FAQs: Research at the School of Medicine
Summary and quick links
SOM staff responses to emergency conditions (legal size/letter size)
SOM offices supporting research
Help for new faculty
Sponsored research and consulting agreements
Staff and trainees
Research supplies, equipment, travel
Human subjects research
Intellectual property, confidentiality, entrepreneurial activities
Facilities: renovation and repair
Environmental health and safety
Other compliance issues and training
Computers/network/Internet
Security, losses
Research animals
SOM core facilities and collaborators
SOM research facilities: current and planned construction and major renovations
Research policies
SOM offices supporting research
How does the Office of Grants and Contracts support research at the SOM? The office provides: institutional approval of proposals; interpretation of sponsor policies; assistance with budget development; post-award assistance (extensions, changes in work scope, close-out, etc.); with UVA Office of Sponsored Programs, negotiation of clinical trials, research, materials transfer, confidentiality, and consulting agreements. Contact: Stewart Craig, Director, Grants & Contracts.
How does SOM Grants and Contracts differ from UVA Sponsored Programs? Grants and Contracts carries out most of the functions of the Office of Sponsored Programs (OSP) for SOM faculty and awards. The exceptions are post-award financial management (OSP) and negotiation of contracts and agreements (a joint function of the two offices).
What are the responsibilities of the Office for Research? Financial conflict of interest; dissemination of targeted funding opportunities; volunteers in research; management of research space and core facilities; assistance with complex grant and contract proposals; and student research opportunities. Contact: Dr. Steven Wasserman, Assistant Dean for Research.
What services in support of clinical research are provided by the Clinical Trials Office? Mentoring of clinical research coordinators; protocol development and preparation; continuing education; study monitoring; and quality assurance. Contact Lori Elder, Director.
What are the responsibilities of the Graduate Programs Office? Support for Biomedical Sciences graduate programs and SOM postdoctoral fellows; data and other support for training grant proposals and reports; undergraduate Summer Research Internship Program.
I'm a new faculty member. Now what? Our link to resources for new research faculty can be found on the left menu of every page on our Web site.
Sponsored research and consulting agreements
Where can I find sources of research funding? The SOM Office for Research sends targeted announcements of external funding opportunities to faculty and departments/centers. Contact Dr. Steven Wasserman to discuss your research program. The Office's Web site also provides strategies for finding funding. Additional information...
How do I apply for funding? Principal Investigators are strongly urged to seek a collegial review before submitting a proposal. Departmental and institutional (Grants and Contracts) approval is required prior to submission of any proposal. Your administrator can help you generate budgets and application forms and forward the proposal to the SOM Office of Grants and Contracts for review and approval. Additional information...
Who can help me prepare clinical trials budgets and invoice for trial expenses? The SOM Clinical Trials Office can help investigators prepare clinical trials budgets, negotiate budgets with sponsors, and invoice sponsors as study milestones are achieved. Additional information...
Can I consult externally as a SOM employee? The UVA consulting policy permits faculty to consult one day in seven (one per calendar week). The SOM consulting policy requires that all consulting agreements be reviewed by the Office of Grants and Contracts prior to approval.
How do I hire staff? Contact your department HR administrator to create positions within the UVA HR system, advertise for and interview candidates, and offer positions. Additional information...
How can I become a faculty in a Biomedical Sciences (BIMS) Graduate Program? Contact Dr. Joel Hockensmith, Assistant Dean, Graduate Programs. Additional information on BIMS programs...
What financial and other support are available to graduate students? In general, the SOM provides year 1 of student stipends; thereafter, they are supported financially by training grants, research grants, or departmental funds. Additional information...
What information is available to enrolled graduate students? The Graduate Programs Office Web site provides general information for enrolled BIMS students.
What information and support are available to postdoctoral trainees? The Graduate Programs Office maintains an on-line application system for UVA postdocs. The UVA Postdoctoral Office provides information on housing, visas, benefits, tax issues, etc.
May visitors or volunteers join my research group? Submit a SOM volunteer agreement to the Dean's Office for approval prior to the visitor's arrival.
