SUU Sponsored Programs, Agreements, Research & Contracts Grant Process Map
Scroll to begin

Southern Utah University — Sponsored Programs

The Grant
Life Cycle

Every sponsored project SPARC supports moves through the same ten stages — from the first proposal idea to final closeout. This map traces that flow end to end, exactly as it runs today.

10Stages
2Phases
1Continuous Flow
01–04

Pre-Award

// idea → submission
01

Project Idea

Pre-Award
  • Folder Creation

    A new folder is created for the grant project in the Pre-Award Folder in the Google Drive.

  • Pre-Award Checklist

    A checklist of items required for a successful submission is prepared for the PI.

  • Proposal Templates

    Templates for the documents required for a successful submission are prepared for the PI.

02

Proposal Development

Pre-Award
  • Indirect Cost Waiver

    If any indirect costs will be waived, an Indirect Cost Waiver must be signed and approved.

  • Pre-Award Workbook

    The official Pre-Award workbook document is created and must be signed and approved.

  • Internal Tracking Update

    An entry for the new project is created in the SmartGrant data sheet and Cayuse.

03

Proposal Review

Pre-Award
  • Internal SPARC Review

    The SPARC team provides feedback on the draft proposal.

  • Director Review

    The SPARC Executive Director gives final approval for the proposal to be submitted.

04

Proposal Submission

Pre-Award
  • Submission Document Storage

    All proposal documents are stored in the project folder.

  • Internal Tracking Update

    The project entry is updated in the SmartGrant data sheet and Cayuse to reflect submission.

05–10

Post-Award

// award → closeout
05

Notice of Award

Post-Award
  • Contract Review and Negotiation

    Award terms are reviewed and negotiated when necessary for compliance with SUU protocols.

  • Award Acceptance

    Award is formally accepted and signed by the authorized organization representative.

06

Fully Executed Agreement

Post-Award
  • Folder Update

    The project folder is moved to the Post-Award Folder in the Google Drive.

  • Post-Award Workbook

    The official Post-Award workbook document is created and must be signed and approved.

  • Banner Initiation

    The Grant Accountant adds the project into Banner and creates the financial fund for the project.

  • Internal Tracking Update

    The project entry is updated in the SmartGrant data sheet and Cayuse to reflect the award.

  • Award Documents Storage

    All award documents are stored in the project folder.

07

Award Management

Post-Award
  • Grant Invoicing

    The Grant Accountant draws down grant funds from sponsors to the institution.

  • Compliance Monitoring

    SPARC monitors administrative compliance via the Budget Availability Report, Monthly PI Reports, and Effort Reporting.

08

Closeout Reminders

Post-Award
  • 120 / 90 / 60 / 30 Reminders

    SPARC sends out scheduled reminders to the PI as the grant end date approaches.

09

Grant Closeout

Post-Award
  • Closeout Period

    A brief period is opened to wrap up final financial and administrative details of the project.

  • Programmatic and Financial Reports

    SPARC and the Grant Accountant oversee and verify the submission of final programmatic and financial reports.

  • Closeout Workbook

    The official Closeout document is created and must be signed and approved.

  • Internal Tracking

    The project entry is updated in the SmartGrant data sheet and Cayuse to reflect closed.

  • Folder Update

    The project folder is moved to the Closed folder in the Google Drive.

10

Project Completed

The life cycle closes. All records are archived and the project is fully closed in institutional systems.