award-kickoff

Post-award kickoff support

What This Does

Immediately after a research grant or joint research project is accepted or approved to start, organize the initial confirmations with researchers, departmental administrative offices, accounting, contracts, intellectual property, ethics, safety, information infrastructure, and collaborating institutions. Identify the issues that need to be addressed between receiving the award notice and starting the research, and clarify who confirms what and when.

• Target users: URA, research support staff, PI, departmental administrative offices, project managers
• Issues to be resolved: The confirmations needed after award are scattered, and contract, accounting, ethics, DMP, and collaborating institution responses are delayed
• Expected outcomes: Reduce research start delays, inability to spend funds, missed contracts, and delays in consulting specialized departments

Required Inputs

• Award information: Program name, FA, project title, research period, award amount, award notice date
• Structure: PI, co-investigators, collaborating institutions, administrative staff, candidate specialized departments
• Research plan and budget: Application form, comments at award, budget breakdown, annual allocation
• Desired start date and constraints: Contract start date, research start date, planned initial expenditure, reporting deadline
• Related risks(Optional): Human subjects research, personal information, overseas collaboration, corporate collaboration, potential inventions, safety management

What It Produces

1. Post-award kickoff confirmation sheet: Confirmation items for accounting, contracts, ethics, DMP, intellectual property, safety, public relations, and collaborating institutions
2. First meeting agenda: What to decide, what to confirm, what to hand over to specialized departments
3. ToDo list by person in charge: Person in charge, deadline, contact point, status, supporting documents
4. Request text for confirmation to specialized departments: Text including background, confirmation items, and desired response deadline
5. Initial risk memo: Matters to stop before research begins, matters requiring confirmation, next actions

Procedure

1. Confirm the award conditions using official documents

Confirm the award notice, notice of informal decision to grant, draft commissioned research contract, application guidelines, and administrative processing instructions. Do not assert unconfirmed program information.

確認した根拠:
- 採択通知:
- 事務処理説明書:
- 公募要領:
- 所属機関通知:

2. Break down the areas required before research begins

Area	Main confirmation items	Contact point
Accounting	Budget allocation, expense categories, expenditure start date, indirect costs, order deadline	Accounting, Research Promotion Division
Contracts	Joint research, commissioning, subcontracting, data provision, NDA	Contract staff, legal affairs
Ethics	Human subjects research, consent, personal information, secondary use	Ethics review office
DMP	Data management plan, publication, storage, access permissions	RDM staff, library, information infrastructure
Intellectual property	Inventiveness, pre-submission confirmation, joint application	Intellectual property officer
Safety	Chemicals, genetic recombination, pathogens, radiation, animals	Safety management officer
Partner institutions	Allocation, contracts, invoicing, reporting, deliverables	Partner institution contact point
Public relations	Selection announcement, website posting, press response	Public relations officer

3. Design the kickoff meeting

Make the meeting a place to identify points that are likely to stall before starting, not a place for "explanations."

# 採択後キックオフ アジェンダ

1. 採択条件と研究期間の確認
2. 初年度予算と支出開始条件
3. 共同機関・契約・再委託の確認
4. 倫理・安全・DMP・情報管理の要否確認
5. 成果・報告・広報・知財の管理方法
6. 初月ToDoと次回会議

4. Break down into ToDos by person in charge

| No | タスク | 担当 | 確認先 | 期限 | 根拠資料 | 状態 |
|----|--------|------|--------|------|----------|------|

Status is managed with 未着手 / 依頼済 / 回答待ち / 要追加確認 / 完了 / 保留 .

5. Create confirmation requests to specialized departments

Matters that the RA cannot judge are turned into confirmation requests with background and materials attached.

件名: [確認依頼] {課題名} 採択後開始前確認

{制度名} に採択された {課題名} について、研究開始前に下記をご確認ください。

背景:
- 研究期間:
- 関係機関:
- 関連資料:

確認したい事項:
- {確認事項1}
- {確認事項2}

希望回答期限:
- {日付}

Judgment criteria

Judgment item	Points to check	Action
Start of expenditure	From when and what can be spent	Confirm with accounting and program materials
Contracts	Is a contract required before research begins?	Confirm with the contract officer
Ethics and safety	Are there tasks that cannot begin before approval?	Confirm with the specialized contact point
Partner institutions	Are allocation, invoicing, and reporting decided?	Set contact points and deadlines
Deliverable management	Are there methods for recording papers, intellectual property, data, and public relations?	Create a deliverable ledger

Common mistakes and countermeasures

Mistake	Countermeasure
Thinking you can start just by looking at the selection notice	Confirm grant conditions, contracts, and expenditure start conditions separately
Contract confirmation with partner institutions is delayed	Turn contracts, invoicing, and deliverables into ToDos at kickoff
Postponing ethics, safety, and the DMP	Check them first as matters that stall before research begins
No one acts after the first meeting	Leave the person in charge, deadline, confirmation destination, and status

Quality standards

• Grant conditions, institutional rules, and specialized department confirmations are separated
• Matters that should be stopped before research begins are not overlooked
• All pending matters have a person in charge, confirmation destination, and deadline
• budget-execution, project-meeting-ops, research-output-registry can be handed off to

Available Tools

• Read: Reading the selection notice, call guidelines, administrative processing manual, application form, and budget table
• Write: Creating the kickoff confirmation sheet, agenda, ToDo table, and confirmation request text
• WebSearch / WebFetch: Confirming official FA materials and publicly available information from the affiliated institution
• Bash: Formatting tables, deadline tables, and lists of persons in charge