Negotiations

RMG, OSR, or ICO negotiates awards depending on the type of award received.

  • RMG handles award negotiations for grants and cooperative agreements with any sponsor.
    • Note: The Clinical Trials team in RMG negotiates industry funded clinical trials.
  • OSR handles award negotiations for grants with special conditions, subcontracts and contracts with federal, local state government agencies or non-profit sponsors.
  • ICO handles award negotiations for non-clinical trial contracts with for profit companies.

Grants/Cooperative Agreements

PI/Department RMG OSR Accounting

Responds to RMG budget and statement of work (SOW) inquiries

Once RMG issues an Award Approval Notification (AAN), the PTA set-up begins in the department

Sets up all tasks associated with the award, including those for other departments (refer to Indirect Cost Crossover Policy).

 

Receives agreement. Reviews award budget, F&A rates, and terms and conditions*

Works with PI/Dept to revise proposal budget to match the award when there are budget discrepancies

Addresses the need to revise proposed aims/scope of work and/or proposed efforts when sponsor makes significant budget cuts

Consults with PI/Dept on resulting changes in aims/scope of work when sponsor adjusts the project period (e.g. project proposed for 5 years but awarded for only 3 years)

Communicates changes to the sponsor and/or obtains sponsor approvals when needed

Accepts awards on behalf of Stanford University

Issues the AAN in SeRA

GRANTS WITH SPECIAL CONDITIONS

* RPM reviews terms and conditions for compliance with University policies.  If the RPM identifies problematic terms and conditions, the RPM consults with OSR Contracts and reassigns award to OSR Intake.

RMG or OSR reclassifies these awards in SeRA as Grants with Special Conditions.

OSR reviews and negotiates problematic terms and conditions.

OSR executes the agreement with the sponsor on behalf of the University and issues the AAN.

Completes PTA set-up and baselines the award in Oracle

Contracts and Subcontracts for School of Medicine

Federal / Local State Government, Non-Profit sponsors

OSR negotiates contracts with federal, local or state government, and non-profit sponsors on behalf of the School of Medicine.

When the Stanford PI expects to receive an agreement from a collaborating institution or sponsor, the PI/Dept may initiate an OSR Request Form in SeRA to request that OSR check on the status of that agreement.  OSR receives the request and contacts the sponsor for an update.  Once Stanford receives the agreement, the following occurs.

PI/Department

RMG

OSR Contracts

OSR Accounting

Responds to RMG budget and statement of work inquiries

Once OSR issues an AAN, the PTA set-up begins in the department.

Sets up all tasks associated with the award, including those for other departments (refer to Indirect Cost Crossover Policy).

If necessary, revises the budget in cooperation with PI/Dept.

Negotiates the agreement with the collaborating institution or sponsor.

Executes the agreement on behalf of the University and issues the AAN.

Completes PTA set-up and baselines the award in Oracle.

Non-Clinical Trial Contracts for Industry, For-Profit Sponsors

ICO negotiates non-clinical trial contracts with for profit sponsors on behalf of the School of Medicine.

PI/Department

RMG

Industrial Contracts Office (ICO)

OSR Accounting

Responds to RMG budget and statement of work inquiries

Once ICO issues an AAN, the PTA set-up begins in the department.

Sets up all tasks associated with the award, including those for other departments (refer to Indirect Cost Crossover Policy).

If necessary, revises the budget in cooperation with PI/Dept.

 

Reviews and negotiates any special terms or conditions related to industrial contracts.

 

Executes the agreement on behalf of the University and issues AAN.

Completes PTA set-up and baselines the award in Oracle.