Acceptance of awards and contracts
When you receive your research award or contract
Read the award letter
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Forward the Award letter and contract to the Finance Office
The Finance Office will log the award/contract onto ORCA, and allocate a number which will be unique to the particular research project
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Finance Office review award
The Finance Office match the award to the original application. If there are any variations these will be notified to the Head of Department
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The Finance Office prepare and send the Head of Department letter which informs HoD of new award and request confirmation that the Department wishes to accept the award
The Head of Department decides whether to accept the proposed award
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RED will review Terms and Conditions where appropriate
RED reviews the contract and will negotiate on behalf of the University where accepting the proposed price, terms and conditions as offered is not in the University of Bristol's best interests. Throughout the process, RED will update ORCA with notes on the status of the contract review/ negotiation
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Approval received from both RED and HoD
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Award accepted by the Finance Office
The Finance Office accepts awards on behalf of the University and signs contracts as appropriate. You will receive an email from the ORCA team informing you that your award has been accepted, including any special instructions or advice from Finance or RED. The sponsor will be informed of the account reference number
Note: in some cases the external organisation may expect the university to offer a draft contract document. The Contracts team has a variety of contract templates which can be used in these circumstances. These terms might then be subject to further negotiation with the funder as above.
To monitor the progress of an award/ contract, or to view the details of any outstanding actions, you can log onto ORCA (Online Management of Research Contracts and Applications) system.
For further information, please contact the Contracts Team.