200.6 Deans, Directors & Department Heads (DDD) Responsibilities
Responsible Officer: Associate Vice Chancellor for Research
Responsible Unit: Office of Sponsored Research
Effective date: July 1, 2008
Last revised on: July 21, 2011
Principal Investigators (PIs) and lead administrators (deans, directors and department chairs, etc.) share responsibility in the proposal and award process.
I. Proposal Certification in RAMSeS
- Lead administrators of the administering unit are responsible for reviewing the application for appropriateness of the research, certifying the department’s, center’s or institute’s commitment of resources to the project, and ensuring the PI is qualified to perform the project. When research involves co-PIs from more than one department or unit, one department is selected to administer the award.
- If the research involves personnel, space, equipment or other resources from outside the lead unit, the lead administrators of those departments must certify the application and agree to commit the requested resources.
- Deans, department heads, directors and other lead administrators do not have the authority to enter into legal agreements involving grants, contracts and/or cooperative agreements, on behalf of the University. These must be signed by a university representative who has been officially designated an institutional signature authority.
If the lead administrator has delegated signature authority to another person, the department should maintain a copy of that delegation.
II. Award Approvals
The lead administrator must:
- Approve any pre-award spending or cost sharing agreements and commit to paying for the project from non-sponsored funding sources, if the award is not granted.
- Monitor sponsored program activities for compliance with OMB Circular A-21, OMB Circular A-110 and University policies.
Reason for Policy
This policy recognizes the roles of lead administrators at the onset of a proposed sponsored research project and balances the responsibilities of the PI, deans, directors, and department heads.
Procedures and Related Policies
The procedure that must be followed here is the routing of the proposal for signature. Most often, this process takes place in RAMSeS.
Related Policies include:
- OSR Policy 200.2 Signatory Authority
- OSR Policy 200.7 RAMSeS (Research Administration Management Systems)
- OSR Policy 400.6 Pre-Award Spending
OSR Research Tool Kits
Questions and concerns can be submitted online at Ask OSR or by using the OSR staff directory. Within RAMSeS, the “Speak to Someone” option assists in locating the staff member best suited to address project-specific issues.
1. The Office of Management and Budget (OMB) Circular A-21, Principles for Determining Costs Applicable to Grants, Contracts, and Other Agreements with Educational Institutions.
2. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations, Subpart C-25, Post-Award Requirements.
3. OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations.
The policies in the Office of Sponsored Research Policies & Procedures Manual supersede any OSR policies, procedures and appendices previously included in the University Business Manual, a publication of UNC Chapel Hill’s Division of Finance.