1. 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

2. 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.

3. 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

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

5. Life Cycle of a Grant

6. 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

7. 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 *

8. 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 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.  

9. Pre-submission Supplementary Signature Page for Applications/Proposals

10. 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

11. Request for New Research Project Form

12. Request for New Research Project Form

13. 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

14. Advice Notice

15. Advice Notice

16. Advice Notice

17. 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)

18. eTRAC

19. eTRAC

20. 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)

21. Researcher Home Page (RHP)

22. 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)

23. Change to Existing Project Form

24. Change to Existing Project Form

25. 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

26. Where do I fit in?

27. Remember …
Contact your Research Facilitation Office first with your questions and queries
Take a look at the RSO Website for information and forms
Questions?

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