Externally Funded Grant and Contract Administration

Approved by the President

Policy Contacts
Grants Development Office / Sponsored Programs
Kathy Meeker (Director, Grants Development Office)

Denise Straut (Director, Sponsored Programs)


Policy Statement:

Grant and contract proposals submitted to external sponsors must be reviewed by the Grants Development Office (GDO) for submission through either the Research Foundation for SUNY (RF) or the College at Oneonta Foundation, Inc. All proposals submitted via the RF must be approved by the College’s Authorized Organizational Representative (AOR) prior to submission.


The GDO, in conjunction with the Office of Sponsored Programs (SP), works with faculty and staff on the development of proposals and administration of externally-funded contracts and grants that provide opportunities for research, learning, and service. Agreements between sponsors and recipients create formal expectations and obligations. Therefore, the institution is not obligated to accept an award made in response to an application that has not been submitted through appropriate channels. Further, the careful and thorough review of a proposal is critical to ensuring that the most competitive application, with the greatest opportunity for funding, is submitted to the sponsor. Adherence to this policy will greatly reduce the probability of a proposal being rejected for non-adherence to guidelines. In addition, appropriate review is necessary to protect the College and its employees from unnecessary liability. Per its mission, the RF “works with the academic and business leadership of campuses to support research and discovery at SUNY through the efficient and skillful administration of sponsored projects and adept transfer and sharing of intellectual property for public benefit and economic growth.” As such, the RF serves as the fiscal agent for grants and contracts provided by sponsors for the performance of a specified scope of work or to provide a specific product, service, or other deliverables on behalf of SUNY Oneonta.

Applicability of the Policy:

This policy applies to any and all personnel applying for a grant or contract to be awarded to the Research Foundation for SUNY on behalf of SUNY Oneonta or to the College at Oneonta Foundation, Inc.

Policy Elaboration: N/A


External Sponsor (i.e. funding source): A project is externally sponsored if a grant or contract is awarded to the College in support of a specific activity. External sponsors consist of, for example, government agencies, private foundations, professional organizations, corporations/businesses. Sponsored projects include, but are not limited to, research, scholarly and creative activities, curriculum development and workshops or meetings.

Authorized Organizational Representative (AOR): The individual(s) named by the applicant organization who is authorized to act for the applicant and to assume the obligations imposed by various laws, regulations, requirements, and conditions that apply to grant/contract applications and/or awards. Responsibilities include signing grant applications/contract proposals and the required certifications and/or assurances necessary to fulfill the requirements of the application process on behalf of SUNY Oneonta. Both the RF Operations Manager and the Director of Sponsored Programs serve as designated AOR’s.


Employees should consult with the GDO or SP as early in the grant/contract writing process as feasible. Further, a minimum of five working days is required to comply with institutional routing procedures.



Related Documents/Policies:

SUNY Oneonta Grants and Contracts Routing/Approval Form

Responsible Conduct of Research Policy

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