Non-Grant Funded Sponsored Projects Procedure
1. Discuss potential project with Chair/Director & Dean
The faculty member must first obtain the approval of the Chair/Director & Dean.
When a BGSU faculty member seeks to enter into a Non-Grant Sponsored Project Agreement with an external entity, the faculty member must first obtain the approval of the Chair/Director & Dean.
Discussion points regarding the potential project:
- General purpose and problem to be solved
- Individuals, including students, who will contribute, and amount of time each person will dedicate to the project
- Request of release time for personnel to perform project
- Request for supplemental payment; appropriate only when services are provided in addition to those expected in their regular academic year or fiscal contract/employment.
- Cost required to complete the project, including any personnel costs and any costs to the university
- BGSU resources or equipment that will be used
- Project timeline
2. Develop a detailed Scope of Work (SOW)
Meet with the Office of Research & Sponsored Programs (RSP) to discuss project details, timeline, and type of Non-Grant Sponsored Project.
The faculty member should meet with the RSP to discuss project details and the proposed timeline. The Statement of Work Template should be used to develop a detailed scope of work in collaboration with the external entity, as appropriate.
RSP will assist in determining the type of Sponsored Project Agreement that is appropriate for the project.
The following must be considered when developing and executing a Sponsored Project Agreement:
- A detailed SOW must be developed in collaboration between the sponsor and BGSU with the assistance and approval of the Office of Research & Sponsored Programs (RSP);
- In cases where external financial support is involved, a detailed budget must be developed with the Office of Research & Sponsored Programs (RSP);
- The budget must incorporate the university’s full indirect cost (F&A) rate;
- The budget may be constructed on the basis of cost-reimbursement or as a fixed-price agreement;
- In all cases, a contract between BGSU and the sponsor must be developed by RSP and/or the Office of General Counsel (OGC) which will be solely responsible for negotiating terms with the sponsor;
- The contract must be signed by the external partner and the Vice President for Research.
3. Develop Detailed budget
Develop a detailed budget for the project with the help of RSP.
A detailed budget for the project should be developed. Think about what it takes financially to conduct your project. You must identify the budget items for which you will request support. BGSU’s Sponsored Project Coordinators in the Office of Research & Sponsored Programs (RSP) are ready to assist you in building the budget for the project. They will help you develop a budget and a budget narrative that will be supported by both the University and the Sponsor. Contact RSP early in your project development time frame.
The Standard Sponsored Project Agreement should be used for all sponsored projects unless the project meets the special criteria outlined for the Limited Services/Testing Agreements or the Short Form Sponsored Project Agreement.
Please read the Sponsored Research Agreement Template
The Short Form Sponsored Project Agreement is appropriate for low-risk, short-term projects or Limited Services Agreement (LSA) projects with Engineering, Computer Science, Physics, Chemistry or Mathematics content. A project using the Short Form Sponsored Project Agreement must meet ALL of the following criteria:
- Duration ≤ 12 months
- Amount ≤$50,000
- Fixed-price agreement
- Full F&A rate is applied
This form should NOT be used for projects with export control concerns with the following exceptions:
- A project involving Engineering, Computer Science, Physics, Chemistry or Mathematics content may be executed using the Short Form Agreement if ALL LSA criteria are met.
An LSA is appropriate for low-risk, short term service projects that meet ALL of the following criteria:
- Routine services
- Duration ≤ 9 months
- Amount ≤$25,000
- Fixed-price agreement
All funds are disbursed in 1 (general approach) or 2 installments (if a school district or non-profit) and overhead costs are kept low allowing for a reduced IDC (lower limit 20%). However, if the project is eligible for the negotiated off campus rate and/or the sponsor has a published reduced F&A policy that applies to all projects of less than 20%, then then those rates are followed.
An LSA is appropriate only for short term projects in which BGSU is providing technical services, teaching, workshops, and/or a public service to the sponsor. In such cases, the sponsor determines the work to be performed with little or no input from BGSU, except in cases where simple modification of existing methodologies are involved. Such activities are typically routine in nature and have no potential for the development of intellectual property. Financial support may, or may not, be associated with these types of agreements.
This form should NOT be used for multi-phasic or renewable projects, for projects involving Engineering, Computer Science, Physics, Chemistry or Mathematics content, or for projects which may have export control concerns
Supplemental compensation must be pre-approved and is only available for faculty when they are performing additional services beyond their assigned duties/responsibilities for non-grant related work. Thus, these types of services fall outside the departmental promotion, tenure, and merit processes. Individuals can be rewarded through the submission and approval of the Form for Supplemental Payment when services are performed in compliance with the Academic Charter.
An LTA is appropriate for low-risk, short term testing projects that meet ALL of the following criteria:
- Routine tests
- Duration ≤ 9 months
- Amount ≤$25,000
- Fixed-price agreement
All funds are disbursed in 1 (general approach) or 2 installments (if a non-profit) and overhead costs are kept low allowing for a reduced IDC (lower limit 20%). However, if the project is eligible for the negotiated off campus rate and/or the sponsor has a published reduced IDC policy that applies to all projects of less than 20%, then then those rates are followed.