How do foreign employees and trainees obtain and maintain visas? Your administrator should work with the SOM (Jean Snoddy) and the UVA International Students & Scholars Office to apply for and maintain visas.
What training is available for UVA supervisors? All supervisors must take training on Discriminatory Harassment through the Office of Equal Opportunity Programs.
Research supplies, equipment, travel
How do I order research supplies, equipment, and services? Orders for supplies and small equipment are placed through the on-line UVA Marketplace. Your administrator can arrange access to that system and can facilitate the purchase of large equipment and services.
How can I arrange and get reimbursed for job-related travel? See your administrator for help with travel and Procurement Services's guidelines and tips on travel.
Where can I find information on clinical research? The SOM Clinical Trials Office's Orientation Manual is a compendium on the subject of clinical trials (Good Clinical Practice, ethics, protocol submission, managing trials, etc.).
How can I get help in developing human use protocols and case report forms (CRFs)? Contact the SOM Clinical Trials Office. The Division of Biostatistics & Epidemiology of the Department of Public Health Sciences can help with study design, analytic plans, and analysis of preliminary data to support protocol development.
Does the institution support development, submission, and maintenance of FDA INDs/IDEs? Investigational New Drug Applications and Investigational Device Exemptions are required for clinical trials of new drugs and devices, respectively, and of drugs that are tested beyond the limits of current product licensure. Contact the SOM Clinical Trials Office for help in developing, submitting, and maintaining FDA applications.
How do I submit protocols to the IRB? First, take on-line IRB training (logging on as a guest if you just arrived at UVA). You then can submit protocols or requests for exemptions via their on-line system.
What training requirements and professional development opportunities are available for my clinical research coordinator (CRC)? The IRB-HSR requires on-line training for clinical coordinators and a voluntary program on IRB and broader issues. The SOM Clinical Trials Office conducts continuing education, informal discussions, clinical research professional meetings, and mentoring of CRCs.
How do I recruit research subjects? The Health System Web site lists current clinical trials (click here to list your trial). The Health System newsletter (The Link) also lists current clinical trials (click here to list your trial). Also, see IRB-HSR advertising guidelines for clinical studies.
Is there a research pharmacy to support clinical research? The Medical Center's Investigational Drug Service can receive, log, prepare, and blind study drugs.
Can I access clinical coordinators and clinical space for my investigator-initiated research? The General Clinical Research Center provides inpatient and outpatient facilities, staff, core laboratory assays, and computing and statistical support for studies approved by its Advisory Committee. The Cancer Center provides CRCs for cancer trials.
Who supports quality assurance and monitoring activities? The SOM Clinical Trials Office can help investigators prepare and maintain SOPs, prepare for sponsor/FDA audits, and monitor investigator-initiated studies.
Where can I register my own clinical trials on-line? Sponsors should register their clinical studies at http://prsinfo.clinicaltrials.gov/. Effective July 1, 2008, the International Committee of Medical Journal Editors will require that Phase 1 clinical trials published in their journals to have been registered previously at a public site.
What resources are available for retrospective research using hospital patient data? The UVA Clinical Data Repository provides clinical information for the retrospective analysis of health care data.
Intellectual property, confidentiality, entrepreneurial activities
How can I protect and develop my own intellectual property (IP)? Submit invention disclosures to the UVA Patent Foundation, who will advise you on patenting and licensing. Additional information...
Who negotiates and signs confidentiality and materials transfer agreements? The Office of Grants and Contracts is responsible for both "incoming" and "outgoing" agreements. Additional information...
Is there help available to start a company to commercialize my intellectual property? For an overview of the entrepreneurial process, see the UVA Faculty Entrepreneur's Guidebook. Spinner Technologies, Inc., a for-profit subsidiary of the UVA Patent Foundation, can provide help during start-up, including short-term rental of research lab space. The Darden School's Batten Institute can help you develop your business plan and with other aspects of creating and managing a company.
