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Centralization of Subaward Process

Colleagues,

The Office of Sponsored Programs - Post Award formed an internal Subaward Committee several months ago to review current subaward procedures that yielded several recommendations focusing on streamlining our current operations while still ensuring compliance. The committee benchmarked several peer institutions that compared to Virginia Tech in both research expenditure size and operational setup of their Sponsored Programs office.  The survey was entirely based on how each institution handled issuing subawards.  The results from the survey were compared to our office's current setup and how we operate.

Based on data results, and current trends in streamlining processes in research administration, one of the recommendations was to centralize the process of writing, negotiating, and establishing subawards to one experienced Sponsored Program administrator.  Therefore, I would like to formally announce that Connie Dolan will assume the duties of Subcontract Administrator in the Post Award area of Sponsored Programs.  Connie will work with the PI, proposed subcontractor, and sponsor when establishing all new subawards issued in Post Award.  By helping to facilitate the research project, our goal is to start the subaward process at a much earlier stage to ensure subawards are issued both timely and accurately.  

Another recommendation was to implement several new forms in an effort to ensure subawards are properly written to comply with federal, state, and sponsor guidelines.  Most of the forms are internal to OSP and therefore will not result in any additional requirements for the faculty and staff; however, there is one form that will require completion by the Principal Investigator (PI).  When a PI receives funding for a sponsored research proposal that includes a subcontractor, he or she will be required to complete the OSP form Request to Issue a Subcontract ; the form is located on the OSP website at the following link http://www.osp.vt.edu/forms/request-subcontract/request-to-issue-a-subcontract.pdf .  OSP fully understands the many demands placed on the Investigator, so to help facilitate the ease in completing this form, the form will be in a pdf fillable format that can be transmitted electronically via email.

We feel these initiatives will result in the timely issuance of subawards so that the research effort is not further delayed, and will provide better service to our faculty.   The Subcontract Administrator will work expeditiously in setting up new subawards; however, preparing and negotiating the terms and conditions of the subaward still may take time.  The length of time required to establish a subaward will greatly depend on how responsive individuals are to requests for information and the extent of negotiations.  

If you have questions concerning the new process, please do not hesitate to contact Connie Dolan at 1-8217 or , or me at .

Sincerely,

Thomas W. Cruise, CRA
Director of Post Award