With very few exceptions (some types of fellowships), all grants, contracts, or other agreements resulting from an interaction between an NDSU employee and an external funding source are made to the university and not to the individual, department, or other university unit. This is the policy of most sponsor organizations as well as NDSU.
Because awards are made to the university, and the university is bound by the terms of the award, it is important that a university official familiar with NDSU policy review and be responsible for approving all applications or proposals for such awards. This includes non-monetary awards, such as awards of equipment, or preliminary agreements to provide research or other services where reimbursement may be determined at a later date.
According to NDSU Policies and Procedures, all applications submitted by NDSU employees to an external agency, whether federal, state, foundations, or private sources, require prior approval by an authorized institutional representative of the university before they are sent to the proposed sponsor.
Occasionally, agreements may be developed as a result of contacts with an external funding source without the submission of a proposal or formal application. Such agreements, whether initiated by an NDSU employee or the external source, require review and approval by an authorized institutional representative of the university.
Prior approval for applications to external sources is obtained by means of the NDSU Proposal Transmittal Form. This form plus the required attachments must be submitted to the Office of Sponsored Programs Administration for review and approval at least three business days before the proposal needs to be sent to the targeted sponsor.
NDSU Policy Manual—Section 800—Authorized Organizational Representative
NDSU Policy Manual—Section 801—Proposal Review: Restricted Fund Accounting
Flowchart of NDSU Proposal Submission Process
NDSU Proposal Transmittal Form (PTF)