- What is the Office of Sponsored Programs (OSP)?
The Office of Sponsored Programs (OSP) is institutionally responsible for all pre-award and non-financial post-award functions, including proposal submissions, the negotiation and acceptance of all sponsored agreements on behalf of UMBC, award modifications, subrecipient monitoring and non-financial closeout of awards. OSP works with the unit administrators to provide assistance to faculty/staff with proposal preparation, applicable sponsor guidelines, as well as sponsored projects training, education and communication. OSP works closely with the Office of Contract and Grant Accounting (OCGA) in managing all extramural awards and campus outreach initiatives for sponsored projects
For more information: https://research.umbc.edu/office-of-sponsored-programs/
- What is the System-of-Record for Extramural Proposals, Unfunded Agreements and Awards at UMBC?
Kuali Research is a cloud-based, research administration tool which serves as UMBC’s institutional System-of-Record. Used across USM institutions, UMBC has implemented nine existing modules and manages three instances of Kuali Research (SBX,STG, PRD)At UMBC, we utilize Kuali for management of all research program efforts including routing of proposals, award management, negotiations, IRB and IACUC protocols, unfunded agreements (i.e., DUAs), COI, training, and other various tasks. The goal is for Kuali to be UMBC’s one-stop shop for multi-disciplinary research.
For more information: https://research.umbc.edu/kuali-research-at-umbc/
- Where can I find my OSP Manager/Specialist team for my College/Unit/Center/Institute?
Please refer to the “OSP and Unit Responsibilities” webpage (link appears below) for the most up-to-date information on the OSP staff and OSP teams for your respective College/Unit/Center/Institute.
Link: https://research.umbc.edu/osp-responsibilities/
- The proposal is requesting administrative information. Where can I find this information? Who can I contact?
Most proposal applications request standard administrative information about the institution. OSP has compiled a list of commonly request information that can be utilized when completing the proposal. Please refer to the link below: If there is information that is requested that does not appear on this webpage, please contact OSP (ospa@umbc.edu) directly and/or confer with your specific OSP Manager/Specialist (see https://research.umbc.edu/osp-responsibilities/) and we will assist in providing the necessary information.
Link: https://research.umbc.edu/proposal-information-sponsor-information/
- Who is responsible for the formal submission of Proposals? Who/What is an AOR?
The Office of Sponsored Programs (OSP) is responsible for the formal submission of institutional proposals to Sponsors. OSP Managers, Assistant Directors, and Directors are UMBC’s designated (per UMBC Signature Policy) Authorized Official Representatives (AOR) who are able to legally bind the University to a contractual Agreement. OSP submits proposals and is responsible for executing/signing any award document (if applicable).
Link to OSP webpage: https://research.umbc.edu/office-of-sponsored-programs/
- What are Sponsored Programs? What kind of funding has to be routed through OSP?
A sponsored program is used to define any project with sponsor-restricted, external/extramural funds, such as a Grant or a Contract. A sponsored project is as an activity that is sponsored, or funded, by an external organization, such as a federal, state, or private organization or agency. The funding is the result of the institution, on behalf of a Faculty or Staff member (Principal Investigator), applying (proposal) to the Sponsor for funding. A sponsored project will include a specific Scope of Work or Aims, Financial accountability/Reporting Requirements, a defined Period or Performance for the Project, Deliverables (including Final Technical and Financial Reports), and Disposition of Property. Sponsored programs are designated as either Organized Research, Instruction/Training, or Other Sponsored Activities. They may occur either on-campus or off-campus and the activity type will help determine the correct F&A rate calculation to use on the project’s budget.
Link for Related/Additional Information: https://app.box.com/embed/s/yifuvuuruawi9f9ssqm1fxvfgzg5s27b
- What does routing a proposal mean?
Routing each and every extramural funded and unfunded proposal is an essential and mandatory step in the grants and contracts process. All grant and contract proposals –-solicited and unsolicited — must be approved by the University before submission to sponsor. Proposals must be endorsed and approved by the Principal Investigator (PI), Department Chair, College Dean/Center Director and the Office of Sponsored Programs (Manager or Director/Asst. Director) before final submission to the Sponsor. Proposal routing, completed electronically through Kuali Research, is the means to achieve all necessary approvals through the University’s established workflow. The purpose of routing a proposal is to thus verify and ensure that all proposals for external funding, as well as unfunded proposals, have been reviewed and approved for institutional and sponsor compliance prior to final submission.
