Overview of Research Administration at the University of Alberta

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Research Services OfficeTogether we make it happen Research Administration Day May 28, 2014

Overview of Research Administration at the University of AlbertaBetty Peavey, Research Facilitator Faculty of Science

RAD 101

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• 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.

What is the Research Services Office (RSO)?

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• 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

Who are Research Facilitators (RFs)?

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Main Components of Research Funding

Funding Opportunities

Applying for Funding

Receiving Research Funding

Managing Research Funding

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Life Cycle of a Grant

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• 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

Things to Consider When Applying for Funding

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• 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 *

Signatures

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Pre-submission Supplementary Signature Page for Applications/Proposals

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Pre-submission Supplementary Signature Page for Applications/Proposals

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• 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

Sponsor Notice of Award (NOA)

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Request for New Research Project Form

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Request for New Research Project Form

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• 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

Award Setup and Activation

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Advice Notice

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Advice Notice

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Advice Notice

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• 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

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Managing the Award

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Researcher Home Page (RHP)

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Managing the Award

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Change to Existing Project Form

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Change to Existing Project Form

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• 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

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Where do I fit in?

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• 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?

Remember …

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• 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).

Online Evaluation Form

Overview of Research Administration at the University of Alberta

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