I'm not sure how similar our Cayuse products are or how regs translate to Canada - so bear that in mind!
1) At proposal stage, we indicate pretty much everywhere that the AOR's email is actually a shared inbox, and award notices are sent there by the sponsor. Except when they're not.... right? Then the PI usually brings it to us - or to someone who knows it should come to us- because he wants to start spending, like, yesterday.
I also keep a pretty sharp eye on things that are in Proposal File Complete status - which is what we use for "waiting to hear from the sponsor." When things have been there a while, we start trolling sponsor websites, portals, etc.... Eventually, we just ask the PI and then the sponsor - unless it's a sponsor we just know can take years to fund someone. Hello, DOE, I'm talking to you.
2) I don't know what a Proposal Form is - so we may have different Cayuse products. We use SP and on the General Information page there are spots to put the Program Name, the Funding Opportunity Number, and a URL to the guidelines.
3) That information often flows the other way - we tell them they need those things ;) Our Research Development Officers often help a PI figure out if a supplement might be a good way to go. We run reports that indicate when funding is ending, so that the RDOs know when to start pinging a PI that it's time to start preparing a new proposal so there won't be a gap in funding. We also use Fund Manager to watch burn rate, and if someone isn't spending at the rate we would have predicted we work with them to figure out why. And then a NCE is often part of the response. As for adding a team member, that's often a graduate student. They flow on and off projects like water, it seems. And that process begins in the departments and only comes to us for financial approval - unless we need to talk to the sponsor first, then the Grants and Contracts Officers would handle that.
4) Yes we require unit-level approval at proposal stage. The one-up thing can be tricky when it's a large institutional-level grant and the PI might be the VPR, for instance. Then it goes to the Provost. If the Chair is the PI, the Dean is already in that approval chain, so that's fine. When it's the Dean, it would route to the Provost.
Does that help?
A
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Andrea Buford
Director, Office of Sponsored Programs
Oakland University
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Original Message:
Sent: 06-16-2022 11:50
From: Karen Samis
Subject: Sponsored Projects: Process management
Hi Cayuse Community,
Our institution is one of the first to implement Cayuse in Canada. We are running into some process related challenges and are hoping to hear how other institutions are managing. I have questions about SP4 and Human Ethics; I've shared the SP questions here and will start a new discussion thread on HE.
For context, Queen's University is a research-intensive institutions (medical school, all levels of post-graduate training) in Canada, but we have a relatively smaller faculty cohort of about 850.
- How/where does a PI share with you their Notice of Award or other documentation needed to trigger the creation of the Award form?
- How does your Proposal form identify the funding program the PI is applying to? Our research office needs to know this given that many of our funders have multiple funding programs with very different terms, funding models, application requirements (e.g. as with NIH, our national agencies also have many programs per agency)
- How does a PI notify you (Research office or Research Accounting) when they require a post-award amendment to the award? e.g. additional/supplemental funding awarded, adding team members, no cost extension...
- Do you require unit level approval prior to application submission to the funder? If so, how do ensure one-up approval of funding applications in Proposals when the applicant is also the highest level approver (e.g. if approvals go to the Dept Head and then the Associate Dean, but the Associate Dean is the applicant)
I look forward to learning from you!
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Karen Samis
Director, Grants and Research Operations
Queen's University,
Kingston, Ontario, Canada
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