1. Step 1

    Award review

    As an award end date approaches, the PI/DRA begins to proactively review their awards to determine if an at-risk extension should be requested. CCO sends notifications at 90, 60 and 30 days prior to the award end date to serve as a reminder of awards that may be ending.

  2. Step 2

    At-risk extension request

    If it is determined the award will be ongoing, the PI/DRA submits the extension form. This is a mandatory form. Each department should determine who is responsible for submitting the extension form. The at-risk extension requires a departmental guarantee SpeedType and an authorized person to allow the use of that SpeedType in the event the extension is disallowed by the sponsor.

  3. Step 3

    Form routing/notification

    The form will automatically route to CCO, with copies to the requestor and departmental guarantee approver.

  4. Step 4

    Award provisionally extended

    CCO reviews and processes the at-risk extension request and adjusts the project end date in PeopleSoft. This is an internal extension and should not be interpreted as authorization by the sponsor.

  5. Step 5

    Monitoring

    CCO monitors the award until sponsor-approved documentation is received. Monitoring is in conjunction with OCG and the department.

  6. Step 6

    Receipt of sponsor-approved modification

    OCG will receive and process the sponsor-approved modification in InfoEd, then route to CCO.

  7. Step 7

    Award is officially extended

    CCO updates the award date and related dates in PeopleSoft. This triggers a system email notification to the PI and fiscal manager of the changes.

  1. Step 1

    Award review

    As an award end date approaches, the PI/DRA begins to proactively review their awards to determine if an at-risk extension should be requested. CCO sends notifications at 90, 60 and 30 days prior to the award end date to serve as a reminder of awards that may be ending.

  2. Step 2

    At-risk extension request

    If it is determined the award will be ongoing, the PI/DRA submits the extension form. This is a mandatory form. Each department should determine who is responsible for submitting the extension form. The at-risk extension requires a departmental guarantee SpeedType and an authorized person to allow the use of that SpeedType in the event the extension is disallowed by the sponsor.

  3. Step 3

    Form routing/notification

    The form will automatically route to CCO, with copies to the requestor and departmental guarantee approver.

  4. Step 4

    Award provisionally extended

    CCO reviews and processes the at-risk extension request and adjusts the project end date in PeopleSoft. This is an internal extension and should not be interpreted as authorization by the sponsor.

  5. Step 5

    Monitoring

    CCO monitors the award until sponsor-approved documentation is received. Monitoring is in conjunction with OCG and the department.

  6. Step 6

    Receipt of sponsor-approved modification

    OCG will receive and process the sponsor-approved modification in InfoEd, then route to CCO.

  7. Step 7

    Award is officially extended

    CCO updates the award date and related dates in PeopleSoft. This triggers a system email notification to the PI and fiscal manager of the changes.

What happens after an At-Risk Extension is granted by CCO?

  • The 90-60-30-day notifications will continue until the formal sponsor authorization (mod) is processed, or the end date passes, whichever comes first. These notifications are triggered by the Award end date in PeopleSoft and serve as a reminder that an extension is still provisional.
  • The system will not prohibit spending, however any funds spent during the at-risk extension timeframe will be department’s financial responsibility if the award is not extended or funded by the sponsor.

What happens if an At-Risk Extension is not approved by CCO?

  • The PI may spend using other departmental resources and transfer expenditures upon receiving formal authorization from the sponsor.
  • CCO’s decision is based on risk criteria and you can contact CCO to discuss why the extension was not approved.