|Guideline notes on taking
over sponsored project
Project responsibility: Sponsored research projects
allow for new resources to be created in the Institute.
These projects are headed by a Principal Investigator
(PI), and should have Co-Principal Investigators
(co-PIs)/administrative PI (to operate the project,
in case PI is out of station) and the deliverables
are the responsibility of the PIs. The Institute
provides the PIs necessary support.
For each sponsored project, the entire expenditure
for the operation of the project is required to
be met out of funds provided by the sponsoring agency.
The responsibility for operation of the project
lies with the PI.
Preparation and Submission of the Proposal: The
project proposal should be formulated according
to the format prescribed by the concerned funding
Agency. The format is available at the respective
website of each Funding Agency.
proposal forms for some funding agencies are available
While making an estimate of the funds required for
a project, the following budget heads should be
taken into account:
Salary of Project Staff including PhD scholars
(d) Travel (domestic, international)
(f) Overheads (@20% of project
Overheads: Overheads are calculated @20% of the
total project cost. Please refer Guidelines XV Section
In International project:
o Funds are received in foreign currency;
o The research collaboration of IITK with the other
party/funding agency should be in conformity with
the laws of both the Countries and/or International
laws as the case may be.
Sponsored project refers to one in which the PI
does not charge honoraria. For a project sponsored
by a government agency, no honorarium in any form
can be claimed. Amount may be used by the PIs as
approved in the respective budget head by the funding
The proposal should be submitted to the Dean: Research
& Development (after getting it forwarded by
the HOD/Head of the Center) for signature. Forwarding
is required to ensure that sufficient resources
are available, and the project can be executed.
The soft copy of the proposal will be sent to the
Office of records. The Dean R&D is the competent
authority for approving all project proposals.
Endorsement cum letter of forwarding for the project
proposal is printed on the letter head and is signed
by the Dean: Research & Development. Project
proposal is attached as an annexure to the letter
A proposal that satisfies all the conditions, particularly
of the overheads, will be approved immediately.
Any deviation from the norms (e.g. reduction of
overhead) will have to be discussed and explicitly
approved. The approving authority for any relaxation
is the Dean.
The Office will make a suitable record of the proposal,
and then courier the project proposal to the concerned
agency along with the Institute’s cover letter.
Alternatively, it may be given to the PI for forwarding
it to the agency.
IPR issue: All IPR related issues are agreed between
the Institute and the funding agency. Preferably,
IPR will be jointly shared by IIT Kanpur and the
funding agency. For Board approved IPR policy of
the Institute, please refer http://www.iitk.ac.in/siic/IP_policy.pdf.
MoU/Agreement preparation: The Institute has Board
approved guidelines for drafting MoU/Agreement http://www.iitk.ac.in/dord/guidelines_drafting.pdf.
When MoU is clear from all angles and acceptable
to both the parties, it is sent to the Director,
IITK for approval along with the Note File (summery
approval, PI/HOD/DORD/DD/Director as the case may
be along with witness sign the MoU.
Function of the Office of R&D: The Office acts
as a liaison between the Institute and funding agency
to undertake sponsored projects.
the project is sanctioned, for registration, operation
of the Project, please refer function of the Office
of R&D in Section C.
After completion of the project, final report should
be submitted to the funding agency, a copy of which
is given to the Dean’s office for records.
Final report along with utilization certificate
and any unspent amount in the project account is
sent to the funding agency.