The mission of the Office of Sponsored Programs (OSP) is to provide service to faculty in their pursuit and management of sponsored activities. In support of our mission, we provide the following services:
Identification of Funding Resources
There are a number of ways to identify funding sources. The first stop should be the Pivot/Commuity of Science (COS) database. Approximately 23,000 different federal, corporate, and foundation funding opportunities can be found here, and approximately 25 of these are dedicated to the humanities and social sciences.
Next, faculty members should directly contact program officers at various sponsoring organizations. OSP has provided links to many of the Federal agencies' and non-Federal Web sites. Finally, the University's Corporate and Foundation Relations, is also available to help faculty contact foundations and corporations.
Review and Approval of Proposal
Once the faculty member or Principal Investigator (PI) has identified a sponsor and has developed a proposal and budget, he or she must route the proposal through the relevant University signatories (department chair, relevant school dean and Graduate School dean) for review and clearance. OSP is available to assist the PI with the development of the budget and budget justification. OSP performs the final review to ensure that:
- sponsor application forms have been properly completed;
- the budget includes all allowable costs, the proper fringe benefit and indirect cost rates, and correct arithmetic;
- the proper compliance reviews have been performed (human and animal subjects, biosafety and radiation safety);
- representations and certifications are complete; and
- ensures that the proposal is compliant with the sponsor's program announcement as well as University policy.
When the final review is complete, OSP will sign on behalf of the University.
Receipt of Award
If the sponsor selects the proposal for an award, it sends the University a grant, contract, or cooperative agreement. OSP reviews the award agreement to ensure that the terms regarding report submission dates, publications, indemnification, intellectual property, termination, dispute resolution, and governing law are compliant with University policy.
OSP then contacts the sponsor to negotiate any necessary changes. After determining that the award is acceptable, OSP signs on behalf of the University. A unique AWD and GR accounts are created in the University's financial system, and the PI is notified of the account numbers. The PI may then begin to work on the research project.
At this point a complete file is sent to the University's Sponsored Accounting Office (SAO), and information on private or corporate awards is shared with the Office of Alumni & University Relations.
Conduct of Award
The Principal Investigator (PI) must conduct his or her project during the period of performance indicated by the sponsor. The PI may charge against the project's AWD and GR accounts all reasonable, allowable and allocable expenses incurred while conducting the project. At any point, if the PI determines that his or her expenditures are differing from those in the original budget, he or she should contact OSP to determine if the sponsor must approve a revised budget.
During the course of the award, the University is required to submit technical (programmatic) and financial reports in accordance with the schedule indicated by the sponsor. PI is responsible for technical reports and must notify OSP when these are submitted. Sponsored Accounting Office (SAO) prepares a draft of financial reports and sends these to the PI for review and approval.
If these are acceptable, SAO submits the worksheets to the sponsor. If the PI requires additional time to complete the original aims of the project, he or she can request a no-cost extension. Requests for no-cost extensions are submitted by OSP.
Closeout of Award
At the completion of the project, final technical/programmatic, patent and financial reports must be submitted. OSP will submit the final patent report after confirming with the PI whether any intellectual property was developed. If a PI leaves the University prior to the completion of a project, he or she may either transfer the award to the new institution, or designate a new Georgetown PI. The PI should notify OSP before terminating from Georgetown.