6.0 Post-award Management – Programmatic Administration

6.1 Intellectual Property and Licensing

Additional Resources: 

Policy No: RESEARCH 6.1  
Type of Policy: Administrative
Effective Date: May 2013​    
Last Revised: May 2013​

Policy Owner: GTRC-IE
Policy Contact: Kevin Wozniak, Executive Director, kevin.wozniak@gtrc.gatech.edu

1. Policy Statement

Commercializing your innovation begins with an initial disclosure to the Office of Industry Engagement. Through this process, Industry Engagement can record the innovation, determine what form of intellectual property is involved and any sponsor rights, establish accurate inventorship and ownership interests in the innovation, and determine through various means of evaluation whether the innovation has commercial potential. Innovations should be reported to the Office of Industry Engagement as early as possible in the discovery process to ensure protection of intellectual property and to gain a comprehensive understanding of the options available in commercializing your research.

2. Scope

This policy applies to all Georgia Tech Faculty and Staff.

3. Related Information

Resource Link
Industry Engagment http://www.industry.gatech.edu/

4. Policy History

Revision Date Author Description
12-31-2013 GTRC-IE Rev 1.0

 

6.2 Deliverables [Progress/Annual/Interim/Monthly Technical Reports]

Policy No: RESEARCH 6.2  
Type of Policy: Administrative
Effective Date: September 2013    
Last Revised: September 2013

Policy Owner: OSP
Policy Contact: Duane Hutchison, Director of Sponsored Programs, Duane.Hutchison@osp.gatech.edu

1. Policy Statement

It is Georgia Tech’s policy to meet all contractual obligations of a sponsored project.  It is the responsibility of the PD/PI to submit to the sponsor, all technical reports, final reports and any other deliverables that may be required under the sponsored agreement.

Deliverables must be submitted to OSP on-line via WebWise.

2. Scope

This policy applies to all Georgia Tech faculty and staff members.

3. Procedures

3.1 Deliverable Submission
Online Submission Deliverables must be submitted to OSP on-line via WebWise under the project deliverables tab. Submissions are updated immediately by the system and may be viewed on line.

 

3.2 Training Tutorials
Deliverable Submission:
Tips:
  • Distributions made by the lab/school/center or via a 3rd party system directly to the sponsor must still be submitted via WebWise. Please upload the document as well as any proof of submission.
  • In the comments section, please note mm/dd/yy of submission, how it was originally sent and OSP will back date the item for you providing you submit proof of submission.
  • Publication Restricted field may be used for export control and ITAR controlled items

4. Related Information

Resource Link
WebWise https://webwise.gtri.gatech.edu/osp/sitemap
OSP Online Training http://training.osp.gatech.edu/online-training/

5. Policy History

Revision Date Author Description
1-2-2014 OSP Rev 1.0

6.3 Property Management

6.4 Travel including International Travel

Policy No: RESEARCH 6.4  
Type of Policy: Administrative
Effective Date: April 2013    
Last Revised: April 2013

Policy Owner: OSP
Policy Contact: Duane Hutchison, Director of Sponsored Programs, Duane.Hutchison@osp.gatech.edu

1. Policy Statement

All travel by faculty, staff, students and guests utilizing sponsored programs funds administered through the Office of Sponsored Programs must meet the Cost Accounting Standard criteria.  It is allowable, allocable, and reasonable.  Travel is allowable as a direct charge if such travel will provide a direct benefit to the project.

If prior approval for foreign travel wasn’t obtained in the proposal stage and it is a federal sponsor, please refer to the FDP Approval Matrix for next steps.

The Fly American Act applies for travel funded by federal awards

2. Scope

This policy applies to all Georgia Tech faculty and staff members.

3. Forms

Title Link
FDP Prior Approval Matrix http://www.nsf.gov/pubs/fdp/fdpmatrix.xls
Fly America Act Waiver Checklist http://grants.gatech.edu/main/wp-content/uploads/2011/12/Fly-America-Waiver-Cklist.pdf

4. Related Information

Resource Link
Procurement Site for GT Travel http://www.procurement.gatech.edu/travel

5. Policy History

Revision Date Author Description
1-2-2014 OSP Rev 1.0

6.5 Closeout

Policy No: RESEARCH 6.5  
Type of Policy: Administrative
Effective Date: April 2013    
Last Revised: April 2013

Policy Owner: OSP
Policy Contact: Duane Hutchison, Director of Sponsored Programs, Duane.Hutchison@osp.gatech.edu

1. Policy Statement

Project Close Out is an administrative process that is handled by a Contracting Specialist assigned to the Contracting Support Division within the Office of Sponsored Programs.  The requirements for project closeout are established by contractual provisions and/or agency regulations.  The Contracting Specialist will ensure that all required closeout documents are submitted to the sponsor (i.e. final invoice, disclosures on patents and inventions, property, and security).

2. Scope

This policy applies to all Georgia Tech faculty and staff members.

3. Procedures

3.1 Closeout Procedures
Process

30 days prior to end of performance date – Auto-generated e-mail sent to PI and department notifying PI that project expires in 30 days

1. PI notifies CO if extension will be requested
2. No action required by PI if project will expire at end of performance date

30 days after end of performance date – Auto-generated e-mail sent to PI stating project has passed its end of performance

Project is closed by Contracting Specialist

Reporting Requirements

1. PI responds to close out notice stating if there are inventions or discoveries associated with project

2. PI completes all deliverables for the project

3. Final Invoice/Financial Papers are completed by G&C Accounting or GTRI Accounting

4. Property Report is prepared by Property Dept

5. Classified Material Certificate is prepared by Security Department

Subagreements Closeout Documents flow down from the main project
Termination of Project Project is terminated when all obligations to the sponsor have been fulfilled
Questions? Contact the Contracting Specialist or Closeout Manager overseeing the project close out.

4. Responsibilities

4.1. Principal Investigator

 

The PI is responsible for informing the Contracting Specialist and OSP, if an extension will be requested, if there are any inventions or discoveries associated with the project, and for completing all deliverables for the project

 

4.2. OSP Contracting Specialist

 

The Contracting Specialist is responsible for ensuring that all required closeout documents are submitted to the sponsor (i.e. final invoice, disclosures on patents and inventions, property, and security).

 

5. Related Information

Resource Link
Grants & Contracts Web Grants Management https://gtwebapps.gatech.edu/cfprod/grantsys/grants_login.cfm
GTRI – Report Central https://webwise.gtri.gatech.edu/rc/sitemap.do

6. Policy History

Revision Date Author Description
1-2-2014 OSP Rev 1.0

6.6 Related Georgia Tech Policies and Procedures

Administration and Finance
http://af.gatech.edu/
Grants & Contracts Accounting
http://grants.gatech.edu/
Office of Legal Affairs
http://www.legalaffairs.gatech.edu/
Office of Information Technology
http://www.oit.gatech.edu/
Office of Research Integrity Assurance
http://researchintegrity.gatech.edu/