Administrative Responsibilities for Sponsored Projects

Successfully managing sponsored projects at Saint Joseph's University involves clear responsibilities at various levels. From the initial proposal to project completion, each role plays a vital part in ensuring compliance, quality, and effective use of funds.

As a Principal Investigator, you're the cornerstone of a sponsored project. Your responsibilities begin with proposal preparation and continue throughout the project's duration. You agree to ensure:

• Project Soundness & Contribution: The project is well-founded, aims for a significant contribution to knowledge or the University's mission, and all personnel are qualified.
• Adequate Budget: The budget is sufficient to successfully complete the proposed work.
• Time Commitment: You have the necessary time to dedicate to the research.
• Compliance: You will adhere to all grant or contract terms and conditions, including those related to patents, copyrights, fiscal requirements, reports, and publications.
• Financial Support Identification: Any University financial support requirements (like matching funds or cost-sharing) are identified during the University review process and approved by the administration.
• Regulatory Adherence: All safety regulations and University/federal policies for research involving human subjects, lab animals, chemicals, and radioactive substances are followed, and necessary clearances are obtained.
• Proper Fund Expenditure: Grant/contract funds are used correctly and exclusively for purposes consistent with University policy and sponsor regulations.

Department Chairs play a critical supporting role for faculty and staff engaged in sponsored projects. Your approval of a proposal signifies:

• Policy Compliance: Adherence to existing University and departmental policies.
• Academic Quality: The project's academic/scholarly merit and professional quality.
• PI Competence & Ability: The Principal Investigator's expertise in the project area and their capability to successfully direct the proposed work.
• Alignment with Departmental Goals: The project's relationship to departmental objectives and its potential to enhance them.
• Proposal Quality: The overall quality of the proposal.
• Departmental Support Capability: The department's ability to provide necessary administrative support (personnel and/or supplies).
• Facility & Equipment Availability: The availability of departmental facilities and equipment to meet project needs.
• Budget Adequacy & Oversight: The budget's sufficiency and the department's commitment to preventing cost overruns.

The Dean's review of sponsored project proposals focuses on broader University objectives. As Dean, you'll ensure:

• Contribution to University Mission: The project contributes to the University's core objectives: educating students, advancing knowledge through research and scholarship, preserving and disseminating knowledge, and promoting public interest and welfare.

The Office of Research Services (ORS) serves as a central administrative hub for sponsored projects, responsible for:

• Proposal Review: Reviewing all proposals for compliance with both the sponsoring agency and the University's instructions and policies.
• Grant & Contract Administration: Managing grants and contracts between the University and sponsoring agencies.
• Special Clearances: Assisting with obtaining any special licenses or agreements required for project conduct.
• Fund Execution: Executing the spending of grant and contract funds.
• Expense Approval: Approving all expenses charged against sponsored research funding to ensure compliance with agency policies.
• Financial Reporting: Preparing accurate financial reports.
• Audit Documentation: Maintaining official files for fiscal audit documentation.