Pre-Award & Post-Award Procedures

PRE-AWARD PROCEDURES:

ORSP will meet with interested Principal Investigators (PIs) to search for grants. Searches can be done through grants.gov, AASCU GRC, or other search engines by grantor agency websites. ORSP provides assistance in the submission of proposals by identifying contribution sources, reviewing budget accuracy, and ensuring compliance of grant applications with university policies and sponsor guidelines. Much of what occurs during the early stages of applying for grant funds affects ORSP’s ability to manage a grant after it is received, therefore discussions and cooperation between the investigators and ORSP is encouraged in developing programs and proposals that receive funding.

• Proposal Preparation – Sponsoring agencies provide guidelines that describe the format and procedure that the proposal must adhere to. Discussions with ORSP in the development phase of the award is encouraged. ORSP can provide assistance with constructing budgets, cost sharing, and other related documents.
• Timeline – In order to ensure that proposals will be submitted to sponsoring agencies by the announcement deadline, please adhere to the following schedule: Final documents and attachments should be submitted no later than three (3) business days before the announcement deadline.
• Letter of Support – All UOG faculty involved in the grant proposal, including PI’s and coinvestigators, must submit a letter of support from their respective Dean/Director to ensure their approval.
• Proposal Submissions by Adjunct University Professors – If an individual with a less than full-time position wishes to submit a proposal, a full-time UOG faculty member must also be named as a coinvestigator.
• Administrator Authorization – PIs must have the ORSP Transmittal form approved by Dean/Director in order to submit a grant.

POST-AWARD PROCEDURS:

• The Award Instrument – The Award Instrument formally acknowledges the award of funds by an authorized representative of the funding agency. ORSP will notify the principal investigator within two (2) business days of Notice of Award (NOA).
• ORSP Program management of funded projects – ORSP would be the liaison between the sponsoring agency and the project team. ORSP will offer guidance for requesting for additional funding, no-cost extensions, preparing documents, and other grant related needs. ORSP adheres to University of Guam Research Corporation (RCUOG) and the University’s fiscal accountability policy for sponsored-projects funds and regulatory compliance with local and federal policies. Expenditures and financial transactions will be reviewed to make certain that award terms and conditions are met.
• Budget Reports and Financial Reports – The Program Director (PD) or PI are responsible for monitoring the awarded budget. Real-time monthly expenditure reports are available upon request to ORSP. An account availability report summarizes the account’s budget and actual activity to show the budget available for future activity. The detailed budget shows the detailed transactions that occurred throughout grant year periods.
• Progress Reports/Final Reports – External funding requires recipients to report periodically on the progress of supported project. Reporting information are included in award documents. PD or PI are responsible for preparing and submitting progress/final reports to grantor agency.
• Time and Effort Reporting – Time and effort provide auditors with proof that grant personnel has devoted the necessary time and effort for respective projects. Time and effort should be submitted bi-weekly for grant hires.