procurement to initiate subaward process. Informs the PI, department, and RMG of the assigned contract officer. Reports when the subaward contract is sent to the recipient. |
| Responds to requests for additional Statement of Work and effort information. | - | Receives and reviews all required internal subaward documents and reconcile with requisition. Verifies subrecipient Statement of Work and effort with PI. Confirms subrecipient compliance approvals are in place. |
| - | - | Drafts and negotiates subaward agreements. Execute subawards on behalf of the University. |
| - | - | Distributes subaward contract to Procurement, PI, and Department. |
| - | - | Follows up with respective subrecipient as needed to ensure timely execution and completion of contract. |
Accounts Payable |
||
| Receives invoices from subrecipients and reviews expenses for allowability, and reasonableness. Forwards invoices to accounts payable for payment. |
