“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 “Are we ready? – Tri-Council Monitoring Visit” Introduction to Research Administration Pat Jones, Research Facilitator, Research Services Office Faculties of Nursing, Pharmacy and Pharmaceutical Sciences, Rehabilitation Medicine, the School of Public Health, and the Department of Pharmacology and the Department of Physiology in the Faculty of Medicine and Dentistry. 1 RAD 101

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 A central unit on campus under the Office of the Vice President (Research) (VPR)Office of the Vice President (Research) All research funding is administered by the Research Services Office (RSO)Research Services Office Around 90 staff – agreements/contracts, finance, information management, business processes, reporting/audits, legal counsel Helps the research community find, apply for, receive and manage research funding What is the Research Services Office (RSO)? 2

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Procedure is on UAPPOL at s/Research-Administration-Procedure-Roles-and- Responsibilities.pdf s/Research-Administration-Procedure-Roles-and- Responsibilities.pdf Parent policy, Research Policy, is on UAPPOL at search-policy.pdf search-policy.pdf Current procedure was approved in A revised version will be approved in the very near future and will be uploaded to UAPPOL. The procedure outlines the responsibilities of the PI, Project Holder (if someone other than PI), Department and Faculty, and the Research Services Office. Research Administration Procedure (Roles and Responsibilities) 3

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 First point-of-contact for the RSO Pre-award and Post-award support Review and sign off on research applications/proposals Advise on sponsor guidelines and U of A policy Trouble shoot research-related problems Educate via workshops, one-on-one training Answer questions Who are Research Facilitators (RFs)? 4

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Resource person for PIs and faculty/department administrators, and sponsors on end to end research administration Provides guidance to PIs and faculty/department administrators on sponsor terms and conditions and University of Alberta policies and procedures Works with RFs in developing and delivering training sessions, workshops and one-on-one training on research administration Works with RFs to complete expenditure testing and compliance review Who are Research Facilitation Support Administrators? (RFSAs) 5

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Life Cycle of a Grant 6

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Deadlines – Sponsor/RSO/Faculty/Dept Eligibility – Applicant, Co-Applicants, Collaborators, Partners, Institution Type of Research activity Budget – Indirect costs UofA standard 20% (may be higher or lower depending on sponsor) Submission process – Paper/Courier/Electronic/Online Letters of Support – Institutional/Faculty/Dept Requirements for matching funds Signatures Things to Consider When Applying for Funding 7

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Two sets of signature requirements must be met: Sponsor (signature requirements vary by sponsor) Usually outlined in the application guidelines or on the application form May or may not be required University of Alberta (signature requirements determined by U of A Policy) ALWAYS required for full applications Include PI, Chair (departmentalized faculties), Dean, U of A Co- Investigators ures.aspx ures.aspx Signatures 8

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Create New Application Proposal/Project Request 9

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1,

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1,

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1,

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1,

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Some Faculties require this form to be completed for all applications – please check with your respective Faculty Fillable PDF file currently found in the RSO Forms Cabinet: The availability of this form will be changing. Stay tuned for more information. Pre-submission Supplementary Signature Page for Applications/Proposals 14

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1,

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 When you receive notification of a successful application, send RSO a copy of the NOA (RSO is not always copied on these) Can be a simple award letter or a complex agreement (researchers must not sign agreements without prior RSO review) If you receive an NOA for an application that was not reviewed/signed by RSO prior to submission, create a New Application/Proposal/Project Request and submit a copy of the full application/proposal/budget and signature page to RSO along with the NOA. Sponsor Notice of Award (NOA) 16

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 RSO reviews the terms and conditions of award to finalize setup Confirms research involving human subjects, animals, biohazards, human embryonic stem cells has appropriate certifications in place…This is the #1 delay in award activation Animal and Human certifications provided by the Research Ethics Office (REO) Biohazard Certification provided by Office of Environment, Health & Safety (EHS) RSO staff activate Project RSO sends a New Project Activation Notification to PI/Holder, Project Administrator, Dept/Faculty contacts, and Research Facilitator Award Setup and Activation 17

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 New Project Activation Notification 18

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Advice Notice 19

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Reconciliations (PeopleSoft module – eTRAC – electronic tracking of research awards and contracts) Researcher Home Page Sub-grants or transfers of portions of funding to participating institutions Change of PI, Change to co-applicants Amendments to award (end date extension, increase to awarded amount, sponsor approved changes to research) Managing the Award 20

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 eTRAC 21

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 eTRAC 22

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Reconciliations (PeopleSoft module – eTRAC – electronic tracking of research awards and contracts) Researcher Home Page Sub-grants or transfers of portions of funding to participating institutions Change of PI, Change to co-applicants Amendments to award (end date extension, increase to awarded amount, sponsor approved changes to research) Managing the Award 23

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Researcher Home Page (RHP) 24

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Reconciliations (PeopleSoft module – eTRAC – electronic tracking of research awards and contracts) Researcher Home Page Sub-grants or transfers of portions of funding to participating institutions Change of PI, Change to co-applicants Amendments to award (end date extension, increase to awarded amount, sponsor approved changes to research) Managing the Award 25

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Create Amendment 26

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Create Amendment 27

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Create Amendment 28

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Create Amendment 29

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Over expenditures (OE) Residual/unspent funds in project Deliverables (financial reporting; research reports) Telephones, payroll; standing orders; contracts for service Retention of documentation Project Completion 30

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Where do administrators fit in? 31

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 Contact your Research Facilitator first with your questions and queries: Take a look at the RSO Website for information: Questions? Remember … 32

“Are We Ready? ” Research Administration Day 2016 Research Services Office Together we make it happen Research Administration Day June 1, 2016 We appreciate your help in evaluating this presentation! The RAD evaluation form is accessible online. Click here or click on the blue checkmark below (right-click the hyperlink(s) and click Open Hyperlink to activate).Click here Online Evaluation Form 33