Kennesaw State UniversityKennesaw State University

Office of Research

Sponsored Programs and Contractual Agreements

General Definition of Sponsored Programs

Sponsored programs are scholarly, professional, and creative activities that KSU personnel conduct with support from external funding instruments including grants, contracts, cooperative agreements, or other arrangements.

Specific Definitions

In addition to the general definition above, any one of the following conditions is sufficient to define a sponsored program:

  • Conditions Pertaining to the Nature of the Agreement or Activity
    • A formal proposal exists requiring the endorsement of a Kennesaw State University-authorized official.
    • Progress, technical, final reports, and/or other exchanges are required. The proposed activity binds KSU to a specific delivery of work including service to a sponsor.
    • The activity has a specified performance period or completion date.
    • The agreement for the activity contains compliance terms and conditions.
    • The agreement for the activity contains provisions for confidentiality.
    • The testing/evaluating of proprietary products is involved.
  • Conditions Pertaining to Financial / Institutional Involvement
    • Initial pricing, expenditures, financial reporting, and/or performance may be subject to external audit.
    • Billing, separate accounting procedures, and/or report of expenditures are required.
    • Reimbursement/payment is contingent on completion of specified exchanges.
    • Cost sharing/cash matching is involved in the performance of the activity.
    • The activity includes budgeted indirect costs.
    • The activity involves disposition of property, whether tangible or intangible, that may result from the activity (e.g., equipment, inventions, copyrights, or rights in data).
  • Insufficient Conditions – Among the conditions that do not create a sponsored program are:
    • A voluntary donation of funds or personal property (e.g., cash, securities, books, equipment) given irrevocably and without expectation of tangible or economic (except tax) benefit.
    • The transfer of property with no implied responsibility on the part of Kennesaw State University or the Kennesaw State University Research and Service Foundation to provide the donor a product, service, technical or scientific report, intellectual property rights, or any other exchanges.
    • Donations of real estate.
    • Funds received directly by a faculty member (e.g., summer fellowships or travel grants).
    • A project conducted as an external professional activity for pay (i.e., consulting).
    • Honoraria -- funds given directly to a faculty member by agreement not requiring administrative endorsement.
    • Testing and service agreements processed through re-charge centers having an established fee for service.
    • Professional services (consulting) provided by university personnel on a fee-for- service basis, which do not meet any conditions for a sponsored program.
    • Non-technical services to external organizations (e.g., lodging and food service to groups on campus; meeting facilities; sporting events).
    • Fellowships and/or scholarships without a service component or other restrictions.

Contractual Agreements

  • Policy – The Office of Research is authorized to negotiate contractual agreements for compliance with agency, University System of Georgia, and Kennesaw State University policies. All agreements processed through the OR are signed by the Vice President for Research or named designee. Faculty are not authorized to sign grants, contracts, or other agreements on behalf of Kennesaw State University or the Kennesaw State University Research and Service Foundation.
  • Procedures – Faculty are encouraged to seek collaborative projects with external sponsors including industry. Contracts typically involve technical discussions and provision of informal quotes. Faculty members are strongly encouraged to contact Office of Research before providing any quotes. Once the project has been developed between faculty and a sponsor, the faculty member must formalize the quote and a contractual agreement through OR. Procedures for submitting a proposal routing form and finalizing contracts are the same as those for grant proposals. See Sections VII and IX of this manual for specifics.