Research Administration Day Research Administration in the Fast Lane - PowerPoint PPT Presentation

1 / 33
About This Presentation
Title:

Research Administration Day Research Administration in the Fast Lane

Description:

... Administration in the Fast Lane. Basic Research Administration ... Research Facilitation Offices. Agreements Team. Institutional Programs ... FACILITATION ... – PowerPoint PPT presentation

Number of Views:98
Avg rating:3.0/5.0
Slides: 34
Provided by: lcmar
Category:

less

Transcript and Presenter's Notes

Title: Research Administration Day Research Administration in the Fast Lane


1
Research Administration DayResearch
Administration in the Fast Lane
  • Basic Research Administration
  • For New Staff
  • Lorraine Deydey
  • Research Facilitator
  • May 29, 2007 (900 1015 AM)
  • 165 Education South

2
Research Administration DayResearch
Administration in the Fast Lane
  • Begin presentation

3
Research Administration DayResearch
Administration in the Fast Lane
  • SEEKING FUNDING
  • Target Point
  • Community of Science
  • Targeted e-mail distribution lists

4
Research Administration DayResearch
Administration in the Fast Lane
  • THE APPLICATION
  • Sponsor Guidelines
  • Application Guidelines and Forms
  • Registration
  • Letter of intent
  • Eligibility to apply for research funding
  • Role of external partners
  • Intellectual Property Rights

5
Research Administration DayResearch
Administration in the Fast Lane
  • THE APPLICATION
  • University Guidelines
  • (includes Faculty/Department Guidelines)
  • Internal review processes/committees
  • Eligibility to apply for funding
  • Intellectual property rights
  • Publication restrictions
  • Researcher
  • Graduate Student

6
Research Administration DayResearch
Administration in the Fast Lane
  • APPROVALS SUBMISSION
  • Signatures
  • REQUIRED BY SPONSOR
  • Refer to Sponsor Guidelines
  • REQUIRED BY U OF A
  • Principal Investigator/Applicant
  • U of A Co-Applicants
  • Department Chair for each U of A Applicant and
    Co-Applicant
  • Faculty Dean (or Associate Dean Research) for
    each U of A
  • Applicant and Co-Applicant
  • RFO/RSO on behalf of the U of A
  • RSO Web Site http//www.rso.ualberta.ca/sig
    natures.cfm

7
Research Administration DayResearch
Administration in the Fast Lane
  • APPROVALS SUBMISSION
  • Signatures
  • Registration
  • U of A Signatures not Required
  • Letters of Intent
  • Reviewed and Signed in 3 circumstances
  • Required by Sponsor
  • LOI results in an Award (e.g., Development
    Award)
  • University is the Applicant
  • Applications, Proposals Contracts
  • All U of A Signatures Required

8
Research Administration DayResearch
Administration in the Fast Lane
  • SPONSORS DECISION
  • Where is my speedcode??

9
Research Administration DayResearch
Administration in the Fast Lane
  • SPONSORS DECISION
  • RSO-Agreements is usually the first point of
    contact for
  • sponsor/agency competition results
  • In some cases it is only sent to the
    Researcher
  • Upon receipt of notice of decision (Notice of
    Award,
  • Award letter)
  • Principal Investigator (PI) notified of
    decision
  • Initial reminder to PI re certification
    requirements
  • Central RSO Database updated

10
Research Administration DayResearch
Administration in the Fast Lane
  • PROJECT SET-UP
  • To Authorize Set-Up of Financial Project RSO
    (Agreements) must first review/confirm the
    following
  • University policies and procedures
  • Sponsor/agency guidelines/terms and conditions
  • Award requirements
  • Timelines (watch start/end dates)
  • Determine future financial requirements for RSO
    Finance team
  • Eligible costs, including indirect costs
  • Intellectual property (IP) conditions
  • Publication rights
  • Matching funds, collaboration requirements
  • Risk management
  • Student rights

