Administration of your Grant
Essential post-award information
An electronic Grants Manual has been prepared by Carleton's Business Office as a resource for faculty who have received external or federal funding. It provides information to aid the Principal Investigator in conducting proper fiscal management and oversight of the project.
For new awardees - faculty or staff receiving a grant for the first time - a meeting with personnel of the business office and CFR, before obtaining your account number, will provide orientation in management of your grant.
- This award checklist provides a overview of what might be discussed.
- Important non-fiscal information for the recipient of a new award is highlighted on CFR's "Checklist for New Awardees" page.
- For fiscal responsibilities, especially refer to the Business Office's Congratulations on the approval of your grant! Now what?
After a grant has been awarded, the Office of Corporate and Foundation Relations (CFR)
- Notifies the Dean's Office, Susan Benson, Grant and Cash Manager (x5990) in the Business Office, the appropriate academic department, and the principal investigator of award details, including reporting requirements, as applicable.
- Generates reminders of reports due, via an automated system (in which the Grants Coordinator or Sponsored Research Grants Specialist enters report due dates), which are forwarded to the reporting officer (usually the principal investigator or project director) one to four months prior to the deadline.
- Works with the reporting officer to draft interim and final reports, or provides whatever other assistance might be necessary to meet a reporting deadline. For almost all institutional proposals, the Office of Corporate and Foundation Relations drafts the interim and final reports.
- Tracks institutional relationships with funders by carefully monitoring grants and working directly with faculty; for instance, CFR likes to be informed about grant activities as this information can be useful in developing future proposals and ensuring the continued good will of Carleton's benefactors.
- Maintains e-records of submitted reports (in shared collaborative files and OnBase).
Reporting information for various agencies:
- link to specifics about NSF reporting on Research.gov.
- link to specifics for NIH RPPR reporting
- link to NEH Performance Reporting Requirements and NEH's online portal eGMS for submission of report
If your grant involves a subaward
An outgoing subaward agreement is used when a substantive portion of the programmatic work outlined in a Carleton proposal is conducted at another organization.
To ensure that all subawards issued from the College comply with federal regulations, and to learn of PI responsibilities, refer to this Subrecipient Award and Monitoring Policy and the Business Office's Subaward Management page.
If you have budget adjustments
Contact Corporate and Foundation Relations (CFR, Dee Menning x4441 or Charlotte Whited x4046) and the Business Office (Susan Benson x5990) to coordinate rationale and details for budget adjustments, according to information provided in the Business Office's grant manual section Budget changes in a grant.
As needed, CFR as the Sponsored Research Office will input and submit the notification in NSF's (or other federal agencies) e-portal.
Additionally, the PI can communicate with their funding agency program officer as needed.
Refer to Compliance Policies and Practices for an alpha listing of numerous compliance topics.
Follow the links below (click on headings in the blue boxes) for more information on aspects of common post-award compliance issues specific to federal funders: