California State University, Long Beach

Long Beach, California

March 25, 1980

ADMINISTRATIVE PROCEDURES LETTER 80-19

(Clearance of Proposals to External Agencies)

FROM: ......... David E. Gray, Vice President for
Administration and Staff Coordination

SUBJECT: ...... Clearance and Sign Off on Proposals for Grants,
Contracts and Cooperative Agreements

This Administrative Procedures Letter Supercedes 78-37.

Clearance for proposals of University faculty and staff who seek external funds in the name of the University or the CSULB Foundation requires sign off on two different documents.

INTERNAL CLEARANCE FORM

An Internal Clearance Form must accompany each proposal as it moves from desk to desk of the several persons who may need to know and approve of particular provisions of a proposal. These persons include deans, directors, and department chairs whose area s of administrative responsibility may be directly involved. Prior approval of the proposal budget by the CSULB Foundation (SS/AD-369) is necessary when that budget is to be administered by the Foundation. For the occasional proposal (usually involving financial aid of building and equipment matching funds) which is to be administered directly by the University Business Office, the approval of the CSULB Foundation is not needed. In either case, final approval of the budget is the responsibility of the University Business Manager. Approval of the full proposal in the name of the University is accomplished by signature of the Director of Research. The Internal Clearance Form (a single green sheet) can be obtained at the Office of Research, the CSULB Fo undation Accounting Office, school and department offices. An instruction sheet is attached.

EXTERNAL COVER PAGE

The External Cover Page may vary in format depending on the requirements of the agency, organization or foundation which will receive the proposal. If no form is provided, suggested layout is included as an attachment to this APL and is also available fr om the Office of Research. Two signatures on the External Cover Page are necessary to certify endorsement of proposal before it leaves campus. CSULB Foundation approval requires the signature of the CSULB Foundation Controller or designee. University e ndorsement involves the signature of the Director of Research as designated by the Vice President for Academic Affairs.

In certain instances, it may be necessary to accept and manage a grant or contract through the University Business Office. As mentioned previously, most such proposals deal with trainee grants and related financial aid or with University matching funds f or equipment or construction. For these proposals, the Business Manager rather than the Foundation Controller is the appropriate person to sign the cover page.

Only in rare cases-usually clearly stated in the proposal guidelines-is the President of the University specifically required to sign. The President has delegated sign-off responsibilities as outlined.

Many proposals request the inclusion of assurance statements (Title VI Civil Rights and related documents). Copies of most such statements, previously signed, are available from the Office of Research. This office is the place to seek assistance if sign ature or information on an unfamiliar assurance form is needed. Please call the Office of Research, extension 5314.

There are instances, when a proposal is solicited by a notice in Commerce Business Daily, by a brochure or letter, by telephone or personal visit, or even by purchase order. Speed may be essential in responding to such a solicitation, but it should be re membered that no agreement with legal standing can be reached without Foundation and/or University endorsement. Advice on how to respond rapidly and effectively can be obtained from the CSULB Foundation or from the Office of Research.

In no case should a formal proposal (as contrasted to the preliminary proposal or draft for comment and negotiation) leave the University without the appropriate clearances herein described.

DEG:JZ

Attachments

3-12-80