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Award Acceptance and Establishment

Negotiation of Awards

Upon notification of an award, the PI should contact the Sponsored Programs Officer regarding the negotiation of grant agreements. The signatory officials for Randolph College are the President of the College, the Vice President for Finance and Administration, the Director of Finance, and the Controller. Grant awards often require signatures from other members of the administration, such as the Vice President for Academic Affairs.

Principal Investigators must not incur expenses or hire employees for the project before the College receives a fully-executed grant agreement.

Publicizing Grant Awards

Sharing news of a new grant with the public recognizes the PI, contributes to the College’s reputation, and appropriately honors the granting agency. Grantors typically insist on specific publicity guidelines as conditions of their awards. Therefore, all proposed publicity activities should be reviewed by the Sponsored Programs Officer.

A fully-executed grant agreement with the funding agency must be in place before a grant may be publicized.

The Sponsored Programs Officer will inform the Office of College Relations about the grant award. The Office of College Relations may write a release to post of the College’s website, blog, or social media platforms. PIs may be contacted for additional information.

Account and Budget Establishment

Upon acceptance of the award, a unique budget code will be created by the business office for charging expenditures to the award. The budget code and a copy of the budget, award document, and any other relevant information will be distributed to the PI, business office, and other administrators as relevant by the Sponsored Programs Officer.

Receipt of Funds

All grant funds received by check should be routed to the Office of Institutional Advancement for recording. If the granting agency prefers to transfer the grant funds to the College electronically (e.g. wire, ACH), the Business Office will provide payment instructions and notify the Office of Institutional Advancement. A letter of receipt will be sent to the funding agency for funds received via either method.

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