Introduction to Research Administration at ECU Presented by the Office of Sponsored Programs
Jan 03, 2016
Introduction to Research Administration at ECUPresented by the Office of Sponsored Programs
Research Administration
Research Administration includes thoseuniversity departments and individualswho work together towards a commongoal to enhance faculty and staffsuccess in obtaining external fundingfor research, training and serviceactivities and to assist in themanagement of their awards.
The Many Faces of RA @ ECU
Departmental Research Administrator (DRA)
Research & GraduateStudies
Office of Sponsored ProgramsPre-Award Services
Institutional Review Board
Technology Transfer OfficePatents, Inventions,
Confidentiality
Institutional Animal Care and Use Committee
Environmental Health and SafetySponsor
Compliance/Faculty Development
Grants and Contracts OfficePost-Award Services
Packet of Information
• Handout of this Presentation• Copy of Internal Forms• Sample Scope of Work (SOW)• Sample Terms and Conditions (T&C)• Quick Reference Contact List• DRA Directory
Definition of a…
• Departmental Research Administrator or DRA: An employee responsible for providing administrative support of one or more sponsored projects.
• Sponsored Project: • Any project supported with funds from an external
agency, i.e., federal, state, non-profit, private, etc. • Normally contractual in nature awarded thru a
grant, cooperative agreement, contracts, subawards or subcontracts.
Overview of theRoles & Responsibilities
of aDepartmental Research
Administrator
Pre-Award
• First line of review before proposal is routed for approvals and submitted to OSP• Assists PIs with funding searches• Communicates PIs intent to apply to OSP• Obtains and reviews sponsor
guidelines/forms• Prepares and/or assists with budget &
other documents
Pre-Award Continued
• Ensures departmental resources committed are acceptable
• Coordinates and communicates with PI to understand relationship between project goals and resources
• Prepares and/or reviews Internal Processing Form (IPF) and other internal documents
• Acquires departmental approvals
Pre-Award Proposal Approval Flowchart
PI
DRA
OSP
PIDean
PI Chair/Dept Head
Sponsor
Co-PI (2)Chair
Co-PI (4)Chair
Co-PI (3)Chair
Co-PI (1)Chair
Co-PI (4)Dean
Co-PI (3)Dean
Co-PI (2)Dean
Co-PI (1)Dean
Post-Award R&R
• Assists PI with management of grant budget• Expedites documentation for purchases• Reconciles monthly ledgers of expenditures• Assists with documentation of mandatory
cost sharing and/or match• Provides information to resolve overdrafts
Post-Award R&R Continued
• Assists with recruitment, appointment and effort reporting for personnel
• Assists PIs with compiling information for final financial report
• Provides information for closing reports• Assists PI with development of continuation
or renewal proposals• Provides department-level training
Overview of theRoles & Responsibilities
of aPrinciple Investigator (PI)
Principle Investigator (PI) R&R
• Reviews sponsor’s program guidelines • Prepares proposal, budget & other materials • Identifies subrecipients and consultants• Requests cost sharing, if required • Satisfies regulatory research requirements (use of
human subjects, animals, chemical, tech transfer) • Reviews and signs Internal Processing Form (IPF),
multi-disciplinary form and conflict of interest certification (if applicable)
• Assures final proposal is endorsed and submitted
PI R&R
• Negotiates and approves project scope (See sample SOW)
• Reviews and approves of terms & conditions of award (See sample T&C)
• Conducts the research • Oversees scientific integrity of project. Is familiar
with University academic fraud policy (PDF) and brings to Dean’s attention any allegations of academic fraud or scientific misconduct. Dean’s office makes a determination as to the merit of the allegations.
