The authority to negotiate and accept sponsored awards on behalf of the University has been formally delegated to the Vice President for Research and Sponsored Programs, who has subsequently redelegated this authority to the Office of Sponsored Programs.
If you receive an award, whether a grant, contract, cooperative agreement, or other sponsored funding, please route it to the Research and Sponsored Programs Office at research@cau.edu for review and institutional approval before any action is taken. This ensures that all awards are accepted in accordance with University policy, sponsor requirements, and applicable regulations.
Award Review and Acceptance
Once a proposal is selected for funding, the Office of Research and Sponsored Programs (RSP) carefully reviews the award document to ensure that all terms and conditions align with Clark Atlanta University (CAU) policies and do not impede the researcher’s ability to carry out the project. This review focuses on identifying any terms that may be problematic, including but not limited to:
- Restrictions that compromise equal access to education
- Limitations on open publication or dissemination of research results
- Unreasonable or overly burdensome administrative requirements, such as excessive reporting obligations or atypically frequent progress submissions
If such terms are identified, RSP will negotiate with the sponsor to revise or remove them. This process is conducted in close collaboration with the Principal Investigator, the administering department, and Extramural Funds Accounting to ensure that institutional, regulatory, and financial considerations are fully addressed.
When the award terms are deemed acceptable, RSP confirms that all required compliance clearances, including but not limited to animal care and use, human subjects protections, export controls, and conflict of interest, are satisfied.
Once compliance is verified, RSP will formally accept the award on behalf of CAU, enabling the project to move forward and ensuring that all University and sponsor obligations are met.
Research Implementation
The RSP supports faculty and research staff by guiding the effective implementation of externally funded projects. RSP assists with proposal preparation, award review, negotiation, and acceptance to ensure all sponsored activities align with University policies and sponsor requirements. Through this streamlined support, RSP helps researchers secure funding and manage awards with confidence.
Award Negotiations
“Award negotiations” refers to the period between the submission of a proposal and the University’s formal acceptance of an award. During this phase, the type of award mechanism (grant, cooperative agreement, or contract) and the sponsoring agency's policies determine the scope, duration, and complexity of the negotiation process.
The goal of award negotiations is to reach a mutually acceptable set of terms and conditions under which the University will conduct the proposed project, ensuring both compliance and successful project implementation.
Revised Budgets and Changes in Scope
Any time a sponsor requests or requires a change to the originally proposed budget or scope of work, the Principal Investigator must notify the Office of Research and Sponsored Programs and coordinate all responses before submitting a revised budget or scope to the sponsor.
Early coordination ensures that all proposed changes comply with University policy, sponsor regulations, and the terms of the pending or active award.
Inquiries about research award administration may be sent to our email:
Types of Awards
Sponsored projects may be funded through grants, cooperative agreements, or contracts; each has different expectations for oversight, deliverables, and sponsor involvement.
Awards from federal, state, private, and industry sponsors may introduce terms that affect project management, publication rights, intellectual property, and administrative responsibilities. The Office of Research and Sponsored Programs reviews and negotiates all award types to ensure compliance with University policies and to safeguard academic freedom, research integrity, and the interests of both the PI and the institution.
Types of Awards
External awards may be issued as grants, cooperative agreements, or contracts, each carrying different expectations regarding oversight, deliverables, and sponsor involvement. In all cases, awards must align with Clark Atlanta University’s mission as a private, non‑profit educational institution, including commitments to academic freedom, open dissemination of results, and equitable access to education.
RSP works closely with Principal Investigators to ensure that the terms of each award comply with University policies, applicable regulations, and sponsor requirements.
Government Agreements
Contract negotiations with a government agency primarily focus on budget and scope of work issues. The terms and conditions of the award are usually fixed by law or regulation. However, it is important to make sure that the terms and conditions imposed by the agency are appropriate for the work proposed and applicable to the University.
Grants and Cooperative Agreements
Grants and cooperative agreements are typically awarded to
Grants and cooperative agreements typically reference a sponsor’s established grants management policies. For government sponsors, these awards often incorporate federal regulations, agency‑specific guidance, and statutory requirements.
- Grants generally provide funding with minimal sponsor involvement and allow significant flexibility in how the work is conducted.
- Cooperative agreements include more active sponsor involvement, such as collaboration, technical assistance, or coordinated decision‑making.
RSP reviews all terms to ensure that sponsor oversight remains appropriate for an academic research environment and does not limit the University’s ability to fulfill its mission.
Federal
Contract negotiations with a federal government agency primarily focus on budget and scope of work issues. The terms and conditions of the award are usually fixed by law or regulation. However, differences in the interpretation of law and regulation can result in the negotiation of certain clauses, especially in the areas of export controls, restrictions based on citizenship status, contractual requirements to provide protected private information in the absence of any regulations, options to classify the project as secret, publication approval and other publication restrictions or editorial controls. Therefore, it is important to make sure that the terms and conditions imposed by the agency are appropriate for the work proposed and applicable to the University.
Other Items Addressed Prior to Start of Award
Compliance Committee Approvals
Most sponsors do not require proof of compliance approvals until the award stage. Any award which requires approval from one or more of the compliance committees must have approval prior to the release of funding. Principal Investigators (PI) should submit their protocol applications to the appropriate committee as soon as an award appears to be forthcoming.
If the awarded budget is less than the proposed budget then the PI or departmental administrator must create a budget allocation (link to example). This is required before SPO can process the award send it to Extramural Funds Accounting. In some cases where the funding has been cut significantly the scope of work will also need to be reduced.
Agreements with Private (Non-Federal) Sponsors
Private‑sponsor agreements support a wide range of research activities, including basic, applied, and developmental research; collaborative projects; and specialized testing or evaluation services.
Because the priorities of industry and other private sponsors often differ from those of an academic institution, these agreements may introduce terms that require careful negotiation. RSP works to ensure that such agreements protect:
- Academic freedom and publication rights
- Reasonable administrative obligations
- Ownership and appropriate use of intellectual property
- Compliance with University policies and non‑profit research expectations
