Post Award
Source: https://www.hbku.edu.qa/en/research/sro/post-award Parent: https://www.hbku.edu.qa/en/research/sro
Roles and Responsibilities
The post-award team provides comprehensive post-award administrative services to HBKU’s academic community, who have successfully received external funded research grants. The day to day management of the projects includes:
- Managing, facilitating, monitoring and providing support to all researchers and faculty members on all sponsored research projects for the duration of the award
- Communicating with partners and sponsors for all sponsor funded projects
- Managing all the finances related to sponsored projects in coordination with related departments at HBKU
- Verifying eligibility and availability of funds for all hiring requests on sponsored research projects in compliance with research agreements
- Facilitating procurement related sponsored projects in coordination with the related departments at HBKU
- Preparing and submitting financial reports
- Monitoring reports and ensuring compliance with sponsor’s policies and grants’ projects specific terms and conditions
- Ensure compliance with QF, HBKU and sponsors policies and procedures
- Follow up with LPIs to report research outcomes and deliverables
- Ensure proper closure of sponsored research projects
- Assistance with and processing of budget requests
- Report reviews and submittal to sponsors
- Award management support to participating Colleges and Research Institutes
Setting up an Award
Ethical Compliance
Conflict of interest letter
Docx 48.31 KB
Confidentiality Declaration
Docx 49.16 KB
Contracts and Legal Agreements
Award Internal Acceptance Letter
PDF 228.94 KB
Award Management
Hiring on Sponsored Projects
Procedures and Guidelines
NEW! Graduate Student Employment Under Sponsored Research Grants
PDF 114.1 kB
Hiring Procedure on External Grant
PDF 480.17 KB
Forms and Templates Required forms for New hiring requests
Internal Hiring Request
PDF 182.7 KB
Graduate Student Sponsored Research Agreement
PDF 297.92 KB
QF Students payment form
xlsx 210.23 KB
Required Forms for Renewal/ Extension Request: Please submit at least 3 months before the end of contracts.
Renewal/Extension - Internal hiring form
PDF 156.99 KB
Travel on Sponsored Projects
Procedures and Guidelines
Travel Procedure on External Research Grants
PDF 250.18 KB
Travel Process
PDF 5.14 MB
Forms and Templates:
Authorization to Travel on Sponsored Project
xlsx 96.51 KB
Reimbursement expense form
xlsx
Procurement on Sponsored Projects
For any Material Requisition (MR) and Blanket Purchase (BPA) requests:
Procedures and Guidelines:
Procurement Procedure on External Research Grants
Forms and templates:
MR Form
xlsx 48.37 KB
BPA Form
xlsx
QF Scope of Work
docx 34.85 KB
Single Source Justification (SSJ)
docx 623.77 KB
Material Requisition on Sponsored Research Form
xlsx 72.87 KB
Material Requisition on Sponsored Research Form - CoreLabs
xlsx 72.76 KB
Change Request
For any changes to be made to the project such as budget, adding PIs etc.
Required Forms for Change Request (CR):
Amendment-Change Request-HBKU
xlsx
Amendment-Change Request- Collobrator
xlsx
No objection letter for changing current LPI
docx
Finance and Accounting
For processing of invoices:
Required Forms for Invoicing:
Payment Request Form
xlsx
Timesheet Template
xlsx
Work Completion Certificate (WCC) Form
xlsx
Reconciliation form
PDF 260.61 KB
Post-Award Procedures
Required Forms for Invoicing:
Post-Award Management Procedure
PDF 762.74 KB
Technical Report
Technical Report
PDF 215.33 KB
Closing out an Award
Required Forms for Closing Projects:
Award Close-Out Checklist
PDF 319.84 KB
Close-Out Letter
docx