UCLA Procedure 910.2 : Notification and Prior Approval Requirements for Grants Under the Federal Demonstration Project (FDP)
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Issuing Officer: Executive Vice Chancellor
Responsible Office: Office of Research Administration - Look Up Contact Person
Effective Date: July 1, 1998
Supersedes: UCLA Procedure 920.2, dated 7/1/89, dated 7/01/1989
Revision History: APP History

I. REFERENCES

  1. Participation Agreement Between the University of California and Federal Agencies participating in the Federal Demonstration Partnership, 10/1/1988; 

  2. Federal Demonstration Partnership General Terms and Conditions, October, 1988; 

  3. Agency-Specific Requirements for Grants Under the Federal Demonstration Partnership, various dates.

II. GENERAL POLICY 

Effective March 1, 1989, UCLA implemented the notification and prior approval requirements for grants awarded under the Federal Demonstration Project (FDP), an experiment designed to improve the management of grants issued by federal agencies. The following federal agencies have joined with UCLA in the FDP:

  • Air Force Office of Scientific Research 

  • Alcohol, Drug Abuse, and Mental Health Administration 

  • Army Research and Development Medical Command 

  • Department of Agriculture 

  • Department of Energy 

  • Environmental Protection Agency 

  • National Aeronautics and Space Administration 

  • National Institutes of Health 

  • National Science Foundation 

  • Office of Naval Research

These agencies have agreed to use a common set of grant management guidelines known as the FDP General Terms and Conditions. In addition, each agency has developed "agency-specific" requirements applicable to FDP grants.

Under terms of the FDP, principal investigators must notify their institutions or funding agencies of certain actions, and obtain approval from them for other actions. Each participating agency has slightly different notification and prior approval requirements. The form, entitled "FDP Notification and Prior Approval Requirements" (see Attachment A), indicates when prior notification or approval is required.

In general, prior notification and/or approval is required to:

  • Extend the end date of a grant; 

  • Purchase a single item in excess of $25,000 that was not included in the approved grant budget; 

  • Establish relatedness between two or more FDP awards; 

  • Change the scope of the project; or 

  • Change the principal investigator or allow the principal investigator to be absent (for more than three months) from a project.

An FDP Action Form (see Attachment B) should be completed and submitted to the Office of Sponsored Research (OSR) when prior notification or approval is required.

III. PROCEDURES

RESPONSIBILITY

ACTION

Principal Investigator

Determines that notification and/or prior approval is required either from UCLA or funding agency.

Completes and forwards FDP Action Form (OCGA Form 18) to OSR.

Note : If the request is for the approval of pre-award costs, principal investigator should submit "Request for Authorization to Spend Funds Prior to Receipt of an Award" (E-RAS) as per UCLA Policy 920.

OSR Officer

Reviews FDP Action Form for compliance with funding agency, FDP and University policies. If form is acceptable, signs and forwards it to Assistant.

Note : If funding agency approval is required, forwards FDP Action Form to appropriate grants official to obtain approval.

OSR Assistant

Distributes copies of approved FDP Action Form to principal investigator and appropriate campus offices (i.e., Extramural Fund Management, departmental administrator, and Purchasing Department).

Retains original FDP Action Form in appropriate grant file and FDP Action Form master file.

IV. ATTACHMENTS 

 

 

 

ISSUING OFFICER
/s/ Hume, Wyatt

Executive Vice Chancellor