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Award Acceptance

Sponsored Project Life Cycle step 3: Award Acceptance

The following is intended to be a brief overview of Boise State University’s (“University”) negotiation and acceptance process for sponsored projects.  The Office of Sponsored Programs (“OSP”) recognizes that each award has its unique challenges and opportunities, so this process will be adapted as necessary to achieve the best possible outcome.  If you have any questions about this subject matter, please contact an OSP Contract Officer (“CO”) or Contract Administrator (“CA”) at sponsoredagreements@boisestate.edu.

Steps for Award Negotiation and Acceptance

  1. The sponsor notifies OSP that the University Principal Investigator’s (“PI”) proposal has been selected for award.
  2. The CA waits until Part I of the Frevvo form (known as the “Proposal Data Sheet“) arrives it her/his queue.  The CA cannot take any action without the approved Proposal Data Sheet. This means that your award will not be reviewed/negotiated/drafted until the approved Proposal Data Sheet arrives in OSP Contracting.
  3. The CA ensures that research compliance information in the Proposal Data Sheet is complete (e.g., IRB, IACUCIBC and Drone protocols).  If not, the CA coordinates with the PI and the Office of Research Compliance for assistance.
  4. Generally, the sponsor sends OSP the award document.  In some cases (e.g., industry partners, smaller sponsors), an OSP CO drafts the award and sends it to the sponsor for approval.  If OSP needs to draft the award, it is crucial for the PI to inform OSP at sponsoredagreements@boisestate.edu.  You may share examples of OSP’s standard agreements, which are found on the Forms & Templates page (hint: use key word “Agreement” in the search box).
  5. After OSP receives the award from the sponsor or is given direction to draft an award document, the CA sends Part II of the Frevvo form (known as the “Award Review Checklist & PI Acceptance“) to the COs for review.  Detailed instructions for using the Award Review Checklist & PI Acceptance are available here.
  6. COs review or draft new awards on a FIRST-COME, FIRST-SERVE BASIS, with a couple important exceptions that will only be invoked upon written notice from the OSP Executive Director or Associate Director:
    6.1 Urgent awards (e.g., sponsor requires signature by a particular date); and
    6.2 Awards with funding that expires if not obligated prior to the end of State and Federal fiscal years.
  7. The CO either:
    7.1 Reviews the terms of the award document sent by the sponsor; or
    7.2 Prepares a draft agreement and sends it to the sponsor for its review (after coordinating with the PI).
  8. If the CO determines the terms and conditions of the award may be contrary to applicable law/policy, represent a potentially unacceptable risk to the University or could negatively affect the PI or her/his program, the CO coordinates with the PI and other University offices, colleges, departments and centers for input and approvals where appropriate. This coordination may involve telephone calls, email correspondence and/or meetings to resolve concerns. The length of time to complete this step varies due to differing priorities and work schedules, as well as the complexity of issues.
  9. If necessary, the CO sends the sponsor revisions to the award document. The CO then coordinates with the sponsor’s contracting personnel to negotiate the final terms and conditions of the award. If necessary, the CO requests that GC coordinate with the sponsor’s legal counsel to work through any legal issues that may arise.
  10. Once the terms and conditions of the award are finalized, the CO completes the Award Review Checklist. After receiving an email notification, the PI will then need to log into Frevvo to complete her/his acceptance of the award, which includes a certification that the Principal Investigator Award Certifications and Assurances are true, accurate and complete with respect to the award.
  11. After the PI accepts the award in Frevvo, OSP coordinates with the sponsor to obtain a fully executed (signed) copy of the award document.  Depending on the sponsor’s availability, it could take several weeks or longer to receive a fully signed award.
  12. The assigned OSP Financial Technician (“FT”) and OSP Sponsored Projects Administrator (“SPA”) then: (1) generate and set up the new award and one or more projects in Oracle Financials Cloud (“OFC”); and (2) send an award notification email to the PI, Business Manager (“BM”), Departmental Administrator (“DA”) and other personnel as appropriate.  The new award number, project number(s) and other information related to the new award are communicated at that time.  Depending on the FTs’ and SPAs’ (and other OSP personnel’s) workload, it may take several days to complete this process.
  13. Subsequently, the SPA schedules an in-person meeting, as needed, to discuss the award with the PI, BM, DA and other appropriate personnel (e.g., Accounts Payable should attend if foreign nationals are expected to receive payments from the award). Discussion points typically include roles and responsibilities, special terms and conditions and basic award management principles.
  14. More information about the appropriate management of awards after acceptance is available on the Award Management page.

Steps for Non-Sponsored Agreement Negotiation and Acceptance

  1. If Master Agrements, Memoranda of Understanding, Memoranda of Agreement, Collaborative Agreements and related non-sponsored agreements (collectively, “NSPs”) are needed to support current, pending and/or future sponsored project funding or other collaborative research, OSP will evaluate the situation to determine who will draft and negotiate the NSPs.  Depending on the facts, OSP or the Office of the General Counsel (“OGC”) may take the lead in drafting and negotiating the NSPs.  When OSP takes the lead, the steps below apply.
  2. COs generally review or draft NSPs on a FIRST-COME, FIRST-SERVE BASIS.
  3. The CO either:
    3.1 Reviews the terms of the NSP document sent by the other party; or
    3.2 Prepares a draft agreement and sends it to the other for its review (after coordinating with the PI or other Boise State sponsor, referred to collectively as the “PI”).
  4. If the CO determines the terms and conditions of the NSP may be contrary to applicable law/policy, represent a potentially unacceptable risk to the University or could negatively affect the PI or her/his program, the CO coordinates with the PI and other University offices, colleges, departments and centers for input and approvals where appropriate. This coordination may involve telephone calls, email correspondence and/or meetings to resolve concerns. The length of time to complete this step varies due to differing priorities and work schedules, as well as the complexity of issues.
  5. If necessary, the CO sends the other party revisions to the NSP document. The CO then coordinates with the other party’s contracting personnel to negotiate the final terms and conditions of the NSP. If necessary, the CO requests that OGC coordinate with the other party’s legal counsel to work through any legal issues that may arise.
  6. Once the terms and conditions of the NSP are finalized, the CO sends an email to the PI asking for her/his agreement to enter into the NSP.
  7. After the PI accepts the NSP via reply email, OSP coordinates with the other party to obtain a fully executed (signed) copy of the award document.  Depending on the other party’s availability, it could take several weeks or longer to receive a fully signed agreement.