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Summary and quick links
Roles and responsibilities in research administration
Regulatory clearances and training
Set-up and management of financial accounts
Hiring and managing staff
Annual renewals
Competitive renewals
Award closeouts
Help with post-award project administration
Regulatory clearances and training. You and your research staff must receive training and approval to procure, use, dispose of, and ship hazardous materials (including recombinant DNA and pathogens). See the training page for detailed information.
Setting up and managing your accounts. 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 requires completion of an SP-23 form, per UVA Procedure 8-12. (Best practice: initiate this process when it is likely that your proposal will be funded, to avoid subsequent delays.) Your administrator will work with UVA Procurement to order supplies, services, and equipment. Your staff may be trained and given access to the UVA Marketplace, our electronic shopping environment.
Hiring and managing research staff. Your administrator will work with the Dean's Office HR staff and UVA Human Resources to hire project personnel. UVA Human Resources or the International Students and Scholars Program can help obtain and maintain visas for foreign staff and trainees, respectively. The office of the Vice President for Research provides resources for postdoctoral fellows.
Annual reports and 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 reports are required of animal and human use protocols.
Competitive renewals. Be aware of deadlines for competitive renewals, and prepare accordingly (NIH deadlines). Note: the final version of your proposal must be sent to the Office of Grants & Contracts at least five working days prior to the deadline for electronically-submitted proposals (e.g., via grants.gov).
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. For NIH, reports must be filed within 90 days of the end date of the award.
Help with post-award project administration. Contact the Office of Grants and Contracts for assistance.
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