Award Acceptance

The following is intended to be a brief overview of Boise State University’s (University) negotiation and acceptance process for sponsored projects and research-related non-sponsored projects.  The Office of Sponsored Programs (OSP) recognizes that each agreement has its unique opportunities and challenges, so this process will be adapted as necessary to achieve the best possible outcome.  If you have any questions about the information on this web page, please contact OSP Contracting Services at sponsoredagreements@boisestate.edu.

Quick Links

Preparing and submitting your proposal.

Proposal Preparation

Preparing and submitting your proposal.
Drafting, negotiating and accepting awards.

Award Acceptance

Drafting, negotiating and accepting awards.
Compliantly and efficiently managing your award.

Award Management

Compliantly and efficiently managing your award.
Closing out your award.

Award Closeout

Closing out your award.

Sponsored and Non-Sponsored Agreement Procedures

Steps for Sponsored Agreement Negotiation and Acceptance

  1. The University is notified that the Principal Investigator’s (PI) proposal has been selected for award.
  2. The OSP Contract Administrator (CA) waits until Part I of the Frevvo form (Proposal Data Sheet) arrives in her/his queue.  The CA cannot take any action without the approved Proposal Data Sheet. This means that your award will not be reviewed/negotiated/drafted until the approved Proposal Data Sheet arrives in OSP Contracting.
  3. Generally, the sponsor sends OSP the award document.  In some cases (e.g., industry partners, smaller sponsors), an OSP Contracting Officer (CO) drafts the agreement and sends it to the sponsor for approval.  If OSP needs to draft the award, it is crucial for the PI to inform OSP Pre-Award Services at preaward@boisestate.edu during the proposal preparation / submission process. You may share examples of OSP’s standard fixed-price and cost-reimbursement agreements.
  4. After OSP receives the award from the sponsor or is given direction to draft an award document, the CA sends Part II of the Frevvo form (Award Review Checklist) to the COs for review.
  5. COs review or draft new awards on a FIRST-COME, FIRST-SERVE BASIS, with a couple important exceptions that will only be invoked upon written notice from the OSP Contracting Services:
    5.1 Urgent awards (e.g., sponsor requires signature by a particular date); and
    5.2 Awards with funding that expires if not obligated prior to the end of State and Federal fiscal years.
  6. The CO either:
    6.1 Reviews the terms of the award document sent by the sponsor; or
    6.2 Prepares a draft agreement and sends it to the sponsor for its review (after coordinating with the PI).
  7. If the CO determines the terms and conditions of the award may be contrary to applicable law/policy, represent a potentially unacceptable risk to the University or could negatively affect the PI or her/his program, the CO coordinates with the PI and other University offices, colleges, departments and centers for input and approvals where appropriate. This coordination may involve telephone calls, email correspondence and/or meetings to resolve concerns.  The length of time to complete this step varies due to differing priorities and work schedules, as well as the complexity of issues.
  8. If necessary, the CO sends the sponsor requested revisions to the award document. The CO then coordinates with the sponsor’s contracting personnel to negotiate the final terms and conditions of the award. If necessary, the CO requests that the Office of the General Counsel (OGC) coordinate with the sponsor’s legal counsel to work through any legal issues that may arise.
  9. Once the terms and conditions of the award are finalized, the CO completes the Award Review Checklist in Frevvo, which sends the PI an automated email notification.  The PI then logs into Frevvo to complete her/his acceptance of the award, which includes a certification that the Principal Investigator Award Certifications and Assurances are true, accurate and complete with respect to the award.
  10. After the PI accepts the award in Frevvo, OSP coordinates with the sponsor to obtain a fully executed (signed) copy of the award document.  Depending on the sponsor’s availability, it could take several weeks or longer to receive a fully signed award.

Steps for Non-Sponsored Agreement Negotiation and Acceptance

  1. If Master Agreements, Memoranda of Understanding, Memoranda of Agreement, Collaborative Agreements and similar non-sponsored agreements (collectively, NSPs) are needed to support current, pending and/or future sponsored project funding or other collaborative research, OSP will evaluate the situation to determine who will draft and negotiate the NSPs.  Depending on the facts, OSP or the Office of the General Counsel (OGC) may take the lead in drafting and negotiating the NSPs.  When OSP takes the lead, the steps below apply.
  2. COs generally review or draft NSPs on a FIRST-COME, FIRST-SERVE BASIS.
  3. The CO either:
    3.1 Reviews the terms of the NSP document sent by the other party; or
    3.2 Prepares a draft agreement and sends it to the other for its review.
  4. If the CO determines the terms and conditions of the NSP may be contrary to applicable law/policy, represent a potentially unacceptable risk to the University or could negatively affect the PI or her/his program, the CO coordinates with the PI and other University offices, colleges, departments and centers for input and approvals where appropriate. This coordination may involve telephone calls, email correspondence and/or meetings to resolve concerns.  The length of time to complete this step varies due to differing priorities and work schedules, as well as the complexity of issues. 
  5. If necessary, the CO sends the other party revisions to the NSP document. The CO then coordinates with the other party’s contracting personnel to negotiate the final terms and conditions of the NSP. If necessary, the CO requests that OGC coordinate with the other party’s legal counsel to work through any legal issues that may arise.
  6. Once the terms and conditions of the NSP are finalized, the CO sends an email to the PI asking for her/his agreement to enter into the NSP.
  7. After the PI accepts the NSP via reply email, OSP coordinates with the other party to obtain a fully executed (signed) copy of the award document.  Depending on the other party’s availability, it could take several weeks or longer to receive a fully signed agreement.  

Responsibilities Matrix

Responsibility

Office of Sponsored Programs

Principal Investigator

Campus Business Manager

ADVANCES

Submit Advance Department ID / Advance Spending Request (where applicable).

X

Approve or reject Advance Department ID / Advance Spending Requests.

X

AWARD ACCEPTANCE

Ensure all college and departmental Frevvo approvals occur in a timely fashion.

X

X

Draft, review and negotiate the agreement.

X

Provide input regarding the technical / programmatic aspects of the agreement.

X

Communicate with the other party's Program Manager or equivalent.

X

Communicate with the other party's Grants / Contracts Officer or equivalent.

X

Update the Internal Budget (where applicable).

X

Accept the terms and conditions of the agreement that have been negotiated by OSP.

X

Certify the Principal Investigator Award Certifications and Assurances.

X

Sign the agreement.

X

Obtain the other party's signature(s).

X

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