SPARC

New Project ID

• When a new PS Project ID has been issued, a Sponsored Project Change Notification (SPCN) from ConnectCarolina will generate a RAM Tracker that is assigned to a Contracting Officer (CC)
• Completes initial review of SPCN
• Completes initial compliance review
• Retrieves associated documents from RAMSeS
• CC assigns RAMTracker (RT) to appropriate Contracting Officer (CO)
• CO does the following:
• Review SPCN and associated RT from which SPCN was generated
• Review Prime Notice of Award
• Completes and initiates SPARC request
• SPARC form routes to Department PS Project ID managers listed in RAMSeS
• Department assignee will review the SPARC form
• Completed SPARC form routes to CO, RT is updated, and the submitter of the form will be the assigned Department contact.
• CO reviews completed SPARC form and all documentation
  *If all necessary documentation/info isn’t received, the SPARC will be returned to the department by the CO and the RAM Tracker will be placed on hold until the additional info is received via the re-submitted SPARC
• Once SPARC is approved, CO will use SPARC to draft the subagreement and then negotiate and execute the subagreement

Existing Project ID

An amendment SPARC can be initiated in one of two ways:

1. System generated SPCN:
• Change in Connect Carolina for Project Dates
• Change in Connect Carolina for Dollar Amount
2. Department email to OSPSubs@unc.edu with no SPCN:
• Changes to scope of work
• Carry-forward to subrecipient when sponsor prior approval is not needed
• De-obligation of funds from the subrecipient (if budget revision has not been processed)
• Early termination of subagreement (if date change has not been processed)
• Change of subrecipient Principal Investigator (after any Prior Approvals have been obtained)
• Administrative or corrective amendments, etc.

• The CO will initiate the SPARC in these instances and the SPARC form will then be sent to the PS Project ID Manager(s) listed in RAMSeS for review.
• Department assignee will review the SPARC form
• Completed SPARC form routes to CO, RT is updated, and the submitter of the form will be the assigned Department contact.
• CO reviews completed SPARC form and all documentation
  *If all necessary documentation/info isn’t received, the SPARC will be returned to the department by the CO and the RAM Tracker will be placed on hold until the additional info is received via the re-submitted SPARC
• Once SPARC is approved, CO will use SPARC to draft the subagreement and then negotiate and execute the subagreement

• OSP Contracting Officer review:
• Sponsored Project Change Notification
• All necessary Prior Approvals or Budget Revisions are completed
• Prime Notice of Award
• Compliance requirements
• Information in SPARC for accuracy and allowability
• Attached RAMSeS documentation
• Department review:
• Review information in SPARC for accuracy
• Review attached RAMSeS documentation for accuracy
• Update information on SPARC, as necessary
• Provide corrections/additional documentation, as necessary
• Answer required SPARC questions and provide required information
• Complete attestation on SPARC form
  *Please note- SPARC must be completed in full or it will be returned to the department for completion.

Once the Office of Sponsored Programs’ (OSP) Contracting Officer (CO) has the SPARC initiated they will send the above system generated email to the department.

• PS Project ID Managers listed in RAMSeS will receive the above email
• The RAM Tracker (RT) associated with this SPARC is in the email
• Appropriate department administrator will click the Link in the email to access the SPARC
• Note: More than one person can access the form and edit. It is imperative that the department have the job duties within the department determined for SPARC.

Once the link in the email is clicked, the below landing page will open and show all SPARCs you are listed as a PS Project ID Manager listed under Awaiting Dept Certification.

• To review any SPARC that needs department review and action, select the “Awaiting Dept Certification”
• Note: The department is listed as the SPARC Reviewer/Certifier within the SPARC.
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For each SPARC that you are responsible for reviewing within your department, you will need to do the following:

1. SPARC Reviewer/Certifier must respond to any questions or clarifications requested by OSP in the Notes field.
• The Form Access section automatically pulls all PS Project ID Managers from Backbone.
• Note: If the PS Project ID Manager would like to add access to the form for any additional Research Administrators, Research Coordinator, Project Manager, etc., they can email OSPSubs@unc.edu with the PS Project ID and RT ID along with the name and email address of the individual(s) needing access. The Contracting Coordinator (CC) will add the access as requested. Default access will be Read/ Write. If the person you are requesting access for should not have edit access, please specify that.

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2. Confirm the Research Subjects and Data Transfer Form (PDF) (RSDT) is uploaded and correct based on the date the SPARC was initiated.
• The RSDT was sent to the PI and must be completed by the PI and/or a member of the study team. Once the RSDT Form is returned to OSP it will be available as an attachment in the RAM Tracker. At such time the RSDT form has been received by OSP, CO will review responses on RSDT and compare with subrecipient documentation to ensure that the information is consistent amongst the documents.*
• Note: SPARC will not be approved until there is consistency and clarification with the documents and responses and all documents have been received.

