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

  • Clarify program guidelines if necessary
  • Assist investigator with obtaining access to sponsor proposal submission systems

Proposal Preparation

Principal investigator/staff

  • Prepare technical proposal including:
    • 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 any space requirements and discuss with Department Chair how these needs will be met
  • Identify sources of any required cost sharing, including submitting request for central institutional funds if appropriate
  • Prepare Authorization to Seek Off Campus Funding form (ePA-005) and obtain all required signatures
  • Assemble proposal
  • Provide a copy of the proposal to sponsored program officer

Sponsored programs staff

  • If the proposal includes subcontracts to other institutions, 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
    • Review budget – both sponsor and cost shared
  • 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 PA-005 for appropriate sign offs
  • Provide institutional signature, either hard-copy or via submission through an electronic system

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

  • Transmit any required information to sponsor

Award Acceptance

Principal investigator/staff

  • If principal investigator receives award, send immediately to sponsored program officer. Investigators are not authorized to sign or 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)
  • Send email notification to principal investigator, co-investigators and appropriate department and college staff that project has been established and provide information about forms necessary to complete, access to cost share funds, etc.