1. Research Administration at Yale
YSM Training
4/22/2017
Research Administration at Yale
Research Administration Overview
New Faculty Orientation
Amy Ellis Melanie Smith
Associate Director Funding Resource Center Manager
Office of Sponsored Projects Office of Sponsored Projects
Joanne Bentley
Director
Faculty Research Management Services
August 26, 2015
Competitive funding
New Award & Installment Reports for Grants

2. Funding Resources & Training
Explore these resources to identify support for your research efforts.
If you have questions, contact the Funding Resource Center Manager.
or (203)
Calendar of Research Funding Opportunities
Deadlines and links to information from foundations, non- governmental organizations, State of Connecticut, and new federal funding opportunities
Scholar Awards
Prestigious limited submission foundation grants, primarily for junior faculty – internal competitions
Limited Submissions
Federal funding opportunities that limit the number of applications per institution – internal competitions
Internal Awards
Pilot/feasibility awards to kick-start your research
Yale-University College London
Funding for collaborations
Equipment Grants
NIH and NSF support for acquisition and/or development of major instrumentation
Funding Databases & Sponsor Websites
Generate funding searches and alerts for relevant funding opportunities
Grantsmanship Training
Attend free monthly programs designed to help faculty and trainees identify
funding opportunities for their research and prepare successful, well-targeted grant applications. To register for upcoming events, click here.
The programs listed below are presented regularly.
Developing A Funded Research Program
Science Writing for Grants and Manuscripts
How to Write A Compelling Grant Abstract: A Hands-On, Skill-Building Workshop
All About Career Awards: Applications, Review, and Stepping Stones to Funding Your Future
Show Me The Money: Using Online Databases to Identify Funding Opportunities for Your Research
Behind the Scenes at NSF, DOE, DOD and Other Funding Agencies: An Insiders’ Perspective on Grant Review
Behind the Scenes at NIH: Study Section Members Share Their Experience with Application Review
Revising and Resubmitting: Practical Considerations Based on the Psychology of Re-Reviews
Funding Q&A Clinic: An informal conference room session to answer questions about identifying funding for your research.
How to Write A Successful R01

3. Institutional Roles & Relationships
Faculty Research Management Services provides the faculty facing grants management support that departmental resources typically perform. Office of Sponsored Projects (OSP) provides institutional oversight and approval and act as a source of expertise for FRMS. A strong, collaborative relationship exists between FRMS and OSP.
FRMS
Faculty Facing
Pre-Award Proposal Development
Post Award Financial and Reporting Management
OSP – Pre Award
Proposal Review
Proposal Submission
Signing Authority
Departments and Faculty/PIs
Sponsors
OSP - Financial
Policies & Procedures
Compliance
Institutional
Oversight
Compliance issues – is not a one shop operation. Important that this is caught at the beginning.
Joint learning and training opportunities
Leverage both GCA and GCFA training which has already been developed
in the future, could be opportunity for GCA and GCFA to gain experience in the direct faculty support
GCA and GCFA provide institutional oversight, training, subject matter expertise and technology. A collaborative partnership exists between FRMS, GCA and GCFA. FRMS is designed to provide departments of any size and their Principal Investigators with resources and expertise to successfully compete for, manage, and renew sponsored awards
GCA Provides assistance to faculty and staff in obtaining and managing sponsored awards that support scholarly activities while assuring proper stewardship of those funds. The office is charged with review and approval of proposals sent to all sponsors.
GCFA Works closely with FRMS and business office staff to ensure financial compliance and proper accounting of externally sponsored funds. Responsibilities include financial reporting and closeout, effort reporting, and development of the facilities and administrative cost rate.

