Principal Investigator (PI) develops a concept for a sponsored project
Sponsored Programs Office (SPO) works with the PI to set-up SPINPlus account, create GENIUS Profile and activate the SMARTS electronic notification service.
PI reviews SMARTS notifications to identify potential funding sources which match their project interest(s), and uses GENIUS to identify potential collaborators.
PI submits a Grant Interest Profile Form to notify the Grants Development Office (GDO) of funding interest(s) and identified source(s).
GDO works with the PI to review the funding source/opportunity and complete the Pre-Proposal Clearance (Form A)
PI submits project proposal to Dean or Department Chair for review/approval
GDO & SPO reviews the sponsor's Application Guidelines & Instructions with the PI. SPO creates the system of record for the proposed project in the institutional project and grants management database for the PI.
PI writes their proposal and works with the GDO to prepare the application in accordance with the sponsor's guidelines, instructions and deadlines.
GDO, SPO, and Financial Affairs Office (FAO) works with the PI to review the proposal and application for both technical and financial compliance.
PI works with the Institutional Review Board (IRB) to assure compliance with any ethical or safety requirements, if applicable to the proposed project or research.
GDO works with the PI to complete and submit the Final Proposal Review (Form B).
GDO and PI submit application to the sponsor through Institutional Advancement (IA).
GDO forwards all review, proposal and application information, and documents to SPO to enter into the institutional project and grants management system.
Sponsor and/or Peer Review of proposal application. Sponsor contacts Institutional Advancement- GDO and/or PI if additional application information is needed.
Award Notification, Negotiation & Acceptance
Sponsor notifies GDO and/or PI with regard to final funding decision. Award notice received from sponsor for funded project(s).
Award notice matched to application packet, and funding terms and conditions are reviewed by the GDO, PI, SPO and FAO, and negotiations conducted when necessary.
GDO officially notifies sponsor of acceptance of award.
GDO forwards final award notice and acceptance documents to SPO and FAO.
GDO, SPO and FAO meet with PI to review award notice and project set-up.
Award information set-up in institutional accounting system by FAO.
FAO notifies SPO and PI once project accounts are established.
Award information set-up in project and grants management system by SPO.
SPO notifies PI and FAO once project and grants management system is established.
SPO and PI meet to review project and grants management system.
SPO assists PI with institutional procedures for sponsored project administration.
FAO manages receipt of funds from sponsor and budget allocations.
PI initiates and conducts approved work on sponsored project.
PI submits/approves project expenditures and reviews account balances with FAO.
FAO reviews accounts and approves project expenditure requests and documents.
SPO oversees project and grants management database & system of records for PI.
PI submits/approves effort report certification for project personnel to the FAO.
FAO reviews and manages effort reporting system.
PI fulfills sponsor requirements for performance, progress, and technical reporting.
FAO fulfills sponsor requirements for financial reporting and audit compliance.
SPO and FAO assists PI in preparing and submitting any budget revisions or program plan changes for institutional and/or sponsor approval when necessary.
PI works with GDO, SPO & FAO to prepare non-competing applications if applicable.
Closeout (Technical & Financial)
PI fulfills all interim and final technical reporting and closeout requirements.
PI & SPO reviews and ensures that all expenditures are appropriate and compliant, and that all obligations have been met and/or liquidated before submission of the final financial report to the sponsor.
FAO reviews accounts to ensure financial reporting deadlines are met, and manages cash flow to ensure award allocation and expenditure compliance.
FAO submits interim and final financial reports to sponsor as required.
PI, FAO and SPO meet to review and finalize sponsored project closeout.
SPO and FAO manage the retention of records for the sponsored project.
FAO acts as official point of contact for audits of sponsored project.
D'Youville College is an independent Catholic college located in Buffalo, New York. Founded by the Grey Nuns in 1908, the college is accredited by the Middle States Commission on Higher Education and other accrediting agencies.