I Received Funding

Congratulations!  Follow these three final steps to successfully complete the process: 

NOTE: If your proposal has been declined, please still send the paperwork to OCFR at MS-84, as this will allow for updated files.  If appropriate, OCFR may also decide to send a note of thanks to the company or foundation.

step-by-step overview
  • STEP 1: ACCEPT YOUR AWARD

    IN MOST CASES, ONCE YOU HAVE RECEIVED THE AWARD NOTICE, YOU WILL NEED TO FORMALLY ACCEPT THE AWARD.

    Please note that only designated Rice staff members are approved to sign award documents and letters. If an official signature is required to acknowledge receipt of the grant, OCFR will coordinate with the Office of Sponsored Research to review the grant conditions and arrange for signature.

    Additionally, OCFR will coordinate the appropriate institutional acknowledgments for the award; however, individual faculty members and program administrators are encouraged to send their own letter of thanks to the company or foundation.

  • STEP 2: DISTRIBUTE THE PAPERWORK

    PLEASE SEND ALL CORPORATE AND FOUNDATION CORRESPONDENCE TO OCFR AT MS-84.  

    This includes grant agreement forms, payments, acknowledgement letters and schedules for reporting and payment. OCFR will process gift memos and make note of stewardship activities such as reporting requirements.

  • STEP 3: STEWARD YOUR GRANT

    Most foundation and some corporate grants request narrative and financial reports in the interim and/or at the completion of the project.

    Before preparing a report, look over the grant agreement to see if a specific reporting format, such as an online form, is required. 

    In order to track these reports, OCFR maintains a master calendar of all due dates and issues reminders to the principal investigator (PI) and related support staff approximately 45 days before a report deadline. OCFR is available to provide feedback on grant reports prior to submission. 

    Principal investigators are encouraged to monitor expenses closely throughout the project. If the funds are held in a research fund, OCFR will also remind Research and Cost Accounting to prepare a financial report for the stated deadline.  The accountant preparing the financial report will seek the approval of the PI before it is finalized.

    OCFR encourages awardees to maintain relationships with the funder throughout the grant period and beyond, as appropriate. Some examples include: 

    • Sending copies of related publications, papers, or press coverage as they are released 
    • Inviting foundation officers and corporate contacts to events related to the grant 

    Finally, as your project progresses, please contact OCFR if you anticipate any major changes to 1) the scope of the work, 2) the timeline, or 3) the budget.  OCFR will help you determine if the foundation or company will require Rice to seek permission before making significant changes to the project.

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