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Policy: VIII.A.1

Issued: August 15, 1996

Owner: Office of Sponsored Programs

Latest Revision: January 26, 2018

GRANTS AND CONTRACTS - DEFINITION SOLICITATION, CLEARANCE, AND ACCEPTANCE

**ACTIVE BUT UNDER REVISION**

This policy is currently under revision at the University. Although the statements herein reflect enforced policy guidance, please contact the "Owner" listed above if you have questions about how this policy applies to your office. The statements herein are to be used as general guidance until the policy has been revised and added to the University Policy Directory. Thank you.

1.0 Purpose

This policy describes the solicitation, clearance, acceptance and the definition of grants and contracts as used by the University.

2.0 Policy [Top]

2.1 Solicitation of Grants and Contracts

Although grants and contracts are awarded to the University because of special competence of the faculty, the University is legally responsible for the program and for fulfilling the sponsoring agency requirements. Therefore all solicitations of grants and contracts must be made in the name of:
The Rector and Visitors of the University of Virginia
NOTE: ONLY ELECTED MEMBERS OF THE FACULTY MAY SUBMIT GRANT PROPOSALS. ELECTED MEMBERS OF THE FACULTY INCLUDE:

  • Professors,
  • Associate and Assistant Professors,
  • Instructors and Lecturers.

Only the officials appropriately authorized under FIN-036 Signatory Authority for Executing University Contracts may sign sponsored program documents on behalf of The Rector and Visitors of the University of Virginia.  

The Office of Sponsored Programs has signatory authority for all sponsored program documents (see policy FIN-036 Signatory Authority for Executing University Contracts).

2.2 Clearance for Solicitation of Grants and Contracts

All grant and contract solicitations must be cleared through University administrative channels prior to submission to a potential funding agency. The solicitation must be endorsed by the following:

  • Principal investigator,
  • Department head,
  • Departmental or school research administrator,
  • School dean(s),
  • Office of Sponsored Programs or their designees in the School of Medicine 

The above endorsements and approvals are documented by processing the solicitation under the cover of a Proposal Approval Sheet, Form SP-10.
See also:


2.3 Acceptance of Grants and Contracts

Prior to acceptance, sponsored program documents must be
[HKJ(1]  reviewed by the Office of Sponsored Programs to ensure the grant, cooperative agreement, or contract does not contain any restrictions or obligations that are contrary to University policies and procedures. Sponsored program accounts will not be set-up in the University’s financial system of record and funds may not be expended until authorized by the Office of Sponsored Programs.

Sponsored program documents must be submitted via
ResearchUVA.

3.0 Definitions [Top]

4.0 References
[Top]

5.0 Approvals and Revisions
[Top]

       Previous version in effect from 8/15/96 to 1/28/04
available in policy archive.


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