Notification, Review and Acceptance of the Award
The Office of Research Services (ORS) is authorized to negotiate and accept awards on behalf of Georgetown University. The Office of Research Services (ORS) has responsibility for reviewing the terms and conditions of all sponsored research agreements and will work with the Principal Investigator (PI), General Counsel’s Office, Office of Technology and Commercialization and the Tax Department to negotiate any necessary changes.
If the Sponsor selects the proposal for award, it sends the University a notification of grant, contract or cooperative agreement. The Office of Research Services (ORS) reviews and negotiates 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’s policy. After determining that the award is acceptable, the Office of Research Services (ORS) signs in behalf of the University.
For Award Notification and negotiation help, please contact the team of Senior Grants and Contracts Administrators via e-mail address email@example.com
- ORS Contacts (Senior Grants & Contract Administrators)
Setting Up an Award
Office of Research Services (ORS) is the point of entry for all incoming awards and will negotiate the terms of the award as needed. Once a grant has been awarded and ORS has negotiated the terms and conditions of the award with the sponsor, the PI/PD, in conjunction with both departmental and grant administrators, is responsible for managing the award. This management must follow the rules and regulations set forth in federal guidance as well as institutional policies and procedures published by Georgetown University.
Office of Research Services ORS sets up the new award/amendment in GMS and then it gets routed to SPFO for review and approval. After the new award/amendment is approved by SPFO, the update process is completed and the changes are reflected on GMS. For new awards, the account can be charged only after the whole process is complete (not before SPFO approves).A unique AWD and GR accounts are created in the University’s financial system GMS, and the PI and other relevant campus individuals are notified of the account numbers. The PI may then begin to work on the research project.
Pre-Award Spending and Advance (At-Risk) Accounts
Advance Accounts may be appropriate in situations where the PI wants to begin work on the project while the terms of the award are in negotiation. Any charges incurred are the department’s responsibility if agreement on acceptable terms cannot be reached. It is possible to request authorization for pre-award spending on grants and cooperative agreements with most federal agencies and to charge award-related expenses up to 90 days prior to the award start date.
Establishing an account “at risk” account allows charges to be tracked properly, prevents the accumulation of charges in unrelated “holding” accounts while waiting for official sponsor authorization, and reduces the likelihood of late cost transfers. All “at risk” accounts should be monitored with special care.