The purpose of these roles and responsibilities is to define expectations enabling efficient and effective proposal and post award management.

Responsibility

Proposal and post-award management is the responsibility of all. It is expected that faculty, support staff, and grants team members work together to ensure everyone is given the opportunity to provide their best possible participation in the process.

Proposal responsibilities

• Faculty
1. Complete the Beckman grants myProposal Submission Form one month ahead of the sponsor's deadline. This provides the grants team time to send initial communication out after reviewing guidelines and to begin budget conversation.
2. Review the guidelines
   1. Review page limitations, formatting requirements, etc.
   2. Review for inclusion of all required documents (standard documents and those specific to the agency call).
3. Develop budget and justification with grants team personnel.
4. Draft and provide technical documents to support staff (or grants team when no support staff is assigned.)
   • Make sure the correct templates (provided by the grants team in the initial correspondence) are used.
5. In cases of cost share:
   1. Gather institutional support.
   2. Forward email approval from units to grants team.
6. Route formal letter provided by grants team for signatures.
7. Provide final standard proposal (R21, R01) documents to Beckman grants team at least nine days ahead of the agency deadline. 
1. Note: Proposal is due to SPA four days before the sponsor deadline.
2. Note: Submissions closer to sponsor deadline than nine days will receive limited review focusing on required documents.
• Support staff
  1. Complete the appropriate cover page except for the budget total and program income boxes.
  2. Review the guidelines
     1. Review page limitations, formatting requirements, etc.
     2. Review for inclusion of all required documents (standard documents and those specific to the agency call).
  3. Review the documents
     1. Cross check the proposal documents with NSF or NIH checklists from SPA’s website.
     2. Review for compliance with guidelines.
     3. Verify current templates (provided by grants team in initial communication) are used.
     4. Guide the faculty on how to gather e-signatures for the other support docs for NIH.
     5. For current and pending documents, verify the end dates.
     6. After providing feedback to faculty, upload final documents into the appropriate agency system.
• Grants team
  1. Respond to the webform submission and provide current templates.
  2. Review guidelines.
  3. Initiate the application in the appropriate system.
     1. Once finalized, complete the budget total and program income on the cover page.
  4. Develop budget and justification with faculty.
  5. Communicate with any sub awardees.
     1. Provide letter of intent.
  6. Answer questions that support staff or faculty have.
  7. Technical document review during proposal process.
     1. If the system allows us to validate the proposal, run that.
     2. Review the proposal checklist.
  8. Create Proposal Transmittal record.
  9. In cases of cost share, draft the letter based on the commitments that the faculty member provides

Just in time request responsibilities

• Faculty
  1. Responsible to submit JIT
• Grants team
  1. Can provide screenshots from the Help Guide if faculty have questions but cannot help with submission since we do not have access to the JIT system.

Post-award management responsibilities

Appointments

• Faculty
  1. Provide discretionary funds when placeholders are needed. Note: Grants team will not approve placeholder appointments on grant CFOPs.
  2. Provide documentation in writing from the agency to the grants team that the end date is being extended. Note: Grants team will not approve appointments past the approved end date unless documentation is provided.
• Grants team
  1. For expiring grants, grants team will request a GC70 through SPA and require that the faculty provide a discretionary CFOP to cover unallowable costs.

Annual or final reports

• Faculty
  1. Will provide technical components and deliverables including those from any subawardees.
  2. Will review the information provided by the grants team.
• Grants team
  1. Will provide participant information.
  2. Will provide financial information including carryforward and effort reporting.
  3. Will not send reminders because faculty receive these directly from the agency.
  4. Will internally track when reports are due for planning purposes.
  5. Will notify subawards at least three weeks before the due date to gather their reports.

Closeout

• Faculty
  1. Review financials and identify any required transfers.
  2. Confirm expenses are final.
  3. Provide any deliverables including a final technical report to the agency.
• Grants team
  1. If it is he final year of the budget period, we're going to look at the expiring grants report to see if project is going to extend or end.
  2. Review expenses.
  3. Complete any transfers required by faculty or SPA.
  4. Review for any appointments that need to be transferred to another source of funding.

General

All

1. Use the Beckman Grants email inbox to allow for coverage during absences.
2. Communicate with each other first when there is a question or concern.

Grants team

1. Respond within 24 hours of correspondence received in the Beckman Grants in-box.
2. Follow up at regular intervals until all questions, concerns, and needed activities are complete for successful execution.