Thomas Harriot College of Arts and Sciences



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. 

Q6.  I received an award notification and I have subcontractors on my budget, what happens next?

After a grant has been accepted and established, it is the responsibility of the Award/Admin Unit to initiate the Subaward Process. This process is initiated by completing the following form:

  • Complete the form and press the submit button. This will route the form to the appropriate Grant Officer in OSP. The start and end dates should coincide with the current period of funding and all details should match the award information with what was originally understood by the subcontractors authorized to participate as entered in the RAMSeS file.
  • Submission of the form to route will then allow OSP to  create the subaward agreement and negotiate terms and conditions.

Q7. I want to make modifications to an existing sub-award contract agreement, what are the steps?

Sub-award modifications are required for the following instances:

  • To add a new year of funding to an existing/current subcontract
  • To add additional funding to an existing agreement
  • To grant a no-cost extension to an existing sub-recipient
  • To remove funding from an existing sub-recipient (e.g., who you've been sub-contracting with)

To initiate a request for modification to an existing sub-award, complete the following form: http://www.ecu/edu/cs=acad/osp/development/submodeform.cfm