4. Faculty Research Management Services Organization
Pre- and Post Award teams located within Business Operations, with dual report to Provost
Establishes a team with both pre and post award specialized skill sets
Encourages collaboration between Pre and Post Award team members
Facilitates knowledge transfer between teams
Enables PI-centric training and skill building activities across teams
Creates a central point of contact to work through systematic issues and changes
Business
Operations
Provost’s
Office
Departments
Faculty Research Management Services
Director
Pre-Award
Associate
Director
Post Award
Associate
Director
Grants Administrators
Grant Portfolio
Manager
Grants Portfolio Analysts
Grants Portfolio
Analysts
Grants
Coordinator
Grants Portfolio
Coordinators
Grants Portfolio
Coordinators

5. FRMS Service Offerings
Pre-Award
Grant eligibility determination
Budget and Proposal Development
Financial and non-financial documentation preparation
Track Principal Investigator current and pending support
Obtain Approvals
Coordinate with OSP – Proposal and Awards Unit
Post Award
PI financial portfolio planning, analysis and management
Monthly financial review according to University guideline
Enter budgets into budget tool
Prepare and execute accounting transactions
Effort Reporting Review and Follow up
Coordinate with Principal Investigator, Department, and OSP – Financial Management
Speaker’s Notes:
This slide shows a listing of FRMS – Pre Award service offerings. Each function has multiple processes that Pre Award performs.
Close working relationship with GCA through training, technology support and process implementation
and improvement.
Communication between Pre Award and GCA on new process steps.
Integration of technology into Pre Award work with Proposal Development rollout and immediate use of
Proposal Tracking in IRES.

6. FRMS Contact Information
Joanne Bentley, Director
Jacky Fields, Associate Director, Pre-Award
Melissa Carta, Associate Director, Post Award
Campus Address: 205 Whitney Avenue
Website: frms.yale.edu

7. The Research Enterprise
Provost
VPFBO
Associate Vice President for Research Administration
Office of Research Administration (ORA)
Strategic efforts
Operations management and oversight
OREO
ORC
Project Management
Data Management
Cross Unit Operational Integration & Efficiency
Compliance
Risk assessment
OSP
To better understand the importance of research compliance the University has created a new structure to support research and it administration..
HRPP
IACUC
COI
Pre- and post- award administration of sponsored projects
Training & Education
Required review of research involving human subjects
Required review of research involving animals
Required review of conflict of interest disclosures
OEHS
YARC
OCR
Environmental health & safety
Housing & care of animals
Patenting & licensing activities, inventions, industry relations

8. Preparing and Submitting Proposals
Work with your business office/FRMS
Develop the budget and prepare the application
Ensure all compliance requirements are completed including but not limited to:
Sponsored Projects Administration for Faculty
One-time requirement
Patent Policy Acknowledgment and Agreement
Conflict of Interest (COI) Disclosure (a.k.a. “External Interests Disclosure”)
Completed at least annually or within 30 days of any material change(s)
Veteran’s Administration Memorandum of Understanding (VA MOU)
Completed at least annually or when there is a significant change
Obtain all appropriate approvals

9. Preparing and Submitting Proposals
Office of Sponsored Projects (OSP)
Final application is routed in Proposal Development (PD) or submitted with a TranSum to OSP
All proposals must be approved by OSP prior to submission to the sponsor
Timeline
Final application should be sent to your business office/FRMS as early as possible
FRMS requires all final documents 2-5 days prior to the deadline (dependent on complexity of application)
OSP requests at least 2-5 business days for review
Additional time may be needed to make corrections, for complex proposals and during heavy deadlines

10. Supporting Research at Yale
Human Research Protection Program (HRPP)
Institutional Review Boards/Human Subjects Committees
Animal Care and Use
Institutional Animal Care and Use Committee (IACUC)
Conflict of Interest
COI Committee
Office of Cooperative Research (OCR)
Patents and licensing
Office of Environmental Health and Safety

11. Supporting Research at Yale
Office of Research Administration (ORA)
Systems, processes, compliance and regulatory activities
Office of Research Compliance (ORC)
Implementation of regulatory requirements, compliance assessments
Office of Sponsored Projects (OSP)
Pre-award and non-financial post-award
Post-award financial reporting, cash management, effort reporting