The Contracts Process
THE CONTRACTS PROCESS
The process for submitting a Contract to SPA for processing is very similar to Grants, with the exception that it is possible a proposal will not be entered into COEUS (depending on the type).
- See “Submitting a CONTRACT to SPA instructions” for clarification.
Regardless of how a Contract arrives in SPA, it will follow one of two paths:
1) Department (DEPT) submits Proposal in COEUS & Logs a Contract Proposal (G log) in PEER->
2) SPA Specialist approves ->
3) DEPT submits Contract Request (C #) through the G log #->
4) Director of Contracts reviews Contract Request (C # request) and assigns to a Contract Officer for Review/Negotiation/Acceptance/Execution
1) Dept goes through the “Contracts” menu option in PEER, and “Creates a Request” (C #) and submits->
2) Director of Contracts reviews Contract Request (C # request) and assigns to a Contract Officer for Review/Negotiation/Acceptance/Execution
- In the case of the first path (FUNDED), you will follow the same process as a Grant. If you reference the SPA Website on the Life Cycle of a Grant page, in the Proposal Development & Submission section, under the "Submission" subsection, you will a find step-by-step guide.
- In the case of the second (UNFUNDED), it is simply a matter of submitting a "Contract Request" through PEER, and you can reference the guide: “ Initiating a Contract Request when there is no G log or UNIV#”.
In either case , once the Contract has been submitted as a "Contract Request", it goes to a “Pending” folder for the Director of SPA or Director of Contracts to review (accept, return to draft, or reject), then assign to a Contract Officer.
Once a Contract Request in the form of a UNIV number is assigned to a Contracts Team member, the agreement is either drafted or reviewed. The team member identifies terms that are problematic for Vanderbilt. Some common negotiation issues are indemnification, intellectual property ownership, and the applicability of certain federal flow-down terms. The member will work with the other party, PI, administrator, and various other offices across campus, as needed, including: the Office of General Counsel, Risk Management, Office of Contract and Grant Accounting, and CTTC. Once the agreement has been finalized in a form acceptable to both Vanderbilt and the other party, the agreement will be signed by both SPA and the other party. Finally, the fully-executed agreement is uploaded and activated in PEER.
- For those Contracts that must be submitted through COEUS, in addition to PEER, this is the list of "Possible Documentation Needed for COEUS Submission".
- It is a minority of the Contract cases that come through SPA that do not require submission through COEUS. But, in those cases that only submission through PEER is necessary, no additional documentation is required (see link above), most helpful is the Statement/Scope of Work (SOW).
- Non-Disclosure Agreements often require the Contract Team member to reach out to the PI to find out what type of information will be shared and whether it will be unilateral versus mutual disclosure.
- Agreement Types @ SPA
- Create a Contract Request in PEER if there is a G log #
- Initiating a Contract Request when there is no G log or UNIV#