Office of Sponsored Programs
The Ohio State University

Roles and Responsibilities

Identifying funding

Principal investigator/staff

  • Identify funding source
  • Review program guidelines

Sponsored programs staff

  • Assist with funding searches
  • Clarify program guidelines if necessary

Proposal Preparation

Principal investigator/staff

  • Prepare technical proposal
    • scope of work
    • biosketches
    • other Support
    • resources and Environment
    • other proposal components required by sponsor
  • Identify subcontractors
  • Identify other administrative requirements e.g., subcontracting plan
  • Prepare proposal budget or submit draft to sponsored program officer
  • Identify and address any space requirements and discuss with Department Chair how these needs will be met
  • Identify sources of any required cost sharing
  • Prepare Authorization to Seek Off Campus Funding form (ePA-005) and obtain all required signatures
  • Assemble proposal
  • Provide a copy of the proposal and the signed PA-005 to sponsored program officer
  • Provide a complete, copy-ready proposal to sponsored program officer two days before mailing date OR copy and mail proposal and provide a copy to sponsored program officer within one week of mailing

Sponsored programs staff

  • Contact sponsored program office at subcontractor’s institution to request administrative materials
  • Provide information and assistance in completing administrative information
  • Prepare proposal budget from draft provided
  • Provide information and guidance on sponsor and university cost sharing requirements
  • Review proposal for conformance to sponsor and university requirements
  • Determine that protocol information provided is valid
  • Determine that principal investigator is in compliance with conflict of interest requirements
  • Review budget – both sponsor and cost shared
  • Commit Office of Research cost sharing funds if appropriate
  • Provide institutional signature
  • Copy and mail proposal

Proposal Submission and Sponsor Review

Principal investigator/staff

  • Prepare and submit necessary human subjects and animal use protocols (some sponsors may require this step to precede proposal submission)
  • Prepare responses to sponsor inquiries during review process and provide response to sponsored program officer

Sponsored programs staff

  • Review response
  • Verify compliance information (e.g., protocol approval dates, key personnel have completed required education in the protection of human research participant)
  • Provide institutional signature on response

Award Acceptance

Principal investigator/staff

  • If principal investigator receives award, send immediately to sponsored program officer. Investigators are not authorized to accept awards.

Sponsored programs staff

  • Inform principal investigator of receipt of award if it comes to sponsored program officer
  • Review award to ensure terms and conditions are appropriate for an academic institution
  • Confirm required human subjects and animal protocols are in place
  • Negotiate award terms, if necessary. Keep principal investigator informed of progress of negotiations, problem language, etc.
  • Obtain institutional signature on award, if necessary, and return to sponsor

Establishing Projects

Principal investigator/staff
If necessary, provide sponsored program officer with information about:

  • How many projects should be established
  • Project principal investigators
  • Budget for each project
  • Expenditure allocation for each project

Sponsored programs staff

  • Establish spending project(s)
  • Create project digest(s)
  • Send email notification to principal investigator, co-investigators and appropriate department and college staff that project has been established and provide information about how to access project digest, forms necessary to complete, access to cost share funds, etc.