Grants & Contracts

Research Roles and Responsibilities

Revised 03.20.07
Created 2003

Unit Role
Principles, Standards, and Guidance
Education and Awareness
Administration and Management
Institutional Oversight
Monitoring
Noncompliance
Coordination Among Entities
Records and Reporting

Unit Role

The Grants & Contracts Office reviews and provides institutional signature for Washington University School of Medicine proposals and awards. In addition, Grants & Contracts is responsible for the monitoring of compliance with Federal regulations and University, School of Medicine, and sponsoring agency policies and procedures regarding the management of financial and non-financial aspects of sponsored programs. Inasmuch, the Grants & Contracts Office functions as a liaison between sponsors and the Principal Investigator in matters of policy, procedures, and regulations and provides communication, education, and training on proposal preparation and award management to the Washington University research community.

The Grants & Contracts Office reports to the Associate Vice Chancellor for Research Administration.

Principles, Standards, and Guidance

Refers investigator to the appropriate office for direction and assistance regarding the interpretation and implementation of Federal regulations and University and School of Medicine policies and procedures related to export controls.
Provides input to Sponsored Projects Accounting (SPA) to aid in the formulation, implementation, and interpretation of policies and procedures for various cost and budgetary issues in accordance with Federal regulations and University, School of Medicine, and sponsoring agency policies and procedures.

Education and Awareness

In conjunction with the Research Office, communicates information about sponsors and funding opportunities to faculty and deans to support faculty research interests and institutional goals and objectives.
Partners with SPA and the Research Office to provide training to researchers and staff on the appropriate stewardship of non-scientific project-related activities.
In conjunction with the Research Office, develops and implements educational programs and tools to assist researchers and staff to comply with Federal regulations and University, School of Medicine, and sponsoring agency policies and procedures related to export controls, proposal submission, and award management.

Administration and Management

Represents the University to Federal regulatory agencies.
Serves as liaison between the Principal Investigator and the sponsoring agency during the proposal, award, and project management stages of the sponsored project.
Coordinates with SPA and the Research Office to help ensure that sponsored projects are administered in accordance with Federal regulations and University, School of Medicine, and sponsoring agency policies and procedures.
Shares responsibility with the Research Office to review and approve contract budgets and proposals.
Establishes accounts (i.e. profiles) for sponsor-related awards.
Provides guidance to help ensure that the appropriate facilities and administrative cost rates are requested and utilized.
Provides guidance to help ensure the acceptability of patent and invention language in sponsor proposal guidelines and award documents.
Establishes cost sharing accounts, as applicable.
Develops and maintains electronic systems related to proposal development and award administration.

Institutional Oversight

Endorses proposals and other sponsor-related documents that require an authorized institutional official to certify adherence and compliance with various terms and conditions associated with research administration.
Reviews all incoming School of Medicine awards for accuracy and acceptability of terms and conditions.
Validates that applicable compliance approvals have been obtained prior to establishing award account.
Provides institutional signature for project closeout issues when required by sponsoring agency, (e.g., transfer reports, invention and patent reports, and relinquishing statements).
Reviews and validates account actions as required by award terms and conditions.
Reviews and approves proposal budgets and certifies compliance with Federal regulations and University, School of Medicine, and sponsoring agency policies, procedures, and guidelines.

Monitoring

Reviews proposals to help assure that research can be performed in compliance with Federal regulations and University and School of Medicine policies and procedures related to export controls.

Noncompliance

Assists in resolving instances of noncompliance associated with sponsor-related activity.
Supports and endorses cooperation with University compliance and monitoring efforts and reports instances of noncompliance to the appropriate compliance office.

Coordination Among Entities

Coordinates with the Human Research Protection Office (HRPO) to help ensure that research proposals are in compliance with Federal and State regulations and University, School of Medicine, and sponsoring agency policies and procedures instituted to protect the rights and welfare of human research participants.
Coordinates with the Disclosure Review Committee (DRC) to help ensure that disclosure requirements are satisfied at proposal submission in accordance with Federal regulations and University, School of Medicine, and sponsoring agency policies and procedures.
Coordinates with the DRC to help ensure that financial conflicts of interest are disclosed and effectively managed, reduced, or eliminated prior to award activation.
Coordinates with the Animal Studies Committee Office to help ensure that research proposals are in compliance with Federal regulations and University, School of Medicine, and sponsoring agency policies and procedures instituted to help ensure the humane use and care of animals in research projects.
Coordinates with the Research Office to monitor and impose restrictions on international exchanges of information, items, and/or activities.
Coordinates with the Research Office to help ensure that award agreements comply with Federal regulations and University and School of Medicine policies and procedures related to export controls.
Coordinates with the Environmental Health and Safety Office (EHS) to help ensure that research proposals are in compliance with Federal, State, and local regulations and University, School of Medicine, and sponsoring agency policies and procedures instituted to protect the health and safety of research participants, personnel, and the environment.

Records and Reporting

Serves as authorized institutional contact for late technical reports notices.
Reports any conflicts of interest and their resolution to the sponsoring agency in accordance with Federal regulations and University, School of Medicine, and sponsoring agency policies and procedures.
Serves as School of Medicine contact for a variety of institutional reports regarding research proposals, awards, and other key statistics.