Post-award management

Receiving the Contract/Award

When Villanova receives a grant or contract, the sponsor usually notifies the Lead Principal Investigator (PI) or Project Director, the Office of the Provost, the President’s office and/or the Office of Grants and Contracts. The notification may come via a phone call, email, or letter. Sometimes an award document requires negotiation and signature (signed by the President or Office of Grants and Contracts (OGC) Authorized Organizational Representative) before the award is in effect.  The grant contract legally binds Villanova to the agreed upon terms.

Contracts/Award Notices

If the award amount varies from the original request, the Lead PI must communicate the changes with the Chair of his/her Department, the CLAS Grant Development Office, and OGC. These entities should also be sent a copy of the award notice and, if possible, signed copies of the award letter, if they aren’t included in the initial communication. The Grants Specialist in OGC will upload the award letter to the original Cayuse SP record. 

If the grant award is less than $10,000 the College will typically not issue a press release. Sponsors often have restrictions or require certain wording for a press release.  Usually these language specifications are contained within the grant award, but sometimes the sponsor might provide this information to the Lead PI in a separate communication. Thus, it is the responsibility of the Lead PI to notify the CLAS Grant Development Office of any restriction so as not to jeopardize the relationship between grantor and grantee.  The Grant Development Office will provide this information, along with details of the award, to the Director of Communications in CLAS for the creation of a press release, with special attention given to any language restrictions or specifications. Press releases are ultimately disseminated by Media Relations.

 

It is the Lead PI’s responsibility to manage the grant according to the contract, including issuing allowable spending, tracking reimbursement accurately, and submitting timely sponsor interim and final reports. When the grant approaches the end of its term, the Lead PI is responsible for insuring that all grant funds are dispersed without overages, and file any appropriate requests for extensions if necessary.

The Office of Grants and Contracts (OGC) extends primary signatory authority to the Lead PI for the purchase of items connected with the grant and allows the Lead PI to work directly with the Purchasing Department. OGC will retain secondary signatory authority.  Please see the OGC’s website for further instructions on post-award management.