Facilities: renovation and repair
How do I renovate my research space? Speak with your research administrator, who will work with Facilities Management to perform renovations.
How do I effect facilities repairs, both emergency and non-emergency? Submit a work order 24/7 with Physical Plant (924-2267 or on-line).
Environmental health and safety
What approvals are required in order to use recombinant DNA or pathogens? Contact the Institutional Biosafety Committee to declare/register materials, obtain training, and to arrange a lab inspection prior to receiving or using such materials.
What about other biological, chemical, radioactive hazards? Contact the Office of Environmental Health and Safety for specific requirements and a schedule of training sessions.
Other compliance issues and training
What other training must I take? HIPAA privacy training is available via the Health System's NetLearning system. All SOM employees also must complete the UVA Information Technology and Communication (ITC) on-line computer security program.
Where can one receive training in responsible conduct of research? Trainees on federal training grants are required to take BIMS 710, which is coordinated by the Graduate Programs Office. Individuals wishing to audit the course may not participate in small-group sessions. Additional information...
Whom do I contact to discuss financial conflicts of interest (COIs)? Contact the Office for Research/Dr. Steven Wasserman or the UVA Conflicts of Interest Committee (Dr. Patricia Tereskerz, Chair). Additional information...
Who is responsible for tracking the financial status of my accounts? PIs are legally responsible for all expenditures on their accounts and must approve their financial statements every month. Your department administrator will provide reports of expenditures as recorded in the Oracle financial system, for your review. Additional information on roles and responsibilities...
What are my responsibilities concerning effort reporting? Faculty and research staff at the University must report, semi-annually, their efforts on various activities. Your administrator can describe your department's methodology for tracking effort and discuss reports prior to your approval.
Who can assist with computer purchase and set-up and with connectivity issues? Your department has a Local Support Partner (LSP) who can discuss equipment specifications and perform set-up of new computers. Your networking needs may be supported by UVA Information Technology & Communication, Health System Computing Services, or departmental personnel and servers.
How can I obtain UVA discounted or site-licensed software? Information Technology and Communication offers several PC and Mac applications that can be downloaded (note restrictions on use); Cavalier Computers offers academic discounts on programs for personal use.
Whom do I contact in case of property loss or injury? In case of injury, phone 911 for emergency help. File claims for workers' compensation at UVA Human Resources. Your administrator can help file a claim with Risk Management for reimbursement of losses to property.
How do I contact police/security? Contact HS Security or UVA Police to report a crime or to request a security assessment of your facilities. In an emergency, phone 911. For non-emergent issues:
- HS security: 924-5048
- UVA police: 924-7166
How do I submit an animal protocol? Access the IACUC's Web-based system for protocol submission.
What training is required for researchers using animals? Training in animal use is required for faculty and staff who work with research animals. Additional information...
How do I order research animals? You must have an IACUC-approved protocol before you can order animals. Vertebrate animals are ordered by the Center for Comparative Medicine. See their procedures for ordering and deadlines. Animals are delivered 4 to 5 business days after the ordering deadline.
How do I request additional animal cages? Increases in your allotted number of cages require prior approval. Contact the Center for Comparative Medicine.
What is Occupational Health? This is a required health program for individuals who work with research animals.
SOM core facilities and collaborators
What research core facilities are available at the SOM? Consult the list of institutional cores, which provide University users with access to services and specialized equipment. Other cores are provided via certain research centers and complex research awards.
How do I find UVA research collaborators and consultants? Consult the Research Faculty Directory or contact the Office for Research/Dr. Steven Wasserman.
What policies should I create for my own research group? Consider creating policies on authorship and data integrity (including manipulation of graphics) that fit the research being conducted by your group. See the Office for Research Web site.
How can I ensure proper management and integrity of my research data? Download and read "Making the Right Moves," Chapter 8, covering data recording, witnessing, retention, and security. For additional help, the Office for Research/Dr. Steven Wasserman can provide recommendations tailored to your research program. Additional information...
What other institutional and SOM policies govern research? Other SOM and UVA research policies are described here.