Section: Research and Sponsored Programs Number: 75.001
Title: Roles and Responsibilities - Research and Sponsored Programs

 

Index

POLICY

APPENDIX

  • None.

Policy

.100  POLICY STATEMENT 

The policy sets forth high-level Research and Sponsored Programs roles and responsibilities for the Chancellor's Office and the Institutions.

.110  POLICY RATIONALE

OUS seeks to ensure that the high-level roles and responsibilities of the Chancellor's Office and the Institutions related to Research and Sponsored Programs are documented, communicated, and clearly understood and applied.

.120  AUTHORITY

.130  APPROVAL AND EFFECTIVE DATE OF POLICY

Approved by the Budget and Finance Committee of the Board on 2/15/02 as part of the Fiscal Accountability Framework Final Report.  The effective date of the policy is 3/1/02.

.140  KNOWLEDGE OF THIS POLICY

All Chancellor's Office and institutional personnel with research and sponsored program-related responsibilities should be knowledgeable of this policy.

.150  DEFINITIONS

None.

.160  HIGH LEVEL ROLES AND RESPONSIBILITIES

A.  CHANCELLOR'S OFFICE 

High level roles High level responsibilities
Coordinator of Reporting (consolidated reports only) Performs GAAP interpretation and reporting as well as A-133 major programs report, annual reports (e.g. SEFA, IPEDS), Legislative reports, and expenditure limitation tracking.
Manager of Accounting Systems Maintains Banner database, as well as the payroll rules and tables.
F&A Process Manager For OSU and UO - Monitors proposal preparation, reviews proposals, and monitors negotiation process to ensure compliance with federal regulations and consistency, where appropriate and/or required, between OUS institutions. For All Other Campuses - Calculates the F&A (indirect cost) rate, prepares the related proposal, and negotiates with DHHS on behalf of the institutions (involvement varies by institution).
Audit Clearing House Gather responses from the institutions for the State on audit findings and sub-recipient monitoring, plus other requests as necessary.
Policy Developer Provides limited guidance to institutions through FASOM.
Administrator of Chancellor's Office Awards Receives awards, identifies sub-awardee(s) among the institutions, and distributes funds accordingly.

B.  INSTITUTION

High level roles High level responsibilities
Recipient of Awards Accepts awards, signs related contracts (some must be reviewed by the Department of Justice).
Daily Administrator of Research Programs Reviews expenditures, prepares invoices, collects funds from sponsors, identifies and allocates funds received.
Knowledge Base for Grants and Contracts Issues Interprets federal and state policies, OMB circulars, etc.
Reporting Manager Prepares financial and other reports for sponsors, institutional leadership, and the Chancellor's Office.
Audit Contact Coordinates specific audit activity, including responding to audit findings.
F&A Process Participant or Manager OSU and UO - Calculates the F&A (indirect cost) rate, prepares the related proposal, and negotiates with DHHS. All other Campuses - Gathers data and prepares F&A (indirect cost) rate proposal; involvement varies by institution.
Property Manager Controls capital assets and property purchased with sponsored funds; manages the disposal of such items (performed by Property Control personnel).
Preparer of Disclosure Statements (UO and OSU only) Prepares and submits DS-2 Disclosure Statements.

.690  CONTACT INFORMATION

Direct questions about this policy to the following offices:

Subject Contact
General questions from institutional personnel Institution Office of Business Affairs
General questions from institutional central administration and Chancellor's Office personnel Chancellor's Office Controller's Division

.695  HISTORY

11/6/03 - Updated

10/15/03 - Reformatted

2/15/02 - Approved 

Policy Last Updated: 10/15/03