UNCG Scholar | Award Management | Award Acceptance

Award Management

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Award Acceptance

Congratulations on receiving an award! Here is what to do and what to expect:

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Information to Know

Award notification will take time.

After a proposal is submitted, sponsor review can take anywhere from a few weeks to 9 months. Refer to your RFP for details on when the sponsor expects to announce awards. We do not recommend you contact the sponsor for an update.

Please do not accept awards.

In order to protect you as a researcher as well as the university, the Chancellor has designated a select number of people with the authority to accept awards. The most common person to accept sponsored project awards is Joy M. Dismukes, Director of The Office of Sponsored Programs.

Finalizing an award may take some time.

Before Joy M. Dismukes signs an award document, it must be reviewed. Some awards must also be reviewed by UNCG Legal Counsel, the Office of Innovation Commercialization, or our Export Control Officer.

Negotiations may be needed.

If any modifications are needed for your award, your Grants Specialist, Joy M. Dismukes, or UNCG Legal Counsel may be involved. We will keep you informed.

Changes to the scope of work and/or budget

Any time a sponsor requires or requests a change in the originally proposed budget or scope of work, the PI should always notify and coordinate a response through OSP before submitting a revised budget or scope of work to the sponsor. Some sponsors may prefer that UNCG draft an award document of the amendment. If so, send your Grants Specialist a completed agreement request and we’ll take it from there.

OSP can create an award document

Some sponsors may prefer that UNCG draft an award document of the amendment. If so, send your Grants Specialist a completed agreement request and we’ll take it from there.

I received Notice, NOw What?

Step 1

If you receive an award notice or letter, send it to [email protected] and copy your Grants Specialist. Even if there is a line for the PI to sign, do not sign until OSP has a chance to review the agreement.

Step 2

You must send the sponsor the contact information for the UNCG Office of Sponsored Programs ([email protected]) and notify your OSP grant specialist. This is also a good time to send an email introduction between your grant specialist and the sponsor contact.

Step 3

Do not begin work or incur costs on your project until the official award is received and accepted.

Things to Know

Many times sponsors will send an unofficial letter announcing the awards. The formal document usually follows anywhere from a few days to several months after. 

Joy M. Dismukes, Director of The Office of Sponsored Programs, will review and sign the award.

Award Received

OSP will review and negotiate as needed.

Finalizing an award may take some time. Before Joy Dismukes signs an award document, it must be reviewed. Some awards must also be reviewed by UNCG Legal Counsel, the Office of Innovation Commercialization, or our Export Control Officer.

Negotiations may be needed. If any modifications are needed for your award, your Grants Specialist, Joy Dismukes, or UNCG Legal Counsel may be involved.

Who negotiates an award? It is the responsibility of the OSP to negotiate the terms of an award with the sponsor. OSP works in conjunction with the Principal Investigator to negotiate an award that is acceptable to the University, the PI, and the sponsor.

Changes to the Scope of Work and/or Budget: Any time a sponsor requires or requests a change in the originally proposed budget or scope of work, the PI should always notify and coordinate a response through OSP before submitting a revised budget or scope of work to the sponsor.

Need to start work right away?

If you need to begin work right away (while review and negotiations occur), please send your Grants Specialist a signed Pre-award Risk Assumption Form.

Award officially accepted.

Once accepted and signed by both UNCG (Joy M. Dismukes, Director of The Office of Sponsored Programs) and the sponsor, (i.e. fully executed), OSP will send the award to the Office of Contracts and Grants for the fiscal management. At that time, we’ll also send an award notice email to your department chair, research dean, and any other personnel listed in Cayuse.

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