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University Guidelines Regarding Review and Approval of Externally Funded Projects - 5B2

In soliciting external support, prior consideration should be given to maintenance of instructional objectives, and opportunities should be sought that will provide for professional growth. To assure that sponsored support is compatible with University objectives and to avoid unnecessary duplication of programs, the Office of Research and Projects coordinates all grant and contract proposal applications with external agencies.

If an application is submitted to an external agency without following University policy and guidelines, the University is under no obligation to accept the award, and appropriate disciplinary action may be taken by the institution. A summary of University policy and guidelines regarding review and approval of Externally Funded Projects follows.

  1. Submission of Proposals for External Support

    The final document is presented to the Office of Research and Projects for processing at least five working days before the submittal deadline. The document should have the approval of the Faculty Chair or Supervisor and School or College Dean or Director on the Grant and Contract Routing Form before forwarding to the Office of Research and Projects.

    The Chancellor of the University is the responsible individual for submission and approval of applications to all external agencies. Written clearances must be obtained from the following units before the Chancellor will sign the application:

    1. Chair or Supervisor
    2. School or College Dean or Director
    3. Office of Research and Projects Pre-Award Services
    4. Office of Research and Projects Post-Award Services
    5. Other reviews as deemed necessary by the Office of Research and Projects
    6. Dean of the Graduate School and Associate Provost for Research.
  2. University Approval and Acceptance of External Support

    Only the Chancellor has the final authority to sign grant and contract documents once a grant has been made or a contract negotiated. The Office of Research and Projects is the designated agency in the University to negotiate grants and contracts with external agencies. After the grant or contract has been negotiated, but before the Chancellor officially accepts the award, a grant and contract routing form must be approved by the following:

    1. Principal Investigator
    2. Chair or Supervisor
    3. School or College Dean or Director
    4. Office of Research and Projects Pre-Award Services
    5. Office of Research and Projects Post-Award Services
    6. Other clearances as deemed necessary by the Office of Research and Projects
    7. Dean of Graduate School and Associate Provost for Research.

    After the award has been reviewed and approved by the appropriate offices, the Office of Research and Projects will present the agreement to the Chancellor, through the Provost, for his/her acceptance on behalf of the institution.

    The Office of Research and Projects will be the responsible agent in the University for the transmittal and notification of awards, and will also be the Office of Record for all external grants and contracts.

Approved by Chancellor effective 8/19/13
This policy was issued on August 20, 2013, replacing the April 4, 2000 version.
Document Reference: 5B2
Origin: EB 9-1; OP 11/5/90; OP 8/2/95; GR 11/29/12