Review and Approvals: Who is Responsible for What?
Department Head: Science, Personnel, Budget
By his or her approval in PAMS, the department head indicates that he/she has read the grant/contract and approves the work to be done, the methods being used, and the percentage of effort of all personnel involved. The department approval should also include a careful review of the budget. Department signature indicates that the salary figures are correct for the percentage of effort indicated, that the equipment requested is appropriate in terms of need and cost, that the figures used for supplies and other costs are appropriate, and that no subcontracts or other adjustments are planned that are not indicated on the budget.
NOTE: All departments should have at least two individuals authorized to approve proposals in PAMS and should determine internally who is the primary approver and who is the alternate designated to sign for the department under what circumstances (e.g., when the department head is unavailable).
Dean: Science, Personnel, Budget
By his or her approval in PAMS, the dean or his/her designee indicates that he/she has reviewed the grant/contract and approves the work to be done. The dean may review the details of the personnel, methods, and budget, or may leave that to the discretion of the department head. The dean's approval also indicates that all appropriate department signatures have been obtained.
NOTE: All colleges should have at least two individuals authorized to approve proposals in PAMS and should determine internally who is the primary approver and who is the alternate designated to sign for the college under what circumstances.
Institutional Official: Application, Budget, Certifications
By approval in PAMS and signature on the proposal, the Institutional Official indicates that the document has been approved for proper department and college signatures, for compliance regarding animal use, human subjects, and other safety issues; for proper completion of the application itself and compliance with sponsor guidelines; for general budget considerations (fringe rates, longevity, indirect cost rates and calculations, etc.); and for special language on the document itself.
NOTE: When the usual Institutional Official is out of town or otherwise unavailable for an extended period, another individual will be designated to approve/sign for the institution.
Deborah L. Smith, Ed.D.
Associate Vice Chancellor for Research
Office of Grants and Research Agreements
910 Madison, Suite 823
Memphis, TN 38163
Phone: (901) 448-4823
Fax: (901) 448-7133