All proposals, unless otherwise noted or agreed upon prior to submission, must be submitted by the Office of Sponsored Programs (OSP). Select OSP personnel are Authorized Organizational Representatives (AOR) who are empowered to legally bind the University in an Agreement.
Link to Kuali information: https://research.umbc.edu/kuali-research-at-umbc/
- What is OSP’s deadline for Routing a Proposal? What is OSP’s proposal submission deadline?
A fully completed proposal and all attachments must be sent to OSP in a “ready-to-submit” state no later than three (3) UMBC business days prior to the sponsor deadline in order to be submitted to the sponsor. At the beginning of each day, OSP will review proposals in Kuali due to the sponsor over the next three days, and if a proposal is found not to be in “ready to submit” condition, OSP will contact the PI and appropriate institutional officials with a reminder.
Any proposals not received in a “ready-to-submit” condition by 9:00 am on the due date to the sponsor will not be submitted by OSP and will be returned to the PI and the institutional unit. In addition, OSP will inform the appropriate Associate Dean for Research or respective official of any such returns.
Link to Official 3-Day Policy: https://umbc.app.box.com/embed/s/muf7ht2z2pvzlq2i8va9vpbehua2tlsf? sortColumn=date&view=list%22%20width=%22500%22%20height=%22400%22%20frameborder=%220%22%20allowfullscreen%20webkitallowfullscreen%20msallowfullscreen%3E%3C/iframe%3E
- What are the key components of a Proposal?
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- Abstract/Statement of Work (SOW)
- Project Description
- Budget
- Budget Justification (also known as Budget Narrative) for all costs
- Representations and Certifications
- Compliance Data (i.e., IRB, IACUC, etc.)
- Letters of Institutional Commitment & Support
- Other items as needed/requested (Biosketches, Current & Pending Support, Data Management Plan, Mentoring Plan)
Additional Information Link: https://umbc.app.box.com/embed/s/ei7mcijokf5kok4hcyukiz0ozj01eeoh?sortColumn=date&view=list%22%20width=%22500%22%20height=%22400%22%20frameborder=%220%22%20allowfullscreen%20webkitallowfullscreen%20msallowfullscreen%3E%3C/iframe%3E
- Who is responsible for submitting reports?
Submitting required reports to Sponsors is a shared function between the PI/Unit, OSP, and OCGA, all dependent upon what type of report is being requested by the Sponsor.
Some examples:
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- Annual Progress reports are usually submitted by the PI directly to the Sponsor and the PI will provide OSP with a copy of that report for the project’s records which are stored in Kuali.
- Final Technical reports are prepared and submitted by the PI (and provided to OSP).
- All financial (including Final Financial Reports) are submitted by the Office of Contract and Grant Accounting (OCGA).
- Invention/Patent/Property Reports is a shared obligation between the PI/Unit, OSP, Financial Services, and possibly the Office of Technology Development (OTD).
- What is a Subaward?
An enforceable agreement derived from a sponsored award (financial assistance), between the prime recipient or pass-through entity and a subrecipient for the performance of a substantive portion of the sponsored research/project. This does not include the procurement of goods or services from a vendor/contractor.
A subaward issued by UMBC refers to an agreement between UMBC and any other organization in which a Principal Investigator (PI) at the other organization will assist UMBC in accomplishing an externally-funded project by performing substantive work on the project. The subaward will have a PI and will generally have potentially patentable or copyrightable technology and/or publications resulting from the project** The University is responsible Subrecipient Monitoring. It is UMBC’s responsibility for monitoring the programmatic and financial activities of its subcontractors/subawardees (“subrecipients”) to ensure satisfactory program performance and proper stewardship of sponsor funds.
Link to Subaward Forms: https://research.umbc.edu/forms-for-grants-contracts/
- What is Award Closeout?
Closeout is the LAST & FINAL step of the Grant Life Cycle. Per 2 CFR 200.16, Award Closeout is the process by which the Sponsor determines that all applicable administrative actions and all required work of an award have been completed. When the award has reached the project end date reflected in the award document and no additional time or funding is needed to complete the project tasks and objectives, and the work has been performed to the Sponsor’s satisfaction, the award can then be closed. Projects are considered completed or “closed out” after the sponsor receives and approves all reports, as required by the terms and conditions of the award, and notifies UMBC’s Office of Sponsored Programs (OSP) of the sponsor acceptance and closure of the project.
For more information: https://research.umbc.edu/osp-extramural-award-closeout-procedures/