How to follow your grant from award letter to account setup

 

notice of award

 

 

Notice of Award: When you receive an award notice, forward a copy (including award notification emails from the sponsor) to your OSP Senior Proposal Coordinator and cc your Chair, Associate Dean of Research, Pre-Award and Post-Award Research Coordinators (RCs) and grants.txstate.edu. 

Funding Announcement: Once OSP receives your official award documents, you will receive a Funding Announcement email.

Terms & Conditions: OSP will email you terms and conditions from grants@txstate.edu, which include an overview of the award (sponsor, title, amount, project period) and information on institutional policies and PI requirements. A response is required to proceed.

Pre-Award Processing: The OSP Pre-Award team processes the award and sends it to the Compliance Office for review.

  • If you are a subaward: Please loop in your OSP Senior Proposal Coordinator and Pre-Award Research Coordinator (RC) on any correspondence you receive from the lead institution. This ensures they can provide timely responses and follow up with the necessary documents.
  • If you have cost-share requirements: Please ensure your OSP Senior Proposal Coordinator has a copy of any cost-share arrangements and responsible account numbers.

Compliance Review: The Compliance Office reviews all external awards, and an account will not be created until this review is complete. Please ensure all your Compliance documents are in place and promptly respond to any emails from Sean Rubino and his team. Be prepared to answer questions and provide requested documentation including any completion certificates. Documents commonly missing that cause delays include:

  • CITI Training: Complete the necessary CITI Training if your award requires an IRB or IACUC review and save your completion certificate. Keep your CITI training current to ensure you have your completion certificate ready for Compliance requests, facilitating timely processing of your review.
  • Significant Financial Interest (SFI) Disclosures: Also referred to as the conflict-of-interest documents, please ensure you have a current disclosure of Significant Financial Interests (SFI) on file, as Texas State researchers must submit an SFI Disclosure annually. This includes all significant financial interests, not just those related to your sponsor. For more information, please visit our SFI disclosures webpage.
  • Responsible Conduct of Research (RCR) Training: The Responsible Conduct of Research (RCR) training may need to be completed for federally sponsored research or research training programs from agencies like the NSF, NIH, and USDA NIFA. For more information, please visit the Responsible Conduct of Research (RCR) webpage. 

 

Finalization: Once approved by Compliance, the award process is finalized with OSP Pre-Award, and an account is requested.

Account Creation: The OSP Post-Award team creates the account. You will receive an email from Renae Smith once the account is set up.

Account Activation: ITAC activates the account, allowing expenditures to begin.

 

*Note: These steps may take several days or several weeks. Please follow up with your OSP Senior Proposal Coordinator and Pre-Award RC should you have any questions. Your account will not be in Post-Award until OSP has created your account and ITAC has activated it.