OHSU

Service Level Understanding Agreement

The RGC/Department Service Level Understanding agreement (SLU) provides service guidelines for pre-award operations. These guidelines apply to all grant applications and contract proposals submitted to RGC for processing and institutional approval.

The following is a quick guide outlining the SLU timelines for both RGC and the departments/units:

Activity RGC Timeline
RGG
Staff
Dept (RDU)
Timeline
General Communication
Phone calls and emails
1 day*
All 1 day*
New Grant Application Receipt
Submit routine grants and subcontract proposals
- - 10 days*
Submit complex grants/contract proposals, incl. electronic submission
- - 15 days*
Email upon receipt of application
1 day*
OS -
Return final copy of submitted proposal
- - 5 days after awarded*
Grant Application and Contract Proposal Review
Routine grants with no issues
6 days*
GCA -
Routine grants requiring comments/issues
5 days*
GCA -
Complex grants and contract proposals
8 days*
GCA -
Preliminary feedback for special pre-reviews
2 days*
GCA -
Respond to RDU corrections
2 days*
GCA -
Respond to RGC review comments
- - 2 days*
Management (secondary) review
Same/next day*
SO -
Notification of signoff or required changes
Upon
completion
GCA -
Progress Report Receipt
Submit e-SNAP for review
- - 6 days*
Submit non-competing renewal (paper progress report)
- - 10 days*
Electronic Submission of Grant Application
Submit final electronic grant application packet
- - 3 days* min
Final review and arrangement of submission
4 hours after receipt
GCA -
Complete electronic submission
1 hour after receipt
SO -
Resolve error/warning message
Immediately GCA Immediately
Provide cover letter for changed/corrected application
- - Immediately
Request by Sponsor for Additional for Just-in-Time Information
Notify RGC of just-in-time requests sent only to PI
- - Next day*
Notify RDU of sponsor request requiring action
Next day*
GCA -
Submit requested JIT information to RGC
- - 5 day*
Respond to RGC review comments
- - 2 days*
Email RDU to acknowledge receipt of responses
2 days*
GCA -
Email RDU regarding outstanding requirements
2 days*
GCA -
Management (secondary) review
1.5 days*
SO -
Notification to RDU of signoff or required changes
Upon completion
GCA -
Notice of Awards / Award Administration
Forward sponsor award notices to RDU
Same/next day*
AC -
Forward sponsor award notices to RGC
- - 2 days*
Complete compliance items at JIT
- - Immediately
Complete DAC items upon award receipt
- - Immediately
Routine setup packet with no issues or further RDU action required; send to SPA
4 days after DAC completion
GCA -
Setup packets requiring additional administrative RGC actions; resolve and send to SPA
Upon
completion
GCA -
Setup packets requiring further RDU action; email regarding required action/changes
4 days*
GCA -
Respond to RGC notice of additional action required
- - 2 days*
After RDU info is received, send setup packet to SPA to take administrative action
2 days*
GCA -
Notify RDU via email that award sent to SPA
Same day
GCA -
Notify RGC of not-funded notices
- - 5 days*

* Business days

OS: Office Specialist
GCA: Grants & Contracts Administrator
SO: Signing Official
JIT: Just in Time
DAC: Department Award Checklist