Award Management FAQs

When an award is received in OSP, the documentation (notice of award, fully executed contract or grant agreement, etc.) is reviewed by the OSP Award or Contract Manager for sponsor terms and conditions. If further negotiation is required, the OSP Award or Contract Manager will contact the PI and Department Business Office to notify them of the negotiation and delay in processing of the setup.  If no negotiation is required, the OSP Award or Contract Manager will process the award for setup. The OSP Award Coordinator enters the award into the IRES system, review for the completion of any relevant compliance requirements and processes the award for setup by the OSP setup unit. Occasionally, awards may be placed on “hold” for one or more reasons. The holds can be related to Conflict of Interest, pending protocols for animal or human subjects or incomplete requirements for training by responsible personnel. IRES users may find information about the status of their award setup or specific hold by opening the IRES record in PT View, navigating to the Activity Log section on the left side of the page, and reviewing any “Open” activity log items. The activity log will explain the current status of a hold, or identify that the hold has been lifted (activity closed).  If you are still unable to identify the status of your award setup, please contact your OSP Award or Contract Manager for further information.

For current awards:

Grants and contracts are awarded to Yale University, not to individual Principal Investigators (PI). When a PI plans to leave Yale and move to another institution, you may wish to request the transfer of your active sponsored projects to your new institution. The decision to transfer will require institutional and sponsor approvals. You are strongly encouraged to work with your department business office (DBO) and contact your OSP Award or Contract Manager as soon as possible to facilitate a smooth transition.

The first step in making the decision to transfer, should include an inventory of active sponsored grants and contracts, as well as pending proposals where funding may be imminent. The review of active awards should include determining end dates of the budget or project periods, and remaining funding after commitments, as well as any equipment related specifically to the sponsored project. These actions usually involve the combined efforts of the PI, the sponsor’s contact, the DBO, the OSP Award Manager, OSP, and contract and grant personnel at the PI’s new institution.

You will need to review sponsor specific guidelines for relinquishment or termination of each sponsored project. Your OSP Award or Contract Manager can guide you through this process. Some awards are not eligible for transfer because they are dependent upon institutional resources (for example, training grants).

Information required in order to begin this process include:

  • Name of New Institution
  • Effective date of transfer
  • Estimated unexpended balance as of the effective date of transfer for each active sponsored project
  • List of equipment purchased, if applicable, on each award that is to be transferred to the new institution
  • Chair or Dean approval for the transfer
  • Sponsored Project Contact at new institution

Transferring an NIH grant information. Refer specifically to Change of Grantee Organization. Change of Institution can be processed electronically in the eRA Commons.  Instructions for electronically submitting a Change of Institution for a grant can be located here.

Transferring an NSF grant information. The PI initiates the or FastLane request and forwards it to OSP for institutional approval. Instructions for completing the or FastLane PI Transfer request are located here.

For transferring non-federal grants or contracts, you should contact your OSP Award Manager. Some sponsors have their own forms that need to be processed with institutional signature. Others may require letters seeking approval for transfers. The final letter requires Institutional approval and will require signature by your OSP Award Manager.

In most instances, a final technical and financial report will be required. The PI and DBO should work with OSP to complete the final financial report.

For pending proposals

When leaving Yale, a PI may have pending proposals where funding is imminent. Some sponsors require that Yale relinquish our interest in the proposal, so that if funded, the new institution will receive the award. Other sponsors require that Yale accept the award when funded and then relinquish.  Please contact your OSP Award Manager to assist you through this process.

Depending on your award, there are certain requirements which must be met before a no cost extension may be requested. Please refer to the no cost extension page for more information.

It is OSP’s responsibility to send an email notification to departments 90 days prior to an award’s expiration date alerting them of the upcoming expiration.

For additional information visit the At-Risk Account Requests page.