PROCESSING GRANTS AND CONTRACTS DOCUMENTS	No. 4-25	Rev.
		Date 8-17-77

OLD VERSION

I. PURPOSE

To establish responsibilities for the routing, review and approval of Grants and Contracts (G & C) documents generated from within as well as outside the University.

II. DEFINITIONS

A. G & C Documents

For the purpose of this procedure, "Grants and Contracts documents" are defined as documents that legally bind the University and require the signature of an officer of the University or State Board of Higher Education. G & C documents include the purposes defined in B, 1 and

B, 2 below.

1. Those generated within the campus by on-campus University organizations

2. Those generated by off-campus organizations and agencies (an example of this type of document is a research or educational service contract or grant that is returned to the University for final signature)

B. G & C documents include, but are not limited to the following:

1. Research contracts, grants, agreements and proposals

This category includes new and continuation research (basic and applied) programs and projects, regardless of contracting agency, federal, state or private organization.

2. Educational service contracts, grants, agreements and proposals

Educational service agreement means any grant or contract under which federal financing is provided on a cost reimbursement basis for all or an agreed portion of costs incurred for training or other educational services. Typical of the work covered by educational services agreements are summer institutes, special training programs for selected participants, professional or technical services to cooperating countries, the development and introduction of new or expanded courses and similar instructional oriented undertakings, including special research training programs that are separately budgeted and accounted for by the institution.

The term does not extend to (a) grants or contracts for organized research, (b) arrangements under which the federal financing is exclusively in the form of scholarships, fellowships, traineeships or other fixed amounts such as a cost of education allowance or the normal published tuition rates and fees of the institution or (c) construction, facility and exclusively general resources of institutional-type grants.

3. Fellowship-type awards containing cost of education allowances for academic purposes

4. Documents concerning government security and security classification

Government security documents are signed by the government security officer.

5. Closing papers as required on cost reimbursement-type contracts

III. PROCEDURE

Routing of Documents

A. All G & C documents will be routed to the Office of Grants and Contracts for review and processing. These documents must be accompanied by a completed "Official Document Summary Sheet."

B. The Office of Grants and Contracts will be responsible for the following:

1. Receiving and logging all G & C documents

2. Checking all documents for correctness and completion

3. Obtaining official signatures as required by the State Board of Regents

4. Making final disposition of all official documents

5. Filing a copy of all documents as directed by the Board of Trustees

C. All official G & C documents require the review of the department chair and dean (or department chair and entity director, if not academic entity) and signatures on the Official Document Summary Sheet prior to approval by the Office of Grants and Contracts.

D. After being processed by the Office of Grants and Contracts, all proposals will be routed to the associate provost for review of their appropriateness to the educational role of Weber State University and for any other University commitments. If there is a question about the commitment to a sponsored project, the associate provost will consult with the provost.

E. In accordance with the Board of Regents regulations, all sponsored projects with a budget of over $250,000 a year will be signed by the president and approved by the Board of Regents. Proposals and awards with a budget under $250,000 a year will be signed by the director of the Office of Grants and Contracts and reported to the Board of Regents at the end of each month as required by the Board of Regents.