The FDP Subaward templates included below were designed to expedite and streamline federal subaward review among FDP member institutions. However, non-FDP members institutions may also use the templates. The templates are considered an ongoing FDP demonstration. Workgroups monitor federal developments and make necessary updates (see our committee page for more information). The templates are not meant to be edited.
Please keep in mind, however, that the FDP makes no representation or warranties regarding the suitability of these templates for use on any federal or non-federal sponsored projects. The pass-through entity (PTE) is responsible for ensuring all required terms and conditions flow down to a subrecipient. All users utilize these templates at their own risk.
The most recent version of the Research Terms & Conditions (RTC), which apply to research awards from a number of federal funding agencies, were approved in 2017. The RTCs are incorporated into the FDP Subaward templates and are also hosted by the NSF for all federal participating agencies here: https://www.nsf.gov/awards/managing/rtc.jsp
All templates, samples, tools, and resources are reviewed and updated, as needed, through the efforts of various working groups. Revised versions will be posted to this page in September, or as needed to address changes in Federal requirements. Please check here for the most recent versions before using the templates.
For more information, please review the guidance documents and FAQs provided below. If you cannot find the relevant information, please contact the Subawards Subcommittee co-chairs at subawards@thefdp.org.
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FDP Subaward Templates. Recommended use: domestic academic/non-profit institutions under federally funded grants or cooperative agreements. |
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Version Date |
Comments |
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October 2018 |
2018 release is a minor release to fix coding bugs, no substantive (language) changes made. Institutions may continue to use the 2017 templates. |
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July 2018 |
Pilot Language: this pilot language is being piloted to comply with new NIH COC requirements and guidance. This language may be included in Attachment 2 of any template. |
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September 2017 |
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Foreign Subaward Samples. Recommended use: foreign institutions under federally funded grants or cooperative agreements. |
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Foreign Subaward Template Cost Reimbursable
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October 2018 |
Please note that these sample templates should be revised according to your institution's policies and in accordance with the needs and location of the research project, etc. We strongly advise consultation with the appropriate institutional officials to ensure any subaward meets institutional, sponsor and project requirements. *2018 release is a minor release to fix coding bugs. Institutions may use the 2017 templates. |
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Subcontract Sample under a Prime Contract. Recommended use: subcontracting under a prime contract (federal or non-federal). |
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September 2013 |
Please note that these boilerplate templates should be revised according to your institution’s policies and in accordance with the terms of your prime contract, the organization type of the subcontractor and any project specific requirements. |
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Clinical Trial Sample. Recommended Use: NIH funded clinical trials with subrecipients receiving a fixed rate (per subject schedule). |
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This subaward sample has been created to assist in issuing fixed rate subawards to enrolling sites under NIH funded clinical trials. Please note, this sample should be modified only if necessary according to your NIH award. Only the interim word document is available with the most recent implementation of NIH fixed rate subawards. See the major changes document below for additional detail. |
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November 2018 |
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Resource |
Version Date |
Comments |
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October 2017 |
Includes carryover guidance as an appendix. |
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Foreign Subawards Guidance Document |
June 2015 |
Guidance document specific to working with foreign subrecipients. |
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Version Date |
Comments |
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June 2015 |
Optional for subrecipients without their own invoicing templates. May be modified as necessary. |
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Risk Assessment Questionnaire (RAQ) combined with Continuing Assessment Tool (CAT) |
August 2016 |
Conducts streamlined risk assessments at institution and project level for new and ongoing subawards. |
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Continuing Assessment Tool (CAT) with Guidance and Regulatory Backup |
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August 2016 |
Used to conduct and document streamlined assessments of relationship with potential collaborator. |
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Resource |
Version Date |
Comments |
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September 2017 |
Documents major changes from the 2016 to 2017 subaward templates. |
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November 2018 |
Documents major changes from the 2015 to interim fixed rate clinical trial sample. |
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October 2018 |
Outlines field names, locations, and uses for all of the data fields in the various subaward templates. |
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September 2017 |
Recording of training on how to use the templates and major updates. |
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Checklist of Additional Terms and Conditions to be Considered for Foreign Subawards |
June 2015 |
Checklist of additional terms and conditions that institutions may want to include on subawards to foreign entities. |
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July 2018 |
Please use the form and guidance to request a substantive change to the FDP subaward subcommittee. This form will help the co-chairs work through the points raised and help to determine how to bring forward to FDP members. If you notice any typos in the subaward template, please email the co-chairs at: subawards@thefdp.org eRA: Please contact Amanda Humphrey: a.humphrey@northeastern.edu if you experience any issues with loading these templates into your systems. |
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FDP Template Change Request Form
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Resource |
Committee |
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Data Stewardship Subcommittee |
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FDP Expanded Clearinghouse |