Purdue University Executive Memoranda Master Listing

 

PURDUE UNIVERSITY
OFFICE OF THE EXECUTIVE VICE PRESIDENT AND TREASURER
MEMORANDUM NO. A-3

December 1, 1962

To: Deans, Directors and Heads of Schools, Divisions, Departments, and Offices

Re: Guidelines for Submitting Sponsored Instructional and Research Proposals

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To aid your school/department in the submission of instructional and research proposals, the attached guidelines have been prepared for your information and use. These guidelines are in accordance with the delegation of responsibilities set forth in Executive Memorandum A-227.

Schedule 1 outlines the routing of a proposal from its initiation by the project director until its submission to the sponsor. Proposals should be submitted in the name of either Purdue University or Purdue Research Foundation as defined by the following policy:

1. Proposals requesting funds primarily for research operating expenses will be submitted in the name of Purdue Research Foundation. However, if the sponsor, either by statutory requirement or otherwise, is prohibited from dealing with an affiliate of the educational institution, the proposal will be submitted in the name of Purdue University.

2. All proposals not included in 1) above will be submitted in the name of Purdue University.

Proposals submitted in the name of Purdue University should be prepared for the signature of the Vice President and Treasurer. Proposals submitted in the name of Purdue Research Foundation should be prepared for the signature of the project directors, Department Head, Dean of the School, and the Executive Secretary, Office of Research Grants and Contracts.

Programs listed on Schedule 2 should be in the name of Purdue Research Foundation. Programs listed on Schedule 3 should be in the name of Purdue University. These schedules designate the individuals responsible for the final technical approval and the submission of the proposal. Prior to final processing, all proposals must be approved by the Department Head and the Dean of the School. After the Dean of the School has approved the proposal, it should be submitted, together 'with a completed space and facilities statement, for final approval and submission to the sponsor. Proposals to be submitted by Purdue Research Foundation should be sent to the Office of Research Grants and Contracts. Proposals to be submitted by Purdue University should be sent to the Contract Office.

The academic control for sponsored programs, like all other programs of the University, is vested in the Dean of the School and the cognizant academic department head. The operating accountability for sponsored programs rests either -with (a) the administrative mechanism of the school, or (b) the University Extension Administration. Specifically included in the latter are (1) sponsored summer Instructional Programs (See Executive Memorandum A-191), (2) Special Evening Courses (See Executive Memorandum A-198), (3) Courses operated for credit in one or more sections of the state or at a regional campus, (4) Conferences or short courses operated on the main campus (See Executive Memorandum A-222), at a regional campus or elsewhere in the state. The routing for University Extension Administration proposals is outlined in the attached Schedule ]-A. It is imperative that the UEA operating officer participate from the inception in the development of these proposals.

In the event you have any questions or desire additional information concerning the attached guidelines, it is suggested you refer your inquiry to Mr. G. A. Frick, 92-2I38.

 

APPROVED

Frederick L. Hovde
President

Schedule 1

FLOW CHART
Standard Procedure for Initiating Sponsored
Research and Instructional Proposals at Purdue University

 

PURDUE RESEARCH FOUNDATION		PURDUE UNIVERSITY
ACTIVITY	FUNCTION	ACTIVITY
Project Director	Preparation	Project Director
Department Head	Departmental Approval	Department Head
Dean of School	Dean's approval and indication of availability of space and facilities	Dean of School
Office of Research Grants and Contracts	Coordination, review and processing as required	Contract Office
Contract Office	Budgetary Review and Recommendation	Contract Office
Office of Business Manager	Financial Approval	Office of Business Manager
Office of Research Grants and Contracts	Submission of Proposal to Sponsor	Vice President and Treasurer's Office

 

Schedule 1A

FLOW CHART
Standard Procedure for Initiating
Sponsored Research and Instructional Programs
For University Extension Administration Projects

 

	Project Director
	Operated By Extension Administration
	Director or Administration Officer
	UEA Comptroller
	Department Head and School Dean
	UEA Comptroller
PURDUE RESEARCH FOUNDATION		PURDUE UNIVERSITY
ACTIVITY		ACTIVITY
Office of Research Grants and Contracts	Coordination, review and processing as required.	Contract Office
Contract Office	Budgetary review and Recommendation	Contract Office
Office of Business Manager	Financial Approval	Office of Business Manager
Office of Research Grants and Contracts	Submission of Proposal to Sponsor	Vice President and Treasurer's Office

