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Summary and
quick links
Regulatory
clearances and training
Set-up and management of financial accounts
Hiring and managing staff
Annual reports and renewals
Competitive renewals
Award closeouts
Help with post-award project administration
Transferring NIH/PHS awards between institutions
Roles and responsibilities in research administration:
Faculty
Trainees
Clinical research coordinators
Department research administrators
University offices
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. (See NIH closeout
document from the Office of Grants and Contracts.)
Help with post-award
project administration. Contact the Office of Grants and
Contracts for assistance (list of department
assignments of staff).
Faculty research roles
and responsibilities. The Office of Sponsored Programs has
posted the responsibilities
of principal investigators. Of paramount importance is the
freedom to choose the nature and direction of their research program
and to disseminate the results of that research to the public, within
any constraints placed by the funding agency. Non-PI faculty have
similar responsibilities to the PI, with the exception of overall
responsibility for project direction and reporting. Collaborating
investigators must:
- Ensure that their expenditures are in accordance with sponsor
and university regulations, policies, and procedures
- Coordinate with the PI any approvals for restricted expenditures
(e.g., equipment)
- Maintain knowledge of and compliance with University procedures
related to sponsored research
- Disclose financial conflicts of interest to the PI
- Obtain and maintain applicable IACUC, IRB, IBC,
and EHS approvals before
initiating a research project
- Disclose prior disbarment/suspension or proposed
disbarment
- Verify that their project staff have signed University Patent
Agreements
Faculty conducting human subjects research should also refer to the
section below on the roles/responsibilities of clinical research
coordinators.
Trainee research roles
and responsibilities. Postdocs and graduate students must:
- Seek and follow faculty guidance on scientific and other procedures
(e.g., allowable uses of grant funds)
- Maintain knowledge of and compliance with University procedures and
policies related to sponsored research
- Disclose financial conflicts of interest to the PI
- Obtain applicable training in and practice
responsible conduct of
research
- Obtain applicable IACUC, IRB, IBC,
and EHS
approvals/training
Research
coordinator research roles and responsibilities (from the
Clinical Trials Office
"Human Subjects Research Guide"):
- Manage all aspects of conducting clinical trials under the
direction of the PI
- Maintain in-depth knowledge of protocol requirements and Good
Clinical Practice (GCP) as set described in
FDA regulations
- Provide sound conduct of the clinical trial (including
recruitment, screening, enrollment, and follow-up of eligible subjects
per protocol)
- Maintain accurate and complete documentation (e.g., regulatory
documents, signed consent forms, IRB approvals, source documents, drug
dispensing and subject logs, and study-related communication)
- Provide organizational management of all aspects of the trial
(e.g., timeliness in completing case report forms, data entry,
reporting adverse drug experiences [ADEs], and managing
caseload and study files)
- Communicate protocol-related problems to the management staff
(e.g., questions regarding the conduct of the clinical trial, possible
ADEs, or subject compliance)
- Maintain professional conduct in the presence of subjects, research
staff, sponsors, monitors, auditors, etc.
Department research
administrator research roles and responsibilities (adapted
from the Office of Sponsored Programs web site):
- Support project investigators in the development of proposals and
related financial narratives and budgets
- Thoroughly understand unallowable, direct, and facilities and
administrative (F&A) costs.
- Thoroughly understand and properly follow Cost
Accounting Standards
- Show consistency in charging sponsored award costs
- Ensure monthly review of project costs and obtain PI approval of
same in a timely manner
Research roles
and responsibilities of University offices:
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