Type of Amendment

KR PD Record Need to be Created?

Department Research Administration

Sponsored Projects Office

Additional money within the same time period

Or

Additional money and extended time period

YES 

The Department Research Administrator must add the Award ID and original IP number, mark proposal type as Revision and select either Supplement (other than minority supplement) or Minority Suppl. (NIH) if applicable.

For questions, get in touch with your department's SPO Proposal Officer, please refer to SPO's Officer Assignments page.

NOTE: be sure to verify that the dates listed in the KR PD record reflect the accurate time period

Central Office Only:  SPO must select Generate a new version of Institutional Proposal - this will let you look up an existing IP and will merge the information and create a new version of the existing IP record, this will be a many to 1 relationship with multiple PDs to 1 IP

Change in PI

NO 

Federal awards do not need a new proposal (as KR Award talks to KCOI). Department Research Administrators only need to notify the COI team to create manual projects for non-federal (700-U projects)

RAs - Contact researchadmin@ucsd.edu to update the agreement.

Central Office Only: SPOs MUST use Jira and COI will create a manual project so that no KR PD record is needed.

COI - No PD required.   Except extra steps required for non-federal (700-U) sponsors. 

To ease administrative burden of creating a PD, COI office and the SPO agreed that COI must be notified by SPO to create a manual project trigger a Kuali COI record for disclosure by the new PI through JIRA  (COI pending and add "Change in PI" in Summary and Description, OR via email to info-coi@ucsd.edu if the SPO office does not use JIRA.

Change in sponsor name (name only)

NO 

RAs - Contact researchadmin@ucsd.edu to update the agreement.

Include the KR PD or Award # PI Name and a concise email that explains the change in sponsor name (name only) along with the supporting documentation.

Example Email

Subject: Sponsor Name Change – Action Needed for KR Award #123456

Dear Research Admin,

I hope this message finds you well. I’m reaching out regarding KR Award #123456. The sponsor has recently undergone a name change (in name only), and we’d appreciate your assistance in updating the award record to reflect the new sponsor name. I have attached the supporting documents for reference.

Please let me know if any additional documentation is needed to proceed.

Thank you,

Update as award action

Change in sponsor (assuming rights and obligations from one sponsor to another)

NO 

RAs - Contact researchadmin@ucsd.edu to update the agreement.

 Include the KR PD or Award # PI Name and a concise email that explains the change in sponsor (assuming rights and obligations from one sponsor to another) along with the supporting documentation.

Email Example

Subject: Sponsor Change – Action Needed for KR Award #123456

Dear Research Admin,

I’m writing to notify you of a sponsor change for KR Award #123456. The original sponsor, [Old Sponsor Name], has transferred its rights and obligations under the award to [New Sponsor Name]. We appreciate your assistance in updating the award record to reflect this transition.

Please let us know if any documentation is needed to support this change.

Thank you,

Update as award action

FOR OCTA: email info-coi@ucsd.edu so a manual project can be created.

No cost extension

NO 

For Direct Federal Sponsor NCEs Only:

To extend the term or end date of an award funded to UCSD directly by a federal sponsor, please complete the “Direct Federal Grant NCE” request eForm.

All Other NCEs:

For all other NCE requests for a funded research agreement, the department should work with the funding sponsor to obtain written approval of the term extension. Often, a sponsor requires justification for the extension. Prior to contacting the SPO, the department/PI should provide the necessary information to the sponsor and obtain approval for the extension. In most cases, an email from the sponsor’s authorized official is acceptable. Once attained, this written sponsor approval should be sent to researchadmin@ucsd.edu  with the request for an NCE.

Email Example

Subject: KR Award #123456 – Request to Update Award with No Cost Extension

Dear Research Admin,

I hope all is well.

Attached is the sponsor’s approval for a No Cost Extension for KR Award #123456. The extension has been approved through [insert new end date].

Please update the award in the system to reflect this revised end date.

Thank you for your assistance, and let me know if you need any additional information.

Best, 

Update as award action

SOW revised or new SOW added

NO 

RAs - Contact researchadmin@ucsd.edu to update the agreement.

Example Email

Subject: KR Award #123456 – Request to Update Statement of Work

Dear Research Admin,

I hope this message finds you well.

I wanted to let you that there has been a revision to the statement of work for KR Award # [Insert Award Number]. [If applicable: The sponsor requires prior approval for any changes in scope, and we have obtained that approval. Please find the approval letter attached for your reference.]

[Choose one of the following based on the situation:]

·         The revised statement of work has already been submitted to the sponsor.

