Research and Sponsored Programs

The Award Lifecycle

The Award Lifecycle

  • The Office for Research and Sponsored Program (ORSP) supports faculty and staff in all aspects of the proposal preparation process.
  • Funding Opportunities Resources
  • Preparing a proposal
    Responding to a call for proposal takes preparation and planning.It requires a thorough review of the guidelines and requirements. When a funding opportunity has been identified, please contact an ORSP staff member for assistance.(new link)
    • PI Responsibilities
    • Prepare a competitive proposal narrative in accordance with thesponsor guidelines
    • Prepare all technical components required by the sponsor
    • Obtain documentation from subcontractors/collaborators
    • Identify project costs
    • Identify and address any projects requirements and discuss with Chair and Dean for approval
    • Identify sources for cost sharing requirements
    • Provide a complete final proposal to the Office for Research and Sponsored Programs at least 2 weeks before the deadline
    • Inform Chair and Dean of intended proposed project for approval
    • Complete an internal review form - link
  • ORSP Pre-Award Responsibilities
    • Provide all relevant administrative information
    • Provide guidance on proposal narrative preparation
    • Provide assistance in the preparation of the proposal budget
    • Provide guidance on sponsor and university cost-sharing requirements
    • Review proposal for conformity to sponsor and University guidelines
    • Submit final proposal on behalf the university
  • Budget
  • Submission
    • Review & Approval – The Local Approval process
      • All grant applications submitted to external sponsors on behalf of the University are subject to prior review and approval by the appropriate institutional officials. In all cases, grant applications must be reviewed and approved by the department Chair and Dean of all faculty members who are identified on a particular proposal and/or by the immediate supervisor and Vice President of any administer identified on a grant proposal. In addition, grant applications are subject to review by the Office for Research and Sponsored Programs, which also secures the review and approval of the University Controller and Provost. From time-to-time, other internal approvals may also be required, depending upon the nature of the proposed work. For example, special approvals may be required if a proposed project involves humans or animals as research subjects; major expenditures in computing equipment and software; renovations to existing facilities; or the production of hazardous wastes. The Office for Research and Sponsored Programs is available to assist in identifying these requirements and securing the necessary approvals.
      • Grant and Contract Proposal Internal Review Form
      • Subrecipient Commitment Form
      • Authorized Organizational Representatives (AOR)
        • AORs for all grant applications
          • Sofia Kakoulidis, MBA
            Vice Provost for Research and Sponsored Programs
            144 Hofstra University, 200 WLW
            Hempstead, New York 11549
        • AOR for all contracts
          • Catherine Hennessy
            Senior Vice President for Financial Affairs and Treasurer
            128 Hofstra University
            100 Phillips Hall
            Hempstead, New York 11549
  • When a proposal has been awarded by the sponsor, the Office for Research and Sponsored Programs works closely with the Principal Investigator/Project Director and the Office of Legal Affairs to guide the negotiation and acceptance of an award. If the sponsor requests more information and/or a budget revision, the ORSP team will assist the Principal Investigator/Project Director in providing all requested information, then review and submit all requested information to the sponsor.
  • Acceptance
    Notice of Grant Award
    The Office for Research and Sponsored Programs team generally receives all grant award notifications. However, there are times when sponsors may notify the Principal Investigator/Project Director directly. Award letters may require signature of Hofstra’s authorized official. If received by the Principal Investigator/Project Director or the department, the award letter should be forwarded immediately to the Office for Research and Sponsored Programs for further processing.