11
Research Administration DayResearch
Administration in the Fast Lane
  • PROJECT SET-UP
  • Authorizing Funding
  • Once documentation in place
  • Terms and conditions acceptable to University
  • All documents signed
  • Certifications on file at RSO
  • RSO Agreements prepares a Project Authorization
    and submits to RSO set up administrator

12
Research Administration DayResearch
Administration in the Fast Lane
  • PROJECT SET-UP
  • Certifications and Approvals
  • Many types of research require certifications
    or approvals
  • BEFORE the research can begin and
  • BEFORE project can be authorized!!
  • Approvals are individual to each award as a
    general rule - The researcher cannot have
    standard or blanket certifications to cover all
    awards

13
Research Administration DayResearch
Administration in the Fast Lane
  • PROJECT SET-UP
  • Certifications and Approvals
  • Examples
  • Research involving human subjects
  • Research involving animals
  • Research involving biohazards
  • Research having environmental impact
  • Research involving human embryonic stem cells

14
Research Administration DayResearch
Administration in the Fast Lane
  • PROJECT SET-UP
  • The set-up administrator will
  • Perform initial project set-up requirements
    in the financial system
  • Prepare and distribute advice notice
  • Sent by e-mail to researcher, copy to
    departmental/Faculty administrators
  • Process budgets, advance funds, and/or bill
    sponsor as required
  • Record future financial requirements for use by
    RSO Finance team into financial database

15
Research Administration DayResearch
Administration in the Fast Lane
  • PROJECT SET-UP
  • Research funds become available for use
  • Researcher now has a speed code!!

16
Research Administration DayResearch
Administration in the Fast Lane
  • DOING THE RESEARCH
  • Roles and Responsibilities Researcher
  • Undertake research and provide deliverables
  • Manage expenses in accordance with budgets
  • Manage research personnel
  • Comply with funding agency requirements and
    University Policies and Procedures
  • Declare any conflicts of interest

17
Research Administration DayResearch
Administration in the Fast Lane
  • DOING THE RESEARCH
  • Sponsor guidelines and University policies
  • Research Personnel - Hiring, training and
    supervision (Staff and Students)
  • Purchasing - supplies and equipment (e.g.,
    competitive bid process)
  • Signing authority and delegation of signing
    authority
  • Travel - conferences (dissemination of
    research), field work, etc.
  • Certifications annual renewals
  • Scientific reporting interim?

18
Research Administration DayResearch
Administration in the Fast Lane
  • DOING THE RESEARCH
  • Sponsor guidelines and University policies
  • Documentation Original data must be retained
    by the PIs for a minimum of 5 years or such
    longer periods required by the
  • funding agencies
  • Research and Scholarship Integrity Policy
  • Major deviations to research Is prior
    authorization from sponsor required for
  • Significant deviations in proposed activities
  • Significant deviations in proposed budget
  • Major changes in research objectives
  • Conflict of Interest

19
Research Administration DayResearch
Administration in the Fast Lane
  • MANAGING RESEARCH FUNDING
  • Accountability
  • The University and researchers are accountable
    to the sponsors for the proper use of research
    funds in accordance with
  • Sponsor terms and conditions
  • University policies and procedures
  • To maintain eligibility to administer sponsor
    funds
  • As a Research Community we are accountable to
    our organization, the University of Alberta, for
    the appropriate use and reporting of research
    funds.

20
Research Administration DayResearch
Administration in the Fast Lane
  • MANAGING RESEARCH FUNDING
  • Roles and Responsibilities Admin Unit
  • Provide administrative assistance to the
    researcher
  • Monitor compliance with U of A policies and
    procedures (internal control)
  • Authorization of expenditures
  • Eligibility of expenditures
  • Deliverables
  • Over-expenditures
  • Internal control approvals
  • One-over-one approvals

21
Research Administration DayResearch
Administration in the Fast Lane
  • END OF PROJECT TERM
  • End Date Extension
  • To get a project end date extended, sponsor
    authorization or an agreement amendment is
    required
  • For renewals and extensions, start the
    procedure early. 
  • For grants, allow at least three months before
    the end date.
  • For contracts, allow at least six months before
    the end date.
  • Valid/current certifications must be in place
    before the extension will be processed.

