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. See the Federal & State of California Research Project Guidance and Policies page for links to common sets of terms and conditions.
Awards from industry or for-profit sponsors, including funds that flow to the University through an industry sponsor, are negotiated by the Industry Contracts unit within the UCSB Office of Technology & Industry Alliances (TIA). To learn more, please visit the Industry Contracts webpage.
State of California
Contract negotiations with state agencies primarily focus on budget and scope of work issues, payment terms, use of UC travel rates, reporting requirements, requirements for documenting invoices, audit, ownership of research records, termination, and penalty clauses for breach of contract. The University of California, Cal State University system and State of California have negotiated standard proposal elements and award terms and conditions.
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. For additional information, see the Research Integrity and Conflict of Interest.
If the awarded budget is less than the proposed budget then the PI or departmental administrator must create a budget allocation. 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.
Once Negotiations are Complete
Sponsored Projects will officially process the award in ORBiT, the campus contract and grant data base. Extramural Funds Accounting will receive a notification that there is an award pending set up. Extramural Funds Accounting will set up the account and fund number for the project and send out an email notification to the PI, the departmental administrator and any other required individuals. This email will contain the synopsis which is a summary of the important award information from ORBiT and the account and fund number. At the point the accounting notification is sent, spending on the project can begin.