Award Negotiation and Acceptance
Award negotiations, as defined in this section, mean the scope of activities between
proposal submission and the acceptance of an award by the University. During this
period, the award mechanism (grant, cooperative agreement, or contract) and the sponsor
will largely determine the length and complexity of the negotiation process. The end
result of award negotiations is a mutually agreeable set of terms under which the
University will conduct the proposed project.
CHANGES TO THE SCOPE OF WORK AND/OR BUDGET
Any time a sponsor requests or requires a change in the originally proposed budget
or scope of work, the Principal Investigator should always notify and coordinate a
response through OSP before submitting a revised budget or scope of work to the sponsor.
TYPES OF AWARDS
These are awards from industry or for-profit sponsors, including funds that flow to
the University through an industry sponsor to a third party.
Contract negotiations with a government agency primarily focus on budget and scope
of work issues. The terms and conditions of the award are usually fixed by law or
regulation. However, it is important to make sure that the terms and conditions imposed
by the agency are appropriate for the work proposed and applicable to the University.
Contract negotiations with a federal government agency primarily focus on budget and
scope of work issues. The terms and conditions of the award are usually fixed by law
or regulation. However, differences in the interpretation of law and regulation can
result in the negotiation of certain clauses, especially in the areas of export controls,
restrictions based on citizenship status, contractual requirements to provide protected
private information in the absence of any regulations, options to classify the project
as secret, publication approval and other publication restrictions or editorial controls.
Therefore, it is important to make sure that the terms and conditions imposed by the
agency are appropriate for the work proposed and applicable to the University.
STATE OF TENNESSEE
Contract negotiations with state agencies primarily focus on budget and scope of work
issues, payment terms, travel rates, reporting requirements, invoiceing documentation,
audit, ownership of research records, termination, and penalty clauses for breach
OTHER ITEMS ADDRESSED PRIOR TO START OF AWARD
Before funding can be released or an advance account established, all applicable compliance
must be in place for that award. If you're unsure of what is required, please contact
OSP. An award which requires approval from one or more of the compliance committees
(IRB, IACUC) must have approved protocol prior to the release of funding. Principal
Investigators (PI) should submit their protocol applications to the appropriate committee
as soon as an award appears to be forthcoming. For additional information contact
or visit the IRB
and Financial Conflict of Interest
If the awarded budget is less than the proposed budget then the PI or departmental
administrator must create a budget allocation
. This is required before OSP can process the award. In some cases where the funding
has been cut significantly the scope of work may also need to be reduced.
ONCE NEGOTIATIONS ARE COMPLETE
Sponsored Projects will officially process the award in Cayuse and data will be automatically
transmitted to Banner with Grants Accounting receiving notice there is an award pending