 

Schedule 2

 

DELEGATION OF RESPONSIBILITIES FOR PROCESSING PURDUE

RESEARCH FOUNDATION APPLICATIONS

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Sponsor and Type		Final Technical Aproval(s) (A) (B)		Application Signed and Submitted by (C)
National Institutes of Health
1. Research   2. Research Career Award   3. Research Career Development Award   4. Mental Health Projects		Dean of School V. P. Chenea Dean of School Dean of School		Mr. Trachtman Mr. Trachtman Mr. Trachtman Mr. Trachtman
National Science Foundation
1. Research   2. Institutional Grant		Dean of School Dean of School		Mr. Trachtman President Hovde
Department of Defense
1. Research		Dean of School		Mr. Trachtman
Atomic Energy Commission
1. Research		Dean of School		Mr. Trachtman
National Aeronautical and Space Administrator
1. Research		Dean of School		Mr. Trachtman
Misc. Government Contracts (D)
1. Research		Dean of School		Mr. Trachtman
American Cancer Society
1. Project Grant   2. Faculty Research AssociateDean of School   3. Scholar in Cancer Research   4. Additional Faculty-Level Positions		Dean of School Dean of School Dean of School V. P. Chenea		Mr. Trachtman Mr. Trachtman Mr. Trachtman Mr. Trachtman
Industrial and Foundations
1. Research		Dean of School		Mr. Trachtman
Misc. Contributions
1. Research		(E)		--

 

1. In accordance with Executive Memorandum No-A-227, final academic approval unless otherwise specified is vested with V. P. Young; however, 'he has further delegated this to the Dean of the School for Foundation Research proposals.

2. All budgets in excess of $100,000 per year must be routed through V.P. Freehafer and V. P. Young or President Hovde for final review.

3. The application should also be signed by the Project Director(s)., Department Head., and Dean of School.

4. Includes USDA, Bureau of Public Roads., NDEA Title VII, Civil Defense, etc.

5. Includes TPRC, Herrick Laboratories, etc. A suggested method for the use of these funds must be approved by the appropriate academic and financial activities prior to the expenditure of funds.
   Schedule 3
   DELEGATION OF RESPONSIBILITIES FOR PROCESSING PURDUE
     UNIVERSITY RESEARCH AND INSTRUCTIONAL APPILICATIONS  

