For Grant Manager / Sponsored Programs Administrators ·
What you'll accomplish
Each new award means the same round of work: a setup brief for the PI, report reminders months later, and a fresh read every time a modification arrives. You will set up a ChatGPT Project for one award that holds the award notice excerpts and your own setup notes, so every later request starts with that context already in place. You get drafts faster, and you still confirm every date against the notice.
What you'll need
Data caution. Award terms are institutional material. Whether you may put them into ChatGPT depends on your institution's AI guidance and on using an approved tool. Before you upload anything, open ChatGPT's data settings and check whether chats and files are used to improve models and how long they are kept. Upload excerpts, not the whole award file. Leave out salaries, effort, named personnel, bank details and portal credentials. If you cannot use real award text, practise with an invented notice excerpt that you write yourself, or a published sample award notice from a sponsor's website.
award-1-notice-excerpts.docx and award-1-setup-notes.docx.What you should see: Two short files with codes and no personal details.
OpenAI's help article describes projects as a way to group chats, keep reference files and add custom instructions. Menu labels may differ by plan and over time, so look for those three things. Troubleshooting: If you do not see Projects, your plan or workspace may not include it. Ask your IT team, or use a single chat with the files attached for this award.
What you should see: Both files listed in the project. Troubleshooting: If a file is rejected, convert it to a plain DOCX or PDF and try again. Check the help page for current limits.
Find the project's instructions area and paste this text.
You help a research administrator support one sponsored award, called Award 1.
- The uploaded award notice excerpts and setup notes are the only source for award terms.
- Quote the passage that supports each date, report or spending condition, and name the file.
- If something is not in the files, say "not in the files" and tell me to check the full notice or the sponsor's contact.
- Never decide whether a cost is allowable and never state a sponsor rule from memory.
- Use placeholders like [date] and [amount] when the files do not give a value.
- Everything you write is a draft for me to read and edit.
Troubleshooting: If answers cite things you did not upload, repeat the rules in the chat and ask it to quote the file for each point.
Report reminder:
Draft a reminder to PI A for the next report named in the notice. Give the due date from the files, our internal deadline [date], and what we need from the PI.
What changed after a modification:
I am pasting a modification to Award 1. Compare it with the notice excerpts in the project and list what changed in dates, deliverables and conditions. Quote both versions.
Questions for the sponsor:
List the items in the files that look unclear or conflicting, as questions for the sponsor's grants contact.
Handoff note:
Write a short handoff note for a colleague who will cover Award 1: key dates, reports, open items and who to ask.