How are Post Award Consultants Communicating with PIs?

In an effort to improve the efficiency and effectiveness of communications, Post Award and Senior Post Award Consultants (PACs) will offer the following two options for portfolio meetings and communications with faculty going forward:

Option 1: Portfolio Meeting

Attendees: Principal Investigator (PI), Post Award Consultant, Business Service Coordinator (BSC)/Grant Administrator, and, if applicable to the PI’s portfolio, the Graduate Student Coordinator (GSC) and Department HR representative (if separate from the BSC).

Occurrence: Once every three to four months (frequency determined by the PI).

Meeting Length: Approximately one to one and a half hours (depending on portfolio size and items to be reviewed).

Purpose: A working meeting to review each grant using the Financial Summary, discuss next steps, and take action during the meeting (e.g., providing justification for SDCs, JVs, or rebudgets). A follow-up email will summarize agreed-upon actions, with additional ad hoc emails as issues arise.

Goal: To address items in a timely manner (e.g., quarterly) so that only the final months of grant activity require attention at closeout.

Option 2: Email Communication (With or Without Financial Summary)

Email Recipients: PI and BSC/Grant Administrator. 

Content/Attachments: An email outlining required actions for each project, with the option to include the Financial Summary for all projects in the PI’s portfolio. If the PI does not use the Financial Summary, it may be omitted.

Frequency: One email every four months, with additional ad hoc emails as issues arise.

Purpose: To provide the PI with project-specific information and required actions, which the PI will address in collaboration with their departmental contacts.

Goal: To address items in a timely manner (e.g., quarterly) so that only the final months of grant activity require attention at closeout.

If your assigned PAC or Sr PAC has not yet reached out, please feel free to contact them to indicate your preferred communication option for your post-award grant portfolio.