Pre-Award – Grants and Contracts Officers (GCOs)
Health Policy and Behavioral Sciences and Population Health Sciences

Selena McBride
College Research Officer
[email protected]
404-413-1348

Monica Hollman
Grants and Contracts Officer III
[email protected]
404-413-9313

Post-Award – Grants and Contracts Officers (GCOs)

Traci Streeter-Sherrell - Population Health Sciences
Grants and Contracts Officer II
[email protected]
404-413-1797

Pre/Post-Award – Grants and Contracts Officers (GCOs)

Juarndai Lei Gagnon - Mark Chaffin Center for Healthy Development
Grants and Contracts Manager
[email protected]
404-413-1343

The pre-award Grants and Contracts Officers (GCOs) are responsible for collaborating with Principal Investigators (PIs) in the successful preparation of proposal submissions. This includes reviewing funding opportunity announcements and providing PIs detailed checklists with required files, formats, and deadlines. They will provide any templates we may have available, collaborate with PIs on budget drafts, draft budget justifications per the finalized budget, review all documents for compliance, initiate proposal routing through Office of Sponsored Proposals and Awards (OSPA), etc.

As soon as you know you are going to submit, please complete the Project Information Form (PIF).

Deadlines

ORSP requests a minimum of 2 business weeks notice* for proposal preparations; more is appreciated. Final versions of non-technical files (facilities, equipment, budget, subrecipient proposals, letters of support, etc.) are due 5 business days prior to the deadline. Final versions of technical files (abstract, aims, strategy, and references) are due 2 business days prior to the deadline.

All proposals provided within the timelines above will be given priority.

*If your proposal has subrecipients, please allow 3-4 business weeks notice minimum.

ORSP Proposal Deadline Summary:

Notify ORSP of planned submission at least 2 business weeks prior to the deadline (3-4 if subrecipients are involved).
Final non-technical documents (budget, facilities, bios, etc.) are due 5 business days prior to submission.
Final technical documents (abstract, aims, strategy, SOW, etc.) are due 2 business days prior to submission.

Proposal Process

1. As soon as you know you will submit a proposal, complete the Project Information Form (PIF). If you are interested in a pre-review of your proposal prior to submission, see these guidelines.
   • If your proposal does not have an RFP and/or hard deadline, send any sponsor correspondence and the anticipated date of submission.
2. Once the assigned GCO has reviewed the solicitation and guidelines, they will provide you a list of required documents and send any templates (if available) to assist with proposal preparation.
3. Budget details should be sent as soon as possible and can be included as part of the PIF.
   • This includes: line item details (i.e. salary, graduate assistants, materials and supplies, etc.), the period of performance, and project title.
   • If you have any questions, please call, email, or meet with your GCO.
4. If you’re working with other GSU units, the indirect split should be provided for routing purposes.
   Once the budget is finalized, the GCO will send you a draft budget justification, tailored to your budget, for review and completion. This file will include our standard rate and paragraph blurbs with highlighted sections for you to complete specific to your project.
5. Five business days prior to the deadline, all non-technical files should have been received. The GCO will compile all finalized documents into the official proposal package and route the draft application, final budget, and final subrecipient proposals (if applicable) through the Research Portal.
   • This will require all investigators to complete the SFI and approve the routing.
6. Two business days prior to the deadline, all technical files should have been received. The GCO will add these to the nearly final draft and send you a full version of the application for final review and approval. This will also be added to the Research Portal and routed to OSPA for final review and approval. OSPA will wait to submit until PI final approval has been received.

PI/GCO/OSPA Responsibilities

Responsibilities Matrix

Budget Development

ORSP will maintain the official version of the proposal budget. The PIF contains an optional section available to provide budget details to your assigned GCO. You can choose any method or template to provide initial details to the GCO. Below is the School of Public Health’s official budget template. All budget details will be input into a master copy of this template, maintained by the GCO to ensure calculations are accurate.

Download the SPH Official Budget Template

Please feel free to utilize the Simplified Budget Template and also within the PIF to start the budget process with your assigned GCO. They will transfer the items to the official template of record.

OSPA Budget Development Guidance and Template

Georgia State University’s interpretation of Uniform Guidance Budgeting Allowability is available here.

URSA Resources

The University Research Services and Administration (URSA) office maintains various resources to faculty submitting proposals.

Funding Opportunities
Proposal Resources
Research Technology Resources
Tech Commercialization Resources
Core Facilities Language

OSPA Budget Development Guidance and Template

The post-award Grants and Contracts Officers (GCOs) are responsible for collaborating with Principal Investigators (PIs) on the successful navigation and administration of sponsored awards and accounts. This includes performing in-depth reviews of award documents, monitoring expenditures, assisting with progress reports, applying for no-cost extensions, or any other prior approvals necessary once the award is in progress. GCOs also provide monthly expenditure reports and coordinate with the PIs for any changes that might be necessary to the account to avoid overspending or inaccurate charges, such as changes in effort, personnel, purchases not originally accounted for in the budget, etc.

PIs may request situational guidance meetings to discuss projected burn rates or detailed analysis of their current projects. PIs must take the lead on managing their effort across sponsored projects.

Notice of Award Process  Pre-Execution

1. Once you receive notification that your proposal has been awarded, notify the ORSP central box [email protected].
   • If you receive the award directly, forward this to ORSP for processing through OSPA.
   • If you did not submit a proposal, notify your assigned Pre-Award GCO, so the appropriate forms can be routed in order to accept the award.
2. If any changes are necessary from the proposal budget to the award budget, ORSP will work with you on the revisions.
3. Send the assigned GCO any compliance protocols applicable (IRB, IACUC, etc.)
4. OSPA will negotiate and fully execute the award.

Post-Execution Initial  Setup

1. OSPA will distribute a copy of the fully executed award, along with the assigned speedtype for spending.
2. Review the award and notify your assigned post-award GCO of any issues with the documents.
   • Pay particular attention to the effort listed on the award budget and notify the GCO immediately of any changes.
3. The GCO will review the award and account to ensure the budget was setup appropriately.
4. The GCO will initiate your effort to begin charging to the newly assigned speedtype for the period and percentage listed on the award budget.
5. If subrecipients are included, the GCO will initiate this request with OSPA to draft the agreement.
6. The award is now fully setup.

Ongoing Management

1. It is recommended that you develop an effort tracking tool for all of your project personnel, as well as for the effort where you may be collaborating on a project you are not leading.
2. ORSP has developed a simplified effort tracking tool that can be utilized and adapted to fit your needs.
3. Your assigned post-award GCO will send you monthly expenditure reviews that will include your project drilldown reports listing account balances.
   • The GCO will notify you of any potential concerns that could lead to overspending the account and will ask you to verify your effort being charged.
   • You will be required to confirm your effort.
4. If you need to request a no-cost extension, official budget revision, or any other post-award action, please complete a Project Information Form (PIF), which will be assigned to a GCO to initiate these requests with the sponsor or OSPA, as necessary.

PI/GCO/OSPA Responsibilities

Responsibilities Matrix

General

Project Information Form (PIF) – Request Assistance from ORSP (Web Form)

Course Buyout Guidance

Responsibilities Matrix

PI Guide-Working with ORSP

SPH Salary Cap Guidance

Reduced FTE Calculator

Georgia State University’s URSA Facts

OSPA’s F&A and Fringe Rate Agreement

Proposal Budget & Development

Award Management