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Part 4. Personnel Policies

Section I. General Personnel Policies

K. Sponsored Programs

(Rev. 12-98)

1. Office of Sponsored Programs

The Office of Sponsored Programs is responsible for the fiscal administration of each research, instructional and extension grant, or contract with the University. There is a single, proper channel to follow when making requests for grants that will obligate the University, its faculty and its facilities. Complete information regarding grants, granting agencies and organizations, proper procedures, and assistance in preparation of a grant request may be obtained from the Office of Sponsored Programs.

2. The Director of Sponsored Programs

The Director of Sponsored Programs, as the chief administrator of the Sponsored Programs Office, is responsible for assisting faculty members in identifying funding sources for research projects and other educational programs; reviewing all grants and contract proposals for clarity of content and accuracy of budgets; facilitating transmission of proposals through the appropriate University administrative channels; preparing budget recommendations for the Office of Sponsored Programs; assisting faculty members in negotiating indirect costs; serving as a member of the Research Coordinating Council, Faculty Research Committee, and University Research Committee; and providing updated reports to the broader University community regarding the status of extramural funding. The Director reports to the Dean of Research.

3. Policies Governing Fiscal Administration of Grants

Policies governing the fiscal administration of grants, etc., generally parallel those governing all University funds.

a. Special requests made by the contributing agency, relative to the administration of funds, will be honored (i.e. a request that overhead rates be negotiated).

b. Any changes in the initially approved budget must have the approval of the granting agency. A copy of the approval shall be filed with the Office of Sponsored Programs.

c. Adherence to the stated policies of the University is required with regard to employment, procurement, disbursement, receipting, leaves of absence, travel, etc.

4. Procedures

The Office of Sponsored Programs is available at all times for assistance or information concerning procedures.

a. Applications for research, instructional and extension gifts, grants, or contracts with an outside agency must include a preliminary draft of the proposal and a budget for review by the grant accountant.

b. Following review of the preliminary draft, the final copy is prepared. The grants transmittal form is furnished by the Office of Sponsored Programs. The final proposal shall be circulated to the offices indicated on the transmittal sheet for review and final approval.

c. Upon approval of the proposal by the granting agency, a copy of the award letter is presented to the Grants and Contracts Accounting Office. An accounting code shall then be assigned to the grant.

d. No expenditures against a grant will be allowed until the award letter has been received and reviewed by the Grants and Contracts Accounting Office. Upon receipt of notice of award, the grantee or contractor may begin expenditures.

5. Indirect Cost Policy

a. As an incentive to promote sponsored project activity at ISU, fifty-five percent (55%) of indirect cost monies will be distributed to the department/college whose faculty originated the grant or contract, with a percentage of the funds returning to the faculty/staff member whose contract/grant generated the funds. These funds may not be used for any recurring cost items (faculty salaries or salary increases of any kind, leases, etc.) without express prior approval by the appropriate vice president or administrator. All other expenditures of these monies must conform to standard University policies and procedures.

b. Forty-five percent (45%) of indirect cost monies will be retained by the University to cover institutional costs associated with grants and contracts.

c. The distribution of these funds to departments/colleges will be made at quarterly intervals.

d. In instances where grant or contract indirect costs are negotiated at levels less than the Federally-approved or State-approved rate, the Sponsored Programs Coordinator will negotiate with the appropriate administrator the percentage of monies to be retained by the University to cover administrative costs.

e. Indirect costs to be charged on grants and contracts will continue to be examined and approved by the Sponsored Programs Coordinator.

f. Any exceptions to this policy must be approved by the President.

6. A-21 Reporting

To comply with Federal A-21 requirements, each faculty member receiving a federal grant or contract must complete a form at the end of each semester indicating the time and effort allocated to the federal grant or contract and other university work-related activities. This report must be signed by the grantee and his/her department head or other appropriate supervisor. The A-21 report will be issued each semester by Financial Services and maintained in their files for a period of five (5) years (audit requirement).

7. International Agreements

While individual faculty and staff members may pursue international contacts and funding sources for international teaching, research, or service projects independent of institutional agreements, only college deans are authorized to enter into discussions with foreign officials to establish collaborative inter-institutional relations. Discussions that result in a proposal for a formal Memorandum of Understanding (MOU) should be coordinated with the Vice President for Academic Affairs. The draft MOU should indicate the bases for collaboration, and clearly state that no financial obligation is assumed by either party.

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