Office of Grants & Contracts

Grant Compliance

The OGC is tasked with monitoring all grants awarded to LCSC in accordance to LCSC policy and federal regulations.

LCSC Grant Policy

The OGC is tasked with monitoring all grants awarded to LCSC in accordance to LCSC policy and federal regulations.

The LCSC policy for Grants & Contracts has been revised and updated.  Please be sure to review it for guidance if you decide to pursue a grant on behalf of LCSC.

1.111 Grant and Contract Applications

 

Sub-award & Sub-recipient Management

When LCSC is the recipient of a grant sub-award, the participating LCSC PI is responsible for meeting all terms outline by the primary recipient for the duration of the grant’s life cycle. This means the PI will need to be aware of the reporting requirements based on the type of funding (i.e. state, federal, or stimulus), as well as any other reporting requirements the primary recipient may request. To facilitate those requirements, the PI is responsible for establishing and maintaining a relationship with the primary recipient’s administrative contact, being aware of the reporting timeline and due dates, and ensuring that any IRB requirements have been addressed.

The OGC will go over reporting requirements with a PI and help coordinate reporting efforts with the Controller’s Office and Budget Office. Because the OGC, in conjunction with the Controller's Office and the Budget Office, helps the institution monitor grant sub-awards to ensure work scope and reporting requirements are addressed, the PI needs to submit reports to the OGC for review before final submission to the primary recipient.

[OMB Circular A-110, Section A5]

 

Time & Effort Reporting

LCSC and the Federal Office of Management and Budget (OMB) require employees of federally sponsored programs to regularly certify their level of program effort. As per OMB A-21 Circular, certification of effort requires the below information:

  • Employee staff classification and level of FTE
  • Program funding source and account budget code
  • The obligated percentage of employee activity and type of activity
  • The percentage of effort expended monthly
  • Employee signature
  • Direct supervisor signature

Time and effort certification should be done monthly for Classified and Irregular Help personnel; Faculty and Professional staff should certify at least once per each semester.  A Program Activity Report Form is available to utilize for this requirement.  The percentage of overall effort is totaled for each completed monthly worksheet. As per OMB, in order to reconcile and revise any significant exceptions to the level of effort (10% or more), a quarterly review of the reports for Classified and Irregular Help personnel (yearly for Faculty and Professional staff) is required.  If the review determines that an adjustment needs to be made, adjustments to salary charges should be made before the next program activity report is completed.

Completed Program Activity forms should be kept on file in your office. If any quarterly review determines a need for adjustment, the modification should be documented. If your sponsored program has a Time and Effort reporting mechanism in place that addresses all the above criteria, please feel free to continue utilizing it.

Please see Post-award Services for more information.

 

Conflict of Interest

A conflict of interest is any interest that is or appears to be not in the interest of the institution.  The institution must write and enact policies to prohibit waste, fraud, and abuse.

Per LCSC policy: "A conflict of interest occurs when a person's private interests compete with his or her professional obligation to the College to a degree that an independent observer might reasonably question whether the person's professional actions or decisions are materially affected by personal considerations, including, but not limited to, personal gain, financial or otherwise."

A disclosure of any and all potential conflicts of interests should be written and sent to the LCSC President.  The OGC can assist you with proper language if needed.

 

Institutional Review Board

The charge of the LCSC Institutional Review Board (IRB) is to protect the rights and welfare of human subjects involved in research by minimizing risk and ensuring that subjects agree to participate voluntarily from an informed perspective.  This is mandated by federal regulations governing research involving human subjects.  The Social Sciences Division administers the IRB, to provide a climate for research and scholarly activity that is fertile and flexible insofar as possible while protecting the well-being of human subjects.

The Social Sciences Division administers the IRB, to provide a climate for research and scholarly activity that is fertile and flexible insofar as possible while protecting the well-being of human subjects.

 

Record Retention

The general rule for how long to keep grant records is three years after closeout date, however some funding agencies require grantees to retain records for longer periods.  Please refer to the LCSC Records Retention Schedule for more information.

 

OMB Circulars

The Office of Management and Budget (OMB) provides instruction and information regulating all federal grants.  Please refer to p2 CFR Parts 215 and 220, Cost Principles for Educational Institutions (OMB Circulars A-21).


Tags