The Office of Contract and Grant Administration (OCGA) is responsible for reviewing and authorizing proposals for submission, as well as interpreting, negotiating and accepting agreements (awards) with government agencies, non-profit organizations, and higher education institutions. The Delegation of Authority can be found in UCLA Policy 910.
The Technology Development Group (TDG) handles projects for industry sponsors and Clinical Trials Contracts & Strategic Relations (CTC-SR) oversees industry funded clinical trials.
Process
- Submit notices of award to OCGA Awards Intake at awards@research.ucla.edu.
- Complete all outstanding institutional and regulatory compliance requirements.
- Review the award terms, sponsor policies, and guidelines, and consult your OCGA contact with any questions.
- Respond to requests from OCGA and other campus offices, including signing Informed Participation Agreements (IPAs) for non-standard award terms and conditions.
- Review the Award Snapshot and other information provided by OCGA and other campus offices and note key terms, such as required deliverables and their associated deadlines.
Institutional Requirements
The following institutional requirements must be provided by the Principal Investigator or their department administrator:
- Complete and fully-approved Extramural Proposal and Submission Summary (EPASS), if not collected at the proposal stage
- Minimum Proposal Documents and full proposal package, if not collected at the proposal stage
- Principal Investigator Exception requests, if applicable and not previously submitted
- Indirect Cost Exception documentation, if applicable and not previously submitted
- Informed Participation Agreements (IPAs) for non-standard award terms and conditions, if required
If there is no existing record, Award Intake uploads the award as an Award Received Without Proposal and requests proposal information from the Principal Investigator and their department administrator. OCGA cannot take any action until the Institutional Requirements, including the EPASS, are received.
Regulatory Requirements
The following regulatory requirements must be in place before an award can be issued:
- Research Security Training (Job Aid), if applicable
- Financial Conflict of Interest (FCOI) disclosures, if applicable
- Coverage Analysis Approval, if applicable
- Approved Institutional Review Board (IRB) protocols, if applicable
- UCLA Human Subjects Research or UCLA Good Clinical Practice (GCP) certification (CITI Training), if applicable
- Approved Animal Research Committee (ARC) protocols, if applicable
- Approved Human Pluripotent Stem Cell Research Oversight (hPSCRO) Committee review, if applicable
- Institutional Biosafety Committee (IBC) review, if applicable
- Export Control review, if applicable
- Health Date Oversight Committee (HDOC), if applicable
Resources:
- OCGA Contacts
- Monthly OCGA Training: Award Processing
- OCGA Training on UCLA Policy 909: Requirement to Submit Proposals and to Receive Awards for Grants and Contracts Through the University
- Presentation Slides (Box Login Required) and Training Video (YouTube)
Last Update: May 28, 2026