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Sponsored Programs Basics

Quick Reference Guide

Sponsored programs allow UMB employees to conduct research, run clinical trials, or carry out other projects, programs, or services that require external funding. These activities are supported through formal agreements, such as grants or contracts, with organizations outside the University.

Main Players

  • Principal Investigator (PI): The individual responsible for the overall direction and oversight of the sponsored project.
  • Project Team: The PI and collaborators within UMB (such as faculty members and postdoctoral fellows) and external collaborators at other organizations.
  • Sponsor: The external organization that provides funding for the project, such as NIH, NSF, other federal agencies, corporations, or nonprofit organizations.
  • Recipient: The organization that receives the award. For sponsored programs, this is UMB.

 

Research Administration

Research administration supports the project team by ensuring sponsor and regulatory requirements are met throughout the life of a project.

  • Sponsored Programs Administration (SPA)

    Oversees proposal routing and submission, issues subawards, and approves certain post-award transactions, including changes to projects and budgets.

  • Center for Clinical Trials and Corporate Contracts (CCT)

    Supports projects with for-profit sponsors and negotiates corporate-funded sponsored project agreements.

  • Sponsored Project Accounting and Compliance (SPAC)

    Oversees financial systems and sponsor payments and manages audits.

Grant Lifecycle

Idea

The PI develops an idea for a research, training, or service project.

Find Funding

The PI identifies a sponsor whose funding priorities align with the proposed project.

Proposal Development

The PI, with the help of a department administrator, drafts a proposal with a description, research plan, and budget for the award and subawards based on the sponsor’s requirements. The proposal is entered into Kuali Research, approved by the department, the dean, and UMB’s central oQice, and then submitted.

Budget and Expenses

As part of proposal development and throughout the life of the award, project budgets are developed and reviewed to ensure they align with sponsor requirements and institutional policy. Allowable costs, cost sharing, subawards, and anticipated expenses are carefully considered prior to submission and monitored once the project is underway.

Award Set Up

The sponsor reviews the proposal submitted and makes the decision to fund it or not.

If the proposal is rejected, the sponsor will provide review notes to provide reasoning for the rejection and guide resubmission.

If the sponsor agrees to fund the project, an award in the form of a grant or contract is issued to UMB. The University reviews the award’s terms and conditions, formally accepts the award, and sets up a project account to allow work on the project to begin. 

Award Management

The project begins, managed by the PI and department research administrators. Ongoing award management includes overseeing project activities, monitoring expenditures, and requesting sponsor approval for changes to the scope of work, budget, or key personnel when required.

The PI is responsible for reporting how the funding is being used and providing progress reports at the end of every budget period, usually one year long.

Award Closeout

As projects conclude, awards are formally closed in accordance with sponsor requirements. This phase ensures accurate reporting, proper disposition of funds, and completion of regulatory obligations.

Contact

Office of Research and Development | ORD

620 W. Lexington St.
Fourth Floor
Baltimore, MD 21201

410-706-6723

Departments Within ORD

Sponsored Programs Administration Center for Clinical Trials and Corporate Contracts Office of Technology Transfer UM BioPark

The University of Maryland, Baltimore is the founding campus of the University System of Maryland.

620 W. Lexington St., Baltimore, MD
21201 | 410-706-3100

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