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Q1. Why are there two offices: OOR and OSP

Every university includes a central office to oversee sponsored programs (pre award grants and contracts). Grants and contracts are legally binding instruments of financial support for the exchange of expertise over a period of time for which a University's governing board is liable. The Office of Sponsored Programs (OSP) is the central office designated to submit proposals. The Office of Research (OOR) in The Harriot College of Arts and Sciences provides advance assistance with proposal preparation in compliance with University, federal and state regulations and policies, enabling OSP to submit compliant proposals. 

Q2.  What are the roles and responsibilities of personnel?

The Office of Research has developed two documents that identify the roles and responsibilities of individuals associated with sponsor programs.

Roles and Responsibilities Matrix

Individual Roles of A&S Personnel on Sponsored Programs

Q3. What is RAMSeS and why do we use it?

RAMSeS is the Research Administration Management System and eSubmission [portal]. The PI is required to set up a RAMSeS file and populate it with the required components of the grant application in advance of the grant proposal deadline. A proposal cannot be submitted without a RAMSeS file approved in advance of the submission. OSP retrieve final grant application packets from RAMSeS to submit to a sponsor either through, Fastlane, or other electronic submission portal. Email is an electronic submission.

In 2010, RAMSeS replaced the hard copy Internal Processing Form (IPF). The RAMSeS portal allows PIs to establish a secure, robust online electronic file of record of an OSP approved proposal submission. When an award is issued, e.g., when the National Endowment for the Humanities or the National Science Foundation or the NCBC or the NIH, grant an award to the proposal submitted, the RAMSeS file opens up as an award-to-close out file. 

RAMSeS Guidelines are available here.

Q4.  How far in advance do I need to submit my RAMSeS file?

The college has developed a proposal submission policy that is based on the requirements of the University.  There are different submission guidelines for individual, multiple-site internal and multiple-site external submissions.  Please ensure that you follow the requirements that fit with your submission. 

Q5.  Do pre-proposals or letters of intent need to be routed through RAMSeS approvals?

The answer is yes or no depending on whether or not the sponsor requires a budget and/or a match.  The college’s Pre-proposal Policy will help you determine if your letter/proposal requires RAMSeS. 

Additional FAQs:

OSP FAQ Website—Pre-award

OGC FAQ Website—Post-award

NSF Frequently Asked Questions

NIH Frequently Asked Questions

NOAA Frequently Asked Questions

NASA Frequently Asked Questions

PIVOT Frequently Asked Questions Frequently Asked Questions