IDA537 - Solicit, Accept, or Execute Certain Extramural Research, Training, and Public Service Contracts and Grants

IDA 537

May 4, 2012


RE: Delegation of Authority - Solicit, Accept, or Execute Certain Extramural Research, Training, and Public Service Contracts and Grants

The authority delegated to Chancellors in Presidential Delegation of Authority DA 2569, April 19, 2012, to solicit, accept, or execute certain contracts and grants for research, scholarly or professional training, or for public service programs relating either to research or to scholarly or professional training, including the signing of related documents as necessary, is delegated as set forth below, subject to all conditions and limitations in the delegation to the Chancellor. All recipients of this authority will determine the necessity for review, legal sufficiency, and compliance with University policies.

Delegatee Solicit, accept or execute federal or state of CA contracts and grants - UCI prime recipient with annual direct costs not exceeding Solicit, accept or execute incoming subawards from institutions of higher education or state of CA agencies under federal or state of CA contracts and grants with annual direct costs not exceeding Solicit, accept or execute all other contracts and grants with annual direct costs not exceeding
Vice Chancellor-Research $10,000,000 $10,000,000 $5,000,000
Associate Vice Chancellor-Research $10,000,000 $10,000,000 $5,000,000
Assistant Vice Chancellor- Research Administration $10,000,000 $10,000,000 $5,000,000
Director-Sponsored Projects $9,000,000 $9,000,000 $4,000,000
Assistant Director-Sponsored Projects $8,000,000 $8,000,000 $3,000,000
Principal Contract and Grant Officer $7,000,000 $7,000,000 $3,000,000
Senior Contract and Grant Officer $6,000,000 $6,000,000 $2,000,000
Contract and Grant Officer $5,000,000 $5,000,000 $1,000,000
Principal Subcontract Officer $7,000,000 $7,000,000 $3,000,000
Subcontract Officer $5,000,000 $5,000,000 $1,000,000

For purposes of this delegation, the term grant includes grants from private sources, but excludes gifts as defined in the Guidelines for Review of Gifts/Grants for Research issued by the President on July 8, 1980 (attached). Solicitation and acceptance of gifts is covered in UCI Delegation of Authority, IDA 235, dated April 13, 1998 [superseded June 12, 2015 by IDA 562].

This authority may not be redelegated further and supersedes my February 5, 2008, delegation on the same subject (IDA 446).

Signed copy

Michael V. Drake, M.D.


C: Executive Vice Chancellor
Assistant Vice Chancellor-Accounting and Fiscal Services
Associate Vice Chancellor-Office of Research, Administration
Chief Campus Counsel
Director-Internal Audit
Administrative Policies Officer

July 8, 1980


Subject: Review of Gifts/Grants for Research

In a review of the University's gifts/private grants for research, the State Auditor General concluded that in many cases monies' awarded to the University which should have been classified and processed as grants were classified and processed as gifts.

To clarify this situation and to insure greater consistency among campuses, the following guidelines shall be observed:

In general, classify funds as gifts when the following characteristics exist:

  • donor does not impose contractual requirements;
  • funds are awarded irrevocably.

In general, classify funds as grants when the following characteristics exist:

  • provision for audits by or on behalf of the grantor;
  • the grantor is entitled to receive some consideration such as a detailed technical report of research results or a report of expenditures;
  • testing or evaluating of proprietary products is involved;
  • the research is directed to satisfying specific grantor requirements (e.g., terms and conditions stating a precise scope of work to be done rather than a general area of research);
  • a specified period of performance is prescribed or termination is at the discretion of the grantor;
  • funds unexpended at end of period shall be returned to the grantor;
  • patent rights requested by grantor.

Since in many situations all of the above characteristics will not be present, judgment must be exercised in order to classify the gift/grant in accordance with the intent of this policy. The decision as to whether a particular award should be considered a gift cannot be made based upon the presence or absence of a single characteristic or criterion. Rather, one must look at the award in toto in order to make a judgment as to its proper classification.

Regardless of the designation of an award for research as a gift or grant, it will be subject to the research review process as well as to the administrative rules and procedures which apply to all University Funds. The processing of gifts will not include the application of indirect costs. Processing of grants will include the application of indirect costs in accordance with University policy.

The above guidelines are not intended to indicate whether processing of gifts/grants occurs in the Contract and Grants Office or the Development Office. Report governmental grants to Systemwide Administration for inclusion in the contracts and grants EDP system and report all other gifts/grants to Systemwide Administration according to stated Gift and Development reporting needs. However, organization of the processing/ acceptance/administration of gift/grant funds is a local matter.

David S. Saxon

cc: Principal Officers of The Regents
Laboratory Directors
Members, President's Administrative Council