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3. SPARC Reviewer/Certifier should review the following system generated information to ensure they are consistent with the expectations of the project. If any of the information is incorrect, please add a note to the SPARC.
• Project Lead PI
• Award Lead PI
• Project Title
• 
• Project Begin Date and Project End Date
• Budget Begin Date and Budget End Date
• Amount Funded This Action and Total Anticipated Project Amount
• Note: The information in the first 2 bullets are pre-populated from Project (Change) Notification. The Amount Funded, This Action and Total Anticipated Project Amount have been completed by the Contracting Officer based upon review of the SPCN, Letter of Intent, Budget and Budget Justification. SPARC Reviewer/Certifier should review these amounts and update as appropriate to ensure the amounts are consistent with the expectations of the project.
• Note: “Amount Funded This Action” amount should be available in ConnectCarolina for the subagreement PS Project ID page, excluding the indirect costs UNC collects on Subagreements. If this amount is not available in ConnectCarolina, please submit a budget revision request through normal processes to your Sponsored Programs Specialist. Add a note to SPARC indicating a budget revision is in process. This amount will need to be available prior to execution of this subagreement.

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4. SPARC Reviewer/Certifier should complete the following fields with the most up to date information available to them:
• Subrecipient Contact
• Subrecipient Contact Email
• Subrecipient PI
• Subrecipient PI Email Address
• Subrecipient Central Office Email
• Note: Subaward site is pre-populated from RAMSeS. If this is not correct, Department should include a note and the documentation provided will need to match the correct subaward site.

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5. SPARC Reviewer/Certifier should review the attachments included in the SPARC Form and determine whether they are the most up to date version, complete and correct for this action. They will then confirm that “Yes” the documents are correct.

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6. SPARC Reviewer/Certifier must answer “Is this subrecipient a foreign organization or community-based collaborator?”
• If No, no further information is needed.
• If Yes, the text box will appear and the following must be answered:
• “If you intend to provide funding via cash advance please provide the percentage you wish to issue, and a justification if the percentage is 25.1% or higher. If not, please type No Cash Advance in the text box.”

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7. SPARC Reviewer/Certifier must review the payment method selected by the OSP CO, which is based on the Budget and Budget Justification, is correct. If the payment type the PI intends does not match the selection made by the Contracting Officer, SPARC Reviewer/Certifier is responsible for ensuring that a budget (and justification as applicable) are uploaded to the SPARC that corresponds to the intent by the PI.
• 
• The Payment Methods are:
• Cost Reimbursable/As Incurred
• Fixed Rate/Per Patient
• Deliverables/Installment
• Note: The agreement terms will be drafted based on the information certified in SPARC. Invoices must match this payment method, which is why it is imperative that this selection is correct.

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8. SPARC Reviewer/Certifier should determine whether the project requires any specific reporting templates or requirements that should be flowed down to the subrecipient. If unaware, it is advisable to check with PI and/or project team.

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9. SPARC Reviewer/Certifier should enter the Department Financial Contact(s) who will be responsible for receiving invoices on this project:
• Note: The Contracting Officer information is based on the Current Owner of the RT.

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10. SPARC Reviewer/Certifier should complete the following fields as applicable (please note these are the only fields that are NOT required on the SPARC):
• Subrecipient Contact(s) Information
• Additional Internal Contact 1 (UNC)
• Additional Internal Contact 2 (UNC)
• Additional Internal Contact 3 (UNC)

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11. SPARC Reviewer/Certifier should review all attachments included by OSP and should add any additional attachments needed to clarify the action or that are pertinent to the action.

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12. Once review is completed and SPARC Form is updated appropriately the Department will select Submit.
• If the form is not ready to send back to OSP and you need to come back to complete the SPARC review or need another party to review, select Save.

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13. Once the form has been Submitted, the Certification Form will pop up. Department will review the certification form and proceed accordingly.
• Both certifications must be selected in order to Submit. If you are not able to certify these items, please do not submit until they are accurately certified.
• Once the SPARC has been submitted, the SPARC substatus Returned from Department will be selected and the CO will review the responses. At this point they will either approve or return the form with any questions or clarifications.

1. Once the Office of Sponsored Programs’ (OSP) Contracting Officer (CO) has the SPARC initiated they will send the above system generated email to the department.
• PS Project ID Managers listed in RAMSeS will receive the above email
• The RAM Tracker (RT) associated with this SPARC is in the email
• Appropriate department administrator will click the Link in the email to access the SPARC
• Note: More than one person can access the form and edit. It is imperative that the department have the job duties within the department determined for SPARC.

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2. Once the link in the email is clicked, the below landing page will open and show all SPARCs you are listed as a PS Project ID Manager listed under Awaiting Dept Certification.
• To review any SPARC that needs department review and action, select the “Awaiting Dept Certification”
• Note: The department is listed as the SPARC Reviewer/Certifier within the SPARC.
• 
• 

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3. SPARC Reviewer/Certifier must respond to any questions or clarifications requested by OSP in the Notes field.
• The Form Access section automatically pulls all PS Project ID Managers from Backbone.
• Note: If the PS Project ID Manager would like to add access to the form for any additional Research Administrators, Research Coordinator, Project Manager, etc., they can email OSPSubs@unc.edu with the PS Project ID and RT ID along with the name and email address of the individual(s) needing access. The Contracting Coordinator (CC) will add the access as requested. Default access will be Read/ Write. If the person you are requesting access for should not have edit access, please specify that.

