Prepare for an Incoming Subaward or Subcontract

Preparation Steps:

1)  Pre-Award

2)  Just-in-Time

3)  Progress Report/RPPR

Pre-Award (Proposal Development Stage & Prior to Submission)

1)   The prime applicant or Pass-Through Entity (PTE) provides a list of
      necessary items needed to complete MUSC's portion of the proposal.

2)   Typically, this would include some or all of the following documents to be
      completed and uploaded as one combined file to the Cayuse SP Internal
      Processing Form (IPF):

  a)  Letter of Intent to establish a consortium agreement (Subaward)
                     signed by an authorized institutional official of MUSC.

  b)  Statement of Work (SOW):  the SOW must be clear and contain
                     a detailed description of the work to be performed by MUSC
                     personnel including proposed timeline and deliverables. 

  Note:  This is required for internal purposes even if the
                                PTE does not request it.

  c)  Itemized/detailed budget and budget justification for MUSC. 

  Note:  This is required for internal purposes even if the 
                                PTE does not request it.

  d)  Biosketches/CVs for key personnel as required by the funding
                     agency

  e)  VA MOUs (if applicable)

  f)  Some institutions may request additional forms to be completed as
                    part of subrecipient monitoring and certification of compliance with
                    Federal requirements, such as MUSC's federally negotiated F&A
                    rate agreement.

  Note:  If the PTE participates in the FDP Expanded
                                Clearinghouse
as MUSC does, then no additional forms
                                should be requested.

Just-in-Time (MUSC has been notified of a potential award by PTE)

1)    The Departmental Administrators are responsible for collecting the
       necessary Just-in-Time documentation for the incoming subawards.
       These often include (but are not limited to) the following:

         a)  Updated Other Support: for all key personnel that lists both Active                      & Pending support with the grant that the Just-in-Time request is                        listed for included.

         b)   Biosketches for any new key personnel MUSC may be adding

         c)   Compliance documentation

                i.  For all studies involving human subjects, proof of human                                      subjects training is required. If the project is a Clinical                                          Trial, there must be proof that the 'Good Clinical                                                  Practices' training module has been completed within                                          the last three years. Free GCP training is available for                                          those sites that do not have institutional online training                                        programs for their faculty/staff. 

                    http://grants.nih.gov/policy/humansubjects/training-and-                                      resources.htm                    
                    http://learningcenter.niaid.nih.gov/

                 ii.  IRB (human subjects), IACUC (animal subjects), IBC                                           approvals, etc.

2)   MUSC's federally negotiated F&A rate agreement.

                 Note:  MUSC's F&A rate agreement is available to PTEs via the                         FDP Expanded Clearinghouse.

3)   The ORSP Grants Administrator will review and work with the Departmental Administrators/PI before submission to PTE.

Progress Report/RPPR (PTE is reporting on previous year and planning for the next year)

The prime applicant or Pass-Through Entity (PTE) provides a list of items needed to complete MUSC's (subrecipient) portion of the Progress Report/RPPR. Typically, this would include some or all of the following documents to be completed and uploaded as one complete file to the Cayuse SP Internal Processing Form (IPF) before submitting MUSC's information to the PTE:

1)  Progress report information signed by or submitted with the concurrence of
     an authorized institutional official of MUSC

  The PHS 2590 'Face Page' is one format that allows AOR
                signature when submitting Progress Report/RPPR materials to
                the PTE.

  https://grants.nih.gov/grants/funding/2590/2590.htm

 2)  Itemized/detailed budget and budget justification for MUSC

  The PHS 2590 'Detailed Budget for Next Budget Period' & Form
                Page 6 'Checklist" is the preferred format.

  https://grants.nih.gov/grants/funding/2590/2590.htm

 3)  Revised Statement of Work (if it has changed since the original submission)

 4)  For NIH grants, the Annualized Effort will be required via the PHS 2590 'All
      Personnel Report'

  https://grants.nih.gov/grants/funding/2590/2590.htm

 5)  Updated Other Support:  for all key personnel that lists both Active &
      Completed support since either the JIT or previous year's progress report
      was submitted

 6)  Biosketches/Other Support/Human Subjects training for any new key
      personnel

 7)  Current IACUC/IRB approvals

 8)  Re-verify Human Subjects Training Education (including GCP training
      within the last three years if the project is a clinical trial). Free GCP training
      is available for those sites that do not have institutional online training
      programs for their faculty/staff.

  https://grants.nih.gov/policy/humansubjects/training-and-
                resources.htm

  https://learningcenter.niaid.nih.gov/

 9)  Current F&A rate agreement or link, IF PTE is not part of the FDP
      Expanded Clearinghouse
.