A subaward is a formal legal agreement between Seton or Providence and another organization where Seton is the subrecipient of that institution’s Prime Award.

A Subaward Agreement is used when a portion of the work outlined in another organization’s proposal is conducted by Seton or Providence, or the reverse is true. Typically, Subaward Agreement parties are hospital systems or academic medical centers.

The subrecipient takes full responsibility for adhering to the terms and conditions of the Subaward Agreement including those flowed down from the sponsor under the Prime Award.

Planning and Issuing Subawards

It is the responsibility of Seton/Providence to ensure the appropriate classification of costs at the time a proposal is submitted to the sponsor. The PI must provide sufficient information about the proposed arrangement to the RSS in order for the appropriate classification to be made. Key characteristics of a subaward indicate that the subrecipient:

  • Shall use the sponsored funds awarded under the subaward to carry out their portion of the programmatic effort of the project
  • Shall meet the overall objectives of the sponsored project
  • Is responsible for programmatic decisions relative to the subrecipient’s portion of the work
  • Shall adhere to compliance requirements (IRB review decisions, rebudgeting restrictions, publication, IP rights)
  • RSS will assist with coordinating Subaward Agreements and Letter of Support

Subaward Routing Form: This form must be submitted to RSS for all subaward applications from collaborating institutions when Seton/Providence will be the subrecipient of awarded funds for which the collaborating institute is the prime awardee. This form and accompanying documents will be reviewed and routed by RSS for the appropriate signature.

Subcontract Review & Negotiation

Once you are notified that the prime award has been granted submit your draft subcontract in MS Word format along with the Research Administration internal tracking number (CR-XX-XXX) that has been assigned to the project to research-contracts@seton.org. If you don’t have a CR#, provide the following three items so that a number may be assigned:

  • Final study protocol
  • Name of the principal investigator (PI)
  • Name of the IRB that will review protocol for approval

All contracts that require a Seton/Providence/Ascension signature must undergo a legal review. Examples of these types of contracts are:

  • Clinical Trial Agreement (CTA)
  • Material Transfer Agreement (MTA)
  • Non-Disclosure Agreement (NDA)
  • Data Use Agreement (DUA)

For most research-related contracts with industry or other sponsors, Seton/Providence/Ascension generally require the contract to address the following areas:

  • Confidentiality
  • Indemnification
  • Insurance
  • Intellectual property rights (i.e. patents, copyrights, trade/service marks)
  • Publication rights
  • Protocol
  • Budget
  • Catholic directives
  • Corporate compliance
  • Subject injury

CSS typically provides proposed changes or additions to contracts via tracked changes on the Sponsor-provided MS Word document.