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Summary and quick links
Roles and responsibilities in research administration
Regulatory clearances and training
Financial account set-up and management
Hiring and managing staff
Award-related responsibilities (PI, department, school, UVA administration)
Annual renewals
Competitive renewals
Award closeouts
Help with post-award project administration
Regulatory clearances and training. Make sure that you and your staff have been trained and approved to procure, use, dispose of, and ship hazardous materials (including recombinant DNA and pathogens). See the Office for Research training page for detailed information.
Setting up and managing your account. Your research administrator will work with the Dean's Office to create a preliminary project account and on post-award accounting. Creation of the preliminary account (PTAO) requires completion of an SP-23 form, according to the following UVA Procedure 8-12. Your administrator also will work with UVA Procurement Services on the purchase of supplies, services, and equipment. Your staff may be trained and given access to the UVA Marketplace, the electronic shopping environment.
Hiring and managing research staff. Your administrator will work with the Dean's Office and UVA Human Resources to hire personnel. The International Students and Scholars Program can help obtain and maintain visas for foreign trainees or staff. The Vice President for Research and Graduate Studies provides resources for postdoctoral fellows at its Web site.
Award-related responsibilities. By accepting an award, the Principal Investigator assumes responsibility for not only the scientific direction of the project, but also for regulatory compliance, technical, financial, patent and other reports, compliance with federal and state laws such as export restrictions, oversight of subcontracts, and so on. These responsibilities are spelled out in the terms and conditions of your award. The Office of Sponsored Programs offers a description of the roles and responsibilities of principal investigators, administrative units, and UVA administration. See also the roles and responsibilities matrix at the Grants & Contracts Web site.
Annual renewals. Multi-year grants generally require the submission of annual reports before the subsequent year is funded. For NIH grants, annual technical reports generally are due two months prior to the start of the next award period. Contracts, including clinical trials agreements, have specific reporting, invoicing, and reimbursement schedules. Annual renewals also apply to animal and human use protocols.
Competitive renewals. Be aware of deadlines for competitive renewals, and prepare accordingly. (See NIH deadlines). Note: the new electronic submission system for federal support requires that a final version of your proposal be sent to the Office of Grants & Contracts at least five working days prior to the submission deadline.
Award closeouts. Make sure that all required final reports (technical, financial, equipment, inventions, etc.) have been filed with the agency. Your award document will describe which reports are required, and the deadlines for filing them with the funding agency.
Help with post-award project administration. When in doubt, ask. The School of Medicine's Office for Research and Office of Grants and Contracts are available for advice and referrals.
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