Processing and management of Office of Sponsored Projects Documents

No. 4-27     Rev.       Date 11-08-05      



I. PURPOSE

To establish responsibilities for the routing, review, approval, and management of Office of Sponsored Project (OSP) documents generated from within as well as outside the University.  Acceptance of all contracts and grants is in accordance with the Delegation of Authority described in Board of Regents Regulation 532-5.6  

II.  REFERENCES

Board of Regents Regulation 532-5.6  

III.  DEFINITIONS

OSP documents are defined as documents that legally bind WSU, and require the signature of an officer of WSU or State Board of Higher Education.

OSP documents include those generated within the campus by on-campus University organizations, and those generated by off-campus organizations and agencies (an example of this type of document is a research or educational service contract or grant that is returned to WSU for final signature).

OSP documents include, but are not limited to the following:

1.  Research contracts, non-gift grants, agreements and proposals

This category includes: research that is newly funded or a continuation of funding; programs and projects, regardless of contracting agency; federal, state or private organizations, except for donor-funded research.

2.  Educational service contracts, grants, agreements and proposals

Educational service agreement means any non-gift grant or contract under which financing is provided on a cost reimbursement basis for all or an agreed portion of costs incurred for training or other educational services.  Typical of the work covered by educational services agreements are summer institutes, special training programs for selected participants, professional or technical services to cooperating countries, the development and introduction of new or expanded courses and similar instructional oriented undertakings, including special research training programs that are separately budgeted and accounted for by the institution.

The term does not extend to:

(a) Arrangements under which financing is exclusively in the form of scholarships, fellowships, traineeships or other fixed amounts such as a cost of education allowance or the normal published tuition rates and fees of the institution.

(b) Construction, facility and exclusively general resources of institutional-type grants.

(c) Any of the above that are funded by donor gifts.

3.  Fellowship-type awards containing cost of education allowances for academic purposes.  

IV.  PROCEDURE

A.  All OSP documents will be routed to OSP for review and processing.  These documents must be accompanied by a completed "Sponsored Project Approval Form."

B.  OSP will be responsible for the following:

    1. Receiving and logging all OSP documents.
    2. Checking all documents for correctness and completion.
    3. Obtaining official signatures as required by the State Board of Regents.
    4. Making final disposition of all official documents.
    5. Filing a copy of all documents as directed by the Board of Trustees.

C.  All official OSP documents require the review of the department chair and dean (or department chair and entity director, of not academic entity) and signatures on the Sponsored Project Approval Form along with approval by OSP.

D.  In accordance with the Board of Regents Regulation 532.5.6, all sponsored projects with a budget of over $500,000 a year will be signed by the WSU President and approved by the Board of Regents.  Proposals and awards with a budget between $250,000 and $500,000 will be signed by the Academic Associate Provost.  Proposals under $250,000 a year will be signed by the Director of the Office of OSP.

E.  Awards are reported to the Board of Regents at the end of each year as required by the Board of Regents.