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 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 Programs Coordinators from 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. 

1. Standard Sponsored Project Agreement

2. Short Form Sponsored Project Agreement

3. Limited Services Agreement (LSA)

4. Limited Testing Agreement (LTA)

5. Student Project Agreement

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.