Policies & Procedures

This procedure has been developed to ensure that Alternative Work Assignments, both release time and course overload, are correctly accounted for when they are grant funded, and that they are submitted in a timely manner so as to help with overall College planning.

If a faculty member is successfully awarded a grant in which course or credit release is included in the budget, then he/she should apply for AWA. AWA is now managed by Sandy Pena in the Office of the Provost.

The grant cost center must already be assigned before the AWA is completed.

Important Deadlines for AWA

• The AWA request form is due no later than April 15 for Fall or entire academic year, and no later than October 1 for Spring.
• AWA requests for NEW funded awards (i.e. Grant Funded, Self Supporting, etc.) can be submitted at any time during the year. AWA requests for SUMMER are due no later than April 15.
• All other requests made after the deadline will be considered on a case-by-case basis.

Compensation Policy

This policy, updated in January 2018, covers all State System University faculty members and other State System employees who perform research, educational services or other activities covered by a sponsored agreement.

Federally Negotiated Indirect Rate

ESU has a federally negotiated rate with the government to allow for inclusion of indirect costs in the grant budgets which are made up of a specific percentage of specific line items. The OSPR staff will help assist in preparing this for budget development. Review the agreement.

Indirect Rate Procedure

Indirect funds from grants are distributed according to ESU's indirect procedure, in effect as of February 1, 2021.

Business Office Policies

Refer to the ESU Business Office Policy Procedures page for critical information on handling your grant funds. Contained in this page are several Sponsored Projects Accounting Procedures including how to ask for a budget modification.

Another important resource is the Grant Reporting and Compliance page which details proper grant spending according to federal guidelines.

Financial Conflict of Interest

State System employees are individuals who are public officials or public employees under the Public Official and Public Employee Ethics Act. The Ethics Act prohibits a public official or employee from taking action that would result in a financial conflict of interest.

The State System Conflict of Interest Policy requires disclosure of activities, financial arrangements, and income that potentially conflict with the objective conduct of research or give the appearance of creating a conflict.

Anyone applying for an external grant or cooperative agreement must comply with the State System FCOI policy.

Grant Related Travel

Grant-related travel follows ESU policy. Please familiarize yourself with ESU's Travel Policies & Procedures.

Human and Animal Subjects

The OSPR assists ESU’s research community with conducting, administering, and facilitating research in compliance with federal and university policies and procedures regarding the use of human and animal subjects.

Pre & Post Award

For procedures regarding ESU's pre and post award process, procedures for procurement of goods and services for grants, and compensation and reimbursement policy and information, please review the OSPR's Quick Reference Guide.

Public Funds

East Stroudsburg University is a public institution. As such, once grant funds are received by the university, regardless of whether federal, private or corporate funds, those monies are considered public and must comply with Pennsylvania’s State System of Higher Education Policy 2010-01-A, Expenditure of Public Funds. It is highly recommended that every Primary Investigator familiarize him/herself with this policy at the beginning of the grant.

Service Contracts

This procedure explains how to negotiate and navigate a service contract

Subaward Contracts

For guidance on monitoring subaward agreements with external organizations, review the State System Subrecipient Managing and Monitoring standards and procedures.