Search | Directories | Reference Tools
UW Home > Discover UW > Research > OSP > GIM Table of Contents 

GIM 39 Attachment: Closeout Process: A Bird's Eye View

The close of a sponsored project involves multiple University offices and resources. In order to comply with GIM 39, please review the roles, responsibilities and activities required to complete a successful and compliant closeout of a project.

A Closeout Checklist is available for use and desktop reference.

  1. 45 days prior to end date of award:

    OSP: Sends an e-mail notification to the PI and departmental administrative contacts listed on the eGC1 informing that the award is scheduled to end and that closeout responsibilities may exist.

    PI/Dept.:

  2. 30 days prior to end date of award:

    OSP: If subrecipients on award, the OSP Subcontracts Coordinator sends notice of subcontract expiration to PI and departmental administrative contact.

    GCA: Sends Notice of Expiration (NOE) letter or e-mail to the PI and departmental administrative contacts for all grants and contracts that will end within 30 days, to initiate budget review.

  3. Award end date:

    PI/Dept:

    OSP:

  4. Midpoint between award end date and sponsor deadline for award closure (typically 30-45 days after end date of award):

    EIO:

  5. Sponsor Deadline for Award Closure (typically 90 days after end date of award):

    PI/Dept:

    OSP:

    GCA:

  6. One (1) Month Delinquent Notification:

    OSP:

  7. Extenuating Circumstances

    At times there may be extenuating circumstances that prevent one or more of the final closeout reports from being completed in a timely manner. A request for an exception to this GIM must be made by the PI or Chair to the Executive Director of OSP.