Pre-award:

• The UFS researcher/employee should contact DRD during the proposal writing phase to ensure that the project costing is done correctly and that the terms and conditions of the possible funder/sponsor can be met. (Refer to the budgeting tool on the Research Budgeting Tool page).

Post-award:

• When the proposal is accepted by the funder/sponsor, the researcher should contact DRD (Prudence Clarke, clarkep@ufs.ac.za) and share the draft agreement with annexures where applicable.
• DRD, in consultation with its legal counsel, will review the relevant documentation/agreement and make the necessary changes and/or add commentary where applicable.
• This worked-on agreement/document will then be sent back to the researcher, who must share it with the sponsor/grantor or external party for consideration.
• When both parties agree on the contractual clauses, DRD will facilitate the signing process in accordance with the delegation of authority policy.
• A duly signed copy of the agreement and the approved budget (this step occurs during the pre-award phase) will be logged onto RIMS.
• The RIMS number and a copy of the duly signed agreement will be sent to the Department of Finance, who will then create an entity that allows for the funds to be transferred to the relevant department. The researcher should note that if overheads were included in the budget, DRD will debit the project entity and transfer/credit that percentage to the relevant entities (See overhead recoveries information under the Budgeting considerations heading on the Research Budgeting Tool page).
• The post-award process is now complete, and the project can commence.
• The researcher must always ensure that ethical clearance is in place before starting the research. (Access the Research Ethics page here).
• Researcher to note that the contract process can take up to 10 working days to complete; therefore, we encourage you to contact the DRD well in advance.

Project almost complete:

A few months before the project’s expiry date, RIMS will notify the researcher that their project will expire soon. The researcher is to consider the two scenarios below and act accordingly:

1. If the project will be completed in the agreed allocated time, they should prepare a close-out report and share it with DRD and the sponsor.
2. The RIMS record and entity will be reconciled and closed.

OR

If the project will not be completed in the agreed-upon term, they should inform the sponsor and sign a no-cost extension or amendment agreement.

• Procurement approval should be obtained before any expense agreement can be signed.
• Researcher to contact DRD (Prudence Clarke, clarkep@ufs.ac.za), who will advise on the most appropriate agreement.
• This draft agreement will then be shared with the external party for their consideration and input.
• When both parties agree on the contractual clauses, DRD will facilitate signatures in accordance with the delegation of authority.

• Researcher to contact DRD (Prudence Clarke, clarkep@ufs.ac.za), who will advise on the most appropriate agreement.
• Researcher to ensure that permits and approvals are obtained (where applicable) when entering into material transfer agreements (MTAs).