Understanding your role and responsibilities is essential for successful project execution and collaborations. Whether you’re the initiating individual, a principal investigator/project director (PI/PD), project team member, or support staff member, your contributions are valuable in advancing knowledge, enhancing learning experiences, and making a positive impact on our community.

The Initiating Individual

The Initiating Individual, often faculty or staff member, plays a crucial role in seeking external funding. They are deeply involved in the preliminary stages of the grants process, actively seeking out potential funding sources and later takes the lead in contacting the Grants Office for approval to develop proposals.

The initiating individual collaborates closely with the grants office to develop a comprehensive proposal. In some cases, the Initiating Individual may not intend to be the PI/PD, in which case they would only be involved in activities related to the development of the proposal.

Responsibilities include:

• initiating contact with Grants Office
• project proposal development
• ensuring compliance with grant regulations

Principal Investigator/Project Director (PI/PD)

The PI/PD is the lead individual responsible for the overall direction, management, and execution of the sponsored project.

Responsibilities include:

• overseeing project activities
• managing the budget
• representing the project within WVC.
• ensuring compliance with grant requirements.

Awards are made to the institute; therefore, PI’s and administrative staff are not permitted to accept awards, negotiate, or execute contracts.

The PI/PD serves as the primary point of contact for the funding agency during the post-award phase.

Co-PI/PD and Project Team Members

Co-PI/PDs and project team members collaborate with the PI/PD to contribute their expertise and skills to the project.

Responsibilities include:

• conducting research
• implementing project activities
• collecting data
• disseminating project outcomes.

Grants Office

The Grants Office provides administrative support and guidance throughout the lifecycle of the sponsored project.

Responsibilities include

• assisting with proposal development
• managing grant agreements
• ensuring compliance with grant regulations
• They serve as the official point of contact during the pre-award phase.

Department Chairs and Deans

• Department chairs and deans provide support and oversight for faculty members involved in sponsored projects within their respective academic departments
• Responsibilities may include facilitating resources, approving faculty time commitments, and ensuring alignment with departmental goals and priorities.
• Approval Requirement
  • Before pursuing sponsored projects, faculty members must obtain approval from their dean.
  • Additionally, faculty members may need to request a special assignment from their dean to allocate time for grant related activities, such as proposal development and project implementation.

The Executive Cabinet

• The Executive Cabinet provides strategic direction and leadership for the college, ensuring alignment of sponsored projects with institutional goals.
• Cabinet Approval Requirement
  • Certain sponsored projects require approval from the executive cabinet in alignment with institutional
  • Individuals should familiarize themselves with institutional policies regarding grant approval processes to ensure compliance when seeking funding for specific projects.

Authorized Organizational Representative (AOR)

• The AOR is the individual, designated by the president, authorized to submit grant proposals on behalf of our institution.
• They serve as the official point of contact from submission to grant award notification.

To gain a deeper understanding of roles and responsibilities within sponsored projects download the Responsibility Matrix.