UNCG Scholar | Responsibility Matrix
Responsibility Matrix
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Roles and responsibilities for UNCG Research Administrative Support Staff, Central Office Administrators and Faculty
- OSP – Office of Sponsored Programs
- C&G – Office of Contracts and Grants
- ORCI – Office of Research Compliance & Integrity
- DORE – Office of Research and Engagement
| Who do I go to for… | PI / Department | Dean / Director | Research Admin |
|---|---|---|---|
| Agrees to all terms & conditions as they relate to performance clauses (frequency of technical reports, special professional staff hourly reporting, deliverables, & conditions of termination) | ✔️ | ||
| Accepts awards on behalf of UNCG | OSP | ||
| Approves compliance protocols | ORCI | ||
| Approves payment of subawardee invoices | ✔️ | ||
| Approves substantive modifications & re-budgeting | ✔️ | OSP/C&G | |
| Assures & provides documentation of certification & representations to sponsor | ✔️ | OSP | |
| Assures appropriateness, reasonableness & allowability of expenditures | ✔️ | C&G | |
| Assures compliance with federal regulations regarding financial disclosure of potential conflicts of interest (COI) | ✔️ | ORCI | |
| Assures compliance with federal regulations regarding Export Controls | OSP/ORCI | ||
| Assures compliance with Responsible Conduct of Research | ✔️ | ✔️ | OSP/ORCI |
| Assures proposed project has qualified personnel & adequate space | ✔️ | ||
| Assures proposed project is appropriate & in-line with departmental & institutional mission | ✔️ | ✔️ | |
| Assures timely resolution of fund overdrafts | ✔️ | ✔️ | |
| Completes interim reports as required by sponsor | ✔️ | OSP/C&G | |
| Completes internal award documents (i.e. Assumption of Risk) | ✔️ | ||
| Completes Proposal Approval Document & as appropriate, other attachments & routes all forms for electronic signatures in Cayuse | ✔️ | ||
| Develops initial budget draft to accomplish proposed scope of work | ✔️ | ||
| Documents cost sharing funds as required | ✔️ | ||
| Drafts, negotiates and administers all subawards | OSP | ||
| Ensures investigators are submitting protocols to appropriate compliance committee(s) | ✔️ | ||
| Ensures subawardee is in compliance with A-133 | ✔️ | OSP/C&G | |
| Establishes award funds in accordance with award documentation | C&G | ||
| Files appropriate close-out documents | OSP/C&G | ||
| Initiates and encumbers personnel transactions | ✔️ | ||
| Initiates request for re-budgeting and cost transfers | ✔️ | ||
| Initiates requests for subawards | ✔️ | ||
| Maintains award data in Cayuse | OSP | ||
| Maintains proposal pending files in Cayuse | OSP | ||
| Maintains security clearances for faculty & staff | ORE | ||
| Manages the personnel activity reporting system | C&G | ||
| Negotiates award terms & conditions (publication restrictions, indemnification, intellectual property, governing law, payment terms, financial reporting requirements) | OSP | ||
| Negotiates material transfer, confidentiality agreements, & intellectual property | OSP | ||
| Negotiates sponsored research agreements | OSP | ||
| Participates in negotiations when technical reports are incomplete & deliverables are unacceptable to sponsor | OSP | ||
| Prepare Technical Proposal | ✔️ | ||
| Prepares & submits protocols for research involving human subjects, animal use, and biosafety hazards | ✔️ | ||
| Prepares & submits to sponsor financial reports & final invoices as required | C&G | ||
| Prepares final version of proposal as required by the sponsor | ✔️ | ||
| Prepares technical reports & provides other deliverables as required | ✔️ | ||
| Provides authorized UNCG signature | OSP | ||
| Provides documentation for cost sharing | ✔️ | ||
| Provides oversight of sponsored project administration including the review of cost transfers & effort reporting | ✔️ | ✔️ | C&G |
| Reconciles any revenue shortfalls | ✔️ | C&G | |
| Requests & documents approval for cost sharing as required | OSP | ||
| Requests no-cost time extensions | ✔️ | OSP | |
| Responds to close-out questionnaire | ✔️ | OSP/C&G | |
| Responsible for the receipt & the safe guarding of classified material | ✔️ | ✔️ | |
| Revenue collection (invoicing, letter of credit draw-downs, wire transfers, etc) | C&G | ||
| Reviews & approves all cost transfers | C&G | ||
| Reviews & approves requests for no-cost time extensions | OSP | ||
| Reviews & approves required & voluntary cost sharing | OSP | ||
| Reviews & reports cost sharing efforts to sponsor | C&G | ||
| Reviews budget for appropriated salaries, fringes, tuition, indirect, & escalations | OSP | ||
| Reviews expenditures in restricted budget categories | C&G | ||
| Reviews requests for proposals for institutional compliance | ✔️ | OSP | |
| Reviews requests for proposals for technical requirements | |||
| Submits & tracks all invoices (no matter who prepares for payment) | C&G | ||
| Submits proposals as dictated by the instructions to OSP in the general information or application notes in Cayuse | OSP | ||
| Submits proposal to OSP 5 days in advance of sponsor deadline in Cayuse | ✔️ |