An LTA is appropriate only for short term testing projects which involve the performance of routine tests and/or measurements to produce information specific to the test being performed or the item being studied. Such projects do not involve the extensive development of new methods or protocols to perform the work, and it is not a goal to produce generalizable knowledge.
This form should NOT be used for multi-phasic or renewable projects or for projects which may have export control concerns.
Supplemental compensation must be pre-approved and is only available for faculty when they are performing additional services beyond their assigned duties/responsibilities for non-grant related work. Thus, these types of services fall outside the departmental promotion, tenure, and merit processes. Individuals can be rewarded through the submission and approval of the Form for Supplemental Payment when services are performed in compliance with the Academic Charter.
Student Project Agreements are used when a BGSU faculty member engages students in a class project (individually or as teams) with an external entity under the faculty member’s guidance. Financial support may, or may not, be associated with these types of agreements.
The following must be considered when developing and executing a Student Project Agreement:
- No confidential or proprietary information or solutions will be shared with BGSU;
- The Student Project Agreement must fully describe the project and its associated expectations. A standard template agreement developed by OTTS may be used or, if needed, OTTS will develop a new one particular to the project in question;
- The agreement must be approved by OSPR, OTTS (and OGC, as appropriate) before submission to External Partner;
- The signed agreement must be filed with OTTS.
Note: Internal budget details should not be shared with the external partner. RSP/OGC (Office of General Counsel) will present the final approved project cost to the external partner during the contract negotiation process
4. Project Approval Routing
Coordinate with RSP to Complete Routing & Endorsement Process
If you are making a request for funding to support a non-grant funded sponsored project you are still required to submit the request through the RSP. The request must have the formal endorsement by the appropriate University officials. RSP will guide you through the endorsement and award processes. Most common forms needed to complete proposal.
RSP will coordinate the proposal submission and work with other research administration offices to obtain appropriate commitments and authorizations.
The Routing and Endorsement Process must be completed for all Sponsored Project Agreements after which RSP will seek internal approval from the Department, College, and VPREE.
It is institutional policy that all contract proposals must be endorsed through RSP and signed by the Vice President for Research prior to submission to the external partner. Project proposals typically take at least three business days to process.
5. Execute Sponsored Project Agreement
RSP and/or OGC will be responsible for negotiating contract terms with the sponsor
The terms of Non-grant Funded Sponsored Project agreements will be binding on all University participants in the project, including faculty, staff and students.
In all cases, a contract between BGSU and the external sponsor must be developed by the Office of Research & Sponsored Programs and/or the Office of General Counsel which will be solely responsible for negotiating terms with the external sponsor
It is never appropriate for you to negotiate the terms on behalf of the institution or to sign an agreement personally. There is only one authorized university representative for contract activity: Vice President for Research.
6. Project Execution
Once the project agreement is fully executed, RSP will notify the parties and the project may commence
Generally, once the Project Agreement has been fully executed the project period begins and work may commence.
The Principal Investigator is the project lead and are responsible for the appropriate conduct of the project in accordance with the terms and conditions of the Project Agreement and University policies. Prior to undertaking any sponsored project, it is important that all principal investigators understand the administrative requirements of the Agreement.
It is the ultimate responsibility of the PI to ensure that the project is completed in the agreed upon project period. Additionally, it is also the PI’s responsibility to ensure that all expenditures are allowable and are relevant to achieving the project’s objectives and that any required technical progress reports are submitted to the sponsor on time.
Most projects will require the Principal Investigator (PI) to provide progress reports to the Sponsor and the University regularly during the life of the project.
The content of Progress Reports is sponsor specific. Common elements include:
- Project accomplishments and milestones achieved
- Updated timeline for project completion
- Modifications required to meet challenges
- Updated budgetary information
The RSP should be contacted whenever changes are required as RSP staff will provide guidance on approvals that may be required and facilitate any required changes.
7. Final Report
Upon completion of the project, submit a final report to the external partner and notify RSP of completion.
At the end of a project there are important considerations to make sure the project comes to an orderly close. The University has an obligation to external sponsors to submit a final technical and financial report.
Closeout of a project is the process by which the external sponsor determines that all applicable administrative actions and all required work has been completed.
Perhaps inventions or patents are necessary. Patent and invention questions (or those related to protecting and developing intellectual properties that come up as part of the project closeout process) should be directed to the Office of Research Technology Transfer and Services (RTTS).
The Office of Research & Sponsored Programs will assist you as you begin to prepare to close-out your project.
BGSU’s Grants Accounting Office handles the majority of the closing procedures for Sponsored Project Agreements to ensure proper authorizations.
Updated: 04/10/2025 11:18AM