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4. SPARC Reviewer/Certifier must respond to any questions or clarifications requested by OSP in the Notes field.
• The Form Access section automatically pulls all PS Project ID Managers from Backbone.
• Note: If the PS Project ID Manager would like to add access to the form for any additional Research Administrators, Research Coordinator, Project Manager, etc., they can email OSPSubs@unc.edu with the PS Project ID and RT ID along with the name and email address of the individual(s) needing access. The Contracting Coordinator (CC) will add the access as requested. Default access will be Read/ Write. If the person you are requesting access for should not have edit access, please specify that.

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5. SPARC Reviewer/Certifier should review the following system generated information. If any of the information is incorrect, please add a note to the SPARC.
• Project Lead PI
• Award Lead PI
• Project Title
• 
• Amount Funded This Action
• Budget Begin Date and Budget End Date
• Note: “Amount Funded This Action” has been completed by the CO based upon review of the SPCN and Budget. This amount should be available in ConnectCarolina for the subagreement PS Project ID page, excluding the indirect costs UNC collects on Subagreements and excluding any other amounts previously obligated or authorized under this PS Project ID. If this amount is not available in ConnectCarolina, please submit a budget revision request through normal processes to your Sponsored Programs Specialist. Add a note to SPARC indicating a budget revision is in process. This amount will need to be available prior to execution of this subagreement.

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6. SPARC Reviewer/Certifier should complete the following fields with the most up to date information available to them:
• Subrecipient Contact
• Subrecipient Contact Email
• Subrecipient PI
• Subrecipient PI Email Address
• Subrecipient Central Office Email
• Note: Subaward site is pre-populated from RAMSeS.

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7. SPARC Reviewer/Certifier should review the attachments included in the SPARC Form and determine whether they are the most up to date version, complete and correct for this action. They will then confirm that “Yes” the documents are correct.

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8. SPARC Reviewer/Certifier must answer “Is this subrecipient a foreign organization or community-based collaborator?”
• If No, no further information is needed.
• If Yes, the text box will appear and the following must be answered:
• “If you intend to provide funding via cash advance please provide the percentage you wish to issue, and a justification if the percentage is 25.1% or higher. If not, please type No Cash Advance in the text box.”

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9. SPARC Reviewer/Certifier should enter the Department Financial Contact(s) who will be responsible for receiving invoices on this project:
• Note: The Contracting Officer information is generated by RAMSeS.

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10. SPARC Reviewer/Certifier should complete the following fields as applicable (please note these are the only fields that are NOT required on the SPARC):
• Subrecipient Contact(s) Information
• Additional Internal Contact 1 (UNC)
• Additional Internal Contact 2 (UNC)
• Additional Internal Contact 3 (UNC)

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11. SPARC Reviewer/Certifier should review all attachments included by OSP and should add any additional attachments needed to clarify the action or that are pertinent to the action.

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12. Once review is completed and SPARC Form is updated appropriately the Department will select Submit.
• If the form is not ready to send back to OSP and you need to come back to complete the SPARC review or need another party to review, select Save.

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13. Once the form has been Submitted, the Certification Form will pop up. Department will review the certification form and proceed accordingly.
• Both certifications must be selected in order to Submit. If you are not able to certify these items, please do not submit until they are accurately certified.
• Once the SPARC has been submitted, the SPARC substatus Returned from Department will be selected and the CO will review the responses. At this point they will either approve or return the form with any questions or clarifications.

If a modification needs to be issued to a subrecipient and the department has not received a SPARC, check the Project’s RAM Tracker (RT) for any pending actions. If the RT does not indicate an open action, a request will need to be submitted to the Outgoing Subagreements Team to initiate a SPARC.

Departments will initiate a request for a SPARC to amend subagreements not related to any date or dollar amount changes processed through ConnectCarolina. Some of the common actions to request a SPARC may include but are not limited to:

• Subrecipient OR UNC PI change
• Early Termination
• Deobligation (if Budget Revision has not been completed)
• Additional Terms and Conditions
• Changes to Reporting Requirements
• Subrecipient Entity Name Updates
• Updated fee schedules or capitation rates

Note: This is not an exhaustive list.

To initiate a SPARC, departments should complete the online SPARC Request Form.

Once the SPARC request form has been submitted, it will be received by the Outgoing Subagreement Team and the submitter will also receive an emailed copy of the request. The Outgoing Subagreement Team will create a RT for the requested amendment and send a SPARC to the department for completion.

Any issues or questions regarding the SPARC process can be emailed to OSPSubs@unc.edu. Any technical issues with the online SPARC request form should be emailed to OSPCommunications@unc.edu.