What am I supposed to do with NUgrant and OSP? A written interview with Suzan Lund, Office of Sponsored Programs (OSP), Associate Director.
Suzan, as you know, the work we do at CCFL is funded by a variety of different grants and contracts. I want to ask you a few questions to help the CCFL staff and faculty understand the processes they should be using to make sure OSP is able to do what they need to do.
1) What kind of projects should be routed through NUgrant/OSP as opposed to NUtech ventures or Business & Finance? In general, any project being proposed to an external sponsor, whether in response to a specific sponsor call for proposal or through ongoing CCFL contacts and relationships, should be run through OSP, starting with pre-award. NUtech ventures is not typically a starting point for sponsored project agreements. Their role is to negotiate licensing agreements, in addition to filing patent applications and other intellectual property (IP) related actions. If a sponsored project contract includes IP terms, OSP still handles the process and works with NUtech to ensure these terms are acceptable before OSP signs. Business & Finance handles contracts for CCFL purchase of outside services, as well as some CCFL-provided services. This is where there is a lot of gray area, and it is best to reach out to OSP early to ensure agreements are channeled in the right direction. My hope is that we will begin to more clearly define the multitude of different types of activities and sponsors of CCFL and streamline the processes.
2) At what point should a person let OSP know they are thinking about applying for funding? What’s the best way to do this? Ideally, how far in advance of a deadline should a NUgrant form be routed?
The best time to reach out to OSP pre-award is at that early ‘thinking about applying’ stage. Shoot a quick email to get it on our radar. In pre-award, we can provide support and tools to help develop the budget, as well as identify any special requirements that may take time to secure prior to submission. Once you’ve determined it’s likely you will submit something, this is the time to create the NUgrant record in the OSP module including the deadline or submission date. The form can be created without immediately routing. Giving a heads up in this way at least a week out is really fantastic. The routing for approvals should be completed 2-4 days prior to the deadline whenever possible. It’s important that nothing be finalized with a sponsor until it has been reviewed and approved by OSP. It can be frustrating to everyone if OSP has to make changes after the PI and sponsor think things are final.
3) Does the OSP process change if the funding seems less like a grant and more like a partnership? For example, let’s say Rachel the Researcher has a relationship with a contact at a foundation; and they begin discussing the possibility of the foundation providing money to fund a new project. There is no request for proposals (RFP) that goes out to anyone else. Is the process still the same with OSP as it would be with a grant that is in response to a more traditional RFP? The process is the same with or without an RFP.
4) What if Robert the Researcher is simply hired for his professional services as a trainer on a specific topic, and the payment will be less than $5,000? Does the project still go through OSP, or does that fall under the Board of Regents Policy 6.3.1.4.p that states the Department Head has signatory authority? What if the contract will be more than $5,000 and no F&A is permitted by funder?
The dollar value doesn’t play much of a part in the determination of how the process is handled. The key things to consider are the activities being proposed and sponsor requirements. If Robert the Researcher is strictly training using existing resources/
materials, this may fall into the service center realm; and agreements would be handled by Business & Finance. If there are deliverables, data analysis, development, evaluation, etc., that the sponsor gets as a result of the work, then this likely falls into the realm of a sponsored project; and the proposal and resulting award is handled by OSP. I believe BOR Policy 6.3.1.4.p. refers to contracts where UNL will be purchasing outside professional services and not to UNL units performing the outside services. The UNL performance of outside services contracts fall under BOR Policy 6.3.1.4.f. This signature authority, up to $399,999 rests with the Vice Chancellor for Business & Finance (BCBF), except for limited authority to the Food Processing Center Director. The VCBF has further delegated signature authority of up to $249,999 to the Vice Chancellor and Associate Vice Chancellor for Research, and the Director and Associate Director of Sponsored Programs. The Director and Associate Director of Sponsored Programs have signature authority on all grant proposals and awards.
5) What’s one thing you want CCFLers to know about OSP?
We are here to support you in doing the excellent work you do. All of you, and your amazing work, are the reason our office exists.