Introduction to Research Administration at ECU

1
Introduction to Research Administration at ECU

• Presented by the Office of Sponsored Programs

2
Research Administration

• Research Administration includes those
• university departments and individuals
• who work together towards a common
• goal to enhance faculty and staff
• success in obtaining external funding
• for research, training and service
• activities and to assist in the
• management of their awards.

3
The Many Faces of RA _at_ ECU
4
Packet of Information

• Handout of this Presentation
• Copy of Internal Forms
• Sample Scope of Work (SOW)
• Sample Terms and Conditions (TC)
• Quick Reference Contact List
• DRA Directory

5
Definition of a

• Departmental Research Administrator or DRA An
  employee responsible for providing administrative
  support of one or more sponsored projects.
• Sponsored Project
• Any project supported with funds from an external
  agency, i.e., federal, state, non-profit,
  private, etc.
• Normally contractual in nature awarded thru a
  grant, cooperative agreement, contracts,
  subawards or subcontracts.

6

• Overview of the
• Roles Responsibilities
• of a
• Departmental Research
• Administrator

7
Pre-Award

• First line of review before proposal is routed
  for approvals and submitted to OSP
• Assists PIs with funding searches
• Communicates PIs intent to apply to OSP
• Obtains and reviews sponsor guidelines/forms
• Prepares and/or assists with budget other
  documents

8
Pre-Award Continued

• Ensures departmental resources committed are
  acceptable
• Coordinates and communicates with PI to
  understand relationship between project goals and
  resources
• Prepares and/or reviews Internal Processing Form
  (IPF) and other internal documents
• Acquires departmental approvals

9
Pre-Award Proposal Approval Flowchart
10
Post-Award RR

• Assists PI with management of grant budget
• Expedites documentation for purchases
• Reconciles monthly ledgers of expenditures
• Assists with documentation of mandatory cost
  sharing and/or match
• Provides information to resolve overdrafts

11
Post-Award RR Continued

• Assists with recruitment, appointment and effort
  reporting for personnel
• Assists PIs with compiling information for final
  financial report
• Provides information for closing reports
• Assists PI with development of continuation or
  renewal proposals
• Provides department-level training

12

• Overview of the
• Roles Responsibilities
• of a
• Principle Investigator (PI)

13
Principle Investigator (PI) RR

• Reviews sponsors program guidelines
• Prepares proposal, budget other materials
• Identifies subrecipients and consultants
• Requests cost sharing, if required
• Satisfies regulatory research requirements (use
  of human subjects, animals, chemical, tech
  transfer)
• Reviews and signs Internal Processing Form (IPF),
  multi-disciplinary form and conflict of interest
  certification (if applicable)
• Assures final proposal is endorsed and submitted

14
PI RR

• Negotiates and approves project scope (See sample
  SOW)
• Reviews and approves of terms conditions of
  award (See sample TC)
• Conducts the research
• Oversees scientific integrity of project. Is
  familiar with University academic fraud policy
  (PDF) and brings to Deans attention any
  allegations of academic fraud or scientific
  misconduct. Deans office makes a determination
  as to the merit of the allegations.

15
PI RR

• Oversees that project technical requirements and
  allocation of resources are fully understood by
  all parties
• Oversees budget management
• Authorizes all expenditures, cost transfers,
  rebudgeting
• Manages project personnel
• Oversees scope of work and authorizes payments to
  consultants and subrecipients
• Discloses inventions, discoveries, improvements
  to Tech Transfer Office

16
PI RR

• Completes interim and final technical reports
• Updates assurances and prepares disclosure form
  of any conflict of interest develops
• Signs certification statements for effort
  reporting
• Provides oversight for rebudgeting, cost
  transfers, and carry forwards
• Provides information on closing reports
• Prepares continuation or renewal proposal
• Retains project data and materials as required

17

• Overview of the
• Roles Responsibilities
• of the
• Office of Sponsored Programs
• (Pre-Award)
• http//www.research2.ecu.edu/osp/

18
OSP RR

• Provide services to the university that
  facilitate the acquisition of external funding
  for sponsored projects in research, creative
  activity, instruction, and public service
• Protect the interests of the University
• Facilitate the effective and efficient execution
  of sponsored projects
• Ensure a uniform, streamlined administrative
  process for grants and contracts

19
Proposal Development Process
20
OSP RR

• Act as signature authority
• Only OSP is the Authorized Representative on
  ALL grants and contracts
• Submit proposals to sponsors electronically via
  grants.gov, fastlane, e-commons, etc.
• Ensure all grants and contracts are in compliance
  and consistent with university policies, federal
  state laws, and sponsor guidelines
• Act as a liaison with sponsors negotiation
  burden

21
OSP RR

• Track all awards submissions
• Write subcontracts, amendments, modifications
• Provide Research Administration training
• Departmental Research Administrators
• Principle Investigator
• Program Specific
• Develop and maintain partnerships with sponsors