PI R&R
• Oversees that project technical requirements and allocation of resources are fully understood by all parties
• Oversees budget management • Authorizes all expenditures, cost transfers,
rebudgeting • Manages project personnel • Oversees scope of work and authorizes
payments to consultants and subrecipients • Discloses inventions, discoveries, improvements
to Tech Transfer Office
PI R&R
• Completes interim and final technical reports• Updates assurances and prepares disclosure form
of any conflict of interest develops • Signs certification statements for effort reporting • Provides oversight for rebudgeting, cost transfers,
and carry forwards • Provides information on closing reports • Prepares continuation or renewal proposal • Retains project data and materials as required
Overview of theRoles & Responsibilities
of the Office of Sponsored Programs
(Pre-Award)http://www.research2.ecu.edu/osp/
OSP R&R
• Provide services to the university that facilitate the acquisition of external funding for sponsored projects in research, creative activity, instruction, and public service
• Protect the interests of the University• Facilitate the effective and efficient execution
of sponsored projects• Ensure a uniform, streamlined administrative
process for grants and contracts
Proposal Development Process
PI Wants to Submit a ProposalContacts DRA/OSP
Preliminary Proposal, Budget & Forms to OSP (2 weeks prior to deadline)
Develop Concept/Discuss Processing Timeline with OSP Representative
Contact DepartmentalResearch Administrator
Contact Sponsor Program Director
Proposal to PI for RevisionsDocuments to Department for
Signature(s) (1 week prior to deadline)
Final Documents to OSP for Review &Signature (3-5 days prior to deadline)
Proposal Submitted to Sponsor by PI or OSPProposal Assigned OSP #
OSP R&R
• Act as signature authority• Only OSP is the “Authorized Representative”
on ALL grants and contracts• Submit proposals to sponsors electronically via
grants.gov, fastlane, e-commons, etc.• Ensure all grants and contracts are in
compliance and consistent with university policies, federal & state laws, and sponsor guidelines
• Act as a liaison with sponsors – negotiation burden
OSP R&R
• Track all awards & submissions• Write subcontracts, amendments,
modifications• Provide Research Administration training
• Departmental Research Administrators• Principle Investigator• Program Specific
• Develop and maintain partnerships with sponsors
Overview of theRoles & Responsibilities
of the Grants and Contracts Office
(Post-Award)http://www.ecu.edu/cs-admin/financial_serv/index-grantsandcontracts.cfm
G&C R&R
• Responsible for post-award administration and financial management of all grants and contracts awarded to ECU• Assigns account number and sets up line-
item budget• Submits/approves invoices of expenditures to
sponsor• Responsible for all financial reporting to
sponsoring agencies
G&C R&R
• Coordinate all audit matters relative to sponsored activities
• Assist PI and DRA with rebudgeting • Monitors all subcontract/subrecipient budgets• Tracks cost share and third party match• Responsible for monitoring, certification and
reporting of time & effort• Submit interim and final invoice and reports as
mandated by sponsor • Close out awards @ ECU and w/Sponsor
G&C Contacts
Kathleen Hall, DirectorElla Arnette-Barrett, Accountant
Steve Ayers, AccountantMelissa Thorne, Accountant
Grants and ContractsEast Carolina University
Greenville Centre, Suite 29002200 S. Charles BoulevardGreenville, NC 27858-4353
Phone: 252-328-9530Fax: 252-328-0769
http://www.ecu.edu/cs-admin/financial_serv/index-grantsandcontracts.cfm
OSP
Grants & Contracts
Sponsor Makes Award
PI DeanDRA
PIPI Chair
PI DRA
OSP
Post-Award Flowchart
Grants & Contracts
Overview of theSupport Offices
IRBIACUC
Environmental Health & SafetyTech Transfer
Institutional Review Board
The primary function of the IRB is to protect theRights and welfare of human subjects engaged inresearch at ECU, BSOM and PCMH and theiraffiliates, and in research conducted elsewhere byfaculty, students, staff or other representatives ofthe University in connection with theirresponsibilities. This mission is accomplished by aninstitutional commitment to education andestablishment of a collaborative relationship with theresearchers and key support staff.
IRB Contact
Denise L. Brigham, RN, CCRC, CIP Administrative Director
Phone 252-744-1971Fax 252-744-2284
http://www.ecu.edu/irb/
Institutional Animal Care and Use Committee
The use of animals is essential to the teaching,extension, and research missions of ECU.Significant benefits to the health and welfare ofboth animals and humans have resulted fromanimal use in research, and continued use iscrucial to future advancements.
The IACUC fosters compliance through facilitatingthe Efforts employed by the institutions scientistsand instructors in the utilization of the animalmodel in research, education and other scholarlypursuits.
Environmental Health and Safety
Monitors use of Biological Hazards, RadioactiveMaterials, and other Chemical Hazards used inresearch and development. EH&S developspolicy manuals and training programs thatensure campus safety, environmentalsustainability and regulatory compliance. TheSchool of Medicine's Office of Prospective Healthmanages biological safety, radiation safety,infection control and employee health.
Environmental Health Contact
Environmental Health and SafetyBill Koch
210 E. 4th StreetGreenville, NC 27858
(252) [email protected]
http://www.ecu.edu/oehs/
Office of Technology Transfer
The mission of the Office of Technology Transfer(OTT) is to promote innovation, enhance research,and facilitate economic development throughprotecting and commercializing intellectual propertyin an efficient and effective manner that benefitsthe University, the region, and the society as a
whole. OTT serves as an educational resource on
intellectual property and licensing matters andmanages the University’s portfolio of patents andlicenses.
OTT Contact
Office of Technology TransferMark Foley or Marti Van ScottGreenville Centre, Room 24002200 South Charles Boulevard
Greenville, NC 27858-4353 USA252.328.9549
http://www.research2.ecu.edu/ott/
OSP Contacts
• East Campus• Melody Bentz, Grants & Contracts
Officer, 328-9537, [email protected]• Rick Smiley, Grants & Contracts Officer, 328-9536, [email protected]• Beth Eslick, Grants & Contracts Officer,
744-1847, [email protected]
Corporate & Foundations
The university contact for Corporate Philanthropy and Foundations is:
Sharon HamiltonDirector, Corporate & Foundation Relations
http://www.ecu.edu/cs-admin/devt/Corporate-Foundation-Home-Page.cfm