Policy & Procedure updates - August 16, 2023

The following policy documents, which previously completed their full review and approval process, are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to controllers.office@yale.edu.

Policy 1304 Distinguishing Between Gifts and Sponsored Awards (Grants and Contracts)

Documents:

• Policy 1304 Distinguishing Between Gifts and Sponsored Awards (Grants and Contracts) – New
• Procedure 1304 PR.02 Distinguishing Between Gifts and Sponsored Awards – Revised

This newly developed policy and substantially revised procedure come from the Gift and Sponsored Award Action Committee (the “policy sponsor”). This new committee, consisting of representation from the Office of Sponsored Projects (OSP), Development, the Office of General Counsel (OGC), Yale Ventures, and the Controller’s Office (including Sponsored Projects Financial Administration (SPFA) and Gift Administration), is designed as a nimble team of staff experts that can quickly convene to help faculty and staff interpret awards and requests for proposals (RFPs). It is a term-limited committee that will serve as the first point of contact for Yale staff and faculty seeking input on award categorization.

The two documents are the culmination of many months of work by a cross-functional working group to enhance the guidance around and processes associated with distinguishing between gifts and sponsored awards. The policy creates a high-level overview of the necessity for the university to identify the funding type of awards and the roles that various individuals and offices serve in that exercise.

The procedure, significantly enhanced from its previous version, offers a robust decision-making rubric to assist Yale individuals and units in determining the appropriate office to which to route the funding/agreement. The intention is that this decision-making rubric will allow units and individuals to generally classify funding sources based on attributes that are specific to the terms and conditions that accompany each funding mechanism.

Reminder:

Always check the Policies & Procedures Website for the latest revisions of all documents.  This will ensure that you are utilizing the most up-to-date version.

If you have any questions, please contact Policy & Compliance Services at controllers.office@yale.edu.