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Policy & Procedure
Policy Title :
University Commitments Pertaining to Sponsored Projects
Policy Number :
V. 5
Responsible Party :
Research
Effective Date :
21/05/2015
Revised Date :
_______________________

Purpose

The purpose of this policy is to ensure that Prince Mohammed bin Fahd University remains committed to providing the necessary resources and infrastructure for the successful execution of sponsored project proposals.

Statement :

PMU supports research through sponsored project proposals coordinated by the Deanship of Research Development and the Office of Sponsored Projects. The scope of commitment from PMU varies from the project proposal being sponsored by PMU or by any external funding agencies within the Kingdom of Saudi Arabia or from a foreign country. The proposed projects by nature differ in outcomes and duration and involve risk in its successful completion and deliverables. The general issues rotate around the changes in availability of resources or funds.  The policy identifies possible issues and provides a platform to resolve any issue related to commitment from PMU with regards to sponsored project proposals. This policy covers issues pertaining to internal projects sponsored by the University.

Policy Content

The Vice Rector of the Academic Affairs, the Dean of Research Development, and the Office of Sponsored Projects are committed to provide additional guidance and support to clarify any special concerns that faculty may have regarding sponsored proposals.
PMU is committed to cost sharing of research and scholarly activities that were approved in the sponsored project proposals and any new requests are subject to review by the Dean of Research Development.
PMU will not make any additional payments to researchers whose projects have exceeded the stipulated project timeframe, i.e. completion time as indicated in the proposal. Any request for additional time and funding should be directed to the Dean of Research Development, accompanied by an appropriate justification/motivation stating the reasons for the delay.
The University will not make a financial commitment and will not provide additional resources to projects that were not submitted for review and were not approved by the Dean of Research Development.
Any proposal requiring specialized equipment should be approved by the Dean of Research Development who will liaise with the PMU procurement department to ensure compliance with PMU and Government regulations before approval.
If a member of the project leaves the project or the University, the research committee must be informed immediately and a separate approval to seek a replacement member should be submitted. This procedure must be followed for student assistants, staff and faculty members.
If the Principal Investigator leaves the project, it is his/her responsibility to inform the research committee so that a new PI is assigned to the project.
PMU is committed to the timely release of funds as scheduled in the project and within budget. However appropriate documentation has to be submitted on time before a request for the funds release is made.
If any changes in the prices of the equipment/software approved in the project are incurred, a request to update the project budget has to be submitted well in advance to the Dean of Research Development for approval and budget adjustment, accompanied by the relevant documentation, i.e. new quotation/invoice.
Any member including the PI of a sponsored project cannot offer summer teaching if the member has included summer salaries as part of his commitment to projects. The member is committed fully towards teaching in summer and hence cannot avail further research grants during this period.

Benefits

This policy provides a platform for the stakeholders to follow procedures to seek PMU commitment towards sponsored research projects.

Implementation

The Office of Sponsored Projects and the Dean of Research Development are responsible for providing and educating the PIs and department chairs about the university commitments pertaining to sponsored project proposals policy during the project proposal stage. The PI will further share the policy with the members of the project to make them understand the terms, conditions and procedures.
The Office of Sponsored Projects and the Dean of Research Development will communicate any changes or updates to the policy to the Principal Investigators, who will then update members of their projects.

Roles and Responsibilities

The Deans, Associate Deans, Department Chairs and Associate Department Chairs are responsible for ensuring compliance with PMU university commitments pertaining to sponsored project proposals policy and procedures. They also assume the responsibility of overseeing the processes and resolve related problems.
The Principal Investigator (PI) should oversee and report all issues seeking university commitments to the sponsored projects and ensure compliance to PMU policy.
The Director of Finance should work with the Office of Sponsored Projects and the Dean of Research Development to establish and update university commitments pertaining to sponsored project proposals policy.
The Office of Sponsored Projects and the Dean of Research Development is responsible for educating PIs and department chairs about the university commitments pertaining to sponsored project proposals policy.
The vice Rector is responsible for the approval of any changes in the proposed budget and financial commitments that were not included in the initial proposal as part of the university commitment.
PMU procurement department, the Office of Sponsored Projects in coordination with the Dean of Research Development are responsible for obtaining equipment/software for any sponsored research proposal in compliance with PMU policy and government regulations.