    Only Hofstra’s Authorized Official Representative for Contracts can endorse an award on behalf of Hofstra University.
    • Terms and Conditions
      Most award notices contain terms and conditions or are incorporated via reference on the awarding agency/sponsor website. Terms and conditions also flow down to subrecipients and Hofstra must ensure that all subrecipients are aware of contractual obligations.
    • Award agreements and negotiations
      All negotiations and agreements are guided through the Office for Research and Sponsored Programs and involve review from the Office for General Counsel and the Office for Contracts Administration. All award agreements must be signed by the AOR authorized to sign all contracts. Principal investigators are not authorized to sign award documents on behalf of the University.
  • Project Set-up
    Congratulations on your new award! An award notices must be fully executed before a designated fund number can be created for the new award. The ORSP Pre-Award Team will submit a request to the Grants Management Office (GMO) Post-Award Team, located within the Office of Financial Affairs.
    • ORSP Pre-Award Team responsibilities
      The ORSP Pre-Award Team will submit a grant fund request which may include the award notice, budget, check from sponsor and original budget.
      • Grant Fund Requests
        • Post award forms
          3 forms (financial classifications, research type, private business use)
        • Budget revisions
          The ORSP Pre-award Team will work with the project leadership team to make any budget revisions, if necessary
  • Subrecipient agreements
  • ORSP Pre-Award Team will also coordinate with appropriate staff at subrecipient institutions to secure a fully executed subrecipient agreement.
  • Grants Management Office (GMO) Post-Award Team responsibilities
    The GMO Post-Award Team will review all pertinent documents and assign a designated banner fund number. The GMO Post-Award team may request a meet and greet to discuss the financial management of the project after a fund is assigned.
  • GMO Post-Award Team works closely with the PI/PD and the ORSP pre-award team to establish a fund with an accurate project budget and any other requirements specific to the project. The GMO team will then work closely with the PI/PD to monitor expenses.
  • Team members
    • Ed Bogle, Grants Manager
    • Jing Jing Yu, Senior Grants Accountant
  • Award monitoring
    The GMO Post-Award Team works to ensure proper financial management throughout the project period. The GMO Post-Award Team can assist with requests and documentation for salary compensation, travel, equipment,consultants and supplies.
    • Subrecipient monitoring
      This is the process by which Hofstra’s GMO Post-Award Team invoices and ensures proper financial management of the subrecipient.
  • Reporting
    Reporting on the progress and effort on a sponsored project is important and expected from sponsors. There are two types of reporting mechanisms that the GMO Post-Award Team will help monitor during a project period.
    • Effort reporting
      The purpose of effort reporting is to provide a basis for which salary is charged and identify the effort put forth by the project team. Effort reporting must be
      • Documented appropriately
      • Certified by the PI/PD and ORSP
      • Based on reasonable efforts with respect to salaries and wages.
    • Progress reporting
      PI/PD are responsible for preparing and submitting annual and final progress reports as required by the sponsor. These reports typicallyinclude:
      • Accomplishments to date
      • Issues faced during the reporting/project period
      • Information/data collected during the reporting/project period
      • Overall project management/changes
  • Release Time form
  • Subrecipient Form
  • Other Expense Form – new link to page with forms
  • Monthly Expense Reports and Review – new link - overview
  • No-Cost Extension Requests
    At times when a project end date is approaching, the project team may determine that more time is needed to complete the project goals and objectives. A no-cost extension request will allow the project team to extend the project end date with no money added to the grant award. A no-cost extension may not be requested for the sole purpose of using the remaining funds.
    • When to request an extension?
      Typically an extension request should be made no less than 45 days before the end date.
    • What if I need to rebudget remaining funds?
      In most cases, revised budgets may be submitted to the sponsor in conjunction with the request for extension in time.
  • Final technical report
    The PI/PD is responsible for the timely submission of the final technical report. A copy should be provided to the ORSP Pre-Award Team as well as to the GMO Post-Award Team for their records.
  • Final financial reporting
    The GMO Post-Award Team in conjunction with PI/ PD prepares the final financial report. Final financial reports are generally submitted 60-90 days after the project end date or according to sponsor guidelines. PIs/PDs are responsible for submitting and ensuring that all expenses have been incurred prior to the project end date.
  • Final Subaward Closeout
    The GMO Post-Award Team will invoice all subrecipients in accordance with the executed agreement. The PI/PD must ensure that all subrecipients have completed their tasks and that all expenses have been posted.
  • Post Award Close out form - link
  • What happens if I have remaining funds?
    Unspent grant funds must be returned to the sponsor as per the sponsor guidelines. At times if goal and objectives have not been completed, a no-cost extension can be requested to complete these tasks utilizing remaining funds.
  • Inventions
    Most sponsors require that the University disclose any inventions made in the course of the project work at the conclusion of the project period.
  • Property & Equipment
    The GMO Post-Award Team is responsible for any required property and equipment reports. The PI/PD must provide this information, if requested.