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   V. P. Freehafer

   Sponsor and Type	Final Technical Approval(s)	Application Signed and Submitted by (A)(B)
   Public Health Service
   National Institutes of Health
   1. Research Facilities         (Matching Basis)	Mr. Abbett and V. P. Young	V. P. Freehafer
   2. Graduate Training Grants	V. P. Young	V. P. Freehafer
   3. Pre-doctoral Fellowships	(C)	Student
   Bureau of State Services
   1. Demonstration Project         Grants	V. P. Young	V. P. Freehafer
   2. Graduate Training Grants	V. P. Young	V. P. Freehafer
   Bureau of Medical Services
   1. Professional Nurse         Traineeship Program	Dean Lawshee	V. P. Freehafer
   Office of Vocational Rehabilitation
   1. Graduate Training Grants	V. P. Young	V. P. Freehafer
   2. Conferences and Short Courses	Dean Lawshee	V. P. Freehafer
   U. S. Office of Education
   1. Cooperative Research Programs	V. P. Young	V. P. Freehafer
   2. Academic Year Institute-Title V & VI	V. P. Young	V. P. Freehafer
   3. Summer Institutes-Title V & VI	Dean Lawshee and V. P. Young	V. P. Freehafer
   4. Graduate Fellowship Title IV	V. P. Young (D)	V. P. Young
   National Science Foundation
   1. Graduate Level         Research Facilities         (Matching Basis)	Mr. Abbett and V. P. Young	V. P. Freehafer
   2. Undergraduate Scientific Equipment -         (Matching Basis)	V. P. Chenea	V. P. Freehafer
   3. Pre-Doctoral         Fellowship Special Allowance	--	(E)
   4. Science Faculty Fellowship         Special Allowance	Dean of School	V. P. Freehafer
   5. Summer Institutes         Graduate Credit	Dean Lawshe and V. P. Young	V. P. Freehafer
   Undergraduate         Credit or Non-Credit	Dean Lawshe and V. P. Chenea	V. P. Freehafer
   6. Summer Conferences	Dean Lawshe and V. P. Young	V. P. Freehafer
   7. In-Service Institute	Dean Lawshe and V. P. Young	V. P. Freehafer
   8. Research Participation Programs         Graduate	V. P. Young	V. P. Freehafer
   Undergraduate	V. P. Chenea	V. P. Freehafer
   9. Course Content Improvement	V. P. Chenea	V. P. Freehafer
   10. Design and Development of New         Laboratory Equipment - Instruction	V. P. Chenea
   11. Cooperative Fellowship Program	V. P. Young	V. P. Young
   12. Simmer Fellowships for Graduate         Teaching Assistants	V. P. Young	V. P. Young
   13. Cooperative College--School Science Program         for Secondary School Students and Teachers	V. P. Chenea	V. P. Freehafer
   14. Sumer Science Training Program for High-         Ability Secondary School Students	Dean Lawshe	V. P. Freehafer
   15. Computers and Computing Sciences	V. P. Chenea	V. P. Freehafer
   Atomic Energy Commission
   1. Equipment Grants (Instruction         and/or Research)	V. P. Young	V. P. Freebafer
   2. Summer Institute-         Graduate Credit	Dean Lawshe and V. P. Young	V. P. Young
   American Cancer Society
   1. Post-doctoral Fellowships	V. P. Young	V. P. Young
   2. Institutional Grant	Institutional Cancer Committee and V. P. Young	V. P. Freehafer
   ARPA
   1. Interdisciplinary Research	President Hovde	President Hovde
   2. Equipment Grants - Research	V. P. Young	V. P. Freehafer
   USDA
   1. Cooperative Research	AES Director	AES Director
   AID
   1. Foreign Technical         Assistance Programs	V. P. Chenea	V. P. Freehafer
   2. Foreign Visitors Program	President Hovde	(F)
   ROTC
   1. Flight Training	Dean Lawshe	V. P. Freehafer
   Industrials
   1. AES-Research	AES Director	AES Director
   2. Summer Institutes         (i.e. General Electric)	V. P. Young	--
   3. Free Grant Fellovships	V. P. Young or designated representative	V. P. Young or designated representative
   4. Unrestricted Grants	(G)	--
   Miscellaneous Agreements
   1. Sponsored Institutional Programs         (i.e. tuition and fee arrangements,         fixed fee., off-campus graduate         program, etc.)	(H)	(H)
   2. Foundation Sponsored Programs - i.e.         Ford, Rockefeller, Carnegie	(H)	(H)

   1. Frequently, the sponsor requires that the proposal also be signed by the project director and/or department head.

   2. In the absence of V. P. Freehafer, applications and required Business Office signatures shall be processed by Mr. D. F. Finn.

   3. University receives up to $2,500-00 per fellow for tuition and fees and other requirements of the fellow for awards dated July 1, 1962 or later. Allocation of University allowance will be made by the Fellowship Allocation Committee and approved by V. P. Young.

   4. University receives up to $2,500 per felIow for tuition and fees and other requirements of the University. Allocations of the University allowance will be made as described in C above.

   5. Effective 1 July 1962, the University receives an allowance of $500 per fellow plus tuition and fees. Effective 1 July 1963, the University will receive an allowance of $2,500 per student. Allocations of the University allowance will be made as described in C above.

   6. A basic contract has been executed setting forth a working arrangement for the handling and reimbursement of charges incurred in connection with the foreign visitors program. Professor R. Fosbrink, Executive Secretary of the Ad Hoc Committee on International Visitors Programs, is responsible for the establishment of individual arrangements under the contract.

   7. A suggested method for the use of these funds must be approved by the appropriate academic and financial activities prior to the expenditure of funds.

   8. Depends upon the nature of the sponsored program; however, the proposal must process through the Office of Vice-President and Treasurer prior to submission to the Sponsor.