To Set Up an Award

There are a few key steps before you can begin spending:

Notice of Award

A notice of award (NOA) – also referred to as a sponsor notice or award letter – is the notification from a sponsor indicating that a proposal has been funded. NOAs are typically received by the College, although a PI may be notified directly. If the award was made to Bowdoin as the fiscal agent, this notification may require the signature of an authorized organizational official. All notices should be forwarded to the Office of Sponsored Research for review and processing.

Review of Terms and Conditions

Before accepting an award on behalf of the College, the Office of Sponsored Research will review all terms and conditions, regardless of the sponsor, and is responsible for negotiating appropriate remedies if it’s found that the award contains provisions that are incompatible with the College’s policies on sponsored research, fails to include all elements agreed upon prior to the award, or requires modification to conform to the principal investigator’s needs.

New Grant Meeting

A New Grant Meeting is held for every new award with the PD/PI, the director of sponsored research and the senior financial analyst to review terms, finalize paperwork for the financial administration of the funds, and address any questions.

Pre-award Spending

It is the PD/PI's responsibility to understand the funding agency's rules and procedures concerning pre-award spending. The PD/PI must also obtain approval from the director of academic budget and operations prior to beginning to spend grant funds before the actual start date of a grant.