WHAT THEY ARE, HOW THEY CHANGE MRAM MARCH 2014 OFFICE OF SPONSORED PROGRAMS GRANTS INFORMATION MEMORANDA

WHAT IS THE UNIVERSITY’S APPROACH WITH GENERATING AND REVISING/DELETING GIMS? No need to simply repeat federal rules or list out various sponsor requirements. These apply whether we repeat them or not! A GIM provides the parameters and roles and responsibilities within which we carry out sponsored program administration at this University, within the context of the broader laws, regulations, and sponsor requirements that apply. A GIM will tell who is responsible for what and why. The how and when is generally in accompanying procedures.

GRANTS INFORMATION MEMORANDA (GIMS) Main components of a GIM include: Background and Purpose Definitions Policy statement Roles and responsibilities Procedures to support the policy

HOW ARE GIMS REVISED? Proactive Updating: On a schedule and for the most pertinent topics with broadest impact. Recent example includes GIM 3 (fringe benefit rates), and GIM 9 (advance budgets). Reactive Updating: To ensure policy keeps up with federal or other sponsor policy changes. Recent example includes GIM 10 (significant financial interest). With involvement of owning office(s), contact office(s), stakeholders, and sometimes agencies promulgating federal rules. With final approval of Vice Provost for Research (as delegated, in some cases).

UPCOMING PROACTIVE CHANGE GIM 1: From, “A Guide for the Preparation of Grant and Contract Proposals” to “Proposal Review and Submission” Why? To move guidance and best practices out of policy and onto webpages To make a policy statement, both for campus and for sponsors To provide clarity around roles and responsibilities To update information

UPCOMING PROACTIVE CHANGES GIM 38: New GIM Why? Provide clarity around expectations when external funding is lost To set out procedures to document the loss and therefore change in status

UPCOMING POTENTIAL REACTIVE CHANGES OMB consolidation and reform of cost principles, administrative requirements and audit requirements into one set of rules. A full review of impacts to GIMS will be part of the University response A schedule of changes to GIMS will be shared, as they become known

RESOURCES Current set of GIMS on OSP website: Questions about any particular GIM: See contact office or officer listed at bottom of GIM