·         The revised statement of work has not yet been submitted to the sponsor and will need to be sent.

Please let me know if you need any additional information or if there are further steps we should take.

Best,

Update as award action

Update in payment schedule/milestones

NO 

RAs - Contact researchadmin@ucsd.edu to update.

Example Email

Subject: KR Award # [Insert Award Number]- Update to Payment Schedule/milestones

Dear Research Admin,

I hope you're doing well.

I’m writing to inform you of an update to the payment schedule/milestones for KR Award # [Insert Award Number]. [If applicable: The sponsor requires prior approval for changes to the payment schedule, and we have received that approval. Please find the approval documentation attached for your reference.]

[Choose one:]

• The revised payment schedule/milestones has already been submitted to the sponsor.
• The revised payment schedule/milestones has not yet been submitted and will need to be sent to the sponsor.

Please let me know if you have any questions or need additional details.

Best,

Update as award action

Termination

NO 

RAs - Contact researchadmin@ucsd.edu to update.

Example Email

Subject: Termination Notice Received – KR Award #123456 – Effective 09/30/2025 (date termination is effective)

Dear Research Admin,

I’m writing to inform you that we have received a termination notice for KR Award #123456, with an effective date of [insert effective date here].

For your reference, the notice is attached to this email.

Please let us know if any additional steps are needed on our end to ensure the award is updated.

Best,

Update as award action

Language update (not related to export control or other compliance) such as IP or other terms and conditions, contact information for either party, etc.

NO 

RAs - Contact researchadmin@ucsd.edu to update.

Example Email

Subject: KR Award #123456 – Language Update [Type of Language Update]

Dear Research Admin,

I’ve been informed that a language update is needed for the agreement under KR Award #123456. My understanding is that it involves [insert to type of language update being requested or unknown].

Forwarding the revised draft agreement for your review and approval. Let me know if you need anything further.

Best,

Update as award action

Language update related to export control

NO

RAs - Contact researchadmin@ucsd.edu to update.

Example Email

Subject: KR Award #123456 – Language Update Export Controls

Dear Research Admin,

I’ve been informed that an Export Controls language update is needed for the agreement under KR Award #123456.

Forwarding the revised draft agreement for Export Controls review and approval. Let me know if you need anything further.

Best,

Officers - set Jira to pending all for Export Control

Language update to add new FAR or DFAR clauses

NO

RAs - Contact researchadmin@ucsd.edu to update.

Example Email

Subject: KR Award #123456 – Language Update FAR or DFAR

Dear Research Admin,

I’ve been informed that a FAR or DFAR language update is needed for the agreement under KR Award #123456.

Forwarding the revised draft agreement for review and approval. Let me know if you need anything further.

Best,

Officers - set Jira to pending for Export Control (if previous EC in Research Questionnaire)

Language update related to COI

NO 

RAs - Contact researchadmin@ucsd.edu to get in touch with an officer.

Example Email

Subject: KR Award #123456 – Language Update Conflict of Interest (COI)

Dear Research Admin,

I’ve been informed that a Conflict of Interest  language update is needed for the agreement under KR Award #123456.

Forwarding the revised draft agreement for review and approval. Let me know if you need anything further.

Best,

Officers - contact Jennifer Ford via Jira

Language update related to IRB

NO 

Contact the Office of IRB Administration (OIA) IRB@ucsd.edu   

Example Email

Subject: KR Award #123456 – Language Update IRB Related

 Dear OIA,

I’ve been informed that an IRB related language update is needed for the agreement under KR Award #123456.

Forwarding the revised draft agreement for review and approval. Let me know if you need anything further.

Best,

n/a

Language update related to animal use

NO 

Contact iacuc@ucsd.edu

Example Email

Subject: KR Award #123456 – Language Update related to animal use

Dear IACUC,

I’ve been informed that a language update related to animal use is needed for the agreement under KR Award #123456.

Forwarding the revised draft agreement for review and approval. Let me know if you need anything further.

Best,

n/a

Change to funding source award number

NO - a revision is not needed if the only change is to the award number

RAs - Contact researchadmin@ucsd.edu to get in touch with an officer.

Update as award action

Multi-Year award disbursements with no funding increases

NO - a revision is only needed in cases not needed for annual disbursements for a multi-year award. It is only required if the disbursement includes an award amount increase exceeding the amount listed in the original or most recent applicable PD record

RAs - Contact researchadmin@ucsd.edu to get in touch with an officer.

Update as award action