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research at D'Youville College
Within Sponsored Programs, Research & Grants

Award Life Cycle

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  • 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).

Pre-Proposal Review

  • 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.

Proposal Review 

  • 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).

Application Submission

  • 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.

Project Administration, Performance Monitoring & Reporting 

  • 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.
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