Office of Research, Innovation, and Economic Development

Post-Award Services

Post-Award (Awards Administration Services)

Non-financial post-award support is provided by ORSP. However, the financial post-award administration support is facilitated by the  Cal Poly Pomona Foundation, Inc.  (Foundation) on behalf of the University. ORSP and the Foundation work as a team to guide PIs. Here is how the process for post-award administration progresses.
  • Award Processing – ORSP will prepare documents and transfer to the  Cal Poly Pomona Foundation, Inc.
  • Award Management – The Foundation upon receipt of the documents from ORSP will set-up the account for PIs
  • Grants & Contracts Accounting – The Foundation will support the  post-award administration
  • Research Compliance – This is a team effort between the PI, the staff in various offices and the Foundation

Life Cycle of the Award

The image below illustrates the steps from award notification to setting-up the account for the grant.

Post-Award Steps

Step 1 - PI/Foundation receives award notice, goes to OSRP. Step 2 - ORSP facilitates negotiation of agreement terms and conditions. Step 3 - ORSP facilitates Foundation signatures on agreements. Step 4 - ORSP returns the agreement for sponsor signatures. Step 5 - Sponsor returns the fully executed agreement back to CPP. Step 6 - ORSP prepares documents for the CPP Foundation to set up account

Award Acceptance

The ORSP, in consultation with CPP Foundation, negotiates research contracts on behalf of the University/Foundation. Negotiations may include revision to the period of performance, budget, scope of work and/or other terms and conditions. Revisions in the scope of work or budget must be prepared by the PI/PD and routed through the ORSP for review and approval.

Project Monitoring and Administration

Federal and state laws require that contracts, grants, and cooperative agreements are monitored to ensure compliance with the terms and conditions of the awarding agency. ORSP works with the PIs to guide them on what is allowed and what is not. While Cal Poly Pomona Foundation tracks the expenditures to ensure compliance. ORSP facilitates the non-financial post-award administration while Cal Poly Pomona Foundation facilitates the administration of the financial award administration.

Project Close-Out

The closeout process commences when the award expires, is terminated by the agency, or is terminated by a party to the agreement. The principal investigator/project director is required to submit copies of all technical reports and any other required closeout reports to the Cal Poly Pomona Foundation, at the time of submission to the funding agency.

Sub-Awards

A subcontract/subaward is an award of financial assistance to an eligible subrecipient under a grant or cooperative agreement. If funds awarded to CPP are subcontracted to another institution or organization (subrecipient), please contact ORSP. ORSP will assist you in establishing a subcontract agreement with that institution or organization.

Project Revisions

Project revisions that require sponsor approval (such as changes in the scope of work, senior personnel, budget, and other modifications of award terms and conditions) contact ORSP. The PI should initiate a letter describing the desired change, with justification, and forward it to ORSP for review.

No-Cost Extensions

Funds must be expended prior to the expiration date of a project. If additional time is needed to complete the project objectives without additional funds, a no-cost extension may be an option.  A no-cost extension extends the performance period and allows for the expenditure of funds. No cost extensions must be approved prior to the expiration of the grant. Requests should be made well in advance of the grant expiration date and should be signed and dated by both the PI and the authorized representative of the University. PIs should consult agency guidelines for detailed instructions for no-cost time extension requests or contact the ORSP for assistance.       Internal Form

Project Reporting

Principal Investigators/project directors are required to submit reports to the awarding agency on a periodic basis. To assist researchers with the timely submittal of required reports, the Cal Poly Pomona Foundation monitors reporting requirements and transmits reminder letters to the PIs.