Overview of Research Administration at the University of Alberta RAD 101 Overview of Research Administration at the University of Alberta Betty Peavey, Research Facilitator Faculty of Science

What is the Research Services Office (RSO)? A central unit on campus under the VP (Research) All research funding is administered by the RSO Around 90 staff – agreements/contracts, finance, information management, business processes, reporting/audits, legal counsel Help the research community find, apply for, receive and manage research funding.

Who are Research Facilitators (RFs)? First point-of-contact for the RSO Pre-award and Post-award support Review and sign off of research applications/proposals Advise on sponsor guidelines and UofA policy Trouble shoot research-related problems Educate via workshops, one-on-one training Answer questions

Main Components of Research Funding Funding Opportunities Applying for Funding Receiving Research Funding Managing Research Funding

Life Cycle of a Grant

Things to Consider When Applying for Funding Deadlines – Sponsor/RSO/Faculty/Dept Eligibility – Applicant, Co-Applicants, Collaborators, Partners, Institution Type of Research activity Budget – Indirect costs 20% Submission process – Paper/Courier/Electronic/Online Letters of Support – Institutional/Faculty/Dept Signatures

Signatures Two sets of signature requirements: 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 UofA Policy) * Always required for full applications *

Pre-submission Supplementary Signature Page for Applications/Proposals In addition to the requirements of the sponsor, the U of A also has signature requirements. It is important the applicant meet both the sponsor and U of A signature requirements. Required signatures must be obtained prior to review and signature by the institution (provided by the Research Facilitator/RSO). University of Alberta required signatures include (obtain in order):U of A principal investigatorU of A co-investigators using the Pre-Submission Supplementary Signature pageAn email or letter from the U of A co-investigator’s department chair and/or Faculty only if new or additional resources are being committed*, except when the Co-applicant(s) are from the same department as the Principal InvestigatorU of A principal investigator’s department chair and facultyInstitution (Research Facilitator/RSO)Sponsors (in the case of a contract)*The Pre-Submission Supplementary Signature Page MUST be used if there are U of A co-applicants.  

Pre-submission Supplementary Signature Page for Applications/Proposals

Sponsor Notice of Award (NOA) If the application is successful, send us a copy of the NOA (RSO is not always copied on these) Can be a simple award letter or a complex agreement (researchers should not sign agreements without prior RSO review) If you receive an NOA for an application that was not initially reviewed/signed by RSO, attach the Request for New Project form

Request for New Research Project Form

Request for New Research Project Form

Award Setup and Activation Review the terms and conditions of award to finalize setup Research involving human subjects, animals, biohazards, human embryonic stem cells Animal and Human certifications provided by REO Biohazard Certification provided by Office of EHS This is the #1 delay in award activation RSO staff activate project RSO sends Advice Notice to PI/Dept/Faculty This is the Negotiation Agreements section

Advice Notice

Advice Notice

Advice Notice

Managing the Award 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)

eTRAC

eTRAC

Managing the Award 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)

Researcher Home Page (RHP)

Managing the Award 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)

Change to Existing Project Form

Change to Existing Project Form

Project Completion Over expenditures (OE) Residual/unspent funds in project Deliverables (financial reporting; research reports) Telephones, payroll; standing orders; contracts for service Retention of documentation

Where do I fit in?

Remember … Contact your Research Facilitation Office first with your questions and queries http://www.rso.ualberta.ca/ContactRSO.aspx Take a look at the RSO Website for information and forms http://www.rso.ualberta.ca/ Questions?

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