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Notice of Grant Award
Notification that a proposal has been funded is typically received in OSP, or in the SPH or HMS pre-award office, although on occasion a PI may be notified directly. This notification often requires the signature of an authorized university official.
- Notice of Grant Awards should be forwarded to your pre-award office for signature and processing.
OSP Review of Terms and Conditions
Before accepting an award on behalf of the University, OSP / HMS-SPA / SPH-OFS reviews all terms and conditions, regardless of the sponsor, and is responsible for negotiating appropriate remedies if an award fits into one of the following categories:
- it contains provisions that are incompatible with the University's policies on sponsored research
- it is inconsistent with government-wide regulations for universities
- it fails to include all elements agreed upon prior to the award
- it requires modification to conform to the PI's needs
In the case of all industry awards or other awards with non-standard patent, copyright or licensing terms, the HMS Office of Technology Licensing or the University Office for Technology and Trademark Licensing must also approve the award terms. This approval is coordinated by your pre-award office.
Action Memo
When the Notice of Grant Award and related terms and conditions are accepted by the pre-award office, the account activating the award is set up in the system and an action memo is generated, displaying the account values representing this award.
The PI receives an action memo, detailing the account number and award dates and dollars, when a sponsoring agency grants a new, or renewal, award. This award must
- meet the requests stated in the proposal, and
- contain no unusual terms and conditions
Participation Agreement
A review and approval letter accompanies the action memo, requesting a signed Participation Agreement from the PI, if one is not already on file.
The Participation Agreement must be signed before an award becomes effective.
The purpose of the Participation Agreement is to make certain that the PI is aware of, and agrees to carry out his or her responsibilities to Harvard and to the sponsor while participating in the sponsored research.
It is the responsibility of the PI to obtain Participation Agreements from anyone else pursing the scientific or technical aspects of the research.
Federal Contract Funding over $500,000
Proposals to the federal government resulting in contract funding over $500,000 are, prior to the execution of the contract, required to develop a "Small Business and Small Disadvantaged Business Subcontracting Plan" (refer to the Harvard Purchasing Manual for more details).
