Policies & Procedures


The following list provides grants office, institutional, and federal policies pertaining to external grants and contracts, including cooperative agreements. 

  • Budgeting Indirect Costs for Sponsored Projects

  • Conflicts of Interest (COIs)

  • Combating Trafficking in Persons (CTIP)
    Clause 55.222-50 of the Federal Acquisition Regulation (FAR) prohibits any Employee, subcontractotr, or agent from engaging in human trafficking or trafficking-related activity and includes dissemination requirements, which are fulfilled in part by this notice. Here, “Employee” means a Loyola employee who is engaged in work supported by Federal funds and who has other than minimal impact on the project, and "Loyola employee" applies, but is not limited to faculty. Principal Investigators/Project Directors of federally funded activities are responsible for reading the CTIP FAR clause, adhering to the CTIP policy contained therein, and communicating this policy to each Employee and each subcontractor and agent associated with the project.  

  • Effort Reporting Policy and Procedures
    Please contact Heidi Davis, ext. 3086, with any questions.

  • Export Control - This term refers to laws, regulations, and policies that are designed to promote national security and public poilcy by restricting the sharing of certain controlled technologies, services, and information to foreign nationals, foreign entities, or foreign countries. To help make individuals participating in sponsored projects aware of these restrictions, the Office of Grants and Sponsored Programs will (1) post to its website an overview of Export Control; (2) confirm that any activity associated with a sponsored project and identified as export controlled is appropriately licensed; and (3) develop an internal clearance form that asks whether the proposed project involves

    • Munitions or dual use items, or software code or technical information related to such items;  

    • Any restrictions on the access to, or dissemination of, information that either results from the proposed project or is provided by the sponsor; or

    • Training personnel for a special purpose that could be considered a defense service.

  • Responsible Conduct of Research (RCR) Training for NSF Awards - Policy and Procedures

  • Prior Approval -  Certain changes to sponsored projects are not allowed without prior approval from the sponsor. (See below.)  Before making these changes, the following procedures shall be followed:

  1. The project leader (PI/PD) provides a written request and justification to a staff member within the grants office or to the Controller.  
  2. An authorized official or the Associate Vice President or Vice President of Finance and Administration reviews the request and either approve it, request additional information, or reject it.
  3. If the PI/PD's request is approved, grants director or designee will submit a formal request to the sponsor.
  4. The PI/PD shall not implement any change without written approval by an authorized representative of the sponsor.

Unless otherwise specified by the sponsor or grants director, changes requiring prior approval include (1) changing the scope or objective of a project;(2) incurring costs more than 90 days before the start date of an award; (3) changing a key person or project partner; (4) reducing the PI/PD’s effort by 25% or more, or the disengagement of the PI/PD for more than 3 months; (4) issuing a fixed price subaward; (5) revising the budget to (i) change the type/amount cost share, (ii) transfer funds out of participant support, (iii) add a new type of participant support, (iv) add or increase salary to clerical or administrative staff, (v) provide supplemental compensation to faculty or staff for work performed during their standard period of appointment, (vi) change the amount of a single budget category by more than 10% of the total budget amount, (vii) add or substitute equipment, (viii) transfer any work to a party not specified in the application, (ix) add foreign travel not included in the application or otherwise approved by the sponsor, or (x) add costs for entertainment, exchange rates, capital expenditures, fines/penalties and other settlements, fundraising, goods or services for personal use (such as housing), insurance or indemnification, memberships/subscriptions/professional activitied, establishing/managing/restructuring an organization, physical rearrangements or alterations, and selling or marketing any goods or services. When in doubt, ask!

  • Sabbatical Time and Effort Policy – Loyola faculty are permitted to charge sponsored projects for time and effort expended during paid sabbatical leave in accordance with the each sponsor’s policy, provided that the compensation is proportional to the service rendered and based on the faculty member’s institutional base salary. Sabbatical leave paid by the university, in combination with other compensation (e.g., partial salary from a grant or contract), may not exceed 100% of the individual’s institutional base salary. Contact Heidi Davis for further information.

  • Scientific/Research and Scholarly Misconduct – We are in the process of updating the original policy, which was approved by President Carter in 1990 and can be found here.  Faculty and staff participating in government-supported sponsored research should review the interim policy and procedures to familiarize themselves with the current federal regulations and with all of the steps that an allegation of misconduct would involve. Until a new policy is finalized and approved, the interim policy will be used for all cases of alleged misconduct involving government-supported sponsored research.  

    ‚ÄčIf you believe that a faculty or staff member is engaged in scientific or scholarly misconduct, contact the Director of Grants and Sponsored Programs, (504) 865-3866, to receive confidential consultation or make a formal allegation. If the alleged misconduct is not associated with sponsored research that is supported by a federal, state, or other government agency/office, the 1990 policy will be followed, with the the role of Senior Vice President and Dean of Facilities being filled by the Vice Provost. Otherwise, the interim policy and procedures will be followed.