Award Negotiation and Set Up

Final Documents Needed to Set Up an Award

Background
Regulatory Committee Approvals
Conflict of Interest Disclosure

Background

The award process period is the time between the Office of Research's (OR) receipt of a fully executed award or a unilateral award (e.g., federal grants) that contains acceptable terms and conditions and the time that the Notice of Award is issued. As part of the award set up process Contract and Grant Officers must ensure all administrative requirements are in place prior to issuing the Notice of Award. The most common delays in release of funding include:

lack of regulatory committee approvals
conflict of interest disclosures have not been filed
conflict of interest disclosures have not been approved

Regulatory Committee Approvals

Many sponsors require proof of regulatory committee approval just prior to making an award. Any scope of work which requires approval from one or more of the regulatory committees, must have approval prior to the release of the notice of award. Since most of the UCR regulatory committees only meet once per month, Principal Investigators should submit their protocol applications to the appropriate committee as soon as an award appears to be forthcoming. For more information visit the Research Integrity home page.

Conflict of Interest Disclosure

Depending on the sponsor of a project, Principal Investigators are required to disclose potential conflicts of interest.

For the Public Health Service (PHS) and the National Science Foundation (NSF), as well as those sponsors who have adopted the federal requirements, OR must receive the appropriate disclosure form prior to the release of project funding.

For non-governmental sponsors, unless the sponsor is exempt, OR must receive the appropriate disclosure form. This form should be forwarded to OR along with the proposal for review.

For both disclosure processes, if a positive interest is identified, the disclosure must be first reviewed by the Conflict of Interest Committee (COIC) and then approved by the Vice Chancellor for Research. The COIC meets on an ad hoc basis. For more information, please visit the COI home page.