22

• Overview of the
• Roles Responsibilities
• of the
• Grants and Contracts Office
• (Post-Award)
• http//www.ecu.edu/cs-admin/financial_serv/index-g
  rantsandcontracts.cfm

23
GC RR

• Responsible for post-award administration and
  financial management of all grants and contracts
  awarded to ECU
• Assigns account number and sets up line-item
  budget
• Submits/approves invoices of expenditures to
  sponsor
• Responsible for all financial reporting to
  sponsoring agencies

24
GC RR

• Coordinate all audit matters relative to
  sponsored activities
• Assist PI and DRA with rebudgeting
• Monitors all subcontract/subrecipient budgets
• Tracks cost share and third party match
• Responsible for monitoring, certification and
  reporting of time effort
• Submit interim and final invoice and reports as
  mandated by sponsor
• Close out awards _at_ ECU and w/Sponsor

25
GC Contacts

• Kathleen Hall, Director
• Ella Arnette-Barrett, Accountant
• Steve Ayers, Accountant
• Melissa Thorne, Accountant
• Grants and ContractsEast Carolina
  UniversityGreenville Centre, Suite 29002200 S.
  Charles BoulevardGreenville, NC
  27858-4353Phone [phone]Fax [phone]
• http//www.ecu.edu/cs-admin/financial_serv/index-g
  rantsandcontracts.cfm

26
Post-Award Flowchart
Sponsor Makes Award
27

• Overview of the
• Support Offices
• IRB
• IACUC
• Environmental Health Safety
• Tech Transfer

28
Institutional Review Board

• The primary function of the IRB is to protect the
• Rights and welfare of human subjects engaged in
• research at ECU, BSOM and PCMH and their
• affiliates, and in research conducted elsewhere
  by
• faculty, students, staff or other representatives
  of
• the University in connection with their
• responsibilities. This mission is accomplished by
  an
• institutional commitment to education and
• establishment of a collaborative relationship
  with the
• researchers and key support staff.

29
IRB Contact

• Denise L. Brigham, RN, CCRC, CIP Administrative
  DirectorPhone 252-744-1971Fax
  252-744-2284brighamd_at_ecu.edu
• http//www.ecu.edu/irb/

30
Institutional Animal Care and Use Committee

• The use of animals is essential to the teaching,
• extension, and research missions of ECU.
• Significant benefits to the health and welfare of
• both animals and humans have resulted from
• animal use in research, and continued use is
• crucial to future advancements.
• The IACUC fosters compliance through facilitating
• the Efforts employed by the institutions
  scientists
• and instructors in the utilization of the animal
• model in research, education and other scholarly
• pursuits.

31
IACUC Contact

• IACUC CoordinatorMs. Janine Davenportdavenportp_at_
  ecu.edu252-744-2436
• http//www.ecu.edu/iacuc/

32
Environmental Health and Safety

• Monitors use of Biological Hazards, Radioactive
• Materials, and other Chemical Hazards used in
• research and development. EHS develops
• policy manuals and training programs that
• ensure campus safety, environmental
• sustainability and regulatory compliance. The
• School of Medicine's Office of Prospective Health
• manages biological safety, radiation safety,
• infection control and employee health.

33
Environmental Health Contact

• Environmental Health and Safety
• Bill Koch
• 210 E. 4th StreetGreenville, NC 27858(252)
  328-6166safety_at_ecu.edu
• http//www.ecu.edu/oehs/

34
Office of Technology Transfer

• The mission of the Office of Technology Transfer
• (OTT) is to promote innovation, enhance research,
• and facilitate economic development through
• protecting and commercializing intellectual
  property
• in an efficient and effective manner that
  benefits
• the University, the region, and the society as a
• whole. OTT serves as an educational resource on
• intellectual property and licensing matters and
• manages the Universitys portfolio of patents and
• licenses.

35
OTT Contact

• Office of Technology Transfer
• Mark Foley or Marti Van ScottGreenville Centre,
  Room 24002200 South Charles BoulevardGreenville,
  NC 27858-4353 USA252.328.9549
• http//www.research2.ecu.edu/ott/

36
OSP Contacts

• East Campus
• Melody Bentz, Grants Contracts Officer,
• 328-9537, bentzm_at_ecu.edu
• Rick Smiley, Grants Contracts Officer,
• 328-9536, smileyr_at_ecu.edu
• Beth Eslick, Grants Contracts Officer,
  744-1847, eslicke_at_ecu.edu

37
Corporate Foundations

• The university contact for Corporate
  Philanthropy and Foundations is
• Sharon Hamilton
• Director, Corporate Foundation Relations
• 252.328.8550
• hamiltons_at_ecu.edu
• http//www.ecu.edu/cs-admin/devt/
• Corporate-Foundation-Home-Page.cfm