22
Research Administration DayResearch
Administration in the Fast Lane
  • END OF PROJECT TERM
  • Wrapping up the Project
  • Surplus Funds remaining in project
  • Small Balances
  • Large Balances
  • Project Funds Over Expended
  • Reactivate PeopleSoft project
  • Project Deliverables
  • Scientific Reports
  • Final Financial Report

23
Research Administration DayResearch
Administration in the Fast Lane
  • END OF PROJECT TERM
  • Wrapping up the Project
  • Telephones
  • Employment Contracts
  • Utilities
  • Standing Orders
  • Shutting down your laboratory
  • Retention of Research Documentation
  • Research Data
  • Financial Records

24
Research Administration DayResearch
Administration in the Fast Lane
  • RESEARCH SERVICES OFFICE (RSO)
  • Supports researchers by providing services
    focused on
  • Identifying potential research funding sources
  • Processing applications and awards
  • Financial Management of research funds

25
Research Administration DayResearch
Administration in the Fast Lane
  • RSO STAFF AND ORGANIZATION
  • RSO is divided into Faculty based teams
  • Research Facilitation Offices
  • Agreements Team
  • Institutional Programs Team
  • Finance Team

26
Research Administration DayResearch
Administration in the Fast Lane
  • RESEARCH FACILITATION OFFICES
  • Research Facilitators (RF) are faculty based
    RSO staff who serve as a point of first contact
    for researchers and administrators in their
    Faculties
  • Most RF Offices have associated support staff
    who are also located within the Faculty

27
Research Administration DayResearch
Administration in the Fast Lane
  • ROLE OF THE RF OFFICE
  • Finding funding
  • Application advice and assistance
  • Application review and signature
  • Education and training role
  • First point of contact for researchers and
    administrators.
  • Provide post-award assistance to researchers
    and administrators

28
Research Administration DayResearch
Administration in the Fast Lane
  • AGREEMENTS TEAM
  • Role of the Agreements Team
  • Identifies Funding Opportunities and communicates
    deadlines via Target Point
  • Point of Contact for Agencies/Sponsors
  • Coordinate response to administrative reports
  • Respond to individual queries/requests for
    information
  • Receive communications on funding decisions
  • Coordinate close-out documents for awards

29
Research Administration DayResearch
Administration in the Fast Lane
  • AGREEMENTS TEAM
  • Role of the Agreements Team (contd)
  • Process awards
  • Review and negotiate research agreements
  • Process research agreements
  • Negotiate and prepare sub-grant
    letters/agreements
  • Authorize and establish PS projects in the
    financial system once all supporting
    documentation is received
  • Notify PI Department Administrator of new
    award

30
Research Administration DayResearch
Administration in the Fast Lane
  • AGREEMENTS TEAM
  • Role of the Agreements Team (contd)
  • Develop forms to obtain required information
    when research funding is received without a
    formal application or agreement.
  • Request for NEW Research Project
  • Change to EXISTING Research Project
  • Change of Project Holder
  • Please ensure that all fields are completed on
    the form and that all required supporting
    documentation is attached

31
Research Administration DayResearch
Administration in the Fast Lane
  • Finance Team (RSO)
  • Role of the Finance Team
  • Advance funds
  • Enter budgets into PS Financial System
  • Bills sponsors monitor receipt of payments
  • Provide Project financial reports to Campus and
    to sponsors
  • Provide sponsor and University level financial
    analysis and reporting
  • Eg. Over-expenditure reporting

32
Research Administration DayResearch
Administration in the Fast Lane
  • Finance Team (RSO)
  • Role of the Finance Team (contd)
  • Provide specialist help
  • Coordinate research-related site visits,
    financial monitoring and audits
  • Auditor General for Alberta
  • Tri-Council Agencies (NSERC, SSHRC, CIHR)
  • Any other sponsors with audit provisions in
    their terms and conditions

33
Research Administration DayResearch
Administration in the Fast Lane
  • QUESTIONS?
Write a Comment
User Comments (0)
About PowerShow.com